Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: eservice Center Payment System Project ID: DB6212PS Leadership Group: Courts Department: Clerk/Register of Deeds Division: County Clerk Project Sponsor: Jennifer Howden Date Requested: 2/24/16 PM Customer No. 212 Request Type: New Development IT Team Name: Courts IT Team No: B Project Manager/Leader: Bill Jobes Account Number: Account Description: Clerk Legal Records Customer Name: Clerks Grant Funded? No Mandate? No Mandate Source: Project Goal To enhance access to court records for citizens and attorneys so that the purchase of court records improves productivity and turn-around time during fulfillment for the Clerk s Office. Business Objective To create a process for eservice Center customers to pay for copies viewed from the Court Explorer application at each of the work stations with no (or very little) intervention from County Clerk staff. The process would also print the requested documents when payment is complete, improving turn-around time for the user. Major Deliverables Detailed Project Plan Application and/or System Requirements End User and Software Requirements Document Technical Design Document Interface with new payment system Technical Architecture Diagram Training Plan User Acceptance Test Plan Implementation Plan Training/User Manual(s) Application Code Service Level Agreement Disaster Recovery Toolkit Service Center Knowledge Documents Form Rev. 11/05/2015 Page 1 Project Rev. 7/13/2016

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: eservice Center Payment System Project ID: DB6212PS Approach 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, including new county POS system Conduct Tech Review Order hardware and software if needed Develop Implementation Plan Develop new system Develop User Acceptance Test Plan Test new system, including usertesting.com 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 Conducted Nothing found. NACo Application Store Research Conducted Nothing found. Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users Divisions Leadership Groups Unlimited (public) County Clerk Court Form Rev. 11/05/2015 Page 2 Project Rev. 7/13/2016

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: eservice Center Payment System Project ID: DB6212PS Risk Business Environment Medium Project will require some changes to existing business processes. Technical Environment Medium Assumptions Staffing Previously implemented technologies with new aspects and/or new requirements. Other Staffing: additional staffing will be available as follows: Role: Name Hours per Day Project Sponsor: Jennifer Howden As Needed Facilities E-Service Center room at the Clerk s Technical New Payment System is implemented and interfaces are available to consume by Court Explorer. Funding Other Priority Constraints Exclusions Form Rev. 11/05/2015 Page 3 Project Rev. 7/13/2016

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: eservice Center Payment System Project ID: DB6212PS PROJECT PHASE AUTHORIZATION Phase(s): All Total Estimated Application Services Hours: 960 Cost: $132,204 Total Estimated Technical Systems Hours: 131 Cost: $12,834 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: 1,091 Cost: $145,038 Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: 1,091 Cost: $145,038 Form Rev. 11/05/2015 Page 4 Project Rev. 7/13/2016

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: eservice Center Payment System Project ID: DB6212PS Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Date: Date: Form Rev. 11/05/2015 Page 5 Project Rev. 7/13/2016

6 - eservice Center Payment System Provide an Enhanced Application Service Offering Information Technology Strategic Plan Alignment Increased application integration and standardization through web services X Increase the agility and responsiveness of business units by expanding customer analytics X 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 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 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 management strategies Adopt an enterprise architecture approach to technology planning, design, and implementation Run Date 6/29/2016 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: 8,040 8,281 8,530 8,786 9,049 9,321 52,006 Costs: Development Services Subtotal: 164,831 16,915 17,422 17,945 18,483 19, ,633 Subtotal: Software Subtotal: Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 8,040 8,281 8,530 8,786 9,049 9,321 52,006 Annual Total Costs 164,831 16,915 17,422 17,945 18,483 19, ,633 Annual Return on Investment (156,791) (8,633) (8,892) (9,159) (9,434) (9,717) (202,627) Annual Costs/Savings Ratio % % % % % % Project Cumulative Statistics: Cumulative Total Savings 8,040 16,321 24,851 33,636 42,685 52,006 52,006 Cumulative Total Costs 164, , , , , , ,633 Cumulative Return on Investment (156,791) (165,424) (174,317) (183,476) (192,910) (202,627) (202,627) 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: DB6212PS_ROI_eServiceCenterPaymentSystem.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 Annual Multiplier Staff in eservice Center would no longer have to write pre-receipt for customer to take to cashier Cost Avoidance ANN 1 6,432 6, Cashiers would no longer have to draft receipt and take payment Cost Avoidance ANN 1 1,608 1, Improve customer service, customers would not be required to walk to the cashier station, which is in a different room, to make payment and return to eservice Center to retrieve their copies Intangible Benefit Eliminate the issue of customers stating they have paid when they have not - this is done by customers returning with an old receipt Intangible Benefit DB6212PS_ROI_eServiceCenterPaymentSystem.xlsx/Savings Detail Page 2 REV: February 24, 2012

