Server Management Flow V1.0

Server Management Flow

July 2011 V1.0

Archana R

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Table of Contents

1 Introduction ................................................................................................................................... 3

2 Scope of Work ................................................................................................................................ 3

3 Process Flow .................................................................................................................................. 3

4 Detailed Requirements .............................................................................................................. 6

4.1 Raise New Request .......................................................................................................... 7

4.2 Grouping of Stock by Stores ........................................................................................ 9

4.3 Dispatch Stock by Stores ........................................................................................... 13

4.4 Physical Verification by IDC ..................................................................................... 16

4.5 Logical Verification ...................................................................................................... 19

4.6 Fill up OS Software, Hardware, Network, Back-up, Port and Monitoring

Details ............................................................................................................................................ 20

4.7 OS Hardening by STF Team ...................................................................................... 31

4.8 Response to STF Team’s comments. ..................................................................... 32

4.9 Support Head Approval.............................................................................................. 34

4.10 Rack Allocation and Other details ........................................................................ 35

4.11 IDC Head Approval Page .......................................................................................... 37

4.12 Support team Acknowledge .................................................................................... 39

4.13 VM Process Flow.......................................................................................................... 40

5 User Access Details ................................................................................................................... 41

5.1 Who can access this module? .................................................................................. 41

5.2 Event and Status of Request for each event ...................................................... 42

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1 Introduction

This document provides the process flow, field requirements, validations and the entire functionality with

respect to the Server Management Flow.

2 Scope of Work

1. This document covers the functionality with respect to the New Server flow process.

2. This document does not cover the functionality with respect to the Change Management

process.

3. This document also does not cover auto-raising of SR for Network/ Back-up/ Port and Monitoring

request. Though this was recorded as part of requirements this will be taken up as part of Phase

2

3 Process Flow

The below is an high level process flow that will be followed in the New Server Management Process

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Support Team

raises New Server

Request

Server Management Flow – New Server Process

Stores Receives

Request

Stores Groups

and Despatches

IDC

Physical

Verification

Verification

Matching

Support Team

2nd

Level

Verfication

Enter Software Details,

Back up, Config and

Monitor Details, if

available

STF Team

Enters their

feedback, submits

to Support Team

On Entering OS Details

and Clicking Submit,

Submit to STF for OS

Hardening

Support team

Responds to STF

(Mandatory) and

Submits

Support Head

Approval

Yes

No

Sent to Stores

Verification

Matching

Yes

No

Sent to Stores

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4 Detailed Requirements

Various teams and the functionality applicability to the respective teams are given in the below in the below tabular format.

Sl. No

Section Functionality Team

1 4.1 Raise New Request Support Team

2 4.2 Grouping of Stocks by Stores Stores

3 4.3 Dispatch Stock by Stores Stores

4 4.4 Physical Verification IDC

5 4.5 Logical Verification Support Team

6 4.6 Fill up OS Software and Other Details Support Team

7 4.7 OS Hardening by STF Team STF

8 4.8 Response to STF Team’s comments. Enter Network/ Monitor details etc if not done in 4.6

Support Team

9 4.9 Support Head Approval Support Head

10 4.10 Rack Allocation and Other details IDC

11 4.11 IDC Head Approves IDC Head

12 4.12 Support team Acknowledge Support Team

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4.1 Raise New Request Raise New Request page is available only to the Support Team. The Support team will be able to raise a New Request for Server Movement using this page. When the Support team associate logs in, he will see the following page.

On clicking New Request, the below will be displayed.

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4.1.1 List of fields in this page

Field Type Editable (E) / Read Only (RO)

Mandatory (M) / Optional (O)

Remarks

Requestor RO Auto Populated based on Login

Requesting Location

List Of Value E M

Group Name

List Of Value E M

Server Type

List Of Value E M Indicates if it is an Internal/ External Server

Server Make

List Of Value E M

Server Model

List Of Value E M

Server Details

Text Box E M

Remarks Text Box E M

Submit Button

4.1.2 Validations

Trigger Effect

Click Submit Button Request will be routed to Stores

4.1.3 Email Triggers

Trigger Effect

Click Submit Email sent to Stores

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4.2 Grouping of Stock by Stores Stores associate, when he logs in will see the following page.

