Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: Desktop Software Audit Compliance Phase 1 Project ID: TN2186SI Leadership Group: Information Technology Steering Committee Department: Information Technology Division: Technical Systems and Networking Project Sponsor: Kevin Bertram Date Requested: 8/8/12 PM Customer No. 186 Request Type: New Development IT Team Name: Workstation Services IT Team No: N Project Manager/Leader: Jerry Cadreau Account Number: 173 Account Description: Technical Systems and Networking Customer Name: Information Technology Grant Funded? No Mandate? No Mandate Source: Project Goal To inventory desktop software applications in use at Oakland County so that desktop software is in compliance. Business Objective Create an inventory of all desktop software applications in use on Oakland County workstations and update current procedures for auditing software usage. Major Deliverables Inventory listing of applications, with install count Desktop Software Compliance procedures Approach Run SCCM report that lists applications including install base Remove non-licensed applications Research desktop software compliance best practice recommendations Review current desktop software inventory process Revise Oakland County desktop software compliance procedures as needed to provide best assurances that software is in compliance. Form Rev. 9/1/26 Page 1 Project Rev. 12/1/12

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: Desktop Software Audit Compliance Phase 1 Project ID: TN2186SI Research & Analysis SEMCOG County IT Collaboration Research Research Conducted Nothing found. Gartner Research Recommendation Research Conducted See summary recommendation below and detail information attached to the project in Clarity. Implementation of policies and processes that require the involvement of all stakeholders in any audit activity can ensure that all aspects of the audit are dealt with effectively and efficiently. It is important that executive support staff is all aware of the process for dealing with audit requests, and that information is readily available across the organization through corporate intranets, on notice boards or in employee handbooks. Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users Divisions Leadership Groups All All 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 Kevin Bertram As needed. Form Rev. 9/1/26 Page 2 Project Rev. 12/1/12

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: Desktop Software Audit Compliance Phase 1 Project ID: TN2186SI Facilities None identified. Technical Funding Information Technology Other Priority Constraints Local admin policy could have an adverse effect on the ability to implement a comprehensive audit policy. Exclusions Microsoft products are made compliant through an already existing process. Those products are exempt from this project Adobe products have been made compliant in September/November 212 and are excluded from the top five list of in use applications. Non-Desktop applications are not included in the scope of this project. Form Rev. 9/1/26 Page 3 Project Rev. 12/1/12

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: Desktop Software Audit Compliance Phase 1 Project ID: TN2186SI PROJECT PHASE AUTHORIZATION Phase(s): Project Management and Software License Compliance Review Total Estimated Application Services Hours: Cost: Total Estimated Technical Systems Hours: 1 Cost: $3,94 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 Management Approval: Approved: Yes No Reason: Project Sponsor Approval: Title: PROJECT SUMMARY Authorized Development (see above) Hours: 1 Cost: $ 3,94 Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: 1 Cost: $3,94 Form Rev. 9/1/26 Page 4 Project Rev. 12/1/12

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: Desktop Software Audit Compliance Phase 1 Project ID: TN2186SI Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Form Rev. 9/1/26 Page 5 Project Rev. 12/1/12

6 Information Technology Strategic Plan Alignment TN2186SI - Desktop Software Audit Compliance 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 Infrastructure 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 Infrastructure 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 X Improve service availability through network design and management strategies Establish enhanced capacity planning and recovery management strategies Run Date 9/19/212 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: 3,6 3,6 7,2 14,4 28,8 57,6 115,2 Cost Avoidance Subtotal: Costs: Development Services Subtotal: 12,2 12,2 Subtotal: Software Subtotal: Infrastructure Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 3,6 3,6 7,2 14,4 28,8 57,6 115,2 Annual Total Costs 12,2 12,2 Annual Return on Investment (8,6) 3,6 7,2 14,4 28,8 57,6 13, Annual Costs/Savings Ratio %.%.%.%.%.% Project Cumulative Statistics: Cumulative Total Savings 3,6 7,2 14,4 28,8 57,6 115,2 115,2 Cumulative Total Costs 12,2 12,2 12,2 12,2 12,2 12,2 12,2 Cumulative Return on Investment (8,6) (5,) 2,2 16,6 45,4 13, 13, Cumulative Cost/Savings Ratio % % 84.72% 42.36% 21.18% 1.59% 1.59% Year Positive Payback Achieved Year 3 Year 3 State or Federal Mandate? Signatures: Benefits Reviewed By Project Sponsor Costs (including IT Resources) Reviewed By Information Technology Project Manager TN2186SI ROI.xls/Project Summary Date Printed: 12/1/212 Page 1 REV: May 31, 26

