Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: Tax Management System Replacement Project ID: D94071TS Leadership Group: Land Department: Treasurer Division: Administration Project Sponsor: Jody DeFoe Date Requested: 06/14/2014 PM Customer No Request Type: New Development X Enhancement Customer Support Planned System Maintenance or Upgrade IT Team Name: Land Implementation Services IT Team No: 9 Project Manager/Leader: Purvi Shah Account Number: Account Description: Treasurers LandSale Customer Name: Treasurer Grant Funded? Yes No Mandate? Yes No Mandate Source: Project Goal To replace the existing Oracle DelTax Application so that the Treasurer s Office can gain additional efficiencies and expand the functionality. Business Objective To perform requirements validation, Testing and implementation so that a vendor product can be implemented to replace the DelTax Application. Major Deliverables Detailed Project Plan Application and/or System Requirements Hardware and Software Requirements Training Plan User Acceptance Test Plan Implementation Plan Training/User Manual(s) Application Code Service Level Agreement Disaster Recovery Toolkit Service Center Knowledge Documents Approach Develop Detailed Project Plan Form Rev. 05/08/2012 Page 1 Project Rev. 7/22/2014

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: Tax Management System Replacement Project ID: D94071TS 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 Hardware and Software Requirements Order hardware and software Develop Implementation Plan Develop/Acquire new system Develop System interfaces 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 Convert historical and current year to the new database Release new system into production Note: Sizing for IT development to replace remaining DelTax functionality, that may not be available in COTS implementation, will be completed in the future. Research & Analysis SEMCOG County IT Collaboration Research Research Conducted Nothing found. Gartner Research Recommendation Research Conducted Nothing found. NACo Application Store Not Applicable Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users <40 Divisions Treasurer s Office Form Rev. 05/08/2012 Page 2 Project Rev. 7/22/2014

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: Tax Management System Replacement Project ID: D94071TS Leadership Groups Land Risk Business Environment Technical Environment Medium - Project will require some changes to existing business processes. 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 Funding Treasurer s Office through the Land Sale Other Priority Form Rev. 05/08/2012 Page 3 Project Rev. 7/22/2014

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: Tax Management System Replacement Project ID: D94071TS Constraints Resources with current DelTax system experience also need to maintain the current system during the vendor implementation, limiting their full time availability to the project. Exclusions Form Rev. 05/08/2012 Page 4 Project Rev. 7/22/2014

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: Tax Management System Replacement Project ID: D94071TS PROJECT PHASE AUTHORIZATION Phase(s): Total Estimated Application Services Hours: 6196 Cost: $755,912.oo Total Estimated Technical Systems Hours: 288 Cost: $ 25, 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: 6484 Cost: $781, Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: Cost: Form Rev. 05/08/2012 Page 5 Project Rev. 7/22/2014

6 Oakland County Department of Information Technology Project Scope and Approach Project Name: Tax Management System Replacement Project ID: D94071TS Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Date: Date: Form Rev. 05/08/2012 Page 6 Project Rev. 7/22/2014

