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1 Data Center Migration Primer Mark Smith Wednesday, June 27, 2012 General Information Share the webinar Ask a question Votes (polling questions) Rate (before you leave) Attachments (you can download today s presentation) Experis Wednesday, June 27,

2 Meet our presenter Mark Smith Infrastructure and Data Solutions Senior Technical Manager - Experis Experis Wednesday, June 27, Agenda Overview Of A Data Center Reference Migration Process Identification and Review of Key Drivers for Migration Projects Review Common Migration Issues and Solutions Experis Wednesday, June 27,

3 A Data Center Migration Reference Process Polling Question #1: What are your data center migration plans? We are moving right now! Moving sometime in the next three months Moving sometime in the next three to six months Moving sometime in the next six to 12 months Moving sometime but it is a year or more away Experis Wednesday, June 27,

4 Characteristics of a Data Center Migration Potential for extreme disruption to existing services and infrastructure Impacts Business Applications Technology Governance Capital Migrations Have Potential for: Cross functional integration Geographically diverse collaboration Effects get amplified quickly Migrations are few and far between but hold great opportunity Experis Wednesday, June 27, Importance of Leveraging a Migration Framework First step in developing a detailed project plan Creates a common vision Institutes a common language Facilitates problem solving and reporting Designates a preferred approach Clarifies important relationships and identifies key stakeholders Lays the foundation for managing risk Experis Wednesday, June 27,

5 Experis Migration Framework Experis Wednesday, June 27, Avoid the Boil the Ocean Syndrome What is Boil the Ocean? Multi-layered planning is required Start with framework planning to create a context for all other detailed planning Restrict initial discovery and planning activities to the degree needed to accomplish context creation Complete detailed planning once the context (when and where) is understood and approved Scheduled detailed planning is imperative Experis Wednesday, June 27,

6 Initiation Phase Defining the Drivers, Scope and Vision Identify key constraints time, resources, business impact Identify potential move types for key components Create context for the amount of architectural transformation Identify project governance requirements for planning phases of project Define High Level scope Identify stakeholders Experis Wednesday, June 27, Assessment Phase Determine what is needed to prepare the organization for migration activities Determine what type and the extent of program governance Complete top down discovery Create inventory application portfolio and align with business context Complete bottom up discovery Automated discovery and assisted dependency mapping Complete application performance analysis Align top down and bottom up discoveries Define best fit future state topologies Determine what is needed to prepare target data center Determine what is needed to prepare core infrastructure Determine what is needed to prepare applications Experis Wednesday, June 27,

7 Plan Development Phase Develop a migration program governance framework and plan to implement Identify reference move types Determine move packages and requirements Define future state capabilities Evaluate current state vs. future state Develop designs and plans for target data center and/or services Develop designs and plans for future state core services Develop Engineering Designs for Core Services Map move packages to target t move types Draft move package charters Experis Wednesday, June 27, Program Build Phase Specific plans developed in earlier phases are energized At close of build phase all of the following must be complete and ready for the migration kick off: All get ready work is complete Full migration program governance is in effect Data Center space procured, built out and ready to receive hardware Core infrastructure designed and built out ready to receive application hardware/software. This may include cloud services, farms and other public or private leveraged or shared infrastructure t Chartered move groups, moves with agreed on move types, outage windows, transformation scope defined and resource estimates. Conduct pilot moves Experis Wednesday, June 27,

8 Migrate Phase This is the traditional phase most think off when discussing a migration The Migrate phase will get bogged down if items from the earlier phases have not been completed Move groups typically follow a waterfall methodology Detailed Design Detailed Planning Procurement and Build Testing and Acceptance Cut over Reporting is made consistent and clear if all move groups follow the same waterfall Experis Wednesday, June 27, Polling Question #2: Why are you moving your data center? Contractual reason A result of merger and acquisition activity Limited capacity at current data center Technology upgrade Experis Wednesday, June 27,

9 Why move at all? Why move a data center? Migrations are complex Migrations are expensive Migrations can be disruptive Why move? Experis Wednesday, June 27,

