IT SERVICE MANAGEMENT TRAINING...IT Service Management (ITSM) ITSM is defined as “the implementation and management of quality IT services that meet the needs of the business”.1
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ITSERVICEMANAGEMENTTRAINING
WrightStateUniversity–Computing&TelecommunicationsServices
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TableofContents
ITServiceManagement(ITSM)...............................................................................................3
ITIL.........................................................................................................................................3BenefitsofITIL.................................................................................................................................3ITILLifecycles...................................................................................................................................3Processes.........................................................................................................................................4
IncidentManagement.........................................................................................................................4RequestFulfillment..............................................................................................................................4
CaTSIncidentManagement....................................................................................................5
CaTSRequestFulfillment........................................................................................................5
ServiceNow............................................................................................................................6Introduction.....................................................................................................................................6LoggingIn.........................................................................................................................................6GeneralNavigation..........................................................................................................................7
BannerFrame......................................................................................................................................7ApplicationNavigator..........................................................................................................................8ContentFrame...................................................................................................................................10
Calls...............................................................................................................................................13Incident..........................................................................................................................................13
CreateNew........................................................................................................................................14WorkingExistingIncidents................................................................................................................19IncidentNotesandAdditionalComments.........................................................................................21
Notestab.......................................................................................................................................................21RelatedRecords............................................................................................................................................25
ResolvinganIncident.........................................................................................................................26Requests/ServiceCatalog...............................................................................................................29
Requests,RequestedItems,andTasks..............................................................................................29AccessingtheServiceCatalog............................................................................................................30CreatingaRequest............................................................................................................................31Approvals...........................................................................................................................................37
FilteringandCustomizingListViews...............................................................................................38SavingFilters......................................................................................................................................40ViewingSavedFilters.........................................................................................................................40
CustomizedFieldListing.................................................................................................................41CreatingandViewingReports........................................................................................................42
Viewing..............................................................................................................................................42CreatingaNewReport......................................................................................................................44
PreparingtoGo-Live.......................................................................................................................45
Appendix...............................................................................................................................47AppendixA–ServiceLevelTargets:ResponseandResolution........................................................47
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ITServiceManagement(ITSM)ITSMisdefinedas“theimplementationandmanagementofqualityITservicesthatmeettheneedsofthebusiness”.1ITSMistheoverallsetofgovernance,policies,processesandproceduresthatsupportthelifecycleofallITservices–frominitialstrategyandplanning,toimplementation,operation,improvementandfinallyretirement.
ITILITIL,formerlyanacronymofInformationTechnologyInfrastructureLibrary,isanITSMframeworkusedtoprovideguidanceandbestpracticeforITorganizations.AccordingtoAxelos,thelicensorofITIL,ITIListhe“mostwidelyacceptedapproachtoITservicemanagementworldwide”.2ITILisusedinavarietyofindustriesandorganizationsofallsizes.TheITILframeworkwasinitiallypublishedinthelate-1980sandhassincegonethroughfourupdates,thelastofwhichwaspublishedin2011,knownasITIL2011Edition.BenefitsofITILAccordingtoAxelos,ITILissuccessfulandbeneficialtoallorganizationsfor3primaryreasons3:Vendor-neutral:ITILbestpracticescanbeappliedtoanyorganizationwithinanyindustry,anddoesnotrequireaparticulartechnologyplatform.ITILisownedbytheUKgovernment,sonocommercialentityholdsproprietaryintellectualpropertyonthebestpracticeswithinITIL.Non-prescriptive:ITILdoesnotprovideastep-by-stepprocesstomanageITservicesandprocesses.Thereisno“rightway”.Rather,ITILprovidesguidanceonhowtogoaboutdevelopingprocesses,andleavesittotheindividualorganizationtoadoptandadaptITILtofittheneedsoftheorganization.Bestpractice:ITILrepresentsthecombinedknowledgeandexperiencesofglobalorganizationsandITleadersoverthecourseofdecadesandhasbeenupdatedtoreflectchangingbusinesstrendsandtechnologicaladvancements.ITILLifecyclesITILincludes5lifecyclesthatprovideguidanceondifferentaspectsoftheservicelifecycle.Theyinclude:ServiceStrategy:focusesonunderstandingtheneedsofthebusiness,managingthedemandandfinancialaspectsofservicesneededbythebusiness.1Axelos.ITIL®ServiceOperation(CrownCopyright2011),152Axeloswebsite,https://www.axelos.com/3Axelos.ITIL®ServiceOperation(CrownCopyright,2011),9
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ServiceDesign:focusesontheactualdesignofITservicesasneededbythebusiness.Thisincludescoordinatingwiththebusinesstoensurethedesignmeetsthebusinessneeds,determiningthenecessaryavailabilityofservices(e.g.,24/7,8-5M-F,etc),expectedamountoftimetorespondtoandresolveoutages,andensuringthedesignedservicehasthecapacitytohandletheexpecteduseandavailabilityrequirements.ServiceTransition:focusesontransitioningaservicefromdesignintoproduction.Thisincludestestingandvalidation,changemanagementanddevelopingappropriateamountsofknowledgedocumentationtoprovidetostaffresponsibleforsupportingservicesinproduction.ServiceOperation:focusesontheactualoperationofproductionservices.Thisincludestheservicedeskbeingthefirstpointofcontactformanagingthelifecycleofincidentsandrequests,aswellasmanaginghigherlevelsoftechnicalsupportrequiredtosupportservices,includingoperationalfunctionsofadatacenter.ContinualServiceImprovement(CSI):focusesonensuringthatservicescontinuetooperateinaccordancetotheneedsofthebusiness,includingrespondingtochangingneedsofthebusiness.Astheneedsofthebusinesschange,itisfirstidentifiedinCSIatwhichpointthecyclerestartswithServiceStrategy.ProcessesWithinthe5ITILlifecycles,atotalof26ITILprocessesexist.Atthecurrenttime,CaTSisfocusingontwoprocesses:IncidentManagementandRequestFulfillment.IncidentManagementAnincidentis“anunplannedinterruptiontoanITserviceorreductioninthequalityofanITserviceorafailureofan[ITcomponent]thathasnotyetimpactedanITservices(forexamplefailureofonediskfromamirrorset)”4.IncidentManagementis“theprocessresponsibleformanagingthelifecycleofallincidents”5.RequestFulfillment6Aservicerequestistheactofauseraskingtobeprovidedwith,oraccesstoasupportedITservice.Servicerequestsaretypicallysmallchangesthatarelowrisk,frequentlyperformedandlowcost.Examplesofservicerequestsincludeinstallationofsoftwareontoauser’sworkstation,relocatingaworkstationtoanewoffice,resettingauser’sforgottenpassword,orsimplyrequestinginformation.Requestfulfillmentistheprocessresponsibleformanagingthelifecycleofallservicerequests.
