KLT ASSET INVENTORY PROJECT - SCOPE STATEMENT

Project Overview Background

Kuala Lumpur TechSystems (KLT) has engaged Occidental Technology Resources (OTR) to refresh and manage their administration desktop and server technology under the KLT Refreshment Management Project. As part of this agreement, the current inventory of administration desktops within the KLT organization needs to be located and identified during the inventory component of an approved Managed Services Contract (MSC). To facilitate replacement priority for the systems within this inventory, specific information about each asset is required. Therefore, the preliminary requirements of OTR and KLT are: to locate and identify all administration desktops; and to gather the asset information using cost effective and efficient tools. These inventory activities have been assigned to EduClear Project Solutions as a sub-project to meet the requirements.

Objectives
The specific objectives of this project are to: Locate all Administration desktop computers, laptop computers, and monitors as defined within the scope of the KLT Refreshment Management Project (Administration workstations are defined as desktop computers, monitors, and laptops identified by KLT as used by administration staff within KLT.) Physically gather inventory data on all located assets Conduct an electronic inventory of all Administration computers Reconcile the physical inventory with the electronically gathered inventory Provide the reconciled data to OTR in the required format The inventory services and the product deliverables will be provided to OTR as the client. Information will be gathered from KLT and it is up to OTR to decide which information to provide to KLT as part of this agreement.

Project Phases
This sub-project will be conducted in a five phase approach. The following phases will be used as a guideline for the project and the tasks will be defined in the Work Breakdown Structure: Analysis and Approach Planning Physical Inventory Electronic Inventory Reconciliation Closeout

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Project Scope Project Deliverables/Results

The results of this project will be a complete inventory database of all desktop systems throughout the organization and implemented processes to maintain and control the inventory continually.

Product Deliverables:
Deliverable 1: Project Plan Description Comprehensive, approved project plan including the following components: Project Scope Statement Work Breakdown Structure Resource Assignments Network Diagram Project Schedule Project Budget (including Cash Flow Projection) Risk Response Plan Communications Plan Management Plans (as deemed necessary by the project manager) Acceptance Criteria To be accepted, the project plan must meet the following criteria: All components described above must be included. The project scope statement must define the deliverables with objectively measurable acceptance criteria. The WBS must contain all tasks required to complete the deliverables and meet the objectives of the project broken down to a level no less than 8 hours of effort or .5% of the total project budget and no more than 2.5% of the total project budget. All activities must have resource assignments sufficient to complete the work within the schedule constraints. The Network Diagram must identify the critical activities and the total and free slack on every activity. The Project Schedule must identify the start and finish dates for all activities with all resources leveled and it must meet all constraints identified by the stakeholders The Project Budget must include detailed expense statements organized by both activities and resources, and it must include a cash flow projection for the entire project duration. The Risk Response Plan must include: a risk listing identifying risk events and their triggers and symptoms; a qualitative analysis of the identified risks on the project; primary and secondary responses to top priority risks; and risk responsibility resource assignments.

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The Communications Plan must identify the project organization structure, stakeholder contact information, reporting and meeting requirements, and communications responsibilities. The Management Plans will be broadly framed or highly detailed, formal or informal as defined by the project manager during planning.

Deliverable 2: Asset Labels Description 10,000 sequentially numbered barcode labels Technical Specifications The barcode labels (asset tags) will be printed in the following format:

Label Dimensions: 1 X 2 Label Material: Destructible Vinyl Barcode Font: Code 39 Numbering: 5-digit starting at 00001 Company Name: Kuala Lumpur TechSystems

Acceptance Criteria To be accepted, all 10,000 asset labels must be provided in accordance with the technical specifications and must be sequentially numbered from 00001 to 10000. Deliverable 3: AssetTrack 2.0 Software Description AssetTrack 2.0 software installed on the KLT Asset Managers PC and the KLT Controllers PC with the database and data residing on KLTs main data server in the primary data centre. Acceptance Criteria To be accepted, the AssetTrack 2.0 software application must have a full installation on the specified computers. All functions must work in accordance with the AssetTrack technical manual and at the level of performance defined in the manufacturers product specifications. Deliverable 4: Inventory Report Description Report of the data gathered and stored in MS Access format Technical Specifications The inventory report will include the following fields for each of the items inventoried:

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CPU Label # (Asset Tag) ORG CODE (Part of Location) CPU Make CPU Model CPU S/N Monitor Label # (Asset Tag) Monitor Make Monitor Model Monitor Size (15, 17, 19, 21, etc.) Monitor S/N Location Address Building Name Office #/Room # (Can gather ORG Code at this level)

NOTE: It is possible to gather location information to this level of detail but some of the affected assets are very mobile and therefore the location and movement are not tracked by each office within KLT; they are only tracked at the ORG code level within a building. Acceptance Criteria To be accepted, the inventory report must include a list of all assets with all information defined in the description provided in MS Access XP format.

