Oakland County - Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: Backup Strategy / Backup Services Replacement Project ID: T62186BK Leadership Group: Information Technology Steering Committee Department: Information Technology Division: Technical Systems and Networking Project Sponsor: Kevin Bertram Date Requested: 11/08/11 PM Customer No. 186 Request Type: New Development IT Team Name: Server Admin IT Team No: 6 Project Manager/Leader: Mahesh Parab Account Number: Account Description: Technical Systems and Networking Customer Name: Information Technology Grant Funded? No Mandate? No Mandate Source: Project Goal To assess current backup restoration process, identify improvement opportunities, including possible technical solutions, so that backup process is optimized. Business Objective To review the current backup windows, develop back strategy and identify optimization areas. Major Deliverables Updated inventory of data (files and databases) to be backup; Review of current backup windows; Revised Backup requirement for all applications; and Strategy and Policy documents for backup services. Approach The Project team will perform inventory of the current backups, and backup windows. The Project team will inventory the current backup policies and procedures The Project team will work with all application teams to review backup requirements of current IT applications. Project team will recommend revised backup strategy based on updated requirements. Form Rev. 09/01/2006 Page 1 Project Rev. 8/13/12

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: Backup Strategy / Backup Services Replacement Project ID: T62186BK Business Objective Research and recommend technical solutions to optimize the backup process. Major Deliverables Research and recommendations on technical solutions for backup requirement. Approach Based on the requirements and approved strategy, project team will research technical products meeting backup needs of the IT environment. Business Objective RFP process to select product recommended for optimizing backup process. Major Deliverables Technology solution for backup process procured. Approach Standard RFP processes to publish RFP, evaluate the responses, finalize the solution and procure the solution. Business Objective Design and Implement the Backup process to meet the requirements of the IT organization. Major Deliverables Technology solution design. Technology solution implementation. Documentation update. Revised Backup process. Process rollout for the new solution. Approach Project team will work with the vendor, to design, architect, test and implement the technology solution for the backup process. Project team will work with the application services team to plan and implement the rollout for the revised backup process. Standard change control process to rollout the technology solution and communication process to rollout the process updates. Form Rev. 09/01/2006 Page 2 Project Rev. 8/13/12

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: Backup Strategy / Backup Services Replacement Project ID: T62186BK Research & Analysis SEMCOG County IT Collaboration Research Research Conducted Nothing found. Gartner Research Recommendation Not Applicable Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users All Divisions All Leadership Groups All Risk Business Environment Low little or no impact to existing business processes. 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 Ed Poisson As needed. Form Rev. 09/01/2006 Page 3 Project Rev. 8/13/12

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: Backup Strategy / Backup Services Replacement Project ID: T62186BK Facilities None identified. Technical Funding Information Technology Other Priority Constraints Technical solution research, procurement, and implementation will be based on the requirement and strategy delivered in first objective. No technical solution/product cost has been included in the sizing at this point. Exclusions None identified. Form Rev. 09/01/2006 Page 4 Project Rev. 8/13/12

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: Backup Strategy / Backup Services Replacement Project ID: T62186BK PROJECT PHASE AUTHORIZATION Phase(s): Project Management, Backup Services - Current State Assessment, Backup Services RFP, Backup Services - Solution Implementation and Backup Services - Process Rollout Total Estimated Application Services Hours: 39 Cost: $4,758 Total Estimated Technical Systems Hours: 1,226 Cost: $84,546 Total Estimated CLEMIS Hours: 11 Cost: $1,342 Total Estimated Internal Services Hours: 16 Cost: $1,952 IT Application Services Division Manager Approval: IT Technical Systems Division Manager Approval: IT egovernment Services 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: 1,292 Cost: $92,598 Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: 1,292 Cost: $92,598 Form Rev. 09/01/2006 Page 5 Project Rev. 8/13/12

6 Oakland County Department of Information Technology Project Scope and Approach Project Name: Backup Strategy / Backup Services Replacement Project ID: T62186BK Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Form Rev. 09/01/2006 Page 6 Project Rev. 8/13/12

7 Information Technology Strategic Plan Alignment T62186BK - Backup Strategy / Backup Services Replacement Provide an Enhanced Application Service Offering Increase application integration through web services Research and develop a Constituent Relationship Management (CRM) strategy Promote mobility and location integration in business applications Utilize ecommerce platform to offset costs and expand product offerings to customers Improve the quality, reliability and availability of all applications Increase the agility and responsiveness of business units by expanding customer analytics Leverage the County's Internet presence and portal as a branded consolidated point of access to all County information and services through a web browser Centralize identity and access management for all applications and content Enhance ability to provide effective and timely customer (County departments and CVTs) service Implement a centralized service center strategy to provide a single point of contact for service delivery Implement the IT Infrastructure Library (ITIL) best practice framework for IT Service Management Define a service and support strategy that clearly identifies the IT service provided X Provide a high-quality training program to empower employees through technology Develop a formalized customer communication plan Build IT Staff expertise through professional development Expand capacity through ongoing organizational review and selective outsourcing X Implement a Standardized Infrastructure Strategy Deliver services using a shared technology infrastructure wherever possible Implement a Microsoft infrastructure strategy Implement a consolidated security strategy Establish a standard personal computing hardware and software product suite, SLA, and replacement schedule for all County personal computers Establish support cost model and SLA for all offerings outside Improve service availability through network design and management strategies Establish enhanced capacity planning and recovery management strategies X Run Date 7/19/2012 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: 8,784 8,784 8,784 8,784 8,784 8,784 52,704 Cost Avoidance Subtotal: Costs: Development Services Subtotal: 139,018 24,030 24,030 24,030 24,030 24, ,168 Hardware Subtotal: Software Subtotal: Infrastructure Subtotal 294, ,000 Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 8,784 8,784 8,784 8,784 8,784 8,784 52,704 Annual Total Costs 433,018 24,030 24,030 24,030 24,030 24, ,168 Annual Return on Investment (424,234) (15,246) (15,246) (15,246) (15,246) (15,246) (500,464) Annual Costs/Savings Ratio % % % % % % Project Cumulative Statistics: Cumulative Total Savings 8,784 17,568 26,352 35,136 43,920 52,704 52,704 Cumulative Total Costs 433, , , , , , ,168 Cumulative Return on Investment (424,234) (439,480) (454,726) (469,972) (485,218) (500,464) (500,464) Cumulative Cost/Savings Ratio % % % % % % % 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 T62186BK 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 Backup Services Replacement provides County with the opportunity for quicker backup /recovery times and more efficient back-up and restores for user data. Intangible Benefit 0 Backup Services Replacement also provide better manageability by using standardized tools in order to simplify the process. Intangible Benefit 0 Annual maintenance for tape drives Tangible Benefit IT - Information Technology / EA 1 7,056 7,056 Annual Multiplier Annual maintenance for backup servers Tangible Benefit IT - Information Technology / EA 1 1,728 1,728 T62186BK ROI.xls/Savings Detail Page 2 REV: February 17, 2009

