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G00137858

A Checklist for the IT Operations Manager in

Data Center Facility Projects
Published: 5 April 2006

Analyst(s): Michael A. Bell

Data center facility projects represent enormous investments of time and

financial resources. The IT operations manager will assume a key role in the
planning and execution of a data center facility project. Understanding the
dimensions of the project is the first step to ensuring project success.

Analysis
For many IT operations managers, the prospect of leading a data center facility project is a daunting
challenge. This is particularly true because data center facilities must be designed and provisioned
to support extraordinary demands for energy and cooling capacities required for high-density
computer environments. Blade servers and other high-density equipment conserve space, but
generate excessive heat, requiring expert design and engineering of the power and cooling
infrastructure. To compound the complexity, modern data centers must be designed for maximum
flexibility, fault tolerance and security — requiring the coordination of several disciplines, including
disaster recovery, site selection, mechanical and electrical engineering, rack layout, airflow
dynamics, fire detection and suppression, building management and security systems, move
specialists and construction contractors that can support a phased and orderly relocation of
computer equipment and applications to the new facility. Typically, a data center facility project is
the culmination of a rigorous planning effort that sets forth a consolidation plan, a network
architecture and a disaster recovery component of the overall data center operational configuration.

Here, we present a detailed checklist for the IT operations manager that itemizes the critical tasks
required for planning and executing a successful data center facility project. These tasks are
specific to a data center relocation, but many of the tasks also apply to major renovations,
expansions or new construction that will not involve equipment relocation.

Assemble the project team: As the responsible manager, the first step of the IT operations
manager is to commission and assemble the project team. Appoint a project manager, who will
assume responsibility for the day-to-day management of the project. The project manager should
have strong facility project experience, and may be staffed from the corporate real estate or IT
organizations. The core team should also include representatives from network management,
applications, asset management, disaster recovery/business continuity, IT infrastructure and
information security. Other disciplines should include a real estate specialist, a financial analyst and
an HR specialist who can advise the team on employee relocation issues, if relevant. Corporate real

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estate and facilities should have representatives that can serve as advisors on facility infrastructure,
including mechanical, electrical, fire detection and suppression, and physical security issues. The
facilities members can also support the contracting with specialty consultants, including real estate
advisors, architecture and engineering firms, and construction contractors, as well as interface with
local municipal representatives regarding building codes, tax abatements and other site-specific
issues.

Complete the data center strategy: Before the data center facility plan can be completed, an
overall data center strategy will need to be completed that will inform facility size, location, mission
and so forth. The strategy should address issues such as data center consolidation (To what degree
can the new facility absorb other data center operations?); disaster recovery (What will be the
failover strategy for the new data center?); mission (What is the primary mission of the new facility
from a production, test or backup standpoint?); business continuity during the data center
relocation (How will critical applications be supported during a move, by using an established
disaster recovery site or a third-party resource?) and network architecture (How will the primary site
be connected to the disaster recovery site and other data centers?). The results of the data center
strategy will then enable detailed project planning to commence.

Develop the project plan: The project plan sets forth a detailed sequence of tasks, timelines,
responsible task leaders and project milestones. Be sure to involve your key equipment vendors in
the planning to ensure that you have identified warranty and license issues, and preparations
required for packing and shipping equipment. The project plan should also address security and
other risk issues during the equipment relocation. Include a communication plan that will set forth
how the project will be communicated periodically to key stakeholders. The plan might include a
project report to management; periodic updates to IT organization and business unit management;
and a project war room that displays schematic designs, building renderings, and project schedule
and status. Another key planning factor is planning horizon. Data centers should be planned for a
10-year life; however, initial power and cooling capacities should be set at near-term demand levels
and scaled upward on a modular basis over the life cycle of the facility. Typically, data centers are
sized for the first three years of operation and then scaled upward in terms of power, space and
cooling as demand increases.

