IT Asset Management System

IT Asset Management System Last Updated: January 30, 2015

Table of Contents Introduction... 3 Roles within IT Asset Management... 3 Overview - Basic Concepts and Terminology... 4 Logging into the system... 4 Components... 4 List components... 4 Find a component... 5 Enter/update component attributes... 6 Relationships... 8 Enter/update relationships... 8 Device Relationship Notes... 8 Imports/Discovery/Federation... 9 Queries... 10 Technical steward tasks... 11 Locate/ Search for a DEVICE in ZARK... 11 By serial #... 11 By computer name... 11 By local asset tag... 11 By person assigned... 11 By Last Login... 11 By Previous Device Name... 12 Record/verify device attributes (serial number, manufacturer, device name, )... 12 Record/verify new device assignment... 12 Remove assigned owner... 12 Offer the device to other departments via contact mailing list (what to update in ZARK?)... 12 Record Data Wiping status... 12 Send Device to Hazardous Waste Management... 12 Data to maintain... 12 DEVICE Data:... 12 PERSON Data:... 13 SYSADMIN Data:... 13 Attribute definition notes... 14 Appendix 1: ZARK Queries... 18 Appendix 2: Automated scripts... 19 Introduction Last Updated: January 30, 2015 Page 2 of 20

URL to access this documentation online:... 19 Introduction IT Asset Management System is used to store and track information about McGill-owned computers and peripherals during their gate-to-gate lifecycle at McGill that is, from the moment they are purchased, to when they are sent to Hazardous Waste Management for recycling/disposal or refurbishing outside McGill. This system supports the McGill IT Asset Management Regulation, which was developed jointly by Procurement Services, IT Services and University Services and involves the collaboration of individuals in all faculties and departments at McGill. Roles within IT Asset Management Two key roles are identified to carry out the IT Asset Management responsibilities within each unit: IT Asset Stewards Accountable for allocation of IT assets within their units IT Technical Stewards Accountable for technical decisions, such as when to retire an outdated asset. Responsible and accountable for maintaining the data associated with IT assets (within the IT Asset Management System). Introduction Last Updated: January 30, 2015 Page 3 of 20

Overview - Basic Concepts and Terminology Logging into the system The IT Asset Management System is currently implemented within Minerva. To access it: 1. Open your web browser (i.e. Internet Explorer, Firefox or Safari) and enter the following URL: www.mcgill.ca/minerva 2. Sign in with your McGill Username (first.lastname@mcgill.ca) and McGill Password. 3. Go to the IT Asset Management menu. 4. The two menu items used for managing inventory are: Inventory Home Maintenance and inquiry Create, maintain, and view information about IT components, their attributes and interrelationships Inventory Queries Predefined views of the inventory. You will use these queries to find specific devices and people, to view and update the information stored. Components Components are the basic entities within ZARK. They include Devices, Persons, Units, and others. Each component has its own set of Attributes. Typical attributes include: Name Alias Description Location List components 1. Go to IT Asset Management Menu > Inventory Home to see a listing of all component types. Overview - Basic Concepts and Terminology Last Updated: January 30, 2015 Page 4 of 20

2. Click the component type name (e.g. DEVICE) in the Code column to view all the components of that type currently stored in the inventory. This is the Component List page. See Find a component, below. 3. If you click on the word definition in the Design column you can view the attributes and relationships that are applicable to all components of that type. You cannot add or remove attributes and relationships associated with a component type; doing so would affect all components of that type. Find a component From the Component List page, you can go directly to the details of a component by clicking on its Code in the list. Or you can search for a specific component, as follows: 1. Follow the steps above to list all components of a particular type. 2. In the textbox at the top, labeled Filter components by pattern, enter part of the identifier for the component you are looking for (e.g. serial number of a computer, or part of a person s name). Use the following wildcard characters in the search box: * or % represents 0-n unknown characters? represents exactly one unknown character Filters are NOT case-sensitive Example: The following filters could be used to help find a PERSON named A-Yeon Kim: *.kim a*kim a*kim* a-yeon.* a-yeon.kim akim17 Overview - Basic Concepts and Terminology Last Updated: January 30, 2015 Page 5 of 20

3. Click Apply to view the list of components that match your filter. 4. Click on one of the matches to view the Component Details page for that component. Here you can view and update the Basic Information, Attributes and Relationships associated with that specific component. Enter/update component attributes 1. Follow the steps above to find a component. 2. The Basic Information section at the top of the page contains editable fields which are the same for each type of component: Code - this is the primary identifier for the specific component; for DEVICEs it is usually a serial number; for PERSONs it is firstname.lastname. Overview - Basic Concepts and Terminology Last Updated: January 30, 2015 Page 6 of 20

