This project will upgrade all desktop and laptop computers at Technology Associates to Windows XP over a six and a half month period. It will involve analyzing current PCs and applications for compatibility, purchasing and deploying new hardware and software according to a set schedule, testing applications, and providing user training materials. The goals are to standardize the technology platform, enhance security and productivity, reduce costs through operational efficiencies, and enable future upgrades.
This project will upgrade all desktop and laptop computers at Technology Associates to Windows XP over a six and a half month period. It will involve analyzing current PCs and applications for compatibility, purchasing and deploying new hardware and software according to a set schedule, testing applications, and providing user training materials. The goals are to standardize the technology platform, enhance security and productivity, reduce costs through operational efficiencies, and enable future upgrades.
This project will upgrade all desktop and laptop computers at Technology Associates to Windows XP over a six and a half month period. It will involve analyzing current PCs and applications for compatibility, purchasing and deploying new hardware and software according to a set schedule, testing applications, and providing user training materials. The goals are to standardize the technology platform, enhance security and productivity, reduce costs through operational efficiencies, and enable future upgrades.
for Technology Associates, Inc. Table of Contents Table of Contents..............................................................................................................................................2 Overview...........................................................................................................................................................3 Key Elements of Success..................................................................................................................................3 Benefits.............................................................................................................................................................3 Summary...........................................................................................................................................................4 Organizational Bacgroun!.............................................................................................................................." Sco#e Statement................................................................................................................................................" $e%uirements................................................................................................................................................" Sco#e.............................................................................................................................................................& 'eliverables..................................................................................................................................................& Benefits.........................................................................................................................................................( $iss.............................................................................................................................................................( Critical Success )actors................................................................................................................................* +ro,ect Timeline -.or Brea!own Structure/................................................................................................0 +ro,ect 1anagement Office............................................................................................................................23 +ro,ect 1anagement Ob,ectives.....................................................................................................................23 4ssum#tions...................................................................................................................................................23 +ur#ose of $)+...............................................................................................................................................22 Executive Summary This report outlines all the factors associated with the Windows XP User Upgrade project for Technology Associates, Inc !ohn "o#erts, the $I% for Technology Associates, is the Project $hampion for this project vervie! In order to compete in an e&er'changing #usiness en&ironment, Technology Associates must #e running on current technologies in order to meet specific #usiness o#jecti&es This project will upgrade all