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Introduction:
The Project Team
Scope of the Training Overview of the Training Schedule What will not be covered Support Workflow
Why?
Improve communication across IT organizations and end users Resolve more Incidents at 1st level of support
Objective is to minimize the adverse impact on the business or the customer by restoring IT Service to normal operations as quickly as possible
IT Service Management
Getting Started:
Log in from any web browser: https://ubctrain.service-now.com/
Default Password: ch4ng3m3
Password Issues: Today: Let us know and we can get it reset ASAP Train Instance after Training: http://web.it.ubc.ca/forms/iba/ Production: Going Forward: Select the Reset Your Password Here option
Reporter User capabilities plus ability to run global reports Administrator User capabilities plus Reporter Capabilities: Perform Administration: i.e. delete tickets, manage groups Create Templates for Incidents Director Reporter capabilities plus No notifications for new incidents Tickets cannot be assigned to this individual
Homepage Administration
What is the Homepage? Multiple Homepage Screens Create a new page: Switch to Page-> New Page Modifying the Homepage Adding new Content Add Content Changing the Layout Switch to page.. Change Layout Dragging existing windows Select the top row, drag and drop Adding content from Incident options Adding content from Gauges options (Graphical) Personalize List Columns Top left hand corner Gear icon Deleting certain content The Close/X Button at the top right hand corner of the content Deleting a Homepage Bottom Right Hand Corner Delete Page Suggestions for Home Pages Quality Assurance Multiple Queues
My Homepage
Left Navigator Returning Home Default Layout, Lists and Filters (Customizable)
Homepage Administration
Exercise:
Create a new page Add 2 new content items Delete one of the content items Delete the page
ServiceNow
Via a webform sent by a customer By an agent when a customer calls in By an agent when a customer walks in
STEP 1: Categorize incident : Service /Service offering /Item STEP 2: Classify incident Incident Request (option to enter due date*) Password How-to Info Request STEP 3: Prioritize Incident: Use common priority matrix (slide 27) STEP 4: Fill in any additional Information Assignment Group Contact Type Watch List
STEP 1 STEP 2
STEP 3
**Log all ticket details and symptoms**
*The Request due date field will appear when the Type is request. It should be used to record client request completion dates and times so they can be prioritized based on date and time,. Selection should be via calendar selection This field is not mandatory.
Subject Tree
Service Agreed on by all ITSM partners Global Service Offering Agreed on by Service Owners May change over time as technologies are introduced/retired Item
Usually a version / Component of a Service Offering Not all service offerings have Items
Truly global subject tree allowing for intra and inter company transfers Filling in a Service Offering will automatically fill in a Service (bottom to top) Narrow down selections (top to bottom) Use Search as needed
Exercise
Think of a service you support Attempt to find it via the Search/Subject Tree
Exercise
Provide example(s) of work that you or your group does Determine if it is an Incident or a Request. Incident Something was working, it is now not working or a degradation in performance E.g. Server has crashed Wireless is very slow. I cannot load up webpages. Request Request to provide or remove a service E.g. Grant Bob Smith access to shareIT Password Password reset/modification E.g. I need to reset my VDI password How-To Instructions on how to do something E.g. How to add users to a mailing list? Information Request General information about a service/tool E.g. What is a CWL?
Prioritization Matrix
Impact High Medium Urgency Low High 1 (Critical) 1 (Critical) 2 (High) Medium 1 (Critical) 2 (High) 3 (Medium) Low 2 (High) 3 (Medium) 4 (Low)
Ticket Assignment
Assigning to ServiceNow users Escalations through assignment with Worknote Inter and Intra company assignments
Communication
Email (Within ServiceNow) Additional Comments (Customer Visible) Assignment to other Groups (with Worknote) Watch List Phone/In person (Add Work Note) Automatic SNC notifications Opening Resolved
Exercise
Create a ticket in Service Now! Suggested Information: Contact: Your username/Name Service: Email Service Offering: FASmail Type: Request Impact: 3-Low Urgency: 3-Low Description: User would like to know who is eligible for FASmail.
