Table of Contents ........................................................................................................................................... 2
Executive Summary........................................................................................................................................ 3
Overview ........................................................................................................................................................ 3
Key Elements of Success ................................................................................................................................ 3
Benefits ........................................................................................................................................................... 3
Summary ........................................................................................................................................................ 3
Organizational Background ............................................................................................................................ 5
Scope Statement ............................................................................................................................................. 5
Requirements .............................................................................................................................................. 5
Scope .......................................................................................................................................................... 6
TOTAL ................................................................................................................................................... 6
Deliverables ................................................................................................................................................ 6
Benefits ....................................................................................................................................................... 7
Risks ........................................................................................................................................................... 7
Critical Success Factors .............................................................................................................................. 8
Project Timeline (Work Breakdown Structure) .............................................................................................. 9
Project Management Office ...........................................................................................................................10
Project Management Objectives ....................................................................................................................10
Assumptions ..................................................................................................................................................10
Purpose of RFP ..............................................................................................................................................11

This report outlines all the factors associated with the Windows XP User Upgrade project for Technology Associates, Inc. John Roberts, the CIO for Technology
Associates, is the Project Champion for this project.
In order to compete in an ever-changing business environment, Technology
Associates must be running on current technologies in order to meet specific business objectives. This project will upgrade all the desktop and laptop PCs at
Technology Associates, Inc. to the Windows XP operating system. In order to accomplish this task, all existing PCs will be analyzed for any possible compatibility issues and upgraded as needed. A schedule will be developed to ensure the rollout of the PCs and Windows XP is handled with as little interruption to regular business operations. In addition, all PCs will be tested prior to delivery to ensure there are no application problems. To minimize the impact to the employees, this project will include post-delivery support – for both
PCs and applications - through the development of on line tutorials, user manuals, and a fully staffed help desk.
 Executive Sponsorship and participation in 100% of all project updates and reviews

Sign-off by all involved parties of project deliverables
 Sign-off of scope definition by management
 Upgraded technologies - XP is a state of the art operating system in today’s business environment
 Enhanced security - XP has much higher security measures than current platforms
 Higher productivity - XP is the fastest Windows system to date and users will experience less downtime

50% Reduction in Costs - Moving all PCs to a common platform will create operational efficiencies and a reduction in the number of different support areas required
 Future enhancements
– Tomorrow’s application upgrades will be handled much more efficiently with less system issues
 Continued vendor support [Hardware, Software (Operating System) and
Software (Applications)]

The completion of this project will create one software operating platform across the company. By the end of the six and a half month project time frame, all users will have the new operating system running on their machines and been properly trained on its functions. This will bring Technology Associates, Inc. in line with its competition. The Windows XP User Upgrade has been mandated by
Technology Associates, Inc.’s Chief Information Officer and sponsored by Jim
Smith, the company’s Information Program Manager.

Technology Associates, Inc. was formed in 1988 to be a consulting company that provides system and application support services for medium sized businesses.
Over the past thirteen years, Technology Associates has evolved as an organization and now offers support services in the areas of mainframe operations support, global web hosting, call center operations, and business services support.
With revenue of approximately $74 million in calendar year 2000, and 23 customers over five states, Technology Associates has seen growth in every aspect of its business for each of the past five years. This is a trend that is forecasted to continue for the coming years as well.
There are currently 500 employees at Technology Associates that work in
Finance, Marketing, Sales, Accounting, Support, and other business functions.
We provide continuous learning through training seminars, off-site training companies, and on-site lecture series. Our employees work mostly on site at the company headquarters in Detroit, Michigan. We also enable out employees to work at the client’s office and/or from home by providing them with mobile laptop computers and cellular phones.
The Windows XP User Upgrade project is an internal project mandated by CIO
John Roberts. The project sponsor is Jim Smith, Information Program Manager for Technology Associates. A series of discussions were held with each of these leaders to understand and document the requirements of the project and ascertain what activities and deliverables were in scope for the project and what were considered out of scope.
Requirements
Finalized requirements for the project identified the following items as in scope:
 PC inventory – an inventory of all PCs within the company will be conducted and a detailed inspection of all pertinent components will be conducted and documented for use in evaluating whether or not the PC will need to be replaced.
 Application analysis – all 17 applications in use within the organization will be reviewed and tested for compatibility with the new operating system and applications that are being purchased.
 Testing environment – a testing environment will be built in order to test the current/new hardware with the new operating system and applications.


