Section_J-Attachment_C.4_IEP_Capacity_Governance_072414-extract-20160620-2.pdf

IEP Portal Capacity Governance Board (CGB) July 24, 2014

(Extracted Version)

TIRNO-16-R-00026 IEP 1.5

SECTION J-ATTACHMENT C.4

Capacity Management Governance

The Portal Governance board has requested the creation of a dynamic capacity Governance model for IEP private cloud to meet the demands of the application groups and mitigate the current over allocation:

Background:

• With a successful tax season behind us, a review has been done regarding planned capacity and upcoming demand

Problem Statement:

• The IEP while having the capability to dynamically allocate capacity is not optimized to do so

• Applications are operating in a static model, holding on to a fixed number of corporate assets for IEP

• Demand continues to grow while the base needs are not contracting

Solution Approach:

• In order to manage capacity and move to a dynamic model, a Capacity Governance Board needs to be stood up to make decisions and provide organizational alignment

• The Capacity Governance Board ensures that IEP capacity objectives and project objectives are met and the expenditure of resources allocated is fiscally sound.

Today’s Objective:

PPMO is looking to gain concurrence on the framework for a Portal Capacity Governance Board and review the updated capacity plan to set the groundwork for ongoing capacity planning discussions

IEP Capacity Governance Problem Statement

2 IEP Capacity Governance | PPMO

Capacity Governance Process & Structure

3 IEP Capacity Governance Framework | PPMO 3

1. Capacity Demand Collection

• Capacity Operational Monitoring

& Report

• New Capacity Demand through

TRB

2. Capacity Analysis and Planning, Propose Solution, Priorization

3. Capacity Plan Review and Approval

• Capacity management stackholder meeting at Working group level.

• Capacity Governance Board (CGB)

4. Plan Implementation

(through new project or ticket)

• Reallocation

• Upgrade and Expansion

• Demand Mangagment (Alternatives for the demand)

Cap. Gov. Board:

Chairs

Advisory Panel

Working Groups: PPMO, AD, EITPMO, EOPS, ES, OLS, Cyber, IEP vendor

DCIO

Governance Mode of Operation

4 IEP Capacity Governance Framework | PPMO

The DCIO Resolves escalated issues from CGB; Ad-hoc meetings.

The IEP Capacity Governance Board (CGB) Approves adjustment plan of IEP existing capacity; Recommends capacity increase and expansion to IEP Governance Board; Resolves escalated risks & issues.

Escalates key decisions to CTO or DCIO; Monthly and ad-hoc meetings.

The Working Groups Reviews IEP capacity management report;

Collect capacity demands; Identify potential capacity management issues; Recommend capacity adjustment and plan to CGB; Ensures decisions and issues are resolved in a timely manner; Risks are managed and escalated appropriately. Weekly meetings.

Project governance provides the oversight necessary to approve recommendations, mitigate risks, resolve issues, and address enterprise concerns.

DCIO

Working Groups: PPMO, AD, EITPMO, EOPS, ES, OLS, Cyber, IEP Vendor

Cap. Gov. Board:

Chairs

Advisory Panel

Capacity Operating Guidelines

5 IEP Capacity Governance Framework | PPMO

• Procedural Guidelines

• Every meeting will record discussion points, decisions made, and actions

• ACIOs that are part of the CGB Advisory Panel are required to have representation at the WG meetings

• It is the representative’s responsibility to brief their respective ACIOs

• The WG Chair will pre-brief CGB Co-Chairs at least 1 day prior to a CGB meeting

• The Capacity Working Group (WG) is responsible to approve the following types of capacity requests:

• New Non-Production Environment Capacity Requests where capacity is available

• Reservation extensions where capacity is available

• Temporary above baseline capacity requests in non-Production environments where capacity is available

• The Capacity Governance Board (CGB) is responsible to approve the following types of capacity requests:

• Production environment capacity requests

• Reducing application capacity from Production environments

• Capacity requests with conflicts and risks within an environment

• Capacity requests where capacity is not available

• Reservation extensions with conflicts

• IEP policy changes that impact capacity