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 Invoicing and Receipt System Project ID: DJ6176IR 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: 8722 Account Description: Medical Examiner Cust Supt Customer Name: Medical Examiner Grant Funded? Yes No Mandate? Yes No Mandate Source: Project Goal To provide clerical staff in the Medical Examiner s office with the ability to complete invoicing, billing, and payment transactions electronically so that handwritten receipts can be eliminated and save time by automating the process electronically. Business Objective To reduce the time it takes staff to complete process invoices and receipts for paying customers by eliminating the need for paper receipt books through recording payments electronically. Increase productivity by eliminating the need for staff to create Excel sheets for receipting and re-entering data into the PeopleSoft Financial system. Increase customer satisfaction by providing a means of payment other than cash or check, such as credit card transactions. Major Deliverables Detailed Project Plan Integration of electronic system into financial system via interface Application and/or System Requirements End User and Software Requirements Document Coding/Configuration Training Plan User Acceptance Test Plan Implementation Plan Training/User Manual(s) 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: Medical Examiner Invoicing and Receipt System Project ID: DJ6176IR Service Level Agreement Disaster Recovery Toolkit Service Center Knowledge Documents 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 Order hardware and software if needed Develop Implementation Plan 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 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: Medical Examiner Invoicing and Receipt System Project ID: DJ6176IR Risk Business Environment Technical Environment Medium Project will require some changes to existing business processes. Low - Proven and previously implemented technologies. 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 Countywide standard point of sale system, payment engine, and middleware will be established as a part of a separate project. This project will be to implement an already chosen system and configure pre-developed middleware. Funding Other 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: Medical Examiner Invoicing and Receipt System Project ID: DJ6176IR Constraints Exclusions 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: Medical Examiner Invoicing and Receipt System Project ID: DJ6176IR PROJECT PHASE AUTHORIZATION Phase(s): Project Management, Define Business Requirements, Design System Architecture, Develop Application, Implementation and Post Implementation Support Total Estimated Application Services Hours: 317 Cost: $43,854 Total Estimated Technical Systems Hours: 27 Cost: $1,794 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: 344 Cost: $45,648 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: Medical Examiner Invoicing and Receipt System Project ID: DJ6176IR 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 3.1 - Provide an Enhanced Application Service Offering Information Technology Strategic Plan Alignment D86176IR - Medical Examiner Invoicing and Receipt System 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 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 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 managment strategies Adopt an enterprise architecture approach to technology planning, design, and implementation Run Date 6/17/216 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: 4,35 4,434 4,567 4,74 4,845 4,991 27,847 Costs: Development Services Subtotal: 46,722 4,264 4,392 4,524 4,66 4,799 69,362 Subtotal: 2,95 2,95 4,19 Software Subtotal: Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 4,35 4,434 4,567 4,74 4,845 4,991 27,847 Annual Total Costs 48,817 4,264 4,392 4,524 6,755 4,799 73,552 Annual Return on Investment (44,512) (1,99) 191 (45,75) Annual Costs/Savings Ratio % 96.17% 96.17% 96.17% 139.4% 96.17% Project Cumulative Statistics: Cumulative Total Savings 4,35 8,739 13,36 18,11 22,856 27,847 27,847 Cumulative Total Costs 48,817 53,82 57,474 61,998 68,752 73,552 73,552 Cumulative Return on Investment (44,512) (44,342) (44,167) (43,987) (45,896) (45,75) (45,75) Cumulative Cost/Savings Ratio % 67.4% % % 3.81% % % 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: DJ6176IR ROI_analysisInvoiceandReceipt.xlsx/Project Summary Page 1 REV: 3/16/16

9 Savings Detail Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Annual Multiplier Increase productivity by eliminating the need for paper receipt books by recording payments electronically (est 16) Cost Avoidance HR , Increase productivity by eliminating the need for staff to create excel sheets for receipting, then re-entering data into the Peoplesoft Financial system Cost Avoidance HR Improve Customer Satisfaction by making credit cards available. Intangible Benefit DJ6176IR ROI_analysisInvoiceandReceipt.xlsx/Savings Detail Page 2 REV: 3/16/16

