Capital Computing Application NERCOMP SNUG - April 2019 Karen Warren, Deputy CIO Kevin Kane, Manager of Student Systems and Web Applications

Environment Faculty/staff computers 4-year replacement cycle This Photo by Unknown Author is licensed under CC BY-SA-NC Faculty/staff computers 4-year replacement cycle Mac and PC with some standardization of PC models Replace approximately 200 computers annually Replacements handled by Desktop Support staff Tracking system was homegrown, relied heavily on Excel and staff memory

ServiceNow implementation including endpoint import Develop processes related to updating and maintaining CIs and assets. Implement BDNA Iterate and refine workflow Implement SCCM Development of SN app for cap computing tracking Implement app and refine. 2016-2017 Jan 2014 Spring 2018

Application requirements Records should have cost estimates assigned Approval process required Records must be created adhering to fiscal years Must be able to move records between fiscal years Retain record of completed replacement with comments/notes.

Capital Computing Application Capital Eligibility Records - new table that handles workflow and tracks meta data on each capital computer Capital Computing Setup Values - table that provides dynamic variables for each approver (default approval, estimated amount) Computer (CI) - on update create or update eligibility record Script Include - defines a CapitalComputing object that contains all the logic and programming of our application Business Rules - execute certain actions from the script include based on user input Fix Script - used to generate initial records when system went live Reports – Approved Amounts Report, Estimated Amounts Report, Summaries by Fiscal Year and Approver

System Workflow

Notes on Behavior Eligibility records are created as soon as the CI exists and it is marked capital and has a valid deployment date.  This allows us to project the replacement of a computer as soon as it is deployed(4 year cycle) Estimated Amount and Approved Amount converge as the fiscal year progresses. Replacements are moved between years by adjusting the fiscal year field on the eligibility record.

Example

Projections

Enhancements (to make our lives easier) Client Scripts Add Monitor - if the ITIL user clicks add monitor record is automatically adjusted to add the cost of a monitor to the approved/estimated amount. Approved Model Change - automatically adjust approved/estimated amount based on ITIL user selecting a given model from the list of approved computer models. Capital Computing Setup Values Table that sets initial values based on approver.  Amounts vary between faculty and staff and is tied to who is approving the replacements.

Computer assigned by staff in CI record Device imported automatically; asset and CI created Manually complete critical data Assigned To, Deployment Date, Capital Computer Capital Eligibility Record created based on CI fields Records created 4 years out.

Challenges Future roadmap Asset data split across two systems. Variations between funding sources. Requires staff fully understand how system works. Spawn purchase requests from eligibility records. Establish related item record with request item that fulfilled the replacement record.