Inventory Computers Using TechAtlas for Libraries

Transcription

1 Inventory Computers Using TechAtlas for Libraries WebJunction.org 9/11/2008

2 Table of Contents Introduction... 3 Additional Resources... 3 Your Computer Login... 3 TechAtlas Login... 3 Browser Options... 3 Inventory Tab... 4 Configuring Your TechAtlas Inventory... 6 Creating Library Locations... 6 Inventorying Computer Networks... 7 Organizing Your Inventory by Library Locations and Networks... 8 Inventory Computers... 9 How do the Tools Work?...10 Manual Inventory Tool Add a New Computer Local Inventory Tool Running the Local Tool Network Inventory Tool Running the Network Tool Edit, Copy and Delete Computer Profiles Edit a Profile Delete a Profile Copying a Profile Download and Print the Inventory Spreadsheet

3 Introduction TechAtlas for Libraries is a suite of online technology management and planning tools for libraries. Among these features TechAtlas includes technology inventory tools that can be used to record details of the technology used in your library. This guide introduces the computer inventory tools found in the Inventory>Computers section of TechAtlas. Additional Resources In addition to this user manual, WebJunction also offers free technology planning resources accessible from the technology planning section of WebJunction: WebJunction also offers occasional webcast presentations on technology planning and using TechAtlas. For a list of TechAtlas webinars, visit: You may access TechAtlas technical support from WebJunction by sending an message to the following address: techatlas@webjunction.org Your Computer Login The automated computer inventory tools available in TechAtlas require the user log into the computer used for running the inventory tools with domain administrative rights. We recommend you select the computer on which to run the computer inventory and log into it with the correct administrative privileges before browsing to the TechAtlas website. For additional information, see procedures for the Local Tool and Network Tool in this document. TechAtlas Login To log into TechAtlas for Libraries, point your web browser to the following address: Login with your existing TechAtlas account information or create a new account using the Sign-Up Now! button. Browser Options Internet Explorer 5 or higher must be used to run the automated computer inventory tools. The Manual Tool can be used if your library does not have IE 5.0 or higher. Review the Pre-Inventory Checklist before beginning. 3

4 Inventory Tab Once you have successfully logged into TechAtlas for the first time, you are placed on the Home page. Click the Inventory link on the page or click on the Inventory tab at the top of the page to access the TechAtlas inventory tools. Technologies that can be inventoried on the Inventory tab include: Library Location* Networks* Computers* Software Peripherals Internet Telecomm Subscriptions 4

5 *This guide only covers how to inventory Library Locations, Networks and Computers. 5

6 Configuring Your Technology Inventory Before inventorying your computers, we recommend that you configure the technology in your library by network and location or branch use the following general workflow, although these steps are not required to collect computer technology information. 1. Create Library Locations for each of your branch libraries or physical locations. 2. Inventory your computer network(s). 3. Assign networks to appropriate Library Locations. 4. Use the computer inventory tools to collect technology data. Creating Library Locations Library Locations are used in TechAtlas to represent physical locations. Establishing Library Locations allows you to organize your library s inventory in TechAtlas by the buildings or areas of buildings where the equipment is actually located. For many library systems, it is useful to think of Library Locations as being equivalent to library branches or buildings. If your library system consists of a single building only, consider setting up Library Locations for different sections of the building if it would be useful to have your technology inventory organized that way. To configure Library Locations: 1. Select Library Locations from the Inventory page menu or the Library Locations sub-navigation link at the top of the page under the Inventory tab. 2. By default Primary Location will display. Maintain this default location as a temporary holding place for unassigned technology. On the Inventory Library Locations page, click Add a New Library Location. 6

