PeopleSoft IT Asset Management 9.1 PeopleBook

Setting Up PeopleSoft IT Asset Management External Settings

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

Set up code mappings.
Map Internet Protocol (IP) addresses.
Map IP locations.
Define IT subtypes.
Establish contract types.

Understanding PeopleSoft IT Asset Management External Settings

Setting up the options in PeopleSoft IT Asset Management External Settings ensure that the third-party software and PeopleSoft IT Asset Management can communicate effectively. Code mappings ensure consistent terminology in asset reporting. Mapping IP addresses and locations pinpoints assets in an organization. IT subtypes simplify the reconciliation and reporting process. Contract types categorize your software license contracts. PeopleSoft IT Asset Management takes advantage of the PeopleSoft vendor functionality to ensure accuracy.

Setting Up Code Mappings

To define code mapping, use the Code Mapping component (IT_MAP_CODE).

This section provides an overview of code mappings and discusses how to set up code mappings.

Understanding Code Mappings

Code mappings enable PeopleSoft IT Asset Management to translate two groups of data from the third-party database. Code mappings group manufacturer names provided by the third-party inventory tool with a manufacturer (from the PS_MANUFACTURER table). Software titles from the third party database are similarly grouped or mapped to a software title. There are no standards for the names of manufacturers or software titles obtained from an inventory. For example, one desktop computer may return a value of "DELL" while another model from the same manufacturer could return "Dell, Inc." The values are different even though both are the same manufacturer. Similarly, software titles from version to version may have different titles returned from the third party database. Code mappings allow the groupings to be mapped to a single value, providing for better, more consistent terminology in asset reporting.

Note. Refer to the documentation for your third-party product for any limitations in data retrieval.

Page Used to Set Up Code Mappings

Page Name	Definition Name	Navigation	Usage
Code Mappings	IT_MAP_CODE	Set Up Financials/Supply Chain, Product Related, IT Asset Management, Code Mappings, Code Mappings	Map third–party manufacturers and software titles to values in the repository.

Setting Up Code Mappings for Manufacturers

Access the Code Mappings page (Set Up Financials/Supply Chain, Product Related, IT Asset Management, Code Mappings) and select the Manufacturers IT Map Type.

Setting Up Code Mappings for Software

Access the Code Mappings page (Set Up Financials/Supply Chain, Product Related, IT Asset Management, Code Mappings) and select the Software Titles IT Map Type.

IT Map Type

Select from the list of values to define mapping to the Asset Repository. Values are: Manufacturers or Software Titles.

If you select Manufacturers, the dynamic prompt consists of manufacturers from Purchasing/Inventory (the PS_MANUFACTURER table). If you select Software Titles, the prompt consists of data from PeopleSoft IT Asset Management's Define Software Titles page.

Include Map Errors from Load

Select to include the Manufacturer Mapping errors that are detected from the IT Load process (IT_LOAD_PROC) in the search results grid. This option is only available when the IT Map Type selection is Manufacturers. Add a SetID and Manufacturer value to correct the error. Mapping rows without a SetID and PeopleSoft Map ID will not be saved.

PeopleSoft Map ID

Select the manufacturer name or software title.

Note. This field is dynamic. Depending on your selection from the IT Map Type, your choices will vary.

Third Party Values

Enter the value from the third-party database you wish to associate to the PeopleSoft Map ID.

When the IT Map Type is Manufacturer, this field provides prompt values consisting of manufacturer names that were found to be in error after the previous request for inventory data.

Mapping IP Addresses

To map IP addresses use the IP Address (IT_IP_ADDR) component.

This section discusses how to map IP addresses to physical locations.

Page Used to Set Up IP Address

Page Name	Definition Name	Navigation	Usage
Maintain IP Addresses	IT_MNT_IP_ADDR	Set Up Financials/Supply Chain, Product Related , IT Asset Management, IP Address	Map and maintain IP addresses by physical location.

Setting Up IP Addresses

Access the Maintain IP Addresses page (Set Up Financials/Supply Chain, Product Related , IT Asset Management, IP Address).

IP Address From

Enter the beginning of the range of IP addresses to be used in the comparison process for a given physical location.

IP Address To

Enter the end of the range of IP addresses to be used in the comparison process for a given physical location.

IP Physical Location

Enter the name for the physical location of the devices that are within the corresponding IP address range.

IP Address for VPN

Select if the IP address range is assigned to devices using Virtual Private Networking (VPN).

