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1 Windows 10 Migration

Executive Summary

Keeping up with the latest and greatest technology has always been a key
goal for our company. As new hardware and software are released we are constantly
at the forefront of deploying to our environment. Windows 10 is the best operating
system that Microsoft has released in the past few years. And most important its
free to upgrade from our current environment. Ralph states that Windows 10
delivers a refined, vastly improved vision for the future of computing with an
operating system that's equally at home on tablets and traditional PCs. Not only
will our end users be more productive, they will be more secure and have access to
the latest tools available from our vendors.

The IT department wants to take on the task on performing a migration to


Microsofts newest operating system with the permission of the Senior Executive
team. We believe that users will be able to perform at a higher level and achieve
higher production. With higher productivity we will be able to take products to
market quacking and provide the quality that our customers expect from our brand.

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Table of Contents

Executive Summary.................................................................................................... 1
Version Control........................................................................................................... 3
Project Charter........................................................................................................... 4
Team Contract............................................................................................................ 7
Project Scope.............................................................................................................. 9
Work Breakdown Structure (WBS).........................................................................10
Budget...................................................................................................................... 11
Communications Matrix............................................................................................ 11
Glossary................................................................................................................... 12
Risk Matrix................................................................................................................ 13
Project Schedule....................................................................................................... 14
References................................................................................................................ 14

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Version Control

Version Number Assignment Number Date


1.0 U01a1 1/16/16
2.0 U02a1 1/23/16
3.0 U03a1 1/25/16
3.1 U03a1 1/29/16
4.0 U04a1 2/5/16
5.0 U05a1 2/10/16

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Project Charter
Project Title: The Move to Windows 10

Project Start Date: Project Finish Date:

Budget: $30,000

Project Manager: Andre Hopkins

Project Objectives: This project will have the need for many deliverable items that
need to be completed to ensure a successful migration.
Objective 1: Research and Backup The team will need to ensure that all the
systems current in use are able to be upgraded to the Windows 10 environment. A
back-up of all PCs will be initialized and stored in the cloud.
Objective 2: Test and Build: We will test Windows 10 on a couple utilizing our cloud
based applications to ensure that all software can run smoothly. Based on the best
setup that is configured we will build a system image for any new PCs or PCs
where the migration didnt go smoothly.
Objective 3: Deploy software to all PCs in waves of 25 per day until all users have
been migration. End of life and PCs running Windows 8 that are not able to upgrade
to windows 10 due to requirements.
Objective 4: Provide training to users that want to basic, advanced, and new
features.
Objective 5: Monitor that users are able to access all systems required for business
usage.

Approach: The IT team will be carefully accessing the migration to Windows 10 in


hopes to deploy the second week of February. With only 125 PCs to migrate and
deploy the operating system to we deploy in small waves of 25 PCs per day with
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staggered hours throughout the day. Microsoft has already created help
documentation for the many types of deployments that can take place.

IT team will research best possible deployment options.


Users will be sent instructions, via email, to back up their PCs to their
company provided DropBox accounts. The instructions will be for the
Windows System Image Backup
IT staff will test 2 clean PCs with difference specs to ensure that the OS runs
smoothly. Any faults or risk will be recorded and supplied to the managers. A
system image will be created from the best possible setup.
Alphabetically the software will be deployed to 25 users per day, every hour
and a half, starting at 8AM. IT will utilize the images that were created for
new PCs and the Windows Deployment Toolkit for existing PCs.
Contract a certified Windows 10 expert to conduct training in house after all
PCs have been upgraded.

SWOT Analysis (Strengths, Weaknesses, Opportunities, & Threats)


Upgrading and deploying the Windows 10 operating system in 4 days and providing
training on the 5th day of the week.

Strengths:
Communication Provided as much information as possible around new
systems and project. The migration effort should be somewhat seamless due
to the amount of detailed instructions that will be given.
Technology The current technology in place should give us an advantage in
the migration process. With 90% of systems being cloud based applications
(SaaS) we have to deploy less software and not worry about strict hardware
requirements.
Weaknesses:
Technology Skill set With a wide range of positions from administrative
assistants to senior software engineers we will have some who will have
difficult times with the migration.
Budget The finance team will need to design a budget that the stakeholders
approve. The project team will need to do its best at staying under the
budget cap.
Opportunities
Cloud Technology The organization heavily relies on the usages on cloud

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based services. This allows for a much more flexible migration path requiring
the least amount of hardware refreshes. This also allows for more hard disk
space in the event that the new operating system will need it and better
security through the cloud providers.
Free The upgrade from Windows 8 to Windows 10 is free as long as you
have a licensed copy of the previous version. 100% of the current PCs are
running Windows 8 at their core so we will be able to save on total cost.

