Reducing Network Documentation

Effort by Visio Automation

David Cuthbertson
Diagrams
g Are Veryy Useful!
But Not all Diagrams
g Help!
p
If A Picture Paints a Thousand Words

How do we p
paint a thousand pictures?
p Easily?
y
 Reducingg Your Workload

Architecture Overviews

LAN/WAN/SAN Diagrams
Automation
Current Method
Inventory / Connection Lists

l
Floor & Rackk Diagrams

0% 20% 40% 60% 80% 100%

 Visio Automation Agenda
g
1. Understand Visio – out of the box
2. Diagramming techniques
- Making it simpler for all
3. Linking Visio to data sources
- Reduce cut/paste, diagram refresh, consistency
4. Automation for larger infrastructures
- Automated creation and updating
 A Few Questions
• Who has used Visio for more than 2 years?

• Which is easier and faster to complete?

p
a. Drawing a Visio diagram at a planning stage
b. Drawing a Visio diagram of an existing network

• Is it possible to get different engineers to dra

draw
exactly the same Visio diagram?
 1. Visio Basics
• Visio history
– 1992 First
Fi t released,
l d 2000 acquired
i db by Mi
Microsoft
ft
– Last non-MS versions had auto-discovery, equipment
templates
p – all removed with Visio 2003
• Versions
– Visio 2007/10/13 Standard
– Visio 2007/10/13 Professional
– Visio 2010/13 Premium
– Visio 2007/10/13 Viewer (runs in IE browser)
Visio Version Comparison
p
Visio Features
Data Features
 Visio Resources And Help
p
• Microsoft web site
• Books
• LinkedIn group – Visio Enthusiasts
• Equipment manufacturer web sites
– Cisco, Commscope, Siemon
– HP, Dell, others www.visiocafe.com www.shapesource.com
• 3rd
d Party stencils
il
– netZoom, others www.altimatech.com
• Visioguy www.visguy.com
 Templates,
p Stencils, Shapes
p
Categories

Templates

Stencils

Shape
 Visio Concepts
p and terms
• Template SW-BHAM-01 Properties
Cisco 2950

• Stencil 10.6.2.32
Live

• Shape
p
Data Centre
• Shape properties
• Connector
• Background
• Layer RTR-BHAM-01

Comms Room
 Visio Basics -1
• Creating new diagram from a template
• Manipulating
i l i shapes
h on a page
• Aligning and Distributing Shapes
• Copy, Paste and Duplicate Shapes
• Grouping and ungrouping shapes
• Foreground and Background options
• Zooming in and Out of the Page
• Using the Drawing Toolbar to create basic shapes
 Visio Basics - 2
• Connectors
• S i and
Static dddynamici glue
l
• Adding, deleting and moving connector points
• Using different stencils
– Stencil search
• Shape behaviour -1d, 2d, drill down
• Working with text
– Object text
– Freeform text
– Text block tool
 Static glue
g

• Static glue is to a
particular connection
point
• The connection points
used don’t
don t move even if
the shapes are moved
 Dynamic
y glue
g
• Drag connector onto shape
and wait until shape is
highlighted in red
• If you move the shapes
relative to each other the
connection moves
appropriately
 Using Different Stencils (and searching)

• Use Shapes tab

• Select via menus
• Use Search
S h options
i
• External stencil sets
– Suppliers, 3rd party

19
 Usingg External /3rd Partyy Stencils
• There are lots to choose from
• Free
– www.visiocafe.com
– www.shapesource.com
– Manufacturers Cisco, Commscope,
p etc.
– 3rd Party custom sets
• Purchase
– NetZoom
– Other products with embedded stencils / graphics
 Danger!
g - Visio File Sizes
Two files
Diagram 1 1995kB
Diagram
g 2 12kB

Diagram 1 is 166 times the size of Diagram 2!

