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STANFORD UNIVERSITY

INFORMATION TECHNOLOGY SERVICES

Inventory Database Field Dictionary

Term Definition
Allocated Square Footprint Shows the square footprint in square feet (ft2) for an asset (Rack and Misc Asset only). This is used by the DPAs to determine billing for assets that exclusively use floorspace.
Asset contains billing exception information? Identifies if the "normal" facilities billing is or is not in effect for this asset
Asset Name Name of the asset. Dependent on the Asset Type the name is commonly known as:

Asset Type Related Name
Rack Rack Name
Server Local Name
Misc. Asset Name
Asset Number See Asset Tag
Asset Owner Group or department that originally purchased the asset and has responsibility for purchasing its replacement once the asset reaches the end of its lifecycle.
Asset Stage (Lifecycle) Identifies what phase of the lifecycle an asset is in. This applies to all asset types. The stages are:

Stage Descrition
Unspecified Stage doesn't apply to Asset or if it does apply, the stage is unknown
Received Asset has been received in the Data Center facility
Staging Asset is being installed or configured if needed
Available Asset is spare and can be deployed to other uses if needed.
Production Asset is running in its intended use in a production mode
De-staging Asset is being taken out of production mode as it has reached its useful life
Retired Asset is no longer in use but is still in the Data Center facility
Disposed Asset has been physically removed from the facilities floor
Asset Status Identifies the state that a production asset is in. This applies to assets with Asset Type=Server. For other asset types, this field should always be empty. While this field is available for any type of asset, it is critical for Windows servers as it determines what servers need to be monitored via MOM. The status' are:

Stage Descrition
Unspecified Status doesn't apply to Asset or is unknown
Online Asset is online and used in production mode
Offline Asset is offline for either maintenance or other reasons
Asset Tag Asset number or Property Tag Number assigned by the Departmental Property Administrator (DPA). It corresponds to a record in the Sunflower asset management system. Not all assets have asset tags. It may only be tagged if the asset acquisition cost was over $5000. If no Asset Tag is entered, the default "Non-Capital" is automatically set.
Asset Type Type of asset. The 3 asset types are Server, Rack and Miscellaneous Asset
Backup Support Admin Also referred to as Secondary Support Admin. Firstname and lastname (surname) of the system or database administrator responsible for managing the server or database respectively.
Billing Exception Info Comment that describes what the facilities billing for this asset is if it is not using the "normal" facilities billing
Blocked Length Not currently used.
Blocked Width Not currently used.
Building Name of the building in which an asset is located.
Building Code University Building code for this location
Classification Classifies the server or database in terms of support level. Examples of classifications are:

Classification Descrition
Unspecified Classification doesn't apply to Server or if it does apply, the classification is unknown
Production Server is in production status meaning that business users use this system to run their business on a regular basis
Development Server is used by developers to develop and unit test changes to a production system
Spare Server is dedicated as a spare (warm stand-by)
UAT (User Acceptance Testing) Server is used by developers and business users to test and accept changes to a production system
Client Identifies the client department that uses this database or server. If the server or database is not shared amongst different clients, this identifies the one and only client department. If it is shared, multiple clients departments are identified.
Client Name See Client.
Database Name Name of database as defined in the INIT.ORA configuration file.
Database Size Disk amount occupied by the database in gigabytes (subset of total disk capacity on server).
Database Type Type of product this database runs on (example: Sybase, Oracle)
Description Description of the nature or characteristics of the asset (Rack, Server, Misc Asset)
End Date Expiration date for Warranty
Facility Billing Code Identifies the Billing Code (used for Facilities charges) for this asset
Facility Billing Quantity Identifies the Billing Quantity (used for Facilities charges) for this asset
Firmware Version BIOS/Firmware version running on server. This only applies to servers.
Floor Floor of the building in which the asset is located
Grid Location Y and X coordinates on facility floor where an asset is located (Forsythe only)
Grid Location [Y (letter)], [X (number)] See Grid Location
Height Height of asset in feet. This only applies to servers.
Hardware is leased Identifies if this asset is leased or purchased by the Asset Owner
Last Audited Identifies the date when the Asset was last updated
Last Audited By Identifies the person who last updated the Asset
Length Length of asset in feet
Local Name Name of server (see also Asset Name)
Location Z See Position in Rack
Make Make of the asset. This applies to Servers, Racks and Misc Assets. Examples for servers are: PowerEdge, SunFire, Ultra.
Manufacturer Manufacturer for asset. This applies to Servers, Racks and Misc Assets. Examples are: Dell, Sun, IBM.
Miscellaneous Asset A tag-able asset that is located on the facility floor and is owned by a particular client who is being billed for the floorspace the Asset occupies. It is not a Server or Rack. Example: Closet or cabinet.
Memory Amount of Memory installed on server. This only applies to servers.
Model Model of the asset. This applies to Servers, Racks and Misc Assets. Examples for servers are: 1750, 2250, V440.
Name See Asset Name
OS Combination of OS Name and OS Version
OS Name Name of OS software running on server. This only applies to servers. Examples are: Linux (Red Hat), Linux (Debian), Solaris, AIX.
OS Version Version of OS running on server. This only applies to servers.
Patch Level Patch level of the Operating system running on the server. This only applies to servers. Definitions and examples for each OS are:

Operating system Patch Level field content
Linux (Red Hat) Kernel revision
Linux (Debian) Kernel revision
Solaris Kernel revision
Windows Windows Version and Service Pack
AIX Maintenance Level (aka ML)
Percent Server Allocation If a server runs or supports multiple services, the server is considered shared. This allocation identifies for each service how much (%) of the server is used. The total of all allocations for this server must equal 100%.
Percent DB Allocation If a database runs or supports multiple services, the database is considered shared. This allocation identifies for each service how much (%) of the database is used. The total of all allocations for this database must equal 100%.
PO Number Purchase Order Number
Position in Rack [Z] Vertical location in rack. This is also known as Location Z. The numbering scheme is rack units (EIA) and starts with 1 at the bottom of the rack. If a server occupies multiple rack units, location Z is the number of rack units including the rack unit where the bottom of the server is installed. This only applies to servers and is currently not used.
Primary Server Identifies the primary server that a database runs on. This is intended to support databases that run on multiple servers - not currently implemented at Stanford. As a result, the primary server is always the server the database runs on.
Primary Service Identifies the primary service running on this database. If the database is not shared amongst different services, this identifies the one and only service. If it is shared, the primary service identifies the service that is using most of the database capacity and/or is the most critical service to restore in case of component failure.
Primary Support Admin Firstname and lastname (surname) of the system or database administrator responsible for managing the server or database.
PR Number Purchase Requisition Number
Processor Name Descriptive name of the processor. This only applies to servers.
Processor Quantity Number of CPUs/Processors running on server. This only applies to servers.
Processor Speed Speed of CPUs/Processors of server. This only applies to servers.
Processor(s) See Processor
Purchase Date Date when Purchase Requisition was signed off
Purchase Price Original purchase price for this asset (doesn't include sales tax, shipping and maintenance/warranty costs)
Rack Code Describes the Rack Number that was assigned in Sweet Hall and ECHs where there wasn't any X and Y Grid locations. This is only for asset type Rack. It is a specific requirement for the Facilities group to track this information.
Rack Mountable Identifies if asset is rack mountable. This only applies to servers.
Rack Reference Describes the Rack Number (see Rack Code) that an asset type is associated with. This is only for asset type Server. It is a specific requirement for the Facilities group to track this information.
Racked Date Date when the asset was racked or installed
Rack Unit Capacity Not currently used.
Rack Unit Size For server only. Specifies how many Rack unit sizes the specific server occupies in the rack. Not currently used.
Raw Square Footprint Not currently used.
Received Date Date when asset is received
Removed Date Date the asset was removed and/or disposed
Room Room Number of the building the asset is located in
Secondary Support Admin Also referred to as Backup Support Admin. Firstname and lastname (surname) of the system or database administrator responsible for managing the server or database respectively.
Serial Number Serial number for asset as listed on the label attached by Manufacturer. This is a required field and must be filled in to create a new asset.
Server Name Name of the server (see also Asset Name).
Server Hardware Describes the vendor, make and model for a server. It is typically displayed as one field although it is tracked as 3 different fields in the InventoryDB database (see also Manufacturer, Make, Model)
Server Role Identifies the type of server in common terms. Used by Account managers, Systems Administrators and Managers to discuss servers. Also used by Account managers to determine (along with other information) the billing code. In case of the Unix group, this field actually contains the Billing code for System Admin services. Examples for server roles are:

Server Role Description (Server that runs...)
Application server An application (2nd architectural tier) - used by Win SysAdmin
Database server A database, typically in dedicated mode (3rd architectural tier) - used by Win SysAdmin
Web server A Webserver (1st architectural tier) - used by Win SysAdmin
UNIX Infra: Cluster Node Billing code for servers that are part of an Infrastructure cluster - used by Unix SysAdmin
Unix Client: Simple Billing code for servers that will be charged at the simple SysAdmin level - used by Unix SysAdmin
Server Stage See Asset Stage)
Server Status See Asset Status)
Service Description Description associated with the Service Number. Only on Asset screens as it was a specific requirement for DPAs and facilities billing.
Service Name Name of the service which this asset support. This information is a combination of services as they are known to ITS clients as well as services that may be provided within ITS from one group to another. Examples of services are BigFix, eCommerce, GSB: Exchange, HATS.
Service Number Service Number (or PSA Number) to which this asset will be charged in the Pinnacle Billing System. Different service numbers exist for each asset. The Service Number on the Asset screen is associated with billing for facilities space. The Service Number on the Server or Database screens is associated with billing for each service running on a server/database. The Service Number is NOT associated with the Service Name.
Shared Database Identifies that a database is shared by multiple clients or services, or dedicated to a single service or client. Values are FALSE or TRUE.
Shared Server Identifies that a server is shared by multiple clients or services, or dedicated to a single service or client. Values are FALSE or TRUE.
Support Operations Owner Group or department responsible for operating and managing the asset. For example, AFS servers are operated and managed by the Unix Systems and Application group, whereas GSB servers are by the Windows Systems group.
SU Asset Tag See Asset Tag
Type Identifies the type of warranty the asset has. This applies to Servers primarily but may apply to some Racks and MiscAssets as well.

Warranty Type Description
Unspecified Warranty Type doesn't apply to Asset or is unknown
Client-owned Asset is owned by client who is responsible warranty mgmt
1-yr 9x5 M-F Example of a Warranty type for a Server
1yr 24x7 Example of a Warranty type for a Server
Updated Identifies the date when the Asset, Server, Rack or MiscAsset was last updated
Updated by Identifies the person who last updated the Asset, Server, Rack, Misc Asset or Database
Virtual Server? Indicates if this is a virtual server. If it is a virtual server, there could be more than one server associated with the asset.
Warranty End Date See End Date
Warranty Name See Type
Warranty Type See Type
Weight Weight of server in pounds (lbs). This only applies to servers.
Width Width of asset in feet
Windows Domain Windows Domain that the server belongs to (applies to Windows server only)
Last modified Monday, 22-May-2006 12:27:26 PM

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