Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: Managed Print Services Program Project ID: TN2186MP Leadership Group: Information Technology Steering Committee Department: Information Technology Division: Technical Systems and Networking Project Sponsor: Kevin Bertram Date Requested: 4/29/10 PM Customer No. 186 Request Type: New Development IT Team Name: Workstation Services IT Team No: N Project Manager/Leader: Mahesh Parab Account Number: Account Description: Technical Systems and Networking Customer Name: Information Technology Grant Funded? No Mandate? No Mandate Source: Project Goal To implement Managed Print Services so that overall printing costs are reduced. Business Objective To deploy vendor provided new Multifunction Printers (MFP) across the county departments, so that old MFPs can be taken out of service. Major Deliverables New MFP fleet. Support services like billing, help/desk support, and inventory workflow integrated with the new vendor. TRAC solution features for the automated printer monitoring to improve service and support for the printer fleet. PCS director rollout, for print volume tracking, to help optimize the printer fleet. Approach Project team will work with the vendor, internal services, and the IT Liaisons to plan and schedule the rollout of the new MFP devices. Project team will work with the vendor, internal services, IT Liaisons and the finance team to roll out the support services. Form Rev. 09/01/2006 Page 1 Project Rev. 12/14/12

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: Managed Print Services Program Project ID: TN2186MP Business Objective To implement the Fax and Scanning features on the MFP devices to reduce the print volumes by enabling the improved workflow and productivity of the user departments. Major Deliverables Right Fax Solution. Global Scan Solution. Approach Project team will work with the vendor, internal services, and the IT Liaisons to plan and schedule the rollout of new features on the MFP devices. Business Objective To optimize the printer fleet across the County so that printing costs are reduced. Major Deliverables One round of fleet optimization across all the County Departments. Approach Project team will work with the vendor, IT CRMs and the IT Liaisons to plan and schedule the fleet optimization, and retire the returned devices. Benefits See Return on Investment (ROI) Analysis Document Research & Analysis SEMCOG County IT Collaboration Research N/A Gartner Research Recommendation Project team has used Gartner toolkits for Managed Print Services (MPS) for all the phases on this project. Refer project documentation of TN0186PR (Print Management) project for additional details. Additional inputs to the scope of this sizing are based on TN0186PR (Print Management) project delivered in Form Rev. 09/01/2006 Page 2 Project Rev. 12/14/12

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: Managed Print Services Program Project ID: TN2186MP Impact Number of Users All Divisions All Leadership Groups All 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. Other Staffing: additional staffing will be available as follows: Role: Name Hours per Day Project Sponsor Kevin Bertram As needed. Fiscal Services Accountant Shawn Phelps As needed. Purchasing Scott Guzzy As needed. Subject Matter Expert Gartner Consultant As needed. Form Rev. 09/01/2006 Page 3 Project Rev. 12/14/12

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: Managed Print Services Program Project ID: TN2186MP Facilities Technical Funding Information Technology Priority Constraints None identified. Exclusions None identified. Form Rev. 09/01/2006 Page 4 Project Rev. 12/14/12

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: Managed Print Services Program Project ID: TN2186MP PROJECT PHASE AUTHORIZATION Phase(s): Project Management, MPS - Pre Implementation, MPS Implementation, MPS - Optimization Total Estimated Application Services Hours: Cost: Total Estimated Technical Systems Hours: 4,887 Cost: $263,032 Total Estimated CLEMIS Hours: Cost: Total Estimated Internal Services Hours: 407 Cost: $49,654 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: 5,294 Cost: $312,686 Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: 5,294 Cost: $312,686 Form Rev. 09/01/2006 Page 5 Project Rev. 12/14/12

6 Oakland County Department of Information Technology Project Scope and Approach Project Name: Managed Print Services Program Project ID: TN2186MP Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Form Rev. 09/01/2006 Page 6 Project Rev. 12/14/12

