Post on 16-May-2020
Automating Infrastructure Documentation With Microsoft Visio
David 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 consistent format and detail by different engineers?
This Workshop Will Show• What can be reduced with Visio
workload - 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 Agenda
1. Understand Visio – out of the box2. Diagramming techniques
- Making it simpler for all
3. Linking Visio to data sources- Reduce cut/paste, diagram refresh, consistency
4. Automation for larger infrastructures- Automated creation and updating
If A Picture Paints a Thousand Words
How do we paint a thousand pictures? Consistent in data and format?
Understanding IT Dependencies Isn’t Easy
Room
Power
Rack
System
Service
Remote Mgmt
LAN
SAN
User Data
Cabling
Support
Ownership
OS
ApplicationsVirtual MachinesSoftware
Security
Contracts DR Plan
Backup
Hardware Build
Licences Environment Change Impact
One Server ,Multiple Mappings and Diagrams
Commercial Physical Logical Business
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Many 1,000s of documents are created by projects, operations and risk processes
Data Diagrams
Dependencies & DiagramsAssetGen Planner Birmingham Computer Room
Racks
Run Date: 02 June 2008
Birmingham | Call Centre - UK | Computer Room | 01-03
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AssetGen Planner Birmingham Computer Room
Run Date: 02 June 2008
AssetGen Planner Birmingham Computer Room
Run Date: 02 June 2008
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Claims Processing ExampleService assets have embedded links for further analysis or verification
Physical assets also have AssetGen
Connect links for more detail
Claims Module
Claims Processing
Payment Module
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Accounts ModuleMember Module Policy Module
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Accounts Payable
Accounts Receivable
CRM_DB PAYROLL
Policy Administration
CRM Sage Payroll
PayrollSales
Network Topology Example
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Rack Floor Plan ITIL Service Map
Network Topology Build
Data Flows/Capacity
Zones
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ASR 9000 Series
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Diagrams Also Cover Processes/TimelinesProjects Deployment
PlanningDesignTeam
ChangeMgmt.
Build Team
StdComponents
Request
Outline Design Doc
UpdateCapacity Plan
QA Check
Accept/Reject Release DetailedPlan
Schedule Change
ConfirmContractors
BookContractor
Requestform
Yes
No
Forward bookingschedule
Allocateddates
Handover
Accept
Reject
Deploymentdesign
Change from reservedto allocated
Design Review
Information Gaps Cause Pain – Cost, time, quality
Fixed Infrastructure(Cabling, Power, Cabinets, Rooms, Buildings)
Hardware InfrastructurePCs, Network, Servers, UPS, Storage, Other
Virtual InfrastructurePCs, Network, Servers, Storage, DBMS
ApplicationsPC, server, mainframe, SOA
ServicesEnd user, infrastructure, supplier
Business ProcessesDepartmental, Company
1. 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 disruption 13. Duplicate what can’t be found
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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• Visio online Web based collaboration
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Which Version - Standard or Professional?
• No thought required – Go for Professional!• Why?
• More extensive selection of shapes• Data linking (look for data tab)• Data graphics – saves typing and redrawing diagrams• Visio extras
• An hour saved in a year makes it worth it!
Visio Resources And Help
• Microsoft web site• Books• LinkedIn group – Visio Enthusiasts• Equipment manufacturer web sites
• Cisco, CommScope, Siemon• HP, Dell, IBM, others www.visiocafe.com www.shapesource.com
• 3rd Party stencils• netZoom, others www.altimatech.com
• Visioguy forum www.visguy.com
Visio Concepts and terms
• Template• Stencil• Shape• Shape properties• Connector• Background• Layer
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Visio Basics -1
• Creating new diagram from a template• Manipulating shapes on a page• Aligning and Distributing Shapes• Copy, Paste and Duplicate Shapes• Grouping and ungrouping shapes• Foreground and Background options• Zooming in and Out of the Page• Using the Drawing Toolbar to create basic shapes
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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 tool
Static glue
• Static glue is to a particular connection point
• The connection points used don’t move even if the shapes are moved 18
Dynamic glue
• Drag connector onto shape and wait until shape is highlighted in red
• If you move the shapes relative to each other the connection moves appropriately
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Using Different Stencils (and searching)
• Use Shapes tab• Select via menus• Use Search options• External stencil
sets• Suppliers, 3rd party
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Danger! - Visio File Sizes
Two files Diagram 1 1995kBDiagram 2 12kB
Diagram 1 is 166 times the size of Diagram 2!
