Project Proposal 2011-12

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Applications Division


Project Propos
al 2011
-
12


Page
1

of
4

Printed:
04/12/2013

PROJECT NAME

Coldfusion

and MS SQL

Hosting Service
Upgrade

Project Sponsor

David Smyth

Programme

Integrated Services

Programme Owner

Mark Wetton /
Anne
-
Marie Scott

IS
Programme Manager

Maurice Franceschi

Authors ( Business )

Anne
-
Marie Scott

Authors

( IS )

N/A

Date

Date the proposal was completed.

Section One


PROJECT DETAILS

1.1

Executive
Summary


IS provides a medium sized Coldfusion and Microsoft SQL hosting platform, on which Schools,
Colleges and other units can build their own applicatio
ns. There is a development server
(webdbdev.ucs


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Applications Division


Project Propos
al 2011
-
12


Page
2

of
4

Printed:
04/12/2013


Consideration should be given in this project to containerisation of co
ntent on webdbdev used by the
School of Architecture to ensure that issues with this content do not affect other users of the test
system.


This project will also decommission any old sites/software on this server (based on audit information
provided by 20
10/11 project).


1.2

Business Objectives

No.

Description

1

Ensure vendor support for core server software is retained, in order to protect School /
College applications running on this server.

2

Where possible, reduce licensing / maintenance costs a
ssociated with running the service.

3


1.3 Project Deliverables (including any scope limits)

N
o.

Deliverable (and description of any limits to the scope)

1

Upgraded Coldfusion and MS SQL hosting platform

2

Testing instructions for site owners

3

Re
-
worked service support information for end users and also for internal support staff
(update of Insite content etc)

1.4

Project Timescales

-

Milestones

and Multi Year Projects

Milestone

Date

Milestone description (including reason if Milestone Date is hard)

February
2012

Hard milestone

Must have new server operational by this date in order to have a new supported
platform for customers to use.



Financial

Year

Breakdown of Project Stages/Deliverables by Year

2011
-
12

Single year project

2012
-
13


1.5

Proje
ct
Stakeholder(s)

Stakeholder

Description of stakeholder and role in project

Informed
Y/N

Existing site users

Owners of software / data

Responsible for changes to code/data as a result of
upgrading.


IS Apps Production
Management

Support provider for Co
ldfusion / SQL server

Y

IS Apps Service Management

Service owner

Comms to existing site users

Y

IS ITI Architecture

Support provider for Windows OS


1.6

Project Risks

N
o.

Description

Impact/Probability and Risk Management Approach

1

No vendor support f
or
Coldfusion

Not doing this project would mean sites / applications on this
server would be exposed should there be a critical fault with
the underlying server software. Risk may be low on the
basis that this has not happened in around 5 years of
running
the service, but it remains a risk.

2

Limited vendor support for
MS SQL 2000

As above.

1.7

Other Relevant Information about the Project (including
accessibility
requirements
and
references to illustrate t
he capabilities to be delivered
)





Section Two


P
ROJECT CATEGORY and JUSTIFICATION


Applications Division


Project Propos
al 2011
-
12


Page
3

of
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Printed:
04/12/2013

2.1

Project Category

Project Category


( EE/EI/VI/F )

Reason

EE

Vendor support will be withdrawn for the version of Coldfusion currently in use
within the project timeframe.


See risks section for information on the impa
ct of delaying this project for a
year.

2.2

Project Justification

Strategic Goal,
Enabler or Theme

Description of how project meets the Strategic Goal, Enabler or Theme

Quality Services

Consolidation of Windows server infrastructure promotes responsible re
source
management by aiming to reduce the number of servers used and the amount
of staff required, whilst at the same time delivering an overall service
improvement. Reducing the versions of technology in use will also help to
streamline and standardise pr
ocesses.

Quality
Infrastructure

This project aims to ensure that our equipment and IT infrastructure is modern
and well maintained. Using the virtualised infrastructure means that future
expansions to service resource can be more easily accommodated with
minimal wastage of existing physical server resource.

This service is used for various teaching, learning and research purposes. For
example students in the School of Architecture use the service to build
software as part of their coursework, and Scottish
Studies use an application
here to help catalogue materials as part of the Tobar an D
ualchais

project.

Other
Justification

Description








Section Three


PROJECT BENEFITS, COSTS AND PROCUREMENT

Provide the estimated project benefits and costs ove
r a 5
-
year period on the basis of the information currently
available. Section 3.2 is the overall project costs and benefit summary and should be taken from the Detailed
Benefits and Costs Worksheet

completed to accompany this proposal.

3.1

Benefits (ove
r 5 years)

Tangible
-

Description and Value

Assumptions

Decreased support costs for IS.

£25,000 p.a.

By reducing the number of servers in
operation around the Windows hosting
infrastructure, and standardising on a single
version of CF for all the non
-
co
rporate
hosting we will reduce the facilities
management and service management
costs across IS ITI and IS Apps. Across all
the teams involved this is could save up to
0.5 FTE a year.

Intangible


Description


Continuation of vendor support protects exi
sting users
of the service, ensuring that they have continuity of
service on a robust platform.


Containerisation of School of Architecture content on
webdbdev could improve reliability of test server for all
other users.


Move of server onto virtualised

infrastructure means
that we can be more responsive to future needs for
infrastructure resource with minimal user impact as
the underlying server infrastructure will not have to be
changed.


Updated versions of Coldfusion and MS SQL Server


Applications Division


Project Propos
al 2011
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12


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Printed:
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allow users to

take advantage of new features in the
software.

Description of monitoring required to ensure benefits are realised

ASTA time recording within IS
-
Apps can be used to determine costs / reductions in time spent on
hosting work within IS
-
Apps.



3.2
Benefits and Costs Summary (over 5 years)

5 Year Summary

IT Services

Support Groups

Colleges inc
Students

Total

Benefits

£125,000



£125,000

Costs

£41,250


£5,500

£46,750

Benefit/Cost Ratio =


2.67

3.3

Funding/Resource

Requirements


The project may be de
pendant on funding which has still to be secured e.g. money for new software package
purchase or maintenance and/or funding to provide additional staff resources to execute the project or provide
longer term support for the services delivered by the projec
t. Please provide details below of funding or resource
requirements and confirm whether or not the sponsoring business area has secured the additional funding
and/or staff resources required.

Funding/Resource Requirement

£Value

Funding Arrangements and
Pr
ovider(s)










Have you considered outsourcing as a potential source
for some or all of the services to be delivered by this
project? Please provide details.
Guidance on Outsourcing


3.4

Proc
urement Requirements (including Outsourcing
)


Total Cost of
Goods & Services

(over 4 yrs)

Description of Goods and Services to be Procured ( All
procurement activity must be in line with the rules laid out
Scottish Procurement Policy Handbook.
Guidance on
Procurement

)

Procurement
Office
Informed?

Yes/No

< £50 k

Not applicable


> £50 k