When ever a new machine is installed, or an old one is moved or gets a new primary user, we ask that the department contact submit a new DHCP request for the machine. These are the data we ask for, with a brief explanation of what each item is used for.

Ethernet Address

This address goes in the table so we can assign an IP address. We don't assign addresses to just any machine which asks because that would allow random machines we couldn't track. Also, we are quite constrained for IP addresses in some buildings.

Building & Room

When we have network trouble we are occasionally obliged to remove a machine from the network or otherwise visit it in person. This is most frequently true with Windows machines as they are prime targets for virus and trojan horse attacks. When the campus network security folks tell us that a machine is actively harming the network, we are expected to silence it immediately.

Primary user

A userid is useful for auditing purposes, eg. when the Dean asks how many faculty have an "old" computer. The name is also used for identifying a person to ask if the machine shows up on the missing inventory list. We enter this into the Property database as a service to CLAS departments.

Department

Which department's contact is responsible for the machine, and also to differentiate machines for people cross-appointed with multiple offices.

Computer Description

Knowing that a machine is a laptop, for example, can save lots of time by letting us know we'll have to pre-arrange to have the owner bring to their office, as opposed to knowing it's on a desk all the time. Also, we try to put laptops and printers on private IP subnets to limit their exposure to off-campus attacks.

Manufacturer

This is useful for finding necessary drivers for video, audio, network and storage devices. It also acts as a check on serial number, Ethernet address, OS and processor.

Operating System

The current OS is also useful for driver downloads and auditing, eg. how many machines are running an OS too old for PeopleSoft.

Processor Type & Speed

These can indicate whether a machine is old (for funding allocations) and whether it is likely to be upgradable to the next OS.

Ownership

We are constrained by our limited staff to only work on UF-owned machines. Also, if someone brings in a private machine, this is a notice that we need to contact them and make sure they're aware of our policies, including about OS patches and anti-virus updates.

Serial Number

Manufacturers Dell, Gateway, and some others list the specifications of machines they sell by serial number. Some of them even have links directly to the needed drivers. These specs are also useful for identifying the warranty expiration date, and for property updates. Also, for machines which do not have decals, this may be the only identifying number on the outside of the case.

Decal Number

As a service to CLAS departments we update the location and unique ID of CLAS machines with the University Property Services group. This greatly speeds location of machines which appear on the missing item list, or keeps them off it entirely. For private machines and UF owned machines under $1000, enter "none". For new machines enter "TBD". We'll go back and look up the TBD decals by serial number after 60 days or so.

At the time of this writing, we are working on the creation of a database of all of the items listed above. In order to populate that database, we will read in the archive of DHCP submissions. Since the archive is full of identically formatted entries, it will bea easy to do this automatically.

Data sent through means other than the form will require manual entry of data. This is much slower and more error-prone. Therefore we will return any incomplete or incorrect DHCP submissions and ask that they be re-submitted in full through the form. We appreciate the cooperation of the department contacts as we create this database.

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Last updated: Aug 22, 2006 (08:21:38 AM EDT)
URL: http://www.clasnet.ufl.edu/computers/dhcp-explanation.shtml