Some tips to reduce file sizes21
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2. Diagramming Techniques
Good diagramming practice
1. The detail that you see- What is seen visually / printed
2. 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 session
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The Process of Creating a Diagram1.
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1. Which takes the most time?
2. Where can errors creep in?
Purpose
Gather data
Transfer data to diagram
Layout
Add extra detail
Save
Send / publish diagram
Define shapes
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Diagram Process Examples1.
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Purpose
Gather data
Transfer data to diagram
Layout
Add extra detail
Save
Send / publish diagram
Define shapes
Rack Diagram R01
Select Rack R01Inventory
Create Shapes
Place/size to position in rack
Notes, etc.
Save as Rack R01
Store on serverIntranet/SharePoint
Match to Physical Shapes
Network DiagramOrlando LAN
Switches / Routerin Orlando
Create Shapesand connections
Move/size for readability
Notes, etc.
Save as Orlando LAN
Store on serverIntranet/SharePoint
Match to Logical Shapes
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INPUT 2100-240V ~16A60/50 Hz
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Does It Have These Characteristics?1. Title
2. Purpose
7. Symbols
8. Attributes
9. Connections
6. Instructions
3. Author
4. Version
5. Date
10. Grouping
11. Background / layers
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 and
manage change
We need multiple views• Rack schematics• Equipment configuration• Physical connectivity• Logical end point connectivity• End device connectivity
Types Of Information / Documentation
1. Update project documentation with “as built” details2. Update asset/inventory list3. Update rack diagrams4. Update network patching records5. Update switch port usage and capacity6. Update floor plan rack capacity7. Update power usage spreadsheet(s)8. Update storage / backup system documentation9. Update systems architecture documentation10. Update DR lists and documents11. Update supplier maintenance records12. Update billing and charging data
What should be updated with a server or network change?
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The larger the environment – the more there is….
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Multiple Device Instances in Diagrams
Floor Plan
Rack Position
Service view
Power Supply
Network Connections
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H/W Build
Reducing The Workload!
Excel Visio
Floor box list Floor plan
Cabinet list Equipment room floor plan
Patch panel list Backbone cabling diagram
Inventory Network diagram
Inventory Rack diagram
Inventory Server connectivity diagram
Time saving
Using External Data Sources1.
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New Purpose
Gather data
Transfer data to diagram
Layout
Add extra detail
Save
Send / publish diagram
Define shapes
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UpdatingPurpose
Gather data
Add / Delete shapeConnector, Data
Review Layout
Add extra detail
Save
Send / publish diagram
Check diagram for match
Visio Data Graphics
• Standard feature 2007/10/13/16/19 Professional
• Enables use of embedded data• Display multiple text fields around a shape• Data bars to show capacity• Use icons for status differences• Change shape colour based on data value
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Limitations Of Visio / Data Source
• Good for quick diagrams• The data transfer and refresh is automated, but the
filtering and selection is manual• It doesn’t connect shapes together
• Limits value in a network environment
• Devices are not added / deleted on diagrams
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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 need
4. Automation For Larger Infrastructures• Looking beyond a few spreadsheets 1800 locations• Minimise manual maintenance effort Overnight updates
• Scale and separation of roles demands it
• Improving accuracy and consistency auto selection• Software driven diagram production
• Infrastructure document management save/publish• Shared across teams, controlled access
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Automating Documentation - Example• Manual method – draw a rack diagram 2 – 5 hours
• Gather rack inventory data and positioning• Find Visio shapes for equipment• Draw the rack
• Automated method with software 10 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 that
does 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 existing shapes, adding/removing shapes and connectors.
