CD FY09 Tactical Plan Review FY09 Tactical Plans for Information Systems Matt Arena 9/24/2008

CD FY09 Tactical Plan Review 2 FY09 Tactical Plan for Information Systems Relevant Strategic Plan(s): –Central Services Strategic Plan Tactical Plan Leader: Matt Arena Organizational Unit home: LSCS/DBI

CD FY09 Tactical Plan Review 3 FY09 Tactical Plan: Strategies and Goals Tactical Plan Strategies –In cooperation with other groups and departments of Computing Division, participate in development and support applications needed to improve the efficiency of the Division while avoiding duplication of functionality provided by other parts of the Laboratory –Identify business processes bottlenecksand apply focused effort to eliminate them –Implement ITIL practices into our project lifecycle –Develop expertise in a set of software tools that help end users with little or no programming skillscreate simple applications. Provide technical and consulting help to the users who are developing their application using the tool set.

CD FY09 Tactical Plan Review 4 FY09 Tactical Plan: Strategies and Goals Tactical Plan Goals –Provide the Computing Division and the Laboratory with automated procedures to reduce paperwork and increase functionality though automated workflow –Provide application developers with methods access infrastructure databases –Develop and support administrative applications that support the scientific community –Introduce SharePoint or similar framework as Lab’s information sharing and communication platform.

CD FY09 Tactical Plan Review 5 FY09 Tactical Plan: Objectives Improvements of technology base –Search for workflow application development framework to replace AlphaFlow –Introduce SharePoint (or similar technology) as an information exchange framework –Search and implement more efficient technologies for web applications development

CD FY09 Tactical Plan Review 6 FY09 Tactical Plan: Objectives (continued) Provide support for Labwide business processes –Assist in the effort to transition to ITIL and ISO standards. Participate in implementation of: Service Desk Asset Management Configuration Management Database Change Management –Support the ESH Section’s database applications –Support the MISCOMP infrastructure database applications –Support the efforts to automate Account Management –Participate and facilitate development and support of workflow applications such as eTravel, New Hire.

CD FY09 Tactical Plan Review 7 FY09 Tactical Plan: Objectives (continued) Provide support for the Laboratory’s scientific activities –Provide support to maintain DocDB in its current state –Search for alternative document/content management systems that scale to the Laboratory’s and broader scientific user community’s requirements. –Provide support and development for InDiCo developed at CERN –Provide support and maintenance for the SPMS conference management software.

CD FY09 Tactical Plan Review 8 FY09 Tactical Plan: Objectives (continued) Provide support for CD’s existing infrastructure database applications. –Re-design the CD Effort Reporting system to interface with the Lab’s OTL system –Migrate the Budget Input database to Oracle and integrate it with the existing infrastructure data.

CD FY09 Tactical Plan Review 9 FY09 Tactical Plan: Objectives (continued) Develop new applications and integrate existing applications with Microsoft Office SharePoint platform. –Train developers in SharePoint framework –Provide interfaces for SharePoint portals to access existing applications and databases. –Develop new applications in the SharePoint framework. –Participate in design and development of Lab Intranet Portal, project and personal pages Improve the efficiency of the Division’s internal business processes Have project leaders complete ITIL training.

CD FY09 Tactical Plan Review 10 FY09 Tactical Plan: Past Action Items Workflow Aplications –We had several meetings with potential stakeholders for workflow projects –We identified several classes of workflow applications which are needed by CD and the Lab –We developed strategic approach for workflow management application development based on the following principles Find and develop expertise in one or more existing workflow management software packages Actively participate in development of complex applications Provide expert help and limited resources to end users who will be developing simple applications mostly themselves

CD FY09 Tactical Plan Review 11 Project Activity: Microsoft Office SharePoint Implementation Goals Related to this Activity [from Tactical Plan] –1. Increase efficiency and facilitate collaboration and communication in the Lab as an organization New, High –2. Implement SharePoint as IT application framework that supports Lab-wide information management architecture New, High –3. Improve efficiency of IT application development, deployment and support and decrease effort needed to deploy web-based applications New, Medium –4. Empower and enable application development by end users New, Medium Key Milestones 1.Implement SharePoint 2.Design CD and Lab intranet portals 3.Produce MyPage development guidelines and documentation 4.Integrate several existing applications with SharePoint Metrics, if any applicable (may be none for some Project Activities) Issues and Risks (specific to this activity, includes allocation impact) 1.Need buy-in from users community, new technology, lack of pre-existing expertise

