Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: Econ Dev & Comm Affairs Web Site Project ID:D10192EW Leadership Group: Land Leadership Group Department: Economic Dev & Comm Affairs Division: Planning & Economic Development Project Sponsor: Lynn Doane Date Requested: March 1, 2010 PM Customer No. 192 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: Salina Washington Account Number: Account Description: Comm & Economic Developm Customer Name: Plan & Econ Dev Grant Funded? Yes No Mandate? Yes No Mandate Source: Project Goal To create and launch a public portal that integrates all of Economic Development & Community Affairs programs and services into an integrated and cohesive Web environment so that citizens and businesses will be able to easily access essential information they need in order to make decisions. Business Objective To give Oakland County a competitive advantage in support of its global business attraction and expansion efforts. In addition, to enhance the quality of life in Oakland County making it a premier place to live, work and play. Major Deliverables Project Plan and Return on Investment Business Requirements Document Web Site Architecture Usability Test Plan SharePoint Templates & Graphics Converted and New Content Redesigned Web Pages Web 2.0 Features & Functionality (blogs, forums, video/audio, and subscriptions) Social Media Plan Communication Plan Marketing & Promotions Plan Issue Logs Maintenance Strategy and Plan for Web Content Policies and Procedures Form Rev. 08/29/2008 Page 1 Project Rev. 7/12/2010

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: Econ Dev & Comm Affairs Web Site Project ID:D10192EW Training Plan General Web Site Test Plan Online Mapping Integration Disaster Recovery Toolkit Service Center Knowledge Documents Customer Sign-Off Approach THIS WILL BE A TWO-PHASED PROJECT Phase I: Web Site Architect/Test/Design/Build Define project team and project communication plan Initial Planning and project kick-off Analyze Web site stats Finalize list of business requirements from master list assembled in Web Portal Requirements Gathering Project (DE0175PW) Develop Site Map, Wireframes, Navigation and Design Detail Develop User Acceptance Test Plan Conduct user Testing Document results and incorporate changes Document Branding Standards Build and Test SharePoint Templates Phase II: Content Migration/Application Build/Testing/Implementation Create SharePoint pages and convert existing/create new content Complete templates/graphics setup Develop agreed upon video, audio, blog(s) and/or forum(s), and subscription items Integrate into Web site content/pages Develop marketing and communications plan Develop online mapping application Integrate mapping application into Portal Develop maintenance strategy and plan for Web content Develop and deliver SharePoint training Create documentation for customer review and acceptance Test, market, and implement portal SLA, disaster recovery toolkit Develop user documentation Service Center Knowledge Documents Conduct Change Control Release new system into production *Additional applications identified in the Business Requirements Phase will be initiated through a separate leadership group process. Form Rev. 08/29/2008 Page 2 Project Rev. 7/12/2010

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: Econ Dev & Comm Affairs Web Site Project ID:D10192EW Benefits See Return on Investment (ROI) Analysis Document The return on investment document will be populated as opportunities are identified in the Economic Development & Community Affairs Web Portal Requirements Gathering Project (DE0175PW). Impact Number of Users More than 200+ thousand visitors to Economic Development & Community Affairs departmental Web sites and the 3.2 million visitors to the Oakland County Web site(s) (FY09 total) Divisions Planning & Economic Development Division, Waste Management, Workforce Development, Arts, Culture & Film, Community & Home Improvement, Marketing & Research Group, One Stop Shop, Global Oakland, Small Business Center, Finance Group, Business Development and Special Programs such as Business Round Table Leadership Groups Land Risk Business Environment Medium Project will require some changes to existing business processes. Technical Environment Low Little or no impact to existing business processes. 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 Form Rev. 08/29/2008 Page 3 Project Rev. 7/12/2010

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: Econ Dev & Comm Affairs Web Site Project ID:D10192EW Project Sponsor: Lynn Doane As needed Facilities No additional space or facility resources are required. Technical Any additional tools will be integrated into the existing SharePoint interface, and will align with the organizational strategies for online collaboration. Funding Information Technology Other N/A Priority TBD Constraints Resource Availability Exclusions Required applications identified in the Business Requirements Phase 9 Economic Development & Community Affairs Web Portal Requirements Gathering Project (DE0175PW) will be initiated through a separate leadership group process. Form Rev. 08/29/2008 Page 4 Project Rev. 7/12/2010

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: Econ Dev & Comm Affairs Web Site Project ID:D10192EW PROJECT PHASE AUTHORIZATION Phase(s): ALL Total Estimated Application Services Hours: 2773 Cost: $338,306 Total Estimated Technical Systems Hours: 12 Cost: $0 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: Cost: Preliminary Estimated Development for Future Phases Hours: 2785 Cost: $338,306 Grand Total Estimated Development Hours: 2785 Cost: $338,306 Form Rev. 08/29/2008 Page 5 Project Rev. 7/12/2010

