Experience with an IT Asset Management System Lars Hagge, Jens Kreutzkamp (DESY - IPP) Erwin Deffur, Andreas Gellrich, Björn Schulz (DESY - IT) Deutsches Elektronen-Synchrotron, Hamburg CHEP 2003

Agenda Project Overview Architecture Results Experience & Outlook Jens Kreutzkamp (DESY): Experience with an IT Asset Management System CHEP 2003, San Diego, March 24-28

Agenda Project Overview Architecture Results Experience & Outlook Jens Kreutzkamp (DESY): Experience with an IT Asset Management System CHEP 2003, San Diego, March 24-28

Why Asset Management? Asset Management is a business discipline management of technical infrastructure DESY introduced an IT Asset Management System In the long term, DESY plans to extend the Asset Management solution accelerators (magnets,...) safety equipment (elevators,...) Where is the documentation of this device? Who is responsible for this device? What is the utilization of this device? Who is the owner What is the status of Is there experience with What is the total cost of this device? Jens Kreutzkamp (DESY): Experience with an IT Asset Management System CHEP 2003, San Diego, March 24-28

Mission & Goals software license management matching used and available licenses (Windows computers) procurement of standard resources eg. PCs, monitors, components,... common central repository for IT devices Jens Kreutzkamp (DESY): Experience with an IT Asset Management System CHEP 2003, San Diego, March 24-28

Project Overview software license management Production system System specification System evaluation Pilot system implementation Test Data import & migration software license management procurement of standard resources common central repository for IT devices Jens Kreutzkamp (DESY): Experience with an IT Asset Management System CHEP 2003, San Diego, March 24-28

Agenda Project Overview Architecture Results Experience & Outlook Jens Kreutzkamp (DESY): Experience with an IT Asset Management System CHEP 2003, San Diego, March 24-28

Logical Architecture e-procurement license management Name ID Install Date Asset Document Installation Monitor Hard Disk Keyboard Switch RAM CPU Serial Number Computer connected with documentation has components is a license management central repository e-procurement Transaction server Repository Jens Kreutzkamp (DESY): Experience with an IT Asset Management System CHEP 2003, San Diego, March 24-28

Physical Architecture Data Sources Core AMS Data Consumption license management central repository e-procurement Scanner to determine hardware & software information IT Experts Core AMS client Intranet Transaction server Intranet Administrators Web interface Repository Management Reports Jens Kreutzkamp (DESY): Experience with an IT Asset Management System CHEP 2003, San Diego, March 24-28

Agenda Project Overview Architecture Results Experience & Outlook Jens Kreutzkamp (DESY): Experience with an IT Asset Management System CHEP 2003, San Diego, March 24-28

Results Release 1 (July ´02) Release 2 (March ´03) license management complete inventory of IT equipment initial scan of registered PCs e-Procurement ongoing test, currently ~10% of DESYs requests Release 2 (March ´03) improved scanning mechanism scanners controlled by service extended reporting introduction of Web-Reporting Jens Kreutzkamp (DESY): Experience with an IT Asset Management System CHEP 2003, San Diego, March 24-28

Installation Report Installation overview per user group Discover version variety e.g. three different MS Project versions in use might cause data exchange problems identification of PCs which needs to be migrated Jens Kreutzkamp (DESY): Experience with an IT Asset Management System CHEP 2003, San Diego, March 24-28

Analysis of SW Installations 1.5 operating systems/PC Windows NT and DOS 0.2 virus scanners/PC might cause security problems some versions are not detected Software usage Number of installations Software (categorized) Mail client Office OS CAD Virus scanner Jens Kreutzkamp (DESY): Experience with an IT Asset Management System CHEP 2003, San Diego, March 24-28

License Usage preliminary Comparison of used and available licenses Raw data basis: initial scan contains external PCs (~290), policy not fully clear transfer of license points to be implemented e.g. Windows XP-licenses are also valid for NT Indicator for over- or underlicensing Raw data preliminary Jens Kreutzkamp (DESY): Experience with an IT Asset Management System CHEP 2003, San Diego, March 24-28

XP Compliance Recommendation for Windows XP 300 MHz CPU, 128 MB RAM, 1.5 GB free disk space ~16% of the computers are incompliant ~ 370 PCs need to be replaced total estimated HW cost ~300k$ Jens Kreutzkamp (DESY): Experience with an IT Asset Management System CHEP 2003, San Diego, March 24-28

E-Procurement Ongoing test, currently ~10% of DESYs requests average processing time reduced to 6 days (from ~4.5 weeks) test groups „won´t miss the system anymore“ E-Procurement process technical approvals financial approvals users request preparation & delivery Jens Kreutzkamp (DESY): Experience with an IT Asset Management System CHEP 2003, San Diego, March 24-28

Agenda Project Overview Architecture Results Experience & Outlook Jens Kreutzkamp (DESY): Experience with an IT Asset Management System CHEP 2003, San Diego, March 24-28

Experience Acceptance improvement System scope Project organization deliver results and benefits to customer early „not yet nice but helpful“ involve critical users early implement the scanner invisible for the user System scope start with a small system concentrate on high priority user requirements Project organization management support (it´s a company wide solution with impact to all divisions and PC users) Jens Kreutzkamp (DESY): Experience with an IT Asset Management System CHEP 2003, San Diego, March 24-28

Vision & Outlook Prototype for accelerator infrastructure management component of an integrated information management contribute to full life cycle support Prototype for accelerator infrastructure management Facility Management Asset Engineering Data Management Please visit poster P37 „Concepts for Integrating Information Systems“ Jens Kreutzkamp (DESY): Experience with an IT Asset Management System CHEP 2003, San Diego, March 24-28

General Purpose Data Model Enables common management of entire technical infrastructure IT devices, magnets, power supplies, vacuum pumps,... documentation documentation Name ID Install Date Responsible Asset Document Name ID Install Date Responsible Asset Document components components connected with is a connected with is a is a is a has has Monitor Computer Manual Coil Magnet Drawing Hard Disk Yoke Keyboard Support RAM CPU Serial Number Maximum Current Maximum Gradient Serial Number Switch Power Supply connected with connected with Example for a general purpose data model containing both IT devices (left) and accelerator components (right). Jens Kreutzkamp (DESY): Experience with an IT Asset Management System CHEP 2003, San Diego, March 24-28

Accelerator AMS Accelerator documentation barcode labeling of accelerator components Mobile devices to support operation & maintenance procedures data export to mobile device local identification by barcode modification of data synchronisation with AMS repository Detailed information (native) Specific information (mobile) Jens Kreutzkamp (DESY): Experience with an IT Asset Management System CHEP 2003, San Diego, March 24-28

Pilot PDMS Integration Document from PDMS AMS Native Client AMS-PDMS Integrator Jens Kreutzkamp (DESY): Experience with an IT Asset Management System CHEP 2003, San Diego, March 24-28

Thank you Asset Management @ DESY Contact jens.kreutzkamp@desy.de Jens Kreutzkamp (DESY): Experience with an IT Asset Management System CHEP 2003, San Diego, March 24-28