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Office 365 Envisioning & Planning

Statement of Work For Cypress Fairbanks Independent School District

April 9, 2014

This document was developed specifically for the client named on

this page. The concepts and methodologies contained herein are

proprietary to Catapult Systems LLC. Duplication, reproduction or

disclosure of information in this document without the express,

written permission of Catapult Systems LLC is prohibited.

Statement of Work – Office 365 Envisioning & Planning

Cypress Fairbanks Independent School District

April 9, 2014 Client Confidential p. 2 of 14

Contents

1. Engagement Overview ............................................................................. 3

1.1 Background ............................................................................................. 3

1.2 Objective .................................................................................................. 3

1.3 Success Criteria ........................................................................................ 3

2. Scope of Work ......................................................................................... 4

2.1 Catapult Scope ........................................................................................ 4

2.2 Client Participation .................................................................................. 5

2.3 Out of Scope ............................................................................................ 5

2.4 Deliverables ............................................................................................. 5

2.5 Estimating Assumptions .......................................................................... 6

3. Delivery Approach ................................................................................... 7

3.1 Activity Plan ............................................................................................. 7

3.2 Project Timeline ....................................................................................... 8

3.3 Future Phase Estimate ............................................................................. 9

3.4 Staffing .................................................................................................... 9

3.5 Status Reporting .................................................................................... 10

3.6 Project Closeout Report ......................................................................... 10

3.7 Approving Deliverables ......................................................................... 10

3.8 Change Management ............................................................................ 11

4. Professional Service Fees ....................................................................... 12

5. Terms and Conditions ............................................................................ 13

6. Acceptance ............................................................................................ 14




1. Engagement Overview

1.1 Background

CFISD is a K12 Public School District located in Houston, Texas. There are approximately 100,000

students and approximately 12,000 employees across 70 campuses and administrative facilities.

Staff members currently use GroupWise for email, calendaring, contact lists and other services.

The Identity Management and provisioning system is managed by Identity Management. There is

currently a custom GroupWise driver that performs provisioning tasks, including accounts, groups

and mailboxes. A single domain Active Directory exists for CFISD.

1.2 Objective

This Statement of Work (SOW) represents an agreement between Catapult Systems (Catapult)

and Cypress Fairbanks Independent School District (CFISD).

CFISD is considering engaging Catapult to provide infrastructure consulting services to assist with

the planning, design, deployment, and migration from Novell GroupWise to an Office 365

Exchange Online hybrid deployment. This solution will include single sign-on (SSO) via their on

premise Active Directory (AD) environment.

Catapult’s approach is to perform envisioning and planning services to facilitate a migration from

GroupWise to Office 365. These efforts will focus on solution architecture, migration planning

and timelines, business processes, retention and legal requirements. Additionally, effort will be

performed to strategically focus around a positive end user experience throughout the transition.

1.3 Success Criteria

This engagement will be successful when:

1. An approved Office 365 environment that supports single sign-on with ADFS and DirSync

is implemented.

2. A plan for the GroupWise to Office 365 migration has been established and

communicated.

3. An End User Adoption and Communication Plan has been created.




2. Scope of Work

2.1 Catapult Scope

The Catapult team is responsible for the following work items to complete this engagement.

1. Create project plan and schedule 2. Develop an end-user communication plan and schedule

3. Provide step-by-step documentation on the following (to be deployed to SharePoint Online

using a basic template, or may be provided as Word documents):

a. How to perform the basic steps users must take prior to the migration:

i. Clearing out deleted items

ii. Searching for and removing large mail items

iii. Updating mobile device operating systems

b. What to expect on migration day

i. How to know if you’ve been migrated

ii. Reconfiguring your mobile phone (iPhone/iPad, Windows Phone, and

Android)

iii. Configuring software email clients to connect to Office 365 (Outlook 2010,

Outlook 2013, Outlook 2011 for Mac)

iv. Logging into Outlook Web App

v. Managing spam in Office 365 for End Users

c. Provide suggested end user communication schedule and timeline

d. Provide up to five sample email communication suggestions for end user

communication at each point in the project 4. Determine impact to end user experience pre- and post- migration using test accounts and a

near migration simulation 5. Run Office 365 Deployment Readiness Tool and identify any issues that need to be mitigated 6. Install and Configure Transend software on up to ten (10) migration machines

a. Identification of the migration process b. Configuration of the Transend template c. Provisioning and licensing of Office 365 Mailboxes d. Work with CFISD GroupWise administrators on the creation of the process to move

the migrated GroupWise mailboxes to a contact that forward to the Office 365 user’s mailbox

