Service Name
Document Version 1.0
Prepared by Jane Doe, ITS
Last Edited July 23, 2016
PLAN
REQUIREMENTS
SOLUTION
ANALYSIS
DESIGN
BUILD
TEST
TRAIN/DEPLOY MAINTENANCE
TO THE DOCUMENT OWNER: This template is provided as a guideline and resource. The structure and instructions
give detail about what might go into a completed document. Only you and your team, however, know what will
best fit the needs of your specific effort, and you are encouraged to adapt the template as appropriate to meet
those needs.
Service Retirement Assessment
The Service Retirement Assessment provides a structured approach to gathering the information
necessary to determine whether or not a service can be retired. If the recommendation is to retire the
service and the recommendation is approved both by ITS Senior Staff and the appropriate governance
committees, a project charter for retiring the service will be created.
Executive Summary and Recommendation
The Executive Summary is the synopsis of the rest of the document boiled down to the essential
information that must be communicated to the reader.
What is the recommendation? Summarize the rationale for recommending this service for retirement.
Provide high-level business reasons and actions, including:
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Potential cost-savings
Impact to end users
Alternatives - similar IT services on or off campus that can meet the same need.
Customer involvement in the retirement decision.
High-level recommended timeline for retirement (from the Service Retirement Assessment.
Use information gathered below to complete this section. An introduction and bulleted list may be used.
Service Background and Information
Briefly describe the service, including who is using it and the business need it once served.
Background
How long has the service been around? Provide the years this service was active. Briefly describe the
service history.
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Business Need
What business need does the service satisfy? Does this business need still exist? If not, what happened to
the business need? Did it go away or is something else meeting that need now? If the business need is
still viable, what will meet that need if the service is retired?
Customers
Who is using the service? How many people use it on a daily basis? Use e-mail solicitation, usage reports,
FootPrints, Jira, and TRAC data, etc. to determine the current user base. Be sure to include potential offcampus users.
Identify and list all documentation/e-mail lists/phone numbers/ scheduled training sessions associated
with service.
Usage
Gather and document appropriate usage metrics to determine how much the service is currently being
used. Verify that you have identified all uses and data flow. For example, is someone depending on data
from this service downstream?
Resources and Data
Does the service use dedicated resources (hardware, hostname, storage) that can be retired? Are there
licenses or maintenance contracts associated with this service? Identify all resources that need to be
handled if a service retirement project is initiated. Does the service handle Cat 1 data and are there
retention policies needing to be met?
Cost and Revenue
List costs and revenue associated with service. If the service is retired, how will existing subscriptions be
handled?
Impact
What is the overall impact of retiring the service? (ITS staffing and sustainment costs, customers who use
the service, etc.)
Final Recommendation
Is the recommendation to retire the service at this time? If so, what is the recommended timeframe for
service retirement? [No need to go into detail – that information can be included in the project charter if
retirement is approved.]
Approvals
The following groups must be notified and must approve this recommendation for it to move forward.
Senior ITS Staff
Service Retirement Assessment
Date
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Appropriate IT Governance Body (e.g. AIC, BSC, WTI, R&E, and OIT)
Date
Revision History
Identify changes to the document.
Version
Date
Updater Name
Service Retirement Assessment
Description
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