EN Inventory Emanuele Piemonti Spalazzi EN-GMS-Adm

Goals 2 Assess the volume and value of our assets in order to comply with the inventory rules laid down by the FP Department Keep an up-to-date inventory of the installed desktop equipment Simplify the inventory process Enhance the traceability of goods during their life-cycle EN-GMS-Adm

Means 3 List of inventorial items Inventory application (AIS inventory tool) Automatic update between Network Database and AIS Inventory tool (locality, users) Users’ Check List Inventory labels EN-GMS-Adm

List of Inventorial Items 4 All these items must be included in the inventory:  computers  laptops  printers  scanners  tablets  smart phones  IP phones  audio/video conference equipment  video projectors  large-format televisions  bar-code readers  oscilloscopes  circular saws  grindstones  vacuum cleaners  drills  toolkits  bicycles and mopeds EN-GMS-Adm

AIS Inventory Tool 5 The electronic inventory of all goods belonging to the Departments is managed using the Inventory (Foundation) applicationInventory (Foundation) application Main strenghts: Link between procurement orders and the entries in the inventory Anomalies detection and modification Electronic Users’ Check-List EN-GMS-Adm

Link between procurement orders and inventory EN-GMS-Adm The Inventory application provides a list of the goods bought within their Department via: stores orders external orders interdepartmental transfers (TIDs) NETOPS (database of computer equipment) The inventory manager selects the items to be entered in the inventory according to: the list of material that is required to be inventoried the sensitivity of the item concerned. Problems: Duplicates (automatic insertion vs. manual insertion) Misleading items names (link between procurement orders and inventory based on “Item Description”) Third party orders (difficult to identify the actual user of the item)

Anomalies detection and modification (1) 7 The are several means to detect (and correct) anomalies in the inventory : «PC differences with netops» : this AIS Inventory Tool feature helps detecting all inconsistencies between the Network Database and the inventory (different address, user, serial number, PC/Telephone name). Corrections need to be done manually «Users/ Keepers/ Departments» : this feature shows all items belonging to a User/ Keeper which is no more at CERN has changed Department Corrections have to be done manually EN-GMS-Adm

Anomalies detection and modification (2) 8 «Receive transfers»: following a change of a User’s Department, this feature allows to receive all items which have been transfered to our Department by his former Department. «Network» : this feature allows to detect all items which are in the Network Database and NOT in the Inventory (Double check system) Automatic update between the Network Database and the Inventory (only for User’s name and address) Important: For this feature to be useful and reliable, the Network database has to be up-to-date and all modifications need to be entered  need for procedures Weakness: automatic update based on “Serial number” (this information is not compulsory in the Network Database)  need for procedures EN-GMS-Adm

User Check List (1) 9 From this year, we have started using the electronic check list provided by the AIS Inventory Tool in order to ask all users to verify the items entered under their name in the inventory. More precisely Users are allowed to: modify an item type, maker, serial number, location change the User name or Keeper name suppress an article from their inventory list by selecting the appropriate suppression code add new articles which are not listed in their inventory EN-GMS-Adm

User Check List 2 10 All check lists are processed manually. Relevant modifications are verified (with the collaboration of the Computing Linkpersons) before being validated: Theft/ Loss  We ask for the Declaration of the Theft/ Loss Obsolete  We verify when the item was bought and if it is still connected to the Network Database Change of User/ Keeper  We inform the new User/ Keeper about the change Change of location  We check if the new location is consistent with the Network Database New item  We verify if the item is not already in the inventory (serial number) EN-GMS-Adm

Example EN-GMS-Adm

Labels 12 In order to enhance the traceability of all inventoried items during their life-cycle, we are introducing a labeling system. All inventoried items will have to carry a label with their inventory number. In few weeks, we will produce and send more than 2500 labels (all users will receive their labels together with their inventory list and some instructions) EN-GMS-Adm

Improvements in the inventory management 13 In conclusion several improvements have been made to our inventory management: There are now 3 different means to detect all inventoriable items (link between procurement orders and inventory in AIS Inventory tool, new items entered by the user in the check lists, «Network» feature in AIS) Most anomalies can be detected and corrected The automatic update of some information (user’s name, location) in the inventory according to the Network Database simplifies the inventory process. The two databases are also more consistent The electronic check lists are much easier to handle, more user- friendly and environmental-friendly A labelling system will guarantee a more reliable inventory (and it will be much easier to check) EN-GMS-Adm

Things still to improve EN-GMS-Adm Duplicates (automatic insertion vs. manual insertion) Reliability (link between procurement orders and inventory based on “Item Description”; automatic update based on “Serial number”) Users’ Check-lists compatibility problems Procedures to standardize PC orders (the final user must be mentioned), to assure that relevant information are entered in the Network Database (serial number) and that this latter is up-to-date (ex. departure of a user)

EN-GMS-Adm