Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: Interactive Volunteer Scheduling Project ID: DB4178VS Leadership Group: Courts/Justice Administration Department: Public Services Division: Animal Control and Pet Adoption Center Project Sponsor: Joanie Toole Date Requested: 3/19/214 PM Customer No. 178 Request Type: New Development IT Team Name: Courts/Justice Administration IT Team No: B Project Manager/Leader: Pat Hannum Account Number: Account Description: Animal Control Customer Name: Animal Control Grant Funded? No Mandate? No Mandate Source: Project Goal To gather requirements and perform the analysis for a Volunteer scheduling application for the Animal Control Adoption Center so that an all-inclusive and cost-effective solution can be found. Business Objective To gather the requirements for an application that would capture all of the volunteer information that is currently being done by hand. The application needs to be more interactive and accessible for the volunteers improving communication and making a better informed volunteer staff. It also needs to make applying to be a volunteer at the Center easier which would increase our volunteer staff, which in turn would increase our adoptions. Major Deliverables Requirements document Approach Gather user requirements Follow PMO Standards and Processes Research & Analysis SEMCOG County IT Collaboration Research Research Conducted Nothing found. Form Rev. 5/8/212 Page 1 Project Rev. 7/22/214

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: Interactive Volunteer Scheduling Project ID: DB4178VS Gartner Research Recommendation Research Conducted - See summary recommendation below and detail information attached to the project in Clarity. In one typical case, an enterprise's senior executive staff spent 35 percent of their time manually scheduling (and rescheduling) meetings. Calendar coordination for meetings of seven or more often consumed a day of labor between telephone-tag and conflict resolution. With C&S software in fullscale use, the labor required dropped dramatically. Senior executives' staff time spent on scheduling dropped to 5 percent. NACo Application Store Research Conducted Nothing found. Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users 1,5 (2 3 staff members and approximately 1,5 volunteers active and potential) Divisions Animal Control and Pet Adoption Center Leadership Groups Courts/Justice Administration Risk Business Environment Low Little or no impact to existing business processes Technical Environment Low Proven or previously implemented technologies. Form Rev. 5/8/212 Page 2 Project Rev. 7/22/214

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: Interactive Volunteer Scheduling Project ID: DB4178VS 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: Joanie Toole, Animal Control As needed Subject Matter Expert: Kara Clark, Animal Control As needed Facilities Facilities will be available for Staff Work stations are provided to all the project team members. Information Technology Meeting Rooms will be available as needed. Technical Necessary tools will be installed on the team member s workstations. Funding IT Other Priority Constraints Exclusions Form Rev. 5/8/212 Page 3 Project Rev. 7/22/214

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: Interactive Volunteer Scheduling Project ID: DB4178VS PROJECT PHASE AUTHORIZATION Phase(s): Project Management and Business Area Requirements Total Estimated Application Services Hours: 25 Cost: $ 3,5 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: 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: 25 Cost: $ 3,5 Grand Total Estimated Development Hours: 25 Cost: $ 3,5 Form Rev. 5/8/212 Page 4 Project Rev. 7/22/214

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: Interactive Volunteer Scheduling Project ID: DB4178VS Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Form Rev. 5/8/212 Page 5 Project Rev. 7/22/214

6 - Interactive Volunteer Scheduling 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 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 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 7/22/214 Page 1 of 1

7 Project Summary As Of: 7/22/214 Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Benefits/Savings: Tangible Benefits Subtotal: Cost Avoidance Subtotal: Costs: Development Services Subtotal: 3,5 3,5 Hardware Subtotal: Software Subtotal: Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings Annual Total Costs 3,5 3,5 Annual Return on Investment (3,5) (3,5) Annual Costs/Savings Ratio.%.%.%.%.%.% Project Cumulative Statistics: Cumulative Total Savings Cumulative Total Costs 3,5 3,5 3,5 3,5 3,5 3,5 3,5 Cumulative Return on Investment (3,5) (3,5) (3,5) (3,5) (3,5) (3,5) (3,5) 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 roi_interactive_volunteer_website[1].xls/project Summary Date Printed: 7/22/214 Page 1 REV: June 27, 211

