1. 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

2. Agenda Project Overview Architecture Results Experience & Outlook
Jens Kreutzkamp (DESY): Experience with an IT Asset Management System
CHEP 2003, San Diego, March 24-28

3. Agenda Project Overview Architecture Results Experience & Outlook
Jens Kreutzkamp (DESY): Experience with an IT Asset Management System
CHEP 2003, San Diego, March 24-28

4. Why Asset Management? Asset Management is a business discipline
management of technical infrastructure
DESY introduced an IT Asset Management System
In the long term, DESY plans to extend the Asset Management solution
accelerators (magnets,...)
safety equipment (elevators,...)
Where is the documentation
of this device?
Who is responsible
for this device?
What is the
utilization of
this device?
Who is the owner
What is the status of
Is there
experience with
What is the total
cost of this device?
Jens Kreutzkamp (DESY): Experience with an IT Asset Management System
CHEP 2003, San Diego, March 24-28

5. 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

6. Project Overview software license management
Production system
System
specification
System evaluation
Pilot system implementation
Test
Data import & 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

7. Agenda Project Overview Architecture Results Experience & Outlook
Jens Kreutzkamp (DESY): Experience with an IT Asset Management System
CHEP 2003, San Diego, March 24-28

8. Logical Architecture e-procurement license management
Name ID
Install Date
Asset
Document
Installation
Monitor
Hard Disk
Keyboard
Switch
RAM
CPU
Serial Number
Computer
connected with
documentation
has
components
is a
license management
central repository
e-procurement
Transaction server
Repository
Jens Kreutzkamp (DESY): Experience with an IT Asset Management System
CHEP 2003, San Diego, March 24-28

9. Physical Architecture
Data Sources
Core AMS
Data Consumption
license management
central repository
e-procurement
Scanner to determine
hardware & software information
IT Experts
Core AMS client
Intranet
Transaction server
Intranet
Administrators
Web interface
Repository
Management
Reports
Jens Kreutzkamp (DESY): Experience with an IT Asset Management System
CHEP 2003, San Diego, March 24-28

10. Agenda Project Overview Architecture Results Experience & Outlook
Jens Kreutzkamp (DESY): Experience with an IT Asset Management System
CHEP 2003, San Diego, March 24-28

11. Results Release 1 (July ´02) Release 2 (March ´03) 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

12. 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

13. Analysis of SW Installations
1.5 operating systems/PC
Windows NT and DOS
0.2 virus scanners/PC
might cause security problems
some versions are not detected
Software usage
Number of installations
Software (categorized)
Mail client
Office OS
CAD
Virus scanner
Jens Kreutzkamp (DESY): Experience with an IT Asset Management System
CHEP 2003, San Diego, March 24-28

14. License Usage preliminary Comparison of used and available licenses
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
Raw data
preliminary
Jens Kreutzkamp (DESY): Experience with an IT Asset Management System
CHEP 2003, San Diego, March 24-28

15. XP Compliance Recommendation for Windows XP
300 MHz CPU, 128 MB RAM, 1.5 GB free disk space
~16% of the computers are incompliant
~ 370 PCs need to be replaced
total estimated HW cost ~300k$
Jens Kreutzkamp (DESY): Experience with an IT Asset Management System
CHEP 2003, San Diego, March 24-28

16. E-Procurement Ongoing test, currently ~10% of DESYs requests
average processing time reduced to 6 days (from ~4.5 weeks)
test groups „won´t miss the system anymore“
E-Procurement process
technical approvals
financial approvals
users request
preparation & delivery
Jens Kreutzkamp (DESY): Experience with an IT Asset Management System
CHEP 2003, San Diego, March 24-28

17. Agenda Project Overview Architecture Results Experience & Outlook
Jens Kreutzkamp (DESY): Experience with an IT Asset Management System
CHEP 2003, San Diego, March 24-28

18. Experience Acceptance improvement System scope Project organization
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

19. Vision & Outlook Prototype for accelerator infrastructure management
component of an integrated information management
contribute to full life cycle support
Prototype for accelerator infrastructure management
Facility
Management
Asset
Engineering
Data 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

20. General Purpose Data Model
Enables common management of entire technical infrastructure
IT devices, magnets, power supplies, vacuum pumps,...
documentation
documentation
Name ID
Install Date
Responsible
Asset
Document
Name ID
Install Date
Responsible
Asset
Document
components
components
connected with
is a
connected with
is a
is a
is a
has
has
Monitor
Computer
Manual
Coil
Magnet
Drawing
Hard Disk
Yoke
Keyboard
Support
RAM
CPU
Serial Number
Maximum Current
Maximum Gradient
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

21. Accelerator AMS Accelerator documentation
barcode labeling of accelerator components
Mobile devices to support operation & maintenance procedures
data export to mobile device
local identification by barcode
modification of data
synchronisation with AMS repository
Detailed information (native)
Specific information (mobile)
Jens Kreutzkamp (DESY): Experience with an IT Asset Management System
CHEP 2003, San Diego, March 24-28

22. Pilot PDMS Integration
Document from PDMS
AMS Native Client
AMS-PDMS Integrator
Jens Kreutzkamp (DESY): Experience with an IT Asset Management System
CHEP 2003, San Diego, March 24-28

23. Thank you Asset Management @ DESY Contact jens.kreutzkamp@desy.de
Jens Kreutzkamp (DESY): Experience with an IT Asset Management System
CHEP 2003, San Diego, March 24-28