Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: Destination Oakland Community Calendar Project ID: Leadership Group: Land Department: Parks & Recreation and EDCA Division: Parks & Economic Development Project Sponsor: Dan Stencil & Matthew Gibb Date Requested: 04/12/2012 PM Customer No. 561 & 191 Request Type: XX New Development Enhancement Customer Support Planned System Maintenance or Upgrade IT Team Name: Land Application Services IT Team No: 8 Project Manager/Leader: Kimberly Wraight Account Number: TBD Account Description: TBD Customer Name: Parks & EDCA Grant Funded? Yes No X Mandate? Yes No X Mandate Source: Project Goal To improve access to recreation activities through the creation of an online Community Calendar that will display upcoming recreational events offered by all Oakland County communities so that citizens and visitors of Oakland County can fully utilize the diverse recreation options available throughout the county. Business Objective(s) To expand the Destination Oakland website and improve the quality of life in Oakland County through the creation of a centralized Community Calendar that will display upcoming recreation events across all Oakland County communities and public recreation providers. To develop strategy, communication plan, security model and technology required to allow distributed editing of calendar events by stakeholders. To provide mobile phone users the ability to easily find community events across Oakland County. Major Deliverables Detailed Project Plan Business Requirements Documentation Application Specifications Document Community Calendar Website Administrative Module for Calendar Submissions Form Rev. 08/29/2008 Page 1 Project Rev. 7/9/2012

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: Destination Oakland Community Calendar Project ID: Service Center Scripts and DR Toolkit Updates Approach Develop Detailed project plan Conduct Requirements Meeting(s) with Stakeholders Develop Business Requirements Document Develop Application Specification Document Develop Application Conduct User Acceptance Testing Achieve Stakeholder Buy-In Develop/Update DR Toolkit Update User Documentation Attend Change Control Roll to Production Acquire Customer Sign-Off and Close Project Research and Analysis SEMCOG County IT Collaboration Research SEMCOG search yielded no results Gartner Research Recommendation Gartner research yielded no results Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users 10 OCPR Staff Users 5 EDCA Staff Users 100 Community Recreation Provider Users 15,000-20,000 Public Recreational Users Other Potential Stakeholders: 62 Oakland County Municipalities Huron-Clinton Metroparks Michigan Department of Natural Resources Divisions Parks & Recreation and EDCA Leadership Groups Land Form Rev. 08/29/2008 Page 2 Project Rev. 7/9/2012

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: Destination Oakland Community Calendar Project ID: Risk Business Environment Medium Requires some changes 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 detailed project plan. Parks and Recreation and EDCA staff will be available as needed throughout the project Facilities IT conference rooms and training labs as needed Technical Application will reside on County s existing SharePoint infrastructure. Recreation providers will not be able to post to the calendar directly. Workflow will be developed to accommodate a review and approval process. Community Calendar will be built upon the existing Destination Oakland Calendar Destination Oakland will be upgraded to the County enterprise s standard version of SharePoint before this project begins. Funding Information Technology Other Form Rev. 08/29/2008 Page 3 Project Rev. 7/9/2012

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: Destination Oakland Community Calendar Project ID: Priority: TBD Constraints Participation by recreation providers. Exclusions Project does not include private recreation providers or school/school districts. Project does not include contacting potential partners to achieve stakeholder buy-in. Project does not include marketing the site to recreation providers and the public. Form Rev. 08/29/2008 Page 4 Project Rev. 7/9/2012

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: Destination Oakland Community Calendar Project ID: PROJECT PHASE AUTHORIZATION Phase(s): ALL Total Estimated Application Services Hours: 811 Cost: $98,942 Total Estimated Technical Systems Hours: 4 Cost: $0 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: Date: Date: Date: Date: IT Management Approval: Approved: Yes No Date: Reason: Project Sponsor Approval: Title: Date: PROJECT SUMMARY Authorized Development (see above) Hours: 815 Cost: $98,942 Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: 815 Cost: $98,942 Form Rev. 08/29/2008 Page 5 Project Rev. 7/9/2012

6 Oakland County Department of Information Technology Project Scope and Approach Project Name: Destination Oakland Community Calendar Project ID: Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Date: Date: Form Rev. 08/29/2008 Page 6 Project Rev. 7/9/2012