Some tips to reduce file sizes

 2. Diagramming
g g Techniques
q
Good diagramming practice

1. The detail that you see

- What is seen visually / printed
2. Additional data / information within diagram
- Additional
Addi i l action
i b by viewer
i – display,
di l click,
li k show
h llayer, etc.
3. How you get to other information?
- Drill
D ill d
down, open fil
files, llaunch
h remote
t session
i
 The Process of Creatingg a Diagram
g
1. Purpose

2. Gather data

3. Define shapes
p 1. Which takes the most time?
Transfer data
4. to diagram 2. Where can errors creep in?

5. Layout

Add extra
6. detail

7. Save

Send / publish
8. diagram
 Diagram
g Process Examples
p
Network Diagram
1. Purpose Rack Diagram R01
Orlando LAN

Select Rack R01 Switches / Router

2. Gather data
Inventory WS -X 6K-SUP 1A-2GE

in Orlando SW-BHAM-Trade01

PWR MGMT
SYSTEM
STATUS

ACTIVE

DTE/ DCE
RESET
1
SW-BHAM-CORE1.Card1
100% PORT 1 PORT 2

1%
SUP ERVI S OR 1 CONSOLE SWI TCH LOA D P CMCIA EJE CT LINK LINK

FAN
STATUS

3
SW-BHAM-CORE1.Card3

WS- X6 748- GE-T X

1 11 1314 23 25 3536 3738 47
2 12 24 26 48

4 SW-BHAM-CORE1.Card4
10/100/1000 FAB RIC E NABLED
STATUS 48 P OR T
21 61 GE MO D 92 63 RJ 45 04
1 2 3 4 5 6 7 8 9 10 11 13 14 15 17 18 19 20 21 22 23 24 25 26 27 28 30 31 32 33 34 35 37 38 39 41 42 43 44 45 46 47 48

WS- X6 748- GE-T X

1 11 1314 23 25 3536 3738 47
2 12 24 26 48

5 SW-BHAM-CORE1.Card5
10/100/1000 FAB RIC E NABLED
STATUS 48 P OR T
21 61 GE MO D 92 63 RJ 45 04
1 2 3 4 5 6 7 8 9 10 11 13 14 15 17 18 19 20 21 22 23 24 25 26 27 28 30 31 32 33 34 35 37 38 39 41 42 43 44 45 46 47 48

Match to 7

Match to
3. Define shapes C6509-E-FAN
9
SW-BHAM-CORE1.Card9

Physical Shapes Logical Shapes

WS-C6509-E

INPUT 1 INPU T 1
10 0-2 40V ~ 10 0-2 40 V ~
16 A 16 A
60 /5 0 Hz 60 /50 Hz

INPUT 2 INPU T 2
10 0-2 40V ~ 10 0-2 40 V ~
16 A 16 A
60 /5 0 Hz 60 /50 Hz

LL LL
INSTA INSTA

RUN

RUN
INPU T FAN OUTPU T INP UT FAN OU TPU T
OK OK FAIL OK OK FAIL

SWI TCH M US T BE IN OFF “O” P OSI TION TO INSTALL/

2 SW-BHAM-CORE1 1 2

S WI TCH MUST BE IN OFF “O” POSI TION T O INST ALL/

CISC O SYSTEMS, IN C. REMOV E P OWER S UP PLY . FASTENE R MUST BE FULLY
C ISC O SYS TEMS , INC. REMOV E POWER S UP PLY . FASTE NE R MUST BE FULLY
ENGAGED P RI OR TO OP ERATI NG POWER SUPPL Y. E NGAGED P RI OR TO OP ERATING P OWE R SUPP LY.

4 40

micr o sy ste ms

C RITIC AL

MA JOR

MINOR

U SER I

CO MP ACT

Transfer data Create Shapes

4. Create Shapes
to diagram and connections

Place/size
l / Move/size
/
5. Layout
to position in rack for readability

Add extra
6. detail
Notes, etc. Notes, etc.

Save as Save as
7. Save
Rack R01 Orlando LAN

Send / publish Store on server Store on server

8
8. diagram Intranet/SharePoint Intranet/SharePoint
Is This A Good Diagram?
g
 Does It Have These Characteristics?
1. Title

2. Purpose

3. Author

4. Version

5. Date

6. Instructions

7. Symbols

8. Attributes

9. Connections

10 G
10. Grouping
i

11. Background / layers

 Enterprise Architecture – Zackman Framework
abstractions DATA FUNCTION NETWORK PEOPLE MOTIVATION
perspectives What How Where Who Why
List of Things - List of Processes - List of Locations - List of Organizations - List of Events - List of Business Goals
Important to the Business the Business Performs in which the Business Operates Important to the Business Significant to the Business and Strategies

