Setting Up PeopleSoft IT Asset Management Resource Settings

This chapter provides an overview of PeopleSoft IT Asset Management resource settings and discusses how to:

• Define software device groups.

• Define IT role access.

• Maintain employee network identifications.

• Create employee groups.

• Define user preferences.

• Set up common search configuration.

• Create related links.

Understanding PeopleSoft IT Asset Management Resource Settings

PeopleSoft IT Asset Management resource settings establish access levels for your users and user groups. You can link device serial IDs and network IDs to the Employee IDs (Empl IDs) stored on your system. By setting up device groups and employee groups, you reduce the amount of time it takes to assign permissions to each individual installing software applications on their computers. Common search configurations enable you to view the configuration of various PeopleSoft IT Asset Management search pages. Related links enable you to create links to third-party applications.

Prerequisites

You must complete the following prior to setting up PeopleSoft IT Asset Management resource settings:

• Establish at least one PeopleSoft Asset Management business unit before you create your IT assets.

• Verify that the PeopleSoft IT Management Installed flag is selected on the Installation page.

• Integrate with PeopleSoft Human Capital Management.

• Integrate with your third-party discovery software.

  For details on integration, refer to your third-party software documentation.

See Creating PeopleSoft Asset Management Business Units.

Defining Software Device Groups

To define device groups, use the Software Device Group component (IT_SWGRP_DEFN)

This section provides an overview of Software Device Groups and discusses how to define device groups.

Understanding Software Device Groups

IT devices are often maintained by an IT administrator or a content manager rather than the primary user of the device. These devices may have multiple CPUs and may require more than one license to operate certain software, such as Microsoft MSSQL, for example. This is most commonly applicable to devices such as servers.

The software device group links the role of the content manager to these unique IT devices by associating their employee ID (Empl ID) with a Device Group. The Device Group definition contains the Serial IDs of the devices that are maintained by the content manager. This is known as the Serial ID-based Software Authorization model.

These devices or machines have a declared number of licenses required for a given software title. Once you have created the software device group (linking the administrator to the device), associate the device group to the appropriate software titles in the Define Software Titles/Users component, providing an Authorized Licenses value for the device group. The licenses required for each of these devices are counted and their summation is compared to the Authorized Licenses value that is specified for the device group.

To implement the Serial ID-based Software Authorization Model:

1. Select the Authorize Software by Device check box on the Define IT Subtypes page for a particular IT Subtype, such as SERVERS.

   See Defining IT Subtypes.

2. Supply the IT Asset Related Information (CPU) for the asset information within PeopleSoft Asset Management. This stores the number of CPUs that an IT hardware device has installed, physical and/or virtual.

   See Adding and Maintaining Asset Information.

3. (Optional) Select the Source Device Groups from ARM check box within PeopleSoft Asset Management Installation Options. The check box is selected as the default when IT Asset Management is installed.

   See Defining Asset Management Installation Options.

4. Define the Software Device Groups, linking administrator with devices.

5. Associate the device groups to software titles.

   See Defining Software Titles.

6. Select the Software Device Monitor check box on the Generate Metrics page. Run the metrics to update device group data for the Software Device Monitor pagelet. This pagelet reports the software titles that are installed, authorized, declared and unresolved for a given device group.

   The Generate Metrics process produces and updates the associations and detail setup that allows you to declare licenses for groups and/or software relationships. Declared licenses should be equal to the number of CPUs the first time that the Metrics engine processes the associations.

7. Specify how many licenses of a particular software that a device requires using the Declare Device Licenses page. The Override check box indicates whether the number of declared licenses has been overridden. The value in the Declared Licenses field is the override value specified. It is considered overridden if the value is not zero and has been changed by the user.

   See Defining Software Titles.

8. After any change to the groups or additions to software relationships, the Generate Metrics process should be run to allow an update of declared licenses and unresolved software. This ensures that the Software Device Monitor pagelet always reports the most up-to-date software titles that are installed, authorized, declared and unresolved. Select the Software Device Monitor check box on the Generate Metrics page and run the metrics to update device group data for the Software Device Monitor pagelet.

