VoIP Audit Procedures

Periodically, the UCAR Property Office or UCAR Auditors may need to track down PPE tags related to phones. These tags are more difficult to track, because the location of the phone is not recorded in the Bitech Fixed Asset system. Bitech tracks the PPE number and PO number. We have a file that tracks MAC Addresses and how they are related to the PO numbers. The location of phones will change as people move offices. Phone locations can be tracked through CiscoWorks by searching for the MAC address. The steps involved in locating a phone are described below:

These procedures assume that the UCAR property Office will contact the NETS DPA with a PPE number related to the phone system. The tag will start with PPEPS. The NETS DPA will find the Purchase Order Number, Mac Address and then Location of the phones related to the PPE tag.

PPEPS to Purchase Order Number

• Each tag relates to one purchase order number. Many phones could be purchased on one purchase order.
• To find the purchase order number associated with the PPE tag, check the Bitech fixed asset system.

Purchase Order Number to MAC Address

• Once you have the purchase order number, you need find the MAC addresses related to the purchase order. Open the VoIP Master Inventory file on this page: http://netserver.ucar.edu/nets/inventory/
• Locate the purchase order number and then all MAC addresses related to the purchase order number.
• If there is a note in the file that the item is stock, the location of the phone is room 34. This information can be added to the report you will give to the Property Office. Continue this process with the next MAC address.
• If there is a note that the phone has been returned on an RMA, use the new MAC address in your search.

MAC Address to Location

There are two ways to find the location of the phones after you have the MAC address: the Address tool that David Mitchell developed or CiscoWorks. The address tool appears to be the easiest solution.

Address Tool

Open this file: http://netserver.ucar.edu/nets/internal/tools/python/finder.html

• Type your MAC address in this format: xx:xx:xx:xx:xx:xx or xxxx.xxxx.xxxx and click the submit button.
• If the address is found, the location will appear on the next screen.
• If the location is not found, you will receive a message that the address can not be found. In this case, confirm that you have entered the address correctly and in the correct format.
  • If the MAC Address is not found, confirm you have the correct information from the VoIP Master Inventory file.
• Add phone location to report to be given to the property office (check for spare or RMA again).
• Continue searching for phones by MAC address until all have been located.

CiscoWorks Option

• Log in to CiscoWorks: http://cworks.ucar.edu:1741/login.html
• Or find the link off this page: http://nets.ucar.edu/nets/tools
• The contact for any CiscoWorks problems is Jeff Custard
• Once logged into CiscoWorks, follow this path
  • Click on Campus Manager Tab
  • Open User Tracking (may take a few minutes to load)
  • Select Simple Query from the Query menu
  • A new box will open
  • Click the top check box on the left hand side of the query box
  • Select MAC Address from the column menu
  • Select "ends with" in the middle box
  • Type in the MAC address to be located
    • You must include dashes in the mac address
    • Format for the mac address is XX-XX-XX-XX-XX-XX
    • Try just typing the last 4 digits
  • Push the apply button
  • If the record is not found, a "No records found" message will appear at the bottom of the User Tracking box.
  • If no record is found, there is probably a problem with data entry, either in the information you entered in the box or in the VoIP Master Inventory file.
  • If the record is found, it will appear in the original User Tracking box.
  • When the record is found, a number of columns will appear in the User Tracking box. The Column labeled "Port Name" contains the location of the phone.
  • Add phone location to report to be returned to the property office.
  • Continue searching for phones by MAC address until all have been located.
  • Once finished looking up MAC addresses, select exit from the file menu
  • Log out of Cisco Works

Address comments or questions about this Web page to the Network Engineering & Telecommunications Section at nets-www@ncar.ucar.edu. The NETS is part of the Scientific Computing Division of the National Center for Atmospheric Research, which is part of the University Corporation for Atmospheric Research.
Last modified: Wednesday, May 12, 2004 - Belinda Housewright