Automating Infrastructure Documentation With Microsoft Visio

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Automating InfrastructureDocumentation With Microsoft VisioDavid CuthbertsonSquare Mile Systems / AssetGen

A Few Questions Anyone here attended the workshops in 2014, 2016 or 2018? Which is easier and faster to complete?a. Updating a Visio drawing with changesb. Re-drawing into Visio a drawing sent in Cad/PDF/JPEG/BMP What has to happen to have 6500 racks drawn with consistentformat and detail by different engineers?

This Workshop Will Show What can be reduced with Visioworkload - skills dependentcost- 26 or 20,000time- 16 minutes or 25 days How to improve diagram quality and accuracy All of which you can do later today - yourself!!

Visio Automation Agenda1. Understand Visio – out of the box2. Diagramming techniques- Making it simpler for all3. Linking Visio to data sources- Reduce cut/paste, diagram refresh, consistency4. Automation for larger infrastructures- Automated creation and updating

Diagrams Are Very Useful!

If A Picture Paints a Thousand WordsHow do we paint a thousand pictures?Consistent in data and format?

Understanding IT Dependencies Isn’t EasyDataMany 1,000s of documents are created byprojects, operations and risk User DataContractsHardware BuildRemote MgmtDR PlanLicencesBackupEnvironmentChange Impact440microsystemsCRITIC ALMAJORMINORIUSERCOMPACTUK BIRM UX01One Server ,Multiple Mappings and Diagrams

Dependencies & DiagramsRackFloor PlanBirmingham Computer RoomRacksAssetGen PlannerAssetGen PlannerAAABACADAEAFAGAHAIAJAKALAMAOAPAQData Flows/CapacityService assets haveembedded links forfurther analysis orverificationARASATAUAVAWAXAYClaims Processing ExampleAZPDU2I-Series A02FrontANPDU101Birmingham Call Centre - UK Computer Room 01-03ITIL Service MapBirmingham Computer RoomI-Series ROLIANT06SERVERWIN00990708PROLIANTCRMMember ModulePolicy ModuleClaims ModulePayment ModuleAccounts ModuleSage Payroll09SERVERWIN00011011PROLIANT1203-03CRM DBSERVERWIN0007813INS LIVEACCOUNTSPAYROLLEarthBar141516tsr 455417Physical assets alsohave AssetGenConnect links formore detailSVRUNX0014 40m ic ro s ys te msSVRWIN001Run Date: 02 June 2008C RITIC ALM A JO RM INO RIU SE RUK BIRM UX01CO M PA CT1ONLNIESPARE234567Network Topology8HPProLiantMIRROR OCPROCINTERFANS LOCKUIDZonesBuildNetwork Topology ExampleOVERTEMP12COMPACTASR 9000 SeriesOPENSYSTEMACTIVEPWR MGMTRESETDTE/DCESTATUSWS- X6K-SUP1A-2GESW-BHAM-CORE1.Card1PORT 2PORT 1100%1%CONSOLESU PERVISOR HAM-CORE124SWIT CH Card3WS-X6748-GE-TX11121 3112232442535263 738473648SW-BHAM-CORE1.Card4STAT US1 0/1 00/ 100 0G E MOD4 8 P OR 212223241 311223244Run Date: 02 June 20082526272829303132333435363334353625FABRI C 24344454647483 738473648SW-BHAM-CORE1.Card5STAT US4 8 P OR T1234567891011121314151617181920212223241 0/1 00/ 100 0G E MOD2526272829303132FABRI C AM-04SW-BHAM-02FA N STA TU S!HIGH SPE ED MOVING BLA DESASR-9010-FANFA N STA TU S!HIGH SPE ED MOVING BLA CORE1UK BIRM UX01UK BIRM UX02UK BIRM UX09UK BIRM UX04UK BIRM UX05UK BIRM UX03UK BIRM UX06UK BIRM UX07UK BIRM UX08UK BIRM UX10

Diagrams Also Cover NoDesignReviewForward bookingscheduleOutlineDesign DocUpdateCapacity eddatesQA CheckChange from reservedto etailedPlanSchedule ChangeConfirmContractors

