Left Bank Pictures - Project Charter



240792015875Terms of ReferenceSony Pictures TelevisionLeft Bank Pictures Network IntegrationVersion: 2.0Sony Pictures TelevisionTABLE OF CONTENTS TOC \o "1-3" \h \z \u 1Document control PAGEREF _Toc358274699 \h 41.1Document ID PAGEREF _Toc358274700 \h 41.2Version History PAGEREF _Toc358274701 \h 42DISTRIBUTION LIST PAGEREF _Toc358274702 \h 43PROJECT STAKEHOLDERS PAGEREF _Toc358274703 \h 44required signatures PAGEREF _Toc358274704 \h 65INTRODUCTION PAGEREF _Toc358274705 \h 75.1Purpose of this Document PAGEREF _Toc358274706 \h 76pROJECT background PAGEREF _Toc358274707 \h 87Objectives PAGEREF _Toc358274708 \h 87.1Core Activities: PAGEREF _Toc358274709 \h 88Current Network infrastructure PAGEREF _Toc358274710 \h 99APPROACH PAGEREF _Toc358274711 \h 910Scope PAGEREF _Toc358274712 \h 1110.1Desktop PAGEREF _Toc358274713 \h 1110.2Servers PAGEREF _Toc358274714 \h 1210.3Messaging PAGEREF _Toc358274715 \h 1310.4Telephony PAGEREF _Toc358274716 \h 1410.5Network Infrastructure PAGEREF _Toc358274717 \h 1511Total Project Costs PAGEREF _Toc358274718 \h 1612Out of Scope PAGEREF _Toc358274719 \h 17Desktop PAGEREF _Toc358274720 \h 17Servers PAGEREF _Toc358274721 \h 17Messaging PAGEREF _Toc358274722 \h 17Networks PAGEREF _Toc358274723 \h 17SAP Integration PAGEREF _Toc358274724 \h 1713Support PAGEREF _Toc358274725 \h 1814PROJECT TIMELINE PAGEREF _Toc358274726 \h 1814.1High Level Project Plan *Draft* PAGEREF _Toc358274727 \h 1815Security PAGEREF _Toc358274728 \h 1816ASSUMPTIONS/RISKS PAGEREF _Toc358274729 \h 1816.1Assumptions PAGEREF _Toc358274730 \h 1817Risks PAGEREF _Toc358274731 \h 1918Project Organisation and Governance PAGEREF _Toc358274732 \h 1919Governance & Communication PAGEREF _Toc358274733 \h 2020Roles and Responsibilities PAGEREF _Toc358274734 \h 2021Service Level agreement and ongoing support PAGEREF _Toc358274735 \h 2021.1Objectives PAGEREF _Toc358274736 \h 2021.2Periodic Review PAGEREF _Toc358274737 \h 2121.3Service Agreement PAGEREF _Toc358274738 \h 2121.3.1In Scope PAGEREF _Toc358274739 \h 2121.3.2Out of scope PAGEREF _Toc358274740 \h 2121.3.3Customer Requirements PAGEREF _Toc358274741 \h 2121.4Service Management PAGEREF _Toc358274742 \h 2121.4.1Service Availability PAGEREF _Toc358274743 \h 2121.4.2Methods of contact PAGEREF _Toc358274744 \h 2121.4.3Service Requests PAGEREF _Toc358274745 \h 2221.4.4Service activities on regular based PAGEREF _Toc358274746 \h 22Document controlVersion HistoryVersion #DateRevised ByCommentsRelease 1.020th May 2013Phil MunsonDraftRelease 2.014th June 2013Phil MunsonFinalDISTRIBUTION LISTNamePositionDepartmentMark AllsopCIO Europe, VPCORP. ITPaul AshurstDirectorGlobal Telecommunications, SPENathan PullenRegional Services ManagerSony Pictures Entertainment EuropeSarb DhandaClient Technology Group ManagerBusiness Services GroupRussell ParryVP Worldwide FacilitiesCORP, Worldwide FacilitiesSonia JacobsDirector, Real Estate EMEA & Asia PacificFacilities, EMEAJaspal JanduInformation Security DirectorCORP, Information SecurityChris JonesManager, Security & Safety EMEACORP, SecurityMelanie NewlandsVP Production Finance EuropeSony Pictures Entertainment EuropeJaspal JanduInformation Security DirectorCORP, Information SecurityJamie GibsonPrincipal Systems EngineerSony Pictures Entertainment EuropeAnna KyriacouSnr Systems EngineerSony Pictures Entertainment EuropeMike MorrisSnr Systems Engineer, VoiceSony Pictures Entertainment EuropeKulbir MankuSystems Engineer - MessagingSony Pictures Entertainment EuropeGrace WilsonFinancial DirectorLeft Bank PicturesMarigo KehoeManaging DirectorLeft Bank PicturesAndy HarriesCEOLeft Bank PicturesPROJECT STAKEHOLDERSNamePositionDepartmentMark AllsopCIO Europe, VPCORP. ITPaul AshurstDirectorGlobal Telecommunications, SPEGrace WilsonFinancial DirectorLeft Bank PicturesMarigo KehoeManaging DirectorLeft Bank PicturesAndy HarriesCEOLeft Bank PicturesNathan PullenRegional Services ManagerSony Pictures Entertainment EuropeDonna CunninghamEVP OperationsColumbia Picture Corp LtdJaspal JanduInformation Security DirectorCORP, Information Securityrequired signaturesIn signing this document, you are in agreement with the content contained within this project charter and provide your approval to proceed with the project as proposed.Project SponsorSignatureNameDateProject SponsorSignatureNameDateINTRODUCTIONPurpose of this DocumentThis document defines the IT requirements and establishes a baseline from which the project can be managed and controlled. All those on the document distribution should understand the purpose of the project and the processes used to control the project.This document’s two primary uses are to ensure