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Computing Inventory Management System (CEL-CIMS)

Authors:

Abstract

The Centre for Extended Learning (CEL) Systems team initiated a project in Fall 2019 to inventorize all CEL computing assets for better management, tracking, renewals, needs analysis, theft prevention and budgeting. All computing equipment, including desktops, laptops, keyboards, mice, projectors etc., were asset tagged using unique QR code stickers as a part of this massive effort to keep track of the thousands of computing assets we own at CEL. Following the asset tagging, we implemented an asset management system called Computing Asset Management System or CEL-CIMS by customizing a FOSS asset management system. After the implementation of CEL-CIMS, all users, assets (HW and SW), key FOBs and meeting room assets were imported into the system. The CEL-CIMS benefits stakeholders by: - Rapid deployment of computing assets for work-from-home during the COVID-19 lockdown - Ensuring that all software licenses are up-to-date and renewed on time - Automatic initiation of desktop rollovers - Better forecasting and budgeting for HW/SW needs based on gaps (e.g. computers for contract/COF staff) - Better security and access control - Centralized reporting of inventory for audit purposes - Prevention of theft and calculation of write-offs (e.g. monitoring meeting room assets) - Identifying lost FOBs, reassigning FOBs, deactivating FOBs and strengthening office security/access control
Computing Inventory Management System
(CEL-CIMS)
By the CEL Systems Team
December 8, 2020
WatItis 2020: CEL-Computing Inventory Management System
The CEL Systems team
PAGE 2
Mission
We provide technology focused tools,
support, and educational technology
expertise to and on behalf of CEL to
advance innovation and engineer
collaborative solutions so that
stakeholders have high quality
educational experiences in extended
learning.
The Services we provide:
developing and supporting software
tools;
learner and instructor support;
technical support for hardware and
software;
expert consultation on Educational
Technologies.
WatItis 2020: CEL-Computing Inventory Management System
CEL - Our Technology Ecosystem
PAGE 3
WatItis 2020: CEL-Computing Inventory Management System
CEL - Our Inventory
PAGE 4
Hardware, Software and Furniture Disorganized Tracking and Incomplete Inventory
WatItis 2020: CEL-Computing Inventory Management System
Computing Inventory Management System (CEL-CIMS)
PAGE 5
Asset Tagging
Asset Recording
Asset Assignment
Inventory Management
Inventory Audits
Reporting
Forecasting
Management Information
WatItis 2020: CEL-Computing Inventory Management System
CEL-CIMS Systems Architecture
PAGE 6
WatItis 2020: CEL-Computing Inventory Management System
Phase 1 Asset Tagging
Tagging all asset tagging with QR codes
Implemented CEL-CIMS.
Imported all users, assets (HW and
SW), FOBs and assigned each
individual item to users, groups or
meeting rooms.
With this, we retired the
SharePoint/excel method of asset
management.
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WatItis 2020: CEL-Computing Inventory Management System
Phase 2 Tagging the FOBs
Most FOBs were asset tagged.
Recording the FOB number at the
back (which rubs off over time), we
provided an asset tag which you pair
with your FOB.
This allows us to be more efficient
in identifying lost FOBs, reassigning
FOBs, deactivating FOBs and
strengthening office security/access
control.
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WatItis 2020: CEL-Computing Inventory Management System
Phase 3 Inventory Audit
Virtual and on-prem audit.
Get an up-to-date inventory of all
CEL hardware assets and users.
Update CEL-CIMS with the
latest information about the assets.
Apply/record asset tags which
we missed during Phase 1 and 2.
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WatItis 2020: CEL-Computing Inventory Management System
Phase 4 – Next Steps
Phase 4.1 – complete the asset
tagging and recording process for all
untagged items which are currently
with you at home (ongoing starting
now)
Phase 4.2 – complete the asset
tagging and recording for all untagged
items in the office (Q1, 2021)
Phase 4.3 - perform software
audit, following a similar process as
our hardware audit while
utilizing SCCM reporting
Phase 4.4 - continuously build out our
MID reporting
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WatItis 2020: CEL-Computing Inventory Management System
CEL-CIMS – New Hardware/Software Request Process
PAGE 11
WatItis 2020: CEL-Computing Inventory Management System
CEL-CIMS – Documentation
WatItis 2020: CEL-Computing Inventory Management System PAGE 12
CEL–CIMS: The Benefits
All CEL hardware/software assets are
accounted for
All software licenses are up-to-date
and renewed on time
Automatic initiation of desktop
rollovers
Better forecasting and budgeting for
HW needs based on gaps (e.g.
computers for contract/COF staff)
PAGE 13
Better security and access control
Centralized reporting of inventory for
institutional audit purposes
Prevention of theft and calculation of
write-offs (e.g. monitoring meeting
room assets)
And much more…
WatItis 2020: CEL-Computing Inventory Management System
PAGE 14
We acknowledge and appreciate the ongoing updates
provided by IST with respect to hardware and software
records.
Ishan: ishan.abeywardena@uwaterloo.ca
Jason: jgreatrex@uwaterloo.ca
WatItis 2020: CEL-Computing Inventory Management System
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