Wk 6 – Apply: Project Plan [due Mon]

IntuitCloudSystemMigrationProject.pdf

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CMGT/545 v1

Intuit, Inc.

Cloud System Integration Project Plan Project Scope The C-suite at Intuit, Inc. wants to convert their system to a cloud-based system in a 12-month

project with a budget of $1,000,000. As either an IT team member or a c-suite level manager, you

have been appointed to the Cloud-Based Applications Project Team. Conduct a project stakeholder

meeting to determine the project scope, budget, and timeline for converting the company’s system

to a cloud-based system. Include at least 4 milestones in your timeline. One person from the IT

group should facilitate the conversation.

Section 1: Summary Intuit, Inc has decided to move forward with transitioning to a cloud-based system to better assist

our customers. The cloud-base system is technologically forward as it allows our company to

respond to our clients immediately with the services needed instead of by a remote server. Intuit

attempts to make this 12-month conversion as seamless as possible. Our objective is to determine

if a third party should be used or with the help of our IT professionals, determine if we should have

our own personal cloud. With our budget of 1,000,000, we plan to maximize the use of this money

without utilizing the entire amount. Both C-Suite and the IT professionals are in agreeance with

safety measure so our cybersecurity needs will probably utilize a large portion of our budget. Our

IT professionals suggest that a third party should be used due to security but that causes a conflict

with the desires of C-Suite because they would like the option to lock down the system at their

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convenience. When purchasing a product from a third party there are very little modifications that

can be done when it comes to privacy. For the software products wanted by C-suite that can be

transformed over the span of 5-10 years, we would need to make sure the third party can adjust and

be able to add services as needed.

There are several methods in which satisfaction can be determined, a few include surveys both

internal and external, questionnaires and welcoming feedback from the IT team. The IT

professionals will be in direct support of the product and will interact with the customers thus

having more hands on with the hiccups of the conversion. The criteria in which the stakeholders

can judge the success is with profit. There are questions that can be asked that determine the

conversion is meeting our needs. Is our company making more money? Are we gaining a larger

customer base and lots of referrals? Are we losing loyal customers? It would be researching third

party users that have a wide variety of products to choose from, companies who offer enterprise

licenses, and cost-analysis for getting a quality product and paying for more manpower or an

application that is user friendly but more security to reduce the probability of hacking. This project

in relation to other projects is that the budget is larger, and we are attempting a conversion rather

than a migration if we use a third-party vendor. If done with our own cloud, we would like to have

this product to be individualized to our company. We would like our stakeholder to be able to use

all of the products they could get with Amazon, Google or Microsoft but Intuit, Inc. would have

the ability to control the system including shutting it down when we see fit.

Section 2: Phasing There are eight phrases on this cloud project throughout ten weeks, including

 Phase I: Vendor Evaluation, Scope the Service, Contract, Pricing, and Support Provide for

Migration (Week 1 To Week 3)

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 Phase II: Spin Up Cloud Server, Create Firewall Rules, Sandbox New Software (Week 2 To

Week 4)

 Phase III: Implement Testing and Staff Training (Week 3 To Week 4)

 Phase IV: Roll Out to Production (Week 4 To Week 5)

 Phase V: Post Implementation (Week 3 To Week 6)

 Phase VI: Implementation and Rollout (Week 5 To Week 6)

 Phase VII: Evaluation and Post Implementation (Week 7 To Week 8)

Team 1 will be the C-suite group, Team 2 will lead by IT Group, and Team 3 will be combined C-

suite and IT groups to roll out the cloud system. Phase VII requires four weeks long because it

involves an additional user feedback survey, testing, and performance review for the final update.

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Section 3: Schedule – Milestones This timeline is created by c-suite team and layout convert the existed inhouse data system to a cloud-

based system in a 12-month project with a budget of 1 million. Project manager of IT group will report to the

c-suite directly for any change occur.

Section 4: Resources Resources - Non-Human

 Cloud Contract and Licenses - Phase I

 Access to Windows Azure Services - Phase II

 Palo Alto Hardware and licensing procurement - Phase II

 Engineering Computer procurement - Phase II

 Switch procurement and upgrades - Phase III

 User Training - Phase V

 SOP - Phase VI and VII

Personnel

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 Hire Project Manager - Phase I

 Hire Cloud Engineers x 2 – Phase I & II

 Hire Cloud Manager - Phase I & II

 Hire Service Desk Cloud Support personnel - Phase I & II

Constraints

 Hiring qualified engineers and Managers

 Palo Alto firewall provisioning

 Switch Upgrades and down times

 Training Facilitation resources

 Equipment procurement lead times - Possible delays.

