Administrator s Guide Version 3 Release 7

Transcription

1 Administrator s Guide Version 3 Release 7 A COMPONENT OF #ISOGON Galaxy

2 Notice Isogon Galaxy, Soft, Vista, and Spotlight are trademarks or registered trademarks of Isogon Corporation. Other trademarks are the property of their respective owners. Copyright Isogon Corporation. All Rights Reserved. Licensed materials. The Soft Knowledge Base is the proprietary information of Isogon Corporation and is provided for the exclusive use by organizations authorized by Isogon Corporation, and solely for use in conjunction with the Soft product. It has been encoded, and contains information that will allow the detection of misappropriation. The Soft family of products contains patented technology protected by U.S. Patents 5,499,340 and 5,590,056. US Government Users Restricted Rights Use, duplication, or disclosure by the U.S. Government is subject to restrictions as set forth in subparagraph (c)(1)(ii) of the Rights in Technical Data and Computer Software clause in DFARS or any other successor clause. Rights for non-dod U.S. Government Departments and Agencies are as set forth in FAR (c)(1,2) or any other successor clause. Printed in the United States of America SAG _021705_Gal37.doc

3 About this Manual This manual describes how to install, maintain, and customize the components of Isogon Galaxy and is intended for the Galaxy administrator. It applies if you are installing either or both of the following products: Spotlight Vista Depending on which products you are installing, some information may not apply. Sections concerning only one of the two products are noted as such. For more information on Spotlight and Vista, refer to the Spotlight User s Guide and the Vista User s Guide. Some of the major topics discussed in this manual include: Installation procedures and requirements Instructions for importing data Managing Currencies User management Creating custom views Managing templates and properties Managing Alerts This manual also provides a complete list of all Galaxy entities, templates, and properties, as well as error messages. These documents and related technical notes are available at To view these documents: Select Support Select Access Product Support Note: To access this area, you must first obtain a logon id and password. This edition of the Galaxy Administrator s Guide documents ISOGON Galaxy 3.7. Trademarks of International Business Machines Corporation, Microsoft Corporation, The Open Group, and other vendors acknowledged.

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5 Contacting Isogon Isogon welcomes any comments, questions, and suggestions you have about Isogon products and manuals. You can contact Isogon at: Corporate Headquarters Isogon Corporation 330 Seventh Avenue New York, New York USA Tel: (212) FAX: (212) Website Customer Support Product Support URL: Tel: (212) Tel: (888) FAX: (212) International Outside North America, contact Isogon International at: Tel: (44) FAX: (44)

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7 Contents How Spotlight and Vista Work...1 How Spotlight Provides Consolidated Data...1 Key Terminology...3 What is an Entity?...3 What are Properties?...3 What is a Template?...4 Installation...5 Recommended System Requirements...6 Server...6 Client...6 Database Requirements...6 Galaxy Installation for Server or Client...7 Step 1: Start the Installation...7 Step 2: Readme Information...8 Step 3: Select the Installation Type...8 Step 4: Program Destination...9 Step 5: Ready to Install the Application...10 Step 6: Installation Complete...10 Install or Upgrade a Galaxy Database...11 Begin the Installation...11 Step 3: Select the Database Type Installation...11 Step 4: Database Selection...12 Step 5: Database Folder...12 Step 6: Customer Information...13 Step 7: Ready to Install...13 Step 8: Installation Complete...14 Modify Galaxy...14 Repair Galaxy...15 Uninstall Galaxy...16 Installed Components...17 Notification Server Procedures...18 Notification Server Activation...18 Currency Management...19 Setting the Base Currency...19 Viewing and Editing Conversion Rates...20 Adding New Currencies...22 Editing a Currency...24 Deleting Currencies...24 Importing Inventory Data...25 Importing Data from Text and Excel Files...29 Customizing Templates...29 Preparing Data for Import...29 Preparing Galaxy Database for Import...30 Creating an Import Definition...30 Creating an Import Definition for Text Files...31 Creating an Import Definition for Excel Files...36 Reviewing the Import...41 Importing Data Automatically with Scheduler...42 Naming Conventions for Files to be imported with Scheduler...42 i

8 Requirements for Importing Text/Excel Files using Scheduler...43 Scheduler...45 Installing Scheduler...45 Starting Scheduler...45 Designating the Scheduler Database...46 Scheduler Screen...47 Scheduler Screen Menu Bar...47 Scheduler Screen Tool Bar...48 Scheduler Screen Popup Menu...48 Creating a New Task...49 Adding General Information...49 Creating the Schedule for the Task...50 Adding Parameters Values for the Task...51 Running Tasks...52 Automating the Task...52 Manually Running a Task...53 Changing Parameter Values...53 Importing Inventory Data...54 Entering General Information...55 Entering Schedule Information...55 Enter Import Parameters...56 Importing Soft for UNIX and Windows-Based Inventory...57 Viewing Tasks...57 User Management...59 Groups and Users...59 Managing User Groups...60 Creating a New Group...61 Selecting Entities...62 Setting Access Levels...64 Selecting the Enterprise...64 Selecting Views...64 Selecting Reports...66 Assigning a User to a Group...67 Deleting a Group...68 Managing Individual Users...68 Adding a New Galaxy User...69 Adding an Inactive User...71 Deleting a User...71 Alert Management...73 Activating and Deactivating Alerts...73 Editing Alerts...74 Activate/Deactivate Alerts...76 Deleting Alerts...76 Custom Views...77 Creating a Variation of a Predefined View...78 Creating a New View...83 Deleting a View...84 Template and Property Management...85 Working with the Master Property List...85 Creating and Editing Master Properties...86 Creating Categories of Properties...89 Creating and Editing User-Defined Lists and List Values...90 Specifying a Property s Data Type...95 ii

9 Working with the Templates Window...99 Creating New Templates Editing an Existing Template Deleting Templates Appendix A: Template Properties Spotlight Cataloged Hardware Product Template Cataloged Software Product Templates Cluster Template Company Template Configuration Template Enterprise Template Installed Hardware Product Template Installed Product Location Template Installed Software Product Template Installed User Group Template Location Templates Partition Template Vista Agreement Templates Asset Templates Asset Group Templates Cataloged Hardware Product Templates Cataloged Software Product Templates Cluster Template (Sysplex) Company Template Configuration Templates Contact Template Employee Template Enterprise Template Event Templates Installed Hardware Product Template Installed Software Product Invoice Templates Location Templates Organization Partition Purchase Order Template Appendix B: Backup Procedures Appendix C: Formatting Data for Import Preparing Text Data for Import Preparing Excel Data for Import Examples of Text and Excel Data Index iii

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11 How Spotlight and Vista Work Spotlight and Vista work with Soft for z/os and Soft for UNIX to provide a consolidated view of your hardware and software assets. Using its extensive Knowledge Base of IBM and third-party products, Soft produces inventory and usage information that is imported by Galaxy. This information is complemented by the contractual and financial information that your organization provides. Spotlight and Vista users on your network can access the server and view this information via a Windows interface. Vista seamlessly integrates with Spotlight to create a complete asset management solution. You can move effortlessly back and forth between Vista s contract data and Spotlight s Soft data to relate your software inventory and usage history with the relevant contract terms and conditions. Spotlight and Vista allow you to reconcile your contracts with your inventory and usage. This way you can quickly identify and eliminate high-cost contracts with little or no product usage, and product usage without a valid contract. This integration of information can help you prepare your contract negotiation strategies and successfully manage data center change such as CPU consolidation, upgrades, mergers, or acquisitions. For more information on the Knowledge Base and other Soft components, see appropriate Soft documentation for your platform. For a complete discussion on the benefits of Spotlight, Vista, and the Soft family of products, see the Spotlight User s Guide and the Vista User s Guide. How Spotlight Provides Consolidated Data Spotlight allows you to consolidate Soft information from different systems and locations within an enterprise. This enables you to view product inventory and usage information from a broader perspective. 1

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13 Key Terminology Entity, property, and template are key terms that are used frequently in this manual. Definitions for these terms are provided below. What is an Entity? An entity is a particular component of your organization s software assets that you will record and retrieve information about. For a list and description of the entities available in Spotlight, see the Spotlight User s Guide. For a list and description of the entities available in Vista, see the Vista User s Guide. What are Properties? Properties are attributes that describe an entity. The properties of a catalogued software product, for example, include the product name, manufacturer, and operating system. Properties also include links to other entities. These links form relationships between two or more entities. For example, a property of Installed Software is Partition, which represents the partition where the software is installed. Properties for a selected entity are displayed in the Property Viewer. For a complete list of properties for each template, see Appendix A: Template Properties on page

14 What is a Template? A template is a unique collection of properties for an entity. Each entity has at least one template, but some entities have several templates that pertain to various categories of the entity. For example, there are different types of locations, and thus different types of location templates: Country, City, Building, Floor, and Room. The partition template, for example, contains a set of properties that involves information typically associated with LPARs. When you want to create, edit, or view information associated with an LPAR, you do so via the LPAR template. For a complete list of templates, and the properties for each template, see Appendix A: Template Properties on page 107. For complete information on template management, see Template and Property Management on page 85. It describes how to modify templates, how to create custom templates, and how to control user access to templates. 4 Key Terminology

15 Installation This chapter describes how to install Galaxy, walking you through each step of the Galaxy Installation Wizard. It also lists Galaxy s system requirements, describes the various installation options, and provides instructions on uninstalling Galaxy. The Galaxy installation process consists of two steps. You must be logged on with full administrative rights. To install Galaxy, you must: 1. Install the Galaxy program onto a computer that serves as a Galaxy client or server. 2. Install a new Galaxy database or upgrade your existing Galaxy database. If you want to See page Install the Galaxy program 7 Install a new Galaxy database or upgrade an existing Galaxy database 11 Modify the Galaxy program 14 Repair the Galaxy program 15 Uninstall the Galaxy program from the local computer 16 Detach or uninstall a Galaxy database 16 See what components are installed with Galaxy 17 Note: To familiarize yourself with Galaxy, you may want to install the sample database. Doing so will allow you to become familiar with the program before beginning work on your own database. To obtain the Galaxy sample database, contact Isogon Support Services. 5

16 Recommended System Requirements Below are Galaxy s recommended system requirements for the both the server and client. Server Operating System Database Hard disk space Memory Processor Windows 2003 Server, Windows 2000 Server, or Windows NT Server 4.0 Service Pack 5 (or higher) Microsoft SQL Server 2000 Note: Although you can use MSDE 2000 (Microsoft Data Engine 2000) SP3A, Isogon does not recommend use of MSDE in a production environment. 2 GB 1 GB RAM Pentium III class (or better) 2 GHz Client Operating System Database Client Hard disk space Memory Processor Other Applications Windows 2000 Professional or Windows XP SP1 (or higher) Microsoft SQL Server Client Tools 1 GB 512 MB RAM Pentium III class (or better) 1GHz Microsoft Excel 2000 (or higher) Database Requirements Before installing Galaxy, you must have SQL Server client components or MSDE installed on your computer. SQL Server and MSDE are not installed with the Galaxy installation. If you are installing Galaxy directly onto a computer that serves as a SQL Server, you must set SQL Server Security Authentication to SQL Server and Windows. 6 Installation

17 Galaxy Installation for Server or Client The following section describes how to install Galaxy using the Client Components Only installation or the Complete installation. To determine which type of installation is right for your situation, see Step 3: Select the Installation Type on page 8. The Client Components Only installation and the Complete installation do not install new Galaxy databases or upgrade existing Galaxy databases. To install or upgrade a database, see Install or Upgrade a Galaxy Database on page 11. Step 1: Start the Installation Make sure that no other applications are running. Some anti-virus programs may interfere with the installation. To start the installation, insert the Galaxy CD into your CD-ROM drive. If the installation does not start automatically, access the CD-ROM drive and double-click Setup.exe. The Galaxy Welcome screen appears: Click Next. Installation 7

18 Step 2: Readme Information The next screen displays a Readme file that should be read before continuing with the installation. The Readme file contains any updated information that may be relevant to the Galaxy installation. When you re done reading this information, click the Next button. Step 3: Select the Installation Type The next step is to select the installation type. Choose the installation type appropriate for the computer you are installing on. Client Components Only Complete Database Choose this installation if you are installing Galaxy onto a client computer. This installation should be used if the computer 1) will connect to a remote Galaxy database and 2) will not run the Notification Server or Scheduler 1. This installation type will install only the client components of Galaxy including the Galaxy application and documentation. This installation does not include the database or database server. Instead, you can select a remote server and database to connect to at startup. Choose this installation if you are installing Galaxy onto a computer that will act as the Galaxy server. This computer can be the database server or simply act as the Galaxy server for the Notification Server and the Scheduler 1. This installation is a full standalone installation that includes the Galaxy application, documentation, Notification Server, and Scheduler. This installation does not include the database or database server. You can choose to install a new database or upgrade an existing one after the Galaxy program installation is complete. Choose this installation to add a new database or upgrade an existing database on the SQL server computer. Skip to page For information about the Notification Server, see page 18. For information about Scheduler, see page Installation

19 The screen below shows the Client Components Only installation as selected. Choose the type of installation you need and click Next. If you have chosen Client Components Only or Complete, go to the next step. If you ve chosen Database, go to page 11. Step 4: Program Destination Select a destination folder for the program. To change the default folder, click the Change button. Click Next. Installation 9

20 Step 5: Ready to Install the Application The next screen alerts you that the application is ready to be installed. Click Install. Once the installation begins, a series of progress screens appear, showing the installation s current status. Step 6: Installation Complete When the installation is finished, the Install Wizard Completed screen appears. Click Finish. Galaxy is now installed on your computer. At this point, if you want to install a new Galaxy database or upgrade an existing Galaxy database, see Install or Upgrade a Galaxy Database on page Installation

21 Install or Upgrade a Galaxy Database You must install or upgrade a Galaxy database by running the Galaxy installation on the computer on which your database resides (or will reside). Note: During the database installation procedure, you will enter the customer information supplied with your license agreement. Begin the Installation To install or upgrade a Galaxy database, follow the first two steps from the previous section, Galaxy Installation for Server or Client on page 7. When you get to Step 3, follow the steps in this section. Step 3: Select the Database Type Installation To install a new database or upgrade an existing database, select Database, as shown below. Click Next. Installation 11

22 Step 4: Database Selection Note: If you have more than one instance of SQL Server installed on the computer, you will be prompted to choose one at this point. The Database Selection screen appears. From the drop-down list, select the name of the database you would like to upgrade, or enter a name for a new database. Click Next. Step 5: Database Folder Select destination folders for the database and database log. To enhance performance and safety, it is recommended that you choose different drives for the database and the database log. To change the default folders, click the corresponding Change button. Note: See your database administrator for information about database locations and backup procedures. 12 Installation

23 Click Next. Step 6: Customer Information The Customer Information screen appears. Enter the name of your organization as it appears on your license agreement and enter your serial number. Click Next. Step 7: Ready to Install The next screen alerts you that the application is ready to be installed. Click Install. Once the installation begins, a series of progress screens appear, showing the installation s current status. Installation 13

24 Step 8: Installation Complete When the installation is finished, the Install Wizard Completed screen appears. Click Finish. You have now installed a new Galaxy database or upgraded your existing Galaxy database. Modify Galaxy Once you have installed Galaxy, you may want to rerun the installation. For example, during your initial installation, you may have chosen to install only the Galaxy program. Later on, you could decide that you want to install a new database locally. You can run the Galaxy installation again by choosing Modify. To start the installation, insert the Galaxy CD into your CD-ROM drive. If the installation does not start automatically, access the CD-ROM drive and double-click Setup.exe. The Galaxy Welcome screen appears. Click Next. Since Galaxy is already installed on your computer, you receive the Program Maintenance screen: 14 Installation

25 Select Modify and click Next. The Setup Type screen appears. Select the type of installation you want to run and follow the directions in Galaxy Installation for Server or Client on page 7. Repair Galaxy If a Galaxy program file becomes damaged, it may be necessary to repair the program. You can repair the program by running the Galaxy installation again. To Repair, you will choose the Repair option. To start the installation, insert the Galaxy CD into your CD-ROM drive. If the installation does not start automatically, access the CD-ROM drive and double-click Setup.exe. The Galaxy Welcome screen appears. Click Next. Since Galaxy is already installed on your computer, you receive the Program Maintenance screen. Select Repair and click Next. When the repair is finished, the Installation Complete screen appears. Click Finish. Installation 15

26 Uninstall Galaxy To uninstall Galaxy, you will choose the Remove option from the installation disk. The Galaxy program will be uninstalled. The Galaxy databases will not be removed. If you are using SQL Server, use SQL Server Enterprise Manager to remove your Galaxy databases. If you are using MSDE, contact Isogon Technical Support to remove your Galaxy databases. To begin the uninstall process, insert the Galaxy CD into your CD-ROM drive. If the installation does not start automatically, access the CD-ROM drive and double-click Setup.exe. The Galaxy Welcome screen appears. Click Next. Since Galaxy is already installed on your computer, you receive the Program Maintenance screen. Select Remove and click Next. Follow the prompts to uninstall Galaxy. 16 Installation

27 Installed Components The following table describes all Galaxy components and lists the types of installation they are used in. Component Description Installation Type Isogon Galaxy executables Isogon Galaxy Notification Server Isogon Galaxy Scheduler New Galaxy Production database Galaxy user documentation Crystal Reports Viewer Program files required to run Galaxy, as well as all required Microsoft DLLs and OCXs. Program files required to run the Notification Server. Program files required to run the Scheduler, which allows automatic importing of distilled data at regularly scheduled intervals. New production (empty) version of the Galaxy database. Galaxy User s Guides, which are in PDF format. Crystal Reports Viewer used for Galaxy reports Complete Client Components Only Complete Complete Database Complete Client Components Only Complete Client Components Only Installation 17

