Entering a new virtual machine (VM) in LSA TeamDynamix

Summary

This article details how to populate the fields when adding a virtual machine asset using the Virtual Machine Form in LSA TeamDynamix Asset Management. For physical hardware assets, select the appropriate asset form for that category of asset.

Environment

LSA TeamDynamix Asset Management

Directions

Review the information below to see specific guidance per section of the Virtual Machine Asset record. While not all fields are mandatory per TDX system rules (require information to save the record), asset management expectations are that every possible field should be populated unless we do not have access to the information or the field is not relevant to the particular asset.

 

Asset Identifiers

  • Service Tag: enter the serial number in this field
    • If the asset does not have a serial number, use the date format instructions outlined here
  • Name: enter the hostname
  • MAC Address(es): enter without separators
  • C Name / External ID: alias name for device, mainly used for remote access purposes

Ownership/Function

  • Function: See the Function & Function Detail Scenarios table at the bottom of this KB for specific examples
    • Administrative/Staff: used for assets assigned to staff, shared machines used by department administration or for general administrative purposes
  • Purpose(s): the reason or justification for the existence of the asset 
  • Owning Acct/Dept: choose the LSA department of the 'Owner' 
  • Owner: the person routinely using the machine
    (for shared assets - enter the person primarily responsible for support)
  • Audience: the group of users who use the asset or are dependent on the asset
  • Support Group(s): the Desktop Support team responsible for supporting the asset

Location

  • Location: additional location information 
  • Parent Asset: enter the physical asset that the VM is hosted on; use Placeholder Records for University-wide services like MiServer, LSA-vCloud, Azure etc

Hardware Configuration

  • Operating System: update when working on an asset
  • Memory: enter the value followed by the unit, omitting a space between and using capital letters - EXAMPLE: 16GB
  • Storage: enter the storage capacity value followed by the unit, omitting a space between and using capital letters - EXAMPLES: 512GB or 1TB
    • If also including the storage type, please include a space - EXAMPLE: 512GB SSD
  • Reserved IP Address(es): record only a reserved IP Address

Purchasing

  • Acquisition Date: enter the date the virtual machine was created

Inventory Management

  • Status: select the appropriate option to indicate the current state of the asset
    • Active: deployed and in use
    • Awaiting Reassignment: waiting for a new user, as previous user has left the role where this computer is assigned
    • Inactive: in storage (for a reason different than awaiting reassignment)
    • Collected for Disposal: ready to go to HLT for decommissioning as part of the Property Disposition Process
    • Pending Disposal: prepared for Property Disposition using the process outlined here
    • Disposed: sent to Property Disposition or purchased for personal use
    • Blocked: access restricted by LSA Technology Services within a management system due to security vulnerability (GPO Windows block or LSA Disabler)
    • Unknown (temporary): currently missing or stolen - will eventually become Unrecoverable if not recovered
    • Unrecoverable: requires Desktop Support manager's approval, using the process outlined here
  • Last Inventoried Date: enter the date the information entered in the asset record was last verified to be correct
  • Backup Required: select yes or no
  • Monitoring: select yes or no

Security Compliance

  • Required Software Compliance: indicate that installation of the required software titles has been verified
  • Security Mitigation: 
    • 10.X Secured Network - limited network access, approved and configured by LSA Security
    • Air Gapped - the appropriate steps, outlined here, have been taken to isolate device from accessing the network
    • ESU - an Extended Security Updates license has been installed for the current year
  • Approved Exception Form: an exception form for the device was submitted to, and approved by, the LSA Security team
    • End-of-Life allows for continued use of an end-of-life device / software, exception process outlined here
    • Self-Managed allows for the device to operate without the LSA standard image if specific conditions are met, exception process outlined here
  • Security Review: date field to be used with scheduled reports to inform LSA Security team a review or action is needed
    • Will mainly be used to review the status of approved EOL or Self-Managed devices
      • End-of-Life devices require an annual review
      • Self-Managed devices require a review every 4 years

Notes Fields

  • Action Date: date field to be used with scheduled reports to inform Regional Desktop Support team that action is due
  • Additional Information: this text box should be used to display information helpful to the support or tracking of the asset
  • Attachment(s): attach relevant purchase or disposition documents for the asset
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