Description a brief description or clarification of the component code Levels for DEVICEs the level should always be G Comments you may want to use this field to mention that a device will soon be moved, or that a person has recently changed departments???? 3. The Attributes section contains additional attributes that are associated with all components of a specific type. For DEVICEs, there are several attributes: computer _name dat_warranty_end local_asset_tag location manufacturer mcs_order_no model ram serial_no status status_date usage_type siped_by wiped_date attributes beginning with the letter zin are automatically detected via a script that runs on the McGill network. 4. If you update any of the Basic Information or Attributes, be sure to click Save Changes, at the bottom of the Attributes section. Overview - Basic Concepts and Terminology Last Updated: January 30, 2015 Page 7 of 20

Relationships Relationships are meaningful links between components. Each relationship has an inverse relationship, so that you can reference the related components from either side. For example, the relationships below appear in red: Device <is assigned to> Person Person <owns> Device Person <is member of> Unit Unit <has member> Person Enter/update relationships 1. Go to the Component Details page of the component you want to update. 2. Scroll down to the Relationships section of that page. 3. The relationships displayed in red text are not yet defined. Click on the relationship link to create a relationship between this component and another component in the inventory. The equivalent opposite relationship is automatically created. Device Relationship Notes DEVICE is assigned to PERSON Required, for computers assigned to a single user In many cases, automated processes will update this information based on either: o detection of an apparent computer replacement, or Overview - Basic Concepts and Terminology Last Updated: January 30, 2015 Page 8 of 20

o evaluation of scavenged login patterns The automated processes will be discussed later The automated processes have their limitations, so in many cases it will be desirable or necessary to assign DEVICEs to PERSONs manually Be aware that at a later date, the automated processes might override a manual assignment DEVICE is managed by sysadmin UNIT Every computer MUST have one (and only one) assigned sysadmin The sysadmin can be a UNIT (e.g. ics_central) or a PERSON (e.g. saverio.biunno) Assignment is often automatic, based on the UNIT to which the computer is allocated o For this to work, the owner UNIT must have a designated default sysadmin DEVICE is allocated to UNIT Every computer must be allocated to one (and only one) UNIT, i.e. to its owner For the Evergreening computers, an owner unit will have been recorded based on the McGill Computer Store order number. Computers are often associated with UNITs based on their computer names (e.g. it is assumed that a computer named 526-xxxxx is allocated to 00526, ICS) Imports/Discovery/Federation Information about devices that are connected to the McGill network is automatically discovered and entered into ZARK. This makes your job easier. For most of the devices you manage, the serial number and other details about the device will be automatically populated as soon as the device is connected and someone signs in. Keeps track of Last logged in user and automatically creates the Assigned to relationship when the same person has logged in Overview - Basic Concepts and Terminology Last Updated: January 30, 2015 Page 9 of 20

Queries Queries are predefined views of the IT Asset Management data. You can specify filters to narrow the data returned in order to find what you need. Examples of common queries: Overview - Basic Concepts and Terminology Last Updated: January 30, 2015 Page 10 of 20

Technical steward tasks See the procedures for Technical stewards in the IT Knowledge Base. The following will help you to carry out the record-keeping aspects of each procedure. Locate/ Search for a DEVICE in ZARK For each record-keeping task, the first thing you will usually do is locate the DEVICE within ZARK. You will rarely (if ever) need to add a new device from scratch due to the network discovery tools that automatically create the basic device entry for you. There are many ways to locate a device. You choose the most appropriate method, based on the information you have available to you. By serial # 1. Go to 2. Click 3. View By computer name 1. Go to 2. Click 3. View By local asset tag 1. Go to 2. Click 3. View By person assigned 1. Go to 2. Click 3. View By Last Login 1. Go to Technical steward tasks Last Updated: January 30, 2015 Page 11 of 20

2. Click 3. View By Previous Device Name 4. Go to 5. Click 6. View Record/verify device attributes (serial number, manufacturer, device name, ) Record/verify new device assignment Remove assigned owner Offer the device to other departments via contact mailing list (what to update in ZARK?) Record Data Wiping status Send Device to Hazardous Waste Management Data to maintain In accordance with the Asset Management Regulation, the system maintains the following data for components: DEVICE Data: computer_name (*) date_warranty_end local_asset_tag Data to maintain Last Updated: January 30, 2015 Page 12 of 20

