Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: Project ID: D56611FC Leadership Group: Land Department: Water Resources Commissioner s Office Division: Administration Project Sponsor: Jenny Shaw Date Requested: 3/7/16 PM Customer No. 611 Request Type: New Development Enhancement Customer Support Planned System Maintenance or Upgrade IT Team Name: Public & Environmental Services IT Team No: 5 Project Manager/Leader: Scott Kaiser Account Number: 733 Account Description: GIS Allocation by Labor Customer Name: Water Resources Commissioner Grant Funded? Yes No Mandate? Yes No Mandate Source: Project Goal To implement a new field data collection technology for the water, storm, and sanitary management units so that the users are leveraging ArcGIS Online (AGO) with the latest smart devices for a seamless field to office data transfer. Business Objective To increase the productivity and workflow of field data collectors and reduce existing staff overhead to process and integrate the data in the CAMS GIS environment by leveraging the latest smart devices/phones and web-based GIS. Major Deliverables Approach AGO Setup and Access for WRC field and GIS staff AGO base map for data collection Smart data collector (tablet or phone) with Bluetooth Trimble R1GNSS Receiver Demonstration and training Identify solution using AGO and ArcGIS environment Present solution to stakeholders Review existing customer data collection and integration workflow Develop base maps and configure data collectors Identify field to GIS workflow for CAMS data integration Create Tutorial documentation Develop training agenda and train end users Present results of implementation to stakeholders Form Rev. 11/5/215 Page 1 Project Rev. 6/24/216

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: Project ID: D56611FC Research & Analysis Gartner Research Recommendation Research Conducted See recommendation below. Gartner specifically notes that Optimizing foundational technology in utilities will increase reliability, improve resiliency and deliver efficiency, while positioning the organization to become a digital business as it related to mobile technology. Additionally, we must work proactively to modernize, enhance and, in some cases, rebuild their portfolios of applications that support core business process life cycles for asset management, the revenue life cycle, customer service and operations. The purpose of the project is exactly as Gartner notes by staying proactive with our current technology and modernizing as needed to maintain a healthy application. NACo Application Store - Research Conducted Nothing found. Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users 1+ Divisions Oakland County Water Resources Commissioner s Office Leadership Groups Land 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. Form Rev. 11/5/215 Page 2 Project Rev. 6/24/216

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: Project ID: D56611FC 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: Jenny Shaw As needed WRC User Support Steve Erickson As needed WRC Supervisor GIS/CAD Les Chrysler As needed IT Project Manager Scott Kaiser As needed IT BA TBD As needed Facilities The IT building and Public Works Buildings will both be available for project meetings Technical IT will provide GNSS receivers and tablets IT will provide AGO user access WRC will completely retire their current Trimble Geo XT units WRC will need a smart device data connection (phone or mifi based). Those fees will be the responsibility of WRC No custom integrations are expected. The field solution will be utilizing tested hardware and out-of-the-box ESRI tools/functionality. Funding Other N/A Priority Form Rev. 11/5/215 Page 3 Project Rev. 6/24/216

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: Project ID: D56611FC Constraints N/A Exclusions N/A Form Rev. 11/5/215 Page 4 Project Rev. 6/24/216

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: Project ID: D56611FC PROJECT PHASE AUTHORIZATION Phase(s): PROJECT MANAGEMENT, PROJECT KICKOFF & REQUIREMENTS, DESIGN SYSTEM ARCHITECTURE, IMPLEMENTATION PHASE, POST IMPLEMENTATION SUPPORT Total Estimated Application Services Hours: 552 Cost: $76,176 Total Estimated Technical Systems Hours: 8 Cost: $1,14 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: 56 Cost: $77,28 Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: Cost: Form Rev. 11/5/215 Page 5 Project Rev. 6/24/216

6 Oakland County Department of Information Technology Project Scope and Approach Project Name: Project ID: D56611FC Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Date: Date: Form Rev. 11/5/215 Page 6 Project Rev. 6/24/216

