Programme Management Office - DIT Dublin Institute of · PDF filePMO status report summary...

$: Programme Management Office - DIT Dublin Institute of · PDF filePMO status report summary 2010 4 IS Programme Management Office 1. Projects in initiating \ approval 1.1 Student communication$
Programme Management Office

Development programme Status report summary

Date: 30 June 2010

Document author Jane Murphy

PMO status report summary 2010

2 IS Programme Management Office

Programme and Project Index

PROGRAMME AND PROJECT INDEX 2

1. Projects in initiating \ approval 4 1.1 Student communication - Q3\Q4 project 4 1.2 Application Architecture (infrastructure) – Q3 \ Q4 project 4 1.3 DIT Web servers replacement 5 1.4 DHCP & DNS replacement 5

1. Projects in planning phase 5 2.1 Electronic document records management (PILOT) 6 2.2 Network Access Control (Wireless security) 6 2.3 Self Service circulation machines 7 2.4 Voice services plan 7 2.5 Network equipment replacement 8 2.6 Bandwidth upgrades: Mount St, Portland row, Temple Bar 8 2.7 HEAnet resilient network connection 9 2.8 UPS & Power availability 10 2.9 Email upgrade 10

3. Projects in execution phase 11 3.1 Desktop services (Active Directory expansion - Mountjoy Square) 11 3.2 Desktop services (Active Directory expansion – Cathal Brugha St) 12 3.3 Data leakage prevention 12 3.4 Excellence in Administration (EIA) 14 3.5 Active Directory DC server replacement 15

4 Completed 16 4.1 HEA Student statistical returns Completed 16 4.2 Managed print programme (Phase 3 – Student rollout) completed 17 4.3 Sector Collaboration (pilot) 19



Development Programme

Student \ staff

services

Infrastructure

developments

Network

developments

Security

Management &

Operations

Managed print

Programme

Email upgrade

(PILOT) Sector

collaboration

Excellence in

administration

Data leakage

prevention

Planning

Execution

Initiation

Active directory

expansion – CBS

Active directory

expansion –

Mountjoy Sq

Voice services plan

Bandwidth

upgrades: Mount St,

Portland row,

Temple bar

DHCP & DNS

replacement

(PILOT)

Electronic

documents

records

management

Network Access

Control

Resilient connection

HEA

Power availability

(UPS & batteries)

Student

communication

Application

Architecture

(Infrastructure)

Active directory

replacement

Web server

replacement

HEA student

statistical returns

SS circulation

machines

V1.2

Closed

Network equipment

replacement



1. Projects in initiating \ approval

1.1 Student communication - Q3\Q4 project

Sponsor Project lead \mgr

Checklist Charter approved

Team identified

Budget required

Deliverables \

milestones

Q3 \Q4 project

Dependencies Dependent on sector collaborate project

Next steps: NA

Key Decisions\

actions:

No actions yet

Back to index

1.2 Application Architecture (infrastructure) – Q3 \ Q4 project

Objective

Sponsor Project lead \mgr

Checklist Charter approved

Team identified

Budget required

High level phases Application roadmap

Application architecture design

Infrastructure procurements

Next steps: Application roadmap

Key Decisions\

actions:

Q3 \Q4 project

Back to index

Initiating phase Planning phase Execution phase Closure phase



1.3 DIT Web servers replacement

Objective TBC:

Replace some of the DIT web servers and migrate the data to the new platform

Sponsor Dearbhla O Reilly Project lead \mgr Colly Murray

Checklist Charter approved Feasibility study required in advance of charter

Team identified TBC

Budget required TBC

Deliverables \

milestones

Preliminary work before charter can be written

Next steps: Liaise with Web administrator to identify if there is a web plan for DIT

Circular web strategy document for approval – (completed)

List of all unknowns \ key decisions (CM)

Key actions: NA

Dependency Dependent on web plan for CMS

Dependent on Web strategy

Back to index

1.4 DHCP & DNS replacement

Objective Replace the DNS & DHCP servers in DIT:

Sponsor Dearbhla O Reilly Project lead \mgr

Checklist Charter approved Feasibility study required in advance of charter

Team identified <yes \ no>

Budget required <yes \ no>

Deliverables \

milestones

Preliminary work before charter can be written

Interim solution for Kevin St DHCP (cluster Aung & Kevin)