Finalize project parameters and specifications:

■ Complete equipment inventory. Once the overall project plan is cast, the next step is to
develop the project parameters and facility specifications. This step includes a detailed
inventory of all computer equipment and applications targeted for the new location. The
inventory should differentiate between equipment that will be relocated, retired or replaced at
the new location. In addition, equipment and applications must be prioritized relative to
operational criticality. A detailed relocation plan must be finalized to itemize the relocation
sequence — what equipment and applications will be first to move, how critical applications will
be supported during the move, and a plan for installation and test at the new location. In many
cases, the disaster recovery site can be used to support critical applications during the move. In
other cases, you may opt to use a third party to host critical applications to avoid business
disruption during the move sequence.

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■ Establish tier level. A key decision in the specification phase is to identify the level of fault
tolerance of the new facility. This refers to the level of redundancy of the facility's infrastructure.
The Uptime Institute "Tiering" classification is a useful guide to determine what level is required,
guided by the level of downtime that the data center can tolerate (www.upsite.com/TUIpages/
tuihome.html).
■ Develop floor layout. The specification should identify raised-floor square footage, support
space for mechanical and electrical equipment, ancillary spaces for offices and storage, and
truck dock areas. A conceptual design reflecting the layout of racks, aisles, placement of air-
conditioning units, uninterruptible power supply (UPS) systems and power distribution
equipment should also be developed. We recommend that the team contract with a design
consultant who can assist with the development of specifications and initial layout schematic
design.
■ Establish power rating. Another key parameter is developing a preliminary power rating for the
data center. This includes total initial power for the computer equipment, as well as power level
of standby generators. The computer equipment load determines the power rating of the UPS
system, while total load, including power required for the air-conditioning system, will determine
the power rating of the standby diesel generator.
■ Establish fire protection and detection specification. Also included in the specification
should be the type of fire detection and suppression system. This might include a very-early
smoke detection system, a pre-action sprinkler system, and a chemical system such as FM 200
or an Energen system. (See "Use Best Practices to Design Data Center Facilities" for a full
discussion of data center facility specifications and options.)

4. The IT operations manager — other priorities to consider: The IT operations manager will
likely have direct responsibility for the success of the data center facility project, and as the
responsible manager, will have several priorities to address:

■ Ensuring that the project team is staffed with highly competent and experienced individuals.
These individuals must have the resources and capacity to meet the time demands of the
project. Negotiate with the individuals' managers on time availability and commitment to the
project.
■ Not rushing the planning effort. Budget, time and management commitment to complete a
detailed plan must be in place before moving to implementation.
■ Being actively involved in the advisory team selection. The staff assigned to the project must
have demonstrable project experience and references, and the advisory staff assigned to the
project must have backups.
■ Scrutinizing budget estimates; and if the budget allows, having construction budgets validated
by a third party. We have determined that data center facility construction budgets are often
overstated; particularly related to the necessary investment to achieve high levels of
redundancy.

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■ Being conservative on the project schedule. Contingency plans in case the project encounters a
delay should be in place. Maintain close liaison with the facilities organization. Ensure that you
reach consensus on design specifications, design consultant selection and construction budget
estimates. Contention between the IT organization and the facilities organization can lead to
project delays and disputes over project implementation.
■ Taking personal responsibility for the communication plan. Ensure that you keep all the
stakeholders fully informed. Overcommunicate.
■ Setting expectations early in the process. Data center facility projects can shock management
relative to their cost, their risk and the schedule required. Use your advisors early to educate
management to the realities of modern data center infrastructure and cost.
■ Ensuring that a postmortem is conducted after project completion. Identify lessons learned,
success factors and performance indicators. The results of the postmortem will be invaluable to
inform and guide future projects.

Bottom Line: The IT operations manager will play a crucial role in the planning and execution of a
data center facility project. Understanding the critical steps in the project planning process based
on best practices is the first step in project success.

Recommended Reading
"Use Best Practices to Design Data Center Facilities"

"A Checklist for Success When Moving Your Data Center"

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