Washington State Department of Information Services. State Data Center Migration Project Charter. August, 2011 DRAFT

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1 Washingtn State Department f Infrmatin Services State Data Center Migratin Prject Charter August, 2011

2 Dcument Histry Versin Number Date Descriptin Versin 1.0 8/30/2011 Initial draft

3 Table f Cntents Prject Statement... 3 Backgrund / Business Drivers... 3 Visin... 4 Gal Statement... 4 Objectives & Key Deliverables... 5 Scpe... 6 In Scpe... 6 Out f Scpe... 7 Schedule ()... 8 Prject Gvernance Rles & Respnsibilities Apprach Dependencies, Assumptins, Risks & Cnstraints Dependencies Assumptins Risks: Cnstraints Perfrmance Measures / Outcmes Acceptance... 18

4 Prject Statement This prject includes: 1. Preparing and building ut the State Data Center (SDC) facilities, physical security and peratinal prcedures. 2. Implementing the cre infrastructure such as the netwrk, security/firewalls, strage devices and a private clud cmputing envirnment needed t supprt systems. 3. Migrating cmputer systems perating in Office Building 2 (OB2) t the SDC. 4. Planning the cnslidatin and migratin 1 f ther agency data centers, within Thurstn Cunty, int the SDC. 1 Nte: The physical migratin f ther agency data centers int the SDC will be addressed as a separate fllw-n prject. Planning will be crdinated with the Office f the CIO. Backgrund / Business Drivers Infrmatin Technlgy (IT) cmputing acrss Washingtn State gvernment is largely decentralized. The cmputing envirnment in Thurstn Cunty includes apprximately 38 data centers, 8 mainframe cmputers and ver 3,000 servers. This decentralized mdel drives IT csts up as it requires a lt unnecessary redundancy including: Multiple data center facilities Cmputing and electrnic strage devices Security infrastructure System sftware Human resurces t manage and perate each separate envirnment. The State Legislature enacted Engrssed Substitute Senate Bill (ESSB) 5931 t address the high csts f IT services. This legislatin requires certain IT equipment t be hused in the new SDC lcated in the 1500 Jeffersn Building cmplex. Effective Octber 1, 2011, the SDC will be perated by the newly created Cnslidated Technlgy Services (CTS) agency. ESSB 5931 established CTS as the centralized prvider and prcurer f certain infrmatin technlgy services t maximize benefits t the state frm advances in infrmatin technlgy. T successfully meet agency needs and meet its bligatin as the primary service prvider fr these services, CTS must deliver high quality services t state agencies and ther custmers at the lwest pssible cst t taxpayers. This prject facilitates the migratin and cnslidatin f IT assets int the SDC in supprt f this legislatin and the gvernr s directive t cnslidate data centers. It als supprts the effective management f enterprise services and the transitin f hw the state plans, develps, implements, funds, and maintains infrmatin technlgy. This prject is financed thrugh funds allcated by the legislature and cnstructin bnd fund savings. Several vendrs have assisted in the planning fr the state data center t date. Several studies were perfrmed and vendrs respnded t a Request fr Infrmatin (RFI). INX Metagyre was hired t develp an implementatin plan. This prject is based n these studies and business drivers. Page 3 f 19

5 Visin At the end f this prject the SDC shuld be fully peratinal in a highly virtualized and agile envirnment. This will prvide the framewrk and tls fr CTS t achieve many f the bjectives and mandates f ESSB This visin is shwn in the fllwing picture. Custmers Enterprise Services Prcessing Strage Netwrking Security Virtualized Agency Business Applicatins C-lcated Cmputing Systems State Data Center (state-f-the-art facility, envirnmental cntrls, redundant pwer, high capacity cre netwrk, state-wide cnnectivity, security, peratinal cntrls and mnitring, disaster recvery, etc.) Gal Statement 1. Applicable equipment lcated in OB2 will be mved t the SDC within an apprved prject schedule. 2. Unplanned service disruptins will be minimized during the migratin. 3. Pre-migratin activities (e.g. virtualizing servers) will facilitate the mve t the SDC. 4. Psitin the State clser t the private clud utility mdel. 5. Security will be imprved. 6. Operatinal csts will be reduced. 7. Service quality, availability and perfrmance will be imprved. Page 4 f 19