DIT wide solution

Integrate with AD

Next steps: 1. Audit of DNS & DHCP servers throughout DIT (Completed)

2. DOR organise meeting – to agree approach to project. Attendees: EOC,

RD, A Cunningham, Nicole, C Lawlor, Rania (Completed)

Key Decisions\

actions:

This project is related to Active Directory

Back to index

1. Projects in planning phase



2.1 Electronic document records management (PILOT)

Objective An Institute-wide EDRMS to address issues of storage, management and retrieval

of records – making it easier, faster and cheaper to file and find all sorts of

documents. (Pilot project)

Sponsor Prof Brian Norton Project manager Theresa Whelan

Checklist WBS completed No

Budget complete\ approved Yes

Project plan completed No

Milestones identified No

Deliverables\

milestones

Awaiting update

Next steps \

actions:

Awaiting update

Key Decisions Awaiting update

Back to index

2.2 Network Access Control (Wireless security)

Objective To add an additional layer of security to the DIT Wireless network through the

introduction of a network access control solution

Sponsor Dearbhla O Reilly Project manager


Budget complete\ approved Yes... done


Milestones identified Yes

High level Deliverables \ milestones

Technical workshops (Siemens), (Internal)

Design solution for DIT

Preliminary design test system

Design production system

Develop solution

Monitoring phase (3 months)

Communication

Webpage

Go live phase

User workshops

Handover phase

Next steps: Review case studies of NAC solution in other Institutions




Key Decisions\

actions:

NA

Back to index

2.3 Self Service circulation machines

Objective (PILOT) To enable users to issue and return library books themselves

Sponsor Philip Cohen Project manager TBC


Budget complete\ approved Yes


Milestones identified No

High level

Deliverables \

milestones

1. Purchase and installation of library self-service machines

2. Full integration with Millennium.

Next steps: TBC

Key Decisions\

actions:

TBC

Dependencies Dependent on Application architecture (infrastructure) project therefore

reporting on this project has not commenced

Back to index

2.4 Voice services plan

Objective Like for like replacement of the remaining Memotecs on the voice network to

ensure continued availability of voice service to Mount St., Chatham Row and

Portland Row.

Sponsor Dearbhla O Reilly Lead contact \PM Dearbhla O Reilly

Checklist Charter approved No

Team identified No

Budget required Yes

Deliverables \

milestones

1. Select supplier for memotec replacement

2. Replace memotecs

3. Testing phone calls

4. Communications: Logistics: access to rooms for replacement,

downtime, etc.

Risk assessment Possibility of failure with existing hardware and best effort fix only.



Next steps: Send draft charter to Dearbhla (JM) - Completed

Source 3 quotes

o Quote 1: Damovo drafting proposal (in progress)

Back to index

2.5 Network equipment replacement

Objective Replace core elements of the network that are out of warranty.



Team identified No

Budget required Yes

Deliverables \

milestones

1. Assess outcome of network equipment audit – identify equipment for

replacement

2. Equipment replacement recommendations agreed (End Aug)

3. Procure relevant network equipment (Sept)

4. Install network equipment

5. Software upgrades on switches in Data centre (Sat Mid Jul)

6. Software upgrade on switches on local sites (End Jul)

Risk assessment Continuous network hardware failure

Next steps: 1. First draft of audit of network equipment (completed Apr)

2. Maintenance tender contract signed (completed)

3. PO issued for maintenance contract (completed)

4. Physical audit (completed)

5. Review draft audit document (Richard, DOR)

6. Workshop with extreme (Mid Aug) - DOR, Eon Richard, Ian

7. Damovo needs to upgrade the software on the network switches. IS

representative will need to be on call. DOR to schedule Damovo for:

a. Data centre upgrades – Sat Mid July

b. Local sites upgrade – End July

Key Decisions NA

Dependencies Network equipment replacement dependent on results of network audit.

