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 business
of this device? 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 plans to
What is the total
extend the Asset Management
cost of this device? 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

Repository
CPU
Serial Number

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 determine

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

Intranet Transaction server Intranet

Web interface Administrators

Repository

Reports Management

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
Software usage
Software-Ausstattung der Computer
 0.2 virus scanners/PC 1,8
1,5 1,5

Anzahl der Installationen (Normiert)

might cause security
1,6


Number of installations
1,4

problems 1,2

some versions are not

1,0
 0,8

detected 0,6
0,6

0,4
0,2 0,2
0,2

0,0

AD
ai

er
ce
M

te

nn
ffi

C
ys
O

ca
ss

ns
eb

re
t ri

Vi
Be
Software (categorized)
Softw are-Gruppe

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 usage
License data  Raw data
140%
 basis: initial scan
120%
contains external PCs
License usage (%)

100% 
80% (~290), policy not fully clear
60%  transfer of license points to
40%
be implemented
20%
– e.g. Windows XP-licenses
0%
MS DOS Frontpage 98 MS Office MS Windows are also valid for NT
german englisch 2000 Pro NT 4.0
german  Indicator for over- or
underlicensing
Product

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 space 1%
4%
 ~16% of the computers 3%

are incompliant
2%
1%
5%
 ~ 370 PCs need to be CPU & HDD Upgrade
replaced CPU & RAM Upgrade
84%
 total estimated HW cost CPU Upgrade
HDD Upgrade
~300k$ RAM Upgrade
New Computer
Suitable

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

CHEP 2003, San Diego, March 24-28
 E-Procurement
 Ongoing test, currently ~10% 35

of DESYs requests 30

Number of Requests
25

 average processing time 20

reduced to 6 days (from ~4.5 15

weeks)
10

 test groups „won´t miss the 0

10

11

12

13

14

en
1

9
system anymore“

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
 Prototypefor 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