location (*) manufacturer (*) mcs_order_no model (*) ram serial_no (*) status (*) status_date (*) usage_type wiped_by wiped_date aliases mainly computer_name and local_asset_tag (*) attached peripheral equipment assigned user (*) trail of transactions owner unit (*) sysadmin (technical steward) (*) (*) Some level of automated/central assistance is provided Relationships: o UNIT allocation o PERSON assigned o Sysadmin PERSON Data: Name (first.last) Short Name (first character of first name + first 5 characters of last name, sometimes followed by a number to ensure uniqueness) Relationships: o UNIT allocation o DEVICE assigned SYSADMIN Data: Name (first.last) Short Name (first character of first name + first 5 characters of last name, sometimes followed by a number to ensure uniqueness) Relationships: Data to maintain Last Updated: January 30, 2015 Page 13 of 20

o o UNIT allocation DEVICE managed Note Be aware when Attribute definition notes DEVICE.computer_name Computer object name as defined in Active Directory Only for computers which are currently in service Not applicable to computers outside AD Should be removed or updated when devices are replaced or repurposed Should be unique within the inventory Should be in uppercase Automatically maintained for all computers which are being successfully scavenged Automatically set for a newly-scavenged device At the same time (usually/if necessary) removed from any other computer(s) which had the same name Corresponding alias is automatically maintained, whether the name was scavenged or updated manually DEVICE.date_warranty_end Optional useful to fill it in if you know it Enter date in YYYY-MM-DD format Note, 2014 Evergreening machines (bulk purchase) are all filled in as 2018-04 (exact day is unclear) This field is expected to become more important and reliable as we enhance our procurement processes and our liaison with the computer store (MCS) DEVICE.local_asset_tag Optional for units/teams which use asset tags At this time there is no standard process or format prescribed Tag values should be unique within the inventory But nothing currently prevents units/teams from using similar tagging schemes, and thus risking duplicates One possibility: use nnn- prefix where nnn- is the unit code (e.g. 346- for Finance) Maintenance of tag values in ZARK is completely manual but if tag values are entered, the corresponding aliases are automatically maintained Attribute definition notes Last Updated: January 30, 2015 Page 14 of 20

DEVICE.location Required for all computers, though in fact currently missing or inaccurate in many cases Freeform text, generally takes the form Building, Room Maintenance is almost completely manual but some very limited automation may occur: when an apparent computer replacement is detected (more on this later), the location information may be copied from the old computer to the new one Might need to consider more structured data in future (e.g. use building codes), especially since ICS is implementing a geographic support model Could be considered redundant with staff address in cases where a DEVICE is assigned to a PERSON possibility for future enhancement DEVICE.manufacturer DEVICE.model Required together, these attributes (unfortunately not quite contiguous on the page) define the type of device Both are freeform text, with no standard format, e.g. Dell --- Optiplex 9020 Dell --- 9020 mini-tower Dell --- 9020 SFF Dell Inc. --- OptiPlex 9020 DELL --- OptiPlex 9020 Pre-populated for the 2014 Evergreening computers Automatically set (if previously empty) via scavenging Otherwise and subsequently, maintenance is manual DEVICE.mcs_order_no Computer store (MCS) order number, if available Currently this is being filled in centrally when computers are ordered from MCS out of the 2014 Evergreening stock (bulk purchase of 9020 s) In other cases it s currently optional This field is expected to become more important and reliable as we enhance our procurement processes and our liaison with MCS DEVICE.ram Optional available for use at the discretion of individual units/teams No prescribed format, but simple values such as 4GB would seem clear enough Or, see values in DEVICE.zin_ram for computers which have been successfully scavenged DEVICE.serial_no Device serial number (uppercase) In theory this is 100% redundant with the component code (record key), but at least for now there are reasons to keep a separate version The most obvious applicable situation is where we erroneously have duplicate entries for the same device, most likely arising from the 2014 spreadsheet-based inventory Attribute definition notes Last Updated: January 30, 2015 Page 15 of 20

Usually automatically populated/maintained, through Evergreen order tracking and through scavenging In cases where an inventory record must be created manually (hopefully rare, discussed later), an automated process can generate this attribute from the component code, so that you only have to type the serial number once DEVICE.status Required for all computers, though in fact currently missing from many records Values are prescribed as below, generally following the equipment lifecycle model seen earlier Values currently in use MCS available inventory Ordered from MCS Delivered Active Spare Disposal pending Disposed to Waste Management TBD For future consideration Ordered from vendor Setup pending Under repair Replacement pending Transition grace period On offer Parts harvesting Lost Stolen Destroyed DEVICE.status continued Some important automation is in place for devices which are being scavenged When a device is scavenged, its status will usually be automatically updated to Active When an apparent computer replacement is detected, in addition to marking the incoming computer Active as above, the outgoing computer s status will be set to TBD In all other cases, updates to device status are manual but as part of implementing the new regulation, automatically-assisted processes are being planned for the following situations: Offering and transferring used (but still serviceable) computers to other McGill units Disposing of end-of-life computers through Hazardous Waste Management DEVICE.status_date When the status of a device is changed, the status_date should be updated to show the effective date of the new status The effective (real-world) date may not be the same date as the update being recorded in ZAK Format is YYYY-MM-DD Attribute definition notes Last Updated: January 30, 2015 Page 16 of 20

