Prepared by David Moss Last Edited June 27, 2014 SOLUTION PLAN REQUIREMENTS ANALYSIS DESIGN BUILD TEST TRAIN/DEPLOY MAINTENANCE SharePoint 2013 Project Charter Executive Summary The SharePoint 2013 project will migrate existing campus customers from the two existing production instances of SharePoint to the latest version, which has several new features and enhancements. This will also allow for consolidation of the SharePoint environment and support of one standard service offering. Business Need and Background Currently, there are three (3) SharePoint (SP) deployments supported by Information Technology Services (ITS). SharePoint 2007 (SP2007) and SharePoint 2010 (SP2010) are both production services relying on aging hardware and with SP2007 in extended support from Microsoft (only security updates are provided) and nearing end-of-life (see Appendix A for full customer list). The proposed SP service strategy is to migrate existing customers on these environments to the newly built, production-ready, on premise SharePoint 2013 (SP2013) service. There are many new SP2013 features that will benefit campus customers, including: HTML 5 support, which will provide an enhanced experience for Macintosh users Optimized viewing experience for mobile devices Improvements in the search engine that allows query processing and targeting of results Business intelligence Social computing Additionally, migrating customers from SP2007 and SP2010 would allow ITS to offer and support one standard SP service for campus. Project Description After conducting an initial evaluation of hosting options, the SP2013 production environment has been built and deployed utilizing an on premise, fully virtual infrastructure. The on premise option was selected due to limitations at the time with Microsoft s SP cloud offering, such as concerns around supporting the size of the current ITS environment and the absence of some required features. Once the migration to SP2013 is complete, an evaluation of future hosting options (e.g., on premise, cloud or hybrid) will be conducted. It is important to note that regardless of the future hosting option selected, all current SP customers must first migrate to SP2013 in preparation. Early adopters, including Financial Information Services (FIS) one of ITS s largest SP customers have been extensively testing the environment since February 2014, including simulating the actual FIS migration itself. As a result of this testing, both ITS and FIS believe the environment is production-ready. Page 1 of 10
Additionally, the ISO has verified that the environment complies with the minimum requirements for Category-I data The migration will be performed in phases: Phase 0 Early adopters and (FIS) migration to SP2013 Phase 1 SP2007 to SP2013 migration Phase 2 SP2010 to SP2013 migration Individual migration project plans (including testing and communications plans) will be developed in collaboration with each customer. Scope The following deliverables or tasks are in scope for this project: In Scope 1. Build SP2013 production environment. 2. Test and certify SP2013 production environment. 3. Creation of customer-facing documentation (e.g., migration instructions, knowledge base, etc.). 4. Develop and publish SP2013 service level agreement (SLA). 5. Service rate and billing review. 6. Migrate existing SP2007 and SP2010 customers to new on SP2013 environment. 7. Evaluation of future hosting options (e.g., on premise, cloud or hybrid). Out of Scope The following deliverables or tasks are out-of-scope for this project: 1. Migration to hosting options other than on premise SP2013. This will be initiated once this project is successfully completed, if applicable. Project Goals 1. Consolidate all campus SharePoint customers on SP2013 environment. 2. Retire SP2007 and SP2010 environments. 3. Determine future SP hosting strategy (on premise, cloud, or hybrid). Project Schedule Date/Status Task Name Resource Names Complete SP2013 production build Loren Schooley Complete Phase 0: Migrate FIS from SP2007 to SP2013 Loren Schooley SharePoint 2013 Project Charter Page 2 of 10
Sam Westerfeld June 2014 SharePoint project charter approved David Moss/Steering Committee June 2014 Create documentation and service level agreement (SLA) James Mosqueda Loren Schooley Sam Westerfeld July 2014 Phase 1 customer migrations begin Loren Schooley Sam Westerfeld July 2014 Phase 2 customer migrations begin Loren Schooley Sam Westerfeld May 2015 Phase 1 ends Loren Schooley Samuel Westerfeld June 2015 Retire SP2007 service (data will still be available in read-only state for a period of time after retirement still to be determined) Loren Schooley August 2015 Phase 2 ends Loren Schooley Samuel Westerfeld September 2015 Retire SP2010 service (data will still be available in read-only state for a period of time after retirement still to be determined) Loren Schooley SharePoint 2013 Project Charter Page 3 of 10
