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Data Center Relocation Project
UNCC Data Center Relocation
Project Management Plan v1.0
Document Owner: Information Technology Services
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Data Center Relocation Project
Document Control
File
S:\ITS\Shared\Projects\Data Center Relocation
directory
Version Control:
Version
Date Description, Reasons, Comments Approvals
Number
V1.0 January 8, 2009 Initial draft – C.E. Pierce
V1.1
V1.2
V1.3
V1.4
Amendment History:
This section is to be filled in for changes made after the PMP has been approved by the
Project Steering Committee.
Section Page(s) Release Issued Comments
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Sign-off:
By signing this authority we agree to the scope of the Data Center Relocation project, the
way it will be managed and the outcomes to be delivered. We acknowledge this document
can be base-lined at this time and a signed Change Request Form will support any
subsequent variations.
Project Sponsor Jay Dominick <<Signature>> ____/____/____
Project Owner Tom Lamb <<Signature>> ____/____/____
Pat Barber/C.E.
Project Manager <<Signature>> ____/____/____
Pierce
Glossary
DCR Data Center Relocation
ITS Information Technology Resources
PMP Project Management Plan
CAB Change Advisory Board
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Data Center Relocation Project
Table of Contents
1 INTRODUCTION ....................................................................................................... 5
1.1 PURPOSE OF THIS DOCUMENT ............................................................................... 5
1.2 PROJECT BACKGROUND ........................................................................................ 5
1.3 PROJECT OBJECTIVES AND SCOPE ........................................................................ 5
1.3.1 Objectives.................................................................................................... 5
1.3.2 Project Scope .............................................................................................. 5
1.4 FUNDING.............................................................................................................. 5
1.5 PROPERTY/ACCOMMODATION ..............................ERROR! BOOKMARK NOT DEFINED.
1.6 ASSUMPTIONS ...................................................................................................... 6
1.7 CONSTRAINTS ...................................................................................................... 6
1.8 PROJECT SUCCESS CRITERIA ................................................................................ 6
2 PROJECT WORK PLAN ........................................................................................... 8
2.1 DEPENDENCIES ...................................................................................................11
2.2 ACCEPTANCE OF DELIVERABLES ..........................................................................11
3 PROJECT FUNDING................................................................................................12
4 PROJECT GOVERNANCE ......................................................................................15
4.1 GOVERNANCE STRUCTURE ..................................................................................15
4.2 PROJECT TEAM MEMBERS ...................................................................................17
4.3 PROJECT SUPPORT .............................................ERROR! BOOKMARK NOT DEFINED.
4.4 BUSINESS TEAMS ................................................................................................17
4.5 ADVISORY GROUPS .............................................................................................18
4.5.1 Change Advisory Board (CAB) ...................................................................18
5 PROJECT RECORDS ..............................................................................................19
5.1 PROJECT RECORDS .............................................................................................19
5.2 VERSION CONTROL ..............................................................................................19
6 PROJECT COMMUNICATIONS MANAGEMENT ....................................................20
6.1 PROJECT STAKEHOLDERS ....................................................................................20
6.2 PROJECT COMMUNICATIONS ................................................................................20
7 PROJECT PROCUREMENT MANAGEMENT .........................................................21
7.1 PROCUREMENT REQUIREMENT.............................................................................21
7.2 PROCUREMENT STRATEGY ..................................................................................21
8 PROJECT CHANGE MANAGEMENT ......................................................................22
8.1 CHANGE PROPOSALS – (ADRIAN AND OTHER ITS MANAGERS ARE DEVELOPING A
CHANGE CONTROL PROCESS THAT WILL BE USED BY THIS PROJECT) ................................22
9 PROJECT ISSUES MANAGEMENT ........................................................................23
10 PROJECT RISK MANAGEMENT .........................................................................23
11 PROJECT QUALITY MANAGEMENT ..................................................................23
APPENDIX A — PROJECT KEY DATES AND SCHEDULE ..........................................24
APPENDIX B - COMMUNICATION STRATEGY .............................................................25
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1 Introduction
1.1 Purpose of this document
This document describes the process for establishing and managing the Data Center
Relocation Project, the roles of the various team members and the required outcomes of
the Project. It serves as a common reference point to guide the work of the DCR Project
team members and the roles of stakeholders in the project.