9 Savings Detail Benefit/Savings Description Staff in eservice Center would no longer have to write pre-receipt for customer to take to cashier 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 6, , , , , , Cashiers would no longer have to draft receipt and take payment Cost Avoidance x x x x x x 1, , , , , , Improve customer service, customers would not be required to walk to the cashier station, which is in a different room, to make payment and return to eservice Center to retrieve their copies Intangible Benefit Eliminate the issue of customers stating they have paid when they have not - this is done by customers returning with an old receipt Intangible Benefit DB6212PS_ROI_eServiceCenterPaymentSystem.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: Staff in eservice Center would no longer have to write pre-receipt for customer to take to cashier 6,432 6,625 6,824 7,028 7,239 7,456 41,605 Cashiers would no longer have to draft receipt and take payment 1,608 1,656 1,706 1,757 1,810 1,864 10,401 Cost Avoidance Subtotal: 8,040 8,281 8,530 8,786 9,049 9,321 52,006 Intangible Benefit: Improve customer service, customers would not be required to walk to the cashier station, which is in a different room, to make payment and return to eservice Center to retrieve their copies Eliminate the issue of customers stating they have paid when they have not - this is done by customers returning with an old receipt Savings Total: 8,040 8,281 8,530 8,786 9,049 9,321 52,006 DB6212PS_ROI_eServiceCenterPaymentSystem.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 ANN 1, , x IT Hours - System Maintenance Development Svcs ANN , x x x x x x IT Hours - Customer Support Development Svcs ANN , x x x x x x IT Hours - Planned Maintenance Development Svcs ANN , x 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 8,000 0 Server - Maintenance 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 DB6212PS_ROI_eServiceCenterPaymentSystem.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 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 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 DB6212PS_ROI_eServiceCenterPaymentSystem.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 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) 1,464 0 Server Admin Virtual Machine Creation (5hrs) Annual Multiplier Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 DB6212PS_ROI_eServiceCenterPaymentSystem.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 148, , , , , , , , , , , , , , , , , , , DB6212PS_ROI_eServiceCenterPaymentSystem.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 DB6212PS_ROI_eServiceCenterPaymentSystem.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 Y6 DB6212PS_ROI_eServiceCenterPaymentSystem.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 148, ,409 IT Hours - System Maintenance 4,140 4,264 4,392 4,524 4,660 4,799 26,779 IT Hours - Customer Support 8,970 9,239 9,516 9,802 10,096 10,399 58,022 IT Hours - Planned Maintenance 3,312 3,411 3,514 3,619 3,728 3,840 21,423 User Hours - New Development User Hours - PTNE/OT Contractor Professional Services Development Services Subtotal: 164,831 16,915 17,422 17,945 18,483 19, ,633 : Subtotal: Software: Software Subtotal: : Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: 164,831 16,915 17,422 17,945 18,483 19, ,633 DB6212PS_ROI_eServiceCenterPaymentSystem.xlsx/Cost Summary Page 11 REV: February 24, 2012

18 Assumptions Date Assumption Description 15-Mar-16 Solution will need to work with Court Explorer application 15-Mar-16 Solution may need to work with Access Oakland Fulfillment application 15-Mar-16 Solution will need ability to identify copy orders as paid before they are printed 18-Mar-16 Estimates are based on (Salary*.5) / 60 ) times number of requests times estimated time spent DB6212PS_ROI_eServiceCenterPaymentSystem.xlsx/Assumptions Page 12 REV: February 24, 2012