Objective
- To convey information that ensures accurate and up-to-date records of all software assets and configurations, and their relationships
Scope
- The scope of SACM for applications/software is defined for Enterprise Applications that can reside on-premise, cloud or a workstation clients include the follow key elements:
- Configuration Identification: Applications and software components
- Relationship Mapping: Maintain relationships between different software elements
- Integration with Change Management process: Used for Impact analysis
- Regular Audits and Updates: Ensures accuracy of the configuration
- Configuration status tracking and reporting: Auditing and tracking
- Enterprise Applications are defined in the Configuration Item Handbook as A subset of configuration items regarding the applications that are created, managed, or maintained by Enterprise IT. Examples: Banner General, Banner Finance, TeamDynamix, OBIEE, Tableau, Gmail
- Forms not in scope: Banner Mod, Enterprise User Application, User Application, User Application - Google Workspace Marketplace, User Application - Zoom Market Place
Environment
- 12568: Service Asset & Configuration Management (SACM)
- 10374: TeamDynamix (CMDB) Applications/Software
Automation
- Applications/Software are tracked manually as automation currently does not exist
Reviews/Audit
- The Configuration Item Owner Handbook provides the process, direction, and roles for applications/software. The application owners are key for auditing and reviewing the applications
User
- IT Services: Solution Delivery and Enterprise Application Groups are the owners of applications/software once approved, and enter the application/software in TeamDynamix
Procedure: Add an asset
- Log into TDX
- Select the IT CMDB tab at the top of your screen
- Click on +Asset for a new asset
- At minimum follow the Must (below attributes list) providing the attributes that are required, you can also add information for the Should/Could sections.
- Once completed Save the asset
Application/Software Device Attributes
Below are key attribute names with their descriptions along with guidance and information about end user device assets.
Must (required)
Crucial to the integrity of most or all CIs; will be regularly audited for accuracy and completeness by the Practice Owner
- Form: Provides a template of fields to complete - Form Name: Application / Software
- Name: The name of the asset
- External ID: Unique identifier of the asset for connecting to third party systems via API. For Applications: Typically use the Name
- Status: Status of the asset - Key status are highlighted in BLUE
- Ordered: Is on order and awaiting arrival
- Inventory: Not actively in use but available for deployment
- Build Phase: Is in build process - ie. New applications that are in the process of build configuration phase and have not been implemented
- In-Use: Active - in use
- Retired: No longer in use but not disposed
- Disposed: No longer under control of Miami and removed from the environment
- Supplier: Vendor from whom the asset was acquired. Specify Miami University if home-grown, if the supplier does not exist in TDX, select supplier
- Escalation Instructions: Instructions for ticket logger on where to escalate if unable to solve. Most commonly a link to an escalation procedure article in the Knowledge Base
- Owner (Local Change Authority/Manager): Authorized local change authority/manager of asset
- Owning Acct/Dept: Solver Team that contains deepest level of technical expertise
- Prod URL: URL to the production application
- Description: Purpose of the application or any pertinent information
- Application Location: Radio Button Choices
- Premise: Hosted in Miami Data center
- Cloud - Miami: Hosted off-premise, managed by Miami staff
- Cloud - Vendor: Hosted off-premise, outside of Miami control
- Hybrid: Application split across cloud and premise
- End Point: runs on an end user device
- Product Model: The product model of the asset. (MU - Application/Software) - This will be filled in by using the form Application/Software
- Server Environment: This is the ITSM Lifecycle phase. (Production is automatically filled in, but you can use the drop down to change the environment
- Audited Date: This is the date that this configuration item record was last audited for completeness and accuracy by the configuration item owner
- Audited By: UniqueID of the Configuration Item Owner who last audited this Configuration Item record for completeness and accuracy
Should
Necessary for continuous improvement of SACM capabilities; will be regularly audited for accuracy and completeness by the Practice Owner
- Application Language: For open-source or custom-built, in what language was the application developed
- Requester: Individual in business office who serves as the business owner
- Requesting Account / Department: Primary business unit beneficiary of asset
- Internal Escalation Notes: For solver teams to include notes needed for support. Links or location of operational documented
- Test URL: URL to the test application
- Target State: What enterprise application will subsume functionality in long-term
- Relationship: Other configuration items upon which this application depends
- Attachments: Runbooks; Architecture Diagrams; Contracts; Memorandum of Understandings; Operational Documentation
- Diagram Link: Physical and Logical Diagram Links
Could
The attribute is relevant and desirable to at least some Configuration Item Owners in managing the baseline configuration of their CIs
- Serial Number: Other names for this product, as used by clients, end-users, vendors, etc. AKA
- Platform(s) Framework(s): The platform or framework the application uses
- Git Repository: URL to the git repo for the application
- CAM Interface App Name: Name of the application as it appears in the Configuration Application Management (CAM) Interface used by solution delivery to provide application configuration options for users
- Product Backlog: Link to project backlog ( Jira) for this asset
- Admin URL: URL to the administrative interface
- Last Known Upgrade date: For manually tracking of when an application was last upgraded. Ideally, there should be a change ticket with details of that upgrade that corresponds with this date
- Last Procurement Renewal Date
- Next Procurement Renewal Date: The date that the asset is expected to be replaced
- Related Knowledge: List URLs to KB categories related to this configuration asset
- Status Health: Used only by MI Coordinator during outages to make asset appear on miamioh.edu/itstatus
- Maintenance Window: The maintenance window used to determine when activities concerning the asset can be performed
- Application Blackout Window: Period of time when this application should not be updated and the reason why
- Attachment(s): File attachments associated with the asset
Solution Delivery Confidence Information
Accessibility Information
- Audience: Check box that applies (Students, Faculty, Potential Students, Staff, Parents, Alumni, Public
- Contract Term
- EEAAP Status
- Accessibility Test Date
- Useability Test Date
- Vendor Roadmap
- VPAT Date
- Accessibility Notes
Audits and Reviews
- Reviewed by Access/MU: Date that the application was reviewed by AccessMU
- Reviewed by Procurement: Date that procurement or their designate reviewed Terms and Conditions and deemed acceptable per Miami policy
- Audited Date: This is the date that this configuration item record was last audited for completeness and accuracy by the configuration item owner
- Audited By: UniqueID of the Configuration Item Owner who last audited this Configuration Item record for completeness and accuracy
- Last Security Assessment: This is the date that this configuration item record was last audited for security vulnerabilities or other concerns
- Who Performed the Assessment: UniqueID of the security expert who last audited this Configuration Item for vulnerability or other security concerns