Statement of Work. Office 365 Envisioning & Planning. For Cypress Fairbanks Independent School District. April 9, 2014

Transcription

1 Office 365 Envisioning & Planning Statement of Work For Cypress Fairbanks Independent School District April 9, 2014 This document was developed specifically for the client named on this page. The concepts and methodologies contained herein are proprietary to Catapult Systems LLC. Duplication, reproduction or disclosure of information in this document without the express, written permission of Catapult Systems LLC is prohibited.

2 Contents 1. Engagement Overview Background Objective Success Criteria Scope of Work Catapult Scope Client Participation Out of Scope Deliverables Estimating Assumptions Delivery Approach Activity Plan Project Timeline Future Phase Estimate Staffing Status Reporting Project Closeout Report Approving Deliverables Change Management Professional Service Fees Terms and Conditions Acceptance April 9, 2014 Client Confidential p. 2 of 14

3 1. Engagement Overview 1.1 Background CFISD is a K12 Public School District located in Houston, Texas. There are approximately 100,000 students and approximately 12,000 employees across 70 campuses and administrative facilities. Staff members currently use GroupWise for , calendaring, contact lists and other services. The Identity Management and provisioning system is managed by Identity Management. There is currently a custom GroupWise driver that performs provisioning tasks, including accounts, groups and mailboxes. A single domain Active Directory exists for CFISD. 1.2 Objective This Statement of Work (SOW) represents an agreement between Catapult Systems (Catapult) and (CFISD). CFISD is considering engaging Catapult to provide infrastructure consulting services to assist with the planning, design, deployment, and migration from Novell GroupWise to an Office 365 Exchange Online hybrid deployment. This solution will include single sign-on (SSO) via their on premise Active Directory (AD) environment. Catapult s approach is to perform envisioning and planning services to facilitate a migration from GroupWise to Office 365. These efforts will focus on solution architecture, migration planning and timelines, business processes, retention and legal requirements. Additionally, effort will be performed to strategically focus around a positive end user experience throughout the transition. 1.3 Success Criteria This engagement will be successful when: 1. An approved Office 365 environment that supports single sign-on with ADFS and DirSync is implemented. 2. A plan for the GroupWise to Office 365 migration has been established and communicated. 3. An End User Adoption and Communication Plan has been created. April 9, 2014 Client Confidential p. 3 of 14

4 2. Scope of Work 2.1 Catapult Scope The Catapult team is responsible for the following work items to complete this engagement. 1. Create project plan and schedule 2. Develop an end-user communication plan and schedule 3. Provide step-by-step documentation on the following (to be deployed to SharePoint Online using a basic template, or may be provided as Word documents): a. How to perform the basic steps users must take prior to the migration: i. Clearing out deleted items ii. Searching for and removing large mail items iii. Updating mobile device operating systems b. What to expect on migration day i. How to know if you ve been migrated ii. Reconfiguring your mobile phone (iphone/ipad, Windows Phone, and Android) iii. Configuring software clients to connect to Office 365 (Outlook 2010, Outlook 2013, Outlook 2011 for Mac) iv. Logging into Outlook Web App v. Managing spam in Office 365 for End Users c. Provide suggested end user communication schedule and timeline d. Provide up to five sample communication suggestions for end user communication at each point in the project 4. Determine impact to end user experience pre- and post- migration using test accounts and a near migration simulation 5. Run Office 365 Deployment Readiness Tool and identify any issues that need to be mitigated 6. Install and Configure Transend software on up to ten (10) migration machines a. Identification of the migration process b. Configuration of the Transend template c. Provisioning and licensing of Office 365 Mailboxes d. Work with CFISD GroupWise administrators on the creation of the process to move the migrated GroupWise mailboxes to a contact that forward to the Office 365 user s mailbox 7. Assist CFISD with remediation and preparation for full scale deployment including: a. Modification or remediation of Active Directory objects including depreciated values, duplicate objects or UPN suffixes not supported by Office 365 b. Any other items identified by the Office 365 readiness utility as potential issues with Office 365 integration 8. Produce and provide relevant documentation including: a. Solution Architecture and Office 365 design b. Testing Plan and test cases c. Mailbox Migration Plan April 9, 2014 Client Confidential p. 4 of 14