7 3. The Edit Library Location page will display. Fill in the required name of the Library Location (for example: South Branch, River Street Branch, Staff Computers, Computer Lab, etc.) and other details. 4. Click Save. 5. Click Add a New Library Location to repeat the process to create additional Library Locations. Inventory Networks Once you have established whatever Library Locations are appropriate for your library, the next step is to inventory your computer network(s). This is a useful workflow since computers and other technology can be linked to Library Locations and networks. If you configure your Library Locations and networks in advance, you can efficiently organize equipment as you inventory them. To inventory your computer network(s): 1. Select Inventory Networks from the Inventory page menu or the Networks sub-navigation link at the top of the page under the Inventory tab. By default a network is listed for the Primary Location using the name of your TechAtlas account- the library name used in the account profile. The Library Locations created in the previous step are listed here, but have no networks listed. Create a network profile for these Library Locations. 2. Edit 3. On the Network Profiles page under the appropriate Library Location, click Add a New Network. (ie. Networks for Main Street Branch) 7

8 4. Complete the Edit Network Profile form by filling in the appropriate fields. Only the Network Name field is required, so complete that one at a minimum. You can always update additional fields later if you don t have all the necessary information on hand. 5. Click Save. 6. Click Add a New Network and repeat the process for additional networks in your library (if any). Note that many libraries will have a single network only, often referred to as the local area network (LAN) or wide area network (WAN). If you are unsure exactly what type of computer network your library has, WebJunction s What is a Network? article is a good introduction to the topic: Organizing Your Inventory by Library Locations and Networks Once Library Locations and network(s) have been configured for your library, you are ready to inventory additional equipment in whatever order is convenient and makes sense in your particular situation. TechAtlas allows you to associate additional technology assets with Library Locations and/or networks. Where appropriate a Library Location and Network field with a dropdown menu will display in the web form. 8

9 Inventory Computers There are three different computer inventory tools available in TechAtlas: the Manual Tool, Local Tool and Network Tool. Depending on your library s specific situation, you may use one, two or all three of the tools. To navigate to the tools: 1. Select Computer and Software from the Inventory page menu or the Computer sub-navigation link at the top of the page under the Inventory tab. The Computer Inventory page displays. 2. To begin the inventory, click the Inventory Computers button in the middle of the page. The Inventory Paths page appears. 3. There are three different inventory paths to choose from: a. Wizard: Taking this path will lead to a series of questions designed to guide you to the best tool for your particular situation. This is the best option if you would like help choosing the right tool. b. Manual: This will take you to a web form, where you can manually enter details about each computer. It can be the quickest method if you intend to enter only the minimum required data, such as computer name, operating system, and date acquired and you know what these are for your computers. 9

10 c. Advanced: This path leads you to a page with detailed information on each of the three available tools in order to help you choose the one that is most appropriate for your situation. 4. Choose a path and click Continue >. How do the Tools Work? TechAtlas offers both a manual web (HTML) form and automated computer inventory script for collection of your computer technology information. The Manual Tool is a web (HTML) form, which presents you with a series of text boxes to be completed. Once you have entered information in the web form, the data is saved and becomes part of the overall profile of your library s technology in TechAtlas. There are two versions of the automated inventory tool, known as the Local Tool and the Network Tool. The automated script version of the computer inventory tool can be used on any computer running a version of the Microsoft Windows operating system. If run as a script, the computer inventory tool can automatically record details about the hardware and software installed on each computer without any direct intervention from the user. This automated Visual Basic script is safe to run on your computers and network. Manual Inventory Tool The manual tool consists of the New Computer Profile web form with fields allowing you to enter technical details about your computer. To complete the manual inventory tool web form: 1. Select the Manual Tool option. 2. Enter data in the New Computer Profile, paying particular attention to the required fields. 10

