IT Project Full Business Case Report

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1 IT Project Full Business Case Report Division: Public Health Cluster: A Print Date: 09-Jun-2014 Project Information Name of Project : TPH Collaboration Sub-Project Title: Project Manager: Peter Oliver Project Sponsor: Project Start Date: 01-Jun-2016 Project Completion Date: 31-May-2017 Business Case Phase: Design Phase Business Case Phase Year: 2016 Project ID: A-TPH-0389 Business Capabilities Champion Group: Enterprise Record and Document Management Primary Business Domain: INFORMATION MANAGEMENT Business Capability Group 1: INFORMATION DELIVERY Business Capability Group 2: RECORD AND DOCUMENT MANAGEMENT Project Alignment Primary Objective: Improve business processes - Simplify information sharing Describe how this initiative helps the City of Toronto achieve these goals and objectives? This initiative empowers TPH employees and teams to create knowledge-based networks with main focus on enabling knowledge sharing and teambased productivity. This initiative will define TPH Collaboration micro-strategy and road map, leverage City s core collaboration infrastructure, and deliver required collaboration solutions. This project supports implementation of the TPH IT Strategy Collaboration initiative. Total Budget Summary: CAPTOR Number: CAPTOR Category: 4-Service improvement & Enhancement CAPTOR Status: S6: Future Year Total Project Budget $1,371 Year 2014 Year 2015 Year 2016 Year 2017 Year 2018 Year Table A) Cash Flow Table B) Operational Requirement Table C) Annual Operating Impact Describe the Business Problem (max 400 char) TPH is a knowledge intensive organization who is in need of a better means of managing and sharing information. Project Short Description (max 400 char) Implement corporate Unified Communication and Collaboration solutions throughout TPH. Project Description (max 1400 char) This project will implement corporate Unified Communication and Collaboration solutions within TPH to facilitate knowledge sharing and team based productivity through collaborating around documents and ideas, and enabling real time employee interactions from any City location. Page 1 of 7

Capabilities Champion Group: Enterprise Record and Document Management Primary Business Domain: INFORMATION MANAGEMENT Business Capability Group 1: INFORMATION DELIVERY Business Capability Group 2:

2 Business Purpose/Justification (Max 1400 Char) Allowing employees and teams to create knowledge-based networks is more critical now than ever before. Teams do most of the work in knowledgeintensive organizations. Failing to properly equip them with the tools they need to get the job done is a serious mistake in an age when the breadth and depth of collaboration tools is greater than ever before. Collaboration tools are especially valuable for sharing knowledge and best practices, as well as enabling greater team productivity. In addition, enterprise collaboration tools are used to break down barriers and improve resource utilization. Adoption of collaboration solutions by end users is essential for realizing business value. Supplementary Information for CAPTOR (Max 1400 Char) Collaboration platforms create business value by enhancing overall team dynamics, facilitating better knowledge sharing, enabling automated workflow and increasing team productivity. Employee profile pages, activity feeds, discussion forums, and internal wikis allow teams to store knowledge and readily leverage subject matter experts anywhere in the organization. Collaboration platforms enhance team productivity by allowing employees to easily collaborate around documents (through content management and library services) and ideas (via social tools). Social tools allow organizations to easily capture and retain knowledge. They also provide employees with rapid access to subject matter experts anywhere in the organization. Productivity is enhanced by allowing team members to quickly and accurately tap into a stream of information about what is occurring and has occurred in other projects and teams, throughout the organization, without management intervention. Social tools increase data volumes through employee and application generated content, but are much more organized than traditional unstructured data (e.g., s). Travel and other related costs for face-to-face interaction of remote teams can become extremely expensive. Virtual team spaces mean that organization can substantially cut down on travel and travel-related expenses. Describe High-Level Expected Benefits (Max 1400 Char) Increase operational and project team productivity Increase knowledge sharing and decrease silos of information Increase employee satfisfaction Decrease the use of less efficient channels such as or shared drives Allow teams to store knowledge and readily leverage subject matter experts within the organization Leverage the City's core collaboration infrastructure Enhance security and privacy of information Reduce travel and other related costs for face-to-face interaction Assumptions and Constraints: What are the key business and IT related assumptions for this project and project constraints (business and technical)? TPH will work in close partnership with the I&T Division Unified Communications & Collaboration project group (and other related emanagement initiatives) to leverage existing experience, knowledge, processes, policies and enabling technology. Careful coordination of activities and full project transparency will always be top priority. Service delivery cost for shared technology platform (including all required licenses and hosting fees) is reasonable and divisions can afford it. The cost to utilize this corporate service is unknown. Describe Magnitude Scope or Complexity: Identify potential dependencies and impact Enabling technology (Microsoft SharePoint or similar) in Software-as-a-Service (SaaS) model provided by I&T Division in timely manner. City's emanagement Social Networking, Collaboration, Portal and Mobile Enablement Initiatives. Approved I&T Division's Unified Communications and Collaboration micro-strategy. Is It Divisional, Cross Divisions or Enterprise? TPH will participate in the Sharepoint rollout by I&T Division as part of the Unified Communications & Collaboration project Is it internal City Use or Public Facing? The selected collaboration tool, Sharepoint, will be used internally at TPH Proposed Solution (Optional) Describe how the proposed solution will be implemented if known Identified Solution: Yes There are two major phases in implementation of collaboration program: Initial platform deployment - consists of many of the same steps when deploying other enterprise applications (infrastructure design, policy development, governance etc.) Page 2 of 7