9. Limit the device group that a user can access in the Software Device Monitor pagelet by specifying a device group within User Preferences for IT Asset Management.

   See Defining IT Asset Management User Preferences.

Page Used to Define Device Groups

Defining Device Groups

Access the Define Software Device Groups page (IT Asset Management, IT Asset Definitions Center, Resource Settings, Device Groups).

Group Id	Assign a software device Group Id.
Group Owner Id	Select the Employee ID of the device group administrator or content manager. The content manager controls the software contents of the machines in the device group.
Source From ARM	Select from the following values: Yes - The Device Group is dynamically defined to include any asset with: IT Subtype that has the Authorize Software by Device attribute/flag selected, AND The Group Owner ID is the Asset Custodian. No - The Members of the Group must be manually entered. Note. If the Asset Custodian field value is changed in the ARM, then the asset will no longer be included in the Software Device Group. The page elements that are visible and active on this page depend upon your selection in this field. If you select Yes to populate the machines from the Asset Repository, the resulting grid is entitled Group Owner's Devices in ARM and the data appears as display-only. If you select No to add your own devices, the resulting grid is entitled Group Members. When accessing a software device group that has a Source From ARM value of Yes, the Group Members grid appears only in Include History or Correct History modes (if there is associated data in the device group). Note. If you change the Source From ARM field from No to Yes, a new effective-dated row for each active group member (groups included) is inserted with an effective date equal to the current date, a Status as of Effective Date equal to Inactive, and a row-level Source From ARM equal to Yes. Even though the row-level values are ignored due to the Device Group's Source From ARM value, the detail rows provide an audit trail showing the effective date that the group definition Source From ARM value was changed to Yes. If you change the Source From ARM field from Yes to No, a new effective-dated row is added in the Group Members grid for all assets of which the Group Owner is the custodian (all devices in the Group Owner's Devices in ARM grid). The Status as of Effective Date will be Inactive, and the Source from ARM will be equal to No.
Update ARM Custodian On Save	Select Yes to activate a Component Interface that, upon saving, changes the value of the Custodian field within the Asset Repository to this device group's owner for every Device line in the grid where the current effective dated row is Active. Select No to leave the Custodian field in the ARM unchanged. Note. This field is active only when you select No for the Source from ARM value and there are active devices in the Group Members grid.
Fetch From ARM	Click this button to retrieve the assets assigned to this content manager as custodian from the ARM. This is a one-time event and creates a static list. The difference between this and Source from ARM option is that the Source from ARM selection is dynamic and will continue to source from the ARM when the ARM changes. The Fetch from ARM is static and only retrieves the assets from the ARM at the instant it is invoked. You may also start with an empty list and build a Fetch from ARM group selecting asset by asset. The Fetch from ARM button inserts an effective-dated row for all assets of which the group owner is the custodian. . If you want to have assets sourced from the ARM and additional assets not associated with this custodian (content manager), select Fetch from ARM first, then manually add additional assets. Fetch from ARM has no impact on groups that have been added to the device group. Note. This field is active only when you select No for the Source from ARM value.
Display Effective Date	Enter an effective date and click the Display button to view the current effective-dated rows as of the date supplied. The default value is the current date. Note. This field appears only when selecting Include History or Correct History.
	Click this button to view all current effective-dated rows as of the date entered in the Display Effective Date field. Upon clicking the Displaybutton, all data on the page is presented as display-only, the Save button is no longer effective, and all values are consolidated in the same grid. Note. Although this field appears only when selecting Include History or Correct History, it is used for query purposes and not for modifying data.

Group Members

This grid appears when selecting No as the Source From ARM value. If the Source from ARM check box is deselected within Installation Options in Asset Management/IT Asset Management, this mode will be the default.

Group Owner's Devices in ARM

This grid appears when selecting Yes as the Source From ARMvalue. If the Source Device Groups from ARM check box is deselected within Installation Options in Asset Management/IT Asset Management, this mode is not available. When the Source Device Groups from ARM check box is selected in the Installation Options, it sets the default value of the Source from ARM flag when adding a device group. The default can be overridden.