7. Assist CFISD with remediation and preparation for full scale deployment including: a. Modification or remediation of Active Directory objects including depreciated

values, duplicate objects or UPN suffixes not supported by Office 365 b. Any other items identified by the Office 365 readiness utility as potential issues with

Office 365 integration 8. Produce and provide relevant documentation including:

a. Solution Architecture and Office 365 design b. Testing Plan and test cases c. Mailbox Migration Plan




2.2 Client Participation

The Client team will participate in this engagement as follows.

1. Coordinate Client resources and staff schedules.

2. Provision physical or virtual servers for use in single sign on and Exchange hybrid

configurations to Microsoft best practices (to be provided by Catapult).

3. Coordinate any outside vendor resources and schedules.

4. Configure all networking equipment such as load balancers, routers, firewalls, and switches.

5. Review and approve engagement deliverables.

6. Provision Transend migration machines beyond the first ten (10).

7. Provide information from GroupWise system as necessary for migration including but not

limited to calendar delegates, resource mailboxes, shared mailboxes and calendars, mailbox

sizes, etc.

8. If Microsoft Outlook or other desktop email clients are to be used for connectivity to Office

365, CFISD will deploy email software to client workstations

9. Provide list of VIP users such as principals, superintendents, central office staff, etc.

10. Execution of approved End User Communication Schedule

2.3 Out of Scope

The following items should be considered with respect to the overall Client objective, but are not

planned for this engagement.

1. Envisioning and planning for any solutions other than Exchange Online for Office 365.

2. Implementation, configuration or troubleshooting of any services or solutions not

mentioned in this document.

3. Mailflow cutover to Office 365; Migration of mailboxes and mailbox data.

4. Training of end user teams.

2.4 Deliverables

This engagement will produce the following deliverables:

# Deliverable Description

1 Project Plan and

Project Schedule

Describes the methodology and schedule that will be used

throughout the project

2 Architecture

Document

Describes the design and any technical requirements for the

solution

3 Project Schedule Describes the methodology and schedule that will be used

throughout the project

4 Office 365 Migration

Design and Testing

Plan

Describes test cases that will be used to verify functionality, as

well as roles, responsibilities and a design of the CFISD systems

needed to support the solution.

5 Communication Plan

and User Adoption

Materials

Communication timeline and templates, SharePoint Online

User Adoption Site including training information described in

scope under “End User Adoption”




2.5 Estimating Assumptions

The overall scope and related work estimates for this engagement were developed based on the

following assumptions. Material changes to these assumptions may impact the estimated effort,

schedule and fees associated with completing the work.

1. The scope, approach, and deliverables for this initiative are based on our current

understanding of the work required to complete the objective.

2. Information provided in client documents and statements prior to this Statement of

Work is assumed to be an accurate representation of the respective subject matter.

3. The primary Catapult resource will be engaged full time during the duration of this

engagement. Any non-negotiated delays may result in a Change Request and additional

cost.

4. Client key stakeholders will be readily accessible for key decision making throughout the

course of the initiative.

5. The Catapult team may perform portions of the work either on site or off site,

depending on the nature of each task.

6. Hardware and software costs that may be required to complete this engagement are

not included in this Statement of Work.

7. Client is responsible for end user training.




3. Delivery Approach

3.1 Activity Plan The table below summarizes the work activities planned for the completion of this engagement. Based upon our current work estimates and staffing approach, we expect a total duration of approximately 5 weeks.