Failing to properly equip them with the tools they need to get the job done is a serious mistake in an age when the breadth and depth of collaboration tools is greater than ever before.

3 Ongoing collaboration solution design - involves creating specific solutions by matching business collaboration patterns with the specific tools that are best for the job. IT must work with the business to prepare tools to meet the needs of teams and business units. Privacy Impact Assessment Required? No Please describe if personal information or personal health information is collected There is no plan to use Sharepoint for collecting personal or personal health information. Page 3 of 7

IT must work with the business to prepare tools to meet the needs of teams and business units.

4 Project Budget Project Budget Cost TABLE A) CAPITAL PROJECT COSTS-Full Costs ($000's) Expenditures: Project Total Total Total Comments Salaries & Benefits CAPTOR Adjustment Other Expenses* Total Expenditures: Financed by Debt Reserve / Reserve Funds Other - Carry Forward Other - please specify Total Financed by * Details for Other Expenses Other Expenses* Hardware [3410] Hardware Maintenance [4472] Software [3420] Software Maintenance [4474] Project Management Fees [5020] IT Contracted Services [4038] Training [4310] Legal Cost [4199] Other - Testing [4995] Other - Vulnerability Assessment [4038] Other Threat Risk Assesment [4038] Other - Privacy Impact Assessment [5020] Other-1 [4995] Other-2 [4995] Other-3 [4995] Other-4 [4995] Total Other Expenses: Page 4 of 7

Financed by Debt Reserve / Reserve Funds Other - Carry Forward Other - please specify Total Financed by * Details for Other Expenses Other Expenses* Hardware [3410] 61 41 20 0 0 0 61 0 0 0 0 0 0

5 Table B) Construction/Development OPERATING impacts Project Total Total Total Comments Expenditures Salaries & Benefits Other 1 Other 2 Other 3 Revenues Total Expenditures Grants from others Inter-divisional Recoveries Other Total Revenues Net Expenditures: * Net Expenditures = Total Expenditures - Total Revenue Table C) Annual Operating Impact (On-Going) Project Total Total Total Comments Expenditures Salaries & Benefits Materials and Supplies Equipment Services and Rents Contribution and Transfers Other Expenditures Unallocated adjustment Revenues Total Expenditures Grants from others Inter-divisional Recoveries User Fees Other 1 Other 2 Unallocated adjustment Total Revenues Net Expenditures: * Net Expenditures = Total Expenditures - Total Revenue * Details for Other Expenditures: Other Expenditures Hardware Maintenance [4472] Software Maintenance [4474] Training [4310] Others [4995] Total Other Expenses: Page 5 of 7

Annual Operating Impact (On-Going) Project Total 2016-2020 2021-2025 2016 2017 2018 2019 2020 Total 2021 2022 2023 2024 2025 Total Comments Expenditures Salaries & Benefits Materials and Supplies

6 Cost Comments: Page 6 of 7

7 Project Plans (Resource, Schedule & Benefits) Resource Plan Summary Resource Name Comments Other Position (Use Comments Field) Consultant Research Senior Systems Integrator IT Project Manager Systems Integrator 1 2 Senior BAs Temporary Resource Resource Plan Total Resource Sustainment (Operating Impact) No resource Sustainment Project Schedule / Key Deliverables Lifecycle - Stage Start Date End Date 03 Planning - Design Implementation - Procure Implementation - Test Implementation - Deploy Project Dependencies Deliverable Project Name Deliverable Benefit Estimate Page 7 of 7

IT Project Full Business Case Report

IT Project Full Business Case Report Division: Public Health Cluster: A Print Date: 09-Jun-2014 Project Information Name of Project : TPH Staff Scheduling Sub-Project Title: Project Manager: Eva Eisler