On clicking Dashboard, the below page will be displayed.

On clicking the Waiting for Group Id link in the My Status Applet, the request dashboard will be opened.

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On clicking the Order id, the request will be opened

. On Selecting a Server and clicking Submit, the Sub items will be displayed for grouping.

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Remarks

General Details Tab

Request Id RO Auto Populated

Requested By

RO Auto Populated

Requested Date

RO Auto Populated

Location RO Auto Populated

Group Name

RO Auto Populated

Stock Grouping Tab

Servers Multi select List of Value

E M

Submit Button

Available Stock Items

Multi select List of Value

E M

Submit Button

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Additionally stores will be asked to capture the following information:



Remarks

Make LoV E M

Model LoV E M

HDD Text E M

Processor Text E M

RAM Text E M

Extended NIC Card

Text E O

Assurance Tab

Assurance Type

LoV E M

From Date Date E M

To Date Date E M

Vendor Name

Text E M

Add Button To Add more rows in Assurance Tab

4.2.2 Validations

Trigger Effect

Click Submit Button Request will be available to Stores for dispatch.


Trigger Effect

Click Submit No Email

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4.3 Dispatch Stock by Stores Once approved by Stores, the request becomes eligible to be dispatched by Stores.

On Clicking the Order Id, the following will be displayed.

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Remarks

Request Details Tab


Requested By RO Auto Populated

Requested Date

RO Auto Populated


Group Id RO Auto Populated

Issue Details Tab

Group Name RO Defaulted to the Raised Group

Issued To List of Value E Will display only members of group

Option Radio Button Values – Returnable, Non-Returnable

Statutory Compliance Tab

Octroi Amount Number E O

Octroi Cheque Number

Text E O

Octroi Cheque Date

Date E O

Statutory Receipt Number

Text E O

Return Date Date E O

Courier Details Tab

Courier Name List of Value E M If Courier Name=”On Hand”, then Courier Number and Courier Date are Optional.

Courier Number

Text E M

Courier Date Date E M

Mode of Transportation

List of Value E M

SBU Name List of Value E M

Remarks Text E M

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Submit Button

4.3.2 Validations

Trigger Effect

Click Submit Button Request will be routed to IDC


Trigger Effect

Click Submit Email to IDC and Support team

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4.4 Physical Verification by IDC On Stores dispatching the Server, it comes to the IDC Tray for Physical Verification. When IDC associate logs in, dashboard will be displayed as below. The IDC Associate will have to click on “Waiting for Physical Check”.

On clicking the “Waiting got physical Check”, dashboard will be displayed. On selecting the Order Id from the dashboard, the following page will be displayed.

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Remarks

Request Details Tab


Requested By RO Auto Populated

Requested Date

RO Auto Populated


Group Name RO Auto Populated

Issue Details Tab

Issued To Group

RO Auto Populated

Issued To Name

RO Auto Populated

Issued Date RO Auto Populated

Courier Details Tab

Courier Name RO Auto Populated

Courier Number

RO Auto Populated

Courier Date RO Auto Populated

Mode of Transportation

RO Auto Populated

SBU Name RO Auto Populated

Logs Tab

Role RO Auto Populated (includes Initiator, Stores etc)

User Name RO Auto Populated

Date RO Auto Populated

Comments RO Auto Populated

Physical Check

Remarks E M

Approved Button

Reject Button

4.4.2 Validations

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Trigger Effect

Click Approved Button Request will be routed to Support Team for 2nd

level verification

Click Reject Button Request routed to Stores Note: Stores should be able to make changes and re-submit the rejected workflow along with comments


Trigger Effect

Click Approved Button Email to Support team

Click Reject Button Email to Support team and Stores

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4.5 Logical Verification Once the request is physically verified by IDC, the request comes to Support team for logical verification. Support team logs; select the Order id from Dashboard and drills down. The following page is displayed.