4Axelos.ITIL®ServiceOperation(CrownCopyright2011),725Axelos.ITIL®ServiceOperation(CrownCopyright2011),726Axelos.ITIL®ServiceOperation(CrownCopyright2011),86
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CaTSIncidentManagementTheCaTSIncidentManagementprocesswasdevelopedoverthecourseofthefirst6monthsof2016bytheITSM/RF-IMProjectTeamledbyJonathanJacksonandcomprisedofacross-sectionofCaTSstaff.TheteamspentmanyhoursusingITILbestpracticetodeveloptheprocesstofittheneedsofboththeuniversityandCaTS.RefertotheCaTSIncidentManagementdocumentat:www.wright.edu/itsm
CaTSRequestFulfillmentTheCaTSRequestFulfillmentprocesswasdevelopedoverthecourseofthefirst6monthsof2016bytheITSM/RF-IMProjectTeamledbyJonathanJacksonandcomprisedofacross-sectionofCaTSstaff.TheteamspentmanyhoursusingITILbestpracticetodeveloptheprocesstofittheneedsofboththeuniversityandCaTS.RefertotheCaTSRequestFulfillmentdocumentat:www.wright.edu/itsm
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ServiceNowIntroductionServiceNowisasuiteofcloud-basedapplicationsforenterpriseITmanagement.ItisbuiltanddesignedaroundITILbestpractices.OrganizationsdeployServiceNowtocreateasinglesystemofrecordforenterpriseITandothersupportdepartments,loweroperationalcosts,andenhanceefficiency.
• Cloud-based–easilyaccessibleusinganysupportedwebbrowser• ModularapplicationssuchasIncidentManagement,ProblemManagementandChange
Managementproviderelationshipsbetweenworkperformedwithineachapplicationandcreatesarecordofworkperformed.
• Non-ITapplicationssuchasHR,Legal,Audit/ComplianceandFacilitiesLoggingInTologintoServiceNow,useoneofthefollowingURLs:
• Fortraining/testing:https://servicenow-test.wright.edu/• Forproduction:https://servicenow.wright.edu/(PleasedonotuseuntilGo-Liveon
August2nd)
ServiceNowutilizestheuniversity’sSingleSign-on(SSO)provider,PingIdentity.IfyouarealreadyloggedintothePingservice(e.g.,viatheWINGSportal)youshouldbedirecteddirectlyintotheServiceNowinstance.Ifyouaren’tloggedintothePingservice,youwillbedirectedtotheuniversity’sloginpage.Tologin,enteryourCampususernameandpassword.
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GeneralNavigationAfterlogginginyouwillbetakentotheServiceNowinstance
A–BannerFrameB–ApplicationNavigatorC–ContentFrameBannerFrameTheBannerFramerunsacrossthetopofeverypageandcontainstheWrightStateUniversitylogoandglobalnavigationcontrols.ClickingthelogowillreturnyoutoyourHomepage
A
B
C
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TheitemsontherightsideoftheBannerFrameinclude:
• UserMenu:Pulldownmenusthatcontainslinkstoviewyourprofileandlogout.
o Note:LogoutiscurrentlycontrolledbythePingIdPserviceandwillnotfunctionasexpectedunlessyouarealreadyloggedoutofPing(currentlyonlyfunctioningfromwithintheWINGSportal)
• GlobalSearch:Searchescontent,includingtickets.o Thisisoneoftheeasiestplacestotypeaticketnumbertofindanexistingticket.
• Help:Linkstohelpresourcescontainedwithintheinstance(currentlythedefaultdocumentation)aswellastraining/documentationprovidedbyServiceNowontheirdocs.servicenow.comwebsite
• Settings:Userinterface,themes,timeformat,timezonesettings,accessibilityfeatures.
ApplicationNavigator
Theapplicationnavigatorshowsyoutheapplicationsthatyoucurrentlyhaveaccesstouse.TheseincludeapplicationssuchasServiceDesk,Calls,Incident,ServiceCatalog,etc.Eachapplicationmenuiscollapsiblebyclickingontheapplicationtitle.Whentheapplicationisexpanded,youwillseetheavailablemodulesofthatparticularapplication.
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FilterNavigatorandFavoritesYoucanusetheFilternavigatortotypeanapplicationnameormodule.Asyoutype,thefilterwilldynamicallypresentapplicationsmatchingthesearchterm.ApplicationsormodulesthatyoumarkasafavoritewillappearwithintheFavoritesmenu.Youcanmarkanapplicationormoduleasa“Favorite”bymousingoverthemenuoptionandclickingintothestaricon.AsyoubeginusingtheContentFrameinthenextsection,theremaybetimesthatyouneedadditionalscreen“realestate”.Ifyoufindyourselfinthissituation,youcanminimizetheApplicationNavigatorbyclickingtheleft-pointingarrowinthelower-leftcorner.Doingthiswillshowsmalliconsrepresentingitemsthatyou’vemarkedasaFavorite.ClickingthearrowagainwillexpandtheApplicationNavigatortofullsize.
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ContentFrameTheContentFrameistheprimarylocationfordoingworkwithinServiceNow.WhenyoufirstlogintoServiceNowyouwillbeshownthedefaultHomepage.ThedefaultHomepagewillshowitemsconfiguredbytheServiceNowadministrators.
