Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: Medical Examiner Case Management System Project ID: DJ6176CM Leadership Group: Courts Department: Public Services Division: Medical Examiner Project Sponsor: Thomas Hardesty Date Requested: 2/26/16 PM Customer No. 176 Request Type: New Development Enhancement Customer Support Planned System Maintenance or Upgrade IT Team Name: Finance/Admin - ecommerce IT Team No: J Project Manager/Leader: Mark Kanczuzewski Account Number: Account Description: Medical Exam-Cust Supp Customer Name: Medical Examiner Grant Funded? Yes No Mandate? Yes No Mandate Source: Project Goal To develop and implement an electronic case management system module so that the Oakland County Medical Examiner program can be replaced and shared data can be easily accessible within a case file by all parties involved. Business Objective Improve user productivity and efficiency by implementing an electronic case management system module within the existing CLEMIS system to take advantage of metadata in case files, which contains photographs, handwritten notes, toxicology reports, autopsy protocols, police reports, medical records, evidence and property receipts. Major Deliverables o Statistical and Case File report generation o Case file searches using metadata within the system o Full User access both on campus and from remote locations to the new module and the rest of the CLEMIS system as appropriate o Generate business letters using fields within the case file such as verification of death letters, property notifications, or FOIA responses o Detailed Project Plan with WBS o Business and Functional Requirements Documents o Functional testing o Implementation Plan o Training/User Manual o Service Level Agreement o Disaster Recovery Toolkit o Service Center Knowledge Documents Form Rev. 11/05/2015 Page 1 Project Rev. 7/25/2016

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: Medical Examiner Case Management System Project ID: DJ6176CM Approach Develop Module in CLEMIS with the ability to share common case data Develop Detailed Project Plan Review current business process and conduct needs assessment with customer, ensuring current manual processes are refined and automated. Document system requirements Determine and document system architecture and diagram Assess User and Software Requirements Conduct Tech Review Develop Implementation Plan Develop new system Develop User Acceptance Test Plan Test new system Acquire User Acceptance Sign off Conduct Change Control Develop User Documentation, SLA, Disaster Recovery Toolkit, Service Center Knowledge Documents Train users on new system Release new system into production Research & Analysis Gartner Research Recommendation - Research Yielded No Results NACo Application Store - Research Yielded No Results Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users 32 Divisions Medical Examiner Leadership Groups Courts Risk Business Environment Technical Environment Medium Project will require some changes to existing business processes. Medium - Previously implemented technologies with new aspects and/or new requirements. Form Rev. 11/05/2015 Page 2 Project Rev. 7/25/2016

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: Medical Examiner Case Management System Project ID: DJ6176CM 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: Thomas Hardesty As Needed Facilities Technical The SQL 2008 database and its current structure will be reused for this project; no data migration will take place other than upgrading to the SQL 2012 release. Funding Other Priority Constraints Exclusions Form Rev. 11/05/2015 Page 3 Project Rev. 7/25/2016

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: Medical Examiner Case Management System Project ID: DJ6176CM PROJECT PHASE AUTHORIZATION Phase(s): All Total Estimated Application Services Hours: 2,831 Cost: $389,850 Total Estimated Technical Systems Hours: 20 Cost: $2,760 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: Cost: Preliminary Estimated Development for Future Phases Hours: 2,851 Cost: $392,610 Grand Total Estimated Development Hours: 2,851 Cost: $392,610 Form Rev. 11/05/2015 Page 4 Project Rev. 7/25/2016

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: Medical Examiner Case Management System Project ID: DJ6176CM Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Date: Date: Form Rev. 11/05/2015 Page 5 Project Rev. 7/25/2016

6 Information Technology Strategic Plan Alignment DJ6176CM - Medical Examiner Case Management System 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 expand product offerings to customers Improve the quality, reliability, and availability of all applications X X X 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 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 Improve service availability through network design and management strategies Enhance capacity planning and recovery management strategies Adopt an enterprise architecture approach to technology planning, design, and implementation X Run Date 7/22/2016 Page 1 of 1

