Completing CMDB Item Details

Certain details are standard for most CMDB Items. Complete them as follows. You may need to expand some of the sections by clicking on the title.

These are the fields provided as standard. Your window may have been adapted by your system administrator using the ASM Designer.

  1. ClosedComplete the Details section with the identifying details.
    Title Type the name or title of the item. You can enter a maximum of 255 characters. If you enter more, the system will truncate it after it reaches the maximum.

    Title is one of the search options within the CMDB Item Search window, and can assist in searching for a service or providing a name to the item.
    Ref A unique reference number for the CMDB item. You can either specify a reference number or accept the reference number that has been allocated by the system. You can enter a maximum of 40 characters. If you enter more than this, the system will truncate it.

    You should avoid using the characters ‘%’ and ‘_’, as they are used as wildcard characters when searching. If you do use these special characters, you may not generate the expected results when performing a search.

    If you specify a Ref and Version already assigned to a CMDB item of this type, a warning message will display when you select OK. Select Yes to create the new item, or No to cancel and return to the details window.
    Version This field is automatically completed by the system, but you can replace it with different details if you wish. The version number is useful to distinguish between CMDB items that are cloned from one another and/or have the same reference number.

    If you specify a Ref and Version already assigned to a CMDB item of this type, a warning message will display when you select OK. Select Yes to create the new item, or No to cancel and return to the details window.
    Type Accept the default, if displayed, or select the CMDB item type from the drop-down list, defined in the CMDB Item Types window. The details will be updated to reflect the type you select.

    You must specify a value before you save the details, regardless of any setting in ASM Designer.
    Class Select a CMDB Item Class for further profiling , or accept the default, which is usually 'Unspecified'.
    Manufacturer Identify the manufacturer of the item.

    This field does not appear for all CMDB items.
    Model Identify the model of the item.

    This field does not appear for all CMDB item types. Your system may be configured such that Models are linked to Manufacturers. In this case, selecting the Manufacturer will determine the available options in the Model list.
    Serial No Specify the serial number for the CMDB item.

    This field does not appear for all CMDB item types.

    Portal Display Category Portal display categories can be used to define CMDB items which are frequently asked for by Users. Search for and select one to categorize the CMDB item on the Self Service Portal.
    Product Code

    This only appears for software products and inventory.

    Add a product code.
    Part Number

    This only appears for software products and inventory.

    Add a part number.
    Asset Lifecycle Status

    This only appears for software products and inventory.

    Select an Asset Lifecycle Status (such as, In Transit, Retired, or Available) for the software product.
    Asset Catalog

    This only appears for Service, Service Action or Service Bundle Details.

    As well as categorizing the type as an asset, you can specify whether it should be included in the Asset Catalog accessible from the Self Service Portal. Users will be able to use the advanced search options on the Self Service Portal to view CMDB items published in this catalog.

    Self Service Portal Select to display the item in the Self Service Portal.

    This is selected by default if Config Item - Portal Default is selected in the CMDB Settings window, but can be selected/deselected by the Analyst as required.
    Baseline Select to flag this CMDB item as a baseline CMDB item. Baselines refer to a given configuration of software and/or hardware that is used as a default state, for example as the initial setup for a new PC in your organization.
    Template Select to define the item as a template. A template item is similar to a workflow template, in that it is a generic base from which multiple copies or instances can be made.
    Order Multiple Quantities Select to allow Users to specify multiple quantities when ordering this item on the portal through the Service Request Catalog.
  2. ClosedComplete the User and Organization fields with the User and organization details for the item, including the location. This is called User and Location for Inventory.
    User Type the User name, or use the search function. For more information, see Using the search function on page 1.

    Changes made to this field will be tracked if it is selected in the Audit Trail options in the CMDB Settings window.

    Organization Use this field to link the item to an organization. If you have already specified a User who is linked to an Organization, it is entered automatically.

    Changes made to this field will be tracked if it is selected in the Audit Trail options in the CMDB Settings window.

    Location Use this field to link the item to a location. Type the location or use the search function. For more information, see Using the search function on page 1.

    Changes made to this field will be tracked if it is selected in the Audit Trail options in the CMDB Settings window.

    Floor

    This only appears for software products and inventory.

    Specify a floor number to make the location more specific, if appropriate.
    Room

    This only appears for software products and inventory.

    Specify a room to make the location more specific, if appropriate.
  3. ClosedIn the Criticality and Status fields, identify the criticality and status of the item.
    Criticality Select a level to describe how important this item is to your IT infrastructure. Criticalities are defined in the CMDB Item Criticality window.
    Status Select a status such as Working, or In Repair. Statuses are defined in the CMDB Item Physical Statuses window.

    The status that appears in the Info panel on this window is the state of the item, that is, whether it is active or has been deleted.
    Portfolio Status

    Select the lifecycle phase of the item from the drop down list. The portfolio status also determines the visibility and availability of the item on the Self Service Portal.

    You must select Service Request Catalog if you want the item to appear in the Service Request Catalog.

    Portfolio statuses and their portal visibility are defined in the Service Portfolio Statuses window. The default status is the topmost portfolio status defined in that window.
    The option is selected by default if Service - Portal Default is selected in the CMDB Settings window, but can be deselected if appropriate.
    Service Level Select a service level for the item from the drop down list. Service Levels are defined in CMDB Service Levels.
    Purchased The date on which the item was purchased.

    This only appears for software products. If you cannot see this field, you can make it visible using ASM Designer.
    Last Check The date on which the item was last checked.