8 Savings Detail As Of: 7/22/214 Project Savings Category Unit Desc Rate per Unit Benefit/Savings Description Budget Category/Funding Source Units Total Savings Improved Communication with Center Volunteers Intangible Benefit none Improved ease of use and overall user experience Intangible Benefit Annual Multiplier roi_interactive_volunteer_website[1].xls/savings Detail Date Printed: 7/22/214 Page 2 REV: June 27, 211

9 Savings Detail As Of: 7/22/214 Benefit/Savings Description Project Savings Category Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 Improved Communication with Center Volunteers Improved ease of use and overall user experience Intangible Benefit Intangible Benefit roi_interactive_volunteer_website[1].xls/savings Detail Date Printed: 7/22/214 Page 3 REV: June 27, 211

10 Savings Summary As Of: 7/22/214 Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Tangible Benefit: Tangible Benefits Subtotal: Cost Avoidance: Cost Avoidance Subtotal: Intangible Benefit: Improved Communication with Center Volunteers Improved ease of use and overall user experience Savings Total: roi_interactive_volunteer_website[1].xls/savings Summary Date Printed: 7/22/214 Page 4 REV: June 27, 211

11 Cost Detail As Of: 7/22/214 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 ,5 x 3,5. IT Hours - System Maintenance Development Svcs HR 122 IT Hours - Customer Support Development Svcs HR 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 PC System - Acquisition Hardware 814 PC System - Maintenance Hardware 2,34 Notebook - Acquisition Hardware 1,223 Notebook - Maintenance Hardware 2,372 Tablet Notebook - Acquisition Hardware 2,12 Tablet Notebook - Maintenance Hardware Laserprinter - Acquisition Hardware 1,432 Laserprinter - Maintenance Hardware 1,14 Image Workstations - Acquisition Hardware Image Workstations - Maintenance Hardware 3,496 PC Maintenance User Owned Hardware 2,34 Printer Maintenance User Owned Hardware 1,72 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 8, 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 MS SQL Server Standard Per Processor - Includes Year 1 Maintenance 4,725 roi_interactive_volunteer_website[1].xls/cost Detail Date Printed: 7/22/214 Page 5 REV: June 27, 211

12 Cost Detail As Of: 7/22/214 Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost 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 Affects Project ROI? Annual Multiplier Y1 Y2 Y3 Y4 Y5 Y6 Y1 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 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 roi_interactive_volunteer_website[1].xls/cost Detail Date Printed: 7/22/214 Page 6 REV: June 27, 211

13 Cost Detail As Of: 7/22/214 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 MS SQL Server Standard Per Processor - Includes Year 1 Maintenance Potential Cost Extensions Y2 Y3 Y4 Y5 Y6 roi_interactive_volunteer_website[1].xls/cost Detail Date Printed: 7/22/214 Page 7 REV: June 27, 211

14 Cost Detail As Of: 7/22/214 Cost Description 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 Y2 Y3 Y4 Y5 Y6 roi_interactive_volunteer_website[1].xls/cost Detail Date Printed: 7/22/214 Page 8 REV: June 27, 211

15 As Of: 7/22/214 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 3,5 3,5 IT Hours - System Maintenance IT Hours - Customer Support IT Hours - Planned Maintenance User Hours - New Development User Hours - PTNE/OT Contractor Professional Services Development Services Subtotal: 3,5 3,5 Hardware: Hardware Subtotal: Software: Software Subtotal: : Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: 3,5 3,5 roi_interactive_volunteer_website[1].xls/cost Summary Date Printed: 7/22/214 Page 9 REV: June 27, 211

16 As Of: 7/22/214 Assumptions Date 19-Mar-14 Staff hours will be re-assigned to other work. Assumption Description roi_interactive_volunteer_website[1].xls/assumptions Date Printed: 7/22/214 Page 1 REV: June 27, 211