Information Gaps Cause Pain – Cost, time, quality1. Buy things you don’t need2. Don’t buy things you do need3. Reverse engineer with every project4. Fault resolution takes longer5. Problems escalate with distractions6. Unnecessary site surveys7. Project timescales are not predictable8. Repeated “one off” audits9. Overload key individuals10. Less confidence in security controls11. Inability to optimise team processes12. Unplanned change disruption13. Duplicate what can’t be foundBusiness ProcessesDepartmental, CompanyServicesEnd user, infrastructure, supplierApplicationsPC, server, mainframe, SOAVirtual InfrastructurePCs, Network, Servers, Storage, DBMSHardware InfrastructurePCs, Network, Servers, UPS, Storage, OtherFixed Infrastructure(Cabling, Power, Cabinets, Rooms, Buildings)

1. Visio Basics Visio history 1992 First released, 2000 acquired by Microsoft Last non-MS versions had auto-discovery, equipment templates – all removedwith Visio 2003 Versions Visio 2019StandardVisio 2019ProfessionalVisioPro For Office 365VisioViewer (runs in IE browser, outlook)Visio app for iOSVisio onlineWeb based collaboration11

Which Version - Standard or Professional? No thought required – Go for Professional! Why? More extensive selection of shapesData linking (look for data tab)Data graphics – saves typing and redrawing diagramsVisio extras An hour saved in a year makes it worth it!12

Visio Resources And Help Microsoft web siteBooksLinkedIn group – Visio EnthusiastsEquipment manufacturer web sites Cisco, CommScope, Siemon HP, Dell, IBM, otherswww.visiocafe.com www.shapesource.com 3rd Party stencils netZoom, others Visioguy forumwww.altimatech.comwww.visguy.com

Templates, Stencils, ShapesCategoriesTemplatesStencilsShape

Visio Concepts and termsSW-BHAM-01 Template Stencil Shape Shape properties Connector Background LayerPropertiesCisco 295010.6.2.32LiveData CentreRTR-BHAM-01Comms Room

Visio Basics -1 Creating new diagram from a templateManipulating shapes on a pageAligning and Distributing ShapesCopy, Paste and Duplicate ShapesGrouping and ungrouping shapesForeground and Background optionsZooming in and Out of the PageUsing the Drawing Toolbar to create basic shapes16

Visio Basics - 2 Connectors Static and dynamic glue Adding, deleting and moving connector points Using different stencils Stencil search Shape behaviour -1d, 2d, drill down Working with text Object text Freeform text Text block tool17

Static glue Static glue is to aparticular connectionpoint The connection pointsused don’t move evenif the shapes aremoved18

Dynamic glue Drag connector onto shapeand wait until shape ishighlighted in red If you move the shapesrelative to each other theconnection movesappropriately19

Using Different Stencils (and searching) Use Shapes tab Select via menus Use Search options External stencilsets Suppliers, 3rd party20

Danger! - Visio File SizesTwo filesDiagram 1Diagram 21995kB12kBDiagram 1 is 166 times the size of Diagram 2!21Some tips to reduce file sizes

2. Diagramming TechniquesGood diagramming practice1. The detail that you see- What is seen visually / printed2. Additional data / information within diagram- Additional action by viewer – display, click, show layer, etc.3. How you get to other information- Drill down, open files, launch remote session22

The Process of Creating a Diagram1.Purpose2.Gather data3.Define shapes1. Which takes the most time?4.Transfer datato diagram2. Where can errors creep in?5.Layout6.Add extradetail7.Save8.Send / publishdiagram23

