2012 PC Refresh Closeout
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The document summarizes the results of a project to refresh computers at the Mission Support division. Some key points: - Over 20% of computers were over 4 years old, needing replacement due to outdated software. The project replaced 400 computers to modernize the fleet. - Milestones were mostly completed on schedule, though some slipped by 1-3 weeks due to unforeseen issues. User satisfaction increased from 63% to 85% after the refresh. - Burn-in testing found a failure rate of under 4%, catching issues before deployment. Lessons included improving communication and preparing users for the change. The refresh brought most computers up to modern standards for improved productivity.
2012 PC Refresh Closeout
- 1. Mission Support PC Refresh 2012 Closeout Greg Podoba 10/11/2012
- 2. Project Results OPS PC Deployment Project – A four-year computer refresh cycle is needed in order for users to be productive and efficient with new operating systems and productivity software (MS-Office) – As of completion of this project: • 20% of OPS computers are 4 years of age or older • 36% of OPS computers are still on Windows XP. Project desired outcome and factors for success 253, 20% 246, 20% 392, 32% 347, 28% OPS Computers as of April 28, 2012 Less than 2 years Between 2 and 3 years Between 3 and 4 years Greater than 4 years 650, 52% 246, 20% 182, 15% 160, 13% OPS Computers as of October 1, 2012 Less than 2 years Between 2 and 3 years Between 3 and 4 years Greater than 4 years
- 3. Project Deliverables – Created Project Plan showing weekly milestones – Created Process, Checklists and Tools to be used during the deployment process – Created communication plan to be used when replacing computers – Reviewed list of computers being replaced and conducted software inventory using SCCM – Reviewed Argonne Tools (SCCM/ OSD/ USMT) and made needed adjustments as necessary. – Completed at least six hours of hardware stress testing on each computer before passing. – Provided bi-weekly 1-hour Windows 7 and Office 2010 transitional overview for affected users – Provided Satisfaction Survey for all affected users
- 4. Project Schedule and Milestones Project Dates (explain variance > 20%) Planned Finish: 08/24/12 Actual Finish: 09/21/12 Milestone Dates (explain variance > 20%) Milestone 1 – 10% complete (40 machines) Planned Finish: 04/06/12 Actual Finish: 04/06/12 Milestone 2 – 15% complete (60 machines) Planned Finish: 04/13/12 Actual Finish: 04/13/12 Milestone 3 – 30% complete (120 machines) Planned Finish: 05/11/12 Actual Finish: 05/21/12
- 5. Project Schedule and Milestones Milestone Dates (explain variance > 20%) Milestone 4 – 45% complete (180 machines) Planned Finish: 06/08/12 Actual Finish: 06/19/12 Milestone 5 – 60% complete (240 machines) Planned Finish: 07/06/12 Actual Finish: 07/23/12 Milestone 5 – 75% complete (300 machines) Planned Finish: 07/27/12 Actual Finish: 08/20/12 Milestone 7 – 90% complete (360 machines) Planned Finish: 08/17/12 Actual Finish: 09/04/12 Milestone 8 – 100% complete (400 machines) Planned Finish: 08/24/12 Actual Finish: 09/21/12
- 6. Actual vs. Forecasted Machines Completed 0 50 100 150 200 250 300 350 400 450 Actual # of Machines Completed Forecasted # of Machines Completed
- 7. Project Resources Project team members and total hours effort (explain variance > 20%) – Staff of 4 Kemtah Contractors • Phil Panopio - Project Leader • Imran Khawaja - Technician • Chad Karkos - Technician • Milissa Keene - Technician – Greg Podoba – Project Manager – Chris Waterman – Desktop Support Technician – Matt Knor – ITSA/Tools Support – Other CIS members to assist with specialized software installations when needed • S2 Support with a few applications Budgeted Hours: 560 Actual Hours: 325 Non CIS participants division and name (explain variance > 20%) None Project materials and services cost (explain variance > 20%) Budgeted Cost: $500,000 Actual Cost: $500,000 Computers/Contractors
- 8. Planned but Currently Unfinished Project Tasks Typical Project Startup Planning Considerations _ Project and system risks Cyber Policies Data security Architecture compliance Backup processes Disaster recovery Software libraries updated Release to production checklist Training Communications to the division Retiring hardware and software Records mgmt. for project docs Location of project and system docs Customer acceptance State of the Above Planned but Unfinished Project Considerations _ • Two Refreshes still remaining – WFO Application being replaced with InfoEd. • Donna Cardia • Rosemary Gonzalez
- 9. Project Results Summary 43 9 1 13 7 10 13 9 31 23 58 29 152 CIS TDC LEG HR HEW OPS/OTD PMA IAD CEP NWM ESQ OCF FMS List of Computers Deployed by Division
- 10. Hardware Burn-In Results 7, 50% 5, 36% 1, 7% 1, 7% 3.5% Failure Detected by Burn-In Bad Motherboard Bad DVD Drives Bad Memory Bad Power Supply
- 11. Overall Migration Experience 36.6%, 11 users 26.7%, 8 users 13.3%, 4 users 16.7%, 5 users 6.7%, 2 users 66.7%, 68 users 18.6%, 19 users 6.9%, 7 users 3.9%, 4 users 3.9, 4 users 0.0 10.0 20.0 30.0 40.0 50.0 60.0 70.0 80.0 Very Satisfied Somewhat Satisfied Neutral Somewhat Dissatisfied Very Dissatisfied 2011 Survey 2012 Survey • Total Number of Survey Responses • 2011 – 30 Users • 2012 – 102 Users • Total Number of Very Satisfied and Somewhat Satisfied • 2011 – 63.3% • 2012 - 85.3% • Increase of 22% in User Satisfaction with their Overall Migration Experience • 56 Total Attendees to one-hour Windows 7 and Office 2010 Overview session
- 12. Lessons Learned and Noteworthy Accomplishments Lessons Learned – Pre-migration/strategy meeting should be held with division contacts and SME prior to start of deployments. This assists with mitigation of any risks associated with culture, legacy software, hardware, and peripherals. – A centralized location for media and installation instructions would help streamline the installation of legacy software – Communication invite sent to user needs to be rearranged to have “You must be present for the delivery and installation of your new computer” in the 1st paragraph – Cultural issue with users taking the time to learn Noteworthy Accomplishments – Slimmed down on unnecessary software installed on the 400 newly deployed machines – 90% of delivery/installation/verification completed within an hour – Windows 7 and Office 2010 Overview received good reviews from the 56 total attendees – Addition of 15 minute interview with user prior to migration aided with identifying any possible pain points to watch out for – Mandatory 24 to 48 hour follow up after the refresh was done for every user