Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: Facilities Safety Dispatch Management Project ID: D82147SD Leadership Group: Land Department: Facilities Management Division: FM&O Safety Project Sponsor: Art Holdsworth Date Requested: 4/1/12 PM Customer No. 147 Request Type: New Development X Enhancement Customer Support Planned System Maintenance or Upgrade IT Team Name: Land Application Services IT Team No: 8 Project Manager/Leader: Jennifer Wills Account Number: 7553 Account Description: FM&O Development Customer Name: Grant Funded? Yes No Mandate? Yes No Mandate Source: Project Goal To implement the necessary GIS data and any other changes to allow FM&O to utilze CAD/CLEMIS for Facitlities dispatch. This will allow for more efficient dispatching, increased electronic records and reduce errors when manually creating dispatch log (calls and alarms) and loss of time when manually searching for records. Business Objective Provide the ability to search logs and incidents electronically as well as reports based on resources, workload analysis, site/incident history, etc. Configure software to manage on-call and emergency contact lists to indicate the appropriate staff based on incident and potentially provide departments the ability to update their own contact list. Shorten training time by standardizing incident workflow for dispatcher. Major Deliverables Detailed Project Plan Application and/or System Requirements End User Hardware and Software Requirements Document Technical Design & Architecture Documentation Training Plan User Acceptance Test Plan Implementation Plan Training/User Manual(s) Service Level Agreement Form Rev. 8/29/28 Page 1 Project Rev. 7/6/212

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: Facilities Safety Dispatch Management Project ID: D82147SD Approach Disaster Recovery Toolkit Service Center Knowledge Documents Develop Detailed Project Plan Review current business process and conduct needs assessment with customer, ensuring current manual processes are refined and automated. Document system requirements Determine and document system architecture and diagram Assess User Hardware and Software Requirements Conduct Tech Review Order hardware and software, if needed Develop Implementation Plan Develop new system/purchase new system Develop User Acceptance Test Plan Test new system Acquire User Acceptance Sign off Conduct Change Control Develop User Documentation, SLA, Disaster Recovery Toolkit, Service Center Knowledge Documents Train users on new system Release new system into production Research & Analysis SEMCOG County IT Collaboration Research Research yielded no results Gartner Research Recommendation Research yielded no results Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users 1 Divisions Facilities Management Safety Dispatch Leadership Groups Land Form Rev. 8/29/28 Page 2 Project Rev. 7/6/212

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: Facilities Safety Dispatch Management Project ID: D82147SD Risk Business Environment Medium Requires some changes to existing business processes Technical Environment Medium Previously implemented technologies with new aspects and/or new requirements. Assumptions Staffing IT Staffing: resources will be available for the hours indicated per the attached project plan. Other Staffing: additional staffing will be available as follows: Role: Name Hours per Day Project Sponsor: Facilities Technical FMO will have (or purchase) workstations dedicated to dispatch using only CAD Installation of CAD on dedicated workstations will be done by CAD Technicians, not workstation services. Funding Other (GIS) Only one feature class will be added to represent the FMO "beat". This will be one polygon that is the footprint of the entire county. The RoadCenterline feature class with have a right and left field added to represent the FMO beat. Form Rev. 8/29/28 Page 3 Project Rev. 7/6/212

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: Facilities Safety Dispatch Management Project ID: D82147SD The Intersection feature class will have one field added to represent the FMO beat. Approximately 1 points will need to be added to the CommonPlace file. It takes an editor approximate 2 minutes to locate, add, and attribute each point. No new QA tools need to be added to the Street Sweeper tool specific to the FMO data. One geodatabase will still be delivered to CLEMIS. This database will include the new fields in the 2 feature classes, all of the CommonPlace point (FMO and non-fmo) and the new FMO beat layer. Priority Constraints Exclusions Form Rev. 8/29/28 Page 4 Project Rev. 7/6/212

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: Facilities Safety Dispatch Management Project ID: D82147SD PROJECT PHASE AUTHORIZATION Phase(s): Initial Planning, Requirements, Project Management, Develop Application, Testing, Implementation, Post Implementation Total Estimated Application Services Hours: 341. Cost: $41,62 Total Estimated Technical Systems Hours: 4. Cost: $488 Total Estimated CLEMIS Hours: 1. Cost: $12,2 Total Estimated Internal Services Hours: Cost: IT Application Services Division Manager Approval: IT Technical Systems Division Manager Approval: IT CLEMIS Division Manager Approval: IT Internal Services Division Manager Approval: IT Management Approval: Approved: Yes No Reason: Project Sponsor Approval: Art Holdsworth Title: PROJECT SUMMARY Authorized Development (see above) Hours: 445 Cost: $53,82 Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: Cost: Form Rev. 8/29/28 Page 5 Project Rev. 7/6/212