10 Why Move? Cost savings A primary driver to many migration projects Reduce costs by reducing the number of data centers Operating costs are directly proportional to the number of data centers operated Reduce costs by consolidating to least expensive space Reduce costs by moving to least expensive power This is a very common justification for move Typical project life cycles include preliminary phases to justify move expense with reduced operational expenses Experis Wednesday, June 27, Mergers, Acquisitions and Divestitures M&A activity may create migration activities Many M&A projects avoid big changes leaving the consolidation project for the blended organization. When an M&A project kicks off a migration, it s typically in parallel with other M&A activities and very sensitive to schedule and costs M&A migrations benefit most from application rationalization projects All divestitures create migration projects Many times, the divestiture does not properly scope what is required at a data center layer to spin off a company or business creating a project sensitive to schedule and costs Experis Wednesday, June 27,

11 Moves due to legal or regulatory requirements Leases expiring cause a large number of moves You may have visibility to your organizations leases but what about your hosting provider s lease? Managed hosting contracts ending Your hosting contract has ended and you plan to move to a new vendor for any number of reasons Regulatory requirements Regulatory or legal requirements are forcing a move Experis Wednesday, June 27, Why move? Resource constrained! Space, power or cooling constraints Technical constraints Experis Wednesday, June 27,

12 Why move? Enhanced availability and business continuity This is one of the most difficult use cases to justify Risk avoidance use case is difficult to map to specific cost savings Risk avoidance may satisfy a significant regulatory requirement Enhanced availability is typically sold as a target of opportunity for most migrations Enhanced availability is positioned as a side benefit with little added cost Typically, y significant cost is required to remediate the infrastructure and applications to take full advantage of new availability capabilities. This cost is often unanticipated and at risk of not being realized by the migration project Experis Wednesday, June 27, Common Migration Issues and Best Practices 12

13 Drawn out planning cycles Analysis paralysis has many causes Verify planning tasks are broken down to smaller tasks and scheduled per the framework Rapidly develop and pilot the proposed migration process. Lessons learned can be immediately applied for process improvement with subsequent pilots until the process is ready Plan on at least two pilots Do not neglect a robust discovery Project teams and engineers tend to over compensate for what they don t know by drawing out planning. An aggressive and robust discovery can short circuit this tendency Experis Wednesday, June 27, Losing site of the business drivers This is a very common issue since the migration is the risk everyone is focused on All business value expected of a migration is typically realized at the close of the migration If the business value is to get out of a data center then a key metric should show diminishing hardware counts at the legacy site If the business driver is to consolidate data centers, then a key metric should be a count of the disposed-ofof or repurposed data center space over time. What are the exit criteria? Have plans accounted for the time needed to totally clear the building? Experis Wednesday, June 27,

14 Early on, develop a migration business impact analysis Very similar to a BIA developed for disaster recovery but tactical in scope Migration recovery time objectives should be generous compared to ones of an unplanned outage and set by disaster recovery planning Migration recovery point objectives should be shorter than an unplanned outage Used to align move groups to move techniques Experis Wednesday, June 27, Early on, determine scope of Architectural change One of the biggest issues facing all migration projects is scope-creep Architectural change is the single biggest contributor to scope-creep for most migration projects It s understandable, most IT leaders see a migration as an opportunity to fix all the systemic issues they have been fighting over the years The most successful approach is to draw a hard line to what change is allowed and leverage a robust change control process to manage the flood of suggestions and recommendations that will emerge. This allows control with the most impact and allows best ideas to be vetted and brought in-scope Experis Wednesday, June 27,

15 Limited Discovery and Dependency Mapping Many organizations short-cut or fast path the discovery and dependency mapping The current CMDB or inventory is deemed sufficient A discovery based on self disclosure is considered sufficient Documentation is typically self styled and adhoc. If your primary repository of information is tribal knowledge a discovery and dependency mapping is required Why a rigorous discovery is required You can t manage what you can t measure Risk mitigation starts with understanding the business context of an app, transparency of the apps infrastructure and dependency mapping Proper migration planning is based on identifying move groups which are not apparent with out the dependency mapping Experis Wednesday, June 27, Rationalize your application portfolio Don t move or consolidate what you do not need Can we consolidate applications, if so, where and at what level? Dispose of hardware no longer in use. It s surprising the amount of hardware and circuits that are never properly disposed of in an enterprise An aggressive rationalization project could postpone the need to move to a new data center if the driver is space constraints Experis Wednesday, June 27,