28 Notification Server Procedures The Notification Server is a standalone application that posts Alert Notifications to Galaxy and your system. The program (Notification Server.exe) is installed with each Galaxy installation. Notification Server Activation Choose a computer as your Notification Server. It can be any computer that has access to the Galaxy database and an server, including a Galaxy server or client. The client must be installed and configured on the Notification Server to receive notifications via . If you want the Notification Server to be a computer that is not a Galaxy server or client, you must install Galaxy so that the Notification Server program is installed on that computer. Note: The Notification Server must be running to send Notifications. If the computer is shut down, Notifications will be delivered when the computer is restarted. You should run the Notification Server only once for each Galaxy database. If you have multiple Galaxy databases, you must run a separate instance of the Notification Server for each one. To run the Notification Server, click the Notification Server icon in your Windows Start menu (Start>Programs>ISOGON Galaxy>Notification Server). The Galaxy Notification Server dialog appears: Choose your Galaxy server and database from the drop-down lists. To start the Notification Server, click the Start button. To stop the Notification Server from processing Alerts temporarily, click the Stop button. To terminate the Notification Server, click the Close button or click X. 18 Installation

29 Currency Management Note: This chapter applies only if you ve licensed Vista. Vista allows you to view and enter data relating to your hardware and software contracts. A major part of this data is the monetary costs associated with your hardware and software assets. For example, Vista allows you to enter the recurring cost of an item, MIPS cost, and any taxes associated with an agreement. Furthermore, you can convert these monetary amounts to different currencies. For example, if a software transaction was made in Euros, you can convert that amount to US dollars. Setting the Base Currency When you access the production database for the first time, you are prompted to set a base currency. This is the currency used in calculating monetary amounts. The following message is displayed: Click OK. The Currency Management dialog opens. Select a currency from the Base Currency drop-down list, for example, US Dollars. Once you set the base currency, it cannot be changed. Choose the currency best suited to your organization s financial data. 19

30 You can choose from the following currencies. If the currency you want is not listed, you can create a new one. (See page 22.) Australian Dollar (AUD) Greek Drachma (GRD) Swiss Franc (CHF) Canadian Dollar (CAD) Japanese Yen (JPY) UK Pound (GBP) Danish Krone (DKK) Norwegian Krone (NOK) US Dollar (USD) Euro (EUR) Swedish Krona (SEK) Viewing and Editing Conversion Rates In Vista, monetary amounts are calculated in the base currency. As described in the previous section, you set the base currency when you start Vista for the first time. However, some of your hardware and software transactions may be paid in a different currency. When this is the case, the monetary amount in the transaction currency can be converted to the base currency via the Property Viewer. For example, let s say your base currency is U.S. dollars but the cost of one of your software assets was paid in Euros. You enter the cost by clicking in the Amount cell and clicking the arrow button, which displays the Currency Dialog. You select EUR (Euros) as the transaction currency. You enter the amount in Euros and click the Calculate Base Amount button. The equivalent amount in the base currency (U.S. dollars) is displayed automatically. Note: If you do not want to use the exact conversion rate as specified by Galaxy, you can enter your own base currency value. To specify the conversion rates used to calculate these monetary amounts, click the Currency Management shortcut in the Administration group of the Galaxy Bar. 20 Currency Management

31 The Currency Management dialog opens: The grid in the dialog shows all the defined currencies and the conversion rates between them. It also lists the fixed rate of exchange between the Euro and the individual currencies of the 11 member nations of the European Monetary Union (EMU). Individual EMU currencies are displayed in white at the bottom of the Currency Management dialog. These rates are approximations and are not editable. Suppose you want to change the conversion rate between the U.S. Dollar (USD) and the Euro (EUR). Click in the cell that contains the conversion rate between the two currencies. Currency Management 21

32 Make a change to the conversion rate. Click out of the cell and you receive a message asking if you want to update the inverse rate. Click Yes and the inverse rate is updated automatically. Adding New Currencies To add a currency that is not already defined in Vista, click the New button in the Currency Management dialog: The Define Currencies dialog appears: To add a new currency: 1. Highlight your new currency in the list. 2. Select the Active? check box. 3. Click the New button. Optional: Select the Use decimal digits check box if your currency uses decimals longer than two characters (such as the Japanese Yen). You will be prompted to save changes. 22 Currency Management

33 Click Close to return to the Currency Management dialog, which now lists the currency you ve just created. By default, all conversion rates involving the new currency are set to 1. (See page 20 for instructions on editing the conversion rate.) Currency Management 23

34 Editing a Currency To change the display name or symbol of a currency, click Edit on the toolbar. The Define Currencies dialog appears. Select the currency you want to edit. Its name and symbol appear on the right side of the dialog. Make your changes and click Save. Deleting Currencies To delete a currency, select Edit from the toolbar. The Define Currencies dialog appears. Select a currency and click Delete. Click Close. When you return to the Currency Management dialog, the currency is no longer listed. Note: The base currency (see page 19) cannot be deleted. 24 Currency Management

35 Importing Inventory Data Product inventory and usage data is created by Soft, summarized by Soft s Distiller, downloaded to the Galaxy server, and imported into Spotlight 2. This chapter describes how to import inventory data manually. In a production environment, however, you should import data with Isogon Scheduler. Scheduler allows you to automatically import data at regularly scheduled intervals. See Scheduler on page 43 for more information. If you are using SQL Server, it is recommended that you select the Automatically grow file option of the tempdb database properties. This will allow the size of the tempdb to grow during the import. For Soft data, you may need to copy Distiller files from the directory where they are stored on the server to the Galaxy import folder. You must have read/write access to the Galaxy import folder. Note that Distiller files must be located on the same computer as the Galaxy database. Downloading Mainframe Data to the Workstation When the Distiller has been executed, an output file is available for downloading to the Galaxy server. Use a download mechanism such as FTP, IND$FILE, or the program supplied by your 3270 emulator package, in ASCII mode with CRLF (Carriage Return Line Feed) enabled. The filename should end with an extension of.asc (ASCII). Do not overwrite any existing downloaded Distiller files, since the Distiller may not be able to recreate them. Creating Entities Spotlight uses data from Soft for z/os Distiller files to create a location, a configuration with the same name as the location, a CPU, and an LPAR. The Import Process Note: You cannot perform an import if any Galaxy administration function is open. Administration functions in Galaxy include Template Management, the Master Property List, Currency Management, and User Management. Start the process of importing data by clicking the Inventory Import icon on the Galaxy Bar. 2 If you set filters in Soft for z/os, the filtered data will be reflected in Spotlight. For more information on Soft filtering, see the appropriate Soft documentation for your platform. 25

36 The Inventory Import dialog appears. To choose your Import Type, click the Import Type drop-down arrow and choose a type: Soft for UNIX Import, Soft for z/os Import, or Windows Import. For this example, we will select Soft for UNIX Import. Now, choose the files to import. Click the Browse button that appears to the right of the File to Import field. 26 Importing Inventory Data

37 The Browse for Folder dialog opens: If you d like to import just a single Distiller file, highlight the file and click OK. In this example, we will choose just one file. To import every Soft for UNIX Distiller file in the folder, highlight the folder and click OK. You return to the Inventory Import dialog, which now shows the name, path, and file identifier of the file you ve just chosen. Click OK to begin the import. Importing Inventory Data 27

38 Import Type File to import File identifiers Import Log Import Status To select your import type, click the drop-down arrow and choose Soft for UNIX Import, Soft for z/os Import, or Windows Import Click the browse button and navigate to the folder that contains your Distiller files or Windows data files Displays information about the Distiller file, such as file name, identifier, and Galaxy partition Displays information about the import process Displays the start time and elapsed time of the import You can click Cancel at any time to terminate the import. After the import is complete, click Close. Note: If an import does not complete, the inventory or non-usage data that was already imported will be committed to the database. The files will need to be imported again so the remaining inventory and all the usage data can be imported into the database. 28 Importing Inventory Data

39 Importing Data from Text and Excel Files You can import data from text and Excel files into Galaxy. This can include contractual data, financial information, hardware information, or any other textual records related to your organization's IT assets. You can automatically import data on a regular basis using Scheduler (see page 42). The following steps are required to import data into Galaxy: 1. Customize templates. (Optional) (See Customize Templates on page 29.) 2. Prepare data for import. (See Prepare Data for Import on page 29.) 3. Prepare Galaxy database for import (See Preparing Galaxy Database for Import on page 30) 4. Create the Import Definition. (See Create an Import Definition on page 30.) 5. Create a task in Scheduler for future automatic imports. (Optional) (See Importing Data Automatically with Scheduler on page 42.) It is strongly recommended that you back up your existing Galaxy database(s) before importing. Note: You cannot perform an import if any Galaxy administration function is open. Administration functions in Galaxy include Template Management, the Master Property List, Currency Management, and User Management. Customizing Templates Before you prepare data for import, it is recommended that you review and, if necessary, customize your Galaxy templates. For example, your business needs may require that you add new terms and conditions to a Software CPU template. You can change the templates at any time, but if you change a template, you must also update the related Import Definition. To customize templates, see Template and Property Management on page 85. Each entity has at least one unique property within a template. When you import data, if an entity item with the unique property does not already exist in the Galaxy database, a new entity item will be created. If an entity item already exists with the same unique property, then the imported item is considered an update of the existing entity item. You can also specify whether to update or add a record manually when you define the Import Definition (for more information, see page 37 if you are importing Excel files or page 32 if you are importing text files.) For example, in the Agreement template, Agreement Number is a unique property. If Agreement Number exists in your Galaxy database, you will not be able to import a new Agreement with an Agreement Number of Instead, the existing Agreement will be updated. Note: These unique property fields can be left blank unless they are required fields (see Template and Property Management) in Galaxy. Preparing Data for Import Data that you import must be in one of these two formats: Text format (comma-separated value text files) Excel format (Excel worksheets) 29

40 Each set of imported data must be associated with a specific entity, either a new one being created as part of the import process, or an existing one being updated. Refer to Appendix C for information on formatting data for import. This process should be performed with the assistance of an Isogon technician. Preparing Galaxy Database for Import Before you import text or Excel files into an existing Galaxy database, you must prepare the database so that no duplicate entity items or template names exist. Each template in Galaxy has a property called (id) which is the unique identifier and must contain a unique value for each entity item. The (id) property is a text field that must contain unique data for your import to succeed. To insure that this field is unique, it is highly recommended that you contact Isogon Services. Creating an Import Definition To import data, you must create an Import Definition that will map information from your text or Excel file to the templates into your Galaxy database. You can create multiple Import Definitions for multiple imports. To create an import definition, click the Import icon on the Galaxy bar. The Galaxy Import Definition screen appears. To create an Import Definition for Excel files, see page 36. To create an Import Definition for text files, see page Importing Data from Text and Excel Files

41 Creating an Import Definition for Text Files To create an Import Definition for text files, click the New Text button in the Import Definition dialog. The Galaxy Text Import Definition dialog appears: You create an Import Definition by completing these steps: 1. Define the name 2. Map the Galaxy templates that will contain imported data 3. Map the data fields to your Galaxy template 1. Define the Name and Data Source Enter a name for your Import Definition into the Import Definition field. Importing Data from Text and Excel Files 31

42 2. Map the Galaxy Templates that will Contain Imported Data You will now map your data file to a target Galaxy template. The Template Mapping section of the Import Definition dialog contains the following columns. Sequence Numbers Sequence of the import. This field is read-only and is used for automatic imports with Scheduler. See Importing Data Automatically with Scheduler on page 42. Target Template Galaxy template that your data source file will be mapped to. Data Source The file that contains your data. Required Fields Mapped This field contains a checkbox that will be filled in automatically once you have mapped all the required fields of the template. See Step 3 on page 35. Add If you check Add, any new records in your data source file will be added to the Galaxy database. Uncheck Add only if your data source file contains no new records. (See Table 1 below.) Update If you check Update, records containing matching unique properties will be updated in the Galaxy database. Uncheck Update only if your data source file contains no existing records. (See Table 1 below.) If your data source file contains... New records only Existing records only Both new and existing records Check this option Add only Update only Add and Update Table 1 To delete a row, highlight the row and click the Delete Row button. The row can only be deleted if the data mapping (see Step 3: Map the Data Fields to your Galaxy Template) has been cleared. 32 Importing Data from Text and Excel Files

43 Click the Target Template field. An ellipsis appears in the field. Click the ellipsis and a list of Galaxy templates appears. For this example, highlight Company. Click Select. You now have Company chosen as your target template. Next, click into the Data Source field. A Browse button appears in the field. Importing Data from Text and Excel Files 33

44 Click Browse and browse for your text source file. Select your file and click Open. Your file appears in the dialog. Note that the Required Fields Mapped field is unchecked. After you complete the data mapping section in Step 3, this field will be checked automatically. The Add and Update checkboxes are checked by default. 34 Importing Data from Text and Excel Files

45 3. Map the Data Fields to your Galaxy Template Now you will map your data source file to the Galaxy template properties. Highlight the template (from Step 2 above) that you will map data fields to. Note: For this step, make sure you have a list of your header rows available for reference. In the Data Mapping section of the Import Definition dialog, click into the Name field of the Source Field row. A drop-down arrow appears: Source Field Column names from your text data source. Note: If a property does not have an associated source field, it can be left blank. Required Read-only checkbox that indicates if a field is required Key Read-only checkbox that indicates unique properties Default Field that can be used to replace any blank values in your data source. You can enter a default value to ensure that the field gets populated during the import. For example, if you enter File Cabinet as a default for Agreement location, File Cabinet will be added to every blank Agreement location field in this Import Definition. To clear all data mapping, click the Clear Data Mapping button. All of your source field selections will be cleared. Click the drop-down arrow and choose the field in your data source file that corresponds to the Name property in the Company template. In this case, the corresponding field would be CompanyName. Importing Data from Text and Excel Files 35

46 Scroll to the next column that corresponds to the data in your source file and repeat the steps until all of your data is mapped. If there is a checkmark in the Required row, the property is required and must be mapped in order to run the import. Repeat Step 3: Map the Data Fields to your Galaxy Template for each template to be imported. After you have mapped the data for all templates to be imported, click Save to save the Import Definition. You can then run the import by clicking the Run Import button. Note: You must have completed all three steps described on page 31 for the import to run. This Import Definition can be accessed in the future by clicking the Import button on the Galaxy bar and choosing Select in the initial Import Definition dialog. For information about reviewing past imports, see page 41. Creating an Import Definition for Excel Files To create an Import Definition for Excel files, click the New Excel button in the Import Definition dialog. 36 Importing Data from Text and Excel Files

47 The Galaxy Excel Import Definition dialog appears: You create an Import Definition by completing these steps: 1. Define the name and data source 2. Map the Galaxy templates that will contain imported data 3. Map the Excel data fields to your Galaxy template 1. Define the Name and Data Source Enter a name for your Import Definition into the Import Definition field and click the Browse button to locate the file that contains your data. 2. Map the Galaxy Templates that will Contain Imported Data You will now map your data file to a target Galaxy template. Importing Data from Text and Excel Files 37

48 The Template Mapping section of the Import Definition dialog contains the following columns. Sequence Numbers Sequence of the import. This field is read-only and is used for automatic imports with Scheduler. See Importing Data Automatically with Scheduler on page 42. Target Template Galaxy template that your data source file will be mapped to. Worksheet/Named Range A drop-down list that will contain the worksheets or named ranges in your data source file. Required Fields Mapped This field contains a checkbox that will be filled in automatically once you have mapped all the required fields of the template. See Step 3 on page 37. Add If you check Add, any new records in your data source file will be added to the Galaxy database. Uncheck Add only if your data source file contains no new records. (See Table 1 below.) Update If you check Update, records containing matching unique properties will be updated in the Galaxy database. Uncheck Update only if your data source file contains no existing records. (See Table 1 below.) If your data source file contains... Check this option New records only Add only Existing records only Both new and existing records Table 1 Update only Add and Update To delete a row, highlight the row and click the Delete Row button. The row can only be deleted if the data mapping (see Step 3: Map the Data Fields to your Galaxy Template) has been cleared. Click the Target Template field. An ellipsis appears in the field. 38 Importing Data from Text and Excel Files

49 Click the ellipsis and a list of Galaxy templates appears. For this example, highlight Hardware Purchase. Click Select. You now have Hardware Purchase Agreement chosen as your target template. Next, click into the Worksheet/Named Range field. An ellipsis appears in the field. Click the ellipsis, and a drop-down list of worksheets from your source file appears. For this example, choose Agreement. Note that the Required Fields Mapped field is unchecked. After you complete mapping the required fields in the data mapping section in Step 3, this field will be checked automatically. The Add and Update checkboxes are checked by default. 3. Map the Excel Data Fields to your Galaxy Template You will now map your data source file to the Galaxy template properties. Highlight the template (from Step 2 above) that you will map data fields to. Note: For this step, make sure you have a list of your column names available for reference. Importing Data from Text and Excel Files 39

50 In the Data Mapping section of the Import Definition dialog, click into the Name field of the Source Field row. A drop-down arrow appears: Source Field Column names from your Excel data source. Note: If a property does not have an associated source field, it can be left blank. Required Read-only checkbox that indicates if a field is required Key Read-only checkbox that indicates unique properties Default Field that can be used to replace any blank values in your data source. You can enter a default value to ensure that the field gets populated during the import. For example, if you enter File Cabinet as a default for Agreement location, File Cabinet will be added to every blank Agreement location field in this Import Definition. To clear all data mapping, click the Clear Data Mapping button. Click the drop-down arrow and choose the field in your data source file that corresponds to the Name property in the Hardware Purchase Agreement template. In this case, the corresponding field would be AgreementName. Scroll to the next column that corresponds to the data in your source file and repeat the steps until all of your data is mapped. If there is a checkmark in the Required row, the property is required and must be mapped in order to run the import. After you have mapped your data, click Save to save the Import Definition. Repeat Step 3: Map the Data Fields to your Galaxy Template for each template to be imported. 40 Importing Data from Text and Excel Files

