UCAR Computer Collocation Facilities Implementation Plan

1. UCAR Computer Collocation FacilitiesImplementation Plan Presentation to UCAR Management Committee Computing Facilities Implementation Committee May 8, 2008

2. CFIC Committee • Aaron Andersen – CISL • Marion Hammond – F&A • David Patterson – F&A • James VanDyke – NETS • Pat Waukau – MMM • Shawn Winkelman – F&A • Deirdre Garvey – NCAR at-large representative • Lance Jones – UOP at-large representative

3. Mission • As a follow on to the UCAR Computer Collocation Facilities Strategic Plan approved in December 2006, the President’s Council appointed a new committee, the Collocation Facilities Implementation Committee, which was tasked with developing a plan to implement the recommendations set forth in the strategic plan.

4. Committee Charter • Identify existing or recommend the creation of new entities to provide governance and management of current and future collocation facilities and provide appropriate funding strategies to support efficient management of these facilities. • Create an organizational process to inform the governing body about computer systems included in funding proposals and division strategic plans.

5. Committee Charter • Complete preliminary studies of potential collocation facilities at Center Green, Building 3 (CG3) and the Mesa Laboratory, Room 29 (ML-29). • Formalize the current cost allocation methodology being used for existing collocation facilities.

6. Committee Charter • Develop transition plans for relocating existing functions from identified collocation facilities and migrating divisional computing resources into these facilities. • Engage UCAR stake holders to provide input to the plan.

7. Financial and Technical Reps Financial Contacts Technical Contacts Tom Bettge (CISL) Bill Boyd (MMM) Deirdre Garvey (RAL) Alex Eschenbaum (F&A/IT) Tim Fredrick (ACD) Barry Gamblin (HAO) Lance Jones (UOP) Mark Moore (CGD) Jody Williams (EOL) • Carlye Calvin (CA) • Joanne Dunnebeck (RAL) • Steve Ettinger (SERE) • Joanne Graham (CGD) • Janice Kauvar (CISL) • Reta Lorentz (ACD) • Jim Menghi (UOP) • Kathy Morgan (MMM) • Kathy Sharpe (EOL) • Stan Solomon (HAO)

8. Role of Financial and Technical Reps • Provide input to the collocation facilities implementation plans. • Communicate information back to your management and staff regarding the plan, and provide feedback to the committee. • Identify systems with unique requirements.

9. Stakeholder Interactions • Update to President’s Council – 10/2007, 3/2008 • Presentation to UOP Director’s – 11/2007 • System Administrator meetings – 11/2007 – 4/2008 • Presentation to ITC – 1/2008 • Joint meeting Financial and Technical Reps – 4/2008 • Monthly updates to Advisory Committee for Central Infrastructure Services (ACCIS) – 5/2007 – present • Formal presentation - 4/2008 • Implementation Q&A page - ongoing

10. Governance Recommendation To make effective and efficient use of personnel resources available, the CFIC recommends the Information Technology Council (ITC) be charged with the governance of collocation facilities upon organization approval of the plan. This role falls within the scope of the ITC.

11. Governance – Next Steps • ITC assumes the governance role upon approval of the implementation plan. • ITC in conjunction with the management group will approve a charter for an advisory committee and will solicit recommendations for membership from directors of current and future collocation facility occupants.

12. Management Recommendation: To make effective and efficient use of personnel resources available, the CFIC recommends that CISL be charged with the management of collocation facilities. It is recommended an advisory committee consisting of collocation facilities stakeholders be created to partner with the management group.

13. Conduct a survey of existing collocation facilities. Management – Next Steps • Conduct a survey of existing collocation facilities (CG2-2042, FL2-3095, FL0-0110). • Understand the business and technical requirements for individual stakeholders. • Develop Service Level Agreements (SLAs) for collocation facilities. • Develop effective two-way communication channels to inform stakeholders.

14. Management – Next Steps • Under the auspices of the governance group, create an advisory committee to the management group consisting of facilities stakeholders. • Develop policies, procedures, and standards for collocation facilities in collaboration with the Advisory Committee and submit for review and approval to the governance group.

15. Management – Next Steps • Provide effective change control procedures. • Provide secure facilities. • Establish maintenance procedures and schedules. • Develop appropriate record keeping and tracking systems. • Provide effective change control procedures. • Participate in the development or augmentation of collocation facilities.

16. Organizational Processes Recommendation: It is recommended a short-term working group be developed to review existing processes within the organization which can facilitate the collection of data on the acquisition of computational resources in the proposal, purchase, and surplus stages and augment these processes as needed.

17. Organization Processes – Next Steps • With guidance from the governance group convene a short-term working group • Determine the exact procurement processes which require modification, document the proposed modifications, and obtain approval of the process changes. • Determine procurement thresholds for equipment entering collocation facilities. • Identify timelines for collocation procurement processes.

18. Site Studies Recommendation: Use the existing CISL Mesa Laboratory computing space once the data center is relocated. This facility is approximately 13,000 sq. ft. and has significant infrastructure in place, which would keep costs down.

19. Site Studies – Next Steps • At the appropriate time it will be necessary to assemble a design and construction team who will provide estimating assistance and cost effective solutions for design and budget issues. • An internal commissioning team will also be formed to assist in the design and construction process by critiquing the specifications, plans, and control sequences for errors and omissions, to ensure the design and operational criteria are met.

20. Cost Allocation Methodology Recommendation: The CFIC recommends that the organization allocate costs for current and planned collocation facilities through the Facilities Indirect Cost Pool and discontinue direct allocation of costs to the entities which use all centralized computing facilities.

21. Cost Allocation – Next Steps • Modify the FY09 indirect rate submission to reflect the recommendation to charge costs for collocated rooms to the Occupancy cost pool. (Finance & Administration, Complete) • Implement revised charging mechanisms to charge all collocation expenses to the Occupancy cost pool beginning in fiscal year 2009. (Finance & Administration: Finance, PPS)

22. Cost Allocation – Next Steps • Assume responsibility for oversight of the operational budget components associated with the management of existing collocation facilities beginning in fiscal year 2009. (Management Group) • Develop capital budgets for ML-29 (and any other collocation facility) improvements beginning in FY10. (Management Group, Director PPS, and Space Planning)

23. Questions/Comments