11 Required: Pick an Operating System Family. Select the name of the OS family from the dropdown menu. Computer Name. Every computer has a name that identifies it on the network. If you do not know how to find the name, click the information icon next to the Computer Name field. A Computer Name popup window will display directions for locating the computer name. OS (Operating System). The majority of computers in your library will very likely be running some version of Windows. The version is usually displayed when you first turn on the computer. Public Access Computer. This field is blank by default. Be sure to correctly identify non-public access computers such as staff computers, servers, and OPAC computers by marking them no. For a definition of public access computer, click the information icon next to the field. Date Acquired. Enter your best estimate of the date this computer was manufactured. Optional: Library Location. Indicate the branch or location of the computer in the library. Enter data in other optional fields as desired. 3. Click Save. Back will return you to the Computer Inventory page Delete is used to remove a Computer Profile once it has been saved. 4. An Upload Complete confirmation screen appears, and then the Inventory Wizard screen appears. A. If you have more computers to inventory, choose Yes and click Continue >. You will be asked if you would like to use the automated inventory tool or manual entry. a. If you choose Local Inventory Tool and click Continue> The Inventory Wizard screen appears with additional instructions (see instructions for use of the Local Inventory Tool) b. If you choose Manual Inventory Tool and click Continue> The Inventory Wizard screen appears. Click the Manual Tool button to return to the New Computer Profile page. B. If this was your last computer to inventory or you wish to come back later to finish inventorying other computers, choose No and then click Continue >. You are returned to the Computer Inventory page. 11

12 C. If you have several very similar computers, you can create one computer profile using the Manual Tool, and then copy that profile and change just the details that are different. See Copying a Profile. Add a New Computer Another way to access the New Computer Profile web form to manually enter computer data is to use the Add a New Computer button displaying on the Computer Inventory page. Local Inventory Tool The Local Tool is a downloadable application that scans the computer it is running on and automatically records detailed technical information on that computer. It is recommended for anyone wanting to create a detailed inventory of both the hardware and software for a single computer or for those computers not running on a network or workgroup. See Network Inventory Tool for computers running on a workgroup or domain server. Important things to know about the Local Tool: It only works on Windows computers it will not work on computers running Linux, Unix, or versions of the Apple Macintosh operating system. You must run it while logged in to the computer with administrative level privileges. If you have very similar computers, you can run the Local Tool on one computer, and then copy that profile and change just the details that are different. See Copying a Profile. In order to get complete details on computers running Windows 95, 98, or NT, you will need to first download and install Microsoft Windows Management Instrumentation (WMI)*. Without WMI, the Local Tool will only record the computer name and operating system. 12

13 o If you choose not to download the WMI on these older computers, you may find it easier and more thorough to use the Manual Tool and the Duplicate this computer profile function. See Copying a Profile. If you download the tool on one computer, you can save it to a floppy or shared folder to run it from your other computers without having to download it again. *WMI is the Windows Management Instrumentation. A Windows operating system interface allows the TechAtlas inventory tool to gather information about hardware and software installed on the computers in your library. The WMI is installed by default on newer versions of the Windows operating system, but will most likely not be present on older versions of Windows. If you need to install the WMI, you can download it from WebJunction. There is also a link to WMI on the page where you download the Local Tool. Running the Local Tool Because you will be downloading and running software, you may see various warning messages, depending on the particular security settings on your computer. It is safe to ignore the warnings and allow the software to run. 1. Select the Local Tool. 2. A window will display: A. Choose to Save the file to a common folder shared by other computers on the same network or workgroup. You can then browse to it again when inventorying other computers using the Local Tool. The file name is TS_Inventory _(name of your library).vbs. B. Choose Open to start the automated Visual Basic script. The TS_Inventory _(name of your library).vbs file will automatically be saved to your desktop. 3. Select Run options as you see them. If you do not see the Run option after saving, browse to the location where you saved the file and double-click on it. 4. Click OK in the pop up message to start the inventory scan. An Inventory Loading web page displays. Wait for the inventory to complete. A screen will display providing instructions on how to cancel the inventory process. If you decide to cancel the inventory process while it is running, follow the on-screen instructions. 5. A message displays indicating the inventory is complete. Click OK. 13

