Project CharterSHARE Upgrade

August5, 2009Department of Information Technology

Document Change Information

Version / Rev # / Date / Description
0007 / 001 / 07-30-09 / Final
0007 / 002 / 07-30-09
0007 / 003 / 07-31-09 / Final

1

November 14, 2018

Project CharterSHARE Upgrade

August5, 2009Department of Information Technology

Table of Contents

1Scope

1.1Project Deliverables

1.2Product Deliverables

2business and Technical Objectives

2.1Business Objectives

2.2Technical Objectives

3Quality Metrics

4Schedule estimate

5Budget estimate

6Organizational Structure

6.1Stakeholders

6.2Project Governance

6.3Project Team Roles and Responsibilities

7Constraints

8Dependencies

9Assumptions

10Risks

11Communication Plan for Executive Reporting

12Independent Verification and Validation (IV&V)

13Project Charter Agency Approval Signatures

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November 14, 2018

Project CharterSHARE Upgrade

August5, 2009Department of Information Technology

1Scope

The scope of this project is to establish a disaster recovery system for the SHARE environment. Presently, disaster recovery for SHARE relies on tape backups. This project will create a system with replicated production data that will allow the state to failover quickly in the event of an incident. This project will fix several issues related to the age of the current hardware environment. It will allow the state to take advantage of several technological advancements in system clustering and grid control.The goals listed below are based on in depth system assessment, planning, and designsessions that were recently completed. During the sessions, the teamidentified challenges and areas of improvement that go beyond disaster recovery.The new system architecture will meet these goals and address areas of concern and needed improvement.

Goals of the Project

  • System Portability (to meet Disaster Recovery requirements)
  • High Availability
  • Fault Tolerance
  • Redundant
  • Highly Secure
  • Adequate Bandwidth
  • Processes Supporting Design and Deployment
  • Flexible - Scalable
  • Expandable
  • Documented
  • Reduce Complexity
  • Improve Network Management Administration
  • New Network Design
  • System Management tools to manage the environment
  • Project Deliverables

The following chart outlines the project deliverables.

Project Charter / Defines project authority, governance and lays the foundation for elements to be addressed in the Project Plan.
Project Plan / A formal, approved document used to guide both project execution and project control. The primary uses of the project plan are to document planning assumptions and decisions, facilitate communication among stakeholders, and document approved scope, cost, and schedule baselines.
Work Break Down Structure (WBS) / Defines the components of the projects.
Risk Matrix / Risk matrix that defines the risk event, the probability, and an assessment. The risk matrix will also identify any Risk Mitigation, Contingency, and Backout procedures.
Go/No Go Criteria / Criteria that will be established to drive any go/no go decisions that need to be made. All criteria must be addressed to the satisfaction of the Steering Committee.

1.2Product Deliverables

Hardware
1 / New systems hardware architecture platform (servers and network hardware)
2 / Oracle Enterprise Manager (OEM) system management software with Grid Control
3 / Disaster Recovery capabilities with Oracle Data Guard replication software
4. / One 11 node development environment including Disaster Recovery
5. / One 7 node production environment
6. / One two node management environment
7. / New network design supporting the above identified environments
Testing and Compliance Services
1. / Testing related to the upgrade of system and network hardware, operating system software, management tools and data base upgrades.
2. / Testing related to OEM Grid Control and clustering services
3. / System Documentation
4. / On site training and shadowing in the use of OEM Grid Control Product Suite

2business and Technical Objectives

2.1Business Objectives

Number / Description
1. / Meet disaster recovery and business continuity requirements
2. / Provide a system that is highly available
3. / Replace aging hardware
4. / Improve Network Design and Security
5. / Design a system that will grow with future needs and application requirements

2.2Technical Objectives

Number / Description
1. / Using best practices, install new hardware and operating system platform that will support the PeopleSoft Application and data base. Perform all recommended tasks of hardening, testing and securing the new the hardware and operating system.
2. / Upgrade Oracle Data base from 10G RAC to 11G RAC
3. / Implement Oracle grid control
4. / Implement system clustering using Oracle Enterprise Linux and VM Ware
5. / Install and secure newly designed network to meet the requirements of the new system architecture.

3Quality Metrics

Number / Description
1. / Business Metrics
  • Availability
  • Scalability
  • Flexibility
  • Affordability
  • Manageability
  • Portability

2. / Utilize a commodity based solution (Lower hardware cost)
3. / Reliable Disaster Recovery and support hardware platform
4. / Highly secure network and application platform (N-Tier)
5. / Flexible computing resources for business provisioning

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November 14, 2018

Project CharterSHARE Upgrade

August5, 2009Department of Information Technology

4Schedule estimate

  • The following chart is a high level schedule for this project.

