The proposed Project Phase work II is expected to be completed in July of 2008

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1 REPORT TO THE CITY COUNCIL AGENDA ITEM NO. August 22, 2007 COUNCIL MEETING APPROVED BY FROM: BRUCE A. RUDD, Assistant City Manager DEPARTMENT DIRECTOR CITY MANAGER SUBJECT: ISD Network Migration Project Professional Services A. Ratify Agreement with Convergent Computing for RFP 2636 Phase I Network Migration Analysis. B. Approve Amendment to Agreement with Convergent Computing for RFP Phase II Network Migration Implementation to not exceed $535, RECOMMENDATION: Staff recommends moving forward with the implementation of Phase II by ratifying and amending the City-CCO professional services agreement to allow CCO to provide professional services as provided in the Scope of Additional Services attached to this staff report as Exhibit A. EXECUTIVE SUMMARY: Staff has determined that it is prudent to move forward with the Microsoft Migration Project including ratifying and amending the agreement between City and CCO for RFP 2636 Phase I and II professional services. These professional services will include Project analysis and implementation regarding the purchase, installation, configuration and project management of the following solutions: 1. Windows 2003 Active Directory for file and print services, 2. Exchange & Outlook 2007 for , 3. System Center Operations Manager 2007 (formerly known as Microsoft Exchange Monitoring 2005) for proactive monitoring, troubleshooting, and reporting of the Exchange and Active Directory environment, 4. Office Communications Server 2007 (formerly known as Microsoft Live Communications Server 2005) for instant messaging and facilitation of remote collaboration. The proposed Project Phase work II is expected to be completed in July of 2008 BACKGROUND: A. Ratify Agreement with Convergent Computing for RFP 2636 Phase I Network Migration Analysis. The City s budget included $350,000 to fund the first steps toward replacing the existing Novell Network with the Microsoft. In April 2006, a phased RFP was issued to find an experienced vendor who could provide an educated analysis of the costs and impact of migrating our City s network platform and system from Novell NetWare and GroupWise to Sources available upon request.

2 Microsoft Windows 2003 Active Directory and Exchange 2003 (Phase I) and to provide the professional services required during the actual migration (Phase II). In May 2006 and following review of proposals, staff utilized its delegated professional services authority (Fresno Municipal Code 3-109) to retain Convergent Computing (CCO) for Phase I of the RFP, pending any decision whether to proceed with Phase II. As of July 2006, all work was performed to the satisfaction of staff and in accordance with the specifications of the RFP No Phase I. CCO has since been paid in-full for service rendered related to Phase I. It has come to the knowledge of staff that the Phase I work was never memorialized in a written agreement between City and CCO. It is the request of staff that Council ratify the agreement with Convergent Computing in the amount of $31,320 for RFP 2636-Phase I Network Migration Analysis. B. Approve Amendment to Ratified Agreement with Convergent Computing for RFP Phase II Network Migration Implementation to not exceed $535, In September 2006, a project subcommittee of the Resource Management Cabinet was established by Bruce Rudd and chaired by ISD manager Joann Owens, to evaluate the migration findings reported by Convergent Computing, staff reports and industry documentations. During a six week period, the subcommittee convened to discuss and review the rationale behind migration, the options of a phased approach, fiscal implications, user impacts and logistics needed to support a city-wide migration to the Microsoft platform and system. The subcommittee concluded that due to the shrinking market share of Novell s /calendaring product (approx. 5% 1 as of 2005), continued compatibility issues related to third-party software providers, inevitable end to the product s support 2 and unknown replacement for GroupWise 7 3, it was prudent for the City to continue moving forward with the implementation of the Network Platform Migration plan (RFP Phase II). In Spring of 2007, in an attempt to reduce the annual financial and end user impact to the City, staff updated the Phase II scope with CCO, and developed a strategically timed, phased approach for the migration of 4 of the 6 recommended products/services. 4 Implementation of Phase II in FY will now include the purchase, installation, configuration and project management of 4 of the 6 recommended solutions: 1. Windows 2003 Active Directory for file and print services, 2. Exchange & Outlook 2007 for , 3. System Center Operations Manager 2007 (formerly known as Microsoft Exchange Monitoring 2005) for proactive monitoring, troubleshooting, and reporting of the Exchange and Active Directory environment, 4. Office Communications Server 2007 (formerly known as Microsoft Live Communications Server 2005) for instant messaging and facilitation of remote collaboration. The Phase work II is expected to be completed in July of Publication Date: 25 September 2006/ID Number: G support.novell.com/lifecycle/, 3/29/ support.novell.com/lifecycle/, 3/29/ Planned Project Budget 5 Planned Project Schedule Sources available upon request.

