1.14.2 General procedure for updating department definitions in accordance with the new organizational system

When you update department definitions in accordance with the new organizational system, use the ioassetsfieldutil export command and the ioassetsfieldutil import command to edit the definitions, and then assign security policies and agent configurations to the departments of the new organizational system.

The example below explains how to update department definitions when the organizational change shown in the following diagram occurs:

For example, upon the organizational change on April 1, you need to make the following changes to the department definitions: changing the name of Sales Department 1 to Sales Department, deleting Sales Department 2, and adding Development Department C.

To update department definitions in accordance with the new organizational system:

1. Decide on a period for updating department definitions and a period for migrating asset information.

You need to update department definitions and then migrate asset information in accordance with the new organizational system. Set periods for updating department definitions and for migrating asset information. The following are examples of such periods:

• Period for updating department definitions: From March 15 to March 31

• Period for migrating asset information: From April 1 to April 15

The organizational change takes place on April 1, so during the migration period, the asset information contains information of both the old and new organizational systems. Therefore, the actual status appears in JP1/IT Desktop Management 2 from April 16.

2. Inform the system administrators and departmental administrators of restrictions on the use of JP1/IT Desktop Management 2.

Inform the system administrators that updating of department definitions and of the hierarchies that appear in the menu area of the Assets module and the Inventory module is forbidden until the date of the organizational change has passed.

Also, inform the system administrators and departmental administrators that the menu area will appear as follows:

• During the period for updating department definitions: Departments of the new organizational system are displayed in addition to departments of the current organizational system.

• During the period for migrating asset information: Departments of the old organizational system are displayed in addition to departments of the new organizational system.

The following diagram shows how the menu area appears during the migration period:

3. Export department definitions in CSV format.

Use the ioassetsfieldutil export command to export department definitions in CSV format.

4. Edit the exported CSV file.

Edit department definitions as follows:

• Change the name of "Sales Department 1" to "Sales Department".

• Delete "Sales Department 2".

• Add "Development Department C".

5. Back up the database.

In case a failure occurs while you are importing the CSV file in step 7, use the database manager to back up the database.

6. Specify the start date and time for entering of user information.

In the Settings module, select Assets and then Asset Field Definitions. In the Asset Field Definitions view that appears, specify the date of the organizational change to be the start date for entering of user information. In this example, specify April 1.

7. Import the CSV file.

Use the ioassetsfieldutil import command to import the department definitions to JP1/IT Desktop Management 2.

If the import fails, use the database manager to restore the database that you backed up in step 5.

8. Assign security policies and agent configurations to the departments of the new organizational system.

Assign security policies and agent configurations to the departments of the new organizational system in accordance with the assignment rules.

After assignment is finished, you can create an agent configuration installation set for offline management.

9. Add the departments of the new organizational system to the administration scopes of the departmental administrators.

In the Settings module, in the Account Management view, add the departments of the new organizational system to the administration scopes of the departmental administrators.

The department definitions are updated in accordance with the new organizational system.

Related Topics:

• 17.35 ioassetsfieldutil export (exporting the definitions of common management fields and additional management fields)

• A.6 Setting fields in the import file for the definitions of common management fields and additional management fields

• 16.2 Backing up databases

• 17.36 ioassetsfieldutil import (importing the definitions of common management fields and additional management fields)

• 16.3 Restoring databases

• 9.3.5 Assigning security policies

• 15.1.6 Assigning agent configurations

• 4.7  Adding a jurisdiction range

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