Modernizing a data center means that a company has to reconsider its business plan both operationally and organizationally in response to shifts in the economy and developments in computing. With this report, based largely off advice from Gartner, you can work toward cutting your costs and becoming more flexible while pursuing your business objectives.

• The CIO Perspective: 5-Point Checklist
• IT Director Perspective: 8-Point Checklist
• IT Pro Perspective: 9-Point Checklist
• Organizational Perspective: 5-Point Checklist

By modernizing and consolidating your data center, you can adopt greater agility and streamline your expenses – effectively giving yourself a better market position. You can make your firm more flexible and better suited to serve an increasingly mobile staff. By adopting the methods listed below, you should be able to cut your yearly operating expenses by at least 10%.

The CIO Perspective: 5-Point Checklist

CIOs should look at the requirements of the organization, the shape of the economy, and technological factors as they think about their plan for data center modernization and consolidation. Here is a basic five-point checklist to ready yourself for this effort:

1. Review the company’s infrastructure. What could be improved?
2. Think about how you can trim costs with your servers, storage, and network.
3. Ask everyone who will be involved in this project to be forthright about any political concerns that could make it difficult to succeed.
4. Increase your awareness of potentially game-changing technologies and approaches.
5. Finally, look at your facilities themselves, advise Gartner analysts Mike Chuba and Matthew Brisse. “Map out the number and location of data centers,” they say. “Determine whether they should be stand-alone, colocated or outsourced.”

IT Director Perspective: 8-Point Checklist

IT directors must strike a balance between improving capacity and being careful not to overprovision space. Overprovisioning is, after all, a widespread problem and challenge, notes Sead Fadilpašić in ITProPortal. “[M]ore than three quarters (76 per cent) of IT pros overprovision IT infrastructure to save themselves capacity-related problems,” he says. “Capacity-related issues have had more than half (59 per cent) still experiencing downtime and service degradation, and in almost two thirds (61 per cent) of cases, IT staff is blamed for it.”

To address this challenge head-on, IT directors must create a thorough plan and cost-benefit analysis. Here is an eight-step checklist:

1. Assess the infrastructure and meet with the CIO.
2. Promote the importance of looking top-down from well-strategized infrastructure to all aspects of the business. Consider possible political snags.
3. Look at how you could change infrastructure to create savings.
4. Review newer strategies such as web-scale IT.
5. Create a web-scale IT plan and collaborate with HR to move it forward.
6. Review your data centers and decide if you think they should be standalone, colocated, or outsourced.
7. Think about the impact modernizing might have on your systems.
8. Do a full review of your vendors and technologies.

IT Pro Perspective: 9-Point Checklist

IT professionals understand that optimizing agility is increasingly necessary for businesses. In order not to be outpaced by competitors, organizations must look toward strategies such as virtualization, automation, software-defined anything, and cloud. Follow this ten-point checklist:

1. Reconsider operational value. Think in terms of turnkey solutions. Get away from customizing excessively. Instead, use that time to collaborate with business units for better speed and security.
2. Promote innovation. Create systems that facilitate access to innovations (either via traditional or cloud models).
3. Embrace convergence. Integrate and connect services.
4. Expedite assimilation. Get into a mindset of rapid-fire research and deployment of new technologies.
5. Standardize. “Reduced complexity improves speed, agility and availability,” say Chuba and Brisse. “Worry less about lock-in and more about ways to accelerate orchestration and automation of IT tasks.”
6. Focus on brokering. Take on the role of assessing technology and managing risk.
7. Consolidate. Partner with business and IT leaders for business continuity.
8. Review vendors and technologies. Look at infrastructure configurations, cost modeling, and performance.
9. Use cloud. Figure out the best storage and app locations: public cloud, private cloud hosted internally, or colocated private cloud.

Related: At Superb Internet, our cloud hosting infrastructure is the result of a full six years of design and development, including tens of thousands of hours spent researching, testing, and troubleshooting. Get 100% high-availability cloud.

Organizational Perspective: 5-Point Checklist

Here are guiding principles to help the organization move forward with this project:

1. Plan. Figure out how you can reduce your costs. Know how modernizing will impact other elements of your infrastructure. Calculate ROI.
2. Craft a solution. Where should data centers be located, and how should they be configured? Consider colocation and outsourcing. Create a cloud plan. Update your business continuity plan.
3. Select the pieces. Determine what technologies will best improve your agility, reliability, and energy-efficiency.
4. Build. “Focus on design efficiency and an incremental build-out methodology,” say Chuba and Brisse. “Factor in density zones and multitiered designs.”
5. Continue to adapt. Closely watch efficiency moving forward. Put a plan in place to continue consolidating servers and a policy for virtual server deployment so you don’t end up with virtual server sprawl.

