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Project Closure Checklist - DOC 1 by 7eraZxL

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									                                Project Closeout Report
 Project Name               Enterprise Operations Business Continuity
                            – Disaster Recovery Assessment and                Date                 7/20/2010
                            Feasibility Study
 Executive Sponsor          DoIT Secretary Marlin Mackey                      Lead Agency          DEPARTMENT OF
                            DoIT Deputy Secretary Bob Mayer                                        INFORMATION
                                                                                                   TECHNOLOGY (DOIT)
 Project Manager            DoIT Mary Wanda Anaya                             Agency Code          361


 PROJECT DESCRIPTION (PROVIDE A BRIEF DESCRIPTION AND PURPOSE FOR THIS PROJECT)

 The Department of Information Technology received funding for a Disaster Recovery (DR) Assessment and
 Feasibility Study to determine the best approach for redundancy for its most critical Information Technology (IT)
 based services and applications. The purpose of this project was to determine the most cost effective means of
 providing this service.

 The Initiation Phase of this project includes three visits to the state of Colorado, Arizona, and Oregon to
 understand and see their operating solutions to providing redundancy within their data centers; to include
 business continuity and consolidation efforts. In conjunction with the out of state site visits, selected vendors that
 operate commercial data centers which provide cold, warm and hot recovery services were toured. In-state
 commercial data centers were also toured. The sites visits included an assessment of their offering for Business
 Continuity and DR management services.

 The Planning Phase of the project included meeting with business partners to define the needs for the DR
 Assessment and Feasibility Study. This portion of the project was developed in house. A high level BIA was
 conducted. The development of the scope of work for the study and the established requirements for research DR
 services was completed.

 The Implementation Phase of this project includes a DR Assessment and Feasibility Study. The DR Assessment
 included a Threat and Risk Assessment. The Feasibility Study determined the top critical applications for the
 State of New Mexico and provided the DR recommended model per critical application. The top twelve (12)
 critical applications spanned across ten (10) agencies. Each agency was interviewed by the project team to
 assess their Business Continuity and Disaster Recovery preparedness. Within the study are also
 recommendations for possible DR efforts for consolidating applications and platforms for greater cost savings and
 operating efficiency.

 In order for Business Continuity to be successful within the state it is essential that agencies have at lease one
 staff member that is knowledgeable in Business Continuity in order for the agency to evaluate the
 recommendations brought forth by the Feasibility Study. Two (2) Business Continuity Awareness classes and
 one Business Continuity Planning class were provided to the agencies. Some agencies took advantage of the
 training and sent staff to all classes. The Office of Business Continuity staff also attended formal training and
 received the Certified Business Resilience Manger (CBRM).




                                                  Schedule and Budget
 Planned Start Date                  December 1, 2008                  Actual Start Date                December 1, 2008
 Planned End Date                       June 30, 2009                  Actual End Date                   June 30, 2010
 Planned Cost: (Budget)                  $ 250,000.00                  Actual Cost: (Total)               $ 249,793.31

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                                Project Closeout Report
      Professional                      $ 200,000.00                         Professional                      $ 199,974.80
       Services                                                                Services
      Hardware                              $ 0.00                           Hardware                             $ 0.00
      Software                              $ 0.00                           Software                             $ 0.00
      Network                               $ 0.00                           Network                              $ 0.00
      Other                              $ 50,000.00                         Other                             $ 49,818.51



 Appropriation History (Include all Funding sources,    e.g. Federal, State, County, Municipal laws or grants)

                            Amount                                              Funding Source(s)
    Fiscal Year
 2009                 $250,000.00                                  Laws 2008, Ch. 3, Section 7(13)
                                             For an assessment and feasibility study for redundancy of the most
                                             critical information technology-bases services and applications.