This Project Management Plan (PMP) covers all work to be undertaken by the Data
Center Relocation Project between January 2009 and MM CCYY.
When the Project Sponsor has approved this (PMP- v1.x) it will be base-lined and any
changes will be managed according to the described Change Control procedures.
Approved changes will be reflected in subsequent versions of this document.
1.2 Project background
ITS operations and staff will be relocating primary Data Center assets to a newly designed
space within the facilities of MCNC.
The relocation brings with it a number of logistical challenges as it will see the movement
of systems and equipment from the existing Data Center on the main campus of UNC
Charlotte to MCNC in RTP, NC.
The new Data Center fit out is to meet the requirements defined in the Data Center
Architecture and Design document prepared by ITS and Cisco Consulting.
1.3 Project Objectives and Scope
1.3.1 Objectives
The Data Center Relocation Project objective is to:
Relocate select Data Center functions and assets to MCNC with minimal disruption to
University operations. Project planning and scheduling will be used to ensure that the
relocation of equipment and systems is undertaken in a predetermined order that will
minimize service downtime and impacts on University operations.
In order to prepare for future relocation initiatives, project planning and management
will document all processes, activities and assets.
1.3.2 Project Scope
The project Scope Document lists all In-Scope items which must be addressed for project
success. The Out of Scope activities listed in the Scope Documents are activities which
are related to this project but are not the direct responsibility of the Data Center Project
team or Advisory Committee.
1.4 Funding
Funding of $x,xxx,xxx has been approved for this project. For further details see the
Project Budget (Section 3).
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1.5 Assumptions
The following assumptions exist regarding the completion and delivery of any particular
activity or deliverable of the project:
This project plan defines the scope of the project;
Current funding of $x,xxx,xxx will cover the costs of the move.
1.6 Constraints
Listed below are items that constrain the project, delivery or resources:
A moratorium window to be identified for test shutdowns and relocations
Backup of systems before a test or move occurs
Stable environment conditions ( power and cooling) are provided within the Data
Center at least x weeks before first application moves
An Application Operation Plan is required for every system in the Data Center. If
these plans are not completed the move cannot occur. Operational demands on
key staff required to develop the plans could impact this critical phases of the
project.
Project funds of $xxx,xxx must be incurred by May 15, 2009.
1.7 Project success criteria
A Test and Acceptance Plan will document the acceptance criteria for each system.
Business users and IT people will be heavily involved in testing. Sign-offs will be arranged
for all.
The key success of the Data Center Relocation solution will be business sign-off and
acceptance of all applications and services after relocation to new facility.
The following items represent a checklist of factors against which the overall success of
the project will be measured at project completion.
College/Department/Administration
All services and applications are operating effectively – providing continuity of
business from the new Data Center premises.
Relocation occurs with minimal disruption to business operations
All service disruptions are planned and scheduled
Each application outage will be scheduled based on departmental constraints and
academic calendar
Technical
Relocation without damage or failures
Minimal changes onsite after relocation and move to normal production operations
Service and systems are shutdown and restarted per Application Operation Plans
and backups occur on schedule prior to move; and
The Data Center Relocation solution is implemented without the need to invoke
Disaster Recovery Plans.
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Documentation and Processes
A minimum Change Advisory Board (CAB) is functioning with agreed processes;
and
Data Center Relocation documentation reflects current environment - data
architecture and systems and processes are in place to capture future changes to
systems plans.
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2 Project Work Plan
The table below describes the key elements and processes of the project by phase which has been taken into account when developing the
Project Schedule (Appendix A).
