Phase III Work Team Project Charter

Data Center Aggregation Implementation

Implementation Charter Approved on August 29, 2012

Team Name Data Center Aggregation Implementation Team

Objective The team’s objective is to plan and execute the implementation of a new campus-
wide server and data center model for UW-Madison, as recommended by the
Phase II Administrative Excellence (AE) work team, vetted by the Advisory
Committee and approved by the Steering Committee.

Goals The overall goal of this project is to develop and implement a new model of server
and data center structure to serve the needs of the University’s academic,
research, and administrative communities, leveraging industry-leading practices for
server administration, virtualization, and management to reduce costs, improve
service levels, and minimize data security risks.

Deliverables Tangible deliverables for this project team include the following:
• A hosting facilities model that effectively meets the service needs of
campus
• Formation of a centralized campus data center service provider that
provides data storage consultation services to all campus customers
- Able to determine the data hosting model that best meets
customers’ needs, and facilitates the delivery of that service
- A service framework available to all departments that is easy
to use, provides flexible solution alternatives, and is affordable
• The creation of a data center governance and advisory structure to be led
through the CIO’s office
- A defined set of campus-wide decision-making policies and
processes
- Capable of influencing campus data center compliance
through incentives & disincentives
• A real time inventory of server hosting facilities on campus
• A defined set of data center service standards that will, over time,
eliminate the proliferation of sub-standard server rooms on campus
• Pilot at least one data center migration to test the framework developed by
the team
• A fully operational infrastructure is in place for meeting and exceeding the
data storage needs of campus units

Scope In scope:
• Transition of ownership and responsibility of new policies, processes, and
leadership framework to Business Process Owners (DoIT)
• Risk and cost modeling
• Meeting the data center service needs of UW-Madison campus units,

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 including units providing direct patient services such as the Medical School
and University Health Services
• The solution set may include data center co-location and virtualization as
well as public and / or private resources that are not owned by UW-
Madison or UW-System
• Change management & campus communication activities will be planned,
managed, and executed throughout the project lifecycle
Out of scope:
• The data center service needs of campuses other than UW-Madison
• The data center service needs of UW Health, UW Hospitals & Clinics, UW
Medical Foundation
• This team is not responsible for performing data center migrations beyond
those included in the pilot; similarly, the team is not responsible for
requiring data centers to meet new standards; this goal will be
accomplished over time and under the direction of the Process Owners.
Related projects & initiatives:
• AE Enterprise IT Decision-Making: Future State – team needs to be aware
of this team’s work as it progresses
• AE Policy Work Group – team needs to be aware of this team’s work as it
progresses
• MACI (UW-Madison Advanced Computing Infrastructure) – will need to
work closely with initiatives underway to support research computing
needs
• Sustainability – possible synergy opportunities

Critical Assumptions • The established Administrative Excellence issue resolution processes will
be used to resolve issues as they arise in a timely fashion.
• Most team members will be able to dedicate 4-8 hours per week during the
Analysis/Planning and Design (Technical Planning) stages of the project,
and dedicate additional hours as needed during the pilot data transitions.
• The team leader(s) will be able to dedicate 8-10 hours per week during the
Analysis/Planning and Design (Technical Planning) stages of the project,
and dedicate additional hours as needed during the pilot data transitions.

Critical Risks • Coordination with Academic, Fiscal and Calendar year activities. The
timing of conversions will be directly affected by organizational impacts of
conversions at specific times during the year.
• The central governance group created by this team must earn the trust
needed to manage administrative, academic and research activities in
data center facilities.
• Project timeline may be significantly impacted by the speed with which
distributed IT organizations respond to data requests.

Timeline / Milestones Project completion target is estimated to be 30-45 weeks following the week of the
implementation team kickoff meeting (early September 2012)

Timeline and major milestones to be reviewed & confirmed by project leadership

prior to team kickoff meeting

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Team Members Data Center Aggregation Executive Committee:
Bruce Maas (CIO, Business Process Owner)
John Krogman (DoIT Chief Operating Officer)
Alice Gustafson (AE)
Ed Van Gemert (AE Phase II Team, General Library)

Project Managers: Brian Goff (DoIT)

Dan Koetke (AE)

Campus Services Sub-Team Leader: Kevin Cherek (AIMS)

Business Analyst: TBD (DoIT)
Team Members: Nancy McDermott (L&S / SSCC / MTAG)
Scott Hubing (Housing)
Mike Gollmar / Larry Henderson (DoIT/OHRD/HR Svc Ctr)
Mark Sweet (RSP)
Scott Nolin (Grad School, Space Sci & Engineering)
Jan Cheetham
TBD (Student Employee)

Other Resources: Steve Krogull (DoIT)

Scott Converse (SoB, Executive Education)

Campus Facilities Sub-Team Leader: Rick Konopacki (SMPH / MTAG)

Technical Lead: Terry Bradshaw (DoIT)
Team Members: Adam Griffin (FP&M, Physical Plant)
Ken Hahn (L&S Comp Sci / CONDOR)
Dale Carder (DoIT, Networking Services)
Jason Laffin (Physical Science Lab, Stoughton)
Richard Kunert ((Grad School / Biotechnology Center)
Angela Pakes Alman (Engineering-Office of Sustainability)
Mitch Lundquist (General Library)
Pending (Engineering)

Organization / Governance Team Leader: Steve Krogull (DoIT)

Policy Rep: Peg Eusch (Campus Records)
AE: Pending (EITDM Rep)
Governance: Sean Bossinger (DoIT – User Services)
Kevin Cherek (AIMS)
Bruno Browning (L&S / MTAG)
Nancy McDermott (L&S / SSCC / MTAG)
Steve Barnet (Grad School / Ice Cube Project)
Ilene Seltzer (Enrollment Management, SIS)
Tom Mish (SMPH)
Pending (Research Compliance)

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Project Members Member Name Member Role
Team Member While the specific role of Team Members will vary
according to skill set and specific area of expertise,
Team Members are expected to fully participate in
team meetings, complete assigned tasks on time,
contribute to the development and execution of the
project implementation plan, and assist in stakeholder
engagement and communication activities.
Team Leader In addition to the responsibilities of a working Team
Member, the Team Leader will be responsible for
partnering with the Project Managers to develop
meeting agendas and facilitate team meetings,
identify and assign tasks, create and provide updates
to the Executive Committee and other stakeholders,
and lead team presentations.
Administrative Excellence Partner with the DoIT Project Manager to provide
Project Manager comprehensive project management services; this
role places emphasis on change management
activities such as stakeholder engagement,
communication plan development and execution, and
positioning this project within the context of the overall
AE initiative.
DoIT Project Manager Partner with the AE Project Manager to provide
comprehensive project management services; this
role places emphasis on managing the project on a
day-to-day basis to ensure that the project team
delivers the proposed data center services to campus
to the required standard of quality and within the
specified constraints of time and cost.
Business Process Support the team through the allocation of resources,
Owners removal of roadblocks, participation in change
management and communication activities, and
ensuring the project benefits are sustained through
policy and process leadership.
Executive Committee – Oversee the progress of the Implementation Team;
Data Center Aggregation manage, administer, and fund the work of the team;
ultimately responsible for the overall success of the
project.
Advisory Committee Receive periodic progress updates from the team, and
provides feedback.
Steering Committee Provided final decision to approve the implementation
of the solution set; maintains all final decision-making
authority; will continue to support implementation
through participation in change management /
communication activities as appropriate.

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