Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: Online CPL Request Project ID: DB2212OC Leadership Group: Courts Department: Clerk/Register Division: Clerk/Vital Records Project Sponsor: Jennifer Howden Date Requested: 4/12/12 PM Customer No. 212 Request Type: New Development Enhancement Customer Support Planned System Maintenance or Upgrade IT Team Name: Courts IT Team No: B Project Manager/Leader: Patricia Hannum Account Number: Account Description: Vital Stats Index Customer Name: CLERK/REG - VITAL STATISTICS Grant Funded? Yes No Mandate? Yes No Mandate Source: Project Goal To implement a web-based Concealed Pistol License (CPL) application which will allow citizens to apply online so that efficiency in the Clerk s Office is improved and a greater level of customer service is created. Business Objective Enable Clerk s Office staff to quickly assist CPL customers by decreasing the amount of time to process applications and therefore decreasing the amount of in-line time for all Clerk Vital Records customers. There are over 10,000 CPL applicants annually; this number has more than doubled from years preceding A CPL is issued for a period of 4 to 5 years, and as a result the Clerk s Office will realize another dramatic increase due to the renewal period in the next few years. Any means to become more efficient in this process is imperative. Major Deliverables 1. Interactive web page(s) added to that would allow users to enter data required for the CPL application. There are approximately 50 fields required for this form. The instructions and requirements for the CPL process would also be available from the web page(s). 2. Database to maintain the data entered by web page application. This information would need to be stored for a predetermined amount of time. Clerk staff would search database through the current VRMS by applicant name (similar to the marriage online process). 3. Web page for Clerk user to locate a record, edit the information and print the application. The application template would be the same format as the approved Michigan State Police CPL application (see attachment A). 4. New record created in the CPL module within VRMS. The record would open in Form Rev. 08/29/2008 Page 1 Project Rev. 7/3/2012

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: Online CPL Request Project ID: DB2212OC the CPL edit form with the required CPL fields already populated from the online database. There are 14 required fields to add a new CPL record. 5. VRMS report modifications. Approach Follow PMO standards and processes Design application Test application Deploy to production Research & Analysis SEMCOG County IT Collaboration Research Macomb County, Pistol Registration Migrating to the new CTC Bridge technology for gun registration web-enabled application. Gartner Research Recommendation Not applicable Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users 12 Clerk s Office staff, undetermined amount of citizens Divisions County Clerk Leadership Groups - Courts Form Rev. 08/29/2008 Page 2 Project Rev. 7/3/2012

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: Online CPL Request Project ID: DB2212OC Risk Business Environment - Low - little or no impact 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: Jennifer Howden As Needed Facilities Technical Funding TBD Other Priority TBD Form Rev. 08/29/2008 Page 3 Project Rev. 7/3/2012

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: Online CPL Request Project ID: DB2212OC Constraints Exclusions Applications outside of the CPL application Form Rev. 08/29/2008 Page 4 Project Rev. 7/3/2012

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: Online CPL Request Project ID: DB2212OC PROJECT PHASE AUTHORIZATION Phase(s): All Total Estimated Application Services Hours: 682 Cost: $83, Total Estimated Technical Systems Hours: 4 Cost: $ 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: Title: PROJECT SUMMARY Authorized Development (see above) Hours: Cost: Preliminary Estimated Development for Future Phases Hours: 686 Cost: $83, Grand Total Estimated Development Hours: 686 Cost: $83, Form Rev. 08/29/2008 Page 5 Project Rev. 7/3/2012

6 Oakland County Department of Information Technology Project Scope and Approach Project Name: Online CPL Request Project ID: DB2212OC Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Form Rev. 08/29/2008 Page 6 Project Rev. 7/3/2012

7 Information Technology Strategic Plan Alignment DB2212OC - Online CPL Request 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 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 5/18/2012 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: Cost Avoidance Subtotal: 11,941 12,419 12,915 13,432 13,969 14,528 79,204 Costs: Development Services Subtotal: 83,692 4,880 4,880 4,880 4,880 4, ,092 Hardware Subtotal: Software Subtotal: Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 11,941 12,419 12,915 13,432 13,969 14,528 79,204 Annual Total Costs 83,692 4,880 4,880 4,880 4,880 4, ,092 Annual Return on Investment (71,751) 7,539 8,035 8,552 9,089 9,648 (28,888) Annual Costs/Savings Ratio % 39.30% 37.78% 36.33% 34.93% 33.59% Project Cumulative Statistics: Cumulative Total Savings 11,941 24,360 37,275 50,707 64,676 79,204 79,204 Cumulative Total Costs 83,692 88,572 93,452 98, , , ,092 Cumulative Return on Investment (71,751) (64,212) (56,177) (47,625) (38,536) (28,888) (28,888) Cumulative Cost/Savings Ratio % % % % % % % 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 app/project Summary Page 1 REV: June 27, 2011

9 Savings Detail Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Annual Multiplier Eliminate manual entry of data to create CPL record in VRMS Cost Avoidance HR , Eliminate review of paper CPL application for missing data Cost Avoidance HR , Eliminate incorrect data entry by staff Intangible Benefit 0 Offer increased customer service for all Clerk Vital customers by reducing time to wait in line Intangible Benefit 0 Conform to the 'online' not 'in line' Clerk motto Intangible Benefit app/savings Detail Page 2 REV: June 27, 2011

