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PROJECT INITIATION DOCUMENT
Purpose: To promote understanding of the business need and to provide information to decisionmakers for resources and staff to further investigate the need/solution. This information is gathered
during the Opportunity Assessment by the business partner and refined in the Initiating Process.
PROJECT IDENTIFICATION
PROJECT IDENTIFICATION – PROJECT SPECIFICS
Project Name
Project Number
Project Sponsor
Project Owner
Date Created
Project Manager
PROJECT REQUEST
REQUEST SUMMARY
Description of Business Need – high-level description of the business need, this is the explanation, not solution. This
should include the vision and purpose of the project.
HIGH LEVEL BUSINESS REQUIREMENTS – REQUIREMENTS OF THE PROJECT
CRITICAL SUCCESS FACTORS – USED TO DETERMINE IF THE PROJECT IS SUCCESSFUL
Primary Clients – requesting organization
20171105142817project_initiation_document_template
Users – individuals or organizations that will be
using the system/product
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PROJECT INITIATION DOCUMENT
BENEFITS
Tangible – these are benefits that can be measured in actual dollar return
▪
▪
Intangible – challenging to quantify, but beneficial
▪
▪
Related Projects/ Affected Systems
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PROJECT INITIATION DOCUMENT
PROJECT STAKEHOLDERS – INDIVIDUALS AND ORGANIZATIONS WHO HAVE INTEREST IN THE PROJECT
Name – Title
Area
NECESSARY TO PROCEED
Next Phase Activities/Resources – resources to move to the next phase(s), Initiating
APPROVAL
Name
Title
20171105142817project_initiation_document_template
Date
Approved
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Running Head: EXCHANGE SERVER UPGRADE AND EQUIPMENT RESTORATION
Upgrading the Exchange Server at XYZ Corporation
Name
Institution
Date
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EXCHANGE SERVER UPGRADE AND EQUIPMENT RESTORATION
Introduction
The project aims to replace the existing Microsoft Exchange Server 2010 at XYZ Company
with Exchange 2016, including a refreshment of all equipment at the organization. Exchange 2016
incorporates a newer set of technologies, attributes, and services to Microsoft Exchange Server,
which is the messaging platform that delivers email, scheduling capabilities, and tools for custom
collaboration and applications for messaging services (Leonard et al., 2016). The Exchange 2016
supports individuals and organizations whose work habits have evolved from a focus on
communication to that of collaboration. Similarly, the program helps minimize the total cost of
ownership regardless of whether one deploys it on-premises or provisions one’s mailboxes in the
cloud. Exchange Server 2016 contains two server roles; mailbox and edge transport server roles.
Compared to Exchange Server 2010, Mailbox server role integrates all of the tasks of the Hub
Transport, Client Access and Mailbox services, and Unified Messaging server roles. The Mailbox
services in Exchange 2016 is the only crucial server role, and the integration reinforces the
endorsed practice of deploying Exchange as a single mailbox server instead of having a multi-role
server as is the case with Exchange 2010. On the other hand, the edge transport server role will be
similar to that of Exchange 2010, intended to lie in perimeter networks and offer security in the
flow of inbound and outbound mail for the organization.
Overview of XYZ Corporation
XYZ is a medium-sized organization that engages in the development and management of
logistics and business space for customers in logistics markets. The company has been successful
in designing, building and managing tailored property solutions for its customers across various
industries including logistics, automotive and retail. Thus, communication is a critical aspect of
the organization. Precisely, the corporation manages email for an increasing number of customers,
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EXCHANGE SERVER UPGRADE AND EQUIPMENT RESTORATION
and it requires a centralized data location because its multiple customers access the same data.
Also, the organization uses applications that need a secure database; the database houses files
containing data such as inventory, design history, and punch-in times. Further, XYZ manages
shared resources, including printers and programs, across the workspace. Moreover, the
organization incorporates a centralized control over the management of network security. A single
Exchange 2010 multi-role server is currently operating in the corporation to cater for
communication needs. Nonetheless, XYZ needs an upgrade of the program to an Exchange 2016
mailbox server; the program will improve the robustness of the organization’s email management
system and, consequently, creates a stronger communication network (Leonard et al., 2016).
Likewise, the edge transport server roles will protect the organization from attacks. Deployment
of the same outside the corporate firewall will manage all internet-facing traffic. The edge transport
server issues centralized control over the flow of messages to ensure the system is free from spam
and malware. Conjointly, the edge transport server runs transport rules by directing inflow and
outflow of messages. The project will involve replacing related, existing equipment with new ones.
