Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: Asset Management / Configuration Management Database Program Project ID: DR4181C2 Leadership Group: IT Steering Committee Department: Information Technology Division: Internal Services Project Sponsor: Phil Bertolini Date Requested: May 16, 2006 PM Customer No. 181 Request Type: XX New Development Enhancement Customer Support Planned System Maintenance or Upgrade IT Team Name: Internal Services IT Team No: R Project Manager/Leader: Patty Salter Account Number: Account Description: Admin Division Development and Support Customer Name: Information Technology Grant Funded? Yes No XX Mandate? Yes No XX Mandate Source: Project Goal Based on ITIL best practices, implement CA s Asset Management and Configuration Management Database (CMDB) that will maintain an accurate and up to date IT infrastructure model so that support will be improved for Incident, Change, Problem and Release Management. The CMDB will allow for complete impact assessments, identifying Configuration Item (CI) details and relationships, improved financial planning (maintenance and support costs), accurate billing and improved security (location mapping and versioning). Business Objective #1 Continue to perform an assessment of Asset Management and CMDB requirements for Service Center; analyze existing processes and CIs to determine CMDB strategy, process and control. Major Deliverables Continue creating an Assessment document for implementing Asset Management and Configuration Management in Service Center including, but not limited to, Service Center environment and architecture review, building and implementing the CMDB, processes and controls for managing the CMDB, CI requirements including naming conventions, relationships, lifecycle strategy, controls (adding new items, updating and synchronizing), reporting requirements (status & billing) and Audit/review criteria. Assessment Phase Status Reports Issues Document Project Status Reports Assessment Approval Test Scripts and Plan Detail project plan including Implementation Phase Incident, Change and Problem Management Integration Plan Form Rev. 04/17/2006 Page 1 Project Rev. 04/30/10

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: Asset Management / Configuration Management Database Program Project ID: DR4181C2 Approach Professional Services and OCIT Internal Services will continue: Conduct discovery sessions with appropriate OCIT representatives. Identify and gather all necessary requirements for CMDB. Document current process flow and CI requirements. Identify CI s requirements including families, classes, companies, company s type and service statuses. Obtain recommendations from Professional Services vendor regarding Service Center capabilities to support the desired business objective. Identify and determine Service Center customizations to obtain documented business objective and review impact. Document any issues that need to be considered, reviewed or escalated. Present assessment to appropriate levels of management for approval. Build the test, training, integration and implementation project plan and determine release dates. Business Objective #2 Implement Configuration Management in Service Center to help support Incidents, Change and/or Problem Management and help reduce reported problems as a result of changes made to production environments. Major Deliverables Update Project Plan Identified and Inventoried Assets Identified Components/Configurations Prototype with ITIL Process Flows Installation and Configuration in Dev and QA Environments Revised Billing Interface Integration with Service Center and Change Management Disaster Recovery Toolkit Updated Knowledge Base Updated Service Center Handbook Trained Staff Implement Configuration Management in Service Center Production environment. Form Rev. 04/17/2006 Page 2 Project Rev. 04/30/10

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: Asset Management / Configuration Management Database Program Project ID: DR4181C2 Approach Professional Services and OCIT Internal Services will: Install Configuration Management Database in the Dev and QA environments. Review, create and update test scripts Create and update all necessary documentation; processes, procedures, Service Center Handbook, Knowledge Documents and toolkit. Execute the Test plan in the Dev and QA environment. Conduct Workshops to train OCIT staff. Implement Configuration Management in Production environment. Provide post implementation support. Research & Analysis SEMCOG County IT Collaboration Research N/A Gartner Research Recommendation Not Applicable NACo Application Store Nothing Found Benefits See Return on Investment (ROI) Analysis Document (ROI completed for program that includes Analysis, Requirements & RFP project, Prototype Project, and Implementation project). Impact Number of Users: 200 Divisions: Information Technology Form Rev. 04/17/2006 Page 3 Project Rev. 04/30/10