51 After you have mapped the data for all templates to be imported, click Save to save the Import Definition. You can then run the import by clicking the Run Import button. Note: You must have completed all three steps described on page 36 for the import to run. This Import Definition can be accessed in the future by clicking the Import button on the Galaxy bar and choosing Select in the initial Import Definition dialog. For information about reviewing past imports, see page 41. Reviewing the Import You can review past imports by clicking the Import Review icon on the Galaxy bar. The Galaxy Import Review dialog appears. Importing Data from Text and Excel Files 41

52 At the top of the dialog, you can see the following: Import Name Name of the Import Definition Date Date the import was run Status Status of the import Number of lines processed Number of records processed To delete past imports from the Import Review dialog, highlight the import and click Delete. If an import fails due to data source file errors, the bottom half of the screen becomes active. You will see information about the data source that has failed and where the error occurred. Save Saves the Import Error Log details as a text file Print Prints the Import Error Log details Import Error Log Displays default name of the saved file Importing Data Automatically with Scheduler You can perform regular, scheduled imports using Scheduler (see Scheduler on page 43) to import text and Excel data. Scheduler can be set to watch a designated folder and import files that are newly added to this folder. For more information, see Running Tasks on page 52. To schedule the import of a file, you must: 1. Associate the files you need to import with their corresponding Import Definitions. (See Create an Import Definition on page 30.) 2. Name the files according to the following naming conventions. Naming Conventions for Files to be imported with Scheduler Naming Conventions for Excel Files The Import Definition must contain the name of the corresponding Excel file. The Excel file must be named using the following format: (importdefinitionname)filename.xls (importdefinitionname) Name of the corresponding Import Definition. The parentheses surrounding the name are required. filename.xls Name of the Excel file or workbook. The following is a properly formatted file name: (IMPORT1)DATA_JUNE_13.XLS You can place multiple file sets in the import folder at one time. Each file will be imported separately, based on the associated Import Definition. Naming Conventions for Text Files The Import Definition must contain the names of the text files that were used for data mapping. For each template mapping, there is a file sequence number. Note: The import will only begin when all files needed for that import are placed in the specified folder. To import a text file, the file must be named using the following format: (importdefinitionname)filename(fileseq[,fileseq ]).csv 42 Importing Data from Text and Excel Files

53 (importdefinitionname) filename (fileseq[,fileseq ]) Name of the corresponding Import Definition. The parentheses surrounding the name are required. All files within a file set must contain the identical importdefinitionname. Name of the text file. Relates files to corresponding template mapping. You must have the same number of files, numbered 1 through N, as there are template mappings in the Import Definition. You can import data into multiple templates from the same file by providing a comma-separated list of fileseq numbers. Note: The proper sequence is automatically determined during import. See Import Definition Step 2 on page 32. The following is an example of a set of file names that can be used for four different template mappings: (IMPORT2)DATA_JUNE13(1).CSV (IMPORT2)DATA_JUNE13(2,4).CSV (IMPORT2)DATA_JUNE13(3).CSV In the above example, if the Import Definition, IMPORT2, contains four template mappings, the import process can begin as soon as all the above files are present in the import folder. If the Import Definition contains five template mappings, then the above files will remain in the import folder until the final file, IMPORT2)DATA_JUNE_13(5).CSV, is also provided in that folder. You can place multiple file sets in the import folder at one time. Each set will be imported once all the required data is present and based on the associated import definition. Note: You can place an empty (zero-length) file in the import folder as a placeholder if a particular file in the file set is not used to provide any data. Requirements for Importing Text/Excel Files using Scheduler Note: In the Scheduler log, the status Task Completed indicates that the Scheduler finished running. In certain scenarios involving Text/Excel imports, unless the following requirements have been fulfilled, the task will be completed but the import may not have fully succeeded. 1. Files with file naming convention errors will remain in the import folder. 2. The Import Definition must exist in Galaxy. If the Import Definition does not exist, files will be moved to the Files Failed folder. 3. Text files in a fileset will be imported only when all files are present in the import folder. Files will remain in the import folder until all files are provided in the import folder. 4. Text files that are not mapped to a template in the Import Definition will be moved to the Files Failed folder. Importing Data from Text and Excel Files 43

54

55 Scheduler Scheduler allows you to automatically schedule Distiller and other inventory imports at convenient, regularly scheduled intervals. You can use Scheduler to regularly perform the following: Vista Import Soft for z/os Import Windows Import Soft for UNIX Import In order to perform tasks, Scheduler must be installed and started. Note: You cannot perform imports using Scheduler if any Galaxy administration function is open. Administration functions in Galaxy include Template Management, the Master Property List, Currency Management, and User Management. Installing Scheduler Scheduler is installed during a typical Galaxy installation. If it was not installed, run the Galaxy installation again and choose Modify from the Application Maintenance screen. Click Next and select Isogon Scheduler executables. If you select only Scheduler components during the installation process and deselect the other components, the installation will have no impact on other installed Galaxy components or databases. For more information on installing Galaxy, see page 6. Starting Scheduler To start Scheduler, click the Windows Start button, select Programs, select the folder Isogon Galaxy, and click the Scheduler shortcut. 45

56 Designating the Scheduler Database Each time you run Scheduler, you will be prompted for the following information about the Galaxy database that will store Scheduler information. SQL Server: The name of the SQL Server where the Galaxy database is located. To see a list of all available SQL Servers, click the ellipsis. Database: Login name: Password: The name of the Galaxy database. Scheduler will enter the name of the most recently used Galaxy database. The login name of the Galaxy database. The password of the database. The login name and password are the same as the ones you use to logon to Galaxy. 46 Scheduler

57 Scheduler Screen The Scheduler screen lists all defined tasks. Tasks allow you to determine when and under what conditions a process will be executed. From this screen, all Scheduler functions can be accessed including: Creating and modifying tasks and processes. Viewing the status of the execution of a task. Running the task and canceling the execution of a running task. Connecting to another database for this execution of the task. Scheduler Screen Menu Bar The options available from the Scheduler menu bar are: File Edit View Run Help Allows you to create a new task, create a new task based on the currently selected task, and exit Scheduler. Allows you to modify or delete a selected task, manage processes (for Isogon internal use only), or connect to another database. Allows you to view all tasks, only active tasks, and the status of a selected task. See Viewing Tasks on page 57 for more information. Allows you to run a selected tasks or cancel the execution of a running task. Allows you to display Scheduler Help. Scheduler 47

58 Scheduler Screen Tool Bar The following options are available from the Scheduler tool bar. Schedule a new task. Manage processes. (For Isogon internal use only.) Modify the selected task. Delete the selected task. Connect to a different Galaxy database for storing Scheduler information. View the status of the selected task. Run task or cancel the execution of a running task. Display Scheduler Help. Display the Scheduler Splash Screen. Scheduler Screen Popup Menu The following options are available from the Scheduler popup menu. 48 Scheduler

59 Creating a New Task To create a new task, select File>New Task from the menu bar (or New Task on the tool bar or popup menu). The Task Properties [New Task] screen is displayed. Processes can have more than one task associated with them. For example, one month you may want to specify that Distiller data from Soft for z/os be imported daily, while the following month mainframe inventory will be imported weekly. Adding General Information Use the General tab to add or modify the following information: Full description Enter a meaningful name for the task (Required). Short description Enter a short description of the task. This task is enabled Select process By default, a task is enabled to run automatically during its specified schedule. If you disable the task, it will not run automatically. From the drop-down select the name of the process (Required). The following are predefined processes available for inventory import: Vista Import Soft for z/os Import Windows Import Soft for UNIX Import Scheduler 49

60 Creating the Schedule for the Task Use the Schedule tab to add information about: The times that the schedule is in effect Duration of this schedule How frequently the task will be performed Under what conditions the task will be performed Note: To import data using Scheduler, select a time for the task when administration functions are not in use. Administration functions in Galaxy include Template Management, the Master Property List, Currency Management, and User Management. Select when to perform the task Start running on: Indicate the date that the schedule will begin. By default, it will be the date the task is created. Start running at: Indicate the earliest time the task can start. By default, it is 12:00:00 AM. Start running before: Indicate the last time the task can start. By default, it is 11:59:59 PM. Select how long to perform the task You have two options: Perform this task indefinitely The schedule will be in effect until you change it. Perform this task until The schedule will be in effect until a certain date. 50 Scheduler

61 Select how frequently to perform the task (Required) From the Frequency drop-down menu, select the interval that the task should be performed. Daily Weekdays Weekends Weekly Monthly Based on the frequency selected, different days of the week will be checked. For example, if Weekdays is selected, Monday through Friday will be checked. These default selections can be changed. If Monthly is selected as the Frequency, you will also need to indicate the day of the month to perform the task. By default it is the date the task was created. Adding Parameters Values for the Task Use the Parameters tab to add the values for the parameters required by the process. Once the parameter values are added for a process, they do not need to be entered again. Parameters values can be edited. Scheduler 51

62 Name Type Value Required Name of the parameter Data type of the parameter. Type includes the following drop-down options: Text Text entry Number Numeric entry Date Date entry Time Time entry True/False True/False option SQL Server Name Name of SQL Server Database Name Name of database on SQL Server User Name SQL Server database login name Password SQL Server database login password File Name Name of any file. You have the option to browse for a file. Folder Name Name of any folder. You have the option to browse for a folder. Watch Folder Name Name of a folder chosen to be watched. You have the option to browse for the Watch Folder. Scheduler watches this folder and runs tasks automatically, based on the additions of files to this folder. The value of the parameter Select the check box if a parameter is required. See Importing Inventory Data on page 54 for more information on the parameter values required for importing inventory data. Running Tasks Tasks can be run automatically or manually. Automating the Task To set up the task so it will run automatically: The task must be enabled (see Adding General Information on page 49). Indicate that Scheduler should watch to see if files are added to a folder. Specify the name of the folder (see Creating the Schedule for the Task on page 50). 52 Scheduler

63 Manually Running a Task A task can be run manually at any time, even if it is disabled or if its scheduled time to run is not currently in effect. To manually initiate the running of a task, select the task from the Scheduler screen and select Run from the menu bar, tool bar, or popup menu. The Parameters screen appears: To run the task, click Run. Changing Parameter Values Before manually running the task, changes can be made to the parameter values. These changes are in effect for this execution of the task only. To make permanent changes to the parameters values, modify the task and making the necessary changes. Scheduler 53

64 While the task is running, a rotating icon appears to the left of the task and the task log information is displayed on the Scheduler screen. To cancel the execution of a running task, click the red X button on the toolbar. Importing Inventory Data Scheduler allows you automate the import of Distiller files from Soft for z/os and Soft for UNIX or files created by a Windows-based inventory tool. To make it easier to automate these functions, these processes are pre-defined. In the example below, the Galaxy administrator at Acme World Enterprises wants to import Distiller files from Soft for z/os any day of the week, but only during the hours of 9 am to 3 pm. The files are in a directory called C:\Distiller. Note: To import Vista data, see Text/Excel Import on page Scheduler

65 Entering General Information Select the process Soft for z/os Import. Entering Schedule Information Indicate the hours that the import can take place. Set the Frequency for Weekdays. Scheduler 55

66 Enter Import Parameters Enter the import parameters as described in the following steps. Step 1 ServerName DBName DBUser DBPwd The name of the SQL Server where the Galaxy database receiving the import is located (Required) The name of the Galaxy database receiving the import (Required) The User ID of the Galaxy database The password of Galaxy database The login name and password are the same as the ones you use to logon to Galaxy. Step 2 Use the drop-down arrow to select Step 2 of the process and enter the required parameters: FileName The name of the Distiller file (Optional) FolderName The folder where the Distiller files is located (Required) UserID Must be set to a value of 10 (Required) Step 3 Use the drop-down arrow, to select Step 3 of the process and enter the required parameters: FolderName The folder where the distiller data is located UserID Must be set to a value of 10 Click OK. The task is now added to the Scheduler screen. 56 Scheduler

67 Distiller Import Folders After they are imported, files are placed in a subdirectory of the original folder. In the example above, Distiller files are in the directory C:\Distiller. Imported files would be placed in the directory C:\Distiller\Files Imported. If, for example, a file has already been imported and would therefore fail import, it would be placed in a folder called C:\Distiller\Files. Importing Soft for UNIX and Windows- Based Inventory To set up tasks to import Soft for UNIX Distiller data and Windows-based inventory files, follow the guidelines below. For more information, see Importing Inventory Data on page 54. Inventory Type General Information (Select Process) Parameters Soft for UNIX Soft for UNIX Enter parameters values for Steps 1 and 2. Windows-based inventory Windows Import Enter parameters values for Steps 1 and 2. Depending on the configuration, Soft for UNIX Distiller files and Windows-based inventory files may need to be copied from the directory where they are stored on the server to the Galaxy import folder. Viewing Tasks In the Scheduler screen, you can see when a task is scheduled to run, the last time a task was executed, and the result. You can view all tasks, only active tasks, and see the status of a task. A task is active if its scheduled time to run is currently valid and the task is enabled. Tasks are inactive if they have been disabled from running automatically or if they are enabled but cannot run because the specified Watch folder no longer exists or the effective date of the task is in the past. Scheduler 57

68 To view the history of a task, select View/Status from the menu bar, or Status from the tool bar, or popup menu. A log of each time the task was run is displayed. To delete from the log the status of tasks that occurred before a particular date, select the date and select Clear History. To view complete details about the execution of this task, select the status log for the date you want and click View. Note: The status Task Completed indicates that the Scheduler finished running. In certain scenarios involving Text/Excel imports, unless specific requirements (for example, filename syntax) have been fulfilled, the task will be completed but the import may not have fully succeeded. See Requirements for Importing Text/Excel Files using Scheduler on page 43. The Task Log appears. To copy the task log into another document, click Copy. This can be helpful in resolving issues about the execution of a task. 58 Scheduler

69 User Management In User Management, you control the level of access that users (or groups of users) have to entities, views, reports, and data import. The following are some reasons for controlling access rights. Limit import data rights to prevent duplicated records, overwritten, or deleted data; discrepancies in file naming conventions, and overall disorganization. You can restrict access to Galaxy s import facilities via User Management. Maintain confidentiality by preventing outside users access to contractual and other financial data. You can prevent certain users from viewing Agreements, Assets, and other entities, reports, and views that relate to sensitive financial data. Limit full access rights to software contractual data. Only certain users should be allowed to edit such data. You can ensure that only those authorized to edit your company s contractual data may do so. These are just a few reasons for controlling access rights to various Galaxy data and components. The rest of this chapter describes how to perform these and other user management tasks. Groups and Users You control access to Galaxy data and components by placing users into groups and allocating access rights for each individual group. When placing users into groups and setting up access rights, be aware of the following: A user can belong to more than one group. John Smith can be a member of both the Accounting group, authorized to edit contractual data, and the Contracts group, authorized to import data, delete data, and perform other administrative functions. He would have access to all of these functions and data. You can give a group access to one or more entities. The Software group may have access to enterprises, configurations, and partitions, but not agreements or assets. You can give a group one of three access levels for each entity: Read-only The user can only view property values. Read/Write The user can view property values, and edit the property values of existing records. The user cannot delete records or create new records. Full The user can view, edit, create, and delete records. You can give a group access to one or more views. Groups can only access views that contain entities it has permission to access. An individual user can create additional views of their own that only they can view and modify. You can give a group access to one or more reports. Groups can only access reports that contain entities it has permission to access. An individual user can create additional reports of their own that only they can generate and modify. Galaxy is shipped with a predefined administration group that contains one user ( Administrator ) who has full access rights to all Galaxy data and features. Galaxy is also shipped with a predefined Guest group. Users in this group have access rights to all Galaxy features and data, except User Management. Access to the following Galaxy features is restricted to users in the Administration group: 59

70 Template Management Master Property List Currency Management User Management Access to the following Galaxy features can be set on a per-group basis: Text and Excel file import Soft Distiller data import Managing User Groups Create a new user group (for example, Contract_Managers ). The users in this group who will be responsible for all tasks related to software and hardware contracts will need access to all contract-related views and reports, be able to create, edit, and delete any and all contractual data (both new and existing), and be able to import any contracts that already exist as text or Excel files. Select the Administration shortcut group and click the User Management shortcut on the Galaxy Bar. The User Management window opens. Groups that are already defined are listed on the left. Double-click the group to expand the tree. 60 User Management

71 The attributes section of the screen contains the following information: Group Name Name of the highlighted group Description Description of the highlighted group Import Rights Checking the Text/Excel check box allows users in the group to import Text and Excel files into Galaxy. Checking the Soft check box allows users in the group to import Soft Distiller data into Galaxy. Members List of users who are members of the group Not Members List of users who are not members of the group Enterprise Name of the enterprise Creating a New Group On the toolbar, click the New drop-down list and select Group. A new level in the Group tree appears, representing the new user group: Under Attributes, on the right of the screen, enter a name and description for the group. Names cannot contain spaces or the backslash character (\). Because members of this group will be responsible for all aspects of contract management, they ll need to be able to import any contracts that already exist as text or Excel files. User Management 61

72 Select the Text/Excel check box under Import Rights. Click Save on the toolbar. The new group now appears in the tree on the left. If you don t save the new group before making another selection, you are prompted with Continue with New Group? Click Yes to save the new group. Selecting Entities To select which entities this group can access, select Entities in the tree. Two list boxes appear, one showing all the entities the group can access, and the other showing the entities the group cannot access. All entities are available by default. 62 User Management