Diagram Process ExamplesSwitches / Routerin OrlandoW S- X6K-SU P1 A-2 GESTATUSSelect Rack R01InventorySYSTEMGather data1ACTIVE2.Network DiagramOrlando LANPWRMGMTRack Diagram R01RESETPurposeDTE/DCE1.SUPERVISO R 1SW-BHAM-CORE1.Card1PCMC IAPORT 2PO RT 110 0%1%SWITCH L OADCON SO LELINKEJECTLINKFA NS GE-TX11121 3112232425435263 733647848SW-BHAM-CORE1.Card44STATU SWS-X6748-GE-TX10 /1 00 /1 00 0G E MOD4 8 PO 17181920212223241 ICENABLEDRJ 47843 733647848SW-BHAM-CORE1.Card5STATU S10 /1 00 /1 00 0G E MOD4 8 PO RT61171819022122232425262728293031FABRICENABLEDRJ 4563.Define shapesMatch toPhysical ShapesMatch toLogical Shapes789SW-BHAM-CORE1.Card9C6 509 -E-FANWS-C6509-EINPUT 1100-240V 16A60/ 50 HzINPUT 1100-240V 16A60/ 50 HzINPUT 2100-240V 16A60/ 50 HzINPUT 2100-240V 16A60/ 50 HzLINSTALLRUNRUNINSTALINPUTOK1CIS CO SYS TEMS , INC.FA NOK2OUTPUTFAILSW-BHAM-CORE1SWITCH MUST BE IN O FF “O” PO SITIO N TO INSTA LL/REM OVE PO WER SUPPLY. FASTENER MUST BE FULLYENGAG ED PRI OR TO OPERATING POWER SUPPLY.CISCO S YSTE MS, I NC.INPUTOK1FANOKOUTPUTFA IL2SWITCH MUST BE IN OFF “O” POSITION TO INSTALL/REMOVE POWER SUPPLY. FASTENER M UST BE FULLYENGAGED PRIO R TO OPERATIN G POWER SUPPLY.4 40mic r os ys temsC R ITIC ALM AJORM INORIU SE RCOMPA CT4.Transfer datato diagramCreate ShapesCreate Shapesand connections5.LayoutPlace/sizeto position in rackMove/sizefor readability6.Add extradetailNotes, etc.Notes, etc.7.SaveSave asRack R01Save asOrlando LAN8.Send / publishdiagramStore on serverIntranet/SharePointStore on serverIntranet/SharePoint24

Is This A Good Diagram?25

Does It Have These Characteristics?1. Title2. Purpose3. Author4. Version5. Date6. Instructions7. Symbols8. Attributes9. Connections10. Grouping11. Background / layers26

Visio Examples Floor plans Importing CAD / other formats Layers Data center floor plans Backgrounds Hyperlinking

3. Linking Visio To Data Sources Saves typing mistakes Enables refresh of data One diagram can serve multiple purposes Less to maintain Multiple views of one device Less to maintain Enables use Of Data Graphics Feature

Understanding RealityTo understand infrastructure andmanage changeWe need multiple views Rack schematics Equipment configuration Physical connectivity Logical end point connectivity End device connectivity

Types Of Information / DocumentationWhat should be updated with a server or network change?Update project documentation with “as built” detailsUpdate asset/inventory listUpdate rack diagramsUpdate network patching recordsUpdate switch port usage and capacityUpdate floor plan rack capacityUpdate power usage spreadsheet(s)Update storage / backup system documentationUpdate systems architecture documentationUpdate DR lists and documentsUpdate supplier maintenance recordsUpdate billing and charging dataThe larger the environment – the more there is JORMINORIUSERCOMPAC T1ONLINESPAREMIRROR2345678HPProLiantPCIPOWER POWERSUPPLY SUPPLYDL380 G5RISERCAGEDIMMSPP PP MM1.2.3.4.5.6.7.8.9.10.11.12.PROC PROCINTERLOCKFANSOVERTEMPUID1 2COMPACT123456789101112131415161718192021222324

Multiple Device Instances in DiagramsRack PositionBLADE BIRM01Service viewUK BIRM01 BLADE-09UK BIRM01 BLADE-10UK BIRM01 BLADE-12BLADE-BIRM01.BLADE-SW2UK BIRM01 BLADE-05UK BIRM01 BLADE-04UK BIRM01 BLADE-03BLADE-BIRM01.BLADE-SW1UK BIRM01 BLADE-02Network ConnectionsH/W BuildUK BIRM01 BLADE-01Floor Plan31Power Supply

