Statement: The purpose of this policy is to
describe the responsibilities and procedures to be followed when equipment is
installed or removed at the Commonwealth Data Centers.
Maintenance: The Infrastructure Support Branch
(ISB) within the Office of Infrastructure Services (OIS) is responsible for
maintaining and updating this policy. Agencies may choose to add to this
policy, in order to enforce more restrictive internal policies as appropriate
and necessary. Therefore, staff members are to refer to their agency’s related
policy, which may have additional information or clarification of this
KRS 42.726 authorizes the Commonwealth Office of Technology (COT) to
develop policies that support and promote the effective application of
information technology within the executive branch of state government, as well
information technology directions, standards, and necessary management
processes to assure full compliance with those policies.
This policy is to be adhered to by
all staff, including employees, contractors, consultants, temporaries,
volunteers, vendors and other workers that wish to install, remove, operate or
maintain Information Technology resources located in the Commonwealth Data
Centers (Cold Harbor & the Alternate Data Center) or other facilities
maintained by COT.
for Compliance: Agencies and staff outlined above in
‘Applicability’ are expected to understand and follow these guidelines. Each
agency is responsible for assuring that staff under its authority have been
made aware of the provisions of this policy, that compliance is expected, and
that intentional disregard for this policy may result in disciplinary action up
to and including dismissal. It is each Executive Cabinet’s responsibility to
enforce and manage the application of this policy.
Cycle: This policy will be reviewed at
least every two years.
This policy describes the
responsibilities and procedures to be followed when installing or removing
equipment at the Commonwealth Data Centers. The IT infrastructure supported by
COT is expanding and continuously becoming more complex. The Commonwealth
Office of Technology is tasked with maintaining infrastructure stability and
reliability for the Commonwealth of Kentucky. The purpose of the Equipment
Installation and Removal policy is to ensure all changes to the infrastructure
at the data centers are reviewed and implemented in a rational and predictable
manner in order to increase efficiency, minimize the impact of change related
incidents upon service quality, and consequently improve day-to-day operations
of the organization.
ensure that the equipment installed in the facilities are provided with:
of approved infrastructure materials,
following will procedures will be followed:
requests for equipment installation and removal must have a HEAT ticket
associated with it. No equipment will be installed in or removed from the
data center without prior approval on a HEAT ticket. Every request must
have a COT-F059 Commonwealth Data Center Equipment Installation/Removal Request
Project Start-Up With COT Infrastructure Support Branch (ISB)
project start-up meeting will be held with the requestor and the ISB. The
intention of this meeting is to confirm project objectives, review size,
weight, electrical, networking and storage needs. The requestor will provide
the ISB enough information to set a floor location; the ISB is to inform the
requestor what information will be required on the COT-F059.
Physical Location Determined, Equipment Ordered
The electrical capacity and network availability in the data
center varies by location. The ISB will review electrical, weight, cooling, and
network connection requirements of the equipment to determine the best solution
for the data center to support the requested devices. Due to weight, cooling
and electrical requirements, requests for equipment to be located in specific
areas may not be accommodated and ISB will recommend other solutions.
Requestor Works With Network Operations and Storage Team for Port Assignments
Network Operations and Storage Branch will provide port information to the
requestor. The requestor is responsible to provide all ports including the NICs
of the device being installed. ISB requires the entire cable path. Other
required connection info will be supplied as needed by the requestor. All of
this information is to be included on the COT-F059.
will complete the COT-F059 then email The Commonwealth Service Desk (CSD)
CommonwealthServiceDesk@ky.gov the completed COT-F059 and request HEAT ticket
be created. The approvers shall be at a minimum, the branch manager of the
branch requesting the work and the branch manager of the COT Infrastructure
Support branch. Once the submitted COT-F059 is verified to be complete and
correct ISB will begin services requested.
important to note that the ISB branch does not stock and is not responsible to
supply required patch cables or electrical cords for the installation.
required racking items which can include but are not limited to: the actual
rack, cable (including but not limited to: fiber trunks and jumpers, all
copper, electric cords), cabinet power distribution units (CDUs), and other
infrastructure items must be approved and quoted by ISB. The ISB will provide a
quotation to requestor who will then be responsible for the proper ordering of
the provided quote/s.
F. Electrical Activity
ISB shall be the only group making electrical connections or disconnections.
electrical circuits install are required ISB opens a FM Works request with Finance
Facilities Management. Finance Facilities works with vendors to obtain quotes
and manages installation of the required electrical circuits. Typical lead
times for installation of circuits are 15 working days from the date the work
has been approved through the required management. In some instances where
large quantities of circuits are requested the lead times may be extended.
Expedited installations may be accommodated in emergency situations.
120 Volt Normal Electric is
provided for crash cart, diagnostic/testing tools and other non IT devices to
be plugged into. These circuits are provided for general usage and are not on
the protected enterprise electric grid. The outlets are identified on the CDC
drawings that are affixed to the emergency cable racks and with labels at the
physical location of the circuits on the floors. Extension cords are supplied
in the emergency racks that can be used and once work is completed they need to
be neatly coiled up then returned back to the emergency rack.
