Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: P & R Electronic File Conversion, Storage and Retrieval Project ID: Leadership Group: Land Department: Parks and Recreation Division: Parks and Recreation Project Sponsor: Dan Stencil Date Requested: 7/23/213 PM Customer No. 561 Request Type: XX New Development Enhancement Customer Support Planned System Maintenance or Upgrade IT Team Name: Land Application Services IT Team No: Project Manager/Leader: Dennis Faustich Account Number: 761 Account Description: PR Administrative Svcs Customer Name: Parks & Recreation Grant Funded? Yes No Mandate? Yes No Mandate Source: Project Goal To complete a thorough review of the Oakland County Parks current document management process, so that opportunities to leverage a centralized solution for the electronic storage of documents can be identified. Business Objective 1: To review the current document management process of the Oakland County Parks Department. Major Deliverables Detailed Project Plan Create current storage process documentation and workflow for Oakland County Parks Department Inventory existing software and hardware Approach Conduct interviews with the appropriate department staff Inventory existing software environment used for document management Inventory existing hardware environment used for document management Identify any data conversion needs Document and review current workflow process of document storage for Oakland County Parks Department Form Rev. 5/8/212 Page 1 Project Rev. 7/17/213

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: P & R Electronic File Conversion, Storage and Retrieval Project ID: Business Objective 2: To implement an electronic document solution for the Oakland County Parks Department. Major Deliverables Document potential solutions Select and document solution Implementation of a document management system Approach Review existing Oakland County document management applications and accompanying architecture Review other potential solutions not currently in place at the County Conduct brainstorming sessions with IT project team and Parks staff Identify software & hardware solution Create and recommend an implementation strategy Execute electronic document solution Customer Sign-off Research & Analysis SEMCOG County IT Collaboration Research Gartner Research Recommendation Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users Public Divisions Parks & Recreation Leadership Groups Land Form Rev. 5/8/212 Page 2 Project Rev. 7/17/213

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: P & R Electronic File Conversion, Storage and Retrieval Project ID: Risk Business Environment Technical Environment Low Little or no impact to existing business processes. Low Proven or 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 Parks IT Liaison: Parks Technology Support: Phil Castonia Aaron Stepp As Needed AS Needed Facilities IT conference rooms will be available as needed Technical Funding Parks & Recreation Other Priority Constraints Exclusions Form Rev. 5/8/212 Page 3 Project Rev. 7/17/213

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: P & R Electronic File Conversion, Storage and Retrieval Project ID: PROJECT PHASE AUTHORIZATION Phase(s): Total Estimated Application Services Hours: Cost: Total Estimated Technical Systems Hours: 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: Cost: Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: Cost: Form Rev. 5/8/212 Page 4 Project Rev. 7/17/213

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: P & R Electronic File Conversion, Storage and Retrieval Project ID: Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Form Rev. 5/8/212 Page 5 Project Rev. 7/17/213

6 As Of: 7/16/13 Project Summary Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Benefits/Savings: Tangible Benefits Subtotal: Cost Avoidance Subtotal: 43, 47,3 52,3 57,233 62,956 69, ,771 Costs: Development Services Subtotal: Hardware Subtotal: Software Subtotal: Infrastructure Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 43, 47,3 52,3 57,233 62,956 69, ,771 Annual Total Costs Annual Return on Investment 43, 47,3 52,3 57,233 62,956 69, ,771 Annual Costs/Savings Ratio.%.%.%.%.%.% Project Cumulative Statistics: Cumulative Total Savings 43, 9,3 142,33 199, , , ,771 Cumulative Total Costs Cumulative Return on Investment 43, 9,3 142,33 199, , , ,771 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 PR Electronic Storage_ROI.xlsx/Project Summary Page 1 REV: June 27, 211

7 As Of: 7/16/13 Savings Detail Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Annual Multiplier Reduced staff time (scanning, retriving) Cost Avoidance HR 2, , 1.1 Reduced cost for external storage devices Cost Avoidance EA 2 2 4, 1.1 Increased access to shared information Intangible Benefit Increased security for all files Intangible Benefit Increased building space (removal of physical files) Intangible Benefit Increased efficiencies with off network file access Intangible Benefit PR Electronic Storage_ROI.xlsx/Savings Detail Page 2 REV: June 27, 211

8 As Of: 7/16/13 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 Reduced staff time (scanning, retriving) Cost Avoidance Reduced cost for external storage devices Cost Avoidance X X X X X X 39,. 42,9. 47,19. 51,99. 57, ,89.89 X X X X X X 4,. 4,4. 4,84. 5,324. 5, ,442.4 Increased access to shared information Intangible Benefit Increased security for all files Increased building space (removal of physical files) Increased efficiencies with off network file access Intangible Benefit Intangible Benefit Intangible Benefit PR Electronic Storage_ROI.xlsx/Savings Detail Page 3 REV: June 27, 211

9 As Of: 7/16/13 Savings Summary Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Tangible Benefit: Tangible Benefits Subtotal: Cost Avoidance: Reduced staff time (scanning, retriving) 39, 42,9 47,19 51,99 57,1 62,81 3,99 Reduced cost for external storage devices 4, 4,4 4,84 5,324 5,856 6,442 3,862 Cost Avoidance Subtotal: 43, 47,3 52,3 57,233 62,956 69, ,771 Intangible Benefit: Increased access to shared information Increased security for all files Increased building space (removal of physical files) Increased efficiencies with off network file access Savings Total: 43, 47,3 52,3 57,233 62,956 69, ,771 PR Electronic Storage_ROI.xlsx/Savings Summary Page 4 REV: June 27, 211

10 As Of: 7/16/13 Cost Detail Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost IT Hours - New Development 122 IT Hours - System Maintenance 122 IT Hours - Customer Support 122 IT Hours - Planned Maintenance 122 User Hours - New Development User Hours - PTNE/OT Contractor Professional Services 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 Infrastructure Server - Maintenance Infrastructure Server Sftwre - Acquisition/Upgrade Infrastructure Server Sftwre - Maintenance Infrastructure Server Rack Mount Infrastructure Internet Access Infrastructure Project Staff Training Training User Training Training Annual Multiplier Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 PR Electronic Storage_ROI.xlsx/Cost Detail Page 5 REV: June 27, 211

11 As Of: 7/16/13 Cost Description IT Hours - New Development IT Hours - System Maintenance IT Hours - Customer Support IT Hours - Planned Maintenance User Hours - New Development User Hours - PTNE/OT Contractor Professional Services Printer Maintenance User Owned 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 Server Rack Mount Internet Access Project Staff Training User Training Project Cost Category Hardware Software Software Software Software Software Infrastructure Infrastructure Infrastructure Infrastructure Infrastructure Infrastructure Training Training Cost Detail Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 PR Electronic Storage_ROI.xlsx/Cost Detail Page 6 REV: June 27, 211

12 As Of: 7/16/13 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 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: Hardware: Hardware Subtotal: Software: Software Subtotal: Infrastructure: Infrastructure Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: PR Electronic Storage_ROI.xlsx/Cost Summary Page 7 REV: June 27, 211

13 As Of: 7/16/13 Assumptions Date Assumption Description 13-Jul-13 Reduced staff time (scanning, retriving) - 5 staff at 1 hour per week at 52 weeks avg wage of $15 per hour 13-Jul-13 Reduced cost for external storage devices 2 units at $2 per unit for extra storage PR Electronic Storage_ROI.xlsx/Assumptions Page 8 REV: June 27, 211