Defining IT Role Access

To define IT role access, use the IT Role Access component (IT_ROLE_ASSET_GRP) .

This section provides an overview of IT role access and discusses how to define IT role access.

Understanding IT Role Access

To establish access within PeopleSoft IT Asset Management, you must decide which level of access to establish throughout the system; that is, which pages, components, and processes to secure. You implement IT Role Access to restrict individual users or roles to specific asset types, business units, departments, or locations. You can also grant access to all assets within the system for each user or a group of users.

Access to pages, components, and processes is driven by Tools security. IT Role Access defines the data (business units, departments, locations, asset subtypes) to which one has access within those pages and processes. Pagelets such as Inventory Exceptions or Hardware Inventory display different data to different users depending upon IT role access. However, pagelets such as Lease End Metrics are not based on IT Role Access and present the same data to all users that have access to it.

The Manage Exception page is also governed by IT Role Access and users are able to view and resolve only those exceptions as permitted by IT Role Access.

Note. Role Access should not be used by those on a Sybase platform.

This table describes access for functional areas within PeopleSoft IT Asset Management:

Page Used to Define IT Role Access

Establishing IT Role Access

Access the IT Role Access page (IT Asset Management, IT Asset Definitions Center, Resource Settings, IT Role Access).

Note. When creating IT Role Access, the access granted to a group should be a subset of operator security, as asset groups do not account for operator security. Care is required in creating roles in IT Role Access. Roles must be mutually exclusive. Different roles must administer different assets – assets should not be visible to more than one role. Any metric that depends on IT Role Access depends on the exclusive distribution of assets across roles, otherwise errors are likely in asset counts for those roles.

Field Selection

Depending on the value you select in the Field Name field, the subsequent fields within that page may vary.

Specified as

This group box enables you to set the parameters for the value defined in the Field Name field. Depending on your selection, the available fields within this group box may vary.

Specify Values/Range of Values/Tree Nodes

This grid enables you to set the parameters for the radio button selected in the Specified asgroup box. Depending on your selection, the available fields within this grid may vary.

Maintaining Employee Network Identifications

To define employee network identifications, use the Employee Network Identifications component (IT_LDAP).

This section provides an overview of employee network identifications and discusses how to maintain employee network identifications.

Understanding Employee Network Identifications

All businesses need to associate IT devices like computers with the business units, departments, custodians, and managers who are responsible for those devices and computers. Who owns what? Who is using what? PeopleSoft human resources data includes an employee name, department information, and a unique identifier – the Employee ID. We have easy access to that data. On the other hand, PeopleSoft data does not include an employee's unique and mandatory network name. User domain and network name are attributes assigned by network administrators and stored with the Empl ID in a network-centric database called Active Directory.

Every time an employee uses a network device or computer, the employee's network name registers on that device. Because both databases store the personal identifiers, it's best to use the person as the common data element between HR-based business data and every network device that has recorded the presence of the employee's network name. We then use the page below to use that common data element present in both databases to connect other information pertinent to that person. For example, you may easily gather all the network devices used by the employees in a specific department, even though no department information is stored on any network device.

Page Used to Maintain Employee Network Identifications

Maintaining Employee Network Identifications

Access the Maintain Employee Network Identifications page (IT Asset Management, IT Asset Definitions Center, Resource Settings, Employee Network IDs).

Domain	Displays the realm where the user is logged on. A domain and user name uniquely identify a logon user.
Empl ID	Select the employee identification number to associate to the primary logon user and domain.

Creating Employee Groups

To define employee groups, use the Employee Groups component (IT_EMPL_GRP).

This section provides an overview of employee groups and discusses how to create employee groups.

Understanding Employee Groups

Granting a large group of individuals access to specific software can become a long and tedious process. By setting up employee groups, you reduce the amount of time it takes to assign permissions to each individual installing software applications on their computers; all you need to do is select the group intended for the software, and every individual assigned to that employee group gains authorization to download the software. You also use employee groups to monitor installations of software against properly acquired inventory.