Service Deliverables:
Deliverable 6: Physical Inventory Description The physical inventory of Administration assets involves locating the assets, applying barcode labels, gathering inventory data, and scrubbing the data for quality and consistency. All inventory data gathering will be done using the most efficient and effective means possible including the use of barcode scanners and manual entry of information. Technical Specifications Each Site Inventory will consist of the following processes: 1. 2. 3. 4. Site Walk Through The Baseline Inventory Data Accuracy Verification Site Finalization

Each individual asset will have a bar-coded asset label placed on it; then it will be inventoried. Assets to be labeled and inventoried are as follows: Desktop / Tower Computer(s)

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Laptop Computer(s) Computer Monitor(s)

Assets will be labeled according to the following guidelines, which will be included in the Asset Type/Brand Reader Boards. Label placement for each type of asset will be as follows:

= Asset Label

Both tower- and desktop-oriented computer CPUs will be labeled on the front panel
Back View

The brand is generally found on the front while the model and serial numbers are found on the back for most models. IBM and Compaq may have the model number on the side.

= Asset Label Asset labels should be placed on the underside of the unit. Model and serial numbers will be found on the underside of the unit.

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= Asset Label

Monitors will be found on desktops attached to computers and some laptops. Asset labels will be placed on the top, right side of the monitor, if accessible. Alternatively, they will be placed on the top left side of the monitor. The model and serial numbers are usually found on the back or side of the monitor.

NOTE: No other assets will be tagged or counted. The following fields will be gathered for each of the respective items inventoried: CPU Label # (Asset Tag) ORG CODE (Part of Location) CPU Make CPU Model CPU S/N Monitor Label # (Asset Tag) Monitor Make Monitor Model Monitor Size (15, 17, 19, 21, etc.) Monitor S/N Location Address Building Name Office #/Room # (Can gather ORG Code at this level) Upon completing each location, an accuracy verification procedure will be conducted. This will involve printing approximately 10% of the Area/Locations for random verification by inventory supervisors. Organization/User Specifications This inventory only impacts the administration personnels systems within KLT and does not affect any support or professional staff. Minimum disruption to the administration staff is expected since the inventory is non-invasive. Geographical Specifications The sites that will be inventoried include all administration buildings within the organizations Kuala Lumpur campus. The sites that will not be inventoried include any non-administration buildings or any building off the main Kuala Lumpur campus property.

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KLT - Kuala Lumpur Campus

Acceptance Criteria To be accepted, the inventory must capture all in-scope assets to an accuracy of 99% based on random sampling by KLT. All identified assets must be labeled and all data must be collected from each asset in accordance with the technical and functional specifications. Deliverable 7: Asset Discovery Description Electronic inventory of all Administration computer assets connected to the KLT WAN using Asset Navigator software. Technical Specifications The electronic inventory will capture the following fields for each of the items inventoried: CPU Label # (Asset Tag) ORG CODE (Part of Location) CPU Make CPU Model CPU Processor Speed CPU S/N

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CPU H/D Size CPU Memory Installed (RAM)

Acceptance Criteria To be accepted, the electronic inventory must capture all of the information specified in the technical specifications. Deliverable 8: Data Reconciliation Description Reconciling the physical inventory to the electronic inventory to identify and correct data inconsistencies Acceptance Criteria To be accepted, the electronic inventory data must reconcile with the physical inventory data to 99.9% accuracy. Note that this accuracy is associated with the reconciliation only in its relation to the accuracy of the physical inventory minimum of 99%. Deliverable 9: SmartInventory Processes Description Ongoing physical asset management processes, tools and procedures customized for KLT. Functional Specifications The purpose of the SmartInventory processes is to ensure efficient and effective continuing management of inventoried assets. The processes and procedures define the best practices for asset tracking and control. Acceptance Criteria To be accepted, the SmartInventory processes and all standard tools must be implemented for the KLT asset manager as defined by the SmartInventory product guidelines. Deliverable 10: AssetTrack 2.0 Training Description One three-day, intermediate level course for four KLT asset management staff on AssetTrack 2.0 operation, configuration, maintenance and set-up. This training will include participant manuals on AssetTrack 2.0 operation and hands-on instruction using KLT-supplied equipment on KLTs site. Functional Specifications The training will show the attendees how to do the following using the AssetTrack program: Track bar-coded, tagged inventory by location (i.e., for more than one location). Track asset movement by day, month, and year. Upload and process scanned assets for inventory counts, and asset consumption. Take a physical snapshot freeze of inventory at a point in time.

