Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: Enterprise Content Management Proof of Concept Project ID: DE7188CM Leadership Group: IT Steering Committee Department: Information Technology Division: egovernment Project Sponsor: Ed Poisson Date Requested: 7/21/26 PM Customer No. 188 Request Type: New Development Enhancement Customer Support Planned System Maintenance or Upgrade IT Team Name: egov Program Services IT Team No: E Project Manager/Leader: Jim Taylor Account Number: 34 Account Description: IT - egovernment Customer Name: IT - egovernment Grant Funded? Yes No Mandate? Yes No Mandate Source: Project Goal To implement a proof of concept Enterprise Content Management system so that 1,5 pilot documents can be organized, indexed, secured, versioned, and made readily accessible to authorized Drain Division employees by December 27. Business Objective The ECM project will improve accessibility to vital documents that employees access and update on a regular basis. The system will provide a simple method for retrieving, updating, securing, and versioning of the pilot documents. With the implementation of workflow and approval processes, efficiencies will be gained in reviewing, approving, and publishing document modifications. A robust security model will ensure that only those with proper credentials can access the document repository. Major Deliverables Project Plan and Return on Investment Risk Management Plan Communication Plan Issue Logs Security Model Implemented ECM Solution Policies and Procedures Support Plan Marketing and Promotion Plan Form Rev. 4/17/26 Page 1 Project Rev.4/12/7

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: Enterprise Content Management Proof of Concept Project ID: DE7188CM Approach Gather and document ECM system requirements Evaluate solution alternatives based on requirements Conduct cost/benefit analysis of alternatives and recommend a solution Modify ROI projections and documentation Revise Project Plan Installation and configuration of ECM Server environment Installation and configuration of database for information storage Integration with Netegrity for employee authentication Import and Tag pilot documents Develop and implement Security Model Document and implement workflow components Develop a support plan Develop and document policies and procedures Develop administrator and end-user training materials Conduct user and technical training Launch ECM system Develop Marketing and Promotion Plan. Implement Marketing and Promotion Plan Benefits See Return on Investment (ROI) Analysis Document Intangible Upon its implementation, Oakland County will have a leading edge Enterprise Content Management System that: Represents the technological leadership of the County Reduce document development time and lifecycle Reduce search time for knowledge workers Reduction in printing costs Reduction in lost files and/or file modifications Increased security controlling document access Enhanced auditing abilities with version control and workflow Detailed statistical and reporting data not previously available Impact Number of Users All authorized Drain ISO-9 employees. Divisions Drain Form Rev. 4/17/26 Page 2 Project Rev.4/12/7

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: Enterprise Content Management Proof of Concept Project ID: DE7188CM Leadership Groups ALL Risk Business Environment Low little or no impact to existing business processes. Technical Environment Low proven and previously implemented technologies. 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 TBD Project Manager: Jim Taylor TBD Project Lead: TBD TBD Administrator: TBD TBD Facilities Current work areas will be used to support the staff required to implement this project. Technical None Funding Services: egovernment program services allocation. Software: egovernment software budget : TBD Other None Priority - To be determined Form Rev. 4/17/26 Page 3 Project Rev.4/12/7

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: Enterprise Content Management Proof of Concept Project ID: DE7188CM Constraints Project is limited to 1,5 documents from one department. Exclusions Form Rev. 4/17/26 Page 4 Project Rev.4/12/7

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: Enterprise Content Management Proof of Concept Project ID: DE7188CM PROJECT PHASE AUTHORIZATION Phase(s): Total Estimated Application Services Hours: Cost: Total Estimated Technical Systems Hours: 86 Cost: $ 7,32 Total Estimated egovernment Services Hours: 986 Cost: $ 12,292 Total Estimated CLEMIS Hours: Cost: Total Estimated Internal Services Hours: Cost: 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 Resource Manager Approval: IT Resource Manager Approval: IT Resource Manager Approval: IT Resource Manager Approval: IT Resource Manager Approval: IT Management Approval: Approved: Yes No Reason: Project Sponsor Approval: Title: PROJECT SUMMARY Authorized Development (see above) Hours: 172 Cost: $ 127,612 Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: 172 Cost: $ 127,612 Form Rev. 4/17/26 Page 5 Project Rev.4/12/7

6 Oakland County Department of Information Technology Project Scope and Approach Project Name: Enterprise Content Management Proof of Concept Project ID: DE7188CM Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Form Rev. 4/17/26 Page 6 Project Rev.4/12/7

7 Oakland County Department of Information Technology Project Scope and Approach Project Name: Enterprise Content Management Proof of Concept Project ID: DE7188CM Form Rev. 4/17/26 Page 7 Project Rev.4/12/7

