Long Term Data Center Facilities Program

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1 Long Term Data Center Facilities Program ISAC Briefing December 2012

2 Overview: The Long Term Data Center Facilities Program is an initiative of the approved data center strategic plan to consolidate Citizens data center operations into a purposed and protected environment. Success of this Program will ensure the long term survivability and sustainability of Citizens Data Center environments. To achieve the needed improvements, this plan has identified objectives and roadmaps to facilitate optimization of Data Center processes and reduce risk to core operative qualities (Protected, Secure, Redundant, Connected, Purposed, and Managed) of Data Center operations, while also decoupling these facilities from Citizens General Office Space facilities. Status Significant progress has been made since last report. Additional phase and stage definition has been applied to the program activity. Phase 1 Program Management (Oversight, Procurements and Special Projects) The program team has completed (November) the second 2012 Bi-Annual conformance review of the approved Data Center Strategy and Program. Program remains on-plan for scheduled activity and is beginning to apply recognized savings from Phase 2 completion. As of November-12, the program has seen a savings of approximately $120,000 in materials and resources, and savings of around 7000 human capital-hours. Phase 2 - Data Center Provisioning (New Collocation Data Center site and Existing Disaster Recovery site) Phase 2 Data Center build activities are complete and the new data center is in operation. Close out of Phase 2 is currently in progress and ongoing infrastructure configurations required for migration are being coordinated to Phase 3 Migration Planning efforts. Phase 3 - Data Center Migration Migration planning teams have completed baseline documentation of existing environments and begun implementing change controls to ensure data set accuracy, including the deployment of environmental monitoring and discovery tools for information validation. P3 teams are presently focused on data collection, content review, and gap analysis, which will take them into January, per plan. Migration teams have identified some opportunities for additional savings and advancement of migration objectives. Team will know if the opportunities can be recognized by January, pending quality of content in current data sets collected. Phase 4 - Data Center Decommission No additional activity for this period at this time. Status Overview 2

3 Program Schedule Dashboard Schedule Changes for this period: 1. No schedule changes for this period. 2. Program activity is On Plan. Potential Schedule Savings: P1 : Possible 6-month reduction in fy P2.5 : Possible 8-month early completion in fy P3 : Possible 2-month early completion fy Phase Phase Status Strategic Plan Ongoing Review P1 : Program Management P2 : Data Center Build Complete P2.5 : Infrastructure Refresh 8 P3 : Data Center Migration Planning P3 : Data Center Migration Execution P4 : Data Center Decommission 2 6 3

4 2012 Activity Roadmap Phase Jun Jul Aug Sep Oct Nov Dec Activity Status P2 : Data Center Build Collocation Data Center (Procurement) Collocation Data Floor Build IT Infrastructure Systems Build IT Infrastructure Circuitry Build IT Infrastructure Systems Test Completed Completed Completed Completed P2.5 : Infrastructure Refresh Storage Infrastructure Replication Configure-Test Block / File Replication Knowledge Transfer Block / File Bulk Replication P3 : Data Center Migration Migration Resource Procurement Mobilization & Environmental Tool Deploy Discovery (Present State Documentation) Analysis (Future State Documentation) Sequencing & Risk (2013) Migration Options Review & Strategy (2013) Completed 4

5 2013 Activity Roadmap Phase Dec Jan Feb Mar Apr May Jun Activity Status P2.5 : Infrastructure Refresh Storage Infrastructure Replication Configure-Test Block / File Replication Knowledge Transfer Block / File Bulk Replication P3 : S2 Data Center Migration (Planning) Mobilization & Environmental Tool Deploy Environmental Tool Data Collection Discovery (Present State Documentation) Analysis (Future State Documentation) Sequencing & Risk Migration Options Review & Strategy Move Group Assembly Migration Plan Approvals Day of Move Planning (Detail Plan by Move Group) P3 : S3 Data Center Migration (Execution) Move Group Execution Prep (Table Top / RFC) Move Group Executions Q1, Q2 Q3, Q4 5