6 Oakland County Department of Information Technology Project Scope and Approach Project Name: Facilities Safety Dispatch Management Project ID: D82147SD Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Form Rev. 8/29/28 Page 6 Project Rev. 7/6/212

7 Information Technology Strategic Plan Alignment D82147SD - Facilities Safety Dispatch Management Provide an Enhanced Application Service Offering Increase application integration through web services Research and develop a Constituent Relationship Management (CRM) strategy Promote mobility and location integration in business applications Utilize ecommerce platform to offset costs and expand product offerings to customers Improve the quality, reliability and availability of all applications Increase the agility and responsiveness of business units by expanding customer analytics Leverage the County's Internet presence and portal as a branded consolidated point of access to all County information and services through a web browser Centralize identity and access management for all applications and content X X Enhance ability to provide effective and timely customer (County departments and CVTs) service Implement a centralized service center strategy to provide a single point of contact for service delivery Implement the IT Infrastructure Library (ITIL) best practice framework for IT Service Management Define a service and support strategy that clearly identifies the IT service provided Provide a high-quality training program to empower employees through technology Develop a formalized customer communication plan Build IT Staff expertise through professional development Expand capacity through ongoing organizational review and selective outsourcing Implement a Standardized Infrastructure Strategy Deliver services using a shared technology infrastructure wherever possible Implement a Microsoft infrastructure strategy Implement a consolidated security strategy Establish a standard personal computing hardware and software product suite, SLA, and replacement schedule for all County personal computers X Establish support cost model and SLA for all offerings outside Improve service availability through network design and management strategies Establish enhanced capacity planning and recovery management strategies Run Date 6/22/212 Page 1 of 1

8 Project Summary As Of: 6/22/12 Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Benefits/Savings: Tangible Benefits Subtotal: Cost Avoidance Subtotal: 59,564 61,947 64,424 67,1 69,681 72, ,87 Costs: Development Services Subtotal: 54,29 2,44 2,44 2,44 2,44 2,44 66,49 Hardware Subtotal: 2,888 2,888 Software Subtotal: 13, 13,65 14,333 15,49 15,82 16,592 88,425 Infrastructure Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 59,564 61,947 64,424 67,1 69,681 72, ,87 Annual Total Costs 7,178 16,9 16,773 17,489 18,242 19,32 157,83 Annual Return on Investment (1,614) 45,857 47,652 49,512 51,44 53, ,284 Annual Costs/Savings Ratio % 25.97% 26.3% 26.1% 26.18% 26.26% Project Cumulative Statistics: Cumulative Total Savings 59, , , , , ,87 395,87 Cumulative Total Costs 7,178 86,268 13,41 12,53 138, ,83 157,83 Cumulative Return on Investment (1,614) 35,243 82, ,47 183, , ,284 Cumulative Cost/Savings Ratio % 71.% 55.42% 47.65% 43.1% 39.94% 39.94% Year Positive Payback Achieved Year 2 Year 2 State or Federal Mandate? Signatures: Benefits Reviewed By Project Sponsor Costs (including IT Resources) Reviewed By Information Technology Project Manager Safety_Dispatch_ROI[1].xlsx/Project Summary Date Printed: 7/3/212 Page 1 REV: June 27, 211

9 Savings Detail As Of: 6/22/12 Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Annual Multiplier Eliminate manual completion of dispatch logs Cost Avoidance ANN 1, , Easily search past incidents Cost Avoidance ANN , Reduce error and omission's of calls and alarms Intangible Benefit Shorten training time by standardizing job responsibilities Intangible Benefit Provide dispatch logs electronically to departments Intangible Benefit Provide management reports for allocation of resources Intangible Benefit Prevention of missing an alarm, delayed response to sewer backup and spills, sanitary overflow, home flooding, Intangible Benefit Safety_Dispatch_ROI[1].xlsx/Savings Detail Date Printed: 7/3/212 Page 2 REV: June 27, 211

