REVENUE INFORMATION SYSTEM MODERNIZATION PROJECT PHASE 1 - PROJECT INITIATION

Transcription

1 REVENUE INFORMATION SYSTEM MODERNIZATION PROJECT PHASE 1 - PROJECT INITIATION Wyoming Department of Transportation Debbie Trojovsky debbie.trojovsky@wyo.gov Debbie Lopez debbie.lopez@wyo.gov April 3, 2015 Page 1 of 9

2 Business Case Abstract I. Business Case X Existing Solution - New Development II. Problem Statement Summary The Wyoming Department of Transportation (WYDOT), Driver Services (DS), Motor Vehicles Services (MVS) and Port of Entry (POE) programs, use the Revenue Information System (RIS) for a significant percentage of computer based tracking, issuing, and reporting to comply with State and Federal law and to provide services to the citizens of Wyoming. RIS is a legacy system that was developed using COBOL technology from the 1980s and is itself almost 30 years old. The age of that technology has resulted in WYDOT having extreme difficulty finding knowledgeable programmers to service and maintain the core system. This leaves WYDOT with the decision that the RIS system must be modernized to remain useful in both the near and long terms. An additional factor that must be addressed is the mainframe computing platform where the RIS operates. While the Department of Enterprise Technology Services has indicated they will continue to support systems that are currently housed on the State s mainframe computer, ETS lacks the internal resources to maintain and service the current mainframe systems and platform. This results in increased costs of operation as many services must be obtained from commercial vendors. The proposed solution will be provided through several phases. The first phase (Phase I) will be to select and retain a dedicated Project Manager to oversee all subsequent phases from budget development and requirements gathering through system acceptance. Subsequent phase will likely include gathering of system requirements, preparation of a Request for Information (RFI) to research commercial off-the-shelf (COTS) solutions, solicitation of Requests for Proposals (RFP), and any related steps needed to implement the solution and convert data to re-establish current RIS functionality. III. Solution Description Summary WYDOT recommends that the RIS system be modernized to include upgrading the computing platform, updating the core programming code, maintaining required functionality, and ensuring future usability and compatibility. Phase I will be the selection of a dedicated project manager to oversee the entire RIS system modernization project. IV. Solution Cost Summary The cost for Phase I - Project Initiation - Selection of Project Management is estimated at $1,000,000. While funding for the core system is still to be determined it is estimated the entire RIS modernization project will cost upwards of $50 million. Additional budget needs will likely have to be addressed by the State Legislature to fully fund the project. Page 2 of 9

3 I. Executive Summary Business Case Narrative The current RIS System is outdated and expensive to maintain. As time goes on the system becomes more costly as support and maintenance services become rarer. The development of a new modern system will have a large upfront cost to develop and implement; however, over the long run a modernized system will likely cost less to service and maintain, and it will provide for a more efficient system to provide service to Wyoming citizens and other users of the system. While a number of solutions have been suggested several of them are not feasible or realistic. 1. Do nothing and continue to maintain the current system as long as possible 2. Purchase a modifiable commercial solution (COTS) 3. Develop a new RIS system from the ground up 4. Obtain an open source code from another state or jurisdiction 5. Convert the RIS system and data base to a client - server environment 6. Re-engineer the RIS system and convert to a client - server environment 7. Use a multi-faceted approach to RIS modernization where only components are upgraded 8. Outsource the existing application and database to a third party vendor While research by WYDOT staff indicates that options 2, 4, and 6 are preferred, the final solution will be based on cost and availability. The decision on which solution is optimal will also depend on the selection of a Project Manager, subsequent needs analysis and budget availability. II. Business Problem and Opportunity The RIS system s primary purpose is to provide services to Wyoming citizens through Driver Licensing (Driver Services Program), Vehicle Titles and Registration (Motor Vehicle Services Program) and Port of Entry Permitting (Highway Patrol Division). Beyond these core services, RIS is accessed by over 30 third party entities ranging from the National Law Enforcement Telecommunication System (NLETS) for all law enforcement entities, all 23 Wyoming County Clerks and Treasurers, as well as several federal agencies and contract vendors. All of these entities rely greatly on the dependability and efficiency of the RIS system. State or Federal law requires most of these functions to be performed by WYDOT. Despite the ongoing cost and budget restraints, WYDOT has continued to meet these requirements. To provide these services well into the future, WYDOT must proceed with the modernization of the current RIS system. The first phase will be to select and retain professional project management resources to initiate the project and guide subsequent phases of this project. The projected scope of the project will require a number of dedicated WYDOT staff to work on this project. It is estimated that 20 to 25 full time State employees with detailed knowledge of WYDOT business practices and IT knowledge will be required to assist, at least part time, on this project for its 3 to 5 year expected duration. During that time, any fully dedicated employees will need to be back filled to provide necessary and ongoing services. This will be challenging to maintain required services and to acquire the necessary budgeting to accomplish this need. Page 3 of 9