Reducing The Workload!ExcelVisioFloor box listFloor planCabinet listEquipment room floor planPatch panel listBackbone cabling diagramInventoryNetwork diagramInventoryRack diagramInventoryServer connectivity diagram

Using External Data SourcesNew1.Purpose2.Gather dataDefine shapes3.Check diagramfor match4.Transfer datato diagram4.Add / Delete shapeConnector, Data5.Layout5.Review Layout6.Add extradetail6.Add extradetail7.Save7.Save8.Send / publishdiagram8.Send / publishdiagram1.Purpose2.Gather data3.TimesavingUpdating

Visio Data Graphics Standard feature 2007/10/13/16/19 Professional Enables use of embedded data Display multiple text fields around a shapeData bars to show capacityUse icons for status differencesChange shape colour based on data Live374510.0.0.11

Limitations Of Visio / Data Source Good for quick diagrams The data transfer and refresh is automated, but thefiltering and selection is manual It doesn’t connect shapes together Limits value in a network environment Devices are not added / deleted on diagrams

First Steps For Multiple Diagrams Control use of shapes / stencils Follow best practices for diagram information Save reference versions in common areas File locations Web site SharePoint Use a common source where possible for shape data Databases preferred to spreadsheets Create views to suit diagram information need36

4. Automation For Larger Infrastructures Looking beyond a few spreadsheets Minimise manual maintenance effort1800 locationsOvernight updates Scale and separation of roles demands it Improving accuracy and consistencyauto selection Software driven diagram production Infrastructure document managementsave/publish Shared across teams, controlled access37

Automating Documentation - Example Manual method – draw a rack diagram2 – 5 hours Gather rack inventory data and positioning Find Visio shapes for equipment Draw the rack Automated method with software10 seconds Tick rack for cabinet drawing Visio rack diagram produced 100 racks – 16 minutes or 25 days or 26 vs 20,000 ( 100hr) 6500 racks?

Automated Enterprise Drawing Should we draw and redraw diagrams in Visio or have a GUI thatdoes this with a database? Yes for simple views (i.e. rack, path) DCIM/CMS approach No for anything that requires layout or crosses technologies Physical – floor plans, blown fiber, cabling runs, OSP Logical – LAN/SAN/VLAN/WAN/VLAN system If we are refreshing data, then we have to update existingshapes, adding/removing shapes and connectors. Beyond Excel/Visio data linking Database driven systems

Extending Visio AutomationNew1.Purpose2.Gather dataDefine shapes3.Check diagramfor match4.Transfer datato diagram4.Add / Delete shapeConnector, Data5.Layout5.Review Layout6.Add extradetail6.Add extradetail7.Save7.Save8.Send / publishdiagram8.Send / publishdiagram1.Purpose2.Gather data3.TimesavingUpdating

Simple Goals Draw 60 rack diagrams and save on a file server, in folderslisted by room location Check and update 100 site network diagrams with changesin devices, connections and data Refresh an updated set of build documents covering racks,hardware, cabling, power within a data center transitionproject When – now, tonight, every Friday

Many Infrastructure Information NeedsPlanBuildOperateRiskDisposeProject and tasksOperations And Risk ControlEase and speed of creationEase of distributionFlexible to meet task needsLimited trainingEase of use by manyStructured for integration & reportingSupport for multiple processesWide scope – the big picture!ExamplesProject documentationEquipment listsVisio/CAD diagramsTest resultsExamples 42Asset and Inventory managementBusiness / service dependenciesMonitoring of performance, statusRisk and Recovery

Infrastructure Documentation WorkflowProject / Design teamsBuild /ContractorsOperationsCould we get theproject teams toupdate operationalVisio diagrams?AuditteamRepositoryOperations Toolsets- Service desk- Monitoring- Asset tracking- Capacity

