Inventory Report Clean Up

Inventories are created using a script that exports asset data from DS Asset, Active Directory, and Workday. The inventory creation script is helpful for compiling comprehensive inventories. However, every inventory requires manual review before it can be shared with a contract partner.

Use the following process to review and clean up inventory data. 

Required Tools

• BigFix Console Online

• BigFix Webreports

• Online NetID tool 

• Workday

• Ivanti

• Cherwell

• DS Asset

Step 1: Add a Remediation Column

This column will flag any computer issues that need to be discussed with contract partners when the inventory is shared with them.

Step 2: Review Active Directory (AD) Match Status

Step 3: Review Computers Not Found in AD

1. Verify the Computer Is Not in Active Directory

Unused computers may not appear in AD.

2. Search the Serial Number in DS Asset

Determine whether:

• The computer was renamed by the user.

• The computer was reimaged and assigned a new hostname.

If the computer was renamed:

• Flag the computer as “Renamed by user” in the remediation column.

If the computer was reimaged:

1. Search the inventory for duplicate serial numbers.

2. Review both inventory records.

3. Verify that one record represents the legacy device and the other represents the current device.

4. Confirm the reimage was successful and that the current hostname is reporting correctly.

5. Remove any obsolete legacy records from the inventory.

3. Check for Decommission Records

Search the device in:

• Cherwell - Use the search bar in the top right corner

• Ivanti - Search within the Service Requests tab

If the computer was decommissioned:

1. Search the serial number in DS Asset.

2. Confirm the asset was not reimaged under a different hostname.

3. If no replacement record exists:

   • Update the lifecycle in DS Asset to Uninstalled/Decommissioned.

   • Remove the device from the inventory.

4. If the device was reimaged:

   • Confirm the inventory reflects the current hostname.

   • Remove legacy entries.

5. Verify BigFix Reporting

Verify whether the computer:

• Is not in AD,

• Has not been renamed,

• Is actively checking into BigFix,

Flag the device as “Replace or reimage” in the remediation column.

Step 4: Review Legacy Domain Computers

For systems marked Found in Legacy Domain:

1. Review last logon date and BigFix check-in activity.

2. Search Cherwell and Ivanti for decommission records.

3. If the device is not decommissioned, flag as “Review location with partner” in the remediation column.

Step 5: Review Computers Found Outside the Expected OU

Verify Placement

Some exceptions are expected.

Example:

• DDEA devices may appear outside the expected OU due to organizational changes involving OHR and DTL.

Determine Whether Action Is Needed

If the computer has:

• Been renamed,

• Been moved incorrectly,

• Been assigned to a different department,

Flag it as “Verify correct OU” with the contract partner in the remediation column. 

Step 6: Review AD Objects Not Found in the Inventory

Sometimes AD contains computer objects that do not appear in DS Asset. These are listed in a sheet titled AD_Not_In_CMDB.

For each device:

1. Search the serial number in DS Asset.

2. Determine whether the system was:

   • Renamed,

   • Reimaged to a new hostname,

   • Stored in DS Asset under a different contract partner value,

   • Or never added to DS Asset.

If the device was renamed or reimaged: 

Follow the renamed/reimaged computer review process in Step 3 (2).

If the device is stored in DS Asset under a different contract partner value: 

Send the computer information to SEAM to move the computer in Active Directory. For example, if a computer has a contract partner of OHR in DS Asset, but is in the DTL OU, the BigFix analysis that updates the contract partner value is likely failing, and we'll need SEAM to "hard code" that contract partner value for the computer in question. 

If the device should be added to DS Asset: 

1. Create a spreadsheet with the following columns (if known) for each computer that needs to be added to DS Asset: Contract partner, computer name, serial number, Lifecycle, Asset Type, AD Domain, user assignment. 

2. Set the Asset type to “Core Node” for all computers.

3. Check the AD logon date and Big Fix Check-In Dates

4. Set Lifecycle to the following depending on the login and check-in date:

   1. Greater than 2 years old: “Uninstalled/Decommissioned”

   2. Less than 2 years old and greater than 90 days: “Not Reporting”

   3. Less than 90 days: “Operational”

3. Send the spreadsheet to SEAM to add these computers to DS Asset.

4. Add these computers to the Inventory sheet.

Step 7: Verify BigFix Reporting

Review all computers for accurate reporting status.

Check BigFix Data

Investigate computers that have:

• No BigFix report time, or

• A difference of more than six months between the Last Logon Date and the BigFix check-in date.

