UPGRADE ASSET MANAGEMENT SYSTEM FONG KHENG FEI

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1 UPGRADE ASSET MANAGEMENT SYSTEM FONG KHENG FEI This report is submitted in partial fulfillment of the requirements for the Bachelor of Computer Science (Software Development) FACULTY OF INFORMATION AND COMMUNICATION TECHNOLOGY UNIVERSITI TEKNIKAL MALAYSIA MELAKA 2007

2 ABSTRACT Asset Management System is one of the web applications where it provide services for user to manage IT assets at Infineon. The purpose of the system is to facilitate user to manage all the assets at Infineon. This is an existing system at Infineon. Users can store, edit, add and delete IT assets information. The main objective here is to keep all IT assets information into the system. This is the reason why the system needed to be upgraded. The methodology that will be use to implement this project is Software Development Life Cycle (SDLC) with Waterfall Model approach while for design will be the combination of Data Flow Diagram (DFD) and Unified Modeling Language (UML). Waterfall Model consists of 4 phases which are Requirement Analysis, Design, Implementation and Testing. The software that will be used through the development are Microsoft Ofice, Microsoft Visio, Microsoft Project and Macromedia Dreamweaver While the operating system is Windows XP Professional Service Pack 2. Besides, ASP (Active Server Page) will be used as the programming language, Access as the database, and Internet Information Services (11s) as server. The hardware that will be used are personal computer and printer while Client-Server Architecture will be used as the system architecture.

3 ABSTRAK Asset Management System merupakan salah satu aplikasi yang berorientasikan dimana ianya memberikan satu perkhidmatan kepada pengguna untuk menguruskan asetaset IT yang terdapat dalam syarikat. Sistem ini adalah bertujuan untuk memudahkan pengguna untuk menguruskan maklurnat-maklumat aset IT yang terdapat dalam syarikat. Ia merupakan sistem yang sedia ada di Infineon. Dengan menggunakan sistem ini, pengguna dapat menyimpan, mengubah, menambah dan memadam maklumat aset IT. Antara objektif yang ketara sistem ini adalah untuk menyimpan semua maklumat aset IT. Ini merupakan sebab sistem ini perlu ditingkatkan lagi. Metodologi yang digunakan untuk meningkatkan sistem ini adalah. Waterfall Model menggunakan kaedah Software Development Life Cycle (SDLC) manakala rekabentuknya pula adalah menggunakan kombinasi Data Flow Diagram (DFD) dan Unified Modelling Language (UML). Waterfall Model mengandungi 4 fasa iaitu Requirement Analysis, Design, Implementation and Testing. Perisian yang diperlukan untuk melaksanakan projek ini adalah Microsoft Ofice, Microsoft Visio, Microsoft Project dan Macromedia Dreamweaver manakala sistem pengoperasian adalah Windows XP Professional Service Pack 2. Selain itu, bahasa pengaturcaraan yang digunakan adalah ASP (Active Server Page), Access sebagai pengkalan data, dan Internet Information Services (11s) sebagai pelayan. Perkakasan yang digunakan adalah Komputer peribadi dan pencetak. Senibina sistem pula yang digunakan adalah senibina klien-pelayan.

4 CHAPTER I INTRODUCTION 1.1 Project Background Basically, the project is about upgrading AMS (Asset Management System) at Infineon. The project will be done by adding 4 modules to the system as an enhancement. The 4 modules are thin client registration module, thin client searching module, thin client editing module, and document generation module. Thin client is a CPU without any drives (CD/DVD ROM, floppy disk drive) in it. It has only the basic hardware (hard disk, motherboard, RAM) and network. This upgrade is due to inefficient information storage method used currently. Asset Management System is an ASP application that assists IFMY (Infineon Malaysia) IT department to store and keep track on PC, Notebook and Printer details. This system already exists at Infineon. It is used by IT department. The system has security features that divided users into 4 level access rights which are Administrator, User, Vendor, and View. The additional modules to be proposed are thin client registration module, thin client searching module, thin client editing module and document generation module.

5 1.2 Problem Statements The current thin client information is kept in excel files. As time goes by, more and more thin client was ordered and deploy in the plant. Therefore, a systematic system has to be build in order to keep this information. During the delivery process, a form needs to be filled in order for user to sign. It is to prove that the users received their assets. The current form was done manually. All the while, it has caused unclear wording by the hand writing. Hence, redundancy occurs during registration to AMS. Currently, the system does not have all the assets information at Infineon especially thin client. It has cause the potential risk of data loss and fall to the hand of culprits. Therefore, all the assets details must be kept in the system as the network at Infineon has its own security to protect the database. 13 Objectives a. To manage new assets information which is Thin Client b. To enhance the stock keeping process c. To automate thin client document generation d. To create backup for assets information.

