Oakland County Department of Information Technology Project Scope and Approach

Oakland County Department of Information Technology Project Scope and Approach Project Name: Configuration Management Data Base Project ID: TT6186CM Leadership Group: Information Technology Steering Committee Department: Information Technology Division: Technical Systems and Networking Project Sponsor: Carl Wilson Date Requested: PM Customer No. 186 Request Type: New Development IT Team Name: Server Administration IT Team No: 6 Project Manager/Leader: Heidi Flack Account Number: 173 Account Description: Technical Systems and Networking Customer Name: Information Technology Grant Funded? Yes No Mandate? Yes No Mandate Source: Project Goal To increase the accuracy and completeness of the information, we need to implement an automated tool that will scan all of our environments so that we can acquire a complete picture of our technical environment to support troubleshooting and decision making. Business Objective The DRCMDB solution is all based on a manual process and does not provide all of the functionality a CMDB normally documents and delivers. CMDB tool will be systematically integrated with all systems for auto discovery and will capture network CIs, system CIs, assets (through external systems) and system dependencies/relationships of all hardware and software components related to IT service delivery within the Oakland County network (i.e., servers, network devices, storage, Workstation desktop, laptop, mobile, specialized devices) so that visibility of systems and applications and their integration points will allow for managing ongoing maintenance, monitoring, alerting and reporting capabilities. Major Deliverables Solution Procurement o System requirements o RFP document o Vendor selection o Fully Executed Contract for CMDB automated solution Tool Implementation and Management o CMDB governance o CMDB process and procedures o CMDB training, training materials and communications o CMDB installation and configuration o CMDB deployment o CMDB utilization Approach Form Rev. 11/5/215 Page 1 Project Rev. 8/3/216

Oakland County Department of Information Technology Project Scope and Approach Project Name: Configuration Management Data Base Project ID: TT6186CM RFP / CONTRACT o Define CMDB RFP requirements and conduct the RFP process to select a CMDB solution and professional services (if needed). o Execute Contract PLANNING o Define CI/data requirements o Define analytics o Determine tool requirements and conduct Tech review (TSN, EA, InfoSec) o Conduct data gathering of CIs and integrations o Determine approach o Define standard process and procedures o Define and develop user training DESIGN, BUILD, IMPLEMENT o Design system architect and conduct Tech review (TSN, EA, InfoSec) o Develop implementation plan o Configure, implement and test a prototype solution o Conduct end user training o Conduct end users testing o Deploy business readiness: training/job aids, process and procedures, communications o Deploy tool and process/procedures Research & Analysis Gartner Research Recommendation Gartner Peer Connect: Four Key IT Service Management Frameworks by Colleen M. Young from 4/26/16 by Gartner Determine How Well Your CMDB Measures Up by Jarod Green and Ronni J. Colville from 8/19/14 by Gartner The What, Where and Why of Configuration Items in Your CMDB by Ronni J. Colville from 6/24/1 by Gartner NACo Application Store http://www.naco.org/sites/default/files/documents/document%2management%2solution%2addresses %2Disaster%2Recovery.pdf Government Case Study: Pinal County, Arizona County cuts disaster recovery, document management concerns with one product Issue: Unable to link documents and data, the county was drowning in paper. Folders, file cabinets and duplicate copies of the same document were the norm. Leaders went in search of a solution, particularly to lighten the load on the offices of the recorder, treasurer and assessor. Pinal turned to one of its existing technology providers, OSAM Document Solutions, Inc., also in nearby Phoenix and also an Authorized OnBase Solution Provider. Solution: Pinal County started using OnBase as a scan and retrieve system. Leaders simply Form Rev. 11/5/215 Page 2 Project Rev. 8/3/216