8 Savings Detail Project Savings Category Unit Desc Rate per Unit Annual Multiplier Benefit/Savings Description Budget Category/Funding Source Units Total Savings Reduce risk of software compliance fines Intangible Benefit Proactively manage software licenses Intangible Benefit Reduction in unused licenses tangible Benefit EA ,6 1. TN2186SI ROI.xls/Savings Detail Date Printed: 12/1/212 Page 2 REV: May 31, 26

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 Reduce risk of software compliance fines Proactively manage software licenses Reduction in unused licenses Intangible Benefit Intangible Benefit tangible Benefit x x x x x x 3,6 3,6 7,2 14,4 28,8 57,6 TN2186SI ROI.xls/Savings Detail Date Printed: 12/1/212 Page 3 REV: May 31, 26

10 Savings Summary Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Tangible Benefit: Reduction in unused licenses 3,6 3,6 7,2 14,4 28,8 57,6 115,2 Tangible Benefits Subtotal: 3,6 3,6 7,2 14,4 28,8 57,6 115,2 Cost Avoidance: Cost Avoidance Subtotal: Intangible Benefit: Reduce risk of software compliance fines Reduction in unused licenses Savings Total: 3,6 3,6 7,2 14,4 28,8 57,6 115,2 TN2186SI ROI.xls/Savings Summary Date Printed: 12/1/212 Page 4 REV: May 31, 26

11 Cost Detail Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost Annual Multiplier IT Hours - Development Svcs IT - Information Technology / 173 HR ,2 x IT Hours - New Development Development Svcs IT - Information Technology / 173 HR 122 x IT Hours - New Development Development Svcs IT - Information Technology / 173 HR 116 x IT Hours - New Development Development Svcs IT - Information Technology / 173 HR 77 x IT Hours - New Development Development Svcs IT - Information Technology / 173 HR 75 x IT Hours - New Development Development Svcs IT - Information Technology / 173 HR 56 x Laserprinter 2 - Maintenance 1,28 Laserprinter 3 - Acquisition Laserprinter 3 - Maintenance 1,86 Image Workstations - Acquisition Image Workstations - Maintenance 3,496 Terminals - Acquisition 1 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 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 TBD Infrastructure Internet Access Infrastructure 18 Project Staff Training Training User Training Training Affects Project RO Y1 Y2 Y3 Y4 Y5 TN2186SI ROI.xls/Cost Detail Date Printed: 12/1/212 Page 5 REV: May 31, 26

12 Cost Description IT Hours - IT Hours - New Development IT Hours - New Development IT Hours - New Development IT Hours - New Development IT Hours - New Development 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 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 TBD Internet Access Project Staff Training User Training Project Cost Category Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Software Software Software Software Software Infrastructure Infrastructure Infrastructure Infrastructure Infrastructure Infrastructure Training Training OI? Cost Detail Potential Cost Extensions Y6 Y1 Y2 Y3 Y4 Y5 Y6 12,2 TN2186SI ROI.xls/Cost Detail Date Printed: 12/1/212 Page 6 REV: May 31, 26

13 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - 12,2 12,2 Development Services Subtotal: 12,2 12,2 : Subtotal: Software: Software Subtotal: Infrastructure: Infrastructure Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: 12,2 12,2 TN2186SI ROI.xls/Cost Summary Date Printed: 12/1/212 Page 7 REV: May 31, 26

14 Date 14-Sep-12 Assumptions Assumption Description Reduction in unused licenses estimate is based on 5% of the yearly purchased licenses in ownership of Oakland County would be found to be unused. Cost for application was estimated at $2. A 1% install base was used. 3,6 workstations X 1% = 36 X 5% = 18 X $2 = $3,6 TN2186SI ROI.xls/Assumptions Date Printed: 12/1/212 Page 8 REV: May 31, 26