Tasks shall be available within the tool and can be printed. There is a clear readiness effort prior to each Phase go live that is duration appropriate and process oriented. There is an appropriate level of detail in the Work Breakdown Structure (WBS) for Phase 1 and for Phase 2 with a focus on rolling forecast (more elaboration as we progress for example as we get more details on the specific cutovers the project plan will be more detailed for those activities as the specific activities are identified). Project Management Planning Stage Baseline: Project Management Plan Procurement Plan Scope Management Plan Communications Plan Acceptance Quality Plan Risk Management Plan Issue Management Plan Change Management Plan Resource Plan WORD, VISIO, EXCEL The purpose of these plans is to verify that industry standard project management practices are used and we get to a baseline state before we get to execution. These plans are elaborated throughout the project during the development of the monthly true-up package. Contain Executive Summary; table of contents; purpose; audience; processes; roles; responsibilities; checklists; standards; procedures; and clearly define how the communications, acceptance/quality, risk, issue, change, and resources will be managed during the entire project. These plans can be elaborative in nature providing the overall structure is in place. Monthly true-up package PPT, The purpose of this reporting package is to communicate the status of the project including scope, schedule, budget, risks, issues, actions, resource needs & change after the planning stage is completed. Contains Project Profile & Overview (stage, product lifecycle, sponsor, baseline status, etc.; Project status summary; Project milestones/deliverables for the reporting month, planned milestones/deliverables for the next month(planned & unmet); Change requests for the month ; Budget plan to actual; schedule plan to actual; Top 3 high priority issues, actions (Issues/actions) unresolved in over 30 days; Top 3 highest exposure risks including triggers and response plan; Unresolved open decisions(Including from phase I); Resource needs; Kudos for current month. Updated plans & registers & controls Updated readiness plan Technical Change Management Plan Reference the City’s existing change management process including the usage of the change management system Roles and responsibilities specifically how NGDC technical changes are managed through the existing change process. Project completion letter Word Formalize acceptance of all deliverables. Document detailing all deliverables competed.
discuss requirements, current state and industry leading practices or industry frameworks. Conduct review workshops to verify scenarios for the initial by performing tabletop exercises by using defined scenarios. Assist with the coordination of the socialization effort. Assist with information or feedback request to obtain feedback within timeframe described or to engage escalation procedures. Updated Initial Governance Model Complete the design of the initial NGDC IT Governance charter, including goals, objectives and guiding principles. Assist with the coordination of the socialization effort. Assist with information or feedback request to obtain feedback within timeframe described or to engage escalation procedures. NGDC IT Governance Charter Facilitate the development and socialization of the NGDC IT Governance interaction with Responsibility Assignment Matrix (RAM). Assist with the coordination of the socialization effort. Assist with information or feedback request to obtain feedback within timeframe described or to engage escalation procedures. NGDC Governance Target Facilitate the development of the strategic roadmap for the IT Governance model Assist with the coordination of the socialization effort. Assist with information or feedback request to obtain feedback within timeframe described or to engage escalation procedures. NGDC IT Governance Strategic Roadmap Update master project plan with relevant stages from the strategic roadmap. Update test scenarios and activities required for testing. Assist with the coordination of the socialization effort. Assist with information or feedback request to obtain feedback within timeframe described or to engage escalation procedures. Assist with the development of test scenarios and activities required for testing. Updated project plan Updated test plan Facilitate and document the design of NGDC target state services (e.g., compute, storage) through working or education sessions with key stakeholders to discuss requirements, current state, nomenclature and definition of SLA/OLA and industry leading practices or industry frameworks. Assist with the coordination of required interviews or working sessions. Assist with information or feedback request to obtain feedback within timeframe described or to engage escalation procedures NGDC Service Catalog with service level and service level management framework. Work with key finance stakeholders to develop a new cost model for NGDC services. Provide subject matter expertise within the constraints associated to the cost within the City’s environment. NGDC cost design (chargeback) NGDC cost model design overview Work with key stakeholders to develop a revised cost estimate for the project through full implementation and operating costs (capital and Provide subject matter expertise in the city financial management team required to outline and define the updated projects cost estimate. Updated Cost Estimate (Updated Project Financials) Updated Financial Forecast
