This document proposes a 4-6 year replacement plan for automation within the {blank} Program. It outlines replacing staff computers on a 4-6 year cycle based on their role, replacing all computer labs and student computers every 4 years. The proposal estimates $20,000 in annual savings from bulk purchasing and standardized systems. It presents a schedule and milestones for the initial replacement in 2010-2011 of 11 staff desktops, 44 student computers, and requests approval from the E-Team by 12/20/10.

1. ITMGMT 500
MANAGING THE TECHNOLOGY
CAREER

2. {BLANK} PROGRAM
AUTOMATION UPGRADE
PROJECT PROPOSAL

3.  Agenda
 Project Goal
 Problem/Opportunity
 Proposed Solution
 Cost-Benefit Analysis
 Cost Categories
 Financial Return
 Business Requirements
 Scope
AGENDA

4.  Agenda
 Scope
 Major Obstacles
 Risks
 Schedule Overview
 Impact
 Summary
 Call to Action
AGENDA

5.  Ratify 4-to-6 year replacement plan for automation within the
{blank} Program, {blank}.
PROJECT GOAL

6.  There is no single replacement strategy within
{blank}, or the {blank} for automation.
Computers are replaced in a haphazard
manner, in small numbers. Entire computer
labs are replaced at a time, but also on
haphazard manner. A change to a recurring
replacement cycle will help economize
purchases, standardize larger numbers of
computers, and ensure staff, faculty and
computer labs are replaced in a fair and
equitable manner.
PROBLEM/OPPORTUNITY DEFINITION:

7.  Staff computers:
 Depending on work assignment, computers may be placed into either
a 4-year or 6-year replacement cycle.
 Registration computers will be replaced in a 6-year cycle
 Administrative staff computers will be replaced in a 4-year cycle.
 Additional computers will have a job performance inventory
performed to determine if they belong into a 4- or 6- year
replacement cycle.
PROPOSED SOLUTION:

8.  Computer Lab/Student computers:
 Computer labs must be at the highest level of technology possible to
remain competitive with other colleges in the area.
 In general, all computer labs and student computers will be on a 4-
year cycle. Exceptions will only be after a job performance inventory
has been performed to determine the appropriate cycle.
PROPOSED SOLUTION CONTINUED:

9. Tangible Benefits
 Benefit – Overall savings for upgraded hardware and
maintenance costs.
 Value & Probability – Initial savings for the first year are
estimated to exceed $20,000 in actual hardware costs and
support.
COST/BENEFIT ANALYSIS

10. Tangible Benefits
 Assumptions Driving Value –
 initial costs – expensive
 schedule (appendix A) provides savings in the first year of this project.
 KEY - Savings are realized through the power of bulk buying
 Additional savings may be realized as systems and software upgrades
and maintenance are part of the negotiated costs with vendors.
COST/BENEFIT ANALYSIS

11. Intangible Benefits
 Benefit – Morale will be raised for staff and faculty who know
their automation will be updated on a set schedule, rather
than “sometime.” Raised morale result in happier employees
and higher production rates.
COST/BENEFIT ANALYSIS

12. Intangible Benefits
 Value & Probability – Surveys indicate staff and faculty feel
they are treated as second class citizens, having to use
computers that are, in some cases, 10 years old. Providing
new computers on a schedule reinforces the need and value
of staff and faculty.
 Assumptions Driving Value – HR has shown data indicating
raising morale also raised productivity.
COST/BENEFIT ANALYSIS

13.  Internal Labor hours:
 Installation/configuration of computers
$5,000/year
 External costs
 Initial purchase of computers – year 1 -
$65,000
COST CATEGORIES

14.  Financial return will be realized with the savings of larger
purchases, and standardization of systems. This equates in
increased capabilities with an overall improvement in faster
and more reliable systems. This increased capability will
result in the potential for higher productivity.
FINANCIAL RETURN