Dependingonyourrole,thedefaultHomepagemayappearslightlydifferent;ingeneral,thedefaultHomepagewillhavethefollowingsections:
• CurrentMajorIncidents:ascrollinglistofactiveincidentswithapriorityofeither1-Criticalor2-High(prioritizationdiscussedinalatersection)
• MyWork:alistofallwork(regardlessoftypeorapplication)thatisassigneddirectlytoyou.
• OpenCallsNotReferred:(HelpDeskstaffonly):listofcallsandemailssenttotheHelpDeskthathavenotyetbeensenttoIncidentManagementorRequestFulfillmentworkflows.
• MyGroups-AllWork:alistingofalloftheworkassignedtoeverymemberofyourassignmentgroups.Userswhoareamemberofmultiplegroupswillseeworkfromallgroups.
• MyGroupsUnassignedWork:alistofallofyourgroupsworkthatdoesnothaveanindividualassigned(thiswascalledthe“OpenQueue”inHEAT).Userswhoareamemberofmultipleassignmentgroupswillseeallgroups’unassignedwork.
ClickingontheNumberofanyoftheitemswithinthelistswilltakeyoutothatspecificticket.
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YoucanmakemodificationstoanyHomepage,atwhichpointthemodifiedpagewillberenamedtoinclude“My”infrontofthetitle.Asyoucanseebelow,thisuserhasmovedthe“CurrentMajorIncidents”gadgettoadifferentlocation,andthenameofthepagehaschangedto“MyITILHomepage–CaTS”.YoucanrenamethisHomepagebydoubleclickingthetitleandtypinganewname.
UserscanalsoaddnewcontenttotheirHomepagebyclickingthe“Addcontent”buttonintheupper-leftcorner.
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Atanypoint,youcanreturntoadefaultorcustomizedHomepage,byclickingintotheHomepagedrop-downmenuandselectingtheHomepageyouwanttoview.
Note:AsyouuseServiceNowandswitchbetweenHomepages,ServiceNowrememberstheHomepageyoulastused,andwillshowitasthedefaultonyournextlogin.Usethedrop-downmenutoreturntoapre-configuredorcustomizedHomepage.
TakeafewminutestofamiliarizeyourselfwiththegeneralnavigationofServiceNow
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CallsTheCallsapplicationwillbeprimarilyusedbytheHelpDesktotrackeachcallreceivedattheHelpDesk.ThiswillprovidethedepartmentwithmetricstobetterunderstandthetypesofcallsreceivedbytheHelpDeskandwhethertheyareIncidents,Requestsormoresimpletaskssuchasresettingauser’spassword,providingthemwithaccountinformation,ortransferringcallstoanotherdepartment.TheCallsapplicationwillalsobeusedtomanageincomingemailsenttohelpdesk@wright.edu.FromtheCallsapplication,HelpDeskstaffcantransferacalltoeitherIncidentorRequestworkflowsdependingonthecontentofthecallrecord.ThestaffoftheHelpDeskwillreceiveseparatetrainingtousetheCallapplication.IncidentRefertotheCaTSIncidentManagementProcessdocumentationfordetailsonhowCaTSwillmanageincidentworkflow.TheIncidentapplicationwillbeusedtotrackthelifecycleofallIncidents.ToaccesstheIncidentapplication,usetheApplicationNavigator.
TheIncidentapplicationshowsthefollowingmodules:• CreateNew:usedtocreate/loganewincident• Assignedtome:listofallopenincidentsassignedtoyou• Open:listofallincidentsthatarenotinaClosedstate• Open–Unassigned:listofallincidentsthatarenotassignedtoanindividualtechnician/analyst• Resolved:listofallincidentsintheResolvedstate• Closed:listofallincidentintheClosedstate• All:listofallincidentsregardlessofstate• Overview:showsaHomepageviewofgraphsandlistspertainingtoincidents.• CriticalIncidentsMap:amapviewwithlocationsidentifiedwithMajorIncidents.
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CreateNewClicktheCreateNewlinktoopenanewincidentrecord.Thetophalfoftheincidentrecordisshownbelow:
Youwillnoticeaseriesoffields.
• Fieldswitharedasterisk*denoterequiredfields.Youwillnotbeabletosubmitor
savetheincidentrecordifthesefieldsareblank• Fieldsfilledwithagraybackgroundareread-onlyfields.
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FieldDescriptionsFieldName DescriptionShortDescription Ashortdescriptionoftheincident.Thebestwaytoapproach
thisfieldistorelateittothesubjectlineofanemail–aconcisedescriptionoftheincident.Examples:“Usercan’tlogin”,“Workstationnotpoweringon”,“NetworkSwitchFailure”.
Number Theuniquenumberoftheincident.AllincidentswillbeginwiththelettersINC.Othertypesofrecords(e.g.,RequestsorCalls)willbeginwithadifferentsetofnumbers.Note:INCnumbersandnumbersforothertypesofrecordsareindependentlynumbered,soitispossiblefortheINCnumbertomatchaRequestnumber(e.g.,INC0000001andREQ0000001).Theletterscreatetheuniquenessandidentifythetypeofticket.
Caller Theuserreportingorisaffectedbytheincident.ThisfieldissearchablebyFirst+LastName,Username,UID,EmailAddress,LastName,andDepartment.Thisfieldisauto-searchable;asyoutype,suggesteduserrecordsarenarrowedasyoucomplete.
CallerNotFound UsediftheCallerisnotamemberoftheWSUcommunity.Ifthisboxischecked,additionalfieldswillappeartomanuallytypetheuser’sFirstName,LastName,E-MailAddress,andCurrentContactNumber
CurrentContactNumber Auto-populatesfromtheuserrecord.Thenumberauto-populatedistheuser’sphonenumberasitappearsinthepublicdirectory.Ifnonumberappearsinthedirectory,thefieldwillbeblankandwillneedtobemanuallypopulated.Thisfieldcanalsobeeditedintheeventtheuserrecorddoesnothavethecorrectnumberorisadifferentnumber(e.g.,maindepartmentnumberinsteadofuser’sactualnumber)
ContactMethod Theuser’smethodofcontacttoCaTS:E-Mail,Phone,Walk-in,orSelfService
Caller’sAlternateContact Analternatecontactmethodforuser.Thiscouldbea2ndphonenumber,alternateemailaddress,administrativeassistant,etc
User’sPreferredContact ThepreferredmethodtheuserwouldlikeCaTStousetomakecontactwiththemforthisincident.