Project Management, Team and Governance Role Name(s)/Organization(s Responsibilities Executive Sponsor(s) Trice Humpert, ITS Systems Responsible for the success of the project. Customer Steering Committee Linda Buckley, ITS University Data Center Aaron Choate, University of Texas Libraries Alex Cruz, Intercollegiate Athletics Oliver Gomez, College of Pharmacy Paul Ledbetter, Division of Housing & Food Service Noemi Nieto, ITS University Data Center Roy Ruiz, Technology Resources Sara Somabhatta, University Development Office Diana Urban, Financial Information Systems Micheal Waitley, School of Law Strategic project guidance and validation, management support, and resource allocation. Project Manager David Moss, ITS Systems Provide project planning, coordination, and communications. Provide overall status reporting of deliverables to the project team and identified stakeholders. Track progress toward completion of the identified project goals. Meeting organization and overall meeting facilitation. Organize and run research and data-gathering efforts; generate documentation and communication. Customer Migration Coordinator Brian Hurdle, ITS Systems Amy Favela, ITS Systems Assist with developing unique migration plans for each customer. Technical Lead Loren Schooley, ITS Systems Confirm solution conforms to the standard operation guidelines of campus services. Technical Team Stakeholder(s), ITS Systems, ITS Systems Robert George, ITS Systems Sam Westerfeld, ITS Customer Support Services Charlie Scott, Information Security Office Campus SharePoint community Information Technology Services (ITS) Information Security Office (ISO) Implement solution that conforms to the standard operation guidelines of campus services. Those impacted by the project. SharePoint 2013 Project Charter Page 4 of 10
Project Facilities and Resources The following facilities and resources will be required for this project. ITS Systems Shared Campus Services will provide technical expertise and migration planning. ITS Systems Core Integration will provide support for service aliases. ITS Customer Support Services will assist with creation of the user-facing documentation and provide 1 st and 2 nd level support during the migration and once the service is in production. The Information Security Office (ISO) will ensure the SP2013 environment meets the minimum Category-I requirements. Technical Support Contacts in each school, college and department will help coordinate the extensive advance testing and communication necessary to minimize any potential disruption due to the migration. Impact Analysis Existing SP customers may require training. May lead to increased adoption or business uses of SP service. Assumptions The following assumptions have been made for this project: A steering committee will provide project oversight. The Web Technologies and Infrastructure (WTI) oversee central Web technologies and infrastructure as well as provides best practices and guidelines for the campus community. The WTI committee reports to the Architectural and Infrastructure Committee (AIC). As such, the project will adhere to the IT Governance structure. Chronological customer-by-customer migration schedule has not yet been determined. The project team will work with each customer individually to assess when they are ready to move. When possible, priority will be given to SP2007 customers. Project staff resources, including external vendor resources, will be available when and as needed. Constraints Regardless of the future hosting option selected, all current SP customers *must* first migrate to SP2013 in preparation. Server hardware for SP2007 and SP2010 environments reach end of life on August 31, 2014. Extended warranties for existing hardware and/or replacement hardware/virtual machines will be obtained. Tier 1 Storage is required for this service. Increased adoption may require additional storage and increase costs. SharePoint 2013 Project Charter Page 5 of 10