Note. When the flag is checked, the LOCATION business rule ignores the comparison of the location for that asset. The location cannot be inferred from the IP address because the IP address is issued by the VPN. If the setID and location are specified, they will be ignored.

Note. IP Addresses cannot overlap. Addresses in the IP Address From to the IP Address To cannot be included in another range.

Mapping IP Locations

To map physical locations to financial locations, use the Physical Internet Protocol (IP) Locations component (IT_IP_ADDR_MAP).

This section provides an overview of mapping locations and discusses how to map physical IP locations to financial locations.

Understanding Mapping Physical IP Locations to Financial Locations

Financial records describe real estate locations using one set of names and attributes. Information Technology staff describes these locations using another set of names and attributes–especially important to IT is the way network addresses are distributed through the physical spaces within the enterprise. PeopleSoft IT Asset Management records that distribution describing the physical locations of network (IP) addresses to which assets are attached. The map function translates that IT record into a map of network assets associated with financial locations.

For example, each floor within a building may be assigned a series of IP addresses, by associating the floor where the IP is located to a financial location, you can identify IT assets that are discovered within that IP location and make the necessary charges to the appropriate cost centers.

Page Used to Map Physical IP Locations to Financial Locations

Page Name	Definition Name	Navigation	Usage
Map Physical IP Locations to Financial Locations	IT_MNT_IP_ADDR_MAP	Set Up Financials/Supply Chain, Product Related , IT Asset Management, IP Locations	Define the financial location for each physical IP location.

Mapping Physical IP Locations to Financial Locations

Access the Map Physical IP Locations to Financial Locations page (Set Up Financials/Supply Chain, Product Related , IT Asset Management, IP Locations).

IP Physical Location

Select the IP physical location for which you want to associate a financial location.

SetID

Select the setID for prompting the appropriate list of location codes from which to choose.

Location Code

Select the location code associated with the financial location.

Defining IT Subtypes

To define IT subtypes, use the IT Subtype component (IT_SUBTYPE).

This section provides an overview of IT subtypes and discusses how to set up IT subtypes.

Understanding IT Subtypes

IT subtypes identify various types of IT assets within the PeopleSoft Asset Management system. In the PeopleSoft Asset Management system, IT assets are categorized by the Asset Type field. Defining IT subtypes enables you to further identify the IT assets. For example, an asset can be defined as IT Hardware for an Asset Type , you can further define the IT asset with an IT subtype of Monitor, Desktop, or Laptop; simplifying the reconciliation and reporting process.

When defining IT subtypes, you enable the options for tracking how long an asset has been in use. You also enable or disable the reconciliation of that specific IT subtype defined.

Prerequisites

Before setting up IT subtypes, you must set up an asset type and asset subtype in Asset Management. The associated IT subtype must have the same name as its associated asset subtype.

See IT Subtypes.

Pages Used to Define IT Subtypes

Page Name	Definition Name	Navigation	Usage
Define IT Subtypes	IT_MNT_IT_SUBTYPE	Set Up Financials/Supply Chain, Product Related, IT Asset Management, IT Subtypes	Define the IT subtype for reconciliation and reporting.

Setting Up IT Subtypes

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

Discover/Reconcile

Select to enable reconciliation between the third-party system and PeopleSoft IT Asset Management. By selecting the check box, you enable the system to request and validate data from the third-party system to PeopleSoft IT Asset Management.

This check box determines if the IT Subtype appears in the discovery run control.

Assets not Reporting

Select to include the IT Subtype in the Aging Inventory portlet.

Authorize Software by Device

Select to specify that this device uses the device (machine)-based software authorization model rather than the employee-based authorization model.

Note. Care should be taken when selecting the Authorize Software by Device option. This controls how assets are reconciled and the way in which Business Rules are applied in the Compare Asset process. For example, when assets are designated as Authorize Software by Device, there is no primary user associated with those assets. For this reason, there is no way to perform comparisons of information derived by the user or custodian. It is important to complete the entire process for assets prior to making changes to this flag. After the flag is changed, the discovery data for that subtype should be loaded and processed through the Compare Asset process again. Running the Compare Asset process on the data prior to reprocessing the data from discovery may cause inconsistencies with the attributes reconciled. Additionally, after deselecting the Authorize Software by Device check box, you must review any business rules that reference the IT Subtype and adjust them accordingly.

See Defining Business Rules.

Last Request Date

Enter the date to begin inventory tracking of IT assets for this subtype.

