SLT

Friday June 23rd, 2016

8:30am – 10:00am

20160223 - IT transition project timing (Infrastructure Foundation)-v3.pptx 2Draft—for discussion only

Relocate Dev & Test Relocate Prod

Build out dev and

test infrastructure

XS XL

Build out prod

infrastructureM

Voice Separation

Skype for Business MigrationBuild out Lync

2013 in VUHXL

XLM

Directory svcs

analysis

Transition Management Projects

E Sizing of effort

completed

BI Replacement

ITSM implementation

New IDM implementation

EPI replacement implementation MDM – additional data

ERP implementation

Directory svcs

analysis

Domain name decision

VUMC Email service transitionSolution analysis

Separate network cores and control point

Separate VPN and wireless

Separate perimeter and security environment

Hill DC Build

Out & App

Relo

VU Disaster

Recovery

VU Master

Data

Management

Data

Network

VUMC

Email

VU Identity

Management

FY16 FY17 FY18

Ide

nti

ty a

nd

Ap

p S

ep

ara

tio

nIn

fra

. S

ep

ara

tio

nA

pp

lic

ati

on

Re

loc

ati

on

FY19

VU SkyVU

(ERP)

VU Directory

Services

VU

ITSM

Today

VUMC

Directory

Services

FY20

VUH back-up

IR, storage1

Establish new

Brick and Mortar

secondary DC

Demos

IDM vendor

Selection

(SailPoint)

MDM vendor

Selection

(IBM)

Building

Realign

PM RM

P Zhang

J Wolff

D Oliver

C Marshall

R Williams

C Ferrell

R Williams

R Williams

D Platz

D Platz

N Oeser

R Francis

S Bryant

K McGill-Barrett

J Giampaolo

S Bryant

J McCammon

M Hollifield

S Bryant

M M

S

XL

L

M

LXS

XSL

XS

XS L

XS L L

XL

M

S

S Bryant

S Bryant

FY21

VU Business

IntelligenceL B Hawkins

K Emery

New directory

services setup

Migrate users and applications

to new directory servicesM

M

M XL

New directory

services setup

Migrate users and applications

to new directory servicesM XL

vumc.org

primaryXS

IDM requires operational

VU DS shell March 2017

VUMC Email requires

operational VUMC DS --

NEC Voice

Network

Unified

Comms.D Oliver

C Contos

J Loudon

Relocate app-

specific DRS

3

Four coordinated disciplines will drive TMO program success

Communication

Management

• Be the definitive source for communications

• Communicate project status and issue resolution

• Community outreach

Budget

Management

• Track, forecast, and communicate budget

• Validate and update assumptions

• Manage project plans against available budget

Change

Management

• Assess project impact on workforce

• Mitigate risks throughout the project

• Ensure appropriate governance channels utilized

Program

Management

• Integrate project plans with PMs

• Manage scope and sequencing

• Track project progress, issues, and open issues

4

Program Management will coordinate TMO projects

Integration Sequencing Tracking & Tools

5Draft—for discussion only

IT transition consists of thirteen long-term projects

Project Objective Deliverables

Application RelocationMigrate applications into entity-specific data centers All VU-owned apps in Hill or cloud and all

VUMC-owned apps in VUH or cloud

VU Disaster RecoveryProvide backup and replication in new DR site for

university apps

New DR location and transition of 11 key

university applications

VU ITSMStand up new service management platform and exit

Pegasus

Process development, new ITSM system,

and support tools

Data NetworkProvide VU and VUMC fully dedicated data networks Building realignment and separation of

network cores

NEC Voice NetworkProvide VU and VUMC fully dedicated voice networks Physical, system, and perimeter separation of

the voice network

Unified CommunicationsProvide VU and VUMC individual systems of integrated

real-time communication services

Separation of unified communication tools

such as Lync and SharePoint

VUMC EmailEstablish new cloud email solution for VUMC Cloud-based email platform and migration of

current users and data

VUMC Directory

Services

Implement new AD environment for VUMC New VUMC-only directory

VU Directory ServicesImplement new AD environment for VU New VU-only directory

VU Identity ManagementImplement new Identity Management solution for VU SailPoint Identity solution with new

provisioning of university IDs

VU Master Data

Management

Implement new Master Data Management solution for VU IBM Infosphere solution to master person

data and replace EPI

VU SkyVUReplace university HR and Financial systems Oracle Cloud HCM and ERP system up and

running 7/1/17

VU Business IntelligenceReplace university reliance on Business Objects Oracle business intelligence reporting

6

Create a master plan by consolidating individual project plans

7

Track progress, issues, and action items at the program level

8

Communication Management will help drive understanding

Source of Truth Status Alignment Outreach

9

TMO will leverage multiple channels to inform stakeholders

Community

Executive

Project Teams

Individual Project Meetings TMO PM Meetings Relationship Managers

MyVU, MyVUMC, Reporter, Websites Panel Discussions

Governance Infrastructure Leaders Executive Dashboard

10

Change Management will facilitate governance of scope and

resources

Governance Scope and Resources Workforce Pulse

11

Governance workflows will facilitate escalation and decision-

making

VUMC

Request

VUMC Governance Body

MC Clinical Apps (Letkeman)

MC Non-Clinical Apps (Hagovsky)

MC Data (Letkeman/Hagovsky)

MC Infrastructure (Zafar)

MC Security (Hutchinson)

MC Interlock

(Manning)

Shared Governance Body

Shared Application (Hagovsky/Germano)

Shared Data (Hagovsky/Bell)

Shared Infrastructure (Zafar/Spurrier)

Shared Security (Hutchinson/Germano)

Level One Dispute Resolution

Germano, Hutchinson*, Kilpatrick*,

Letkeman, Sundaram

VU

Request

VU Governance Body

VU AppSync (Armour-Spitzer)

VU Infrastructure (Sundaram)

VU Security (Sundaram)

VU Data (Bell)

VU AAAOC (Christiansen)

PIP

(Lutz)

YesShared? Shared?YesNoEnd No End

as needed

* Hutchinson engaged on transition projects, Kilpatrick ex officio re: transition projects

Joint Oversight Committee

Lutz, Manning, Moore, Sweet

Approval with

business

counterpart begins

Approval required

from business

counterpart

Approval required

from business

counterpart

Approval with

business

counterpart begins

12

Budget Management will focus on analysis, organization, and

oversight of costs and expenditures

Reporting Change Opportunities