6 Objectives & Key Deliverables Prject Objectives & Key Deliverables Objective Deliverable # Descriptin Apprval Objective 1: Crdinate prjects required t build-ut and mve t the SDC Deliverable 1.1 Deliverable 1.2 Deliverable 1.3 Prject Management Plan and cnslidated Schedule that includes all sub-prjects and dependencies. Investment plan fr the SDC Migratin Prject. Prject management templates and prcesses fr crdinating the subprjects and cmpnents within the prject. Objective 2: Prcure resurces t assist the prject in meeting its gals and bjectives Deliverable 2.1 Deliverable 2.2 Deliverable 2.3 Deliverable 2.4 Prcurement t btain a Quality Assurance Vendr. Prcurement t btain a vendr t physically mve equipment ut f OB2 and int the SDC. Prcurement t btain a vendr t cnduct perfrmance benchmarks t cmpare system perfrmance in OB2 t system perfrmance in the SDC (befre and after the mve). Prcurement t btain a vendr t plan cnslidatin f Thurstn Cunty agency data centers int the SDC. Nte: this deliverable is cntingent n the Office f the CIO. Objective 3: Maximize efficiency and quality, while minimizing cst and risk thrugh the use f repeatable prcesses t rchestrate the OB2 Mve t the SDC Deliverable 3.1 Deliverable 3.2 Deliverable 3.3 Overall Systems Migratin plan Standard strategies and migratin plan fr mving systems, applicatins, functins and equipment t the SDC. Standard templates and repeatable prcesses fr mving equipment and systems t the SDC. Objective 4: Oversee and facilitate the develpment f service wner plans t mve equipment t the SDC. Deliverable 4.1 Deliverable 4.2 Inventry f equipment, systems and applicatins lcated in the OB2 Data Center. Implementatin plans fr mving systems t Page 5 f 19

7 Deliverable 4.3 the SDC. Benchmark reprt validating systems migrated successfully Objective 5: Establish a private clud cmputing envirnment t supprt prductin systems. Deliverable 5.1 Deliverable 5.2 Deliverable 5.3 Deliverable 5.4 Prcurement t btain a private clud vendr t design and implement a private clud utility architecture and cmputing envirnment. A private clud cmputing envirnment installed and validated. Plicies and prcedures fr perating and managing the SDC private clud utility envirnment. Tls and prcedures fr migrating virtual servers t the SDC private clud utility envirnment. Objective 6: Remve bslete and applicable equipment frm the OB2 Data Center Deliverable 6.1 Deliverable 6.2 Deliverable 6.3 OB2 Decmmissin Plan List f items t remve Cmpleted inventry f items remved, dispsitin verified with prper surplus frms Objective 7: Plan the cnslidatin f ther Thurstn Cunty data centers Deliverable 7.1 Prcurement t btain a vendr t assist in the planning fr cnslidating Thurstn Cunty agency data centers int the SDC. Scpe In Scpe 1. Develp business and technical requirements used t build ut and perate the SDC. Requirements have been develped and submitted t the prject. 2. Establish prject management templates and repeatable prcesses t manage the SDC prject that cnfrm t industry best practices fr prgram and prject management. 3. Crdinate and mnitr schedules and budgets f ther functinal prgrams and sub-prjects t plan, build ut, prepare and mve int the SDC. This includes, but is nt limited t: Data Center Facilities Netwrk (TSD) Security Page 6 f 19

