Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: Children s Village Case Management System RFP Project ID: D56165RF Leadership Group: Courts/Criminal Justice Department: Health and Human Services Division: Children s Village Project Sponsor: Joanna Overall Date Requested: 6/13/2016 PM Customer No. 165 Request Type: New Development IT Team Name: Public and Environmental Services IT Team No: 5 Project Manager/Leader: Shashi Gowda Account Number: Account Description: Children s Village Customer Name: Children s Village Grant Funded? No Mandate? No Mandate Source: Project Goal To select a vendor to implement a new Case Management System so that system functionality increases can be gained along with a realization of labor savings for reduced processing time. Business Objective To select a new Case Management System in order to gain increased system functionality and improve productivity and collaboration. Major Deliverables Detailed Project Plan Application and System Requirements RFP Distributed to Vendors Vendor Selection via Vendor Demos and RFP Scoring Matrix Completed and Signed Vendor Contract 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 and business requirements Develop and distribute RFP to potential vendors Conduct vendor demos and complete vendor selection via RFP Scoring Matrix Conduct contract negotiations with selected vendor Form Rev. 11/05/2015 Page 1 Project Rev. 7/20/2016

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: Children s Village Case Management System RFP Project ID: D56165RF Research & Analysis Gartner Research Recommendation NACo Application Store Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users 200+ Divisions Application Services Leadership Groups Courts 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. Role: Name Hours per Day Project Sponsor: Joanna Overall As Needed Form Rev. 11/05/2015 Page 2 Project Rev. 7/20/2016

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: Children s Village Case Management System RFP Project ID: D56165RF Facilities Technical Funding Other Priority Constraints Exclusions This project will only contain RFP, Vendor Selection, and Contract Negotiations phases. Implementation will be conducted through a separate project. Form Rev. 11/05/2015 Page 3 Project Rev. 7/20/2016

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: Children s Village Case Management System RFP Project ID: D56165RF PROJECT PHASE AUTHORIZATION Phase(s): Total Estimated Application Services Hours: Cost: Total Estimated Technical Systems Hours: Cost: 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: IT Management Approval: Approved: Yes No Reason: Project Sponsor Approval: Title: PROJECT SUMMARY Authorized Development (see above) Hours: Cost: Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: Cost: Form Rev. 11/05/2015 Page 4 Project Rev. 7/20/2016

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: Children s Village Case Management System RFP Project ID: D56165RF Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Form Rev. 11/05/2015 Page 5 Project Rev. 7/20/2016

6 Project Summary Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Benefits/Savings: Tangible Benefits Subtotal: Cost Avoidance Subtotal: 170, , , , , ,501 1,057,872 Costs: Development Services Subtotal: Subtotal: Software Subtotal: Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 170, , , , , ,501 1,057,872 Annual Total Costs Annual Return on Investment 170, , , , , ,501 1,057,872 Annual Costs/Savings Ratio 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% Project Cumulative Statistics: Cumulative Total Savings 170, , , , ,371 1,057,872 1,057,872 Cumulative Total Costs Cumulative Return on Investment 170, , , , ,371 1,057,872 1,057,872 Cumulative Cost/Savings Ratio 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% Year Positive Payback Achieved State or Federal Mandate? Signatures: NO PAYBACK Benefits Reviewed By Project Sponsor Costs (including IT Resources) Reviewed By Information Technology Project Manager CV_CaseManagement roi_analysis.xls/project Summary Page 1 REV: 3/16/2016

7 Savings Detail Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Annual Multiplier Reduction of Paper spent printing Admit Sheets / ITP / UTP / DTP / Reports / Court Reports / Screening reports / Passes Cost Avoidance 188,435 $ 0.04 $ 30, Reduction of printers/replacements Cost Avoidance 4 $ $ 1, Reduction of printer supplies Cost Avoidance 1 $ 1, $ 1, Reduction of Printer Maintenance Fee's (Repairs and IT Cost) in year one after which the process will be streamlined Cost Avoidance 1 $ 2, $ 2, Reallocation of time management spent on working around the inefficiencies of the current Case Management system to other duties. Intangible Benefit Streamline Business Case for each case management file in the current system and remove inefficiencies Cost Avoidance 800 $ $ 24, Time spent working outside of the sytem to get around the following system limitations - No Approval Process / No Notification Process / No Reports (Psychiatric, Journal, Log Entries) Cost Avoidance 75 $ $ 90, Yearly Software Maintenance and Support for the current Loryx- Monitor system Cost Avoidance 1 $ 19, $ 19, CV_CaseManagement roi_analysis.xls/savings Detail Page 2 REV: 3/16/2016

