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Executive Branch Mainframe Data Center Consolidation Project Plan Overview

Table of Contents
Page

Project Charter......................................................................................................2 Preliminary Charter..........................................................................................................2 Final Charter....................................................................................................................2 What is the purpose (description) of this project?...........................................................2 What are the tangible business benefits?.........................................................................3 What are the intangible benefits?.....................................................................................3 Why should we do this project?.......................................................................................3 Who are the stakeholders? What is the impact to them? What is the impact to our system?.............................................................................................................................4 What is the estimated total budget cost?..........................................................................4 What assumptions have been made?................................................................................5 What does the project include?........................................................................................5 Are there regulatory impacts?..........................................................................................5 What is the plan to procure equipment, third party services or resources?.....................5 What is the proposed business or technical solution?......................................................5 What alternatives were considered? ...............................................................................5 Who will manage the solution once the project is complete?......................................6 What success criteria have been established?..................................................................6 How will an audit for compliance be conducted?............................................................6 In 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...................................................21

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Project Charter
Project Name: Executive Branch Mainframe Data Center Consolidation

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

Final Charter
Developed by: Approved by Project Sponsor: Reviewed by: Date: Date: 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. IWDs 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 ITDs 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.)

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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

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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 Department of Transportation Describe the impact to that stakeholder 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. 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. 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. 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. The result of more effective data center management will be to reduce ongoing operational and maintenance costs and improve overall service.

Iowa Workforce Development ITD Data Center Customers CIO

Public

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.

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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. ITDs 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

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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.

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DOT Managed & Operated Data Center

Network( Network( s) s) Network( Network( s) s) Network( Network( s) s) ITD Managed & Operated Data Center

IWD Managed, ITD Operated Data Center

Current Data Center Configuration

DOT (Backup Data Center Facility)

Network(s) Network(s)

ITD Managed & Operated Capitol Complex Data Center Services

Proposed Data Center Configuration

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TEAM COMPOSITION Project Name:


Executive Branch Mainframe Data Center Consolidation

Project Leader:

Tom Shepherd, Information Technology Department

CORE SKILLS Skills Required Team Representative Team Status


ITD DOT IWD

Department Represented
Management

Management liaison, financial To be named management ITD Operations Management To be named IWD IT Management DOT IT Management To be named To be named

STAKEHOLDER INTERESTS Processes Included


ITD/IWD Mainframe Systems Programming DOT Mainframe Systems Programming ITD Mainframe Operations DOT Mainframe Operations IWD Mainframe Operations

Team Representative
To be named To be named To be named To be named To be named

Team Status

Team Member Liaison

Processes or Projects Affected

Team Representative

Team Status

Team Member Liaison

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Production job processing, online telecommunications systems, printing, Contingency Planning and Disaster Recovery Capacity Planning

Same as Stakeholder interest team representatives. To be named To be named

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SCOPE FORM WORKSHEET Project Name:


Executive Branch Mainframe Data Center Consolidation

Project Leader:

Tom Shepherd, Information Technology Department

Deliverable
Project management plan

Typ e*

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

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

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

Begi End n LCS LCS**


No

Customer Acceptance Criteria


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. 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.

Assessment of mainframes applications

Mainframe operations and support at the lowest practical unit cost.

Mainframe data center capacity plans

Mainframe data center disaster plans

Support for all necessary Assessments to computer applications. 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). The timely availability Appropriate computing The capacity plan will power to process online of appropriate be based upon input real-time inquiries and computing services. from the current and turnaround batch workloads prospective customer within specified time agencies. frames. Continuity of Contingency and Sufficient capacity, operations recovery plans to be compatible hardware executed in the event of and software, and an event adversely current backups of impacting a mainframe mainframe data center facility. applications must be

Yes

Yes

A data center configuration that meets all customer needs and requirements without unacceptable costly surpluses in unused capacity. Plans and resources that are capable of providing for the continuity of designated critical applications.

Yes

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SCOPE FORM WORKSHEET Project Name:


Executive Branch Mainframe Data Center Consolidation

Project Leader:

Tom Shepherd, Information Technology Department

Deliverable

Typ e*

Customer Needs

Customer Requirements

Features/ Functions

Begi End n LCS LCS**


Yes

Customer Acceptance Criteria

Optimized data center configuration

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

available in the event of a disaster. Availability of high High availability (99%+) of Support for required speed, high reliability mainframe computing network services, high mainframe computing services. Sufficient availability, data services at the lowest computing power to process backup and archiving online real-time inquiries reasonable unit cost. services, offsite and turnaround batch storage of critical workloads within specified system backups, time frames. support for legacy applications and assessment/migration support to move applications to more appropriate platforms. Continuity of Software and hardware Identify and eliminate operations. redundancies and (or mitigate) single availability of data points of failure and storage to support other vulnerabilities in continuity of operations. the design of the data center.