5 2.2 Client Participation The Client team will participate in this engagement as follows. 1. Coordinate Client resources and staff schedules. 2. Provision physical or virtual servers for use in single sign on and Exchange hybrid configurations to Microsoft best practices (to be provided by Catapult). 3. Coordinate any outside vendor resources and schedules. 4. Configure all networking equipment such as load balancers, routers, firewalls, and switches. 5. Review and approve engagement deliverables. 6. Provision Transend migration machines beyond the first ten (10). 7. Provide information from GroupWise system as necessary for migration including but not limited to calendar delegates, resource mailboxes, shared mailboxes and calendars, mailbox sizes, etc. 8. If Microsoft Outlook or other desktop clients are to be used for connectivity to Office 365, CFISD will deploy software to client workstations 9. Provide list of VIP users such as principals, superintendents, central office staff, etc. 10. Execution of approved End User Communication Schedule 2.3 Out of Scope The following items should be considered with respect to the overall Client objective, but are not planned for this engagement. 1. Envisioning and planning for any solutions other than Exchange Online for Office Implementation, configuration or troubleshooting of any services or solutions not mentioned in this document. 3. Mailflow cutover to Office 365; Migration of mailboxes and mailbox data. 4. Training of end user teams. 2.4 Deliverables This engagement will produce the following deliverables: # Deliverable Description 1 Project Plan and Project Schedule Describes the methodology and schedule that will be used throughout the project 2 Architecture Document Describes the design and any technical requirements for the solution 3 Project Schedule Describes the methodology and schedule that will be used throughout the project 4 Office 365 Migration Design and Testing Plan 5 Communication Plan and User Adoption Materials Describes test cases that will be used to verify functionality, as well as roles, responsibilities and a design of the CFISD systems needed to support the solution. Communication timeline and templates, SharePoint Online User Adoption Site including training information described in scope under End User Adoption April 9, 2014 Client Confidential p. 5 of 14

6 2.5 Estimating Assumptions The overall scope and related work estimates for this engagement were developed based on the following assumptions. Material changes to these assumptions may impact the estimated effort, schedule and fees associated with completing the work. 1. The scope, approach, and deliverables for this initiative are based on our current understanding of the work required to complete the objective. 2. Information provided in client documents and statements prior to this Statement of Work is assumed to be an accurate representation of the respective subject matter. 3. The primary Catapult resource will be engaged full time during the duration of this engagement. Any non-negotiated delays may result in a Change Request and additional cost. 4. Client key stakeholders will be readily accessible for key decision making throughout the course of the initiative. 5. The Catapult team may perform portions of the work either on site or off site, depending on the nature of each task. 6. Hardware and software costs that may be required to complete this engagement are not included in this Statement of Work. 7. Client is responsible for end user training. April 9, 2014 Client Confidential p. 6 of 14

7 3. Delivery Approach 3.1 Activity Plan The table below summarizes the work activities planned for the completion of this engagement. Based upon our current work estimates and staffing approach, we expect a total duration of approximately 5 weeks. Task ID Name Duration Cypress Fair ISD - Groupwise to Office Envisioning and Planning - Project Schedule 25 days 1 Envision 5 days 1.1 Kickoff Meeting 1.2 Project Schedule Review 1.3 Project Schedule Revisions 1.4 Catapult System Access and Rights Configured 1.5 Envision Phase Exit: Project Schedule Approved 2 Plan 14 days 2.1 Technical Planning Validate Networking and Firewall Configuration Run O365 Readiness Wizard Office 365 Readiness Remediation Prepare Change Management documentation and gain approval for network changes to support ADFS and Exchange Hybrid Evaluate existing environment for O365 Readiness and perform Health Check Office 365 Design Workshop Develop Office365 Architecture Document, Test Plan, and Test Cases Office 365 Architecture Document, test plan, and test cases Peer Reviews Office 365 Architecture Document, test plan, and test cases Walkthrough Office 365 Architecture Document, test plan, and test case Revisions Schedule Transport and CAS cutover to O O365 Architecture Document, Test Plan, and Test Cases Approved 2.2 Communication and User Adoption Planning 8 days Prepare draft communication plan per MS best practices Draft communication plan formal walkthrough Tailor draft communication plan to CFISD environment per feedback Final Communication Plan Accepted Deploy O365 End User Adoption template to SharePoint Online April 9, 2014 Client Confidential p. 7 of 14

8 2.2.6 Customize User Adoption Website to CFISD colors, logo, and O365 URLs User Adoption Website Complete 2.3 Planning Phase Exit: Communication and Technical Planning Complete 3 Develop 11 days 3.1 Purchase SSL Certificates and Provision Servers 3.2 Install Office365 SSO Components - ADFS or Other Perform Schema Updates for Exchange Hybrid Server Two Active Directory Federation Servers Two Active Directory Federation Proxy Servers Provide Load Balancing and Firewall Requirements for ADFS Directory Synchronization 3.3 Install and configure Exchange Hybrid Server 3.4 Configure Load Balancing 3.5 Install SSL Certificates 3.6 CAS and HT cutover 3.7 Solution Testing - Execute Test Cases 3.8 Phase Exit: Solution Testing and Validation Complete 4 Closure and Acceptance 3 days 4.1 Prepare Project Closure Report 4.2 Project Closure Report Formal Walkthrough 4.3 Project Closure Accepted 7 Status Meeting 7.1 Status Meeting Status Meeting Status Meeting Status Meeting Status Meeting Project Timeline CFISD has expressed the desire to complete the move to Office 365 prior to the start of the Fall of 2014 school year. The following project timeline is meant to give CFISD an idea of how Catapult might meet these goals if the project were to start by April 22, Please note that Catapult cannot schedule, reserve, or guarantee resources prior to contract approval. This timeline does not include the actual cutover of user accounts, but assumes that these deployment activities would begin immediately upon conclusion of the scope of this statement of work. April 9, 2014 Client Confidential p. 8 of 14