the des(top and laptop P$s at Technology Associates, Inc to the Windows XP operating system In order to accomplish this tas(, all e)isting P$s will #e analy*ed for any possi#le compati#ility issues and upgraded as needed A schedule will #e de&eloped to ensure the rollout of the P$s and Windows XP is handled with as little interruption to regular #usiness operations In addition, all P$s will #e tested prior to deli&ery to ensure there are no application pro#lems To minimi*e the impact to the employees, this project will include post'deli&ery support + for #oth P$s and applications ' through the de&elopment of on line tutorials, user manuals, and a fully staffed help des( "ey Elements of Success ,)ecuti&e -ponsorship and participation in .//0 of all project updates and re&iews -ign'off #y all in&ol&ed parties of project deli&era#les -ign'off of scope definition #y management
#enefits
Upgraded technologies ' XP is a state of the art operating system in today1s #usiness en&ironment ,nhanced security ' XP has much higher security measures than current platforms 2igher producti&ity ' XP is the fastest Windows system to date and users will e)perience less downtime 3/0 "eduction in $osts ' Mo&ing all P$s to a common platform will create operational efficiencies and a reduction in the num#er of different support areas re4uired 5uture enhancements + Tomorrow1s application upgrades will #e handled much more efficiently with less system issues $ontinued &endor support 62ardware, -oftware 7%perating -ystem8 and -oftware 7Applications89
Summary
The completion of this project will create one software operating platform across the company :y the end of the si) and a half month project time frame, all users will ha&e the new operating system running on their machines and #een properly trained on its functions This will #ring Technology Associates, Inc in line with its competition The Windows XP User Upgrade has #een mandated #y Technology Associates, Inc1s $hief Information %fficer and sponsored #y !im -mith, the company1s Information Program Manager rgani$ational #ac%groun& Technology Associates, Inc was formed in .;<< to #e a consulting company that pro&ides system and application support ser&ices for medium si*ed #usinesses %&er the past thirteen years, Technology Associates has e&ol&ed as an organi*ation and now offers support ser&ices in the areas of mainframe operations support, glo#al we# hosting, call center operations, and #usiness ser&ices support With re&enue of appro)imately =>? million in calendar year @///, and @A customers o&er fi&e states, Technology Associates has seen growth in e&ery aspect of its #usiness for each of the past fi&e years This is a trend that is forecasted to continue for the coming years as well There are currently 3// employees at Technology Associates that wor( in 5inance, Mar(eting, -ales, Accounting, -upport, and other #usiness functions We pro&ide continuous learning through training seminars, off'site training companies, and on'site lecture series %ur employees wor( mostly on site at the company head4uarters in Betroit, Michigan We also ena#le out employees to wor( at the client1s office andCor from home #y pro&iding them with mo#ile laptop computers and cellular phones Scope Statement The Windows XP User Upgrade project is an internal project mandated #y $I% !ohn "o#erts The project sponsor is !im -mith, Information Program Manager for Technology Associates A series of discussions were held with each of these leaders to understand and document the re4uirements of the project and ascertain what acti&ities and deli&era#les were in scope for the project and what were considered out of scope Re'uirements 5inali*ed re4uirements for the project identified the following items as in scopeD P$ in&entory + an in&entory of all P$s within the company will #e conducted and a detailed inspection of all pertinent components will #e conducted and documented for use in e&aluating whether or not the P$ will need to #e replaced Application analysis + all .> applications in use within the organi*ation will #e re&iewed and tested for compati#ility with the new operating system and applications that are #eing purchased Testing en&ironment + a testing en&ironment will #e #uilt in order to test the currentCnew hardware with the new operating system and applications Application remediation + any application that is found to #e non'compliant with the new operating system andCor the new applications will #e remediated prior to rolling out to the users User education + all users will #e pro&ided with user manuals for the new hardware they recei&e and any applications that re4uired remediation and functionality was either changed or added There will also #e training pro&ided for the new operating system P$ 7hardware8 purchases + for those P$s that are not &ia#le with the new operating