73 This group, Contract Managers, needs to access to only those entities related to software and hardware contracts. The group does not need to access the other entities. Start by selecting Cluster and clicking the right arrow button. Cluster is moved to the Not Members list box. You also want to move Configuration, Installed Hardware Product, Installed Software Product, Installed Product Location, Partition, Installed User Group and User Group. Using the CTRL and SHIFT keys, you can select multiple entities and move them to the Not Members list box. All of the entities that are not contract-related are now moved to the Not Members list box. Click Save when you are done. User Management 63

74 Setting Access Levels Now, to set the access level for each entity, expand Entities in the tree and select an entity. A drop-down list labeled Access Level appears on the right of the screen. Full access is available by default. For each entity, select an access level from the drop-down list, either Full, Read/Write, or Read-Only. These access levels are described on page 59. Selecting the Enterprise To select which enterprises this group can view data from, select the appropriate check box under Enterprises. You want this group to be able to access contract-related data from all enterprises, so select All in the Enterprises check box. When you re done, click Save on the toolbar to save all the specification you ve made. Selecting Views Now, to select which views this group can access, select Views in the tree. Two list boxes appear, one showing all the views that the group can access, one showing views that the group cannot access. All views are available by default. 64 User Management

75 This group, Contract Managers, needs to have access to only those views related to the terms and conditions of software and hardware contracts. The group does not need access to the other views. Start by selecting Software Agreements by Vendor with Usage and clicking the right arrow button. The Software Agreements by Vendor with Usage view is moved to the Not Members list box. You also want to move Software Inventory and Usage by Hardware and all other views that are not contract-related. Using the CTRL and SHIFT keys, you can select multiple views and move them to the Not Members list box. All of the views that are not contract-related are now moved to the Not Members list box. Click Save when you are done. As described in Setting Access Levels on page 64, expand Views in the tree to set the access level for each view. User Management 65

76 Selecting Reports Now, to select which reports this group can access, select Reports in the tree. Two list boxes appear, one showing all the reports that the group can access, one showing views that the group cannot access. All reports are available by default. This group, Contract Managers, needs to have access to only those reports related to software and hardware contracts. The group does not need access to the other reports. Select MIPS Compliance and click the right arrow button. The MIPS Compliance report is moved to the Not Members list box. All of the reports that are not contract-related are now part of the list. Click Save when you are done. As described in Setting Access Levels on page 64, expand Reports in the tree to set the access level for each report. 66 User Management

77 Assigning a User to a Group To determine which groups the users should access, expand Users in the tree and select a user. Two list boxes appear, one showing the groups the user can access, and the other showing the groups the user cannot access. All users are members of the group by default. You want to remove Jane Stewart from this group. Select Contract_Managers, and click the right arrow button. Contract_Managers now appears in the Not Members list box. Click Save. User Management 67

78 Expand Users to see Jane Stewart no longer listed as a member of Contract_Managers. Deleting a Group To delete a group, select the group you want to delete from the User Management view and click Delete. Managing Individual Users There are two kinds of users in Galaxy: Enabled People who use Galaxy. Inactive People who do not use Galaxy but will receive Alert Notifications via . In addition to creating new user groups, and setting access rights for those groups, the User Management window allows you to manage users on a user-by-user basis. You can create new users, delete users, edit their names, passwords, and addresses, and add or remove users from groups. Users are members of all groups by default. In the User Management window, click the down-arrow selector and select Users from the menu. 68 User Management

79 You see the following: Adding a New Galaxy User Suppose a new employee has joined the contracts department of your company. You need to create a new user and determine the groups this user can access. On the toolbar, click the New drop-down list and select User. The attribute fields on the right of the screen are cleared, allowing you to enter the necessary information for the new user, Mary Harris. The Enabled check box is selected by default. This indicates that this employee will be an active user. If you deselect the check box, the employee will be an inactive user (one who cannot use Galaxy) who can receive Alert Notifications via (see Adding an Inactive User on page 71). Note: The Administrator (admin) user must remain enabled. Enter the new employee s user name, full name, default password and address. The user can change this password when logging in to Galaxy for the first time. User Management 69

80 You need to determine the groups Mary Harris can access. You want Mary Harris to remain a member of the Contract_Managers group only. As described in Assigning a User to a Group on page 67, assign Mary Harris to the group she needs to access. Using the CTRL and SHIFT keys, select the groups you want to move to the Not Members list box When you re done specifying all the options, click Save on the toolbar. 70 User Management

81 When you expand a name in the list, you can see what groups the user can access. If you select a group under a user s name, attributes for the group appear on the right of the screen. You can edit the group s name and description, specify the group s import rights, specify the enterprises, and add or remove users from the group. Adding an Inactive User An inactive user is an employee who does not use Galaxy, but receives Alert Notifications via . To receive Notifications, the inactive user must have an address defined in User Management. On the toolbar, click the New drop-down list and select User. The attribute fields on the right of the screen are cleared, allowing you to enter the necessary information for the new user. The Enabled check box is selected by default. Deselect it and the employee becomes an inactive user. Note: The Administrator (admin) user must remain enabled. Enter the new employee s user name, full name, default password, and address. Click Save on the toolbar. Deleting a User To delete a user, select one in the list and click Delete on the toolbar. User Management 71

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83 Alert Management Note: This chapter applies only if you ve licensed Vista. Alerts help manage key events related to your enterprise s IT assets, such as contract renewals and password expirations. An Alert generates a reminder a certain number of days prior to the occurrence of the important date. A Notification is the actual reminder that you receive once the Alert has occurred. You can set Alerts to send reminders to the Notification Viewer in Galaxy and the user s address. As a Galaxy Administrator, you can activate, deactivate, edit, and delete Alerts created by all Galaxy users (for complete information about Alerts, see Alerts and Notifications in the Vista User s Guide). To access the Alert Management dialog, click Tools on the menu bar and select Alert Management. The Alert Management dialog appears: Note: The Owner column shows you who created the Alert. Activating and Deactivating Alerts By default, all new Alerts are active. Occasionally you may want to deactivate an Alert (for example, during renegotiation of an agreement, you may want to halt Notifications and wait for revisions to be finalized). An Alert must be active to generate Notifications. If an Alert is inactive, Notifications will not be sent out. 73

84 The Status column of the Alert Management dialog shows if an Alert is active or not. To change the status of an Alert, highlight it and press the Activate or Deactivate button on the toolbar. Editing Alerts Edit an Alert by highlighting it and clicking the Edit button or by double-clicking the Alert. 74 Alert Management

85 The Alert Definition dialog appears: Target Property Condition Value Notification message Displays the name of the associated Entity, Entity type, or Template as defined by Galaxy. To select a new date property (such as Start date or Termination date), click the drop-down arrow in the Property field. Displays a Galaxy-defined date condition (such as Days in advance). To change the amount of days, enter a new number in the Value field. Displays the criteria for the Notification as defined by Galaxy. Alert Management 75

86 Additional message Recipients Enter any comments or additional information into the Additional message field (this field holds a maximum of 2,600 characters). To send Notifications to others, the owner or the Galaxy Administrator must edit the Recipients table. You can send Notifications to active Galaxy users via the Notification Viewer, , or both. People not using Galaxy can receive Notifications via but the client must be installed and configured on the Notification Server and the user s e- mail address must be defined in the Galaxy Notification Server (see Notification Server Activation on page 18 and Managing Individual Users on page 68). To send Notifications to a recipient, locate the person s name in the Recipient table of the Alert and choose the method of delivery by selecting one or both check boxes. If your recipient is not an Enabled Galaxy user, the Galaxy check box will be disabled. If your recipient does not have an address defined in Galaxy (see Managing Individual Users on page 68), the check box will be disabled. Activate/Deactivate Alerts To change the active or inactive status of the Alert, click the Activate or Deactivate button on the toolbar. If the Alert is currently active, only the Deactivate button will be accessible. If the Alert is currently inactive, only the Activate button will be accessible. An Alert must be active to generate Notifications. If an Alert is inactive, Notifications will not be sent out. Deleting Alerts To delete the Alert, click the Delete button on the toolbar. 76 Alert Management

87 Custom Views Spotlight and Vista come with a set of predefined views that you can edit and save under different names. In addition to these predefined views, you can create your own custom views to meet your specific asset management needs. Click the View Management shortcut on the Galaxy Bar. The View Management screen appears: As shown here, the View Management screen displays a detailed list of all views you've defined, as well as predefined views. In addition, this dialog allows you to edit views, create new views, and delete views. 77

88 Creating a Variation of a Predefined View To edit a view, select the view you want in the View Management dialog and click the Open button. The View Details dialog appears: For example, let s say you want to create a variation on the view Software Usage by Hardware. Choose Save As from the File menu. The Save as dialog appears: Enter the name of your new view and click OK. For this example, we will call our new view Software Usage by Configuration. 78 Custom Views

89 The new view now appears in the View Details dialog. You want to add some entities to the tree, delete some others that appear by default, rearrange the order slightly, add properties to the list view, and add a filter that will be saved with the view. Use the Tree tab to add or remove entities and set the hierarchy for the tree portion of the view. Click in the Description text box and edit the description of the view. For example, Software inventory, sorted by configurations, with usage. (A view must have a description.) Remove Installed Hardware Product from the view by selecting it in the Selected Entities box and clicking the left arrow button. Installed Hardware Product is moved to the Available Entities box. Custom Views 79

90 Do the same for Partition and Company. The Selected Entities box now contains only Enterprise, Location, and Configuration. These will be the only entities to appear in the tree. You can add up to ten entities to the tree. Now you want to add the Last Encountered date to the list portion of the view. (The list portion of the view presents properties for the selected entity in the tree.) Click the List tab. Add Last Encountered to the view by selecting it in the Available Properties box and clicking the right arrow button. Last Encountered is moved to the Selected Properties box. 80 Custom Views

91 In the list portion of the view, you ll want Last Encountered to appear before Total Activity. To move its position in the list, select Last Encountered and click the up arrow until it appears where you want. Last Encountered now appears before Total Activity. Adding a Filter to a View You may want to add a filter that shows product usage greater than 50. Click the Filter button on the View Details dialog. The filter dialog appears: Select the appropriate criteria and click Add to List and then OK. The view now has a filter that will be applied whenever you access the view. Custom Views 81

92 When you re satisfied with the entities, properties, and filters of the view and their order, click one of the following: Save and Close The view is saved and you return to the View Management dialog. Save and New The view is saved and you remain in the View Details dialog. After you ve saved it, your new view appears in the View Management dialog. In the Views window, your new view will appear under My Views. It looks like this: 82 Custom Views

93 The view shows the name of the Installed Software Product, Last Encountered date, and Total activity of any product with usage greater than 50. Creating a New View Click the New button in the View Management dialog. The View Details dialog appears. To add a new view, you need to enter a name and description and add and arrange the order of the entities that should be in the tree. In this example, company and partition. Next, click the List tab to select the entity that will go in the list. Click the List entity dropdown and select the entity you want. In this example, it will be Installed Software Product. You can then add any additional properties and any filters that you will save with the view. Click Save and Close. Custom Views 83

94 Deleting a View To delete a view, select the view you want to delete from the View Management dialog and click the Delete button. Optionally, you can delete a view you are editing by clicking the Delete button from within the View Details dialog. Note: Predefined views cannot be deleted. 84 Custom Views

95 Template and Property Management Note: This chapter applies only if you ve licensed Vista. It assumes that you re already familiar with the terms entities, properties, and templates as they pertain to Galaxy. (These terms are defined and discussed in more detail in both the Spotlight User s Guide and the Vista User s Guide.) Working with the Master Property List The Master Property List is a list of every property defined for Galaxy. This includes both predefined properties and properties you define. The Master Property List dialog allows you to create new master properties, view and edit master properties, and delete master properties. To display the Master Properties dialog, click the Master Property List shortcut on the Galaxy Bar. The following window appears. Note: Some predefined properties cannot be edited or deleted. If you select such a property in the list, the Save, Save As, and Delete buttons on the toolbar become inactive. 85

96 Creating and Editing Master Properties Among the records that your company keeps in Galaxy are the names and contact information for people associated with your IT assets. These contacts may include hardware vendors, software vendors, technical support representatives, or sales staff. To help you record information about these contacts, Galaxy contains four predefined properties that fall under the Contact category: , Fax, Telephone, and URL. But what if your contacts spend much of their time on the road, during which time they can be reached only by cellular phone? In addition to their office telephone numbers, you ll also want to record their cell phone numbers in the same place you store their addresses, their fax numbers, and everything else. First, you ll need to create a new master property: Cell Phone Number. In the Master Property List dialog, click the New Property button. The text boxes of the Master Property List dialog are now blank, and you can start creating your new property. 86 Template and Property Management

97 Click in the Property text box and enter the name of your new property. Click in the Description text box and enter a description of your new property. The description appears at the bottom of the Property Viewer when you select the property. Select Contact from the Category drop-down list. This is the category that your new property falls under. If the property you re creating doesn t fit into any of Galaxy s predefined categories, you can create a new category by clicking the Category button. See page 89 for instructions. Select Telephone Number from the Data type drop-down list. Note: When you select certain data types, additional fields appear in the dialog, prompting you to specify additional options. See Specifying a Property s Data Type on page 95 for more information. If you create a property with a data type of List, see page 90 for complete instructions. Template and Property Management 87

98 Also make sure the Editable check box is selected, which is the default. This ensures that your end users will be able to edit phone numbers when they change. Because not all contacts will have a cellular phone number, leave the Required check box deselected. Click the Save button. Your new property is saved. Cell Phone Number now appears in the Master Property List. If you select the Categorized tab, you ll see it listed with the other Contact properties. 88 Template and Property Management

99 Creating Categories of Properties In the previous section you created a new property. On page 87, you specified the category the new property should belong to. But what if you want to create a new category? Click the Category button. The Define Categories dialog opens. Click the New Category button. The dialog is cleared, allowing you to create the new category and give it a description. Enter a name and a description for the new category. When you are satisfied, click the Save button. The dialog remains open and the Save button is disabled. If you make further edits to the name or description, the button becomes active again. Click the Close button to return to the Master Property List dialog. Template and Property Management 89

100 Creating and Editing User-Defined Lists and List Values When the data type of a Galaxy Master Property is List, it means that when users edit the values for that property, they do so by selecting from two or more choices in a drop-down list. For example, the property Agreement Status is, by default, a List data type. So when users edit the value for Agreement Status, they select a value from a drop-down list. By default, the status for an agreement can be one of four things: Executed, Inactive, Legal Review, or Pending Signing. So when a user specifies what the status of an agreement is, they select one of those four choices from a drop-down list, as shown below. As the Galaxy administrator, you can create and edit these lists and list values via the Master Property List dialog. For example, the property City is, by default, a text data type. That means that users must manually type in the name of the city when editing this value. But suppose you want a list of cities to use when entering company and contact information. For this example, we will use only three: Minneapolis, Philadelphia, and Schenectady. To make it easier to fill in this value, and to prevent any misspellings on the part of your users, you can change City s data type to List and create a drop-down list that contains Minneapolis, Philadelphia, and Schenectady. To do this, start by selecting City in the Master Property List: 90 Template and Property Management

101 In the Data type drop-down list, select List. When List is the data type, two new attribute fields appear: List name and List values. Click the Define List button. The Define List dialog appears. Template and Property Management 91

102 Click in the List name text box and enter a name for the list. Then, click in the List values text box, enter Minneapolis, and click the Insert button. Minneapolis is added to the list. 92 Template and Property Management

103 Repeat these steps for Philadelphia and Schenectady. When you are done, click the Save button. Click the Close button. When you return to the Master Property List dialog, select the list you ve just created (Acme Domestic Locations) from the List name drop-down list. Template and Property Management 93

104 Click Save on the toolbar. When your users need to specify a City in Property Viewer, they will be able to select one from a drop-down list, like below. 94 Template and Property Management

105 Specifying a Property s Data Type When you create or edit a property in the Master Property List dialog, among the options you set is the data type. This determines how the user will enter and edit values for the property. When you select certain data types from the drop-down list, additional fields appear in the dialog, prompting you to specify additional options. The previous section explains what to do when the data type is List. This section explains what to do when you select other data types that require you to specify additional information. Currency When you select Currency as the property s data type, the Aggregation drop-down list near the bottom of the screen becomes active. Template and Property Management 95

106 This defines the aggregation method used for a property when you select one or more items in the tree view or list view. For example, suppose you ve specified Average as the aggregation method for the property Total Activity. When you select multiple installed software products in the list, the Property Viewer displays the average total activity for all the products you ve selected. Entity Lookup When you select Entity Lookup as the data type, the Template type selection list appears. Select template types by clicking the check boxes. The template type(s) you select determines what entity the user will have to choose from when entering a value for the property. For example, the predefined property Negotiator, which appears in various Agreement templates, has a data type of Entity Lookup. If you select Negotiator in the Master Property List dialog, you ll see that Employee is the selected template type. This means that when users fill in a value for the Negotiator property, they do so by selecting from a list of Employees defined in Galaxy. For properties whose data type is Entity Lookup, the user can select only one entity. Here the user can select only one Employee. 96 Template and Property Management

107 Entity Lookup List When you select Entity Lookup List as the data type, the Entity type drop-down list and Template type selection box appear. The entity type and template type(s) you select determine what entities the user will have to choose from when entering a value for the property. For example, the predefined property Contractual hardware has a data type of Entity Lookup List. If you select Contractual hardware in the Master Property List dialog, you ll see that its entity type is Installed Hardware Product and its template type is Mainframe. This means that when users fill in a value for the Contractual hardware property, they do so by selecting from a list of mainframes defined in Galaxy. For properties whose data type is Entity Lookup List, the user can select multiple entities. Here the user can select multiple CPUs. Template and Property Management 97