Oakland County Department of Information Technology Project Scope and Approach Project Name: Configuration Management Data Base Project ID: TT6186CM wanted to make it easier for staff to find documents to serve constituents faster and more accurately. OSAM suggested Pinal consider disaster recovery services from Hyland Software and OnBase. After reviewing the four solutions Hosted Disaster Recovery, Emergency On- Site Recovery Services and Database Validation and Disk Group Validation Pinal quickly chose all four. The price alone made it obvious that we needed to take advantage of every disaster recovery option Hyland offers, says Johnson. The Challenges Connect departments across the county Protect critical content in case of a disaster Link documents to Accela Automation The Results Shares documents enterprise-wide Eliminates disaster recovery concerns Lets users instantly access documents connected to Accela Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users Divisions Leadership Groups All Oakland County network technology Information Technology Information Technology Steering Committee Risk Business Environment LOW Little or no impact to existing business processes. Technical Environment LOW Proven and previously implemented technologies. 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 Sponsor/ TSN Stakeholder: Carl Wilson As needed. Security Stakeholder: Chris Burrows As needed Internal Svcs Stakeholder: Janette McKenna As needed Form Rev. 11/5/215 Page 3 Project Rev. 8/3/216

Oakland County Department of Information Technology Project Scope and Approach Project Name: Configuration Management Data Base Project ID: TT6186CM Apps Stakeholder: Kevin Bertram As needed Deploy Svcs Stakeholder: Dale Kukla As needed EA Stakeholder: EJ Widun As needed Facilities Technical CIs on Oakland County Network/Environments Funding Other Priority Constraints Exclusions Integration with other asset management systems (i.e., CA) Non hardware (e.g., Software inventory, cloud environments) Form Rev. 11/5/215 Page 4 Project Rev. 8/3/216

Oakland County Department of Information Technology Project Scope and Approach Project Name: Configuration Management Data Base Project ID: TT6186CM PROJECT PHASE AUTHORIZATION Phase(s): Total Estimated Application Services Hours: 138 Cost: $19,44 Total Estimated Technical Systems Hours: 1,532 Cost: $186,152 Total Estimated CLEMIS Hours: 18 Cost: $2482 Total Estimated Internal Services Hours: 249 Cost: $34,362 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: 1,937 Cost: $242,4 Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: 1,937 Cost: $242,4 Form Rev. 11/5/215 Page 5 Project Rev. 8/3/216

Oakland County Department of Information Technology Project Scope and Approach Project Name: Configuration Management Data Base Project ID: TT6186CM Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Form Rev. 11/5/215 Page 6 Project Rev. 8/3/216

- CMDB project Information Technology Strategic Plan Alignment 3.1 - Provide an Enhanced Application Service Offering 3.1.1 - Increased application integration and standardization through web services 3.1.2 - Integrate mobility and location based services in business applications 3.1.3 - Promote and utilize shared services through the use of cloud technologies to offset costs and expand product offerings to customers 3.1.5 - Increase the agility and responsiveness of business units by expanding customer analytics 3.1.6 - Leverage the County's web presence as a branded consolidated point of access to all County information and services 3.1.7 - Centralize and standardize identity and access management for all applications and content 3.1.4 - Improve the quality, reliability, and availability of all applications 3.2 - Enhance ability to provide effective and timely customer service 3.2.1 - Advance the use of IT Infrastructure Library (ITIL) best practice framework for IT Service Management 3.2.2 - Implement Configuration Management Database to better identify IT Assets 3.2.3 - Provide a high-quality training program to empower employees through technology X 3.2.4 - Utilize a formalized customer communication plan 3.2.5 - Build IT Staff expertise through professional development 3.2.6 - Expand capacity through ongoing organization review and right sourcing 3.3 - Implement a Standardized Infrastructure Strategy 3.3.1 - Deliver services using a standardized shared technology infrastructure whereever possible 3.3.2 - Implement a consolidated security management strategy 3.3.3 - Develop and implement a policy for personally owned devices and services 3.3.4 - Improve service availability through network design and management strategies 3.3.5 - Enhance capacity planning and recovery management strategies 3.3.6 - Adopt an enterprise architecture approach to technology planning, design, and implementation Run Date 6/22/216 Page 1 of 1