6 1.4 Scopes a. Thin client registration module- This module enable user to register thin client. User will have to key in the important information of thin client in order to register. The information is asset number, department, thin client name serial number, owner, MAC address, location, and specifications. This module is meant for all administrators in IT Department only. b. Thin client searching module- This module enable user to query thin client information. User has a few options on how to query the information. It is either by asset number, serial number, or department. This module is meant for all administrators, vendors and users in IT Department only. c. Thin client updating module- This module enable user to edit (update and save) thin client information. User can update and save the information they are trying to edit by clicking a specific thin client from the list of queries. This module is meant for all administrators in IT Department only. d. Thin client deletinghackup module- This module enable user to delete thin client information and backup thin client information at the same time. Backup module can also backup other deleted assets information as well. Backup will always work before information is deleted. This module is meant for all administrators in IT Department only. e. Document generation module- This module enable user to generate document for asset delivery purposes. User can generate a document for delivery by just

7 clicking a link in the displayed table. The generated document will be a printable version. This module is meant for all administrators in IT Department only. f. Backup mechanism- This mechanism help user to backup all information about that particular asset before it is deleted. It will always work after the "Delete" button is click and before the information is deleted. g. Auto Indexing mechanism- This mechanism is triggered when a thin client information is registered. It helps to create an index number for documentation purpose. The index number will be treated as document number. The index number is randomized. 1.5 Project Significance This project is important to store thin client information that are increasing in time. Thin clients can be located in the office and production line. With the upgraded system, user can locate the thin clients easily by just using the searching in the system. This will save time from scrolling the excel sheet to search for a particular information. Everyday there are requests for new thin client user and thin client user termination. This will cause a constantly changing thin client ownership. Therefore, the system needs to have a module that can update the information of the new user and location of the workstation.

8 The most significance part of the system is the document generation form. It helps to digitalize the form that is used or asset delivery process. This will also maintain the data confidentiality. 1.6 Expected Output At the end of this project, it is expected that this project will produce a platform that enables users to check the information of a thin client, edit the information, and maintain the information. Besides, this system is expected to enable users to generate document for delivery purpose. 1.7 Conclusion In conclusion, this system will contribute an excellent job in record keeping and delivery process. It will be very helpful to the users. The security of confidential data will be protected and it reduces a lot of error making in record keeping. The next chapter to be developed is literature review and project methodology.

9 CHAPTER I1 LITERATURE REVIEW AND PROJECT METHODOLOGY 2.1 Introduction This chapter is mainly about research and review on the existing system and explanation of the methodology use to implement this project. At the end of this chapter, there will be a list of software and hardware requirements and the project schedule and milestones. The resources that were found as a research basis will be summarized and explained in the second part of the chapter, facts and findings. This part will be divided into 3 significant topics which are domain, existing system, and technique. The third part will be the project methodology applied on this project. Later part will be the list of project requirements. It comprises of software, hardware and other requirements. The final part will be the project schedules and milestones.

10 2.2 Facts and findings (based on topic) Domain IT asset management (ITAM) is the set of business practices that join financial, contractual and inventory functions to support life cycle management and strategic decision making for the IT environment. Assets include all elements of software and hardware that are found in the business environment. Software asset management applies to the business practices specific to software management, including software license management, configuration management, standardization of images and compliance to regulatory and legal restrictions such as copyright law, Sarbanes Oxley and software publisher contractual compliance. Legal software use in an organization is enforced by such compliance companies as Business Software Alliance, SIIA and FAST. Software is referred to as entitlements so that SAM programs confirm the right to use or entitlement to that software by the user. Automation is used to facilitate this management. Microsoft maintains a list of SAM providers to help customers manage their software. Hardware asset management entails the management of the physical components of computers and computer networks, from acquisition through disposal. Common business practices include request and approval process, procurement management, life cycle management, redeployment and disposal management.

