1. Making Asset Management Work For You
Green Bay Area Public School District
Steve Vande Walle
John Ottow

2. About Us Steve Vande Walle John Ottow 5 Years IT Experience
PC Technician 2, Project Specialist
PC Technician 1
Help Desk
Hardware Team
John Ottow
Director of Technology
Green Bay Area Public Schools
School District of Fort Atkinson

3. Green Bay Area Public Schools
22,000 students
43 Buildings
IT department
4 Teams
43 people
Technical side
Dir. of Technology
2 Network Eng.
6 Building Techs
4 Hardware Techs
Tech Integrators
District Media/AV Coordinator
Student information
Safe Delivery of Students
Help Desk
Central registration
Data quality / Reporting specialist
Identity and Account management
Programmers
Change LMC to District Media/AV Coordinator
Student Information - Under it should be more than help desk

4. Reality Summer 2016 Assets tracked in Google Sheets Challenges
Good Data
Scanned Serial Numbers and Asset Tags
Staff assigned devices
Student devices on carts
Challenges
Linking staff to device
Off boarding
Error checking
Size of the document
45 tabs
Not being updated when something moves

5. The Need for an Asset Management System
Current Google Sheet was becoming challenging to manage
Keeping the sheet updated was difficult
What tab should something ‘live’ on?
Who updates what?
Who has access?
Need for better reporting and data tracking
What do users have assigned to them?
What student computers are in buildings?
Repair history
Improve offboarding
You might want to talk about many people having access to the sheets, who changes what, and changes needing to be made in multiple places.

6. Product Search Altiris Destiny Spiceworks
Already being used for PC imaging
PC data was excellent
Could be adapted to Asset management
False start with Altiris in
Destiny
Already being used in Libraries
Import limitations
Spiceworks
Limitation due to size of District

7. Solarwinds - Map
We were already using Solarwinds for Network Data

8. Solarwinds - Assets / Help Desk
Solarwinds Web Help Desk purchased.
Data file import
Integrated Asset Management, FAQ, and Help Desk software
Asset import and discovery
Custom fields
Purchase Order information linked to Assets
Integrated search and reports
Database has a logical layout
Microsoft SQL supported
Was existing data able to be imported into the system?

9. First Big Test…………... Changed Hardware Team inventory process
Data imported from Google Sheets
More than 25,000 devices imported
Labs, Carts, Teacher computers
Trained Hardware Team
Hired 2 Summer Interns
Identify leased devices
What staff member has them?
What school are they in?
What cart are they in?

10. ….Returned 11,000 devices in two months
11,000 devices coming off lease
8,500 Chromebooks
2,500 Windows Laptops
5,600 by July 1; 5,600 by Aug. 1
Hardware Team (5) and 2 Interns
Retrieve from 43 locations
Inventory
Box
Palletize
Ship
Are you going to talk about designing the packaging and having the boxes made? That was a really cool part!

11. Project Management
June 9, 2018 A

12. How was asset management used
What needed to be picked up from where
With two groups of devices being return this was even more important.
We were able to develop a system that allowed or techs to see the what group a device was in as they were doing the physical inventory.
Identify locations of devices that were being collected
Use the outgoing inventory of devices that were collected to identify devices that were missed

13. Second Big Test……………..

14. ……….Deployed 13,000 devices in six weeks
Chromebooks
1:1 grades 3-12
4 - High Schools
4 - Middle Schools
3 - Grade K-8
300 carts

15. How was asset management used
White Glove service
All devices asset tagged and location tagged
Larger ‘green’ packaging (10 per box)
Spreadsheet with SN, Asset Tag, Location
Devices delivered to buildings
No need for district inventory, asset tag, and labeling
Inventory devices as they go on carts by scanning asset tags
Import data into asset management
Import data that we received from the white glove provider
Import an update to add the devices to the carts

16. East High School goes 1:1 1,300 students
Chromebooks given out at Registration
First Run - Less than 100 students per hour
Four tech staff touched each Chromebook
Student device tag located
Student lookup in IC
Asset Lookup in Solarwinds
Student device sticker applied to Chromebook and A/C adapter

17. Solarwinds ‘Wizard’ Created by GBAPS Programming Team Process
Student stops at station with a Chromebook and a charger
Scan their Student ID
Scan the Asset tag
Print two name labels
Send the student on
Less than 15 seconds at the station per student

18. Preble Goes 1:1 Green Bay Preble High School
Third Largest High School in State
2,200 students
Chromebooks given out during school day
10 classes per hour
287 Chromebooks given out in 30 minutes
One tech staff touched each Chromebook (four stations)
Student ID Scanned
Chromebook Asset Tag Scanned
Student device stickers printed out
Students apply Student device stickers to Chromebook and A/C adapter
Have the students to the work for you
We have them to do time consuming work (labeling)

19. Video of Wizard
Video Link

20. Advantages of an Integrated Asset Management System and Help Desk
Track ‘repeat offenders’ quickly and easily
View past tickets on assets that may have changed hands
View past tickets for users that may have changed devices
Assets linked to tickets
Users see their assets when opening a ticket and simply select the one that has issues from the list
One system to work in and maintain

21. Help Desk Tickets
Moved to the new system at the start of the school year
Trained key staff and offered documentation to end users
Changed Tech workflow
Integrated links to Dameware
Link to Google Admin
Changed Help Desk workflow
Group tickets in the event of a major event
Automatically create tickets for all Voic s

22. Future Planning 3,700 HP Probooks at end of lease
ID locations
Persons
Use
Staff devices
Access to windows devices
1,800 Teacher Workstations
Windows 10
360 Hinge
Touch Screen with Windows ink
Docking station
Stylus
White Glove

23. Computer Collection
Use Solarwinds to identify locations of staff that have computers that need to be returned.
Using what we learned
We used a spreadsheet to identify lease devices last year
Worked well but became cumbersome as it grew
Update asset management directly as we inventory devices to be returned

24. On and Off Boarding Onboarding Offboarding Staff
Role based distribution of technology
Offboarding
Let managers / HR know what devices staff have
Let staff know what devices we think they have
Students (1:1 Schools)
Include asset information on end of year / graduation checklist
You may also want to talk about onboarding too. Vision is to have a role based distribution of technology.

25. Repair History Past tickets opened by clients
Past tickets opened on devices

26. Error Checking Identify bad data
Find all instances of bad data with a search
Use an import or bulk action to correct data

27. Device Repair Warranty repairs
Streamlined process using update to the wizard
Scan asset tag
Pull ticket information and vendor to initiate the repair process
Scan asset tag when the device is return to close the ticket

28. Locator Deploy Chromebook Kiosk App
Next time the Chromebook turns on the app will launch displaying
‘Missing Device’ screen is shown
Notice:

29. I’m assuming this isn’t done yet, but in summary you might want to explain the WINS you see in moving to this process then a challenge to others to think about the resources they have and how they might consider a transformation as well.

30. Conclusion Good asset management makes your life easy
Integration with asset management has improved countless systems
Identify your need
Don’t just look at your assets
Look to where you want to know about assets
Find a system that will help you put that information there
I’m assuming this isn’t done yet, but in summary you might want to explain the WINS you see in moving to this process then a challenge to others to think about the resources they have and how they might consider a transformation as well.

31. Questions?