Risks SharePoint 2013 Project Each customer should identify someone who can assist with coordinating communication and training for their staff. Failure to do so introduces significant risk to the migration. Customers with schedule constraints should be identified and prioritized. It will be important to obtain written schedule and resource commitments in advance from these customers. Some customers (e.g., UT Police Department) may require additional resources and potentially a different service level agreement. New customers requesting SP service while the migration project is underway will require additional staff resources. This may have an impact on the project schedule. Content retention policies for customers migrating from SP2007 and SP2010 should be agreed to in writing and customers should be directed to contact the university s records management officer, Maryrose Hightower-Coyle. This will be necessary in order to retire SP2007 and SP2010 hardware. Existing customizations in SP2007 and SP2010 will add scope to some migrations. It is an essential requirement to purchase migration management software to automate discovery of potential technical bottlenecks. SP2013 management software should also be purchased to reduce cost of staff administration. End users should receive training as part of their migration to SP2013. Failure to provide training may result in user frustration and loss of productivity. Customer migration method(s) should be accounted for in scheduling. Governance and Information Architecture should be understood by all project team members and governance committees. See Governance and Information Architecture for your SharePoint migration for more information. Revision History Version Date Updater Name Description V1.0 4/19/14 James Mosqueda Initial draft. V1.1 5/2/14 David Moss Updates to several sections. V1.2 5/9/14 /David Continuing to build out document in multiple sections. Moss V1.3 5/16/2014 David Moss/Project Team Updated after meeting with project team on May 15. V1.4 5/19/2014 David Moss Updated with feedback from Executive Sponsor. V1.5 5/21/2014 David Moss Defined project steering committee members. V1.6 5/27/2014 David Moss ITS Senior Staff feedback incorporated. V1.7 6/6/2014 David Moss WTI committee feedback incorporated. V1.8 6/18/2014 David Moss WTI signatures added. V1.9 6/25/2014 David Moss Steering committee feedback and approvals incorporated. SharePoint 2013 Project Charter Page 6 of 10
Signatures Name Role Signature Date Alex Cruz Khaled Jaber WTI & Steering Committee Member, Intercollegiate Athletics WTI Committee Member, Moody College of Communication Electronic 6/18/2014 Electronic 6/18/2014 Brenda George WTI Committee Member, College of Natural Sciences Electronic 6/18/2014 Amenity Applewhite WTI Committee Member, School of Architecture Electronic 6/18/2014 Lori Lacy WTI Committee Member, LBJ School of Public Affairs Electronic 6/18/2014 Jason Mayhew Jeremey Cumbo WTI Committee Member, Cockrell School of Engineering WTI Committee Member, University Development Office Electronic 6/18/2014 Electronic 6/18/2014 Adam Norwood WTI Committee Member, School of Law Electronic 6/25/2014 Tim Fackler WTI Committee Member, College of Liberal Arts Electronic 6/25/2014 Paul Ledbetter Steering Committee Member, Division of Housing & Food Service Electronic 6/26/2014 Trice Humpert Executive Sponsor, Information Technology Services Electronic 6/26/2014 Diana Urban Steering Committee Member, Financial Information Electronic 6/27/2014 Systems Michael Waitley Steering Committee Member, School of Law Electronic 6/27/2014 SharePoint 2013 Project Charter Page 7 of 10
Appendix A SharePoint 2007 and 2010 Detailed List 2010 Site Collections 300GB 2007 Site Collections 400GB total 700GB Customer Name SP2007 URL Capacity 8 Web Applications, 28 root site collections 392.69 Cockrell School of Engineering https://sharepoint.engr.utexas.edu 62478.9 Biophotonics Research Group https://sharepoint.engr.utexas.edu/research/tunn ell 757.7 Jackson School of Geosciences https://intranet.jsg.utexas.edu 52381.6 College of Natural Sciences https://direct.cns.utexas.edu 854.3 University Operations https://ecs.austin.utexas.edu 48919.6 University Operations, Capital Projects https://ecs.austin.utexas.edu/capital-projects 1.4 University Operations, University of Texas Police Department https://ecs.austin.utexas.edu/utpd 497.5 University of Texas Libraries https://sharepoint.lib.utexas.edu 19224 Information Management and Analysis https://sharepoint.ima.utexas.edu 1267.6 Austin Technology Incubator https://sharepoint.austin.utexas.edu/ati 14.1 California Leadership Alliance for Student Success https://sharepoint.austin.utexas.edu/cclp-class 2.9 College of Fine Arts https://sharepoint.austin.utexas.edu/cofa 561 College of Liberal Arts https://sharepoint.austin.utexas.edu/cola 18939.3 College of Communication https://sharepoint.austin.utexas.edu/communicat ion/projects 95.5 Center for Social Work Research https://sharepoint.austin.utexas.edu/cswr 