Asset Baselining Plan COV Asset Baselining Plan September
Asset Baselining Plan COV Asset Baselining Plan September 23, 2008 0
Asset Baselining Plan Background (old approach) 4 Kickoff meeting held with agency to discuss reconciliation plan 4 Plan consisted of a phased approach 4 Approach supported reconciling wall-to-wall to asset inventory and other data points 4 Committed to completing the reconciliation within 2 - 4 months 4 Reconciliation was to be completed by service delivery staff 4 Approach is taking too long and schedule to meet completion date is at risk 1
Asset Baselining Plan New Approach Needed to Meet Objectives and Schedule 4 Our new approach: – Leverages success and lessons learned from Dept. of Health • 120 sites completed in four weeks, with approx 19, 500 assets – Clearly details the need for agency participation – Clarifies the need for the agency to provide a sign-off upon completion of a site along with final sign-off on mock bill – Documents assets and data points in-scope to the project – Provides an escalation process 2
Asset Baselining Plan Lessons Learned from Dept. of Health • Agency participation - agency recognized this is a valuable and necessary process; agency was very open and communication was excellent • Good upper-management support from agency • This process identified the importance of using a single resource for data collection, particularly one with experience in data collection related to assets • Agency to determine up front the consistent statewide use of the optional Agency Use fields • Agency Site POCs available and working onsite with TEK Systems to scan assets and provide information 3
Asset Baselining Plan Revised Approach 4 Phase 1 -Physical Inventory – Northrop Grumman/TEK will complete physical inventory – Agency will provide Points of Contact (POC) for each site – POC responsible for assisting with data population of agency optional data fields and signing off on site completion – Service delivery staff will identify and tag all workstations requiring Altiris agent 4 Phase 2 – Data Validation (performed by Northrop Grumman/TEK) – Populate additional fields required for Altiris not captured during physical – Perform quality control – Compare new file with Asset Inventory and provide differential report to Northrop Grumman – Prepare file for mock bill creation 4 Phase 3 – Mock bill presentation – VITA presents mock bill for AITR sign-off – Sign-off from AITR desired within 3 business days of receipt of mock bill 4
Asset Baselining Plan Roles and Responsibilities 4 Northrop Grumman/TEK is responsible for the following: – Developing process, and a schedule including every site – Managing inventory activities at all sites – Providing teams of inventory specialists to complete physical inventory at all sites – Assisting in populating additional data points for assets provided by Agency POC – Performing quality assurance/quality control on data – Providing baseline data for mock bill 4 Agency is responsible for the following: – Providing two resources, a lead and a backup POC, for each site with the authority to signoff on accuracy of counts and completion of inventory for that site within 24 hours of completion – Granting access to all areas with inventory – Providing the remaining agency optional data necessary to complete the record for each asset – Reviewing and signing off on a physical inventory – Providing final agency sign-off on all sites within 3 business days of receipt of final data and mock bill – Adhering to and supporting VITA’s escalation process 5
Asset Baselining Plan Why Will This Process Work? 4 The use of dedicated personnel from the partnership to interface between Service Delivery site staff and Asset Management to ensure accurate reconciliation 4 Active involvement, participation, and signoff by knowledgeable Agency personnel 4 Utilization of the Install, Move, Add, and Change (IMAC) process to ensure accurate updates once the asset baseline is complete 4 Planned use of quality control process for periodic sampling to assess effectiveness of IMAC process 6
Asset Baselining Plan Next Steps 4 Schedule agency kickoff meetings with affected agencies 4 Identify Agency POCs for each site 4 Northrop Grumman Project Coordinator to review schedule and documents with each site POC 4 Agency identify optional data fields to populate 4 Confirm scheduled site visits 4 Begin inventorying sites 7
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