Task ID Name Duration

Cypress Fair ISD - Groupwise to Office 365 - Envisioning and Planning - Project Schedule

25 days

1 Envision 5 days

1.1 Kickoff Meeting

1.2 Project Schedule Review

1.3 Project Schedule Revisions

1.4 Catapult System Access and Rights Configured

1.5 Envision Phase Exit: Project Schedule Approved

2 Plan 14 days

2.1 Technical Planning

2.1.1 Validate Networking and Firewall Configuration

2.1.2 Run O365 Readiness Wizard

2.1.3 Office 365 Readiness Remediation

2.1.4 Prepare Change Management documentation and gain approval for network changes to support ADFS and Exchange Hybrid

2.1.5 Evaluate existing environment for O365 Readiness and perform Health Check

2.1.6 Office 365 Design Workshop

2.1.7 Develop Office365 Architecture Document, Test Plan, and Test Cases

2.1.8 Office 365 Architecture Document, test plan, and test cases Peer Reviews

2.1.9 Office 365 Architecture Document, test plan, and test cases Walkthrough

2.1.10 Office 365 Architecture Document, test plan, and test case Revisions

2.1.11 Schedule Transport and CAS cutover to O365

2.1.12 O365 Architecture Document, Test Plan, and Test Cases Approved

2.2 Communication and User Adoption Planning 8 days

2.2.1 Prepare draft communication plan per MS best practices

2.2.2 Draft communication plan formal walkthrough

2.2.3 Tailor draft communication plan to CFISD environment per feedback

2.2.4 Final Communication Plan Accepted

2.2.5 Deploy O365 End User Adoption template to SharePoint Online




2.2.6 Customize User Adoption Website to CFISD colors, logo, and O365 URLs

2.2.7 User Adoption Website Complete

2.3 Planning Phase Exit: Communication and Technical Planning Complete

3 Develop 11 days

3.1 Purchase SSL Certificates and Provision Servers

3.2 Install Office365 SSO Components - ADFS or Other

3.2.1 Perform Schema Updates for Exchange Hybrid Server

3.2.2 Two Active Directory Federation Servers

3.2.3 Two Active Directory Federation Proxy Servers

3.2.4 Provide Load Balancing and Firewall Requirements for ADFS

3.2.5 Directory Synchronization

3.3 Install and configure Exchange Hybrid Server

3.4 Configure Load Balancing

3.5 Install SSL Certificates

3.6 CAS and HT cutover

3.7 Solution Testing - Execute Test Cases

3.8 Phase Exit: Solution Testing and Validation Complete

4 Closure and Acceptance 3 days

4.1 Prepare Project Closure Report

4.2 Project Closure Report Formal Walkthrough

4.3 Project Closure Accepted

7 Status Meeting

7.1 Status Meeting 1





3.2 Project Timeline

CFISD has expressed the desire to complete the move to Office 365 prior to the start of the Fall of

2014 school year. The following project timeline is meant to give CFISD an idea of how Catapult

might meet these goals if the project were to start by April 22, 2014.

Please note that Catapult cannot schedule, reserve, or guarantee resources prior to contract

approval. This timeline does not include the actual cutover of user accounts, but assumes that

these deployment activities would begin immediately upon conclusion of the scope of this

statement of work.




5/26/20144/21/2014

5/20/2014 - 5/25/2014

Closure and Acceptance

4/28/2014 - 5/16/2014

Plan

4/21/2014 - 4/28/2014

Envision

5/16/2014 - 5/26/2014

Contingency

5/20/2014

Project Closure Accepted

5/12/2014

Planning Phase Exit: Communication and Technical Planning Complete

5/8/2014

User Adoption Website Complete

4/28/2014

Envision Phase Exit: Project Schedule Approved

5/6/2014

Final Communication Plan Accepted

5/12/2014

O365 Architecture Document, Test Plan, and Test Cases Approved

5/20/2014

Phase Exit: Solution Testing and Validation Complete

5/17/2014 - 5/26/2014

Project Management

5/10/2014 - 5/19/2014

Develop

3.3 Future Phase Estimate Catapult will provide an estimate of the remaining deployment and migration effort based on what has been determined up to this point. Estimated cost to complete the future phase is $35,000 - $45,000 and is based on the activity listed below.

