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 Public Request Portal Project ID: Leadership Group: Land Department: Information Technology Division: Application Services Project Sponsor: Tammi Shepherd Date Requested: 3/21/2016 PM Customer No. 182 Request Type: New Development Enhancement Customer Support Planned System Maintenance or Upgrade IT Team Name: and GIS IT Team No: 1 Project Manager/Leader: Dennis Faustich Account Number: Account Description: CAMS Customer Name: Collaborative Asset Management System Grant Funded? Yes No Mandate? Yes No Mandate Source: Project Goal To implement a public request portal system so that Oakland County CAMS participants can engage local residents, improve and expand data collection and maximize workflow efficiencies through an integrated solution. Business Objective Engage local communities and residents by implementing a mobile-friendly public request portal solution that integrates with the Oakland County Collaborative Asset Management System. Major Deliverables Detailed Project Plan Application and/or System Requirements End User and Software Requirements Document Request for Proposal Contract negotiations Technical Design Document Technical Architecture Diagram Training Plan User Acceptance Test Plan Implementation Plan Training/User Manual(s) Service Level Agreement Disaster Recovery Toolkit Service Center Knowledge Documents Form Rev. 11/05/2015 Page 1 Project Rev. 7/1/2016

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: CAMS Public Request Portal Project ID: Implement into Production 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 Conduct Tech Review Order hardware and software if needed Develop Implementation Plan Develop new system 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 How Local Government CIOs Can Improve Mobile App Strategies Enable citizen-centric mobile apps by taking these affirmative steps: Solve real-world problems, such as reporting and submitting requests, scheduling meetings, retrieving and interacting with data or documents, requesting emergency assistance, or paying assessments and taxes. Use multiplatform approaches. Leverage citizens' device capabilities from social media to GPS, imagery, video and Internet access to offer more rapid responses to queries that make use of context-aware capabilities such as location to recognize, respond, and integrate with content and workflows. NACo Application Store Search yielded no results Form Rev. 11/05/2015 Page 2 Project Rev. 7/1/2016

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: CAMS Public Request Portal Project ID: Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users CAMS Users and Public Divisions WRC, RCOC, Parks and Recreation, Facilities Maintenance, City of Auburn Hills, City of Oak Park, Independence Township, White Lake Township and City of Farmington Hills Leadership Groups Land Risk Business Environment HIGH - Project will dramatically change existing business processes or will negatively affect the business environment if implementation is unsuccessful. 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: Tammi Shepherd As Needed Form Rev. 11/05/2015 Page 3 Project Rev. 7/1/2016

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: CAMS Public Request Portal Project ID: Facilities Technical Implementation will be a cloud based solution. Funding Funded CAMS Program Other Priority Constraints Exclusions The implemented solution is for requests only within the Oakland County borders and for the participating departments and CVTs that utilize the Oakland County CAMS Application System will only support Non-emergency requests Form Rev. 11/05/2015 Page 4 Project Rev. 7/1/2016

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: CAMS Public Request Portal Project ID: PROJECT PHASE AUTHORIZATION Phase(s): All Total Estimated Application Services Hours: 1,290 Cost: $177,330 Total Estimated Technical Systems Hours: 57 Cost: $7,176 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: 1,347 Cost: $184,506 Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: 1,347 Cost: $184,506 Form Rev. 11/05/2015 Page 5 Project Rev. 7/1/2016

6 Oakland County Department of Information Technology Project Scope and Approach Project Name: CAMS Public Request Portal Project ID: Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Date: Date: Form Rev. 11/05/2015 Page 6 Project Rev. 7/1/2016

7 - CAMS Public Request Portal Provide an Enhanced Application Service Offering Information Technology Strategic Plan Alignment Increased application integration and standardization through web services 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 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 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 6/21/2016 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: Cost Avoidance Subtotal: Costs: Development Services Subtotal: 184,466 14,214 14,640 15,080 15,532 15, ,930 Subtotal: Software Subtotal: 35,000 30,900 31,827 32,782 33,765 34, ,052 Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings Annual Total Costs 219,466 45,114 46,467 47,861 49,297 50, ,982 Annual Return on Investment (219,466) (45,114) (46,467) (47,861) (49,297) (50,776) (458,982) Annual Costs/Savings Ratio 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% Project Cumulative Statistics: Cumulative Total Savings Cumulative Total Costs 219, , , , , , ,982 Cumulative Return on Investment (219,466) (264,580) (311,047) (358,909) (408,206) (458,982) (458,982) 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 Date: Costs (including IT Resources) Reviewed By Information Technology Project Manager Date: CAMS_Public_Request_Portal_ROI.xlsx/Project Summary Page 1 REV: February 24, 2012

9 Savings Detail Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Improves communication with local residents Intangible Benefit 0 Expands data colllection and analysis of assets Intangible Benefit 0 Centralizes and streamlines work management Intangible Benefit Annual Multiplier CAMS_Public_Request_Portal_ROI.xlsx/Savings Detail Page 2 REV: February 24, 2012