Remarks

HDD RO Auto-populated

Processor RO Auto-populated

RAM RO Auto-populated

NIC Card RO Auto-populated

Comments Text Box E M

Verified Check Box E M Y/N against each of the field – HDD< Processor, RAM, and NIC Card. Note: This is mandatory only if the field is populated.

Submit Button

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4.5.2 Validations

Trigger Effect

Click Submit Button Check if all mandatory radio button have value

yes. If all has value “Yes”, then go to the next page in the Support Team login. If at-least one mandatory attribute has a value “No”, then message pop up to display “Logical Verification Rejected. Click OK to Proceed”. Buttons – OK and Cancel. If Cancelled, the Support Team will be able to make changes to the page and click Submit again. If OK is clicked, then the workflow is sent back to Stores. Stores should be able to re-submit to Support Team.


Trigger Effect

Click Submit If Yes, no email is triggered. If No, email is triggered to Stores. When stores re-submits, mail is sent to IDC and Support Team

4.6 Fill up OS Software, Hardware, Network, Back-up, Port and Monitoring Details

4.6.1 OS and Software Details:

On Support team confirming the logical verification, Software Request form is displayed for the Support team. The classifications of software required to be entered are:

Operating System

Anti Virus

Back-Up

ILO

Others Classifications that do not fall under any of the specific classifications can be entered under others.

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4.6.1.1 List of fields in this page



Remarks

Operating System Tab

Operating System

List of Value E M

OS Version Text E O

Type of License

List of Value E M Freeware/ Licensed

License Reference

Mandatory if Type of License is Licensed

No of License Number

Anti Virus Tab

Anti Virus Name

List of Value E O

AV Version Text E O

Type of License

List of Value E M Mandatory if line entered Freeware/ Licensed

License Reference



Back up Tab

Back Up Name List of Value E O

Back Up Version

Text E O

Type of License


License Reference



ILO Tab

ILO Name List of Value E O

ILO Version Text E O

Type of License

List of Value E M Mandatory if line entered

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Freeware/ Licensed

License Reference



Others Tab

Software Name

List of Value E O

Software Version

Text E O

Type of License


License Reference



If Licensed is selected (in each tab), the following fields will be displayed.



Remarks

Assurance Type

List of Value E O

From Date Date E O

To Date Date E O

Vendor Name Text E O

On entering the OS Details, there will be an option submit to STF for OS Hardening. Alternatively, the Support team can go to other tabs, fill in the details, then come back to Software Request tab and submit it to STF.

Note:

1. Multiple OS Details can be added and Submitted to STF. 2. CALS to be a Software Name in the List of Values in Others tab

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4.6.1.2 Validations

Trigger Effect

Enter Operating System

details

Add More OS Details

Move to STF Workflow sent to STF

4.6.1.3 Email Triggers

Trigger Effect

Move to STF Email to STF Team

4.6.2 Hardware Details

Hardware details will look like the below snapshot.




Remarks

Date of Production

RO Will be populated once the server is

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Note: Data in

assurance tab is only read only. This information will be entered by Stores at on receipt of the server.

4.6.2.1 Validations

Trigger Effect

Click Submit Moves to Network Request


Trigger Effect


moved in to Live

Make RO Auto-populated

Model RO Auto-populated

Processor RO Auto-populated

Serial No RO Auto-populated

Stock Group Id

RO Auto-populated

Capacity RO Auto-populated

Assurance Tab

Assurance Type

RO Auto-populated

From Date RO Auto-populated

To Date RO Auto-populated

Vendor Name

RO Auto-populated

Submit Button

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4.6.3 Network Details

Network Details snapshot will look like below.