Back to index

2.6 Bandwidth upgrades: Mount St, Portland row, Temple Bar

Objective Ensure performance of network bandwidth for Mount St, Portland row, Temple

bar



Team identified No



Budget required Yes

Feasibility study Yes. (In progress). Project dependent on outcome

of feasibility study

Deliverables \

milestones

TBC following feasibility study

Feasibility study 1. (Buildings): Confirm buildings exist strategy from these sites

2. (Dearbhla \ Eon): Confirm current bandwidth usage on these sites (In

progress)

Next steps: Audit required to assess bandwidth usage in these sites (Dearbhla \ Eon):

o Audit results: Mount St periodically hitting full capacity, needs further

assessment WRT endpoint and Webcourses

o Temple bar: TBC from audit

o Portland row: TBC from audit (Expected end date of audit :TBC)

Portable network monitoring application (languardian) to be moved to

Mount St. for further assessment - (Completed - no outcome)

Technical review to identify the slow network problems – Software upgrade

on switches, Oracle client connections. (Mid July)

Need quote for 100mb upgraded link, (DOR)

Back to index

2.7 HEAnet resilient network connection

Objective To establish a resilient connection to HEAnet.

A second network router will be integrated into the DIT network at Kevin St

which will provide the resilience.


Checklist Charter approved Draft

Team identified Yes – Networks team

Budget required TBC

Deliverables \

milestones

1.

Risk assessment At present we have a single network connection to HEAnet. If that connection is

broken we will be cut off from HEAnet i.e. internet access/

Next steps: 1. HEA providing document providing how interim solution will work –

(completed)

2. Civil works (new fibre) near Kevin starting June (2 weeks)

3. Plan agreed with HEAnet – router and equipment going into Kevin St (2-4 wks

once civil works is complete

Key Decisions\

actions:

1. HEAnet do not currently have timelines for delivery of full solution to

DIT. Interim solution discussed. Details to be finalised by end May

2010.



2. Confirm with HEAnet if budget is required (DOR)

Dependencies Dependent on the councils civil works near Kevin St.

Back to index

2.8 UPS & Power availability

Objective To install UPS on core network and batteries for telephone system.


Checklist Charter approved Draft

Team identified No

Budget required Yes

Deliverables \

milestones

Supply Install commission and maintain:

1. UPS & Batteries for Main Network / Core Comms Rooms a. UPS for supply 1 hr uptime b. Protection equipment from power surges

2. LIM/PABX Batteries – 48volt

Risk assessment Frequent power surges and outages across all buildings cause service outages to

all staff and students.

Next steps: Colly/Eón to review CIT document and update for core Network comms

rooms - completed

Colm to take list of areas identified for surge protection - completed

Produce requirements doc, battery and UPS requirements (Colly / Eon)

Get quotes for power surge protection deliverable (completed)

Need implementation plan – List of buildings, dates for installing in each

building, contact name:

Key actions: NA

Back to index

2.9 Email upgrade

Objective Upgrade the email service and decouple it from Luminis Portal

Sponsor Dearbhla O Reilly Project lead \mgr Patricia Gray

Checklist Charter approved Yes

Team identified In progress

Budget required Yes

Deliverables \

milestones

Risk assessment Multiple security vulnerabilities, continued service outages related to password

synchronisation process.

Next steps: Produce project charter (Completed)

Detail technical plan (dependent on Sungard, Avnet & DIT)



Review hardware from An Cheim – document hardware (PK, CM)

Prepare budget (Consultancy required from Sungard)

Follow up remaining Avnet days for demo system (CM)

Begin WBS (In Progress)

Key actions: Finalise charter

Back to index

3. Projects in execution phase

3.1 Desktop services (Active Directory expansion - Mountjoy Square)

Timeline:

Sponsor Andrea Marcelin

Project manager Ian Campbell

Key recent

accomplishments

(since last progress report)

Migration of the following areas o All podium PC’s completed o All Art and design staff completed o Library completed

