Left Bank Pictures Network Integration - Project Charter - FINAL

Project Charter Sony Pictures Entertainment
Terms of Reference
Sony Pictures Television

Left Bank Pictures Network Integration
Version: 2.0
Sony Pictures Television
Title: Left Bank Pictures Network Integration to SPE Version: 2.0

Doc ref Cable Direct Network Integration Project Charter.docx 14/06/2013
Author: Phil Munson Confidential Copy 1 of 21
TABLE OF CONTENTS
1 DOCUMENT CONTROL.....................................................................4
1.1 Document ID......................................................................................4
1.2 Version History...................................................................................4
2 DISTRIBUTION LIST.......................................................................4
3 PROJECT STAKEHOLDERS...............................................................4
4 REQUIRED SIGNATURES.................................................................6
5 INTRODUCTION..............................................................................7
5.1 Purpose of this Document.....................................................................7
6 PROJECT BACKGROUND..................................................................8
7 OBJECTIVES....................................................................................8
7.1 Core Activities:...................................................................................8
8 CURRENT NETWORK INFRASTRUCTURE..........................................9
9 APPROACH......................................................................................9
10 SCOPE...........................................................................................11
10.1 Desktop...........................................................................................11
10.2 Servers............................................................................................12
10.3 Messaging........................................................................................13
10.4 Telephony........................................................................................14
10.5 Network Infrastructure.......................................................................15
11 TOTAL PROJECT COSTS.................................................................16
12 OUT OF SCOPE..............................................................................17
Desktop....................................................................................................17
Servers.....................................................................................................17
Messaging.................................................................................................17
Networks..................................................................................................17
SAP Integration.........................................................................................17
13 SUPPORT......................................................................................18
14 PROJECT TIMELINE.......................................................................18
14.1 High Level Project Plan *Draft*...........................................................18
15 SECURITY.....................................................................................18
16 ASSUMPTIONS/RISKS..................................................................18
16.1 Assumptions.....................................................................................18
17 RISKS...........................................................................................19
18 PROJECT ORGANISATION AND GOVERNANCE...............................19
19 GOVERNANCE & COMMUNICATION...............................................20

20 ROLES AND RESPONSIBILITIES....................................................20
21 SERVICE LEVEL AGREEMENT AND ONGOING SUPPORT.................20

21.1 Objectives........................................................................................20
21.2 Periodic Review.................................................................................21
21.3 Service Agreement............................................................................21
21.3.1 In Scope...............................................................................21
21.3.2 Out of scope..........................................................................21
21.3.3 Customer Requirements..........................................................21
21.4 Service Management..........................................................................21
21.4.1 Service Availability..................................................................21
21.4.2 Methods of contact.................................................................21
21.4.3 Service Requests....................................................................22
21.4.4 Service activities on regular based............................................22

1 DOCUMENT CONTROL
1.1 Version History
Version # Date Revised By Comments

Release 1.0 20th May 2013 Phil Munson Draft
Release 2.0 14th June 2013 Phil Munson Final
2 DISTRIBUTION LIST
Name Position Department

Mark Allsop CIO Europe, VP CORP. IT
Paul Ashurst Director Global Telecommunications, SPE
Nathan Pullen Regional Services Manager Sony Pictures Entertainment Europe
Sarb Dhanda Client Technology Group Manager Business Services Group
Russell Parry VP Worldwide Facilities CORP, Worldwide Facilities
Sonia Jacobs Director, Real Estate EMEA & Asia Pacific Facilities, EMEA
Jaspal Jandu Information Security Director CORP, Information Security
Chris Jones Manager, Security & Safety EMEA CORP, Security
Melanie Newlands VP Production Finance Europe Sony Pictures Entertainment Europe
Jamie Gibson Principal Systems Engineer Sony Pictures Entertainment Europe
Anna Kyriacou Snr Systems Engineer Sony Pictures Entertainment Europe
Mike Morris Snr Systems Engineer, Voice Sony Pictures Entertainment Europe
Kulbir Manku Systems Engineer - Messaging Sony Pictures Entertainment Europe
Grace Wilson Financial Director Left Bank Pictures
Marigo Kehoe Managing Director Left Bank Pictures
Andy Harries CEO Left Bank Pictures
3 PROJECT STAKEHOLDERS
Name Position Department