Building\Room Thebuildingandroomoftheincident.Thismaydifferfromtheuser’suserrecord(e.g.,afacultymemberteachingina
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classroom).ThisdataispopulatedfromArchibus,theuniversity’ssystemofrecordforfacilities.LiketheCallerfield,thisfieldauto-searches.Locationsareintheformat:RoomXYYFloorXBuildingNameExample:Room031DFloor0DunbarLibrary
Locationnotfound UsedforlocationsnotfoundwithintheLocationtable.Archibusonlystoreslocationdataforbuildingsownedorleasedbytheuniversity.Ifthisboxischecked,anotherfield“Location”willappearthatthelocationinformationcanbeprovided.
LocationDetails Afieldtoprovideanyextrainformationabouttheuser’slocation.Examples:“3rdcubicleonleft”,or“Needtoobtainpassfromfrontdesk”
Category High-levelCategoryoftheincidentSubcategory DynamicfieldbasedonCategorytonarrowthecategorizationof
theincident.ConfigurationItem Aconfigurationitem(CI)isanycomponentthatanIT
organizationwantstotrack.Thiscouldbesoftware,enterpriseapplications,workstations,servers,networkequipment,HVACunits,UPS,generators,etc.ThisfieldisusedtoidentifytheCIexhibitingtheincident.Atthecurrenttimeenterpriseapplications(e.g.,WINGS,Pilot,Pharos,etc),WorkstationsinActiveDirectory(e.g.,P-001122334455)andprintersareloadedintotheCItable.
Description AlongerdescriptionoftheIncidentthatwasinitiallydescribedinShortDescription
State ThecurrentStateofanIncident.PossibleStatesinclude:• New–Anewincident• Referred–Referredtoagrouporindividualforwork• Work-in-progress–Incidentisactivelybeingworkedon• AwaitingCustomer–Analyst/technicianisawaiting
feedbackfromthecustomer• AwaitingVendor–Incidentisawaitinga3rdpartyvendor
inordertoresolve
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• AwaitingChange–(Notcurrentlyused)Incidentisawaitingachangetobeperformedinordertoberesolved
• AwaitingEvidence–Incidentisnotabletobereproducedandisawaitingfurtherdetailstoassistinresolution.
• Resolved–Incidenthasbeenresolvedandisawaitinguserconfirmation.
Openedby TheuseroranalystthatopenedtheincidentOpened Date/timetheincidentwasopenedAssignmentgroup Theassignmentgroupcurrentlyassignedtheincident.Usethis
fieldtoassigntoanothergroup.Assignedto Theindividualanalyst/technicianassignedtoworktheincident.
Impact Theimpactoftheincident,generallyareflectionofthenumberofusersaffectedbyanincident.
ImpactDetails Read-onlyfieldtoprovideadefinitionofImpactselections
Urgency Howcriticaltheaffectedserviceistothebusinessoftheuniversity.
UgencyDetails Read-onlyfieldtoprovideadefinitionofUrgencyselections
Priority Read-onlyfieldshowingthepriorityoftheincident,basedonthefollowingmatrix: Impact
Urgency 1–High 2–Medium 3–Low1–High 1–Critical 2–High 3–Medium2-Medium
2–High 3–Medium 4–Low
3-Low 3–Medium 4-Low 5-Planning
PriorityOverride Usedbyananalysttooverridethedefaultpriority,andwillallowthemtoselectaprioritytheydeemappropriate.Whenselectedafield“PriorityOverrideJustification”willappearrequiredtheanalysttoprovideareasonforusingtheoverride.AllpriorityoverrideswillbereviewedbyCaTSManagementtodeterminewhytheoverridewasselectedandwhetherthedefaultprioritymatrixisinsufficient.
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Asyounavigatetheincidentrecord,youwillnoticeiconsappearingtotherightofcertainfields.
ThemagnifyingglassiconindicatesthatthefieldisareferencetoanothertablewithintheServiceNowdatabase.Youcangenerallytypeintothesefieldsandyouwillbepresentedwithsuggestedrecordsbasedontheexistingtextinthefield.Alternatively,youcanclicktheicontopop-openanewwindowthatprovidesmoreadvancedsearchingandfilteringoptionstoselecttheappropriaterecord.
Theinformationiconappearsnexttoreferencefieldstoprovideyoutheoptiontoviewmoredetailedinformationaboutthatparticularrecord.Mousing-overtheiconwilldisplayanoverlaywindowwiththeinformation.Clickingtheiconwilltakeyoutothatparticularrecord.
TherelatedrecordsiconwillappearifthatparticularrecordhasotherrelatedIncidents.Forexample,ifthisiconappearsnexttotheCallerrecorditindicatesthattheCallerhassubmittedotherincidents.Clickingtheiconwillopenawindowdisplayingtheserelatedrecords.
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Onceyoucompleteallrequiredfields,therearetwowaystosavetheincident:
1. Right-clickintheIncidentheaderandselectSave.ThiswillsavetheIncidentandwillkeeptheincidentrecordopenonscreen.
2. Clickthe“Submit”button.ThiswillsavetheincidentandwillreturnyoutoalistingofopenIncidents.
ThissameSavevs.Submit/UpdatelogicappliestomanytypesofrecordsinServiceNowandwillbeutilizedinotherapplications.
WorkingExistingIncidentsOnceanincidentissaved,youcannavigatetotheincidentrecordbyoneofthefollowingways:
• LocatingtherecordinagaugeontheHomepage• LocatingtherecordviaanapplicationmodulewithintheApplicationNavigator• TypingtheincidentnumberintotheGlobalSearch
TakeafewminutestofamiliarizeyourselfwithcompletingthetopportionoftheIncidentrecordandsavinganIncident.