system, new, updated P$s will #e purchased to replace them -oftware purchases + a new operating system and software application suite will #e purchased for each user Scope %ut of scope items for this project includeD Eew application de&elopment + no new application will #e de&eloped as a part of this project Peripheral e4uipment purchases + no other hardware de&ices will #e purchased as a part of this project FAE upgrades + the e)isting FAE will not #e updated as a part of this project Understanding the scope of the project and the time constraints that were mandated #y the leadership of the organi*ation, #udgetary dollars ha&e #een allocated for the project team The following is a #rea(down of the costs associated with the project ITE( CST Users 3// P$s 7a&g of Bes(top G Faptop8 =.,3// Microsoft Windows XP Ficense =.// C license 7@ seats8 Testing ,n&ironment =.3,/// Application changes 7a&g8 =@,/// H of Applications .> T%TAF )*+,,--- .eliverables Beli&era#les for this project includeD Windows XP #uild for des(top and laptop P$s Analysis and report of P$- that areD . $ompati#le @ Eeed to #e upgraded Analysis and report of application compati#ility Eew P$ deli&ery schedule Upgrade deployment schedule Testing schedule for applications 2elp des( materials User education materials #enefits The #enefits of this project to Technology Associates includeD Upgraded, current technology + the new operating system and application suite, along with the new P$s, will (eep the organi*ation in line with current technologies and allow for the participation in future upgrades ,nhanced security + the new operating system includes the latest in technological security software the will #etter protect the organi*ation1s data and information $ost sa&ings from common platform + there will no longer #e any need for multiple support groups to handle the &arying &ersions of software and hardware for the organi*ation Impro&ed producti&ity + the functionality that is included within the operating system and application suite will increase the user1s a#ility to conduct their wor( and pro&ide greater &alue to out clients $ontinued &endor support + as part of the agreements for hardware and software purchases from the %,Ms, the &endors that ha&e #een chosen ha&e included the costs for support in their licensing agreements for three years Ris%s The ris(s associated with this project are minimal, yet, each of them ha&e a high le&el of impact to #oth the project and the organi*ation 5irst, the plan calls for the implementation and rollout to all users #y the end of the calendar year This concentrates the efforts of all in&ol&ed and ma(es for a timeline that cannot allow for any missed milestones -econd, end users will need to #e in&ol&ed in e&ery phase of the project, including communications Without this le&el of in&ol&ement, the ris( to the organi*ation and project is a high le&el of end user resistance due to new technologies and lower le&els of understanding 5inally, there is the ris( of legacy applications needing remediation The analysis phase of the applications will determine the le&el of ris( this poses It is #elie&ed that the only modifications that would need to #e made to any application will #e associated with the new &ersions of the software, which are minor changes 2owe&er, should testing identify remediation to the applications, there could #e significant impact to the project and its timeline Critical Success /actors -uccess of this project is #ased upon ha&ing the proper scope for the project defined and communicated to all parties Additionally, e)ecuti&e leadership and support of the project will play an integral role in deli&ering the results that ha&e #een as(ed for 5inally, the proper understanding and deli&ery of the deli&era#les outlined a#o&e will determine the ultimate success or failure of this project 0ro1ect Timeline 23or% #rea%&o!n Structure4 The project timeline for this project calls for the wor( to #egin at the end of May and #e rolled out to all end users #y the middle of Becem#er I. Tas%56ame .uration Start5.ate /inish5.ate 0re&ecessors 7 3in&o!s 80 9ser 9pgra&e .?? days /3CA/C@//@ .@C.>C@//@ + Analysis 0hase .I days /3CA/C@//@ /IC@/C@//@ : 0C Analysis .? days /3CA/C@//@ /IC.<C@//@ , ,sta#lish standard P$ specifications A days /3CA/C@//@ /IC/AC@//@ ; Jalidate specifications on current P$s ./ days /IC/?C@//@ /IC.>C@//@ ? < Be&elop report on P$s that need upgrade . day /IC.<C@//@ /IC.<C@//@ 3 = Application Analysis .I days /3CA/C@//@ /IC@/C@//@ * ,sta#lish standard application specifications 3 days /3CA/C@//@ /IC/3C@//@ > Jalidate specifications of current applciations ./ days /IC/IC@//@ /IC.;C@//@ < 7- Be&elop report on applications that need upgrade . day /IC@/C@//@ /IC@/C@//@ ; 77 Application Testing ;; days /3CA/C@//@ ./C.3C@//@ 7+ Be&elop re4uirements for Application Testing ,n&ironment 3 days /3CA/C@//@ /IC/3C@//@ 7: Purchase and Install Testing ,n&ironment A/ days /IC/IC@//@ />C.