Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: WAS PA114 & AIA Updates Project ID: D92711PA Leadership Group: Land Department: Treasurer Project Sponsor: Jim VanLeuven /Dave Hieber Division: Tax Administration / Equalization Date Requested: 9/7/212 PM Customer No. 711 Request Type: New Development Enhancement Customer Support Planned System Maintenance or Upgrade IT Team Name: Land Implementation IT Team No: 9 Project Manager/Leader: Wendy Conklin Account Number: 366 Account Description: Land System Enhancements Customer Name: Treasurer / Equalization Grant Funded? Yes No Mandate? Yes No Mandate Source: State Public Act 296 of 212 (Senate Bill 349) and Oakland County Public Act 296 of 21 (Art Institute Act) Project Goal To modify the Warrant and Settlement (WAS) system so that it will accommodate changes resulting from new State and County Public Act mandates. Business Objective The objective is to complete requirements gathering documentation and programming to be in compliance with State and County mandated changes. Major Deliverables Detailed Project Plan Application and/or System Requirements Technical Design Programming Specifications Application Code Implementation Plan Updated DR Toolkit Form Rev. 5/8/212 Page 1 Project Rev. 1/3/212

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: WAS PA114 & AIA Updates Project ID: D92711PA Approach Develop Detailed Project Plan Review current business process and conduct needs assessment with customer, ensuring current reporting deadlines are maintained. Document system requirements Develop Implementation Plan Develop Application Changes Develop User Acceptance Test Plan Test Application Changes Acquire User Acceptance Sign off Conduct Change Control Develop User Documentation Train users on new changes Release Updated Application into production Research & Analysis SEMCOG County IT Collaboration Research Research Conducted Nothing found Gartner Research Recommendation Not Applicable Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users 1 Divisions Treasurer and Equalization Leadership Groups Land Form Rev. 5/8/212 Page 2 Project Rev. 1/3/212

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: WAS PA114 & AIA Updates Project ID: D92711PA Risk Business Environment High Project will dramatically change existing business processes or will negatively affect the business environment if implementation is unsuccessful. Technical Environment Medium Previously implemented technologies with new aspects and/or new requirements. Assumptions Staffing Facilities IT Staffing: resources will be available for the hours indicated per the attached project plan. Treasurer and Equalization: staff will be available as needed throughout the project. IT conference rooms and training labs as needed Technical The necessary data exists in BSA Assessing and Tax systems. The Delinquent WAS export from BSA Tax must be updated by BSA prior to making necessary coding changes in the WAS system. Funding Information Technology Other NA Priority TBD Form Rev. 5/8/212 Page 3 Project Rev. 1/3/212

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: WAS PA114 & AIA Updates Project ID: D92711PA Constraints Current and prospective data file layout changes by BSA in regards to the State and County mandated legislative changes. Data may not be available by all CVT s in the correct format in the time period needed for reporting deadlines. Exclusions The purpose of this project is to update the WAS system with the current State and County mandates and does not include nonessential enhancements. The project does not include the implementation of new forms/reports. It covers only the modification of existing forms in light of the new legislative requirements. Form Rev. 5/8/212 Page 4 Project Rev. 1/3/212

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: WAS PA114 & AIA Updates Project ID: D92711PA PROJECT PHASE AUTHORIZATION Phase(s): Project Management, Define Business Requirements, Design System Architecture, Develop Application, Implementation and Post Implemenation Support Total Estimated Application Services Hours: 69 Cost: $84,18 Total Estimated Technical Systems Hours: 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: Date: Date: Date: Date: IT Management Approval: Approved: Yes No Date: Reason: Project Sponsor Approval: Title: Date: PROJECT SUMMARY Authorized Development (see above) Hours: 69 Cost: $84,18 Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: 69 Cost: $84,18 Form Rev. 5/8/212 Page 5 Project Rev. 1/3/212

6 Oakland County Department of Information Technology Project Scope and Approach Project Name: WAS PA114 & AIA Updates Project ID: D92711PA Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Date: Date: Form Rev. 5/8/212 Page 6 Project Rev. 1/3/212

7 Information Technology Strategic Plan Alignment D92711PA - WAS PA114 AIA Updates 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 Establish support cost model and SLA for all offerings outside 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 Improve service availability through network design and management strategies Establish enhanced capacity planning and recovery management strategies Run Date 1/3/212 Page 1 of 1