108 Number and Unit When you select Number and Unit as the data type, an additional field labeled Unit appears, and the Aggregation drop-down list near the bottom of the screen becomes active. Click in the Unit text box and enter a unit, and select an aggregation method from the Aggregation dropdown list (Average, Maximum, Minimum, or Sum). For example, the predefined property MIPS has a data type of Number and Unit. If you select MIPS in the Master Property List dialog, you ll see that the Unit specified is MIPS and the aggregation method is Sum. This means that when a user enters a value for MIPS and presses enter, the word MIPS appears automatically next to the value in the Property Viewer cell. Sum defines the aggregation method used for the property when you select one or more items in the tree view or list view. For example, suppose you ve specified Average as the aggregation method for the property Total Activity. When you select multiple installed software products in the list, the Property Viewer displays the average total activity for all the products you ve selected. 98 Template and Property Management

109 Number When you select Number as the property s data type, the Aggregation drop-down list near the bottom of the screen becomes active. Working with the Templates Window In addition to Galaxy's predefined templates, you can create your own custom templates to meet your organization's particular asset management needs. Click the Template Management shortcut on the Galaxy Bar. The Templates window appears: As shown here, the Templates window displays a detailed list of the templates you've defined, as well as Galaxy's predefined templates. (See Appendix A for a complete list of predefined templates.) In addition, this window allows you to create new templates, edit and rename existing templates, and delete templates. To exit this window, click a shortcut for another function, such as Views, on the Galaxy Bar. Template and Property Management 99

110 Creating New Templates When you create a new entity in Galaxy (Agreement, Organization, Event, etc.) you do so by filling out a form, or template, in the New dialog. Each template contains a unique set of properties that users record information about. Galaxy is shipped with a set of predefined templates, which are listed in Appendix A. Each entity in Galaxy has at least one template associated with it. For example, there are several templates associated with the entity Agreement because there are several different types of agreements that users might want to enter into Galaxy (hardware lease, software purchase, software CPU license, etc.) Each template represents a type of agreement. Organization is one of those entities for which there are multiple templates. The three predefined templates for Organization represent three different types of organizations that users typically record information about. They are Department, Division, and Internal Company. But suppose your company just started contracting work to an outsourcer. Your Galaxy users need to start storing and viewing information about outsourcers. You ll need to create a new template. First, from the File menu, click New and select Organization. 100 Template and Property Management

111 The Selected Properties dialog appears. It lists all the properties that you can add to the template, and all the properties that are already part of the template. The Default column in the list refers to the default value of the property. The Common column in the list indicates whether the property is specific to that template type or common to all templates types for the entity. If selected, the property will be added to all templates for the entity type. Deselecting the Common option does not remove the property from other templates. By default, common is not selected. Click in the Template type text box and enter Outsourcer. Template and Property Management 101

112 Your outsourcer does not have a fax number. So remove the property Fax from the template by selecting it in the list and clicking the left arrow button. You don t intend to record any comments for your outsourcers, so repeat these steps for the property. Now you want to add some properties to this template that are not included by default. But before you begin, click the Categorized tabs above each property list. These list the properties by category, which makes a property easier to find when you re not sure of what its exact name is. Note: Properties that fall under the category cannot be added or removed from a template. 102 Template and Property Management

113 Now, among the things you ll want to enter when you create a new record of an outsourcer are the employees in your company who ll be working with the outsourcer, for example, members of the MIS department. This means you ll need to add the property Contacts to the Outsourcer template. In the Available Properties list, scroll down below the category, select Contacts, and click the right arrow button. The property is added to the template. You ll also want to note which department in your company is working with the outsourcer. So under the Cost category, select the Cost Center property and click the right arrow button to add it to the list. Note: If you select a category, such as Cost or Contact, and add or remove it, every property within that category is either added or removed from the template. Now that you ve added the properties you want in the template, and removed those you don t, you ll want to re-order some properties. You can re-order the properties in the template by dragging and dropping either individual properties, or entire categories of properties. Template and Property Management 103

114 For example, select on the Categorized tab and drag it up above Address. The horizontal line indicates where the category is being dropped. Now the properties appear at the top of the template. When you are satisfied with the properties you have specified for your template and the order of the properties, click one of the following options on the toolbar. Save and Close Save and New The template is saved and you return to the Template window, which now lists the template you've just created. The template is saved and you remain in the Template Details dialog, which is cleared allowing you to create another template. 104 Template and Property Management

115 Editing an Existing Template To edit an existing template, select a template in the Templates window and click the Open button on the toolbar. The Selected Properties dialog appears: As described in Creating New Templates on page 100, edit the template's name as desired, add and remove properties, reorder them, and click either Save and Close or Save and New when finished. Deleting Templates To delete a template, select the template you want to delete from the Templates window and click the Delete button on the toolbar. Optionally, you can delete a template you are editing by clicking the Delete button from within the Template Details dialog. Template and Property Management 105

116

117 Appendix A: Template Properties Each Galaxy entity consists of at least one predefined template. This appendix lists the templates for each entity, and the properties contained in those templates Spotlight Cataloged Hardware Product Template Mainframe Vendor Installed Hardware Products The company that sells the item Hardware products that are installed in the Enterprise UNIX Computer Vendor Installed Hardware Products Assets Technical Model Operating system Alias The company that sells the item Hardware products that are installed in the Enterprise Software or hardware products for which you have an agreement The hardware model number Describes the operating system running on the Partition or the operating system required to run the Software Product An alternative name for the item Windows Machine Installed Hardware Products Vendor Hardware products that are installed in the Enterprise The company that sells the item 107

118 Assets Technical Model Memory Operating system Windows HW First MPU Type First MPU Speed First MPU Serial Number Device Type MPUs Total MHz Software or hardware products for which you have an agreement The hardware model number The memory installed on the hardware product Describes the operating system running on the Partition or the operating system required to run the Software Product Type or family of the MPU Measurement in MHz of the MPU speed Uniquely identifies an MPU The specific type of device (for example, desktop or laptop) A total of all the MPUs residing in the PC computer A total of the MHz speed of the machine Alias An alternative name for the item Cataloged Software Product Templates Mainframe Software Note: A Spotlight user cannot create a new Cataloged Software Product item. Distiller Import Unrecognized Product Cataloged Software Products Cataloged Software Product Vendor Installed Software Products Distiller import Soft Product ID Indicates if Soft does not recognize the product Generic descriptions of software products Generic description of a software product The company that sells the item Software products that are installed on a designated partition The product identifier assigned by Soft 108 Appendix A: Template Properties

119 Announcement letters Link to product announcement information on the Web Mainframe Software Version Group Distiller Import Software Version Group ID Vendor Cataloged Software Product Installed Software Products Cataloged Software Products The version group identifier assigned by Soft. The company that sells the item Generic description of a software product Software products that are installed on a designated partition Generic descriptions of software products UNIX Software Distiller Import Unrecognized Product Cataloged Software Products Vendor Cataloged Software Product Assets Technical Distribution medium Operating system Function Indicates if Soft does not recognize the product Generic descriptions of software products The company that sells the item Generic description of a software product Software or hardware products for which you have an agreement The format in which the product is distributed Describes the operating system running on Describes the software product s general function Appendix A: Template Properties 109

120 UNIX Software Version Group Distiller Import Software Version Group ID Vendor Cataloged Software Products Cataloged Software Product Assets Installed Software Products The version group identifier assigned by Soft. The company that sells the item Generic descriptions of software products Generic description of a software product Software or hardware products for which you have an agreement Software products that are installed on a designated partition Windows Software Assets Cataloged Software Products Installed Software Products Cataloged Software Product Vendor Distiller import Soft Product ID Technical Version Windows Software SW Product ID Software or hardware products for which you have an agreement Generic descriptions of software products Software products that are installed in a designated location Generic description of a software product The company that sells the item The product identifier assigned by Soft The vendor s version number for the product Unique identifier of a software product and version 110 Appendix A: Template Properties

121 Cluster Template Sysplex LPAR Identifies the item Company Template Company Note: A Spotlight user cannot create a new Company item. Distiller import Soft Vendor URL Unrecognized Product Cataloged Software Products Cataloged Hardware Products Company Hardware vendor? Software vendor? Usage Soft Vendor ID The Company s Web site address as reported by the Soft Distiller Indicates if Soft does not recognize the product Generic descriptions of software products Generic descriptions of hardware products An external organization that is related to the assets in the enterprise Indicates if the vendor manufacturers hardware products Indicates if the vendor manufacturers software products Distiller Vendor ID from Distiller Configuration Template Mainframe Appendix A: Template Properties 111

122 Location Installed Hardware Products A physical location within an enterprise. Generally a place or site. Hardware products that are installed in the Enterprise Enterprise Template Enterprise Note: A Galaxy user cannot create a new Enterprise item. Installed Hardware Product Template Mainframe Configuration Cataloged Hardware Product Partitions Group of installed hardware Generic description of a hardware product The Partitions related to the item UNIX Computer Distiller Import Hostname Running Operating System Configuration Cataloged Hardware Product Hardware asset Last surveyed hostname Operating system version Group of installed hardware Generic description of a hardware product The Hardware asset that the item is part of 112 Appendix A: Template Properties

123 Partition Installation Date installed Installer Serial number Organization responsible Alias System Admin Technical Processor Count Memory Processor Disk Space A segment of the operating system that contains a logical grouping of software products The date the product was installed The name of the person who installed the item The unique identifier assigned by the vendor of the product The responsible internal Organization An alternative name for the item The name of the system administrator The number of processors The memory installed on the hardware product The type of chip in a PC or server The size of the hard drive Windows Machine Hardware Asset Cataloged Hardware Products Owner Device Type Installation Serial Number The Hardware asset that the item is part of Generic descriptions of hardware products Owner of the installed hardware The specific type of device (for example, desktop or laptop) The serial number Technical Model Operating system Memory The hardware model number Describes the operating system running on the Partition or the operating system required to run the Software Product The memory installed on the hardware product Windows HW First MPU Type Type or family of the MPU Appendix A: Template Properties 113

124 Total MHz First MPU Serial Number First MPU Speed Hardware Parent Tag Hardware Asset Tag MPUs Device Type A total of the MHz speed of the machine Uniquely identifies an MPU Measurement in MHz of the MPU speed The hardware asset tag of the equipment that this asset is associated with. Uniquely identifies the hardware asset that the software is discovered on. Affixed to the specific equipment. A total of all the MPUs residing in the PC computer The specific type of device (for example, desktop or laptop) Department Alias The department that the hardware asset owner/user belongs to An alternative name for the item Installed Product Location Template Installed Library Note: A Spotlight user cannot create a new Installed Library item. Usage First encountered Last encountered Usage start date Usage end date Total Activity Batch Jobs Started Tasks TSO uses Average link date Last link date Last zap date Module count The first day that the product was inventoried as reported by the Soft Surveyor The last day that the product was inventoried as reported by the Soft Surveyor The start date of the usage period The end date of the usage period The sum of Batch jobs, Started tasks, and TSO uses The number of jobs submitted as reported by Soft Distiller The number of uses by started tasks The number of times the product was used by a time share user The average link date The last date the module was processed by the Linkage Editor The last date that the IBM ZAP utility was executed The number of modules for a product found in a library by the Surveyor 114 Appendix A: Template Properties

125 Modification FMIDs Release Volser LPA/Link list indicator Library deleted Technical Version The modification level of the software as reported by Soft The number of FMIDs in a product The release level of the software as reported by Soft Volser Indicates if the library is part of the LPA, Link List, or neither Indicates if the library was deleted or renamed The vendor s version number for the product Installed Path Distiller Import Full Path Name The full path name Installed Software Product Template Mainframe Software Note: A Spotlight user cannot create a new Installed Software Product item. Distiller Import Unrecognized Product Indicates if Soft does not recognize the product Product Enablement Status Product Feature Code Partition Libraries Cataloged Software Product Usage First encountered Last encountered Usage start date Usage end date Total Activity Indicates if product is enabled IBM product enablement feature code of the product A segment of the operating system that contains a logical grouping of software products Logical representation of where the software product resides Generic description of a software product The first day that the product was inventoried as reported by the Soft Surveyor The last day that the product was inventoried as reported by the Soft Surveyor The start date of the usage period The end date of the usage period The sum of Batch jobs, Started tasks, and TSO uses Appendix A: Template Properties 115

126 Batch Jobs Started Tasks TSO uses The number of jobs submitted as reported by Soft Distiller The number of uses by started tasks The number of times the product was used by a time share user UNIX Software Distiller import Soft Product ID Unrecognized Product Partition Cataloged Software Product Partition Software asset Installation Date installed Installer The product identifier assigned by Soft Indicates if Soft does not recognize the product Generic description of a software product The partitions related to the item The Software asset that the item is part of The date the product was installed The name of the person who installed the item Windows Software Cataloged Software Product Software asset Owner Department Windows Software SW Product ID Generic description of a software product The Software asset that the item is part of Owner of the installed software The department that the software owner/user belongs to Unique identifier of a software product and version 116 Appendix A: Template Properties

127 SW Asset Tag Uniquely identifies the software asset Installed User Group Template Installed User Group Note: A Spotlight user cannot create an Installed User Group item. Usage First encountered The first day that the product was inventoried as reported by the Soft Surveyor Last encountered Usage start date Usage end date Total activity Batch Jobs Started Tasks TSO uses Location Templates The last day that the product was inventoried as reported by the Soft Surveyor The start date of the usage period The end date of the usage period The sum of Batch jobs, Started tasks, and TSO uses The number of jobs submitted as reported by Soft Distiller The number of uses by started tasks The number of times the product was used by a time share user Building Location Sub-locations Configurations A physical location within an enterprise. Generally a place or site. The sub-locations related to the item Groups of installed hardware City Location Sub-locations Configurations A physical location within an enterprise. Generally a place or site. The sub-locations related to the item Groups of installed hardware Appendix A: Template Properties 117

128 Country Location Sub-locations Configurations A physical location within an enterprise. Generally a place or site. The sub-locations related to the item Groups of installed hardware Floor Location Sub-locations Configurations A physical location within an enterprise. Generally a place or site. The sub-locations related to the item Groups of installed hardware Region Location Sub-locations Configurations A physical location within an enterprise. Generally a place or site. The sub-locations related to the item Groups of installed hardware Room Location A physical location within an enterprise. Generally a place or site. 118 Appendix A: Template Properties

129 Sub-locations Configurations The sub-locations related to the item Groups of installed hardware State Location Sub-locations Configurations A physical location within an enterprise. Generally a place or site. The sub-locations related to the item Groups of installed hardware Street Location Sub-locations Configurations Street Address 1 Street Address 2 Zip/Postal Code A physical location within an enterprise. Generally a place or site. The sub-locations related to the item Groups of installed hardware Street 1 from the Soft for UNIX Target installation screen prompt. Street 2 from the Soft for UNIX Target installation screen prompt. Zip/Postal code from the Soft for UNIX Target installation screen prompt. Generic Location Sub-locations Configurations A physical location within an enterprise. Generally a place or site. The sub-locations related to the item Groups of installed hardware Appendix A: Template Properties 119

130 Location Description Description of the location Partition Template LPAR Distiller import Soft Distiller identifier Installed Hardware Product Cluster Installed Software Products Installation Defined capacity unit Defined capacity Enterprise, Location, and System (LPAR) names entered into the Soft Distiller and used for mapping to an LPAR A hardware product that is installed in the Enterprise A group of Partitions Software products that are installed on a designated partition The unit measure for the LPAR capacity User defined capacity value of a server (LPAR) for a specified workload Domain Distiller import Running Operating System Installed Hardware Product Installed Software Product Operating system version A hardware product that is installed in the Enterprise Software products that are installed on a designated partition 120 Appendix A: Template Properties

131 Partition Distiller import Running Operating System Installed Hardware Product Installed Software Product Operating system version A hardware product that is installed in the Enterprise Software products that are installed on a designated partition Logical Partition Distiller import Running Operating System Installed Hardware Product Installed Software Product Operating system version A hardware product that is installed in the Enterprise Software products that are installed on a designated partition Vista Agreement Templates Hardware Lease Contractual Commencement date Termination date Negotiator Agreement status Agreement number The commencement date of the agreement The termination date of the agreement The person who negotiated the agreement The current status of the agreement The number of the agreement Appendix A: Template Properties 121

132 Agreement location Organization Company Addenda Asset groups Profile Asset status Terms and Conditions Assignability notice Cancellation notice Certificate of Early termination End of lease purchase Late payment penalty Vendor discount Warranty period Related agreements File attachments The physical location of the agreement The Organization that the item is part of An external organization that is related to the assets in the i The addenda related to the Agreement The Asset groups related to the item The current activity status of the asset The notice period required to assign any part of the agreement The time required to cancel the agreement Certification of hardware acceptance Describes the costs and terms required to terminate the agreement i h dd The terms to purchase equipment at the end of the lease period. The percent charged for late payment A discount offered by the vendor for signing a maintenance The period of time that the product is covered by warranty. Other agreements related to this agreement A list of files or scanned images 122 Appendix A: Template Properties

133 Hardware Maintenance Contractual Commencement date Termination date Negotiator Agreement status Agreement number Agreement location Company Asset Groups Addenda Organization Terms and Conditions Early termination Late payment penalty Additional product discounts Cancellation notice Warranty period Vendor discount Service coverage Maintenance cancellation notice Maintenance response time Related agreements File attachments The commencement date of the agreement The termination date of the agreement The person who negotiated the agreement The current status of the agreement The number of the agreement The physical location of the agreement An external organization that is related to the assets in the enterprise The Asset groups related to the item The addenda related to the Agreement The Organization that the item is part of Describes the costs and terms required to terminate the agreement prior to the end date The percent charged for late payment Discounts granted for additional products purchased The time required to cancel the agreement The period of time that the product is covered by warranty. A discount offered by the vendor for signing a maintenance agreement. The availability of maintenance support The minimum amount of notice required to cancel maintenance on a product governed under the agreement The maximum amount of time allotted for the Maintenance provider to respond to a problem Other agreements related to this agreement A list of files or scanned images Hardware Purchase Contractual Appendix A: Template Properties 123