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: Asset Management / Configuration Management Database Program Project ID: DR4181C2 Leadership Groups: Internal Services Risk Business Environment Medium Project will require 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 attached project plan. Other Staffing: additional staffing will be available as follows: Role: Name Hours per Day Project Sponsor: Phil Bertolini As needed Facilities Professional Services vendor staff will have access to Oakland County and working space for the duration of this project. Technical N/A Funding Information Technology Form Rev. 04/17/2006 Page 4 Project Rev. 04/30/10

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: Asset Management / Configuration Management Database Program Project ID: DR4181C2 Other N/A Priority TBD Constraints None Applicable Exclusions None Applicable Form Rev. 04/17/2006 Page 5 Project Rev. 04/30/10

6 Oakland County Department of Information Technology Project Scope and Approach Project Name: Asset Management / Configuration Management Database Program Project ID: DR4181C2 PROJECT PHASE AUTHORIZATION Phase(s): All Total Estimated Application Services Hours: 132 Cost: $16,104 Total Estimated Technical Systems Hours: 420 Cost: $18,300 Total Estimated CLEMIS Hours: 48 Cost: $5,256 Total Estimated Internal Services Hours: 3,050 Cost: $372,700 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: 3,650 Cost: $412,360 Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: 3,650 Cost: $412,360 Form Rev. 04/17/2006 Page 6 Project Rev. 04/30/10

7 Oakland County Department of Information Technology Project Scope and Approach Project Name: Asset Management / Configuration Management Database Program Project ID: DR4181C2 Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Date: Date: Form Rev. 04/17/2006 Page 7 Project Rev. 04/30/10

8 Information Technology Strategic Plan Alignment DR4181CP - Asset Management / Configuration Management Database Program 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 X X Utilize a formalized customer communication plan Build IT Staff expertise through professional development Provide a high-quality training program to empower employees through technology 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 Expand capacity through ongoing organization review and right sourcing 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 X X Run Date 7/14/2014 Page 1 of 1

9 Project Summary Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Benefits/Savings: Tangible Benefits Subtotal: Cost Avoidance Subtotal: 24,878 24,878 24,878 24,878 24,878 24, ,268 Costs: Development Services Subtotal: 488,000 7,320 13,420 7,320 7,320 13, ,800 Hardware Subtotal: Software Subtotal: 100,000 50,000 50,000 50,000 50, ,000 Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 24,878 24,878 24,878 24,878 24,878 24, ,268 Annual Total Costs 588,000 57,320 63,420 57,320 57,320 13, ,800 Annual Return on Investment (563,122) (32,442) (38,542) (32,442) (32,442) 11,458 (687,532) Annual Costs/Savings Ratio % % % % % 53.94% Project Cumulative Statistics: Cumulative Total Savings 24,878 49,756 74,634 99, , , ,268 Cumulative Total Costs 588, , , , , , ,800 Cumulative Return on Investment (563,122) (595,564) (634,106) (666,548) (698,990) (687,532) (687,532) 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: Configuration_and_Asset_Management_ROI[2].xls/Project Summary Page 1 REV: February 24, 2012

10 Savings Detail Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Build and Retain a dynamic buleprint of Oakland County IT services and infrastructure including relationships between the Configuration Items. 0 With an effective CMDB, IT departments plan better, make fewer mistakes in implementation, exercise more precise control of configuration, execute changes with less risk, and respond more quickly and effectively to incidents and problems in operations 0 Ability of "Discovery Tools" to find hidden data silos and MDRs. 0 Annual Multiplier Improved billing with reduced manual staff effort for reconciling billing reports 0 Support for Change and Release Management in determining production implementation impact 0 Reduction in time spent identifying problems and providing effective root cause analysis. Cost Avoidance ,960 Improved Rebill and Inventory Reports by including PC Tag Number to assist with determing CIs and Inventory Cost Avoidance Reduction of Emergency RFC's submitted - impact analysis of related CI's illustrates how one change will impact other CI's and changes. Cost Avoidance ,318 Providing the right data to the right resources at the right time to make the right decisions. 0 Configuration_and_Asset_Management_ROI[2].xls/Savings Detail Page 2 REV: February 24, 2012