15.  In order to stay commercially viable in a crowded education
market, outdated systems and hardware should be upgraded
as soon as possible.
 Reliable, efficient automation is necessary to meet
contractual requirements with military hosts.
BUSINESS REQUIREMENTS

16. Major project activities
 Establish new purchasing cycle.
 Establish vendor relationships for new purchase
cycle/quantities
 Create purchasing documents ordering automation in cycle
 Configure, install and deploy automation upon arrival.
Out of scope activities critical for success
 Locate large storage area
SCOPE

17.  {blank} IT - support for configuration and installation
 {blank} - low priority for {blank} IT work.
 Example: Installing {blank} to replace T1 lines have taken over a year,
although {blank} service and all hardware have been on site for 11
months.
 Staff upgrades must be timed properly
 heavy registration periods
 Lab upgrades – during term breaks.
MAJOR OBSTACLES

18.  Failure to approve this project will result in outdated
technology which has, in many cases, passed its maintenance
life for support.
 Potential of hardware or software failure rises for each period
of time that the new solution is not adopted.
 Equipment purchased early in the cycle may wait months for
final deployment.
RISKS

19. Estimated Project Completion Date: Ongoing
Major Milestones
 Replacement scheduled approved 12/30/10
 Approve configuration for Initial Purchase 02/01/11
 Order for Initial Purchase 02/15/11
 Arrival of Initial Purchase 03/15/11
 Configuration of Initial Purchase 04/15/11
 First deployment of Initial Purchase 05/01/11
 Approve configuration for 2nd purchase 06/15/11
 Order for new FY 07/10/11
 Arrival of new FY purchase 08/10/11
 Configuration of new FY purchase 09/10/11
 Deployment of new FY purchase 09/25/11
 Rinse and repeat
 First two cycles completed 12/31/11
External Milestones Affecting the Project
 Computer configuration by vendor 02/xx/11 & 08/xx/11
SCHEDULE OVERVIEW

20.  Late Delivery of new systems will have a direct impact on the
final date of the project. Delays will put the {blank} at risk
due to EOL for support of hardware systems. Downtime is
unacceptable due to contractual requirements with outside
agencies.
IMPACT OF LATE DELIVERY

21. Staff Replacements:
 Recommendations are based on a 4-year replacement cycle of
51 computers. Twenty-Five percent will be approximately 13
computers. I recommend replacing 11 desktops now, with 4
more for consideration. An additional computer is being
requested for unforeseen needs.
SUMMARY OF ITEMS FOR REPLACEMENT:

22. Student Replacements:
 163 Student computers total
 22 can be virtualized/low end computers
 141 computers for replacement consideration.
 four-year replacement cycle 141 computers = 35 computers/year.
 five-year plan = 25 computers/year
 For 2010/2011
 44 computers
 necessary to achieve consistency of hardware in the classrooms.
 Fewer computers will be needed 2011/2012.
SUMMARY OF ITEMS FOR REPLACEMENT:

23. Chronological Lab/Student Computer Replacement Cycle:
Cycle Location Quantity Year Received 2010-2011: 2011-2012: 2012-2013: 2013-2014:
2010 – 2011: MCC316 19 2004 19
2010 – 2011: All-in-one & Roll Around 25 n/a 27
2011 – 2012: C233 17 2006 17
2012 – 2013: MCC412 19 2007 19
2013 – 2014: C123 19 2009 19
2013 – 2014: M303 25 2009 25
Total 46 17 19 44
Cycle Location Quantity Year Received 2014 - 2015:2015 - 2016: 2016 - 2017: 2017 - 2018:
2014 – 2015: MCC316 19 2010 19
2015 – 2016: All-in-one & Roll Around 25 2010 27
2015 – 2016: C233 17 2011 17
2016 – 2017: MCC412 19 2012 19
2017 – 2018: C123 19 2013 19
2017 – 2018: M303 25 2013 25
Total 19 44 19 44

24.  What do we need from the E-Team?
 Project Approval – 12/20/10
 System configurations Approval – 12/30/10
 Funding Approval – 12/30/10
CALL TO ACTION