Sample Project Repor

Executive Branch Mainframe Data Center ConsolidationProject Plan Overview

Table of ContentsPage

Project Charter...................................................................................................2Preliminary Charter............................................................................................2Final Charter......................................................................................................2What is the purpose (description) of this project?..............................................2What are the tangible business benefits?..........................................................3What are the intangible benefits?.......................................................................3Why should we do this project?.........................................................................3Who are the stakeholders? What is the impact to them? What is the impact to our system?.......................................................................................................4What is the estimated total budget cost?...........................................................4What assumptions have been made?................................................................5What does the project include?..........................................................................5Are there regulatory impacts?............................................................................5What is the plan to procure equipment, third party services or resources?.......5What is the proposed business or technical solution?.......................................5What alternatives were considered?..................................................................5Who will “manage” the solution once the project is complete?..........................6What success criteria have been established?..................................................6How will an audit for compliance be conducted?...............................................6In what areas does the project manager have flexibility?..................................6

Team Composition.........................................................................................8

Scope Form Worksheet.............................................................................10

Scope Boundaries........................................................................................12

Deliverables Schedule Input....................................................................13

Scope Risk......................................................................................................14

Milestone Schedule.....................................................................................15

Staffing & Spending Actuals Monitoring............................................16

Spending Estimate......................................................................................17

Project Status Report.................................................................................18

Issues List.......................................................................................................19

Lessons Learned Recommendations............................................................20

Project Charter

Project Name: Executive Branch Mainframe Data Center Consolidation

Preliminary Charter

Developed by: Tom Shepherd Date: November 26, 2001Approved by Project Sponsor: Date:Reviewed by: Date:

Final CharterDeveloped by: Date: Approved by Project Sponsor: Date:Reviewed by: Date:

What is the purpose (description) of this project?

Note: This project charter is written under the assumption that the decision has been made to proceed with data center consolidation. If any other disposition is determined for the executive branch data centers a different project plan will need to be developed.

To implement a significantly improved management model for the ongoing operation of the mainframe data centers within the executive branch of state government (data centers located in the Information Technology Department - ITD, Department of Transportation - DOT, and Iowa Workforce Development - IWD). Currently, the DOT manages and operates the mainframe data center at their headquarters in Ames. ITD manages and operates the Hoover Building, B level mainframe data center and operates the IWD data center located in the IWD headquarters building at 1000 E. Grand. The IWD data center remains under the management control of the IWD department. IWD’s management of their data center has resulted in a number of decisions that have resulted duplications of facilities and inefficient use of financial and staffing resources in recent years.

ITD will partner with the DOT in using the Ames data center (due to its size, physical facilities, and geographic location) as a backup data center to be used in the event of a disaster within the capitol complex. Similarly, the capitol complex data center facilities will provide a backup for the DOT data center.

The operations and management of the IWD data center will be placed under the control of ITD. IWD will retain sole authority for specifying the level of services (i.e. processing requirements, hours of service, etc.) required for them to carry out their mission (just as the Departments of Human Services and Revenue & Finance currently do as customers of the ITD-Hoover Data Center) . The manner in which those services are delivered (i.e. data center location, type of equipment used, etc.) will be the responsibility of ITD. This is consistent with effective management practices and ITD’s mission and duties as detailed in Chapter 14B of the Iowa Code (specifically, “Developing and implementing effective and efficient strategies for the use and provision of information technology for participating agencies and other governmental entities.”)

What are the tangible business benefits?

Economies of scale – As processing needs change and grow, the work currently split between the IWD and ITD data centers will be processed on a single, larger more economical computing platform.

Better utilization of money spent on software – Software licensing fees for mainframes are in a tiered structure based on the total rated computing power of the mainframe. Even though the mainframe at IWD is only currently utilized at about 40% of rated capacity, the software licensing is based on 100% of the available mainframe computing capacity. Aggregating the total mainframe workload on an appropriately sized machine results in software costs that more accurately reflect the value received from the software.

Better utilization of facilities – The taxpayers are currently funding the operation of two mainframe data centers located in the capitol complex within 2,500 feet of one another. Each data center requires specialized facilities (raised floor, conditioned electrical power, enhanced air conditioning, uninterruptible power systems, and restricted access). Co-location of the data centers within the same facility will result in operational and maintenance savings.