The Last Request Date is used to filter the data you are requesting from the third party. Only network IT devices that have had an inventory performed on them after the specified date are returned. For example, the Laptop IT Subtype has a Date of Last Inventory of 02/01/2005. When you request data from the third party, only laptops that have had a inventory performed on them since 02/01/2005 are "discovered and reconciled."

Active Status

Select Active to activate the IT subtype.

Note. By selecting Inactive, you are inactivating the defined IT subtype and the grid below.

Information

Third Party Value

Enter the value the third-party database uses to define the associated IT subtype.

Active Status

Select Active to activate the third-party value defined. If you inactivate the Third Party value, the next time the Compare Asset Repositories is run it deletes the transaction data associated with this Third Party Value. It also removes the third-party value transactions from the metric pagelets and removes the transaction from the hardware cache tables where there are no software titles of interest for those assets.

Note. You can inactivate the third-party value by selecting Inactive. This field affects the associated row only.

Establishing Contract Types

To establish contract types, use the Contract Types component (IT_CNTRCT_TYPE).

This section provides an overview of contract types and discusses how to establish contract types.

Understanding Contract Types

IT asset management uses contract types to categorize your software license contracts. When you define a software contract you associate the contract type with each software contract to help organize contract administration, assign permissions to end users, and anticipate contract expirations.

Page Used to Establish Contract Types

Page Name	Definition Name	Navigation	Usage
Contract Types	IT_CNTRCT_TYPE	Set Up Financials/Supply Chain, Product Related , IT Asset Management, Contract Types	Define contract types.

Establishing Contract Types

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

IT Map Type	Select from the list of values to define mapping to the Asset Repository. Values are: Manufacturers or Software Titles. If you select Manufacturers, the dynamic prompt consists of manufacturers from Purchasing/Inventory (the PS_MANUFACTURER table). If you select Software Titles, the prompt consists of data from PeopleSoft IT Asset Management's Define Software Titles page.
Include Map Errors from Load	Select to include the Manufacturer Mapping errors that are detected from the IT Load process (IT_LOAD_PROC) in the search results grid. This option is only available when the IT Map Type selection is Manufacturers. Add a SetID and Manufacturer value to correct the error. Mapping rows without a SetID and PeopleSoft Map ID will not be saved.
PeopleSoft Map ID	Select the manufacturer name or software title. Note. This field is dynamic. Depending on your selection from the IT Map Type, your choices will vary.
Third Party Values	Enter the value from the third-party database you wish to associate to the PeopleSoft Map ID. When the IT Map Type is Manufacturer, this field provides prompt values consisting of manufacturer names that were found to be in error after the previous request for inventory data.

IP Physical Location	Select the IP physical location for which you want to associate a financial location.
SetID	Select the setID for prompting the appropriate list of location codes from which to choose.
Location Code	Select the location code associated with the financial location.

Discover/Reconcile	Select to enable reconciliation between the third-party system and PeopleSoft IT Asset Management. By selecting the check box, you enable the system to request and validate data from the third-party system to PeopleSoft IT Asset Management. This check box determines if the IT Subtype appears in the discovery run control.
Assets not Reporting	Select to include the IT Subtype in the Aging Inventory portlet.
Authorize Software by Device	Select to specify that this device uses the device (machine)-based software authorization model rather than the employee-based authorization model. Note. Care should be taken when selecting the Authorize Software by Device option. This controls how assets are reconciled and the way in which Business Rules are applied in the Compare Asset process. For example, when assets are designated as Authorize Software by Device, there is no primary user associated with those assets. For this reason, there is no way to perform comparisons of information derived by the user or custodian. It is important to complete the entire process for assets prior to making changes to this flag. After the flag is changed, the discovery data for that subtype should be loaded and processed through the Compare Asset process again. Running the Compare Asset process on the data prior to reprocessing the data from discovery may cause inconsistencies with the attributes reconciled. Additionally, after deselecting the Authorize Software by Device check box, you must review any business rules that reference the IT Subtype and adjust them accordingly. See Defining Business Rules.
Last Request Date	Enter the date to begin inventory tracking of IT assets for this subtype. The Last Request Date is used to filter the data you are requesting from the third party. Only network IT devices that have had an inventory performed on them after the specified date are returned. For example, the Laptop IT Subtype has a Date of Last Inventory of 02/01/2005. When you request data from the third party, only laptops that have had a inventory performed on them since 02/01/2005 are "discovered and reconciled."
Active Status	Select Active to activate the IT subtype. Note. By selecting Inactive, you are inactivating the defined IT subtype and the grid below.