Replacing Windows Desktops and Servers with Linux

Project Overview 

Project Name 

Replacing Windows Desktops and Servers with Linux 

Purpose of The Project 

This project is set to replace Windows Desktops with Linux Operating System at Corn Valley School District. Using Linux, the School will be able to store data more secure from malwares and viruses as compared to Windows. In addition, Linux OS is highly compatible and superfast in performance, hence easy to use with available desktops as compared to Windows. 

Project Goals 

Efficient learning experience through user friendly Linux desktops as compared to Windows. 

Improve data privacy for students, teaching staff and non-teaching staff. 

Improve school data security through use of Linux Operating System instead of Windows. 

To achieve easy subsequent system upgrade without uninstalling and re-installing malfunctioning software and drivers. 

To reduce Computer running cost through zero cost of software acquisition by Linux Operating System. 

Achieve an efficient, compatible Operating System with hardware such as Monitors and printers. 

Business Need 

Corn Valley School District has been using Windows computer for learning purposes, however, windows operating systems are complex to operate hence making learning experience a hurdle to students taking computer lessons. Additionally, the school has incurred much cost using Windows computers especially when purchasing new software to operate with or when updating an existing software. Similarly, the school has faced risks in restoring data from Virus and Malware attack as well as securing privacy when using Windows Computers. Lastly, the school has several computers, printers and other hardware devices that are not in use due to incompatibility with Windows Operating System. 

Linux Computers will help to address these problems by offering privacy and security to data; putting in use underutilized hardware devices which are not compatible with windows Operating system; reducing the cost of maintenance through free software acquisition and improved learning experience by students. 

Schedule 

The project will begin on April 24 th , 2018 and is estimated to run for a period of approximately one month to May 26 th , 2018. I admit that the project completion may not be achieved in due period however a report on progress will be presented on weekly basis for scrutiny by the instructor. 

Cost Estimate 

Our cost estimate for this project is $60,000 as explained in the cost budget. 

Project Sponsor 

Michael Collins Esteemed Professor for Project Management, Corn Valley School District Management Board and the Linux Foundation Organization. 

Project Manager 

William Smith 

Project Team 

Stephen Scots 

Linnet Conway 

Deliverables 

A complete set of project management documents about the work on the project 

Full sets of Linux Computers that meets the specification outlined in the scope document 

User interface information that will offer guidelines to use Linux Computers 

Reports on criteria stated in the scope document 

Project Scope 

In Scope 

Linux Computers will protect school data in terms of security and privacy. 

They will also offer sufficient learning experience to students taking computer studies at Corn Valley School District. 

Linux Computers will be installed in existing desktop computers. 

Linux applications such as VLC for media, Firefox, Vivaldi and Chrome among other will be downloaded at no price. 

Updating Linux version will be easy and efficient for efficient performance of the computers. 

Linux computers will be compatible with variety of hardware such as projectors and printers, it will be easy to use Linux to specific subjects. 

Linux computers will be free from viruses hence applications like Word Processor, graphic programs, and spreadsheets will work properly. 

Linux Operating Systems from one set of CDROMs will be installed on several school computers without need for licensing. 

Students will be offered copies of Linux OS and other related software which they can be used at home for assignments. 

Out of Scope 

Linux just like Windows will require updating after a specified period of time, updating Linux is free however, the project will not address labor costs associated with updating and downloading Software. 

Linux Computers will be compatible with all other hardware devices however accessory hardware devices may lack the software needed to interface with Linux Operating system. 

Schedule Management 

In order to estimate period of the project and to determine team responsibilities, a spreadsheet has been developed, illustrating work breakdown structure and interdependencies for the proposed project. This spreadsheet provides basic information about project phases . 

