Mission Support PC Refresh 2012 Closeout

Greg Podoba10/11/2012

Project Results

OPS PC Deployment Project – A four-year computer refresh cycle is needed in order for users to be productive and

efficient with new operating systems and productivity software (MS-Office)– As of completion of this project:

• 20% of OPS computers are 4 years of age or older• 36% of OPS computers are still on Windows XP.

Project desired outcome and factors for success

253; 20%

246; 20%

392; 32%

347; 28%

OPS Computers as of April 28, 2012

Less than 2 yearsBetween 2 and 3 yearsBetween 3 and 4 yearsGreater than 4 years 650; 53%

246; 20%

182; 15%

160; 13%

OPS Computers as of October 1, 2012

Less than 2 yearsBetween 2 and 3 yearsBetween 3 and 4 yearsGreater than 4 years

Project Deliverables– Created Project Plan showing weekly milestones

– Created Process, Checklists and Tools to be used during the deployment process

– Created communication plan to be used when replacing computers

– Reviewed list of computers being replaced and conducted software inventory using SCCM

– Reviewed Argonne Tools (SCCM/ OSD/ USMT) and made needed adjustments as necessary.

– Completed at least six hours of hardware stress testing on each computer before passing.

– Provided bi-weekly 1-hour Windows 7 and Office 2010 transitional overview for affected users

– Provided Satisfaction Survey for all affected users

Project Schedule and Milestones

Project Dates (explain variance > 20%)

Planned Finish: 08/24/12 Actual Finish: 09/21/12

Milestone Dates (explain variance > 20%)

Milestone 1 – 10% complete (40 machines) Planned Finish: 04/06/12 Actual Finish: 04/06/12

Milestone 2 – 15% complete (60 machines) Planned Finish: 04/13/12 Actual Finish: 04/13/12

Milestone 3 – 30% complete (120 machines) Planned Finish: 05/11/12 Actual Finish: 05/21/12

Project Schedule and Milestones

Milestone Dates (explain variance > 20%)

Milestone 4 – 45% complete (180 machines) Planned Finish: 06/08/12 Actual Finish: 06/19/12

Milestone 5 – 60% complete (240 machines) Planned Finish: 07/06/12 Actual Finish: 07/23/12

Milestone 5 – 75% complete (300 machines) Planned Finish: 07/27/12 Actual Finish: 08/20/12

Milestone 7 – 90% complete (360 machines) Planned Finish: 08/17/12 Actual Finish: 09/04/12

Milestone 8 – 100% complete (400 machines) Planned Finish: 08/24/12 Actual Finish: 09/21/12

Actual vs. Forecasted Machines Completed

03/16/1

2

03/23/1

2

03/30/1

2

CIS Complete

d 4/6/2

012

04/13/1

2

04/20/1

2

TDC, LE

G, OTD

/OPS,

HR Completed 4/2

7/2012

05/04/1

2

HEW, P

MA, IAD Complete

d 5/11/2

012

05/18/1

2

05/25/1

2

06/01/1

2

CEP Complete

d 6/8/2

012

NWM Complete

d 6/15/2

012

06/22/1

2

06/29/1

2

07/06/1

2

07/13/1

2

07/20/1

2

ESQ Complete

d 7/27/2

012

08/03/1

2

08/10/1

2

08/17/1

2

08/24/1

2

OCF Complete

d 8/31/2

012

09/07/1

2

FMS C

ompleted 9/1

4/2012

0

50

100

150

200

250

300

350

400

450

Actual # of Machines Completed

Forecasted # of Machines Completed

Project Resources Project team members and total hours effort (explain variance > 20%)

– Staff of 4 Kemtah Contractors • Phil Panopio - Project Leader• Imran Khawaja - Technician• Chad Karkos - Technician• Milissa Keene - Technician

– Greg Podoba – Project Manager– Chris Waterman – Desktop Support Technician– Matt Knor – ITSA/Tools Support– Other CIS members to assist with specialized software installations when

needed• S2 Support with a few applications

Budgeted Hours: 560 Actual Hours: 325 Non CIS participants division and name (explain variance > 20%)

None Project materials and services cost (explain variance > 20%)

Budgeted Cost: $500,000 Actual Cost: $500,000 Computers/Contractors

Planned but Currently Unfinished Project Tasks

Typical Project Startup Planning Considerations _

Project and system risks Cyber PoliciesData security Architecture complianceBackup processes Disaster recoverySoftware libraries updated Release to production checklist Training Communications to the divisionRetiring hardware and software Records mgmt. for project docsLocation of project and system docs Customer acceptance

State of the Above Planned but Unfinished Project Considerations _ • Two Refreshes still remaining – WFO Application being replaced with InfoEd.

• Donna Cardia• Rosemary Gonzalez

Project Results Summary

CIS TDC LEG HR HEW OPS/OTD PMA IAD CEP NWM ESQ OCF FMS

43

9

1

137

1013

9

31

23

58

29

152List of Computers Deployed by Division

Hardware Burn-In Results

7; 50%

5; 36%

1; 7%

1; 7%

3.5% Failure Detected by Burn-In

Bad MotherboardBad DVD DrivesBad MemoryBad Power Supply

Overall Migration Experience

Very Satisfied Somewhat Satisfied Neutral Somewhat Dissatisfied Very Dissatisfied0.0

10.0

20.0

30.0

40.0

50.0

60.0

70.0

80.0

36.6%, 11 users

26.7%, 8 users

13.3%, 4 users

16.7%, 5 users

6.7%, 2 users

66.7%, 68 users

18.6%, 19 users

6.9%, 7 users

3.9%, 4 users 3.9, 4 users

2011 Survey2012 Survey

• Total Number of Survey Responses• 2011 – 30 Users• 2012 – 102 Users

• Total Number of Very Satisfied and Somewhat Satisfied• 2011 – 63.3%• 2012 - 85.3%• Increase of 22% in User Satisfaction with their Overall Migration Experience

• 56 Total Attendees to one-hour Windows 7 and Office 2010 Overview session

Lessons Learned and Noteworthy Accomplishments Lessons Learned

– Pre-migration/strategy meeting should be held with division contacts and SME prior to start of deployments. This assists with mitigation of any risks associated with culture, legacy software, hardware, and peripherals.

– A centralized location for media and installation instructions would help streamline the installation of legacy software

– Communication invite sent to user needs to be rearranged to have “You must be present for the delivery and installation of your new computer” in the 1st paragraph

– Cultural issue with users taking the time to learn

Noteworthy Accomplishments – Slimmed down on unnecessary software installed on the 400 newly deployed

machines– 90% of delivery/installation/verification completed within an hour – Windows 7 and Office 2010 Overview received good reviews from the 56 total

attendees– Addition of 15 minute interview with user prior to migration aided with identifying any

possible pain points to watch out for– Mandatory 24 to 48 hour follow up after the refresh was done for every user