a sound basis for requesting authority to proceed from the Project Board & IT Finance, and to act as a baseline to monitor progress, changes and ongoing viability issues.pROJECT backgroundSony Pictures Entertainment has purchased a majority share of Left Bank Pictures which is a TV production company. This project will integrate Left Bank Pictures onto the SPE network allowing SPE to provide a secure, supported and resilient infrastructure with shared services (email etc) and provide capacity for future expansion.Left Bank Pictures are located on Foley St W1 and will move to 7th Floor, The Place, High Holborn as part of the Facilities aspect of this project.Left Bank currently have 25 staff but expect to expand and so we are basing this project on the assumption of 30 staff. ObjectivesTo integrate the existing IT infrastructure with that of Sony Pictures Entertainment with the minimum level of disruption to Left Bank Pictures.To provide:Alignment with SPE IT standards and servicesSPE security standards adhered toFully supported IT infrastructureResilient networkProvision of shared services (email etc)Monitored and managed serviceFuture proof and in alignment with SPE IT roadmapCore Activities:Project ManagementDesktop / laptop – refresh of hardware Server migration including existing services, provision of storageMessaging – Migrate email data and archive email data to SPE environmentTelecoms – Provision of Cisco phonesNetworks – WAN provision, LAN provision, WAN acceleration, Wireless.Application integrationInfrastructure – Rack, PDU, UPS, cooling, structured cablingIT support - OngoingCurrent Network infrastructureAPPROACHConsiderations:Current personnel count includes:25 x current employees5 x expected expansionTotal 30 people.To include 4 printers and 4 wireless access points the number of connections needed is 38In order to provide a future proof solution the project will implement a Full Solution as detailed below.A full cost breakdown is provided within this document.ScopeDesktopOBJECTIVETO UPLIFT LEFT BANK COMPUTERS TO SPE STANDARD HARDWAREIN SCOPE ACTIVITYUplift existing hardware to SPE standardsProcure, image and install replacement kit Install SPE approved softwareReview additional software requirements and install where appropriate Issue communication to users as appropriateProvide end user training as appropriateProvide ongoing IT SupportAgree support & escalation modelConfiguration of printers to work with new desktopsOngoing infrastructure monitoring for availabilityOut of ScopeCopying of personal data from local computersCommunicationA Communication Plan will be created, to cover the following:Who will be impacted by the change to the desktop environmentWhat changes are occurring, what to expect and whenThe process around copying of all data from old machines to the new machines or file server spaceTrainingA Training Plan will be created, to cover the following:System OverviewSystem SecurityBudget Items6 x Laptops (Vaio)24 x Laptops (Dell)1 x Apple Mac Laptops2 x Apple Mac PC30 x Docking stations, monitors, wireless keyboards, mice.Implementation budget costHardware/Software$85,957Internal Labour $13,376TOTAL$99,333ServersOBJECTIVE INTEGRATE LEFT BANK USERS TO THE SPE SERVER IT INFRASTRUCTUREIN SCOPE ACTIVITYProvision of storage and back up to host Left Bank file dataMigration and support of file data to SPE environmentOut of ScopeProvision of file services, with local backup/restore capability.Budget ItemsStorage 4TB $11,000Data Duplication 4TB $5,500VMWare ESX Licenses – 2 x processor licenses $18,700 Citrix Licenses x 30 $17,600Labour – 10 days $6,688Implementation budget costHardware / Software Cost $54,080Internal Labour $6,688TOTAL$59,488MessagingOBJECTIVETO REPLATFORM LEFT BANK MESSAGNG ENVIRONMENT TO SPEIN SCOPE ACTIVITESCreate SPE Exchange mail accounts – usually done by IDMEnable user mailboxes into SPE Archiving system (Zantaz) System discovery/audit/inventory/documentCreate a migration path, process and map out detailed plan from the detail gathered from the inventory stage.Create if required distribution lists and any shared mailboxes based on the business requirements to include any archive mailboxesMigrate active mail files to SPE Exchange environment, if there are any existing archives email data: this must be presented in PST format and these will be directly ingested toZantaz.Retain email address of @leftbank.co.ukOut of ScopeProvision of mobile phonesImplementation budget costEMC Pro Services $5,500 Internal Labour 35 days $23,408 TOTAL$28,908TelephonyOBJECTIVE PROVIDE LEFT BANK USERS WITH STANDARD SPE SERVER IT TELEPHONYIN SCOPE ACTIVITYProvision of telephony