For example, creating an employee group called Microsoft Office XP, then providing the group permission to possess the Microsoft product called Microsoft Office XP causes the inventory process to ignore individuals of that group who possess Office XP. If an individual who is not a member of that group has Microsoft Office XP, PeopleSoft IT Asset Management raises an alert about that individual as soon as the information arrives.

Page Used to Create Employee Groups

Creating Employee Groups

Access the Employee Groups page (IT Asset Management, IT Asset Definitions Center, Resource Settings, Employee Groups).

Group Owner Id	A required field, select the individual designated as the owner of this group. This can be a team lead, department manager, or another individual from the Personal Data (PERSONAL_DATA) table. Members of a group may have more copies of a software package installed than the group is allowed. The user may choose to email the Group Owner Id to initiate corrective measures.
Display Effective Date	Available only in Include History or Correct History modes, this field is used in conjunction with the Display button to view the current effective-dated rows as of the date provided. The default effective date is the current date.
Display	Click this button to view all current effective-dated rows as of the date entered in the Display Effective Date field. Upon clicking the Displaybutton, all data on the page is presented as display-only, the Save button is no longer effective, and all values are consolidated in the same grid. Note. Although this field appears only when selecting Include History or Correct History, it is used for query purposes and not for modifying data.
Employee ID	Select the individual to assign to the employee group.
Effective Date	Enter the effective date of the employee status. This provides an audit trail of employee status changes.
Status as of Effective Date	Select a status as of the corresponding effective date as either Active or Inactive. Note. Although it is possible to change the status of a given row when in Correct History mode, it is recommended that you add a new effective-dated row for a valid change in status to maintain an accurate audit trail. The only time you might want to change the status within the same effective-dated row would be to correct an error.

Defining User Preferences

To define user preferences, use the User Preference component (OPR_DEFAULT).

See Defining IT Asset Management User Preferences.

Setting Up Common Search Configuration

To set up common search configuration, use the Common Search Configuration component (IT_SEARCH_CFG).

This section provides an overview of common search configurations and discusses how to set up search configuration.

Understanding Common Search Configurations

You can use the search configuration component to control the appearance and behavior of the search pages used in IT Asset Management. Additionally, you can give your users the ability to personalize the appearance and behavior of specific search pages.

Using the search configuration, you can:

• Alter the labels on the search pages.

• Inactivate search criteria.

• Simplify the appearance of the search page.

Page Used To Set Up Common Search Configurations

Setting Up Common Search Configuration

Access the Common Search Configuration page (IT Asset Management, IT Asset Definitions Center, Resource Settings, Common Search Configuration).

Filter Fields – Field List tab

From Clause Records

The From Clause Records section defines which records will be searched. The Record Alias defined in the Filter Field must match the Record Alias specified along with its record in the From Clause Records. The From Clause records, with their aliases, are used in the generation of the SQL at the search execution time.

Filter Fields – Field Control tab

Select the Field Control tab.

Creating Related Links

To create related links, use the Related Links Definition component (IT_THIRDLINK_CFG).

This section provides an overview and discusses how to create related links.

Understanding Related Links

The Related Links feature enables you to create links to access areas such as the roles, giving access to:

• The control page or console for the third-party application for IT Asset Management.

• Discovery and a Log View of the system activity.

• View inbound and outbound web services.

You may add other third-party links as necessary.

Pages Used To Create Related Links

Creating Related Links

Access the Related Links Definition page (Set Up Financials/Supply Chain, Product Related , IT Asset Management, Related Links Definition).

URL (Universal Record Locator)

Enter the URL for the third-party application.

Role Name

Select the role name for which you want to grant access. You can also limit user access to the link through security by removing the Permission List containing the component from the Role Definition. You can also unauthorize the component or page in the Permission List. Note. If you assign a role, only the role assigned has access to the link. If no Role Name is entered for the Related Link, the Link will NOT appear in the Related Links pagelet.