	Corn Valley School District Linux Computer project DRAFT schedule
	Task	Sub Task	Person responsible	Hours estimated	Start Date	Estimated End Date
1.0 Initiating
	1.1 Define the project		All	3	4/24/2018	4/29/2018
	1.2 Determine/assign Project Manager		All	1	4/24/2018	4/28/2018
	1.3 Complete Business Case		Linnet	3	4/24/2018	5/6/2018
	1.4 Complete Project Charter		Stephen	2	4/24/2018	5/6/2018
2.0 Planning
	2.1 Complete Communication Management Plan		Stephen	3	4/24/2018	5/6/2018
	2.2 Prepare Team Contract		Linnet	3	4/24/2018	5/6/2018
	2.3 Determine deliverables needed for the sponsors		Linnet	2	4/24/2018	5/6/2018
	2.4 Hold Starting meeting		Linnet	2	5/8/2018	5/12/2018
	2.5 Complete Scope Statement		William	9	5/7/2018	5/13/2018
	2.6 Prepare Work Breakdown Structure		Linnet	3	5/5/2018	5/12/2018
	2.7 Prepare Project Management Plan		Stephen	7	5/9/2018	5/11/2018
	2.8 Prepare Quality Management Plan		Stephen	6	5/9/2018	5/11/2018
	2.9 Prepare schedule and cost baseline		All	10	4/9/2018	5/172018
	2.10 Identify, discuss and prioritize risks		Linnet	5	4/3/2018	5/17/2018
3.0 Development
	3.1 Determine requirements for product
		3.1.1 Examine Version of Windows OS currently in use	William	2	5/7/2018	5/9/2018
		3.1.2 Interviews with teachers	William	3	5/3/2018	5/3/2018
		3.1.3 Interviews with students	William	3	5/3/2018	5/3/2018
		3.1.4 Interview with head teacher	William	2	5/3/2018	5/3/2018
		3.1.5 Clarify project requirements with Project Sponsor	William	3	5/9/2018	5/9/2018
	3.2 Linux Computers version.
		3.2.1 Identify effective version for students	William	5	5/10/2018	5/13/2018
		3.2.2 Identify relationships between various versions	William	8	5/10/2018	5/19/2018
		3.2.3 Establish Primary Keys to be considered	William	3	5/11/2018	5/19/2018
		3.2.4 Step through scenarios that clarify use cases	William	4	5/10/2018	5/19/2018
		3.2.5 Clarify requirements that are unclear	William	3	5/10/2018	5/19/2018
		3.2.6 Ask sample verbal questions	Linnet	2	5/19/2018	5/21/2018
4.0 Executing
	4.1 purchasing and assembling of Linux Computers and Software		Linnet	15	5/10/2018	5/19/2018
	4.2 Installing new computers and Linux software		William	12	5/19/2018	5/21/2018
	4.3 Testing Linux computer systems
		4.3.1 connecting to existing hardware to check compatibility	Stephen	5	5/21/2018	5/21/2018
		4.3.2 Teach sample students using Linux Computers	Stephen	2	5/21/2018	5/21/2018
		4.3.3 Deliberately try to enter virus infected documents	Stephen	2	5/21/2018	5/21/2018
	4.4 System update, make sure that Linux system is up to date and school’s data is secure.		William	5	5/22/2018	5/22/2018
5.0 Monitoring and Controlling
	5.1 Developing status reports		All	8	4/24/2018	5/24/2018
	5.2 Update the sponsors on project status		Stephen	4	5/1/2018	5/24/2018
	5.3 Project related communications		All	18	4/24/2018	5/24/2018
6.0 Closing
	6.1 Prepare final project report		Linnet	5	5/19/2018	5/24/2018
	6.2 Prepare final project presentation		Linnet	3	5/20/2018	5/24/2018
	6.3 Lessons learned		Linnet	4	5/21/2018	5/25/2018
			TOTAL	180

The estimated hours in original business case was 300hr, so the proposed timeline of 180hrs is within the budget. Extra time will be used to expand on issues which may require longer time as well as cater for emergencies. 

Cost Management 

The major costs that this project is likely to incur is material cost followed by labor cost. We have developed a draft schedule estimating dates and times for every task that we will execute. There is an allowance of 30% that has not been allocated, this time will offer flexibility in task execution whereby incase a resource is tasked beyond the time allocated, it can be easily adjusted. We will develop a Work Breakdown Structure on weekly basis to determine cost balance. We will also obtain our materials from direct Linux store on a discount price. 

