Automating Infrastructure Documentation With Microsoft Visio

David CuthbertsonSquare Mile Systems / AssetGen

A Few Questions• Anyone here attended the workshops in 2014, 2016 or 2018?

• Which is easier and faster to complete?a. Updating a Visio drawing with changesb. Re-drawing into Visio a drawing sent in Cad/PDF/JPEG/BMP

• What has to happen to have 6500 racks drawn with consistent format and detail by different engineers?

This Workshop Will Show• What can be reduced with Visio

workload - skills dependentcost - $26 or $20,000time - 16 minutes or 25 days

• How to improve diagram quality and accuracy• All of which you can do later today - yourself!!

Visio Automation Agenda

1. Understand Visio – out of the box2. Diagramming techniques

- Making it simpler for all

3. Linking Visio to data sources- Reduce cut/paste, diagram refresh, consistency

4. Automation for larger infrastructures- Automated creation and updating

Diagrams Are Very Useful!

If A Picture Paints a Thousand Words

How do we paint a thousand pictures? Consistent in data and format?

Understanding IT Dependencies Isn’t Easy

Room

Power

Rack

System

Service

Remote Mgmt

LAN

SAN

User Data

Cabling

Support

Ownership

OS

ApplicationsVirtual MachinesSoftware

Security

Contracts DR Plan

Backup

Hardware Build

Licences Environment Change Impact

One Server ,Multiple Mappings and Diagrams

Commercial Physical Logical Business

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Many 1,000s of documents are created by projects, operations and risk processes

Data Diagrams

Dependencies & DiagramsAssetGen Planner Birmingham Computer Room

Racks

Run Date: 02 June 2008

Birmingham | Call Centre - UK | Computer Room | 01-03

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AssetGen Planner Birmingham Computer Room

Run Date: 02 June 2008

AssetGen Planner Birmingham Computer Room

Run Date: 02 June 2008

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Earth Bar

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PDU1 PDU2

03-01 03-02 03-03 03-04 03-05 03-06 03-07 03-08 03-09 03-10

I-Series A I-Series B

SAN-01 SAN-02

Claims Processing ExampleService assets have embedded links for further analysis or verification

Physical assets also have AssetGen

Connect links for more detail

Claims Module

Claims Processing

Payment Module

ACCOUNTSINS_LIVE

Accounts ModuleMember Module Policy Module

SVRUNX001 SVRWIN001

Accounts Payable

Accounts Receivable

CRM_DB PAYROLL

Policy Administration

CRM Sage Payroll

PayrollSales

Network Topology Example

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SW-BHAM-01 SW-BHAM-05 SW-BHAM-02SW-BHAM-04SW-BHAM-06

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Rack Floor Plan ITIL Service Map

Network Topology Build

Data Flows/Capacity

Zones

RUN

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FAN STATUS ! HIGH SPE ED MOVING BLADES ASR-9010-FAN

OPEN

ASR 9000 Series

text

Diagrams Also Cover Processes/TimelinesProjects Deployment

PlanningDesignTeam

ChangeMgmt.

Build Team

StdComponents

Request

Outline Design Doc

UpdateCapacity Plan

QA Check

Accept/Reject Release DetailedPlan

Schedule Change

ConfirmContractors

BookContractor

Requestform

Yes

No

Forward bookingschedule

Allocateddates

Handover

Accept

Reject

Deploymentdesign

Change from reservedto allocated

Design Review

Information Gaps Cause Pain – Cost, time, quality

Fixed Infrastructure(Cabling, Power, Cabinets, Rooms, Buildings)

Hardware InfrastructurePCs, Network, Servers, UPS, Storage, Other

Virtual InfrastructurePCs, Network, Servers, Storage, DBMS

ApplicationsPC, server, mainframe, SOA

ServicesEnd user, infrastructure, supplier

Business ProcessesDepartmental, Company

1. Buy things you don’t need2. Don’t buy things you do need3. Reverse engineer with every project4. Fault resolution takes longer5. Problems escalate with distractions6. Unnecessary site surveys7. Project timescales are not predictable8. Repeated “one off” audits9. Overload key individuals10. Less confidence in security controls11. Inability to optimise team processes12. Unplanned change disruption 13. Duplicate what can’t be found

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1. Visio Basics

• Visio history• 1992 First released, 2000 acquired by Microsoft• Last non-MS versions had auto-discovery, equipment templates – all removed

with Visio 2003

• Versions• Visio 2019 Standard• Visio 2019 Professional• Visio Pro For Office 365• Visio Viewer (runs in IE browser, outlook)• Visio app for iOS• Visio online Web based collaboration

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Which Version - Standard or Professional?