SCOPE
Planner

Entity = Class of Function = Class of Node = Major Business People = Class of People and Ends/Means=Major Business
contextual Business Thing Business Process Location Major Organizations Time = Major Business Event Goal/Critical Success Factor

e.g., Semantic Model e.g., Business Process Model e.g., Logistics Network e.g., Work Flow Model e.g., Master Schedule e.g., Business Plan

ENTERPRISE
MODEL
Owner
P
Process = Business
B i P
Process
I/O = Business Resources
Entity = Business Entity Node = Business Location People = Organization Unit Time = Business Event End = Business Objective
conceptual Rel. = Business Relationship Link = Business Linkage Work = Work Product Cycle = Business Cycle Means = Business Strategy
e.g., Logical Data Model e.g., Application Architecture e.g., Distributed System e.g., Human Interface e.g., Processing Structure e.g., Business Rule Model
Architecture Architecture
SYSTEM
MODEL
Designer

Entity = Data Entity Process.= Application Function Node = IS Function People = Role Time = System Event End = Structural Assertion
logical Rel. = Data Relationship I/O = User Views Link = Line Characteristics Work = Deliverable Cycle = Processing Cycle Means =Action Assertion
e.g., Physical Data Model e.g., System Design e.g., Technical Architecture e.g., Presentation Architecture e.g., Control Structure e.g., Rule Design

TECHNOLOGY
CONSTRAINED
MODEL
Builder Node = Hardware/System
Entity = Tables/Segments/etc. Process= Computer Function Software People = User Time = Execute End = Condition
physical Rel. = Key/Pointer/etc. I/O =Data Elements/Sets Link = Line Specifications Work = Screen/Device Format Cycle = Component Cycle Means = Action

e.g. Data Definition e.g. Program e.g. Network Architecture e.g. Security Architecture e.g. Timing Definition e.g. Rule Specification

DETAILED
REPRESEN-
REPRESEN
TATIONS
Subcontractor
Entity = Field Process= Language Statement Node = Addresses People = Identity Time = Interrupt End = Sub-condition
out-of-context Rel. = Address I/O = Control Block Link = Protocols Work = Job Cycle = Machine Cycle Means = Step

FUNCTIONING DATA FUNCTION NETWORK ORGANIZATION SCHEDULE STRATEGY

ENTERPRISE Implementation Implementation Implementation Implementation Implementation Implementation
 Visio Examples
p
• Floor plans
• Importing CAD / other formats
• Layers
y
• Data center floor plans
• Backgrounds
• Hyperlinking
 3. Linkingg Visio To Data Sources
• Saves typing mistakes
• Enables refresh of data
• One diagram
g can serve multiple
p p purposes
p
– Less to maintain
• Multiple views of one device
– Less to maintain
• Enables use
se Of Data Graphics Feat
Feature
re
 Understandingg Realityy
To understand infrastructure
and manage change

We need multiple views

• Rack schematics
• Equipment configuration
• Physical connectivity
• Logical end point
connectivity
ti it
• End device connectivity
 Service view

Power Supply
Multiple Device Instances in Diagrams

H/W Build
Rack Position

BLADE-BIRM01.BLADE-SW2

Network Connections
BLADE_BIRM01

UK_BIRM01_BLADE-05
UK_BIRM01_BLADE-04 UK_BIRM
M01_BLADE-12
UK_BIRM01_BLADE-03
UK_BIRM01_BLADE-02 UK_BIRM
M01_BLADE-10
UK_BIRM01_BLADE-01 UK_BIRM
M01_BLADE-09
BLADE-BIRM01.BLADE-SW1
Floor Plan
Reduce The Workload!

Excel Visio

Floor box list Floor plan

Cabinet list Equipment room floor plan
Patch panel list Backbone cabling diagram
Inventory Network diagram
Inventory Rack diagram
Inventory Server connectivity diagram
 Usingg External Data Sources
New Updating
1
1. Purpose 1
1. Purpose

2. Gather data Time 2. Gather data

saving
g
Check diagram
3. Define shapes 3. for match

Transfer data Add / Delete shape

4. to diagram
4. Connector Data
Connector,

5. Layout 5. Review Layout

Add extra Add

dd extra
6. detail
6. detail

7. Save 7. Save

Send / publish Send / publish

8. 8. diagram
diagram
 Visio Data Graphics
p
• Standard feature 2007/10/13 Professional