3 FISCAL IMPACT: In July 2007, council approved the FY budget including $1,837,400 for implementing the Network Platform Migration plan (Phase II). The $324,000 remaining from the FY budget appropriation has also been encumbered towards Phase II. ATTACHMENTS: Key Results Areas Network Platform Migration (Phase II) White Paper Network Platform Migration Project Budget Network Platform Migration Project Schedule Sources available upon request.

4 NETWORK PLATFORM MIGRATION (Phase II) White Paper, By Information Services Department FY Proposed Budget: $1,837,400 FY07 a budget request for $350,000 was approved for the first steps in moving from a Novell GroupWise and NetWare environment to a more viable platform. April 2006, an RFP was issued to find an experienced vendor who could provide an educated analysis of the costs and impact of migrating our City s network platform and system from Novell NetWare and GroupWise to Microsoft Windows 2003 Active Directory and Exchange May 2006, the City of Fresno awarded a contract to Convergent Computing (CCO) to conduct an analysis on the network platform migration from Novell GroupWise and NetWare to Microsoft Exchange and Windows July 2006, Convergent Computing (CCO) delivered the Migration Analysis Report which contains an executive summary, a business justification, an architecture and migration plan and a migration issues/impact analysis. 1 Six applications were recommended by CCO using best practices methodology: 1. Microsoft Windows 2003/Active Directory - File and print services and security 2. Microsoft Exchange management system. 3. Microsoft Operations Manager 2005 (MOM) - Monitoring and managing drive space, providing for proactive, rather than reactive monitoring of a messaging platform. 4. Microsoft SharePoint Collaboration with versioning and document checkout, web portal that allows for file sharing over an intranet, web forms for data entry, business intelligence with Excel and other Microsoft Office products. 5. Microsoft Live Communications Server 2005 Instant messaging and facilitate remote collaboration. 6. Symantec/VERITAS Archiving Third party archiving solution. (Moved to Phase III fy09) The criteria used by CCO in determining the best course of action for the City of Fresno network platform migration needs were: Market Share Microsoft clearly dominates the market, with a share of 55% of the market compared to Novell s 4% share. Corporate Viability Given the long term decline of Novell and loss of potential support for their platform, Microsoft s strong continued development and industry adoption of the platform is compelling. Features and Functions The Microsoft platform continues to develop new features and functions as does Novell, but Microsoft is in a leadership position with Novell lagging in development. CCO states in the Migration Analysis Report that Given the difference in long term platform viability, technological support for the City s plans, and the long term support costs, Microsoft is clearly the platform of choice for the City. The consolidation and standardization on Microsoft as the platform for directory services, file and print services, messaging, and systems management will better support the City s strategic plans, 1 Phase I Migration Analysis Report Page 1

5 reduce direct costs, simplify administration and maintenance, and provide a strong feature rich and scalable platform for future growth. September 2006, a project subcommittee of the Resource Management Cabinet was established by Bruce Rudd and chaired by ISD manager Joann Owens, to evaluate the migration findings reported by Convergent Computing, staff reports and industry documentations. During a six week period, the subcommittee convened to discuss and review the rationale behind migration, the options of a phased approach, fiscal implications, user impacts and logistics needed to support a city-wide migration to the Microsoft platform and system. The subcommittee concluded that due to Novell s shrinking market share, continued compatibility issues related to third-party software providers and inevitable end to the product s support and development, that it was prudent for the COF to implement the Network Platform Migration plan (Phase II). In an attempt to reduce the annual financial and end user impact to the City of Fresno, the subcommittee developed a strategically timed, phased approach for the migration of 4 of the 6 recommended products/services. 2 Implementation of Phase II in FY08 will include the purchase, installation, configuration and project management of 4 of the 6 recommended solutions: 1) Windows 2003 Active Directory for file and print services, 2) Exchange & Outlook 2007 for , 3) Microsoft Exchange Monitoring 2005 for proactive monitoring, troubleshooting, and reporting of the Exchange and Active Directory environment, 4) Microsoft Live Communications Server 2005 for instant messaging and facilitate remote collaboration. Also included in Phase II will be the purchase of: All supporting software and hardware to support the implementation (detailed in project plan). Technical staff training and user training (detailed in training plan). Technical implementation, documentation, mentoring and support provided by consulting vendor (details to be included as scope in contract agreement). The Proposed FY08 Budget appropriates $1,837,400 for the cost of the Network Platform Migration plan (Phase II). $324k remaining from the FY07 appropriation has been encumbered towards the project. Phase II is expected to take 12 months beginning July 2007 (detailed in project schedule). 2 Proposed Migration Schedule Page 2

