Project Close-out Report - Montgomery College

Montgomery College Office of Information Technology
PROJECT DESCRIPTION REPORT
Client:
Project:
Investment ID:
Lifecycle Phase:
Strategic Objective:
Duggan, Vicki
CW-Printer & Scanner Replacement Project FY08
1806
Close-Out
Replacement
PROJECT PURPOSE
PROJECT OVERVIEW
This project is to replace aging Printers & Scanners. We will replace all scheduled Printers & Scanners with a
purchase date prior to 7/1/03. These replacements are in line with the current replacement schedule.
OBJECTIVES AND GOALS
Our goal is to provide our clients with the most up to date hardware, software and technology to assist in servicing
the needs of the College Community. Through these annual replacement projects, we continually strive to
incorporate the latest in technology and software trends. This year we are rolling out Office 2003 and Windows XP
SP2 platforms as a standard.
SUMMARY OF KEY TASKS, DATES AND RESOURCE IMPACT
Estimated Project Dates: Start: 9/3/2007 End: 8/29/2008
Key Tasks Start End Responsible Team
Project Start Planned: 9/8/2006 9/28/2007 IT Projects
Project Initiation Planned: 9/3/2007 9/28/2007 IT Projects
Complete Project Plan Planned: 9/3/2007 9/11/2007 IT Projects
Procurement Planned: 9/3/2007 9/28/2007 Asset Management
Implementation Planned: 10/1/2007 8/29/2008 IT Projects
Project Completion Planned: 7/28/2008 9/5/2008 IT Projects
Project End Planned: 9/5/2008 9/19/2008
Project ID: 1806
Printed: 9/26/2008 8:18:51 AM
Montgomery College
Office of Information Technology
Page 1 of 7
PROJECT DESCRIPTION REPORT

SUMMARY OF COSTS
Labor Hours IT Non-IT Contractor Total
Estimated: 461 0 0 461
One Time
Costs
Labor Non-Labor Project
Total Labor Software Hardware Other Total Non-
Labor
Total
Estimated: $18,440 $0 $0 $826,646 $826,646 $845,086
Ongoing
Costs
Support Labor
Product
Maintenance
Replacements
Estimated: $0 $0 $0
Project ID: 1806
Printed: 9/26/2008 8:18:51 AM
Montgomery College
Office of Information Technology
Page 2 of 7
PROJECT DESCRIPTION REPORT

ANALYSIS AND RECOMMENDATIONS
PROBLEM DESCRIPTON
This project is to replace aging Printers & Scanners. We will replace all scheduled Printers & Scanners with a
purchase date prior to 7/1/03. These replacements are in line with the current replacement schedule.
Our goal is to provide our clients with the most up to date hardware, software and technology to assist in servicing
the needs of the College Community. Through these annual replacement projects, we continually strive to
incorporate the latest in technology and software trends. This year we are rolling out Office 2003 and Windows XP
SP2 platforms as a standard.
BENEFITS
Successful completion of this project will reduce on-going maintenance costs of aging equipment. This project will
also reduce system downtime due to hardware failure or software incompatibility.
ASSUMPTIONS
An issue facing our project team is the small window of time in which this project must be tested, implemented and
completed. We must not negatively affect scheduled college activities.
TERMS AND DEFINITIONS
INTERFACE RELATIONSHIPS
None
APPROACH INVESTIGATION and DECISION
The recommended approach to the successful replacement of Printers & Scanners is to get a list of existing
hardware. Identify the new hardware model to install.
Project ID: 1806
Printed: 9/26/2008 8:18:51 AM
Montgomery College
Office of Information Technology
Page 3 of 7
PROJECT DESCRIPTION REPORT

SCOPE
SCOPE OF WORK
Includes:
• Replacement of 393 Printers & Scanners Collegewide
• Provide general communications throughout every step of the project as necessary.
• The Project Manager will meet with each area to provide information that will facilitate the seamless transition to the
new equipment. Topics include hardware requirements.
• Asset Management staff and contractors will survey all existing computer equipment, prior to replacements beginning.
• We will rollout this project by building/department, at the project leaders' discretion.
• The Project Leader will notify users at least two weeks in advance about impending visits, accommodating Users’
schedules as much as possible.
• Contracted Technicians will contact and schedule with each user the exact date and time of their installation.
• Contracted technicians will immediately swap out new Printers & Scanners that are problematic.
• Asset Management staff member and contractors will be assigned to coordinate and facilitate delivery, extraction and
securing of all items as necessary.
• The OIT Help Desk will receive notification of impending installations from project leaders so they will be prepared for
related phone calls.
• The project leader will develop an individualized website and maintain it with weekly updates.
• Contracted technicians will leave customized “We Were Here” documentation with each user after work is completed.
• Contracted technicians will will cooredinate with the DAT member to create new printer objects.
• Contracted technicians will will cooredinate with the DAT member to delete old printer objects.
Does not include:
• Replacement of any computers .
• Replacement of any peripheral devices that do not meet the replacement criteria
• Purchase of any additional software
• MCNet or Internet connections that did not exist before technicians’ visit
• Support of unauthorized software
SUCCESS CRITERIA
Successful completion of this project will result with a deliverable that is:
• On-time
• Within Budget
• Meets the clients requirements
Project ID: 1806
Printed: 9/26/2008 8:18:51 AM
Montgomery College
Office of Information Technology
Page 4 of 7
PROJECT DESCRIPTION REPORT

COMMUNICATION PLAN
Communication Topic Communicate To Frequency StartDate
Project Approval David Hawkins 0
Project Requirements 0
Project Kick-off Client 0
Project Implementation Client 0
Project Close-out Client 0
0
0
0
Further Communication Plan Information
Project Implementation - The Project Leader will notify users at least two weeks in advance about impending visits,
accommodating Users’ schedules as much as possible.
*See Project Scope
Project ID: 1806
Printed: 9/26/2008 8:18:51 AM
Montgomery College
Office of Information Technology
Page 5 of 7
PROJECT DESCRIPTION REPORT

RESPONSIBILITY--ACCOUNTABILITY
Director:
Authoritative Manager:
Managing Department:
Project Manager:
Client:
Client Organization:
Paul, Dereck
Hawkins, David
Technical Support
Maffeo, David
Duggan, Vicki
CIOAG
IT Project Team
Name
Maffeo, David
Ray, Pat
Hawkins, David
Hale, Mickey
Lieber, Len
Simmens, John
Department
Technical Support
Asset Management
Technical Support
Technical Support
Asset Management
Technical Support
Client Project Team
Project ID: 1806
Printed: 9/26/2008 8:18:51 AM
Montgomery College
Office of Information Technology
Page 6 of 7
PROJECT DESCRIPTION REPORT

PROJECT KICKOFF AGREEMENT and APPROVALS
Name
Preliminary
Scope
Date of Kick-Off
Agreement
Signature(as needed)
Hawkins, David 9/11/2007
Paul, Dereck 9/11/2007
Duggan, Vicki 9/13/2007
Leurig, Dick 9/11/2007
Project ID: 1806
Printed: 9/26/2008 8:18:51 AM
Montgomery College
Office of Information Technology
Page 7 of 7
PROJECT DESCRIPTION REPORT