• No thought required – Go for Professional!• Why?

• More extensive selection of shapes• Data linking (look for data tab)• Data graphics – saves typing and redrawing diagrams• Visio extras

• An hour saved in a year makes it worth it!

Visio Resources And Help

• Microsoft web site• Books• LinkedIn group – Visio Enthusiasts• Equipment manufacturer web sites

• Cisco, CommScope, Siemon• HP, Dell, IBM, others www.visiocafe.com www.shapesource.com

• 3rd Party stencils• netZoom, others www.altimatech.com

• Visioguy forum www.visguy.com

Templates, Stencils, Shapes

Templates

Stencils

Shape

Categories

Visio Concepts and terms

• Template• Stencil• Shape• Shape properties• Connector• Background• Layer

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RTR-BHAM-01

PropertiesCisco 295010.6.2.32Live

Data Centre

Comms Room

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Visio Basics -1

• Creating new diagram from a template• Manipulating shapes on a page• Aligning and Distributing Shapes• Copy, Paste and Duplicate Shapes• Grouping and ungrouping shapes• Foreground and Background options• Zooming in and Out of the Page• Using the Drawing Toolbar to create basic shapes

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Visio Basics - 2

• Connectors• Static and dynamic glue• Adding, deleting and moving connector points • Using different stencils

• Stencil search• Shape behaviour -1d, 2d, drill down• Working with text

• Object text• Freeform text• Text block tool

Static glue

• Static glue is to a particular connection point

• The connection points used don’t move even if the shapes are moved 18

Dynamic glue

• Drag connector onto shape and wait until shape is highlighted in red

• If you move the shapes relative to each other the connection moves appropriately

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Using Different Stencils (and searching)

• Use Shapes tab• Select via menus• Use Search options• External stencil

sets• Suppliers, 3rd party

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Danger! - Visio File Sizes

Two files Diagram 1 1995kBDiagram 2 12kB

Diagram 1 is 166 times the size of Diagram 2!

Some tips to reduce file sizes21

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2. Diagramming Techniques

Good diagramming practice

1. The detail that you see- What is seen visually / printed

2. Additional data / information within diagram- Additional action by viewer – display, click, show layer, etc.

3. How you get to other information- Drill down, open files, launch remote session

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The Process of Creating a Diagram1.

8.

2.

3.

4.

5.

6.

7.

1. Which takes the most time?

2. Where can errors creep in?

Purpose

Gather data

Transfer data to diagram

Layout

Add extra detail

Save

Send / publish diagram

Define shapes

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Diagram Process Examples1.

8.

2.

3.

4.

5.

6.

7.

Purpose

Gather data

Transfer data to diagram

Layout

Add extra detail

Save

Send / publish diagram

Define shapes

Rack Diagram R01

Select Rack R01Inventory

Create Shapes

Place/size to position in rack

Notes, etc.

Save as Rack R01

Store on serverIntranet/SharePoint

Match to Physical Shapes

Network DiagramOrlando LAN

Switches / Routerin Orlando

Create Shapesand connections

Move/size for readability

Notes, etc.

Save as Orlando LAN

Store on serverIntranet/SharePoint

Match to Logical Shapes

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CIS CO SYS TEMS , INC.

INPUT 2100-240V ~16A60/50 Hz

INPUT 1100-240V ~16A60/50 Hz

INSTALL

RUN

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SWITCH MUST BE IN OFF “O” POSITION TO INSTALL/REMOVE POWER SUPPLY. FASTENER M UST BE FULLYENGAGED PRIO R TO OPERATIN G POWER SUPPLY.

CISCO S YSTE MS, INC.

INPUT 2100-240V ~16A60/50 Hz

INPUT 1100-240V ~16A60/50 Hz

IN STALL

RUN

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Is This A Good Diagram?

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Does It Have These Characteristics?1. Title

2. Purpose

7. Symbols

8. Attributes

9. Connections

6. Instructions

3. Author

4. Version

5. Date

10. Grouping

11. Background / layers

Visio Examples

• Floor plans• Importing CAD / other formats• Layers • Data center floor plans• Backgrounds• Hyperlinking

3. Linking Visio To Data Sources

• Saves typing mistakes• Enables refresh of data• One diagram can serve multiple purposes

• Less to maintain

• Multiple views of one device• Less to maintain

• Enables use Of Data Graphics Feature

Understanding RealityTo understand infrastructure and

manage change

We need multiple views• Rack schematics• Equipment configuration• Physical connectivity• Logical end point connectivity• End device connectivity

Types Of Information / Documentation

1. Update project documentation with “as built” details2. Update asset/inventory list3. Update rack diagrams4. Update network patching records5. Update switch port usage and capacity6. Update floor plan rack capacity7. Update power usage spreadsheet(s)8. Update storage / backup system documentation9. Update systems architecture documentation10. Update DR lists and documents11. Update supplier maintenance records12. Update billing and charging data

What should be updated with a server or network change?