14 6. A web page displays, listing details of hardware and software installed on the computer that was inventoried. Review the list and make any additions or corrections you wish. Changes can also be made after the file is uploaded. 7. When you are satisfied with the inventory, click the Upload button. 8. The Upload Computer Inventory page will display, confirming that you have successfully transferred the computer inventory detail file to the TechAtlas web site. Click Continue >. Note, you may delete the TS_Inventory _(name of your library).vbs file on your desktop once the inventory is uploaded. 9. You will be placed at the Inventory Wizard page, where you are prompted to indicate whether you have additional Windows computers to inventory. A. If you select Yes, you can either: Logout of the current computer and move to next computer to inventory or; Use the Manual Tool to inventory additional computers. B. If you select No, you will be guided to either: Use the Manual Tool to inventory non-windows computers or; Return to the Computer Inventory page Network Inventory Tool The Network Tool is a downloadable application that will scan your computer network and collect information about the computers connected to it. This tool does not work with all computers and networks, but if applicable, it can quickly gather detailed information on many computers at once. Important things to know about the Network Tool: The Network Tool will work on a Windows workgroup* or a domain with a server running Windows 2000 or It will also run on a Windows NT server if Microsoft WMI has been installed on it. It will inventory computers running Windows 2000, XP or NT (NT only if WMI is installed on each) that are joined to the domain or workgroup and logged on. 14

15 Download and run the tool on any one computer on the domain or workgroup. You must be logged on to the computer used for running the inventory with administrator privileges in order for the tool to run. Running the tool should take less than a minute per networked computer. Running the Network Tool Because you will be downloading and running software, you may see various warning messages, depending on the particular security settings on your computer. It is safe to ignore the warnings and allow the software to run. 1. Select the Network Tool. 2. A pop- up window will display asking Do you want to open or save this file? A. Choose Open to start the automated Visual Basic script. B. If you choose to Save the file, browse to any location. The saved file name is always TS_Inventory _(library name).vbs Once you have saved the file, a Download Complete window will display, click Open to start the script. 3. The next popup window will ask The publisher could not be verified. Are you sure you want to run this software?, Click Run. It is safe to run this file. o Clicking Don t Run will cancel the inventory file before it starts. 4. Before the file will run, a popup window will display requesting a few details about your administrative login privileges. Are your computers part of a workgroup or a domain? Select one: Workgroup: a collection of computers on a local area network (LAN) that share common resources and responsibilities such as shared files and printers. A user with a workgroup account can log onto and access only his or her own computer. Domain: a set of workstations and servers that share a security account manager database and can be administered as a group. A user with an account in a particular network domain can log onto and access his or her account from any system in the domain. Also referred to as a client-server network. 15

16 Choose which user credentials you will use to run the tool on the network. Select one: Use current windows login. If your computers are part of a domain, and you have logged on to this computer as an administrative/power user, select this option. Add administrative access. If you signed on to a workgroup computer or did not sign on to the domain with administrative privileges, you must choose this option. o Username and Password login fields will display. o Enter required login information. (TechAtlas does not store this information in any way.) 2. Click Submit. 16

17 3. The script will begin running and a page will display with directions on how to cancel the process, if needed. The inventory process may take some time depending upon the number of computers on the network or in the workgroup. Three files will temporarily be placed on you desktop: TS_Inventory.htm, TS_Inventory_2.htm and Ping.txt Once the script finishes execution, these files will be deleted and combined into one file: TS_Inventory_(library name).htm. This will be your final output file. You may delete the file(s) after cancelling the inventory process or once it has completed uploading. 5. A message will display when the Inventory is complete. Click OK. 17