Overview of Exchange 2016
Microsoft rolled out the new attributes of the program in the cloud and refined them in a
feedback loop that involves multiple mailboxes deployed across the world (Leonard et al., 2016).
The changes are also valid for backend modifications to the program’s architecture, high
availability, and storage. Exchange 2016 organization coexists with earlier versions up to 2010.
Regarding Exchange 2010, the new program is supported with Update Rollup 11 on all Exchange
2010 servers in the premises, including edge transport servers. Exchange 2016 also supports hybrid
deployments with owners of Microsoft Office 365 who have the latest version of the same. The
domain controllers for the program need to be running on either of the following Windows servers:
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EXCHANGE SERVER UPGRADE AND EQUIPMENT RESTORATION
2016 or 2012 Standard or Datacenter, 2012 Release 2 Standard or Datacenter, 2008 Release 2
Standard or Enterprise, and 2008 Release 2 Datacenter, Release to Manufacturing or later. The
functionality level for the Active Directory forest should be on Windows Server 2008 or later.
Likewise, Exchange 2016 supports four domain name system namespaces; Contiguous,
noncontiguous, single label domains, and disjoint. In the program, Internet Protocol version 6 only
obtains support through the installation and enabling of version 4. Where the deployment of
Exchange 2016 occurs in the configuration and the network supports Internet Protocol version 4
and 6, all Exchange servers can initiate the inflow and outflow of data with devices, servers, and
clients that use version 6 addresses. Directory service performance for the program is higher
through the use of 64-bit Active Directory domain controllers. Further, the program only supports
Windows Management Framework versions built into the Windows release that one is installing
Exchange on. Moreover, one should use the latest version of .NET Framework reinforced by the
release of the Exchange one is installing.
Relevance of the Project
The undertaking will demonstrate the phases that are necessary for carrying out the
Exchange Server upgrade. Similarly, the project will highlight the significant milestones in
software projects while progressing to people external to the project. The project will also provide
a platform for demonstrating the influence of other project requirements such as time and costs
and their inclusion into the implementation process. Efforts will involve the creation of estimates
and demonstration of how such factors could impact the project. Moreover, the information
provides a greater understanding of topology concepts and server setups, which demonstrate the
need to research about and incorporate ideas amassed over time.
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EXCHANGE SERVER UPGRADE AND EQUIPMENT RESTORATION
Project Initiation
Project Scope
The contents of the paper include the justification, objectives, and deliverables of the
project, a communications plan, a RACI-O matrix, a preliminary risk register, a Work Breakdown
Structure (WBS), including a Gantt Chart, and the estimated budget for the project.
Project Deliverables
The table below shows the project deliverables.
Deliverable
Description
Project charter
Highlights the authority and governance of the
project, and includes the foundation for
elements in the plan
Project plan
A formal document for guiding the project
execution and control. The contents include
assumptions and decisions, scope, cost, and
schedule baselines
WBS
Defines the project tasks
Risk matrix
Provides the risk events, their respective
probabilities of occurrence, and response plans
Communications plan
Outlines the events for discussion and
responsible persons for the same
Project Charter
Title
XYZ Corporation Exchange Upgrade Project
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EXCHANGE SERVER UPGRADE AND EQUIPMENT RESTORATION
Date
30th October 2017
Business Case
Making the email management system more robust and, in turn, establishing a stronger
communication network for the organization.
Purpose
The aim is to upgrade the existing Exchange 2010 to 2016. In addition to consolidating server
roles for more simplicity and scalability of deployments, the features of Exchange 2016 include
integration with Exchange Online thus establishing a hybrid. The arrangement can benefit the
company as it may be unable to perform a complete consolidation to Exchange Online for
technical reasons. Further, mailbox search capabilities enhance greater ease for users to locate
and work with the content of interest. The attributes of data loss prevention help in recognizing
and protecting sensitive information, while those of messaging policies, storage, hold and
auditing provide improved message content handling for regulation and compliance.
Objectives
To transition from Microsoft Exchange 2010 to Microsoft Exchange 2016. The move includes
the replacement of all relevant hardware and software necessary for supporting the latter
program.