11 Savings Detail Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Knowledge Empowerment - puts info a few clicks away for Level 2 support staff. Potentially spend less time researching Incident Resolution. 0 Annual Multiplier Higher Availability and Performance by determining which services should be maintained, expanded or eliminated. 0 CMDB Tools to acquire statistics on Vendor service level guarantees to obtain rebates, refunds, and/or Credit Discovery 0 Consolidating vendors to lead to greater savings by being able to negotiate better terms. Avoidance of license violation penalties. 0 Reduce the cost of mainteance renewals by only paying for what you have and use. 0 Improve Capacity management and Forecasting of current storage settings, usage and other historic data. 0 Improve ITIL processes in the areas of asset, incident and change management. 0 CMDB will advance IT maturity - provides better access to information and automates routine tasks Configuration_and_Asset_Management_ROI[2].xls/Savings Detail Page 3 REV: February 24, 2012

12 Savings Detail Project Savings Benefit/Savings Description Category Build and Retain a dynamic buleprint of Oakland County IT services and infrastructure including relationships between the Configuration Items. With an effective CMDB, IT departments plan better, make fewer mistakes in implementation, exercise more precise control of configuration, execute changes with less risk, and respond more quickly and effectively to incidents and problems in operations Ability of "Discovery Tools" to find hidden data silos and MDRs. Improved billing with reduced manual staff effort for reconciling billing reports Support for Change and Release Management in determining production implementation impact Reduction in time spent identifying problems and providing effective root cause analysis. 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 21, , , , , , Improved Rebill and Inventory Reports by including PC Tag Number to assist with determing CIs and Inventory Reduction of Emergency RFC's submitted - impact analysis of related CI's illustrates how one change will impact other CI's and changes. Providing the right data to the right resources at the right time to make the right decisions. Cost Avoidance Cost Avoidance X X X X X X X X X X X X 2, , , , , , Configuration_and_Asset_Management_ROI[2].xls/Savings Detail Page 5 REV: February 24, 2012

13 Savings Detail Benefit/Savings Description Knowledge Empowerment - puts info a few clicks away for Level 2 support staff. Potentially spend less time researching Incident Resolution. Higher Availability and Performance by determining which services should be maintained, expanded or eliminated. CMDB Tools to acquire statistics on Vendor service level guarantees to obtain rebates, refunds, and/or Credit Discovery Project Savings Category Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 Consolidating vendors to lead to greater savings by being able to negotiate better terms. Avoidance of license violation penalties. Reduce the cost of mainteance renewals by only paying for what you have and use. Improve Capacity management and Forecasting of current storage settings, usage and other historic data. Improve ITIL processes in the areas of asset, incident and change management. CMDB will advance IT maturity - provides better access to information and automates routine tasks. Configuration_and_Asset_Management_ROI[2].xls/Savings Detail Page 6 REV: February 24, 2012

14 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: Reduction in time spent identifying problems and providing effective root cause analysis. 21,960 21,960 21,960 21,960 21,960 21, ,760 Improved Rebill and Inventory Reports by including PC Tag Number to assist with determing CIs and Inventory ,600 Reduction of Emergency RFC's submitted - impact analysis of related CI's illustrates how one change will impact other CI's and changes. 2,318 2,318 2,318 2,318 2,318 2,318 13,908 Cost Avoidance Subtotal: 24,878 24,878 24,878 24,878 24,878 24, ,268 : Build and Retain a dynamic buleprint of Oakland County IT services and infrastructure including relationships between the Configuration Items. With an effective CMDB, IT departments plan better, make fewer mistakes in implementation, exercise more precise control of configuration, execute changes with less risk, and respond more quickly and effectively to incidents and problems in operations Configuration_and_Asset_Management_ROI[2].xls/Savings Summary Page 8 REV: February 24, 2012