134 Negotiator Commencement date Termination date The person who negotiated the agreement The commencement date of the agreement The termination date of the agreement Agreement status Agreement number Agreement location Company Asset Groups Addenda Organization Terms and Conditions Additional product discounts Late payment penalty Vendor discount Warranty period Related agreements File attachments The current status of the agreement The number of the agreement The physical location of the agreement An external organization that is related to the assets in the enterprise The Asset groups related to the item The addenda related to the Agreement The Organization that the item is part of Discounts granted for additional products purchased The percent charged for late payment A discount offered by the vendor for signing a maintenance agreement. The period of time that the product is covered by warranty. Other agreements related to this agreement A list of files or scanned images Hardware Schedule Contractual Agreement number Commencement Date Termination Date Negotiator Agreement Status Organization The number of the agreement The commencement date of the agreement The termination date of the agreement The person who negotiated the agreement The current status of the agreement The Organization that the item is part of 124 Appendix A: Template Properties

135 Company Addenda Asset Groups Related Agreements File Attachments Terms and Conditions Warranty Period An external organization that is related to the assets in the enterprise The addenda related to the Agreement The Asset groups related to the item Other agreements related to this agreement A list of files or scanned images The period of time that the product is covered by warranty. Order Form Contractual Negotiator Commencement date Agreement number Termination date Agreement status Agreement location Costs Cost to transfer to other territory Cost to transfer to other platform Cost to transfer to other DB Addenda Company Organization Asset groups Related agreements File attachments Terms and Conditions The person who negotiated the agreement The commencement date of the agreement The number of the agreement The termination date of the agreement The current status of the agreement The physical location of the agreement Cost to transfer an application to another territory. Cost to transfer an application to another platform. Cost to transfer an application to another DB. The addenda related to the Agreement An external organization that is related to the assets in the enterprise The Organization that the item is part of The Asset groups related to the item Other agreements related to this agreement A list of files or scanned images Appendix A: Template Properties 125

136 Divestiture rights Divestiture time period Right to use tied to maintenance Disaster recovery notification notification Type Designates Source code Transfer to other territory Use rights Affiliate use Transfer to other platform Terms and pricing confidential Territory Transfer to other DB provision Acceptance? Additional product discounts Warranty period Cancellation notice Early Termination Late payment penalty Additional training discounts? License perpetuity Maintenance Cancellation Notice Ability to sell off a subsidiary or affiliate and have that entity use the software under a new owner. Indicates how long the new owner of a subsidiary or affiliate can use the software. Indicates if maintenance is required in order for license to remain in effect Indicates if copies of the software can be used in the event of a disaster. Indicates the number of days that a user has to satisfy the compliant violation. Indicates the type of notification required from the vendor for an audit. Licensees customers, suppliers, vendors and other external parties that Licensee may provide with a right to use the licensed vendor's software modules pursuant to the Agreement. Indicates if Licensee has rights to source code Type of notice required to transfer an application to another territory. Indicates internal business vs. external processing rights Describes subsidiaries and/or affiliates who may use the software Type of notice required to transfer an application to another platform, for example, hardware or operating system. Indicates if the terms and pricing are confidential. The territory in which Licensee may use the software. Type of notice required to transfer an application to another DB. Periodic audit report required on product usage. Software license agreement is deemed accepted after trial period Discounts granted for additional products purchased The period of time that the product is covered by warranty. The time required to cancel the agreement. Describes the costs and terms required to terminate the agreement prior to the end date. The percent charged for late payment. Indicates if training discounts are available for additional products purchased Indicates whether this is a perpetual or term license. The minimum amount of notice required to cancel maintenance on a product governed under the agreement. 126 Appendix A: Template Properties

137 Complaint Timeframe License assignability notice? License portability Maintenance cap License assignability? Software CPU Contractual Commencement date Termination date Negotiator Contractual CPUs Agreement status Agreement location Agreement number Company Organization Addenda Asset groups Terms and Conditions Acceptance? Additional product discounts Additional training discounts? due date provision Cancellation notice Early termination Late payment penalty License assignability notice License assignability? Indicates the number of days that a user has to satisfy the compliant violation. Indicates the number of days that a user has to satisfy the compliant violation. Indicates if the license allows the software to be moved. Indicates if the license allows the software to be moved. Indicates if you have the right to sell the license to a third party. The commencement date of the agreement The termination date of the agreement The person who negotiated the agreement The CPUs where the software can be installed according to the agreement. The current status of the agreement The physical location of the agreement The number of the agreement An external organization that is related to the assets in the enterprise The Organization that the item is part of The addenda related to the Agreement The Asset groups related to the item Software license agreement is deemed accepted after trial period Discounts granted for additional products purchased Indicates if training discounts are available for additional products purchased The date that the software audit is due. Periodic audit report required on product usage. The time required to cancel the agreement. Describes the costs and terms required to terminate the agreement prior to the end date. The percent charged for late payment. The amount of notice required to assign any part of the license. Indicates if you have the right to sell the license to a third party. Appendix A: Template Properties 127

138 License perpetuity License portability Maintenance cancellation notice Maintenance cap Warranty period Related agreements File attachments Software Enterprise Contractual Commencement date Termination date Negotiator Contractual enterprise Agreement status Agreement location Agreement number Company Organization Addenda Asset groups Terms and Conditions Acceptance? Additional product discounts Additional training discounts? provision Cancellation notice Indicates whether this is a perpetual or term license. Indicates if the license allows the software to be moved. The minimum amount of notice required to cancel maintenance on a product governed under the agreement. The percentage that maintenance costs are permitted to increase per annum. The period of time that the product is covered by a warranty. Other agreements related to this agreement A list of files or scanned images The commencement date of the agreement The termination date of the agreement The person who negotiated the agreement The enterprise where the software can be installed according to the agreement. The current status of the agreement The physical location of the agreement The number of the agreement An external organization that is related to the assets in the enterprise The Organization that the item is part of The addenda related to the Agreement The Asset groups related to the item Software license agreement is deemed accepted after trial period Discounts granted for additional products purchased Indicates if training discounts are available for additional products purchased Periodic audit report required on product usage The time required to cancel the agreement. 128 Appendix A: Template Properties

139 Early termination License assignability notice License assignability? License portability Maintenance cap Warranty period License perpetuity Maintenance cancellation notice Related agreements File attachments Describes the costs and terms required to terminate the agreement prior to the end date. The amount of notice required to assign any part of the license. The amount of notice required to assign any part of the license. Indicates if the license allows the software to be moved. The percentage that maintenance costs are permitted to increase per annum. The period of time that the product is covered by warranty. Indicates whether this is a perpetual or term license. The minimum amount of notice required to cancel maintenance on a product governed under the agreement. Other agreements related to this agreement A list of files or scanned images Software Maintenance Contractual Commencement date Agreement number Termination date Negotiator Agreement status Costs Additional site cost Additional server cost Addenda Company Organization Asset groups Related agreements File attachments The commencement date of the agreement The number of the agreement The termination date of the agreement The person who negotiated the agreement The current status of the agreement The cost to support an additional site. The cost to support an additional server. The addenda related to the Agreement An external organization that is related to the assets in the enterprise The Organization that the item is part of The Asset groups related to the item Other agreements related to this agreement A list of files or scanned images Appendix A: Template Properties 129

140 Terms and Conditions Support server Support site Technical support Service level response times Service levels Specific organization support team Updates Version support Web support Telephone coverage (time) Telephone service type coverage Terms and pricing confidential Designated support team Enhancements Fixes Warranty period Maintenance cancellation notice Credits and conversions Maintenance renewal The number of servers support. The number of sites supported. Notes on technical support. Defines the severity levels for support calls and their associated response time. Describes the different service levels offered The name of the support team must be specified. Indicates if maintenance includes updates. Indicates the terms for supporting back versions. That is, how many back versions for how long. Indicates if the user can request support over the Web. Indicates the type of service coverage by phone, for example, Gold, Basic, etc. Indicates the type of service coverage by phone, for example, Gold, Basic, etc. Indicates if the terms and pricing are confidential. Indicates if the organization has a dedicated support team. Indicates if maintenance includes enhancements Indicates if maintenance includes fixes. The period of time that the product is covered by warranty. The minimum amount of notice required to cancel maintenance on a product governed under the agreement Describes the terms for credits and conversions. For example, a discount may be offered for existing licensed users when upgrading to a new version versus licensing new users. Indicates the terms for when maintenance can be renewed. New releases Indicates if maintenance includes new releases. For example, 3.2 is release 2. New versions Indicates if maintenance includes new versions. For example 3.2 is version 3. In-production telephone coverage (time) Maintenance fee terms Maintenance reinstatement Indicates the type of service coverage by phone when the application is in production. Describes the maintenance fee schedule. Describes the maintenance fees involved for re-instating software. 130 Appendix A: Template Properties

141 Software Named User Contractual Commencement date Termination date Negotiator Contractual hardware Agreement status Agreement location Agreement number Company Organization Addenda Asset groups Terms and Conditions Terms and Pricing Confidential? Acceptance? Additional product discounts Additional training discounts? due date provision Cancellation notice Early termination Late payment penalty License assignability notice License assignability? License perpetuity License portability Maintenance cancellation notice Maintenance cap The commencement date of the agreement The termination date of the agreement The person who negotiated the agreement The current status of the agreement The physical location of the agreement The number of the agreement An external organization that is related to the assets in the enterprise The Organization that the item is part of The addenda related to the Agreement The Asset groups related to the item Indicates if the terms and pricing are confidential. Software license agreement is deemed accepted after trial period Discounts granted for additional products purchased Indicates if training discounts are available for additional products purchased The date that the software audit is due Periodic audit report required on product usage The time required to cancel the agreement. Describes the costs and terms required to terminate the agreement prior to the end date. Late payment penalty The amount of notice required to assign any part of the license. The amount of notice required to assign any part of the license. Indicates whether this is a perpetual or term license. Indicates if the license allows the software to be moved. The minimum amount of notice required to cancel maintenance on a product governed under the agreement. The percentage that maintenance costs are permitted to increase per annum. Appendix A: Template Properties 131

142 Warranty period Related agreements File attachments Windows S/W Contract Asset Tag Software Schedule Contractual Agreement number Commencement date Termination date Negotiator Agreement status Organization Company Addenda Asset groups Terms and Conditions Warranty period Software Server Contractual Commencement date Termination date Negotiator Concurrent users Agreement status Agreement location Agreement number The period of time that the product is covered by warranty. Other agreements related to this agreement A list of files or scanned images Link between discovered hardware asset tags and discovered software asset tags. The number of the agreement The commencement date of the agreement The termination date of the agreement The person who negotiated the agreement The current status of the agreement The Organization that the item is part of An external organization that is related to the assets in the enterprise The addenda related to the Agreement The Asset groups related to the item The period of time that the product is covered by warranty. The commencement date of the agreement The termination date of the agreement The person who negotiated the agreement The number of concurrent users that can run the software according to the agreement The current status of the agreement The physical location of the agreement The number of the agreement 132 Appendix A: Template Properties

143 Company Asset groups Addenda Organization Terms and Conditions Total connected servers Terms and pricing confidential? Acceptance? Additional product discounts Additional training discounts? due date provision Cancellation notice Late payment penalty License assignability? License perpetuity License assignability notice License portability Warranty period Maintenance cancellation notice Maintenance cap Windows S/W Contract Asset Tag Related agreements File attachments An external organization that is related to the assets in the enterprise The Asset groups related to the item The addenda related to the Agreement The Organization that the item is part of The number of licensed connected servers. Indicates if the terms and pricing are confidential. Software license agreement is deemed accepted after trial period Discounts granted for additional products purchased Indicates if training discounts are available for additional products purchased The date that the software audit is due. Periodic audit report required on product usage. The time required to cancel the agreement. The percent charged for late payment. Indicates if you have the right to sell the license to a third party. Indicates whether this is a perpetual or term license. The amount of notice required to assign any part of the license. Indicates if the license allows the software to be moved. The period of time that the product is covered by warranty. The minimum amount of notice required to cancel maintenance on a product governed under the agreement. The percentage that maintenance costs are permitted to increase per annum. Link between discovered hardware asset tags and discovered software asset tags. Other agreements related to this agreement A list of files or scanned images Appendix A: Template Properties 133

144 Software Site Contractual Commencement date Termination date Negotiator Agreement status Contractual locations Agreement location Agreement number Company Organization Addenda Asset groups Terms and Conditions Acceptance? Additional product discounts Additional training discounts? provision Cancellation notice Early termination Late payment penalty License assignability notice License assignability? Maintenance cap Warranty period Maintenance cancellation notice due date License perpetuity The commencement date of the agreement The termination date of the agreement The person who negotiated the agreement The current status of the agreement The locations where the software can be installed according to the agreement. The physical location of the agreement The number of the agreement An external organization that is related to the assets in the enterprise The Organization that the item is part of The addenda related to the Agreement The Asset groups related to the item Software license agreement is deemed accepted after trial period Discounts granted for additional products purchased Indicates if training discounts are available for additional products purchased Periodic audit report required on product usage The time required to cancel the agreement. Describes the costs and terms required to terminate the agreement prior to the end date. The percent charged for late payment. The amount of notice required to assign any part of the license. The amount of notice required to assign any part of the license. The percentage that maintenance costs are permitted to increase per annum. The period of time that the product is covered by warranty. The minimum amount of notice required to cancel maintenance on a product governed under the agreement. The date that the software audit is due. Indicates whether this is a perpetual or term license. 134 Appendix A: Template Properties

145 Related agreements File attachments Other agreements related to this agreement A list of files or scanned images Asset Templates Hardware Asset Installed Hardware Products Catalogued Hardware Product Asset groups Installation Serial number Profile Financial owner Date acquired Purchased for Asset status Quantity Asset tag Requisition number Software Asset Catalogued Software Product Asset groups Installation Serial number Password Password Hardware products that are installed in the Enterprise Generic description of a hardware product The Asset groups related to the item. The unique identifier assigned by the vendor of the product. The employee who is responsible for the financial management of the asset. The date the purchase was made. The name of the person or department the item was purchased for. The current activity status of the asset. The number of copies of the asset. A tag allocated by your enterprise that identifies the asset. The asset requisition number. Generic description of a software product The Asset groups related to the item. The unique identifier assigned by the vendor of the product. The password allocated by the software manufacturer or supplier Appendix A: Template Properties 135

146 Password expiration date Password type Password administrator Password installer Password vendor contact Profile Financial owner Date acquired Purchased for Asset status Quantity Asset tag Requisition number The expiration date of the password The type of password The Employee who manages the password The Employee who will install the password The person to contact to obtain the password. The employee who is responsible for the financial management of the asset. The date the purchase was made. The name of the person or department the item was purchased for. The current activity status of the asset. The number of copies of the asset. A tag allocated by your enterprise that identifies the asset. The asset requisition number. Asset Group Templates Implementation Cost Cost Tax Amount Implementation cost type Accounting code Cost center Payee Purchase orders Agreement Assets Invoices The tax due on the amount The net amount Indicated the type of implementation cost. The general ledger classification of the cost The department responsible for the cost Identifies the Company that is owed the money The Purchase orders related to the item A legal document between an Enterprise and a Company relating to one or more Assets Software or hardware products for which you have an agreement A bill from a vendor from one or more assets 136 Appendix A: Template Properties

147 One-Time Cost Cost Divestiture Fee Purchase Amount Tax Payee Accounting code One-time cost type Cost center Depreciation end date Monthly depreciation Fixed asset number Depreciation start date Agreement Invoices Purchase orders Assets Specifies the fee for executing the divestiture rights. The amount of the purchase. The tax due on the amount Identifies the Company that is owed the money The general ledger classification of the cost Describes the reason for the one-time cost The department responsible for the cost The date to end monthly depreciation of a one-time cost The monthly depreciation charge on a one-time cost Identifier from the fixed asset accounting system The date to start monthly depreciation of a one-time cost A legal document between an Enterprise and a Company relating to one or more Assets A bill from a vendor from one or more assets The Purchase orders related to the item Software or hardware products for which you have an agreement Oracle Application License Metrics Agreement Assets Licensing Licensed unit cost Licensed unit capacity License type Licensed unit A legal document between an Enterprise and a Company relating to one or more Assets Software or hardware products for which you have an agreement Defines the cost per licensed unit The capacity of the specified license Defines the type of software license Defines the licensing metric of Asset Group Appendix A: Template Properties 137

148 Misc Licensing Adapter Oracle licensing Oracle license terms User Based Licensing Process Manufacturing application user Purchasing application read-only user Purchasing application user Discrete Manufacturing application read-only user Discrete Manufacturing application user Process Manufacturing application read-only user The number of software code interfaces, installed on each Application Interconnect hub, which facilitates communication of information between third party software applications and Oracle programs. Oracle license terms Number of process Manufacturing individuals authorized to use the application programs installed on a single server or multiple servers regardless of whether the individual is actively using the programs at any time. Number of Purchasing individuals authorized to use the application programs installed on a single server or multiple servers regardless of whether the individual is actively using the programs at any time. Number of Purchasing individuals authorized to use the application programs installed on a single server or multiple servers regardless of whether the individual is actively using the programs at any time. Number of Discrete Manufacturing individuals authorized to use the application programs installed on a single server or multiple servers regardless of whether the individual is actively using the programs at any time. Number of Discrete Manufacturing individuals authorized to use the application programs installed on a single server or multiple servers regardless of whether the individual is actively using the programs at any time. Number of Process Manufacturing individuals authorized to use the application programs installed on a single server or multiple servers regardless of whether the individual is actively using the programs at any time. Oracle Database License Metrics Agreement Assets Licensing Licensed unit capacity A legal document between an Enterprise and a Company relating to one or more Assets Software or hardware products for which you have an agreement The capacity of the specified license 138 Appendix A: Template Properties