Staffing – The 24 hour/day, 7 day/week operation of the ITD data center provides the necessary hours of coverage that are needed by IWD. Augmented by the IWD data center staff, ITD could provide additional staff coverage for the combined operations or reassign staff no longer needed for data center operations to other necessary tasks.

Support for related state government services – The close proximity of the ITD data center to the executive branch server farm will provide for cross training of data center staff and extended operational support (within current budget) for the various server supported functions (i.e. web related services).

What are the intangible benefits?

Improved management of enterprise resources and the resultant savings/efficiencies.

Why should we do this project?

Improved service levels service at no additional cost. Lowest total cost of operation and maintenance. Reduction in the amount of physical space needed for data center operations. Potential reduction in the total number of supported applications and/or services

(based upon established financial and needs criteria).

What is the plan to complete the work? (High level plan with estimated dates.)

February 28, 2002 – Develop a capacity plan for mainframe computing by performing an analysis of all mainframe applications review and justification of all mainframe

applications and commercial off-the-shelf (COTS) software used to support those applications).

April 1, 2002 – Assess logical/physical data center designs and staffing needs and implement the new data center management structure.

Who are the stakeholders? What is the impact to them? What is the impact to our system?

Stakeholder Describe the impact to that stakeholder

Department of Transportation

The department will be affected if their data center is used to recover the capitol complex data center services in the event of a disaster. Conversely, the capitol complex data center services provide a disaster backup for the DOT.

Iowa Workforce Development

IWD will only be responsible for specifying the type and level of services required and will no longer be burdened with the management responsibility for the IWD data center.

ITD Data Center Customers

Operating as a central service bureau for state government, ITD will manage and operate all capitol complex data center services for the benefit of all governmental entities.

CIO The CIO has a vested interest (and statutory duty) to take action to foster the compatibility, interoperability, effectiveness, and efficiency of the information technology systems within the executive branch of state government.

Public The result of more effective data center management will be to reduce ongoing operational and maintenance costs and improve overall service.

What is the estimated total budget cost?

During the transition period there may be certain costs associated with improving the capacity of the data centers and moving to compatible system software inventories consistent with a comprehensive disaster recovery plan. In addition to the added value of the disaster recovery capability, this cost should be substantially offset by the operational efficiencies realized. The costs associated with the necessary data center enhancements will be required prior to realizing the savings. Additionally, the savings would be realized over time in future fiscal years. Some degree of funding may be required to cash flow the improved service levels.

What assumptions have been made?

The IWD data center does not present any operational challenges or statutory requirements that, will in any way, prohibit this project.

An analysis of data center applications will be completed for all data centers and only applications that survive a financial and needs analysis (is there a statutory or administrative requirement and is funding available for the application) will be carried forward.

Service enhancements (i.e. faster response times, greater throughput, disaster recovery services), while important, are not the focus of this project.

Data center services must comply with statutory and contractual service requirements (such as security, network response time, and privacy requirements).

A capacity plan and disaster recovery plan exists (or will be completed) for each of the three data centers.

What does the project include?

The management of the IWD data center will be transferred to ITD. A master capacity planning and disaster recovery agreement between ITD and DOT will be completed.

Are there regulatory impacts?

No.

What is the plan to procure equipment, third party services or resources?

In the initial stage of this project, there would be no procurements. Changes in the configuration and location of services would be iterative and most would be implemented over time as budgets allow.

What is the proposed business or technical solution?

Shifting the management of the IWD data center to ITD – This places the burden of achieving the maximum operational efficiency on the most appropriate party. ITD’s core competencies are organized around the technical expertise required to achieve this.

A capacity planning and disaster recovery agreement will be developed between ITD and DOT. This will assure that ongoing operational decisions take continuity of data center operations into account consistent with maximum operational efficiency.

What alternatives were considered?

Absent the ability of ITD to effectively manage all of the data center services within the capitol complex, ITD would propose turning all operations of the IWD data center back to

IWD and divorcing itself from any involvement with IWD. This is not recommended as it capitulates to ineffective management practices.

Who will “manage” the solution once the project is complete?

The Information Technology Department with participation by customer agencies.

What success criteria have been established?

Improved levels of customer service

Lower total cost of operation and maintenance (as compared with current costs) realized in the first three to five years.

Reduction in the total number of supported applications and/or services (based upon established financial and needs criteria).

How will an audit for compliance be conducted?

User surveys can be used to monitor the subjective assessment of service levels.

