Working with the IT Asset Inventory Tool

This chapter provides an overview of the IT Asset Inventory Tool and the load process and discusses how to:

Set up the third-party integration.
Request third-party inventory data.

Understanding the IT Asset Inventory Tool

To manage your IT assets effectively, you need an accurate and comprehensive inventory of your hardware and software environments.

PeopleSoft IT Asset Management uses third-party software to discover and track hardware information and installed software packages. In addition to managing discoverable assets, the inventory tool, in conjunction with the PeopleSoft IT Asset Management solution, helps identify assets that are non-reporting (or non-discovered).

The information that the third-party software provides is the cornerstone of the asset management solution. PeopleSoft IT Asset Management takes the information and validates it against the asset repository, providing a high level of accuracy and authenticity to the repository. The reconciliation process enables you to synchronize your asset records with what actually exists on your network.

The third-party software collects inventory and usage data while the asset repository stores asset relationships. PeopleSoft IT Asset Management gives you the ability to reconcile and verify the relationships between your assets and users, locations, departments, cost centers, and associated contracts.

This diagram illustrates the process flow from the third-party software to the PeopleSoft IT Asset Management asset repository.

Asset discovery process flow

Understanding Data Integration

PeopleSoft IT Asset Management is set up to communicate with the third-party inventory database using XML messages. The XML messages are handled through Integration Broker. The process flow for requesting third party inventory data consists of three steps:

PeopleSoft IT Asset Management sends an XML message to the third-party software requesting inventory data.
The third-party software returns an XML response message indicating that the request was received or if there was a problem processing the request in the third-party system.
The third-party software returns the requested data in an XML file formatted for PeopleSoft IT Asset Management.
Once that response is received, an application engine Load process, IT_LOAD_PROC, is initiated to process the data that is returned from the third party. The Load process validates the data and interprets the actual values converting them into meaningful values that the Asset Repository can understand.

Understanding the Load Process

Once all the requested data (Message GET_DISCOVERYDATA_ACK) has been received, the View Request Status page displays “Success”. All of the data from the XML has been received and written to application staging tables during subscription. An Application Engine process (IT_LOAD_PROC) is automatically submitted and uses the staging tables as input to produce translated data in the cache and error tables.

This cache data is then used by the compare process.

Note. You can view the results of the data integration via PeopleSoft Integration Broker Message Details. Check the status of the following Messages: GET_DISCOVERYDATA, GET_DISCOVERYDATA_STATUS_ACK, GET_DISCOVERYDATA_ACK.

The Load Process validates and translates the third-party data, consisting of. Serial Number, Manufacturer, Computer Type (IT Resource), Model, Primary User, Primary User Domain, Machine Name, IP Address, Date of Last Inventory, Software Titles, and Total Run Time. The Load Process translates the data from the third-party into data that is familiar to the asset repository (for example, Primary User + Domain = Employee ID). When this translation is successful, data is inserted into the cache table. Errors occurring during these translation edits will prohibit the IT device or software title from being inserted into the cache tables. Instead errors encountered will be inserted into the error tables with the applicable error code as well as a table that preserves the original third-party values. This is done to allow later processing of the data either by the comparison process or again by Load once a valid translation for the data has been created.

This table lists the order of processing the translation edits:

