Project Charter
Sony Pictures Entertainment
Terms of Reference
Sony Pictures Television
Left Bank Pictures Network Integration
Version: 2.0
Sony Pictures Television
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TABLE OF CONTENTS
1
DOCUMENT CONTROL ..................................................................... 4
1.1
1.2
Document ID ........................................... Error! Bookmark not defined.
Version History..................................................................................... 4
2
DISTRIBUTION LIST ....................................................................... 4
3
PROJECT STAKEHOLDERS ............................................................... 4
4
REQUIRED SIGNATURES ................................................................. 5
5
INTRODUCTION.............................................................................. 6
5.1
Purpose of this Document ...................................................................... 6
6
PROJECT BACKGROUND .................................................................. 7
7
OBJECTIVES ................................................................................... 7
7.1
Core Activities:..................................................................................... 7
8
CURRENT NETWORK INFRASTRUCTURE ......................................... 8
9
APPROACH ..................................................................................... 8
10
SCOPE .......................................................................................... 10
10.1
10.2
10.3
10.4
10.5
Desktop ............................................................................................ 10
Servers ............................................................................................. 11
Messaging ......................................................................................... 12
Telephony ......................................................................................... 13
Network Infrastructure ........................................................................ 14
11
TOTAL PROJECT COSTS ................................................................ 15
12
OUT OF SCOPE .............................................................................. 16
Desktop ..................................................................................................... 16
Servers ...................................................................................................... 16
Messaging .................................................................................................. 16
Networks.................................................................................................... 16
SAP Integration ........................................................................................... 16
13
SUPPORT ...................................................................................... 17
14
PROJECT TIMELINE ...................................................................... 17
14.1 High Level Project Plan *Draft* ............................................................ 17
15
SECURITY ..................................................................................... 17
16
ASSUMPTIONS/RISKS .................................................................. 17
16.1 Assumptions ...................................................................................... 17
17
RISKS ........................................................................................... 18
18
PROJECT ORGANISATION AND GOVERNANCE .............................. 18
19
GOVERNANCE & COMMUNICATION ............................................... 19
20
ROLES AND RESPONSIBILITIES ................................................... 19
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Sony Pictures Entertainment
SERVICE LEVEL AGREEMENT AND ONGOING SUPPORT ................. 19
21.1 Objectives ......................................................................................... 19
21.2 Periodic Review .................................................................................. 20
21.3 Service Agreement ............................................................................. 20
21.3.1 In Scope ................................................................................ 20
21.3.2 Out of scope ........................................................................... 20
21.3.3 Customer Requirements ........................................................... 20
21.4 Service Management........................................................................... 20
21.4.1 Service Availability .................................................................. 20
21.4.2 Methods of contact .................................................................. 20
21.4.3 Service Requests ..................................................................... 21
21.4.4 Service activities on regular based ............................................. 21
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1
Sony Pictures Entertainment
DOCUMENT CONTROL
1.1
Version History
Version #
Date
th
Revised By
Comments
Release 1.0
20 May 2013
Phil Munson
Draft
Release 2.0
14th June 2013
Phil Munson
Final
2
DISTRIBUTION LIST
Name
Position
Department
Mark Allsop
CIO Europe, VP
CORP. IT
Paul Ashurst
Director
Global Telecommunications, SPE
Nathan Pullen
Regional Services Manager
Sony Pictures Entertainment Europe
Sarb Dhanda
Client Technology Group Manager
Business Services Group
Russell Parry
VP Worldwide Facilities
CORP, Worldwide Facilities
Sonia Jacobs
Director, Real Estate EMEA & Asia Pacific
Facilities, EMEA
Jaspal Jandu
Information Security Director
CORP, Information Security
Chris Jones
Manager, Security & Safety EMEA
CORP, Security
Melanie Newlands
VP Production Finance Europe
Sony Pictures Entertainment Europe
Jaspal Jandu
Information Security Director
CORP, Information Security
Jamie Gibson
Principal Systems Engineer
Sony Pictures Entertainment Europe
Anna Kyriacou
Snr Systems Engineer
Sony Pictures Entertainment Europe
Mike Morris
Snr Systems Engineer, Voice
Sony Pictures Entertainment Europe
Kulbir Manku
Systems Engineer - Messaging
Sony Pictures Entertainment Europe
Grace Wilson
Financial Director
Left Bank Pictures
Marigo Kehoe
Managing Director
Left Bank Pictures
Andy Harries
CEO
Left Bank Pictures
3
PROJECT STAKEHOLDERS
Name
Position
Department
Mark Allsop
CIO Europe, VP
CORP. IT
Paul Ashurst
Director
Global Telecommunications, SPE
Grace Wilson
Financial Director
Left Bank Pictures
Marigo Kehoe
Managing Director
Left Bank Pictures
Andy Harries
CEO
Left Bank Pictures
Nathan Pullen
Regional Services Manager
Sony Pictures Entertainment Europe
Donna Cunningham
EVP Operations
Columbia Picture Corp Ltd
Jaspal Jandu
Information Security Director
CORP, Information Security
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4
Sony Pictures Entertainment
REQUIRED SIGNATURES
In signing this document, you are in agreement with the content contained within this project charter and
provide your approval to proceed with the project as proposed.
Project Sponsor
Signature
Name
Date
Project Sponsor
Signature
Name
Date
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5
Sony Pictures Entertainment
INTRODUCTION
5.1
Purpose of this Document
This document defines the IT requirements and establishes a baseline from which the project can be managed
and controlled. All those on the document distribution should understand the purpose of the project and the
processes used to control the project.
This document’s two primary uses are to ensure a sound basis for requesting authority to proceed from the
Project Board & IT Finance, and to act as a baseline to monitor progress, changes and ongoing viability issues.
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Sony Pictures Entertainment
PROJECT BACKGROUND
Sony Pictures Entertainment has purchased a majority share of Left Bank Pictures which is a TV production
company. This project will integrate Left Bank Pictures onto the SPE network allowing SPE to provide a
secure, supported and resilient infrastructure with shared services (email etc) and provide capacity for future
expansion.
Left Bank Pictures are located on Foley St W1 and will move to 7th Floor, The Place, High Holborn as part of
the Facilities aspect of this project.
Left Bank currently have 25 staff but expect to expand and so we are basing this project on the assumption of
30 staff.
7
OBJECTIVES
To integrate the existing IT infrastructure with that of Sony Pictures Entertainment with the minimum level of
disruption to Left Bank Pictures.
To provide:







Alignment with SPE IT standards and services
SPE security standards adhered to
Fully supported IT infrastructure
Resilient network
Provision of shared services (email etc)
Monitored and managed service
Future proof and in alignment with SPE IT roadmap
7.1
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Core Activities:
Project Management
Desktop / laptop – refresh of hardware
Server migration including existing services, provision of storage
Messaging – Migrate email data and archive email data to SPE environment
Telecoms – Provision of Cisco phones
Networks – WAN provision, LAN provision, WAN acceleration, Wireless.
Application integration
Infrastructure – Rack, PDU, UPS, cooling, structured cabling
IT support - Ongoing
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8
CURRENT NETWORK INFRASTRUCTURE
9
APPROACH
Sony Pictures Entertainment
Considerations:
Current personnel count includes:
25 x current employees
5 x expected expansion
Total 30 people.
To include 4 printers and 4 wireless access points the number of connections needed is 38
In order to provide a future proof solution the project will implement a Full Solution as detailed below.
A full cost breakdown is provided within this document.
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SCOPE
10.1
Desktop
OBJECTIVE
TO UPLIFT LEFT BANK COMPUTERS TO SPE STANDARD HARDWARE
IN SCOPE ACTIVITY
Uplift existing hardware to SPE standards
 Procure, image and install replacement kit
 Install SPE approved software
 Review additional software requirements and install where appropriate
 Issue communication to users as appropriate
 Provide end user training as appropriate
 Provide ongoing IT Support
 Agree support & escalation model
 Configuration of printers to work with new desktops
 Ongoing infrastructure monitoring for availability
Out of Scope
Communication

