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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.

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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• 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. • The Risk Response Plan must include: a risk listing identifying risk events and their triggers and symptoms. • 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. and it must include a cash flow projection for the entire project 2 of 11 . • The project scope statement must define the deliverables with objectively measurable acceptance criteria. Product Deliverables: Deliverable 1: Project Plan Description Comprehensive. www. • 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 . a qualitative analysis of the identified risks on the project. 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.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.5% of the total project budget.5% of the total project budget and no more than 2.educlear. primary and secondary responses to top priority risks. and risk responsibility resource assignments. the project plan must meet the following criteria: • All components described above must be included.

and communications responsibilities. The Management Plans will be broadly framed or highly detailed. the AssetTrack 2. reporting and meeting requirements. formal or informal as defined by the project manager during planning. stakeholder contact information.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.0 software application must have a full installation on the specified 3 of 11 . Acceptance Criteria To be accepted.• • The Communications Plan must identify the project organization structure. Deliverable 2: Asset Labels Description 10.educlear. 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: www.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.0 Software Description AssetTrack 2.000 asset labels must be provided in accordance with the technical specifications and must be sequentially numbered from 00001 to 10000. 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 3: AssetTrack 2. all 10.

and scrubbing the data for quality and consistency.) 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. 19”. they are only tracked at the ORG code level within a building. Technical Specifications Each Site Inventory will consist of the following processes: 1. applying barcode labels. 17”. 21”. Assets to be labeled and inventoried are as follows: • Desktop / Tower Computer(s) www.• • • • • • • • • • • 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”. 4 of 11 . Service Deliverables: Deliverable 6: Physical Inventory Description The physical inventory of “Administration” assets involves locating the assets. 2. then it will be inventoried. the inventory report must include a list of all assets with all information defined in the description provided in MS Access XP format. 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. gathering inventory data.educlear. 3. 4. Acceptance Criteria To be accepted. Site Walk Through The Baseline Inventory Data Accuracy Verification Site Finalization Each individual asset will have a bar-coded asset label placed on it.

com 5 of 11 . = Asset Label Asset labels should be placed on the underside of the unit. www.educlear. Model and serial numbers will be found on the underside of the unit.• • 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. IBM and Compaq may have the model number on the side. 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.

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”. 21”. The sites that will not be inventoried include any non-administration buildings or any building off the main Kuala Lumpur campus property. NOTE: No other assets will be tagged or counted.educlear. right side of the monitor. 19”.) • Monitor S/N • Location Address Building Name Office #/Room # (Can gather ORG Code at this level) Upon completing each location. Organization/User Specifications This inventory only impacts the administration personnel’s systems within KLT and does not affect any support or professional staff. etc. 17”. The model and serial numbers are usually found on the back or side of the monitor. www.= Asset Label Monitors will be found on desktops attached to computers and some laptops. Asset labels will be placed on the top. Alternatively. Geographical Specifications The sites that will be inventoried include all administration buildings within the organization’s Kuala Lumpur campus. they will be placed on the top left side of the monitor. This will involve printing approximately 10% of the Area/Locations for random verification by inventory 6 of 11 . an accuracy verification procedure will be conducted. Minimum disruption to the administration staff is expected since the inventory is non-invasive. if accessible.

Deliverable 7: Asset Discovery Description Electronic inventory of all “Administration” computer assets connected to the KLT WAN using “Asset Navigator” software.educlear.Kuala Lumpur Campus Acceptance Criteria To be accepted.KLT . 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 7 of 11 . All identified assets must be labeled and all data must be collected from each asset in accordance with the technical and functional specifications. the inventory must capture all in-scope assets to an accuracy of 99% based on random sampling by KLT.

