that Docusnap documentation tool The standard package includes the option of creating so-called system groups. This can be used to represent a functional grouping of IT systems. The theory for this comes from the ITIL library. The ITIL discipline “Service Design” describes the creation and maintenance of a service catalog. This document can provide you with optimal support for your IT documentation. The system groups in Docusnap help you map groupings for the Service Catalog. A system group can also be referred to as an individual IT service.
In the blog post Setting up and maintaining a service catalog with Docusnap Some basics have already been explained on this topic. Here we would now like to show you a practical implementation option.
Get an overview
The first step is to carry out a comprehensive inventory of the network. Capture all IT systems. Everyone else you'll have gaps in the inventory database (CMDB) right from the start. Not all IT systems are then available for the subsequent formation of IT services. All other IT systems that cannot be scanned over the network must be recorded manually. However, that should be the exception. Because the goal must be to have Docusnap continuously inventory all IT systems. Unfortunately, some IT systems cannot really be covered via the network. For example, if the firewall is correctly configured, it will be difficult to recognize it in the network. Server cabinets and air conditioning systems are also not particularly chatty, partly due to a lack of network connection.
Always scan the entire IP address ranges as well. Compare this scan result with the individual inventory scans for operating systems or SNMP inventories. This allows you to carry out an additional check of the completeness of the IT systems covered.
Define system groups and services
After the inventory, the second step is to define the system groups. Professional expertise is required here, because you need to know the IT system well and know which hardware and software, processes and services are in use. In particular, it must be known for what purpose they are needed. In any case, you should also contact the specialist department and the respective system managers. I'm sure they know the systems by heart.
What are system groups then? All hardware and software as well as external services in your network were purchased for a specific purpose. This purpose is the IT service, the system group. You can also immediately use the respective name as the name for the IT service. Always assign a unique number to each IT service, e.g. IT-SF-xx. IT-SF stands for IT—Service Folder, xx stands for a sequential, 2 or 3-digit number. It makes it easier.
Which distribution appears appropriate? It's difficult to answer. As always, it depends on your network. A division from a technical point of view can prove effective. Mail servers, directory service, network, application software, firewalls, file servers, Internet access, ERP system, workplace management, physical cabling, VPN, server hardware, etc. can all represent individual IT services. A first grouping is certainly a bit more difficult. Don't worry, just get started. Don't think you'll immediately find the perfect layout in the first run. You'll probably need multiple runs and adjustments. Also check whether external service providers or cloud services are being used. This must be taken into account when creating the system groups, as there may be additional services that do not run your own IT systems in the network.
You then designate a person responsible for each IT service. Attention, this can quickly lead to misunderstandings in the IT department. This is because being responsible for an IT service does not mean that this person will also be responsible for the administration of the associated systems in the future. This is often misunderstood and is therefore quickly rejected. However, the service manager must coordinate all activities on the assigned hardware and software and must be notified of changes in advance and agree to them. Topic change management. The service manager sets goals for the IT service and is responsible for them. Objectives can include costs and availability. A service manager can of course also be the system manager (system administrator) at the same time. When setting responsibilities, you should take the time to provide sufficient explanations so that employees can understand and internalize this correctly.
If IT systems cannot be assigned, then they can most likely be switched off. They also clean up the IT landscape once in a while. You will probably come across one or the other IT system that is actually no longer needed. By assigning the same hardware to an IT service, you can also more easily uncover optimization potential. Sometimes you are amazed at what else is in use or could be summarized in established structures.
Read in second part of the contribution What will happen with the formation of system groups.