7 Information Technology Strategic Plan Alignment D94071TS - Tax Management System Replacement 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 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 X Improve the quality, reliability, and availability of all applications X 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 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 7/10/2014 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: Subtotal: , , , ,697 2,006,789 Costs: Development Services Subtotal: 791, , , , , ,400 1,523,048 Hardware Subtotal: Software Subtotal: 0 1,500,000 1,500, ,000,000 Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings , , , ,697 2,006,789 Annual Total Costs 791,048 1,646,400 1,646, , , ,400 4,523,048 Annual Return on Investment (791,048) (1,646,400) (1,159,505) 350, , ,297 (2,516,259) Annual Costs/Savings Ratio 0.00% 0.00% % 29.48% 28.90% 28.33% Project Cumulative Statistics: Cumulative Total Savings , ,527 1,490,093 2,006,789 2,006,789 Cumulative Total Costs 791,048 2,437,448 4,083,848 4,230,248 4,376,648 4,523,048 4,523,048 Cumulative Return on Investment (791,048) (2,437,448) (3,596,953) (3,246,721) (2,886,555) (2,516,259) (2,516,259) Cumulative Cost/Savings Ratio 0.00% 0.00% % % % % % Year Positive Payback Achieved State or Federal Mandate? Signatures: NO PAYBACK Benefits Reviewed By Project Sponsor Date: Costs (including IT Resources) Reviewed By Information Technology Project Manager Date: TaxMgmtSystem_ROI[1].xls/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 operation by IT , Fine tune report writing process for month end , Eliminate manual Excel calculations for MTT s, STC s and B/R s 2, , Reduce the manual processing the Personal Property Division performs on Bankruptcy cases , Eliminate manual creation of month-end collections reporting , Track Delinquent Special Assessment Codes , Bar coding and Scanning Returned Mail 3, , Mail Received (Scanning) Counter Staff 1, , Mail Received (Scanning) Road Staff , Re-engineer the Confirmation Process , Improve the Cancel Receipt Function & NSF Process , Improve Split Processing , Create a History Screen 1, , Prior-Year Adjustments / PRE Program 2, , Create a Yearly Audit Statement (automated) , Eliminate redundant entry of rates , Annual Adds (receive export from BSA) , Create a Payment Agreement Report , Re-create 50 plus Business Objects Reports , Reduction in time spent for oimporting outside vendor information 3, , Elimination of multiple databases (prior years) 4, , Elimination of multiple databases (current year) , TaxMgmtSystem_ROI[1].xls/Savings Detail Page 2 REV: June 27, 2011

10 Savings Detail Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Annual Multiplier Elimination of special handling procedures 1, , Time savings due to data accuracy 3, , Improved Management planning tools , Automation of invoice/advice processing , Intangibles: Aging technology in need of replacement Limited resource knowledge of current system to address break/fix issues Current version of the application forms are no longer supported by the vendor Internet access from anywhere Future ability to integrate with external systems (PRE, Access Databases, LAMS, LandGateway etc) Combine manual stand-alone databases into one product Elimination of tax rate creation in dual systems. TaxMgmtSystem_ROI[1].xls/Savings Detail Page 3 REV: June 27, 2011

11 Savings Detail Benefit/Savings Description Eliminate manual operation by IT Fine tune report writing process for month end. Eliminate manual Excel calculations for MTT s, STC s and B/R s Reduce the manual processing the Personal Property Division performs on Bankruptcy cases Eliminate manual creation of month-end collections reporting Track Delinquent Special Assessment Codes Project Savings Category Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 x x x x 38, , , , x x x x 10, , , , x x x x 76, , , , x x x x 17, , , , x x x x 8, , , , x x x x 24, , , , Bar coding and Scanning Returned Mail Mail Received (Scanning) Counter Staff Mail Received (Scanning) Road Staff x x x x 95, , , , x x x x 32, , , , x x x x 3, , , , Re-engineer the Confirmation Process Improve the Cancel Receipt Function & NSF Process Improve Split Processing Create a History Screen Prior-Year Adjustments / PRE Program Create a Yearly Audit Statement (automated) Eliminate redundant entry of rates. Annual Adds (receive export from BSA) Create a Payment Agreement Report Re-create 50 plus Business Objects Reports Reduction in time spent for oimporting outside vendor information Elimination of multiple databases (prior years) Elimination of multiple databases (current year) x x x x 3, , , , x x x x 19, , , , x x x x 1, , , , x x x x 32, , , , x x x x 72, , , , x x x x 18, , , , x x x x 7, , , , x x x x 25, , , , x x x x 4, , , , x x x x 7, , , , x x x x 131, , , , x x x x 152, , , , x x x x 21, , , , TaxMgmtSystem_ROI[1].xls/Savings Detail Page 4 REV: June 27, 2011

12 Savings Detail Benefit/Savings Description Elimination of special handling procedures Time savings due to data accuracy Improved Management planning tools Automation of invoice/advice processing Intangibles: Aging technology in need of replacement Limited resource knowledge of current system to address break/fix issues Current version of the application forms are no longer supported by the vendor Internet access from anywhere Future ability to integrate with external systems (PRE, Access Databases, LAMS, LandGateway etc) Combine manual stand-alone databases into one product Elimination of tax rate creation in dual systems. Project Savings Category Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 x x x x 43, , , , x x x x 124, , , , x x x x 2, , , , x x x x 13, , , , TaxMgmtSystem_ROI[1].xls/Savings Detail Page 5 REV: June 27, 2011

