Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: TeamSite to SharePoint Assessment Project ID: DE0187TA Leadership Group: IT Steering Committee Department: Information Technology Division: Application Services Project Sponsor: Ed Poisson Date Requested: PM Customer No. 187 Request Type: New Development Enhancement Customer Support Planned System Maintenance or Upgrade IT Team Name: egovernment Program Services IT Team No: E Project Manager/Leader: Greg Kwasnik Account Number: Account Description: IT App Svcs E-Government Customer Name: IT App Svcs Grant Funded? Yes No Mandate? Yes No Mandate Source: Project Goal To assess the conversion of all TeamSite supported internet content to SharePoint so that the County can prepare to migrate to a single content management platform. Business Objective The assessment of migrating off TeamSite will provide a gap/fit analysis and valuable information on what steps are required to convert all web pages and content to the SharePoint platform. Major Deliverables Detailed Project Plan and Return on Investment Risk and Issues Logs Gap/Fit Analysis Conversion Strategy on migrating all internet web content from TeamSite to Sharepoint Converstion Strategy Proof of Concept Common Web Component Strategy Final Assessment Report Approach Evaluate and assess the current TeamSite supported internet Review templates and various styles of public facing web pages including: o Top-Level Web Site Content o Department and Agency Sites o Project and Event Sites (Schrauger House, Brooksie Way, etc) o Police Sites (Ferndale, Pontiac, South Lyon, etc) Form Rev. 09/01/2006 Page 1 Project Rev. 8/12/2010

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: TeamSite to SharePoint Assessment Project ID: DE0187TA o ecommerce and Service Sites o Integration with Applications Identify and document all hardware and software requirements Examine content management and procedural changes with using SharePoint Interview and evaluate TeamSite support teams Examine training and policy issues Document conversion strategy Conduct conversion strategy proof of concept Document common component strategy Conduct Final Evaluation and Assessment Create Assessment Report Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users Approximately 3.2 million unique visitors (FY 2009) Divisions All divisions that support and maintain internet content Leadership Groups ALL Risk Business Environment Low Little or no impact to existing business processes Technical Environment Low Proven or previously implemented technologies Please note: This project is just to assess and report on the migration steps need to move from TeamSite to SharePoint. Form Rev. 09/01/2006 Page 2 Project Rev. 8/12/2010

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: TeamSite to SharePoint Assessment Project ID: DE0187TA 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 Facilities No additional space or facility resources are required. Technical Existing technology will be utilized. Funding Information Technology Other N/A Priority TBD Constraints Resource Availability Exclusions N/A Form Rev. 09/01/2006 Page 3 Project Rev. 8/12/2010

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: TeamSite to SharePoint Assessment Project ID: DE0187TA PROJECT PHASE AUTHORIZATION Phase(s): Total Estimated Application Services Hours: 827 Cost: $100,893 Total Estimated Technical Systems Hours: 68 Cost: $2,440 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: Cost: Preliminary Estimated Development for Future Phases Hours: 895 Cost: $103,333 Grand Total Estimated Development Hours: 895 Cost: $103,333 Form Rev. 09/01/2006 Page 4 Project Rev. 8/12/2010

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: TeamSite to SharePoint Assessment Project ID: DE0187TA Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Form Rev. 09/01/2006 Page 5 Project Rev. 8/12/2010

6 Information Technology Strategic Plan Alignment DE0187TA - TeamSite to SharePoint Assessment 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 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 Establish support cost model and SLA for all offerings outside 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 Improve service availability through network design and management strategies Establish enhanced capacity planning and recovery management strategies Run Date 6/30/2010 Page 1 of 1

7 Project Summary Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Benefits/Savings: Tangible Benefits Subtotal: 110, , , , , , ,600 Cost Avoidance Subtotal: Costs: Development Services Subtotal: 499, ,590 Hardware Subtotal: Software Subtotal: Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 110, , , , , , ,600 Annual Total Costs 499, ,590 Annual Return on Investment (389,490) 105, , , , , ,010 Annual Costs/Savings Ratio % 0.00% 0.00% 0.00% 0.00% 0.00% Project Cumulative Statistics: Cumulative Total Savings 110, , , , , , ,600 Cumulative Total Costs 499, , , , , , ,590 Cumulative Return on Investment (389,490) (284,390) (179,290) (74,190) 35, , ,010 Cumulative Cost/Savings Ratio % % % % 93.29% 77.99% 77.99% Year Positive Payback Achieved Year 5 Year 5 State or Federal Mandate? Signatures: Benefits Reviewed By Project Sponsor Costs (including IT Resources) Reviewed By Information Technology Project Manager DE0187PG+TeamSite+to+SharePoint+Program+ROI.xls/Project Summary Page 1 REV: February 17, 2009

