Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: IT PSRS System Replacement Project ID: DH7181PS Leadership Group: Internal Services Department: Information Technology Division: Internal Services Project Sponsor: Janette McKenna Date Requested: 4/19/16 PM Customer No. 181 Request Type: New Development Enhancement Customer Support Planned System Maintenance or Upgrade IT Team Name: Internal Services IT Team No: H Project Manager/Leader: Sue Proksch Account Number: 171 Account Description: Admin Div Dev & Support Customer Name: IT Admin Grant Funded? Yes No Mandate? Yes No Mandate Source: Project Goal To implement a new Professional Services Requisition System so that automated requisitions can be sent to approved Professional Services vendors so that qualified candidates can be interviewed and selected. Business Objective The current IT PSRS System is an internally developed system that was written in 27. While functional, the system is inefficient and prone to unreliability, particularly when it comes to admin functionality. This project seeks to replace PSRS with a more modern, internally developed solution. Major Deliverables Detailed Project Plan Application and/or System Requirements Training Plan User Acceptance Test Plan Implementation Plan Training / User Manual Service Level Agreement Disaster Recovery Toolkit Service Center Knowledge Documents Software implementation Form Rev. 11/5/215 Page 1 Project Rev. 7/11/216

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: IT PSRS System Replacement Project ID: DH7181PS Approach Develop Detailed Project Plan Review current business process and conduct needs assessment Document system requirements Determine and document system architecture and diagram Tech review and acceptance Develop software Develop Implementation Plan Develop User Acceptance Test Plan Test new software Acquire User Acceptance Sign-off Conduct Change Control Develop User Documentation, SLA, Disaster Recovery Toolkit, Service Center Knowledge Documents Train users on new software Release new software into production Research & Analysis Gartner Research Recommendation NACo Application Store Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users 75 Divisions All Leadership Groups All Form Rev. 11/5/215 Page 2 Project Rev. 7/11/216

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: IT PSRS System Replacement Project ID: DH7181PS Risk Business Environment Low Little or no impact to existing business processes Technical Environment 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: Janette McKenna As Needed Facilities Technical Funding Other Form Rev. 11/5/215 Page 3 Project Rev. 7/11/216

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: IT PSRS System Replacement Project ID: DH7181PS Priority Constraints Exclusions Form Rev. 11/5/215 Page 4 Project Rev. 7/11/216

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: IT PSRS System Replacement Project ID: DH7181PS PROJECT PHASE AUTHORIZATION Phase(s): All Total Estimated Application Services Hours: 19 Cost: $26,22 Total Estimated Technical Systems Hours: 168 Cost: $13,248 Total Estimated CLEMIS Hours: Cost: Total Estimated Internal Services Hours: 45 Cost: $62,79 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: 813 Cost: $12,258 Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: Cost: Form Rev. 11/5/215 Page 5 Project Rev. 7/11/216

6 Oakland County Department of Information Technology Project Scope and Approach Project Name: IT PSRS System Replacement Project ID: DH7181PS Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Date: Date: Form Rev. 11/5/215 Page 6 Project Rev. 7/11/216

7 DR7181PS - IT PSRS System Replacement Provide an Enhanced Application Service Offering Information Technology Strategic Plan Alignment 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 expand 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 X 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 6/21/216 Page 1 of 1

8 Project Summary As Of: 6/21/216 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: 12,258 12,258 Subtotal: Software Subtotal: Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings Annual Total Costs 12,258 12,258 Annual Return on Investment (12,258) (12,258) Annual Costs/Savings Ratio.%.%.%.%.%.% Project Cumulative Statistics: Cumulative Total Savings Cumulative Total Costs 12,258 12,258 12,258 12,258 12,258 12,258 12,258 Cumulative Return on Investment (12,258) (12,258) (12,258) (12,258) (12,258) (12,258) (12,258) Cumulative Cost/Savings Ratio.%.%.%.%.%.%.% 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: IT PSRS System Replacement ROI.xlsx/Project Summary Date Printed: 7/11/216 Page 1 REV: February 24, 212

9 Savings Detail As Of: 6/21/216 Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Annual Multiplier Improved stability of PSRS application Intangible Benefit Improved admin and management capabilities of PSRS application Intangible Benefit IT PSRS System Replacement ROI.xlsx/Savings Detail Date Printed: 7/11/216 Page 2 REV: February 24, 212

10 Savings Detail As Of: 6/21/216 Benefit/Savings Description Improved stability of PSRS application Improved admin and management capabilities of PSRS application Project Savings Category Intangible Benefit Intangible Benefit Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 IT PSRS System Replacement ROI.xlsx/Savings Detail Date Printed: 7/11/216 Page 3 REV: February 24, 212

11 Savings Summary As Of: 6/21/216 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 stability of PSRS application Improved admin and management capabilities of PSRS application Savings Total: IT PSRS System Replacement ROI.xlsx/Savings Summary Date Printed: 7/11/216 Page 4 REV: February 24, 212

12 Cost Detail As Of: 6/21/216 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 EA ,258 x IT Hours - System Maintenance Development Svcs 138 IT Hours - Customer Support Development Svcs 138 IT Hours - Planned Maintenance Development Svcs 138 User Hours - New Development Development Svcs User Hours - PTNE/OT Development Svcs Contractor Professional Services Development Svcs PC System - Acquisition 814 PC System - Maintenance 2,34 Notebook - Acquisition 1,223 Notebook - Maintenance 2,372 Tablet Notebook - Acquisition 2,12 Tablet Notebook - Maintenance Laserprinter - Acquisition 1,432 Laserprinter - Maintenance 1,14 Image Workstations - Acquisition Image Workstations - Maintenance 3,496 PC Maintenance User Owned 2,34 Printer Maintenance User Owned 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 MS SQL Server Standard Per Processor - Includes Year 1 Maintenance 4,725 MS SQL Server Standard Per Processor - Year 2 and Beyond 946 Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 IT PSRS System Replacement ROI.xlsx/Cost Detail Date Printed: 7/11/216 Page 5 REV: February 24, 212