Mark Allsop CIO Europe, VP CORP. IT
Paul Ashurst Director Global Telecommunications, SPE
Grace Wilson Financial Director Left Bank Pictures
Marigo Kehoe Managing Director Left Bank Pictures
Andy Harries CEO Left Bank Pictures
Nathan Pullen Regional Services Manager Sony Pictures Entertainment Europe
Donna Cunningham EVP Operations Columbia Picture Corp Ltd

4 REQUIRED SIGNATURES
In signing this document, you are in agreement with the content contained within this project charter and
provide your approval to proceed with the project as proposed.
Project Sponsor
Signature Name Date
Project Sponsor
Signature Name Date

5 INTRODUCTION
5.1 Purpose of this Document

This document defines the IT requirements and establishes a baseline from which the project can be managed
and controlled. All those on the document distribution should understand the purpose of the project and the
processes used to control the project.
This document’s two primary uses are to ensure a sound basis for requesting authority to proceed from the
Project Board & IT Finance, and to act as a baseline to monitor progress, changes and ongoing viability issues.

6 PROJECT BACKGROUND
Sony Pictures Entertainment has purchased a majority share of Left Bank Pictures which is a TV production
company. This project will integrate Left Bank Pictures onto the SPE network allowing SPE to provide a
secure, supported and resilient infrastructure with shared services (email etc) and provide capacity for future
expansion.
Left Bank Pictures are located on Foley St W1 and will move to 7 th Floor, The Place, High Holborn as part of
the Facilities aspect of this project.
Left Bank currently have 25 staff but expect to expand and so we are basing this project on the assumption of
30 staff.
7 OBJECTIVES
To integrate the existing IT infrastructure with that of Sony Pictures Entertainment with the minimum level of
disruption to Left Bank Pictures.
To provide:
 Alignment with SPE IT standards and services

 SPE security standards adhered to
 Fully supported IT infrastructure
 Resilient network
 Provision of shared services (email etc)
 Monitored and managed service
 Future proof and in alignment with SPE IT roadmap
7.1 Core Activities:
 Project Management
 Desktop / laptop – refresh of hardware
 Server migration including existing services, provision of storage
 Messaging – Migrate email data and archive email data to SPE environment
 Telecoms – Provision of Cisco phones
 Networks – WAN provision, LAN provision, WAN acceleration, Wireless.
 Application integration
 Infrastructure – Rack, PDU, UPS, cooling, structured cabling
 IT support - Ongoing

8 CURRENT NETWORK INFRASTRUCTURE
9 APPROACH
Considerations:
Current personnel count includes:
25 x current employees
5 x expected expansion
Total 30 people.
To include 4 printers and 4 wireless access points the number of connections needed is 38
In order to provide a future proof solution the project will implement a Full Solution as detailed below.
A full cost breakdown is provided within this document.


10 SCOPE
10.1 Desktop
OBJECTIVE TO UPLIFT LEFT BANK COMPUTERS TO SPE STANDARD HARDWARE

IN SCOPE ACTIVITY
Uplift existing hardware to SPE standards

 Procure, image and install replacement kit
 Install SPE approved software
 Review additional software requirements and install where appropriate
 Issue communication to users as appropriate
 Provide end user training as appropriate
 Provide ongoing IT Support
 Agree support & escalation model
 Configuration of printers to work with new desktops
 Ongoing infrastructure monitoring for availability
Out of Scope  Copying of personal data from local computers
Communication A Communication Plan will be created, to cover the following:
 Who will be impacted by the change to the desktop environment

 What changes are occurring, what to expect and when
 The process around copying of all data from old machines to the new
machines or file server space
Training A Training Plan will be created, to cover the following:
 System Overview
 System Security
Budget Items  6 x Laptops (Vaio)
 24 x Laptops (Dell)
 1 x Apple Mac Laptops
 2 x Apple Mac PC
 30 x Docking stations, monitors, wireless keyboards, mice.
Implementation
budget cost Hardware/Software $85,957
Internal Labour $13,376
TOTAL $99,333

10.2 Servers
OBJECTIVE INTEGRATE LEFT BANK USERS TO THE SPE SERVER IT INFRASTRUCTURE

IN SCOPE ACTIVITY
 Provision of storage and back up to host Left Bank file data
 Migration and support of file data to SPE environment
Out of Scope  Provision of file services, with local backup/restore capability.
Budget Items
 Storage 4TB $11,000
 Data Duplication 4TB $5,500
 VMWare ESX Licenses – 2 x processor licenses $18,700
 Citrix Licenses x 30 $17,600
 Labour – 10 days $6,688
Implementation
budget cost Hardware / Software Cost $54,080
TOTAL $59,488