    This only appears for software products. If you cannot see this field, you can make it visible using ASM Designer.
    Time Zone Select from the pre-defined time zones for the item. This is useful if you want ASM Core to apply a Service Level Agreement to a call or request based on the time zone of the item linked to the call or request. The default time zone is the time zone set for the server through the Server Console.
  4. ClosedIn the Catalog Information section, specify details about the availability and support arrangements. This section is only displayed for services and service actions.

    Turnaround Time

    		 Specify how long it typically takes to deliver this service/service action after it is ordered.

    Charging

    		 Specify the costs associated with the service/service action.

    Availability

    		 Specify the duration for which the service/service action will be available for Users to use or access. For example, if the service is to provide online banking facility, the service would typically be made available 24 x 7, which means 24 hours a day and 7 days a week.

    Target Audience

    		 Identify the type of Users most likely to subscribe to the service/service action. For example, an organization may provide a service for creating employee accounts. The target audience in this scenario would be all of the organization’s employees who need a new account created.

    Support Arrangement

    		 Add the details of who is responsible for providing service support to Users.

    Training

    		 Specify details of any training related to this service/service action, which may be imparted to subscribers (such as training outline and frequency of training sessions).

    Performance and Security

    		 Add information pertaining to any performance or security issues for this service/service action.

    Terms and Conditions

    		 Add the terms and conditions for using this service/service action.
    Service Hours Specify the standard service hours for this service/service action.

    Access

    		 Specify who has access to the service/service action.

    Backup & Recovery Arrangements

    		 Specify the plan to provide backup for the service during times of unavailability and the recovery plan for the service/service action.

    Service Targets

    		 Specify targets for meeting the agreed level of service delivery, such as 90%.
    Cost Type

    This field is only displayed for service actions.

    Select the way in which this service action will be charged such as Pay Per Use, Subscription, No Charge Back). Cost Types are defined in administration
    Initial Cost

    This field is only displayed for service actions.

    Add an initial cost for this service action
    Ongoing Cost

    This field is only displayed for service actions.

    Add an ongoing cost for this service action
    Period

    This field is only displayed for service actions.

    Select the service period for which this service action will be available, if ordered through the Service Request Catalog on the Self Service Portal.

  5. ClosedIn the Financial and Vendor Information section, specify any contract information about the item, such as the external supplier who supplies it, as well as maintenance and disposal information.

    This information can also be defined in a Contract and linked to the item. When specifying the contract details, you can also set thresholds to log a call or request and or alert specific people when the contract is nearing expiry.

    External Supplier Type the External Supplier or use the search function. For more information, see Using the search function on page 1. to select an External Supplier.
    Financial Status Select a Financial Status from the drop down list.
    Financial Category Select a Financial Category from the drop down list.
    Acquisition This section contains the acquisition details.
    Method Select the purchase method from the drop down list.
    Price The cost of the item.

    This only appears for software products.
    Associated Costs Specify additional costs associated with the purchase of the item.

    This only appears for software products.

    Shipping and Handling The cost of shipping and handling the item.

    This only appears for software products.
    Rebate

    This only appears for software products.

    Method Select the disposal method of disposal from the drop-down list.
    Price Type the cost of disposal.
    Date Select the date of disposal, using the calendar button .
    Maintenance Annual Rate Specify the maintenance annual rate.

    You may prefer to associate specific contracts to the Item using the Contracts tab in the Linking Panel. This information can also be specified when adding a Contract.
    Leasing Annual Rate Specify the leasing annual rate.

    You may prefer to associate specific contracts to the Item using the Contracts tab in the Linking Panel. This information can also be specified when adding a Contract.
  6. ClosedIn the Image and Description section, describe the CMDB item. Some CMDB items do not include Image.
    Description Provide a description of the CMDB item in as much detail as you wish. Use the scroll bars to view additional text, or select full view to pop up a Text Editor if you wish to add a longer description.

    If no description has been entered, the system may automatically use the defined Model as a description when you save the details, depending on your system’s settings.

    Upload Image Select to specify an image for the item. This image will appear on the Service Request Catalog (visible on Self Service Portal). This is only available for certain CMDB items.

    The maximum size for the image that can be uploaded is set by your administrator on the Server Console. Alemba® recommends 75x75px for small images and 100x100px for larger images. JPEG, GIF, PNG, and BMP image file formats are supported.
    Portal Submit Button Enter the text to display on the Order button of the Service Action in the Self Service Portal Service Request Catalog. Text entered here replaces the default button label "Order" and any text entered into the Portal Submit Button field of the CMDB Item Type in System Admin.
  7. ClosedView the details in the Item Summary section. This only appears for Inventory and Software Product.

    It provides a summary of the total number of items of the current inventory or software product in the various transaction pools (such as On Order, Purchased, and On Hand – Available), and is a quick way for you to see if you are over or under utilizing software licenses, or if you need to restock an inventory. ASM Core automatically calculates the new totals and updates the quantities after every transaction, including transactions performed manually on a software product or inventory, those performed automatically through a Manage CMDB task, and those performed through a search field on a call, request, or task.

  8. Select the tabs in the linking panel at the bottom of the window to link the item to other CMDB items.
  9. Use the options in the Explorer pane to the left of the window to carry out related tasks. These options will vary depending on the type of item.
  10. Select Ok to save your changes, or Save New to save the details and open a blank details window in which you can enter the details for another new contract. Provide the Change Reasons if prompted to do so.