Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: FOIA Management System Leadership Group: Finance/Admin Administration Department: County Executive Project Sponsor: Keith J. Lerminiaux Division: Corporation Counsel Date Requested: 6/05/15 PM Customer No. 115 Request Type: New Development IT Team Name: Health Finance Admin IT Team No: 8 Project Manager/Leader: Mark Kanczuzewski Account Number: Account Description: Corporation Counsel Customer Name: Corporation Counsel Grant Funded? No Mandate? No Mandate Source: Project Goal To evaluate and implement a Public Records Management System for the Freedom of Information Act (FOIA) so that an automated system can be used to request, track, search and report on current and historical FOIA requests. Business Objective Gather the details to create and process a Request for Proposal (RFP) to ensure automation including workflow management, meta data tracking, auditing, alerts, reporting, document management, and security management. Major Deliverables Conduct & document needs assessment of current process Develop RFP Document Vendor Selection Criteria Matrix Vendor Selection Decision Vendor Statement of Work Approved Vendor Contract Approach Create Work Breakdown Structure in Clarity for project Define and document solution requirements Develop the RFP Document Select Vendor based on demonstrations & evaluations Review Statement of Work Review Vendor contract Form Rev. 03/22/2012 Page 1 Project Rev. 7/16/2015

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: FOIA Management System Business Objective Implement the selected Public Records Management System referenced above. Major Deliverables Create Project Plan Create technical system design document, if needed Document customizations to the solution, if needed Create & execute test plans, if needed Develop production rollout plan Develop/update training and support documents Approach Create Work Breakdown Structure in Clarity for project Configure and customize solution Application functional testing Acquire User Acceptance Sign off Update/Develop User Documentation, SLA, Disaster Recovery Toolkit, Service Center, Knowledge Documents Rollout application into production Post Implementation support Research & Analysis SEMCOG IT Asset Catalog Research Research Conducted Nothing Found Gartner Research NACo Application Store Research Conducted Nothing Found Benefits See Return on Investment (ROI) Analysis Document Improved Service Form Rev. 03/22/2012 Page 2 Project Rev. 7/16/2015

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: FOIA Management System Impact Number of Users 25+ Divisions Corporation Counsel and non-elected official departments Leadership Groups Finance Administration Risk Business Environment Medium Project will require some changes to existing business processes. Technical Environment Low Proven and previously implemented technologies. 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: Keith J. Lerminiaux As Needed Project Contacts: Sharon Cullen Patricia Davis Joellen Shortley As Needed As Needed As Needed Facilities Technical Funding Form Rev. 03/22/2012 Page 3 Project Rev. 7/16/2015

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: FOIA Management System Other The program is sponsored by Corporate Counsel and will be used by multiple departments throughout the County for FOIA requests. Priority Constraints Exclusions Form Rev. 03/22/2012 Page 4 Project Rev. 7/16/2015

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: FOIA Management System PROJECT PHASE AUTHORIZATION Phase(s): All Total Estimated Application Services Hours: 462 Cost: $59,136 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: 462 Cost: $59,136 Grand Total Estimated Development Hours: 462 Cost: $59,136 Form Rev. 03/22/2012 Page 5 Project Rev. 7/16/2015

6 Oakland County Department of Information Technology Project Scope and Approach Project Name: FOIA Management System Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Form Rev. 03/22/2012 Page 6 Project Rev. 7/16/2015

7 D84115FM - FOIA 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 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 X 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 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 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 7/10/2015 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: Cost Avoidance Subtotal: 10,000 10,400 10,816 11,249 11,699 12,167 66,330 Costs: Development Services Subtotal: 75,636 2,440 2,440 2,440 2,440 2,440 87,836 Subtotal: Software Subtotal: 0 28,500 28,500 28,500 28,500 28, ,500 Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 10,000 10,400 10,816 11,249 11,699 12,167 66,330 Annual Total Costs 75,636 30,940 30,940 30,940 30,940 30, ,336 Annual Return on Investment (65,636) (20,540) (20,124) (19,691) (19,241) (18,773) (164,006) Annual Costs/Savings Ratio % % % % % % Project Cumulative Statistics: Cumulative Total Savings 10,000 20,400 31,216 42,465 54,163 66,330 66,330 Cumulative Total Costs 75, , , , , , ,336 Cumulative Return on Investment (65,636) (86,176) (106,300) (125,991) (145,233) (164,006) (164,006) 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 FOIA_Management_System_ROI.xlsx/Project Summary Page 1 REV: June 27, 2011