A financial analysis can quantify the cost of operations and maintenance.

In what areas does the project manager have flexibility?

The project manager would have the flexibility to make decisions about the delivery of capitol complex data center services so long as the service delivery met or exceeded defined service level and statutory requirements. These decisions would include expenditure of funds, staffing assignments, new services offered, and existing services discontinued.

Current Data Center Configuration

Proposed Data Center Configuration

Network(s)

Network(s)

DOT Managed & Operated

Data Center

IWD Managed, ITD

Operated Data Center

ITD Managed & OperatedData Center

Network(s)

Network(s)

Network(s)

Network(s)

Network(s)

Network(s)

ITD Managed & Operated Capitol

ComplexData Center Services

DOT (Backup DataCenter Facility)

TEAM COMPOSITION

Project Name:

Executive Branch Mainframe Data Center Consolidation

Project Leader:

Tom Shepherd, Information Technology Department

CORE SKILLS

Skills RequiredTeam

RepresentativeTeam Status

Department Represented

Management liaison, financial management

To be named Management

ITD Operations Management To be named ITD

IWD IT Management To be named DOT

DOT IT Management To be named IWD

STAKEHOLDER INTERESTS

Processes IncludedTeam

RepresentativeTeam Status

Team Member Liaison

ITD/IWD Mainframe Systems Programming

To be named

DOT Mainframe Systems Programming

To be named

ITD Mainframe Operations To be named

DOT Mainframe Operations To be named

IWD Mainframe Operations To be named

Processes or Projects Affected

Team Representative

Team Status

Team Member Liaison

Production job processing, online telecommunications systems, printing,

Same as Stakeholder interest team representatives.

Contingency Planning and Disaster Recovery

To be named

Capacity Planning To be named

SCOPE FORM WORKSHEET

Project Name:


Project Leader:


DeliverableType*

Customer Needs

Customer Requirements

Features/ Functions

Begin

LCS**

End LCS

Customer Acceptance Criteria

Project management plan

A plan that represents customer concerns and requirements and provides a path for effectively achieving the project goals.

Sufficient time and resources to execute the plan without adversely impacting the delivery of critical mainframe services.

Plan must be developed and executed collaboratively and balance the individual agency interests with the greater overall public benefit.

No The project must maintain or improve services, provide cost savings to justify the activities, deliver the type and level of services required by the participating agencies, and provide for the timely recovery of mainframe services in the event of a disaster.

Assessment of mainframes applications

Mainframe operations and support at the lowest practical unit cost.

Support for all necessary computer applications.

Assessments to determine the justification for continuing to run the applications on a mainframe or recommend other actions (discontinue the application, replace with a COTS application, or discontinue the application).

Yes An analysis of data center applications will be completed for all data centers and only applications that survive a financial and needs analysis (is there a statutory or administrative requirement and is funding available for the application) will be carried forward.

Mainframe data center capacity plans

The timely availability of appropriate computing services.

Appropriate computing power to process online real-time inquiries and turnaround batch workloads within specified time frames.

The capacity plan will be based upon input from the current and prospective customer agencies.

Yes A data center configuration that meets all customer needs and requirements without unacceptable costly surpluses in unused capacity.

Mainframe data center disaster plans

Continuity of operations

Contingency and recovery plans to be executed in the event of an event adversely impacting a mainframe data center facility.

Sufficient capacity, compatible hardware and software, and current backups of mainframe applications must be available in the event

Yes Plans and resources that are capable of providing for the continuity of designated critical applications.

SCOPE FORM WORKSHEET

Project Name:


Project Leader:


DeliverableType*

Customer Needs

Customer Requirements

Features/ Functions

Begin

LCS**

End LCS

Customer Acceptance Criteria

of a disaster.Optimized data center configuration

Availability of high speed, high reliability mainframe computing services at the lowest reasonable unit cost.

High availability (99%+) of mainframe computing services. Sufficient computing power to process online real-time inquiries and turnaround batch workloads within specified time frames.

Support for required network services, high availability, data backup and archiving services, offsite storage of critical system backups, support for legacy applications and assessment/migration support to move applications to more appropriate platforms.

Yes A configuration that meets all customer needs and requirements.

Component failure impact analysis of mainframe hardware, software, and network components (new data center configuration)

Continuity of operations.

Software and hardware redundancies and availability of data storage to support continuity of operations.

