Serio Blog

Monday, 22 Jan 2007

I’ve posted here, here and here some introductory information about Incident Management. This post will be on the subject of success, and success factors, if you are introducing Incident Management into your Helpdesk or Service Desk. I’m going to assume you are moving from a 'zero' position, starting to embrace ITSM.

  1. Culture. Culture is really important, and being specific I mean the culture of work and service present in your helpdesk or service desk. I’ll state straight away that ITSM is, in my view, not about ‘making the life of IT staff easier’ particularly at the start. The focus is on improved customer and business service, and about higher standards generally in IT service delivery.

As an example, I’ve heard objections to Incident Management such as ‘I don’t have time to log all Incidents’, ‘Choosing a priority and category takes too long, I just want to capture a description’ or ‘This data is of no use anyway’. I'd take these as signs of gentle resistance.

If you are reading this, and you are the IT manager, or Service Delivery Manager, you certainly have a significant role to play in changing this culture (though it’s beyond the scope of this post to discuss strategies for doing this).

  1. A Knowledgebase. I know I said I was discussing this from the perspective of the 'zero' position, but it’s usually possible to make a start on writing down your most common problems and their solutions, and in doing so you’ll make a significant contribution to productivity. There are also a number of very good commercially available sources of knowledgebase content you can use (though choose wisely, and don't overwhelm staff with irrelevant content).

Make development part of your Incident Management process by encouraging engineers to suggest articles. If you are a Serio user, you can include ‘nomination’ to knowledgebase content as part of your resolution process. 

  1. A Configuration Management Database (CMDB). Yes, I know – if you are in the 'zero' position you won’t have one. They really do help and are important, so view the period whilst your processes mature as an interim period until you have a CMDB at your disposal. Whilst you are in this interim period, sometimes using network-based tools such as the Serio Inventory Agent/Workstation explorer can help.
  2. You need an ITSM tool, and you need to have a reasonable idea of how to use it. I have seen people trying to use spreadsheets and it never works in my opinion.
  3. If you are a manager, set yourself some real, tangible, possible (i.e., deliverable) objectives for the first few months of your Incident Management process. It might be ‘reduce Incident resolution times by 20% over 3 months’ or more simply ‘reduce Incident numbers by 10%’ or ‘improve measured customer satisfaction over the period’. Whatever it is, set yourself some goals. 

Friday, 19 Jan 2007

This post is an addendum to my earlier post on The Incident Life Cycle.

That post discusses a status value called the that is ‘signpost about where we are with an Incident’. This post will talk about where that is in Serio, and how help desks and service desks can use it.

Firstly this is referred to in Serio as Agent Status. There are two types of status value: A and B. These are functionally equivalent – rather than giving you a single status value to use, we gave you two, called Agent Status A and Agent Status B.

In terms of managing Incidents, you can use Agent Status in the following ways.

You can display the Agent Status in your Incident list. Imagine that you had 10 Active Incidents. If you wanted to find out where you are in their resolution process without Agent Status, you’d have to examine the Actions on each one individually. With Agent Status, you might have something like:

  • In progress
  • Awaiting parts
  • On Hold
  • In progress
  • Awaiting Purchase Authorisation
  • With External Supplier
  • In Progress
  • Unstarted
  • Unstarted
  • On hold

You can use the Agent Status to select Incidents to work on by creating a simple Query. For example, ‘show me all On hold Incidents assigned to my Team’

You can access a status report quickly and easily through SerioClient. This shows a pie chart comprised on Agent Status data. Simply open a ‘Performance’ chapter and select ‘Agent Status A/B’ distribution.

Setting Agent Status is done through Actions, and is something your own Serio Administrator must configure. There are two basic approaches taken.

The first on these involves setting the Agent Status incidentally. For example, you might take an Action called ‘Assign to Widgets Inc’ where Widgets Inc is a maintenance supplier, Your Action, as part of this, might change the Agent Status value to ‘With External Supplier’.

The second way is more direct, by having Actions solely designed to change the Agent Status value and very little else. For example, ‘Place Incident On Hold’ might be an example Action that does exactly what it says.

For more information about Agent Status and Actions, consult the HowTo guide, the main resource file distributed with Serio products.

Tuesday, 16 Jan 2007

Commentator Rob asks for some suggestions for things to discuss in a forthcoming interview for a Service Desk Manager role. It was such an interesting topic I could not resist.

I recall an interview I had back in the 1990’s with a London bank, for the role of IT Service Delivery manager. It started off badly – I arrived promptly, but then the interviewer turned up 30 minutes later and did not apologise for his tardiness.

