PROJECT CHARTER

Microsoft Phase II
Active Directory Migration

State of Alaska Department of Administration Enterprise Technology Services October 2007

Table of Contents
Preface Project Charter: Process and Purpose Referenced Documents Distribution List 1. Scope Management Plan 1.1 Scope of Services 1.2 Cost Estimates 2. Communication Management Plan 2.1 Project Reporting 2.2 Issue Resolution Process 2.3 Organization Chart 2.4 Maintenance of Project Information 3. Change Management Plan 4. Risk Management Plan 5. Human Resources Plan 5.1 Human Resource Requirements 6. Quality Management Plan 6.1 Testing Strategy 6.2 Review and Acceptance Process

FY09 ETS IT Plan

EA&SH_MicrosoftPhaseII_ProjectCharter

Preface
Project Charter: Process and Purpose
This Project Charter describes the total scope and goals of the Microsoft Phase II project and documents how ETS Project Management Methodology and its associated templates will be used to assist the State of Alaska Department of Administration (DOA) in monitoring, managing and assuring the quality of the project stages and deliverables. The primary purpose of this work initiative is to build out the Active Directory based on the Active Directory design that was completed in MS Phase I. This build out of Active Directory will give the State the platform for enhanced communication and collaboration throughout the Executive branch of government. The strategy is for Active Directory to evolve into the States authoritative directory service and support authentication to consolidated collaborative services and enterprise services. This project was identified as a phase of the Microsoft Project. A phased approach was chosen for an orderly build up and deployment of the centralized services. This projects first goal will be to identify four pilot departments representing differing network environments for the purpose of outlining the migration of objects, applications as well as file and print services. These four pilot departments will Migrate all workstations in the enterprise active directory Migrate all windows file and print servers into the enterprise active directory Authenticate against our enterprise active directory This project will choose locations where deployment of consolidated file and print servers makes sense to do so. Data will be moved from all file servers to Windows file servers. Windows file servers providing only file and print will be moved the Enterprise Active Directory. This project will decommissioned legacy file & print servers (Novell) to save on licensing and administrative functions. For the purpose of this Project Charter, the State of Alaska, Department of Administration, ETS should be referred to as the Client.

Referenced Documents
Document Name
Microsoft Phase II Project Charter Enterprise Applications & Server Hosting (EA&SH)

Date of document
10-17-2007

Distribution List
Name & Title Anand Dubey, Director, ETS Purpose

FY09 ETS IT Plan EA&SH_MicrosoftPhaseII_ProjectCharter

Name & Title Dave Blaisdell, Deputy Director, ETS Jan Moyer, Deputy Director, ETS April Smith, DPMGR III Russell Kunibe, DPMGR I Joe Spears, DPMGR II Sponsor

Purpose

Functional Manager, EA&SH Project Manager Exchange/AD Manager

FY09 ETS IT Plan EA&SH_MicrosoftPhaseII_ProjectCharter

1. Scope Management Plan

This Project Charter will serve as the authorization document for this project and includes such issues as Client Information; Project Scope; Objectives; Exclusions; Prerequisites and Knowledge Transfer. The Project Manager will confirm a mutual understanding of these components in an initial meeting with the Client and consulting organizations at project start-up. The ETS technical manager is responsible for the management of the ETS Staff and the technical services to which they may be assigned. The management, performance and completion of this project MS Phase II engagement is the responsibility of the ETS PMO Office, project manager. The mid-tier on-staff analysts will possess skill and experience with the products, solutions and service categories indicated below and will provide on-site and remote access technical services in accordance with the Agreement.