7 Information Technology Strategic Plan Alignment TN2186MP - Managed Print Services Program Provide an Enhanced Application Service Offering Increase application integration through web services Research and develop a Constituent Relationship Management (CRM) strategy Promote mobility and location integration in business applications Utilize ecommerce platform to offset costs and expand product offerings to customers Improve the quality, reliability and availability of all applications Increase the agility and responsiveness of business units by expanding customer analytics Leverage the County's Internet presence and portal as a branded consolidated point of access to all County information and services through a web browser Centralize identity and access management for all applications and content Enhance ability to provide effective and timely customer (County departments and CVTs) service Implement a centralized service center strategy to provide a single point of contact for service delivery Implement the IT Library (ITIL) best practice framework for IT Service Management Define a service and support strategy that clearly identifies the IT service provided Provide a high-quality training program to empower employees through technology Develop a formalized customer communication plan Build IT Staff expertise through professional development Expand capacity through ongoing organizational review and selective outsourcing Implement a Standardized Strategy Deliver services using a shared technology infrastructure wherever possible Implement a Microsoft infrastructure strategy Implement a consolidated security strategy Establish a standard personal computing hardware and software product suite, SLA, and replacement schedule for all County personal computers Establish support cost model and SLA for all offerings outside Improve service availability through network design and management strategies Establish enhanced capacity planning and recovery management strategies X Run Date 9/13/2012 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: 958, , , , , ,468 5,750,808 Costs: Development Services Subtotal: 486, ,849 Hardware Subtotal: 871, , , , , ,358,460 Software Subtotal: Subtotal 92,680 92,680 92,680 92,680 92,680 18, ,500 Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 958, , , , , ,468 5,750,808 Annual Total Costs 1,451, , , , ,372 18,100 5,326,809 Annual Return on Investment (492,753) (5,904) (5,904) (5,904) (5,904) 940, ,999 Annual Costs/Savings Ratio % % % % % 1.89% Project Cumulative Statistics: Cumulative Total Savings 958,468 1,916,936 2,875,404 3,833,872 4,792,340 5,750,808 5,750,808 Cumulative Total Costs 1,451,221 2,415,593 3,379,965 4,344,337 5,308,709 5,326,809 5,326,809 Cumulative Return on Investment (492,753) (498,657) (504,561) (510,465) (516,369) 423, ,999 Cumulative Cost/Savings Ratio % % % % % 92.63% 92.63% Year Positive Payback Achieved Year 6 Year 6 State or Federal Mandate? Signatures: Benefits Reviewed By Project Sponsor Costs (including IT Resources) Reviewed By Information Technology Project Manager TN2186MP ROI.xls/Project Summary Page 1 REV: June 27, 2011

9 Savings Detail Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Current Konica contract cost Cost Avoidance IT / Information Technology ANN 1 419, ,033 Annual Multiplier Valcom (Equip. Maint - Printer Portion) Cost Avoidance IT / Information Technology ANN 1 92,784 92,784 Michigan Business Solutions (Fax Maint./repair, toner) Cost Avoidance IT / Information Technology ANN 1 53,900 53,900 Consumables (Office Max-Toner) Cost Avoidance IT / Information Technology ANN 1 374, ,048 Additional 5% consumables outside of Office Max and MBS* Cost Avoidance IT / Information Technology ANN 1 18,702 18,702 Time and Labor (OC)/Indirect/Overhead Intangible IT / Information Technology ANN 240,350 0 Workstation Services Labor (incident management for printers)+ Valcom Contract management+ Service Center call management. Intangible IT / Information Technology ANN 46 0 Expense to replace existing printers (IT issued) Intangible IT / Information Technology ANN Expense to replace existing printers (Non-IT issued) Intangible IT / Information Technology ANN Expense to replace existing Fax Machines. Intangible IT / Information Technology ANN 1,200 0 Labor to replace existing printers Intangible IT / Information Technology ANN TN2186MP ROI.xls/Savings Detail Page 2 REV: June 27, 2011

10 Savings Detail Benefit/Savings Description Current Konica contract cost Valcom (Equip. Maint - Printer Portion) Michigan Business Solutions (Fax Maint./repair, toner) Consumables (Office Max-Toner) Additional 5% consumables outside of Office Max and MBS* Project Savings Category Cost Avoidance Cost Avoidance Cost Avoidance Cost Avoidance 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 419, , , , , , x x x x x x 92, , , , , , x x x x x x 53, , , , , , x x x x x x 374, , , , , , x x x x x x 18, , , , , , Time and Labor (OC)/Indirect/Overhead Intangible Workstation Services Labor (incident management for printers)+ Valcom Contract management+ Service Center call management. Intangible Expense to replace existing printers (IT issued) Intangible Expense to replace existing printers (Non-IT issued) Intangible Expense to replace existing Fax Machines. Intangible Labor to replace existing printers Intangible x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x TN2186MP ROI.xls/Savings Detail Page 3 REV: June 27, 2011

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: Current Konica contract cost 419, , , , , ,033 2,514,198 Valcom (Equip. Maint - Printer Portion) 92,784 92,784 92,784 92,784 92,784 92, ,706 Michigan Business Solutions (Fax Maint./repair, toner) 53,900 53,900 53,900 53,900 53,900 53, ,400 Consumables (Office Max-Toner) 374, , , , , ,048 2,244,289 Additional 5% consumables outside of Office Max and MBS* 18,702 18,702 18,702 18,702 18,702 18, ,214 Cost Avoidance Subtotal: 958, , , , , ,468 5,750,808 Intangible Benefit: Time and Labor (OC)/Indirect/Overhead Workstation Services Labor (incident management for printers)+ Valcom Contract management+ Service Center call management. Expense to replace existing printers (IT issued) Expense to replace existing printers (Non-IT issued) Expense to replace existing Fax Machines. Labor to replace existing printers Savings Total: 958, , , , , ,468 5,750,808 TN2186MP ROI.xls/Savings Summary Page 4 REV: June 27, 2011