10 Savings Detail Project Savings Benefit/Savings Description Category Backup Services Replacement provides County with the opportunity for quicker backup /recovery times and more efficient back-up and restores for user data. Intangible Benefit Backup Services Replacement also provide better manageability by using standardized tools in order to simplify the process. Intangible Benefit Annual maintenance for tape drives Tangible Benefit Annual maintenance for backup servers Tangible Benefit Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 x x x x x x 7, , , , , , x x x x x x 1, , , , , , T62186BK ROI.xls/Savings Detail Page 3 REV: February 17, 2009

11 Savings Summary Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Tangible Benefit: Annual maintenance for tape drives 7,056 7,056 7,056 7,056 7,056 7,056 42,336 Annual maintenance for backup servers 1,728 1,728 1,728 1,728 1,728 1,728 10,368 Tangible Benefits Subtotal: 8,784 8,784 8,784 8,784 8,784 8,784 52,704 Cost Avoidance: Cost Avoidance Subtotal: Intangible Benefit: Backup Services Replacement provides County with the opportunity for quicker backup /recovery times and more efficient back-up and restores for user data. Backup Services Replacement also provide better manageability by using standardized tools in order to simplify the process. Savings Total: 8,784 8,784 8,784 8,784 8,784 8,784 52,704 T62186BK ROI.xls/Savings Summary Page 4 REV: February 17, 2009

12 Cost Detail Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost Annual Multiplier Affects Project RO Y1 Y2 Y3 Y4 Y5 IT Hours - New Development Development Svcs IT - Information Technology / HR 1, ,988 X IT Hours - System Maintenance Development Svcs IT - Information Technology / HR ,450 x x x x x IT Hours - Customer Support Development Svcs IT - Information Technology / HR ,900 x x x x x IT Hours - Planned Maintenance Development Svcs IT - Information Technology / HR ,680 x x x x x 12 Backup servers Infrastructure IT - Information Technology / EA 1 110, ,000 x 12 Tape drives, HBA cards, cables Infrastructure IT - Information Technology / EA 1 144, ,000 x 700 Tapes and tape labels Infrastructure IT - Information Technology / EA 1 40,000 40,000 x Server Sftwre - Maintenance Infrastructure 0 TBD Infrastructure 0 TBD Infrastructure 0 TBD Infrastructure 0 TBD Infrastructure 0 Internet Access Infrastructure Project Staff Training Training 0 User Training Training 0 T62186BK ROI.xls/Cost Detail Page 5 REV: February 17, 2009

13 Cost Detail Project Cost Cost Description 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 12 Backup servers Infrastructure 12 Tape drives, HBA cards, cables Infrastructure 700 Tapes and tape labels Infrastructure Server Sftwre - Maintenance Infrastructure TBD Infrastructure TBD Infrastructure TBD Infrastructure TBD Infrastructure Internet Access Infrastructure Project Staff Training Training User Training Training OI? Potential Cost Extensions Y6 Y1 Y2 Y3 Y4 Y5 Y6 114, x 4, , , , , , x 8, , , , , , x 10, , , , , , , , , T62186BK ROI.xls/Cost Detail Page 6 REV: February 17, 2009

14 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 114, ,988 IT Hours - System Maintenance 4,450 4,450 4,450 4,450 4,450 4,450 26,700 IT Hours - Customer Support 8,900 8,900 8,900 8,900 8,900 8,900 53,400 IT Hours - Planned Maintenance 10,680 10,680 10,680 10,680 10,680 10,680 64,080 Contractor Professional Services Development Services Subtotal: 139,018 24,030 24,030 24,030 24,030 24, ,168 Hardware: Hardware Subtotal: Software: Software Subtotal: Infrastructure: 12 Backup servers 110, , Tape drives, HBA cards, cables 144, , Tapes and tape labels 40,000 40,000 Infrastructure Subtotal 294, ,000 Training: Training Subtotal: Other: Other Subtotal: Costs Total: 433,018 24,030 24,030 24,030 24,030 24, ,168 T62186BK ROI.xls/Cost Summary Page 7 REV: February 17, 2009

15 Assumptions Date Assumption Description 16-Jun-12 Cost Details, Line Items Hours from the Workbench WBS and includes Scope, Contingency and PM at blended rate of $ Jul-12 Cost Details, Line Items Cost and Effort estimates, based like for like environment of current backup environment. T62186BK ROI.xls/Assumptions Page 8 REV: February 17, 2009