8 Oakland County -- Enterprise Content Management Proof of Concept As Of: June 14, 26 Project Summary Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Benefits/Savings: Tangible Benefits Subtotal: 14,4 14,4 14,4 14,4 14,4 14,4 84,24 Cost Avoidance Subtotal: Costs: Development Services Subtotal: 183,974 14,64 14,64 14,64 14,64 14,64 257,174 Subtotal: Software Subtotal: 177, 27, 27, 27, 27, 27, 312, Subtotal 16,85 3,85 3,85 3,85 3,85 3,85 36,1 Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 14,4 14,4 14,4 14,4 14,4 14,4 84,24 Annual Total Costs 377,824 45,49 45,49 45,49 45,49 45,49 65,274 Annual Return on Investment (363,784) (31,45) (31,45) (31,45) (31,45) (31,45) (521,34) Annual Costs/Savings Ratio % 324.% 324.% 324.% 324.% 324.% Project Cumulative Statistics: Cumulative Total Savings 14,4 28,8 42,12 56,16 7,2 84,24 84,24 Cumulative Total Costs 377, , ,84 514, ,784 65,274 65,274 Cumulative Return on Investment (363,784) (395,234) (426,684) (458,134) (489,584) (521,34) (521,34) 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 Costs (including IT Resources) Reviewed By Technical Services Manager enterprise_content_management_proof_of_concept.xls/project Summary Date Printed: 4/26/27 Page 1 REV: September 5, 23

9 Savings Detail As Of: June 14, 26 Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Staff Time Savings Tangible Benefit ,4 Annual Multiplier enterprise_content_management_proof_of_concept.xls/savings Detail Date Printed: 4/26/27 Page 2 REV: September 5, 23

10 As Of: June 14, 26 Benefit/Savings Description Staff Time Savings Project Savings Category Tangible Benefit Savings Detail Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 x x x x x x 14,4 14,4 14,4 14,4 14,4 14,4 enterprise_content_management_proof_of_concept.xls/savings Detail Date Printed: 4/26/27 Page 3 REV: September 5, 23

11 As Of: June 14, 26 Savings Summary Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Tangible Benefit: Staff Time Savings 14,4 14,4 14,4 14,4 14,4 14,4 84,24 Tangible Benefits Subtotal: 14,4 14,4 14,4 14,4 14,4 14,4 84,24 Cost Avoidance: Cost Avoidance Subtotal: Savings Total: 14,4 14,4 14,4 14,4 14,4 14,4 84,24 enterprise_content_management_proof_of_concept.xls/savings Summary Date Printed: 4/26/27 Page 4 REV: September 5, 23

12 Cost Detail As Of: June 14, 26 Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost IT Hours - New Development Development Svcs HR ,292 IT Hours - System Maintenance Development Svcs HR ,64 IT Hours - Tech Services SA Development Svcs ,66 IT Hours - Tech Services SA Maint Development Svcs IT Hours - Tech Services DB Development Svcs ,32 User Hours - New Development Development Svcs User Hours - PTNE/OT Development Svcs Contractor Professional Services Development Svcs 1 4, 4, PC System - Acquisition PC System - Maintenance 2,34 Notebook - Acquisition Notebook - Maintenance 2,372 Mini Notebook - Acquisition Mini Notebook - Maintenance 2,196 Laserprinter 1 - Acquisition Laserprinter 1 - Maintenance 1,14 Server costs Acquisition= $886 Annual Maintenance= $11,685 Laserprinter 2 - Acquisition Laserprinter 2 - Maintenance 1,28 Laserprinter 3 - Acquisition Laserprinter 3 - Maintenance 1,86 Image Workstations - Acquisition Image Workstations - Maintenance 3,496 Terminals - Acquisition Terminals - Maintenance 644 PRTR w/term ID - Acquisition PRTR w/term ID - Maintenance 1,72 PRTR w/o TERM ID - Acquisition PRTR w/o TERM ID - Maintenance 1,72 PC Maintenance User Owned 2,34 Printer Maintenance User Owned 1,72 enterprise_content_management_proof_of_concept.xls/cost Detail Date Printed: 4/26/27 Page 5 REV: September 5, 23 Annual Multiplier

13 Cost Detail As Of: June 14, 26 Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost 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 2 6,5 13, Server - Maintenance 2 1,925 3,85 Server Sftwre - Acquisition/Upgrade EA 1 15, 15, Server Sftwre - Maintenance ANN 1 27, 27, TDB TBD TBD TBD Internet Access 18 Project Staff Training Training User Training Training Annual Multiplier enterprise_content_management_proof_of_concept.xls/cost Detail Date Printed: 4/26/27 Page 6 REV: September 5, 23