                                                    Scope Verification
 Requirements Review                                                              Yes         No           Explanation/Notes
 Were the project objectives (expected outcomes) accomplished?                      X
 Were all Deliverables submitted and accepted?                                      X
                                                                                                     IV&V exception for study.
 Did the IV&V vendor verify that all deliverables met the requirements?                       X      DoIT Quality Assurance
                                                                                                     provided.
 Have all contracts been closed?                                                    X
 Have all final payments been made (i.e., invoices paid)                            X
 Has adequate knowledge transfer been completed?                                    X



 TRANSITION TO OPERATIONS: (DESCRIBE AGENCY PLAN TO MIGRATE PROJECT SOLUTION TO PRODUCTION.
 INCLUDE DOIT IMPACT IF DIFFERENT THAN PREVIOUS REPORT)
 The information gathered within the study provided the requirements that formulated the mandatory specifications
 for the scope of work for the DoIT Disaster Recovery and Data Resilience Data Center Site(s) RFP.




                                              Maintenance/Operations
                                                                               Yes       No             Explanation/Notes
 Are there recurring maintenance/operational costs for the
                                                                                          X        $ per Year
 product/service?

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 Are there any recommended enhancements or updates?                                   X      (Attach comments)
 Funding source for maintenance/operational costs? N/A (Describe)



 BUSINESS PERFORMANCE MEASURES (COMPLETE FOR ALL PHASES)
 COMMENTS:




                    COMPLETION
 PHASES                                         GOALS/OBJECTIVES                    AMOUNT                RESULTS
                    DATE




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                    May 11, 2009     Business Objective 3 –               $49,818.51              1. January/February
 Initiation:                         Ability to resume critical business                             2009 – New Mexico
                                     functions, i.e. business continuity                           Northrop Grumman
                                     Business Objective 4 –                                        BigByte
                                     Identify cold, warm, hot sites and                            Oso Grande
                                     mange DR services.                                            Qwest
                                     Business Objective 6 – enable an                             2. March 2009 -
                                     individual from each agency to work                             Colorado
                                     directly with the OBC who will be                             State of Colorado
                                     responsible for departmental                                  eFort DR DC
                                     business continuity and recovery.                             IBM BC Resilience
                                     Technical Objective 1 – Evaluate                                Center
                                     the impact to DoIT business /                                 Qwest DR Center
                                     operational functions resulting from                          Cisco Cyber Center
                                     a disaster                                                    State of Michigan(ph)
                                     Project Goals                                                3. May 2009 - Arizona
                                     1. Other State Government Site                                State of Arizona
                                          Visits                                                   I/O DC
                                     2. Out-of-State Commercial Site                               SunGard DR Site
                                          Visits                                                   AZ State Univ 3DC
                                     3. In-State Commercial Site Visits                           4. August 2009 -
                                     4. Education Site Visits                                        Oregon
                                     5. Business Continuity                                        State of Oregon
                                          Agency/DoIT Staff Training                               CIO Advisory
                                     6. Business Continuity Staff                                    Committee
                                          Training **                                              Intel – Lights Out
                                                                                                   Opus Interactive
                                                                                                   Infinity Internet
                                     ** Training was moved to April 2010
                                                                                                  5. April 2009 –
                                     (due to budgets were placed on
                                                                                                     Washington
                                     hold)
                                                                                                   Business Continuity
                                                                                                     Training
                                                                                                   Business Continuity
                                                                                                     Certification
                                                                                                  6. April/ May 2010 –
                                                                                                     New Mexico
                                                                                                   Business Continuity
                                                                                                     Awareness Training
                                                                                                   Business Continuity
                                                                                                     Plan Training


                    March 12,        Project Goals                                    $ 0.00      March 12, 2009
 Planning:          2009             1. Project Plan
                                                                                                  POD Inc. contract:
                                     2. Define Needs
                                     3. Develop Scope of Work for DR                              Activities:
                                         Assessment and Feasibility                               1. Threat and Risk
                                         Study                                                        Assessment.
                                                                                                  2. Critical Applications
                                                                                                      Assessment
                                                                                                  3. Overall Disaster
                                                                                                      Recovery
                                                                                                      Recommendations