8 Savings Detail Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Annual Multiplier The TeamSite to SharePoint Assessment will provide a better estimate of work and help identify risks and issues prior to implementation. Intangible Benefit TeamSite to SharePoint Conversion: Decommission TeamSite Servers Tangible Benefit EA 2 2,666 5,332 Decommisioned Server Maintenance Tangible Benefit ANN Web Development Savings Tangible Benefit EA ,110 End TeamSite Support and Maintenance Contract Tangible Benefit ANN 1 73,658 73,658 Enhanced SharePoint Feature Set including security, in context editing, reusable content webparts, calendaring, search, document management, etc. Intangible Benefit 0 Common web development platform for support and maintenance Intangible Benefit DE0187PG+TeamSite+to+SharePoint+Program+ROI.xls/Savings Detail Page 2 REV: February 17, 2009

9 Savings Detail Benefit/Savings Description Project Savings Category Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 The TeamSite to SharePoint Assessment will provide a better estimate of work and help identify risks and issues prior to implementation. Intangible Benefit TeamSite to SharePoint Conversion: Decommission TeamSite Servers Tangible Benefit Decommisioned Server Maintenance Tangible Benefit Web Development Savings Tangible Benefit End TeamSite Support and Maintenance Contract Tangible Benefit Enhanced SharePoint Feature Set including security, in context editing, reusable content webparts, calendaring, search, document management, etc. Intangible Benefit Common web development platform for support and maintenance Intangible Benefit x x 5, , x x x x x x x x x x 31, , , , , , x x x x x x 73, , , , , , DE0187PG+TeamSite+to+SharePoint+Program+ROI.xls/Savings Detail Page 3 REV: February 17, 2009

10 Savings Summary Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Tangible Benefit: Decommission TeamSite Servers 5,332 5,332 10,664 Decommisioned Server Maintenance ,328 Web Development Savings 31,110 31,110 31,110 31,110 31,110 31, ,660 End TeamSite Support and Maintenance Contract 73,658 73,658 73,658 73,658 73,658 73, ,948 Tangible Benefits Subtotal: 110, , , , , , ,600 Cost Avoidance: Cost Avoidance Subtotal: Intangible Benefit: The TeamSite to SharePoint Assessment will provide a better estimate of work and help identify risks and issues prior to implementation. End TeamSite Support and Maintenance Contract Enhanced SharePoint Feature Set including security, in context editing, reusable content webparts, calendaring, search, document management, etc. Savings Total: 110, , , , , , ,600 DE0187PG+TeamSite+to+SharePoint+Program+ROI.xls/Savings Summary Page 4 REV: February 17, 2009

11 Cost Detail Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost Annual Multiplier IT Hours - New Development TeamSite to SharePoint Assessment Development Svcs HR ,190 x IT Hours - New Development TeamSite to SharePoint Conversion Development Svcs HR 3, ,400 x IT Hours - System Maintenance Development Svcs IT Hours - Customer Support Development Svcs IT Hours - Planned Maintenance Development Svcs User Hours - New Development Development Svcs 0 User Hours - PTNE/OT Development Svcs 0 Contractor Professional Services Development Svcs 0 PC System - Acquisition Hardware PC System - Maintenance Hardware 2,304 0 Notebook - Acquisition Hardware 1,223 0 Notebook - Maintenance Hardware 2,372 0 Tablet Notebook - Acquisition Hardware 2,012 0 Tablet Notebook - Maintenance Hardware 0 Laserprinter - Acquisition Hardware 1,432 0 Laserprinter - Maintenance Hardware 1,104 0 Image Workstations - Acquisition Hardware 0 Image Workstations - Maintenance Hardware 3,496 0 PC Maintenance User Owned Hardware 2,304 0 Printer Maintenance User Owned Hardware 1,072 0 Package Software - Acquisition Software 0 Package Software - Maintenance Software 0 Business Objects Access Software 0 Term Emulation SFTW-Acquisition Software 0 Term Emulation SFTW-Maintenance Software 0 Server - Acquisition/Upgrade 8,000 0 Server - Maintenance Server Sftwre - Acquisition/Upgrade Server Sftwre - Maintenance 0 Server Rack Mount Oracle Enterprise Per Processor - Includes Year 1 Maintenance 21,372 0 Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 DE0187PG+TeamSite+to+SharePoint+Program+ROI.xls/Cost Detail Page 5 REV: February 17, 2009

