Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: Office 365 for Non-County Users Project ID: T65186OO Leadership Group: Information Technology Steering Committee Department: Information Technology Division: Technical Systems and Networking Project Sponsor: Chris Timms Date Requested: 5/28/14 PM Customer No. 186 Request Type: New Development IT Team Name: Server Admin IT Team No: 6 Project Manager/Leader: Jerry Cadreau Account Number: 173 Account Description: Technical Systems and Networking Customer Name: Information Technology Grant Funded? No Mandate? No Mandate Source: Project Goal To implement Office 365 for non-county users users so that the Mirapoint system can be retired. Business Objective To perform overall strategic and project management activities so that project execution is timely with appropriate governance, quality and cost controls. Major Deliverables Detailed Project Plan Communication Plan Issue Log Approach Solicit feedback from stakeholders to determine project estimates and resource availability Create detailed Project Plan and Work Breakdown Schedule Detail anticipated costs and benefits (ROI) Develop protocol for communications and project reporting (Communication Plan) Create Issue Logs Present to IT Steering Committee for approval Manage project budget, resources and timeline Form Rev. 9/1/26 Page 1 Project Rev. 6/24/14

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: Office 365 for Non-County Users Project ID: T65186OO Business Objective To offer an alternative to Non-County customers currently utilizing the Mirapoint system. Major Deliverables Office 365 users Quick Reference Guide for users Transition documentation Service Level Agreement (SLA) Disaster Recovery Toolkit (DR Toolkit) Approach Gather information about number and agencies utilizing Mirapoint Create presentation for external customers Conduct sessions for agencies to explain the change and options Determine if various agencies from cities/villages/townships want to be in the same tenant Determine which agencies are acceptable to using Office 365 Assist with creating tenants for agencies Assist with converting staff to Office 365 Provide assistance as needed Retire Mirapoint system Research & Analysis SEMCOG County IT Collaboration Research NA NACo Application Store NA Gartner Research Recommendation Research Conducted See recommendation below Apply application control first to servers and fixed-function devices, and then roll out to users whose work environments are more static and well-defined and Identify sources of change to endpoints (such as updaters, publishers, agents and so on), and require solutions to automatically update whitelist enforcement based on them. See document named Gartner Application Control Recommendations.pdf attached to the project in Clarity for more information. Form Rev. 9/1/26 Page 2 Project Rev. 6/24/14

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: Office 365 for Non-County Users Project ID: T65186OO Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users 3 Divisions Non-County 57 Leadership Groups Technical Services and Networking Risk Business Environment Medium Project will require some changes to existing business processes. Technical Environment Low Proven and previously implemented technologies. 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 Chris Timms As needed. Facilities None identified. Technical Funding Information Technology Form Rev. 9/1/26 Page 3 Project Rev. 6/24/14

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: Office 365 for Non-County Users Project ID: T65186OO Other Priority Constraints Availability of Non-County user departments could affect the timeline of this project. Exclusions Scope of this project does not include staff time to go onsite to any customer group outside of the County Form Rev. 9/1/26 Page 4 Project Rev. 6/24/14

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: Office 365 for Non-County Users Project ID: T65186OO PROJECT PHASE AUTHORIZATION Phase(s): All Total Estimated Application Services Hours: Cost: Total Estimated Technical Systems Hours: 956 Cost: $52,582 Total Estimated CLEMIS Hours: Cost: Total Estimated Internal Services Hours: 51 Cost: $ 6,222 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: Title: PROJECT SUMMARY Authorized Development (see above) Hours: 1,7 Cost: $ 58,84 Previously Approved Development Hours: Cost: Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: 1,7 Cost: $ 58,84 Form Rev. 9/1/26 Page 5 Project Rev. 6/24/14

6 Oakland County Department of Information Technology Project Scope and Approach Project Name: Office 365 for Non-County Users Project ID: T65186OO Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Form Rev. 9/1/26 Page 6 Project Rev. 6/24/14