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 Implementation:    March 30,        Business Objective 1 – Identify             $ 199,974.80     Del #1 Discovery
                    2010             the state’s mission critical systems.                        Document
                                     Technical Objective 2 – Define the
                                                                                                  Del #2 Threat Analysis
                                     amount of sustainable time from
                                                                                                  Report
                                     outage to recovery of IT
                                     infrastructure                                               Del #3 Risk Analysis
                                     Technical Objective 3 – IT                                   Report
                                     Recoverability Assessment /                                  Del #4 Threat & Risk
                                     Strategy recommendations –                                   Recommendations
                                     Evaluate DoIT’s data center’s                                Document
                                     recovery capability using current                            Del #5 Critical
                                     processes and procedures for                                 Applications
                                     services above. Recommended                                  Determination
                                     improvements will be made to meet
                                                                                                  Del #6 Evaluate Selected
                                     the Recovery Point and Recovery
                                                                                                  agencies BC & DR Plans
                                     Time Objectives.
                                     Project Goals                                                Del #7 Evaluate Twelve
                                     POD Inc. Contract                                            Critical Applications
                                     DR Assessment and Feasibility                                Architecture
                                     Study                                                        Del #8 Critical
                                     1. Conduct a Threat and Risk                                 Applications
                                          Assessment                                              Recommendations
                                     2. Conduct a Critical Application                            Del #9 Determine
                                          Assessment                                              Disaster Recovery efforts
                                     3. Provide Overall Disaster                                  for Developing Linkage of
                                          Recovery Recommendations.                               Like Applications and
                                                                                                  Platforms Report
                                                                                                  Del #10 Overall Disaster
                                                                                                  Recovery
                                                                                                  Recommendations


 Closeout:          June 30, 2010    Business Objective 2 –                              $0.00    RFP# 00-361-00-01416
                                     Make accessible the critical and
                                     vital computer production
                                     environments for each agency                                 DoIT Disaster Recovery
                                     within the timeframe specified by                            and Data Resilience Data
                                     each agency                                                  Center Site(s)
                                     Business Objective 5 –
                                     Provide business systems that                                Category-1 Resilience
                                     support and enhance the efficiency                           Data Center Site (GOLD)
                                     of State Agencies and sustain their
                                                                                                   Production/Failover
                                     ability to deliver services to the
                                     citizens of New Mexico                                        Available 24x7x365
                                     Technical Objective 4 – Continue
                                     to implement Redundant Network                               Category-2 Hot Data
                                     Recovery strategies and develop                              Center Site (SILVER)
                                     documentation to support the
                                     switching of systems to the backup                            Host Equipment
                                     networks that will meet                                       Operating System
                                     Business/Operational recovery                                 Application Software
                                     requirements.                                                 Copy of Data – test
                                                                                                   Available within 8 hrs


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                                                                                                Category-3 Warm Data
                                                                                                Center Site (BRONZE)
                                                                                                 Racks, Power, Data
                                                                                                 Available within 24
                                                                                                   hrs
                                                                                                Category-4 Cold Data
                                                                                                Center Site (PAPER)
                                                                                                 only floor space
                                                                                                 Available within 72
                                                                                                   hrs



 LESSONS LEARNED
     1. When the product of the project is a study, it is critical to the project to include a requirement in
        the contract for a technical writer. The reports that were initially received from the contractor were not
        written well. On the first half of the contract the Office of Business Continuity exhausted resources and
        time, working with the contractor’s project manager to clean up the reports. This issue with the quality of
        the reports was brought to the contractor’s attention. The contractor did respond and restructured the
        process to route reports to a more qualified individual with technical writing skills before delivering the
        reports as a final product.

     2. When critical information is gathered through an interview process, note gathering should extend
        to include voice recording to assure all important information is documented. The contractor had
        one of their staff members responsible for taking notes at each agency interview, however when the
        notes were reviewed on the contractor’s share point site the notes were minimal and did not record all the
        information discussed.

     3. Even in small projects it is difficult for the Project Manager and the Project Team Leader to be the
        same individual. When the roles of Project Manager and Team Leader are the same person it becomes
        increasingly hard to direct the project and yet meet all the project management requirements. The
        resources to the project were also impacted by the reassignment of a key team member to another
        project.

