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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


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.


• 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 Manager’s PC and the KLT

Controller’s PC with the database and data residing on KLT’s 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 manufacturer’s 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:


• 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. Site Walk Through

2. The Baseline Inventory 3. Data Accuracy Verification 4. 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)


• 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 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.

Back View


= 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 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 personnel’s 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

organization’s 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.


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 Make

• CPU Model

• CPU Processor Speed

• CPU S/N


• 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 KLT’s 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.


• 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 sub-

project:

• 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 in-

scope 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 OTR’s inventory needs related to KLT’s

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


• 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, PDA’s, 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


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 project’s 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.

Download - Template - Detailed Scope Statement

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