7 Project Summary Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Benefits/Savings: Tangible Benefits Subtotal: Cost Avoidance Subtotal: 27,388 20,350 20,350 20,350 20,350 20, ,138 Costs: Development Services Subtotal: 393,264 17,732 18,264 18,812 19,376 19, ,405 Subtotal: Software Subtotal: Subtotal 1,830 2,087 2,149 2,214 2,280 2,349 12,909 Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 27,388 20,350 20,350 20,350 20,350 20, ,138 Annual Total Costs 395,094 19,819 20,413 21,026 21,656 22, ,314 Annual Return on Investment (367,706) 531 (63) (676) (1,306) (1,956) (371,176) Annual Costs/Savings Ratio % 97.39% % % % % Project Cumulative Statistics: Cumulative Total Savings 27,388 47,738 68,088 88, , , ,138 Cumulative Total Costs 395, , , , , , ,314 Cumulative Return on Investment (367,706) (367,175) (367,238) (367,914) (369,220) (371,176) (371,176) 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: ROI_analysisECaseManagementSystem.xlsx/Project Summary Page 1 REV: February 24, 2012

8 Savings Detail Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings All staff immediate access to case data instead of having to look it up in separate systems Cost Avoidance HR ,400 Doctors receive increased access to files Intangible Benefit HR 0 Save time searching, copying for FOIA as more access to metadata is made available in an electronic format rather then searching in paper format. Cost Avoidance HR ,200 Move property currently tracked in a paper system to be tracked electronically thereby saving the time to hand write out the paper as well as subsequent follow up messages. Cost Avoidance HR ,500 Annual Multiplier Ability to electronically aggregate metadata for statistical reporting without having to look it up individually in each case file in paper format. Cost Avoidance HR ,250 Provide data mining for Health Dept that would otherwise not be possible. Intangible Benefit 0 Update Websphere/Java to the latest release for the existing OCME program. Cost Avoidance HR , ROI_analysisECaseManagementSystem.xlsx/Savings Detail Page 2 REV: February 24, 2012

9 Savings Detail Project Savings Benefit/Savings Description Category All staff immediate access to case data instead of having to look it up in separate systems Cost Avoidance Doctors receive increased access to files Intangible Benefit Save time searching, copying for FOIA as more access to metadata is made available in an electronic format rather then searching in paper format. Cost Avoidance Move property currently tracked in a paper system to be tracked electronically thereby saving the time to hand write out the paper as well as subsequent follow up messages. 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 8, , , , , , X X X X X X X X X X X X 4, , , , , , X X X X X X 4, , , , , , Ability to electronically aggregate metadata for statistical reporting without having to look it up individually in each case file in paper format. Provide data mining for Health Dept that would otherwise not be possible. Cost Avoidance Intangible Benefit X X X X X X 3, , , , , , X X X X X X Update Websphere/Java to the latest release for the existing OCME program. Cost Avoidance X 7, ROI_analysisECaseManagementSystem.xlsx/Savings Detail Page 3 REV: February 24, 2012

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: All staff immediate access to case data instead of having to look it up in separate systems 8,400 8,400 8,400 8,400 8,400 8,400 50,400 Save time searching, copying for FOIA as more access to metadata is made available in an electronic format rather then searching in paper format. 4,200 4,200 4,200 4,200 4,200 4,200 25,200 Move property currently tracked in a paper system to be tracked electronically thereby saving the time to hand write out the paper as well as subsequent follow up messages. 4,500 4,500 4,500 4,500 4,500 4,500 27,000 Ability to electronically aggregate metadata for statistical reporting without having to look it up individually in each case file in paper format. 3,250 3,250 3,250 3,250 3,250 3,250 19,500 Update Websphere/Java to the latest release for the existing OCME program. 7,038 7,038 Cost Avoidance Subtotal: 27,388 20,350 20,350 20,350 20,350 20, ,138 Intangible Benefit: Doctors receive increased access to files Provide data mining for Health Dept that would otherwise not be possible. Savings Total: 27,388 20,350 20,350 20,350 20,350 20, ,138 ROI_analysisECaseManagementSystem.xlsx/Savings Summary Page 4 REV: February 24, 2012

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 - New Development Development Svcs HR 2, ,264 x IT Hours - System Maintenance Development Svcs IT Hours - Customer Support Development Svcs HR , x x x x x IT Hours - Planned Maintenance Development Svcs HR , x x x 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 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 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 ANN 8,000 0 Server - Maintenance ANN , x x x x x Server Sftwre - Acquisition/Upgrade Server Sftwre - Maintenance 0 Server Rack Mount MS SQL Server Standard Per Processor - Includes Year 1 Maintenance 4,725 0 MS SQL Server Standard Per Processor - Year 2 and Beyond ANN x x x x x ROI_analysisECaseManagementSystem.xlsx/Cost Detail Page 5 REV: February 24, 2012

