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Physical Inventory Project Overview
Physical Inventory OverviewGeorge Vrtiak
Transformation Projects Team
April 10, 2007
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Physical Inventory Project Overview
Table of Contents
• Purpose and Approach
• Schedule and Execution
• Questions
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Physical Inventory Project Overview
Purpose and Approach
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Physical Inventory Project Overview
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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Physical Inventory Project Overview
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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Physical Inventory Project Overview
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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Physical Inventory Project Overview
Schedule and Execution
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Physical Inventory Project Overview
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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Physical Inventory Project Overview
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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Physical Inventory Project Overview
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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Physical Inventory Project Overview
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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Physical Inventory Project Overview
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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Physical Inventory Project Overview
Questions?
For questions about the IT asset inventory process, contact Brook Mattox or Agency Performance Manager John Kissel
(804-371-5079 or [email protected]).