10.3 Messaging
OBJECTIVE TO REPLATFORM LEFT BANK MESSAGNG ENVIRONMENT TO SPE

IN SCOPE ACTIVITES
 Create SPE Exchange mail accounts – usually done by IDM
 Enable user mailboxes into SPE Archiving system (Zantaz)
 System discovery/audit/inventory/document
 Create a migration path, process and map out detailed plan from the detail gathered from
the inventory stage.
 Create if required distribution lists and any shared mailboxes based on the business
requirements to include any archive mailboxes
 Migrate active mail files to SPE Exchange environment, if there are any existing archives
email data: this must be presented in PST format and these will be directly ingested
toZantaz.
 Retain email address of @leftbank.co.uk
Out of Scope  Provision of mobile phones

Implementation
budget cost EMC Pro Services $5,500
Internal Labour 35 days $23,408
TOTAL $28,908

10.4 Telephony
OBJECTIVE PROVIDE LEFT BANK USERS WITH STANDARD SPE SERVER IT TELEPHONY
IN SCOPE ACTIVITY
 Provision of telephony system and licencing
 Provision of Cisco phones
 Configure Cisco phones
Out of Scope  N/A

Budget Items
 Cisco Phones $52,088
 Phone Number Set Up Charge $169.79
 £10 per block of 10 numbers (buying 100) $169.79
 Tiger Set Up $2,546
 Install (12 mth contract) @ £130 per channel x 15
(16 to 30 are free) $3,311
 Monthly Line rental x 12 $336
 Monthly Line Rental per channel @ £11.80 per
channel per month $6,552
Implementation
budget cost Hardware / Software Cost $58,285
Annual Cost $6,888
TOTAL $62,632

10.5 Network Infrastructure
OBJECTIVE INTEGRATE LEFT BANK INTO SPE NETWORK

IN SCOPE ACTIVITIES
 Provide standard SPE network infrastructure
 Hard wired internet service for SPT Networks CE
Out of Scope • Actual implementation of the structured cabling system, electrical system, air-
conditioning systems or any construction activities. Whilst specifications and designs will
be provided as appropriate, actual implementation is expected to be managed by
Facilities and/or the local office management.
• Specification or provision of a television distribution system or related cabling
or space/electrical/cooling requirements for related head-end equipment.
• Specification or provision of televisions, projectors, DVD or other media
players, satellite set-top boxes or satellite reception equipment.
Communication Communication plan will be covered by plan for Desktop Environment
Training Training plan will be covered by plan for Desktop Environment

Budget items 2 x LAN switches and resources and accessories $31,006
Maintenance for above x 2 $3,529 per annum
Riverbed inc license $27,842
Maintenance for above $3,642 per annum
Wireless AP’s x 5 $4,108
Raritan Console $2,670
WAN Install primary and secondary $5,419
Primary WAN service x 12 $20,820 per annum
Secondary WAN Service x 12 $3,688 per annum
Cabling $2,200
APC Rack / PDU UPS X 1 $4,400
Misc $1,100
Implementation
budget cost Hardware Cost $78,748
Internal Labor $20,064
Annual costs $31,681
TOTAL $98,812

11 TOTAL PROJECT COSTS

12 OUT OF SCOPE
Desktop
 Copying of personal data from local computers
Servers
 Provision of local file services, with local backup/restore capability.
Messaging
 Provision of mobile phones
Networks
 Actual implementation of the structured cabling system, electrical system, air-

conditioning systems or any construction activities. Whilst specifications and
designs will be provided as appropriate, actual implementation is expected to be
managed by Facilities and/or the local office management.
 Specification or provision of a television distribution system or related cabling or
space/electrical/cooling requirements for related head-end equipment.
 Specification or provision of televisions, projectors, DVD or other media players,
satellite set-top boxes or satellite reception equipment.
SAP Integration
 This is on the SAP roadmap for FY14.

13 SUPPORT
Initially 1st Line Support will be provided by Desktop Support Team
Subsequently transferring to the GSD at the beginning of next year.
14 PROJECT TIMELINE
14.1 High Level Project Plan *Draft*
15 SECURITY
SEHS have been engaged with this project and will co ordinate with Facilities.
16 ASSUMPTIONS/RISKS
16.1 Assumptions
 Expected expansion to 30 employees therefore project scoped accordingly.

