1. Physical Inventory Project Overview 0 Physical Inventory Overview George Vrtiak Transformation Projects Team April 10, 2007

2. Physical Inventory Project Overview 1 Table of Contents Purpose and Approach Schedule and Execution Questions

3. Physical Inventory Project Overview 2 Purpose and Approach

4. Physical Inventory Project Overview 3 Overview of the IT Asset Inventory The purpose of the physical inventory is to establish a baseline of in scope IT assets. –In addition, some other assets will be counted only for contractual purposes (i.e. Telephones) All 2,041 agency sites will be visited A ”Floor to Book” inventory will be performed - What we count will be compared to what we currently have in the Asset Inventory Inventory to be conducted on a site basis – 5 Regions –Richmond –Northern Virginia –Norfolk –Roanoke –Charlottesville

5. Physical Inventory Project Overview 4 Overview of the IT Asset Inventory (Continued) Northrop Grumman has entered into a contract with TEKsystems to perform the physical inventory –TEKsystems is a company whose business is conducting inventories –Very mature processes –Experienced staff –Contract includes a requirement for 30% SWAM participation Physical Inventory Teams has: –Received training on customer interface –Received training on escalation process –Received background checks and drug tests in accordance with VITA policy –Received VITA badges for identification purposes (key personnel only) –Received security, privacy and HIPAA training –Signed a non-disclosure agreement

6. Physical Inventory Project Overview 5 Data Elements to be Collected Agency name (Agency number) Site ID (street, city, zip) and floor, room/cube Machine type (i.e. monitor, laptop, etc) Make/manufacturer Model Serial Number VITA or NG asset tag number Status (Active/Reserve/Inactive)

7. Physical Inventory Project Overview 6 Schedule and Execution

8. Physical Inventory Project Overview 7 High Level Schedule January 29 — Planning with vendor commenced February 27 — Proof of concept complete; approval to proceed to pilot March 22 — Pilot completed; approval to start inventory April 10 — Commence full scale inventory July — Physical Inventory completed October — Reconciliation completed

9. Physical Inventory Project Overview 8 Impact on the Site Minimize the impact on the site and employee –Automated tools to minimize collection time and ensure accuracy –Should take approximately 5 minutes per desktop/laptop –Laptop in a docking station – applications must be closed and laptop undocked –Inventory team will not do anything to the system other than scanning the bar code labels (tag VITA assets that do not have an asset tag) –Mobile assets/home offices can be brought into the office to be inventoried or registered on line

10. Physical Inventory Project Overview 9 Communication –Draft communications developed to help you prepare your agencies Physical Inventory Overview Frequently Asked Questions List of assets to be inventoried Letter to site points of contact (POCs) Employee e-mail Visit card

11. Physical Inventory Project Overview 10 Site Schedule Every two weeks Agencies will be sent a schedule of sites to be visited beginning in two weeks Agencies will be contacted and POCs requested for each site Our schedule/POC coordinator is Brook Mattox –Phone (804) 317-5984 –email Brook.Mattox@ngc.comBrook.Mattox@ngc.com

12. Physical Inventory Project Overview 11 POC Responsibilities Site POC –Assist in pre-inventory logistics activities –Provides access to all facility areas –Escort in restricted areas –Assist in ensuring that Physical Inventory team complies with agency policies and procedures –Familiarize the Inventory team with the site upon arrival –Assist in registering off site assets –Validate site inventory form –Validate exceptions reconciliation form

13. Physical Inventory Project Overview 12 Questions? For questions about the IT asset inventory process, contact Brook Mattox or Agency Performance Manager John Kissel (804-371-5079 or john.kissel@vita.virginia.gov).john.kissel@vita.virginia.gov