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?
Where is the documentation
 Asset Management is a
of this device? business discipline
 management of technical
Who is responsible infrastructure
for this device?
What is the  DESY introduced an IT Asset
utilization of Management System
Who is the owner
this device?
of this device?

What is the Is there

status of experience with
this device? this device?
 In the long term, DESY
What is the total
plans to extend the Asset
cost of this device? Management solution
 accelerators (magnets,...)
 safety equipment
(elevators,...)
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

Production
system

System System Pilot system Data import &

Test
specification evaluation implementation 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
management

repository
documentation
Asset Document

central
license
connected with Name
components
ID
Install Date

is a
has

Monitor Computer has Installation

Transaction server
Hard Disk
Keyboard RAM
CPU
Serial Number Repository
Switch
connected with

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

e-procurement
management

repository
Scanner to

central


license
determine
hardware & Core AMS IT Experts
software information client

Intrane Transaction server Intrane

t t
Web Administrators
interface

Repository

Report
Management
s
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)
 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 Software usage
 might cause security

Number of installations
problems
 some versions are not
detected

D
nt

ce

er
OS

CA
lie

n
ffi

an
O
lc

sc
ai
M

s
ru
Vi
Software (categorized)

Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

CHEP 2003, San Diego, March 24-28
License Usage
 Comparison of used and
available licenses
 Raw data
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

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 1%
space 4%
3%
 ~16% of the 2%
1%
computers are 5%
incompliant CPU & HDD Upgrade
CPU & RAM Upgrade
 ~ 370 PCs need to be 84% CPU Upgrade
replaced HDD Upgrade
 total estimated HW cost RAM Upgrade
New Computer
~300k$
Suitable

Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

CHEP 2003, San Diego, March 24-28
 E-Procurement
 Ongoing test, currently 35

~10% of DESYs requests 30

Number of Requests
25
 average processing time 20

reduced to 6 days (from 15

~4.5 weeks) 10

 test groups „won´t miss the 5

0
system anymore“

11

12

13

14
10

en
4
>1
op
Process time

technical approvals

users
preparation & delivery
request
financial approvals
E-Procurement process
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
 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
Engineering Asset Facility
Data Management Management 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
Asset Document Asset Document
Name Name
ID components ID components
connected with Install Date is a connected with Install Date is a
Responsible Responsible

is a is a
has has

Monitor Computer Manual Coil Magnet Drawing

Hard Disk Yoke

Keyboard Support
RAM Maximum Current
CPU Maximum Gradient
Serial Number 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 Detailed information (native)
 local identification by
barcode
 modification of data
 synchronisation with AMS
repository

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-PDMS
Integrator

AMS
Native Client

Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

CHEP 2003, San Diego, March 24-28
Asset Management @ DESY

Thank you

 Contact
 jens.kreutzkamp@desy.de

Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

CHEP 2003, San Diego, March 24-28