Identify and eliminate (or mitigate) single points of failure and other vulnerabilities in the design of the data center.

Yes Reasonable software and hardware redundancies consistent with efficient data center operations.

SCOPE BOUNDARIES


Project Leader:


Life Cycle Stages (LCS) Included Why?

Processes Included Why?

Processes that Are Not Included Why?

Processes Affected Why?

Projects Affected Why?

DELIVERABLES SCHEDULE INPUT

Project Name:


Project Sponsor:

No.Subproject or

Deliverable NameDuration

Start Date

Delivery Date

Predecessors Successors Person Accountable

1 Assessment of mainframes applications

4 months January 1, 2002

May 1, 2002 - - ITD, DOT, IWD Technical Representatives

2 Mainframe data center capacity plans

1 month April 1, 2002

May 1, 2002 1 3, 6 ITD, DOT, IWD Technical Representatives

3 Optimized data center configuration

2 months May 1, 2002

June 30, 2002

1,2 4, 5, 6 ITD, DOT, IWD Management, Technical Representatives

4 Mainframe data center staffing plans

2 weeks July 1, 2002 July 15, 2002

3 - ITD, DOT, IWD Management, Technical Representatives

5Component failure impact analysis of mainframe hardware, software, and network components

2 months July 1, 2002 August 31, 2002

3 6 ITD, DOT, IWD Technical Representatives

6Mainframe data center disaster plans

3 months September 1, 2002

December 1, 2002

2, 3, 5 - ITD disaster recovery planner, ITD, DOT, IWD Technical Representatives

789

10111213

SCOPE RISK


Project Leader:


DeliverableRisk Limit

RisksRisk

RatingCountermeasures

Inc

lud

ed

?

New Risk

RatingPerson Accountable

MILESTONE SCHEDULE


Project Leader: Tom Shepherd, Information Technology Department

Phase

Date Milestone

Pla

nn

ing Project Start

Project Plan Approved

Execu

tion

Clo

se

Ou

t

Close Out Report Complete

STAFFING & SPENDING ACTUALS MONITORING

Project Name:


Project Sponsor:

Team Member orSubproject Activity

Time Period Staff Effort ActualsSpending Actuals

TOTALS:

SPENDING ESTIMATE

Project Name:


Project Sponsor:

Type of Expense CostInternal Costs

SUBTOTAL:

ACCURACY RATING*:

RANGE:

INTERNAL COST SPENDING LIMIT:External Costs

SUBTOTAL:

ACCURACY RATING*:

RANGE:

EXTERNAL COST SPENDING LIMIT:

INTERNAL & EXTERNAL TOTAL:

ACCURACY RATING*:

RANGE:

TOTAL COST SPENDING LIMIT:

* Document reasons for each accuracy rating.

Project Status Report

This is a representative sample of the weekly project status reports that will be issued once the project is started.

Project: Executive Branch Mainframe Data Center Consolidation

Date: Planned Work Done this Week

Unplanned Work Done this week

Planned Work Not Done this week

Work Planned for Next Week

Upcoming Meetings, Milestones & Deliverables

Issues/Barriers

Lessons Learned

Please email any questions, comments of concerns regarding the Executive Branch Mainframe Data Center Consolidation Project to:

Tom R. Shepherd at [email protected]

mailto:[email protected]

ISSUES LIST

Project Name:


Project Leader:


Issue # Description of Issue

Person who needs

resolution

Person responsibl

e to resolve

Date resolution

needed

Date resolve

dHow resolved

1 Ownership of the IWD data center assets

Project manager IWD, Dept. of Management

2Required availability (hours of the day, days of the week) of data center services

Project Manager ITD, DOT, IWD Management Representatives

3Statutory requirements for service delivery.


4Service level commitments (from service level agreements, funding requirements, contractual obligations)


5Project funding Project

managerSponsor, Department of Management

6

Staffing (possible reductions)

Project manager

ITD, DOT, IWD Management Representatives, Department of Management, Department of Personnel, AFSCME

789

LESSONS LEARNED RECOMMENDATIONS

Project Name:


Project Sponsor:

PROJECT RESULTS Went Well Needs to Change

Scope/Deliverables

Team Composition

Schedule

Staffing

Spending

Risks

PROJECT PROCESS

Teamwork

Project Initiation

Project Plan

Project Execution

Project Close Out

Recom

men

dati

on

s:

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