FeelfreetologmultipleIncidents,andassignthemto
individualsseatedaroundyou.
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Oncetheincidentrecordisopened,youwillseethesamescreenasyoudidwhenyoucreatedtheincident.Onceyoubegintoworkanincident,changetheStatetoWork-InProgress.
ItisalsoagoodideatochangetheAssignedtofieldtoyourname,ifitisn’talready.
OnceyouhavechangedtheStateoftheincident,youcaneitherSavetheincidentbyright-clickingintheIncidentheader,orclickUpdate.ThebehaviorofthesetwoactionsisthesameasitwaswhenyouinitiallycreatedanIncident:Savingwillkeeptheincidentrecordonscreen;clickingUpdatewilltakeyoutoalistofincidents.
Note:ChangingtheStatetoWork-InProgressdoestwoimportantthings:1. Let’stheHelpDeskanduser(viaSelf-Service)knowthatsomeoneisworkingtheincidentandtheincidentisn’tsittinginqueue.2. StopstheServiceLevelTargetforResponsetime(seetableinAppendixA)
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IncidentNotesandAdditionalCommentsWithanIncidentrecordopen,whenyouscrolldowntothesecondhalfofthescreen(belowtheDescriptionfield),youwillseeadditionaloptionswithintheIncidentrecord.IfyouhaveTabbedformsenabledwithinSettings(inBannerFrame),youwillseethreetabs;otherwisethefollowingcontentwillbelistedverticallyonscreen
• Notes:containsfieldsforAdditionalcomments,WorkNotes,Activitylogandwatchlists• RelatedRecords:containsinformationforotherrecordsthatarerelatedtotheincident.
ThisincludesParentincident(usedtolinkmultipleincidentsrecordstogether),andincidentscausedbyChanges(notyetused)
• ClosureInformation:containsfieldthatrequiredtoresolve/closeanincident
NotestabShowall/oneJournalFieldOntheNotestab,totherightoftheAdditionalcomments/WorknotesfieldisaboxallowingatechniciantoviewtheAdditionalcommentsandWorknotesfieldsaseithertwofields,orasinglefield.Togglethisoptionbackandforthtoseewhatchanges.
Whenthe“Showalljournalfields”isenabled,the“Additionalcomments”and“Worknotes”fieldsappearastwoseparatefields.
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Whenthe“Showonejournalfield”isactive,the“Additionalcomments”and“Worknotes”fieldappearsasasinglefieldwithacheckboxtoflagthecontentasa“Worknote”
AdditionalCommentsCommentsenteredintothe“AdditionalcommentsfieldwillbevisibletotheuserviaSelf-Service;andtheuserwillreceiveanemailwiththecontentoftheparticularcommentadded.Thisfieldwillbetheprimarymethodusedtocommunicatetotheuserviaemail
IftheuserrepliestotheemailreceivedviaAdditionalcomments,thecontentoftheiremailwillappearintheActivitystreambelowthenotefields.
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WorkNotesIfatechnicianwantstomakenotespertainingtoanIncident,butdoesnotfeeltheuserneedstobemadeawareofthenote,theycancreatea“Worknote”.TomakeaWorknote,simplytypeintotheWorknotesfield,orcheckthe“Worknotes”checkboxifviewingthefieldsasasinglefield.
ActivityStreamBeneaththeAdditionalcomments/Worknotesfieldistheactivitystreamfortheincident.Thisshowsallcomments,notesandotherapplicableactivityoftheincidentincludingchangesofpriority,incidentstate,andemailssentfromServiceNow.WatchlistThewatchlistisalistingofusersand/oremailaddressesthatwillreceiveAdditionalcommentsenteredintotheincidentrecord.Bydefault,theuserlistedintheCallerfieldwillreceivethesecomments.Theremaybecaseswhereatechnicianwantstoaddco-workerstotheWatchlist;oraHelpDeskAnalystaddingthemselvestotheWatchlistpriortoescalatingtheincidentto
Note:Ultimatelyit’suptoyouhowtoconfigureyourNotesfields;however,werecommendleavingthemastwofieldstoreducethechanceofaccidentallysendingtheuseraWorknote.
Note:AlthoughthecontentofWorknotesisnotreadilyvisibletotheuser,thecontententeredintothisfieldshouldbeconsideredapublicrecordthatcouldbeviewedbyastudentsubmittingaFERPArecordsrequest,oramemberofthegeneralpublicsubmittingapublicrecordsrequest.
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Tier2.ThisallowstheHelpDeskAnalystreceiveinformationpertainingtotheticket,whichmayassisttheminresolvingasimilarincidentinthefuture.ToaddyourselftotheWatchlist,clicktheAddmeicon.ToaddsomeoneelsetotheWatchlist,clickthe“EditWatchList”iconYoucannowusetheuserlookupfieldtoadduserstotheWatchList.
Oryoucanenteranemailaddress.ClicktheLockicontoexittheeditor.SavetheIncidentrecord.WorkNotesListTheWorkNotesListbehavesthesameastheWatchList,theonlyexceptionbeingthatindividualsaddedtothislistwillreceivecontentaddedasWorknotes.
TakeafewminutestofamiliarizeyourselfwithaccessexistingIncidentsandusingtheAdditionalcommentsandWorknotes
fields;andaddinguserstoWatchandWorknoteslists.
FeelfreetolognewIncidents,andassignthemtoindividualsseatedaroundyou.
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RelatedRecordsTherelatedrecordstabhasfieldstorelateanincidenttoaChangerecord(notcurrentlybeingused),ortoaparentincident.ParentIncidentTheparentincidentrelationshipcanbeusedwhennumerousincidentsarebeingcreatedforthesameissue(e.g.,awidespreadoutage).Oneincidentcanbedesignatedasthe“parent”incident;thenforeachadditional(e.g.,“child”)incidentcreated,itcanbelinkedtotheparentincident.WorknotesandAdditionalCommentsaddedtotheParentincidentwillbecopiedintoeachChildincident;socaremustbetakentoavoididentifiableinformationwhenaddingcommentstotheparentincident.Further,whenaparentincidentgetsmarkedas“Resolved”,eachchildincidentwillalsobeplacedintothe“Resolved”status,andapplicablenotificationswillbesenttotheuserofeachincident.