Almost immediately the interview turned into an ITIL/ITSM question and answer session, along these lines. My qualifications were on my CV, and the actual award documents were in my briefcase – he never asked to see them.

‘What is a CMDB’ he asked, starting almost as soon as I had sat down.

I gave what I though was a good answer in my own words, explaining the role it plays for activities such as Change Management. He then started to split hairs, and something became apparent: he had learned to recite a lot of the text from the Service Support book like a parrot, and allowed no interpretation except for his own very literal view.

I had just finished (successfully) a large ITSM project, but this hardly featured in the interview. I left pitying the poor person who would get the job.

To come back to the point of this post, and to Rob’s question, avoid this scenario at all costs. Check the qualifications of your candidates carefully, and then assume they understand the relationship between the CMDB and Change Management. Surely what you are interested in is how they can use this kind of knowledge to deliver business benefits.

I recall another interview at a now-defunct manufacturing company. The person doing the interview here was someone who turned out to be a very capable boss. At the end of the interview I asked what he had thought of some of my answers, to which he replied ‘I was much more interested in how your reasoning process worked, and how well you could communicate with me’.

Some of the things he asked in the interview were topics I’ve touched on in this blog in recent months. I can remember the questions clearly because after 2 years I moved to another post, and participated in the interviews for my replacement.

‘You’ve got 30 IT staff, and I’m going to tell you some are wonderful and some are.. not wonderful. How do you find out which is which?’

‘Once you’ve sorted the ‘not wonderful’ into a group, what do you do?’ (His favourite response to this was from a guy who said ‘make them walk the plank, of course’).

‘The expectations of the business are not being met, where do you start?’

‘We’ve got 1000 open tickets. What would your action plan be?’

‘Your service teams have a culture of blame and recrimination. Tell me would you would do over 6 months to improve this situation.’ (On this one, I can tell you he was not looking for anything along the lines of nights-out in the pub, or fatuous team-building exercises).

‘You have been asked to produce an IT management summary report for our esteemed proprietor. What would you include?’

Monday, 15 Jan 2007

This is a continuation of the earlier ‘Incident Life Cycle’ post.

I’ll start by talking about Escalation. This is a term that seems to mean different things for different people. For some, it means the Helpdesk or Service Desk assigning an Incident to a more expert team (or third party supplier) when the nature of the Incident and the skills in our specialist groups dictate that we must do so.

For some, it means adjusting the priority of the Incident (usually upwards).

For others, it means changing the Incident and alerting staff as it becomes possible the resolution will be late.

Fortunately ITIL provides us with some useful definitions – Functional Escalation, and Hierarchical Escalation.

  • Functional Escalation refers the process of assigning an Incident from one team to another based on the skills required to resolve the Incident – for example, assigning an issue with a database backup to the DBA team.
  • Hierarchical Escalation refers to a process whereby we take action to avert the resolution of an Incident being unsatisfactory or late.

These two types of Escalation are not mutually exclusive: you may, as part of your Incident Management process, do both.

A number of strategies are used in Functional Escalation. Some of those I’ve encountered being used successfully include

  • An ‘open’ system, whereby any Agent wishing to reassign an Incident assigned to them can do so. This assumes that staff work diligently on Incidents, and will not needlessly re-assign Incidents for no other reason that they want to focus on projects of most interest to them. Generally ‘open’ approaches like this work best in smaller groups, where expertise and responsibility is very clearly defined.
  • A ‘refer and request’ system, whereby any of the specialist teams who wish to have a reassignment can reassign the Incident back on the Helpdesk of Service Desk only, with a request for assignment to another teams (for instance, it turns out after diagnosis that a different team needs to become involved). This stops a ‘pass the hot potato’ mentality developing, helps the Service Desk team keep involved, and is one of my preferred approaches.

The ‘open’ and ‘refer and request’ methods of Escalation are by no means the only possible approaches, but they are two that are used very frequently in Incident Management.

Please note that both of the approaches I’ve discussed above are supported by Serio, as are other variations.

I’ll continue this thread in future posts this week, and also discuss Hierarchical Escalation.

Wednesday, 10 Jan 2007

This is a follow-on post from Introducing Incident Management.

This blog post is going to talk about what ITIL calls the ‘the Incident Life Cycle’. If it sounds complicated it isn’t – and it’s probably something you’ll recognise from your own Incident handling work.

Incident Life Cycle

Incident logging. This is simply where we have reported to us (or detect through automated tools) that an Incident has occurred.