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Accept a scanned inventory as input, allow comparison of the scanned inventory to a freeze, and reconcile any differences between the two. Make manual adjustments to asset status including Moves, Adds and Changes (MAC) in and out of inventory. Accept a scanned file containing asset information as input. How to view and print all the reports in the system An understanding of the data each report represents.

Acceptance Criteria To be accepted, the training must be conducted for the full duration, and all participants must be able to perform all of the tasks identified in the functional specifications without error and using references as needed.

Critical Success Factors

OTR and KLT must fulfill the following requirements to successfully complete this subproject: Provide any current list of assets within the scope of this project at least 2 days prior to the DataGather phase. Provide sufficient personnel at each location to locate and identify the Administration assets on the site. Provide access to all areas containing assets including locked rooms, drawers, chests, boxes, buildings, cages and any other equipment lockers containing inscope Administration assets. Provide a complete and detailed list of locations to be inventories prior to the DataGather activities including: Complete location addresses with zip codes Building names/identifiers Location contact names and telephone numbers Ensure the availability of assets for inventory during the times scheduled in the project plan. Notify all KLT staff that will be affected by this project of the pending inventory and provide necessary assistance if required.

Outline of Tasks:
The following activities are deemed to be within the scope of this initiative: Information gathering and analysis of OTRs inventory needs related to KLTs Refreshment Management Project Project management of the inventory sub-project Physical inventory and asset data gathering for all administration workstations within KLT Labeling (tagging) assets during inventory Electronic inventory (discovery) and asset data gathering for all administration workstations, excluding Macintosh systems, within KLT Scrubbing all reconciled data for consistency and accuracy

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Reconciliation of the physical inventory data to the electronic inventory data and identification of exceptions Implementation of asset management software on KLT systems Delivery of all gathered information to OTR in a database file

Scope Exclusions: The following activities are not within the scope of this initiative: Inventory of educational workstations or systems throughout the KLT Inventory of servers or network equipment throughout the KLT Inventory of external or peripheral IT equipment including but not limited to: scanners, printers, cameras, PDAs, external drives, etc. Inventory of Administration systems not identified in advance by KLT All other activities not specified in the Work Breakdown Structure

Detailed Assumptions
The following list identifies factors which are considered to be true, real or certain on this project, and which must be validated by the project stakeholders: It is assumed that all administration systems will be accessible by the inventory team at the time of the inventory in each location. This will be validated by the project manager by contacting the KLT Security department. It is assumed that none of the current equipment has existing barcode labels which will slow down or compromise the data gathering processes. This will be validated by conducting a sampling review of assets during the analysis phase. It is assumed that the number of assets to be counted is between 7000 and 9000. This assumption will be validated by conducting a preliminary parametric estimate during the analysis phase. It is assumed that handheld scanning equipment will not interfere with any KLT systems. This will be validated by the inventory team leader with the KLT Technical Director.

Constraints
The following constraints apply to this project: Inventory activities must not interfere with KLT operations or staff performance. Any assets not available or accessible during the scheduled DataGather activities will be deemed out of scope on this project. Inventory staff are not allowed to enter executive offices without KLT Security escorts Asset Navigator can only be installed and operated by KLT Systems Support unionized staff.

Scope Management
Scope management is the management of project objectives and customer expectations within established project parameters (i.e. project scope, time lines, and budget). Any changes to these parameters require that an appropriate scope revision process be

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followed. Within the scope revision process, the revision will be assessed to determine the overall impact on the project and whether or not the change should be incorporated into the existing project. If the revision is deemed necessary, the Client will be asked to approve the revision. When the request has been approved, the appropriate adjustments will then be made to the project scope, schedule, and budget. The following process will be used to manage scope and the scope revision requests: 1. Any potential change that impacts the projects scope, schedule, cost, or resulting deliverables will be documented as a Change Control Form. 2. The project manager prepares the Change Control Form and documents the impact the change will have. 3. The project manager and Client review the Change Control Form and decide if the request is in or out of the agreed project scope. The Client determines if the scope revision should be approved and seeks additional funding if required. 4. The Client is informed of the scope revision with the impact assessment, schedule changes and costs. 5. Approved changes are grouped into a formal Contract Amendment if needed. 6. Once accepted the project manager will revise the project plan to reflect the accepted change. Any deliverable content that is expected to change will be documented in the Change Control Form. The contents of the Change Control Form (and any related documentation) will signify an official amendment to the relevant sections of the Project Charter.

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