Remarks

Host Name Text E M

Interface Tab

Interface Text E M

IP Text E M To accommodate IP V6 format

Mask Text E M

Gateway Text E M

FW List of Value E M Yes/ No

Type List of Value E M Primary/ Secondary/ ILO/ BU

IP Type List of Value E M Direct/ Natted

Add Button To add more lines in Interface tab

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4.6.3.2 Validations

Trigger Effect

Click Submit Moves to Backup Details


Trigger Effect


4.6.4 Backup Details

Backup Details snapshot will be displayed as below.




Remarks

Client Name RO Auto Populated based on Host Name entered in Network Details

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Backup Tab

Directory to be backed up

Text E M

Frequency of Back up

List of Value E M Daily/ Monthly/ Weekly/ Infinite

Retention Period

List of Value E M One Week/ One Month/ Infinite

Time to be scheduled

List of Value E M During Day Time/ During Night Time

Add Button To add more lines in Back Up tab

4.6.4.2 Validations

Trigger Effect

Click Submit Moves to Port Details


Trigger Effect


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4.6.5 Port Details

Port Details page will appear as follows:




Remarks

Source IP Text To be compatible with IP V6

Source Mask Text

Destination IP Text To be compatible with IP V6

Destination Mask

Text

Ports Text

Protocol List of Value TCP/ UDP

Duration List of Value Permanent/ Temporary

End Date Date Picker Applicable only if Duration is Temporary

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4.6.5.2 Validations

Trigger Effect

Click Submit Moves to Monitoring Details. Decision of where the workflow should go to (STF NetOps) will be decided. This is currently an Open point.


Trigger Effect

Click Submit No Email Email Requirements for STF and Netops will be decided based on the decision taken for the workflow. This is currently an Open point.

4.6.6 Monitoring Details

Monitoring Details page will appear as follows.

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Remarks

Application name

List of Value E M List of all Software entered in the Software Request page

Port Number Text E M

Add Button To add more lines

4.6.6.2 Validations

Trigger Effect

Click Submit Details Saved. If Waiting for STF, then the request

stays in Status Waiting for STF.


Trigger Effect


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4.7 OS Hardening by STF Team When the STF team logs in, they can access the dashboard by clicking Operation STF Dashboard Click Open under My Status. Select the appropriate Oder Id from the Dashboard list. List of all details entered in the request will be displayed. Additionally, STF will have to login the below details.




Remarks

Bulletin Title Text E M

Maximum Severity Rating

List of Value E M

Vulerability Impact

Text E M

Affected Details

Text E M

Add Button To add multiple rows of Vulnerability details

Attachment Attachment

Submit Button

4.7.2 Validations

Trigger Effect

Click Submit Workflow sent to Support Team


Trigger Effect

Click Submit Email sent to Support Team

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4.8 Response to STF Team’s comments.

(Also enter Network/ Monitor details etc if not done in 4.6) Support Team can select “Waiting for Vulnerability Comment” in the Dashboard and drill down on the Order Id to respond to feedback from STF. The page will look like below:




Remarks

Bulletin Title Text RO Auto-Populated

Maximum Severity Rating

List of Value RO Auto-Populated

Vulerability Impact

Text RO Auto-Populated

Affected Details

Text RO Auto-Populated

Feedback Text E M

Submit Button

4.8.2 Validations

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Trigger Effect

Click Submit Workflow sent to Support Team Manager


Trigger Effect

Click Submit Email sent to Support Team Manager

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4.9 Support Head Approval When the Support Head logs in he will be able to drill down on Open from the Dashboard and into the required Order Id in the Dashboard Queue and go to the request.

List of all details entered in the request will be displayed. Support Manager will have to provide his approval or rejection with supporting comments.




Remarks

Comments Text E M

Approve Button

Reject Button

4.9.2 Validations

Trigger Effect

Click Approve Workflow sent to IDC

Click Reject Workflow sent to Support Team. Support team

should be able to re-enter details and re-submit


Trigger Effect

Click Approve Email sent to IDC

Click Reject Email sent to Support Team

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4.10 Rack Allocation and Other details

When the IDC team logs in, they can access the dashboard by clicking Operation IDC Dashboard Click Waiting for IDC Approval under My Status. Select the appropriate Oder Id from the Dashboard list.