• Enables use of embedded data

– Display multiple text fields around a shape
– Data bars to show capacity
– Use icons for status differences
– Change shape colour based on data value
Limitations Of Visio / Data Source
• Good for quick diagrams
• The data transfer and refresh is automated,
but the filtering and selection is manual
• It doesn’t connect shapes together
– Limits value in a network environment
• New devices are not added to diagrams
 First Steps
p For Multiple
p Diagrams
g
• Control use of shapes / stencils
• Follow
ll b best practices
i ffor di
diagram iinformation
f i
• Save reference versions in common areas
– File locations
– Web site
– SharePoint
• Use a common source where possible for shape data
– Databases preferred to spreadsheets
– Create views to suit diagram information need
 4. Automation For Larger Infrastructures
• Looking beyond a few spreadsheets
• Minimise manual maintenance effort
– Scale and separation of roles demands it
• Improving accuracy and consistency
– Software driven diagram production
• Infrastructure document management
– Shared across teams
teams, controlled access
 Extendingg Visio Automation
New Updating
1
1. Purpose 1
1. Purpose

2. Gather data Time 2. Gather data

saving
g
Check diagram
3. Define shapes 3. for match

Transfer data Add / Delete shape

4. to diagram
4. Connector Data
Connector,

5. Layout 5. Review Layout

Add extra Add

dd extra
6. detail
6. detail

7. Save 7. Save

Send / publish Send / publish

8. 8. diagram
diagram
 Simple
p Goals
• Draw 60 rack diagrams and save on a file
server by
b room llocation
i
• Check and update 100 site network diagrams
with changes in devices, connections and data
• Refresh an updated
p set of build documents
covering racks, hardware, cabling, power
within a data center transition project
p j
• When – now, tonight, every Friday
 Many Infrastructure Information Needs

Plan
Pl Build
B ild Operate
O t Risk
Ri k Dispose
Di

Project
P j t and
d tasks
t k Operations
O ti And
A d Risk
Ri k Control
C t l
Ease and speed of creation Ease of use by many
Ease of distribution Structured for integration & reporting
Flexible to meet task needs Support for multiple processes
Limited training Wide scope – the big picture!

Examples Examples
Project documentation Asset and Inventoryy management
g
Equipment lists Business / service dependencies
Visio/CAD diagrams Monitoring of performance, status
Test results Risk and Recovery
 Leverage Data Sources

Plan
Pl Build
B ild Operate
O t Risk
Ri k Dispose
Di

Documents Lists Diagrams

Knowledge
CMDB IIM DCIM
CMS
NMS SAM

Data
Contracts Monitoring Workflow Capacity

Storage Excel Visio

Networks
Cabling Power
Inventory
Dave(s)
Maintain - Infrastructure Knowledge

Plan
Pl Build
B ild Operate
O t Risk
Ri k Dispose
Di

Project
P j t and
d tasks
t k Operations
O ti And
A d Risk
Ri k Control
C t l
Ease and speed of creation Ease of use by many
Ease of distribution Structured for integration & reporting
Flexible to meet task needs Support for multiple processes
Limited training Wide scope – the big picture!

Record planning decisions in the operational system

Produce project docs for/from the operational system
 Diagram
g Automation Examples
p
Network Diagram
1. Purpose Rack Diagram R01
Orlando LAN

Select Rack R01 Switches / Router

2. Gather data
Inventory WS -X 6K-SUP 1A-2GE

in Orlando SW-BHAM-Trade01

PWR MGMT
SYSTEM
STATUS

ACTIVE

DTE/ DCE
RESET
1
SW-BHAM-CORE1.Card1
100% PORT 1 PORT 2

1%
SUP ERVI S OR 1 CONSOLE SWI TCH LOA D P CMCIA EJE CT LINK LINK

FAN
STATUS

3
SW-BHAM-CORE1.Card3

WS- X6 748- GE-T X

1 11 1314 23 25 3536 3738 47
2 12 24 26 48

4 SW-BHAM-CORE1.Card4
10/100/1000 FAB RIC E NABLED
STATUS 48 P OR T
21 61 GE MO D 92 63 RJ 45 04
1 2 3 4 5 6 7 8 9 10 11 13 14 15 17 18 19 20 21 22 23 24 25 26 27 28 30 31 32 33 34 35 37 38 39 41 42 43 44 45 46 47 48