Deployment Phase

I. Once testing plan has been verified, continue with testing and remediation

II. Deliver Cut Over Plan for mailbox migrations

III. Perform cutover of GroupWise users to Office 365

IV. Hand off remaining GroupWise to Office 365 migrations to CFISD

V. Phase Exit: All users migrated to Office 365

Stabilization and Training Phase

I. Post-deployment support – five (5) business days

II. Perform up to eight (8) hours of side-by-side training with CFISD IT staff for management of Office 365

III. Phase Exit: Training delivered and post deployment support complete

Project Closure

I. Development and delivery of As-Built document

II. Phase Exit/Project Closure: Project handoff and closeout

3.4 Staffing

Key Catapult roles are described below.




Role Responsibilities

Senior Infrastructure

Consultant

Discovery of existing environment.

Requirements alignment.

Migration Planning.

Deliverable creation.

Solution Manager Catapult leadership for a given solution area.

Primary responsibility for solution approach, architecture, and

technical quality.

Guidance and technical leadership for the delivery team

throughout the engagement lifecycle.

Delivery Manager Dedicated delivery manager for all engagements at a particular

client.

Primary accountability for quality of delivery, communication

and issue resolution.

Management oversight for status reporting, budget and

schedule tracking.

3.5 Status Reporting

The Catapult team will prepare a weekly status report that captures relevant details related to

work progress and any issues that require management attention. The status report will also

include budget and schedule tracking information. The Catapult team will conduct a weekly status

meeting with the Client team to review the status report and address any issues or activities that

require attention.

3.6 Project Closeout Report

Upon completion of the engagement, Catapult will provide a project closeout report. This

document will indicate final project status including evidence of meeting acceptance criteria,

outstanding issues, final budget and schedule outcomes and lessons learned.

3.7 Approving Deliverables

The Catapult and Client teams will jointly execute a deliverable review process as defined in the

diagram below.




The effort estimates in this Statement of Work account for one iteration of the approval process

shown here. If during the engagement Client requires more iterations of this process, the Catapult

Delivery Manager will evaluate the related impact on budget and schedule and execute the

change management process as appropriate.

3.8 Change Management

Either Catapult or Client may initiate a change request when some change or event has occurred

that may impact the scope of the engagement. Catapult will prepare formal documentation that

includes description of the change with estimated implementation effort and impact to schedule

and budget. Client can choose to approve or deny the change request. Catapult will not proceed

with work related to the change request until Client has issued formal approval.

Some examples of events that can cause a change request include the following:

Change in Technical Scope – Client decides to include new functionality or capabilities

not identified in the initial scope and related work estimates.

Change in Scope of Work – Client requests Catapult perform work activities or produce

deliverables not originally assigned to the Catapult team.

Change in Approach – Material changes in the work approach due to circumstances

outside the control of the engagement team (some examples include: Client team

members not available as planned, delays in Client tasks or responsibilities, equipment

not available as planned).




5. Terms and Conditions This Statement of Work (SOW) is subject to the terms and conditions of the Professional Services

Agreement (PSA) between Catapult and Client in effect at the time of signature for this SOW.

Any exceptions to the PSA are noted in this Statement of Work and are not to be

construed as permanent modifications to the Professional Services Agreement (i.e. they

apply only to this SOW).

Capitalized terms not defined in this SOW shall have the meaning ascribed to them in the

Agreement.

To the extent that there is any conflict between this SOW and the Agreement, this SOW

shall prevail.

The term of this SOW is effective beginning upon execution and continues through completion of

the engagement.




6. Acceptance

CATAPULT SYSTEMS, LLC. CFISD

SIGNATURE SIGNATURE

PRINTED NAME

Jim Prather

PRINTED NAME

TITLE

General Manager, Houston

TITLE

DATE

DATE

Please acknowledge acceptance of this with signature above.

Fax, email or deliver this signed document to:

Daniel Rose

FAX: 713.395.7130

EMAIL: [email protected]

10370 Richmond Avenue

Suite 1250

Houston, TX 77042

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