Classification. We classify the Incident, and offer initial support to the customer. At this stage we are looking to get a handle of the business impact of the Incident, assigning a priority and seriousness, and classify the type of Incident.

Investigation, analysis and diagnosis. This is the ‘meat’ of the process, where we try to understand how we can restore service to users. It’s important to note here that resolution of the Incident should not be the only thing that we are considering as outputs – workarounds are useful to users in some cases (for instance, where we see the resolution of the Incident as possibly staking some time).

Resolution. Taking our analysis we resolve the Incident and restore services to users. Note that this may have entailed raise a Change and/or Problem.

Incident Closure. We close the Incident, allocating Cause data and contract codes as appropriate.

What I want to talk about know is something referred to by ITIL as the ‘Workflow Position’ – this is something that confuses some people, but again is really quite straightforward.

Refer to the life cycle above, and consider this. We log and Incident, and at some time in the future we resolve an Incident. In the middle we ‘do stuff’. For example, you might

  • Assign the Incident to a specialist team for assessment
  • Put the Incident on hold, because the Customer has gone on a 3 month holiday
  • Escalate the Incident to a Team Leader

The Workflow Position is simply a signpost about where we are with an Incident. In the ‘Service Support’ book (published by TSO) the following examples are listed:

New, Accepted, Scheduled, Assigned to Specialist, Work in Progress, On Hold, Resolved, Closed

Please note that ITIL is not prescriptive, so these are listed as examples to communicate meaning and foster understanding. It doesn’t mean that is what you must have in order to be ‘ITIL Compliant’ – you are expected, as someone who works in ITSM, to fit this to your particular organisation (and that means extending these with status values that make sense to you).

Workflow Position is useful in Incident Management, and here’s why. It allows you to easily create status reports that tell you where you are with the unresolved Incidents you are currently handling. For example, you might run a status report that says:

Waiting for customer response 12

On hold 6

In progress 30

With external suppliers 10

Awaiting assessment 12

This is more useful than simply saying ’70 Incidents open’ as a status of our current status.

I’ll continue this thread about Incident Management in coming posts.

 

Monday, 08 Jan 2007

A Happy New Year to all our blog readers!

This blog may be the first in a series on the subject of Incident Management – a fundamental part of ITSM. I’m going to start with the basics, and then take it from there.

The first thing I need is a definition, of what an Incident is. ‘Best practice for Service Support’ (pub TSO) very kindly gives us a definition as follows:

any event which is not part of the standard operation of a service and which causes, or may cause, an interruption to, or reduction in, the quality of a service.

Incidents, therefore, cover a multitude of faults, errors and unexpected events users might experience. An Incident can also be taken as a simple user query like ‘how do I do a mail merge?’ or a password reset request.

Having defined Incidents, it’s worth stating the goal of Incident Management: to restore services as quickly as possible to users, thereby reducing the impact of Incidents upon the organisation. This is not to say that is all we do: there are quite a lot more tasks involved, but this is the ‘output’ or primary goal of the Incident Management process (remember that a general goal of IT Service Management is to stop Incident happening in the first place).

The role of the Helpdesk/Service Desk in Incident Management is key – even if specialist teams (such as network operations or database administrators) happen to be assigned to the Incident. This is because the Helpdesk/Service Desk should ‘own’ the total pool of active Incidents, taking action where required to ensure a timely resolution or workaround for the customer. This is why Serio allows you to have both an Assigned Team and Agent, and an Owning Team and Agent for an Incident – so that the actual ownership of this ‘pool’ of unresolved tickets can be split between members of the Helpdesk or Service Desk.

To illustrate this with an example, you might have a Service Desk agent called John who logs an Incident for a database error. John might have to assign this to the specialist Database team for resolution, but still maintain some ownership (distinct from assignment) for the Incident in question. What John actual does with the Incidents he owns will depend upon his companies’ own procedures, but he might:

  • Intervene and review the Incident at some point before a resolution time (SLA) breach
  • He might manage communication with the customer
  • He might be involved with the further escalation of the Incident

I’ll continue to address this subject in later posts.

Friday, 05 Jan 2007

This is a continuation of the post from a few days ago SNMP for Beginners.

At the end of the post I posed a question about interoperability. How do management applications know the data that network devices can provide, or what their capabilities are? This is where the MIB comes in. Think of a MIB as a definition of what the device can provide, or a menu of its capabilities. If you give the MIB to the management application, it can has knowledge of what the device can provide.