7 - Information Technology Strategic Plan Alignment Provide an Enhanced Application Service Offering 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 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 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 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 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 6/6/216 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: 27,666 8,946 8,946 8,946 8,946 8,946 72,396 Costs: Development Services Subtotal: 77,28 5,686 5,856 6,32 6,213 6,399 17,466 Subtotal: 5,958 3,384 3,384 3,384 3,384 3,384 22,878 Software Subtotal: Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 27,666 8,946 8,946 8,946 8,946 8,946 72,396 Annual Total Costs 83,238 9,7 9,24 9,416 9,597 9,783 13,344 Annual Return on Investment (55,572) (124) (294) (47) (651) (837) (57,948) Annual Costs/Savings Ratio 3.87% 11.38% 13.29% 15.25% 17.27% 19.36% Project Cumulative Statistics: Cumulative Total Savings 27,666 36,612 45,558 54,54 63,45 72,396 72,396 Cumulative Total Costs 83,238 92,38 11,548 11,964 12,56 13,344 13,344 Cumulative Return on Investment (55,572) (55,696) (55,99) (56,46) (57,11) (57,948) (57,948) Cumulative Cost/Savings Ratio 3.87% % 222.9% 23.59% 19.1% 18.4% 18.4% 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: WRC Field Collection ROI.xlsx/Project Summary Date Printed: 6/24/216 Page 1 REV: February 24, 212

9 Savings Detail Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Annual Multiplier Reduced annual repair cost for Trimble Geo Xt's (assuming approx $6/year) Cost Avoidance ANN Cost of the Geo XT replacement that would have occurred in year 1 if this project did not move forward. Cost Avoidance EA 3 6,24 18,72 Reduced weekly WRC data processing (assuming 15 min/device/week) Cost Avoidance ANN ,55 Better user experience with larger screen, faster processing, color aerial photo base map Intangible Benefit Incorporates ArcGIS Online and directly expands the usership to the WRC field staff Intangible Benefit Existing maintenance & support Cost Avoidance ANN ,796 WRC Field Collection ROI.xlsx/Savings Detail Date Printed: 6/24/216 Page 2 REV: February 24, 212

10 Savings Detail Benefit/Savings Description Project Savings Category Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 Reduced annual repair cost for Trimble Geo Xt's (assuming approx $6/year) Cost of the Geo XT replacement that would have occurred in year 1 if this project did not move forward. Reduced weekly WRC data processing (assuming 15 min/device/week) Better user experience with larger screen, faster processing, color aerial photo base map Incorporates ArcGIS Online and directly expands the usership to the WRC field staff Existing maintenance & support Cost Avoidance Cost Avoidance Cost Avoidance Intangible Benefit Intangible Benefit Cost Avoidance x x x x x x x 18,72. x x x x x x 2,55. 2,55. 2,55. 2,55. 2,55. 2,55. x x x x x x 5,796. 5,796. 5,796. 5,796. 5,796. 5,796. WRC Field Collection ROI.xlsx/Savings Detail Date Printed: 6/24/216 Page 4 REV: February 24, 212

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: Reduced annual repair cost for Trimble Geo Xt's (assuming approx $6/year) ,6 Cost of the Geo XT replacement that would have occurred in year 1 if this project did not move forward. 18,72 18,72 Reduced weekly WRC data processing (assuming 15 min/device/week) 2,55 2,55 2,55 2,55 2,55 2,55 15,3 Existing maintenance & support 5,796 5,796 5,796 5,796 5,796 5,796 34,776 Cost Avoidance Subtotal: 27,666 8,946 8,946 8,946 8,946 8,946 72,396 Intangible Benefit: Better user experience with larger screen, faster processing, color aerial photo base map Incorporates ArcGIS Online and directly expands the usership to the WRC field staff Savings Total: 27,666 8,946 8,946 8,946 8,946 8,946 72,396 WRC Field Collection ROI.xlsx/Savings Summary Date Printed: 6/24/216 Page 6 REV: February 24, 212

12 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 ,28 x IT Hours - System Maintenance Development Svcs , x x x x x IT Hours - Customer Support Development Svcs , x x x x x IT Hours - Planned Maintenance Development Svcs 138 User Hours - New Development Development Svcs User Hours - PTNE/OT Development Svcs Contractor Professional Services Development Svcs PC System - Acquisition 814 PC System - Maintenance 2,34 Notebook - Acquisition 1,223 Notebook - Maintenance 2,372 Tablet Notebook - Acquisition 2,12 Tablet Notebook - Maintenance Laserprinter - Acquisition 1,432 Laserprinter - Maintenance 1,14 Image Workstations - Acquisition Image Workstations - Maintenance 3,496 PC Maintenance User Owned 2,34 Printer Maintenance User Owned 1,72 Smart device initial purchase EA ,574 x Smart device cost (monthly) ANN ,384 x x x x x x 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 MS SQL Server Standard Per Processor - Includes Year 1 Maintenance 4,725 WRC Field Collection ROI.xlsx/Cost Detail Date Printed: 6/24/216 Page 7 REV: February 24, 212