8 Strage Mainframe Messaging Agency Technlgy Services 4. Design, Prcure and install a private clud envirnment as a fundatin fr the SDC cmputing envirnment. 5. Develp a disaster recvery plan fr the private clud envirnment. Nte: Implementing the disaster recvery plan will be a separate prject. 6. Migrate systems, applicatins and ther services (physical and virtual) running n equipment in the OB2 Data Center t the SDC. This includes equipment in the: OB2 East Data Center OB2 West Data Center À la carte Expansin Area 7. Assist with the decmmissining f the OB2 Data Center. DIS will maintain a small presence in OB2 after the mve is cmplete. The Campus Fiber Netwrk (CFN) nde and telephny PBX s will remain t supprt DSHS and ther custmers in OB2 and the Natural Resurces Building. DSHS requires a small presence t maintain the OB2 LAN terminatins currently in À la carte 2. The Wheeler Building prject has the primary rle fr refurbishing the OB2 data center space. 8. Develp migratin plans fr mving Thurstn Cunty agency data centers int the SDC. Nte: This is dependent n the Office f the CIO. Out f Scpe 1. Mving peple, wrkstatins, and furniture. 2. Equipment in the fllwing areas f OB2 are ut f scpe: Print area (cst center 4631) Office space, training rms, cmmand centers and emplyee wrkstatins 3. Reengineering À la carte Custmer Infrastructure. À la carte assets will be mved t the SDC as they exist at the beginning f the OB2 Critical Changes Only perid. Reengineering À la carte Custmer Infrastructure is nt part f this prject. 4. Planning, Designing and Building an Eastern Washingtn Data Center. 5. IT Service Management Prject wrk including prcess develpment and related training fr the purchase and deplyment f applicatin discvery and Event Management tls. Page 7 f 19

9 6. Wireless Netwrks: This includes ffice technlgy demnstratin prjects, wireless netwrks, vice ver internet prtcl (VOIP) prjects and mdular wrkstatins. 7. Transfrming existing systems t a new technlgy base during migratin. 8. Physical cnslidatin f Thurstn Cunty agency data centers int the SDC. This will be addressed in anther prject in cllabratin with the Office f the CIO. Nte: Planning the data center cnslidatins is within scpe. 9. Installing and accepting the Telemetry Netwrk. 10. Installing and accepting the DIS Crprate Netwrk. 11. Onging peratins f the SDC. Schedule () The fllwing schedule includes high level activities and the apprximate timeline. Page 8 f 19

10 Cst Prjectin: (NOTE: Csts still being analyzed) The cst prjectins include csts fr the related sub-prjects. This includes hardware refresh f end-f-life equipment where applicable. The csts als cver the new infrastructure including: Server racks, pwer and security Netwrk cre Security items such as firewalls Strage devices t allw the migratin f data Clud envirnment Multiple Vendr services Funding surces include but nt limited t: Legislatively apprved funds (decisin packages) Cnstructin bnd fund savings Page 9 f 19

11 Prject Gvernance Prject leadership expects prject level decisins t be made and prject activities t be cmpleted at the lwest pssible level within the prject structure. Issues, regardless f where they cme frm r hw they surface, will be reprted t the apprpriate sub-prject managers t be lgged and managed. Issues can be acted upn, including clsure, by the Senir Prject Manager. Risks affecting the prject can be suggested and reprted by anyne but require Senir Prject Manager apprval t fficially pen a prject level risk. Issue, risk, and change management will fllw a standard prcess t be described in separate prject dcuments. Hwever these items will be escalated t the Steering Cmmittee, the Prgram Manager and/r the Executive Spnsr fr actin by the Senir Prject Manager depending n their severity, and time sensitivity. The sub-prjects schedules, budgets, and dependencies are crdinated and mnitred by the SDC Migratin Senir Prject Manager. Sub-prjects executed by the Service Owners include: SDC Cre Netwrk Prject SDC Structured Cable Prject SDC Cre Flr Prep Prject Data Hall 1 Flr Prep Prject Data Hall 2 Flr Prep Prject External Private Netwrk Prject External Public Netwrk Prject Security Infrastructure Prject Strage Infrastructure Prject DIS OB2 Cre Upgrade Prject (SDC Prep) Quality Assurance (MTG) Prject Supprt Prject Management Supprt (Bill Rbinett) SDC Architects Data Center Facilities (Dug Hiernymus) Security (Agnes Kirk) Messaging (TBD) Executive Spnsr CTS Deputy Directr SDC Prgram Manager (Dan Mercer) SDC Senir Prject Manager (Heidi Brwnell) TSD (Rn Kappes) Servers (Carlyle Ludwig) Strage (Grdn Ice) Directly Managed Prjects OB2 Mve Prject OB2 Decmmissin Prject DSHS Cre Redesign Prject (Rick Ck) Mainframe Cmputing (Bb Walk) Cmmand Center (Kay Metzker) Prject Steering Cmmittee Clud Prcurement (Laura Parma) Sub-Prject Service Owners: Sub-Prjects Crdinated & Mnitred Agency Technlgy Services (Jeff Sprehn) Page 10 f 19