PHASES MILESTONES MAJOR ACTIVITIES RECEIVABLES DELIVERABLES
Planning
Project Governance Confirm how project will Project scope Project Flow Chart
established be governed and confirmed by Sponsor
membership of team and Preliminary list of
Project scope confirmed committees Preliminary funding deliverables
approved
Project Flow Chart Prepare Project Flow
complete Chart
Project Management Plan Flesh out the business Governance Project Management
approved expectations expectations Plan including -
requirements and risks, Communication
Communication Plan document in Project Existing ITS Security Strategy
approved Management Plan Plans and reviews Risk Management Plan
Quality Plan
Risk Assessment endorsed Develop Communication Funding confirmed Project Compliance
Strategy Checklist
DC move Disaster Project Schedule
Recovery Plan developed
Execution
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Stage 1 Data Center Inventory Identify ITS staff who own Existing ITS Security A Plan for every System
completed. systems Plans and reviews. which includes:
Identify Business owners Exiting ITS hardware All dimensions
of all applications and and software documented after ITS
software documentation “no-change date
Signed-off Systems
Plans by owners
Stage 2 DC layout signed-off. Develop DC layout DC Floor Plan Signed DC layout
acceptance check list checklist
Stage 3 Packing, uplift, delivery of Book specialist removal Removals quotes Signed Removals
DC assets, systems and company and agree on University key dates 4 contract
plan for acceptance of move route for physical weeks before and Agreed move route
services from new DC move of selected assets. after proposed move Relocation plan
location. Develop relocation plan dates
covering all move System backup
windows and activities. timings and schedule
Names and
availability of staff to
undertake
acceptance testing
Stage 4 Business conduct Work through test plans Acceptance test Signed acceptance test
acceptance testing and identify and problems plans from Business plans from Business
with systems
Stage 5 Move checklist completed Detailed walk through Approval to proceed Implementation report
and signed-off checking all assets and to Close-down phase for Steering Committee
Resume normal Data systems in new Data and/or Sponsor
Center operations Center
Develop cut-over and Maintenance of
acceptance plans for all operational guidelines
services documented
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Close-down Project Closure Report Determine date for Post Approval to close the Project Closure Report
approved Implementation Review project and release
staff
Finalization Conduct PIR Schedule date for PIR and Input from Project Project Finalization
Archive project documents allocate resources to this. staff and stakeholders Report
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2.1 Dependencies
The following table summarises the major dependencies this project can be influenced by
if defined events do not occur:
DEPENDENT ON (WHO) RECEIVABLE AND DATE REQUIRED IMPACT IF RECEIVABLE
DELAYED OR NOT RECEIVED
MCNC Target DC built to meet ITS DC cannot move into new
Data Center Requirements building.
specification. Move put on hold until
Requirements are met.
ITS Network commissioned and Network not working,
tested prior to relocation University business
severely effected.
Change advisory Change management requests Negative impact to
Board approved in a timely manner university operations
Application owners Application sign-off for all University business likely
business systems relocating to be effected
ITS System users to confirm University business likely
applications and services are to be effected
working after relocation
Application Owners Outage windows are provided University business likely
by the business for shutdown to be effected
tests and relocations
Service owners Service owner sign-off for all University business likely
systems relocating to be effected
ITS All communications and fiber Relocation cannot occur
cabling installed prior to
relocation, including any analog
services required.
2.2 Acceptance of Deliverables
Acceptance of a deliverable occurs through the 5 stages of the Execution Phase of the
project when the Project Manager determines documented deliverables have been
received. The Project Manager will request acceptance of the overall Project by the
Sponsor and Owner who will confirm that the project meets the expected standards and
outcomes.
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3 Project Funding
The cost of this project will be met from funding provided through Project funding of
$x,xxx,xxx - managed by ITS.
Human Resource Requirements:
Staff Duration of Cost per staff
Number
Classification employment member Total
of Staff
Level on project (Salary & on-costs)
Consultant services
Internal Costs
4
Planning
Documentation
Rack Plans
Testing
Relocation
weekend
External
rd
3 Part/Vendors
Warranty Upgrades
Certification
Security services
Network
Hardware – eg:
Switches. routers
Labour -
configuration,
implementation,
testing, relocation
weekend support
Cabling
Racks
Shelves
Electrician
Cabler-
installing/testing
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Removalist
Other
Backup tapes
Total Project Costs
General Purchase & Asset Procurement:
Planned Cost
Budget Items
Human resources
General administration allowance
Other expenditure - Hardware
- Software
Total purchasing and procurement budget
Expenditure forecast:
Total
Forecast this Forecast out
project $ 0.00 financial year
$ 0.00 years
$ 0.00
budget
Source of funding allocation
Administrative funding $0.00 Departmental funding $0.00
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Planned expenditure for this financial year 2008/2009
Month July August September October November December
Planned
expenditure $0 $0 $0 $0 $0 $0
Progressive
expenditure
Month January February March April May June
Planned
expenditure $0 $0 $0 $0 $0 $0
Progressive
expenditure
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4 Project Governance
4.1 Governance Structure
The proposed structural arrangements for governance of Data Center Relocation Project
are shown in the diagram below.
