Project Planning Meeting

Project Lead SupportFull Service Transfer PDCs AEIT, Customer

AgenciesData Center Consolidation AEIT PDCs, AgenciesEnterprise Email AEIT SSRC, AgenciesSystem Architecture PDCs AEIT, AgenciesData Center Energy Efficiency

AEIT PDCsDefinition of Acronyms and Terms:AEIT = Agency for Enterprise Information TechnologyAgencies = State of Florida agenciesCustomer Agencies = Agencies that currently obtain co-location services from a Primary Data Center.PDCs = Primary Data Centers (currently Southwood Shared Resource Center and anticipating Northwood Shared Resource Center)SSRC = Southwood Shared Resource Center

The scope of full service transfer is all data center functions performed, managed, operated, or supported by state agencies with resources and equipment currently located in a primary data center—excluding application development functions.

Data center functions include, but are not limited to, all data center hardware, software, staff, contracted services, and facility resources performing data center management and operations, security, backup and recovery, disaster recovery, system administration, database administration, system programming, job control, production control, print, storage, technical support, help desk, and managed services.

(2009 SB 2574c1, Lines 1494 - 1501)

Deliverable Owner Date SourcePlan for transferring all resources to PDC

Customer Agencies

October 1, 2009

SB 2574c1, Lines 1504 - 1523

Provide standard format for data and facilitate efforts of customer agencies who are required to develop transition plans

PDCs AEIT recommends providing template by July 1, 2009

2009 Proviso SSRC/NSRC

Transition plan for absorbing transfer of customer agency data center resources into PDCs

PDCs November 15, 2009

2009 Proviso SSRC/NSRC

Complete transfer to full service

PDCs July 1, 2010 SB 2574c1, Line 1488

Getting Organized◦ Appoint / Hire Project Managers (AEIT recommendation)◦ Appoint / Hire a Service Architect (AEIT

recommendation)◦ Develop Project Management Plan◦ Develop Project Schedule◦ Develop Implementation Plan template◦ Obtain approvals from Board of Trustees

Responsible for transfer of resources in user agencies relating to provision of full services◦ Create template for customer agencies to complete

Submit LBRs to accommodate transferred equipment in FY 2010-2011

Prepare cost recovery plans Submit Transition Plan for absorbing

customer agencies’ resources to AEIT, EOG, Senate and House by November 15, 2009

Complete full service transfer by July 1, 2010

Identify costs and resources Provide PDC with plan for transferring

resources◦ Expenditures◦ Spending Authority (for equipment and software

for previous 5 years and projected upcoming 2 years)

Collaborate with agencies to identify FTEs to transfer to PDC and identify FTE reductions

Facilitate organizational change management (merging cultures)

Identify management structure Standardize job classes, titles, position

descriptions, and pay plans Make arrangements for office space Plan for and conduct cross-training of

existing and incoming staff

Consider physical and logical security issues◦ Gather and assess security requirements of

customer agencies◦ Assess the business impacts of potential security

changes

Create Disaster Recovery (DR) Plans with customer agencies

Create transition plan for existing DR sites Test DR Plan and Continuity of Operations

Plan (COOP) with customer agencies Develop COOP for PDC

Update PDCs’ Service Catalogs Map agency services to PDC service offerings Create transition plan for non-mapped services or

PDC accepts new service Review Service Support processes and

procedures with customer agencies (please share with AEIT):◦ Incident Management, Problem Management, Change

Management (including Requests for Change), and Configuration Management

Review service contracts and Service Level Agreements with the agencies

Prepare PDC inventory in cooperation with AEIT

Develop plan for communicating with customer agencies

Communicate with AEIT in accordance with plan from AEIT

Prepare and Submit FY 2010-2011 Legislative Budget Requests (LBRs)◦ PDCs shall request additional budget authority to

accommodate the transferred functions◦ Agencies shall make the budget adjustments

necessary to accomplish transfers Includes: Salary and Benefits, Operating Capital

Outlay (OCO), and other expenses Work with agencies to request federal

funding for PDC services

AEIT will convene a meeting with PDCs and their customer agencies to kick-off Full Service Transfer (tentatively May 7, 2009)

AEIT will seek formal acceptance of Full Service Transfer scope, objectives, and deliverables via AEIT’s formal Scope and Responsibilities document

PDCs will ….