Application Engine: IT_LOAD_PROC	IT_ERR_CODE	Comment	Reference
Checks for Duplicate Serial Numbers	010	Duplicate Serial ID Error	ASSET
Checks for the existence of a mapping of the primary user and domain to an employee ID	050	Unmapped Primary User/Domain - EMPLID	IT_LDAP
Retrieves DEPTID and HR Business Unit for an EMPLID from PS_JOB table for Employees “Primary Job”.		HCM Integrated data	JOB
Retrieves the mapped GL Business Unit value for the HR Business Unit		HCM to GL Business Unit	BUS_UNIT_TBL_HR
Checks for unmapped/blank GL Business Unit value for the HR Business Unit	070	No GL BU Mapped to HR BU	BUS_UNIT_TBL_HR
Check for no HR Business Unit value in PS_JOB table	070	No GL BU Mapped to HR BU	BUS_UNIT_TBL_HR
Retrieves the max AM Business Unit value in the BU_BOOK_TBL table for the GL Business Unit			BU_BOOK_TBL
Retrieves the SETIDs for Asset Subtype (AM_SUBTYPE), Manufacturer (MANUFACTURER), Location (LOCATION_TBL) where there is a MFG_ID			SET_CNTRL_REC
Retrieves the SETIDs for Asset Subtype (AM_SUBTYPE), Manufacturer (MANUFACTURER), Location (LOCATION_TBL) where MFG_ID is blank.			SET_CNTRL_REC
Retrieves the Manufacturer when provided. Error if provided value is not in mappings.	040	Unmapped Manufacturer Error	IT_MAP_CD
Retrieves the IT_SUBTYPE and AM_SUBTYPE from the 3rd party value. Error if no mapping.	060	Unmapped Asset Subtype	AM_SUBTYPE, IT_SUBTYPE_LN
Retrieves the Location for IP Addresses that are not VPN. Error if not in mapping.	030	Unmapped IP Address Error	IT_IP_ADDR, IT_IP_ADDR_MAP

When no MFG_ID is returned from the third-party application , PeopleSoft IT Asset Management stores a blank MFG_ID to the IT_HRDWR_CACHE table.

Once completed, the system sets the “Last Request Date” to the current date for the IT Subtypes and reprocesses errors from prior requests unless more current data comes from the third-party application.

Setting Up the Third-Party Integration

This section discusses how to set up the integration between the third-party inventory software and PeopleSoft IT Asset Management.

Using the Data Discovery Integration Point

PeopleSoft IT Asset Management supports the Data Discovery integration point (GET_DISCOVERYDATA), an application message that is used to request information about discovered IT hardware and IT software in your organization's network.

When implemented, the GET_DISCOVERYDATA application messages sends IT Subtypes and Software Titles to the third-party software when the Request Discovery Data process is submitted. IT subtypes are synonymous with the network devices, and represent items such as laptops, desktops, and servers. The Subtypes are mapped to values that exist in the third-party inventory database. So depending on the manufacturer of the device, the inventory information may indicate that the laptop is officially a “notebook”. Therefore a laptop subtype could be defined to have third-party values of laptop, notebook, or portable.

Using the Discovery Data Status Integration Point

PeopleSoft IT Asset Management supports the Discovery Data Status integration point (GET_DISCOVERYDATA_STATUS_ACK), an application message that is used to monitor and display the status of the discovery request. The status can be viewed in the View Request Status page.

This table illustrates the steps in the process and the status displayed:

Steps	Status
Request is sent to the third-party system.	When the request is sent to the third-party system, the discovery request monitor displays the request with a status of Request Sent.
The third-party system returns a status acknowledgement of the request.	Once the acknowledgement is received, the request status is updated to Request received or Third party error. If the error code is returned, the error is displayed.
The third-party system processes the request and returns inventory data.	The file size is specified in the sending request (the file size can be changed in People Tools Options page. The Navigation is: PeopleTools > Utilities > Administration > PeopleTools Options). The inventory data may be returned in one or more files. The last file contains information regarding the total file count that is to be received for the request. While the files are being returned, the discovery request monitor displays a status of Receiving. The monitor updates the date and time to reflect when the last file was received. If the files are not transmitted, the status is updated to Error in Transmission after a user specified time period has elapsed. If the last file is received before all the other files are received, the request errors out. The monitor shows the status of Error in Transmission and the stage table is cleared. If the last file is received successfully, the status is updated to Success.

Using the Discovery Data Acknowledgement Integration Point

PeopleSoft IT Asset Management supports the Discovery Data Acknowledgement integration point (GET_DISCOVERYDATA_ACK), an application message that is used to receive the inventory data that you requested. The message consists of IT Hardware and IT Software data elements that are stored in the third-party database.

Requesting Discovery Data

This section discusses how to:

Define PeopleSoft IT Asset Management options for discovery requests.
Request discovery data.
Monitor discovery data requests.

Use the Request Discovery Data (IT_DISCO_RUN) component to request third-party inventory data.