10 Savings Detail Project Savings Benefit/Savings Description Category Increase productivity by eliminating the need for paper receipt books by recording payments electronically (est 16) Cost Avoidance Increase productivity by eliminating the need for staff to create excel sheets for receipting, then re-entering data into the Peoplesoft Financial system Improve Customer Satisfaction by making credit cards available. Cost Avoidance Intangible Benefit Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 X X X X X X 3,78. 3, ,1.2 4, , ,382.6 X X X X X X X X X X X X DJ6176IR ROI_analysisInvoiceandReceipt.xlsx/Savings Detail Page 3 REV: 3/16/16

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: Increase productivity by eliminating the need for paper receipt books by recording payments electronically (est 16) 3,78 3,893 4,1 4,131 4,254 4,382 24,451 Increase productivity by eliminating the need for staff to create excel sheets for receipting, then re-entering data into the Peoplesoft Financial system ,396 Cost Avoidance Subtotal: 4,35 4,434 4,567 4,74 4,845 4,991 27,847 Intangible Benefit: Improve Customer Satisfaction by making credit cards available. Savings Total: 4,35 4,434 4,567 4,74 4,845 4,991 27,847 DJ6176IR ROI_analysisInvoiceandReceipt.xlsx/Savings Summary Page 4 REV: 3/16/16

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 ,722 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 Point of Sale Device Cost 1 2,95 2,95 x x 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 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 MS SQL Server Standard Per Processor - Year 2 and Beyond 946 DJ6176IR ROI_analysisInvoiceandReceipt.xlsx/Cost Detail Page 5 REV: 3/16/16

13 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 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 DB Maintenance (Semi-Annual Cycle $244) ANN 2,44 Dedicated Virtual Server ANN 4,15 DJ6176IR ROI_analysisInvoiceandReceipt.xlsx/Cost Detail Page 6 REV: 3/16/16

14 Cost Detail Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost 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 DJ6176IR ROI_analysisInvoiceandReceipt.xlsx/Cost Detail Page 7 REV: 3/16/16

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 Point of Sale Device Cost 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 46, , , , , , , , , ,16.4 3, ,95. 2,95. DJ6176IR ROI_analysisInvoiceandReceipt.xlsx/Cost Detail Page 8 REV: 3/16/16

16 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 $61) DB Maintenance (Semi-Annual Cycle $122) DB Maintenance (Semi-Annual Cycle $244) Dedicated Virtual Server DJ6176IR ROI_analysisInvoiceandReceipt.xlsx/Cost Detail Page 9 REV: 3/16/16

17 Cost Detail Cost Description 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) 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 DJ6176IR ROI_analysisInvoiceandReceipt.xlsx/Cost Detail Page 1 REV: 3/16/16

18 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 46,722 46,722 IT Hours - System Maintenance 1,421 1,464 1,58 1,553 1,6 7,546 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: 46,722 4,264 4,392 4,524 4,66 4,799 69,362 : Point of Sale Device Cost 2,95 2,95 4,19 Subtotal: 2,95 2,95 4,19 Software: Software Subtotal: : Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: 48,817 4,264 4,392 4,524 6,755 4,799 73,552 DJ6176IR ROI_analysisInvoiceandReceipt.xlsx/Cost Summary Page 11 REV: 3/16/16

19 Assumptions Date Assumption Description Increase productivity by eliminating the need for paper receipt books by recording payments electronically (est 16) = Numbers figured out by discussions with the Medical Examiner Clerk staff and tracking time over a two week period. That was then extrapolated to 18hrs a year 18-Mar-16 with an average salary of $21/hr. Increase productivity by eliminating the need for staff to create excel sheets for receipting, then re-entering data into the Peoplesoft Financial system = Numbers figured out by discussions with the Medical Examiner Clerk staff and tracking time over a two week period. 18-Mar-16 That was then extrapolated to 25 hrs a year with an average salary of $21/hr. Initial county wide standard for a point of sale system, payment engine, and middleware will be established as a part of a separate project. 17-Jun-16 This project will be to implement an already chosen system and configure predeveloped middleware. 17-Jun-16 Point of sale device cost based on average of two different vendors DJ6176IR ROI_analysisInvoiceandReceipt.xlsx/Assumptions Page 12 REV: 3/16/16