Oakland County Department of Information Technology Project Scope and Approach

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1 Oakland County Department of Information Technology Project Scope and Approach Project Name: Project ID: D8111VC Leadership Group: Finance/Administration Department: Health and Human Services Division: Homeland Security Project Sponsor: Ted Quisenberry Date Requested: 4/5/21 PM Customer No. 166 Request Type: New Development Enhancement Customer Support Planned System Maintenance or Upgrade IT Team Name: Land Application Services IT Team No: 8 Project Manager/Leader: Kimberly Wraight Account 172 Account Number: Description: IT Application Services Customer Name: Homeland Security Grant Funded? Yes No Mandate? Yes No Mandate Source: Project Goal Expand the EOC s National Communications Corporation (NCC) video conferencing system so that Homeland Security can more cost effectively conduct meetings and training classes through the use of video conferencing technology. Business Objective To expand the EOC NCC video conferencing capabilities through the purchase and installation of a video communications cart that can be used to hold meetings and classes remotely. Major Deliverables Detailed Project Plan Contract with Vendor Installed System User Training Documents Service Center Knowledge Documents Approach Develop system specifications Negotiate and execute a contract with vendor Acquire hardware Assist with hardware install and configuration Conduct user acceptance testing Conduct user training Sign off on deliverables Form Rev. 8/29/28 Page 1 Project Rev. 7/13/21

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: Project ID: D8111VC Complete project Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users 1-15 Divisions Emergency Operation Center (EOC) and Emergency Response Personnel from UASI Communities Leadership Groups Finance/Administration Risk Business Environment: Medium Project requires some changes to existing business processes. Technical Environment: Medium previously implemented technologies, new requirements. Assumptions Staffing Role: Name Hours per Day Project Sponsor: Ted Quisenberry As Needed EOC Staff Steve Iannucci As Needed Form Rev. 8/29/28 Page 2 Project Rev. 7/13/21

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: Project ID: D8111VC Facilities EOC will be available during installation and testing Technical All equipment will be installed and maintained by National Communications Corporation. Conferencing system will not run through the County network. The system will utilize the Comcast cable internet connection at EOC. Necessary bandwidth will be available: 384 KB up and down for 1 connection with a maximum of 5 concurrent connections (max of 2mg up and down). Funding Hardware & Vendor Services: General Fund Appropriation - MISCELLANEOUS RESOLUTION #413 Development Costs (IT Hours): IT Funded Other Priority TBD Constraints Exclusions Form Rev. 8/29/28 Page 3 Project Rev. 7/13/21

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: Project ID: D8111VC PROJECT PHASE AUTHORIZATION Phase(s): Project Management. Implementation Total Estimated Application Services Hours: 94 Cost: $11,468 Total Estimated Technical Systems Hours: 8 Cost: $ Total Estimated CLEMIS Hours: Cost: Total Estimated Internal Services Hours: Cost: 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: 12 Cost: $11,468 Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: 12 Cost: $11,468 Form Rev. 8/29/28 Page 4 Project Rev. 7/13/21

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: Project ID: D8111VC Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Form Rev. 8/29/28 Page 5 Project Rev. 7/13/21

6 Information Technology Strategic Plan Alignment D8111VC Provide an Enhanced Application Service Offering Increase application integration through web services Research and develop a Constituent Relationship Management (CRM) strategy Improve the quality, reliability and availability of all applications Increase the agility and responsiveness of business units by expanding customer analytics Promote mobility and location integration in business applications Utilize ecommerce platform to offset costs and expand product offerings to customers X 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 Library (ITIL) best practice framework for IT Service Management Define a service and support strategy that clearly identifies the IT service provided 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 Implement a Standardized 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 Run Date 6/25/21 Page 1 of 1

7 D8111VC Project Summary As Of: 5/26/1 Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Benefits/Savings: Tangible Benefits Subtotal: ,76 Cost Avoidance Subtotal: 19,746 19,943 2,142 2,344 2,547 1,722 Costs: Development Services Subtotal: 12,444 1,232 1,245 1,257 1,27 1,282 18,729 Hardware Subtotal: Software Subtotal: Subtotal Training Subtotal: Other Subtotal: 3, 2,163 2,185 2,26 36,554 Annual Statistics: Annual Total Savings 5 2,251 2,453 2,658 2,864 21,73 13,798 Annual Total Costs 42,444 1,232 1,245 3,42 3,454 3,489 55,284 Annual Return on Investment (41,944) 19,18 19,28 17,238 17,41 17,584 48,514 Annual Costs/Savings Ratio % 6.8% 6.8% 16.56% 16.56% 16.56% Project Cumulative Statistics: Cumulative Total Savings 5 2,751 41,24 61,861 82,725 13,798 13,798 Cumulative Total Costs 42,444 43,676 44,921 48,341 51,795 55,284 55,284 Cumulative Return on Investment (41,944) (22,926) (3,717) 13,52 3,93 48,514 48,514 Cumulative Cost/Savings Ratio % 21.48% 19.2% 78.14% 62.61% 53.26% 53.26% Year Positive Payback Achieved Year 4 Year 4 State or Federal Mandate? Signatures: Benefits Reviewed By Project Sponsor Costs (including IT Resources) Reviewed By Information Technology Project Manager EOC+Video+Conferencing+Expansion+ROI.xls/Project Summary Date Printed: 7/13/21 Page 1 REV: February 17, 29