Project Summary As Of: July 7, 216 Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Benefits/Savings: Tangible Benefits Subtotal: Cost Avoidance Subtotal: 52,48 52,48 Costs: Development Services Subtotal: 174,467 174,467 Hardware Subtotal: Software Subtotal: Infrastructure Subtotal 25, 25, Training Subtotal: 1, 1, Other Subtotal: Annual Statistics: Annual Total Savings 52,48 52,48 Annual Total Costs 434,467 434,467 Annual Return on Investment (381,987) (381,987) Annual Costs/Savings Ratio 827.87%.%.%.%.%.% Project Cumulative Statistics: Cumulative Total Savings 52,48 52,48 52,48 52,48 52,48 52,48 52,48 Cumulative Total Costs 434,467 434,467 434,467 434,467 434,467 434,467 434,467 Cumulative Return on Investment (381,987) (381,987) (381,987) (381,987) (381,987) (381,987) (381,987) Cumulative Cost/Savings Ratio 827.87% 827.87% 827.87% 827.87% 827.87% 827.87% 827.87% 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 CMDB Sizing ROI v2.xlsx/project Summary Date Printed: 8/3/216 Page 1 REV: February 24, 212

Savings Detail As Of: July 7, 216 Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Improve impact analysis Cost Avoidance IT - Information Technology / 173 HR 6 128 7,68 More efficiently determine root cause Cost Avoidance IT - Information Technology / 173 HR 3 128 38,4 Improve change management Cost Avoidance IT - Information Technology / 173 HR 5 128 6,4 Improve audting and compliance Intangible Benefit IT - Information Technology / 173 Improve technology road mapping Intangible Benefit IT - Information Technology / 173 Reduce reputational risk Intangible Benefit IT - Information Technology / 173 Annual Multiplier CMDB Sizing ROI v2.xlsx/savings Detail Date Printed: 8/3/216 Page 2 REV: February 24, 212

Savings Detail As Of: July 7, 216 Benefit/Savings Description Improve impact analysis More efficiently determine root cause Improve change management Improve audting and compliance Improve technology road mapping Reduce reputational risk Project Savings Category Cost Avoidance Cost Avoidance Cost Avoidance 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 7,68. x 38,4. x 6,4. CMDB Sizing ROI v2.xlsx/savings Detail Date Printed: 8/3/216 Page 3 REV: February 24, 212

Savings Summary As Of: July 7, 216 Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Tangible Benefit: Tangible Benefits Subtotal: Cost Avoidance: Improve impact analysis 7,68 7,68 More efficiently determine root cause 38,4 38,4 Improve change management 6,4 6,4 Cost Avoidance Subtotal: 52,48 52,48 Intangible Benefit: Improve audting and compliance Improve technology road mapping Reduce reputational risk Savings Total: 52,48 52,48 CMDB Sizing ROI v2.xlsx/savings Summary Date Printed: 8/3/216 Page 4 REV: February 24, 212

Cost Detail As Of: July 7, 216 Cost Description IT Hours - New Development Contractor Professional Services Server Admin Install Physical Server / Install OS (12hrs) Server Admin Virtual Machine Creation (5hrs) CMDB Solution Project Cost Category Development Svcs Development Svcs Infrastructure Infrastructure Infrastructure Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost Annual Multiplier IT - Information Technology / 173 1,937 89 172,393 x IT - Information Technology / 173 1 x IT - Information Technology / 173 1 1,464 1,464 x IT - Information Technology / 173 1 61 61 x IT - Information Technology / 173 1 25, 25, x Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 CMDB Sizing ROI v2.xlsx/cost Detail Date Printed: 8/3/216 Page 5 REV: February 24, 212

As Of: July 7, 216 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 172,393 172,393 Contractor Professional Services Server Admin Install Physical Server / Install OS (12hrs) 1,464 1,464 Server Admin Virtual Machine Creation (5hrs) 61 61 Development Services Subtotal: 174,467 174,467 Hardware: Hardware Subtotal: Software: Software Subtotal: Infrastructure: CMDB Solution 25, 25, Infrastructure Subtotal 25, 25, Training: User Training 1, 1, Training Subtotal: 1, 1, Other: Other Subtotal: Costs Total: 434,467 434,467 CMDB Sizing ROI v2.xlsx/cost Summary Date Printed: 8/3/216 Page 7 REV: February 24, 212

Assumptions As Of: July 7, 216 Date 16-Jun-16 IT Labor based on an avg rate of $89/hr Assumption Description CMDB Sizing ROI v2.xlsx/assumptions Date Printed: 8/3/216 Page 8 REV: February 24, 212