system and licencingProvision of Cisco phones Configure Cisco phonesOut of ScopeN/ABudget ItemsCisco Phones $52,088 Phone Number Set Up Charge $169.79 ?10 per block of 10 numbers (buying 100) $169.79 Tiger Set Up $2,546Install (12 mth contract) @ ?130 per channel x 15 (16 to 30 are free) $3,311Monthly Line rental x 12 $336Monthly Line Rental per channel @ ?11.80 per channel per month $6,552Implementation budget costHardware / Software Cost $58,285Internal Labour $4,347Annual Cost $6,888TOTAL$62,632Network InfrastructureOBJECTIVEINTEGRATE LEFT BANK INTO SPE NETWORK IN SCOPE ACTIVITIES Provide standard SPE network infrastructureHard wired internet service for SPT Networks CEOut of Scope????????????? Actual implementation of the structured cabling system, electrical system, air-conditioning systems or any construction activities. Whilst specifications and designs will be provided as appropriate, actual implementation is expected to be managed by Facilities and/or the local office management.????????????? Specification or provision of a television distribution system or related cabling or space/electrical/cooling requirements for related head-end equipment.????????????? Specification or provision of televisions, projectors, DVD or other media players, satellite set-top boxes or satellite reception municationCommunication plan will be covered by plan for Desktop EnvironmentTrainingTraining plan will be covered by plan for Desktop EnvironmentBudget items2 x LAN switches and resources and accessories $31,006 Maintenance for above x 2 $3,529 per annum Riverbed inc license $27,842 Maintenance for above $3,642 per annum Wireless AP’s x 5 $4,108 Raritan Console $2,670WAN Install primary and secondary $5,419Primary WAN service x 12 $20,820 per annumSecondary WAN Service x 12 $3,688 per annumCabling $2,200APC Rack / PDU UPS X 1 $4,400Misc $1,100 Implementation budget costHardware Cost $78,748Internal Labor$20,064Annual costs $31,681 TOTAL$98,812Total Project CostsOut of ScopeDesktopCopying of personal data from local computersServersProvision of local file services, with local backup/restore capability.MessagingProvision of mobile phonesNetworksActual implementation of the structured cabling system, electrical system, air-conditioning systems or any construction activities. Whilst specifications and designs will be provided as appropriate, actual implementation is expected to be managed by Facilities and/or the local office management.Specification or provision of a television distribution system or related cabling or space/electrical/cooling requirements for related head-end equipment.Specification or provision of televisions, projectors, DVD or other media players, satellite set-top boxes or satellite reception equipment.SAP IntegrationThis is on the SAP roadmap for FY14.SupportInitially 1st Line Support will be provided by Desktop Support Team Subsequently transferring to the GSD at the beginning of next year.PROJECT TIMELINEHigh Level Project Plan *Draft*SecuritySEHS have been engaged with this project and will co ordinate with Facilities.ASSUMPTIONS/RISKSAssumptionsExpected expansion to 30 employees therefore project scoped accordingly.Facilities costs are not included.The lead time on the WAN will be 12 weeks to 14 weeks but is dependent on the service provider (Level 3) RisksProject Organisation and GovernanceGovernance & CommunicationWeekly Project Team MeetingWeekly Project Scorecards / ReportsWeekly High Level Action TrackerRegular Operating Comittee Meetings (Key Stakeholders)Issue and Risk Visibility and EscalationRoles and ResponsibilitiesOperating Committee:Championing the project and raise awareness at the Executive Management levelApprove all project plans and project level scope changesEnsure the required resources are committed and arbitrate on any conflicts within the project or negotiate a solution with the parties involvedPrimary Escalation point for key decision making or issue resolutionRemove obstacles to ensure the success of the program / projectProvide Regular Communication to the Executive Steering CommitteeProject Sponsorship and Leadership Team:Owner and champion of the program / projectAccountable for delivering the holistic solution and planned business benefits associated with the projectEnsures resolution of Issues and Risk Mitigation and escalates as requiredAssures availability of essential project resourcesMakes business organizational / commercial decisions for the projectRegular communication to the Operating Committee & key stakeholdersProject Manager: Ensuring that the project is completed in budget, on schedule, and within scope. Develops the Project Plan with the team and