 Facilities costs are not included.
 The lead time on the WAN will be 12 weeks to 14 weeks but is dependent on the service provider
(Level 3)

17 RISKS
18 PROJECT ORGANISATION AND GOVERNANCE

19 GOVERNANCE & COMMUNICATION
 Weekly Project Team Meeting

 Weekly Project Scorecards / Reports
 Weekly High Level Action Tracker
 Regular Operating Comittee Meetings (Key Stakeholders)
 Issue and Risk Visibility and Escalation
20 ROLES AND RESPONSIBILITIES
Operating Committee:
 Championing the project and raise awareness at the Executive Management level
 Approve all project plans and project level scope changes
 Ensure the required resources are committed and arbitrate on any conflicts within the project or
negotiate a solution with the parties involved
 Primary Escalation point for key decision making or issue resolution
 Remove obstacles to ensure the success of the program / project
 Provide Regular Communication to the Executive Steering Committee
Project Sponsorship and Leadership Team:

• Owner and champion of the program / project
• Accountable for delivering the holistic solution and planned business benefits associated with the
project
• Ensures resolution of Issues and Risk Mitigation and escalates as required
• Assures availability of essential project resources
• Makes business organizational / commercial decisions for the project
• Regular communication to the Operating Committee & key stakeholders
Project Manager:
 Ensuring that the project is completed in budget, on schedule, and within scope.
 Develops the Project Plan with the team and manages the team’s performance of project tasks.
 Secure acceptance and approval of deliverables from the Project Sponsor and Stakeholders.
 Project communication including status reporting, risk management, and escalation of issues that
cannot be resolved in the team.
Facilities:
 To provide the items outlined in 18 and liaise with the project PM to ensure a holistic approach
throughout the project lifecycle
Cable Direct:
 Supply data application info and IT assistance (Marius)
21 SERVICE LEVEL AGREEMENT AND ONGOING SUPPORT
This Agreement represents a Service Level Agreement (“SLA”) between SPT Networks CE – IT team (Service
Provider) and .......... (“Customer”) for the provisioning of IT services required supporting business activity.
This Agreement remains valid until superseded by a revised agreement mutually endorsed by the
stakeholders.
This Agreement outlines the parameters of all IT services covered as they are mutually understood by the
primary stakeholders. This Agreement does not supersede current processes and procedures unless explicitly
stated herein.
21.1 Objectives
The purpose of this Agreement is to ensure that the proper elements and commitments are in place to
provide consistent IT service support and delivery to the Customer by Service Provider.

The goal of this Agreement is to obtain mutual agreement for IT service provision between the Service
Provider and Customer.
The objectives of this Agreement are to:
 Provide clear reference to service ownership, accountability, roles and/or responsibilities

 Present a clear, concise and measurable description of service provision to the Customer
 Match perceptions of expected service provision with actual service support & delivery
21.2 Periodic Review

This Agreement is valid from the Effective Date outlined herein and is valid until further notice. This
Agreement should be reviewed at a minimum once per fiscal year; however, in lieu of a review during any
period specified, the current Agreement will remain in effect.
21.3 Service Agreement

The following detailed service parameters are the responsibility of the Service Provider in the ongoing support
of this Agreement.
21.3.1 In Scope
The following Services are covered by this Agreement;
 SPE standard hardware maintenance

 SPE standard application support
 Remote assistance using Bomgar
 Planned or Emergency Onsite assistance and maintenance
 Internet service connection monitoring/maintenance
 Printer maintenance
 Personal device management/maintenance
21.3.2 Out of scope

The following Services are not covered by this Agreement
 SPE non-standard application support
21.3.3 Customer Requirements

Customer responsibilities in support of this Agreement include:
 Reasonable availability of customer representative(s) when resolving a service related incident or

request.
21.4 Service Management

Effective support of in-scope services is a result of maintaining consistent service levels. The following
sections provide relevant details on service availability, monitoring of in-scope services and related
components.
21.4.1 Service Availability

Coverage parameters specific to the services covered in this Agreement are as follows:
 Email support: Monitored 7:00 A.M. to 20:00 P.M. (CET) Monday - Friday
 Telephone support : 9:00 A.M. to 6:00 P.M. (CET) Monday – Friday
 Calls received out of office hours will be forwarded to a mobile phone and best efforts will be made
to answer / action the call
 Onsite assistance guaranteed within 72 hours during the business week
21.4.2 Methods of contact
 Email support: axnhu_it@spe.sony.com