13 Savings Summary Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Tangible Benefit: Tangible Benefits Subtotal: : Eliminate manual operation by IT 38,079 38,840 39,617 40, ,945 Fine tune report writing process for month end. 10,050 10,251 10,456 10,665 41,423 Eliminate manual Excel calculations for MTT s, STC s and B/R s 76,469 77,999 79,559 81, ,177 Reduce the manual processing the Personal Property Division performs on Bankruptcy cases 17,687 18,041 18,401 18,769 72,898 Eliminate manual creation of month-end collections reporting 8,490 8,659 8,833 9,009 34,991 Track Delinquent Special Assessment Codes 24,970 25,469 25,978 26, ,915 Bar coding and Scanning Returned Mail 95,883 97,801 99, , ,193 Mail Received (Scanning) Counter Staff 32,460 33,110 33,772 34, ,789 Mail Received (Scanning) Road Staff 3,246 3,311 3,377 3,445 13,379 Re-engineer the Confirmation Process 3,121 3,184 3,247 3,312 12,864 Improve the Cancel Receipt Function & NSF Process 19,976 20,375 20,783 21,198 82,332 Improve Split Processing 1,873 1,910 1,948 1,987 7,719 Create a History Screen 32,460 33,110 33,772 34, ,789 Prior-Year Adjustments / PRE Program 72,828 74,285 75,770 77, ,168 Create a Yearly Audit Statement (automated) 18,207 18,571 18,943 19,321 75,042 Eliminate redundant entry of rates. 7,283 7,428 7,577 7,729 30,017 Annual Adds (receive export from BSA) 25,490 26,000 26,520 27, ,059 Create a Payment Agreement Report 4,994 5,094 5,196 5,300 20,583 Re-create 50 plus Business Objects Reports 7,791 7,946 8,105 8,267 32,109 Reduction in time spent for oimporting outside vendor information 131, , , , ,303 Elimination of multiple databases (prior years) 152, , , , ,354 Elimination of multiple databases (current year) 21,848 22,285 22,731 23,186 90,051 Elimination of special handling procedures 43,697 44,571 45,462 46, ,101 Time savings due to data accuracy 124, , , , ,288 TaxMgmtSystem_ROI[1].xls/Savings Summary Page 6 REV: June 27, 2011

14 Savings Summary Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Improved Management planning tools 2,185 2,229 2,273 2,319 9,005 Automation of invoice/advice processing 13,109 13,371 13,639 13,911 54,030 Subtotal: 486, , , ,697 2,006,789 Intangible Benefit: Aging technology in need of replacement Limited resource knowledge of current system to address break/fix issues Current version of the application forms are no longer supported by the vendor Internet access from anywhere Future ability to integrate with external systems (PRE, Access Databases, LAMS, LandGateway etc) Combine manual stand-alone databases into one product Elimination of tax rate creation in dual systems. Savings Total: 486, , , ,697 2,006,789 TaxMgmtSystem_ROI[1].xls/Savings Summary Page 7 REV: June 27, 2011

15 Cost Detail Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost Affects Project ROI? Annual Multiplier Y1 Y2 Y3 Y4 Y5 Y6 Y1 IT Hours - New Development Development Svcs HR 6, , x 791, IT Hours - New Development Development Svcs IT Hours - System Maintenance Development Svcs IT Hours - Customer Support Development Svcs IT Hours - Planned Maintenance Development Svcs HR 1, ,400 x x x x x 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 1 3,000,000 3,000,000 x x 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 EA 1 8,000 8,000 x 8, Server - Maintenance EA x x x x x x Server Sftwre - Acquisition/Upgrade EA x x x x x x Server Sftwre - Maintenance 0 Server Rack Mount EA x Oracle Enterprise Per Processor - Includes Year 1 Maintenance 21,372 0 Oracle Enterprise Per Processor - Year 2 and Beyond 3,432 0 MS SQL Server Standard Per Processor - Includes Year 1 Maintenance 4,725 0 MS SQL Server Standard Per Processor - Year 2 and Beyond TaxMgmtSystem_ROI[1].xls/Cost Detail Page 8 REV: June 27, 2011