8 Project Summary As Of: 9/28/212 Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Benefits/Savings: Tangible Benefits Subtotal: Cost Avoidance Subtotal: 168, , , , , ,563 1,11,378 Costs: Development Services Subtotal: 84,18 84,18 Hardware Subtotal: Software Subtotal: Infrastructure Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 168, , , , , ,563 1,11,378 Annual Total Costs 84,18 84,18 Annual Return on Investment 84, , , , , , ,198 Annual Costs/Savings Ratio 49.94%.%.%.%.%.% Project Cumulative Statistics: Cumulative Total Savings 168, ,126 55, , ,815 1,11,378 1,11,378 Cumulative Total Costs 84,18 84,18 84,18 84,18 84,18 84,18 84,18 Cumulative Return on Investment 84, , ,59 59,72 758, , ,198 Cumulative Cost/Savings Ratio 49.94% 24.97% 16.65% 12.48% 9.99% 8.32% 8.32% Year Positive Payback Achieved Year 1 Year 1 State or Federal Mandate? Signatures: Benefits Reviewed By Project Sponsor Date: Costs (including IT Resources) Reviewed By Information Technology Project Manager Date: D92711PA ROI.xls/Project Summary Date Printed: 1/3/212 Page 1 REV: June 27, 211

9 Savings Detail As Of: 9/28/212 Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Treasurers Staff Avoid creating required State and County reporting manually in excel. (2 Full time staff - 1 hrs a week each for 12 months) Cost Avoidance HR ,49 Annual Multiplier Updating existing system to capture data from BSA assessing will eliminate the amount of time spent manually entering data. This will reduce the amount of time generating dependent reports, as data will be pre-populated. (Reduction of manual data entery, 1.5 hr per CVTper year - 62 CVT's) Cost Avoidance HR 1, ,6 Reduction of problem investigation and reporting (1.5 hr/week) Cost Avoidance HR ,73 Equalization Staff Avoid creating required State and County reporting manually in excel. (1 Full time staff - 1 hrs a week each for 12 months) Cost Avoidance HR ,745 Updating existing system to capture data from BSA assessing will eliminate the amount of time spent manually entering data. This will reduce the amount of time generating dependent reports, as data will be pre-populated. (Reduction of manual data entery, 1.5 hr per CVTper year - 52 Equal CVT's) Cost Avoidance HR ,76 Reduction of problem investigation and reporting (1.5 hr/week) Cost Avoidance HR ,73 D92711PA ROI.xls/Savings Detail Date Printed: 1/3/212 Page 2 REV: June 27, 211

10 Savings Detail As Of: 9/28/212 Project Savings Category Unit Desc Rate per Unit Benefit/Savings Description Budget Category/Funding Source Units Total Savings Reduction in Customer Support by IT Staff Annual Multiplier Report Modifiction time will be reduced as changes can be made to a single common area and automatically replicated to other reports. (3 hr / week) Cost Avoidance HR ,32 Time reduction with improved tools to manage imports / exports (3 hr / quarter) Cost Avoidance HR ,64 Reduction of problem investigation and solving (4 hr / week) Cost Avoidance HR ,376 D92711PA ROI.xls/Savings Detail Date Printed: 1/3/212 Page 3 REV: June 27, 211

11 Savings Detail As Of: 9/28/212 Project Savings Benefit/Savings Description Category Treasurers Staff Avoid creating required State and County reporting manually in excel. (2 Full time staff - 1 hrs a week each for 12 months) Cost Avoidance Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 X X X X X X 21,49. 21,49. 21,49. 21,49. 21,49. 21,49. Updating existing system to capture data from BSA assessing will eliminate the amount of time spent manually entering data. This will reduce the amount of time generating dependent reports, as data will be pre-populated. (Reduction of manual data entery, 1.5 hr per CVTper year - 62 CVT's) Reduction of problem investigation and reporting (1.5 hr/week) Cost Avoidance Cost Avoidance X X X X X X 39,6. 39,6. 39,6. 39,6. 39,6. 39,6. X X X X X X 2,73. 2,73. 2,73. 2,73. 2,73. 2,73. Equalization Staff Avoid creating required State and County reporting manually in excel. (1 Full time staff - 1 hrs a week each for 12 months) Cost Avoidance X X X X X X 1,745. 1,745. 1,745. 1,745. 1,745. 1,745. Updating existing system to capture data from BSA assessing will eliminate the amount of time spent manually entering data. This will reduce the amount of time generating dependent reports, as data will be pre-populated. (Reduction of manual data entery, 1.5 hr per CVTper year - 52 Equal CVT's) Reduction of problem investigation and reporting (1.5 hr/week) Cost Avoidance Cost Avoidance X X X X X X 32,76. 32,76. 32,76. 32,76. 32,76. 32,76. X X X X X X 2,73. 2,73. 2,73. 2,73. 2,73. 2,73. D92711PA ROI.xls/Savings Detail Date Printed: 1/3/212 Page 4 REV: June 27, 211

