Pomona Unified School District

Implementation Plan
Project Name or Identification: Domain Controller Implementation (DCI-001) Project Stakeholders Superintendent Richard Martinez David Jaramillo, Director of Information Technology Services Dan Mellem, Systems Administrator Bryan Woods, Manager of ITS Service and Delivery

Project Description Whereas the Pomona Unified School Districts IT infrastructure has grown exponentially in the last 10 years, the capacity for control and management has not. All client computer systems in the classrooms, offices and other district facilities are running with local administrator and user accounts. Furthermore Software and hardware standards are weak to nonexistent. In order to bring the PUSD infrastructure up to a reasonable level of sophistication and manageability, it has been decided by the School Board and Council of Directors that the best solution for this group of issues is to deploy a Network-Wide Domain Controller. By deploying the Domain Controller, ITS and Administration will be able to: o Manage Systems at the machine level by tracking all domain computers o Administrate user accounts both for services such as e-mail but also for local machine login and server access o Do away with the inefficient and error prone proxy server and web filter, replacing it with gateway level management.

Measurable Organizational Value (MOV) The Overall goal of this project is to eliminate several incompatible systems currently in use and replace them with a centrally managed unified solution. This will provide value to PUSD by removing several infrastructure components that are not only incompatible, but costly as well. No fewer than 3 aging and inefficient systems will be made redundant and able to be decommissioned by this deployment. The return on Investment on this project is high however the scope is long. There is a significant initial outlay in order to bring the systems online. This cost, however, when amortized over the entire projected lifetime of the new system will be much less costly than maintaining the older less efficient systems.

Project Scope The scope of this project is limited to the current District level enterprise servers and related infrastructure, including data switches and network cables ONLY as related to deployment of new hardware. Objects and infrastructure considered outside the scope of this project include all local client side machines, all network hardware and cabling not directly related to the deployment of new server hardware and all peripheral devices connected to the IT infrastructure such as cameras and nonenterprise servers. The main deliverable of this project is the deployment of the new Domain Controller and the rollout of domain accounts to all employees and selected students.

Project Schedule Summary Project start date: November 1 2013 Project end date: August 1, 2014 Timeline of project phases and milestones: o Procurement Phase Novemver 1 December 31, 2013 November 1 2013 Project Start; Approvals for Purchase orders and Bids are granted at the st November 1 School board meeting rd December 23 Projected close of all purchase orders and acceptance of bids by contractors On or Before December 31, 2013 All purchases finalized and paid out from FY 2013/2104 funds th o Preparation Phase January 1 February 28 , 2014 January 1 14 Preparation of Server Area for new installation th January 15-28 Installation of new server hardware January 31st Power on and initial test of hardware th Feb 1-28 Connection of all physical infrastructure (network, cooling and hardware mounting) th Feb 1-28 Domain connections set on user machines but not activated th o Development Phase March 1 April 30 , 2014 March 1-14 Analysis of user accounts currently in use March 15-31 Import of user data into new Domain Controller database April 1-30 Analysis and repair of imported data th o Testing Phase May 1 June 30 , 2014 st May 1 Limited user tests begin. Logging of issues and user feedback collected th May 10 System is taken offline for maintenance and integration of fixes th May 20 System is brought back online, and larger beta testing begins at selected sites th May 30 System is taken offline again for final preparatory maintenance th June 20 System is brought back online for final testing st o Deployment phase July 1-31 , 2014 st July 1 System goes live All domain user accounts are activated User systems are switched from local account login to domain login nd st July 2 -31 Obsolete infrastructure services are demoted, but are left in commission to cover bases in case of failure of new system. nd st July 2 -31 Strict monitoring of load balance and system stability is in effect st o Maintenance Phase August 1 Ongoing Obsolete infrastructure services are powered down and decommissioned. Equipment is repurposed where possible, and sold or recycled in order to recoup some costs Domain Controller team takes over oversight and maintenance of the Domain Controller system All other ITS teams are released to normal duty Project Reviews will occur at the close of each Phase th o Procurement Review: December 28 th o Preparation Review: February 26 th o Development Review: April 28 th o Testing Review: June 28 th o Deployment Review: July 29 o Maintenance Reviews: Close of every fiscal quarter for the life of the system

Project Budget Summary Total project budget: $100,000 Budget broken down by phase o Procurement: $30,000 o Preparation: $10,000

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Development: $20,000 Testing: $10,000 Deployment: $20,000 Maintenance:$10,000

Quality Issues The new system must be capable of supporting 2000 domain user accounts in an Active Directory setting.

