Best Practices: IT Asset Management. Diana Hage Quinn Solem

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2 Best Practices: IT Asset Management Diana Hage Quinn Solem 2

3 Agenda IT Asset Management Areas of Benefit Case Study 3

4 IT Asset Management Top 10 Functions Management of: Acquisition * Asset ID * Compliance * Communication Disposal * Education Financial * Legislation Policy * Vendor Source: IAITAM 4

5 Typical Data Center areas to manage DATA HALL RECEIVING & SHIPPING Check- In/Out Inspec;on Area Staging Area Project Room Project Room STORAGE Shelving Shelving BUILD ROOM Configure & Test Entry Control MDF Data Removal & Disposal Entry Control ADMIN 5

6 Top 3 drivers RFID IT Asset Management Inventory Accurate physical count Time and manpower Discrepancies Assets in wrong location or missing Audit compliance 6

7 #2 Driver Security Misplaced IT assets Loss of critical information assets Shrink Data breaches 7

8 #3 Driver Movements Acquisitions Consolidations Dynamic movements Equipment loans Off the grid 8

9 The Dynamic Data Center 53% of US companies expect to relocate or expand their data centers in the next few years One third will move 45% will make major improvements to existing facilities ² AFCOM Data Center Institute Study,

10 Poorly Managed IT Assets Impact Cost Brand Reputation Compliance Service Levels Liability Customer Loss Revenue Loss 10

11 Areas of Benefit Inventory Time and Cost Rack to Book ReconciliaIon Asset Re- Use 11

12 Results Benefits RFID Reduce inventory labor cost Up to 60% Reduce labor Ime Up to 90% Improve SOX reporing 10% or more Reduce capital spending 10% or more Improve security 50% or more 12

13 Real World Experience 13

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15 Case Study: Social Security Administration Asset Management Quinn Solem, Program Manager, Social Security AdministraIon 15

16 Topics The SSA Why SSA Deployed RFID How Requirements and Solicitation were developed How SSA Chose an Implementation Partner Supportability and Extendibility System Architecture Business Benefits System Implementation 16

17 Overview SSA Federal Leaders in IT Innovation 2 Geographically Dispersed Data Centers Supporting 80K+ employees and State offices 15,000 core IT Data Center assets 178 million transactions per day 200K feet of raised floor environment Huge Inventory Management Challenge 17

18 SSA IT Asset Mgm t Challenges Issues Driving Procurement HPAM Interface to Real-time System Security Concerns Accountability of Assets Locating Equipment for Maintenance Manpower Intensive Physical Inventory 24x7 Operational Issues 18

19 Why Deploy RFID as a Solution? Problems Solved Automates Security Dramatically reduces physical inventory Improves asset locating Significantly improves accuracy HPAM Integrates RFID into Architecture Process Validation: ID Asset Add/ Move/ Change 19

20 Developing a Solicitation Framing the Evaluation Criteria Technical Proposal Past Performance Relevant Experience Cost Participative Process to Frame the PWS / SOW Jointly Developed Quality Assurance Surveillance Plan 20

21 Selecting an Implementation Partner Positive Attributes Deep and Referenceable Expertise Relevant Qualifications Responsive and Reliable Best Value Validation Methods Client Surveys Reference Calls/Visits 21

22 Supportability and Extensibility System expansion to other data centers Client or vendor management bias Training and technology exportability Can new/other technology be added? Active RFID Wi-Fi RTLS Sensor tags/devices Ease of technology refresh Support: Vendor supported with on-site staff Help desk supportable, with emergency on-call 22

23 System Architecture Visi-Trac TM Mobile Local Area Network OTA or Wired Synchronization Visi-Trac Server Enterprise or SaaS Data Aggregation Mapping Alerts/Notifications Secure Tagged IT Asset Collection 23

24 System Architecture RFID Data Flow RFID Data Flow Bar Code Installation HPAM DB Manual.CSV Upload CAPRS DB BIG DB Update ~ Every 15 Minutes VisiTrac SVR SQL SVR Reader BizHub SVR

25 Security Business Benefits Delivered Audio / visual alerting at portal / text alerts to supervisors Improved Accountability 33% Improvement in ERP inventory accuracy Major reduction in physical and virtual reconciliation costs Physical Inventory Cost Savings Dramatic reduction in periodic inventory time Vast improvement in inventory to physical location accuracy 25

26 System Implementation Method Planning Plan finalized within days of NTP Delivered on-time and within budget Installation and Implementation Used scalable resource plan, assigning right support at the right time in the process Partner willing to work with SSA unique requirements supporting the business process Consistently professional installation and gated QA processes Validation against jointly developed QASP 26

27 System Implementation Benefits Known Benefits Realized Automate Asset Tracking 90% Faster Audits 90% Reduction in Labor Hours Identify Unauthorized Asset Moves Dispatching Techs to Correct Data Center Audit Time Hours Now Hours (Projected w/ RFID) 27

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