8 Savings Detail Project Savings Benefit/Savings Description Category Reduction of Paper spent printing Cost Avoidance Admit Sheets / ITP / UTP / DTP / Reports / Court Reports / Screening reports / Passes Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 X X X X X X 30, , , , , , Reduction of printers/replacements Reduction of printer supplies Reduction of Printer Maintenance Fee's (Repairs and IT Cost) in year one after which the process will be streamlined Reallocation of time management spent on working around the inefficiencies of the current Case Management system to other duties. Cost Avoidance Cost Avoidance Cost Avoidance Intangible Benefit X X X 1, , , X X X X X X 1, , , , , , X 2, Streamline Business Case for each case management file in the current system and remove inefficiencies Cost Avoidance Time spent working outside of the sytem to get around the following system limitations - No Approval Process / No Notification Process / No Reports (Psychiatric, Journal, Log Entries) Cost Avoidance Yearly Software Maintenance and Support for the current Loryx- Monitor system Cost Avoidance x x x x x x 24, , , , , , x x x x x x 90, , , , , , x x x x x x 19, , , , , , CV_CaseManagement roi_analysis.xls/savings Detail Page 3 REV: 3/16/2016

9 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 of Paper spent printing Admit Sheets / ITP / UTP / DTP / Reports / Court Reports / Screening reports / Passes 30,150 30,150 30,150 30,150 30,150 30, ,898 Reduction of printers/replacements 1,500 1,545 1,591 4,636 Reduction of printer supplies 1,800 1,854 1,910 1,967 1,967 1,967 11,464 Reduction of Printer Maintenance Fee's (Repairs and IT Cost) in year one after which the process will be streamlined 2,500 2,500 Streamline Business Case for each case management file in the current system and remove inefficiencies 24,800 25,544 26,310 27,100 27,913 28, ,417 Time spent working outside of the sytem to get around the following system limitations - No Approval Process / No Notification Process / No Reports (Psychiatric, Journal, Log Entries) 90,000 92,700 95,481 98, , , ,157 Yearly Software Maintenance and Support for the current Loryx-Monitor system 19,300 19,300 19,300 19,300 19,300 19, ,800 Cost Avoidance Subtotal: 170, , , , , ,501 1,057,872 Intangible Benefit: Reallocation of time management spent on working around the inefficiencies of the current Case Management system to other duties. Savings Total: 170, , , , , ,501 1,057,872 CV_CaseManagement roi_analysis.xls/savings Summary Page 4 REV: 3/16/2016

10 Cost Detail Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost Annual Multiplier IT Hours - New Development HR IT Hours - New Development HR IT Hours - New Development HR IT Hours - New Development HR IT Hours - System Maintenance HR IT Hours - Customer Support HR IT Hours - Planned Maintenance HR User Hours - New Development 0 User Hours - PTNE/OT 0 Contractor Professional Services HR 0 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 EA 108,635 0 Package Software - Maintenance Software EA 19, Business Objects Access Software 0 Term Emulation SFTW-Acquisition Software 0 Term Emulation SFTW-Maintenance Software 0 Server - Acquisition/Upgrade EA 8,000 0 Server - Maintenance ANN Server Sftwre - Acquisition/Upgrade Server Sftwre - Maintenance 0 Server Rack Mount Oracle Enterprise Per Processor - Includes Year 1 Maintenance 21,372 0 Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 CV_CaseManagement roi_analysis.xls/cost Detail Page 5 REV: 3/16/2016

11 Cost Detail Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost Oracle Enterprise Per Processor - Year 2 and Beyond 3,432 0 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 TBD 0 TBD 0 TBD 0 TBD 0 Internet Access Project Staff Training Training 0 User Training Training 0 CV_CaseManagement roi_analysis.xls/cost Detail Page 6 REV: 3/16/2016

12 Cost Detail Cost Description IT Hours - New Development IT Hours - New Development IT Hours - New Development 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 Oracle Enterprise Per Processor - Includes Year 1 Maintenance Project Cost Category Software Software Software Software Software Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 CV_CaseManagement roi_analysis.xls/cost Detail Page 7 REV: 3/16/2016

13 Cost Detail Project Cost Cost Description Category Oracle Enterprise Per Processor - Year 2 and Beyond 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 Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 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 Training Training CV_CaseManagement roi_analysis.xls/cost Detail Page 8 REV: 3/16/2016

14 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development IT Hours - New Development IT Hours - New Development 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 0 0 Development Services Subtotal: : Server acquisition server maintenance Subtotal: Software: Loryx Case Management software software maintenance Software Subtotal: : Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: CV_CaseManagement roi_analysis.xls/cost Summary Page 9 REV: 3/16/2016

15 Assumptions Date Assumption Description Reduction of Paper spent printing Admit Sheets / ITP / UTP / DTP / Reports / Court Reports / Screening reports / Passes = Copies per 16-Mar-16 quarter x cost per print x 4 quarters 16-Mar-16 Streamline Business Case = 800 case x Average wage System Limitations of time spent working outside the system - No Approval Process / Notification Process / Reports (Psychiatric, Journal, 16-Mar-16 Log Entries) = 75 Licenses / 4hours x (25.00) x 12 months CV_CaseManagement roi_analysis.xls/assumptions Page 10 REV: 3/16/2016