12 Rles & Respnsibilities Rle Respnsibility Cmmitment Executive Spnsr (Deputy Directr) Steering Cmmittee SDC Prgram Manager Quality Assurance Champins the prject and establishes its pririty within the department Prvides executive leadership and guidance fr the prject Apprves utilizatin f planned resurces and btains alternative r additinal resurces as needed Apprves prject scpe, schedule and budget Cmmits agency resurces and prject funds based n planned budget Apprves prject management plan and its cmpnents plans Reviews key deliverables Reslves escalated issues, risks and decisins Reviews and apprve change rders. Attends Steering Cmmittee meetings Prvides strategic advice and directin Apprves and ensures availability f resurces Assists prject team by making key plicy and peratinal decisins Supprts prject crdinatin and cmmunicatin Wrks thrugh barriers and challenges encuntered in rder t meet prject gals Oversees adherence t prject scpe, schedule and budget and suggests curse crrectins Reviews and recmmends dispsitin f requests fr budget increases, scpe changes and schedule changes Reviews key deliverables Manages the SDC Prgram and SDC Migratin Senir Prject Manager (matrixed) Facilitates Steering Cmmittee meetings Crdinates internal resurces and prvides directin t the prject Reviews and apprves key deliverables Reslves and escalates issues t Steering Cmmittee r Executive Spnsr as needed Facilitates prject cmmunicatins t executives and ther gvernance (external agency) grups Administers prcurements and administrates assciated cntracts. Develps prgram human resurce plan t ensure the prject team has the necessary skills t accmplish prject tasks. Develps the QA apprach and plan Delivers mnthly QA reprts t the Prgram 2 hurs / week 2 hurs / week hurs / week when necessary As needed Page 11 f 19

13 Rle Respnsibility Cmmitment Manager and Executive Spnsr Prvides rutine QA briefings t Prgram manager and Executive Spnsr. Keeps a lg f findings and recmmendatins Offers recmmendatins fr curse crrectins Attends prject meetings as needed Observes prject activities Observes prject team meetings such as Cre Team Prject meetings Reviews deliverables and wrk prducts SDC Senir Prject Manager OB2 Mve Prjects Crdinatr Develps prject planning and management dcuments Develps a crdinated prject schedule integrating subprject schedules Manages and crdinates day t day prject activities Crdinates activities between vendrs and functinal rganizatins when necessary Reslves and escalates issues t Steering Cmmittee r Prject Spnsr as needed Crdinates the quality, timely cmpletin, review, acceptance and apprval f deliverables. Facilitates prject cmmunicatins t all levels f prject gvernance. Identifies risks and develps mitigatin plans. Escalates risk mitigatin as apprpriate. Identifies and dcuments changes in scpe, schedule, budget, and wrks with the prgram manager t assess and estimate change impact. Delegates tasks as necessary. Backs up the Senir Prject Manager Develps prject planning and management dcuments Develps OB2 Mve schedule integrating with the verall cnslidated prject schedule Manages and crdinates day t day prject activities Crdinates activities between vendrs and functinal rganizatins when necessary Reslves and escalates issues t Senir Prject Manager as needed Crdinates the quality, timely cmpletin, review, acceptance and apprval f deliverables. Facilitates prject cmmunicatins t all levels f prject gvernance. Identifies risks and develps mitigatin plans. Escalates risk mitigatin as apprpriate. Identifies and dcuments changes in scpe, schedule, budget, and wrks with the prgram manager t assess and estimate change impact. 20 hurs / week 40 hurs / week Page 12 f 19

