Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: CAMS RCOC Permitting and Licensing Project ID: D83182PL Leadership Group: Land Department: Road Commission Division: Department of Customer Services Project Sponsor: Tammi Shepherd Date Requested: 1/15/2013 PM Customer No.182 Request Type: XX New Development Enhancement Customer Support Planned System Maintenance or Upgrade IT Team Name: Land Application Services IT Team No: 8 Project Manager/Leader: Jennifer Wills Account Number: TBD Account Description: Customer Name: RCOC Grant Funded? Yes No Mandate? Yes No Mandate Source: Project Goal To implement the Permitting and Licensing module of CAMS for RCOC to extend their current use of CAMS so that new and existing permits as well as license requests can be integrated into the existing customer support workflows. Business Objective 1. Improve customer experience for permit applicants by RCOC employees having access to real-time electronic data. 2. Maximize available staff time to issue permits electronically and coordinate with other County departments for resources and process. 3. Reduce errors that are found in the current processes. 4. Provide the ability to track permitting requests electronically while also providing reporting and monitoring of data collected for management review 5. Relate permit applications to existing CAMS information (service requests) to make certain problems/complaints are quickly addressed. 6. Deliver system which manages workflow processes for timely approvals and reporting. Major Deliverables Detailed Project Plan Application and/or System Requirements Form Rev. 05/08/2012 Page 1 Project Rev. 1/18/2013

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: CAMS RCOC Permitting and Licensing Project ID: D83182PL End User Software Requirements Document CAMS Work Flow Documentation Configuration Plan Training Plan User Acceptance Test Plan Implementation Plan Training/User Manual(s) 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, templates, reports are integrated into CAMS. Document system requirements Determine and document system architecture and diagram Assess User Software Requirements Develop Implementation Plan Configure new system 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 SEMCOG County IT Collaboration Research Nothing Found Gartner Research Recommendation Nothing Found Benefits See Return on Investment (ROI) Analysis Document Form Rev. 05/08/2012 Page 2 Project Rev. 1/18/2013

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: CAMS RCOC Permitting and Licensing Project ID: D83182PL Impact Number of Users 10 Divisions Road Commission Leadership Groups Land Risk Business Environment Medium Requires 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 Other Staffing: additional staffing will be available as follows: Role: Name Hours per Day Project Sponsor: Facilities Technical Form Rev. 05/08/2012 Page 3 Project Rev. 1/18/2013

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: CAMS RCOC Permitting and Licensing Project ID: D83182PL Funding RCOC will support the cost of this project Other Priority Constraints Exclusions Conversion of historical data is not included in this project. Form Rev. 05/08/2012 Page 4 Project Rev. 1/18/2013

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: CAMS RCOC Permitting and Licensing Project ID: D83182PL 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. 05/08/2012 Page 5 Project Rev. 1/18/2013

6 Oakland County Department of Information Technology Project Scope and Approach Project Name: CAMS RCOC Permitting and Licensing Project ID: D83182PL Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Form Rev. 05/08/2012 Page 6 Project Rev. 1/18/2013

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: 112, , , , , , ,473 Costs: Development Services Subtotal: Hardware Subtotal: Software Subtotal: Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 112, , , , , , ,473 Annual Total Costs Annual Return on Investment 112, , , , , , ,473 Annual Costs/Savings Ratio 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% Project Cumulative Statistics: Cumulative Total Savings 112, , , , , , ,473 Cumulative Total Costs Cumulative Return on Investment 112, , , , , , ,473 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 RCOC_Permitting_Licensing_ROI.xlsx/Project Summary Page 1 REV: June 27, 2011

8 Savings Detail Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Annual Multiplier Staff time saved with new electronic system Cost Avoidance EA , Improved efficiency saves from filling open Clerical position Cost Avoidance ANN 37, , Reports providing monitoring of data collected to manage resource time Intangible Benefit 0 Reports providing monitoring of data collected to better understand cost/budget for Permitting Intangible Benefit Improved data quailty for permit requests Intangible Benefit 0 Improved feedback to customers on permit progress. Intangible Benefit RCOC_Permitting_Licensing_ROI.xlsx/Savings Detail Page 2 REV: June 27, 2011

9 Savings Detail Benefit/Savings Description Staff time saved with new electronic system Improved efficiency saves from filling open Clerical position Reports providing monitoring of data collected to manage resource time Reports providing monitoring of data collected to better understand cost/budget for Permitting Improved data quailty for permit requests Improved feedback to customers on permit progress. Project Savings Category Cost Avoidance Cost Avoidance Intangible Benefit Intangible Benefit Intangible Benefit 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 75, , , , , , x x x x x x 37, , , , , , RCOC_Permitting_Licensing_ROI.xlsx/Savings Detail Page 3 REV: June 27, 2011

