Subject: NETS/EOL MFS follow up
From: Jeff Custard
Date: Fri, 06 Oct 2006 13:19:20 -0600
To: Mike Daniels
CC: Joseph Vinson , Brandon Slaten , Marla Meehl , James Vandyke

Mike, Joe, Brandon:

I've included information below following up on the MFS network installation
issue in response to EOL concerns that were expressed on the recent NETS survey.

In the first section, you'll see the time line as we understood it along with
some details about the process. It is important to note that this project
basically required a full rebuild of the Marshall Field Site LAN media
distribution and support infrastructures, plus the acquisition and
installation of new WAN infrastructure and equipment.

The final section outlines our proposal for what we might do in the future to
improve NETS service in support of field or other special projects. We will be
presenting this to NCAB at the next meeting.

Please let me know if you have questions or need further information.

-- Jeff Custard | | 303-497-1252 | ==================================== These are the primary contacts NETS had for the new WWAN work at MFS: Joe Vinson Joe VanAndel Dennis Flanigan and we assumed Dennis was communicating with all or some of these folks for updates on the networking for this particular project: Al Phinney Rita Roberts Eric Nelson Michael Dixon Jim Wilson As for dates, here's a rough outline from an email review: 26-Jan-2006: initial email with questions about higher MFS bandwidth needs from Mike Daniels. 01-Feb-2006: NCAB email sent requesting input on MFS networking needs 07-Feb-2006: NETS network engineering review of this topic before NCAB meeting on 15-Feb-2006 15-Feb-2006: NCAB meeting where MFS networking comes up; notes from that meeting: * EOL noted 22-May-2006 S-Pol testing begins * REFRACT--2 months estimated around June and July 2006 * discussed running fiber from main building to S-Pol site and longer term needs for WAN * indicated NETS would look at all available options from fiber to copper circuits and WWAN options. Rest of February was spent looking into those options by NETS. Late Feb--Qwest was indicating, if they could do anything, it would be a 30-45 day lead time. 01-Mar-2006: Qwest say no on QMOE or DS3 options [T1 bonding options only--high cost and not much more speed so NETS declined]. NETS indicates we will investigate WWAN options. A licensed wireless solution will be required to provide higher bandwidth that will not interfere with existing point to point links wireless links. 02-Mar-2006: JC receives email that Dennis Flanigan and Brandon Slaten are gathering info from other MFS field site users for usage estimates and requirements for this summer and beyond--they were to get back to JC on what they think acceptable minimums might be. 16-Mar-2006: Marla sends email [to Brandon Slaten, Terry Eads, Mike Daniels, Dennis Flanigan, Joe Vinson, Tres Hofmeister, Scott Landolt, Christ Burghart, Brigitte Baeuerle, and James Smith] indicating NETS will go with wireless and that we are looking into licensed options. NETS further indicated they would do their best to shoot for a May 2006 install/test/use date, but many contingencies assumed (in particular the license approval process, equipment and staff availability, etc.). March: NETS coordination with George Stringe on wireless frequencies to use as well as ongoing comparison of different licensed WWAN options from different vendors. 22-Mar-2006: email from Joe Vinson and Dennis Flanigan indicating June 6 REFRACT/S-Pol start. 24-Mar-2006: NETS comparing licensed WWAN options. 06-April-2006: PR submitted for new WWAN gear and George Stringe submits the license request to NSF. *IF* there had been, say a *one* week delay while waiting for our license application (which we thought might be reasonable or at most two weeks), we could have had our DragonWave order finalized probably around 17-Apr-2006, with a subsequent completion date roughly one month later. A note on how the licensing process works: 1) NETS contacts George Stringe, who is the spectrum coordinator for UCAR [frequencies agreed on and application prepared]. 2) George submits request to NSF 3) NSF works through NTIA 4) NTIA gets FCC approval 5) that sequence is reversed for all questions and notifications. As it was, we did not get final approval (so could not finalize our order) until June 2006. During that time, there was constant and ongoing communication about the status of our license approval (e.g., NETS to George Stringe and George to various DC agency folks). 09-May-2006: George follows up with others at NSF -- no word on our application. 11-May-2006: JC email update sent to Dennis Flanigan on WWAN and WLAN work. 22-May-2006: still waiting for NSF approval; George inquires again. JC sends update to Joe Vinson. 31-May-2006: Dennis Flanigan indicated in an email that he thought the lower bandwidth runs could work on existing link if necessary. 02-Jun-2006: JC sent update to Joe Vinson on NSF bureaucratic delay for license approval. Joe indicates he was in contact with Dennis Flanigan [JC received email confirmation of this from Joe on 05-Jun-2006] 14-Jun-2006: NSF (NTIA/FCC) approval of our license request; DragonWave order finalized. JC: email sent to Joe VanAndel and Joe Vinson on latest. 23-Jun-2006: DragonWave equipment install. 27-Jun-2006: update sent to Joe Vinson on progress and time estimates. Joe indicates JC just needs to keep he and Dennis Flanigan posted. 30-Jun-2006: update sent to Joe and Dennis; Dennis replies that 13-Jul-2006 would work for a test/cutover date. 13-Jul-2006: Cut to new DragonWave WWAN link. So again, without the licensing approval delays, a "best case" estimate would have put the new licensed WWAN solution in around mid-May 2006 instead of the mid-July 2006 date that actually resulted. ==================================== NETS proposal for future "Field Site Support" that NETS might provide (at MFS or elsewhere). This concept will be brought to NCAB for review and approval. This information will be documented by the primary NETS person responsible for coordinating the support. It should include things like: * dates: all pertinent--start, end, milestones, etc. * deadlines: absolute and flexible--call these out and agree on them in advance. * agree in advance whether meetings are needed or email/phone coordination will suffice throughout the project. * contacts: primary and secondary (for both NETS and group being supported) --and agreement on communication flows--who talks to who and relays info as applicable (to clarify assumptions). * any special needs/setup requirements should be noted in advance (along with a procedure for communicating any changes to these that may come up during the course of the project). * different/special data needs? (e.g., wireless gear, router support, etc.). * agreed upon calendar dates throughout the project set in advance for two-way contact/follow-up to confirm how things are going. * after project completion: follow up mechanisms (e.g., survey? calls? email?)? Others? ====================================