12 Cost Detail 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 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 ANN 3,506 0 Websphere Basic Per Processor Single/Dual Core - Year 2 and Beyond ANN 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 App Code Directories on Consolidated IIS Server (Virtual) ANN Database (5 GB) on Consolidated SQL Instance Server ANN Database Instance (125 GB DB) on Consolidated SQL Server ANN 2,395 0 Database SQL Maint Server ANN Database SQL Server Physical ANN 19,158 0 DB Maintenance (Annual Cycle $610) ANN DB Maintenance (Semi-Annual Cycle $1220) ANN 1,220 0 DB Maintenance (Semi-Annual Cycle $2440) ANN 2,440 0 Dedicated Virtual Server ANN 4,150 0 ROI_analysisECaseManagementSystem.xlsx/Cost Detail Page 6 REV: February 24, 2012

13 Cost Detail Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost File Space (100GB) ANN Internet Bandwidth per MB ANN DB Instance Setup DBA MS SQL Database Creation on Exisitng Instance DBA MS SQL Installation and Instance Creation (10hrs) 1,220 0 Annual Multiplier Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 DBA MS SQL Instance Creation on Consolidated or Existing Server (8hrs) Server Admin App Code Virtual Directory Setup (1hr) x Server Admin Install Physical Server / Install OS (12hrs) 1,464 0 Server Admin Virtual Machine Creation (5hrs) ,830 x ROI_analysisECaseManagementSystem.xlsx/Cost Detail Page 7 REV: February 24, 2012

14 Cost Detail 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 393, , , , , , , , , , , , , , , , , , , , ROI_analysisECaseManagementSystem.xlsx/Cost Detail Page 8 REV: February 24, 2012

15 Cost Detail 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 $610) DB Maintenance (Semi-Annual Cycle $1220) DB Maintenance (Semi-Annual Cycle $2440) Dedicated Virtual Server ROI_analysisECaseManagementSystem.xlsx/Cost Detail Page 9 REV: February 24, 2012

16 Cost Detail Cost Description File Space (100GB) Internet Bandwidth per MB DB Instance Setup DBA MS SQL Database Creation on Exisitng Instance DBA MS SQL Installation and Instance Creation (10hrs) 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 Y , ROI_analysisECaseManagementSystem.xlsx/Cost Detail Page 10 REV: February 24, 2012

17 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 393, ,264 IT Hours - System Maintenance IT Hours - Customer Support 13,894 14,311 14,740 15,183 15,638 73,766 IT Hours - Planned Maintenance 3,838 3,953 4,072 4,194 4,319 20,375 User Hours - New Development User Hours - PTNE/OT Contractor Professional Services Development Services Subtotal: 393,264 17,732 18,264 18,812 19,376 19, ,405 : Subtotal: Software: Software Subtotal: : Server Admin Virtual Machine Creation (5hrs) 1,830 1,830 Server - Maintenance 1,112 1,146 1,180 1,216 1,252 5,906 MS SQL Server Standard Per Processor - Year 2 and Beyond 974 1,004 1,034 1,065 1,097 5,173 Subtotal 1,830 2,087 2,149 2,214 2,280 2,349 12,909 Training: Training Subtotal: Other: Other Subtotal: Costs Total: 395,094 19,819 20,413 21,026 21,656 22, ,314 ROI_analysisECaseManagementSystem.xlsx/Cost Summary Page 11 REV: February 24, 2012

18 Assumptions Date Assumption Description All staff immediate access to case data instead of having to look it up in desperate systems - Estimated the amount of time spent looking 15-Mar-16 between the OCME product and CLEMIS for information regarding the same case. Save time searching, copying for FOIA as more access to meta data is made available in an electronic format rather then searching in 15-Mar-16 paper format. - Estimated amount of time spent copying FOIA data manually that would be saved in an integrated solution. Move property currently tracked in a paper system to be tracked electronically there by saving the time to hand write out the paper as well 15-Mar-16 as subsequent follow up messages. - Estimated time savings for writing it out on paper. Ability to electronically aggregate meta data for statistical reporting without having to look it up individually in each case file in paper format Mar-16 Estimated time savings for looking up data in paper format. Provide integrated access to CLEMIS database that allows for sharing of common data between case files thereby saving data entry time Mar-16 Estimated time savings for looking up data between two different systems versus one combined system. 18-Jun-16 Cost estimate assumes that the existing SQL 2008 database will be reused for the new solution. 18-Jun-16 Cost estimate assumes there will be three servers: Reverse Proxy, Websphere (shared), and File Server (photo & docs) 18-Jun-16 Cost estimate assumes new layouts to be used for page design and validation to take place on the client and server. ROI_analysisECaseManagementSystem.xlsx/Assumptions Page 12 REV: February 24, 2012