20 WORKING SMARTER

Photography: Robin Kuiijs

PATRICK MACKAAIJ
is an information coordinator at TOPdesk.

STREAMLINE YOUR CONFIGURATION MANAGEMENT WITH THE BARCODE SCANNER MODULE

One of the challenges of configuration management is maintaining a reliable database (CMDB). Objects are moved around within your organization, or fall between the cracks during moves, transfers or write-offs. TOPdesks Barcode Scanner module simplifies and streamlines your configuration management process.

Benefits of an up-to-date CMDB

Regularly updating the whereabouts of your equipment helps you keep track of your available hardware. It can also help you see which equipment has not yet been written off. Furthermore, an up-to-date CMDB helps you process calls faster. With TOPdesk, you can quickly locate objects mentioned in calls, or access objects linked to a user or location. The information in your CMDB can also be a great help when making decisions. For example, organizations that allocate costs via the Site Card in TOPdesk can justify their budget distribution. You can use one or more barcode scanners to quickly create inventories for this purpose.

Static and dynamic information

Most of the information on an Object Card is static, such as the type, brand, serial number and financial information. System management software such as LANDesk, Microsoft System Center, Service Manager, ZENworks or Empirum can remotely scan PC software and hardware components. You can also do this with TOPsis, TOPdesks built-in inventory tool. Scanning barcodes lets you quickly determine the current location or owner of objects within your organization. The Barcode Scanner module can process all links in TOPdesk, making it easy to update links between objects, owners and locations. It is also possible to edit one

Text: Patrick Mackaaij

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field on a card, such as the serial number. Equipment almost always comes with a barcode that includes the serial number, so there is no need to enter it manually. This helps you avoid unnecessary work and typing errors.

Processing incoming orders

You can enter new orders directly into TOPdesk, even before adding them to your inventory. The default Copy Card feature lets you quickly create new cards for similar objects with the same general and financial data. Next, simply print the barcode labels via TOPdesk and attach them to your new objects. The barcode contains information such as the object ID. Scan each appliances object ID and serial number and import the data into TOPdesk.

Getting started with the Barcode Scanner module

Apply a barcode sticker to physical objects and rooms. The Barcode Scanner link lets you print not only barcodes, but also the modern 2D QRCode and DataMatrix variants. Your TOPdesk application manager will work together with a TOPdesk consultant to create your unique sticker key and develop the best strategy for labelling your objects. You can even use TrueType fonts to create barcodes to match your corporate identity.

The TOPdesk application manager uses roles to determine which operators can use the Barcode Scanner module and which menu options should be available. These operators also need read and write authorization for cards that are updated using the barcode link.

TIP: Add frequently used menu options to your operators Quick Launch Bar. Barcodes give you a clear overview of available hardware

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Manual entry or scan?

If you are only setting up one PC, it is quicker to manually edit the location or user in TOPdesk. For larger relocations or when restocking an entire room, scan the room followed by all objects in the room. For the room name, scan the sticker applied to the entrance or on a separate sticker sheet. TOPdesk will display any changes in an audit report before importing the data.

Editorial
Want to comment? Go to www.topdeskmagazine.com The TOPdesk Magazine covers subjects that are topical in the world of professional service desks in IT, facilities and other service providing organizations. TOPdesk Magazine is intended for managers, service desk employees, facilities organizations and electronic city councils anyone who is involved

Scan all hardware Scan room Set up all hardware Review results in TOPdesk

with supporting clients on a daily basis. This concerns both the processes and the technology behind these services. TOPdesk Magazine is a TOPdesk

Update CMDB

publication Tel: +44 (0) 207 803 4200 Email: editorial@topdesk.com Chief Editor: Nienke Deuss Editors: Nienke Deuss, Timme Hos, Stefanie Klaassen, Milou Snaterse Translators: Leah Clarke, Nicola van de Velde, Hazel Hollis Contributors: Judith Lumbela, Jasmijn Moerman, Patrick Mackaaij Layout: Louise van der Laak Photography: Aad Hoogendoorn, Robin Kuijs, Jonas Mertens Copy editor: Nicola van de Velde A print run of 6,000 Quarterly magazine Languages: Dutch, English

Periodic audit for updating the CMDB

To keep track of changing object locations, simply walk through your building with one or more scanners from time to time. If you have a location link between rooms and objects, scan the room name before scanning the objects in the room. Once you have visited every room, you can import the data into TOPdesk. The audit report displays discrepancies between the scanned data and the information in TOPdesk. You can use the pop-up to edit the data manually, then update all information. TOPdesk also updates each objects scan date. Objects not scanned during an audit can be considered missing. In addition to the scan date, you can also see whether or not the object was changed during the last scan.

No Barcode Scanner?
When purchasing a barcode scanner, make sure to take the following features into account: Batch memory (wireless memory) Ability to process 2D for longer values, such as the UnIDs in TOPdesk 5 TOPdesk works well with the Metrologic and the Opticon OPN-2001. A TOPdesk consultant always helps with the Barcode Scanner modules installation and initial set-up.