16 Cost Detail Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost 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 Affects Project ROI? Annual Multiplier Y1 Y2 Y3 Y4 Y5 Y6 Y1 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 TaxMgmtSystem_ROI[1].xls/Cost Detail Page 9 REV: June 27, 2011

17 Cost Detail Project Cost Cost Description Category IT Hours - New Development Development Svcs 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 MS SQL Server Standard Per Processor - Includes Year 1 Maintenance MS SQL Server Standard Per Processor - Year 2 and Beyond Potential Cost Extensions Y2 Y3 Y4 Y5 Y6 146, , , , , ,500, ,500, TaxMgmtSystem_ROI[1].xls/Cost Detail Page 10 REV: June 27, 2011

18 Cost Detail Cost Description 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 Y2 Y3 Y4 Y5 Y6 TaxMgmtSystem_ROI[1].xls/Cost Detail Page 11 REV: June 27, 2011

19 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 791, ,048 IT Hours - System Maintenance IT Hours - Customer Support IT Hours - Planned Maintenance 146, , , , , ,000 User Hours - New Development User Hours - PTNE/OT Contractor Professional Services Development Services Subtotal: 791, , , , , ,400 1,523,048 Hardware: Hardware Subtotal: Software: Package Software - Acquisition 1,500,000 1,500,000 3,000,000 Software Subtotal: 1,500,000 1,500,000 3,000,000 : Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: 791,048 1,646,400 1,646, , , ,400 4,523,048 TaxMgmtSystem_ROI[1].xls/Cost Summary Page 12 REV: June 27, 2011

20 Assumptions Date Assumption Description Elimination of multiple databases (prior years): Staff Time Savings entering variations of the same data in multiple databases & 4410C (prior yr). Savings: 350 $35 = $147,000 annually. Elimination of multiple databases (current year): Staff Time - Savings entering variations of the same data in multiple databases & 4410B (current). Savings: 50 $35 = $21,000 annually. Elimination of special handling procedures: Staff Time - Special handling of unique cases (i.e. DTE, Consumers, Michcon), track future adjustments, what if calcs, assessors, taxpayers, attorneys, Equalization, treasurers. Savings: 100 $35 = $42,000 annually. Time savings due to data accuracy: Data accuracy Values will be cleaner because of the way we are going to bring in values from finalized tax rolls. (rates, values, PRE %, class, sd, name/address, s/a). Savings: 285 $35 = $119,700. Elimination of sending reports: Ability to print reports in office for assessors saves IT staff from having to breakdown and fax reports. Saves assessors from having to drive to IT to pick up reports (affidavits etc). 25 hours a year would be saved on faxing. Save on weekly courier to Equalization. Savings: 25 $35 = $875 annually. Elimination of work that Assessors can now do on their own: Time savings Assessors will be able to enter their changes directly into the system and the treasurer s office won t have to wait on reports/affidavits from the local assessors. Intangible Frequency is increased, moreover the day of the BOR they can increase efficiency for both assessors and taxpayers. No dual entry for assessors. Can print/sign BOR affidavits real-time. Can scan important documents (i.e. deeds, PTA, rescinds). Eliminates research for treasurers office. Savings: 50 $35 = $21,000 annually. Improved Management planning tools: Staff Management Supervisors will have the ability to view incoming work load of their staff. This could help with managing time off, assigning staff to other projects during slower times. Intangible Treasurer Management will be able to forecast upcoming workload, as they will see adjustments they occur where now they must wait until they receive them. Savings: 5 $35 = $2,100 annually. Automation of invoice/advice processing: Automation of ing invoice/advices to tax authorities. Currently this is a manual process that is very time consuming. Monies will be received from tax authorities sooner; investments will be able to better forecast accounts receivables. Authorities can access info for any date range. Savings: 30 $35 = $12,600 TaxMgmtSystem_ROI[1].xls/Assumptions Page 13 REV: June 27, 2011