Threats:
Apple Some users have recently stated that they would like to move to the
Apple operation systems. This would require buying Apple PCs and Laptops
which would push the budget completely over the edge. However, users are
reporting that they can be more productive utilizing Apples technology and is
something that the Senior Leadership team has to consider.
Current Technology The current technology might not have the require
prerequisites to upgrade to the new OS. With many different model PCs in our
environment the

Known Project Risks, Constraints, & Assumptions


Risks The biggest risk for the migration are loss of data due to user initiated
backups and a breach in security. Users will be completing their own backups
directly from their PCs with detailed instructions. These backups are to be
saved within their DropBox storage accounts. If in the event that the backup
didnt go as planned and the user doesnt know how to correctly identify that
there was an issue. After the migration to the new operating system if a user
doesnt have all of their files and the backup was not a success it will be
unlikely that they can be retrieved. The security
Constraints Being a small independent business we are limited with
resources to help the migration. In-house we only have 1 helpdesk position
filled while we use a 3rd party solution for other issues related to IT. While we
have the ability to push out the upgrade to PCs some users will likely require
it to be done manually through a USB drive. If we are smart with our available
resources we will be able to successfully move everyone to a new system.
Due to a slow fiscal year the budget is being closely monitored so that
spending doesnt go overboard as it has done on previous projects. Senior
leadership is requiring that all decisions involving spending be approved by
multiple parties before it can proceed.
Assumptions [We can assume, because its Microsoft, that there will be
initial complaint about the new software and experience. We can also assume
that there will be some issue with adopting new ways of completing certain
actions. For example, users will likely think they are utilizing Internet Explorer
and instead they will be using the new Microsoft Edge Browser. Also, all
programs has been replaced with All Apps. With these changes we hope to

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have them cleared up by the Microsoft expert who will be teaching the class
after the deployment.
Roles and Responsibilities:

Name Role Position Contact


Information
Andre Hopkins Project Manager Senior IT Manager 310-555-1234
Lauren Mathews Technical Network Engineer 323-678-9876
Coordinator
Ava Rose Solutions Tester Helpdesk Engineer 424-321-4567
Linda Charmaine Backup Supervisor Helpdesk Engineer 310-516-0123

Team Contract

Project Name: Windows 10 Migration

Project Manager: Andre Hopkins

Team Members. 1. Lauren Mathews


2. Ava Rose
3. Linda Charmaine

A. Commitments. As a project team we will:

1. Communicate frequently with one another providing


daily/weekly updates when needed.
2. Not take action without the approval from the project
team.
3. Not take any PTO unless its an emergency

B. Team Meeting. The participation ground rules include:

1.

The communication ground rules include:

1. Updates provided every Tuesday and Thursday before


the end of day via email with any changes,
completions, or risks that have been observed.

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The problem-solving ground rules include:

1.

The decision-making ground rules include:

1.

The conflict-handling ground rules include:

1.

C. Meeting 1. Meetings will be held every week


Guidelines.
2. Meetings will be called by Andre Hopkins

3. Agendas will be issued every 7 days by Andre Hopkins.

4. Meetings will be facilitated by Lauren Hopkins

5. Evaluations of meetings will be conducted every meetings.

Team Member Signatures:

_______________________________________________________

Project Manager: Andre Hopkins

_______________________________________________________

Technical Coordinator: Lauren Mathews

_______________________________________________________

Solutions Tester: Ava Rose

_______________________________________________________

Backup Supervisor: Linda Charmaine


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10 Windows 10 Migration

Project Scope
Project Overview

We will be migrating our users workstations whether laptop or desktop to the


Windows 10 operating system. This migration has plenty of value and will keep us
more up to date with the software on the market. We will not be making any
changes, to any existing PCs that are unable to use the software. In the event that
we cannot upgrade a PC we will recycle the machine and purchase a new that is
capable of handling Windows 10.