CD FY09 Tactical Plan Review 12 Project Activity: ITIL Implementation Goals Related to this Activity [from Tactical Plan] –1. Work with consultants on ITIL implementation New, High Key Milestones 1.Implement Asset Management DB 2.Implement or deploy Configuration Management DB 3.Implement or deploy Change Management System 4.Implement or deploy Service Desk Issues and Risks (specific to this activity, includes allocation impact) 1.ITIL is not so familiar to our staff, and its implementation will require adoption of different practices and standards

CD FY09 Tactical Plan Review 13 Project Activity: Account Management Key Metrics 1.Milestones, if any applicable (may be none for some Service Activities) 1.Produce project scope document 2.Collect requirements 3.Design and develop account management system Issues and Risks (specific to this activity, includes allocation impact) 1.Development must be done in close cooperation with other organizations 1.Priorities and resource allocations must be in sync Goals Related to this Activity [from Tactical Plan] –1. Design and develop comprehensive account management system following ITIL standards New, High

CD FY09 Tactical Plan Review 14 Project Activity: Workflow Applications Goals Related to this Activity [from Tactical Plan] –1. Search and adopt one or more Workflow Management software tools New, High –2. Participate in development and support of new workflow applications, e.g.: eTravel New Hire New, High –3. If necessary, migrate some existing applications to new framework(s) New, High Key Milestones 1.Find and adopt Workflow Management tools 2.Develop expertise in the tools 3.Metrics, if any applicable (may be none for some Project Activities) Issues and Risks (specific to this activity, includes allocation impact) 1.Set of software tools should cover wide range of relevant use cases 2.The tools must well integrate into IT infrastructure (e.g. SharePoint)

CD FY09 Tactical Plan Review 15 Project Activity: Effort Reporting and Budget Input Conversion Goals Related to this Activity [from Tactical Plan] –1. Integration of Effort Reporting system with Fermilab’s Time and Leave (FTL) system. New, High –2. Continue support of Effort Reporting and Budget Input processes Existing, High Key Milestones 1.Re-design of the database to meet the requirements of integration with Fermilab’s Time and Leave (FTL) system. 2.Complete migration of the applications to Oracle Issues and Risks (specific to this activity, includes allocation impact) Conversion of Access-based application to Oracle is tedious and non-trivial task All project activities have to be closely coordinated with financials group which works according to well-defined and inflexible time table

CD FY09 Tactical Plan Review 16 Service Activity: ES&H Applications Key Metrics 1.Application downtime 2.Milestones, if any applicable (may be none for some Service Activities) 1.Implementation of KCA or LDAP authentication mechanisms Issues and Risks (specific to this activity, includes allocation impact) –Strong authentication methods have to be accepted by users Goals Related to this Activity [from Tactical Plan] –1. Continue development and support of ES&H applications Existing, Medium –2. Migrate applications to strong authentication methods (KCA, LDAP) Existing, High

CD FY09 Tactical Plan Review 17 Service Activity: MISCOMP Applications Key Metrics 1.Application downtime 2.Milestones, if any applicable (may be none for some Service Activities) 1.Implement Asset Management DB 2.Implement strong authentication methods for MISCOMP applications Issues and Risks (specific to this activity, includes allocation impact) 1.Support and users acceptance of strong authentication infrastructure Goals Related to this Activity [from Tactical Plan] –1. Continue development and support of MISCOMP applications Existing, Medium –2. Implement ITIL structure components based on MISCOMP, e.g. Asset Management DB, etc. New, High –3. Implement strong authentication methods Existing, High

CD FY09 Tactical Plan Review 18 Service Activity: DocDB Key Metrics 1.Promptness of user support, bug fixes Issues and Risks (specific to this activity, includes allocation impact) 1.Issue is that we are not authors of DocDB, and we are not really familiar with the code Goals Related to this Activity [from Tactical Plan] –1. Continue support of DocDB software Existing, Medium

CD FY09 Tactical Plan Review 19 Service Activity: Content Management System Key Metrics 1.Milestones, if any applicable (may be none for some Service Activities) 1.Search and propose CMS which would satisfy CD and Lab needs 1.SharePoint seems to be very good candidate Issues and Risks (specific to this activity, includes allocation impact) 1.CMS needs to integrate well into Lab and CD IT infrastructure Goals Related to this Activity [from Tactical Plan] –1. Find a replacement for Plone as a CMS New, High