1.1 Scope of Services

The purpose of this Project Charter is to define the processes at the State necessary to accommodate a single authentication for all departments that are migrated to AD, and a centralization of file and print services were deemed appropriate and cost effective. This also reflects the State of Alaska s strategic commitment to deploying and managing an enterprise Active Directory infrastructure. The Active Directory build-out will be completed as the first phase of this project, and will be the foundation for File and Printer services, SharePoint and Office Communicator. ETS Active Directory staff will travel to outlying areas in Alaska to stand up domain controllers. Domain Controllers will need to be positioned in outlying areas in order to provide for the best user experience. Network utilization will be calculated during peak usage to determine our best coverage area and positioning of Domain Controllers. ETS will augment staff in the build-out of this projects effort to assist and facilitate the planning, testing and migration to the Enterprise Active Directory. The following tasks are an example of some types of tasks with which contract help will assist ETS: Review of our current AD environment and assistance in up-dating the documentation Validation of the proposed AD Structural Plan Design and development of our approach / cookbooks for AD migrations from; o Novell o Microsoft NT o Microsoft 200X Oversight of the necessary testing to verify the cookbooks and 3rd party migration tools. o The contractor will need to be able to make recommendations to the State for commercial products without conflict of interest issues. Evaluation of departmental forest and domain requests and the ability to assist the State in arriving at the best technical solution. Ability to update the design and understand the long term maintenance consequences. Assist in the migration planning for the 15 different departments o Oversee the testing and updating of the cookbooks to create a department specific plan Act as an expert resource throughout the migration process Evaluate the impact of application upgrades and or roll outs on the Enterprise AD and FY09 ETS IT Plan EA&SH_MicrosoftPhaseII_ProjectCharter

present this information in a written, well-organized manner. Review of our current AD environment and assistance in updating the documentation

1.2 Cost Estimates

Based on the estimated number of sites required to build out our Active Directory, the following cost estimates are for non-personnel services. These estimates also reflect anticipation of as-yet undetermined but possible ancillary costs. AD/File & Print Software Ultrabac & TSM for Backup and DR Migration Tools 20,000 objects + TOTAL ETS Software Cost Estimate Active Directory Hardware Needs Domain Controller Servers Secure enclosure 14 remote DC's File and Print Servers Data Center 2-Front Ends + Direct Attached Storage Field File & Print Servers Secure enclosure stand alone boxes/remediation TOTAL Hardware Cost Estimate Consulting Services FY08 & FY09 DC build out Travel PM/Manager project Travel AD Training TOTAL Consulting, Travel and Training Total Received in FY08 Total for FY08 & FY09 21 10 4 1000 1000 5000 5,000 1,500 80 40 $400,000.00 $60,000.00 10 20000 Cost Quantity Total $200,000.00 $200,000.00 $400,000.00

20000 10000 1500

4 12 12

$80,000.00 $120,000.00 $18,000.00 $678,000.00 $600,000.00 $21,000.00 $10,000.00 $41,000.00 $672,000.00 $500,000.00 $1,750,000.00

Total Request for FY09 $1,250,000.00 *Note: additional departmental training and migration costs should be identified in FY09 departmental IT plans. Application conversion is at the departments discretion. Total hardware costs may vary based on further analysis where consolidated file and print servers makes sense. Analysis of existing servers and data will have to occur before clearly defined hardware architecture can be mapped out. It is assumed that most legacy file and print servers will need to be decommissioned and replaced to run the current windows operating system along with running in parallel during the migration.

Priority of the project within the Division: 6 of 18.

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2. Communication Management Plan

2.1 Project Reporting
The table below summarizes the two communication mechanisms that will be used on this project. Any changes to this plan will be documented in regular Project Progress Reports.
Communication Item Progress Report Description Communicate current project progress along with any significant issues to ETS management. Duration: Media: Audience: Owner: Project Team Meetings Meeting with project team members to discuss current status, review open issues, evaluate the impact of any change items to the project schedule, re-negotiate commitments, and review near-term project events. Duration: Media: Audience: Owner: Details Life of project Electronic mail Management, Client Management, PMO Project Manager Life of project Conference call Project Team Project Manager

Frequency: At Project Completion

Frequency: Daily

2.2 Issue Resolution Process

As an issue arises, the project team member first recognizing it will be responsible for reporting the issue to the ETS project manager. The ETS project manager will be responsible for documenting the issue on Project Issue Log and directing the issue to the appropriate party for resolution, and for the subsequent tracking of the issue. Open issues will be recorded in the Progress Report and will be reviewed at Project Team meetings as defined in the Communications Management Plan. As needed, issues will be escalated within the responsible organization at the discretion of the Client or ETS Project Manager. In that this project has tightly scheduled milestones, prompt issue resolution is necessary. It is expected that each organization will immediately supply the necessary resources to resolve any issues in a timely manner.

2.3 Organization Chart

The chart below describes the planned internal management structure of the project. Any changes to the structure or the assigned staff will be documented in the regular Project Progress Report.