Since the implement of the Windows 8.1 operating system, we have had many
reports and challenges about the usability of the OS. We are hoping that Microsoft
fulfils many promises that have been made to its consumers. Mehdi states that Its
fast, more secure and compatible. Its familiar and easy to use. Its automatically up
to date. Windows 10 has been on the market for a few months and we have had
time to evaluate and monitor any issue with the software. We anticipate that our
users will be happy with the move as features are more familiar and the overall
design. The IT staff is thrilled by the increase in security and the retrieval up to date
updates.

Project Scope
The scope of this project includes and excludes the following items:

In scope:

Back up of all current data whether business or non-business related


Build 2 environments and test Windows 10
Contract Windows Expert trainer and pre-pay for service
Deploy Windows 10. 25 users per day. 100 total

Out of scope:

Installing latest Windows Patches.


Recovering data from back up files
Moving users to Exchange 2016/ Office 365
Acquire licenses for Windows (Its free to upgrade)

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Work Breakdown Structure (WBS)

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12 Windows 10 Migration

Budget

Microsoft Excel
Worksheet

The budget allocation is listed in the embedded excel file. Please see the comments
for additional details regarding each item.

Communications Matrix

Informatio Provider Recipient( Frequency Medium Location


n s)
Research Technical Project 1 time Meeting SharePoint
upgrade Coordinator Team
Build out QA TC, Project 1 time Email Box.com
environment solutions Team
s tester
Send PM Company Weekly until Email Box.com
notification project start
to perform
BU
Deploy ISO TC Company EOD for 1 Master Box.com
week Service
Ensure PM Company + Ongoing Emails Salesforce

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everything Project
works team
Complete PM Stakeholder 1 time Email Box
final s
documentati
on

Glossary

ISO Image file. Used to deploy Window to the company

TC Technical Coordinator Person in charge of the coordination for the technical


assignment

PM Project Manager Person in charge of the entire project

EOD End of Day. When someone is due at the end of the day

EOL End of Life. When we are going to shut down a product

Win10 Windows 10 Operating System

ST Solutions tester Person in charge of testing each solution new and old

HDD Hard disk drive - Drive for storage on personal computer

PC Personal Computer

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14 Windows 10 Migration

Risk Matrix

Likelihood Impact
Insignifican Minor Moderate Major Extreme
t
Almost
Certain
Likely Usability Forget to Upgrade Company
Backup Failure has old
Hardware
Possible Password Company Incompatibl HDD Failure
Issues has old e software
Hardware
Unlikely Faulty Testing Network Loss Of
Hardware completed Outage data
Very User Back-Up System Old
unlikely doesnt get Failure Security Hardware
upgrade

Critical Risk
High Risk
Medium Risk
Low Risk

Impact Explanation
Extreme Not acceptable will need to re-evaluate the project and maybe cancel for
the time being

Major Will need to consider new option, likely to cause delay in the project

Moderate Team will review outcome of risk and analyze if delay can occur

Minor IT staff will implement solution almost immediately that can resolve issue.

Insignificant No longer term effect, can be fixed on the spot with little to no effort.

Ownership of Risk
Low Risk Items will be worked on by entire IT staff and end users

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Medium Risk Technical Coordinator will work ticket in which are deemed a medium
risk. In the event of additional resources need to be purchased then they will be
approved by the Project Manager.

High Risk Handled by the Project Manager with the assistance of the Solutions
tester. High risk items need to be communicated to stakeholders as they may cause
a delay in the project.

Extreme Risk Handled by entire IT staff team and meeting will been held with
stakeholders to determine the outcome of the project and whether or not to
proceed.

Project Schedule

Windows10
Upgrade.mpp

References

Raplh, N. (2015, July 28). Windows 10 review: Microsoft gets it right. Retrieved
February 12, 2016, from http://www.cnet.com/products/microsoft-windows-10/

Mehdi, Y. (2015, July 13). Windows 10 Launch: Celebrating with our Fans and
Announcing #UpgradeYourWorld. Retrieved January 24, 2016, from

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https://blogs.windows.com/windowsexperience/2015/07/13/windows-10-launch-
celebrating-with-our-fans-and-announcing-upgradeyourworld/

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