Diagram Automation ExamplesSwitches / Routerin Las VegasW S- X6K-SU P1 A-2 GESTATUSSelect Rack R01InventorySYSTEMGather data1ACTIVE2.Network DiagramLas Vegas LANPWRMGMTRack Diagram R01RESETPurposeDTE/DCE1.SUPERVISO R 1SW-BHAM-CORE1.Card1PCMC IAPORT 2PO RT 110 0%1%SWITCH L OADCON SO LELINKEJECTLINKFA NS ard44STATU S10 /1 00 /1 00 0G E MOD4 8 PO EDRJ HAM-CORE1.Card55STATU S10 /1 00 /1 00 0G E MOD4 8 PO 9303133323435FABRICENABLEDRJ 453637383940414243444546474863.Define shapesMatch toPhysical ShapesMatch toLogical Shapes789SW-BHAM-CORE1.Card9C6 509 -E-FANWS-C6509-EINPUT 1100-240V 16A60/ 50 HzINPUT 1100-240V 16A60/ 50 HzINPUT 2100-240V 16A60/ 50 HzINPUT 2100-240V 16A60/ 50 HzLLIN STALRUNRUNINSTALINPUTOK1CIS CO SYS TEMS , INC.FA NOK2OUTPUTFAILSW-BHAM-CORE1SWITCH MUST BE IN O FF “O” PO SITIO N TO INSTA LL/REM OVE PO WER SUPPLY. FASTENER MUST BE FULLYENGAG ED PRI OR TO OPERATING POWER SUPPLY.CISCO S YSTE MS, I NC.INPUTOK1FANOKOUTPUTFA IL2SWITCH MUST BE IN OFF “O” POSITION TO INSTALL/REMOVE POWER SUPPLY. FASTENER M UST BE FULLYENGAGED PRIO R TO OPERATIN G POWER SUPPLY.4 40mic r os ys temsC R ITIC ALM AJORM INORIU SE RCOMPA CT4.Transfer datato diagramCreate ShapesCreate Shapesand connections5.LayoutPlace/sizeto position in rackMove/sizefor readability6.Add extradetailNotes, etc.Notes, etc.7.SaveSave asRack R01Save asLas Vegas LAN8.Send / publishdiagramStore on serverIntranet/SharePointStore on serverIntranet/SharePoint44

Maintain - Infrastructure KnowledgePlanBuildOperateRiskDisposeProject and tasksOperations And Risk ControlEase and speed of creationEase of distributionFlexible to meet task needsLimited trainingEase of use by manyStructured for integration & reportingSupport for multiple processesWide scope – the big picture!45Record planning decisions in the operational systemProduce project docs for/from the operational system

Good Data Good Diagrams1. Establish policies, standards and ownership of data and diagrams.Make it simpler and easier for engineers and managers2. Have project / operations use common terms & formatsSupply templates, naming system, labels, etc.3. Reduce the numbers of documents / files to maintainConsolidate into centralised systems and make them easy to findLink / create / update Visio diagrams, reports, excel from databases4. Use operational systems to support planning processes as much as possibleSave discovery time and improve consistency

This Workshop Has Shown What can be reduced with Visioworkload - skills dependentcost- 26 or 20,000time- 16 minutes or 25 days How to improve diagram quality and accuracyAll of which you can do later today - yourself!!

Visio Automation Tips and Techniques Lots of productivity features are unknown Save yourself and others a lot of effort planning and managing infrastructure! Learn more about Visio – lots of free materials Linking to existing data sources has many benefits Less errors, easier to refresh diagrams and update them Use the data graphics feature to reduce diagram numbers For larger environments Assess the value of automation and database driven systems

Additional on softwareFree “DCIM/CMS” evaluation versionWebinarsData center practices, Visio integrationFree Visio utilitiesData centers, network, floor plans, modular fiberwww.squaremilesystems.comDocumentation servicesDownloads and videosTraining/webinars/videosOnsite/remote Visio training, documentation methods, etc.

1. Visio Basics Visio history 1992 First released, 2000 acquired by Microsoft Last non-MS versions had auto-discovery, equipment templates - all removed with Visio 2003 Versions Visio 2019 Standard Visio 2019 Professional Visio Pro For Office 365 Visio Viewer (runs in IE browser, outlook) Visio app for iOS

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