149 Universal Power Unit Processor License type Licensed unit Licensed unit cost Misc Licensing Ported Number Module Oracle licensing Oracle minimums Oracle license terms Technical Processor User Based Licensing Process Manufacturing application read-only user Named user single server Process Manufacturing application user Purchasing application user Purchasing application read-only user Discrete Manufacturing application read-only user Named users The number of universal power units, which are derived from the number of processors. The number of processors licensed to use the Oracle database Defines the type of software license Defines the licensing metric of Asset Group Defines the cost per licensed unit The number of ported numbers. The number of product databases running the programs. Notes on minimum requirements for a license. Oracle license terms The type of chip in a PC or processor. Number of Process Manufacturing individuals authorized to use the application programs installed on a single server or multiple servers regardless of whether the individual is actively using the programs at any time. The number of named users licensed for a single server. Number of process Manufacturing individuals authorized to use the application programs installed on a single server or multiple servers regardless of whether the individual is actively using the programs at any time. Number of Purchasing individuals authorized to use the application programs installed on a single server or multiple servers regardless of whether the individual is actively using the programs at any time. Number of Purchasing individuals authorized to use the application programs installed on a single server or multiple servers regardless of whether the individual is actively using the programs at any time. Number of Discrete Manufacturing individuals authorized to use the application programs installed on a single server or multiple servers regardless of whether the individual is actively using the programs at any time. The number of named users. Appendix A: Template Properties 139

150 Discrete Manufacturing application user Named user multiple server Named User (Database) Number of Discrete Manufacturing individuals authorized to use the application programs installed on a single server or multiple servers regardless of whether the individual is actively using the programs at any time. The number of named users licensed for a multiple server. The number of named users licensed to use the Oracle database, including non-human operating devices if they can access the programs. Oracle Financial License Metrics Application Metric Order line Purchase line Student Entry Expense report Invoice Line Company Financial Metric Employee count (current and former) Employee count Cost of goods sold ($M) Agreement Assets Licensing Licensed unit cost Licensed unit capacity License type Licensed unit Oracle licensing Oracle license terms The number of order lines processed during a 12 month period. The number of purchase lines processed during a 12 month period. The number of students. The number of entries. The number of expense reports processed by Internet Expenses during a 12 month period. The number of invoice lines processed during a 12 month period. The number of active employees. The number of employees in the organization. The total cost of inventory a company has sold during their fiscal year in millions of $. Note: If unknown, use 75% of total annual company revenue. A legal document between an Enterprise and a Company relating to one or more Assets Software or hardware products for which you have an agreement Defines the cost per licensed unit The capacity of the specified license Defines the type of software license Defines the licensing metric of Asset Group Oracle license terms 140 Appendix A: Template Properties

151 User type licensing Compensated individual The number of compensated individuals. Oracle Help License Metrics Application Metric Field Technician Agreement Assets Licensing Licensed unit cost Licensed unit capacity License type Licensed unit Oracle licensing Oracle license terms The number of field technicians. A legal document between an Enterprise and a Company relating to one or more Assets Software or hardware products for which you have an agreement Defines the cost per licensed unit The capacity of the specified license Defines the type of software license Defines the licensing metric of Asset Group Oracle Web License Metrics Company Financial Metric Revenue ($M) Agreement Assets Licensing Licensed unit capacity Universal Power Unit Licensed unit cost License type Licensed unit Misc licensing Oracle License Terms The total value, in millions of dollars, of all interest and noninterest income before adjustments for expenses and taxes generated in a fiscal year A legal document between an Enterprise and a Company relating to one or more Assets Software or hardware products for which you have an agreement The capacity of the specified license Defines the cost per licensed unit Defines the type of software license Defines the licensing metric of Asset Group Appendix A: Template Properties 141

152 Adapter Oracle licensing Oracle license terms User based licensing Hosted named User Web Metric Purchase orders transacted The number of software code interfaces, installed on each Application Interconnect hub, which facilitates communication of information between third party software applications and Oracle programs. Oracle License Terms The number of hosted named users. The number of purchase orders through Oracle Web applications. Service order line The number of service order entry line items processed during a 12 month period. Subscriber Case report form pages Annual Transaction Volume ($M) Annual Transportation Spend ($M) Auctions Conducted PeopleSoft Financial Metrics Application Metric Applications Cost Financial Apps Percentage increase The number of subscribers, which is the aggregate of the total of the following: working telephone numbers for wireline devices, portable handsets or paging devices for wireless communications or paging, residential drops or nonresidential devices serviced by a cable provider, and live connected utility meters. For businesses that do not fit the above definition, Subscriber is defined as each $1,000 increment of gross annual revenue as reported to the SEC in its annual report or the equivalent accounting or reporting document. The number of case report form pages during a 12 month period. The total value, in millions of $, of all purchase orders transacted and all auctions conducted through the Oracle Exchange Marketplace by you and others during the applicable year. The total value, in millions of $, of all transportation and logistics service purchase orders, auctions and RFQs conducted through the Oracle Transportation by you and others during the applicable year. The number of auctions conducted through Oracle Web applications. List licensed applications included in license fee. List the percentage increase in financial basis at which incremental license fees are due. 142 Appendix A: Template Properties

153 Financial Apps Cost increase Financial Applications Cost Agreement Assets Licensing Installation Services Training Units Financial Basis Financial Basis Type PeopleSoft licensing PeopleSoft License Metric User based licensing Number of employees for Financial applications List the percentage increase in license fees associated with the percentage increase in financial basis. The cost for the financial basis amount covered by the license. A legal document between an Enterprise and a Company relating to one or more Assets Software or hardware products for which you have an agreement The number of days contracted for installation services. The number of training units. For example, one person/day. List amount of financial basis covered by license. List what type of financial metric Financial Applications license is based on (for example, revenue, budget). Determines if the PeopleSoft application license is based on number of employees or revenue. List number of employees covered by financial license. PeopleSoft HR Metrics Application Metric Applications Cost HR Percentage increase HR Cost increase HR Cost Agreement Assets Licensing Training units List licensed applications included in license fee. List the percentage increase in number of employees or company total annual revenue at which incremental license fees are due. List the percentage increase in license fees associated with the percentage increase in number of employees or company total annual revenue. The cost for the licensed number of employees or company total annual revenue for the PeopleSoft HR application. A legal document between an Enterprise and a Company relating to one or more Assets Software or hardware products for which you have an agreement The number of training units. For example, one person/day. Appendix A: Template Properties 143

154 Installation services PeopleSoft licensing PeopleSoft License Metric User based licensing Number of employees for HR applications Number of employees for Financial applications. The number of days contracted for installation services. Determines if the PeopleSoft application license is based on number of employees or revenue. List number of employees covered by HR license. List number of employees covered by HR license. PeopleSoft Other License Metrics Company Financial Metric Employee Count Cost Additional cost per employee Cost per employee Agreement Assets Licensing Training Units Installation Services PeopleSoft licensing PeopleSoft License Metric Cost per Workstation Access user Server SQR servers PowerPlay named users The number of employees in the organization. The cost for each additional employee added to the license. The cost per employee for the original license. A legal document between an Enterprise and a Company relating to one or more Assets Software or hardware products for which you have an agreement The number of training units. For example, one person/day. The number of days contracted for installation services Determines if the PeopleSoft application license is based on number of employees or revenue. The cost per Workstation Access user for the original license. The number of servers that are licensed for Server SQR. The number of named users for PowerPlay. 144 Appendix A: Template Properties

155 Cost per Server SQR Additional cost per Server SQR server Additional cost per PowerPlay named user Cost per Powerplay named user Additional cost per workstation Access User User based licensing Workstation Access User The cost for each SQR Server that is licensed. The cost for each additional Server SQR server. The cost for each additional PowerPlay named user. The cost per PowerPlay named user for the original license. The cost for each additional Workstation Access user. The number of users for Workstation Access. This includes base application access, PeopleSoft Workflow Workstation SQR, QueryLink, Crystal, nvision. Recurring Cost Cost Recurring charge Tax Payee Recurring cost type Start date End date Payment frequency Recurring account number Accounting code Cost center Agreement Invoices Purchase orders Assets The amount of the recurring cost The tax due on the amount Identifies the Company that is owed the money Describes the reason for the one-time cost The due date of the first payment The due date of the final payment The number of months between payments The vendor account number for the cost The general ledger classification of the cost The department responsible for the cost A legal document between an Enterprise and a Company relating to one or more Assets A bill from a vendor from one or more assets The Purchase orders related to the item Software or hardware products for which you have an agreement Appendix A: Template Properties 145

156 SAP (Other) License Metrics Agreement A legal document between an Enterprise and a Company relating to one or more ss Assets Software or hardware products for which you have an agreement User Based Licensing Named users The number of named users SAP License Metrics Application Metric Master records HR records Cost Designated unit Agreement Assets Licensing Training Units SAP licensing Purchase Order Processing and Fulfillment mysap.com Professional User Sales/Service Order Processing Fulfillment Engine The number of Master records.. The number of HR records. The database server in which the licensed software and third-party DB is installed. A legal document between an Enterprise and a Company relating to one or more Assets Software or hardware products for which you have an agreement The number of training units. For example, one person/day. The number of transactions licensed - only actual orders processed are counted. The number of Professional users who perform operational-related roles. Includes Contractor rights. The number of transactions licensed - only actual orders processed are counted. 146 Appendix A: Template Properties

157 Enterprise Office/HR users Transaction uses Basis/workflow (B/W) users ABAP/4 Development Workbench (D/W) Users. mysap.com Contractor user mysap.com Manager user mysap.com Employee user Server Based Licensing Intranet servers Internet servers Application server User Based Licensing Operational Users Requisitions and Confirmation (R/C) Users Business Third party users Information Users Siebel Ancillary Programs Metrics Agreement Individuals authorized to access the licensed software solely for the purpose of executing: employee records maintenance, time and attendance, travel and expense report filing, directory, training registration, opportunity inquiry and response, calendar functions, employee-specific purchase requisition, and . May only execute for employee's own purpose (self-service), not for or on behalf of any other individual or entity. The number of HR records. Basis/workflow users include those authorized to access the licensed software solely for the purpose of executing the following transactions: Document management, Workflow management, Monitoring, Input, Initialization and HR. Note: Does not include Enterprise/HR user Individuals authorized to use the Development Workbench. The number of Contractor users, that is, employees of business third parties who perform limited operational-related roles. Includes Employee rights. The number of users performing planning and decision-making roles, in particular, any user with line management responsibility. The number of Employee users who perform employee selfservice related, non-job specific roles for their own purposes only, and not for, or on behalf of, others. The number of Intranet servers. The number of Internet servers. The number of application servers. Individuals authorized to access the licensed software and execute all licensed software transactions. Individuals authorized to access the licensed software solely to submit purchase requisitions or to enter production order completion confirmations Any identifiable third party that requires access to the licensed software exclusively in connection with the operation of Licensees' and/or its subsidiaries' business including but not limited to customers, distributors or suppliers. Individuals authorized to access the licensed software solely to perform "read only" software transactions, including the ability to request and print reports A legal document between an Enterprise and a Company relating to one or more Assets Appendix A: Template Properties 147

158 Assets Siebel Licensing Siebel/MS SQL Server notes Siebel/Oracle DB notes Siebel/Sybase fee Siebel/MS SQL Server cost Siebel/Adobe fee Siebel/IBM DB2 NT fee Siebel/IBM DB2 UNIX fee Software or hardware products for which you have an agreement Cost to use SQL Server with Siebel. Notes for using a Oracle DB with Siebel Cost to use a Sybase DB with Siebel Cost to use SQL Server with Siebel. Cost to use Adobe with Siebel Cost to use IBM DB2 NT with Siebel. Cost to use IBM DB2 Unix with Siebel. Siebel License Metrics Agreement Assets Server Based Metric Records per server A legal document between an Enterprise and a Company relating to one or more Assets Software or hardware products for which you have an agreement Software License Metrics Agreement Assets Licensing Platform Licensed unit Licensed unit capacity License type The number of records allowed per server. A legal document between an Enterprise and a Company relating to one or more Assets Software or hardware products for which you have an agreement The hardware platform for the software asset Defines the licensing metric of Asset Group The capacity of the specified license Defines the type of software license 148 Appendix A: Template Properties

159 Tier group Licensed unit cost Cost Additional licensed unit cost WLC Licensing Product license certification number Defined capacity date Defines the type of software license Defines the cost per licensed unit The cost for additional units The number or other identification appearing on the IBM Workload License Charge certificate The date the defined capacity was set Cataloged Hardware Product Templates Communication equipment Vendor Installed Hardware Products Assets Alias Technical Model The company that sells the item Hardware products that are installed in the Enterprise Software or hardware products for which you have an agreement An alternative name for the item The hardware model number Control unit Vendor Installed Hardware Products Assets Technical Data transfer rate Model Cache The company that sells the item Hardware products that are installed in the Enterprise Software or hardware products for which you have an agreement The rate at which data can be transferred The hardware model number Temporary memory of the hardware product Appendix A: Template Properties 149

160 Channel interfaces Alias DASD Vendor Installed Hardware Products Assets Technical Model Capacity per unit Addresses per unit Cylinders per device Tracks per cylinder Data transfer rate Alias Mainframe Vendor Installed Hardware Products Assets Technical Model Alias Number of channel interfaces in the hardware product An alternative name for the item The company that sells the item Hardware products that are installed in the Enterprise Software or hardware products for which you have an agreement The hardware model number Capacity per unit Addresses per unit (DASD) Number of cylinders in the hardware product Tracks per cylinder The rate at which data can be transferred An alternative name for the item The company that sells the item Hardware products that are installed in the Enterprise Software or hardware products for which you have an agreement The hardware model number An alternative name for the item 150 Appendix A: Template Properties

161 Mainframe Printer Installed Hardware Products Vendor Assets Alias Technical Model Hardware products that are installed in the Enterprise The company that sells the item Software or hardware products for which you have an agreement An alternative name for the item The hardware model number Mainframe Tape Drive Vendor Installed Hardware Products Assets Technical Model Alias The company that sells the item Hardware products that are installed in the Enterprise Software or hardware products for which you have an agreement The hardware model number An alternative name for the item Monitor Installed Hardware Products Vendor Assets Alias Hardware products that are installed in the Enterprise The company that sells the item Software or hardware products for which you have an agreement An alternative name for the item Appendix A: Template Properties 151

162 Technical Model RAID Vendor Installed Hardware Products Assets Technical Cache ESCON channels Logical device addresses MIPS Model OEMI host adapters Alias UNIX Computer Vendor Installed Hardware Products Assets Technical Model Operating System Alias The hardware model number The company that sells the item Hardware products that are installed in the Enterprise Software or hardware products for which you have an agreement Temporary memory of the hardware product A channel that connects a mainframe to its peripheral devices The logical address of a hardware product The measured capacity of the CPU, in MIPS The hardware model number Connects a CPU to its peripherals An alternative name for the item The company that sells the item Hardware products that are installed in the Enterprise Software or hardware products for which you have an agreement The hardware model number Describes the operating system running on the Partition or the Operating System required to run the Software Product. An alternative name for the item 152 Appendix A: Template Properties

163 UNIX Printer Installed Hardware Products Vendor Assets Alias Technical Model UNIX Tape Drive Installed Hardware Products Vendor Assets Alias Technical Model Windows Machine Installed Hardware Products Vendor Assets Alias Technical Model Hardware products that are installed in the Enterprise The company that sells the item Software or hardware products for which you have an agreement An alternative name for the item The hardware model number Hardware products that are installed in the Enterprise The company that sells the item Software or hardware products for which you have an agreement An alternative name for the item The hardware model number Hardware products that are installed in the Enterprise The company that sells the item Software or hardware products for which you have an agreement An alternative name for the item The hardware model number Appendix A: Template Properties 153

164 Windows HW First MPU type First MPU speed First MPU serial number Device Type MPUs Total MHz Windows Printer Installed Hardware Products Vendor Assets Alias Technical Model Type or family of the MPU Measurement in MHZ of MPU speed Uniquely defines a Micro-Processor Unit The specific type of device A total of all the MPU residing in the PC computer A total of the MHZ speed of the machine Hardware products that are installed in the Enterprise The company that sells the item Software or hardware products for which you have an agreement An alternative name for the item The hardware model number Cataloged Software Product Templates Mainframe Software Cataloged Software Products Cataloged Software Product Assets Vendor Function Release date Announcement letters Generic description of a software product Generic description of a software product Software or hardware products for which you have an agreement The company that sells the item Describes the software product s general function The date the product was released by the vendor Link to product announcement information on the Web 154 Appendix A: Template Properties

165 Mainframe Software Version Group Vendor Cataloged Software Product Cataloged Software Products Assets Usage Soft Vendor ID The company that sells the item Generic description of a software product Generic descriptions of software products Software or hardware products for which you have an agreement Distiller Vendor ID from Distiller UNIX Software Cataloged Software Products Assets Cataloged Software Product Function Generic descriptions of software products Software or hardware products for which you have an agreement Generic description of a software product Describes the software product s general function UNIX Software Version Group Vendor Cataloged Software Products Assets Cataloged Software Product Windows Software The company that sells the item Generic descriptions of software products Software or hardware products for which you have an agreement Generic description of a software product Appendix A: Template Properties 155

166 Cataloged Software Products Assets Cataloged Software Product Function Windows SW SW Product ID Generic description of a software product Software or hardware products for which you have an agreement Generic descriptions of software products Describes the software product s general function Unique identifier for a product and version Cluster Template (Sysplex) Company Template Address Address City State Zip code Country Contact Telephone Fax Distiller Import Soft Vendor URL Agreements Cataloged Software Products The street address or P.O. Box The city in the address The state in the address The zip code in the address The country in the address The telephone number The address of the person or organization The fax number of the person or organization The Company s Web site address as reported by the Soft Distiller Legal documents between an Enterprise and a Company relating to one or more Assets Generic descriptions of software products 156 Appendix A: Template Properties