11 The IT Asset Management function is the primary point of accountability for the life-cycle management of information technology assets throughout the organization. Included in this responsibility are development and maintenance of policies, standards, processes, systems and measurements that enable the organization to manage the IT Asset Portfolio with respect to risk, cost, control, IT Governance, compliance and business performance objectives as established by the business. IT Asset Management integrates the physical, technological, contractual and financial aspects of information technology assets to enable a holistic and proactive approach to achieving the objectives. ITAM business practices have a common set of goals: Uncover savings through process improvement and support for strategic decision making Gain control of the inventory Increase accountability to insure compliance Enhance performance of assets and the life cycle management Risk reduction through standardization, proper documentation, loss detection ITAM business practices are process-driven and matured through iterative and focused improvements. Most successful ITAM programs are invasive to the organization, involving everyone at some level, such as end users (educating on compliance), budget managers (redeployment as a choice), IT service departments (providing information on warranties), and finance (invoice reconciliation, updates for fixed asset inventories). IT asset management generally uses automation to manage the discovery of assets, so inventory can be compared to ownership information. Full business management of IT assets requires a repository of multiple types of information about the

12 asset, as well as integration with other systems such as supply chain, help desk, procurement and HR systems Existing System a. Server Maintenance Portal is IT Asset Management Software Server Maintenance Portal is IT Asset Management Software that collects hardware and software configurations across the network and builds a content rich web portal. SMP also works with Microsoft Baseline Security Analyzer to audit the security state of your Windows systems. Schedule it as a task using automated command line parameters Integrated with MBSA 2.0 Disk space monitoring and reporting Customize logo on web pages New, easy-to-navigate web pages Flexible reporting options Intuitive Active Directory Searches Import/Export options Easy to automate using command line parameters i. Requirements Microsoft Active Directory. Microsoft Baseline Security Analyzer 2.0 is required to perform security scans. windowsb 2000/XP/2003 with Windows Management Instrumentation is required on the system where SMP is executed.

13 Systems queried across the network require windowsb NT/2000/XP/2003 with Windows Management Instrumentation enabled, as well as, Microsoft's Automatic Update Services. Administrator permissions is required on all systems. ii. Installation Cumbersome installation procedures are not required. Simply copy the executable (SMP.EXE) to a dedicated folder on your local hard drive and launch it. The first time you query a system using SMP, a "COMPUTERS" folder is created beneath the directory where SMP.EXE lives. This folder will host all subsequent reports that are dynamically generated by Server Maintenance Portal. INDEX.HTM is the portal entry page. iii. Using SMP When SMP is executed, you are presented with the following screen.

14 :...- Add... Computer I, i... Search Active Directory Update Portal Entry Page ids: FIGURE 2.1: SMP Main Menu Add Computer: Allows you to manually enter a computer to be added to the portal. The computer must have a valid account in the current Active Directory domain. Remove Computers: Deletes computers and all associated reports and web pages from the portal. Import from a File: Import a list of computers from a text file. Search Active Directory: Search for computer accounts you want to add to the portal. Use the export/import functions to customize the list of computers you manage using SMP.

15 Scan Computers: Scans the selected computers in the list and updates reports and web pages in your Server Maintenance Portal. Update Portal Entry Page: Only updates the Portal Entry Page. This is required after update select systems in portal. Configure SMP: Customize exactly what you what scanned and where it is saved. Help: Calls this web page. 1. Search Active Directory Search Filter: 1% Start Path: LDAP. I/ABSDY NIDC=absolutedynam~cs. DCam 4 --J - Import Options Help Quit FIGURE 2.2: Search Active Directory-1 Search Filter: Enter a computer name or partial computer name to search for. By default all computer names are searched. Start Path: The LDAP path in Active Directory to begin searching. By default the root of the default domain is searched.

16 I Computer Name I NOC-APPO1 NOC-APP02 NOC-WEB02 NOC-WEB03 1 NOC-OPT NOCBE 1 I NOCBEMSTR ( Date Created / Operating System 02119j2003 Windows Server /02/2003 Windows 2000 Server Windows Server /06/2003 Windows Server / Windows Server /09/2005 Windows Server /15/2004 Windows Server /21/2004 Windows Server 2003 / Service Pack 1 Service Pack 1 Service Pack 4 Service Pack 1 Service Pack 1 Service Pack 1 Service Pack 1 Service Pack 1 Service Pack 1 FIGURE 2.3: Search Active Directory-2 Remove Computer from List: Removes the selected computer from the list. Export to File: Exports the list of computers to a file which can be modified, then imported at a later time. The file name should be saved with at TXT extension. 2. Configure SMP Several options are available when scanning computers on your network. Click the image below to enlarge it.

17 /I.I_ T a d ~etodabt I ~ FIGURE 2.4: Configure SMP Destination Folder: The folder was all reports and HTML files are stored. This can be a local drive, network drive or UNC. Logo Graphic: A logo that is displayed on all web pages generated by SMP. The logo graphic must point to a http address. Do not use a local path or UNC. Disk Space Threshold: The percent free when reporting if a server disk drive needs attention. When the threshold is reached, SMP will mark the server with a red "Xu, indicating the server needs attention. SMP Scan Options: Items selected will be documented to the web page, unchecked items will not be scanned. MBSA Options: Please review the Microsoft Baseline Security Analyzer Web Site to get a hll description of MBSA and the scan options listed above. Note: SMP will not auto deploy any software to any computer at anytime. If you're systems are reporting "out of date" windows update services, they must be manually updated.

