Oakland County Department of Information Technology Project Scope and Approach

Transcription

1 Oakland County Department of Information Technology Project Scope and Approach Project Name: Social Media Expansion Project ID: DE1187SM Leadership Group: I.T. Steering Committee Department: Information Technology Division: Application Services Project Sponsor: Ed Poisson Date Requested: June 23, 2010 PM Customer No. 187 Request Type: New Development IT Team Name: egovernment Program Services IT Team No: E Project Manager/Leader: Jerry Cadreau Account Number: Account Description: I.T. egovernment Customer Name: I.T. egovernment Grant Funded? Yes No Mandate? Yes No Mandate Source: Project Goal To effectively implement and expand the use of web-based social networking tools on behalf of Oakland County in order to increase traffic to the Oakland County web site, enhance customer support and service, and make government more transparent so that citizens have multiple, interactive ways to communicate and conduct business with the County. Business Objective To perform project management activities so that project execution is timely with appropriate quality and cost controls. Major Deliverables Detailed Project Plan and Return on Investment Risk Management Plan Communication Plan Issue Logs Approach Solicit feedback from internal stakeholders to determine project estimates and resource availability Detail anticipated costs and benefits Develop protocol for communications and project reporting Form Rev. 09/01/2006 Page 1 Project Rev. 6/25/2010

2 Oakland County Department of Information Technology Project Scope and Approach Project Name: Social Media Expansion Project ID: DE1187SM Business Objective To evaluate existing social media web sites and accounts used to conduct business on behalf of Oakland County government, and determine new ways to use social networking in beneficial ways by: (1) using popular free social networks wherever possible (Facebook, Twitter, etc), (2) implementing purchased solutions if needed (IdeaScale, etc.), and/or (3) building solutions (using SharePoint blogs and forums, etc.). Major Deliverables Requirements Document Solution Analysis and Recommendations (Strategy) RFP (if required) Approach Gather and document requirements Evaluate solution alternatives based on requirements Conduct cost/benefit analysis of alternatives and recommend a solution Review/send RFP based on requirements (if required) Review proposals; select or decide to build a solution Business Objective To develop new and/or existing social media web sites and/or accounts and related documentation according to strategy. Major Deliverables Social Media web sites, accounts and/or other expansion strategy tools Operating Procedures Updates Internal Administration Tools Approach Determine implementation sequence and phasing and develop accordingly Develop operating procedures Develop Administration procedures Create Disaster Recovery Toolkit Form Rev. 09/01/2006 Page 2 Project Rev. 6/25/2010

3 Oakland County Department of Information Technology Project Scope and Approach Project Name: Social Media Expansion Project ID: DE1187SM Business Objective To train and support social media at Oakland County. Major Deliverables Training Plan Support Plan Service Center Script Web Tools web site updates Approach Develop and Conduct Training Develop Support Plan Develop Service Center Script and overview/presentation Create pages in my.oakgov.com Web Tools web site Business Objective To publicize Oakland County social media in order to increase use by raising awareness both internally and externally and to measure results. Major Deliverables Marketing and Communications Plan Metrics Measurement Document & Procedures Tracking and Reporting Methodology Approach Develop/implement Marketing and Communications Plan Develop Metrics Measurement Document Develop Tracking and Reporting Methodology Business Objective To provide effective project post-implementation support in order to successfully close project and ensure continued success and progress tracking. Major Deliverables Results Measurement (initial) Final Report (Summary of Project) Post Implementation Training sessions Form Rev. 09/01/2006 Page 3 Project Rev. 6/25/2010

4 Oakland County Department of Information Technology Project Scope and Approach Project Name: Social Media Expansion Project ID: DE1187SM Approach Conduct Metrics Measurement according to Tracking and Reporting Methodology after implementation (one month). Provide summary of social media, activity, administrators, support and marketing efforts. Conduct training sessions according to Training Plan on an as-needed basis. Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users An estimated 3.2 million web site visitors (FY2009). 40+ employees throughout the County who will facilitate or manage blogs and forums. Divisions All Leadership Groups All Risk Business Environment Technical Environment Low Little to no impact to existing business processes. Low Little to 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 Project Sponsor: Ed Poisson As needed Form Rev. 09/01/2006 Page 4 Project Rev. 6/25/2010

