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 Space Allocation Program Project ID: D82148SA Leadership Group: Land Department: Facilities Management Division: Facilities Management - FPE Project Sponsor: Art Holdsworth Date Requested: 4/1/12 PM Customer No. 148 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: Facilities Mgmt Grant Funded? Yes No Mandate? Yes No Mandate Source: Project Goal Import floor/room plans from~5 CAD drawings into GIS to improve the space allocation program to improve efficiency and accuracy when calculating and assigning square footage to departments for billing purposes. Business Objective New system shall reduce the amount of time needed to calculate square footage numbers for the Space Allocation Program as well as reduce the errors and omissions during the current manual calculation process. Provide timely reports for building square footage rates including net and gross square footage of each building and ability to easily locate available space in a facility as needed for a requesting department. Provide process to automate the export of data from CAD to GIS and generate a report on Square footage by department. 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 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 Space Allocation Program Project ID: D82148SA. Approach Training/User Manual(s) Service Level Agreement 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 Benefits Magic Quadrant for Integrated Workplace Management Systems 31 May 212 ID:G Rob Schafer The integrated workplace management system market underwent major consolidation in 211, emerging as more mature and with greater chief officer- and board-level visibility. Organizations are starting to harvest significant ROI from its holistic, integrated management of the full facility life cycle. See Return on Investment (ROI) Analysis Document 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 Space Allocation Program Project ID: D82148SA Impact Number of Users 1 Divisions Facilities Management Planning & Engineering Leadership Groups Land 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 All CAD drawings adhere to FMO standards (e.g., same type of data is in same layer of each drawing) with 7 fields of "Smart Data" (building number, floor number, room number, department, divison, unit, and square footage). CAD data must be spatially enabled to be used in GIS. Preliminary work will be done in the CAD system to make this possible. 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 Space Allocation Program Project ID: D82148SA Funding Other 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 Space Allocation Program Project ID: D82148SA PROJECT PHASE AUTHORIZATION Phase(s): Initial Planning, Requirements, Project Management, Develop Application, Testing, Implementation, Post Implementation Total Estimated Application Services Hours: 698 Cost: $85,156 Total Estimated Technical Systems Hours: 2 Cost: $244.1 Total Estimated CLEMIS Hours: Cost: 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: 7 Cost: $85,4 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 Space Allocation Program Project ID: D82148SA 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 D82148SA - Space Allocation Program 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 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 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 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 6/12/212 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: 7,263 7,554 7,856 8,17 8,497 8,837 48,175 Costs: Development Services Subtotal: 82,96 2,44 2,44 2,44 2,44 2,44 95,16 Hardware Subtotal: Software Subtotal: Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 7,263 7,554 7,856 8,17 8,497 8,837 48,175 Annual Total Costs 82,96 2,44 2,44 2,44 2,44 2,44 95,16 Annual Return on Investment (75,697) 5,114 5,416 5,73 6,57 6,397 (46,985) Annual Costs/Savings Ratio % 32.3% 31.6% 29.87% 28.72% 27.61% Project Cumulative Statistics: Cumulative Total Savings 7,263 14,817 22,672 3,842 39,339 48,175 48,175 Cumulative Total Costs 82,96 85,4 87,84 9,28 92,72 95,16 95,16 Cumulative Return on Investment (75,697) (7,583) (65,168) (59,438) (53,381) (46,985) (46,985) Cumulative Cost/Savings Ratio % % % % 235.7% % % Year Positive Payback Achieved State or Federal Mandate? Signatures: NO PAYBACK Benefits Reviewed By Project Sponsor Costs (including IT Resources) Reviewed By Information Technology Project Manager Space_Allocation_ROI[1].xlsx/Project Summary Date Printed: 7/6/212 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 process of calcuating square footage numbers Cost Avoidance EA , Easily create reports for department square footage usage and rates Intangible Benefit Reduce errors and omissions in the space allocation process Intangible Benefit Provide more robust reporting based on building, department, square footage, etc. Intangible Benefit Easily provide report indicating what square footage in available in a particular building(s). Intangible Benefit Space_Allocation_ROI[1].xlsx/Savings Detail Date Printed: 7/6/212 Page 2 REV: June 27, 211