List of all details entered in the request will be displayed. Additionally IDC will have to enter following details.




Remarks

Rack Details Text E M

Power in Watts

Text E M

ILO Patch Panel

Text E M

Server U Size Text E M

Mac Address Text E M Add More Option to be enabled

Switch IP Text E M Add More Option to be enabled To accommodate IP

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V6 format

Switch Port Text E M Add More Option to be enabled

Patch Details Text E M Add More Option to be enabled

VLAN Details Text E M Add More Option to be enabled

Attached Devices

Text E M

Submit Button

4.10.2 Validations

Trigger Effect

Click Submit Workflow sent to IDC Manager


Trigger Effect

Click Submit Email sent to IDC Manager

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4.11 IDC Head Approval Page

When the IDC head logs in, he can access the dashboard by clicking Operation IDC Dashboard Click Open under My Status. Select the appropriate Oder Id from the Dashboard list.

List of all details entered in the request will be displayed. IDC Manager will have to provide his approval or rejection with supporting comments.

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Remarks

Comments Text E M

Approve Button

Reject Button

4.11.2 Validations

Trigger Effect

Click Approve Workflow sent to Support Team

Click Reject Workflow sent to IDC. IDC team should be able

to re-enter details and re-submit


Trigger Effect

Click Approve Email sent to Support Team

Click Reject Email sent to IDC

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4.12 Support team Acknowledge

Once the IDC Head approves, the support team should acknowledge the Server Movement into Live. List of all details entered in the request will be displayed. Support Team has to click Acknowledge Button.




Remarks

Acknowledge Button

4.12.2 Validations

Trigger Effect

Click Acknowledge Server Status becomes “Ready for Modification”


Trigger Effect

Click Acknowledge No Email

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4.13 VM Process Flow VM process flow will follow the below steps. All fields relevant to a Physical Server in each of this step will also be applicable to all the VM servers associated with that Physical Server

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5 User Access Details

5.1 Who can access this module? The following roles will be created for this purpose.

Role Mapping Visibility Functionality Reference

Support Team

An individual user will be given the Support Team Role.

A team member can view

(a) Status of his request

(b) Status of a request raised by his team (based on the Infodesk group mapping of the User)

4.1 4.5 4.6 4.8 4.13

Support Team Head

Group – Head Name Mapping will be done

A Support Team head can view all request raised by his team (based on Infodesk Group Mapping)

4.10

Stores An individual user will be given the Stores Role.

4.2 4.3

IDC An individual user will be given the IDC Role.

4.4 4.11

IDC Head Group – Head Name Mapping will be done

Location based 4.12

STF An individual user will be given the STF Role.

4.7

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5.2 Event and Status of Request for each event

Event Status of Request Status of Server

Raise New Request Awaiting Group Id NA

Approved by Stores – Grouping

Awaiting Dispatch NA

Dispatch by Stored Awaiting Physical Verification

NA

Physical Verification – Rejected

PV rejected NA

Resubmitted by Stores

Re-Submitted to IDC for PV

NA

Approved by IDC Awaiting Logical Verification

NA

Logical Verification – Rejected

LV Rejected NA

Resubmitted by Stores

Re-Submitted to Team for PV

NA

Logical Verification – Approved

With Support Team

NA

Submit to STF Awaiting STF response

NA

SFT Submits Response from STF

NA

Support Team Submits to head for approval

Awaiting Support Head Approval

NA

Support Head Rejects

Support Head Rejected

NA

Support Team re-Submit

Re-submitted for Head Approval

NA

Support Head Approves

Awaiting IDC Approval

NA

IDC Submits Awaiting IDC Head Approval

NA

IDC Head Rejects IDC Head Rejected NA

IDC Team re-Submit Re-submitted for Head Approval

NA

IDC Head Approves Awaiting Acknowledge

SID Generated. Server Status= Live (in Production)

Support Team Acknowledges

Closed Ready for Modification

Documents

Server Management Flow V1.0