Halton Regional Police Service Public Agenda Recommendation Report

Transcription

1 Halton Regional Police Service Public Agenda Recommendation Report To: Chairman and Police Service Board Members From: Chief Stephen J. Tanner Subject: SINGLE SOURCE BUCHANAN TECHNOLOGIES Report #: P15-5-CPS-R-01 Date: May 8, 2015 RECOMMENDATION: That the Halton Regional Police Services Board authorize the award of a single source agreement with Buchanan Technologies for the upgrade of the Service s SharePoint Portal for a total cost of $446,562 (inclusive of net taxes and 10% contingency), and further; That the Halton Regional Police Services Board authorize the award of a single source agreement with Buchanan Technologies for the ongoing support, maintenance, and minor enhancements for the new SharePoint 2013 system for an initial three year term for a total cost of $101,760 (inclusive of net taxes). Stephen J. Tanner Chief of Police :BP Attachments: INTRODUCTION AND BACKGROUND: In 2007, the Service implemented an internal web portal built upon Microsoft SharePoint 2007 in order to facilitate collaboration and organization of documents required to efficiently administer the Service. The portal system quickly became a key enabling technology for the organization, providing a readily available and organized repository for policies, procedures, emergency contact information, financial information, budgeting information, documents pertaining to the business of each bureau, and for dissemination of information to the entire organization. Public Recommendation Report Page 1

2 SharePoint 2007 is nearing the end of its support lifecycle with Microsoft which recently announced that support for this product will only be extended to The SharePoint 2007 system currently in operation in the Service has reached capacity in terms of storage and functionality and must be replaced with current technology. After researching the possibilities, staff has engaged in an upgrade of the SharePoint Portal to the SharePoint 2013 version. In September 2014, the Service engaged the professional consulting services of Buchanan Technologies to create a design document outlining the efforts required to upgrade and migrate the Service s portal from SharePoint 2007 to SharePoint 2013 as Phase 1 of the project. A study of the Service s current portal configuration and business processes was performed. Phase 1 was successfully completed in March 2015 with all deliverables having been accepted and the Service is now in a position to upgrade to the new SharePoint Staff is recommending this single source award to Buchanan Technologies due to the extensive work performed in Phase 1 and the detailed knowledge they have gained which will move this project forward efficiently. Further, Buchanan Technologies holds a Microsoft Gold Partner certification and their expert staff are very capable to deliver the upgrade to SharePoint 2013 with minimal risk. Buchanan Technologies have successfully completed similar migrations for other GTA police services as well as in the private sector. DISCUSSION / ANALYSIS: Migrating to SharePoint 2013 will permit the Service to take advantage of the benefits of this newer, highly developed platform for enterprise collaboration from Microsoft. With a powerful search engine, a new approach to collaboration, team sites, individual sites, powerful document management and retention functionality, mobile access, and interoperability with existing systems and processes, SharePoint 2013 will greatly benefit the administrative efficiency of the Service. Phase 1 of this replacement project consisted of Discovery and Design of a replacement portal. The services of Buchanan Technologies were approved in an Acquisition Report dated August 2014 and Phase 1 project deliverables were completed from September 2014 to March Internal staff working with consultants from Buchanan Technologies collaborated with numerous bureaus and stakeholders within the Service to document system requirements. The Phase 1 deliverables required for the upgrade and deployment of a new portal system were as follows: Infrastructure Design Document Information Architecture Design Document Migration Plan Governance Plan Public Recommendation Report Page 2

3 Implementation Plan Statement of Work for Phase 2 Phase 2 of the project involves the upgrade and implementation of the system and is proposed to run for approximately 277 business days. It will consist of procurement of server hardware/software and storage, installation and customization of SharePoint 2013, custom software development, and initial rollout. The Total Project deliverables for Phase 2 are expected to include: Procuring additional hardware and software Update Information Architecture Requirements and additional Design Documents Deployment and Configuration Documentation Security Matrix Develop user acceptance testing Scripts Develop all required training guides Update Migration Plan Build 3 SharePoint 2013 environments (Development, User Testing, and Production) Implement Third Party Migration Tool Customize and deploy third party content aggregation component Develop workflows for Policy Directives and Performance Appraisals Staff is also recommending that the Board approve the Service to engage Buchanan Technologies for the provision of ongoing support and maintenance services (on an as required basis). This will include minor enhancements expected after the implementation of the new SharePoint 2013 system. By moving to this platform, the Service will be positioned to make further enhancements to business process without wholesale replacement of the system. Future phases of this project will consist of additional enhancements to the system beyond the current scope which may include further workflow automation and integration with existing and future systems. Future enhancements shall be requested through the annual capital budgeting process post-implementation in upcoming budget cycles. CONSULTATION: Deputy Chief Bob Percy Support Services Brian Green, Director Information Services Ken Kelertas, Director Legal Services Paul Lavergne, Director Corporate Services Susan Chojnacki, Coordinator Purchasing Services Public Recommendation Report Page 3

4 FINANCIAL / HUMAN RESOURCE / LEGAL ISSUES: The Total Project Costs, Funding Sources and Ongoing Operating Costs for this Upgrade Project are outlined in the following tables: Total Project Costs Phase 1 Discovery & Design (Completed) Buchanan Technologies $ 97,129 Net Tax 1,709 Total Phase 1 costs $ 98,838 Phase 2 - Implementation Buchanan Technologies $ 398,944 Contingency 10% 39,894 Net Tax 7,724 Subtotal Buchanan Technologies 446,562 Other vendors (through competitive processes) Database licenses and supporting datacenter software licenses 64,700 Server hardware and storage 80,000 Hardware Contingency 10,000 SharePoint Migration Tool 20,000 Third Party WebParts 6,000 Net tax 3,180 Subtotal Other vendors 183,880 Total Phase 2 costs $ 630,442 Total Project Cost $ 729,280 Funding Sources 2014 Approved Capital T6838C System Enhancements $ 100, Approved Capital T6877A Portal Update Project 400,000 T6844E Network Servers 80,000 T6838C System Enhancement (via project realignments) 43,000 T6844G Technology Upgrades (via project realignments) 106,280 Total Funding $ 729,280 Public Recommendation Report Page 4

5 Ongoing Operating Costs Buchanan Technologies Support, Maintenance, Minor Enhancement 3 year $ 100,000 Net Tax 1,760 Total Ongoing Operating Costs $ 101,760 Ongoing operating costs for support and maintenance would be paid from the annual Operating Budget for IT Services (account ). STRATEGIC MANAGEMENT ISSUES: In support of the Halton Regional Police Service s Corporate Business Plan Theme 3 (Organizational Capacity) Goal 1: Improve the effectiveness and efficiency of the organization by: Harnessing new technologies and maximizing innovation, responsiveness, outreach and service delivery. Public Recommendation Report Page 5