physical inventory project overview 0 physical inventory overview george vrtiak transformation...

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Physical Inventory Project Overview

Physical Inventory OverviewGeorge Vrtiak

Transformation Projects Team

April 10, 2007

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Table of Contents

• Purpose and Approach

• Schedule and Execution

• Questions

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Purpose and Approach

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Overview of the IT Asset Inventory

• The purpose of the physical inventory is to establish a baseline of in scope IT assets.

– In addition, some other assets will be counted only for contractual purposes (i.e. Telephones)

• All 2,041 agency sites will be visited

• A ”Floor to Book” inventory will be performed - What we count will be compared to what we currently have in the Asset Inventory

• Inventory to be conducted on a site basis – 5 Regions

– Richmond

– Northern Virginia

– Norfolk

– Roanoke

– Charlottesville

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Overview of the IT Asset Inventory (Continued)

• Northrop Grumman has entered into a contract with TEKsystems to perform the physical inventory

– TEKsystems is a company whose business is conducting inventories

– Very mature processes

– Experienced staff

– Contract includes a requirement for 30% SWAM participation

• Physical Inventory Teams has:– Received training on customer interface

– Received training on escalation process

– Received background checks and drug tests in accordance with VITA policy

– Received VITA badges for identification purposes (key personnel only)

– Received security, privacy and HIPAA training

– Signed a non-disclosure agreement

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Data Elements to be Collected

• Agency name (Agency number)

• Site ID (street, city, zip) and floor, room/cube

• Machine type (i.e. monitor, laptop, etc)

• Make/manufacturer

• Model

• Serial Number

• VITA or NG asset tag number

• Status (Active/Reserve/Inactive)

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Schedule and Execution

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High Level Schedule

• January 29 — Planning with vendor commenced

• February 27 — Proof of concept complete; approval to proceed to pilot

• March 22 — Pilot completed; approval to start inventory

• April 10 — Commence full scale inventory

• July — Physical Inventory completed

• October — Reconciliation completed

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Impact on the Site

• Minimize the impact on the site and employee

– Automated tools to minimize collection time and ensure accuracy

– Should take approximately 5 minutes per desktop/laptop

– Laptop in a docking station – applications must be closed and laptop undocked

– Inventory team will not do anything to the system other than scanning the bar code labels (tag VITA assets that do not have an asset tag)

– Mobile assets/home offices can be brought into the office to be inventoried or registered on line

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Communication

• Communication

– Draft communications developed to help you prepare your agencies

• Physical Inventory Overview

• Frequently Asked Questions

• List of assets to be inventoried

• Letter to site points of contact (POCs)

• Employee e-mail

• Visit card

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Site Schedule

• Every two weeks Agencies will be sent a schedule of sites to be visited beginning in two weeks

• Agencies will be contacted and POCs requested for each site

• Our schedule/POC coordinator is Brook Mattox

– Phone (804) 317-5984

– email [email protected]

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POC Responsibilities

• Site POC – Assist in pre-inventory logistics activities

– Provides access to all facility areas

– Escort in restricted areas

– Assist in ensuring that Physical Inventory team complies with agency policies and procedures

– Familiarize the Inventory team with the site upon arrival

– Assist in registering off site assets

– Validate site inventory form

– Validate exceptions reconciliation form

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Questions?

For questions about the IT asset inventory process, contact Brook Mattox or Agency Performance Manager John Kissel

(804-371-5079 or [email protected]).

physical inventory project overview 0 physical inventory overview george vrtiak transformation...

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