Project Closeout Report

Project Name / Simms Building Security Upgrade / Date / 2-25-09
Executive Sponsor / Marlin Mackey / Lead Agency / DOIT
Project Manager / David Dikitolia / Agency Code / 361
Project Description (Provide a brief description and purpose for this project)
Upgrade video security and access control system for the John F. Simms building to safeguard physical security of IT assets.
Schedule and Budget
Planned Start Date / 12/11/06 / Actual Start Date / 12/11/06
Planned End Date / 10/31/08 / Actual End Date / 1/15/09
Planned Cost: (Budget) / $197,204 / Actual Cost: (Total) / $368,000
§  Professional Services / $59,204 / §  Professional Services / $144,750
§  Hardware / $133,000 / §  Hardware / $220,000
§  Software / $5,000 / §  Software / $3,250
§  Network / 0 / §  Network / 0
§  Other / 0 / §  Other / 0

Appropriation History (Include all Funding sources, e.g. Federal, State, County, Municipal laws or grants)

Fiscal Year
/ Amount / Funding Source(s)
2007 / $197,204 / Homeland Security Grant, Sub-grant number 2005-GE-T5-0012-GSD
2008 / $127,000 / Laws 2007, Chapter 28, Section 4
Scope Verification /

Requirements Review

/ Yes / No /

Explanation/Notes

/
Were the project objectives (expected outcomes) accomplished? / Yes
Were all Deliverables submitted and accepted? / Yes
Did the IV&V vendor verify that all deliverables met the requirements? / Yes
Have all contracts been closed? / Yes
Have all final payments been made (i.e., invoices paid) / Yes
Has adequate knowledge transfer been completed? / Yes
Transition to Operations: (Describe agency plan to migrate project solution to production. Include DoIT impact if different than previous report)
The new Video and Access Control systems were brought up side-by-side with the legacy security system. Upon completion of system configuration, acceptance tests were completed, appropriate personnel were trained, replacement badges were issued and the legacy system was deactivated.
Appropriate hardware and software maintenance contracts were negotiated and activated.
Maintenance/Operations
/ Yes / No /

Explanation/Notes

Are there recurring maintenance/operational costs for the product/service? / X / $26,000 per Year
Are there any recommended enhancements or updates? / X / At such time when the new SAPPHIRE fire suppression system for the Simms building is installed, integrate the Access Control system with the 60 second delay available with fire suppressant system to allow for emergency egress from the data center.
System should be kept current with all appropriate patches and updates as provided for in the maintenance contract.
Funding source for maintenance/operational costs? / Maintenance cost is funded through IT infrastructure rate re-imbursement.
Business Performance Measures (Complete for all phases)
Comments:
Phases / Completion Date / Goals/Objectives / Amount / Results
Initiation:
/ 4/16/07 / Establish grant with Department of Homeland Security/Emergency Management / $128,865 / Sub-grant established and dissolved at the time GSD/ISD was reorganized into DOIT
Planning:
/ 11/29/2007 / Validate/update system requirements with new DOIT Security Team / $0 / Obtained bid from alternate vendor in keeping with DOIT’s security team objectives for long-term supportability.
Implementation: / 1/15/09 / Install, configure, test and implement replacement video monitoring and access control capabilities using new digital imaging storage, proximity card technology and biometric identification to sensitive locations. / $239,113 / Transition to operations was successful. This included establishment of a fresh data set for all personnel authorized to access the site.
Closeout: / 2/28/09 / Ensure all project requirements are met and appropriate project closeout procedures are implemented. / $0
Lessons Learned
·  Challenged occurred regarding the coordination of schedules between multiple vendors working multiple contracts and DOIT to reduce total project completion time
o  On-going changes in secure door locations
o  Impact from facilities project to install new doors and replace existing doors
o  Primary funding source was lost and alternate funding sources were not defined in advance
·  How to properly structure deliverables to facilitate timely vendor payment

IT System Analysis

On this document, or as an attachment, provide a summary response, including changes, to the following IT infrastructure topics relating to this project:
·  Describe or estimate this project’s impact on the Enterprise/DoIT infrastructure.
o  Hardware
No impact to existing infrastructure as all required hardware was purchased specifically for the Simms Building security upgrade. No other hardware was required or used for system implementation.
o  Network (Include Diagram)
No impact to existing network infrastructure. This system was installed using a separate network fabric to enhanced security and optimal performance. Network diagram attached to this document.
o  Software / Applications
The Quintron Access Control and March Networks Video software were procured and installed on dedicated servers specific to this function.
o  Where is this system hosted?
§  If not hosted at DoIT Data Center what is your strategy to host at DoIT Data Center: (When, Why?)
The system is hosted on dedicated servers located within the Simms data center
§  DoIT Migration Collaboration
The system design established a new standard that has been adopted by the State’s Department of Homeland Security and Emergency Management. Therefore, it can be expanded to service other locations as desired.
·  Summarize your collaboration with DoIT on moving this project from initialization through close (full production). Identify points of contact, dates of discussions, and results.
As a project manager for DOIT, collaboration included other DOIT personnel including, but not limited to, Andrew Griego, Vince Bradley, Steve Lucero and Mary Anaya. Meetings were conducted on a weekly basis to discuss project successes/failures, current activities and future plans
·  Provide Application Architecture Schematic
Application architecture schematic attached to this document.

Business Continuity Strategy

On this document, or as an attachment, provide a summary response, including changes, of your business Continuity Strategy.
·  Emergency and Disaster Management
The primary objective is to ensure that only authorized personnel have access to the existing and/or interim data center facility during crises. A hard copy of authorized personnel including corresponding access permissions are printed monthly and stored off site for use by security personnel to validate identification and provide access to authorized personnel.
·  Business Resumption
The DOIT security team maintains an off-site inventory list of all hardware and software required to startup new video monitoring and access control system. The access control database is backed up and stored off-site for restoration to the replacement system.
·  Operational Recovery Planning
Emergency funding to replace software, hardware and other equipment will channel through the Risk Management Division of General Services Department.
DOIT’s IT Security Manager will work closely with Access Technologies, Inc. (ATI) to engineer and install of a replacement system access control and video monitoring system. ATI currently maintains a State-wide Price Agreement #71-000-00-00062AA
Other personnel that will be integral to implementation of a replacement system include, but are not limited to:
·  IT Security Manager
·  Physical Security Engineer
·  Security Officers (5)
·  Desktop Support Technician
·  Windows Server Technician
·  Database Server Technician
·  Vendor Technician(s)
Security Strategy (Application and Data Security Process, Plan, or Standard)
·  System is located within the secured rack within the Simms data center that includes provision of biometric physical access control, enterprise backup power systems, HVAC control and fire suppressant system.
·  Video and credentialing data for the security system is segmented on an isolated network fabric.
·  Access to application is limited to Simms building Security Officers, DOIT Security Team and approved vendor maintenance technicians.
Project Sign Off
The signatures below certify that this project has been completed in accordance to the specified budget, schedule, scope, and achieved the intended outcome.
Stakeholders / Name: Signature / Date
Executive Sponsor
Marlin Mackey
Secretary, Department of Information Technology
Steering Committee Member
Conny Maki
Deputy Secretary, Enterprise Services Division, Department of Information Technology
Steering Committee Member
Elisa Storie
Deputy Secretary, Enterprise Operations Division, Department of Information Technology
Project Sponsor
Andrew Griego
Project Manager
David Dikitolia

This is a controlled document; this version supersedes all other versions.

Revision: 8/20/08 Page 6 of 6