Resources Required People o ITS Service Department 20 Employees o ITS Systems Admin Department 5 Employees o Contractors for specialized hardware install 4 Technology o IBM 9672 Parallel Enterprise Server o Cisco Catalyst 3560 Series 48 Port Switch o Microsoft Server 2012 Enterprise Edition Facilities o ITS Datacenter Resources to be provided o o o Specialized Hand Truck for Server Movement Technology Movers Inc th Date to be provided: January 17 2014

Assumptions and Risks Assumptions are based upon estimates generated by the technology steering committee generated in th nd meetings on December 17th 2012 and July 22 2013 Key risks: o Data Loss Probability Low; Possible impact can include lost work hours used to reclaim data or reenter data o Hardware Failure of Old Systems before switchover Probability Low to Moderate; the hardware is prone to low level errors and recoverable downtime. If these errors and downtime become more prevalent, the entire system may fail. Possible impact is that a unrecoverable failure would necessitate an acceleration of the timetable, with the associated costs o Hardware failure of new system during or after switchover Probability very low; Possible impacts include hardware replacement, software reinstallation and work hours spent to correct failures Organizational or time constraints o The work done by ITS personnel must be performed during normal work hours, per union contract. Any overtime or off hours work must be cleared with shop steward and employee representative before work begins. Risks of not doing this project o Were this project not completed, the District would be required to continue using the current system in place, which has already cost many work hours. A new replacement system would still need to be developed and deployed in order to prevent a total system failure. Assess dependencies on other projects or areas within or outside the organization o Dependencies (departmental) Purchasing Purchase orders and service contract bids

Personnel Approvals on employee reassignment and overtime requests Administration General oversight and general approval on all decisions Assessment projects impact on the organization o This project should not only reduce the number of hours spent on general and emergency maintenance on district network resources, but also create a better user-end experience, increasing productivity and capabilities of all employees Outstanding issues o The ITS datacenter is not properly equipped to handle the power and network needs of the new hardware. This issue will be resolved by a planned upgrade of the infrastructure previous to installation. Formulation of key project risk mitigation strategies o Risk Mitigation strategies will be developed by the Technology Steering Committee in a special rd meeting September 23 , 2013

Project Administration Communications plan o Each team will produce a progress report every Friday to be submitted to the Management team o Management Team will meet Monthly and on an ad hoc basis as needed to review issues and progress of the teams Scope management plan o The change control process will be handled by the System Administration team pursuant to industry best practices.

Quality management plan o Testing will occur during the Testing Phase, May 1 June 30 , 2014, and will be performed on the timetable previously outlined in this document
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Change management plan o Change Management will be handled at the Monthly Management meetings of each team lead Human resources plan o The Human resources plan will be submitted by the Technology Steering Committee in a special rd meeting September 23 , 2013

Implementation and Continued Maintenance and Project Closure Plan What data or existing format will need to be changed? o Current user data files will need to be imported from the old LDAP based system into the Active Directory database What production systems will be handled? o The Firewall, Proxy Server, LDAP server and Fileserver systems will be decommissioned and their roles will be migrated into the Active Directory and Domain Controller systems What downtime will be needed? o Minimal downtime will be required. A powering down of the datacenter will occur for 2 days during th the weekend of January 11-12 . There should be minimal impact for users. How will the integration be communicated? How will the new system be deployed (pilot, phased, parallel, plunge, and so on)? o The deployment will follow normal procedures associated with the parallel model. The old system will not be decommissioned until the new system is up and active. Support and maintenance o Technical, user, and system training documentation All documentation will be provided as digital editions on the ITS website located at

http://pusd.org/ITS/Domain_Migration System support roles and functions ITS Systems administration will oversee all Operating system, Software and Data management ITS Service will oversee all hardware and networking management
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This Project is scheduled to close on or before August 1 2014.

Acceptance and Approval ___________________________________________________________________________________ Superintendent Richard Martinez ___________________________________________________________________________________ David Jaramillo, Director of Information Technology Services ____________________________________________________________________________________ Dan Mellem, Systems Administrator ____________________________________________________________________________________ Bryan Woods, ITS Service Manager

References Build and Deploy the First Domain Controller Retrieved from: http://technet.microsoft.com/enus/library/cc526432.aspx

Terminology or Glossary Domain Controller: On Microsoft Servers, a domain controller (DC) is a server that responds to security authentication requests (logging in, checking permissions, etc.) within the Windows Server domain. Active Directory: An AD domain controller authenticates and authorizes all users and computers in a Windows domain type network assigning and enforcing security policies for all computers and installing or updating software. For example, when a user logs into a computer that is part of a Windows domain, Active Directory checks the submitted password and determines whether the user is a system administrator or normal user. Appendices (as necessary)