Proposal: Long Term Data Center Briefing Presentation. Information System Advisory Committee May 24, 2012

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1 Proposal: Long Term Data Center Briefing Presentation Information System Advisory Committee May 24, 2012

2 Data Center Strategic Roadmap Goal Provide functional data center facilities for Citizens which provide appropriate provisioned, protected and managed environments to support growth or reductions in Policies, Exposure, Technology, and Staff. Data Center Services Protected Secure Redundant Connected Managed Purposed 2

3 Strategic Benefits achieved with this award Ensures the sustainability and survivability of the Citizens Data Center environments by improving the required core qualities (Protected, Secure, Redundant, Connected, Purposed, and Managed) through movement into a more survivable and sustainable purpose built facility supporting Citizens Data Center operations. Citizens will consolidate Data Center production operations into a single facility within Jacksonville, Florida and establish a right size facility with a flexible business model which will be able to address growth or reduction in required data center space while still providing Citizens with a Scalable environment to support reductions or growth in Policies, Exposure, Technology, and Staff. Locates the data center services outside of Citizens real estate actions associated with office space lease terms due to reductions or growth. Transfers the responsibility and reduces the level of risk of facility maintenance and management, from Citizens, to a qualified 3rd party, with specific knowledge and experience in the business of supporting mission critical data centers. Includes the option of contracting for additional services from the 3 rd party data center provider which are required to be performed within the data center, including cloud and other managed services. 3

4 Key Contract Terms and Conditions with CSX Technology Inc. Contract Costs: o Contract term: 10 years with 2 additional 5 year renewal options o Initial term: $12,000,000; First renewal: $6,700,000; Second renewal: $7,500,000 o One time facility build out cost: $400,000 o Total estimated cost 20 years: $26,600,000 Provides the right of Citizens to reduce the size of the data center space should Citizens data center requirements be reduced. Provides for a 120 day ramp up period after the site is prepared and turned over to Citizens. During this period the actual fees other than electrical is at a reduced rate. Provides for a 30 day termination without cause upon notice from Citizens. Provides a modified Force Majeure clause which recognizes this as an essential contract for Citizens. Provides for the full backing of CSX Technology Inc. as well as CSX Corporation. Provides Service Level Agreements include significant penalties for service outages. Provides for electrical costs to be based on the actual fee paid to Jacksonville Electrical Authority with no markup or additional charge. Provides a reduced, negotiated cost for services that may be required over the term of this contract. 4

5 Citizens Data Centers Co-Location Services Agenda 1. Overview and status of each Data Center; 2. Assessment of each Data Center s current capabilities in meeting Citizens needs; 3. Description of the strategy and future plans for each Data Center; 4. Description of the input that is, or will be, required/requested from the Business Continuity and/or Disaster Recovery Programs; and 5. Quantifiable and qualitative impact of the strategy(ies) and future plans for each Data Center on Citizens Disaster Recovery Program and Capabilities. 5

6 1. Current Data Center Facilities Main Data Center Locations JAX1: Production Hosting Site 1500sf Raised Floor Jacksonville TPA1: Disaster Recovery Site 1700sf Raised Floor Tampa TLH1: Production Development Site 900sf Raised Floor Tallahassee Jax2 Ready for Decommission Auxiliary Data Center Locations JAX2: Former Survivability/CAT Site 1000sf Raised Floor Jacksonville Total Data Center Raised Floor & Support Space in operation: 5,100sf 6

7 1. Data Center Overview Citizens Data Centers The following represents a description of Citizens Data Center environments as currently managed. Risks and impacts of existing ongoing strategies are indicated as they apply. 7