18 3. Working with Multiple Domains Server Maintenance Portal uses your existing credentials when searching, modifying or administering Active Directory objects or remote computers on the network. To access other domains on your network, right click smp.exe and perform a RunAs command against the executable, then specifi the proper domain credentials. 4. Automating SMP Command line options allow SMP to be scheduled and automated. Note: The trial version supports command line options, but cannot be completely automated due to the opening trial version message that is displayed. Type "SMP I?" to view the screen below. Usage: SMP.EXE [/AUTO] /AUTO - parameter to run automatical(y FIGURE 2.5: Automating SMP When executed with the /AUTO command line parameter, SMP will automatically scan all existing computers in the portal using the current options configured. You must be in the the same folder as SMP.EXE to launch it with command line options. Simply schedule SMP.EXE with command line options the same way you would any batch job or script. Be sure your authentication credentials have Administrator rights to the local system and the remote systems being scanned.

19 b. Microsoft ASP 1 SQL Sewer Case Study: Real Estate Asset Management GASCO, a large oil & gas exploration company, manages a multi-billion dollar real estate portfolio that spans the globe. We are using the pseudonym "GASCO" to protect their confidentiality from search engines. About 200 people are employed to manage these properties. To help coordinate and measure their efforts, an Asset Management System, AMS 2.0, was developed. AMS was designed to help property managers maximize the return on GASCO's real estate assets. AMS 2.0 includes the following features: Instantly accessible fiom any Web browser on GASCO's Intranet 9 standard reports and an ad-hoc HTML report designer on-line, each with its own selection criteria 19 tables maintained on-line Data import from external accounting system Access authorization by table and transaction type Built-in data dictionary and input form designer On-line help for every page On-line Programmers Guide with hyperlinks to ASP source code Software updates can be deployed without interrupting service to on-line users A system can only deliver its benefits if people use it. Here are some of the many conveniences built-in to the AMS that made it easy to learn and easy to use:

20 TABLE 2.1: AMS Benefits d help. We limited the GUI to three colors and oided Web page gimmicks that tend to annoy users and an link to the AMS support desk. The AMS software version and screen ID appears in the footer at the bottom of each page to facilitate support. Program exceptions are automatically recorded in the application log file so that users don't have to transcribe error pear in a page of selected records to best fit their Users are automatically returned to the appropriate hit list after an update procedure. The "Go to Last Query" ist spans multiple pages. A JAVA applet was developed so that users could point and click to select any record and report for a given property in their Web browser just as they would use Windows Explorer to locate files on their hard disk. Multi-Window

21 18 that related data can be juxtaposed or unrelated selection so that menus don't have to be pulled down more often than necessary. Hyperlinks are provided that make it easy to jump selected records before locking one to be added or changed. A "Page 2 of 12" type display keeps the user informed as to where they are in the list of selected with a non-zero currency amount for the current year, the effected property's status is automatically changed to "ACTIVE". A property manager can retrieve all of there

22 i. Platform and Development Tools TABLE 2.2: Platform and Development Tools Microsoft Internet Information Server (11s) 3.0) with Active Server Pages and Scripting Engine 3.1 supported by Windows NT 4.0 Server SP3 running on a Compaq Proliant computer with dual 300 MHz Pentium CPUs and 512 MB RAM. (This production server was over-configured to allow for fbture expansion. The test server had a single 200MHz Pentium CPU with 128MB RAM.) icrosoft Access 97 was used for schema prototyping. icrosoft SQL Server 6.5 SP4 was used after the data was onverted from Oracle 7.2 racle. ActiveX Data Object (ADO) properties that were ssential to the AMS 2.0 hit list page were not supported by racle's then current ODBC driver. UI, JAVA for the tree control, JavaScript for some client- ueries and view definitions, Microsoft Transact-SQL for QL Server trigger procedures.