167 Cataloged Hardware Products Contacts Company Profile Fiscal year end Public corporation? Alias Hardware vendor? Software vendor? Usage Soft Vendor ID Generic descriptions of hardware products People who work for a Company An external organization that is related to the assets in the enterprise The month the Company uses as its financial year end Indicates if the company is a publicly traded corporation An alternative name for the item Indicates if the vendor manufacturers hardware products Indicates if the vendor manufacturers software products Distiller Vendor ID from Distiller Configuration Templates Desktop Location Installed Hardware Products Department Mainframe Location Installed Hardware Products Department A physical location within an enterprise. Generally a place or site. Hardware products that are installed in the Enterprise The responsible internal Organization A physical location within an enterprise. Generally a place or site. Hardware products that are installed in the Enterprise The responsible internal Organization Appendix A: Template Properties 157

168 Midrange/server Location Installed Hardware Products Department A physical location within an enterprise. Generally a place or site. Hardware products that are installed in the Enterprise The responsible internal Organization Contact Template Contact Telephone Fax Company Event Title The telephone number The address of the person or organization The fax number of the person or organization An external organization that is related to the assets in the enterprise An event with a Contact from a Company The person s job title Employee Template Address Address City State Zip code Country Contact Telephone Fax Title The street address or P.O. Box The city in the address The state in the address The zip code in the address The country in the address The telephone number The address of the person or organization The fax number of the person or organization The person s job title 158 Appendix A: Template Properties

169 Employee number The corporate identifier of the person Enterprise Template Event Templates Courier Contact Telephone Contact Delivery Method Date of event Contact Telephone Contact Date of event Event Contact Date of event The telephone number A person who works for a Company The method of delivery The date the event occurred The address The telephone number A person who works for a Company The date the event occurred A person who works for a Company The date the event occurred Appendix A: Template Properties 159

170 Fax Contact Fax Contact Date of event Meeting Contact Telephone Contact Meeting place Date of event Telephone Contact Telephone Contact Date of event The fax number A person who works for a Company The date the event occurred The telephone number A person who works for a Company Describes where the meeting was held The date the event occurred The telephone number A person who works for a Company The date the event occurred Installed Hardware Product Template Communication equipment 160 Appendix A: Template Properties

171 Configuration Catalogued Hardware Product Hardware asset Partitions Installation Serial number Installer Date installed Department Alias Control unit Configuration Catalogued Hardware Product Hardware asset Partition Installation Serial number Installer Date installed Department Alias DASD Hardware asset Catalogued Hardware Product Group of installed hardware Generic description of a hardware product The Hardware asset that the item is part of The partitions related to the item The unique identifier assigned by the vendor of the product The name of the person who installed the item The date the product was installed The responsible internal Organization An alternative name for the item Group of installed hardware Generic description of a hardware product The Hardware asset that the item is part of The partitions related to the item The unique identifier assigned by the vendor of the product The name of the person who installed the item The date the product was installed The responsible internal Organization An alternative name for the item The Hardware asset that the item is part of Generic description of a hardware product Appendix A: Template Properties 161

172 Configuration Partition Installation Serial number Installer Date installed Department Alias Mainframe Configuration Catalogued Hardware Product Hardware asset Partition Installation Serial number Installer Date installed Technical MIPS MSUs Department Alias Mainframe Printer Hardware asset Configuration Group of installed hardware The partitions related to the item The unique identifier assigned by the vendor of the product The name of the person who installed the item The date the product was installed The responsible internal Organization An alternative name for the item Group of installed hardware Generic description of a hardware product The Hardware asset that the item is part of The partitions related to the item The unique identifier assigned by the vendor of the product The name of the person who installed the item The date the product was installed The measured capacity of the CPU, in MIPS The measured throughput of the CPU, in MSU s The responsible internal Organization An alternative name for the item The Hardware asset that the item is part of Group of installed hardware 162 Appendix A: Template Properties

173 Catalogued Hardware Product Installation Installer Date installed Serial number Department Alias Mainframe Tape Drive Configuration Catalogued Hardware Product Hardware asset Partition Installation Serial number Installer Date installed Department Alias Monitor Hardware asset Assets Owner Catalogued Hardware Product Configuration Generic description of a hardware product The name of the person who installed the item The date the product was installed The unique identifier assigned by the vendor of the product The responsible internal Organization An alternative name for the item Group of installed hardware Generic description of a hardware product The Hardware asset that the item is part of The partitions related to the item The unique identifier assigned by the vendor of the product The name of the person who installed the item The date the product was installed The responsible internal Organization An alternative name for the item The Hardware asset that the item is part of Software or hardware products for which you have an agreement Owner/User of the HW/SW asset Generic description of a hardware product Group of installed hardware Appendix A: Template Properties 163

174 Installation Serial number Installer Date installed Department Alias Windows HW HW Parent Tag SW Parent Tag RAID Hardware asset Catalogued Hardware Product Configuration Partition Installation Serial number Installer Date installed Department Alias UNIX Computer Partitions Configuration Catalogued Hardware Product The unique identifier assigned by the vendor of the product The name of the person who installed the item The date the product was installed The responsible internal Organization An alternative name for the item The Hardware Asset Tag of the equipment this asset is associated with. The Software Asset Tag of the equipment this asset is associated with The Hardware asset that the item is part of Generic description of a hardware product Group of installed hardware The partitions related to the item The unique identifier assigned by the vendor of the product The name of the person who installed the item The date the product was installed The responsible internal Organization An alternative name for the item The partitions related to the item Group of installed hardware Generic description of a hardware product 164 Appendix A: Template Properties

175 Hardware asset Installation Installer Date installed Serial number Technical Processor Speed Disk Space Memory Processor Count Operating System Processor Licensing Candle Points Oracle Power Units SAS Points BMC Value Units CA Power Units CA Processors Department Alias UNIX Printer Hardware asset Configuration Catalogued Hardware Product Installation Serial number Department Alias The Hardware asset that the item is part of The name of the person who installed the item The date the product was installed The unique identifier assigned by the vendor of the product The speed of the processor The size of the hard drive The memory installed on the hardware The number of processors Describes the operating system running on the Partition or the operating system required to run the Software Product The type of chip in a PC or server Candle capacity measurement used for licensing. Oracle capacity measurement used for licensing. SAS capacity measurement used for licensing. BMC capacity measurement used for licensing. CA capacity measurement used for licensing. CA capacity measurement used for licensing. The responsible internal Organization An alternative name for the item The Hardware asset that the item is part of Group of installed hardware Generic description of a hardware product The unique identifier assigned by the vendor of the product The responsible internal Organization An alternative name for the item Appendix A: Template Properties 165

176 UNIX Tape Drive Hardware asset Catalogued Hardware Product Configuration Installation Serial number Installer Date installed Department Alias Windows Machine Catalogued Hardware Product Hardware asset Owner Configuration Installation Serial number Installer Date installed Department Alias Technical Memory The Hardware asset that the item is part of Generic description of a hardware product Group of installed hardware The unique identifier assigned by the vendor of the product The name of the person who installed the item The date the product was installed The responsible internal Organization An alternative name for the item Generic description of a hardware product The Hardware asset that the item is part of Owner/User of the HW/SW asset Group of Installed Hardware The unique identifier assigned by the vendor of the product The name of the person who installed the item The date the product was installed The responsible internal Organization An alternative name for the item The memory installed on the hardware product. 166 Appendix A: Template Properties

177 Windows HW First MPU Type Total MHz First MPU Serial number First MPU Speed HW Parent Tag HW Asset Ta MPUs Device Type Windows Printer Hardware asset Catalogued Hardware Product Configuration Installation Serial number Installer Date installed Department Alias Type or family of the MPU A total of the MHZ speed of the machine Uniquely defines a Micro-Processor Unit Measurement in MHZ of MPU speed The Hardware Asset Tag of the equipment this asset is associated with. Uniquely identifies the HW asset that the software is discovered on. A total of all the MPU residing in the PC computer The specific type of device The Hardware asset that the item is part of Generic description of a hardware product Group of installed hardware The unique identifier assigned by the vendor of the product The name of the person who installed the item The date the product was installed The responsible internal Organization An alternative name for the item Installed Software Product Mainframe Software Partition Cataloged Software Product Software asset Installation Date installed The partitions related to the item Generic description of a software product The Software asset that the item is part of The date the product was installed Appendix A: Template Properties 167

178 Installer UNIX Software Partition Cataloged Software Product Partition Software asset Installation Date installed Installer Windows Software Catalogued Software Product Software Asset Owner Department The name of the person who installed the item Generic description of a software product The partitions related to the item The Software asset that the item is part of The date the product was installed The name of the person who installed the item Generic description of a software product The Software asset that the item is part of Owner/User of the HW/SW asset The responsible internal Organization Windows SW SW Product ID SW Asset Tag Unique identifier of the SW Product and Version Uniquely identifier the SW Asset Invoice Templates Cost Payee Identifies the Company that is owed the money Amount The net amount 168 Appendix A: Template Properties

179 Tax Payment due date Purchase order number Date received Date issued Payment terms Asset groups The tax due on the amount The date that a payment is due The Purchase Order number related to the invoice The date the invoice was received The date the purchase order was issued Describes the terms of payment The Asset groups related to the item Location Templates Building Location Sub-locations Configurations City Location Sub-locations Configurations Country Location A physical location within an enterprise. Generally a place or site. The sub-locations related to the item Groups of installed hardware A physical location within an enterprise. Generally a place or site. The sub-locations related to the item Groups of installed hardware A physical location within an enterprise. Generally a place or i Appendix A: Template Properties 169

180 Sub-locations Configurations Floor Location Sub-locations Configurations Generic Location Sub-locations Configurations Location Description Region Location Sub-locations Configurations The sub-locations related to the item Groups of installed hardware A physical location within an enterprise. Generally a place or i The sub-locations related to the item Groups of installed hardware A physical location within an enterprise. Generally a place or site. The sub-locations related to the item Groups of installed hardware Description of the location A physical location within an enterprise. Generally a place or i The sub-locations related to the item Groups of installed hardware Room 170 Appendix A: Template Properties

181 Location Sub-locations Configurations State Location Sub-locations Configurations Street Location Sub-locations Configurations Street Address 1 Street Address 2 Zip/Postal Code A physical location within an enterprise. Generally a place or site. The sub-locations related to the item Groups of installed hardware A physical location within an enterprise. Generally a place or site. The sub-locations related to the item Groups of installed hardware A physical location within an enterprise. Generally a place or site. The sub-locations related to the item Groups of installed hardware Street 1 from the Soft for UNIX Target installation screen prompt. Street 2 from the Soft for UNIX Target installation screen prompt. Zip/Postal code from the Soft for UNIX Target installation screen prompt. Organization Department Address Address City The street address or P.O. Box The city in the address Appendix A: Template Properties 171

182 State Zip code Country Contact Telephone Fax Organization Sub-Organizations Agreements Division Address Address City State Zip code Country Contact Telephone Fax Organization Sub-Organizations Agreements The state in the address The zip code in the address The country in the address The telephone number The address of the person or organization The fax number of the person or organization The Organization that the item is part of The sub-organizations related to the item Legal documents between an Enterprise and a Company relating to one or more Assets The street address or P.O. Box The city in the address The state in the address The zip code in the address The country in the address The telephone number The address of the person or organization The fax number of the person or organization The Organization that the item is part of The sub-organizations related to the item Legal documents between an Enterprise and a Company relating to one or more Assets 172 Appendix A: Template Properties

183 Internal Company Address Address City State Zip code Country Contact Telephone Fax Organization Sub-Organizations Agreements The street address or P.O. Box The city in the address The state in the address The zip code in the address The country in the address The telephone number The address of the person or organization The fax number of the person or organization The Organization that the item is part of The sub-organizations related to the item Legal documents between an Enterprise and a Company relating to one or more Assets Partition Domain Installed Hardware Product LPAR Installed Hardware Product Cluster Installation Defined capacity unit Defined capacity A hardware product that is installed in the Enterprise A hardware product that is installed in the Enterprise A group of partitions The unit measure for the LPAR capacity User defined capacity value of a server (LPAR) for a specific workload Appendix A: Template Properties 173

184 Technical Operating system Department Logical Partition Distiller import Running Operating System Installed Hardware Product Partition Distiller import Running Operating System Installed Hardware Product Installed Software Product Describes the operating system running on The responsible internal Organization Operating system version A hardware product that is installed in the Enterprise Operating system version A hardware product that is installed in the Enterprise Software products that are installed on a designated partition Purchase Order Template Asset groups The Asset groups related to the item Cost Amount The net amount Tax The tax due on the amount Invoice number The invoice number related to the purchase order Purchaser The individual or department making the purchase 174 Appendix A: Template Properties

185 Date issued Payment terms Purchase order ID Valid from Valid to The date the purchase order was issued Describes the terms of payment The ID of the purchase order The date from which the Purchase order The date from which the Purchase Order is valid Appendix A: Template Properties 175

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187 Appendix B: Backup Procedures Isogon recommends that you back up your Galaxy database(s) on a daily basis. The Galaxy database exists as a combination of two files: databasename.mdf databasename_log.ldf These files are located in the folder(s) you specified during the installation. If you are using SQL Server, you can use SQL Server Enterprise Manager to back up and restore your database. See the SQL Server online Help for more information or contact your database administrator. If you are using MSDE, contact your database administrator. 177

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189 Appendix C: Formatting Data for Import This appendix describes how to format data for import into Galaxy. Although it is documented here, this process should be performed with the assistance of Isogon technicians. Data imported into Galaxy must be in one of two formats: Text format (comma-separated value text files) Excel format (Excel worksheets) Each record that is imported must be associated with a template in Galaxy, for example Company, Software CPU, etc. You can import new records or update existing ones. Note: The amount of data specified in a record to be imported cannot exceed 8,000 characters. Preparing Text Data for Import Your text file, in comma-separated value format, must contain data that is mapped via the Import Definition (for information on creating an Import Definition, see page 31) to one specific entity type and template format. Within the text file: All records must have the same format. The first record must contain column names. Each data item (field) is separated by a comma. If the data for an item contains a comma, the item must be surrounded by double quotes. The Import Definition defines the number of columns that will be imported from each record. All rows within a file are imported. Preparing Excel Data for Import When you are creating your Import Definition, you will specify the Excel worksheets and their mappings to entity types and templates (for information on creating an Import Definition, see page 36). Within the Excel worksheet: All rows within a named range or worksheet must have the same format. The header row must contain column names. The Import Definition defines the number of columns that will be imported from each worksheet or range, but it does not specify how many rows are used. The import process simply imports all rows within a range, or all rows within a worksheet, through the last row containing data. 179

190 Examples of Text and Excel Data This section describes how to import three different kinds of entity types into Galaxy. The examples illustrate varying degrees of complexity. Company Contains simple fields only Agreement Contains simple fields and one complex field Invoice Contains simple fields and nested complex fields Note: A simple field contains data to be imported. A complex field contains multiple arguments which themselves can contain complex fields. This is described below. Importing a Company In this example, the Company properties to import are: Name, City, State, Telephone, and Soft Vendor ID. These are all simple fields. The text format, including a header row, is as follows (each line represents one record): CompanyName,City,State,Telephone,Soft Vendor ID,Unique Identifier Compuware,Farmington Hills,MI, ,COMPUWAR,Compuware/COMPUWAR IBM,Armonk,NY, ,IBM,IBM/IBM For clarity in this documentation, unique properties are formatted in boldface type in the header row. The recommended unique properties for Company are Name and Soft Vendor ID (Vendor IDs can be found on the Isogon Support Web site), which would make up the unique identifier field. Here s the same data in Excel format. Note: A change to any non-unique field will update that record. A change to a unique identifier will create a new record. Importing an Agreement In this example, the Agreement properties to import are: Name, Type, Company, and Agreement Number. This screen displays the end result for data imported in this example: Figure 1: Agreement Template 180 Appendix C: Formatting Data for Import

191 In this example, the Agreement, Compuware ELA 543 links to the Company, Compuware (Compuware has the Soft Vendor ID, COMPUWAR). The field for the Company, Compuware, must be included in the data record of the Agreement, Compuware ELA 543. This is an example of a complex field. Galaxy uses the following format for complex fields (linked fields). <EntityName><TemplateName><CompanyyUniqueIdentifier> Because Company is a complex field in this Agreement record, it would look like this: Name,Type,Company,Agreement# Compuware ELA 543,Software Enterprise,<Company><Company><Compuware/COMPUWAR>,Comp543 In Excel, it would look like this: The complex field for the Company is: <Company><Company><Compuware/COMPUWAR> where <Compuware/COMPUWAR> is the unique identifier. When importing data, all linked fields are formatted this way. Importing an Invoice and Linking to an Asset Group In this example, the Invoice properties that we could import are the recommended unique properties that make up the unique identifier for the invoice (Name, Payee, and Payment Due Date). For this example we will also import one other field: Asset Group. The following is the end result for the Invoice that we will import in this example: Linked fields Figure 2: Invoice Template The template for Invoice contains two linked fields, Payee (an entity lookup for a Company template) and Asset Group. You must define complex fields for both Payee and Asset Group. In text format, you would specify the Invoice as follows: Name,Payee,PaymentDueDate, AssetGroupUniqueIdentifier,InvoiceUniqueIdentifer INV1235COMP,<Company><Company><Compuware/COMPUWAR>,5/1/2003,<Asset Group><Recurring Cost><Compuware ELA Charges/Comp543>,INV1235COMP/ Compuware/COMPUWAR/5/1/2003 And in Excel: Appendix C: Formatting Data for Import 181