18 6. The script will check whether you are authorized to view inventory information for each machine. A list of computers found and inventoried will display. Review the list and take note of any error messages. Computers successfully inventoried will display as a hyperlink to the actual inventory web form. Computers that could not be inventoried will display the computer name followed by an error message (CPATRON-3 is off or inaccessible): o is off or inaccessible: this computer is unavailable on the network. It may be turned off or not connected to the network, but could be found listed in the Active Directory. o [Error: Permission denied] or [Error:] [: code number]: the user is not authorized to view inventory data for this computer or access is denied due to WMI or firewall issues. See Inventory Troubleshooting Tips for further information. 7. Once you have reviewed the inventory page, click the Upload button at the bottom of the page. 8. The Upload Computer Inventory page will display, confirming that you have successfully transferred the computer inventory detail file to the TechAtlas web site. Click the Continue > button. 9. You will be placed back at the Inventory Wizard page, where you are prompted to indicate whether you have additional Windows computers to inventory. Make an appropriate selection and click the Continue > button to continue through the TechAtlas computer inventory process. 10. Computers not included in the Network inventory can be added using the Manual or Local Tool 11. Edit the Public Access Computer (PAC) status of each computer manually. See Edit Computer Profile. 18

19 Edit, Copy and Delete Computer Profiles Once a computer profile is created, it can be updated, used as a master profile to create copies for similarly configured computers or deleted, as needed. Edit a Profile 1. On the Computer Inventory page, click the View/Edit link for the computer to be edited The Computer Profile page displays. 2. Enter, change or remove computer data as needed. 3. Click Save when finished editing the computer profile. Delete a Profile You may want to delete a computer profile when a computer is removed from operation or the computer profile is no longer accurate. To delete a profile: 19

20 1. On the Computer Inventory page, click the View/Edit link for the computer to be edited. The Computer Profile page displays. 2. Click Delete. 3. A page will display asking Are you sure you want to delete this computer? Select No to return the screen to the Computer Profile Select Yes to delete the profile. Copying a Profile The profile is deleted and the screen returns to the Computer Inventory page. You can quickly copy a computer profile to create additional profiles for nearly identical computers, such as those originally granted from the Bill & Melinda Gates Foundation. 1. On the Computer Inventory page, identify the computer profile to be copied, and click on the View/Edit link in the Details column of the computer profile that you wish to copy (see image below). 2. The Computer Profile screen appears. 3. Scroll to the bottom of the page. 4. Click the Duplicate this computer profile button. 5. In the list of computers on the Computer Inventory page, you will now see a new computer added. The name will similar to the name of the computer that was copied, with _Copy appended to the end of the name. 6. Click on the View/Edit link for the copied profile. 7. Change the Computer Name field to the correct name. 20

21 8. Change any other fields that may be different for this computer. 9. If you wish to make another duplicate of the profile, click on the Duplicate this computer profile button to save changes and duplicate at the same time. You are returned to the Computer Inventory screen and can repeat these steps as many times as needed. 10. If this is the final duplicate, click the Save button. You are returned to the Computer Inventory screen. Organize Computers Every TechAtlas account has at least one Library Location created by default in their account. You may have created additional Library Locations. (See Creating Library Locations) Once you have inventoried all your computers the data should be assigned to the correct location. By default all computer inventory is assigned to the default Primary Location. Each inventoried computer must be properly assigned to the correct branch/library Location. To assign computers to a Library Location (branch): 1. On the Computer Inventory page click on the Organize Computers link found in the upper right of the screen. 2. On the Edit Computer Details page, use the drop-down Library Location menu to assign individual computers listed in the Computer Name field to the correct library branch. 21

22 Note that Date Acquired and public access computer PAC values for each computer can also be set on this page. 3. Once each computer has been associated with the correct Library Location, click the Save button at the bottom of the page. Download and Print the Inventory Spreadsheet The computer inventory data can be viewed and edited in a spreadsheet format: 1. Click on the Computer Inventory Spreadsheet link on the Computer Inventory page. 2. An Excel spreadsheet will open which can then be printed and/or saved to your directory folder. The document can be edited and used for technology planning or grant funding application use. 3. To return to the TechAtlas features, click the Back button on your Internet 22