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 - 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 Internet Access 18 Project Staff Training Training User Training Training App Code Directories on Consolidated IIS Server (Virtual) ANN 415 Database (5 GB) on Consolidated SQL Instance Server ANN 93 Database Instance (125 GB DB) on Consolidated SQL Server ANN 2,395 Database SQL Maint Server ANN 834 Database SQL Server Physical ANN 19,158 DB Maintenance (Annual Cycle $61) ANN 61 DB Maintenance (Semi-Annual Cycle $122) ANN 1,22 WRC Field Collection ROI.xlsx/Cost Detail Date Printed: 6/24/216 Page 8 REV: February 24, 212

14 Cost Detail Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost DB Maintenance (Semi-Annual Cycle $244) ANN 2,44 Dedicated Virtual Server ANN 4,15 File Space (1GB) ANN 173 Internet Bandwidth per MB ANN 75 DB Instance Setup 976 DBA MS SQL Database Creation on Exisitng Instance 366 DBA MS SQL Installation and Instance Creation (1hrs) 1,22 DBA MS SQL Instance Creation on Consolidated or Existing Server (8hrs) 976 Server Admin App Code Virtual Directory Setup (1hr) 122 Server Admin Install Physical Server / Install OS (12hrs) 1,464 Server Admin Virtual Machine Creation (5hrs) 61 Annual Multiplier Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 WRC Field Collection ROI.xlsx/Cost Detail Date Printed: 6/24/216 Page 9 REV: February 24, 212

15 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 Smart device initial purchase Smart device cost (monthly) 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 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 77,28. 2, , , ,16.4 3, , , , ,16.4 3, ,574. 3,384. 3,384. 3,384. 3,384. 3,384. 3,384. WRC Field Collection ROI.xlsx/Cost Detail Date Printed: 6/24/216 Page 1 REV: February 24, 212

16 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 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 $61) DB Maintenance (Semi-Annual Cycle $122) WRC Field Collection ROI.xlsx/Cost Detail Date Printed: 6/24/216 Page 11 REV: February 24, 212

17 Cost Detail Project Cost Cost Description Category DB Maintenance (Semi-Annual Cycle $244) Dedicated Virtual Server File Space (1GB) Internet Bandwidth per MB DB Instance Setup DBA MS SQL Database Creation on Exisitng Instance DBA MS SQL Installation and Instance Creation (1hrs) Potential Cost Extensions 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) Server Admin Install Physical Server / Install OS (12hrs) Server Admin Virtual Machine Creation (5hrs) WRC Field Collection ROI.xlsx/Cost Detail Date Printed: 6/24/216 Page 12 REV: February 24, 212

18 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 77,28 77,28 IT Hours - System Maintenance 2,843 2,928 3,16 3,16 3,2 15,93 IT Hours - Customer Support 2,843 2,928 3,16 3,16 3,2 15,93 IT Hours - Planned Maintenance User Hours - New Development User Hours - PTNE/OT Contractor Professional Services Development Services Subtotal: 77,28 5,686 5,856 6,32 6,213 6,399 17,466 : Smart device initial purchase 2,574 2,574 Smart device cost (monthly) 3,384 3,384 3,384 3,384 3,384 3,384 2,34 Subtotal: 5,958 3,384 3,384 3,384 3,384 3,384 22,878 Software: Software Subtotal: : Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: 83,238 9,7 9,24 9,416 9,597 9,783 13,344 WRC Field Collection ROI.xlsx/Cost Summary Date Printed: 6/24/216 Page 13 REV: February 24, 212

19 Assumptions Date Assumption Description 18-May-16 WRC will completely retire their current Trimble Geo units 18-May-16 WRC users may end up using a smart phone for data collection. Monthly fees are WRC's responsibility. 18-May-16 The field users will be using Collector for ArcGIS with ArcGIS online for data collection 18-May-16 No custom integrations are expected, the field solution will be utilizing tested hardware and out-of-the-box ESRI tools/functionality WRC Field Collection ROI.xlsx/Assumptions Date Printed: 6/24/216 Page 14 REV: February 24, 212