9 5/6/2014 Final Communication Plan Accepted 5/20/2014 Phase Exit: Solution Testing and Validation Complete 4/28/2014 Envision Phase Exit: Project Schedule Approved 5/12/2014 O365 Architecture Document, Test Plan, and Test Cases Approved 4/21/2014 4/21/2014-4/28/2014 Envision 4/28/2014-5/16/2014 Plan 5/8/2014 User Adoption Website Complete 5/10/2014-5/19/2014 Develop 5/20/2014-5/25/ 5/16/2014 5/17/ /26/ Project Contingency Management Closure and Acceptance 5/20/2014 Project Closure Accepted 5/26/2014 5/12/2014 Planning Phase Exit: Communication and Technical Planning Complete 3.3 Future Phase Estimate Catapult will provide an estimate of the remaining deployment and migration effort based on what has been determined up to this point. Estimated cost to complete the future phase is $35,000 - $45,000 and is based on the activity listed below. Deployment Phase I. Once testing plan has been verified, continue with testing and remediation II. Deliver Cut Over Plan for mailbox migrations III. Perform cutover of GroupWise users to Office 365 IV. Hand off remaining GroupWise to Office 365 migrations to CFISD V. Phase Exit: All users migrated to Office 365 Stabilization and Training Phase I. Post-deployment support five (5) business days II. Perform up to eight (8) hours of side-by-side training with CFISD IT staff for management of Office 365 III. Phase Exit: Training delivered and post deployment support complete Project Closure I. Development and delivery of As-Built document II. Phase Exit/Project Closure: Project handoff and closeout 3.4 Staffing Key Catapult roles are described below. April 9, 2014 Client Confidential p. 9 of 14

10 Role Responsibilities Senior Infrastructure Discovery of existing environment. Consultant Requirements alignment. Migration Planning. Deliverable creation. Solution Manager Catapult leadership for a given solution area. Primary responsibility for solution approach, architecture, and technical quality. Guidance and technical leadership for the delivery team throughout the engagement lifecycle. Delivery Manager Dedicated delivery manager for all engagements at a particular client. Primary accountability for quality of delivery, communication and issue resolution. Management oversight for status reporting, budget and schedule tracking. 3.5 Status Reporting The Catapult team will prepare a weekly status report that captures relevant details related to work progress and any issues that require management attention. The status report will also include budget and schedule tracking information. The Catapult team will conduct a weekly status meeting with the Client team to review the status report and address any issues or activities that require attention. 3.6 Project Closeout Report Upon completion of the engagement, Catapult will provide a project closeout report. This document will indicate final project status including evidence of meeting acceptance criteria, outstanding issues, final budget and schedule outcomes and lessons learned. 3.7 Approving Deliverables The Catapult and Client teams will jointly execute a deliverable review process as defined in the diagram below. April 9, 2014 Client Confidential p. 10 of 14

11 The effort estimates in this Statement of Work account for one iteration of the approval process shown here. If during the engagement Client requires more iterations of this process, the Catapult Delivery Manager will evaluate the related impact on budget and schedule and execute the change management process as appropriate. 3.8 Change Management Either Catapult or Client may initiate a change request when some change or event has occurred that may impact the scope of the engagement. Catapult will prepare formal documentation that includes description of the change with estimated implementation effort and impact to schedule and budget. Client can choose to approve or deny the change request. Catapult will not proceed with work related to the change request until Client has issued formal approval. Some examples of events that can cause a change request include the following: Change in Technical Scope Client decides to include new functionality or capabilities not identified in the initial scope and related work estimates. Change in Scope of Work Client requests Catapult perform work activities or produce deliverables not originally assigned to the Catapult team. Change in Approach Material changes in the work approach due to circumstances outside the control of the engagement team (some examples include: Client team members not available as planned, delays in Client tasks or responsibilities, equipment not available as planned). April 9, 2014 Client Confidential p. 11 of 14

12 5. Terms and Conditions This Statement of Work (SOW) is subject to the terms and conditions of the Professional Services Agreement (PSA) between Catapult and Client in effect at the time of signature for this SOW. Any exceptions to the PSA are noted in this Statement of Work and are not to be construed as permanent modifications to the Professional Services Agreement (i.e. they apply only to this SOW). Capitalized terms not defined in this SOW shall have the meaning ascribed to them in the Agreement. To the extent that there is any conflict between this SOW and the Agreement, this SOW shall prevail. The term of this SOW is effective beginning upon execution and continues through completion of the engagement. April 9, 2014 Client Confidential p. 13 of 14

13 6. Acceptance CATAPULT SYSTEMS, LLC. SIGNATURE CFISD SIGNATURE PRINTED NAME PRINTED NAME Jim Prather TITLE TITLE General Manager, Houston DATE DATE Please acknowledge acceptance of this with signature above. Fax, or deliver this signed document to: Daniel Rose FAX: Richmond Avenue Suite 1250 Houston, TX April 9, 2014 Client Confidential p. 14 of 14