Project Sponsor
Project Advisory Committee
System Administration
Business Owners Project Manager Steering Committee
Communication Manager
Data Center Relocation
Project Team
4.1.1.1 Data Center Relocation Project Advisory Committee
Chair: Tom Lamb
DCR Project Advisory Committee is the governance body for all Data Center
Relocation activities.
DCR Advisory Committee:
determines Data Center Relocation objectives and priorities, consistent with the
Data Center Requirements
Oversights delivery of agreed Data Center Relocation outcomes;
Resolves strategic Data Center Relocation issues; and
Ensures that Data Center Relocation meets the needs of the University and its
stakeholders; and
Escalates budget constraints impacting project success to the Project Sponsor
Responsible for integration, change control and business liaison between the
Data Center Relocation Project and related UNCC Projects.
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4.1.1.2 Project Sponsor
Has responsibility for Data Center Relocation, and is the Manager who the Steering
Committee refers to for escalation of Data Center Relocation issues.
The Project Sponsor: Jay Dominick
ensures Data Center Relocation meets the objectives and priorities determined
by DCR Advisory Committee;
facilitates appropriate levels of commitment and cooperation from other UNCC
business units; and
resolves major issues that impact Data Center Relocation.
Ensure communication of project activity to University Executive committee
occurs as needed.
4.1.1.3 Application Owners
Application Owners are responsible for:
acceptance testing;
sign-off of Data Center Relocation business requirements and deliverables;
ensuring effective liaison and coordination between their colleges, departments
and relevant stakeholders.
4.1.1.4 MCNC
MCNC Project Manager is responsible for:
Ensuring the successful delivery of the target Building fit out
Communicating to the DC Project Manager issues which impact on the DC
Relocation project activities and schedule.
4.1.1.5 Chief Technology Officer, ITS
The Director ITS is responsible for:
Chairing the of the Project Advisory Committee meetings
Escalating Project issues likely to impact on University business to the Project
Sponsor
4.1.1.6 Administration Steering Committee
The ASC is responsible for:
TBD
4.1.1.7 Communications Manager
The communications Manager is responsible for:
TBD
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4.2 Project Team Members
The team structure and roles outlined below are those agreed as likely to prevail for the
duration of the project. Any formal variations to the staffing and structure will be recorded
as a variation to this Project Management Plan.
TEAM ROLE TEAM MEMBER
Project Director Tom Lamb
Project Manager C.E. Pierce
Server Admin Lead Jack Jackson
Operations Lead Laura Horsky
Network Design Don Lattimore/Brian Fruits
Network Lead Dale Crook
Security Lead Carter Heath
Security Design Toby Andrews
Server Admin Design Bill Sparger/Chris Greenman
MCNC Operations Todd Brocksou
MCNC Network Design Tommy Jacobson
Cisco DC Design Lead David Chandler
Cisco Network Design Blanca Thomas
Application Systems Manager,
Computing and Distributed Systems
(C&DS)
4.3 Business Teams
The Data Center Relocation Project will be working with a number of business owners to
understand and widely communicate the impact of the Data Center Relocation project on
their business activities. Business Team members also will provide their requirements for
acceptance testing of services immediately following the relocation of DC assets to the
target location.
BUSINESS ROLE DESCRIPTION TEAM MEMBER
Staff/Faculty Provide key dates for
Managers, business/academic activities 4 weeks
either side of planned relocation
dates. Approve the Relocation Dates
before it is “locked –in” by the Project
Advisory Committee.
Support the Data Center “NO-
CHANGE” policy to ensure only
business critical changes are
requested throughout the critical
System Plan documentation phase of
the project.
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Business Acceptance testing plans developed Heads of Sections or delegated
Owners and sign-off after successful testing representatives who receive
after DC relocation has occurred. services from ITS Data Center.
Subject Matter Have experts on call from key Staff nominated by Managers
Experts business areas identified as having
critical systems.
4.4 Advisory Groups
4.4.1 Change Advisory Board (CAB)
The ITS, Change Advisory Board is responsible for reviewing all changes that impact the
Data Center System Plans.
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5 Project Records
5.1 Project records
The project team will manage all records in accordance with the Project Office, Records
Management Policy and associated procedures.
