Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: Facilities Space Allocation Program Project ID: TBD Leadership Group: Land Department: Facilities Management Division: Facilities Management - FPE Project Sponsor: Art Holdsworth Date Requested: 4/1/12 PM Customer No. Request Type: New Development X Enhancement Customer Support Planned System Maintenance or Upgrade IT Team Name: Land Application Services IT Team No: 8 Project Manager/Leader: Janet Brinker Account Number: TBD Account Description: TBD Customer Name: Facilities Mgmt Grant Funded? Yes No Mandate? Yes No Mandate Source: Project Goal To implement a space allocation program so that dual entry into both AutoCAD and Excel is eliminated while assuring accuracy when assigning square footage to departments for billing purposes. Business Objective New system shall reduce the amount of time needed to calculate square footage numbers for the Space Allocation Program as well as reduce the errors and omissions during the current manual calculation process. Provide timely reports for building square footage rates including net and gross square footage of each building and ability to easily locate available space in a facility as needed for a requesting department. Provide integration with AutoCAD to populate square footage to space allocation program. Major Deliverables Detailed Project Plan Application and/or System Requirements Build-Versus-Buy Analysis End User Hardware and Software Requirements Document Technical Design & Architecture Documentation Training Plan User Acceptance Test Plan Form Rev. 8/29/28 Page 1 Project Rev. 4/13/212

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: Facilities Space Allocation Program Project ID: TBD. Approach Implementation Plan Training/User Manual(s) Service Level Agreement Disaster Recovery Toolkit Service Center Knowledge Documents Develop Detailed Project Plan Review current business process and conduct needs assessment with customer, ensuring current manual processes are refined and automated. Document system requirements Determine and document system architecture and diagram Assess User Hardware and Software Requirements Create RFP, if needed Conduct Tech Review Order hardware and software, if needed Develop Implementation Plan Develop new system/purchase new system Develop User Acceptance Test Plan Test new system Acquire User Acceptance Sign off Conduct Change Control Develop User Documentation, SLA, Disaster Recovery Toolkit, Service Center Knowledge Documents Train users on new system Release new system into production Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users 1 Divisions Facilities Management Planning & Engineering Leadership Groups Land Form Rev. 8/29/28 Page 2 Project Rev. 4/13/212

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: Facilities Space Allocation Program Project ID: TBD Risk Business Environment Medium Requires some changes to existing business processes Technical Environment Medium Previously implemented technologies with new aspects and/or new requirements. 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: Facilities Technical Funding Other Priority Form Rev. 8/29/28 Page 3 Project Rev. 4/13/212

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: Facilities Space Allocation Program Project ID: TBD Constraints Exclusions Form Rev. 8/29/28 Page 4 Project Rev. 4/13/212

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: Facilities Space Allocation Program Project ID: TBD 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. 8/29/28 Page 5 Project Rev. 4/13/212

6 Oakland County Department of Information Technology Project Scope and Approach Project Name: Facilities Space Allocation Program Project ID: TBD Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Form Rev. 8/29/28 Page 6 Project Rev. 4/13/212

7 As Of: 4/1/12 Project Summary Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Benefits/Savings: Tangible Benefits Subtotal: Cost Avoidance Subtotal: 7,263 7,554 7,856 8,17 8,497 8,837 48,175 Costs: Development Services Subtotal: Hardware Subtotal: Software Subtotal: Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 7,263 7,554 7,856 8,17 8,497 8,837 48,175 Annual Total Costs Annual Return on Investment 7,263 7,554 7,856 8,17 8,497 8,837 48,175 Annual Costs/Savings Ratio.%.%.%.%.%.% Project Cumulative Statistics: Cumulative Total Savings 7,263 14,817 22,672 3,842 39,339 48,175 48,175 Cumulative Total Costs Cumulative Return on Investment 7,263 14,817 22,672 3,842 39,339 48,175 48,175 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 Space_Allocation_ROI.xlsx/Project Summary Date Printed: 4/13/212 Page 1 REV: June 27, 211

8 As Of: 4/1/12 Savings Detail Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Annual Multiplier Eliminate manual process of calcuating square footage numbers Cost Avoidance EA , Easily create reports for department square footage usage and rates Intangible Benefit Reduce errors and omissions in the space allocation process Intangible Benefit Provide more robust reporting based on building, department, square footage, etc. Intangible Benefit Easily provide report indicating what square footage in available in a particular building(s). Intangible Benefit Space_Allocation_ROI.xlsx/Savings Detail Date Printed: 4/13/212 Page 2 REV: June 27, 211

9 As Of: 4/1/12 Savings Detail Project Savings Benefit/Savings Description Category Eliminate manual process of calcuating square footage numbers Cost Avoidance Easily create reports for department square footage usage and rates Intangible Benefit Reduce errors and omissions in the space allocation process Intangible Benefit Provide more robust reporting based on building, department, square footage, etc. Intangible Benefit Easily provide report indicating what square footage in available in a particular building(s). Intangible Benefit Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 x x x x x x 7,263. 7, , , , , Space_Allocation_ROI.xlsx/Savings Detail Date Printed: 4/13/212 Page 3 REV: June 27, 211

10 As Of: 4/1/12 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: Eliminate manual process of calcuating square footage numbers 7,263 7,554 7,856 8,17 8,497 8,837 48,175 Cost Avoidance Subtotal: 7,263 7,554 7,856 8,17 8,497 8,837 48,175 Intangible Benefit: Easily create reports for department square footage usage and rates Reduce errors and omissions in the space allocation process Provide more robust reporting based on building, department, square footage, etc. Easily provide report indicating what square footage in available in a particular building(s). Savings Total: 7,263 7,554 7,856 8,17 8,497 8,837 48,175 Space_Allocation_ROI.xlsx/Savings Summary Date Printed: 4/13/212 Page 1 REV: June 27, 211

11 As Of: 4/1/12 Cost Detail Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost IT Hours - New Development Development Svcs IT Hours - System Maintenance Development Svcs 122 IT Hours - Customer Support Development Svcs 122 IT Hours - Planned Maintenance Development Svcs 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 - Acquisition Software Package Software - Maintenance Software Business Objects Access Software Term Emulation SFTW-Acquisition Software Term Emulation SFTW-Maintenance Software Server - Acquisition/Upgrade 8, Server - Maintenance 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 Annual Multiplier Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 Space_Allocation_ROI.xlsx/Cost Detail Date Printed: 4/13/212 Page 6 REV: June 27, 211

12 As Of: 4/1/12 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 - 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 Space_Allocation_ROI.xlsx/Cost Detail Date Printed: 4/13/212 Page 7 REV: June 27, 211

13 As Of: 4/1/12 Cost Detail 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 - 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 Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 Space_Allocation_ROI.xlsx/Cost Detail Date Printed: 4/13/212 Page 8 REV: June 27, 211

14 As Of: 4/1/12 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 Cost Detail Potential Cost Extensions Y1 Y2 Y3 Y4 Y5 Y6 Space_Allocation_ROI.xlsx/Cost Detail Date Printed: 4/13/212 Page 9 REV: June 27, 211

15 As Of: 4/1/12 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: : Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: Space_Allocation_ROI.xlsx/Cost Summary Date Printed: 4/13/212 Page 1 REV: June 27, 211

16 As Of: 4/1/12 Date Assumptions Assumption Description Space_Allocation_ROI.xlsx/Assumptions Date Printed: 4/13/212 Page 11 REV: June 27, 211