Infrastructure Cabling Activity
ISB shall be the only group making cable connections for copper and fiber to
ensure integrity of the cable path. The OIS Emergency Cable Plan, OIS-092,
covers emergency cable procedures and is the only authority allowing cable activity
outside of the ISB.
Lead times for installation of copper cables and fiber jumpers are as follows:
fiber-optic cabling is required, the ISB will utilize existing dark fibers where
possible. Both single-mode and multimode fiber-optic cables are available in
the data center. When new fiber-optic trunks are required, 4-6 weeks lead time
will be required from time the order is placed with the vendor.
fiber trunks are special order and are not in stock at vendor’s location.
lead times begin when the ISB accepts the task and is contingent on ISB
having materials in their possession.
the case of large cable counts or expedited requests, ISB may contract the
COT Edge Network Operations Branch or outside contractor(s).
and copper network cables must be plenum grade for use in CDC.
ISB will receive the equipment either from the agency, vendor, COT personnel or
COT Asset Management staff and place it in the appropriate location within the
data center. In cases where the vendor is required or contracted to place the
equipment on the floor the ISB will assist and/or direct the installation. Once
equipment has been released to ISB, lead time required for installation is the
of each server, switch or other rackable device: 1 business day.
Cabinet / Rack: 2 business days.
the equipment is racked/placed in the data center the ISB will connect all
jumpers and patch cords according to the COT-F059. The ISB will plug power
cords into the equipment and into the proper CDUs. If there are connections
that cannot be made by the ISB due to technical or contractual agreements, the
ISB will be present during all connecting of cables and power cords. ISB is
available during normal ISB duty hours which are 0630-1800 EST Monday-Friday
for standard Change tasks. Emergency situations are managed by COT Incident
installation requests for the ADC must have a Change Ticket task created by the
CSD (along with a completed COT-F059), task(s) assigned and accepted by the ISB
no later than 1200 on Monday. It is the responsibility of the requestor to
ensure, and confirm to the ISB, that all equipment and materials are on-site at
the ADC no later than 1500 on Tuesday. The ISB will then begin the installation
at the ADC on Wednesday.
the installation is for a POC (Proof of Concept) or is loaned equipment and the
shipping boxes and packing materials need to be retained, the requestor must
include this requirement in the change request ticket. Otherwise all packing
and shipping materials will be disposed of at the time of installation.
All lead times begin when the ISB accepts the task and is contingent on having
equipment and all required install materials released to ISB.
Note: In order to
comply with the Commonwealth’s Division of State Risk & Insurance Services,
all equipment delivered to the Commonwealth Data Center for installation on the
3rd and 4th floors shall be unboxed at the loading dock.
No cardboard or other packing materials will be allowed on the equipment
floors. In instances where small packages of parts (screws, nuts, bolts, etc.)
pertaining to the installation are required, the packages may be taken on the
floors. The packages cannot be stored on the floors and must be removed when
the technicians leave.
all equipment has been racked/placed, in the data center, all required patch
cables installed, and electrical connections have been made, the ISB will
update the appropriate systems with the required information for Asset
Management tracking purposes. The ISB will properly complete the HEAT task and
add other items (photos, work file scans, etc., as/if needed).
start-up meeting will be held with ISB and requestor at the equipment being
removed. Requestor will identify equipment and place a COT Equipment Removal
sticker on the front of the equipment with the required information. Stickers
will be supplied by the ISB. The requestor is responsible for all disposal and
security paperwork in accordance with COT Security requirements.
requestor will complete the COT-F059 Commonwealth Data Center Equipment
Installation/Removal Request Form, attach the form to an email requesting a
HEAT Ticket be created, and send the email to the Commonwealth Service Desk
(CSD) at CommonwealthServiceDesk@ky.gov.
the submitted COT-F059 is verified to be complete and correct, the ISB will
perform the requested task ISB has no
SLA set for removals unless there is a business need.
equipment has been removed the ISB will send an email to the requestor that
includes the location of the equipment. The ISB will properly complete the HEAT
task and add other items (if needed) prior to closing the task.
Space Only Customers:
space customers housing equipment in the CDC under agreement with COT
management are bound to this policy with very few differences in material
ordering and physically installing equipment as follows:
- Floor space customers are not
required to have ISB do their cable patching inside their leased area, but
will need to install them according to COT standards, and are subject to
inspection and acceptance by the ISB. Any cables that leave the leased
area will need to be worked by the ISB in accordance to this policy.
- Floor space customers are
responsible for racking their own equipment and maintaining their own
electrical redundancy. Floor space customers can plug their own equipment
power cords into the equipment and to the CDUs as part of an approved
change ticket. Only the ISB can plug CDUs into the main power grid. The
ISB will inspect the electric load and the floor space customers will need
to work with the ISB to correct any discrepancies found that could affect
the enterprise electric grid. The ISB is available to assist and direct
with cable paths and electrical concerns during normal ISB duty hours
which are 0630-1800 EST Monday-Friday for standard Change tasks. Emergency
situations are managed by the COT Incident Management process.
- The ISB can provide material
quotes for floor space customers, if requested, to ensure materials meet
the standards set by codes, Industry standards and COT Enterprise
Standards. If customers bring in their own cables they must be inspected
and accepted by the ISB and must meet COT Enterprise Standards.
- Floor space customer’s
installations are subject to the ISB inspection and acceptance.