CD FY09 Tactical Plan Review 20 Service Activity: InDiCo Key Metrics 1.Application downtimes, promptness of responses to user requests Issues and Risks (specific to this activity, includes allocation impact) 1.Any bug fixes or new features have to be accepted by CERN Goals Related to this Activity [from Tactical Plan] –1. Continue support of InDiCo in collaboration with CERN Existing, Medium

CD FY09 Tactical Plan Review 21 Service Activity: SPMS Key Metrics 1.Application downtime, promptness of responses to user requests Goals Related to this Activity [from Tactical Plan] –1. Continue support of SPMS Existing, Medium

CD FY09 Tactical Plan Review 22 Service Activity: [insert name] (1 slide per service activity in the Tactical Plan) Key Metrics 1.[List metrics here…] What is it? (tickets clear per month, service uptime, service request response time,…) Goal level – planned vs actual. Impact high or low, felt by whom, if level not met 2.URL of online presentation of metrics 3.Milestones, if any applicable (may be none for some Service Activities) Issues and Risks (specific to this activity, includes allocation impact) 1.List Issues and Risks… [Brief oral description to provide context.] Goals Related to this Activity [from Tactical Plan] –1. Goal 1 [Identify if new or existing goal, and relative priority. Indicate status or priority in separate color/fonts.] –2. Goal 2 [Identify if new or existing goal, and relative priority. Indicate status or priority in separate color/fonts.] –3. Goal 3 [Identify if new or existing goal, and relative priority. Indicate status or priority in separate color/fonts.]

CD FY09 Tactical Plan Review 23 Project Activity: [insert name] (1 slide per project activity in the Tactical Plan) [Brief oral description to provide context.] Goals Related to this Activity [from Tactical Plan] –1. Goal 1 [Identify if new or existing goal, and relative priority. Indicate status or priority in separate color/fonts.] –2. Goal 2 [Identify if new or existing goal, and relative priority. Indicate status or priority in separate color/fonts.] –3. Goal 3 [Identify if new or existing goal, and relative priority. Indicate status or priority in separate color/fonts.] Key Milestones 1.[List key milestones and associated deliverables here…] What is it? When – planned vs actual. Impact high or low, felt by whom, if date not met. 2.[URL that shows project progress towards milestones] 3.Metrics, if any applicable (may be none for some Project Activities) Issues and Risks (specific to this activity, includes allocation impact) 1.List Issues and Risks…

CD FY09 Tactical Plan Review 24 FY09 Resource Request, Preliminary Allocation FY09 Tactical PlanActivity Level 1 FTE Request At Activity Level 1 M&S Request At Activity Level 1 FTE Allocation At Activity Level 1 M&S Allocation At Activity Level 1 Information SystemsMOSS0.8240,00000 ITIL Implementation ,55200 Account Mgmt Workflow ,00000 Effort & Budget Reporting ESH Apps Miscomp Apps ,08000 DocDB Content Mgmt System InDiCo0.358,00000 SPMS Total 4.79$420,1320$0

CD FY09 Tactical Plan Review 25 Impact of Preliminary Allocation [Use this slide to address impact of tentative allocation on ability to meet CD mission, strategic goals, or tactical plan goals and objectives.]

CD FY09 Tactical Plan Review 26 Template Guidance: (not part of the presentation) Activity = Activity Level 1 or lower explicitly listed in Tactical Plan Activities have been classified in Tactical Plans as either being more Project-like or Service-like Projects: finite defined lifetime, defined deliverable. Includes R&D work. A.k.a Upgrades, … Services: same operation or task repeatedly. A.k.a. Operations, Maintenance, Support, … Whether an activity is a project or service determines which format slide to use later. Terminology Obligation Budget: Allocated budget. This may differ from the budget request. YTD Obligations: Fully incurred expenses. Does not include RIPs, Req.s in CD, etc. Current FY08 Forecast: Estimate of all obligations to be incurred by the end of FY08. M&S: Equipment + Operating. Operating includes Travel, Material Purchases, Professional Services (contractors), Maintenance (licenses), and Other. RIP: Requisitions in Progress