>C@//@ .@ 7, $reate Application ,n&ironment for Testing A days />C.<C@//@ />C@@C@//@ .A 7; $onduct Indi&idual Application Testing I/ days />C@AC@//@ ./C.?C@//@ .? 7< $onduct $omplete Application -uite Testing 3 days ./C/<C@//@ ./C.?C@//@ .355 7= -ign'off on Application -uite . day ./C.3C@//@ ./C.3C@//@ .I 7* Application 9pgra&e ;; days /3CA/C@//@ ./C.3C@//@ 7> Be&elop "e4uirements for Application Upgrade 3 days /3CA/C@//@ /IC/3C@//@ +- :uild Application A/ days /IC/IC@//@ />C.>C@//@ .; +7 -chedule Application for Testing . day />C.<C@//@ />C.<C@//@ @/ ++ -ign'off on Application Upgrade . day ./C.3C@//@ ./C.3C@//@ .3 +: 9ser E&ucation < days /3CA/C@//@ /IC./C@//@ +, Betermine User Training "e4uirements 3 days /3CA/C@//@ /IC/3C@//@ +; Be&elop %n'Fine Tutorials for P$ A days /IC/IC@//@ /IC./C@//@ @? +< Be&elop %n'Fine Tutorials for Applications A days /IC/IC@//@ /IC./C@//@ @? += Be&elop 2elp Bes( procedures @ days /IC/IC@//@ /IC/>C@//@ @? +* Be&elop User Manuals for P$ A days /IC/IC@//@ /IC./C@//@ @? +> Be&elop User Manuals for Applications A days /IC/IC@//@ /IC./C@//@ @? :- 0C 9pgra&e ;> days /IC/?C@//@ ./C.IC@//@ :7 -chedule Purchase and Beli&ery of Eew P$s 3 days /IC/?C@//@ /IC./C@//@ ? :+ :uild P$ with Eew %- and Applications ./ days /IC/?C@//@ /IC.>C@//@ ? :: -chedule P$ Beployment to ,nd User . day ./C.IC@//@ ./C.IC@//@ .> :, .eployment ..? days /IC..C@//@ ..C.3C@//@ :; Be&elop Beployment -chedule #y Bepartment . day /IC..C@//@ /IC..C@//@ :< Jalidate P$s on'hand for Beployment . day /IC..C@//@ /IC..C@//@ A. := Con&uct .eployment to En& 9sers @@ days ./C.>C@//@ ..C.3C@//@ :* ,)ecuti&es @ days ./C.>C@//@ ./C.<C@//@ AI :> Admin Personnel . day ./C@.C@//@ ./C@.C@//@ AI ,- 5inance @ days ./C@@C@//@ ./C@AC@//@ AI ,7 Mar(eting A days ./C@?C@//@ ./C@<C@//@ AI ,+ Accounting @ days ./C@;C@//@ ./CA/C@//@ AI ,: -ales 3 days ./CA.C@//@ ..C/IC@//@ AI ,, -upport 3 days ..C/>C@//@ ..C.AC@//@ AI ,; %ther A days ..C.AC@//@ ..C.3C@//@ AI ,< 0ost?.eployment > days .@C/;C@//@ .@C.>C@//@ ,= $onduct User -ur&ey 3 days .@C/;C@//@ .@C.AC@//@ ,* Prepare results of -ur&ey @ days .@C.IC@//@ .@C.>C@//@ ?> ,> "eport out on -ur&ey "esults . day .@C.<C@//@ .@C.<C@//@ ?< 0ro1ect (anagement ffice A project management office 7PM%8 will #e set up for this project This PM% will #e utili*ed for centrali*ing the operations associated with the project, as well as the communications and reporting functions Project status re&iews will #e held on a wee(ly #asis with the following indi&iduals attendingD Project $hampion Project Manager Application %wners Testing Manager ,nd User -M,s ,ntire Project Team ,ach meeting will encompass a re&iew of the current status on all aspects of the project as well as upcoming acti&ities and deli&era#les There will also #e discussion regarding and identified issues and ris( items Beli&era#les coming out of each wee(ly meeting will include, #ut not #e limited to, a listing of action items that must #e completed for the ne)t meeting 0ro1ect (anagement b1ectives The o#jecti&es of utili*ing project management for this project areD Time @ this project will #e conducted in a compressed time, as mandated #y the $I% Cost @ there is a limited #udget that has #een allocated to the project #ased upon the preliminary estimate that was de&eloped 0erformance @ there is an e)pected impro&ement in performance and producti&ity to the organi*ation that this project will pro&ide Assumptions Prior to the start of this project, some assumptions ha&e #een made that will ultimately impact the results of this project They includeD Feadership in&ol&ement and support Project will not #e cancelled due to funding constraints Jendor capa#ility to meet target deli&ery dates ,nd user in&ol&ement and a&aila#ility for testing and training Minimal software application changes 0urpose of R/0 The purpose of this "5P has #een to detail the specifications, re4uirements, deli&era#les, and timeline associated with the Windows XP User Upgrade project to all interested and impacted parties This information is &alua#le to the success of the project and the appro&al of all re4uirements and deli&era#les is necessary for the project This project is #eing underta(en for two primary reasons 5irst, !ohn "o#erts, $I% for Technology Associates, has mandated that the organi*ation upgrade its in'house technology -econd, the organi*ation needs to impro&e its capa#ilities Technology has e)ploded and e&ery sector of the #usiness world The customers that Technology Associates ser&ices, and those that Technology Associates pursues, ha&e increasing demands from a technology perspecti&e In order to succeed, Technology Associates must #e a#le to utili*e the #est applications, operating systems, and other technologies to #etter ser&e their clients