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

2. Environment Faculty/staff computers 4-year replacement cycle
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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

3. 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.
Jan 2014
Spring 2018

4. 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.

5. 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

6. System Workflow

7. 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.

8. Example

9. Projections

10. 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.

11. 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.

12. 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.