• Beyond Excel/Visio data linking• Database driven systems
Time saving
Extending Visio Automation1.
8.
2.
3.
4.
5.
6.
7.
New Purpose
Gather data
Transfer data to diagram
Layout
Add extra detail
Save
Send / publish diagram
Define shapes
1.
8.
2.
3.
4.
5.
6.
7.
UpdatingPurpose
Gather data
Add / Delete shapeConnector, Data
Review Layout
Add extra detail
Save
Send / publish diagram
Check diagram for match
Simple Goals• Draw 60 rack diagrams and save on a file server, in folders
listed by room location• Check and update 100 site network diagrams with changes
in devices, connections and data• Refresh an updated set of build documents covering racks,
hardware, cabling, power within a data center transition project
• When – now, tonight, every Friday
Many Infrastructure Information Needs
Plan Build Operate Risk Dispose
Project and tasks Operations And Risk Control
ExamplesProject documentationEquipment listsVisio/CAD diagramsTest results
ExamplesAsset and Inventory managementBusiness / service dependenciesMonitoring of performance, statusRisk and Recovery
Ease and speed of creationEase of distributionFlexible to meet task needsLimited training
Ease of use by manyStructured for integration & reportingSupport for multiple processesWide scope – the big picture!
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Repository
Infrastructure Documentation WorkflowProject / Design teams Operations
Auditteam
Build /Contractors
Operations Toolsets- Service desk- Monitoring- Asset tracking- Capacity
Could we get the project teams to
update operational Visio diagrams?
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Diagram Automation Examples1.
8.
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3.
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6.
7.
Purpose
Gather data
Transfer data to diagram
Layout
Add extra detail
Save
Send / publish diagram
Define shapes
Rack Diagram R01
Select Rack R01Inventory
Create Shapes
Place/size to position in rack
Notes, etc.
Save as Rack R01
Store on serverIntranet/SharePoint
Match to Physical Shapes
Network DiagramLas Vegas LAN
Switches / Routerin Las Vegas
Create Shapesand connections
Move/size for readability
Notes, etc.
Save as Las Vegas LAN
Store on serverIntranet/SharePoint
Match to Logical Shapes
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CIS CO SYS TEMS , INC.
INPUT 2100-240V ~16A60/50 Hz
INPUT 1100-240V ~16A60/50 Hz
INSTALL
RUN
1
FANOK
OUTPUTFA IL
2
INPUTOK
SWITCH MUST BE IN OFF “O” POSITION TO INSTALL/REMOVE POWER SUPPLY. FASTENER M UST BE FULLYENGAGED PRIO R TO OPERATIN G POWER SUPPLY.
CISCO S YSTE MS, INC.
INPUT 2100-240V ~16A60/50 Hz
INPUT 1100-240V ~16A60/50 Hz
IN STALL
RUN
SW-BHAM-CORE1
SW-BHAM-CORE1.Card3
STATU S
WS-X6748-GE-TX 4748
3 73 8
3 536
252 6
232 4
1 31 4
1 112
12
4 8 P O R T12119 107 85 63 41 2 242321 2219 2017 1815 1613 14 363533 3431 3229 3027 2825 26 484745 4643 4441 4239 4037 38
10 /1 00 /1 00 0G E MOD
FABRIC ENABLEDRJ 45
SW-BHAM-CORE1.Card4
STATU S
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232 4
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10 /1 00 /1 00 0G E MOD
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Maintain - Infrastructure Knowledge
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Plan Build Operate Risk Dispose
Project and tasks Operations And Risk ControlEase and speed of creationEase of distributionFlexible to meet task needsLimited training
Ease of use by manyStructured for integration & reportingSupport for multiple processesWide scope – the big picture!
Record 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 managers
2. 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 databases
4. 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 Materialswww.microsoft.com
www.assetgen.comEvaluation software Free “DCIM/CMS” evaluation version
Webinars Data center practices, Visio integration
Free Visio utilities Data centers, network, floor plans, modular fiber
www.squaremilesystems.comDocumentation services Downloads and videos
Training/webinars/videos Onsite/remote Visio training, documentation methods, etc.