14 Rle Respnsibility Cmmitment Prject Managers (subprjects) Prject Management Supprt SDC Architects Cre Team Members Develps prject planning and management dcuments Develps sub-prject schedule integrating with the verall cnslidated prject schedule Manages and crdinates day t day prject activities Crdinates activities between vendrs and functinal rganizatins when necessary Reslves and escalates issues t Senir Prject Manager as needed Crdinates the quality, timely cmpletin, review, acceptance and apprval f deliverables. Facilitates prject cmmunicatins t all levels f prject gvernance. Identifies risks and develps mitigatin plans. Escalates risk mitigatin as apprpriate. Identifies and dcuments changes in scpe, schedule, budget, and wrks with the prgram manager t assess and estimate change impact. Develps prject planning and management dcuments Tracks prject budget and ther metrics Manages prject dcumentatin, SharePint sites, shared drives, scheduling and many f the cmmunicatin duties Crdinates activities between rganizatins when necessary Maintains issues, risks, change, and ther prgram and prject registers and lgs Prvides verall architectural supprt t the SDC Migratin Prject and sub-prjects. Ensures validatin f SDC cmpnents such as security, cnnectivity, and architectural integrity. Attends Cre team meetings. Represents their area f the rganizatin Develps plans and perfrms tasks in supprt f migrating their systems t the SDC Prvides SME resurces t the sub-prjects Develps deliverables when apprpriate Reviews deliverables and wrk prducts prduced in ther prjects and service areas that impact their prjects. Identifies and escalates risks, issues r changes using established prcesses Keeps their divisin management up-t-date and infrmed abut prject as needed Acts as the escalatin pint frm subject matter experts fr their areas related issues and risks 4 t 40 hurs / week depending n sub-prject 40 hurs / week 4 t 40 hurs / week when necessary 4 t 40 hurs / week when necessary Page 13 f 19

15 Apprach The apprach used fr this prject includes the fllwing: 1. The SDC Migratin prject will act as an umbrella prject t crdinate activities acrss service wners t build ut the SDC. The prject will: a. Develp and maintain the verall prject plan and schedule. b. Dcument and manage issues and risks acrss teams. c. Establishing prject management templates and repeatable prcesses t manage the SDC prject. d. Wrk with all service wners t plan, crdinate and facilitate the mvement f their systems and equipment frm OB2 t the SDC. e. Establish standard migratin strategies, templates and repeatable prcesses t make the mve as efficient and lw risk as pssible. f. Prvide assistance with crdinating planning and prviding a vendr t physically mve equipment where apprpriate. 2. The SDC Migratin prject will prcure a vendr t design and versee the private clud utility envirnment, develp a disaster recvery plan, and recmmend assciated peratins and business prcesses. This will include establishing prcesses fr reprting and billing fr usage. 3. Individual service wners will be respnsible fr planning, resurcing and managing the prjects in their rganizatin. This includes infrastructure prjects t build ut the data center and prjects t mve their equipment and systems t the SDC. The SDC Migratin Prject will crdinate with Service Owners and subprject managers, mnitr schedules and budgets, assist with reslving issues and risks, and therwise ensure a crdinated migratin t the SDC. Service wners are respnsible fr the fllwing as they relate t the mve t the SDC: a. Prvide and maintain an inventry f their hardware and systems. b. Select the apprpriate mve strategy. c. Wrk with the designated vendr t establish perfrmance baselines prir t the mve and cmpare them t baselines after the mve. d. Resurce and perfrm the majrity f the activities required t make the mve happen. e. Perfrm verificatin and validatin after the system is mved. f. Fix prblems if they ccur. 4. Pre-migratin activities must be perfrmed t facilitate the mve. Virtualizing as much as pssible is an example f a pre-migratin activity that wuld facilitate the mve. 5. In-flight technlgy changes must be avided as much as pssible. Migratin t the SDC must use lw risk and thughtful appraches t avid unplanned utages. 6. The private clud envirnment is expected t prvide the platfrm and tls fr many f the virtual t virtual migratins. 7. A vendr will be prcured t physically mve equipment. 8. Prduct vendrs will be used t mve equipment and systems where required. Equipment such as mainframes and ther devices that require vendr invlvement t maintain system maintenance agreements. Page 14 f 19