     4. Continuous Business Continuity training is required within the State of New Mexico to educate the
        agencies that Business Continuity is not only Disaster Recovery and an IT responsibility, but an
        ongoing business process to continue providing critical services.




 IT System Analysis
 On this document, or as an attachment, provide a summary response, including changes, to
 the following IT infrastructure topics relating to this project:

 This project was a study and did not impact the following;


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      Describe or estimate this project’s impact on the State Datacenter infrastructure.
              o     Hardware (List type of hardware anticipated. Keep in mind the State Datacenter may have pre-built
                     hardware stacks available):

              o Network (Include Diagram):
              o     Software / Applications (Provide application schematic if available):
               Hosting Considerations (If not hosted at the State Datacenter describe your strategy to host at the
                     State Datacenter):



 Business Continuity Strategy
 On this document, or as an attachment, provide a summary response, including changes, of your
 business Continuity Strategy.
      Emergency and Disaster Management
                                            Business Continuity Management

          Purpose
             Business Continuity Management will ensure that the appropriate level of administrative
             management of responsibility is in place to sustain the operation of Information
             Technology critical business services following a major disaster or emergency. To ensure
             information technology support services to State government agencies with minimal
             disruption due to disasters or unforeseen events that would impact the states’ ability to
             service the citizens of New Mexico.

          Policy Statement
              The Office of Business Continuity and Disaster Recovery, under the direction of the
              Department, shall maintain and test a Business Continuity Plan. The plan will support the
              continuity of operation of the Departments information technology, to include operations
              that the Department supports on behalf of other departments or external entities.

          Procedure
             The Office of Business Continuity has the primary leadership responsibility to identify risks
             and to determine what impact these risks have to business operations. The Department’s
             Management Team shall plan for business continuity based on these risks and document
             recovery strategies and procedures in a defined business recovery plan that is reviewed,
             approved, and updated on an annual basis. The plan includes all divisions: business,
             technology and operational support. All divisions perform functions critical to sustaining
             service delivery. Responsibilities of Division Directors, IT Managers, and IT Supervisors
             (information owners) include but are not limited to:
                   Identification and prioritization of critical business processes.
                   Regular assessment of the potential impact of various types of unforeseen events
                     /disasters.
                   Definition of responsibilities and emergency arrangements.
                   Documentation of all procedures and responsibilities.
                   Communication of business continuity and recovery plans to all necessary
                     individuals.
                   Regular testing of business continuity and recovery plans.
                   Regular review of business continuity and recovery plans to ensure they are
                     correct, complete and up-to-date.


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              The specific rules and procedures guiding the responsibilities and the actions to be taken
              in the event of a disaster are specified in the Business Continuity Plan. The plan is
              assembled from the individual section plans under the direction of the Office of Business
              Continuity. The Business Continuity Plan shall include the following types of activities:

                       Procedures and criteria for Disaster Declaration that will activate the Disaster
                        Recovery Plan. Include the process for activating the hot site which will restore
                        computer systems and the statewide network within forty-eight (48) hours.

                       Define a notification process of all responsible individuals to include:
                             Incident Manager;
                             Office of Business Continuity;
                             Office of Security;
                             Division Directors;
                             Public Information Officer;
                             Line Managers

                       Define a Damage Assessment Team with procedures for making
                        recommendations to Executive Management regarding the extent of the damage
                        and whether the facilities can be used safely in a reasonable amount of time or
                        whether the hot site should be notified.

                       Include measures to ensure the health and safety of all employees. Define a team
                        of individuals with the necessary skills in evacuation plans, emergency aid centers
                        (like Red Cross, etc.). Assign coordinators for insurance claims and any other
                        concern which the employee feels is important to them and their families.

