TIER IT Inventory CITI Meeting November 6,

TIER IT Inventory Task Force

Growth Space Power Technology Skills Why?

Goal  The TIER IT Inventory will create a consistent, campus-wide data source, viewable and updatable by participating units, for such activities as planning for our campus-wide technology needs, evaluating the outcomes of different scenarios in disaster recovery and business continuity, developing appropriate electrical power and environmental control plans, or identifying areas where risks due to technological obsolescence must be addressed.

Ultimately, an IT inventory can be developed into a resource that aids decision making in all areas of information technology. Asset Redundancies Business Resumption Planning Application Portfolio Risk License Compliance Standards Compliance Security/Privacy Compliance Performance Management Outsourcing Skills Planning Resource Allocation Project Impact Analysis Business Case Analysis Process Optimization Transition Planning Strategic Planning

Methodology – Phase I Put groundwork in place to obtain the cooperation of distributed units. Repurpose previous inventories: –Collect existing campus-wide inventories. –Aggregate these inventories and indentify gaps in coverage. –Validate the findings and fill the gaps. Implement and populate campus repository, viewable and updateable by IT units

Technologies of Interest – Phase I Physical servers, network routers, switches or other network equipment Space used for data centers, server rooms, and network communication rooms

People Involved – Phase I Next Generation Network Group (NGN) Data Center Task Force Campus Computing Council (CCC) Common Systems Group (CSG) Unit IT leadership and staff

Data Validation Visits – Phase I Key Questions –Correct rooms? –Complete? Additional rooms Network Gear Servers –Availability and format of existing local inventories? –Consider using NGN and TIER tools and/or resources to assist in data gathering?

Challenges Gathering accurate data in a timely manner and assuring that the data is kept up to date is dependent upon resources in local units currently affected by furloughs and layoffs. IT unit concerns regarding access to and use of the data may limit effectiveness of analysis efforts. Uncharted territory for UCLA’s IT community

Timeline – Phase I September – November 2009 –Official project kickoff with formation of IT Inventory Task Force –Collect and aggregate existing campus-wide inventories –Define Phase I data elements –Complete repository/tools analysis and order system –Schedule and begin data validation visits December 2009 – March 2009 –Equipment data collection process –Implement repository and begin use with pilot participants –Develop repository education materials and workshops –Campus Data Center/Server Task Force and NGN will engage in reviewing data collected April – May 2009 –Complete Phase I data collection –Produce reports informing Cost Savings and Efficiencies Task Force Toolbox Options –Network Strategic Sourcing –Consolidate Network Maintenance Programs

Opportunities for cost savings, alignment and/or efficiencies – Phase I Potential to negotiate additional discounts and services with network equipment vendors based on volume purchases and consolidated maintenance contracts Some immediate opportunities for sharing existing data facilities in order to save on costly upgrades or remodels will be identified. Shared network management tools, accessible by all units participating in the inventory, can provide savings to units maintaining similar systems and will make new management capability available to units currently lacking this functionality.