Extensive Mac Open Directory/Active Directory integration testing

Ongoing testing around Active Directory/Open Directory Pilot Scheme

Student file server rebuilt

Planned activities not

achieved

NA

Comments Project running ahead of schedule

WBS

code

Deliverable list (as per project charter \ plan) Deliverable

status

Planned

completion

date

Actual

completion

date

1. Access to ICTDOMAIN confirmed Completed 10/02/2010 10/02/2010

2. AD Preparation work complete Completed 04/03/2010 04/03/2010

3 Migrate Administration Offices Completed 29/03/2010 29/03/2010

4 Migrate Library/Maintenance/ Students Union Completed 07/04/2010 07/04/2010

5 Migrate Portland Row staff and students Completed 07/04/2010 07/04/2010

6 Migrate Academics Social science academics (completed) Art & design academics (completed) Staff laptops (completed)

Completed 29/6/2010 29/06/10


Apr May Jun Jul Aug Sep Oct Nov Dec



7 OD/AD integration testing ongoing In Progress 29/6/2010

8 Build new Open Directory service Completed 1/7/2010 12/05/10

9 Migrate Computer labs PC/MAC In Progress 27/7/2010

10 Rebuild local student and staff file servers In Progress 7/08/2010

Back to index

3.2 Desktop services (Active Directory expansion – Cathal Brugha St)

Timeline:

Sponsor Bridget Gleeson

Project manager Anthony Cunningham

Key recent

accomplishments

Migration of academic staff

Planned activities – not

achieved

Migration of podium PC’s (not feasible due to buildings work)

Comments 6 users left to migrate

WBS

code

Deliverable list (as per project charter \

plan)

Deliverable

status

Planned

finish

date

Forecast

finish date

Actual

finish

date

1. Access to ICTDOMAIN verified Completed 02/12/09 02/12/09

2. AD preparation work Completed 11/12/09 11/12/09

3 CBS library migration to AD Completed 11/01/10 29/01/10

4 Rebuild CBS AD server Completed 16/02/10 26/03/10

5 Migrate computer labs to AD Completed 05/04/10 05/04/10

6 Migrate admin offices to AD Completed 26/03/10 29/04/10

7 Migrate academic staff to AD In progress 25/06/10

8 Migrate podium PC’s Not started 29/06/10 30/07/10

9 Migrate remaining staff to AD In progress 20/07/10 30/07/10

10 Review meeting Not started 21/07/10

Back to index

3.3 Data leakage prevention

Timeline:




Sponsor David Scott

Project manager Eoin Dunne

Key recent

accomplishments

Tender for encryption awarded to Ward solutions

Workshop on data classification held with College of Engineering & Built Environment

Alternative methods for hard drive disposal identified and on order

Planned activities

– not achieved

Presentation on purpose of DLP project NOT given to College of Sciences, DRE,

Finance & Resources, Academic Affairs, HR

Return of DLP questionnaires from Colleges

Comments Cost of encryption software and consultancy greater than anticipated. Will require

additional funding

WBS

code


status

Planned

finish

date

Forecast

finish

date

Actual

finish

date

1. Deployment of encryption on all DIT laptops

1.1 Conduct proof of concept Completed April 10 April 10

1.2 Implement a laptop security policy Due Sept 10

1.3 Identify key requirements from encryption solution

Completed May 10 May 10

1.4 Present the purpose of DLP project to Colleges and Functions

Delayed May 10 Sept 10

1.5 Award tender for encryption solution Completed June 10 June 10

1.6 Develop process for ongoing deployment of encryption services to new laptops

Due Dec 10

1.7 Document process for key recovery by Support Desk

Due Sep 10

1.8 Deploy laptop encryption solution Due Dec 10

2 Implement policies and procedures to manage DLP through

endpoint devices (i.e. USB keys, CD/DVDs)

Planned

finish

date

Forecast

finish

date

Actual

finish

date

2.1 Document feedback from Colleges/Functions on access to personal or confidential (PoC) data

Delayed (Dependent on 1.4)

May 10

Sept 10

2.2 Identify areas where USB/CD drive controls are required

Delayed

(Dependent

on 1.4)

June 10

Sept 10

2.3 Develop policies regarding access for USB/CD for approval by Colleges/Functions

Due Oct 10

2.4 Implement technical restrictions to agreed areas

Due Nov 10

3. A revised PC disposal process that will reduce the risk of DLP Planned Forecast Actual




as a result of procedural failures finish

date

finish

date

finish

date

3

.