9 Savings Detail Affects Project ROI? Potential Savings Extensions Benefit/Savings Description Project Savings Category Unit Desc Units Rate per Unit Total Savings Annual Multiplier Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 Ability for FOIA requests to be requested through an automated system. Intangible Benefit HR Ability to auto route, escalate, track, distribute, log and manage each request in an automated system. Intangible Benefit HR Ability for all impacted parties/departments to review the details of a request its progress. Intangible Benefit HR Ability to more efficiently meet the deadlines associated to the FOIA request by getting automated notifications. Intangible Benefit HR Ability to incorporate and standardize invoices for fee/payment portion of a FOIA request, where applicable, using a third party tool. Intangible Benefit HR Ability to search one system for all current and previous FOIA data requests. Intangible Benefit HR Ability to store documents relating to a request in a single location for easy retrieval. Intangible Benefit HR Reduce lawsuit payments resulting from wrongful denials and/or late responses Cost Avoidance ANN 1 10,000 10, X X X X X X 10, , , , , , FOIA_Management_System_ROI.xlsx/Savings Detail Page 2 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: Cost Avoidance: Reduce lawsuit payments resulting from wrongful denials and/or late responses 10,000 10,400 10,816 11,249 11,699 12,167 Cost Avoidance Subtotal: 10,000 10,400 10,816 11,249 11,699 12,167 66,330 Intangible Benefit: Ability for FOIA requests to be requested through an automated system. Ability to auto route, escalate, track, distribute, log and manage each request in an automated system. Ability for all impacted parties/departments to review the details of a request its progress. Ability to more efficiently meet the deadlines associated to the FOIA request by getting automated notifications. Ability to incorporate and standardize invoices for fee/payment portion of a FOIA request, where applicable, using a third party tool. Ability to search one system for all current and previous FOIA data requests. Ability to store documents relating to a request in a single location for easy retrieval. Savings Total: 10,000 10,400 10,816 11,249 11,699 12,167 66,330 FOIA_Management_System_ROI.xlsx/Savings Summary Page 3 REV: June 27, 2011

11 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 - FOIA Implementation Development Svcs / Corporation Counsel HR , x IT Hours - System Maintenance Development Svcs / Corporation Counsel HR ,220 x x x x x IT Hours - Customer Support Development Svcs / Corporation Counsel HR ,220 x x x x x User Hours - New Development Development Svcs 0 User Hours - PTNE/OT Development Svcs 0 Contractor Professional Services Development Svcs / Corporation Counsel 1 16,500 16,500 x PC System - Acquisition PC System - Maintenance 2,304 0 Notebook - Acquisition 1,223 0 Notebook - Maintenance 2,372 0 Tablet Notebook - Acquisition 2,012 0 Tablet Notebook - Maintenance 0 Laserprinter - Acquisition 1,432 0 Laserprinter - Maintenance 1,104 0 Image Workstations - Acquisition 0 Image Workstations - Maintenance 3,496 0 PC Maintenance User Owned 2,304 0 Printer Maintenance User Owned 1,072 0 Package Software - Acquisition Software 0 x Package Software - Maintenance Software / Corporation Counsel 1 28,500 28,500 x x x x x Business Objects Access Software 0 Term Emulation SFTW-Acquisition Software 0 Term Emulation SFTW-Maintenance Software 0 Server - Acquisition/Upgrade 8,000 0 Server - Maintenance Server Sftwre - Acquisition/Upgrade Server Sftwre - Maintenance 0 Server Rack Mount 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 FOIA_Management_System_ROI.xlsx/Cost Detail Page 4 REV: June 27, 2011

12 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 - 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 FOIA_Management_System_ROI.xlsx/Cost Detail Page 5 REV: June 27, 2011

13 Cost Detail Project Cost Category Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Software Software Software Software Software Cost Description IT Hours - FOIA Implementation IT Hours - System Maintenance IT Hours - Customer Support 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 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 Y1 Y2 Y3 Y4 Y5 Y6 59, , , , , , , , , , , , , , , , , FOIA_Management_System_ROI.xlsx/Cost Detail Page 6 REV: June 27, 2011

14 Cost Detail 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 Y1 Y2 Y3 Y4 Y5 Y6 FOIA_Management_System_ROI.xlsx/Cost Detail Page 7 REV: June 27, 2011

15 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - FOIA Implementation 59,136 59,136 IT Hours - System Maintenance 1,220 1,220 1,220 1,220 1,220 6,100 IT Hours - Customer Support 1,220 1,220 1,220 1,220 1,220 6,100 Contractor Professional Services 16,500 16,500 Development Services Subtotal: 75,636 2,440 2,440 2,440 2,440 2,440 87,836 : Subtotal: Software: Package Software - Maintenance 28,500 28,500 28,500 28,500 28, ,500 Software Subtotal: 28,500 28,500 28,500 28,500 28, ,500 : Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: 75,636 30,940 30,940 30,940 30,940 30, ,336 FOIA_Management_System_ROI.xlsx/Cost Summary Page 8 REV: June 27, 2011

16 Date Assumptions Assumption Description FOIA_Management_System_ROI.xlsx/Assumptions Page 9 REV: June 27, 2011