IT11 - Cloud Services for Off-Site Resilience

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1 UCD IT Services IT11 - Cloud Services for Off-Site Resilience Project Initiation Document Version 1.0 December 2 nd 2014 Version History Version Date Summary of Changes Changed by /12/2014 Initial Draft /12/2014 Clatrification David Coughlan Cloud Services for Off-site Resilience Page 1 of 11

2 Contents 1 Objectives & Scope Background to the Project Project Objectives Expected Benefits Project Scope Change Control 3 2 Project Plan Project Approach Milestones & Deliverables Project Plan Roles & Responsibilities Project Team Meetings 7 3 Risks & Issues Initial Risk & Issue Log Ongoing Management of Risks and Issues 8 4 Communication Plan 9 5 Project Costs Initial Project Budget Ongoing Costs 10 Cloud Services for Off-site Resilience Page 2 of 11

3 1 Objectives & Scope This Project Initiation Document (PID) defines the Cloud Services for Off-Site Resilience project in detail including objectives, scope, approach, deliverables, timescale and structure of the project so that it can be understood and agreed by all stakeholders. 1.1 Background to the Project This project will set up the framework to support the IT Services Cloud First strategy. Identify key services and infrastructure that are necessary for disaster recovery and ensure continuity of service and resiliency with cloud based and/or hosted solutions. 1.2 Project Objectives Identify a list of key services and infrastructure to be moved to a Hosted solution to allow for the shutdown/isolation of on campus services. To ensure Key Services are available to offsite services in the event of the Belfield campus being unavailable. 1.3 Expected Benefits Increased flexibility with Hosting and Cloud based services. Maintain disaster recovery options with off-site hosting of key services and/or infrastructure. 1.4 Project Scope Identify and define our requirements for Cloud based services to help meet our ongoing requirement for both Application and Service resiliency. Where possible utilising suitable SaaS and IaaS solutions when/where appropriate. This will allow for a shutdown/isolation of on campus services whilst maintaining accessibility of Key Services and Infrastructure to customers off-site. 1.5 Change Control The Project Initiation Document will be approved on commencement of the project by the relevant project members. Following this, an ongoing Project Plan will be maintained and updated to accommodate any minor changes occur. Once the scope is agreed herein, any further changes to scope or major deviation from the proposed timeframes will be the subject of the change control procedures. Cloud Services for Off-site Resilience Page 3 of 11

4 2 Project Plan 2.1 Project Approach 1) Identify IaaS and SaaS partners a. Amazon b. Microsoft c. HEAnet d. Others 2) Identify key services and infrastructure which are required to ensure continuity of offsite services 3) Identify potential hosting partners and locations. a. Investigate possible stretched/virtual networks as well as stretched storage solutions. Cloud Services for Off-site Resilience Page 4 of 11

5 2.2 Milestones & Deliverables The following milestones, deliverables and target delivery dates have been defined for the project: Milestone Deliverable Responsibility Reviewers/ Approvers 0 Project Initiation completed Project Initiation Document completed Reviewers: Anthony Grenham Tom Cannon John Curran Due Date 2/12/ Identify Objectives Statement of Requirements Approvers: David Coughlan Shaun Kennedy 2 Agree Project Scope Agree Scope The individual(s) listed in the Responsibility column above are responsible for the relevant deliverables. Typically each deliverable will have one or many reviewer and a final approval by one or more individuals. Acceptance and sign-off of a deliverable is required by the Approval person. 2.3 Project Plan Insert the initial, albeit high-level, Project Plan. This can be completed using Excel or MS Project and imported into this document or can be merely a simple timeline to show proposed key milestones.project Structure The project comprises a Project Team and a Steering Group. The Steering Group will agree project schedules, approve major deliverables and resolve any critical issues that arise during the lifetime of the project. The Project Team will manage the project on a daily basis and will report regularly to the Steering Group. Cloud Services for Off-site Resilience Page 5 of 11

6 2.4 Roles & Responsibilities Define the responsibilities for each group and role within the project. The following are some sample responsibilities for common project groups and roles. Role Responsibilities Names Steering Group Ensure that the project direction is appropriate to the achievement of the ultimate objectives Review progress reports from the Project Manager and determine actions needed to address deviations Provide guidance to the Project Team on high level principles to be complied with Review and approve deliverables Monitor and proactively manage risks as they arise. David Coughlan Shaun Kennedy Anthony Grenham Tom Cannon John Curran Project Sponsor Ensure that resources are provided as required for the project Shaun Kennedy David Coughlan Take action on any issues escalated by the Project Team Project Manager Prepare the Project Plans Determine resource requirements and ensure that appropriate resources are allocated Manage the project to ensure that the desired results are achieved within agreed time-scales Monitor progress and report on a regular basis to the Steering Committee Prepare project deliverables and their presentation for approval Project Team Conduct the tasks and activities of the project in accordance with the Project Plan Prepare the project deliverables by the agreed due dates Report progress to the Project Manager Richard O Donovan Alan Ducey Anthony Grenham Tom Cannon John Curran Cloud Services for Off-site Resilience Page 6 of 11

7 2.5 Project Team Meetings The following are the scheduled project governance meetings: Team Attendees Frequency Steering Group Project Team As above As Above Monthly Fortnightly Cloud Services for Off-site Resilience Page 7 of 11

8 3 Risks & Issues 3.1 Initial Risk & Issue Log The following project risks or issues have been identified on commencement of the project. These initial tasks to address these risks or issues are outlined. Risk / Issue Probability H M L Impact H M L Actions to Mitigate Responsibility Loss of key personnel H H David Coughlan 3.2 Ongoing Management of Risks and Issues Any additional risks and issues identified will be maintained on an ongoing basis by the Project Manager in separate Risks and Issues logs. Cloud Services for Off-site Resilience Page 8 of 11

9 4 Communication Plan Identify the key stakeholders in the project and the plans for interaction and communication with each. Stakeholders are individuals and groups who will be capable of influencing the success of a project, directly impacted by the project as users or customers or involved in approving or implementing project deliverables. The following table highlights the communication and interaction activities planned for each stakeholder group: Stakeholder Actions Responsibility Customer Services IT Services Notification of any changes to services Notification of any changes to services IT Admin Any contractual changes IT Services Exec Mgmt Team Approval to implement any recommended solutions David Coughlan Cloud Services for Off-site Resilience Page 9 of 11

10 5 Project Costs 5.1 Initial Project Budget There are no project costs for the investigation phase and any proposed solutions will require procurement effort and approval 5.2 Ongoing Costs These will be dependant on the proposed solution. Cloud Services for Off-site Resilience Page 10 of 11

11 Related Documentation It is often useful to list any related documentation here, such as supporting documentation provided by the business/customer. Cloud Services for Off-site Resilience Page 11 of 11

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