Application remediation
– any application that is found to be non-compliant with the new operating system and/or the new applications will be remediated prior to rolling out to the users.
 User education
– all users will be provided with user manuals for the new hardware they receive and any applications that required remediation and functionality was either changed or added. There will also be training provided for the new operating system.

PC (hardware) purchases
– for those PCs that are not viable with the new operating system, new, updated PCs will be purchased to replace them.
 Software purchases – a new operating system and software application
Scope suite will be purchased for each user.
Out of scope items for this project include:
 New application development – no new application will be developed as a part of this project.
 Peripheral equipment purchases – no other hardware devices will be purchased as a part of this project.

LAN upgrades
– the existing LAN will not be updated as a part of this project.
Understanding the scope of the project and the time constraints that were mandated by the leadership of the organization, budgetary dollars have been allocated for the project team. The following is a breakdown of the costs associated with the project.
ITEM COST
Users
PCs (avg. of Desktop & Laptop)
Microsoft Windows XP License
Testing Environment
Application changes (avg.)
# of Applications
500
$1,500
$100 / license (2 seats)
$15,000
$2,000
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Deliverables
Deliverables for this project include:
 Windows XP build for desktop and laptop PCs

Analysis and report of PCS that are:
1. Compatible

2. Need to be upgraded
 Analysis and report of application compatibility
 New PC delivery schedule
 Upgrade deployment schedule
 Testing schedule for applications
 Help desk materials
 User education materials
Benefits
The benefits of this project to Technology Associates include:
 Upgraded, current technology – the new operating system and application suite, along with the new PCs, will keep the organization in line with current technologies and allow for the participation in future upgrades.
 Enhanced security – the new operating system includes the latest in technological security software the will better protect the organization’s data and information.
 Cost savings from common platform – there will no longer be any need for multiple support groups to handle the varying versions of software and hardware for the organization.
 Improved productivity – the functionality that is included within the operating system and application suite will increase the user’s ability to conduct their work and provide greater value to out clients.

Continued vendor support
– as part of the agreements for hardware and software purchases from the OEMs, the vendors that have been chosen
Risks have included the costs for support in their licensing agreements for three years.
The risks associated with this project are minimal, yet, each of them have a high level of impact to both the project and the organization. First, the plan calls for the implementation and rollout to all users by the end of the calendar year. This concentrates the efforts of all involved and makes for a timeline that cannot allow for any missed milestones. Second, end users will need to be involved in every phase of the project, including communications. Without this level of involvement, the risk to the organization and project is a high level of end user resistance due to new technologies and lower levels of understanding. Finally, there is the risk of legacy applications needing remediation. The analysis phase of the applications will determine the level of risk this poses. It is believed that the only modifications that would need to be made to any application will be associated with the new versions of the software, which are minor changes.
However, should testing identify remediation to the applications, there could be significant impact to the project and its timeline.

Critical Success Factors
Success of this project is based upon having the proper scope for the project defined and communicated to all parties. Additionally, executive leadership and support of the project will play an integral role in delivering the results that have been asked for. Finally, the proper understanding and delivery of the deliverables outlined above will determine the ultimate success or failure of this project.