                       Procedures to recover the information systems once the employees’ needs are
                        satisfied. The following recovery teams must be identified:
                              Business Recovery Teams:
                                     o Communications Recovery Team
                                     o Finance Recovery Team
                                     o Facility Recovery Team
                                     o Records Recovery Team
                                     o Staff Recovery Team
                                     o Logistics Recovery Team
                              Technical Recovery Teams:
                                     o Infrastructure Recovery Team
                                     o Applications Recovery Team
                                     o Data Recovery Team
                                     o User Access Recovery Team

          Annual Review
             The Business Continuity Plan shall be reviewed based on a defined review process.
             Division Directors and IT Managers shall review the plan annually and submit their updates
             and modifications to the plans in June to the Office of Business Continuity. The Office of
             Business Continuity shall submit the entire plan to the Executive Management for
             approval.

      Business Resumption
          Information Technology has rapid and unpredictable changes. Some changes bring
          opportunities for the State, while others bring challenges and may present threats and risks.
          The State has to be responsive yet seamless when providing services and while implementing
          new technologies that embrace these opportunities.

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          However, one of the fastest and most certain ways to seriously impact the State today is to cut
          off its flow of information. Data is the means that supports the States business. An interruption
          of hours to normal data access can result in enormous cost to the State. If the interruption is a
          major incident; the impact may be severe and take months to recover. Planning for just
          disaster recovery is not enough. What is needed is to ensure that the data is always
          accessible. By building resilience into the systems that provide the State’s services, business
          value can be increased, operational efficiency improved and potential points of failure
          removed.

          How can the State build resilience? Opportunities are presented when new systems are
          planned or systems require replacement. At that point systems may be designed with a
          resilience architecture that provides continuity of operations. The new SHARE system is
          designed with such resilience in a grid computing architecture. Grid computing enables groups
          of networked computers to be pooled and provisioned on demand to meet the changing needs
          of the State. Instead of dedicated servers and storage for each specific application, grid
          computing enables multiple applications to share computing infrastructure, resulting in much
          greater flexibility, cost, power efficiency, performance, scalability and availability, all at the
          same time. Grid computing may also scale out capacity on demand in smaller units, instead of
          buying oversized systems for peak periods or uncertain growth. A failed or unneeded machine
          may be removed without interruptions in service; which will save cost and provide continuity of
          operations. Half the grid for SHARE will reside at the State Data Center housed at the Simms
          Building and the other half will be hosted at the State Resilience Data Center.


      Operational Recovery Planning
          Disaster Recovery for Equipment
          The contract with Mainline Disaster Recovery Services, LLC. for replacement of equipment
          remains in place. The agreement is that MAINLINE will replace equipment through, its own
          inventory, or through other sources such as an equipment reseller, distributor, or directly from
          the equipment manufacturer, for the purpose of selling, leasing, or renting IBM and OEM
          equipment to DoIT in the event of such a disaster.

          DoIT must submit an accurate description of equipment configuration for equipment within the
          Simms Data Center within thirty (30) days of the Mainline agreement and within sixty (60) days
          of any modification of the configuration. Mainline agrees to include all non-IBM hardware,
          including Servers, PC’s, LAN’s, Networks, etc., to the agreement for no additional monthly
          subscription provided DoIT makes available the equipment configurations.

          Disaster Recovery Testing
          DoIT has upgraded the hardware for the Mainframe system. The upgrade of the operating
          system (OS) is in process and is scheduled for completion in FY11. DoIT has completed
          Phase II of the State’s Data Center Upgrade. Due to these upgrades and the BC DR Study
          that provided the Disaster Recovery Site for the State testing will be schedule when the
          resources become available. Currently we have proven backups (restored systems and data
          from tape within the past six months). We move backup tapes off-site with regular rotation
          schedules and within a few weeks the new Disaster Recovery and Data Resilience Site
          Services contract will be in place.

          The tentative plan for DR testing for the Mainframe was to develop an agreement with the
          Department of Work Force Solutions (DWS) and DoIT to share Mainframe systems for DR
          testing. DWS was to move their Mainframe to the new DR site and there would be a shared
          cost to bring that system up to the level for DR testing. DWS would perform their testing on
          the Mainframe at the Simms Building. Since DWS has plans to move off the Mainframe in a
          couple of years the plan may change to a managed service. However, with the recent
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          changes in the DWS administration; DWS and DoIT must meet and define a new plan of
          action.