10 Savings Detail Benefit/Savings Description Improves communication with local residents Expands data colllection and analysis of assets Centralizes and streamlines work management Project Savings Category Intangible Benefit Intangible Benefit Intangible Benefit Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 CAMS_Public_Request_Portal_ROI.xlsx/Savings Detail Page 3 REV: February 24, 2012

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: Cost Avoidance Subtotal: Intangible Benefit: Improves communication with local residents Expands data colllection and analysis of assets Centralizes and streamlines work management Savings Total: CAMS_Public_Request_Portal_ROI.xlsx/Savings Summary Page 4 REV: February 24, 2012

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 HR 1, ,466 x IT Hours - System Maintenance Development Svcs IT Hours - Customer Support Development Svcs HR , x x x x x IT Hours - Planned Maintenance Development Svcs HR , x x x x x User Hours - New Development Development Svcs 0 User Hours - PTNE/OT Development Svcs 0 Contractor Professional Services Development Svcs 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 1 30,000 x Package Software - Acquisition Implementation Software EA 1 5,000 x Package Software - Maintenance Software ANN 1 30, 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 8,000 0 Server - Maintenance Server Sftwre - Acquisition/Upgrade Server Sftwre - Maintenance 0 Server Rack Mount MS SQL Server Standard Per Processor - Includes Year 1 Maintenance 4,725 0 CAMS_Public_Request_Portal_ROI.xlsx/Cost Detail Page 5 REV: February 24, 2012

13 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 - 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 Internet Access Project Staff Training Training 0 User Training Training 0 App Code Directories on Consolidated IIS Server (Virtual) ANN Database (5 GB) on Consolidated SQL Instance Server ANN Database Instance (125 GB DB) on Consolidated SQL Server ANN 2,395 0 Database SQL Maint Server ANN Database SQL Server Physical ANN 19,158 0 DB Maintenance (Annual Cycle $610) ANN DB Maintenance (Semi-Annual Cycle $1220) ANN 1,220 0 CAMS_Public_Request_Portal_ROI.xlsx/Cost Detail Page 6 REV: February 24, 2012

14 Cost Detail Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost DB Maintenance (Semi-Annual Cycle $2440) ANN 2,440 0 Dedicated Virtual Server ANN 4,150 0 File Space (100GB) ANN Internet Bandwidth per MB ANN DB Instance Setup DBA MS SQL Database Creation on Exisitng Instance DBA MS SQL Installation and Instance Creation (10hrs) 1,220 0 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) 1,464 0 Server Admin Virtual Machine Creation (5hrs) Annual Multiplier Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 CAMS_Public_Request_Portal_ROI.xlsx/Cost Detail Page 7 REV: February 24, 2012

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 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 - Acquisition Implementation 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 Project Cost Category Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Software Software Software Software Software Software Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 184, , , , , , , , , , , , , , , , , , CAMS_Public_Request_Portal_ROI.xlsx/Cost Detail Page 8 REV: February 24, 2012

16 Cost Detail Cost Description 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 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 $610) DB Maintenance (Semi-Annual Cycle $1220) CAMS_Public_Request_Portal_ROI.xlsx/Cost Detail Page 9 REV: February 24, 2012

17 Cost Detail Project Cost Cost Description Category DB Maintenance (Semi-Annual Cycle $2440) Dedicated Virtual Server File Space (100GB) Internet Bandwidth per MB DB Instance Setup DBA MS SQL Database Creation on Exisitng Instance DBA MS SQL Installation and Instance Creation (10hrs) Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 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) CAMS_Public_Request_Portal_ROI.xlsx/Cost Detail Page 10 REV: February 24, 2012

18 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 184, ,466 IT Hours - System Maintenance IT Hours - Customer Support 8,528 8,784 9,048 9,319 9,599 45,278 IT Hours - Planned Maintenance 5,686 5,856 6,032 6,213 6,399 30,186 User Hours - New Development User Hours - PTNE/OT Contractor Professional Services Development Services Subtotal: 184,466 14,214 14,640 15,080 15,532 15, ,930 : Subtotal: Software: Package Software - Acquisition 30,000 30,000 Package Software - Acquisition Implementation 5,000 5,000 Term Emulation SFTW-Acquisition 30,900 31,827 32,782 33,765 34, ,052 Software Subtotal: 35,000 30,900 31,827 32,782 33,765 34, ,052 : Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: 219,466 45,114 46,467 47,861 49,297 50, ,982 CAMS_Public_Request_Portal_ROI.xlsx/Cost Summary Page 11 REV: February 24, 2012

19 Assumptions Date Assumption Description The implemented solution is for requests only within the Oakland County borders and for the participating departments and CVTs that utilize 21-Mar-16 the Oakland County CAMS Application 23-Jun-16 Cost details for Software Acquisition/Maintenance are based on feedback from a possible vendor, CitySourced. CAMS_Public_Request_Portal_ROI.xlsx/Assumptions Page 12 REV: February 24, 2012