the SmartInventory™ processes and all standard tools must be implemented for the KLT asset manager as defined by the SmartInventory™ product guidelines. the electronic inventory must capture all of the information specified in the technical specifications. The processes and procedures define the best practices for asset tracking and control.• • CPU H/D Size CPU Memory Installed (RAM) Acceptance Criteria To be accepted. • Take a physical snapshot freeze of inventory at a point in time. Deliverable 8: Data Reconciliation Description Reconciling the physical inventory to the electronic inventory to identify and correct data inconsistencies Acceptance Criteria To be accepted. and asset consumption. Functional Specifications The training will show the attendees how to do the following using the AssetTrack program: • Track bar-coded. and year. Acceptance Criteria To be accepted. configuration. tools and procedures customized for KLT. for more than one location). Note that this accuracy is associated with the reconciliation only in its relation to the accuracy of the physical inventory minimum of 99%. intermediate level course for four KLT asset management staff on AssetTrack 2. This training will include participant manuals on AssetTrack 2. Functional Specifications The purpose of the SmartInventory™ processes is to ensure efficient and effective continuing management of inventoried 8 of 11 . • Upload and process scanned assets for inventory counts.e. maintenance and set-up. • Track asset movement by day.9% accuracy..educlear. tagged inventory by location (i. the electronic inventory data must reconcile with the physical inventory data to 99. Deliverable 10: AssetTrack 2.0 operation and hands-on instruction using KLT-supplied equipment on KLT’s site. month. www.0 Training Description One three-day.0 operation. Deliverable 9: SmartInventory™ Processes Description Ongoing physical asset management processes.

• Notify all KLT staff that will be affected by this project of the pending inventory and provide necessary assistance if required.• • • • • Accept a scanned inventory as input.educlear. • Provide access to all areas containing assets including locked rooms. chests. 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. Acceptance Criteria To be accepted. • 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. within KLT • Scrubbing all reconciled data for consistency and accuracy www. Make manual adjustments to asset status including Moves. cages and any other equipment lockers containing inscope Administration assets. boxes. and reconcile any differences between the two. • Provide sufficient personnel at each location to locate and identify the Administration assets on the site. the training must be conducted for the full duration. drawers. 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. allow comparison of the scanned inventory to a 9 of 11 . Accept a scanned file containing asset information as input. Adds and Changes (MAC) in and out of inventory. and all participants must be able to perform all of the tasks identified in the functional specifications without error and using references as needed. How to view and print all the reports in the system An understanding of the data each report represents. buildings.

Any changes to these parameters require that an appropriate scope revision process be www. This will be validated by conducting a sampling review of assets during the analysis phase.educlear. • 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.• • • 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. • Any assets not available or accessible during the scheduled DataGather activities will be deemed out of scope on this project. external drives. PDA’s. and budget). printers. It is assumed that none of the current equipment has existing barcode labels which will slow down or compromise the data gathering processes. cameras. This assumption will be validated by conducting a preliminary parametric estimate during the analysis phase. etc. • • • Constraints The following constraints apply to this project: • Inventory activities must not interfere with KLT operations or staff performance. This will be validated by the inventory team leader with the KLT Technical Director. It is assumed that the number of assets to be counted is between 7000 and 10 of 11 . This will be validated by the project manager by contacting the KLT Security department. • 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. 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. time lines.e. It is assumed that handheld scanning equipment will not interfere with any KLT systems. project scope. real or certain on this project.

The following process will be used to manage scope and the scope revision requests: 1. The project manager and Client review the Change Control Form and decide if the request is in or out of the agreed project scope. Approved changes are grouped into a formal Contract Amendment if needed. When the request has been approved. cost. 3.followed. the appropriate adjustments will then be made to the project 11 of 11 . or resulting deliverables will be documented as a Change Control Form. schedule changes and costs. schedule. The Client is informed of the scope revision with the impact assessment. 2. the Client will be asked to approve the revision. and budget. If the revision is deemed necessary. 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. 4. Any potential change that impacts the project’s scope. 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. 6. The project manager prepares the Change Control Form and documents the impact the change will have. www. Once accepted the project manager will revise the project plan to reflect the accepted change. The Client determines if the scope revision should be approved and seeks additional funding if required. Within the scope revision process. schedule.educlear. 5.