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The larger the environment – the more there is….

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Multiple Device Instances in Diagrams

Floor Plan

Rack Position

Service view

Power Supply

Network Connections

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H/W Build

Reducing The Workload!

Excel Visio

Floor box list Floor plan

Cabinet list Equipment room floor plan

Patch panel list Backbone cabling diagram

Inventory Network diagram

Inventory Rack diagram

Inventory Server connectivity diagram

Time saving

Using External Data Sources1.

8.

2.

3.

4.

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7.

New Purpose

Gather data

Transfer data to diagram

Layout

Add extra detail

Save

Send / publish diagram

Define shapes

1.

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2.

3.

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5.

6.

7.

UpdatingPurpose

Gather data

Add / Delete shapeConnector, Data

Review Layout

Add extra detail

Save

Send / publish diagram

Check diagram for match

Visio Data Graphics

• Standard feature 2007/10/13/16/19 Professional

• Enables use of embedded data• Display multiple text fields around a shape• Data bars to show capacity• Use icons for status differences• Change shape colour based on data value

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Limitations Of Visio / Data Source

• Good for quick diagrams• The data transfer and refresh is automated, but the

filtering and selection is manual• It doesn’t connect shapes together

• Limits value in a network environment

• Devices are not added / deleted on diagrams

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First Steps For Multiple Diagrams• Control use of shapes / stencils• Follow best practices for diagram information• Save reference versions in common areas

• File locations• Web site• SharePoint

• Use a common source where possible for shape data• Databases preferred to spreadsheets• Create views to suit diagram information need

4. Automation For Larger Infrastructures• Looking beyond a few spreadsheets 1800 locations• Minimise manual maintenance effort Overnight updates

• Scale and separation of roles demands it

• Improving accuracy and consistency auto selection• Software driven diagram production

• Infrastructure document management save/publish• Shared across teams, controlled access

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Automating Documentation - Example• Manual method – draw a rack diagram 2 – 5 hours

• Gather rack inventory data and positioning• Find Visio shapes for equipment• Draw the rack

• Automated method with software 10 seconds• Tick rack for cabinet drawing• Visio rack diagram produced

• 100 racks – 16 minutes or 25 days or $26 vs $20,000 ($100hr)• 6500 racks???

Automated Enterprise Drawing• Should we draw and redraw diagrams in Visio or have a GUI that

does this with a database?• Yes for simple views (i.e. rack, path) DCIM/CMS approach• No for anything that requires layout or crosses technologies

• Physical – floor plans, blown fiber, cabling runs, OSP• Logical – LAN/SAN/VLAN/WAN/VLAN system

• If we are refreshing data, then we have to update existing shapes, adding/removing shapes and connectors.

• Beyond Excel/Visio data linking• Database driven systems

Time saving

Extending Visio Automation1.

8.

2.

3.

4.

5.

6.

7.

New Purpose

Gather data

Transfer data to diagram

Layout

Add extra detail

Save

Send / publish diagram

Define shapes

1.

8.

2.

3.

4.

5.

6.

7.

UpdatingPurpose

Gather data

Add / Delete shapeConnector, Data

Review Layout

Add extra detail

Save

Send / publish diagram

Check diagram for match

Simple Goals• Draw 60 rack diagrams and save on a file server, in folders

listed by room location• Check and update 100 site network diagrams with changes

in devices, connections and data• Refresh an updated set of build documents covering racks,

hardware, cabling, power within a data center transition project

• When – now, tonight, every Friday

Many Infrastructure Information Needs

Plan Build Operate Risk Dispose

Project and tasks Operations And Risk Control

ExamplesProject documentationEquipment listsVisio/CAD diagramsTest results

ExamplesAsset and Inventory managementBusiness / service dependenciesMonitoring of performance, statusRisk and Recovery

Ease and speed of creationEase of distributionFlexible to meet task needsLimited training

Ease of use by manyStructured for integration & reportingSupport for multiple processesWide scope – the big picture!

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Repository

Infrastructure Documentation WorkflowProject / Design teams Operations

Auditteam

Build /Contractors

Operations Toolsets- Service desk- Monitoring- Asset tracking- Capacity

Could we get the project teams to

update operational Visio diagrams?