All electronic documents will be stored on the S: drive at :
S:\ITS\Shared\Projects\Data Center Relocation
The project documents will be maintaining in the following record folders and electronic
folders:
Project Management
o Approved – these are project documents that have been approved by
the Advisory committee
o Working – documents under development or not yet approved
Meetings – all project meeting Agenda and minutes
Infrastructure
Systems
Building
Paper records will be maintained under the functional heading of „Project Management‟
and stored in the ITS Project Office premises.
5.2 Version control
Every deliverable from this project will be given a version number and date. Each
document will contain an amendment history describing the changes and the change
author for each version released.
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6 Project Communications Management
6.1 Project Stakeholders
Below is a list of the Project's Stakeholders including their relationship with and possible
influence on the project. This list does not include Stakeholders within the projects
reporting structure who are detailed above.
STAKEHOLDERS RELATIONSHIP
CIO, ITS Responsible for providing strategic
direction policy advice and Governance.
CTO, ITS Responsible for the UNCC, ITS
Operations.
Change Advisory Board Responsible for reviewing all additions
and changes to Infrastructure or systems
All ITS Responsible for manage the core
elements of IT Service Delivery in UNCC,
including the documentation and support
of the IT platform required to support the
Data Center Relocation project.
IT Security Officer Responsible for defining IT security
requirements of the project
CTO, ITS Responsible for defining the Data Center
requirements and providing them to the
Subject Matter experts.
UNCC System Application owners Responsible for defining their
requirements and providing them to the
Subject Matter experts that the Data
Center Relocation project.
External Stakeholders
ITS Hosted Services, e.g. Bb
6.2 Project Communications
A formal Project Status Report will be written and distributed every week, or more
frequently at the discretion of the Data Center Relocation Project Manager. It will cover
progress against schedule, issues, risks, change control and all other matters that need to
be advised to stakeholders.
The status report will include:
General project status overview
Change requests made
High impact issues list
Risk Assessment table
Milestone dates/moves and achievements
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The Project Manager will attend any Advisory Committee meetings to discuss project
progress and issues, and to answer any questions the DCR Advisory Committee members
might have.
Appendix B provides a summary of the project communications requirements and provides
information on communication frequency and resource implications.
7 Project Procurement Management
7.1 Procurement Requirement
The project will require the procurement of hardware, network assets and software and
resources to enable the project to deliver as well as the long-term solution. Below is a list
of the items that this project will need to procure:
Servers to support production environment.
Cabling
Switches
Plugs
Software
7.2 Procurement Strategy
All procurement activities will be conducted in line with ITS Procurement Guidelines.
Most of procurement action will be undertaken through existing suppliers. At this stage it
appears that a formal tender process will not be required for any components.
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8 Project Change Management
8.1 Change Proposals –
As the project progresses, it may be necessary to request a change to the scope, budget
or the timeframe. There are two types of changes that the project will need to manage:
1) A change in the overall project scope. All such changes will be subject to the
formal process defined below.
2) System changes after “no-change “date which are required to continue University
business.
Every change requested will be appropriately documented using the Project Change
Request Form and the Project Change Request Register. All changes initiated by the
project should be documented under version numbers and updated in accordance with
standard version numbering systems.
The Data Center Relocation Project Manager is responsible for revising and reissuing
these documents as required. The Project Manager holds master copies of these
documents.
Project change control will follow the procedure identified below:
1) Change control covers any changes required to specifications, hardware
configuration, system software and documents that have been signed off as
complete.
2) A change can be raised by the Project, Business Areas, ITS and will be
documented on a Change Request form.
3) Change requests raised must be reviewed and endorsed by management in the
initiating area before submitting them to the Data Center Relocation Project
Manager.
4) The Data Center Relocation Project Manager will review and then document the
Change Requests in the Change Log.
5) Technical staff from the relevant areas will evaluate the impact of the change,
including potential risks and estimated costs.
6) A Change Plan will be produced by the Project Manager, as required, detailing the
activities, timing, personnel, contingency measures and test approach required for
effective management of the change.
7) The Data Center Relocation Project Owner will be responsible for managing the
approval of the Change Requests.
8) Stakeholder managers in effected areas will be notified as soon as practical after
approval of the Change Requests has been made.