 Telephone support: +36 1 577 1813

21.4.3 Service Requests

In support of services outlined in this Agreement, the Service Provider will respond to service related
incidents and/or requests submitted by the Customer within the following time frames:
 Priority 1or 2: 0-8 hours (during business hours), except hardware related issues onsite
 Priority 3: Within 72 hours during the business week, include all hardware related issues
 Priority 4: Within 5 working days
Issues are classified based on the following criteria
 Priority 1 or 2 – All users are impacted by software/service failure

 Priority 3: One or two users are impacted by software/service failure and all hardware related issue
 Priority 4: All other service request
Remote assistance will be provided in-line with the above timescales dependent on the priority of the support
request.
21.4.4 Service activities on regular based

In support of continuous business processes following regular activities will take place
 Hardware maintenance (supported by Service Provider) and hard disk defragmentation in every 6
months
 Antivirus/ZCM system check on laptops in every 6 month
 Site visit in every 6 months (extra costs will apply)


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Project Charter Sony Pictures Entertainment

Sony Pictures Television

Sony Pictures Television

Title: Left Bank Pictures Network Integration to SPE Version: 2.0

8 CURRENT NETWORK INFRASTRUCTURE..........................................9

11 TOTAL PROJECT COSTS.................................................................16

18 PROJECT ORGANISATION AND GOVERNANCE...............................19

19 GOVERNANCE & COMMUNICATION...............................................20

Title: Left Bank Pictures Network Integration to SPE Version: 2.0

20 ROLES AND RESPONSIBILITIES....................................................20

21 SERVICE LEVEL AGREEMENT AND ONGOING SUPPORT.................20

Title: Left Bank Pictures Network Integration to SPE Version: 2.0

1.1 Version History

Version # Date Revised By Comments

Name Position Department

Name Position Department

Title: Left Bank Pictures Network Integration to SPE Version: 2.0

Title: Left Bank Pictures Network Integration to SPE Version: 2.0

5.1 Purpose of this Document

Title: Left Bank Pictures Network Integration to SPE Version: 2.0

 Alignment with SPE IT standards and services

7.1 Core Activities:

Title: Left Bank Pictures Network Integration to SPE Version: 2.0

8 CURRENT NETWORK INFRASTRUCTURE

Title: Left Bank Pictures Network Integration to SPE Version: 2.0

Title: Left Bank Pictures Network Integration to SPE Version: 2.0

OBJECTIVE TO UPLIFT LEFT BANK COMPUTERS TO SPE STANDARD HARDWARE

Uplift existing hardware to SPE standards

Out of Scope  Copying of personal data from local computers

Communication A Communication Plan will be created, to cover the following:

 Who will be impacted by the change to the desktop environment

Title: Left Bank Pictures Network Integration to SPE Version: 2.0

OBJECTIVE INTEGRATE LEFT BANK USERS TO THE SPE SERVER IT INFRASTRUCTURE

Out of Scope  Provision of file services, with local backup/restore capability.

Title: Left Bank Pictures Network Integration to SPE Version: 2.0

OBJECTIVE TO REPLATFORM LEFT BANK MESSAGNG ENVIRONMENT TO SPE

Out of Scope  Provision of mobile phones

Title: Left Bank Pictures Network Integration to SPE Version: 2.0

Out of Scope  N/A

Title: Left Bank Pictures Network Integration to SPE Version: 2.0

10.5 Network Infrastructure

OBJECTIVE INTEGRATE LEFT BANK INTO SPE NETWORK

Communication Communication plan will be covered by plan for Desktop Environment

Training Training plan will be covered by plan for Desktop Environment

Title: Left Bank Pictures Network Integration to SPE Version: 2.0

11 TOTAL PROJECT COSTS

Title: Left Bank Pictures Network Integration to SPE Version: 2.0

 Copying of personal data from local computers

 Provision of local file services, with local backup/restore capability.

 Provision of mobile phones

 Actual implementation of the structured cabling system, electrical system, air-

 This is on the SAP roadmap for FY14.

Title: Left Bank Pictures Network Integration to SPE Version: 2.0

Initially 1st Line Support will be provided by Desktop Support Team

Subsequently transferring to the GSD at the beginning of next year.

14.1 High Level Project Plan *Draft*

 Expected expansion to 30 employees therefore project scoped accordingly.

Title: Left Bank Pictures Network Integration to SPE Version: 2.0

18 PROJECT ORGANISATION AND GOVERNANCE

Title: Left Bank Pictures Network Integration to SPE Version: 2.0

19 GOVERNANCE & COMMUNICATION

 Weekly Project Team Meeting

20 ROLES AND RESPONSIBILITIES

14.1 High Level Project Plan Draft