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April Smith Juneau DP Manager III SS24 026311

Directory Services M I I S, LDAP SMEs

Active Directory

Hosting DR & Backup

Carol Zimmerman Lead - Juneau SP III GG23 026302

Joe Spears Lead DP MGR II

Mike Kelly Lead - Juneau SP III GG23 026529

Luke Kreuuzenstein Lead-Anchorage SP III SS23 026511

Frank Forque SPII Active Directory Lead

Jacob Gemmell Juneau Micro Network Sp II GG20 023114

Phil Gouevia SPII Active Directory Lead

Chris Jones SPI Active Directory Junior

2.4 Maintenance of Project Information

Filing
The following system will be used for filing the project information: Project information will be stored in a Project Control File maintained by the ETS project manager. Project information will be readily retrievable. Project information will be normally available within one business day of being requested.

Access
Project information records will also be kept on an electronic medium during the life of the project. They will be stored on ETS Document Servers and ETS Project document servers.

Retention
Project information will be retained for a minimum of 7 years.

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3. Change Management Plan

The Change Management Process for this project will use the governance structure outlines in our Project Management Plan: the Enterprise Investment Board will be the ultimate Change Management Board for this project. Changes will be escalated from the Project Management Team to the Technology Advisory Group (TAG), to the Technology Management Council (TMC), and finally, barring resolution, to the EIB. If the issue has fiscal ramifications, the Administrative Services Directors (ASDs) will intervene between the TMC and the EIB, according to the ETS Governance Model.

FY09 ETS IT Plan EA&SH_MicrosoftPhaseII_ProjectCharter

4. Risk Management Plan

The Risk Management Plan is based on early identification of issues coupled with risk assessment, analysis, and mitigation. The Risk Management Plan is an iterative process that is initiated at the start of the project and continues throughout the project life cycle. Risk Management will be based on the issues identified by the ETS and members of the project team. The Project Manager will maintain a Risk Management log. These issues will be discussed during Project Status meetings and any changes will be noted on the Project Progress Report.

FY09 ETS IT Plan EA&SH_MicrosoftPhaseII_ProjectCharter

5. Human Resources Plan

5.1 Human Resource Requirements
The following tables document the types, quantity, and timing of the human resources (ETS and consultants) needed to complete the project. If requirements change during the project, it will be documented in the regular Project Progress report.
Resource ETS Services Human Resources Russell Kunibe April Smith Phil Gouevia Joe Spears Carol Zimmerman Jacob Gemmell Mike Kelly Luke Kruezenstein TBD Frank Forque Project Manager Functional Project Manager Active Directory Lead Active Directory Manager MIIS Directory SME TSM SME Disaster Recovery/Facilities Directory Services Training/Communications Active Directory Lead November 1, 2007 June 30, 2009 November 1, 2007 November 1, 2007 November 1, 2007 November1, 2007 November 1, 2007 June 30, 2009 June 30,2009 June 30, 2009 June 30, 2009 June 30, 2009 Role Start Date End Date

Consultants Resource Client Human Resources AD Consultants, as needed

Role

Start Date

End Date

Active Directory SME

November 1, 2007

June 30, 2010

ETS Staff* Knowledge Transfer Candidates Chris Jones *Departmental network staff will be migrating their directory objects.

Knowledge Topic

Start Date

End Date

Active Directory Engineer Directory Objects TBD June 30, 2010

FY09 ETS IT Plan EA&SH_MicrosoftPhaseII_ProjectCharter

6. Quality Management Plan

The Quality Management Plan describes the processes to be followed to assure that the Project will satisfy the needs for which it was undertaken.

6.1 Testing Strategy

The testing strategy to be adopted for products implemented during this project includes: Development of specified functional additions/changes in the ETS Test/NEW-Production Region Testing and review of test results for each functional addition/change prior to migration to clients Production Region. Testing of specified functional additions/changes once they have been moved into Production.

6.2 Review and Acceptance Process

The Review and Acceptance process for this project will involve the following steps: Review by project sponsor and/or his appointee Review and Acceptance by ETS Change Control Board, if applicable.

FY09 ETS IT Plan EA&SH_MicrosoftPhaseII_ProjectCharter