16 9. Decmmissining OB2 will be planned with ther grups after the majrity f the equipment and systems are migrated t the SDC. 10. A vendr will be prcured t plan the cnslidatin f the ther Thurstn Cunty agency data centers. Dependencies, Assumptins, Risks & Cnstraints Dependencies This sectin identifies dependencies with ther activities r prjects that may pse a risk t the successful cmpletin f this prject. These activities r prjects are beynd the scpe f this prject. 1. Campus Fiber Netwrk Prject: The successful migratin frm OB2 t the SDC will require the extensin f the CFN t the SDC. 2. SDC Facilities: The SDC facilities must be ready t receive systems. This includes but nt limited t: a. Tech labratry, b. Physical security, c. Strage and lading dck areas d. Operating prcedures 3. VLAN numbers must be managed and changed t eliminate duplicates acrss state agencies. Assumptins 1. Adequate levels f resurces are allcated t the prject. This includes resurces frm all impacted service areas represented by Cre Team members. 2. Service wners will wn the mvement f their equipment and systems in cllabratin with the OB2 Mve prject. This als applies t ther agencies with equipment in the OB2 data center. 3. A vendr will design and guide the implementatin f private clud cmputing envirnment fr the SDC. 4. Vendrs will be used t mve mainframes and ther special devices that require vendr invlvement t maintain maintenance agreements. 5. The budget is available. There is a gap in the funding available and funding needed. A supplemental budget decisin package r ther funding vehicle is required t secure necessary funding. 6. The SDC netwrk will be extended t OB2 t facilitate the migratin. 7. IP Addresses will nt significantly change when cutting ver t the SDC. 8. In-flight technlgy changes will be avided where pssible. Page 15 f 19

17 9. The agency is ging thrugh significant change with CTS, DES and Office f CIO. This will cause disruptin that must be managed. Risks: The prject will use a Quality Assurance vendr t cntinually evaluate and assess prject risks. The prject will manage risks using standard risk management practices and take actins t mitigate the risks. Risks will be lgged and managed thrugh the prject SharePint site. Sub-prject risks will be escalated t the SDC Senir Prject Manager If they ptentially impact the verall prject scpe, schedule r budget. Cnstraints 1. DIS staff is already under intense demands t supprt existing peratins and prject wrk. 2. Funding allcated by the Legislature and Cnstructin Bnd Fund savings may nt be enugh t supprt all the sub-prjects required t build-ut and migrate t the SDC. 3. There are a limited number f tls available t assist in the planning and peratin f the SDC. A cnfiguratin management data base is an example f a tl that the prject and nging peratins culd use t manage cnfiguratins. Other tls are planned but staff d nt have much experience using them and will require a learning curve. Perfrmance Measures / Outcmes 1. All sub-prjects are crdinated and tracked. Investment Plan cmmitments fr Scpe, Schedule and Budget will be measured Measurement: Mnthly and at prject clsure, a prject dashbard update will be generated that tracks prgress and expenditures against the scpe, schedule and budget baselines ISB Prject Outcme Stplight Criteria will be utilized Measurement: Prgress made by the installatin f infrastructure related subprjects such as: Server Racks Netwrk Cre Cabling Plant Physical Security Netwrk related security cmpnents Data strage devices 2. Resurces necessary t cmplete prject are under cntract. Standard cntract management measures will be used fr: 2.1. Quality Assurance Vendr 2.2. OB2 mve vendr Page 16 f 19

18 2.3. Benchmarking vendr 2.4. Agency Cnslidatin planning vendr (Cntingent n crdinatin with Office f the CIO). 3. Efficient, repeatable plans and prcesses are used t ensure the SDC is ready t accept systems fr prductin peratin: 3.1. Measurement: The percentage f identified templates and prcesses cmpleted. 4. Applicable equipment and systems lcated in OB2 are mved t the SDC with minimal unplanned service disruptins Measurement: The number f server racks with equipment that are mved and the number f systems mved t the SDC Measurement: The number f unplanned service disruptins, the duratin and severity Measurement: The percentage f systems with benchmark scres equal r better than befre the mve. 5. A Clud Cmputing envirnment is established t run prductin systems Measurement: Prgress made by the cmpletin f phases t implement a clud cmputing envirnment: Prcurement Installatin Pilt implementatin and testing Prductin ready 6. Obslete equipment is remved frm the OB2 data center and prperly dispsed Measurement: Prgress made in remving identified equipment Measurement: The cmpleted inventry f remved items recnciles with the OB2 Decmmissin Plan. 7. A plan fr mving the ther Thurstn Cunty agency data centers is develped Measurement: The number f migratin plans develped based n the directin frm the Office f the CIO. Page 17 f 19

19 Acceptance The prject charter has been reviewed and accepted as written. Apprval is given t mve frward with the prject as utlined in this dcument. Christy Ridut Executive Spnsr Dan Mercer SDC Prgram Manager xxx Steering Cmmittee Member xxx Title Page 18 f 19

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