A configuration that meets all customer needs and requirements.

Yes

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

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SCOPE BOUNDARIES Project Name: Executive Branch Mainframe Project Data Center Consolidation Leader: Life Cycle Stages (LCS) Included
Tom Shepherd, Information Technology Department

Why?

Processes Included

Why?

Processes that Are Not Included

Why?

Processes Affected

Why?

Projects Affected

Why?

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DELIVERABLES SCHEDULE INPUT

Project Name:
No.

Executive Branch Mainframe Data Center Consolidation

Project Sponsor:
Delivery Date
May 1, 2002 May 1, 2002 1 1,2 3 3

Subproject or Deliverable Name


Assessment of mainframes applications Mainframe data center capacity plans Optimized data center configuration Mainframe data center staffing plans Component failure impact analysis of mainframe hardware, software, and network components Mainframe data center disaster plans

Duration
4 months 1 month 2 months 2 weeks 2 months

Start Date
January 1, 2002 April 1, 2002 May 1, 2002 July 1, 2002

Predecessors
3, 6

Successors

Person Accountable
ITD, DOT, IWD Technical Representatives ITD, DOT, IWD Technical Representatives ITD, DOT, IWD Management, Technical Representatives ITD, DOT, IWD Management, Technical Representatives ITD, DOT, IWD Technical Representatives ITD disaster recovery planner, ITD, DOT, IWD Technical Representatives

1 2 3 4 5 6 7 8 9 10 11 12 13

June 30, 2002 July 15, 2002 July 1, 2002 August 31, 2002

4, 5, 6 6

3 months

September December 1, 2, 3, 5 1, 2002 2002

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SCOPE RISK Project Name: Executive Branch Mainframe Data Center


Consolidation

Project Leader:

Tom Shepherd, Information Technology Department Included ?

Deliverable

Risk Limit

Risks

Risk Rating

Countermeasures

New Risk Rating

Person Accountable

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MILESTONE SCHEDULE Project Name:


Executive Branch Mainframe Data Center Consolidation

Project Leader:

Tom Shepherd, Information Technology Department

Phas e Planning

Date Project Start

Milestone

Project Plan Approved

Close Out

Execution

Close Out Report Complete

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STAFFING & SPENDING ACTUALS MONITORING Project Name:


Executive Branch Mainframe Data Center Consolidation

Project Sponsor:
Spending Actuals

Team Member or Subproject Activity

Time Period

Staff Effort Actuals

TOTALS:

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SPENDING ESTIMATE Project Name:


Executive Branch Mainframe Data Center Consolidation

Project Sponsor: Cost


Internal Costs

Type of Expense

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.

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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 tom.shepherd@itd.state.ia.us

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ISSUES LIST Project Name:


Executive Branch Mainframe Data Center Consolidation

Project Leader:

Tom Shepherd, Information Technology Department

Issu e # Description of Issue

Person Person who Date Date responsibl needs resolution resolve e to resolution needed d resolve
IWD, Dept. of Management ITD, DOT, IWD Management Representatives ITD, DOT, IWD Management Representatives ITD, DOT, IWD Management Representatives

How resolved

1 2 3 4 5

Ownership of the IWD data center Project manager assets Required availability (hours of the Project Manager day, days of the week) of data center services Statutory requirements for service Project Manager delivery. Service level commitments (from service level agreements, funding requirements, contractual obligations) Project Manager

Project funding Staffing (possible reductions)

Project manager Project manager

Sponsor, Department of Management


ITD, DOT, IWD Management Representatives,

Department of Management, Department of Personnel, AFSCME

7 8 9
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10

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LESSONS LEARNED RECOMMENDATIONS Project Name:


Executive Branch Mainframe Data Center Consolidation

Project Sponsor:

PROJECT RESULTS Scope/Deliverables Team Composition Schedule Staffing Spending Risks

Went Well

Needs to Change

PROJECT PROCESS
Teamwork Project Initiation Project Plan Project Execution Project Close Out Recommendations:

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