Confidential IT Governance Business Case Upgrading PC Hardware in Preparation for Windows 11 Deployment Enterprise-wide initiative
Background
Microsoft is ending support for Windows 10 in 2027. Currently, a large percentage of the City of Durham's client-based applications operate on Windows 10 software and compatible hardware. A majority of the city's current hardware is not compliant with hardware requirements for the necessary upgrade to Windows 11, necessitating the need for upgrading the city's computers.
TS is currently updating workstations to Windows 11 and have received carry-over funding to initialize the process.
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Current Business Problem
With Microsoft's pending end-of-support for Windows 10, most of the city's hardware is not capable of being upgraded to Windows 11, threatening the security posture of the enterprise. See the impact below:
• Windows 10 doesn't ensure cyber security is at optimal level when not supported.
• Microsoft will soon end support of Windows 10 in early 2027 and it takes approximately 3 years to upgrade out of compliance hardware, estimating 500 PCs being replaced per year.
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Current Pain Points
• An upgrade to Windows 11 will enhance the security posture as well as allow the City to take advantage of the features, updates, and support provided with Windows 11, is not currently possible with current hardware
• Majority of PC hardware is not capable of running Windows 11
• Windows 10 software will no longer be supported by Microsoft by 2027
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Desired Business Value
City of Durham Strategic Goal: Innovative and High Performing Organization
The acquisition of Windows 11 compliant hardware will ensure the City remains compliant with cyber security and compatibility with enterprise systems and networks with deploying Windows 11 operating system prior to Windows 10 no longer being supported.
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Future State Benefits
• Maintaining strong cyber security posture from most current and secure, and supported operating system
• Enterprise computing hardware will maintain industry compliance
• Easier and more efficient computer repairs and replacements
• Opportunity to take advantage of cutting-edge feature released for Microsoft Windows 11
• Reduced attack vector with enhanced security capabilities
• Receiving automated security updates for Microsoft Windows 11 without utilizing TS staff resources
• Windows 11 integrates more efficiently with Microsoft 365, Teams, and Edge browser
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Analysis and Recommended Solution
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Hardware Upgrade Analysis
• The City of Durham has more than 1500 end-points identified as non-compliant, ranging from standard and high-end laptops, standard and high-end desktops, and necessary hardware that needs to be upgraded
• The NC Department of Information Technology has a contract (204A - Microcomputers, Peripherals, and Related Services) with qualified vendors able to sell computers and related equipment to the state and municipalities within the state.
• The price points for the equipment through this contract vehicle provide equipment far below the market price, ranging from 10-40% markdowns
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Technology Market Price State Contracted Price Standard Laptop $1,150.00 $662.00 Standard Desktop $860.00 $624.00 High-end Laptop $1,940.00 $1,771.00 High-end Desktop $2,450.00 $1,559.00 Hardware Upgrade (SSD & RAM) $150.00
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Recommended Solution: Upgrade to Windows 11 compliant hardware
Description Approve the use of CIP savings and additional funding for replacement of hardware to Windows 11 compliant hardware
Pros
• Current / active warranty on computers and hardware
• Maintain and improve cybersecurity
• Windows 11 upgrades and updated features
• More efficient repairs, replacement, & troubleshooting
• Extremely good price point on hardware
Cons
• Time for deploying the hardware and upgrading current compliance systems
• Some disruption to work-unit for replacement
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Recommended Solution - Project Financial Estimate
COST ESTIMATES FUNDING
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Description Implementation Costs (Hours) Annual Run Costs (Hours)/ KTLO Departmental Funding Amount: $ 125,636.00 Labor $ (Hours) Internal TS Department: 1015 hours 1000Hours Funding Requested (Y/N): Y Business Analysis 15 Hours 0 hours Internal Labor New FTE – Year 1 Costs $0.00 TS Services 1000 hours 1000 hours Project One Time Costs (External) $ TS PMO 0 hours 0 hours Total Project Funding Required for Year 1 $248,565.00 Less Existing Carry-Over Funding ($125,636.00) Less reallocated CIP savings ($69,993.00) External Labor $: $0.00 Total Project Funding Requested for Year 1 (FY24) $52,936.00 $ Professional Services $0.00 Estimated CapEx Costs Year 2 (FY25) & Year 3 (FY26) $248,565.00 Non-Labor $ Software: $0.00 $0.00 Hardware: $ 248,565.00 $248,565.00
Risk Identification
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Description of Risk Risk Impact (High/Medium/Low) Mitigated (Y/N) Contingency(Y/N) Vendor performance Low N N Cyber Security Low N N Competing Priorities Low N N Project Team Turnover Low N N
Mitigation Risk (Costs)
Contingency Risk (Costs)
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Our ask
We are asking the IT Governance Steering Committee to approve the use of CIP savings and additional funding for the replacement of the City's PC hardware to be compliant with Windows 11 operating system.
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