8 D8111VC Savings Detail As Of: 5/26/1 Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Annual Multiplier Savings on Mileage for Travel to Conduct Training Tangible Benefit EA 1, Save on staff time by eliminating travel time and set-up for Homeland Security Training Sessions Cost Avoidance HR , Increase attendance at Homeland security classes by providing remote access through video conferencing Intangible Benefit Increase staff skills by attending video conferenced training offered by other NSC networked organizations. Intangible Benefit Face to face communications with publc safety, local and regional government during crisis situations Intangible Benefit Face to face communications with publc safety, local and regional government for meetings. Intangible Benefit Ability to present training to a larger audience by allowing regional site to view training at the EOC. Intangible Benefit EOC+Video+Conferencing+Expansion+ROI.xls/Savings Detail Date Printed: 7/13/21 Page 2 REV: February 17, 29

9 D8111VC Savings Detail As Of: 5/26/1 Benefit/Savings Description Savings on Mileage for Travel to Conduct Training Save on staff time by eliminating travel time and set-up for Homeland Security Training Sessions Increase attendance at Homeland security classes by providing remote access through video conferencing Increase staff skills by attending video conferenced training offered by other NSC networked organizations. Face to face communications with publc safety, local and regional government during crisis situations Face to face communications with publc safety, local and regional government for meetings. Ability to present training to a larger audience by allowing regional site to view training at the EOC. Project Savings Category Tangible Benefit Cost Avoidance Intangible Benefit Intangible Benefit 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 x x x x x x x x x x 19, , , , , EOC+Video+Conferencing+Expansion+ROI.xls/Savings Detail Date Printed: 7/13/21 Page 3 REV: February 17, 29

10 D8111VC Savings Summary As Of: 5/26/1 Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Tangible Benefit: Savings on Mileage for Travel to Conduct Training ,76 Tangible Benefits Subtotal: ,76 Cost Avoidance: Save on staff time by eliminating travel time and set-up for Homeland Security Training Sessions 19,746 19,943 2,142 2,344 2,547 1,722 Cost Avoidance Subtotal: 19,746 19,943 2,142 2,344 2,547 1,722 Intangible Benefit: Increase attendance at Homeland security classes by providing remote access through video conferencing Increase staff skills by attending video conferenced training offered by other NSC networked organizations. Face to face communications with publc safety, local and regional government during crisis situations Face to face communications with publc safety, local and regional government for meetings. Ability to present training to a larger audience by allowing regional site to view training at the EOC. Savings Total: 5 2,251 2,453 2,658 2,864 21,73 13,798 EOC+Video+Conferencing+Expansion+ROI.xls/Savings Summary Date Printed: 7/13/21 Page 4 REV: February 17, 29

11 D8111VC Cost Detail As Of: 5/26/1 Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost Annual Multiplier Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 IT Hours - New Development Development Svcs HR , x IT Hours - System Maintenance Development Svcs HR x x x x x IT Hours - Customer Support Development Svcs HR x x x x x IT Hours - Planned Maintenance Development Svcs 122 User Hours - New Development Development Svcs User Hours - PTNE/OT Development Svcs Contractor Professional Services Development Svcs PC System - Acquisition Hardware 814 PC System - Maintenance Hardware 2,34 Notebook - Acquisition Hardware 1,223 Notebook - Maintenance Hardware 2,372 Tablet Notebook - Acquisition Hardware 2,12 Tablet Notebook - Maintenance Hardware Laserprinter - Acquisition Hardware 1,432 Laserprinter - Maintenance Hardware 1,14 Image Workstations - Acquisition Hardware Image Workstations - Maintenance Hardware 3,496 PC Maintenance User Owned Hardware 2,34 Printer Maintenance User Owned Hardware 1,72 Package Software - Acquisition Software Package Software - Maintenance Software Business Objects Access Software Term Emulation SFTW-Acquisition Software Term Emulation SFTW-Maintenance Software Server - Acquisition/Upgrade 8, Server - Maintenance 36 Server Sftwre - Acquisition/Upgrade 335 Server Sftwre - Maintenance Server Rack Mount 4 Oracle Enterprise Per Processor - Includes Year 1 Maintenance 21,372 Oracle Enterprise Per Processor - Year 2 and Beyond 3,432 MS SQL Server Standard Per Processor - Includes Year 1 Maintenance 4,725 EOC+Video+Conferencing+Expansion+ROI.xls/Cost Detail Date Printed: 7/13/21 Page 5 REV: February 17, 29