1

Document input from Colleges on current disposal practises

Delayed

(Dependent

on 1.4)

June 10

Sept 10

3.2 Review with Buildings the practicability of the current process

Due June 10 Aug 10

3.3 Establish current service offerings for hard drive destruction from waste management suppliers

Delayed May 10

Aug 10

3.4 Determine if larger drill bits can provide more comprehensive destruction

Delayed May 10 Jul 10

3.5 Procure additional tools for drive destruction Due Aug 10

3.6 Provide more secure drop points for hard drives

Due Aug 10

3.7 Update Colleges/Functions on updated disposal procedure

Due Aug 10

4 An IS data protection and awareness initiative for staff Planned

finish

date

Forecast

finish

date

Actual

finish

date

4.1 Provide DP content on IS website Due Aug 10

4.2 Document input from Colleges on best approach for providing user awareness sessions

Delayed May 10 Aug 10

4.3 Hold a data protection awareness week (~18-22 October 2010)

Due Oct 10

Back to index

3.4 Excellence in Administration (EIA)

Timeline:

Sponsor Dr. Frank Mc Mahon

Project manager Paul Reardon

Key recent

accomplishments

Staffing: Finalise Staffing & Locations – staff now assigned

SLA’s finalised and Registration Service Catalogue

Webpage: Information Hub development (ongoing)

Development: Code Web Registration Changes, reports development

Communications: with College Executives and other stakeholders

ID card: o Finalised ID card technical design o ID Card procurement completed o ID card technical environment – initial preparations

Banner rolled to 2010/11 academic year – released 23rd

June

Logistics for Aungier St event prepared

Data Management Office: service Catalogue prepared

Coursewise Technical Assessment commenced




Postgraduate research review

Planned activities

– not achieved

Support review for September. Will commence 28th

June 10

Training material - commence formal documentation

Comments

WBS

Code

Deliverable list (as per Project Charter/Plan) Deliverable

Status

Planned

finish

date

Forecast

finish

date

Actual

finish

date

1 HEA returns – see report above Completed 01 Apr 31 Mar

2 Registrations Planned

finish

date

Forecast

finish

date

Actual

finish

date

2.1 Design Completed 29 Apr 24 May

2.2 Build In progress 31 May 30 Jun 10

2.3 Test Sign off In progress 16 Jun 10

2.3 Rollout commences(student registrations can begin)

Completed 01 Jul 10 23 Jun

3 ID CARD Planned

finish

date

Forecast

finish

date

Actual

finish

date

3.1 ID Card design, card type identified,

Completed

3.2 Quotations: cards, printers and consumables. In progress

3.3 Set up new test environment: Data migrated to new test environment TDS need to make changes to allow new card technology, New banner interface (TDS)

Completed

Completed

Planned

3.4 Webpage drafts In progress

Back to index

3.5 Active Directory DC server replacement

Timeline:

Objective The Objectives of this project is to upgrade the existing hardware of domain

controller servers from Windows Server 2003 to Windows Server 2008 R2.

Upgrade required to replace aging hardware which is in excess of five years old.

Sponsor Bridget Gleeson Project manager Dave O Neill

Checklist WBS completed Yes

Final budget approved In progress




Project plan completed Yes

Milestones agreed Yes

Deliverables \

milestones

External Training scheduled for three AD Team members June 28th

Server quotations received from DSS & Dell.

Test Domain on Win 2008, imported copy of current live AD database

successful.

Risk assessment On going testing with compatibility of existing software, Win XP and Windows

2008 server structure, and Win 7 and Server 2003 (limited functionality with Win

7 and Server 2003)

Next steps: Review of Quotes and decision to be made on make/model

Review server specs and proceed with purchase

Schedule training for remaining AD team members

Testing with Windows Server 2008 and Windows XP compatibility on-

going (AD team)

Testing with Windows Server 2008 and Windows 7 on-going (AD team)

Key Decisions\

actions:

NA

Comments Current Windows 2003 server structure not 100% compatible with

Windows 7 PCs. Information Services unable to fully support or fully

progress to Windows 7 pc’s/laptops until new Windows 2008

server/domain structure is in place

Timeframe—Timeframe possible inhibitor. New Windows 2008

structure ideally to be in operation for start of new Academic year Sept-

2010. Go Live date scheduled for Aug 3rd

2010

Back to index

4 Completed

4.1 HEA Student statistical returns Completed

Timeline:

Sponsor Mr Bill Grimson

Project Manager Paul Spring /Liam Duffy

Key Recent

Accomplishments

Key deliverables i.e. HEA Statistical Returns submitted on time (31st

Mar)

Additional deliverables which arose on 3rd

Mar concerning graduate data

from previous years – submitted 31st

Mar

A range of deliverables relating to data, data capture processes, 31 new

HEA related reports, data dictionary etc. are now available to be

exploited for HEA Returns in future years but also by the EIA Student

Apr -Completed

May Jun Jul Aug Sep Oct Nov Dec



Registration Project in 2010.