MIB stands for Management Information Base. MIB files are human readable – sort of. They use a programming-like language to declare the data that the device can do. The job of management applications, like our own Command Center tool, is to read these MIBs and use them to access the network device in question.

If you wish to see a MIB, please see the attached file.

This poses a number of questions, like ‘where are my MIBs then?’. Generally they are distributed with the product in question (for instance, on the support CD) or from the vendors web site. However, your device might not have its own specific MIBs, it might simply use standard MIBs – of which there are many. Whatever your device of situation, your vendor documentation is the best placer to start looking for MIBs.

Later in the month I hope to follow-up this post with information about some of the standard MIBs, and explain how they can be used.

Tuesday, 02 Jan 2007

This post is about a technology that Serio uses a lot – SNMP. I will write about SNMP in this blog entry and assume that you have no idea what it is.

Those of us here at Serio that write in the blog have some useful guidelines, the first of which is this: ‘define what it is you are talking about in your own words’. So the first thing is to try to define what SNMP is. SNMP: Simple Network Management Protocol. It’s a way of different devices on a network infrastructure exchanging information, typically between a Management application and a Network Device. At it’s simplest level, think of it this way. Imagine you have a device, say a hub, that is down the corridor and handles a lot of important traffic. On the front of this device is a status LED (flashing light!) that tells you that the hub is OK (green LED) or has a problem (red LED). Now imagine you have a Network Management guy called Duncan, who is interested in this status value. Every hour Duncan gets out of his chair and walks down the corridor to look at the LED.

Pretty soon Duncan gets tired of this, and wishes he could ‘read’ the status value from his computer, or better still have some kind of application (a management application) that can read the LED value for him, and let him know when it goes red.

This is where SNMP comes into play. It’s basically a way for the LED value to be transmitted over the network, and defines a common data structure whereby the management application can request the value of the LED, the hub can send it, and the management application can understand what is being sent.

In other words, SNMP is generally concerned with sending small pieces of information like status values and small strings. It isn’t something you would use for regular traffic, like audio or file data. In fact, most network devices impose quite strict limits of the size of SNMP requests and responses – typically less than 2K bytes.

I’ll post more on this subject later this week. In the meantime, consider this problem: how does a management application know what status information a network device can provide, or what the values all mean?

from everyone at Serio, to all of our customers, blog readers and RSS subscribers, wishing you the very best for 2007.

Jackie, blog admin

Friday, 29 Dec 2006

This is a follow-on post on the subject of CTI in Serio (whilst the earlier CTI posts look at CTI more generally).

Serio CTI depends upon the capabilities of your telephony system (the ‘switch’) completely. It relies on your switch for data about incoming calls – not just Caller Line Identity (CLI) but for information about when events (like incoming call or hang-up) are happening, and getting this information in good time (remember, caller waiting!). Serio CTI relies on your switch for making calls, and for data on the progress of those calls.

So how does all this work? Well it’s all done with something called TAPI. TAPI is short for Telephony Application Programming Interface, an API (a set of function libraries and tools) for connecting a PC running Windows to telephone services. TAPI was introduced in 1993 as the result of joint development by Microsoft and Intel. TAPI supports connections by individual computers as well as LAN connections serving many computers.

TAPI functionality on your switch is what you need in order to work with Serio. Serio supports TAPI versions 2.1 and 3.0. In particular, you need a Telephony Service Provider (TSP). Telephony hardware manufacturers typically provide the TSPs - Serio do not provide these. With some telephony devices there are one or more additional software layers between the TSP and the hardware's native functionality. These are usually referred to as drivers and are installed as part of the hardware/software installation process.

One of the guidelines I have for this blog is this: avoid the use of jargon, acronyms, buzz words and anything else that detracts from the objective of this blog: to help people in practical ways with IT Service Management. However, re-reading when I’ve written here I’ve introduced TAPI, API and TSP and you may be thinking ‘that sounds tough’. Generally, you are looking to your telephony hardware provider to give you these tools and help you set them up – hopefully their packages are quick to install and configure (frankly though, this is not always the case).

It’s not just software you need also. With CTI, I think you only get the most when your Agents (those dealing with customers) have the right hardware – and that means headsets that work with the TSP. So that if they make an outbound call, Serio can simply connect them to the speaker at the right moment. Similarly for inbound calls we can simply connect without the Agent having to handle the receiver. I use a headset and would recommend them strongly for anyone using a computer whilst dealing with customers.

More info: see the CTI Roadmap in the HowTo Guide, part of the documentation distributed with the product.

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