operation and maintenance expense) through 2018. Socialize the design and obtain buy-in from key stakeholders. Assist with the coordination of the socialization effort. Assist with information or feedback request to obtain feedback within timeframe described or to engage escalation procedures. Design IT Business Process Summary Conduct an activity closeout for quality Participate in the closeout and provide reviews and signoff. Closeout checklist & signoff Assumptions Assumptions listed here are specific to this activity. The City shall provide subject matter experts to describe the current IT Governance models in use within the City and provide feedback to the PwC resources. Cost models will not be updated for non NGDC services by the project team. The detailed decision making framework related to the design of the NGDC IT Governance model, IT Services and cost model is not detailed at this Stage. The assignment of the NGDC governance framework roles will be the responsibility of the Executive Steering Committee. Where appropriate, PwC resources will be embedded with the departments to gather requirements and collaborate on the design of the Next Generation Data Center. The City will make accurate data available that is required to build a current state cost model. The current state cost model will be as accurate as the data provided. The processes defined as part of this design exercise will include the process and criteria for handoff to operations. Deliverables Deliverables listed here are specific to this activity. The acceptance plan further define the deliverable acceptance criteria and process was identified during the Initial Acceptance Duration period and this time will not find addition rework items. Deliverable Type Purpose Acceptance Content Requirements Summary Excel, SharePoint Report summarizing the key requirements for the design of the NGDC IT Governance Model, Services and Cost model. Requirements shall also reflect disaster recovery considerations and the impact on the Governance or services models captured. Updated Requirements Register Word document summarizing: The summary of the major requirements related to this workstream for the departments in scope. Mapping of the requirements needs / wants dimension. Major themes summary (what works, what does not work) This work document is to be accompanied by the listing of the requirements collected in excel. Summary with list of requirements by department and by topic (Governance,
Services and service levels, Cost Model (Chargeback)) NGDC IT Governance Charter Word Document capturing the charter for the Governance model so it can be used as a reference document when developing and implementing the design. Document summarizing: NGDC IT governance charter including goals, objectives, and guiding principles NGDC Governance framework and objectives Guiding principles to be followed for the design of the governance model High level Governance interaction models (e.g., key governing entities, key processes in scope, underlying technology or tools if applicable) NGDC IT Governance Target Word, Visio Document describing the structure of the Governance including RACI between the various governing entities. Document summarizing: NGDC Governance Target state including interaction models, roles, and responsibilities (RAM). Interaction models e.g. interaction flows between the governing entities for the key processes in scope. The content will be swim lane based workflow diagrams by role with narratives explaining the workflow in the form of detailed procedures. Responsibility assignment matrix (RAM) for the various governing entities in scope. gap summary (against current state) KPIs and success metrics Includes business processes for activating and deactivating he DR state IT Business Process Change Management might be developed in Visio or other software solution. If this is the case, the source files will be provided to the City. NGDC IT Governance Strategic Roadmap PowerPoint PowerPoint presentation describing the high level implementation roadmap for the “ideal” Governance model. presentation summarizing: The description of the recommended phases for the deployment of the target state Governance Model Includes details of initial phase (to also be reflected in master project plan) as well as future phases as appropriate. Phases benefits Phases timing High level implementation effort for subsequent phases NGDC Service Catalog with service and service level management framework. Word Document summarizing the NGDC technology services and their key attributes. Document including: Definition of each service for the services in scope (NGDC data center services) Associated service offerings and service attributes. Services levels & OLA and/or SLA Service level management procedures
