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 Project ID: D97071DN Leadership Group: Land Department: Treasurer Division: Administration Project Sponsor: Jody DeFoe Date Requested: 04/01/2016 PM Customer No Request Type: New Development X Enhancement Customer Support Planned System Maintenance or Upgrade IT Team Name: Assesing and Taxation IT Team No: 9 Project Manager/Leader: Connie Logan Account Number: Account Description: Tax Management System Customer Name: Treasurer Grant Funded? Yes No Mandate? Yes No Mandate Source: Project Goal To work with the vendor and customer for testing, training, implementation and post implementation phases of the program so that the delinquent tax system can be replaced with DEVNET-Edge product. Business Objective To support the vendor and customer during testing, training, implementation and post implementation phases. Major Deliverables Approach Detailed Project Plan Test Plans Implementation plan Training documentation Production launch Post Implementation Develop detailed project schedule Participate and perform testing Build, configure and validate production environment Participate in training Support production launch Provide post implementation support Vendor Management Form Rev. 05/08/2012 Page 1 Project Rev. 7/25/2016

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: Tax Management System Project ID: D97071DN Research & Analysis Benefits Gartner Research Recommendation Research Conducted Nothing found. NACo Application Store Research Conducted Nothing found. See Return on Investment (ROI) Analysis Document Impact Number of Users <40 Divisions Treasurer s Office 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 Jody DeFoe As Needed Form Rev. 05/08/2012 Page 2 Project Rev. 7/25/2016

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: Tax Management System Project ID: D97071DN Facilities Technical Funding Treasurer s Office Miscellaneous Resolution # Other Priority 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 3 Project Rev. 7/25/2016

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: Tax Management System Project ID: D97071DN PROJECT PHASE AUTHORIZATION Phase(s): Project Management, Design System Architecture, Development, Implementation, Post Implementation Support Total Estimated Application Services Hours: 2,109 Cost: $290,865 Total Estimated Technical Systems Hours: 100 Cost: $3,563 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: 2,209 Cost: $294,428 Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: Cost: Form Rev. 05/08/2012 Page 4 Project Rev. 7/25/2016

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: Tax Management System Project ID: D97071DN Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Form Rev. 05/08/2012 Page 5 Project Rev. 7/25/2016

6 D97071DN - Tax Management System Provide an Enhanced Application Service Offering Information Technology Strategic Plan Alignment Increased application integration and standardization through web services X Increase the agility and responsiveness of business units by expanding customer analytics X Integrate mobility and location based services in business applications Promote and utilize shared services through the use of cloud technologies to offset costs and expand product offerings to customers 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 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 management strategies Adopt an enterprise architecture approach to technology planning, design, and implementation Run Date 7/25/2016 Page 1 of 1

7 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: Subtotal 9, ,570 Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings , , , ,697 2,006,789 Annual Total Costs 800, , , , , ,095 1,535,618 Annual Return on Investment (800,143) (147,095) 339, , , , ,171 Annual Costs/Savings Ratio 0.00% 0.00% 30.21% 29.62% 29.04% 28.47% Project Cumulative Statistics: Cumulative Total Savings , ,527 1,490,093 2,006,789 2,006,789 Cumulative Total Costs 800, ,238 1,094,333 1,241,428 1,388,523 1,535,618 1,535,618 Cumulative Return on Investment (800,143) (947,238) (607,438) (257,901) 101, , ,171 Cumulative Cost/Savings Ratio 0.00% 0.00% % % 93.18% 76.52% 76.52% Year Positive Payback Achieved Year 5 Year 5 State or Federal Mandate? Signatures: Benefits Reviewed By Project Sponsor Costs (including IT Resources) Reviewed By Information Technology Project Manager TaxMgmtSystem_ROI.xls/Project Summary Page 1 REV: June 27, 2011

8 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) , TaxMgmtSystem_ROI.xls/Savings Detail Page 2 REV: June 27, 2011

9 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 x x x x 95, , , , Mail Received (Scanning) Counter Staff Mail Received (Scanning) Road Staff 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) x x x x 32, , , , x x x x 3, , , , 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, , , , TaxMgmtSystem_ROI.xls/Savings Detail Page 3 REV: June 27, 2011

10 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 0 0 4,994 5,094 5,196 5,300 20,583 Re-create 50 plus Business Objects Reports 0 0 7,791 7,946 8,105 8,267 32,109 Reduction in time spent for oimporting outside vendor information , , , , ,303 Elimination of multiple databases (prior years) , , , , ,354 TaxMgmtSystem_ROI.xls/Savings Summary Page 4 REV: June 27, 2011

11 Savings Summary Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Elimination of multiple databases (current year) ,848 22,285 22,731 23,186 90,051 Elimination of special handling procedures ,697 44,571 45,462 46, ,101 Time savings due to data accuracy , , , , ,288 Improved Management planning tools 0 0 2,185 2,229 2,273 2,319 9,005 Automation of invoice/advice processing ,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.xls/Savings Summary Page 5 REV: June 27, 2011

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 HR 6, , x 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 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 EA 1 8,000 8,000 x 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 TaxMgmtSystem_ROI.xls/Cost Detail Page 6 REV: June 27, 2011

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 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 Annual Multiplier Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 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.xls/Cost Detail Page 7 REV: June 27, 2011

14 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 Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 791, , , , , , , TaxMgmtSystem_ROI.xls/Cost Detail Page 8 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 Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 TaxMgmtSystem_ROI.xls/Cost Detail Page 9 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 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: Software Subtotal: : Server - Acquisition/Upgrade 8,000 8,000 Server - Maintenance ,160 Server Sftwre - Acquisition/Upgrade ,010 Server Rack Mount Subtotal 9, ,570 Training: Training Subtotal: Other: Other Subtotal: Costs Total: 800, , , , , ,095 1,535,618 TaxMgmtSystem_ROI.xls/Cost Summary Page 10 REV: June 27, 2011

17 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.xls/Assumptions Page 11 REV: June 27, 2011