15 Savings Summary Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Ability of "Discovery Tools" to find hidden data silos and MDRs. Improved billing with reduced manual staff effort for reconciling billing reports Support for Change and Release Management in determining production implementation impact Providing the right data to the right resources at the right time to make the right decisions. Knowledge Empowerment - puts info a few clicks away for Level 2 support staff. Potentially spend less time researching Incident Resolution. Higher Availability and Performance by determining which services should be maintained, expanded or eliminated. CMDB Tools to acquire statistics on Vendor service level guarantees to obtain rebates, refunds, and/or Credit Discovery Consolidating vendors to lead to greater savings by being able to negotiate better terms. Avoidance of license violation penalties. Reduce the cost of mainteance renewals by only paying for what you have and use. Improve Capacity management and Forecasting of current storage settings, usage and other historic data. Improve ITIL processes in the areas of asset, incident and change management. CMDB will advance IT maturity - provides better access to information and automates routine tasks. Savings Total: 24,878 24,878 24,878 24,878 24,878 24, ,268 Configuration_and_Asset_Management_ROI[2].xls/Savings Summary Page 9 REV: February 24, 2012

16 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 - New Development Development Svcs 4, ,000 x IT Hours - System Maintenance Development Svcs ,440 x x x x x IT Hours - Customer Support Development Svcs ,880 x x x x x IT Hours - Planned Maintenance Development Svcs ,100 x x 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 1 100, ,000 x Package Software - Maintenance Software 1 50,000 50,000 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 Configuration_and_Asset_Management_ROI[2].xls/Cost Detail Page 10 REV: February 24, 2012

17 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 0 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 Internet Access Project Staff Training Training 0 User Training Training 0 TBD ANN 0 TBD ANN 0 TBD ANN 0 Configuration_and_Asset_Management_ROI[2].xls/Cost Detail Page 11 REV: February 24, 2012

18 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 488, , , , , , , , , , , , , , , , , , , Configuration_and_Asset_Management_ROI[2].xls/Cost Detail Page 12 REV: February 24, 2012

19 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 Internet Access Project Staff Training User Training TBD TBD TBD Project Cost Category Training Training Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 Configuration_and_Asset_Management_ROI[2].xls/Cost Detail Page 13 REV: February 24, 2012

20 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 488, ,000 IT Hours - System Maintenance 2,440 2,440 2,440 2,440 2,440 12,200 IT Hours - Customer Support 4,880 4,880 4,880 4,880 4,880 24,400 IT Hours - Planned Maintenance 6,100 6,100 12,200 User Hours - New Development User Hours - PTNE/OT Contractor Professional Services Development Services Subtotal: 488,000 7,320 13,420 7,320 7,320 13, ,800 Hardware: Hardware Subtotal: Software: Package Software - Acquisition 100, ,000 Package Software - Maintenance 50,000 50,000 50,000 50, ,000 Software Subtotal: 100,000 50,000 50,000 50,000 50, ,000 : Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: 588,000 57,320 63,420 57,320 57,320 13, ,800 Configuration_and_Asset_Management_ROI[2].xls/Cost Summary Page 14 REV: February 24, 2012

21 Assumptions Date Assumption Description 22-Apr-10 Package Software - Acquisition $100K based on approximately $1,700 per seat. Current 60 concurrent user licenses. 22-Apr-10 Maintenance $50K based would include what we are currently paying $25, annually. 30-Apr hours savings annually based on time required for staff to look up PC tag number in mainframe inventory. 180 hours savings annually (18 teams x 10 hrs) due to reduction in time spent identifying problems and providing effective root cause 10-Jul-14 analysis. Configuration_and_Asset_Management_ROI[2].xls/Assumptions Page 15 REV: February 24, 2012