States:
New
Default State when an incident is created Will automatically change once it has been saved/updated Example: A new email/webform has been submitted but no one has worked on it Assigned Reflects that an incident has been assigned to a system user to investigate and resolve This will be automatic once a ticket has been created manually (not webform/email) Example: A ticket has been assigned to an Assignment group and/or a system user Accepted Reflects that the assigned group/system user has accepted the incident and is investigating This state needs to be manually changed to indicate it has been accepted Example: Once assigned, a ticket is taken from a queue Work in Progress Acknowledges that work is underway to resolve the incident This needs to be manually changed Example: Work is being done on the ticket
States:
Pending Reflects that the interaction is waiting for something This needs to be manually changed There are a variety of pending options Pending Change Awaiting a change to occur before work can be done Example: User has a process improvement for a tool and would like the ticket to remain open until the change is complete Pending Recovery Awaiting a recovery/restart before work can proceed Example: User wants to setup outlook but has a virus. A recovery needs to happen before the outlook can be setup Pending Schedule Awaiting a time to schedule something in Example: User wants a ResNet port repair but they have not provided their availability Pending Vendor We are awaiting a Tier 4/Vendor to get back to us Example: We are waiting for Sophos to get back to us Pending Parts We are awaiting parts for a computer/device Example: There is a backlog for wireless routers that is preventing a new installation
States:
Resolved Reflects a workaround or solution is in place and waiting on customer confirmation / lack of communication This needs to be manualy changed by selecting "Resolved" in the pull down menu or the "Resolve Incident" button Example: System user is fairly sure that the suggested solution will resolve the incident (CWL password reset/account creation) A solution has been provided to the user, but has not confirmed whether or not it is working after a follow up User confirms that the issue has been resolved Closed End user has confirmed the interaction is complete This can be manual or automatic The ticket automatically closes after 3 days in the "Resolved" state if there has been no customer interaction Example: User has confirmed the issue is not occuring anymore
Resolving/Closing A Ticket
Resolving: Closing: Customer says incident can be resolved. Automatically closed after three days of being in Resolved State (No Response from User) Solution was offered. Not confirmed if it worked Customer will receive an automatic notification
Ticket Navigation
Using the Homepage Tickets Assigned to myself Open-Unassigned Searching for Specific Tickets Can be used to create new Filters/Home Pages
Exercise
Search for a specific ticket: Select All from the Incident Menu Change dropdown to Incident # Query ticket #
Applying Templates
Templates are created by ITIL Admins Standardization of templates to differentiate groups Templates may be applicable to multiple groups Intended for repeat interactions, not for all types of work i.e.CWL Password Reset Within a ticket select Apply Template in the top right hand corner
Parent/Child Incidents
Can help with problem management Organization- You do not need 25 tickets pending response nor will another Tier need to respond 25 times for the same problem Less Repetition- Can make it easier to get the incident specific information instead of repeating the problem over and over again Options: Attach an existing incident to another ticket (Child -> Parent) Related Records->Incident Number-> Submit Helps Solve problems- Can link common issues together
Deem a new incident a Parent Each ticket is a Parent by default Select Child Incidents at the bottom Select New
Tool Incidents and Defects Internal Business Applications Support Form: Create a ticket in ServiceNow and assign to IBA Service Tools use the following service/service offering >Administrative Technologies/ IBA Service Tools (In Production) Use the IBA Webform:http://web.it.ubc.ca/forms/iba
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IT Service Management
Start
Walk in Start at Callers menu Verify customer details Confirm department Select New to start ticket Select Service Offering Select ticket type Determine impact & urgency Select contact type Capture description May re-assign to new group May escalate by adding user to ITIL watch list Change state Add work notes Add resolution details to close notes Re-assign back to originating agent Add to close notes Select close code Confirm resolution with customer Contact customer to confirm satisfaction
Phone
Self Service