Deliverables
The following table highlights the product deliverables
Deliverable
Deliverable Document
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EXCHANGE SERVER UPGRADE AND EQUIPMENT RESTORATION
Design Documents
Hardware and architecture diagrams
Virtual Machine (VM) Ware Elastic Sky X Host Physical
and Virtual Design
Exchange 2016 Server Role Design
Storage Area Network Design
Physical and Virtual Network Design
Systems Specifications
Hardware Specification
High Availability Strategy
Backup and Recovery Strategy
Disaster Recovery Requirements
Network Specifications
Network Diagram
Network Hardware Specifications
System and Acceptance Testing
Test Management Plan
Test Cases
Microsoft Report for Active Directory and Exchange 2016
Microsoft Active Directory Route Access Protocol (RAP)
and Exchange 2010 RAP
VM ware Best Practices Report
Generate User Load Performance Testing
Training
Training Plan
Training classes
Certificates of Completion
Customer Acceptance
Customer Signoff
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EXCHANGE SERVER UPGRADE AND EQUIPMENT RESTORATION
Management and Project Team
The following table highlights the team assignments and the respective position titles.
Assignment
Position
Project Management
Project Manager
Data Center
Operations Lead
Exchange
Technical Lead
Cyber Security
Systems Manager
Network
Chief Information Officer
Business Continuity
Corporations Manager
Help Desk
Corporations Manager
Infrastructure
Technical Lead
Assumptions
Adequate power, bandwidth, and space to run the project
Sufficient staffing
Appropriate equipment and capacity
Consolidation and virtualization will enhance cost savings
Enough time to implement the change
Constraints
Staffing levels
Data center capacity and design
Project timeline
Available funding
Significant changes disallowed during legislative sessions
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EXCHANGE SERVER UPGRADE AND EQUIPMENT RESTORATION
Dependencies
Completion and acceptance of Request for Proposal
Assignment of a Project Manager
Establishment of a disaster recovery site
Creation of a staging area
Virtual hosting service
Office space for additional personnel
Schedule Summary
The project should be complete in seven weeks.
Budget Summary
The initial budget is $200,000
Communications Plan
Event
Purpose
Audience
Period
inform Project team One
Responsible
Authority to
Person(s)
Release
Kickoff
To
presentation
project team members
before project manager
members of
commences
project scope
and
respective
member
tasks
month Project
Project
manager
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EXCHANGE SERVER UPGRADE AND EQUIPMENT RESTORATION
Change
Provide
Project team During
requests
information
members
to
Project
and Steering
implementation operations
make
of the project
committee
lead
decisions,
address
and
escalate
issues,
resolve
barriers, and
handle
change
requests
Status report
Provide
Stakeholders
information
and
Throughout the Operations
project project
regarding the team
nature
Project
and technical manager
leads
of members
ongoing
processes
Training
Provide
All
personnel
engaged
with
staff Four
basic the project
weeks Project
Project
in before project manager, and manager
implementation operation and
training
technical
needs
leads
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EXCHANGE SERVER UPGRADE AND EQUIPMENT RESTORATION
RACI-O Matrix
The following chart illustrates the persons Responsible (R), Accountable (A), Consulted
(C), Informed (I), and Omitted (O) for each major task.
Project
Technica
Operation
Corporation
Chief
Systems
Manage
l Lead
s Lead
s Manager
Informatio
Manage
n Officer
r
r
Assessment of the A
R
R
C
C
I
A
O
R
C
C
O
of A
O
C
C
C
O
of C
O
O
O
C
C
C
R
A
A
C
O
Configuration of C
R
A
I
C
O
premises
Project design
Analysis
infrastructure
requirements
Acquisition
hardware/softwar
e
Installation
server
Testing
A
R
R
C
R
O
Deployment
A
I
C
R
C
C
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EXCHANGE SERVER UPGRADE AND EQUIPMENT RESTORATION
Risk Register
The management and project team will review the project risks on a regular basis. The
prioritization of risks depends on the risk level.