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ID Task_Name
1 Windows XP User Upgrade
2 Analysis Phase
PC Analysis
Establish standard PC specifications
Validate specifications on current PCs
Develop report on PCs that need upgrade
Application Analysis
Establish standard application specifications
Validate specifications of current applciations
Develop report on applications that need upgrade
Application Testing
Develop requirements for Application Testing Environment
Purchase and Install Testing Environment
Create Application Environment for Testing
Conduct Individual Application Testing
Conduct Complete Application Suite Testing
Sign-off on Application Suite
Application Upgrade
Develop Requirements for Application Upgrade
Build Application
Schedule Application for Testing
Sign-off on Application Upgrade
User Education
Determine User Training Requirements
Develop On-Line Tutorials for PC
Develop On-Line Tutorials for Applications
Develop Help Desk procedures
Develop User Manuals for PC
Develop User Manuals for Applications
PC Upgrade
Schedule Purchase and Delivery of New PCs
Build PC with New OS and Applications
Schedule PC Deployment to End User
Deployment
Develop Deployment Schedule by Department
Validate PCs on-hand for Deployment
Conduct Deployment to End Users
Executives
Admin. Personnel
Finance
Marketing
Accounting
Sales
Support
Other
Post-Deployment
Conduct User Survey
Prepare results of Survey
Report out on Survey Results
Duration Start_Date Finish_Date Predecessors
144 days 05/30/2002 12/17/2002
16 days 05/30/2002 06/20/2002
14 days 05/30/2002 06/18/2002
3 days 05/30/2002 06/03/2002
10 days 06/04/2002 06/17/2002
1 day 06/18/2002 06/18/2002
16 days 05/30/2002 06/20/2002
4
5
5 days 05/30/2002 06/05/2002
10 days 06/06/2002 06/19/2002
1 day 06/20/2002 06/20/2002
99 days 05/30/2002 10/15/2002
5 days 05/30/2002 06/05/2002
30 days 06/06/2002 07/17/2002
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9
3 days
60 days
5 days
07/18/2002
07/23/2002
10/08/2002
07/22/2002
10/14/2002
10/14/2002
1 day 10/15/2002 10/15/2002
99 days 05/30/2002 10/15/2002
5 days 05/30/2002 06/05/2002
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13
14
15FF
16
19
20
15
30 days 06/06/2002 07/17/2002
1 day 07/18/2002 07/18/2002
1 day 10/15/2002 10/15/2002
8 days 05/30/2002 06/10/2002
5 days 05/30/2002 06/05/2002
3 days 06/06/2002 06/10/2002
3 days 06/06/2002 06/10/2002
2 days 06/06/2002 06/07/2002
3 days 06/06/2002 06/10/2002
3 days 06/06/2002 06/10/2002
97 days 06/04/2002 10/16/2002
5 days 06/04/2002 06/10/2002 4
4
17
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24
24
24
24
10 days 06/04/2002 06/17/2002
1 day 10/16/2002 10/16/2002
114 days 06/11/2002 11/15/2002
1 day 06/11/2002 06/11/2002
1 day 06/11/2002 06/11/2002
22 days 10/17/2002 11/15/2002
2 days 10/17/2002 10/18/2002
1 day 10/21/2002 10/21/2002
2 days 10/22/2002 10/23/2002
3 days 10/24/2002 10/28/2002
2 days 10/29/2002 10/30/2002
5 days 10/31/2002 11/06/2002
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5 days 11/07/2002 11/13/2002
3 days 11/13/2002 11/15/2002
7 days 12/09/2002 12/17/2002
5 days 12/09/2002 12/13/2002
2 days 12/16/2002 12/17/2002
1 day 12/18/2002 12/18/2002
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The project timeline for this project calls for the work to begin at the end of May and be rolled out to all end users by the middle of December.

A project management office (PMO) will be set up for this project. This PMO will be utilized for centralizing the operations associated with the project, as well as the communications and reporting functions. Project status reviews will be held on a weekly basis with the following individuals attending:
 Project Champion

Project Manager
 Application Owners
 Testing Manager
 End User SMEs
 Entire Project Team
Each meeting will encompass a review of the current status on all aspects of the project as well as upcoming activities and deliverables. There will also be discussion regarding and identified issues and risk items. Deliverables coming out of each weekly meeting will include, but not be limited to, a listing of action items that must be completed for the next meeting.
The objectives of utilizing project management for this project are:
 Time – this project will be conducted in a compressed time, as mandated by the CIO
 Cost
–
there is a limited budget that has been allocated to the project based upon the preliminary estimate that was developed
 Performance – there is an expected improvement in performance and productivity to the organization that this project will provide
Prior to the start of this project, some assumptions have been made that will ultimately impact the results of this project. They include:
 Leadership involvement and support
 Project will not be cancelled due to funding constraints

Vendor capability to meet target delivery dates
 End user involvement and availability for testing and training
 Minimal software application changes

The purpose of this RFP has been to detail the specifications, requirements, deliverables, and timeline associated with the Windows XP User Upgrade project to all interested and impacted parties. This information is valuable to the success of the project and the approval of all requirements and deliverables is necessary for the project.
This project is being undertaken for two primary reasons. First, John Roberts,
CIO for Technology Associates, has mandated that the organization upgrade its in-house technology. Second, the organization needs to improve its capabilities.
Technology has exploded and every sector of the business world. The customers that Technology Associates services, and those that Technology
Associates pursues, have increasing demands from a technology perspective. In order to succeed, Technology Associates must be able to utilize the best applications, operating systems, and other technologies to better serve their clients.