7 - Office 365 for Non-County Users Information Technology Strategic Plan Alignment Provide an Enhanced Application Service Offering Increased application integration and standardization through web services Integrate mobility and location based services in business applications Promote and utilize shared services through the use of cloud technologies to offset costs and expland product offerings to customers Improve the quality, reliability, and availability of all applications X Increase the agility and responsiveness of business units by expanding customer analytics Leverage the County's web presence as a branded consolidated point of access to all County information and services Centralize and standardize identity and access management for all applications and content Enhance ability to provide effective and timely customer service Advance the use of IT Library (ITIL) best practice framework for IT Service Management Implement Configuration Management Database to better identify IT Assets Provide a high-quality training program to empower employees through technology Utilize a formalized customer communication plan Build IT Staff expertise through professional development Expand capacity through ongoing organization review and right sourcing Implement a Standardized Strategy Deliver services using a standardized shared technology infrastructure whereever possible Implement a consolidated security management strategy Develop and implement a policy for personally owned devices and services X Improve service availability through network design and management strategies Enhance capacity planning and recovery managment strategies Adopt an enterprise architecture approach to technology planning, design, and implementation Run Date 6/24/214 Page 1 of 1

8 Project Summary Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Benefits/Savings: Tangible Benefits Subtotal: 31,68 31,68 31,68 31,68 31,68 31,68 19,8 Cost Avoidance Subtotal: 85,4 86,254 87,117 87,988 88,868 89, ,382 Costs: Development Services Subtotal: 129, ,854 Subtotal: Software Subtotal: 1,5 1,5 1,5 1,5 1,5 1,5 63, Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 117,8 117, , ,668 12, , ,462 Annual Total Costs 14,354 1,5 1,5 1,5 1,5 1,5 192,854 Annual Return on Investment (23,274) 17,434 18,297 19,168 11,48 11, ,68 Annual Costs/Savings Ratio % 8.9% 8.84% 8.77% 8.71% 8.65% Project Cumulative Statistics: Cumulative Total Savings 117,8 235,14 353, , ,26 715, ,462 Cumulative Total Costs 14,354 15, , , , , ,854 Cumulative Return on Investment (23,274) 84,16 192,457 31, , ,68 522,68 Cumulative Cost/Savings Ratio % 64.19% 45.6% 36.3% 3.7% 26.96% 26.96% 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 T65186OO ROI.xls/Project Summary Date Printed: 6/24/214 Page 1 REV: June 27, 211

9 Savings Detail Project Savings Category Unit Desc Rate per Unit Annual Multiplier Benefit/Savings Description Budget Category/Funding Source Units Total Savings Elimination of time to support Mirapoint system Cost Avoidance ,4 1.1 Mirapoint Licensing Tangible Benefit 3, 11 31,68 1. Increased security by having reporting about what devices are accessing system Intangible Benefit T65186OO ROI.xls/Savings Detail Date Printed: 6/24/214 Page 2 REV: June 27, 211

10 Savings Detail Benefit/Savings Description Project Savings Category Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 Elimination of time to support Mirapoint system Mirapoint Licensing Increased security by having reporting about what devices are accessing system Cost Avoidance Tangible Benefit Intangible Benefit x x x x x x 85,4. 86, , , , , x x x x x x 31,68. 31,68. 31,68. 31,68. 31,68. 31,68. T65186OO ROI.xls/Savings Detail Date Printed: 6/24/214 Page 3 REV: June 27, 211

11 Savings Summary Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Tangible Benefit: Mirapoint Licensing 31,68 31,68 31,68 31,68 31,68 31,68 19,8 Tangible Benefits Subtotal: 31,68 31,68 31,68 31,68 31,68 31,68 19,8 Cost Avoidance: Elimination of time to support Mirapoint system 85,4 86,254 87,117 87,988 88,868 89, ,382 Cost Avoidance Subtotal: 85,4 86,254 87,117 87,988 88,868 89, ,382 Intangible Benefit: Increased security by having reporting about what devices are accessing system Savings Total: 117,8 117, , ,668 12, , ,462 T65186OO ROI.xls/Savings Summary Date Printed: 6/24/214 Page 4 REV: June 27, 211

