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 Kronos Cloud Upgrade Project ID: Leadership Group: Courts Department: Health and Human Services Division: Children s Village Project Sponsor: Jody Overall Date Requested: 03/01/16 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 upgrade and migrate Kronos Workforce Central and Kronos TeleStaff to the Kronos Private Cloud so that users can utilize the latest application features and security benefits in a Cloud environment. Business Objective Assist vendor with the upgrade and data migration of the existing applications to the new vendor hosted cloud solution. Major Deliverables Business and technical requirements document Database optimization and cleanup Performance and usage enhancements recommendations, if applicable Migration of data from on premise to cloud solution User acceptance testing and test plan Training documentation Develop production rollout plan Retirement of existing system Update disaster recovery toolkit and service center support documents Approach Create project plan Assist Kronos with gathering and documenting software and data migration requirements Work with the Kronos team to evaluate the current database. Help the Kronos team with documenting performance and usage enhancements. Support data migration Assist Kronos with executing user acceptance test plan Form Rev. 05/08/2012 Page 1 Project Rev. 7/6/2016

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: Children s Village Kronos Cloud Upgrade Project ID: Contribute towards documenting and provide training to administrators and end users. Revise disaster recovery toolkit and service center knowledge documents Post implementation support Research & Analysis Gartner Research Recommendation As per the Gartner Research, 25% of global midmarket and large enterprises will have invested in a cloud deployed Human Capital Management (HSM) suite for administrative HR and talent management By 2018, at least 98% of organizations will deploy at least one HCM SaaS application Per Gartner inquiry, many chief HR officers and HR IT leaders express interest in sourcing HCM capabilities as a suite from a single provider that can meet the majority of their HCM technology requirements. While many HR IT leaders continue to invest in HCM technologies deployed on-premises, the majority of new HCM suite selections are for SaaS solutions Most HCM vendor evaluations today are actively seeking SaaS solutions, with a declining number of evaluations requiring on-premises deployment. Most vendors have begun to offer SaaS or SaaS-like options, hosting traditional on-premises solutions in a private cloud, while others are in the process of making the technical investments to deliver solutions in a multitenant environment Kronos Workforce Central Overview: Kronos was founded in 1977 as a time and attendance hardware company. Since then, Kronos has broadened its portfolio to include workforce management, HR and payroll. Today, Kronos is regarded as one of the largest workforce management solution providers and has more than 4,000 employees worldwide. Functional coverage: Core HR management, benefits administration, payroll, employee and manager self-service, workforce planning, talent acquisition, onboarding, performance appraisals, compensation management, competency assessment, labor scheduling, time and attendance, leave/absence management, task/activity management. Customer size: The majority of its customers range in size from 100 to 10,000 employees, though some customers have over 150,000 employees. Customer regions/countries: More than 85% of customers are situated in North America, with the remainder in Western Europe, Australia, New Zealand and, to a lesser extent, Latin America and Asia. Industry vertical specialization: Wide-ranging industry specialization, with the largest including manufacturing, healthcare, retail, transportation and government. Form Rev. 05/08/2012 Page 2 Project Rev. 7/6/2016

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: Children s Village Kronos Cloud Upgrade Project ID: Delivery model: Private cloud, hosted either by Kronos or a third party, and on-premises. NACo Application Store - Nothing Found Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users 300 Divisions Children s Village Leadership Groups Courts Risk Business Environment processes Medium - Project will require some changes to existing business 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: Joanna Overall As needed Project Contacts: Nicole Brian As needed Project Manager: Shashi Gowda As needed Form Rev. 05/08/2012 Page 3 Project Rev. 7/6/2016

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: Children s Village Kronos Cloud Upgrade Project ID: Project Business Analyst: Sukanyaraj Govindaraaj As needed Facilities Technical Necessary data exists in the current onsite Kronos solution The Oakland County configuration rules that were set during the Facilities Implementation of the Kronos Cloud Solution will be used across all Oakland County departments using the solution. Funding Other Priority Constraints Exclusions Form Rev. 05/08/2012 Page 4 Project Rev. 7/6/2016

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: Children s Village Kronos Cloud Upgrade Project ID: PROJECT PHASE AUTHORIZATION Phase(s): Total Estimated Application Services Hours: 643 Cost: 88,320 Total Estimated Technical Systems Hours: 58 Cost: 2,760 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: 701 Cost: 91,080 Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: 701 Cost: 91,080 Form Rev. 05/08/2012 Page 5 Project Rev. 7/6/2016