manages the team’s performance of project tasks. Secure acceptance and approval of deliverables from the Project Sponsor and Stakeholders. Project communication including status reporting, risk management, and escalation of issues that cannot be resolved in the team.Facilities:To provide the items outlined in 18 and liaise with the project PM to ensure a holistic approach throughout the project lifecycleCable Direct:Supply data application info and IT assistance (Marius)Service Level agreement and ongoing supportThis Agreement represents a Service Level Agreement (“SLA”) between SPT Networks CE – IT team (Service Provider) and .......... (“Customer”) for the provisioning of IT services required supporting business activity.This Agreement remains valid until superseded by a revised agreement mutually endorsed by the stakeholders.This Agreement outlines the parameters of all IT services covered as they are mutually understood by the primary stakeholders. This Agreement does not supersede current processes and procedures unless explicitly stated herein.ObjectivesThe purpose of this Agreement is to ensure that the proper elements and commitments are in place to provide consistent IT service support and delivery to the Customer by Service Provider.The goal of this Agreement is to obtain mutual agreement for IT service provision between the Service Provider and Customer.The objectives of this Agreement are to:Provide clear reference to service ownership, accountability, roles and/or responsibilitiesPresent a clear, concise and measurable description of service provision to the CustomerMatch perceptions of expected service provision with actual service support & deliveryPeriodic ReviewThis Agreement is valid from the Effective Date outlined herein and is valid until further notice. This Agreement should be reviewed at a minimum once per fiscal year; however, in lieu of a review during any period specified, the current Agreement will remain in effect.Service AgreementThe following detailed service parameters are the responsibility of the Service Provider in the ongoing support of this Agreement.In ScopeThe following Services are covered by this Agreement;SPE standard hardware maintenanceSPE standard application supportRemote assistance using BomgarPlanned or Emergency Onsite assistance and maintenanceInternet service connection monitoring/maintenancePrinter maintenancePersonal device management/maintenanceOut of scopeThe following Services are not covered by this AgreementSPE non-standard application supportCustomer RequirementsCustomer responsibilities in support of this Agreement include:Reasonable availability of customer representative(s) when resolving a service related incident or request.Service ManagementEffective support of in-scope services is a result of maintaining consistent service levels. The following sections provide relevant details on service availability, monitoring of in-scope services and related components.Service AvailabilityCoverage parameters specific to the services covered in this Agreement are as follows:Email support: Monitored 7:00 A.M. to 20:00 P.M. (CET) Monday - FridayTelephone support : 9:00 A.M. to 6:00 P.M. (CET) Monday – FridayCalls received out of office hours will be forwarded to a mobile phone and best efforts will be made to answer / action the callOnsite assistance guaranteed within 72 hours during the business weekMethods of contactEmail support: axnhu_it@spe.Telephone support: +36 1 577 1813Service RequestsIn support of services outlined in this Agreement, the Service Provider will respond to service related incidents and/or requests submitted by the Customer within the following time frames:Priority 1or 2: 0-8 hours (during business hours), except hardware related issues onsitePriority 3: Within 72 hours during the business week, include all hardware related issuesPriority 4: Within 5 working daysIssues are classified based on the following criteriaPriority 1 or 2 – All users are impacted by software/service failurePriority 3: One or two users are impacted by software/service failure and all hardware related issuePriority 4: All other service requestRemote assistance will be provided in-line with the above timescales dependent on the priority of the support request.Service activities on regular basedIn support of continuous business processes following regular activities will take placeHardware maintenance (supported by Service Provider) and hard disk defragmentation in every 6 monthsAntivirus/ZCM system check on laptops in every 6 monthSite visit in every 6 months (extra costs will apply) ................
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