Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: Audit Management System Project ID: DB4112AS Leadership Group: Finance / Admin Department: County Executive Division: Auditing Division Project Sponsor: Pam Weipert Date Requested: PM Customer No. 112 Request Type: New Development IT Team Name: Finance / Admin IT Team No: B Project Manager/Leader: Michele Bendy Account Number: 4434 Account Description: AUD New Development Customer Name: Auditing Grant Funded? Yes No Mandate? Yes No Mandate Source: Project Goal To recommend and implement a solution that will automate the audit documentation and timekeeping processes so that efficiencies are achieved while maintaining compliance with generally accepted government auditing standards (GAGAS). Business Objective Increase efficiency in audit documentation process by elimination duplicated data and streamlining the recordkeeping. Reduce reliance on paper files. Major Deliverables Identification of most efficient and effective audit management solution Implementation of selected solution Approach Assist in preparing RFP Participate in the vendor/package selection process Identify any hardware requirements Gain approval of the software, hardware, operating system and database platform to implement the audit management system Follow PMO Standards and Processes Install software on appropriate platform Acquire any new hardware (if required) Complete data migration (if required) Attend software training, if required User Acceptance Testing Implement solution into production Form Rev. 8/29/28 Page 1 Project Rev. 6/1/214

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: Audit Management System Project ID: DB4112AS Research & Analysis SEMCOG County IT Collaboration Research Research conducted nothing found Gartner Research Recommendation uggestions1/attachments/19/technology_overview_for_audi_24751.pdf NACo Research Recommendation Research Conducted nothing found Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users 5 Divisions Auditing Division Leadership Groups Finance/Admin Risk Business Environment Medium Project will require some changes to existing business processes Technical Environment Medium previously implemented technologies, new requirements Assumptions Staffing IT Staffing: resources will be available for the hours indicated per the attached project plan. Form Rev. 8/29/28 Page 2 Project Rev. 6/1/214

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: Audit Management System Project ID: DB4112AS Other Staffing: additional staffing will be available as follows: Role: Name Hours per Day Project Sponsor: Pam Weipert As needed Facilities Technical IT will identify any additional technical or hardware requirements. The selected solution will be a vendor software application that will be installed on County servers and maintained by IT or a SaaS solution which will be installed on the vendor s servers and maintained by the vendor. Funding IT Other Priority Constraints Exclusions Form Rev. 8/29/28 Page 3 Project Rev. 6/1/214

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: Audit Management System Project ID: DB4112AS PROJECT PHASE AUTHORIZATION Phase(s): All Total Estimated Application Services Hours: 275 Cost: $33,55 Total Estimated Technical Systems Hours: 47 Cost: $ 3,416 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: Date: Date: Date: Date: IT Management Approval: Approved: Yes No Date: Reason: Project Sponsor Approval: Title: Date: PROJECT SUMMARY Authorized Development (see above) Hours: 322 Cost: $36,966 Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: 322 Cost: $36,966 Form Rev. 8/29/28 Page 4 Project Rev. 6/1/214

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: Audit Management System Project ID: DB4112AS Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Date: Date: Form Rev. 8/29/28 Page 5 Project Rev. 6/1/214

6 - Audit Management System Information Technology Strategic Plan Alignment Provide an Enhanced Application Service Offering Increased application integration and standardization through web services Integrate mobility and location based services in business applications Promote and utilize shared services through the use of cloud technologies to offset costs and expland product offerings to customers Improve the quality, reliability, and availability of all applications X X Increase the agility and responsiveness of business units by expanding customer analytics Leverage the County's web presence as a branded consolidated point of access to all County information and services Centralize and standardize identity and access management for all applications and content Enhance ability to provide effective and timely customer service Advance the use of IT Library (ITIL) best practice framework for IT Service Management Implement Configuration Management Database to better identify IT Assets Provide a high-quality training program to empower employees through technology Utilize a formalized customer communication plan Build IT Staff expertise through professional development Expand capacity through ongoing organization review and right sourcing Implement a Standardized Strategy Deliver services using a standardized shared technology infrastructure whereever possible Implement a consolidated security management strategy Develop and implement a policy for personally owned devices and services Improve service availability through network design and management strategies Enhance capacity planning and recovery managment strategies Adopt an enterprise architecture approach to technology planning, design, and implementation Run Date 6/5/214 Page 1 of 1