Takeafewminutestofamiliarizeyourselfparent/childincidents.1. CreateanIncident,makingnoteoftheINCnumber.
2. CreateanotherIncidentandmaketheIncidentinStep1theparent.
3. Createathirdincidentandalsorelateittotheoriginalincident.4. Addcommentsandworknotestotheparentincident.
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ResolvinganIncidentOnceyouarereadytoresolveanincident,clickthe“ResolveIncident”buttonfromwithintheIncidentheader.
Youwilllikelybepresentedwithawarningthattherearerequiredfieldsthathavenotbeencompleted.
Therequiredfieldsarelocatedonthe“ClosureInformation”tab,whichhasnowbeenindicatedwithanasterisk(*)
ClickingintotheClosureInformationtabwillshowfieldshighlightedinred
ClosecodeprovidesmetricsastohowtheIncidentwasresolvedasdetailedinthefollowingtable
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Closednotesprovidesdetailastothecauseofincident,taskstofindresolution,taskstoresolve,etc.ClosureCode MeaningSolved(Workaround) Incidentwasresolvedusingaworkaround.Aworkaround
providestheusertheabilitytocontinuetheirwork,butinaslightlydifferentway.Thiscouldbeusingadifferentwebbrowser,orhavingahardwaredevicetemporarilyreplacedwithaloaner.
Solved(Permanently) Incidentwasresolvedwithouttheuseofaworkaround.SolvedRemotely(WorkAround) Incidentwasresolvedremotely(eitherviaphone,email,or
Bomgar)usingaworkaround.SolvedRemotely(Permanent) Incidentwasresolvedremotelywithouttheuseofawork
around.NotSolved(NotReproducible) Reportedissueisnolongerappearingandisnotabletobe
reproduced.NotSolved(TooCostly) Incidentwasnotresolvedduetocost.Anexamplecouldbean
out-of-warrantyrepairisneeded;however,thedepartmentchoosesnottospendthemoneytofix.
NotSolved(NotaSupportedApplication/Service)
ReportedincidentwasforanapplicationorservicethatisnotsupportedbyCaTS(e.g.,Gmailloginissues,PokemonGoconnectivity,etc)
Closed/ResolvedbyCaller Caller/userfoundtheirownsolution.UsersareabletoresolvetheirownIncidentsviaself-service.
OtherFields:ClosureCI:IftheCIcausingtheIncidentdiffersfromtheonelistedatthetopoftheincidentrecord,itcanbeaddedhere.Closedby:TechnicianthatclosedtheIncident–thiswillbeauto-populatedClosed:Data/timeincidentwasclosed–thiswillbeauto-populatedOnceyouhaveenteredaClosecodeandClosenotes,clickthe“ResolveIncident”buttontoresolvetheIncident.
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YouwillbedirectedtoalistingofallactiveIncidents,andwillreceiveanotificationthattheIncidenthasbeenresolved.
TakeafewminutestoresolvesomeoftheIncidentsyou’vecreated.
Feelfreetocreateadditionalincidentstoresolve.
Feelfreetoassignnewincidentstothoseseatedaroundyouforpracticingworkingwithincidentsassignedbyothers.
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Requests/ServiceCatalogServiceNoworganizesServiceRequestsintothe“ServiceCatalog”application.Aservicecatalog,withintheITILframeworkis,“allliveITservices,includingthoseavailablefordeployment”7.Oneoftheeasiestwaystothinkaboutaservicecatalogisamenuofservices,itlistseachservice,cost(ifapplicable),expectedavailability(24/7vs.8-5),responseandresolutiontimesforincidents,etc.Eventually,CaTSwillformallyidentifyeveryserviceofferedbythedepartmentandbuildthemintotheServiceCatalog;however,forourinitialdeploymenttheservicecatalogwillbesparselypopulatedwiththeintentiontogrow.Requests,RequestedItems,andTasksServiceNoworganizesindividualservicerequestsintothreetiersofrecords.AtthehighestlevelisaRequest–identifiedasanREQnumberinthesystem.TheeasiestwaytothinkaboutaRequestrecordistothinkofitasanorderwithinane-commercesystem(e.g.,Amazon).WithinaRequest,multipleRequestedItemsmaybeadded.ARequestedItemisidentifiedinServiceNowwithanRITMnumber.TheRITMistheactualitem,orservicebeingrequested.Finally,atthelowestlevel,eachRITMrecordmayhavemultipleTaskrecords.TheseareidentifiedbyaTASKnumberandrepresentliteraltasksthatmustbecompletedinordertofulfilltheoverallrequest.Taskscanbecreateautomaticallyviapre-designedworkflowsbasedonactualbusinessprocesses,orcanbecreatedmanuallyasneededforaparticularrequest.ArepresentationoftherelationshipbetweenRequests,RequestItemsandTasksisshowninthetableonthenextpage.
7Axelos.ITIL®ServiceOperation(CrownCopyright2011),24
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Request RequestItem TaskNewWorkstationSetup SetupWorkstation ConfigureWorkstation AssignIPAddress SetupPrinterXYZ InstallPrinterSoftware InstallAdobeSoftware InstallsoftwareNewEmployeeAccount AD/LDAPAccount ProvisionAccount BannerAdminAcct SupervisorApproval DataOwnerApproval ProvisionAccountAccessingtheServiceCatalog
Fromthe“ServiceCatalog”application,clickon“Catalogs”.Thiswillshowyoualistingofallcatalogsconfigured.AsmoredepartmentsuseServiceNow(e.g.,HR,Facilities)therewillbemultiplecatalogswhichdefineeachdepartment’sservices.
TheCaTSServiceCatalogappearsasalink,clickonittoseeServiceRequeststhatarecurrentlyavailable.