Pages Used to Request Discovery Data

Page Name	Object Name	Navigation	Usage
Installation Options — Asset Management	INSTALLATION_AM	Setup Financials/Supply Chain, Install, Installation Options Click the Asset Management link.	Define the timeout period for discovery requests.
Request Discovery Data	IT_DISCO_RUN	IT Asset Management, Asset Discovery and Validation, Request Discovery Data, Request Discovery Data	Set run control options to publish XML requests for inventory data.
View Request Status	IT_RQST_STATUS	IT Asset Management, Asset Discovery and Validation, View Request Status, View Request Status	View the status of the request made to the third-party application.

Defining IT Asset Management Options

Access the Installation Options — Asset Management page.

See Defining Asset Management Installation Options.

Solutions

IT Asset Management Installed	Select if you have installed IT Asset Management. The ITAM Options group box is displayed.
Discovery Request Timeout (Sec)	Enter the number of seconds that processing will wait for a response from a request for inventory data from the third party. This interval applies to both the first response as well as subsequent responses in a single message transaction, in the case where the message contains more than one message file.
Batch Limit	Used for Manage Exceptions. See Setting the Batch Limit.
Source Device Groups from ARM	This option is used as a default for the Software Device Groups page. Newly created Device Groups will use this as the value for the Source From ARM field.

Requesting Discovery Data

Access the Request Discovery Data page.

Streamline Batch Process

Select to run Compare Asset Repository automatically after the third-party data is processed. If you select Streamline Batch Process, and a Run Control for Compare Asset Repository does not exist, a dialog gives you the choice of having the run controls created automatically or manually. If you choose to create the run controls manually, respond by clicking the Cancel button. This clears the check box so that you can save the page. You can then navigate to the other Run Control pages to manually create them. Both run control pages can be accessed by using the links at the bottom of the page.

When run controls are created automatically for the Compare Asset Repositories and Metrics processes, they are created with same Run Control ID. In above example the run controls will be created with Run Control ID of ABC. Conversely, if the user wants to create the run controls manually but wishes to streamline batch processes, the user needs to manually create two run controls with same Run Control ID. Streamline Batch Process will not be implemented with run controls that have different Run Control IDs.

Third Party Value

Third Party Hardware displays all IT subtypes that have the Discover/Reconcile flag selected on the IT Subtypes page.

Third Party Software displays all software titles with Track Requisition or Permission Required selected on the Define Software Title page.

Last Request Date

Displays the date of the last asset inventory data request for each third-party value.

Compare Asset Repositories Run Control

Click to view, create, or edit the Compare Asset Repositories run control.

Metrics Run Control

Click to view, create, or edit the Metrics run control.

Note. Remember to check Integration Broker for message details.

Viewing Request Status

Access the View Request Status page.

The View Request Status page displays the status of requests for inventory data from the third-party system. All fields in the grid are display only.

Streamline Batch Process	Select to run Compare Asset Repository automatically after the third-party data is processed. If you select Streamline Batch Process, and a Run Control for Compare Asset Repository does not exist, a dialog gives you the choice of having the run controls created automatically or manually. If you choose to create the run controls manually, respond by clicking the Cancel button. This clears the check box so that you can save the page. You can then navigate to the other Run Control pages to manually create them. Both run control pages can be accessed by using the links at the bottom of the page. When run controls are created automatically for the Compare Asset Repositories and Metrics processes, they are created with same Run Control ID. In above example the run controls will be created with Run Control ID of ABC. Conversely, if the user wants to create the run controls manually but wishes to streamline batch processes, the user needs to manually create two run controls with same Run Control ID. Streamline Batch Process will not be implemented with run controls that have different Run Control IDs.
Third Party Value	Third Party Hardware displays all IT subtypes that have the Discover/Reconcile flag selected on the IT Subtypes page. Third Party Software displays all software titles with Track Requisition or Permission Required selected on the Define Software Title page.
Last Request Date	Displays the date of the last asset inventory data request for each third-party value.
Compare Asset Repositories Run Control	Click to view, create, or edit the Compare Asset Repositories run control.
Metrics Run Control	Click to view, create, or edit the Metrics run control.