7 As Of: May 29, 214 Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Project Summary Benefits/Savings: Tangible Benefits Subtotal: ,6 Cost Avoidance Subtotal: 65, 65, 65, 65, 65, 65, 39, Costs: Development Services Subtotal: 39,284 1,5 1,5 1,5 1,5 1,5 46,784 Hardware Subtotal: Software Subtotal: 19, 3,8 3,8 3,8 3,8 34,2 Subtotal Training Subtotal: 1, 1, Other Subtotal: Annual Statistics: Annual Total Savings 65,6 65,6 65,6 65,6 65,6 65,6 393,6 Annual Total Costs 68,284 5,3 5,3 5,3 5,3 1,5 9,984 Annual Return on Investment (2,684) 6,3 6,3 6,3 6,3 64,1 32,616 Annual Costs/Savings Ratio 14.9% 8.8% 8.8% 8.8% 8.8% 2.29% Project Cumulative Statistics: Cumulative Total Savings 65,6 131,2 196,8 262,4 328, 393,6 393,6 Cumulative Total Costs 68,284 73,584 78,884 84,184 89,484 9,984 9,984 Cumulative Return on Investment (2,684) 57, , , ,516 32,616 32,616 Cumulative Cost/Savings Ratio 14.9% 56.9% 4.8% 32.8% 27.28% 23.12% 23.12% Year Positive Payback Achieved Year 2 Year 2 State or Federal Mandate? Signatures: Benefits Reviewed By Project Sponsor Date: Costs (including IT Resources) Reviewed By Information Technology Project Manager Date: AuditManagementSystem_ROI[1].xls/Project Summary Date Printed: 6/1/214 Page 1 REV: June 27, 211

8 Savings Detail As Of: May 29, 214 Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Annual Multiplier Estimated productivity gains listed below - 25% of audit time (See assumptions tab for details on calculations), including: 1) Reduce time spent tracking project time, and comparing actual time spent to time budgets. 2) Streamline completion of the audit administrative forms and documentation resulting in time savings. 3) Create a common repository for audit planning documents reducing time spent on redundant reseach. Cost Avoidance ANN 1 65, 65, Move to electronic documentation of audit work saving paper and other supplies. (See assumptions tab for details on calculation) Tangible Benefit ANN AuditManagementSystem_ROI[1].xls/Savings Detail Date Printed: 6/1/214 Page 2 REV: June 27, 211

9 Savings Detail As Of: May 29, 214 Benefit/Savings Description Project Savings Category Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 Estimated productivity gains listed below - 25% of audit time (See assumptions tab for details on calculations), including: 1) Reduce time spent tracking project time, and comparing actual time spent to time budgets. 2) Streamline completion of the audit administrative forms and documentation resulting in time savings. 3) Create a common repository for audit planning documents reducing time spent on redundant reseach. Cost Avoidance Move to electronic documentation of audit work saving paper and other supplies. (See assumptions tab for details on calculation) Tangible Benefit x x x x x x 65,. 65,. 65,. 65,. 65,. 65,. x x x x x x AuditManagementSystem_ROI[1].xls/Savings Detail Date Printed: 6/1/214 Page 3 REV: June 27, 211

10 Savings Summary As Of: May 29, 214 Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Tangible Benefit: Move to electronic documentation of audit work saving paper and other supplies. (See assumptions tab for details on calculation) ,6 Tangible Benefits Subtotal: ,6 Cost Avoidance: Estimated productivity gains listed below - 25% of audit time (See assumptions tab for details on calculations), including: 1) Reduce time spent tracking project time, and comparing actual time spent to time budgets. 2) Streamline completion of the audit administrative forms and documentation resulting in time savings. 3) Create a common repository for audit planning documents reducing time spent on redundant reseach. 65, 65, 65, 65, 65, 65, 39, Cost Avoidance Subtotal: 65, 65, 65, 65, 65, 65, 39, Intangible Benefit: AuditManagementSystem_ROI[1].xls/Savings Summary Date Printed: 6/1/214 Page 4 REV: June 27, 211

11 Savings Summary As Of: May 29, 214 Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Savings Total: 65,6 65,6 65,6 65,6 65,6 65,6 393,6 AuditManagementSystem_ROI[1].xls/Savings Summary Date Printed: 6/1/214 Page 5 REV: June 27, 211