10 Savings Detail As Of: 6/22/12 Benefit/Savings Description Eliminate manual completion of dispatch logs Easily search past incidents Reduce error and omission's of calls and alarms Shorten training time by standardizing job responsibilities Provide dispatch logs electronically to departments Provide management reports for allocation of resources Project Savings Category Cost Avoidance Cost Avoidance Intangible Benefit Intangible Benefit Intangible Benefit Intangible Benefit Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 X X X X X X 56,94. 59, , , , , x x x x x x 2,624. 2, , , , ,192.5 Prevention of missing an alarm, delayed response to sewer backup and spills, sanitary overflow, home flooding, Intangible Benefit Safety_Dispatch_ROI[1].xlsx/Savings Detail Date Printed: 7/3/212 Page 3 REV: June 27, 211

11 Savings Summary As Of: 6/22/12 Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Tangible Benefit: Tangible Benefits Subtotal: Cost Avoidance: Eliminate manual completion of dispatch logs 56,94 59,218 61,586 64,5 66,612 69, ,682 Easily search past incidents 2,624 2,729 2,838 2,952 3,7 3,192 17,45 Reduce error and omission's of calls and alarms Provide dispatch logs electronically to departments Prevention of missing an alarm, delayed response to sewer backup and spills, sanitary overflow, home flooding, Cost Avoidance Subtotal: 59,564 61,947 64,424 67,1 69,681 72, ,87 Intangible Benefit: Shorten training time by standardizing job responsibilities Provide management reports for allocation of resources Savings Total: 59,564 61,947 64,424 67,1 69,681 72, ,87 Safety_Dispatch_ROI[1].xlsx/Savings Summary Date Printed: 7/3/212 Page 4 REV: June 27, 211

12 As Of: 6/22/12 Cost Detail Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost Annual Multiplier Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 IT Hours - New Development Development Svcs HR , X IT Hours - System Maintenance Development Svcs 122 IT Hours - Customer Support Development Svcs HR ,44 X X X X X IT Hours - Planned Maintenance Development Svcs 122 User Hours - New Development Development Svcs User Hours - PTNE/OT Development Svcs Contractor Professional Services Development Svcs PC System - Acquisition Hardware EA 2 1,444 2,888 X Package Software - Acquisition Software ANN 1 13, 13, X Package Software - Maintenance Software ANN 1 13, 13, 1.5 X X X X X Safety_Dispatch_ROI[1].xlsx/Cost Detail Date Printed: 7/3/212 Page 5 REV: June 27, 211

13 Cost Detail As Of: 6/22/12 Cost Description IT Hours - New Development IT Hours - System Maintenance IT Hours - Customer Support IT Hours - Planned Maintenance User Hours - New Development User Hours - PTNE/OT Contractor Professional Services PC System - Acquisition Package Software - Acquisition Package Software - Maintenance Project Cost Category Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Hardware Software Software Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 54,29. 2, ,. 2,44. 2,44. 2,44. 2,44. 2,44. 13,65. 14, , , , Safety_Dispatch_ROI[1].xlsx/Cost Detail Date Printed: 7/3/212 Page 6 REV: June 27, 211

14 Cost Summary As Of: 6/22/12 Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 54,29 54,29 IT Hours - System Maintenance IT Hours - Customer Support 2,44 2,44 2,44 2,44 2,44 12,2 IT Hours - Planned Maintenance User Hours - New Development User Hours - PTNE/OT Contractor Professional Services Development Services Subtotal: 54,29 2,44 2,44 2,44 2,44 2,44 66,49 Hardware: PC System - Acquisition 2,888 2,888 Hardware Subtotal: 2,888 2,888 Software: Package Software - Acquisition 13, 13, Package Software - Maintenance 13,65 14,333 15,49 15,82 16,592 75,425 Software Subtotal: 13, 13,65 14,333 15,49 15,82 16,592 88,425 Infrastructure: Infrastructure Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: 7,178 16,9 16,773 17,489 18,242 19,32 157,83 Safety_Dispatch_ROI[1].xlsx/Cost Summary Date Printed: 7/3/212 Page 7 REV: June 27, 211

15 As Of: 6/22/12 Assumptions Date Assumption Description 1-Apr-12 Reduce log completion effort by 75% of current workload. 1-Apr-12 Reduce time of manual search: 8 hours per year x staff rate 14-Jun-12 Sizing assumption that FMO needs to purchase 2 CLEMIS build PC's with 3 monitors each dedicated for CLEMIS use 14-Jun-12 Assumption that CLEMIS team will do install and not workstation services Safety_Dispatch_ROI[1].xlsx/Assumptions Date Printed: 7/3/212 Page 8 REV: June 27, 211