10 Savings Detail As Of: 6/22/12 Project Savings Benefit/Savings Description Category Eliminate manual process of calcuating square footage numbers Cost Avoidance Easily create reports for department square footage usage and rates Intangible Benefit Reduce errors and omissions in the space allocation process Intangible Benefit Provide more robust reporting based on building, department, square footage, etc. Intangible Benefit Easily provide report indicating what square footage in available in a particular building(s). 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 7,263. 7, , , , , Space_Allocation_ROI[1].xlsx/Savings Detail Date Printed: 7/6/212 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 process of calcuating square footage numbers 7,263 7,554 7,856 8,17 8,497 8,837 48,175 Cost Avoidance Subtotal: 7,263 7,554 7,856 8,17 8,497 8,837 48,175 Intangible Benefit: Easily create reports for department square footage usage and rates Reduce errors and omissions in the space allocation process Provide more robust reporting based on building, department, square footage, etc. Easily provide report indicating what square footage in available in a particular building(s). Savings Total: 7,263 7,554 7,856 8,17 8,497 8,837 48,175 Space_Allocation_ROI[1].xlsx/Savings Summary Date Printed: 7/6/212 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 ,96 X IT Hours - System Maintenance Development Svcs 122 IT Hours - Customer Support Development Svcs ,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 814 PC System - Maintenance Hardware 2,34 Notebook - Acquisition Hardware 1,223 Notebook - Maintenance Hardware 2,372 Tablet Notebook - Acquisition Hardware 2,12 Tablet Notebook - Maintenance Hardware Laserprinter - Acquisition Hardware 1,432 Laserprinter - Maintenance Hardware 1,14 Image Workstations - Acquisition Hardware Image Workstations - Maintenance Hardware 3,496 PC Maintenance User Owned Hardware 2,34 Printer Maintenance User Owned Hardware 1,72 Package Software - Acquisition Software Package Software - Maintenance Software Business Objects Access Software Term Emulation SFTW-Acquisition Software Term Emulation SFTW-Maintenance Software Server - Acquisition/Upgrade 8, Server - Maintenance 36 Server Sftwre - Acquisition/Upgrade 335 Server Sftwre - Maintenance Server Rack Mount 4 Oracle Enterprise Per Processor - Includes Year 1 Maintenance 21,372 Oracle Enterprise Per Processor - Year 2 and Beyond 3,432 Space_Allocation_ROI[1].xlsx/Cost Detail Date Printed: 7/6/212 Page 5 REV: June 27, 211

13 Cost Detail As Of: 6/22/12 Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost MS SQL Server Standard Per Processor - Includes Year 1 Maintenance 4,725 MS SQL Server Standard Per Processor - Year 2 and Beyond 946 MS SQL Server Enterprise Per Processor - Includes Year 1 Maintenance 19,693 MS SQL Server Enterprise Per Processor - Year 2 and Beyond 3,939 Websphere Basic Per Processor Single/Dual Core - Includes Year 1 Maintenance 3,56 Websphere Basic Per Processor Single/Dual Core - Year 2 and Beyond 71 Websphere ND Per Processor Single/Dual Core - Includes Year 1 Maintenance 13,18 Annual Multiplier Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 Websphere ND Per Processor Single/Dual Core - Year 2 and Beyond 2,635 SSL Certificate 845 TBD TBD TBD TBD Internet Access 18 Project Staff Training Training User Training Training Space_Allocation_ROI[1].xlsx/Cost Detail Date Printed: 7/6/212 Page 6 REV: June 27, 211