16 Consider a project database A key challenge for all migrations is managing the data generated over the course of the project. Typical approaches are characterized by growing a repository organically Enterprise projects can justify the expense of creating a data repository for project decisions and tracking No off the shelf products are available but some are close such as Adaptivity s Blueprint4IT products Experis Wednesday, June 27, Application Performance Risk of application performance issues are high and particularly so in more complex infrastructures It s unrealistic to baseline performance of all applications prior to moving Leverage the business impact analysis to prioritize what applications require a baseline performance analysis Utilize cutting edge tools to model current and expected performance of the application to identify risks early in the planning Critical applications may warrant a greenfield approach with user acceptance certification at the target site prior to cut over Experis Wednesday, June 27,

17 Formalize Communication Plans Most migrations originate as a bottom up project reversing the traditional communications paths in an I&O organization Migrations are always cross functional complicating communication requirements Robust communication planning is essential Business community will assume the worst without being informed A key risk avoidance technique means transparency is imperative Formal communication channels will minimize adhoc requests for reporting Transparent communications will improve cycle time for approvals at all levels Experis Wednesday, June 27, Aggressive Schedule Management A vast majority of migrations are schedule sensitive Traditional project management trims scope to salvage schedule Migration scope can be managed by changing the move types and the level of transformation allowed prior to or during the move Delays in schedule create significant cost over-runs Fines and penalties A bubble in the resource plan Maintaining duplicate sites Delays in schedule increase risk of lost data and unplanned outages As project teams are required to do more with the same number of resources, corners are often cut that can lead to unplanned outages or lost data Experis Wednesday, June 27,

18 Create specific migration strategies Base move strategies on resource and technical capabilities of current and target environments Typical strategies: Two examples below Fork Lift migrations. Also known as cold moves or lift and shift An economical approach provided the financial impacts of the outage are factored in It s critical to pre-build and label everything Do not re-use wire or fiber cables Pre move QA includes IP address change test, unassisted reboot test, backup and restore test. Swing Migrations: Build a parallel environment on new or leased hardware at the target site and swing the data and DNS at a cut over event. It s possible to achieve a very low outage on a swing migration Experis Wednesday, June 27, Creating move groups Many names, same concept Move groups Migration groups Move packages Move bundles Move groups created based on several requirements Application boundaries Outage windows Complexities and dependencies Development schedules 80/20 rule works well with defining move groups There are often conflicting requirements Experis Wednesday, June 27,

19 Incorporate QA testing at multiple levels in the migration process Each migration strategy must have a corresponding testing strategy and approach. Once a move package is mapped to a specific migration strategy, specific test cases can be developed. Be careful not to allow traditional QA process reign supreme Experis Wednesday, June 27, Be Pragmatic on Internal Experience Levels Are your internal resources up to the task? Are project tasks assigned to operations resources or dedicated project resources? Has your organization s project capabilities been trimmed to the bare bones by cost savings measures? Engage outside help earlier rather than later Form cross functional, dedicated teams to plan, build and execute the migration Experis Wednesday, June 27,

20 Disaster Recovery Considerations Disaster Recovery has multiple meanings for a migration How do you recover if a move fails? How do you maintain an applications disaster recovery infrastructure/replication over the time period of the move? For swing migrations you may need to move both the primary and DR sites at the same time Will the migration generate an event requiring a DR exercise outside of the normal DR exercise calendar? Will the DR capabilities of the application change over the course of the migration? Will the backup infrastructure change between the current and target sites? If so, what is the impact on retained backups? Experis Wednesday, June 27, Polling Question #3: How do you plan to incorporate partner or vendors in your migration project s resource plan? Staff augmentation only Outsource the entire data center migration Selectively outsource sub projects Consulting services and project management Other Experis Wednesday, June 27,

21 To Summarize Start migration planning early, dedicate cross functional teams and seek outside help early if needed Time-box the migration planning and use pilots to work out the kinks Commit to a robust discovery and dependency mapping phase Embrace application rationalization and trim the waste Manage scope aggressively with robust change control Formalize communication plans and engage all stakeholders Don t lose sight of why you are migrating Manage risk from the start Leverage the migration types to manage risks of unplanned outages and lost data Factor disaster recovery into your plans Experis Wednesday, June 27, Questions Mark Smith Infrastructure and Data Solutions Senior Technical Manager - Experis Experis Wednesday, June 27,

22 Thank you! 22

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