6 Oakland County Department of Information Technology Project Scope and Approach Project Name: Econ Dev & Comm Affairs Web Site Project ID:D10192EW Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Date: Date: Form Rev. 08/29/2008 Page 6 Project Rev. 7/12/2010

7 Information Technology Strategic Plan Alignment D10192EW - Econ Dev & Comm Affairs Web Site 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 X 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 X X 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 X 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 X X Implement a Standardized Strategy Deliver services using a shared technology infrastructure wherever possible X 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 X Improve service availability through network design and management strategies Establish enhanced capacity planning and recovery management strategies Run Date 7/2/2010 Page 1 of 1

8 Project Summary Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Benefits/Savings: Tangible Benefits Subtotal: Cost Avoidance Subtotal: 97,380 37,380 37,380 97,380 37,380 37, ,280 Costs: Development Services Subtotal: 339, ,770 Hardware Subtotal: Software Subtotal: Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 97,380 37,380 37,380 97,380 37,380 37, ,280 Annual Total Costs 339, ,770 Annual Return on Investment (242,390) 37,380 37,380 97,380 37,380 37,380 4,510 Annual Costs/Savings Ratio % 0.00% 0.00% 0.00% 0.00% 0.00% Project Cumulative Statistics: Cumulative Total Savings 97, , , , , , ,280 Cumulative Total Costs 339, , , , , , ,770 Cumulative Return on Investment (242,390) (205,010) (167,630) (70,250) (32,870) 4,510 4,510 Cumulative Cost/Savings Ratio % % % % % 98.69% 98.69% Year Positive Payback Achieved Year 6 Year 6 State or Federal Mandate? Signatures: Benefits Reviewed By Project Sponsor Date: Costs (including IT Resources) Reviewed By Information Technology Project Manager Date: app/project Summary Page 1 REV: February 17, 2009

9 Savings Detail Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Reduction in Printed Marketing Materials -- printing and material development Cost Avoidance 1 2,500 2,500 Reduce the number of community outreach workshops by 8 per year Cost Avoidance 1 5,813 5,813 Reduce the number of hours spent by staff setting up appointments with customers by 12.5 hours per week Cost Avoidance 1 22,678 22,678 Eliminate the need to create new logos and promote them (average of two new logos per year) Cost Avoidance 1 2,000 2,000 eforms Arts Minigrant - Reduce the number of customer support hours and packaging & mailing forms Cost Avoidance 1 1,179 1,179 eforms Planning Group's Design Assistance Form - Reduce the number of customer support hours and packaging & mailing forms Cost Avoidance 1 3,210 3,210 Annual Multiplier Eliminates the scheduled redesign/refresh projects with outside vendor for GlobalOakland.com web site Cost Avoidance 1 60,000 60,000 Elimates the third-party vendor maintenace cost for GlobalOakland.com Cost Avoidance 1 5,000 5,000 Increase efficiency and reduce redundancy 0 Improved customer satisfaction 0 Cross promotion of EDCA content among divisions and with related departments (i.e. Clerks Office) 0 Improved usability 0 Leverage exisiting content 0 Improve brand awareness 0 Expand service offerings for clients and community stakeholders 0 app/savings Detail Page 2 REV: February 17, 2009

10 Savings Detail Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Increase registration for business classes 0 Improve client accessibility to content and resources 0 Encourage community collaboration and information sharing 0 Allow global access to content, information, and products 0 Increase awareness of programs & services 0 Improve client ability and knowledge of planning processes and tools through education 0 Assist economic development, business recruitment, and marketing activities 0 Improve awareness of quality of life in Oakland County 0 Increase sales of map products and GIS data in One Stop Shop Annual Multiplier app/savings Detail Page 3 REV: February 17, 2009

11 Savings Detail Benefit/Savings Description Reduction in Printed Marketing Materials -- printing and material development Reduce the number of community outreach workshops by 8 per year Reduce the number of hours spent by staff setting up appointments with customers by 12.5 hours per week Eliminate the need to create new logos and promote them (average of two new logos per year) eforms Arts Minigrant - Reduce the number of customer support hours and packaging & mailing forms eforms Planning Group's Design Assistance Form - Reduce the number of customer support hours and packaging & mailing forms Project Savings Category Cost Avoidance Cost Avoidance Cost Avoidance Cost Avoidance Cost Avoidance Cost Avoidance Eliminates the scheduled redesign/refresh projects with outside vendor for GlobalOakland.com web site Cost Avoidance Elimates the third-party vendor maintenace cost for GlobalOakland.com Cost Avoidance Increase efficiency and reduce redundancy Improved customer satisfaction Cross promotion of EDCA content among divisions and with related departments (i.e. Clerks Office) Improved usability Leverage exisiting content Improve brand awareness Expand service offerings for clients and community stakeholders Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 x x x x x x 2, , , , , , x x x x x x 5, , , , , , x x x x x x 22, , , , , , x x x x x x 2, , , , , , x x x x x x 1, , , , , , x x x x x x 3, , , , , , x x 60, , x x x x x 5, , , , , app/savings Detail Page 4 REV: February 17, 2009