Risk
Risk Level
Response Plan
Low (L), Medium
(M), High (H)
Person hours exceeded
H
Comprehensive
management
project
procedure
and
communications plan
The project exceeds its estimated H
Comprehensive
project
schedule
timeline and frequent baseline
reviews
End users have a narrow knowledge M
Project manager’s assessment
level
of implications
Available documentation clouds the M
Management team to gather the
establishment of baseline
balance of information
Progress of project scope is slow
L
Initial definition of scope and
monthly review by project and
management team
Project deliverables lack clarity
L
Inclusion in project plan and
subject to changes through the
revelation of new details
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EXCHANGE SERVER UPGRADE AND EQUIPMENT RESTORATION
Cost/timeline estimates are unrealistic
M
Inclusion in project plan and
subject to changes through the
revelation of new details
Project
team
members
requires L
relevant business knowledge
Project manager to identify
knowledge gaps and provide
the requisite training
Questionable availability of project M
Regular
review
of
project
team due to their distribution
momentum and, if possible,
ensure full-time participation
Poor working relationship due to M
Comprehensive
shared work experience among team
communications plan
members
Method of procurement is unfamiliar to L
N/A
team members
Procedures for change management are L
N/A
not defined
Quality management procedures lack L
N/A
clarity
Project team lacks the knowledge of M
Comprehensive vendor review
program
and selection process
Functional match of program to initial L
Comparison
system requirements is poor
conditions
functionality
of
with
initial
available
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EXCHANGE SERVER UPGRADE AND EQUIPMENT RESTORATION
Work Breakdown Structure
Both the implementation personnel and vendor will develop a detailed schedule for review
and final inclusion by the project manager.
Tasks
Start
Finish
Duration (Days)
Creation of project team
4-Dec-17
6-Dec-17
2
Survey of premises
7-Dec-17
8-Dec-17
1
Design and delivery of approved design
11-Dec-17
22-Dec-17
11
Delivery and installation of UCS
12-Dec-17
19-Dec-17
7
and incident recovery strategy
25-Dec-17
5-Jan
11
Transition testing of Exchange 2016
11-Dec-17
7-Jan-18
27
Development of a disaster recovery strategy
11-Dec-17
25-Dec-17
14
18-Dec-17
6-Jan-18
19
18-Dec-17
15-Jan-18
28
administrator, help desk, and end users
11-Dec-17
25-Dec-17
14
Approval of training plans
4-Jan-18
17-Jan-18
13
Execution of training plans
4-Jan-18
17-Jan-18
13
Development of a maintenance support plan
11-Dec-17
25-Dec-17
14
11-Dec-17
17-Jan-18
37
Development and implementation of backup
Development and implementation of a custom
web application
Transitioning mailbox data from Exchange
2010 to Exchange 2016
Development of a training plan for email
Development and implementation of an export
mailbox data strategy
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EXCHANGE SERVER UPGRADE AND EQUIPMENT RESTORATION
Upgrade and decommissioning of Active
Directory 2010
17-Jan-18
19-Jan-18
2
Project Schedule
4-Dec-17
19-Dec-17
3-Jan-18
18-Jan-18
Creation of project team
Survey of premises
Design and delivery of approved design
Delivery and installation of UCS
Development and implementation of backup and incident…
Transition testing of Exchange 2016
Development of a disaster recovery strategy
Development and implementation of a custom web application
Transitioning mailbox data from Exchange 2010 to Exchange…
Development of a training plan for email administrator, help…
Approval of training plans
Execution of training plans
Development of a maintenance support plan
Development and implementation of an export mailbox data…
Upgrade and decommissioning of Active Directory 2010
Budget
The existing contract will identify the budget. The project manager will review contractor
invoices and submit them to the steering committee for final approval.
Hourly
Tasks
Resources Pay
Creation of project team
1
$10
Survey of premises
4
$20
Design and delivery of approved design
5
$20
Delivery and installation of UCS
3
$20
2-Feb-18
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EXCHANGE SERVER UPGRADE AND EQUIPMENT RESTORATION
Development and implementation of backup and incident recovery
$20
strategy
3
Transition testing of Exchange 2016
3
$20
Development of a disaster recovery strategy
3
$20
Development and implementation of a custom web application
7
$20
Transitioning mailbox data from Exchange 2010 to Exchange 2016
3
$30
Development of a training plan for email administrator, help desk, and
$20
end users
3
Approval of training plans
2
$5
Execution of training plans
3
$10
Development of a maintenance support plan
4
$20
Development and implementation of an export mailbox data strategy
4
$20
Upgrade and decommissioning of Active Directory 2010
2
$30
Hardware/Software Elements
Cost
Exchange 2016 Mailbox Server
$60,000
Active Directory Domain Controller
$10,000
Other materials
$10,000
Allowances/other expenses
$15,000
Reserves
$20,000
Closure
The project will involve both administrative and contractual closing plans. The
administrative closure will include the verification that objectives and deliverables are met. The
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EXCHANGE SERVER UPGRADE AND EQUIPMENT RESTORATION
process will document lessons learned, comprehensive project plan, product and document report
updates, final product descriptions, the release of resources, and quality survey. Also, the
documentation will include a formal letter of acceptance to the project sponsor for approval and a
final presentation to the project committee …
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