6 Oakland County Department of Information Technology Project Scope and Approach Project Name: Children s Village Kronos Cloud Upgrade Project ID: Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Date: Date: Form Rev. 05/08/2012 Page 6 Project Rev. 7/6/2016

7 3.1 - Provide an Enhanced Application Service Offering Information Technology Strategic Plan Alignment - Children s Village Kronos Cloud Upgrade Increased application integration and standardization through web services X Increase the agility and responsiveness of business units by expanding customer analytics 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 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 X Improve the quality, reliability, and availability of all applications X 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 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 6/21/2016 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: Subtotal: 101,855 36,380 88,076 56,691 91,027 40, ,974 Costs: Development Services Subtotal: 100,081 5,686 20,497 6,032 6,213 22, ,905 Hardware Subtotal: Software Subtotal: 68,937 35,362 35,362 35,362 35,362 35, ,747 Subtotal Training Subtotal: 1, ,400 Other Subtotal: Annual Statistics: Annual Total Savings 101,855 36,380 88,076 56,691 91,027 40, ,974 Annual Total Costs 170,418 41,048 55,859 41,394 41,575 57, ,052 Annual Return on Investment (68,563) (4,668) 32,218 15,297 49,452 (16,814) 6,922 Annual Costs/Savings Ratio % % 63.42% 73.02% 45.67% % Project Cumulative Statistics: Cumulative Total Savings 101, , , , , , ,974 Cumulative Total Costs 170, , , , , , ,052 Cumulative Return on Investment (68,563) (73,231) (41,013) (25,716) 23,736 6,922 6,922 Cumulative Cost/Savings Ratio % % % % 93.65% 98.33% 98.33% Year Positive Payback Achieved Year 5 Year 5 State or Federal Mandate? Signatures: Benefits Reviewed By Project Sponsor Date: Costs (including IT Resources) Reviewed By Information Technology Project Manager Date: CV_Kronos_Upgrade_ROI.xls/Project Summary Page 1 REV: February 17, 2009

9 Savings Detail Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Annual Multiplier Allow for redundancy/high availability to the applications 0 Provide remote/mobile access to the applications therefore elminating client installs of the software Automate the approval process for requesting and approving time off Real time notifications of schedule changes, time off, shift changes, etc IT Hours - System Maintenance ANN , IT Hours - Customer Support ANN , Move responsibility of application upgrades to vendor ANN , Move responsibility of SQL Database Upgrades to vendor ANN , Move responsibility of OS Server Upgrades to vendor ANN , CV_Kronos_Upgrade_ROI.xls/Savings Detail Page 2 REV: February 17, 2009

10 Savings Detail Benefit/Savings Description Allow for redundancy/high availability to the applications Provide remote/mobile access to the applications therefore elminating client installs of the software Automate the approval process for requesting and approving time off Real time notifications of schedule changes, time off, shift changes, etc IT Hours - System Maintenance IT Hours - Customer Support Move responsibility of application upgrades to vendor Move responsibility of SQL Database Upgrades to vendor Move responsibility of OS Server Upgrades to vendor Project Savings Category Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 x x x x x x 2, , , , , x x x x x x 5, , , , , x x x 10, , , x x 5, , x x 11, , CV_Kronos_Upgrade_ROI.xls/Savings Detail Page 3 REV: February 17, 2009

11 Savings Detail Benefit/Savings Description Allow for redundancy/high availability to the applications Provide remote/mobile access to the applications therefore elminating client installs of the software Automate the approval process for requesting and approving time off Real time notifications of schedule changes, time off, shift changes, etc IT Hours - System Maintenance IT Hours - Customer Support Move responsibility of application upgrades to vendor Move responsibility of SQL Database Upgrades to vendor Move responsibility of OS Server Upgrades to vendor Project Savings Category Y6 3, , CV_Kronos_Upgrade_ROI.xls/Savings Detail Page 4 REV: February 17, 2009