 Financial budget fluctuation

 Software and Hardware implementation issues

 Training resources with old documentations

 Vendor support resources

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Section 5: Organization Project Manager: (Wilson)The glue that holds everything together. The project manager develops

the project plan, recruit staff, lead and manage the teams, assign tasks, establish a timeline and

schedule, and provide regular updates to upper management.

Project Sponsor: (Tiffani) Typically, a member of senior management and their responsibility is to

approve the budget, to ensure the resources needed are available for the project, communicate the

goals throughout the organization and to remove obstacles that are hindering the goal

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Project Team Member: (Company Staff or Consultant) Responsible for contributing to the overall

objectives, providing expertise since they have knowledge of everyday operations

Project Team Lead: The go between for the team members and project manager, manages specific

project plan activities and contributes to project plan development in collaboration with project

manager

Executive Sponsor: is executive sponsor usually a high-ranking member of management. Their

responsibility is to approve the project scope and deliverables

Business Analyst: The role of the business analyst is to document requirements, verify the

deliverables and make sure that the project meets its requirements, to test solutions to validate the

objectives, assess current systems.

Section 6: Change Management Effective change management is critical to project success. Change management concerns changes

to the project scope and to all baselines and milestones. Change can affect budget, schedule,

quality of work, human resource requirements, and risks. By monitoring and controlling change,

you give your projects more opportunities to succeed.

Intuit Inc. is transitioning to a cloud-based system to better assist our customers. The Change

Management Board is responsible for reviewing the change request which consists of an initial

review of configurations, software installed, firewall requests and outstanding missing

requirements. Once the Change Management Board reviews all documentation for the

implementation of the new system, they will either sign off on the system being implemented or

deny the request due to missing information, configuration settings or unauthorized ports or

protocols being used. Once the Change Management Board approves the change request, the IT

department will put the server online. After the server is online, a final review by the Security

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Department, IT department and Network Department will be conducted to assure all functionality

and compliance of the server are met.

Section 7: Risk Management Risk Management for a project this large will consist of a very detailed analyzation of every

decision made and the possible outcomes that follow. For this project, depending on our decision

to either go with the third-party cloud system or utilize our own cloud system, the risks defer.

When weighing the risks, it is necessary to locate the technical, environmental, legal, and security

risks as well as many other. Although there are many risks involved, outlined in the Appendix are

some immediate risks to consider. These risks mostly have immediate actions that could be taken

to avoid the detrimental consequences. Assigned are roles that these risks relate to, although the

entire team can be on the lookout for these risks and assist in mitigation.

Appendix RISK CONSEQUENCES PROBABILITY IMPACT PRIORITY RESPONSE PLAN ASSIGNEE

Third Party Information Loss Loss of all data Medium High High Avoid- Create offline backup and update once a day Business Analyst

Personal Cloud Information Loss Loss of all data Medium High High Avoid- Create offline backup and update once a day

Business Analyst

Employees not adapting in time Customer loss Low Medium Medium Ensure at least a month is reserved for adaptation Team Lead

Budget Management Not enough money

allocated Low High High Spending Plan with allocated habits and

expectations Project Sponsor

Communication Issues

Miscommunication can lead to loss of understanding on what is expected Medium Low Medium

Send emails after all meeting detailing what was covered, follow up with each team member to

ensure they understood correctly Team Lead

Delay in project stages Not meeting project

deadline Low Medium Medium

Project Manager keeping track of each team and team members ensuring they are meeting deadlines

with enough space for rework and mistakes

Project Manager,

Team Members

Cloud Storage

Costly to upgrade to unlimited storage but

risky to run out of space or have to

delete data Medium Medium Medium

Incorporate unlimited storage cost into budget or utilize deleting of information after a specific

amount of time system Project Sponsor

Project Scope
Section 1: Summary
Section 2: Phasing
Section 3: Schedule – Milestones
Section 4: Resources
Section 5: Organization
Section 6: Change Management
Section 7: Risk Management
Appendix
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