8 1. Data Center Overview Overview of Current Data Centers JAX1 Production Data Center TPA1 Disaster Recovery Data Center TLH1 Development (SDLC) Data Center Data Center (1500 square foot area) located within Citizens office property housing both IT infrastructure and facilities infrastructure (Power, Cooling, Fire Systems). Redundancy ranges from a Tier 0 2 depending on specific system. Targeted for transformation under LTDCF program. Currently constrained by usable power capacity. Facility services are shared with general office functions. Data Center (1700 square foot area) located within Citizens office property housing both IT infrastructure and facilities infrastructure (Power, Cooling, Fire Systems). Redundancy ranges from a Tier 1 2 depending on specific system. Planned to support DR component of IT refresh infrastructure. Currently constrained by usable space capacity. Facility services are shared with general office functions. Data Center (900 square foot area) located within Citizens office property housing both IT infrastructure and facilities infrastructure (Power, Cooling). Redundancy ranges from a Tier 0 1 depending on specific system. Targeted for transformation under LTDCF program. Currently constrained by usable power, space, and cooling capacity. Facility services are shared with general office functions. 8

9 2. Data Centers Current Status Assessment Current Status Data Centers Less than 20% usable power capacity remaining to support infrastructure refresh efforts, planned projects, or new business requirements. Constrained floor space remaining for installation of new power or cabinet systems. Moderate Low redundant systems. Note: Capacities include current system requirements to support planned technology refresh. Less than 20% usable space capacity remaining to support system growth, planned projects, or new business requirements. UPS Power available. Rack space available. Highly redundant services. Note: Capacities include current system requirements to support planned technology refresh. Less than 20% usable space capacity remaining to support system growth, planned projects, or new business requirements. No floor space remaining for installation of new power or cabinet systems. Low redundant systems. Over-subscribed cooling systems. 9 Data Center Trending Metrics Report Available

10 2. Risk Issues Risk Issues: 1. The existing data center facilities are near capacity levels. 2. The existing data center lack the necessary levels of redundancy to ensure continuity of support to core business services, during maintenance activity, technical refresh cycles, or equipment failure. 3. The existing data center environments are co-located with general office space. This cohabitant situation creates a shared demand on building resources (power, space, etc.) between business units and the data center. 4. The existing data centers are exposed to risk associated with office buildings. Office building generally are not constructed to provide a facility that is hardened Additionally, the relocation of the data center will be required any time leases of office space changes. 5. Citizens Management recommends that the Primary Production Data Center in Jacksonville be relocated to a purpose-built facility meeting a strict set of critical criteria to ensure the sustainability of operations. 10

11 2. Risk Issues 6. The existing data center operation, across all data center environments, is approaching or exceeding capacity. The investment required to increase the capacity of these services would not return a reasonable gain to the life-cycle of the current data center environments. 7. The current technology initiatives (ex. Virtualization) being employed are helping to regain capacity; however, the immediate gains received from these methodologies are transient (out-paced by the growth of other technology platforms such as Storage). Additionally, the natural life-cycles of existing IT systems are maturing, which creates additional capacity demands to support upcoming technical refresh activities. Without the addition of capacity elements to core data center services, new project initiatives and required technical refresh cycles cannot be supported. 11

12 3. Data Center Strategic Roadmap Goal Provide functional data center facilities which provide appropriate provisioned, protected and managed environments to support growth or reductions in Policies, Exposure, Technology, and Staff. Data Center Services Protected Secure Redundant Connected Managed Purposed 12

13 3. Data Center Strategic Roadmap 1. Consolidate the Data Center operation into two (2) functional sites [Production, Disaster Recovery]. Proposed site selection area is defined by the available resources, potential for property meeting the data center requirements, and potential of storm related incident. JAX1: Existing Production Hosting Site Migrate existing applications to new production facility, with any remaining applications and systems (Telephony) targeted for system refresh starting in 2013 TLH1: Production Development Site Consolidate the production services of this data center into the primary Production Facility and move the recovery elements to the primary Disaster Recovery facility. TPA1: Disaster Recovery Site Continue operating this data center site to a sustainable and survivable level, which adheres to managed and purposed practices. Strategy review for facility relocation performed in late 2012, early A New Site Selection *DR Site can be as close at 12-miles per the Disaster Recovery Institute. 13

