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Automation Upgrade
 

Automation Upgrade

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    Automation Upgrade Automation Upgrade Presentation Transcript

    • ITMGMT 500 MANAGING 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 Benefits  Benefit – Overall savings for upgraded hardware and maintenance costs.  Value & Probability – Initial savings for the first year are estimated to exceed $20,000 in actual hardware costs and support. COST/BENEFIT ANALYSIS
    • Tangible Benefits  Assumptions 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. COST/BENEFIT ANALYSIS
    • Intangible Benefits  Benefit – 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. COST/BENEFIT ANALYSIS
    • Intangible Benefits  Value & 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. COST/BENEFIT ANALYSIS
    •  Internal Labor hours:  Installation/configuration of computers $5,000/year  External 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, efficient 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/quantities  Create purchasing documents ordering automation in cycle  Configure, install and deploy automation upon arrival. Out of scope activities critical for success  Locate 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: Ongoing Major Milestones  Replacement scheduled approved 12/30/10  Approve configuration for Initial Purchase 02/01/11  Order for Initial Purchase 02/15/11  Arrival of Initial Purchase 03/15/11  Configuration of Initial Purchase 04/15/11  First deployment of Initial Purchase 05/01/11  Approve configuration for 2nd purchase 06/15/11  Order for new FY 07/10/11  Arrival of new FY purchase 08/10/11  Configuration of new FY purchase 09/10/11  Deployment of new FY purchase 09/25/11  Rinse and repeat  First two cycles completed 12/31/11 External Milestones Affecting the Project  Computer configuration 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 total  22 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/year  For 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 19 2010 – 2011: All-in-one & Roll Around 25 n/a 27 2011 – 2012: C233 17 2006 17 2012 – 2013: MCC412 19 2007 19 2013 – 2014: C123 19 2009 19 2013 – 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 19 2015 – 2016: All-in-one & Roll Around 25 2010 27 2015 – 2016: C233 17 2011 17 2016 – 2017: MCC412 19 2012 19 2017 – 2018: C123 19 2013 19 2017 – 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