7 Information Technology Strategic Plan Alignment D82191DO - Destination Oakland Community Calendar Provide an Enhanced Application Service Offering Increase application integration through web services Research and develop a Constituent Relationship Management (CRM) strategy Promote mobility and location integration in business applications Utilize ecommerce platform to offset costs and expand product offerings to customers X Improve the quality, reliability and availability of all applications Increase the agility and responsiveness of business units by expanding customer analytics Leverage the County's Internet presence and portal as a branded consolidated point of access to all County information and services through a web browser Centralize identity and access management for all applications and content X Enhance ability to provide effective and timely customer (County departments and CVTs) service Implement a centralized service center strategy to provide a single point of contact for service delivery Implement the IT Library (ITIL) best practice framework for IT Service Management Define a service and support strategy that clearly identifies the IT service provided Provide a high-quality training program to empower employees through technology Develop a formalized customer communication plan Build IT Staff expertise through professional development Expand capacity through ongoing organizational review and selective outsourcing Implement a Standardized Strategy Deliver services using a shared technology infrastructure wherever possible Implement a Microsoft infrastructure strategy Implement a consolidated security strategy Establish a standard personal computing hardware and software product suite, SLA, and replacement schedule for all County personal computers Establish support cost model and SLA for all offerings outside Improve service availability through network design and management strategies Establish enhanced capacity planning and recovery management strategies Run Date 6/20/2012 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: 2,304 2,350 2,397 2,445 2,494 2,544 14,534 Costs: Development Services Subtotal: 99,430 5,856 5,856 5,856 5,856 5, ,710 Hardware Subtotal: Software Subtotal: Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 2,304 2,350 2,397 2,445 2,494 2,544 14,534 Annual Total Costs 99,430 5,856 5,856 5,856 5,856 5, ,710 Annual Return on Investment (97,126) (3,506) (3,459) (3,411) (3,362) (3,312) (114,176) Annual Costs/Savings Ratio % % % % % % Project Cumulative Statistics: Cumulative Total Savings 2,304 4,654 7,051 9,496 11,990 14,534 14,534 Cumulative Total Costs 99, , , , , , ,710 Cumulative Return on Investment (97,126) (100,632) (104,091) (107,502) (110,864) (114,176) (114,176) 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: app/project Summary Page 1 REV: June 27, 2011

9 Savings Detail Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Annual Multiplier Staff time saved by eliminating the need to collect community event information for EDCA marketing publications. Cost Avoidance EDCA Staff Budget HR , By calling attention to the richness of community events, the Calendar will better position Oakland County as a recreational destination. Intangible Benefit 0 OCPR is funded through a county-wide millage and the value of OCPR investment is not viewed as equally distributed across the County. The management of a Community Calendar would be seen as an additional value (marketing and promotional investment) that OCPR returns to each CVT Intangible Benefit 0 The Community Calendar will create a rich portfolio of recreation opportunities in Oakland County that could be used by Global Oakland and regional tourism promotions Intangible Benefit 0 Improve quality of life in Oakland County though increased awareness of recreational opportunities throughout Oakland County Intangible Benefit 0 Increase the use and awareness of Destination Oakland Intangible Benefit 0 Increase attendance at OCPR events by scheduling activities around communities calendars Intangible Benefit 0 Reduce the cost of marketing for participating local municipalities Cost Avoidance 0 app/savings Detail Page 2 REV: June 27, 2011

10 Savings Detail Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Resulting database will provide content for Oakland County Prosper newletter and additional EDCA marketing materials Intangible Benefit Annual Multiplier app/savings Detail Page 3 REV: June 27, 2011

11 Savings Detail Benefit/Savings Description Staff time saved by eliminating the need to collect community event information for EDCA marketing publications. Project Savings Category Cost Avoidance Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 x x x x x x 2, , , , , , By calling attention to the richness of community events, the Calendar will better position Oakland County as a recreational destination. Intangible Benefit OCPR is funded through a county-wide millage and the value of OCPR investment is not viewed as equally distributed across the County. The management of a Community Calendar would be seen as an additional value (marketing and promotional investment) that OCPR returns to each CVT Intangible Benefit The Community Calendar will create a rich portfolio of recreation opportunities in Oakland County that could be used by Global Oakland and regional tourism promotions Intangible Benefit Improve quality of life in Oakland County though increased awareness of recreational opportunities throughout Oakland County Intangible Benefit Increase the use and awareness of Destination Oakland Intangible Benefit Increase attendance at OCPR events by scheduling activities around communities calendars Intangible Benefit Reduce the cost of marketing for participating local municipalities Cost Avoidance app/savings Detail Page 4 REV: June 27, 2011