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CreatingaRequestClickintothe“GeneralRequest”withinthetop“HowCanWeHelpYou”section.TheGeneralRequestwillbetherequestwewilluseformostrequestsuntilwecandevelopmorerequestworkflows.YouwillnoticefieldverysimilartothoseseenonIncident:ShortDescription:ashortdescriptionoftherequestRequestedFor:theuserrequestingtheservice
DateRequired:theuseroranalystcanenteradatethattheuserwouldliketherequesttobecompletedUrgency:howquicklytheuserwouldliketherequestfulfilledDescription:longerfieldtoprovidemoredetaileddescriptionoftherequest.
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Oncethedetailsoftherequestareentered,clickthe“OrderNow”button.Youarenowtakentothestatuspagefortheparticularrequest.YouwillnoticethataRequestNumberhasbeencreated.
YouwillalsonoticetheStageinwhichtherequestiscurrentlyin.Thisprovidestheuseranideaofwheretherequestisinprocess.Mousing-overtheseiconswillshowsomedetailofthestage.Also,youcanclickthearrownexttothestageiconstoseeafullerdescriptionofthestages.TheitemlistedintheDescriptionistheRequestedItem,clickintothistoseemoredetail.
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Youwillseeanumberoffields:Number TheRequestItemnumber,noticethisnumberbeginswithRITMItem WhichServiceCatalogItemisusedtoprocessthisrequestRequest TheRequestnumber(REQ)thatthisRITMisapartofRequestedfor TheuserthisrequestisforOpenedby Theuserthatopenedtherequest–notethismaybethesameas
RequestedforiftheuserusedtheSelfServiceportalWatchList JustlikeIncidents,aWatchListisusedtosendcommunicationof
therequesttomultipleindividualsState ThecurrentStateoftheRequest.Approval Ifanapprovalisnecessary,whatstatetheapprovalisinStage WhatstageoftherequestworkflowthecurrentItemisinOpened DateandtimetheRequestwasopenedDuedate ThedaterequiredthatwasenteredbytheuserBelowthedefaultRITMfields,youwillthenseeVariablesthatwereenteredforthisparticularRITM.
Note:DependingontheServiceCatalogItem,thevariableswillbedifferentduetothenecessarydataneededinordertoprocesstherequest.
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Belowthevariables,youwillseethe“AdditionalComments”field.JustlikeIncidents,textenteredintothisfieldwillbevisibletotheuserandwillbesentviaemailuponsubmission.
Scrollingfurtherwilltakeyoutothe“CatalogTasks”and“Approvers”sections.TheCatalogTaskswillshowyoualltaskscurrentlyactiveforthisparticularRITM.You’llnoticeinourexample,thereisaTaskcurrentlyassignedtotheHelpDesktoreviewtherequesttoensureitisavalidrequestandhasappropriateamountofinformation.ClickintotheTASKrecord
Withinthetaskrecord,similartotheRITMrecord,youwillseeoveralldetailsoftherequestandrequestitem.AlongtherightcolumnyouwillseeAssignmentgroupandAssignedtofields.Sinceyouaretheanalystworkingthisparticulartask,selectyourassignmentgroupandname.
ScrollingdowntheTASKrecordwillshowyouthevariablesthatwereenteredintotheRITMalongwiththeShortDescriptionandDescriptionfields.
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YouwillalsonoticetheWorkNotesandAdditionalCommentsfields.
Onceyou’vecompletedyourworkonthisTASK,youcanclickthe“CloseTask”button.
ThesystemwillnowreturnyoutotheRITMrecord.Recall,theTASKwejustcompletedwastheHelpDesk’stasktoensuretheappropriateamountofdetailwascapturedintheRequest.Becausewe’reusingagenericrequest,wearen’tabletocollectspecificdatafromtheuseratthetimeofsubmission.ScrolldowntheRITMrecord,andwe’llseethatanewTASKhasbeencreatedtoFulfilltherequest.
Atthispoint,theHelpDeskwillchangetheAssignmentgrouptotheappropriategrouptofulfilltheRequest.TochangetheAssignmentgroup,clickintotheTASKrecordandchangetheAssignmentgroup.
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Forthisexample,I’mgoingtoselectDesktopServicesandthenUpdatetherecord.
ThemembersoftheDesktopServicesgroupwillnowreceiveanemailinformingthemthataTaskhasbeenassignedtotheirgroup.
ClickintothenewestTaskrecord.We’llassumewe’vedonethenecessaryworktocompletethistask,sowe’llnowclickthe“CloseTask”button.YouwillnoticethatafinalTaskhasbeencreatedtoconfirmwiththeuserthattherequesthasbeenfulfilledtotheirsatisfaction.We’llassumethisisthecaseandwe’llclosethistask.OnceallTaskshavebeensuccessfullycompleted,youwillnoticethattheStateoftheRITMchangesto“CloseComplete”.
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ApprovalsSomerequestworkflowsrequiresomeonetoapprovetherequestinordertoproceedwithfulfillment.Thiscouldbethemanageroftheusermakingtherequest,abusinessmanagerapprovingfunding,ortheownerofdataforwhichaccessisbeingrequested.Dependingonhowtheworkflowisdesigned,itispossiblethatcertaintaskstofulfillarequestwon’tbeaddedtotheRITMrecorduntilapprovalshavebeengranted.AsanalystsinServiceNow,wecanseeifarequestisawaitingapprovalandfromwhom.Thisappearsonthe“Approvers”tabofaRITMrecord.
ItisalsopossiblethatmultipleapproversarerequiredforaRITM.Dependingontheworkflowdesign,itispossiblethatsomeapprovalswon’tbecreateduntilapreliminaryapprovalisgranted.
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FilteringandCustomizingListViewsWhenviewingalistofrecords,ServiceNowprovideseasyfilteringoptionstonarrowthescopeofthedatayouwanttoseebyusingtheFilteringfeature.NavigatetotheIncidentapplicationandselectOpentoviewalistingofallopenincidents.BetweentheIncidentheaderandthelistingofincidents,youwillseetheFilteringicon,clickit.
TakeafewminutestocreateServiceRequestsfromtheServiceCatalog.
FeelfreetocreatemultipleGeneralRequestsandassignthemto
thoseseatednearyou.