14 Cost Detail As Of: 6/22/12 Project Cost Cost Description Category IT Hours - New Development Development Svcs IT Hours - System Maintenance Development Svcs IT Hours - Customer Support Development Svcs IT Hours - Planned Maintenance Development Svcs User Hours - New Development Development Svcs User Hours - PTNE/OT Development Svcs Contractor Professional Services Development Svcs PC System - Acquisition Hardware PC System - Maintenance Hardware Notebook - Acquisition Hardware Notebook - Maintenance Hardware Tablet Notebook - Acquisition Hardware Tablet Notebook - Maintenance Hardware Laserprinter - Acquisition Hardware Laserprinter - Maintenance Hardware Image Workstations - Acquisition Hardware Image Workstations - Maintenance Hardware PC Maintenance User Owned Hardware Printer Maintenance User Owned Hardware Package Software - Acquisition Software Package Software - Maintenance Software Business Objects Access Software Term Emulation SFTW-Acquisition Software Term Emulation SFTW-Maintenance Software Server - Acquisition/Upgrade Server - Maintenance Server Sftwre - Acquisition/Upgrade Server Sftwre - Maintenance Server Rack Mount Oracle Enterprise Per Processor - Includes Year 1 Maintenance Oracle Enterprise Per Processor - Year 2 and Beyond Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 82,96. 2,44. 2,44. 2,44. 2,44. 2,44. Space_Allocation_ROI[1].xlsx/Cost Detail Date Printed: 7/6/212 Page 7 REV: June 27, 211

15 Cost Detail As Of: 6/22/12 Cost Description MS SQL Server Standard Per Processor - Includes Year 1 Maintenance MS SQL Server Standard Per Processor - Year 2 and Beyond MS SQL Server Enterprise Per Processor - Includes Year 1 Maintenance MS SQL Server Enterprise Per Processor - Year 2 and Beyond Websphere Basic Per Processor Single/Dual Core - Includes Year 1 Maintenance Websphere Basic Per Processor Single/Dual Core - Year 2 and Beyond Websphere ND Per Processor Single/Dual Core - Includes Year 1 Maintenance Websphere ND Per Processor Single/Dual Core - Year 2 and Beyond SSL Certificate TBD TBD TBD TBD Internet Access Project Staff Training User Training Project Cost Category Training Training Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 Space_Allocation_ROI[1].xlsx/Cost Detail Date Printed: 7/6/212 Page 8 REV: June 27, 211

16 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 82,96 82,96 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: 82,96 2,44 2,44 2,44 2,44 2,44 95,16 Hardware: Hardware Subtotal: Software: Software Subtotal: : Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: 82,96 2,44 2,44 2,44 2,44 2,44 95,16 Space_Allocation_ROI[1].xlsx/Cost Summary Date Printed: 7/6/212 Page 9 REV: June 27, 211

17 As Of: 6/22/12 Date Assumptions Assumption Description 6/2/212 At FMO, one user makes edits to CAD drawings. 6/2/212 There are approximately 5 CAD drawings. Each drawing is one floor of one building. 6/2/212 There are 7 fields of "Smart Data" that need to be brought into GIS (building number, floor number, room number, department, divison, unit, and square footage). 6/2/212 All CAD drawings adhere to FMO standards (e.g., same type of data is in same layer of each drawing). 6/2/212 CAD data must be spatially enabled to be used in GIS. Preliminary work will be done in the CAD system to make this possible. 6/2/212 CAD drawings will be converted in a batch, scheduled process from CAD to GIS. 6/2/212 Reports for square footage will be created off the GIS data from a field maintained by FMO. 6/2/212 FMO will export Smart Data/Object Data into Excel for conversion purposes. 6/2/212 ArcGIS for AutoCAD tool will allow FMO to edit any necessary GIS data directly in AutoCAD. 6/2/212 FMO will create and maintain a unique ID on the room data in CAD. Space_Allocation_ROI[1].xlsx/Assumptions Date Printed: 7/6/212 Page 1 REV: June 27, 211