automation upgrade

ITMGMT 500MANAGING THE TECHNOLOGY

CAREER

{BLANK} PROGRAM AUTOMATION

UPGRADE PROJECT PROPOSAL

Agenda Project Goal Problem/Opportunity Proposed Solution Cost-Benefit Analysis Cost Categories Financial Return Business Requirements Scope

AGENDA

Agenda Scope Major Obstacles Risks Schedule Overview Impact Summary Call to Action

AGENDA

Ratify 4-to-6 year replacement plan for automation within the {blank} Program, {blank}.

PROJECT GOAL

There is no single replacement strategy within {blank}, or the {blank} for automation. Computers are replaced in a haphazard manner, in small numbers. Entire computer labs are replaced at a time, but also on haphazard manner. A change to a recurring replacement cycle will help economize purchases, standardize larger numbers of computers, and ensure staff , faculty and computer labs are replaced in a fair and equitable manner.

PROBLEM/OPPORTUNITY DEFINITION:

Staff computers: Depending on work assignment, computers may be placed

into either a 4-year or 6-year replacement cycle. Registration computers will be replaced in a 6-year cycle Administrative staff computers will be replaced in a 4-year

cycle. Additional computers will have a job performance inventory

performed to determine if they belong into a 4- or 6- year replacement cycle.

PROPOSED SOLUTION:

Computer Lab/Student computers: Computer labs must be at the highest level of technology

possible to remain competitive with other colleges in the area.

In general, all computer labs and student computers will be on a 4-year cycle. Exceptions will only be after a job performance inventory has been performed to determine the appropriate cycle.

PROPOSED SOLUTION CONTINUED:

Tangible Benefi tsBenefit – Overall savings for upgraded hardware and

maintenance costs.Value & Probability – Initial savings for the fi rst year

are estimated to exceed $20,000 in actual hardware costs and support.

COST/BENEFIT ANALYSIS

Tangible Benefi tsAssumptions Driving Value –

initial costs – expensive schedule (appendix A) provides savings in the first year of

this project.KEY - Savings are realized through the power of bulk

buying Additional savings may be realized as systems and software

upgrades and maintenance are part of the negotiated costs with vendors.


Intangible Benefi tsBenefit – Morale will be raised for staff and faculty

who know their automation will be updated on a set schedule, rather than “sometime.” Raised morale result in happier employees and higher production rates.


Intangible Benefi tsValue & Probability – Surveys indicate staff and

faculty feel they are treated as second class citizens, having to use computers that are, in some cases, 10 years old. Providing new computers on a schedule reinforces the need and value of staff and faculty.

Assumptions Driving Value – HR has shown data indicating raising morale also raised productivity.


Internal Labor hours: Installation/configuration of computers

$5,000/yearExternal costs

Initial purchase of computers – year 1 -$65,000

COST CATEGORIES

Financial return will be realized with the savings of larger purchases, and standardization of systems. This equates in increased capabilities with an overall improvement in faster and more reliable systems. This increased capability will result in the potential for higher productivity.

FINANCIAL RETURN

In order to stay commercially viable in a crowded education market, outdated systems and hardware should be upgraded as soon as possible.

Reliable, effi cient automation is necessary to meet contractual requirements with military hosts.

BUSINESS REQUIREMENTS

Major project activities Establish new purchasing cycle.Establish vendor relationships for new purchase

cycle/quantitiesCreate purchasing documents ordering automation in

cycleConfigure, install and deploy automation upon arrival.

Out of scope activities critical for successLocate large storage area

SCOPE

{blank} IT - support for configuration and installation {blank} - low priority for {blank} IT work.

Example: Installing {blank} to replace T1 lines have taken over a year, although {blank} service and all hardware have been on site for 11 months.

Staff upgrades must be timed properly heavy registration periods

Lab upgrades – during term breaks.

MAJOR OBSTACLES

Failure to approve this project will result in outdated technology which has, in many cases, passed its maintenance life for support.

Potential of hardware or software failure rises for each period of time that the new solution is not adopted.

Equipment purchased early in the cycle may wait months for final deployment.

RISKS

Estimated Project Completion Date: OngoingMajor Milestones Replacement scheduled approved 12/30/10 Approve confi guration for Init ial Purchase 02/01/11 Order for Init ial Purchase 02/15/11 Arrival of Init ial Purchase 03/15/11 Confi guration of Init ial Purchase 04/15/11 First deployment of Init ial Purchase 05/01/11 Approve confi guration for 2 n d purchase 06/15/11 Order for new FY 07/10/11 Arrival of new FY purchase 08/10/11 Confi guration of new FY purchase 09/10/11 Deployment of new FY purchase 09/25/11 Rinse and repeat First two cycles completed 12/31/11External Milestones Aff ecting the Project Computer confi guration by vendor 02/xx/11 & 08/xx/11

SCHEDULE OVERVIEW

Late Delivery of new systems will have a direct impact on the final date of the project. Delays will put the {blank} at risk due to EOL for support of hardware systems. Downtime is unacceptable due to contractual requirements with outside agencies.

IMPACT OF LATE DELIVERY

Staff Replacements:Recommendations are based on a 4-year replacement

cycle of 51 computers. Twenty-Five percent will be approximately 13 computers. I recommend replacing 11 desktops now, with 4 more for consideration. An additional computer is being requested for unforeseen needs.

SUMMARY OF ITEMS FOR REPLACEMENT:

Student Replacements:163 Student computers total22 can be virtualized/low end computers 141 computers for replacement consideration.

four-year replacement cycle 141 computers = 35 computers/year.

five-year plan = 25 computers/yearFor 2010/2011

44 computers necessary to achieve consistency of hardware in the

classrooms. Fewer computers will be needed 2011/2012.

SUMMARY OF ITEMS FOR REPLACEMENT:

Chronological Lab/Student Computer Replacement Cycle:

Cycle Location Quantity Year Received 2010-2011: 2011-2012: 2012-2013: 2013-2014:

2010 – 2011: MCC316 19 2004 192010 – 2011: All-in-one & Roll Around 25 n/a 272011 – 2012: C233 17 2006 172012 – 2013: MCC412 19 2007 192013 – 2014: C123 19 2009 192013 – 2014: M303 25 2009 25

Total 46 17 19 44

Cycle Location Quantity Year Received 2014 - 2015:2015 - 2016: 2016 - 2017: 2017 - 2018:

2014 – 2015: MCC316 19 2010 192015 – 2016: All-in-one & Roll Around 25 2010 272015 – 2016: C233 17 2011 172016 – 2017: MCC412 19 2012 192017 – 2018: C123 19 2013 192017 – 2018: M303 25 2013 25

Total 19 44 19 44

What do we need from the E-Team? Project Approval – 12/20/10 System configurations Approval – 12/30/10 Funding Approval – 12/30/10

CALL TO ACTION