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Best Practices: IT Asset Management
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Diana Hage Quinn Solem
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Agenda
• IT Asset Management
• Areas of Benefit • Case Study
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IT Asset Management
Top 10 Functions
• Acquisition * • Asset ID * • Compliance * • Communication • Disposal *
• Education • Financial * • Legislation • Policy * • Vendor
Source: IAITAM
Management of:
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Typical Data Center areas to manage
Shelving
Project Room
STORAGE
Check-‐In/Out Inspec;on
Area
RECEIVING & SHIPPING
Staging Area
Entry Control Entry
Control BUILD ROOM Configure & Test
DATA HALL
MDF Data Removal & Disposal ADMIN
Shelving
Project Room
Top 3 drivers RFID IT Asset Management
Inventory • Accurate physical count • Time and manpower • Discrepancies – Assets in
wrong location or missing • Audit compliance
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#2 Driver
Security • Misplaced IT assets • Loss of critical
information assets • Shrink • Data breaches
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#3 Driver
Movements • Acquisitions • Consolidations • Dynamic movements
• Equipment loans • ‘Off the grid’
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The Dynamic Data Center
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• 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, 2011
Poorly Managed IT Assets Impact
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Cost
Compliance
Service Levels
Brand Reputation
Liability Customer Loss
Revenue Loss
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Areas of Benefit
Inventory Time and Cost Asset Re-‐Use ‘Rack to Book’
ReconciliaIon
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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
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Real World Experience
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Case Study: Social Security Administration
Asset Management
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Quinn Solem, Program Manager, Social Security AdministraIon
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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
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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
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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
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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
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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
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Selecting an Implementation Partner
• Positive Attributes – Deep and Referenceable Expertise – Relevant Qualifications – Responsive and Reliable – Best Value
• Validation Methods – Client Surveys – Reference Calls/Visits
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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
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System Architecture Local Area Network
OTA or Wired Synchronization
Tagged IT Asset
Collection
Visi-TracTM Mobile
Visi-Trac Server • Enterprise or SaaS • Data Aggregation • Mapping • Alerts/Notifications • Secure
System Architecture – RFID Data Flow RFID Data
FlowBar Code Installation
HPAM DB
CAPRS DB BIG DB
Manual .CSV Upload
VisiTrac SVR
BizHub SVR
SQL SVR
Update ~ Every 15 Minutes
Reader
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Business Benefits Delivered • Security
– Audio / visual alerting at portal – E-mail / 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
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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
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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
0
20
40
60
Audit Time
Hours Now
Hours (Projected w/ RFID)
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www.rfidgs.com