13 Cost Detail As Of: 6/21/216 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 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 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 Annual Multiplier Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 Websphere ND Per Processor Single/Dual Core - Year 2 and Beyond 2,635 SSL Certificate 845 Internet Access 18 Project Staff Training Training User Training Training App Code Directories on Consolidated IIS Server (Virtual) ANN 415 Database (5 GB) on Consolidated SQL Instance Server ANN 93 Database Instance (125 GB DB) on Consolidated SQL Server ANN 2,395 Database SQL Maint Server ANN 834 Database SQL Server Physical ANN 19,158 DB Maintenance (Annual Cycle $61) ANN 61 DB Maintenance (Semi-Annual Cycle $122) ANN 1,22 DB Maintenance (Semi-Annual Cycle $244) ANN 2,44 Dedicated Virtual Server ANN 4,15 IT PSRS System Replacement ROI.xlsx/Cost Detail Date Printed: 7/11/216 Page 6 REV: February 24, 212

14 Cost Detail As Of: 6/21/216 Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost File Space (1GB) ANN 173 Internet Bandwidth per MB ANN 75 DB Instance Setup 976 DBA MS SQL Database Creation on Exisitng Instance 366 DBA MS SQL Installation and Instance Creation (1hrs) 1,22 DBA MS SQL Instance Creation on Consolidated or Existing Server (8hrs) 976 Server Admin App Code Virtual Directory Setup (1hr) 122 Server Admin Install Physical Server / Install OS (12hrs) 1,464 Server Admin Virtual Machine Creation (5hrs) 61 Annual Multiplier Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 IT PSRS System Replacement ROI.xlsx/Cost Detail Date Printed: 7/11/216 Page 7 REV: February 24, 212

15 Cost Detail As Of: 6/21/216 Cost Description IT Hours - New Development IT Hours - System Maintenance IT Hours - Customer Support IT Hours - Planned Maintenance User Hours - New Development User Hours - PTNE/OT Contractor Professional Services PC System - Acquisition PC System - Maintenance Notebook - Acquisition Notebook - Maintenance Tablet Notebook - Acquisition Tablet Notebook - Maintenance Laserprinter - Acquisition Laserprinter - Maintenance Image Workstations - Acquisition Image Workstations - Maintenance PC Maintenance User Owned Printer Maintenance User Owned Package Software - Acquisition Package Software - Maintenance Business Objects Access Term Emulation SFTW-Acquisition Term Emulation SFTW-Maintenance Server - Acquisition/Upgrade Server - Maintenance Server Sftwre - Acquisition/Upgrade Server Sftwre - Maintenance Server Rack Mount MS SQL Server Standard Per Processor - Includes Year 1 Maintenance MS SQL Server Standard Per Processor - Year 2 and Beyond Project Cost Category Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Software Software Software Software Software Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 12,258. IT PSRS System Replacement ROI.xlsx/Cost Detail Date Printed: 7/11/216 Page 8 REV: February 24, 212

16 Cost Detail As Of: 6/21/216 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 Project Cost Category Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 Websphere ND Per Processor Single/Dual Core - Year 2 and Beyond SSL Certificate Internet Access Project Staff Training Training User Training Training App Code Directories on Consolidated IIS Server (Virtual) Database (5 GB) on Consolidated SQL Instance Server Database Instance (125 GB DB) on Consolidated SQL Server Database SQL Maint Server Database SQL Server Physical DB Maintenance (Annual Cycle $61) DB Maintenance (Semi-Annual Cycle $122) DB Maintenance (Semi-Annual Cycle $244) Dedicated Virtual Server IT PSRS System Replacement ROI.xlsx/Cost Detail Date Printed: 7/11/216 Page 9 REV: February 24, 212

17 Cost Detail As Of: 6/21/216 Cost Description File Space (1GB) Internet Bandwidth per MB DB Instance Setup DBA MS SQL Database Creation on Exisitng Instance DBA MS SQL Installation and Instance Creation (1hrs) DBA MS SQL Instance Creation on Consolidated or Existing Server (8hrs) Server Admin App Code Virtual Directory Setup (1hr) Server Admin Install Physical Server / Install OS (12hrs) Server Admin Virtual Machine Creation (5hrs) Project Cost Category Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 IT PSRS System Replacement ROI.xlsx/Cost Detail Date Printed: 7/11/216 Page 1 REV: February 24, 212

18 Cost Summary As Of: 6/21/216 Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 12,258 12,258 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: 12,258 12,258 : Subtotal: Software: Software Subtotal: : Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: 12,258 12,258 IT PSRS System Replacement ROI.xlsx/Cost Summary Date Printed: 7/11/216 Page 11 REV: February 24, 212

19 Assumptions As Of: 6/21/216 Date 21-Jun-16 Assumption Description While Application Services has estimated the work on this program will be minimal, it's still an internally developed program with few to no outside analogues so the work effort is still largely unknown. It is assumed, due to the specific requirements of this application, that no out of the box alternative exists IT PSRS System Replacement ROI.xlsx/Assumptions Date Printed: 7/11/216 Page 12 REV: February 24, 212