The date should be automatically updated whenever the status itself is updated by an automatic process The value and reliability of this attribute may be open to question, in future its existence might be questioned but for the moment let s continue to maintain it DEVICE.usage_type The intent of this attribute is to specify the general nature of a computer s usage, e.g.: Dedicated (assigned to a single user) Shared (multiple users, e.g. at a service counter) Public (e.g. a computer lab) However this attribute is not yet clearly defined, and it is not yet being maintained In theory this information is important and the attribute is likely to get more attention in future When that time comes, it should be feasible to provide automated support DEVICE.wiped_by DEVICE.wiped_date When a computer is taken out of service, whether temporarily before reassignment or to go into storage as a spare, or permanently to be disposed of, its hard disk must be securely wiped to protect confidential information, intellectual property, and software licenses Standards and mechanisms for the actual wiping are found elsewhere The fact that the disk has been wiped should be recorded in ZARK in the above attributes The wiped_by attribute should identify the person who carried out the wiping, and can also provide other details The wiped_date should be in YYYY-MM-DD format The attributes values must be entered manually If scavenging returns a computer s status to Active, the attributes will be automatically cleared Attribute definition notes Last Updated: January 30, 2015 Page 17 of 20

Appendix 1: ZARK Queries Query Name DEVICE_ACIVITY_BY_ADMIN Definition List of significant recent changes affecting DEVICEs, ordered by sysadmin and REVERSE date/time. Usage: Review the devices you last updated. Filters: #1 Sysadmin identifier (e.g., UNIT ics_fin) #2 Zark identifier (e.g., DEVICE cac80905wz) #3 - External identifier (e.g., 346-RFAD07) #4 Related identifier (e.g., PERIPHERAL cn0dc323716186blahx7) DEVICE_DOC_TRAN_WARNINGS Warnings regarding asset-related DOCUMENTATIONs and their associated TRANSACTIONs Usage: Auditing - find out if there are issues DEVICE_ERRORS DEVICE_ERRORS_SUMMARY Errors detected in the device inventory Number of DEVICEs affected by various error conditions Usage: Auditing see which devices have not been properly tracked. DEVICE_LIST DEVIVE_LIST_BY_MCS_ORDER DEVICE_NAME_HISTORY DEVICE inventory lists all devices ordered by serial number Devices listed in order by McGill Computer Store order number and current unit allocation. History of the physical devices associated with a computer name. Usage: See the history of computers were used by a PERSON. DEVICE_ON_OFFER_LIST DEVICE_PERIPHERALS DEVICE_PROC14_ERRORS List of DEVICEs being offered for repurposing anywhere within McGill List of DEVICEs and their connected peripherals Errors detected in the device inventory PROC14 (Evergreening bulk purchase 2014) Appendix 1: ZARK Queries Last Updated: January 30, 2015 Page 18 of 20

DEVICE_PROC14_LIST DEVICE_PROC14_SUMMARY Device list for inventory PROC14 (Evergreening bulk purchase 2014) Summary of the status of PROC14 devices (Evergreening bulk purchase 2014) Usage: View statistics, including computers available, ordered from MCS, delivered, active DEVICE_STATUS_SUMMARY Summary of DEVICEs by status Usage: View number of DEVICEs in each status Ordered from MCS, Delivered, Active, Wipe pending, etc. DEVICE_XFER_TRANSACTIONS UNIT_IT_STEWARDS UNIT_TREE UNIT_TREE_UPWARDS ZARK_COMPONENT_HISTORY ZARK_INTEGRITY_ERRORS Details for TRANSACTIONs recording the transfers (reallocations) of DEVICEs between UNITs Organizational units and their IT stewards Hierarchy of units/subunits Navigate the UNIT tree upwards to the summit(s) Audit trail history of ZARK components including their attributes and relationships Data integrity errors detected in ZARK Filters: #1 Error Component Identified Appendix 2: Automated scripts zapcddn.sql Cleans up duplicate device name URL to access this documentation online: http://knowledgebase.mcgill.ca/media/pdf/computers-storage/it-asset-management-system- UserGuide.pdf Appendix 2: Automated scripts Last Updated: January 30, 2015 Page 19 of 20

Appendix 2: Automated scripts Last Updated: January 30, 2015 Page 20 of 20