60139.5 Division of Diversity and Community Engagement https://sharepoint.austin.utexas.edu/ddce 19866.7 UT Faculty IT Committee https://sharepoint.austin.utexas.edu/facit 31.9 Financial Information Services https://sharepoint.austin.utexas.edu/fis 53485.8 Global Commercialization Group https://sharepoint.austin.utexas.edu/gcp 2514.3 UT Geofluids https://sharepoint.austin.utexas.edu/geofluids 48654.2 Hogg Foundation https://sharepoint.austin.utexas.edu/hogg 10442.4 College of Education, Institute for Public Schools Initiatives https://sharepoint.austin.utexas.edu/ipsi 3.8 Multiple Audio and Video Drop https://sharepoint.austin.utexas.edu/mad 89.2 UT System - Office of Telecommunication Services https://sharepoint.austin.utexas.edu/ots 453.4 Sanger Learning and Career Center https://sharepoint.austin.utexas.edu/slcc 1 UTeach Institute https://sharepoint.austin.utexas.edu/uteachinstitute 275.3 Information Resources Division https://sharepoint.austin.utexas.edu/utpb/ird 1.2 Development Office https://mydev.giving.utexas.edu 157.4 Customer Name SP2010 URL Capacity 6 Web Applications, 51 root site collections 289.88 UT Athletics https://athleticsdept.com 282.8 Construction Industry Institute https://ciishare.construction-institute.org 12848.7 SharePoint 2013 Project Charter Page 8 of 10
UT Law School SharePoint Home https://share.law.utexas.edu 5 UT Law Centers https://share.law.utexas.edu/center 5471.8 UT Law Clinics https://share.law.utexas.edu/clinic 51602.6 UT Law School Departments https://share.law.utexas.edu/depts 35228.4 UT Law School Faculty SharePoint https://share.law.utexas.edu/faculty 825.9 UT Law School Journals https://share.law.utexas.edu/journals 130653. 8 UT law Student Organizations https://share.law.utexas.edu/studentorgs 1654.8 SharePoint site for Process Industry Practices https://sharepoint.pip.org 2659.2 SharePoint 2010 Support https://sp.austin.utexas.edu 24.2 AthleticsDept.com https://sp.austin.utexas.edu/ath 7.8 Office of Communication and Strategy Management https://sp.austin.utexas.edu/communication/proj ects 109 ITS Applications https://sp.austin.utexas.edu/its/apps 4234.1 ITS DAS https://sp.austin.utexas.edu/its/das 2642.5 ITS Information Analyst Training Program https://sp.austin.utexas.edu/its/iat 840.9 ITS Infrastructure Services, Engineering & Construction https://sp.austin.utexas.edu/its/infrastructure 1421.8 ITS IT Reviews https://sp.austin.utexas.edu/its/itreviews 9 ITS Multimedia Audio and Video Drop https://sp.austin.utexas.edu/its/mad 96.8 ITS Senior Staff https://sp.austin.utexas.edu/its/senior-staff 399.2 ITS Systems https://sp.austin.utexas.edu/its/systems 654.2 ITS Networking and Telecommunications https://sp.austin.utexas.edu/its/telnet 8.1 ITS SharePoint 2010 Tier 2 Support https://sp.austin.utexas.edu/its/tier2 6.9 ITS University Data Center https://sp.austin.utexas.edu/its/udc 31962.7 ITS User Services https://sp.austin.utexas.edu/its/user-services 1679.3 ITS VOIP Work Group https://sp.austin.utexas.edu/its/voip 47.3 ACES IT Group https://sp.austin.utexas.edu/sites/aces 8.1 ITS Business Continuance and Disaster Recovery https://sp.austin.utexas.edu/sites/bcdr 254.5 Business Productivity & Shared Services Project Site https://sp.austin.utexas.edu/sites/busproductivity 714.2 College of Natural Sciences (testing only) https://sp.austin.utexas.edu/sites/cns 30.4 CT4L https://sp.austin.utexas.edu/sites/ct4l 4.9 Center for Teaching and Learning https://sp.austin.utexas.edu/sites/ctl 407.8 Health and Human Services Commission (LBJ School) https://sp.austin.utexas.edu/sites/hhsc 1207.2 Information Management and Analysis https://sp.austin.utexas.edu/sites/ima 4.5 ITS Management https://sp.austin.utexas.edu/sites/itsm 11.4 Center for Energy and Environmental Resources https://sp.austin.utexas.edu/sites/methanestudy 142.9 School of Nursing https://sp.austin.utexas.edu/sites/nursing 162 Office of Technology Commercialization https://sp.austin.utexas.edu/sites/otc 11.6 College of Pharmacy https://sp.austin.utexas.edu/sites/phr 1733.4 Project Management Special Interest Group at UT Austin https://sp.austin.utexas.edu/sites/pm-sig 12.7 PowerPoint Broadcast https://sp.austin.utexas.edu/sites/powerpoint 1.3 SharePoint Sandbox https://sp.austin.utexas.edu/sites/sandbox 6.4 Shared Campus Services https://sp.austin.utexas.edu/sites/scs 33.4 Utilities & Energy Management https://sp.austin.utexas.edu/sites/uemcontrols 25 SharePoint 2013 Project Charter Page 9 of 10
SharePoint Page https://sp.austin.utexas.edu/sites/ut 6078.9 University of Texas Web Project https://sp.austin.utexas.edu/sites/utwp 60.4 SharePoint 2013 Project Charter Page 10 of 10