Practical IT Research that Drives Measurable Results Move a Data Center
Introduction A data center relocation can be best described as a controlled disaster that involves high risk and requires a minute to minute plan for execution. • Many IT professionals will only encounter a data center relocation once or twice in their professional lives. Info-Tech research shows that 29% of survey respondents have never been involved in any part of a data center relocation. • A data center relocation is a high risk project that requires rigorous scoping and planning. While the average organization takes 7 months to plan a data center relocation, Info-Tech recommends 12 -18 months of discovery and planning before the move. • This solution set is directed at moving a data center of any size, however the process is just as applicable to co-locating the data center or consolidating multiple data centers, as each facility being consolidated should be treated like an individual relocation project. This solution set will help you through the following phases of a data center relocation: Project Management Discovery Planning Execution Closure
Executive Summary • IT pros that expended more effort formalizing a project management strategy experienced more successful data center relocations. • Moves of every size and magnitude require a detailed communications plan to succeed. • Data center relocation projects are expensive. The average data center relocation costs $10, 000/rack. • The median organization spends $120, 000 for a data center relocation. Each project is unique and should have its own detailed budget. • Project management and planning are critical to the success of a data center relocation project. Info-Tech recommends 12 -18 months of planning to help mitigate risk. • The discovery phase of the project should take as much as 2/3 of the total planning phase. Organizations that expended more effort on discovery were more successful. • Data center relocation is not a DIY project. Solicit third party help to ensure a successful move. • Hiring the same consultant/consulting firm for the relocation project as for the build project will save money and time in overlapping activities and consulting time.
Executive Summary – cont’d • Organizations that expend more effort on a detailed migration strategy for each individual piece of infrastructure are more successful in the move. • Bundling infrastructure based on their dependencies, interdependencies, criticality, and prioritizing bundles based on a set of pre-determined criteria ensures the systems of highest risk are moved first. • De-cluttering the move by assessing upgrade and consolidation opportunities can lighten the move load. 35% of organizations upgrade PBX/telephony due to risk. • Risk analysis is critical to data center relocation success. • A data center relocation requires minute to minute planning for move day. • Tabletop planning is a simple, but effective exercise to ensure all participants are ready for the move • The QA team should have its own project plan that aligns with the minute to minute plan. • Decommissioning and wrap up of the old facility means more than just cleaning. Ensure proper disposal of old data center equipment. • Documenting issue resolution and lessons learned ensures a smoother move the next time around.
Roadmap Project Management Discovery Scope the Project Inventory Applications & Hardware Create a Budget De-clutter the Moving Plan Form the Team Develop a Migration Strategy Plan the Plan Organize Moving Bundles Analyze Risk Planning Select a Mover: In House vs. Specialists Document a Detailed Migration Strategy Assess the Go/No Go Decision Execution Perform a Final Project Review Complete the Move Perform Testing Closure Wrap up at the Old Facility Capture Process Issues Project Debrief
Establish a clear project scope to minimize expensive changes in later project stages. Over 36% of data center relocations take longer than originally expected. Formulating a project charter is an effective way to put the project into perspective. Understand the size of the mountain before you start the climb. • Detailed project scoping activities are critical in the beginning stages of a data center relocation project to outline just how big the project is, so that you can allocate appropriate time and resources. • A project charter is a good way to document scope, kick off the project, define decision rights, and establish project approval and sign off from executives. “ The importance of planning and management can't be overstated. Expect the unexpected. -VP, Data Processing Services Organization Info-Tech Insight: ” An effective data center relocation project charter will include: ü Comprehensive scope definition. ü Clear objectives & milestones. ü Governance considerations. ü Reporting structure & communication plan. ü Stakeholders. ü Clear definitions of roles & responsibilities. ü Resource management. ü Assumptions. ü Interdependencies. ü Deliverables. ü Quality Management. Moving the data center across the street takes just as much scoping and planning as moving across the city. A recent Info-Tech survey indicates that the amount of overall effort expended in planning for the data center move is unrelated to the distance between data centers.
Maintain structured communication to keep all key stakeholders in the loop; an informed group makes better decisions Moves of every size and magnitude require detailed communications plans to succeed. • Communications plans should outline a clear reporting structure, method, objective, and schedule to ensure coordination of efforts for the project. Project sponsor/ Executive sponsor Movers Project Manager Project Team • Continually disseminating information will provide and maintain a forum for discussion, and identify potential threats or risks early on, before they become larger problems. Consultant/ Consulting Firm Employees/End Users A comprehensive communications plan should cover: ü Communication Guidelines ü Escalation Processes ü Risk Management ü Issue Tracking ü Project Status Reporting ü Change Management ü Project Metrics Vendors & Service Providers “ QA Team Testing Team The logistics for 8 people is the same as for 80. The only difference between the two is the numbers. The planning may just take a little longer. ” -Director of IT, Professional Services Organization
Complete the Info-Tech Relocation Project Charter to get a handle on the size of the mountain before you start the climb The project charter provides a template, and real world examples to work from, to help your team get the project up and running quickly. Inf The Info-Tech “Data Center Relocation Project Charter Template” will help you: 1 Understand the size and magnitude of the move and create a focused scope. 2 Develop a communications plan. 3 Create clearly defined roles, responsibilities, expectations and decision rights. 4 Identify potential risks to personal safety, project completion or ongoing business within the organization. 5 Provide formal documentation to facilitate executive sponsorship and approval. o-T e ch T oo l
An average data center relocation costs $10, 000/rack; Budget for the move early to avoid significant cost overruns Over 25% of organizations Info-Tech surveyed said their relocation projects went over budget. Each project is unique and requires its own budget. • Be exhaustive; include every budget item possible up front. Data center moves have numerous expenses spanning a range of areas and project phases. Because one-time and hidden costs can occur throughout the move cycle, it can be easy to forget to include items in the budget along the way. • Revisit the budget often. After the initial budget has been determined, be sure to revisit it throughout the term of the project and get sign-off on any changes. It is better to makes changes to the budget throughout the project, than to come out over budget in the end. Equipment Expenses • Hardware and software upgrades • PBX/Telephony system upgrades • Network cabling • Rental/Lease of swing gear • Facility expenses Miscellaneous Expenses • Consultant fees • Insurance • Lease and contract termination fees • Vendor expenses • Licensing fees Moving Day Expenses Post-Moving Day Expenses • Moving company fee • Packing material • Radios/walkie talkies • Hotel/accommodations • Food & Beverage • Cleaning fees • Environmental disposal fees • Vendor disposal fees • Dumpster rental fees • Employee bonuses Info-Tech Insight: According to an Info-Tech survey, the median expenditure for a data center relocation is $120, 000
Formulate an exhaustive budget and revisit and update it at numerous points throughout the project The ITA Premium “Data Center Relocation Budget Tool” will help you: 1 2 3 Inf o-T e Account for all moving day expenses such as movers, packing material, labels and food. Get a handle on hidden costs such as cleaners, walkie-talkies, hotel rooms and employee bonuses. Incorporate costs of equipment and application upgrades, rented/leased swing gear and recertification fees. A data center relocation is a complex project that can change substantively at numerous junctures along the way. Look for these checkpoint symbols throughout the storyboard and update your budget when appropriate. Info-Tech Insight: Work with the finance department to provide a detailed and transparent cost structure. A budget that sets expectations as to when costs will occur helps to budget for them in advance and keep track throughout the project. ch T oo l
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