Attachment 15 HEFP SEP SOP Process Flow Data Center Phase v1.0.pdf

Standard Operating Procedure – EHRM Coordinating Data Center Moves with OIT Process and Procedures

Author:

Healthcare Environment and Facilities Programs (HEFP) Special Engineering Projects (SEP)

Document Version: 1

Signatory Authority:

HEFP SEP Director

Effective Date:

09/23/2022

Responsible Owner:

HEFP SEP

Recertification Date:

09/30/2024

1. PURPOSE AND AUTHORITY

This Standard Operating Procedure (SOP) identifies the steps involved with coordinating and completing a project that requires a move on Data Centers with OIT (Office of Information Technology). A move is either a temporary move (then move back to the original location once construction is completed) or a permanent move to a new Data Center location. The Deployment Manager (DM) will review and validate the respective data center projects assigned to the VISN and identify if the move will be temporary or permanent. Refer to Section 5 of this SOP to review the data center project list. The EHRM DMs and the Integration Engineers (IE) are responsible for facilitating, coordinating, and tracking these data center construction projects in direct collaboration with the project’s Station Contracting Officer Representatives (CORs), VISN Capital Asset Manager(s) (CAMs), OIT, and the HEFP SEP Program Engineers (PEs). This SOP details the general process and sequential steps for tracking a data center move within a VISN once list is received from the HEFP Engineers.

2. Procedures The HEFP SEP Team will follow this methodology and outlined procedures to review and track data center relocations. Below are the steps to follow for successful completion of data center move coordination with OIT:

1) HEFP SEP Program Engineers and Integration Engineers develop and maintain a list of projects requiring a data center move or a temporary move that is approved by the HEFP SEP Program Engineers. The list is stored on the HEFP SEP SharePoint site. Refer to Section 5.0 for a direct link to the SharePoint document library.

2) DMs and IEs review the spreadsheet to identify relevant projects for their VISN that will require the data center to be permanently relocated or temporarily relocated.

3) The DM will review with the Station COR, local IT, and VISN CAM that the EHRM infrastructure project will require a data center move.

4) The station COR, local IT and VISN CAM will validate the construction project scope and provide the

DM confirmation that the scope of the data center construction project requires a data center move.

5) Station COR, local IT, and VISN CAM will provide the DM confirmation whether the data center move is a one-time move or whether it requires a return move back to the original data center location.

NOTE: Move may be external or internal to the data center and may require multiple phases. If internal to the data center, the racks are temporarily moved to a different area of the data center in order for work to be conducted, then returned to the original location within the data center after the work is completed.

6) DM will coordinate with the Integration Engineers to validate and update the spreadsheet, maintained by HEFP SEP Program Engineers, the requirements of the move; one-time move to new location vs. temporary relocate (external or internal) with move back to original data center location.

7) DM will request the station COR provide names and contact information for the local stakeholders

(local IT, FMS shops, Engineering, etc.) who have critical interest in overseeing and coordinating the data center construction project.

8) Station COR provides DM requested contact information.

9) DM forward the names of the local contacts to the OIT Program Office and copies the local stakeholders and VISN CAM for awareness.

10) DMs will monitor construction progress to identify critical D-minus benchmarks. It is important for the DM to verify the approach for the overall infrastructure construction project schedule. Data center moves are not required to be initiated near the kick-off of the construction project and could occur at any point during the execution of the construction project, as specified in the contracted design.

11) DM notifies the OIT Program Office at D-minus benchmarks of 120-days, 90-days, 60-days, 45-days, and 30-days prior to the start of the data center construction. DMs provide OIT Program Office the project status as to whether the construction schedule is still on-track utilizing the HEFP SEP Integration Engineer’s SharePoint Data Center Tracker. DM will report any challenges with schedule, funding, staff moves, and other project interruptions as they are identified in biweekly / weekly meetings to provide stakeholders enough lead time to address the challenge and identify solutions.

a) At 120-days: DM schedules a kick-off meeting with local stakeholders, including but not limited to the HEFP SEP Program Engineers, Integration Engineers, Project COR, Local IT, VISN CAM, OIT Program Office, and Oracle/Cerner (Cerner). Local IT will be requested to complete an inventory of the data center equipment and racks that will be affected by the move. In addition, if the project COR did not originally request the A/E include Cerner as a subcontractor at the start of the contract, per the sample language provided in the PCAC Construction FORCE Package Checklist document library, the COR will at this time coordinate with EHRM IO, Cerner, and the prime A/E to add Cerner as the subcontractor responsible for physically moving the forward deployed server set (FDSS) racks during data center construction. During the kick-off call the Project COR will provide confirmation to all participants of whether the construction project schedule is on-track or behind schedule. The DM will attend the meeting and upload any artifacts generated by the meeting to the respective SharePoint document library for the medical center. The DM will also coordinate with the COR and provide OIT confirmation when the project’s actual D-minus 90-days and D-minus 60-days occur.

12) At D-minus 30-days the DM notifies OIT Program Office, which initiates overall coordination of the data center move with the local stakeholders.

13) With oversight from OIT Program Office, the Project COR and Local IT will coordinate the data center move with the construction A/E to relocate data center racks and equipment.