6 Network Platform and Migration Key Results Areas Financial Management COF will take advantage of replacing existing end of life hardware, currently running Novell, in conjunction with migrating to the Microsoft platform. This network/hardware solution will be more flexible and able grow to meet needs over the next 5 years. Auditors look to see if organizations are following current industry practices in securing technology and this requires that the technology platform support those industry practices. Microsoft /calendaring clearly dominates of market share (47% vs 5% 2005) and trends in growth (14% vs -4% 2005) 1, The opportunity to implement the newest version of Exchange and Outlook at the time of the original implementation and avoid the need to upgrade 1-2 years later and incur additional costs. The opportunity to annualize licensing and maintenance costs by entering into a Microsoft Select Agreement upon the end of the existing COF/Microsoft agreement in February The timing of these agreements will decrease FY08 licensing & maintenance costs by approximately $200,000 for that year. Finding skilled workers in Microsoft will be less expensive than Novell skilled workers due to the shrinking Novell labor pool. Implementation will be completed before all Novell support expires. Customer Satisfaction The one-time migration will avoid the additional user disruption that a later upgrade would cause. Reduce the one time costs to the departments by distributing them over multiple fiscal years. There will be little risk to the City by using Novell over the next 18 months while the implementation is conducted in phases. Improvements in features also allow the City to improve the security of the platform through advances in digital signatures, encryption, public key infrastructures and other advancements. The pool of skilled employees continues to grow towards Microsoft allowing more staff to better support our customers. The opposite is true for Novell. Less hardware compatibility issues that have to be resolved such as having more print drivers available with a Microsoft platform. Employee Satisfaction The migration will be planned with the least amount of user impact and disruption in city business. Staff will be trained and provided new sets of skills. 1 Publication Date: 25 September 2006/ID Number: G

7 Migration Project - Novell to Microsoft High Level Schedule as of 7/18/07 FY 08 Staging Schedule Jul-07 Aug-07 Sep-07 Oct-07 Nov-07 Dec-07 Jan-08 Feb-08 Mar-08 Apr-08 May-08 Jun-08 Replace Desktops (Ongoing) Design Phase, Consultants Server Room Enhancements (Infrastructure) ISD Technical Training Order Servers Order SAN Order Server Backup Licenses Order Licensing Consultants on site, Migration of accounts, End User Training Page 1 Microsoft Computer Network and Migration Project

8 Planned Network Platform Migration to Microsoft Project Budget Windows Server 2003 and Exchange 2007/Outlook 2007 As of 7/18/07 FY07 FY08 FY09 FY10 Line Items Phase I Phase II Phase III (Final) Maintenance Only (All Maint. + Archiving) 1 Microsoft Licensing 2 Windows Server 2003 $24,674 $24,674 $24,674 3 Client Access Licenses (CALs) $86,420 $86,420 $86,420 4 Workstation Upgrades (XP) $21,671 $21,671 $21,671 5 Total Microsoft Licensing $132,765 $132,765 $132,765 6 Novell Netware Savings $0 ($75,720) ($75,720) 7 Total Licensing $132,765 $57,045 $57,045 8 Other Hardware/Software 9 Servers $358, Server Room $45, Storage (SAN) City Hall & PD $625, City Hall #1 Maint Agmt $0 $0 $14, City Hall #2 Maint. Agmt $18,400 $18,400 $18, City Hall Cisco Maint. Agmt $4,000 $4,000 $4, PD SAN Maint. Agmt $10,147 $10,147 $10, PD Cisco Maint. Agmt $4,000 $4,000 $4, Total Storage Maintenance Agreement Costs $36,547 $36,547 $51, Infrastructure $50, Symantec Enterprise Vault (Archiving) 20 License Cost $147, Maintenance Agmt for 1st year $44,976 $44, Storage for Symantec Vault $15, Servers for Symantec Vault $24, Training Cost $3, Total Cost for Symantec Enterprise Vault $235, NetBackup Software 27 License Cost $56, Maintenance Agmt $17,450 $17,450 $17, Total Cost for NetBackup $74, Virus Protection $32, Maintenance for Virus Protection $10,000 $10, Migration Tools (Quest) $58, Total Other Hardware/Software $1,413,368 $356,923 $180, CCO Professional Services 35 Comprehensive Analysis & Report (cost updated 5/2/07) $25,811 $454,000 $12, Design Phase $31, Subtotal for Services $485, Consultant Travel & Lodging $25, Total Professional Services $25,811 $510,000 $12,873 $0 40 Technical & End User Training $230, Total Project Costs by FY $25,811 $2,153,368 $369,796 $180, Appropriations by FY 43 Appropriations by FY $350,000 $1,837, Balance/(shortfall) by FY $324,189 ($315,967.65) 45 Funds Expected to be Encumbered by June 2007 $324, FY08 Balance $8, Total Cost with No Archiving in Phase 3 $121, $135, C:\Documents and Settings\JoannO\My Documents\Novell_To_Microsoft\Budget\ NetworkMigration - Annualized.xls 08/24/2007 1:01 PM