4 III. Proposed Project Objectives WYDOT s goal is to provide our customers with a modern and efficient means of continuing to provide the driver and motor vehicle related services to all customers and users of the current RIS system. The objective of this project is to ensure that WYDOT can continue to provide these services well into the future. IV. Business Risks The current RIS system is about 30 years old, has been patched and modified, and is becoming cost prohibitive to support. As time goes by the number of programmers familiar with the source code will continue to decline as more modern software languages are developed and become common place. Three of the more significant risks that have been identified are: There is possibility that the current system may fail or can no longer be supported. WYDOT would then not be able to provide legally mandated services to the State s citizens or other entities depending on those services and information. The more likely scenario is that WYDOT will not be able to update the system for new functionality or to satisfy new state or federal mandates. There is a risk that funding may not be available. If this occurs WYDOT will have to pursue other sources which could delay or prevent the replacement of the current system. Lack of responsiveness to the RFP. WYDOT does not believe this will occur. Several vendors have voluntarily demonstrated their systems It is expected there will be a good range of participation in the RFP process. V. Alternative Solutions Several alternative solutions were mentioned in the Executive Summary. Additional solutions may be identified and presented as the project progresses. VI. Project Management Due to the size and complexity of this proposed project the prudent course of action is to retain professional project management personnel to provide guidance and project control. This will likely be achieved through competitive negotiation process. WYDOT will also assemble a Project Steering Committee that will oversee the project management team and other project resources. This Steering Committee will likely include a member of WYDOT Executive Staff and program managers from the Driver Services Program, Motor Vehicle Services Program, Highway Patrol, Information Technology Program, and Financial Services Program. Other Steering Committee members may include personnel from the Department of Enterprise Technology Services, and other personnel deemed necessary. Page 4 of 9

5 VII. Recommendation WYDOT recommends that the Department be allowed to proceed with the initiation phase of this project to select and retain the needed project management resources to develop an overall project plan and guide WYDOT through the remaining project phases I. Budget Summary Business Case Budget Narrative During late 2013, WYDOT completed a series of vendor demos to determine available options. The cost to implement and complete a project of this size was estimated upwards of $50 million at that time. WYDOT still needs to investigate the sources of funding for the major portion of this project. II. Expenses by Type Type FY 2016 FY2017 FY 2018 One-time Costs $1,000,000 TBD TBD On-going Costs TBD TBD III. Expenses by Funding Source Funding Source FY 2016 FY2017 FY 2018 General Funds $1,000,000 TBD TBD Federal Funds School Foundation Highway Funds TBD TBD IV. Expenses by Outcome [List each deliverable and/outcome that is expected when implementing the proposed solution. Insert additional rows/columns as need.] Outcome / Deliverable FY 2016 FY2017 FY 2018 Establish Project Management & Initiate Project $1,000,000 TBD TBD Subsequent Project Deliverables TBD TBD TOTALS $1,000,000 TBD TBD Page 5 of 9

6 V. Expenses by Object Code Description Code FY 2016 FY2017 FY 2018 Personal Services Salaries Classified 0103 Salaries Other 0104 Employer Pd Benefits 0105 AWEC Salary & Benefits 0110 TOTAL Personal Services Supportive Services Licenses-Registrations 0207 Miscellaneous 0210 Travel In State 0221 Travel Out of State 0222 Supplies 0230 Office Equip-Furnish 0241 Data Processing Reproduction Other Eq Education-Recreational Tech 0246 Equipment Rental 0252 Maintenance Contracts External 0292 TOTAL Supportive Services Central Services/Data Services Central-Ser Data-Ser 0410 Telecommunications 0420 TOTAL Central Services/Data Services Contractual Services Professional Fees 0901 $1,000,000 TBD TBD Consulting Services 0902 TBD TBD Special Project & Services 0903 TOTAL Contractual Services EXPENDITURES TOTALS $1,000,000 TBD TBD Page 6 of 9

7 Business Case Checklist [This checklist is designed as a guideline to determine the type of content that should be included in a business case. Not all criteria within this checklist may be applicable to the scenario. Criteria that is not applicable is not required to be documented for each business case. Include only the items that are applicable to the project. Any additional clarification will be discussed with the agencies upon review of the submitted business case.] Business Case Abstract A prior business case number is listed if an existing solution is in place The problem statement clearly defines the business problem Relative statutory, legislation, and/or mandates are listed (if appropriate) A proposed solution is clearly given Project costs are given and explained Executive Summary The executive summary presents a business reason driving the project An explanation as to why the proposed project is the best solution to resolve the given business problem. The executive summary is limited to a single page. Business Problem and Opportunity The business problem is clearly defined The opportunity to resolve the business problem is explained, i.e., funding, statutory requirements, federal mandates, technology, etc. Agency information is provided to support the problem/opportunity, i.e., business performance, strategic plan, mission, goals, objectives, mandates, cross agency collaborations and impacts, etc. A brief historical baseline surrounding the project and the business problem is given Considerations for location have been presented, such as rural development, telecommunications, facilities, etc. Proposed Project Objectives Project objectives are listed, such as technical architecture, customer and agency benefits, fiscal impact, efficiencies to be had, etc. Objectives are consistent with established agency business performance, mission, goals, and strategic plan Page 7 of 9

8 The objectives are Project objectives align with business needs Customers and agency program affected by the project objectives are identified Business Risks Internal and external risks have been identified, including measurable and nonmeasurable information. Risks associated if the proposed project does not occur have been defined Risks associated with the project being deployed have been listed along with any tasks that may mitigate such risks. Alternative Solutions At least three alternative solutions have been investigated and compared to the proposed solution, one of which is maintaining the status quo. Alternatives include functional description, technical architecture, benefits, associated risks, and fiscal impact. Project Management A project manager or project management approach, either through external or internal sources, has been identified. Define the human resources involved or needed for this project, including executive support, internal and external key stakeholders, developers, business analysts, etc. An overview of the project timeline is given such as the time to get the project deployed, key milestone, and time expectancy of the deployed solution. Recommendation A proposed solution is clearly stated and the reasons the agency is recommending the solution Budget Summary Tangible and intangible costs are listed Initial investment, one-time costs, ongoing costs have been included Costs for non-financial benefits have been identified and included Funding sources have been identified Expenses by outcome during project deployment are listed Expenses by object code have been properly categorized and subtotals for each budget series has been entered. Page 8 of 9

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