14 3. Data Center Strategy Recommendations 1. The Program directed that Citizens consolidate the Tallahassee Citizens Center, Jacksonville Corporate Center, and Jacksonville Suite 500 data center environments into a single data center location. 2. The Tampa data center should be expanded to accommodate the natural growth of IT platforms over time. This recommendation is a plan driver due to current Disaster Recovery services being performed. 3. The Program recommended that Citizens relocate the data center operations (item 1) into a survivable Data Center environment, which is owned and operated by a co-location provider. 4. The Program recommended that Citizens execute a co-location agreement for not less than 2,500 initial square feet, as this model will sustain a normal growth 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. 5. The Program recommended that a ITN solicitation process be used for procurement of co-location agreement. The Program recommended that the co-location site be maintained in the greater Jacksonville metro area, if possible, so as to minimize the disruption to IT staff and support services. 6. The Program recommended that the JAX2 environment be migrated into the new co-location site during the planned 2011 Jacksonville consolidation activity by General Services. 14

15 3. Data Center Strategic Roadmap Strategy Objectives Reduce the number of managed data center facilities. Transition data center operations away from office properties to formal data center facilities. Capitalize on infrastructure refresh cycles to facilitate transitional activities. Reduce facility based risk to remove dependency on managed DR facilities. Position data center operations for future IT technology requirements. Remove current capacity constraints to support business requirements. Provide scalable capacity solution to support future business needs and ondemand capacity needs from storm events. 15

16 4. Risk and Loss Prevention Considerations Citizens existing Data Centers underwent a third party assisted risk evaluation in late 2009 as part of the development of the long term data center program and recommendations were utilized in the development of the Long Term Data Center Strategy. The Citizens IT Steering committee and additional Board level ISAC review agreed with staff and IT management recommendation to select a purpose built data center facility and migrate existing production data center to the new facility. A decision was made to evaluate the existing Tampa disaster recovery facility against long term Citizens data center and disaster recovery requirements once the new primary production facility was selected. An ERM-led Disaster Recovery Risk Assessment of the Tampa Facility was completed in early 2012, reviewing both the Tampa Facility and other aspects of the Disaster Recovery Program. The results of yearly review of the Long Term Data Center strategy, ongoing Business Continuity activities and Disaster Recovery planning activities are taken into account as Production and Disaster Recovery Strategies are updated and implementations continue. New capabilities and protections provided by the new Production Data Center Facility should be taken into account as decisions regarding Disaster Recovery Strategies and Disaster Recovery facility locations are considered. 16

17 5. Strategy Impacts With the introduction and execution of the LTDCF initiative and the likely adoption of a formal Cloud Computing strategy, a review of the current IT Disaster Recovery methodology is necessary. The following items should be considered: The long term guaranteed uninterrupted sustainability of primary infrastructure, platforms and services will approach %; The risk profile of production outages necessitating High Availability application and systems recovery diminishes greatly; Continuous data protection remains a priority; Disaster recovery costs can be mitigated based on acceptance of a new risk profile and subsequent recovery methodology; Consider a methodology which continues to tier recovery techniques based on priorities as determined through analysis of business impact assessments and the use of solutions such as SaaS, PaaS and Cloud Technologies. 17

18 5. IT Disaster Recovery Citizens Systems 18

19 5. Impacts: Cloud Computing Introduction of a Cloud Computing initiative Designed into new Production facility infrastructure and services Provides for Infrastructure and Platforms as a service Provisioned with an SLA of % availability Increased flexibility Pay as you go On-Demand Computing resources On-Demand Cloud storage 19

20 5. Strategic Impact Further Discussion Strategy Objectives Reduce the number of managed data center facilities. Transition data center operations away from office properties to formal data center facilities. Capitalize on infrastructure refresh cycles to facilitate transitional activities. Reduce facility based risk to remove dependency on managed DR facilities. Position data center operations for future IT technology requirements. Remove current capacity constraints to support business requirements. Provide scalable capacity solution to support future business needs and ondemand capacity needs from storm events. 20

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