12 D8111VC Cost Detail As Of: 5/26/1 Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost MS SQL Server Standard Per Processor - Year 2 and Beyond 946 MS SQL Server Enterprise Per Processor - Includes Year 1 Maintenance 19,693 MS SQL Server Enterprise Per Processor - Year 2 and Beyond 3,939 Websphere Basic Per Processor Single/Dual Core - Includes Year 1 Maintenance 3,56 Websphere Basic Per Processor Single/Dual Core - Year 2 and Beyond 71 Websphere ND Per Processor Single/Dual Core - Includes Year 1 Maintenance 13,18 Annual Multiplier Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 Websphere ND Per Processor Single/Dual Core - Year 2 and Beyond 2,635 SSL Certificate 845 Vendor Supplied Hardware Development Svcs EA 1 3, 3, 1.1 x Annual Maintenance Development Svcs ANN 1 1,5 1,5 1.1 x x x Monthly Service Fee Development Svcs EA x x x TBD Internet Access 18 Project Staff Training Training User Training Training EOC+Video+Conferencing+Expansion+ROI.xls/Cost Detail Date Printed: 7/13/21 Page 6 REV: February 17, 29

13 D8111VC Cost Detail As Of: 5/26/1 Potential Cost Extensions Cost Description Project Cost 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 User Hours - New Development Development Svcs User Hours - PTNE/OT Development Svcs Contractor Professional Services Development Svcs PC System - Acquisition Hardware PC System - Maintenance Hardware Notebook - Acquisition Hardware Notebook - Maintenance Hardware Tablet Notebook - Acquisition Hardware Tablet Notebook - Maintenance Hardware Laserprinter - Acquisition Hardware Laserprinter - Maintenance Hardware Image Workstations - Acquisition Hardware Image Workstations - Maintenance Hardware PC Maintenance User Owned Hardware Printer Maintenance User Owned Hardware Package Software - Acquisition Software Package Software - Maintenance Software Business Objects Access Software Term Emulation SFTW-Acquisition Software Term Emulation SFTW-Maintenance Software Server - Acquisition/Upgrade Server - Maintenance Server Sftwre - Acquisition/Upgrade Server Sftwre - Maintenance Server Rack Mount Oracle Enterprise Per Processor - Includes Year 1 Maintenance Oracle Enterprise Per Processor - Year 2 and Beyond MS SQL Server Standard Per Processor - Includes Year 1 Maintenance Y1 Y2 Y3 Y4 Y5 Y6 12, EOC+Video+Conferencing+Expansion+ROI.xls/Cost Detail Date Printed: 7/13/21 Page 7 REV: February 17, 29

14 D8111VC Cost Detail As Of: 5/26/1 Potential Cost Extensions Cost Description MS SQL Server Standard Per Processor - Year 2 and Beyond MS SQL Server Enterprise Per Processor - Includes Year 1 Maintenance MS SQL Server Enterprise Per Processor - Year 2 and Beyond Websphere Basic Per Processor Single/Dual Core - Includes Year 1 Maintenance Websphere Basic Per Processor Single/Dual Core - Year 2 and Beyond Websphere ND Per Processor Single/Dual Core - Includes Year 1 Maintenance Project Cost Category Y1 Y2 Y3 Y4 Y5 Y6 Websphere ND Per Processor Single/Dual Core - Year 2 and Beyond SSL Certificate Vendor Supplied Hardware Annual Maintenance Monthly Service Fee TBD Internet Access Project Staff Training User Training Development Svcs Development Svcs Development Svcs Training Training 3,. 1, , , EOC+Video+Conferencing+Expansion+ROI.xls/Cost Detail Date Printed: 7/13/21 Page 8 REV: February 17, 29

15 D8111VC As Of: 5/26/1 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 12,444 12,444 IT Hours - System Maintenance ,143 IT Hours - Customer Support ,143 IT Hours - Planned Maintenance User Hours - New Development User Hours - PTNE/OT Contractor Professional Services Development Services Subtotal: 12,444 1,232 1,245 1,257 1,27 1,282 18,729 Hardware: Hardware Subtotal: Software: Software Subtotal: : Subtotal Training: Training Subtotal: Other: Vendor Supplied Hardware 3, 3, Annual Maintenance 1,545 1,561 1,577 4,683 Monthly Service Fee ,871 Other Subtotal: 3, 2,163 2,185 2,26 36,554 Costs Total: 42,444 1,232 1,245 3,42 3,454 3,489 55,284 EOC+Video+Conferencing+Expansion+ROI.xls/Cost Summary Date Printed: 7/13/21 Page 9 REV: February 17, 29

16 D8111VC Assumptions Date Assumption Description 24-Jun-1 Assumes that National Communications Corporation InterOps Video network will be installing and maintaining all equipment 24-Jun-1 Hardware and installation costs are for Mobile VC Edge Cart 94 with Tandberg Edge 95 Video equipment and 5 connections $3, equipment cost includes all installation and 3 year service warranty with free network connection for 3 years from time of 24-Jun-1 installation. 24-Jun-1 Mileage savings assumes IRS 21 mileage reimbursement rate of $.5 per mile As Of: 5/26/1 EOC+Video+Conferencing+Expansion+ROI.xls/Assumptions Date Printed: 7/13/21 Page 1 REV: February 17, 29

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