23 c. Comparison After doing all the research on the literature and existing system, I found that both systems have deployed some advance functions or features. For instance, Server Maintenance Portal (SMP) has disk space monitoring via network, import and export data, Active Directory searching, and reporting option. On the other hand, Asset Management System (AMS) 2.0 has reporting option, access authorization by table, built in data dictionary, online help and online guides. Compare to both of the existing system, the to-be upgraded system has its own strengths and weaknesses. For examples, installation of the to-be system is much easier and simpler than both of the existing system. Complicated installation is not required. User just has to copy the ASP files to the IIS server directory. However, installation for both existing system are more complex. User has to install few heavy programs before the system can be used. Besides, it has login screen for security purpose while the others do not have it. For SMP, to use the system user just simply click the SMP.exe file and everything is in place while for AMS 2.0, it is just a web base application that every user can access. Therefore, security is not emphasized on both of the system. Other than the strength that was discussed just now, the to-be system also has its weaknesses. The system does not have navigation button which makes the system a bit troublesome compare to Asset Management System for Real Estate. The other existing system has a user friendly user navigation system. In conclusion, there are a few features that can be taken fiom the existing system as a technique to develop the to-be-system. It will be discussed in the next sub-topic Technique Below are the techniques that can be applied to the proposed system. a. Inventory This is a basic technique that can be applied in the proposed system. It comprises of add, update, delete and searching functions with different complexity.

24 i. Add - This hction use to register the IT assets to the system. This will enable the administrator to add new assets to the database. ii. Update - This function use to edit the IT assets information. This will enable user to manage cases like transfer locations and change ownership. iii. Delete - This function use to delete record in the database. After it has deleted, it will be saved to a history log as backup. This enable user to delete invalid record due to staff termination. iv. Searching - This function use to search and display a record in a database. User will have a few searching option. Once the searching process is executed, the records will be display in a table. b. Document generation This is a complex function that enables users to generate a document by just clicking a button instead of writing it manually. This document is used for assets delivery process. The document has to be signed by user and sender to veri~ that the assets has been sent or received in a good condition. c. Indexing process This is a very important process that can be applied in document generation. It will help to generate a document number on every document. The document number is essential for user to manage the document and archiving the document.

25 2.3 Project Methodology The methodology that will be used throughout the development of the system is Software Development Life Cycle with Waterfall Model. The reason this methodology is chosen because this application does not involve class and object or inheritance approach. Besides, the application is using the classic ASP programming language System Development Life Cycle The Systems Development Life Cycle (SDLC) is a conceptual model used in project management that describes the stages involved in an information system development project from an initial feasibility study through maintenance of the completed application. Various SDLC methodologies have been developed to guide the processes involved including the waterfall model (the original SDLC method), rapid application development (RAD), joint application development (JAD), the fountain model and the spiral model. Mostly, several models are combined into some sort of hybrid methodology. Documentation is crucial regardless of the type of model chosen or devised for any application, and is usually done in parallel with the development process. Some methods work better for specific types of projects, but in the final analysis, the most important factor for the success of a project may be how closely particular plan was followed Waterfall Model The image below is the Waterfall model methodology, which is the chosen methodology and it describes the various phases involved in development. Waterfall model consist of four phases which are requirement analysis, analysis, design, implementation, testing. Each phase produces deliverables required by the next phase in the life cycle. Requirements are translated into design. Code is produced during

26 implementation that is driven by the design. Testing verifies the deliverable of the implementation phase against requirements. Requirement Analysis C. * A - Design Implementation v Testing FIGURE 2.6: Waterfall Model a. Requirement Analysis This stage includes a detailed study of the business needs of the organization. Requirements are gathered in this phase. It will determine who is going to use the system and how will they use the system. Besides, the expected data input and output will also be captured during this phase. This produces a list of functionality that the system should provide, which describes functions the system should perform, business logic that processes data, what data is stored and used by the system, and how the user interface should work. The overall result is the system as a whole and how it performs. b. Design During this phase, the system overall structure is defined. Design focuses on high level design like, what programs are needed and how are they going to interact, low-

27 level design (how the individual programs are going to work), interface design (what are the interfaces going to look like) and data design (what data will be required). Analysis and Design are very crucial in the whole development cycle. Any glitch in the design phase could be very expensive to solve in the later stage of the software development. Therefore, more care is taken during this phase. The logical system of the product is developed in this phase as well. The system design is produced from the results of the requirements phase. This is where the details on how the system will work are produced. Architecture, including hardware and software, low level and high level design, and database design are all part of the deliverables of a design phase. c. Implementation In this phase, the designs are translated into code. Codes are written using ASP programming language and Dream weaver as the platform. Code is produced from the deliverables of the design phase during implementation, and this is the longest phase of the software development life cycle. This is the main focus of the project development because this is where a working application is produced. d. Testing In this phase, the AMS system will be tested. Basically, coding is written as a series of individual modules, this subject to separate and detailed test. The system is then tested as a whole. The separate modules are brought together and tested as a complete system. The system is tested to ensure that interfaces between modules work (integration

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