12 Cost Detail As Of: May 29, 214 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 ,284 x IT Hours - System Maintenance Development Svcs HR 122 IT Hours - Customer Support Development Svcs HR 122 1,5 1. x x x x x IT Hours - Planned Maintenance Development Svcs HR 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 - License Software 1 19, 19, x Package Software - Maintenance Software 1 3,8 3,8 X X X X Business Objects Access Software Term Emulation SFTW-Acquisition Software Term Emulation SFTW-Maintenance Software Server - Acquisition/Upgrade EA 8, Server - Maintenance EA 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 AuditManagementSystem_ROI[1].xls/Cost Detail Date Printed: 6/1/214 Page 6 REV: June 27, 211

13 Cost Detail As Of: May 29, 214 Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost MS SQL Server Standard Per Processor - Includes Year 1 Maintenance 4,725 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 TBD TBD TBD TBD Internet Access 18 Project Staff Training Training User Training Training 1 1, 1, 1. x AuditManagementSystem_ROI[1].xls/Cost Detail Date Printed: 6/1/214 Page 7 REV: June 27, 211

14 Cost Detail As Of: May 29, 214 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 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 - License 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 Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 39,284. 1,5. 1,5. 1,5. 1,5. 1,5.. 19,. 3,8. 3,8. 3,8. 3,8. AuditManagementSystem_ROI[1].xls/Cost Detail Date Printed: 6/1/214 Page 8 REV: June 27, 211

15 Cost Detail As Of: May 29, 214 Cost Description 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 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 Project Cost Category Training Training Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 1,. AuditManagementSystem_ROI[1].xls/Cost Detail Date Printed: 6/1/214 Page 9 REV: June 27, 211

16 Cost Summary As Of: May 29, 214 Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 39,284 39,284 IT Hours - Customer Support 1,5 1,5 1,5 1,5 1,5 7,5 Contractor Professional Services Development Services Subtotal: 39,284 1,5 1,5 1,5 1,5 1,5 46,784 Hardware: Hardware Subtotal: Software: Package Software - License 19, 19, Package Software - Maintenance 3,8 3,8 3,8 3,8 15,2 Software Subtotal: 19, 3,8 3,8 3,8 3,8 34,2 : Subtotal Training: User Training 1, 1, Training Subtotal: 1, 1, Other: Other Subtotal: AuditManagementSystem_ROI[1].xls/Cost Summary Date Printed: 6/1/214 Page 1 REV: June 27, 211

17 Cost Summary As Of: May 29, 214 Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Costs Total: 68,284 5,3 5,3 5,3 5,3 1,5 9,984 AuditManagementSystem_ROI[1].xls/Cost Summary Date Printed: 6/1/214 Page 11 REV: June 27, 211

18 Assumptions As Of: May 29, 214 Date Assumption Description 19-Jun-12 For preliminary sizing, server admin rate per unit is $122. Productivity gains of 25% are achieved beginning in Yr 1. Used salary + fringe benefits of 5 employees who work in audit. Based upon FY 211, 212 and 213 budgeted salaries and percentage of time spent on audit activities we calculated a total direct salary and fringe benefit associated with that time spent on audit activities ($259,687.5). Industry estimates (provided by software vendor - TeamMate) have 4-Apr-14 demonstrated that there will be a 25% productivity gain starting in year one ($259,687.5 *.25 = $64,921.76) Estimated $5./month for the reduction in paper, color and black toner cartridges, binders, dividers and other office supplies. The Audit 1-Jun-14 Management System will reduce this amount due to the electronic workpaper system which will replace the current paperbased system. Printing on the county's new Ricoh multi-function machinges will be charged at.3 per black and white page and.8 per color page. The 1-Jun-14 auditors use color on most of their print jobs The assumption is that the two line item above will save $48 per year in printing (which is equivalent to one case or 6, sheets anually per color page) and $12 anually in office suppliers for a total of $6./year AuditManagementSystem_ROI[1].xls/Assumptions Date Printed: 6/1/214 Page 12 REV: June 27, 211

19 Date Assumptions Assumption Description As Of: May 29, 214 AuditManagementSystem_ROI[1].xls/Assumptions Date Printed: 6/1/214 Page 13 REV: June 27, 211