12 Cost Detail Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost Oracle Enterprise Per Processor - Year 2 and Beyond 3,432 0 MS SQL Server Standard Per Processor - Includes Year 1 Maintenance 4,725 0 MS SQL Server Standard Per Processor - Year 2 and Beyond MS SQL Server Enterprise Per Processor - Includes Year 1 Maintenance 19,693 0 MS SQL Server Enterprise Per Processor - Year 2 and Beyond 3,939 0 Websphere Basic Per Processor Single/Dual Core - Includes Year 1 Maintenance 3,506 0 Websphere Basic Per Processor Single/Dual Core - Year 2 and Beyond Websphere ND Per Processor Single/Dual Core - Includes Year 1 Maintenance 13,180 0 Websphere ND Per Processor Single/Dual Core - Year 2 and Beyond 2,635 0 SSL Certificate TBD 0 TBD 0 TBD 0 TBD 0 Internet Access Project Staff Training Training 0 User Training Training 0 Annual Multiplier Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 DE0187PG+TeamSite+to+SharePoint+Program+ROI.xls/Cost Detail Page 6 REV: February 17, 2009

13 Cost Detail Project Cost Cost Description Category IT Hours - New Development TeamSite to SharePoint Assessment Development Svcs IT Hours - New Development TeamSite to SharePoint Conversion 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 Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 109, , DE0187PG+TeamSite+to+SharePoint+Program+ROI.xls/Cost Detail Page 7 REV: February 17, 2009

14 Cost Detail Project Cost Cost Description Category Oracle Enterprise Per Processor - Year 2 and Beyond MS SQL Server Standard Per Processor - Includes Year 1 Maintenance 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 Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 Websphere Basic Per Processor Single/Dual Core - Year 2 and Beyond Websphere ND Per Processor Single/Dual Core - Includes Year 1 Maintenance Websphere ND Per Processor Single/Dual Core - Year 2 and Beyond SSL Certificate TBD TBD TBD TBD Internet Access Project Staff Training User Training Training Training DE0187PG+TeamSite+to+SharePoint+Program+ROI.xls/Cost Detail Page 8 REV: February 17, 2009

15 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development TeamSite to SharePoint Assessment 109, ,190 IT Hours - New Development TeamSite to SharePoint Conversion 390, ,400 IT Hours - System Maintenance IT Hours - Customer Support IT Hours - Planned Maintenance User Hours - New Development User Hours - PTNE/OT Contractor Professional Services Development Services Subtotal: 499, ,590 Hardware: Hardware Subtotal: Software: Software Subtotal: : Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: 499, ,590 DE0187PG+TeamSite+to+SharePoint+Program+ROI.xls/Cost Summary Page 9 REV: February 17, 2009

16 Assumptions Date Assumption Description 06-May-08 The following servers (including software and maintenance) will be decommissioned as a result of this project: TeamSite Servers TeamSite/OpenDeploy QA Server TeamSite/OpenDeploy Prod Server 06-May-08 Time Efficiency Savings Assumptions: 51 hour savings (assumption of 5 secure web sites per year: 255 hours/year) TeamSite/Netegrity: 56 hours Set up IIS website: 1 hour DNS Work: 1 hour Set up TeamSite workarea with permissions: 2 hours Open Deploy Scripts and scheduling: 1.5 hours Graphic work: 2 hours Netegrity AD setup/configuration: 8+ hours Secured search setup and config: hours (assumes using our present single Search Appliance) SharePoint: 5 hours DNS Work 1 hour Configure secured SharePoint site with permissions 1.5 hours Graphic work: 2 hours 19-Apr-10 Server Cost Assumptions: Virtual servers and maintence costs are 1/3 the cost of physical servers Physical Server Cost = $8000/3 = $2666 Physical Server Maintenance = $500/3 = $ Apr-10 The SharePoint 2010 Upgrade Project will be successfully completed, providing the SharePoint environment for the web content. 23-Jun-10 The TeamSite to SharePoint Assessment project will have identifed an automated means of converting web pages from TeamSite to SharePoint. There are approximately 110 sites with web pages to convert. 23-Jun-10 It is assumed that all web pages will be converted at one time through an automated conversion process. DE0187PG+TeamSite+to+SharePoint+Program+ROI.xls/Assumptions Page 10 REV: February 17, 2009