Verify BigFix Asset Tag

In Ivanti:

1. Open the asset record.

2. Select the Support tab.

3. Confirm:

   • ID Tag System = BigFix

   • Asset Tag ID contains a value.

If No BigFix Asset Tag Exists

Send the record to SEAM for review.

Determine Reporting Status

Mark a computer with a 1 for Active if either of the following occurred within the last 90 days:

• Last Logon Date

• BigFix Check-In

Step 8: Review Computer Assignments

Correcting Missing or Incorrect User Assignments

If a computer is missing its assigned user’s full name or associated Workday information (SupOrg/Cost Center), the user assignment should be reviewed and corrected in DS Asset.

1. Locate the computer in BigFix

   1. Search for the computer in the BigFix Console using its computer name.

   2. Check the User Name field for an associated NetID.

2. Identify the computer’s potential user(s).

   1. If a NetID is listed: Search for the NetID using the NetID Checker Tool and proceed to Step 3.

   2. If the User Name field displays <none>:

      1. Navigate to BigFix Web Reports and search for the computer.

      2. Add the User List column to the report

      3. The User List displays the user profiles associated with the computer. Review these profiles to help determine the appropriate user assignment.
         
         When reviewing the User List, consider the following:

         1. Many user profiles: This may indicate that the computer is a shared workstation. In these cases, the computer should generally be assigned to an appropriate department manager rather than an individual user. We can confirm the appropriate assignment with our contract partner if it’s unclear.

         2. Two or three user profiles: Use the NetID Checker Tool to verify whether the listed users are still employed by the department associated with the inventory report. If multiple users are still employed by the department, flag the computer for review with the contract partner. If only one is employed by the department, assign the computer to that user.

         3. No identifiable users: Flag for review with the contract partner in the remediation column.

3. Verify the user’s department and employment status.

   1. Using the NetID Checker Tool, confirm that the user’s department is consistent with the contract partner associated with the inventory report.

   2. Check whether the department name ends in “_SH”, which indicates a student employee (SH = Student Help).

      1. Ex) UWMSN | DOIT | US General Desktop Support (GDS)_SH

   3. Important: Computers should not be assigned to student employees in DS Asset due to their high turnover.

4. Determine the appropriate user assignment

   1. Regular Employee: If the employee belongs to the correct department and is the computer’s primary user, assign the computer to that employee.

   2. Student Employee: Look up the student employee in Workday to identify their manager. Assign the computer to the manager instead of the student employee.

   3. Shared Computer: Assign the computer to the appropriate department manager or designated employee, flagging for review with the contract partner if necessary.

   4. Department mismatch: If the identified user does not belong to the expected department, flag the computer for review in the remediation column with the contract partner, before moving in Active Directory or between inventory reports.

5. Update the user assignment in DS Asset.

   1. Locate the computer in DS Asset.

   2. Update the assigned user to the appropriate employee or manager identified in the previous steps.

6. Verify the employee Workday information.

   1. After updating the assignment, confirm that the user’s SupOrg and Cost Center information is populated correctly in DS Asset.

   2. Verify that this information is consistent with the contract partner associated with the inventory report

   3. If the information does not match, review the assignment and investigate any discrepancies before proceeding.

7. Update the inventory report.

   1. Once the assignment and associated Workday information have been verified, update the inventory report to reflect the corrected user assignment.

Expected Result:

The computer is assigned to the appropriate employee or manager in DS Asset, the associated Workday information is consistent with the correct contract partner, and the inventory report reflects the updated assignment. Any incorrect assignments are flagged in the remediation column for review with the contract partner.

Step 9: Verify Purchase and Warranty Information

For computers missing purchase or warranty information:

1. Search the device using its Dell Service Tag or Mac serial number.

   1. Apple: https://checkcoverage.apple.com/?locale=en_JP 

   2. Dell: https://www.dell.com/support/home/en-us 

2. Update purchase information in DS Asset.

3. Update purchase and warranty dates in the inventory spreadsheet.

Final Review

Before sending the inventory to a contract partner:

• Remove obsolete legacy records.

• Remove verified decommissioned devices.

• Verify BigFix reporting status.

• Verify AD placement.

• Update purchase and warranty information.

• Review user assignments.

• Flag any outstanding questions or issues for partner discussion in the remediation column.

Once these checks are complete, mark the inventory clean up Jira task for this contract partner as done.