12 Savings Summary Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Tangible Benefit: Tangible Benefits Subtotal: : IT Hours - System Maintenance 2,760 2,843 2,928 3,016 3,106 3,200 17,853 IT Hours - Customer Support 5,796 5,970 6,149 6,333 6,523 6,719 37,491 Move responsibility of application upgrades to vendor 10,350 10,980 11,649 32,979 Move responsibility of SQL Database Upgrades to vendor 5,520 6,032 Move responsibility of OS Server Upgrades to vendor 11,040 12,064 On premises upgrade software licenses cost 26,764 27,567 28,394 29,246 30,123 31,027 On premises upgrade Contractor Professional Services 39, , ,625 0 Subtotal: 101,855 36,380 88,076 56,691 91,027 40, ,974 : Allow for redundancy/high availability to the applications Provide remote/mobile access to the applications therefore elminating client installs of the software Automate the approval process for requesting and approving time off Real time notifications of schedule changes, time off, shift changes, etc Subtotal: Savings Total: 101,855 36,380 88,076 56,691 91,027 40, ,974 CV_Kronos_Upgrade_ROI.xls/Savings Summary Page 5 REV: February 17, 2009

13 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 EA ,561 x IT Hours - System Maintenance Development Svcs EA , x x x x x x IT Hours - Customer Support Development Svcs EA , x x x x x x IT Hours - Planned Maintenance Development Svcs EA , x x User Hours - New Development Development Svcs 0 User Hours - PTNE/OT Development Svcs 0 Contractor Professional Services Development Svcs ANN 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 Prof Services - Implementation Software 33, ,575 x Cloud Hosting Maintenance Software 33, ,000 x x x x x x Cloud Hosting Support Software 2, ,362 x x x x x x Business Objects Access Software 0 Term Emulation SFTW-Acquisition Software 0 Term Emulation SFTW-Maintenance Software 0 Server - Acquisition/Upgrade EA 9,000 0 Server - Maintenance Server Sftwre - Acquisition/Upgrade Server Sftwre - Maintenance 0 Server Rack Mount Oracle Standard Per Processor - Includes Year 1 Maintenance EA 3,500 0 Oracle Standard Per Processor - Year 2 and Beyond EA Linux Red Hat Software - Includes Year 1 Maintenance EA 5,000 0 CV_Kronos_Upgrade_ROI.xls/Cost Detail Page 6 REV: February 17, 2009

14 Cost Detail Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost Linux Red Hat Software - Year 2 and Beyond EA 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 1, ,400 x CV_Kronos_Upgrade_ROI.xls/Cost Detail Page 7 REV: February 17, 2009

15 Cost Detail Potential Cost Extensions Cost Description Project Cost 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 Prof Services - Implementation Software Cloud Hosting Maintenance Software Cloud Hosting Support 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 Standard Per Processor - Includes Year 1 Maintenance Oracle Standard Per Processor - Year 2 and Beyond Linux Red Hat Software - Includes Year 1 Maintenance Y1 Y2 Y3 Y4 Y5 Y6 94, , , , , , , , , , , , , , , , , , , , , , , , , , , , CV_Kronos_Upgrade_ROI.xls/Cost Detail Page 8 REV: February 17, 2009

16 Cost Detail Potential Cost Extensions Cost Description Linux Red Hat Software - 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 Y1 Y2 Y3 Y4 Y5 Y6 1, CV_Kronos_Upgrade_ROI.xls/Cost Detail Page 9 REV: February 17, 2009

17 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 94,561 94,561 IT Hours - System Maintenance 1,380 1,421 1,464 1,508 1,553 1,600 8,926 IT Hours - Customer Support 4,140 4,264 4,392 4,524 4,660 4,799 26,779 IT Hours - Planned Maintenance 14,640 15,998 30,638 User Hours - New Development User Hours - PTNE/OT Contractor Professional Services Development Services Subtotal: 100,081 5,686 20,497 6,032 6,213 22, ,905 Hardware: Hardware Subtotal: Software: Prof Services - Implementation 33,575 33,575 Cloud Hosting Maintenance 33,000 33,000 33,000 33,000 33,000 33, ,000 Cloud Hosting Support 2,362 2,362 2,362 2,362 2,362 2,362 14,172 Software Subtotal: 68,937 35,362 35,362 35,362 35,362 35, ,747 : Server - Acquisition/Upgrade Oracle Standard Per Processor - Includes Year 1 Maintenance Oracle Standard Per Processor - Year 2 and Beyond Subtotal Training: User Training 1,400 1,400 Training Subtotal: 1,400 1,400 Other: Other Subtotal: Costs Total: 170,418 41,048 55,859 41,394 41,575 57, ,052 CV_Kronos_Upgrade_ROI.xls/Cost Summary Page 10 REV: February 17, 2009

18 Assumptions Date Assumption Description CV_Kronos_Upgrade_ROI.xls/Assumptions Page 11 REV: February 17, 2009