Ifyoucreatearequestthatneedsanapproval,pleaseletyourinstructorknowandtheywillapproveorrejecttherequest.
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Youwillnowseethefilteringoptions.Bydefaultthefilterissetto“Activeistrue”.Toaddadditionalcriteriatothefilter,selecteitherthe“AND”or“OR”Booleanoperator.AND–willshowrecordsthatmatchallsetsofcriteriaOR–willshowrecordsthatmatcheithersetsofcriteria.OnceyouselectaBooleanoperator,anadditionalfilteringoptionwillappearallowingyoutoselectafieldfromtheIncidenttable.SelectOpenedLeavethesecondfieldsetto“On”.Inthethirdfield,select“ThisMonth”.Click“Run”.YouwillnoticethatthelistofIncidentschangestoonlyshowIncidentsthatwereopenedthismonth.
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SavingFiltersIfyoufindyourselfre-usingthesamefiltersover-and-overagain,youcansavethem.Withafilteron-screenthatyouwanttosave,clickthe“Save…”button.
Provideanametosavethefilteras,andclickSave.
ViewingSavedFiltersToviewafilteryou’vepreviouslysaved,clickintotheTitleMenu
Select“Filters”,thenthefilteryouwishtoview.
Takeafewminutestofamiliarizeyourselfwithcreatingfilters.
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CustomizedFieldListingRecall,intheprevioussectionwecreatedafilterbythedateanIncidentwasOpened.Mostlikely,youdidnotseetheOpeneddateinthelistingofIncidents.Toeditthefieldsvisibletoyouinalist,clickthePersonalizedListgear
Youwillbepresentedwithalistingofavailablefieldstodisplayonyourlistview.Usingthelistarrows,youcanaddandremovethefieldsyouwanttoseeonthislist.Toresetthefieldsbacktothesystemdefaults,clickthe“Resettocolumndefaults”
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CreatingandViewingReportsViewingReportsarelocatedwithintheReportsapplication.Toviewanexistingreportyou’vecreated,oronethatwascreatedgloballyandshared,clickintothe“View/Run”module.Reportsareorganizedinto4categories:MyReports–reportsyou’vecreatedGroup–reportssharedwithgroupsofwhichyouareamemberGlobal–reportssharedglobally
Selectingareportwillpresentittoyouonscreen
Takeafewminutestofamiliarizeyourselfwithcustomizingviews
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YoucanmodifyanexistingreportbyexpandingtheEditmenu
Youcansaveyoureditsasyourownreport,byclickingthedrop-downmenuontheSavebutton.
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CreatingaNewReportTocreateanewreportfromscratch,clickthe“CreateNew”modulewithintheReportsapplication.
Youwillbepresentedwiththereporteditor.Youcangiveyourreportaname
Next,youcanselectthetableyou’dliketoreporton;andselectthefieldsyou’dliketoseeonyourreport.Commonlyusedtablesare:Incident,Task,Request,&RequestItemInthe“Type”menu,youcanselectifyou’dlikeyourreporttoshowalistingofrecords,oravisualgraphsuchas:piecharts,bargraphs,etc.YoucanaddFilterconditionswithinthe“AddFilterCondition”button.
CreateaListingreportshowingIncidentsclosedbyJonathanJackson
ChangeyourreporttoaPieChart,groupedbyCategory
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Ifyousaveyourreport,youcanaddittooneofyourHomepagesbyselecting“AddtoDashboard”inthesavedrop-downmenu.
YouwillbepresentedwithascreentoaddthereporttoaHomepageinwhichyouhaveaccesstoedit.
PreparingtoGo-Live• WearenotperformingadatamigrationfromHEATtoServiceNow.• OnAugust2,wewilldisabletheabilitytocreatenewticketsinHEAT;however,youwillstill
haveaccesstoupdatetickets.• PleasetrytohaveasmanyticketsaspossibleclosedinHEATpriortoAugust2.• ForticketsloggedinHEATthatmaypersistlongerthanafewdays/weeks,pleasemanually
copyintoServiceNow.IntheHEATticket,makenoteoftheServiceNowINC/REQnumber.o DonotClosetheHEATticket,changethestatusto“Pending”.(Topreventsurvey
emailsfromsending)o ManagementwillreviewHEATticketstoensureclosureortransfer.
• Oncewego-live,asyouuseServiceNowandfindissuesorhaveenhancementrequests,pleaseusethe“ServiceNowEnhancementandDefectReporting”itemsintheServiceCatalog.
• FeelfreetoreachouttoJonathanJackson,MichaelRauchorJojoRikewithanyquestions,concernsorforone-on-onetraining.
Takeafewmomentstocreate,viewandeditreports.
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Questions?
Self-pacedtesting/training.
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AppendixAppendixA–ServiceLevelTargets:ResponseandResolution
DefaultServiceLevelTargets(SLTs)*(Goalofallprioritiesistoachieveresponseandresolutiontime95%)
Priority Response Resolution1-Critical 30continuousminutes 4continuoushours2-High 90continuousminutes 1continuousday3-Moderate 1businessday 3businessdays4-Low 2businessdays 5businessdays5-Planning 2businessdays 5businessdays
IndividualClassroomIncidentServiceLevelTargets(SLTs)*(Goalofallprioritiesistoachieveresponseandresolutiontime95%)
Priority Response Resolution3-Moderate 10businessminutes 30businessminutes4-Low 60businessminutes 8businesshours5–Planning 4businesshours 8businesshours
IndividualWorkstationVirus/MalwareIncidentServiceLevelTargets(SLTs)*
(Goalofallprioritiesistoachieveresponseandresolutiontime95%)Priority Response Resolution3-Moderate 9businesshours(1businessday) 3businessdays4-Low 13.5businesshours(1½businessdays) 3businessdays5-Planning 2businessdays 5businessdaysDuetothepresenceofsensitivedata,Virus/MalwareIncidentsinthefollowingdepartmentswillautomaticallyreceiveapriorityof3,andNetworkingServiceswillbenotifiedimmediatelytoturnoffnetworkconnectivitytotheaffectedworkstation:BusinessandFinance,HumanResources,Payroll.
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