When IT pros at the state and local levels want to win data center investments, it’s critical to show how the improvements will result in returns on investment.

• Excellence Held Back by Aging Technology
• Show Me the Money
• Less Downtime & Maintenance
• Prioritizing Security

Excellence Held Back by Aging Technology

Delta Diablo is a water resource recovery agency that serves 200,000 people in Northern California – residents of Antioch, Pittsburg, and Bay Point. Services it performs include wastewater treatment; production and distribution of recycled water; safeguarding against pollution; recovery of energy; biosolid reuse; street sweeping; and collection of residential hazardous waste. Its plant can process up to 19.5 million gallons of water per day.

Delta Diablo isn’t just any wastewater agency, though. It’s actually among the top 1 percent nationwide at what it does, according to the numerous Platinum Peak Performance Awards it’s received from the National Association of Clean Water Agencies.

The wastewater treatment operation often teams with outside public and private entities on projects. However, its data center has historically been standing in the way of such efforts.

“Our IT department is never 100 percent sure what’s coming down the pike in the next year,” explains the agency’s IT director, Chris Hanna. “We could sign a contract with an energy company for research and development, and we have to be ready for that.”

Delta Diablo’s hardware was simply getting old: the servers and storage appliances were 5 years old, while the switches and routers were 10 years old.

Related: At Superb Internet, our twenty-year history gives us the experience to handle the security and compliance needs of government agencies; and we have certifications to prove it. For example, our hosting infrastructure, IP backbone, and all operations are continuously audited under SSAE-16 SOC-1 Type II, ISO 9001:2008 and ISO 27001:2013 standards. Learn more.

Show Me the Money

Hanna didn’t want to upgrade Delta Diablo’s system piecemeal but all at once. To make his argument, he showed how it would be positive for the organization financially despite the cost upfront.

Hanna notes that getting the funds to completely upgrade the entire facility was challenging. Even though leadership is reasonable, they have to understand why it’s a smart way to invest.

Hanna’s proposal focused on three primary benefits of the refresh:

1. Time to market for IT services would be improved.
2. Reliability and business continuity would be boosted, doing away with downtime costs.
3. Electricity expenses would be slashed by an incredible 80%.

Hanna is fully convinced himself that upgrading the hardware was a wise move for Delta Diablo. “The fact that we’ve built out this infrastructure allows us to get services to market faster,” he says. “When initiatives must be done quickly, we don’t have to worry about beefing up our infrastructure.”

IDC datacenter analyst Kelly Quinn agrees that investments in data centers often have strong ROI because you can reduce your energy and cooling costs while improving your availability.

It’s fairly straightforward to look at power savings, she says, but it can be more complicated to assign specific dollar amounts to other elements. You want to establish, as closely as possible, the expenses to the agency if mission-critical systems fail and how much more work can be achieved if latency is reduced.

You want to be able to say, explicitly, that you could avoid spending a certain dollar figure over the next five years if you make the refresh. A finance head will be more convinced to the extent you can turn soft, qualitative points into hard, quantitative data.

Less Downtime & Maintenance

A few years ago, Matthew Arvay was hired as the CIO of Virginia Beach, Virginia. At that time, there were four storage systems being used. Downtime occurred regularly. Maintenance costs were in the hundreds of thousands.

“We needed to reduce the complexity of the environment,” Arvay explains, noting that benefits of upgrading included “modernizing our data center, enhancing lifecycle management, enabling self-service provisioning and improving reliability, scalability and uptime.”

The refresh, which is currently underway, will slash the data center’s racks from 29 to 4, in turn saving the city tens of thousands on power costs. Reliability will be significantly improved; the expense of external maintenance will go down hundreds of thousands; and the man-hours dedicated to internal maintenance will be minimized.

Total savings are expected to be $675,185 per year. Plus, Virginia Beach won’t have to pay for a $1.2 million upgrade to its legacy storage hardware. Arvay estimates that the new system should pay itself off in less than four years, and the ROI after five years will be 25.2%.

Prioritizing Security

Texas Department of Information Resources data center chief Sally Ward believes it’s a good idea to upgrade one-fifth of your infrastructure annually, so that no pieces are ever more than five years old. While refreshes are costly, Ward says a strong argument is that they prevent security breaches. While non-IT leaders may not immediately agree with the expense, they certainly will if you get attacked and you suffer a painful data loss.

Ward says that she thinks agencies that don’t make regular data center refreshes are like people who don’t maintain their houses. “Had you stopped it in the beginning, before the roof was leaking, you probably could have done it more cheaply; [but] over time, you get to a place where you can’t afford the repairs,” she says.