12 Savings Detail Benefit/Savings Description Resulting database will provide content for Oakland County Prosper newletter and additional EDCA marketing materials Project Savings Category Intangible Benefit Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 app/savings Detail Page 5 REV: June 27, 2011

13 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: Staff time saved by eliminating the need to collect community event information for EDCA marketing publications. 2,304 2,350 2,397 2,445 2,494 2,544 14,534 Cost Avoidance Subtotal: 2,304 2,350 2,397 2,445 2,494 2,544 14,534 Intangible Benefit: By calling attention to the richness of community events, the Calendar will better position Oakland County as a recreational destination. OCPR is funded through a county-wide millage and the value of OCPR investment is not viewed as equally distributed across the County. The management of a Community Calendar would be seen as an additional value (marketing and promotional investment) that OCPR returns to each CVT app/savings Summary Page 6 REV: June 27, 2011

14 Savings Summary Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total The Community Calendar will create a rich portfolio of recreation opportunities in Oakland County that could be used by Global Oakland and regional tourism promotions Improve quality of life in Oakland County though increased awareness of recreational opportunities throughout Oakland County Increase the use and awareness of Destination Oakland Increase attendance at OCPR events by scheduling activities around communities calendars Reduce the cost of marketing for participating local municipalities Resulting database will provide content for Oakland County Prosper newletter and additional EDCA marketing materials Savings Total: 2,304 2,350 2,397 2,445 2,494 2,544 14,534 app/savings Summary Page 7 REV: June 27, 2011

15 Cost Detail 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 , x 99, IT Hours - System Maintenance Development Svcs HR x x x x x IT Hours - Customer Support Development Svcs HR ,880 x x x x x IT Hours - Planned Maintenance Development Svcs 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 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 app/cost Detail Page 8 REV: June 27, 2011

16 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 Affects Project ROI? Annual Multiplier Y1 Y2 Y3 Y4 Y5 Y6 Y1 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 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 app/cost Detail Page 9 REV: June 27, 2011

17 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 MS SQL Server Standard Per Processor - Includes Year 1 Maintenance Potential Cost Extensions Y2 Y3 Y4 Y5 Y , , , , , app/cost Detail Page 10 REV: June 27, 2011

18 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 Y2 Y3 Y4 Y5 Y6 app/cost Detail Page 11 REV: June 27, 2011

19 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 99,430 99,430 IT Hours - System Maintenance ,880 IT Hours - Customer Support 4,880 4,880 4,880 4,880 4,880 24,400 IT Hours - Planned Maintenance User Hours - New Development User Hours - PTNE/OT Contractor Professional Services Development Services Subtotal: 99,430 5,856 5,856 5,856 5,856 5, ,710 Hardware: Hardware Subtotal: Software: Software Subtotal: : Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: 99,430 5,856 5,856 5,856 5,856 5, ,710 app/cost Summary Page 12 REV: June 27, 2011

20 Assumptions Date Assumption Description 26-Mar-12 Assumes project will start in Mar-12 Huron-Clinton-Metroparks and the Michigan Department of Natural Resources could participate in this endeavor. 26-Mar-12 There are 62 local municipalities that could potentially participate in this endeavor. 26-Mar-12 Each participating entity will maintain their own list of events 26-Mar-12 OCPR or EDCA will be responsible for approving all calendar entries before they are published 26-Mar-12 OCPR will be responsible for contacting the potential participants to get buy in and data. 26-Mar-12 Project does not include private recreation providers or school/school districts. 26-Mar-12 There will not be a fee to participate as a recreation provider. 28-Mar-12 Staff savings assumes 4 hrs per month times one staff member app/assumptions Page 13 REV: June 27, 2011