Comply with project management processes defined during startup and as part of the project management track. Comply with the roles and responsibilities matrix defined in startup stage, including but not limited to decision making responsibilities. Provide objective and constructive feedback on the process or content. Provide city-specific content such as current state information or requirements. The City shall provide resources in accordance with the resource plan. Specific Responsibilities PwC RESPONSIBILITIES CITY RESPONSIBILITIES DELIVERABLES (in bold) WORK PRODUCTS Work with the City to establish the activity closeout checklist for this activity. Work with PwC to establish the activity closeout checklist. Activity closeout checklist Facilitate and document the development and socialization of the inventory management process in conjunction with workstream 3 (relocation), the project office and City key stakeholders. City will provide access to the people and processes required for the inventory management process Inventory management process Validate and update the complete current state data for data center technology. Assist with the data collection effort. Provide QA assistance with the data collected. Assist project team with the identification or modification of the list of key stakeholders to engage if applicable. Current state data Elicitation and management of requirements from City stakeholders as identified in startup stage. Requirements shall include, but are not limited to: Co-location physical requirements (incl. security), updated power projections technology projections, technology requirements for domains in scope (compute, storage, network, back-up, and security). Requirements shall also reflect disaster recovery. Assist with the Elicitation effort. Provide QA assistance with the data collected. Assist project team with the identification or modification of the list of key stakeholders to engage if applicable. Provide subject matter experts about the City data center environments for all the departments. Updated requirements register Requirements Summary Facilitate and document, and socialize the identification of the Citywide data center technology standards and produce the citywide data center architecture based on these standards. Assist with the coordination of the socialization effort. Assist with information or feedback request to obtain feedback within timeframe described or to engage escalation procedures. Provide subject matter experts for the City data center environments for all the departments. Citywide Data Center Architecture & Guidelines Facilitate the development and socialization of the Facilities and IT Technologies design for NGDC. The designs will be developed in a Assist with the coordination of the socialization effort. Assist with information or feedback request to obtain feedback within timeframe Logical and Physical Designs for NGDC IT Technologies (and associated management tools)
Detailed documentation on all applications and migration plans are out of scope for the design stage and are expected to be completed prior to the actual cut-over of the applications and systems. The City will employees on the DCIM tool selected and input the information required for the application & infrastructure inventory as defined in the inventory process document. PwC will facilitate the effort for collecting the application inventory. Deliverables Deliverables listed here are specific to this activity. The acceptance plan shall further define the deliverable acceptance criteria and process. Deliverable Type Purpose Acceptance Content Initial Hardware and Application Inventory Baseline DCIM Report, Excel Identify what hardware and applications are being moved Initial list of hardware and applications targeted for migration. Relocation Decision Helper PowerPoint Presentation summarizing the key decision tree and decision process for the migrations, including virtualization, shared services, equipment replacement. Summary of the main migration processes with workflow for usage of the relocation templates and step-by-step procedure Process flows of the main migration decision processes including: migration approach to be used (e.g. forklift, logical P2V, logical V2V, logical reinstall), equipment repurposing, shared services Relocation Processes Documentation Word or excel Templates to be used for the detailed planning and execution of the migrations. Application profile template (WORD). Migration wave readiness tracker template (Excel). This is a T-minus approach readiness for each wave. Detailed cutover (in production) schedule template (activities to track/ hour by hour schedule). This is the detailed logistics from start to end. Command center and cutover coordination template. Post migration and handoff template (signoff). Initial Migration Wave Schedule Excel Document the initial targeted wave schedule for the and test as well as implement migrations to be conducted. This schedule will be used as the basis for the detailed planning effort of the migrations as described in the build and test as well as implement stages. The initial migration wave schedule is tracked in the project plan. List of waves with the list of tentative systems/applications targeted for the wave. Summary of the key dependencies captured as part of this design exercise. Overall summary of the wave schedule. Summary of key points of contact for detailed planning of the waves.