1

November 14, 2018

Project CharterSHARE Upgrade

August5, 2009Department of Information Technology

5Budget estimate

The following table contains the budget:

Item / Cost Estimate
Commodity hardware solution (Servers)
(SHARE Operations will fund $241.0)
(Project Appropriations will fund $69.0) / $300,000
Firewall Hardware Model #5050
(DoIT Operations will fund) / $50,000
Network Hardware Model #Nexus 5000 and 2000
(DoIT Operations will fund) / $50,000
Load Balancers F5 Model # 6900 (DoIT Operations will fund) / $85,000
Oracle Enterprise Manager Grid Control /System Management Tools (Project Appropriations will fund) / $1,059,000
Professional Services Setup, configuration, testing and cut-over
(Project Appropriations will fund) / $562,000
IV&V (Project Appropriations will fund) / $10,000
Total / $2,116,000

6Organizational Structure

6.1Stakeholders

name / Stake in Project / Organization / Title
Marlin Mackey / Ultimate accountability for all DoIT activities and outcomes / Department of Information Technology / Department Secretary
Anthony Armijo / Ultimate accountability for all financial systems / Department of Finance and Accounting / State Controller
Tom McQuillan / Chief Network Architect accountable for Data Center Operations / Department of Information Technology / Deputy Secretary
Conny Maki / Chief Technology Officer accountable for Project Management assigned to this effort / Department of Information Technology / Deputy Secretary
Steve Yore / Senior Manager responsible representative DoIT / Department of Information Technology / SHARE System Manager

6.2Project Governance

The following chart depicts the governance structure established for this project. Roles and responsibilities for each member may be found in section 6.3 of this document.

6.3Project Team Roles and Responsibilities

Role / Responsibility
Steering Committee / Exercise final authority for the review and approval of all activities related to this project.
Oracle Project Team / Responsible for new architecture set-up, configuration, system performance tuning and application distribution. Jointly managing Project Plan to meet identified objectives and goals. Testing on new environments to ensure performance and functionality benchmarks are met.
Project Manager / Authority to direct the project team.
Control of project budget. Access to financial report related to project expenditures, including time and attendance.
Single point of contact for all parties and ensures communication between all essential personnel.
Access to the DoIT,DFA, and Oracle on all matters related to this effort. Access to the functional managers on all matters related to this effort. Renegotiation with functional managers to delegate responsibility and authority to functional organization team members. Coordinate activities associated with preparation and execution to ensure minimal business impact throughout the upgrade.
Track overall project performance. Prepare detailed project plan and obtain agreement to that plan from the related functional managers. Maintain a project binder containing all pertinent project data. Report project status to steering committee.
Business Continuity / Responsible for assessing and monitoring the risks and issues related to the project.
Infrastructure Support / Responsible for systems and hardware technical upgrades and patches but not limited to, implementation of Operating system updates, Oracle RDBMS updates, windows, storage, and associated networking systems. Testing on new environments to ensure performance and functionality benchmarks are met.
Applications Testing / Responsible for conducting ‘final acceptance’ functional testing and testing on new environments to ensure performance and functionality benchmarks are met.
Time & Labor Support Services / Testing on new environments to ensure performance and functionality benchmarks are met.
Help Desk Support / Responsible for providing assistance with production issue identification and priorities.
Technical Documentation / Responsible for the design, development, and documentation of processes, procedures, and checklists related to on-going support and maintenance of the SHARE infrastructure.

7Constraints

Number / Description
1. / Deliverables, terms and conditions as described in the contract with Oracle.
2. / Maintain uninterrupted services to all State Agencies.
3. / Project Manager position in question
4. / The new system architecture requires the OEM Suite of tools for system manageability.

8Dependencies

The following table contains a list of dependencies identified for this project.

Number / Description
1. / Additional funding is required for the Firewall, network, load balancing hardware and additional cost for software. Due to system design, additional software is required to manage the new architecture.
2. / Location of off-site data center facility
3. / OEM suite of tools is critical to the success of the project and life of the system

9Assumptions

The following table contains a list of assumptions identified for this project.

Number / Description
1. / Participation from all parties involved.
2. / Executive Support
3. / Controls will be put in place for adequate tracking and reporting.

10Risks

All major and minor risks identified will be entered into a Risk Log. As Issues arise, they will be linked to the appropriate risk and tracked.

Risk / Probability / Impact / Response
Identified Training for support staff will be funded from the SHARE training budget / .9 / H / Support training requirements to ensure project is a success
Project Manager in question / .9 / H / Identify permanent PM for the entire project.
Contract hours exceeded / .9 / L / Get estimates from the vendor prior to approval.
Track actual time spent on approved changes.
Establish team lead reviews of outstanding work items.
Lack of Technical support personnel / .9 / H / Hire/Contract for appropriate staff if required.

11Communication Plan for Executive Reporting

The primary communication method that will be used to control the project is a status reports to the Steering Committee on a monthly basis. These monthly reports will be derived from the weekly contractor/ implementation team meetings.

Communications will include the following:

  • Scheduled performance and milestones
  • Budget
  • Contracts
  • Risks & Issues
  • Incidents and escalated incidents

12Independent Verification and Validation (IV&V)

We currently have a draft scope of work for the IV&V and will be distributing to Vendors.

13Project Charter Agency Approval Signatures

signature(s) / date
Executive Sponsor
Marlin Mackey
Business Owners
Tom McQuillen
Business Owners
Conny Maki
Business Owners
Anthony Armijillo
SHARE Sys Manager
Steve Yore
Project Manager
Mike Neitzey

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November 14, 2018