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Diagram Automation Examples1.

8.

2.

3.

4.

5.

6.

7.

Purpose

Gather data

Transfer data to diagram

Layout

Add extra detail

Save

Send / publish diagram

Define shapes

Rack Diagram R01

Select Rack R01Inventory

Create Shapes

Place/size to position in rack

Notes, etc.

Save as Rack R01

Store on serverIntranet/SharePoint

Match to Physical Shapes

Network DiagramLas Vegas LAN

Switches / Routerin Las Vegas

Create Shapesand connections

Move/size for readability

Notes, etc.

Save as Las Vegas LAN

Store on serverIntranet/SharePoint

Match to Logical Shapes

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C6 509 -E-FAN

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WS-C6509-E

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FA NOK

OUTPUTFAIL

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INPUTOK

SWITCH MUST BE IN O FF “O” PO SITIO N TO INSTA LL/REM OVE PO WER SUPPLY. FASTENER MUST BE FULLYENGAG ED PRI OR TO OPERATING POWER SUPPLY.

CIS CO SYS TEMS , INC.

INPUT 2100-240V ~16A60/50 Hz

INPUT 1100-240V ~16A60/50 Hz

INSTALL

RUN

1

FANOK

OUTPUTFA IL

2

INPUTOK

SWITCH MUST BE IN OFF “O” POSITION TO INSTALL/REMOVE POWER SUPPLY. FASTENER M UST BE FULLYENGAGED PRIO R TO OPERATIN G POWER SUPPLY.

CISCO S YSTE MS, INC.

INPUT 2100-240V ~16A60/50 Hz

INPUT 1100-240V ~16A60/50 Hz

IN STALL

RUN

SW-BHAM-CORE1

SW-BHAM-CORE1.Card3

STATU S

WS-X6748-GE-TX 4748

3 73 8

3 536

252 6

232 4

1 31 4

1 112

12

4 8 P O R T12119 107 85 63 41 2 242321 2219 2017 1815 1613 14 363533 3431 3229 3027 2825 26 484745 4643 4441 4239 4037 38

10 /1 00 /1 00 0G E MOD

FABRIC ENABLEDRJ 45

SW-BHAM-CORE1.Card4

STATU S

WS-X6748-GE-TX 4748

3 73 8

3 536

252 6

232 4

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1 112

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4 8 P O R T12119 107 85 63 41 2 242321 2219 2017 1815 1613 14 363533 3431 3229 3027 2825 26 484745 4643 4441 4239 4037 38

10 /1 00 /1 00 0G E MOD

FABRIC ENABLEDRJ 45

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PCMC IA EJECT

PORT 2

LINK

LINK

SW-BHAM-CORE1.Card1

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Maintain - Infrastructure Knowledge

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Plan Build Operate Risk Dispose

Project and tasks Operations And Risk ControlEase and speed of creationEase of distributionFlexible to meet task needsLimited training

Ease of use by manyStructured for integration & reportingSupport for multiple processesWide scope – the big picture!

Record planning decisions in the operational systemProduce project docs for/from the operational system

Good Data = Good Diagrams1. Establish policies, standards and ownership of data and diagrams.

Make it simpler and easier for engineers and managers

2. Have project / operations use common terms & formatsSupply templates, naming system, labels, etc.

3. Reduce the numbers of documents / files to maintainConsolidate into centralised systems and make them easy to findLink / create / update Visio diagrams, reports, excel from databases

4. Use operational systems to support planning processes as much as possibleSave discovery time and improve consistency

This Workshop Has Shown

• What can be reduced with Visioworkload - skills dependentcost - $26 or $20,000time - 16 minutes or 25 days

• How to improve diagram quality and accuracyAll of which you can do later today - yourself!!

Visio Automation Tips and Techniques• Lots of productivity features are unknown

• Save yourself and others a lot of effort planning and managing infrastructure! • Learn more about Visio – lots of free materials

• Linking to existing data sources has many benefits• Less errors, easier to refresh diagrams and update them• Use the data graphics feature to reduce diagram numbers

• For larger environments • Assess the value of automation and database driven systems

Additional Materialswww.microsoft.com

www.assetgen.comEvaluation software Free “DCIM/CMS” evaluation version

Webinars Data center practices, Visio integration

Free Visio utilities Data centers, network, floor plans, modular fiber

www.squaremilesystems.comDocumentation services Downloads and videos

Training/webinars/videos Onsite/remote Visio training, documentation methods, etc.