12 Savings Detail As Of: 9/28/212 Benefit/Savings Description Project Savings Category Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 Reduction in Customer Support by IT Staff Report Modifiction time will be reduced as changes can be made to a single common area and automatically replicated to other reports. (3 hr / week) Cost Avoidance Time reduction with improved tools to manage imports / exports (3 hr / quarter) Cost Avoidance Reduction of problem investigation and solving (4 hr / week) Cost Avoidance X X X X X X 19,32. 19,32. 19,32. 19,32. 19,32. 19,32. X X X X X X 14,64. 14,64. 14,64. 14,64. 14,64. 14,64. X X X X X X 25, , , , , ,376. D92711PA ROI.xls/Savings Detail Date Printed: 1/3/212 Page 5 REV: June 27, 211

13 Savings Summary As Of: 9/28/212 Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Tangible Benefit: Tangible Benefits Subtotal: Cost Avoidance: Treasurer Avoid creating required State and County reporting manually in excel. (2 Full time staff - 1 hrs a week each for 12 months) 21,49 21,49 21,49 21,49 21,49 21,49 128,94 Updating existing system to capture data from BSA assessing will eliminate the amount of time spent manually entering data. This will reduce the amount of time generating dependent reports, as data will be pre-populated. (Reduction of manual data entery, 1.5 hr per CVTper year - 62 CVT's) 39,6 39,6 39,6 39,6 39,6 39,6 234,36 Reduction of problem investigation and reporting (1.5 hr/week) 2,73 2,73 2,73 2,73 2,73 2,73 16,38 Equalization Avoid creating required State and County reporting manually in excel. (1 Full time staff - 1 hrs a week each for 12 months) 1,745 1,745 1,745 1,745 1,745 1,745 64,47 D92711PA ROI.xls/Savings Summary Date Printed: 1/3/212 Page 6 REV: June 27, 211

14 Savings Summary As Of: 9/28/212 Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Updating existing system to capture data from BSA assessing will eliminate the amount of time spent manually entering data. This will reduce the amount of time generating dependent reports, as data will be pre-populated. (Reduction of manual data entery, 1.5 hr per CVTper year - 52 Equal CVT's) 32,76 32,76 32,76 32,76 32,76 32,76 196,56 Reduction of problem investigation and reporting (1.5 hr/week) 2,73 2,73 2,73 2,73 2,73 2,73 16,38 Information Technology Report Modifiction time will be reduced as changes can be made to a single common area and automatically replicated to other reports. (3 hr / week) 19,32 19,32 19,32 19,32 19,32 19,32 114,192 Time reduction with improved tools to manage imports / exports (3 hr / quarter) 14,64 14,64 14,64 14,64 14,64 14,64 87,84 Reduction of problem investigation and solving (4 hr / week) 25,376 25,376 25,376 25,376 25,376 25, ,256 Cost Avoidance Subtotal: 168, , , , , ,563 1,11,378 Intangible Benefit: Savings Total: 168, , , , , ,563 1,11,378 D92711PA ROI.xls/Savings Summary Date Printed: 1/3/212 Page 7 REV: June 27, 211

15 Cost Detail As Of: 9/28/212 Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost Annual Multiplier IT Hours - New Development Development Svcs ,18 X Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 D92711PA ROI.xls/Cost Detail Date Printed: 1/3/212 Page 8 REV: June 27, 211

16 Cost Detail As Of: 9/28/212 Cost Description IT Hours - New Development Project Cost Category Development Svcs Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 84,18. D92711PA ROI.xls/Cost Detail Date Printed: 1/3/212 Page 9 REV: June 27, 211

17 Cost Summary As Of: 9/28/212 Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 84,18 84,18 Development Services Subtotal: 84,18 84,18 Hardware: Hardware Subtotal: Software: Software Subtotal: Infrastructure: Infrastructure Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: 84,18 84,18 D92711PA ROI.xls/Cost Summary Date Printed: 1/3/212 Page 1 REV: June 27, 211

18 Assumptions As Of: 9/28/212 Date Assumption Description 7-Sep-12 Equalization and Treasurer's Office will be the only users of this application 7-Sep-12 No additional enhancements will be made beyond requirements for for PA114 and AIA 7-Sep-12 BSA will add the AIA rate to the Delinquent WAS export 7-Sep-12 BSA will not make any further data layout changes 17-Sep-12 The Savings detail is based on if the customers had to do the reporting manually and not through the WAS system 28-Sep-12 Savings are achieved as compared against a "do nothing" approach where staff would have to create reports manually D92711PA ROI.xls/Assumptions Date Printed: 1/3/212 Page 11 REV: June 27, 211