14) For data center moves that require the relocated racks and equipment to be returned to their original location, the DM will identify the D-minus benchmark for when the racks and equipment are scheduled to be moved back.

a) The DM will notify the OIT Program Office of the D-minus 30-days date to allow coordination with the local stakeholders and contracted A/E for the return move.

b) With oversight from OIT Program Office, the Project COR and Local IT will coordinate the data center RETURN move with the construction A/E to return the data center racks and equipment to the original data center location.

15) Data center move coordination is complete.

Refer to Figure 1, Data Center Move Coordination Process Flow, to review a flow chart summarizing the data center coordination process.

Standard Operating Procedure – EHRM Coordinating Data Center Moves with OIT Process and Procedures

Figure 1: Data Center Move Coordination Process Flow

3. Assignment of Responsibilities The HEFP SEP EHRM Team is comprised of federal program leads and contract support positions. The HEFP SEP Federal Program Leads are the Director and Program Engineers. The contract support positions consist of 17 Deployment Managers (DMs), four (4) IEs, two (2) SISAs, and two (2) Developers.

The HEFP SEP EHRM Team works collectively to engage VISN and station-level stakeholders during execution of EHRM infrastructure projects to form an integrated project team between the program office and the field. The EHRM Deployment Manager is responsible for coordinating HEFP SEP EHRM requirements, such as data center move coordination with relevant stakeholders (e.g., OIT Program Office, VISN CAM, Station CORs, local IT). OIT Program Office is responsible for programmatic oversight and coordination of data center moves occurring as part of EHRM infrastructure projects. Station CORs are responsible for overseeing and managing the execution of EHRM infrastructure construction contracts. The Station CORs are also responsible for coordinating with the A/E to complete a modification of the A/E’s construction contract to include Cerner. Cerner is responsible for conducting the physical moving of data center FDSS racks and equipment during the data center move. Two FDSS racks are present in each data center. Cerner owns the equipment and whenever the FDSS needs to be moved Cerner will un-rack, move, and re-rack the FDSS. The project COR will need to coordinate with local IT/Facility Maintenance/Biomed/Security service lines for the relocation of all other equipment stored in the data center.

Local IT is responsible for direct coordination with the Project COR and Cerner during the data center move activities. The SEP Program Engineer(s) and the VISN CAM should be included on all correspondence between the EHRM Deployment Manager and relevant responsible parties as it relates to data center move coordination process.

4. Definitions For the purposes of this document, this SOP is only applicable for projects that consist of a data center relocation, either permanently or temporarily. This document is not applicable to any other major EHRM infrastructure project that may require a relocation.

5. References

1. Data Center Relocation Spreadsheet HEFP SEP EHRM Infrastructure Upgrade Projects - Data

Centers.xlsx

2. Field and CAM Tools, PCAC Construction FORCE Checklist Document Library:

https://dvagov.sharepoint.com/:f:/r/sites/VHAOCAMESEHRM/VHA%20Site%20Assessment%20 Resources/EHRM%20Contracting%20Package%20Templates/PCAC%20Construction%20FORCE% 20Checklist?csf=1&web=1&e=yagMMQ

6. Recertification This SOP is to be reviewed annually and recertified every two years to include when there are applicable changes to be made. This SOP is scheduled for recertification on or before the last working day of September 2024 – two years from the effective date.

Proposed changes and modifications to how HEFP SEP currently manage EHRM Deployment Managers’ review / tracking of data center relocations will not be made until the HEFP SEP Program Leads meet, review, and assess the impact of proposed changes to the process.

https://dvagov-my.sharepoint.com/:x:/g/personal/lois_matteis_va_gov/EcAbXBaHuqVFjhq4KDxWa2YBYD-gkSZwUg1g8UNd6-bkgw?e=VNgrbt https://dvagov-my.sharepoint.com/:x:/g/personal/lois_matteis_va_gov/EcAbXBaHuqVFjhq4KDxWa2YBYD-gkSZwUg1g8UNd6-bkgw?e=VNgrbt https://dvagov.sharepoint.com/:f:/r/sites/VHAOCAMESEHRM/VHA%20Site%20Assessment%20Resources/EHRM%20Contracting%20Package%20Templates/PCAC%20Construction%20FORCE%20Checklist?csf=1&web=1&e=yagMMQ https://dvagov.sharepoint.com/:f:/r/sites/VHAOCAMESEHRM/VHA%20Site%20Assessment%20Resources/EHRM%20Contracting%20Package%20Templates/PCAC%20Construction%20FORCE%20Checklist?csf=1&web=1&e=yagMMQ https://dvagov.sharepoint.com/:f:/r/sites/VHAOCAMESEHRM/VHA%20Site%20Assessment%20Resources/EHRM%20Contracting%20Package%20Templates/PCAC%20Construction%20FORCE%20Checklist?csf=1&web=1&e=yagMMQ

7. Signature Authority

X .

Cynthia A. Doolittle, P.E., MS, COR III Director, Special Engineering Projects

NOTE: The signature remains valid until rescinded by an appropriate administrative action.

8. Distribution HEFP SEP Director HEFP Program Analyst HEFP SEP Program Engineers HEFP SEP Contract Support Team VISN Capital Asset Managers Station Engineering Staff

Attachments: none