WS- X6 748- GE-T X

1 11 1314 23 25 3536 3738 47
2 12 24 26 48

5 SW-BHAM-CORE1.Card5
10/100/1000 FAB RIC E NABLED
STATUS 48 P OR T
21 61 GE MO D 92 63 RJ 45 04
1 2 3 4 5 6 7 8 9 10 11 13 14 15 17 18 19 20 21 22 23 24 25 26 27 28 30 31 32 33 34 35 37 38 39 41 42 43 44 45 46 47 48

Match to 7

Match to
3. Define shapes C6509-E-FAN
9
SW-BHAM-CORE1.Card9

Physical Shapes Logical Shapes

WS-C6509-E

INPUT 1 INPU T 1
10 0-2 40V ~ 10 0-2 40 V ~
16 A 16 A
60 /5 0 Hz 60 /50 Hz

INPUT 2 INPU T 2
10 0-2 40V ~ 10 0-2 40 V ~
16 A 16 A
60 /5 0 Hz 60 /50 Hz

LL LL
INSTA INSTA

RUN

RUN
INPU T FAN OUTPU T INP UT FAN OU TPU T
OK OK FAIL OK OK FAIL

SWI TCH M US T BE IN OFF “O” P OSI TION TO INSTALL/

2 SW-BHAM-CORE1 1 2

S WI TCH MUST BE IN OFF “O” POSI TION T O INST ALL/

CISC O SYSTEMS, IN C. REMOV E P OWER S UP PLY . FASTENE R MUST BE FULLY
C ISC O SYS TEMS , INC. REMOV E POWER S UP PLY . FASTE NE R MUST BE FULLY
ENGAGED P RI OR TO OP ERATI NG POWER SUPPL Y. E NGAGED P RI OR TO OP ERATING P OWE R SUPP LY.

4 40

micr o sy ste ms

C RITIC AL

MA JOR

MINOR

U SER I

CO MP ACT

Transfer data Create Shapes

4. Create Shapes
to diagram and connections

Place/size
l / Move/size
/
5. Layout
to position in rack for readability

Add extra
6. detail
Notes, etc. Notes, etc.

Save as Save as
7. Save
Rack R01 Orlando LAN

Send / publish Store on server Store on server

8
8. diagram Intranet/SharePoint Intranet/SharePoint
 Simplify Infrastructure Data Capture
• Data capture focusses on delivering database load Excel
files
Building

• Visualization is either created automatically, or by

Excel
combiningg data with existingg backdrops
p - floor
plans Rack

• No need to check across multiple diagrams / Excel

documents for consistency and format
Device

A faster,
faster less complex and less costly audit
audit, which
doesn’t require high skill levels within the audit team Excel

as the software system creates the visualization Cable

 Makingg Trusted Data A Realityy
1. Establish policies, standards and ownership of data and
diagrams.
diagrams
Make it simpler and easier for engineers and managers

2. Have project / operations use common terms & formats

Supply templates, naming system, labels, etc.

3. Reduce the numbers of documents / files to maintain

Consolidate into centralised systems and make them easy to find
Link / create / update Visio diagrams, reports, excel from databases

4. Update
p operational
p systems
y as p
part of p
planningg p
processes
 Review From The Start

Architecture Overviews

LAN/WAN/SAN Diagrams
Automation
Current Method
Inventory / Connection Lists

l
Floor & Rackk Diagrams

0% 20% 40% 60% 80% 100%

Visio Automation Tips and Techniques
• Lots of productivity features are unknown
– SSave yourself
lf and
d others
th a llott off effort!
ff t!
– Learn more about Visio

• Linking to existing data sources has many benefits

– Less errors,
errors easier to refresh diagrams and update them
– Use the data graphics feature to reduce diagram numbers

• For larger environments

– Assess the value of database driven systems
 Additional Material
www.microsoft.com
http://blogs.office.com/b/visio/
https://www.facebook.com/MicrosoftVisio

www.squaremilesystems.com
Free SMS Visio utilities Downloads and videos
Webinars/videos Visio automation, documenting cabling, etc.

www.assetgen.com
Evaluation software Free “DCIM/CMS” evaluation version
Webinars Data center practices,
practices Visio integration