12 Cost Detail Project Cost Cost Description Category IT Hours - New Development (TN0186MP) Development Svcs IT Hours - New Development (Program Remaining ETC) Development Svcs Ricoh - Base Monthly Cost Ricoh - Billing Solution Ricoh - Fax Solution Application servers - Acquisition/Upgrade (Virtual Server) Database server - Acquisition/Upgrade (Consolidated Server with dedicated instance) Hardware Budget Category/Funding Source IT / Information Technology - Unit Desc Units Rate per Unit Total Cost Annual Multiplier Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y HR 1, ,335 x IT / Information Technology HR 3, ,514 x IT / Information Technology ANN 12 72, ,692 x x x x x IT / Information Technology ANN 12 3,790 45,480 x x x x x IT / Information Technology ANN 12 2,425 29,100 x x x x x IT - Information Technology / HR 12 1,350 16,200 X x x x x x IT - Information Technology / HR 1 1,900 1,900 x x x x x x IT - Information Technology / HR 0 FAX Gateway Program Management of IT managed Development print services Services 2,304 0 Expense to replace existing printers (in IT inventory) Hardware 1,223 0 Expense to replace existing printers (Non-IT inventory) Hardware 2,372 0 Valcom (Equip. Maint - Printer Portion) 2,012 0 Consumables (Office Max-Toner) 0 Expense to replace existing Fax Machines. Hardware 1,432 0 Fax Repair and Consumables. 1,104 0 Time and Labor (OC)/Indirect/Overhead Workstation Services Labor (incident management for printers)+ Valcom Contract management+ Service Center call management. Development Services 0 Development Services 3,496 0 TN2186MP ROI.xls/Cost Detail Page 5 REV: June 27, 2011

13 Cost Detail Project Cost Category Budget Category/Funding Source Unit Desc Rate per Unit Cost Description Units Total Cost Labor to retire existing Non-MFD Development printers, install new devices Services 2,304 0 Electrical Networking Cost - Implementation 1,072 0 Labor to retire existing Non-MFD printers &install new devices 0 Project Staff Training Training 0 User Training Training 0 Annual Multiplier Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 TN2186MP ROI.xls/Cost Detail Page 6 REV: June 27, 2011

14 Cost Detail Cost Description IT Hours - New Development (TN0186MP) IT Hours - New Development (Program Remaining ETC) Ricoh - Base Monthly Cost Ricoh - Billing Solution Ricoh - Fax Solution Application servers - Acquisition/Upgrade (Virtual Server) Database server - Acquisition/Upgrade (Consolidated Server with dedicated instance) FAX Gateway Program Management of IT managed print services Expense to replace existing printers (in IT inventory) Expense to replace existing printers (Non-IT inventory) Project Cost Category Development Svcs Development Svcs Hardware Development Services Hardware Hardware Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 146, , , , , , , , , , , , , , , , , , , , , , , , , , , , , Valcom (Equip. Maint - Printer Portion) Consumables (Office Max-Toner) Expense to replace existing Fax Machines. Hardware Fax Repair and Consumables. Development Time and Labor (OC)/Indirect/Overhead Services Workstation Services Labor (incident management for printers)+ Valcom Contract management+ Service Center Development call management. Services TN2186MP ROI.xls/Cost Detail Page 7 REV: June 27, 2011

15 Cost Detail Cost Description Labor to retire existing Non-MFD printers, install new devices Electrical Networking Cost - Implementation Labor to retire existing Non-MFD printers &install new devices Project Staff Training User Training Project Cost Category Development Services Training Training Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 TN2186MP ROI.xls/Cost Detail Page 8 REV: June 27, 2011

16 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development (TN0186MP) 146, ,335 IT Hours - New Development (Program Remaining ETC) 340, ,514 Development Services Subtotal: 486, ,849 Hardware: Ricoh - Base Monthly Cost 871, , , , ,692 4,358,460 Hardware Subtotal: 871, , , , ,692 4,358,460 Software: Software Subtotal: : Ricoh - Billing Solution 45,480 45,480 45,480 45,480 45, ,400 Ricoh - Fax Solution 29,100 29,100 29,100 29,100 29, ,500 Application servers - Acquisition/Upgrade (Virtual Server) 16,200 16,200 16,200 16,200 16,200 16,200 97,200 Database server - Acquisition/Upgrade (Consolidated Server with dedicated instance) 1,900 1,900 1,900 1,900 1,900 1,900 11,400 FAX Gateway Subtotal 92,680 92,680 92,680 92,680 92,680 18, ,500 Training: Training Subtotal: Other: Other Subtotal: Costs Total: 1,451, , , , ,372 18,100 5,326,809 TN2186MP ROI.xls/Cost Summary Page 9 REV: June 27, 2011

17 Assumptions Date Assumption Description Implementation assumes use of virtualized environment for applicaton servers (1350 USD annually per component, includes server software 01-Oct-12 and maintenance costs), load balance servers and failover servers Implemented software applications will have have dedicated instance on shared consolidated Database Server (1950 USD Annual usage 01-Oct-12 charge includes server maintenance and server software costs) TN2186MP ROI.xls/Assumptions Page 10 REV: June 27, 2011