12 Savings Detail Benefit/Savings Description Increase registration for business classes Improve client accessibility to content and resources Encourage community collaboration and information sharing Allow global access to content, information, and products Increase awareness of programs & services Improve client ability and knowledge of planning processes and tools through education Assist economic development, business recruitment, and marketing activities Improve awareness of quality of life in Oakland County Increase sales of map products and GIS data in One Stop Shop Project Savings Category Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 app/savings Detail Page 5 REV: February 17, 2009

13 Savings Summary Tangible Benefit: Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Tangible Benefits Subtotal: Cost Avoidance: Reduction in Printed Marketing Materials -- printing and material development 2,500 2,500 2,500 2,500 2,500 2,500 15,000 Reduce the number of community outreach workshops by 8 per year 5,813 5,813 5,813 5,813 5,813 5,813 34,878 Reduce the number of hours spent by staff setting up appointments with customers by 12.5 hours per week 22,678 22,678 22,678 22,678 22,678 22, ,068 Eliminate the need to create new logos and promote them (average of two new logos per year) 2,000 2,000 2,000 2,000 2,000 2,000 12,000 eforms Arts Minigrant - Reduce the number of customer support hours and packaging & mailing forms 1,179 1,179 1,179 1,179 1,179 1,179 7,074 eforms Planning Group's Design Assistance Form - Reduce the number of customer support hours and packaging & mailing forms 3,210 3,210 3,210 3,210 3,210 3,210 19,260 Eliminates the scheduled redesign/refresh projects with outside vendor for GlobalOakland.com web site 60,000 60, ,000 Elimates the third-party vendor maintenace cost for GlobalOakland.com Cost Avoidance Subtotal: 97,380 37,380 37,380 97,380 37,380 37, ,280 : Savings Total: 97,380 37,380 37,380 97,380 37,380 37, ,280 app/savings Summary Page 6 REV: February 17, 2009

14 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 Development Svcs 2, ,770 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 Oracle Enterprise Per Processor - Year 2 and Beyond 3,432 0 MS SQL Server Standard Per Processor - Includes Year 1 Maintenance 4,725 0 Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 app/cost Detail Page 7 REV: February 17, 2009

15 Cost Detail Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost 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 app/cost Detail Page 8 REV: February 17, 2009

16 Cost Detail Potential Cost Extensions Cost Description Project Cost 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 - 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 Oracle Enterprise Per Processor - Year 2 and Beyond MS SQL Server Standard Per Processor - Includes Year 1 Maintenance Y1 Y2 Y3 Y4 Y5 Y6 339, app/cost Detail Page 9 REV: February 17, 2009

17 Cost Detail Potential Cost Extensions Cost Description 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 Y1 Y2 Y3 Y4 Y5 Y6 app/cost Detail Page 10 REV: February 17, 2009

18 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 339, ,770 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: 339, ,770 Hardware: Hardware Subtotal: Software: Software Subtotal: : Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: 339, ,770 app/cost Summary Page 11 REV: February 17, 2009

19 Assumptions Date 13-Apr-10 Assumption Description The return on investment document will be populated as opportunities are identified in the Economic Development & Community Affairs Web Portal Requirements Gathering Project (DE0175PW). 30-Jun-10 EDCA Resources will be available 60 hours per week for 15 weeks to assist egov team with content migration, development and testing. Resource Names: Lynn Doane, Victoria Frame, Lacy Skidmore and Arts & Culture Intern (Approved by Maureen Krauss & Steve Huber) 30-Jun-10 Interactive maps will include a maximum of 100 entries. 30-Jun-10 All maps will be created by EDCA's Planning Division. 30-Jun-10 The subject of all audio & video podcasts must be of interest to a diverse audience. 30-Jun-10 No more than 1/4 of exisiting content pages will be rewritten by egov. Any additional pages will be rewritten by EDCA staff. 30-Jun-10 EDCA resources will be available to select new graphics & images for the web site. 30-Jun-10 Micro sites such as Brooksie Way and Oakland Edge are out of scope for this project and will not be migrated. 30-Jun-10 Forms selected for conversion to eforms will be standard forms and require no workflow. 30-Jun-10 EDCA staff will be avaialble to record tutorials in the IT building utilizing egov's Camtasia software. app/assumptions Page 12 REV: February 17, 2009