A guide to choosing a cable-management system.

Don't forget to keep an eye toward the future when selecting a system.

Controlling the substantial costs of installation and ownership of cabling infrastructures, and maximizing on investment through optimum reliability and productivity results, demands effective management. Broadly speaking, this is best achieved through the availability of comprehensive and accurate information supplied by cabling records. Cable-management software is primarily designed to help establish and maintain these records, although many products have grown to incorporate additional functionality to address an even broader set of management issues.

Think of a cable-management system (CMS) as an interactive, electronic road map for all the cabling and associated hardware in one or more buildings. A CMS should make it easy to find out what is connected to what, where cables go, what spare capacity there is and what has to be connected together to provide someone with, for example, a working telephone, right down to individual pair-level. Some systems even have facilities that address issues, such as asset management, IT management, E-911 compliance, billing and cable system manufacturers' warranty management.

Studies and reports frequently proclaim that more than 50% of all network problems can be traced to the cable, that up to 30% of personnel will move location within their offices each year, and that moves, adds and changes (MACs) cost hundreds of dollars per person per year. All of these statements are valid and can be used to support the justification for implementing a CMS. Moreover, cabling represents a significant investment, typically 2% to 4% of the total cost of a site, so why would an enterprise not manage it?

Cable-management systems are designed to provide instant access to all information related to the physical components of the network. Having this information at hand makes finding fault, and planning and executing MACs easier--saving time and money. Any system that decreases the time taken to retrieve information, while increasing the availability of communications services, has obvious value.

Areas in which users see tangible benefits include: increase in service-delivery speed; faster response for troubleshooting; increase in overall quality of services provided; and optimized use of infrastructure and equipment (e.g., PABXs and routers).

THE RETURN ON CABLING

As an investment, cabling, especially structured cabling, provides exceptional returns. Cabling will usually outlive all other networking components and requires minimal upgrades and maintenance. There are many reasons why companies implement cable-management systems, however, the costs associated with doing nothing; to manage cabling can be huge.

So, what do you look for when evaluating the alternatives? An accepted fact of life in the cabling industry is that no two installations are the same. Even when hardware installations are similar, an organization will employ its cabling system with a degree of uniqueness to address the various quirks and practices of the company. Most enterprises, however, will expect a CMS to provide one or more of the following:

* faster fault isolation;

* assistance with "churn" (the movement of people within an organization);

* identification of cabling "bottlenecks;" and

* a centralized repository for information they do not yet have, or have in dispersed systems.

The implication is that the chosen application must be flexible to be effective. The challenge this presents to the CMS manufacturer is to achieve the desired flexibility, without compromising functionality, ease of use and power.

Successful cable management is a strategy, made up of various tools and procedures that have been considered and endorsed throughout the organization. These tools may include an appropriate numbering scheme, labeling policy, MAC and cable record-maintenance procedures. Albeit essential, cable-management software is just one element within an effective cable-management system.

WHAT DO YOU LOOK FOR?

Having identified the requirement and obtained support for the acquisition and implementation of a cable-management software system, how are the various products available evaluated? These are some of the issues to consider:

* In an ideal world, what benefits should be available after implementing a cable-management software system?

* Within the organization, who else will benefit and be affected by the implementation?

* Will it be used for voice and data cabling? What features are considered "must-have" and which are "desirable?"

* What information will be recorded? What is the minimum required?

* How will information be found--by location, user name, wall-jack, extension number, on a floor plan?

* What cable records are available? How accurate and in what format are they? Is there a requirement to perform a cabling audit?

* Who will perform the initial data load? Who needs subsequent access to the information? Will they need to add, edit and delete records, or just view them?

* What skills will users require? Are there special training requirements for operatives? (If so, there must be adequate vacation/sickness cover arrangements.)

* Is network access needed? Consider the operating system to be used, both for the host application and remote users.

Underlining all of the above is this single most important fact: To be effective, the cable-management strategy must be fully understood and endorsed by everyone at the appropriate level within the organization.

An enterprise may be tempted to use its new cable-management software as a facility for storing a far wider range of information than is presently maintained. While this may be one of the reasons for implementing a system, there is a potentially disastrous side effect. Remember, all information stored must be maintained to ensure the system's validity and usefulness. Inaccurate or incomplete records are a sure way to enthuse detractors.

Avoid choosing a system that will introduce restrictions or practical difficulties in the future. Look for a system that allows the addition of information retrospectively and does not demand too much effort before generating results. Plan the implementation to suit available resources and external activities, such as new building occupancy or new equipment rollout.

SEEK RELIABLE INFORMATION

While there are many companies offering cable-management solutions, there are few that provide systems developed from the ground up to specifically address cabling issues. Rely on existing telecommunications suppliers. For example, some PBX manufacturers offer cable-management facilities as modules within their own telecommunications management systems. Of course, these may be heavily biased and may not adequately address the cabling requirements at your site.

Trade publications, industry contacts and the Internet are good sources of information. Many publishers of industry journals include supplier listings by product on their websites.

When talking with vendors, describe requirements in detail, show them copies of the "must-have" and "desirable" list. Because no two installations are the same, provide the vendor with as much information as possible. Bear in mind that vendors can only assess their products' suitability based on the information provided.

Arrange to see a live demonstration of the software. Tell the vendor what is needed in a system. Flexibility is important, so the chosen system must be able to record and help manage the cablingto satisfaction.

Due to the complexity of some installations, demonstrating particular functions may not be possible; however, be satisfied as to the reasons why and perhaps make alternative arrangements. If this is not feasible, make it a condition of an order. As part of the presentation, address commercial issues, such as pricing, any options, implementation services and post-implementation support.

Owen is national cabling product manager-cable management system, for ISI Infortel, and is based in Houston, TX.

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