6 LTDCF Financial Summary Current Budget Value Approved $ 6,030, Net Additions from Consent 0 Actual Spend from Consent $ 2,105,000 Pending Spend from Consent $ 55,000 Remaining Budget for Allocation $ 3,890, Committed 49% Planned 49% Contingency 2% Successes for this period: Financial Overview P1 : Reduced headcount. Was able to streamline program administrative services and reduce headcount by 1, which yielded an approximate savings of $14,000. P2 : Effective use of resources. PM team was able to satisfy multiple refresh and build out objectives in parallel with fixed resources, which yielded an approximate savings of 7000 staff hours. P2 : Construction financial elements complete. Actual close-out value for DC layer-1 infrastructure build was below appropriated spend, as well as field reductions, to provide an approximate savings of $92,300. Total savings recognized of approximately $120,000 in materials and resources, and savings of around 7000 human capital-hours Budget Allocation 2% 49% 49% Commitment by Phase P1 2% P2 14% P3 52% P4 P5 0% 6% Commitment by Contract STC / GSA 14.6% Staff Aug 4.6% CPIC Contract 9.6% DMS 5.1% Expense 0.3% Committed Planned Contingency 6

7 Strategic Objectives Strategy Overview Reduce facility risks by providing a Protected environment with the Redundancy required by Citizens. Reduce operation and logistical risk with Managed facility support for Citizens production Data Center operations. Provide a scalable Data Center to enable appropriate sizing of resources for core business system services. Improve Security by enhanced use of remote management tools and off-site administration. Improve flexibility for future changes in Connectivity and changing bandwidth requirements. Realign operational expenses for Data Centers to appropriate Purpose built facilities. Reduce annual expenditure on maintenance and operation of facilities. Reduce dependency on non-data Center staff needed to support Data Center operations. Reduce management risk required for decentralized site logistics. LTDCF Objectives 1. Consolidate the current production IT and SLDC environments into a single, protected data center. 2. Re-align the IT operative culture to support a remote managed Data Center business model. 3. Complete migration activities in alignment with planned technology refreshments, architectural improvements, and required business drivers; without incurring unaccepted risk or service disruptions. 4. Decommission migrated Data Center spaces and services from the general office facilities. 7

8 Strategy Overview Completed Recommendations from Strategy 1. This project recommends that Citizens consolidate the Tallahassee Citizens Center, Jacksonville Corporate Center, and Jacksonville Suite 500 data center environments into a singular data center location. 2. This project recommends that the requirements of IT Disaster Recovery be reviewed after new Production services plans have been finalized and the requirement of the Tampa data center lease be extended for a sufficient period that aligns with the IT Disaster Recovery plan for Citizens. 3. This project recommends that Citizens relocate their data center operations (item 1) into a survivable Data Center environment, which is owned and operated by a co-location provider. 4. This project recommends that the minimum co-location agreement be for a period of 15-years, but not less than 10-years, with two 5-year renewal options. COMPLETE Sep This project recommends that Citizens execute a co-location agreement for a negotiated, comprehensive service agreement which addresses elements of both facilities and supportive services required to sustain a IT normal growth projection of 5% per annum over the life of the plan, without the need for additional capital improvements (mid-plan) to build-out more raised floor space; and models to be the most economical approach over time. COMPLETE Sep This project recommends that an approved solicitation process be used for procurement of co-location space. This method is clean, straight forward, and does not involve the added challenges associated with regular lease transactions. This also affords a faster time to implementation of a migration strategy. COMPLETE Sep This plan recommends that Citizens begin solicitation for co-location services in Q but no later than Q3-2010, to permit adequate time to implement a multi-phased migration strategy, which permits the movement of TLH1, in alignment with current General Services planned property activities. COMPLETE Sep /5/2012 Data Center Strategic Plan 8

9 Strategy Overview Completed Recommendations from Strategy 8. This project recommends that Citizens execute on co-location services no later than Q4-2010, to permit adequate time to migrate the TLH1 environment and remain ahead of critical technology refresh activities and planned changes in core business applications identified for 2011 (Storage). COMPLETE Sep This project recommends that the co-location site be maintained in the greater Jacksonville metro area, if possible, so as to minimize the disruption to IT operative culture and support services currently in place. COMPLETE May This project recommends that the JAX2 environment be migrated into the new collocation site prior to the planned Jacksonville office lease consolidation activity by General Services. COMPLETE Nov This project recommends that the primary production data environment (JAX1) be programmed for migration to the new collocation environment, beginning year 2010 and concluding This migration should coincide with planned technology refresh activities and new platform deployments in those years. COMPLETE Sep The project recommends the performance of a follow-on risk review of the Data Center Operations be completed in This risk review should be conducted in coordination with the Citizens Enterprise Risk Management (ERM) practices and oversight. This risk review should be completed This risk review should be completed prior to the implementation of any lease extension for the Tampa facility (item 2 above). COMPLETE Feb /5/2012 Data Center Strategic Plan 9

10 Additional Reference Slides

11 Program Overview 11

12 Strategy Overview We are here. 12

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