14 As Of: June 14, 26 Cost Detail Affects Project ROI? Potential Cost Extensions Cost Description IT Hours - New Development IT Hours - System Maintenance IT Hours - Tech Services SA IT Hours - Tech Services SA Maint IT Hours - Tech Services DB User Hours - New Development User Hours - PTNE/OT Contractor Professional Services PC System - Acquisition PC System - Maintenance Notebook - Acquisition Notebook - Maintenance Mini Notebook - Acquisition Mini Notebook - Maintenance Laserprinter 1 - Acquisition Laserprinter 1 - Maintenance Laserprinter 2 - Acquisition Laserprinter 2 - Maintenance Laserprinter 3 - Acquisition Laserprinter 3 - Maintenance Image Workstations - Acquisition Image Workstations - Maintenance Terminals - Acquisition Terminals - Maintenance PRTR w/term ID - Acquisition PRTR w/term ID - Maintenance PRTR w/o TERM ID - Acquisition PRTR w/o TERM ID - Maintenance PC Maintenance User Owned Printer Maintenance User Owned Project Cost Category Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 Development Svcs x 12,292 Development Svcs x x x x x x 14,64 14,64 14,64 14,64 14,64 14,64 Development Svcs x 1,66 Development Svcs x 656 Development Svcs x 7,32 Development Svcs Development Svcs Development Svcs x 4, Server costs Acquisition= $886 Annual Maintenance= $11,685 enterprise_content_management_proof_of_concept.xls/cost Detail Date Printed: 4/26/27 Page 7 REV: September 5, 23

15 As Of: June 14, 26 Cost Detail Affects Project ROI? Potential Cost Extensions Cost Description Package Software - Acquisition Package Software - Maintenance Business Objects Access Term Emulation SFTW-Acquisition Term Emulation SFTW-Maintenance Server - Acquisition/Upgrade Server - Maintenance Server Sftwre - Acquisition/Upgrade Server Sftwre - Maintenance TDB TBD TBD TBD Internet Access Project Staff Training User Training Project Cost Category Software Software Software Software Software Training Training Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 x 13, x x x x x x 3,85 3,85 3,85 3,85 3,85 3,85 x 15, x x x x x x 27, 27, 27, 27, 27, 27, enterprise_content_management_proof_of_concept.xls/cost Detail Date Printed: 4/26/27 Page 8 REV: September 5, 23

16 Cost Summary As Of: June 14, 26 Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 12,292 12,292 IT Hours - System Maintenance 14,64 14,64 14,64 14,64 14,64 14,64 87,84 IT Hours - Tech Services SA 1,66 1,66 IT Hours - Tech Services SA Maint IT Hours - Tech Services DB 7,32 7,32 User Hours - New Development User Hours - PTNE/OT Contractor Professional Services 4, 4, Development Services Subtotal: 183,974 14,64 14,64 14,64 14,64 14,64 257,174 : Subtotal: Software: Server Sftwre - Acquisition/Upgrade 15, 15, Server Sftwre - Maintenance 27, 27, 27, 27, 27, 27, 162, Software Subtotal: 177, 27, 27, 27, 27, 27, 312, : Server - Acquisition/Upgrade 13, 13, Server - Maintenance 3,85 3,85 3,85 3,85 3,85 3,85 23,1 Subtotal 16,85 3,85 3,85 3,85 3,85 3,85 36,1 Training: Training Subtotal: Other: Other Subtotal: Costs Total: 377,824 45,49 45,49 45,49 45,49 45,49 65,274 enterprise_content_management_proof_of_concept.xls/cost Summary Date Printed: 4/26/27 Page 9 REV: September 5, 23

17 As Of: June 14, 26 Date 19-Jul-6 Software Costs = $15, Forms Software 19-Jul-6 Software Support = $27, 18% of purchase price Assumptions Assumption Description 19-Jul-6 Document Assumptions 1,5 documents. All currently located on the Drain-ISO9 intranet site - 1, Word Documents - 25 Excel Documents - 1 PDF Documents - 1 HTML Documents - 5 Visio Documents 2-Jul-6 Server costs Acquisition= $886 Annual Maintenance= $11,685 Initial Cost - 13 hours setup new server (13hours * $122 = $1586) Initial Cost - $65 Server hardware Annual Cost - 8 hours annual maintenance (8hours * $122= $976) Annual Cost - $15 Annual backup costs Annual Cost - $425 Annual OS Virus Software 24-Jul-6 Professional Services: Assumed 4, in professional services will be required to install, setup, intial config & train administrators 24-Jul-6 Employee Savings 24 Clerk I - Base Salary with Fringe Grade 3 hourly Salery 18/hour. Estimated weekly time savings due to ECM = 3 $18 = $54 ($14, Annually) - 1 knowledge workers in Drain ISO 9 department will save aproximately 3 hours per week in searching, updating, and posting new and modified pilot documents. enterprise_content_management_proof_of_concept.xls/assumptions Date Printed: 4/26/27 Page 1 REV: September 5, 23