A Communication Plan will be created, to cover the following:



Training
Budget Items
Implementation
budget cost
Copying of personal data from local computers
Who will be impacted by the change to the desktop environment
What changes are occurring, what to expect and when
The process around copying of all data from old machines to the new
machines or file server space
A Training Plan will be created, to cover the following:


System Overview
System Security




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6 x Laptops (Vaio)
24 x Laptops (Dell)
1 x Apple Mac Laptops
2 x Apple Mac PC
30 x Docking stations, monitors, wireless keyboards, mice.
Hardware/Software
Internal Labour
TOTAL
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$13,376
$99,333
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10.2
Sony Pictures Entertainment
Servers
OBJECTIVE
INTEGRATE LEFT BANK USERS TO THE SPE SERVER IT INFRASTRUCTURE
IN SCOPE ACTIVITY
 Provision of storage and back up to host Left Bank file data
 Migration and support of file data to SPE environment
Out of Scope

Provision of file services, with local backup/restore capability.





Storage 4TB
Data Duplication 4TB
VMWare ESX Licenses – 2 x processor licenses
Citrix Licenses x 30
Labour – 10 days
Budget Items
Implementation
budget cost
TOTAL
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Hardware / Software Cost
Internal Labour
$11,000
$5,500
$18,700
$17,600
$6,688
$54,080
$6,688
$59,488
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10.3
OBJECTIVE
Sony Pictures Entertainment
Messaging
TO REPLATFORM LEFT BANK MESSAGNG ENVIRONMENT TO SPE
IN SCOPE ACTIVITES
 Create SPE Exchange mail accounts – usually done by IDM
 Enable user mailboxes into SPE Archiving system (Zantaz)
 System discovery/audit/inventory/document
 Create a migration path, process and map out detailed plan from the detail gathered from
the inventory stage.
 Create if required distribution lists and any shared mailboxes based on the business
requirements to include any archive mailboxes
 Migrate active mail files to SPE Exchange environment, if there are any existing archives
email data: this must be presented in PST format and these will be directly ingested
toZantaz.
 Retain email address of @leftbank.co.uk
Out of Scope

Provision of mobile phones
Implementation
EMC Pro Services
budget cost
Internal Labour 35 days
TOTAL
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$5,500
$23,408
$28,908
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10.4
Sony Pictures Entertainment
Telephony
OBJECTIVE
PROVIDE LEFT BANK USERS WITH STANDARD SPE SERVER IT TELEPHONY
IN SCOPE ACTIVITY
 Provision of telephony system and licencing
 Provision of Cisco phones
 Configure Cisco phones
Out of Scope

N/A





Cisco Phones
Phone Number Set Up Charge
£10 per block of 10 numbers (buying 100)
Tiger Set Up
Install (12 mth contract) @ £130 per channel x 15
(16 to 30 are free)
Monthly Line rental x 12
Monthly Line Rental per channel @ £11.80 per
channel per month
Budget Items


Implementation
budget cost
TOTAL
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Hardware / Software Cost
Internal Labour
Annual Cost
$52,088
$169.79
$169.79
$2,546
$3,311
$336
$6,552
$58,285
$4,347
$6,888
$62,632
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10.5
OBJECTIVE
Network Infrastructure
INTEGRATE LEFT BANK INTO SPE NETWORK
IN SCOPE ACTIVITIES


