Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: Check Writing Software RFP Project ID: Leadership Group: Finance / Admin Department: Treasurer s Office Division: Disbursing Project Sponsor: Jody Defoe Date Requested: PM Customer No. 711 Request Type: Planned System Maintenance or Upgrade IT Team Name: Finance / Admin IT Team No: B Project Manager/Leader: Lynndon Cabatu Account Number: 4463 Account Description: TRE - System Enhancement Customer Name: Treasurers Grant Funded? No Mandate? No Mandate Source: Project Goal To request an RFP for check writing software that will create all existing payroll and disbursement checks, direct deposit notifications, archive files, and positive pay files so that all existing payment processing operations can effectively and efficiently migrate to the Window 7 operating system. Business Objective Identification of the most efficient check writing software that will accomplish the following objectives: Ensure 1% compatibility and support for check writing software with Information Technology operating systems. 1% integration of new technology with existing external import/export data sources. Migrate 1% of the check writing software computers to the existing planned upgrade to Windows 7. Major Deliverables Identification of the most efficient check writing software to maintain current operations. Form Rev. 5/8/212 Page 1 Project Rev. 11/27/213

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: Check Writing Software RFP Project ID: Approach Assist in preparing and sending out the RFP. Attend vendor software demonstrations. Assist in defining selection criteria. Participate in vendor/package section process. Identify any hardware requirements. Gain Approval of the software, hardware, operating system and database. platform to implement the check writing software. Research & Analysis SEMCOG County IT Collaboration Research Gartner Research Recommendation NACo Research Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users Six PC s 1 users Divisions Treasurer s Office / Disbursing Sheriff s Office / Inmate (booking) and Administration (bond) Leadership Groups Finance / Admin Form Rev. 5/8/212 Page 2 Project Rev. 11/27/213

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: Check Writing Software RFP Project ID: Risk Business Environment High-Project will negatively affect the business environment if implementation is unsuccessful. 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: Jody Defoe As needed Supervisor of Disbursing Lisa Johnson As needed Disbursing Coordinator Julie Maynard As needed Banking Institution PNC Bank (Sheriff Account/Payroll Account) Facilities Technical Funding IT Form Rev. 5/8/212 Page 3 Project Rev. 11/27/213

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: Check Writing Software RFP Project ID: Other Priority 4 Constraints Exclusions Form Rev. 5/8/212 Page 4 Project Rev. 11/27/213

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: Check Writing Software RFP Project ID: PROJECT PHASE AUTHORIZATION Phase(s): All Total Estimated Application Services Hours: 16 Cost: $19,52 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: 16 Cost: $19,52 Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: 16 Cost: $19,52 Form Rev. 5/8/212 Page 5 Project Rev. 11/27/213

6 Oakland County Department of Information Technology Project Scope and Approach Project Name: Check Writing Software RFP Project ID: Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Form Rev. 5/8/212 Page 6 Project Rev. 11/27/213

7 Information Technology Strategic Plan Alignment - Check Writing Software Provide an Enhanced Application Service Offering Increase 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 Utilize a formalized customer communication plan Implement Configuration Management Database to better identify IT Assets Provide a high-quality training program to empower employees through technology Build IT Staff expertise through professional development Expand capacity through ongoing organizational review and right sourcing Implement a Standardized Strategy Deliver services using a standardized shared technology infrastructure wherever 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 entrerprise architecture approach to technology planning, design and implementation Run Date 1/31/213 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: Costs: Development Services Subtotal: 19,52 19,52 Hardware Subtotal: Software Subtotal: Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings Annual Total Costs 19,52 19,52 Annual Return on Investment (19,52) (19,52) Annual Costs/Savings Ratio.%.%.%.%.%.% Project Cumulative Statistics: Cumulative Total Savings Cumulative Total Costs 19,52 19,52 19,52 19,52 19,52 19,52 19,52 Cumulative Return on Investment (19,52) (19,52) (19,52) (19,52) (19,52) (19,52) (19,52) 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 CheckWritingSoftware_ROI[1].xls/Project Summary Page 1 REV: June 27, 211

9 Savings Detail Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Move to supported version of check writing software Intangible Benefit Annual Multiplier CheckWritingSoftware_ROI[1].xls/Savings Detail Page 2 REV: June 27, 211

10 Savings Detail Benefit/Savings Description Move to supported version of check writing software Project Savings Category Intangible Benefit Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 CheckWritingSoftware_ROI[1].xls/Savings Detail Page 3 REV: June 27, 211

11 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: Cost Avoidance Subtotal: Intangible Benefit: Move to supported version of check writing software Savings Total: CheckWritingSoftware_ROI[1].xls/Savings Summary Page 4 REV: June 27, 211

12 Cost Detail 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 HR ,52 X IT Hours - System Maintenance Development Svcs 122 IT Hours - Customer Support Development Svcs 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 Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 CheckWritingSoftware_ROI[1].xls/Cost Detail Page 5 REV: June 27, 211

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 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 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 TBD TBD TBD TBD Internet Access 18 Project Staff Training Training User Training Training CheckWritingSoftware_ROI[1].xls/Cost Detail Page 6 REV: June 27, 211

14 Cost Detail 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 Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 19,52. CheckWritingSoftware_ROI[1].xls/Cost Detail Page 7 REV: June 27, 211

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 CheckWritingSoftware_ROI[1].xls/Cost Detail Page 8 REV: June 27, 211

16 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 19,52 19,52 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: 19,52 19,52 Hardware: Hardware Subtotal: Software: Software Subtotal: : Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: 19,52 19,52 CheckWritingSoftware_ROI[1].xls/Cost Summary Page 9 REV: June 27, 211

17 Date Assumptions Assumption Description CheckWritingSoftware_ROI[1].xls/Assumptions Page 1 REV: June 27, 211