9) Approved Change Request will be implemented in accordance with relevant
Quality Methodology procedures.
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9 Project Issues Management
Project issues will be registered managed and tracked using the Issue Log. The Project
Manager will accept responsibility for allocating all issues to the appropriate staff member,
unless an issue is managed directly by another project team member and not conveyed to
the Project Manager.
Issues that are outside the level of authority or influence of the Project Manager will
be reported on the Project Status Report and escalated for resolution to the
Sponsor using an Issue Escalation Form.
10 Project Risk Management
The risks in this project will be managed in accordance with the Risk Management Plan.
The document is located at:
S:\ITS\Shared\Projects\Data Center Relocation
11 Project Quality Management
A Quality Plan has been developed for the project. This plan is located at
S:\ITS\Shared\Projects\Data Center Relocation
The Quality Management protocols agreed by the project team for the project are as
follows:
Joint reviews at appropriate points with selected management, stakeholders and
project staff;
Regular meetings between the Project team, the Project Manager, Project Owner
and/or the Project Sponsor;
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Appendix A — Project Key Dates and Schedule
Key Dates for the project have been determined through workshop with project team
members
Project Phases
Expected phases Target Dates
Phase Start Date Completion Date
1. Planning
Project Team Role Descriptions
Quality Plan
Project Management Plan
Risk Management Plan
Project Planning Detail Checklist signed-off
Disaster Recovery Plan
2. Execution
Stage 1 – Data Center Inventory ( the “as is” v
“to be”) . Completion of Systems Plans
Stage 2 – Review and sign-off of new DC fit out
and floor plan layout
Stage 3 – Packing, uplift and delivery
Unpacking, Installation Configuration
and acceptance testing of Data
Center environment after relocation
Stage 4 – Relocation Final Checklist signed-off
and resume normal operations from new location
3. Close
Project Completion Report
4. Finalisation
Post Implementation Review Report
A project schedule for the Data Center Relocation Project is being developed in Microsoft
Project. When completed this will be located at:
S:\ITS\Shared\Projects\Data Center Relocation
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Communication Strategy
TYPE
DELIVERABLE / COMMUNICATION DELIVERY ESTIMATED WHO IS
(MANDATORY/ TARGET AUDIENCE(S) DELIVERY METHOD
DESCRIPTION OBJECTIVE FREQUENCY EFFORT RESPONSIBLE?
INFORMATION)
Project Mandatory ITS Management, Written report To provide an accurate Weekly 1 hour per Project
Status , Business & account of the project report Manager
Technical
Stakeholders
Meetings Mandatory Sponsor, Owner, Both written reports To discuss project Bi-Weekly ½ hour Project
with Project AC members and Meetings progress and issues preparation Manager
Owner/ 1 hour
Sponsor and attendance
AC
Attendance Mandatory Sponsor Meeting attendance & To discuss project TBD 1 hour per Project
at Advisory Managers answering questions progress and issues meeting Owner
Committee Advisory about project.
meetings Committee
Members
Meetings Mandatory Change Advisory Attendance and Ensure that all project As required TBD Project
with Board presentations at CAB stakeholders are when significant Manager
Stakeholders meetings aware of project milestones are
activities reached
Local Information University Informal Presentation To inform people of TBD 1 day to Communicat
awareness community the project and how it develop, ion Manager
building will impact them deliver as
sessions required
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TYPE
DELIVERABLE / COMMUNICATION DELIVERY ESTIMATED WHO IS
(MANDATORY/ TARGET AUDIENCE(S) DELIVERY METHOD
DESCRIPTION OBJECTIVE FREQUENCY EFFORT RESPONSIBLE?
INFORMATION)
Data Center Mandatory Project AC and To inform of scope With each 3 hours per Project
Relocation Project team change to project and scope change change Manager
project scope make staff aware of
changes new work activities
flowing from change.
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Other Project Management Documents
The following documents should be read in conjunction with this Project Management
Plan (PMP):
DCR Risk Manage Plan
Data Center Relocation Quality Plan
Data Center Relocation Scope.
After approval by the Project Advisory Committee, these documents along with this
Project Management Plan will form a baseline for managing changes to the project.
They are stored at:
S:\ITS\IT Resources\Projects\Data Center Relocation\Project
Management\Approved.
This is the last page in the document.
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