Provide standard SPE network infrastructure
Hard wired internet service for SPT Networks CE
Out of Scope
•
Actual implementation of the structured cabling system, electrical system, airconditioning systems or any construction activities. Whilst specifications and designs will
be provided as appropriate, actual implementation is expected to be managed by
Facilities and/or the local office management.
•
Specification or provision of a television distribution system or related cabling
or space/electrical/cooling requirements for related head-end equipment.
•
Specification or provision of televisions, projectors, DVD or other media
players, satellite set-top boxes or satellite reception equipment.
Communication
Communication plan will be covered by plan for Desktop Environment
Training
Training plan will be covered by plan for Desktop Environment
Budget items
2 x LAN switches and resources and accessories
Maintenance for above x 2
Riverbed inc license
Maintenance for above
Wireless AP’s x 5
Raritan Console
WAN Install primary and secondary
Primary WAN service x 12
Secondary WAN Service x 12
Cabling
APC Rack / PDU UPS X 1
Misc
Implementation
Hardware Cost
budget cost
Internal Labor
Annual costs
TOTAL
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$31,006
$3,529 per annum
$27,842
$3,642 per annum
$4,108
$2,670
$5,419
$20,820 per annum
$3,688 per annum
$2,200
$4,400
$1,100
$78,748
$20,064
$31,681
$98,812
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TOTAL PROJECT COSTS
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OUT OF SCOPE
Desktop

Copying of personal data from local computers

Provision of local file services, with local backup/restore capability.

Provision of mobile phones

Actual implementation of the structured cabling system, electrical system, airconditioning systems or any construction activities. Whilst specifications and
designs will be provided as appropriate, actual implementation is expected to be
managed by Facilities and/or the local office management.
Specification or provision of a television distribution system or related cabling or
space/electrical/cooling requirements for related head-end equipment.
Specification or provision of televisions, projectors, DVD or other media players,
satellite set-top boxes or satellite reception equipment.
Servers
Messaging
Networks


SAP Integration

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This is on the SAP roadmap for FY14.
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Sony Pictures Entertainment
SUPPORT
Initially 1st Line Support will be provided by Desktop Support Team
Subsequently transferring to the GSD at the beginning of next year.
14
PROJECT TIMELINE
14.1
15
High Level Project Plan *Draft*
SECURITY
SEHS have been engaged with this project and will co ordinate with Facilities.
16
ASSUMPTIONS/RISKS
16.1
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Assumptions
Expected expansion to 30 employees therefore project scoped accordingly.
Facilities costs are not included.
The lead time on the WAN will be 12 weeks to 14 weeks but is dependent on the service provider
(Level 3)
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RISKS
18
PROJECT ORGANISATION AND GOVERNANCE
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Sony Pictures Entertainment
GOVERNANCE & COMMUNICATION
Weekly Project Team Meeting
Weekly Project Scorecards / Reports
Weekly High Level Action Tracker
Regular Operating Comittee Meetings (Key Stakeholders)
Issue and Risk Visibility and Escalation
20
ROLES AND RESPONSIBILITIES
Operating Committee:

Championing the project and raise awareness at the Executive Management level

Approve all project plans and project level scope changes

Ensure the required resources are committed and arbitrate on any conflicts within the project or
negotiate a solution with the parties involved

Primary Escalation point for key decision making or issue resolution

Remove obstacles to ensure the success of the program / project

Provide Regular Communication to the Executive Steering Committee
Project Sponsorship and Leadership Team:
•
Owner and champion of the program / project
•
Accountable for delivering the holistic solution and planned business benefits associated with the
project
•
Ensures resolution of Issues and Risk Mitigation and escalates as required
•
Assures availability of essential project resources
•
Makes business organizational / commercial decisions for the project
•
Regular communication to the Operating Committee & key stakeholders
Project
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
Manager:
Ensuring that the project is completed in budget, on schedule, and within scope.
Develops the Project Plan with the team and manages the team’s performance of project tasks.
Secure acceptance and approval of deliverables from the Project Sponsor and Stakeholders.
Project communication including status reporting, risk management, and escalation of issues that
cannot be resolved in the team.
Facilities:

To provide the items outlined in 18 and liaise with the project PM to ensure a holistic approach
throughout the project lifecycle
Cable Direct:

Supply data application info and IT assistance (Marius)
21
SERVICE LEVEL AGREEMENT AND ONGOING SUPPORT
This Agreement represents a Service Level Agreement (“SLA”) between SPT Networks CE – IT team (Service
Provider) and .......... (“Customer”) for the provisioning of IT services required supporting business activity.
This Agreement remains valid until superseded by a revised agreement mutually endorsed by the
stakeholders.
This Agreement outlines the parameters of all IT services covered as they are mutually understood by the
primary stakeholders. This Agreement does not supersede current processes and procedures unless explicitly
stated herein.
21.1
Objectives
The purpose of this Agreement is to ensure that the proper elements and commitments are in place to
provide consistent IT service support and delivery to the Customer by Service Provider.
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The goal of this Agreement is to obtain mutual agreement for IT service provision between the Service
Provider and Customer.
The objectives of this Agreement are to:



Provide clear reference to service ownership, accountability, roles and/or responsibilities
Present a clear, concise and measurable description of service provision to the Customer
Match perceptions of expected service provision with actual service support & delivery
21.2
Periodic Review
This Agreement is valid from the Effective Date outlined herein and is valid until further notice. This
Agreement should be reviewed at a minimum once per fiscal year; however, in lieu of a review during any
period specified, the current Agreement will remain in effect.
21.3
Service Agreement
The following detailed service parameters are the responsibility of the Service Provider in the ongoing support
of this Agreement.
21.3.1 In Scope
The following Services are covered by this Agreement;

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
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SPE standard hardware maintenance
SPE standard application support
Remote assistance using Bomgar
Planned or Emergency Onsite assistance and maintenance
Internet service connection monitoring/maintenance
Printer maintenance
Personal device management/maintenance
21.3.2 Out of scope
The following Services are not covered by this Agreement

SPE non-standard application support
21.3.3 Customer Requirements
Customer responsibilities in support of this Agreement include:

Reasonable availability of customer representative(s) when resolving a service related incident or
request.
21.4
Service Management
Effective support of in-scope services is a result of maintaining consistent service levels. The following
sections provide relevant details on service availability, monitoring of in-scope services and related
components.
21.4.1 Service Availability
Coverage parameters specific to the services covered in this Agreement are as follows:




Email support: Monitored 7:00 A.M. to 20:00 P.M. (CET) Monday - Friday
Telephone support : 9:00 A.M. to 6:00 P.M. (CET) Monday – Friday
Calls received out of office hours will be forwarded to a mobile phone and best efforts will be made
to answer / action the call
Onsite assistance guaranteed within 72 hours during the business week
21.4.2 Methods of contact
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Email support: [email protected]
Telephone support: +36 1 577 1813
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21.4.3 Service Requests
In support of services outlined in this Agreement, the Service Provider will respond to service related
incidents and/or requests submitted by the Customer within the following time frames:



Priority 1or 2: 0-8 hours (during business hours), except hardware related issues onsite
Priority 3: Within 72 hours during the business week, include all hardware related issues
Priority 4: Within 5 working days
Issues are classified based on the following criteria



Priority 1 or 2 – All users are impacted by software/service failure
Priority 3: One or two users are impacted by software/service failure and all hardware related issue
Priority 4: All other service request
Remote assistance will be provided in-line with the above timescales dependent on the priority of the support
request.
21.4.4 Service activities on regular based
In support of continuous business processes following regular activities will take place
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Hardware maintenance (supported by Service Provider) and hard disk defragmentation in every 6
months
Antivirus/ZCM system check on laptops in every 6 month
Site visit in every 6 months (extra costs will apply)
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