          When the DR Mainframe is defined the testing will be done in phases. The first phase for DR
          testing will be the connectivity to the new site. The mainframe operating system files will be
          recovered next. The following phase of the recovery will be the client portion that will involve
          scheduling staff from DoIT and agencies which have systems on the mainframe. DoIT will
          work closely with those agencies to finalizing the schedules for testing.

          In the plan the next systems to test will be the Enterprise SHARE and Enterprise Email.
          However the resilience design of these systems may move their testing before the Mainframe
          and will be done during the implementation of the systems. These systems will also involve
          coordinating efforts with key agencies.

          The final objective will be to conduct regular DR testing that will assure DoIT will provide
          seamless and uninterruptible Enterprise Services.


          Disaster Recovery Communication Efforts
          The TIWA Core Communication Hub has been relocated for the Rio Grande Corridor to 505
          Marquette. This is the core location for Qwest, NMSU, UNM, NMTech, TriState,
          SuperComputer, termination site for South-East Quadrant, etc. This location positions DoIT to
          provide a path for DR Enterprise Communications.

          DoIT is also working with Qwest on establishing state mission critical communications links as
          follows.

                    1. TSP (Telecommunications Service Priority) - In the event of a disaster this
                       program provides the legal means for the telecommunication industry to provide
                       preferential treatment for recovery of services for our public safety related sites.

                    2. Q-Routing Services– QWEST will provide a rerouting of mission critical
                       predefined voice services in the event of a outage or an emergency.

                    3. G-Card Service– Key staff priority calling for key staff in the event a Disaster,
                       when communication is restricted to only emergency response.

                    4. Currently reviewing state enterprise telecommunications infrastructure, for future
                       MPLS service, which will transparently re-direct all major communication links to
                       continue state services.




 Security Strategy (Application and Data Security Process, Plan, or Standard)
          Physical Security Systems

          The Department of Information Technology has installed and implemented a state of the art security
          access control and video surveillance system. The security system consists of biometric and proximity
          card readers and video surveillance throughout the agency.

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          Improving Sentry Functions
          Security Technicians uncover many of incidents every year. Functions are over dependent on human
          conditions. These are some of the initiatives that will improve the process.

             Install Security Information Event Management - One of the essential elements of security is
              logging events of various intrusions and anomalies. In Fiscal Year 2010 and expanding to 2011 the
              security information event management will be implemented to provide a minimum of thirty days of
              retention and include all core security, network and server devices. This will provide greater visibility
              of information events. The hardware was installed in 2010 and a professional services contract is in
              process. The estimated completion date is September 1, 2010.

             Firewall Upgrades - DoIT currently manages several firewalls for itself and various agencies. Most
              firewalls on state core network are outdated. In Fiscal year 2011 DoIT will upgrade the core Internet
              firewall with high availability. DoIT also has plans to upgrade several Intranet firewalls. In 2010 the
              ISP firewall was replaced with a new faster model.

             Install a Core Intrusion Detection and Prevention System (IDP) - Developing an enterprise IDP
              solution greatly improved the level of security of state data communication. IDP systems can
              automatically recognize the signatures of attacks. The IDP solution was implemented in May of 2009

             Annual Vulnerability Assessment - Annual network security assessments will be conducted by a
                           rd
              reputable 3 party vendor. This will verify appropriate security configurations, patch levels, device
              vulnerabilities, hot fixes, unused services, open ports, share permissions and restricted groups are in
              place. The security assessments are planned and waiting on a funding source.

             Security Scans - DoIT will perform vulnerability assessments for all agencies/customers on state
              Intranet network with new network vulnerability appliance. Devices in the data center will also be
              scanned for security vulnerabilities quarterly. The plan for moving forward with the scans requires
              funding as well as staffing resources.




 Project Sign Off
 The signatures below certify that this project has been completed in accordance to the specified budget, schedule,
 scope, and achieved the intended outcome.
 STAKEHOLDERS                                                   NAME: SIGNATURE                                 DATE

 Executive Sponsor
 (or Designee)
 Lead Agency Head
 (or Designee)

 CIO IT Lead

 Project Manager




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