2014-07-29 Joint Appropriation Committee Meeting


DATE: July 29, 2014
TO:

HONORABLE ELI BEBOUT

HONORABLE STEVE HARSHMAN

FROM:

Flint Waters, State Chief Information Officer FW_Initials.png

SUBJECT: State of Wyoming Data Centers
CC:

Tony Young, Deputy Chief of Staff, Governor’s Office


EXECUTIVE SUMMARY:

The Department of Enterprise Technology Services (ETS) has been requested to vacate the Herschler Data Center to release the space for remodel and reallocation. On July 16, 2014, the Advisory Task Force on Capitol Building Rehabilitation and Restoration unanimously voted in support of an ETS recommendation, which included the following steps:


  • Two million three hundred thousand dollars ($2,300,000) from the fund dedicated to the project will be used by ETS to facilitate the emergency move of the Herschler Data Center (details below).


  • ETS will submit a supplemental budget request for the upcoming legislative session which will detail funds already released and request one million five hundred thousand dollars ($1,500,000) for ongoing off site operating costs for FY 2016 2015 (corrected after the report was submitted to JAC).


  • ETS will negotiate three year contracts for colocation services with companies located within Wyoming. ETS will procure consulting services to mitigate risk and ensure best practice methodologies during the process. These services will allow the physical removal of servers from the Herschler Data Center.


  • The State will replace the antiquated phone systems from the buildings listed below to Voice over IP (VOIP) phones allowing the removal of legacy copper and outdated phone switches from service. These buildings were all serviced through the phone system in the Herschler Data Center:

    • State Capitol

    • State Library

    • Herschler Building

    • Pioneer Building



Summary of FY 2015 expenditures approved by the Advisory Task Force on Capitol Building Rehabilitation and Restoration:


Item Description

Ongoing Annual Costs

One Time Costs

Total

Data center deployment costs and ongoing maintenance support

$1,300,000

0

$1,300,000

Additional network connectivity

$200,000

0

$200,000

Moving costs

0

$125,000

$125,000

Professional Services with expertise who understand data center migrations to physical locations and/or cloud services

0

$350,000

$350,000

Phone system upgrade

0

$322,000

$322,000

Total

$1,500,000

$797,000

$2,297,000



ADDITIONAL INFORMATION:


  • Moving a data center is a major initiative which normally takes many months to accomplish. This move may have dramatic impacts on other projected operations within ETS.


  • Concurrent with the data center relocation, ETS will be managing the technical challenges of relocating all of the impacted staff in at least two buildings. These staff may need to be relocated several times including all of their technology and voice systems. ETS staff will be managing massive numbers of service requests to move equipment, relocate phones, maintain appropriate 911 tracking for relocated staff phone numbers, etc. Funding for voice and network connections to relocation sites is not included in the enclosed table.


  • ETS is working with the architectural team on technical requirements for the space being remodeled to ensure the best possible technology infrastructure upon completion of the project.


  • Expediting a schedule to this pace will undoubtedly lead to unforeseen technical challenges.


  • Thanks to the consolidation of IT resources and our continued work in removing single points of failure throughout Wyoming IT systems, we feel ETS is well positioned to engage this challenge. We will make every effort to minimize the negative impact on our customers.


  • Our top priority is the safety of staff and integrity of State data. Interruptions of service are inevitable, but we will make every effort to mitigate foreseeable risk.


  • ETS will strive to schedule the movement of data center equipment in collaboration with State agencies to minimize the impact on their ability to service citizens.


A business case is being written to explain the short and long range implications of data center occupancy and will include recommendations to place the State in an agile position for the best possible future. The supplemental budget request will cover funding needed to support the ongoing colocation of equipment within the contracted data centers for FY 2016. For future budget periods, the ETS rate schedule will be adjusted to accurately reflect the cost to agencies for utilizing the colocation data center services.