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 1, , X IT Hours - System Maintenance Development Svcs 122 IT Hours - Customer Support Development Svcs 122 IT Hours - Planned Maintenance Development Svcs 122 User Hours - New Development Development Svcs User Hours - PTNE/OT Development Svcs Contractor Professional Services Development Svcs 1 7, 7, 1. x PC System - Acquisition 814 PC System - Maintenance 2,34 Notebook - Acquisition 1,223 Notebook - Maintenance 2,372 Tablet Notebook - Acquisition 2,12 Tablet Notebook - Maintenance Laserprinter - Acquisition 1,432 Laserprinter - Maintenance 1,14 Image Workstations - Acquisition Image Workstations - Maintenance 3,496 PC Maintenance User Owned 2,34 Printer Maintenance User Owned 1,72 Office 365 Kiosk License Software EA 3, 4 1,5 1. X x x x x x Package Software - Maintenance Software 19 Business Objects Access Software Term Emulation SFTW-Acquisition Software Term Emulation SFTW-Maintenance Software 4 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 T65186OO ROI.xls/Cost Detail Date Printed: 6/24/214 Page 5 REV: June 27, 211

13 Cost Detail 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 T65186OO ROI.xls/Cost Detail Date Printed: 6/24/214 Page 6 REV: June 27, 211

14 Cost Detail 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 PC System - Maintenance Notebook - Acquisition Notebook - Maintenance Tablet Notebook - Acquisition Tablet Notebook - Maintenance Laserprinter - Acquisition Laserprinter - Maintenance Image Workstations - Acquisition Image Workstations - Maintenance PC Maintenance User Owned Printer Maintenance User Owned Office 365 Kiosk License Package Software - Maintenance Business Objects Access Term Emulation SFTW-Acquisition Term Emulation SFTW-Maintenance Project Cost Category Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Software Software Software Software Software 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 122,854. 7,. 1,5. 1,5. 1,5. 1,5. 1,5. 1,5. T65186OO ROI.xls/Cost Detail Date Printed: 6/24/214 Page 7 REV: June 27, 211

15 Cost Detail 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 T65186OO ROI.xls/Cost Detail Date Printed: 6/24/214 Page 8 REV: June 27, 211

16 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 122, ,854 IT Hours - System Maintenance IT Hours - Customer Support IT Hours - Planned Maintenance User Hours - New Development User Hours - PTNE/OT Contractor Professional Services 7, 7, Development Services Subtotal: 129, ,854 : Subtotal: Software: Office 365 Kiosk License 1,5 1,5 1,5 1,5 1,5 1,5 63, Software Subtotal: 1,5 1,5 1,5 1,5 1,5 1,5 63, : Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: 14,354 1,5 1,5 1,5 1,5 1,5 192,854 T65186OO ROI.xls/Cost Summary Date Printed: 6/24/214 Page 9 REV: June 27, 211

17 Date Assumptions Assumption Description 19-Jun-14 Oakland County will pay for Office 365 kiosk license 19-Jun-14 If customer requires use of Outlook desktop client, they will be required to purchase license themselves 19-Jun-14 Savings Detail Line 2 is based on estimate of 35 hours will be eliminated to support Mirapoint system 19-Jun-14 Microsoft Representatives stated that Oakland County would not be able to purchase full Outlook licenses for Non-County users without the outside agencies being include in the Global Address list and the OC tenant space. (MS Rep - Angela Thompson, June 214) 19-Jun-14 Due to the important nature of this project, Oakland County will utilize Microsoft partners assistance in properly configuring the system. T65186OO ROI.xls/Assumptions Date Printed: 6/24/214 Page 1 REV: June 27, 211