Planned Activities – Not

Achieved

Delivery of certain non-critical items was postponed in the light of new

requirements being received e.g. front end ‘one button’ to generate the

returns

Comments Difficulties experienced on this project such as quality of data, processes

associated with data and the new unexpected requirements whilst

overcome did have an impact on the EIA Student Registration Project

and delays on Registration Project arose as a result.

Project closure will be provided with linked Project EIA Student

Registration which ends in Nov ‘10

WBS

Code

Deliverable List (as per Project Charter/Plan) Deliverable

Status

Planned

Completion

Date

Actual

Completion

Date

1. HEA Output Files 2009/10 Complete 31st

Mar 30th

Mar

2. HEA Data Dictionary Complete As above As above

3. Policy and Procedure Complete As above As above

4. Process Design Complete As above As above

5. Sign Off Process Complete As above As above

6. Operating Procedures Document Complete As above As above

7. DIT System Configuration / Policy Doc Complete As above As above

8. Data Quality & Reporting Updates Complete As above As above

8 HEA Output Files 2007/8 & 2008/09 Complete As above As above

Back to index

4.2 Managed print programme (Phase 3 – Student rollout) completed

Timeline:

Sponsor David Scott

Project manager Allen Brereton

Key recent

accomplishments

No change since last report

Planned activities – not

achieved

1. Expansion of the service in Kevin Street outside of library

2 Deployment of service to Business Faculty Computer Labs in Augier St

3 Wireless printing for users from personal and DIT-owned devices

delayed due to technical issues

AprMay

FinishedJun Jul Aug Sep Oct Nov



Comments

WBS

code


status

Planned

completion

date

Actual

completion

date

1. Migration of Service from existing distributed

servers to a newer centrally located clustered

fail-over print server solution

Completed

2. Addition of internet-based payment and account management system for students

Completed

3 Addition of wap-based payment and account management system

Completed

4 Addition of phone call based account top-up system.

Completed

5 Wireless Printing for users from personal and DIT-owned devices.

In progress Jun 2010

6 DEPLOYMENT MOUNTJOY SQ: Service deployed in Mountjoy Sq. Library and Labs

Completed

7 DEPLOYMENT CBS: Service deployed in CBS Library and Labs

Completed

8 DEPLOYMENT Bolton St: Service deployed in Bolton St Library, all Faculty Labs & Public Areas

Completed

9 DEPLOYMENT Aungier St: I. Service deployed in Aun St Library, and public areas II. Service deployed in Media labs in Aun St. III. Service deployed in faculty of Business labs

Completed

Completed

In progress

but delayed

Q3 2010

10 DEPLOYMENT Kevin St: I. Service deployed in public areas of Kevin St II. Deployment of service to School of Computer Science Computer Labs Kevin Street III. Deployment to remaining Computer Labs in Kevin St. (Chemical & Pharmaceutical, Maths, Physics, Languages, Electrical Engineering, Electronic and Communications Engineering

In progress but delayed In progress but delayed In progress but delayed

Q3 2010

Sept 2010

11 DEPLOYMENT Rathmines: Service deployed in Rathmines Road Library.

Completed

12 Account Refunds to Disability Service, Library, Student Welfare Fund

Completed

13 Installation of printer drivers on all student-used Apple Macs and Microsoft PCs in DIT.

In progress Jul 2010

Back to index



4.3 Sector Collaboration (pilot)

Timeline:

Objective Pilot project to introduce Edugate (federated access management) to enable

exchange of information between other Institutes.

Sponsor Dearbhla o Reilly Project lead \mgr


Team identified No

Budget required Yes

Deliverables \

milestones

Eduroam:

DIT to Setup Linux server (completed)

HEAnet to Configure linux server for Edugate (completed)

AD created ad accounts (completed)

Next steps: Review in December to assess the outcome of the pilot

Back to index

AprMay

FinishedJun Jul Aug Sep Oct Nov

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