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: Improved efficiency saves from filling open Clerical position 37,000 37,000 37,000 37,000 37,000 37, ,000 Staff time saved with new electronic system 75,000 78,000 81,120 84,365 87,739 91, ,473 Cost Avoidance Subtotal: 112, , , , , , ,473 Intangible Benefit: Reports providing monitoring of data collected to manage resource time Reports providing monitoring of data collected to better understand cost/budget for Permitting Improved data quailty for permit requests Improved feedback to customers on permit progress. Savings Total: 112, , , , , , ,473 RCOC_Permitting_Licensing_ROI.xlsx/Savings Summary Page 4 REV: June 27, 2011

11 Cost Detail Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost IT Hours - New Development Development Svcs IT Hours - System Maintenance Development Svcs IT Hours - Customer Support Development Svcs IT Hours - Planned Maintenance Development Svcs User Hours - New Development Development Svcs 0 User Hours - PTNE/OT Development Svcs 0 Contractor Professional Services Development Svcs 0 PC System - Acquisition Hardware PC System - Maintenance Hardware 2,304 0 Notebook - Acquisition Hardware 1,223 0 Notebook - Maintenance Hardware 2,372 0 Tablet Notebook - Acquisition Hardware 2,012 0 Tablet Notebook - Maintenance Hardware 0 Laserprinter - Acquisition Hardware 1,432 0 Laserprinter - Maintenance Hardware 1,104 0 Image Workstations - Acquisition Hardware 0 Image Workstations - Maintenance Hardware 3,496 0 PC Maintenance User Owned Hardware 2,304 0 Printer Maintenance User Owned Hardware 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 Oracle Enterprise Per Processor - Includes Year 1 Maintenance 21,372 0 Oracle Enterprise Per Processor - Year 2 and Beyond 3,432 0 Annual Multiplier Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 RCOC_Permitting_Licensing_ROI.xlsx/Cost Detail Page 5 REV: June 27, 2011

12 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 - 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 RCOC_Permitting_Licensing_ROI.xlsx/Cost Detail Page 6 REV: June 27, 2011

13 Cost Detail Project Cost Cost Description Category IT Hours - New Development Development Svcs IT Hours - System Maintenance Development Svcs IT Hours - Customer Support Development Svcs IT Hours - Planned Maintenance Development Svcs User Hours - New Development Development Svcs User Hours - PTNE/OT Development Svcs Contractor Professional Services Development Svcs PC System - Acquisition Hardware PC System - Maintenance Hardware Notebook - Acquisition Hardware Notebook - Maintenance Hardware Tablet Notebook - Acquisition Hardware Tablet Notebook - Maintenance Hardware Laserprinter - Acquisition Hardware Laserprinter - Maintenance Hardware Image Workstations - Acquisition Hardware Image Workstations - Maintenance Hardware PC Maintenance User Owned Hardware Printer Maintenance User Owned Hardware 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 Server - Maintenance Server Sftwre - Acquisition/Upgrade Server Sftwre - Maintenance Server Rack Mount Oracle Enterprise Per Processor - Includes Year 1 Maintenance Oracle Enterprise Per Processor - Year 2 and Beyond Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 RCOC_Permitting_Licensing_ROI.xlsx/Cost Detail Page 7 REV: June 27, 2011

14 Cost Detail Cost Description 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 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 Project Cost Category Training Training Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 RCOC_Permitting_Licensing_ROI.xlsx/Cost Detail Page 8 REV: June 27, 2011

15 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 - System Maintenance IT Hours - Customer Support IT Hours - Planned Maintenance User Hours - New Development User Hours - PTNE/OT Contractor Professional Services Development Services Subtotal: Hardware: Hardware Subtotal: Software: Software Subtotal: : Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: RCOC_Permitting_Licensing_ROI.xlsx/Cost Summary Page 9 REV: June 27, 2011

16 Assumptions Date Assumption Description 17-Jan staff x 2 hours per day = $30/50% = 15 hours per day savings x $20 per hr avg = $300 per day x 250 working days = $ Jan-13 Implementing electronic permitting workflow will save from hiring a An open position that is justified with current process RCOC_Permitting_Licensing_ROI.xlsx/Assumptions Page 10 REV: June 27, 2011