Quality Management 

We will identify the relevant standard qualities and means of fulfilling them to achieve our project’s objectives which include: meeting the requirements of the project sponsors and managers; achieving best standards of computer experience through Linux. In addition, we will comply with regulatory needs, basic project process measures and functionality and lastly providing documentation to achieve quality plan for the project. We will also work to achieve Quality assurance and means of maintaining quality standards throughout the cycle. 

Communication Management 

Throughout the project, the primary mode of communication will be phone calls and emails, however meetings will be held at least thrice a week to discuss project progress and matters arising. The project manager will receive a report on weekly basis from the supporting team on progress of the project. Similarly, the sponsors will also receive the project status update on every Friday. 

Risk Management 

We carried out research on potential risks that may arise in the process of project execution, a list of risks was developed basing on the impact of each risk. The following table illustrates potential risks in project execution. 

Ranking Potential Risk 

1	Short timeframe to complete work which may affect project completion within due time.
2	Short timeframe may affect quality considerations
3	Improper consultation among key stakeholders which may lead to divergence regarding expected deliverables
4	Resources getting out the project without consent
5	Linux Computers may be compatible with available hardware devices, while in contrary the hardware devices may lack the interface to function with the Linux OS.

After defining the risks, various control measures were proposed such as: empowering the project manager to increase task time allocation; maintaining good communication among the key stakeholders in the project; critical evaluation of the hardware in use so that the version of Linux computers to be purchased matches the hardware interface. 

Project Organization and Responsibilities 

Being a short duration project, the organization was simply made of two members, a manager and sponsors. There was a well-structured work breakdown structure (WBS) to provide guidelines on roles of each individual in the project. Therefore, every member was informed about their responsibility, while consultations were made through phone calls and emails. 

Management and Technical Approaches 

Management Objectives 

Corn Valley School District is dedicated to provide efficient learning environment to students through replacement of Windows Desktops and servers with Linux computers, which will facilitate easy learning for computer subjects as well as other subjects, secure data storage and cheap running cost for computers. Through Linux the School is hopeful to provide proficient students academically. 

Project Control 

Status report – this will be made available to every stakeholder in the project once after every week. 

Change request process – a form on changes in scopes such as time, schedule, cost and technology will be provided upon request by the stakeholders for approval. 

Work Plan 

The basic management process as outlined in the Work Breakdown Structure is composed of the following sections: 

1 Initiation phase 

2 Planning phase 

3 Development phase 

4 Executing phase 

5 Monitoring and controlling phase 

6 Closing phase 

Budget 

Estimated Budget 

The following is the estimated budget for this project. 

Task Name	Total Cost
1.0 Initiating	$1,000.00
2.0 Planning	$2,000.00
3.0 Development	$2,800.00
4.0 Executing	$20,000.00
5.0 Monitoring and Controlling	$6,500.00
6.0 Closing	$2,900.00
TOTAL	$35200.00

Fixed and Recurring Costs 

During our financial analysis, we determined a fixed cost of $60,000 that will be required to execute the project during the first month. Out of this, we estimated that $ 30,000 will be used to purchase new Linux computers, $10,000 will be used to cater for software related to the project such as Linux servers and the remaining $20,000 allocated for labor. In addition, we further estimated that it would cost $5,000 for maintenance for a period of 4years after implementation. 

Project Financial Benefits 

The benefits of the project will be based on secure data storage for Corn Valley School District; excellence in academic performance in computer related subjects and other subjects; reduced maintenance cost for Linux Computers as compared to Windows. Windows maintenance cost per year is usually $2,000 per year as compared to Linux which will require approximately $800. Therefore, the annual benefit will be $1,200. 

Calculation of Labor Cost 

According to our schedule we estimated the labor cost basing on 75 hours week for a total of four weeks. Therefore, the project manager will work for 35 hours per week while the two team members working closely with the manager will work for 20hrs per week. The project manager will earn $120 per hour which will make up $16,800 while the two supporting team members will work for $80 per hour which adds up to $ 6,400 each. The team will require project management skills and software installation skills to execute the project. 

References 

Lock-In and Unobserved Preferences in Server Operating System: A Case of Linux Vs. Windows. (2009). SSRN Electronic Journal . doi:10.2139/ssrn.940404