10 Savings Detail Project Savings Benefit/Savings Description Category Eliminate manual entry of data to create CPL record in VRMS Cost Avoidance Eliminate review of paper CPL application for missing data Cost Avoidance Eliminate incorrect data entry by staff Intangible Benefit Offer increased customer service for all Clerk Vital customers by reducing time to wait in line Intangible Benefit Conform to the 'online' not 'in line' Clerk motto 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, , , , , , x x x x x x 4, , , , , , app/savings Detail Page 3 REV: June 27, 2011

11 Savings Summary 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 entry of data to create CPL record in VRMS 7, , , , , , ,645 Eliminate review of paper CPL application for missing data 4,758 4,948 5,146 5,352 5,566 5,789 31,560 Cost Avoidance Subtotal: 11,941 12,419 12,915 13,432 13,969 14,528 79,204 Intangible Benefit: Eliminate incorrect data entry by staff Offer increased customer service for all Clerk Vital customers by reducing time to wait in line Conform to the 'online' not 'in line' Clerk motto Savings Total: 11,941 12,419 12,915 13,432 13,969 14,528 79,204 app/savings Summary Page 4 REV: June 27, 2011

12 Cost Detail Cost Description Project Cost Category Budget Categor Unit Desc Units Rate per Unit Total Cost Affects Project ROI? Annual Multiplier Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 IT Hours - New Development Development Svcs TBD HR ,692 x 83, IT Hours - System Maintenance Development Svcs HR , x x x x x 2, IT Hours - Customer Support Development Svcs HR , x x x x x 2, IT Hours - Planned Maintenance Development Svcs User Hours - New Development Development Svcs 0 User Hours - PTNE/OT Development Svcs 0 Contractor Professional Services Development Svcs 0 PC System - Acquisition Hardware PC System - Maintenance Hardware 2,304 0 Notebook - Acquisition Hardware 1,223 0 Notebook - Maintenance Hardware 2,372 0 Tablet Notebook - Acquisition Hardware 2,012 0 Tablet Notebook - Maintenance Hardware 0 Laserprinter - Acquisition Hardware 1,432 0 Laserprinter - Maintenance Hardware 1,104 0 Image Workstations - Acquisition Hardware 0 Image Workstations - Maintenance Hardware 3,496 0 PC Maintenance User Owned Hardware 2,304 0 Printer Maintenance User Owned Hardware 1,072 0 Package Software - Acquisition Software 0 Package Software - Maintenance Software 0 Business Objects Access Software 0 Term Emulation SFTW-Acquisition Software 0 Term Emulation SFTW-Maintenance Software 0 Server - Acquisition/Upgrade 8,000 0 Server - Maintenance Server Sftwre - Acquisition/Upgrade Server Sftwre - Maintenance 0 Server Rack Mount Oracle Enterprise Per Processor - Includes Year 1 Maintenance 21,372 0 Oracle Enterprise Per Processor - Year 2 and Beyond 3,432 0 Po app/cost Detail Page 5 REV: June 27, 2011

13 Cost Detail Cost Description Project Cost Category Budget Categor Unit Desc Units Rate per Unit Total Cost MS SQL Server Standard Per Processor - Includes Year 1 Maintenance 4,725 0 MS SQL Server Standard Per Processor - Year 2 and Beyond MS SQL Server Enterprise Per Processor - Includes Year 1 Maintenance 19,693 0 MS SQL Server Enterprise Per Processor - Year 2 and Beyond 3,939 0 Websphere Basic Per Processor Single/Dual Core - Includes Year 1 Maintenance 3,506 0 Websphere Basic Per Processor Single/Dual Core - Year 2 and Beyond Websphere ND Per Processor Single/Dual Core - Includes Year 1 Maintenance 13,180 0 Websphere ND Per Processor Single/Dual Core - Year 2 and Beyond 2,635 0 SSL Certificate TBD 0 TBD 0 TBD 0 TBD 0 Internet Access Project Staff Training Training 0 User Training Training 0 Affects Project ROI? Annual Multiplier Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Po app/cost Detail Page 6 REV: June 27, 2011

14 Cost Detail 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 otential Cost Extensions Y3 Y4 Y5 Y6 2, , , , , , , , app/cost Detail Page 7 REV: June 27, 2011

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 otential Cost Extensions Y3 Y4 Y5 Y6 app/cost Detail Page 8 REV: June 27, 2011

16 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 83,692 83,692 IT Hours - System Maintenance 2,440 2,440 2,440 2,440 2,440 12,200 IT Hours - Customer Support 2,440 2,440 2,440 2,440 2,440 12,200 IT Hours - Planned Maintenance User Hours - New Development User Hours - PTNE/OT Contractor Professional Services Development Services Subtotal: 83,692 4,880 4,880 4,880 4,880 4, ,092 Hardware: Hardware Subtotal: Software: Software Subtotal: : Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: 83,692 4,880 4,880 4,880 4,880 4, ,092 app/cost Summary Page 9 REV: June 27, 2011

17 Assumptions Date Assumption Description 16-Apr-12 Assuming 50% of CPL's will be entered online by applicant, using the average 11,000 CPL's a year from 2009, 2010, 2011 app/assumptions Page 10 REV: June 27, 2011