5 Oakland County Department of Information Technology Project Scope and Approach Project Name: Social Media Expansion Project ID: DE1187SM Facilities No additional space or facility resources are required. Technical Will need to determine if existing server capacity will meet the needs of this project once requirements gathering and recommendations are complete. Funding Information Technology Other n/a Priority TBD Constraints Resource availability Acceptance of the use of social media to conduct business Exclusions n/a Form Rev. 09/01/2006 Page 5 Project Rev. 6/25/2010

6 Oakland County Department of Information Technology Project Scope and Approach Project Name: Social Media Expansion Project ID: DE1187SM PROJECT PHASE AUTHORIZATION Phase(s): ALL Total Estimated Application Services Hours: 1,802 Cost: $212,036 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: Date: Date: Date: Date: IT Management Approval: Approved: Yes No Date: Reason: Project Sponsor Approval: Title: Date: PROJECT SUMMARY Authorized Development (see above) Hours: 1,802 Cost: $212,036 Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: 1,802 Cost: $212,036 Form Rev. 09/01/2006 Page 6 Project Rev. 6/25/2010

7 Oakland County Department of Information Technology Project Scope and Approach Project Name: Social Media Expansion Project ID: DE1187SM Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Date: Date: Form Rev. 09/01/2006 Page 7 Project Rev. 6/25/2010

8 Information Technology Strategic Plan Alignment DE1187SM - Social Media Expansion Provide an Enhanced Application Service Offering Increase application integration through web services Research and develop a Constituent Relationship Management (CRM) strategy X Improve the quality, reliability and availability of all applications Increase the agility and responsiveness of business units by expanding customer analytics X Promote mobility and location integration in business applications Utilize ecommerce platform to offset costs and expand product offerings to customers X 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 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 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 Strategy Deliver services using a shared technology infrastructure wherever possible X Establish support cost model and SLA for all offerings outside X 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 6/24/2010 Page 1of 1

9 Project Summary Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Benefits/Savings: Tangible Benefits Subtotal: Cost Avoidance Subtotal: Costs: Development Services Subtotal: 219,844 26,718 26,718 26,718 26,718 26, ,434 Hardware Subtotal: Software Subtotal: Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings Annual Total Costs 219,844 26,718 26,718 26,718 26,718 26, ,434 Annual Return on Investment (219,844) (26,718) (26,718) (26,718) (26,718) (26,718) (353,434) Annual Costs/Savings Ratio 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% Project Cumulative Statistics: Cumulative Total Savings Cumulative Total Costs 219, , , , , , ,434 Cumulative Return on Investment (219,844) (246,562) (273,280) (299,998) (326,716) (353,434) (353,434) Cumulative Cost/Savings Ratio 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% Year Positive Payback Achieved State or Federal Mandate? Signatures: NO PAYBACK Benefits Reviewed By Project Sponsor Date: Costs (including IT Resources) Reviewed By Information Technology Project Manager Date: DE1187SM+Social+Media+Expansion+ROI.xls/Project Summary Page 1 REV: January 2, 2008

10 Savings Detail Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Creates a new customer service outlet, potentially reducing phone calls and/or other traditional customer service methods. Intangible Benefit 0 Helps to improve government service by gaining a better understanding of the needs of the community served. Intangible Benefit 0 Enables customers to help one another by interacting with one another, potentially reducing reliance on government resources. Intangible Benefit 0 Reaches an increasingly mobile and high-tech audience of all ages. Intangible Benefit 0 Annual Multiplier Enhances quality of life by facilitating local community building by connecting people with one another who may have not had other means to do so. Intangible Benefit 0 Further promotes Oakland County's use of emerging technologies to serve its constituencies. Intangible Benefit 0 Creates a "sticky" environment that draws/attracts more people to the OakGov.com web site, thereby promoting awareness and conversion to other online services. Intangible Benefit 0 Potentially reaches a younger audience and engages them in government early on in order to serve their needs for the future. Intangible Benefit 0 Provides a practical way to communicate with Oakland County's retiree population and to improve outreach through Health, Wellness and other program areas. Intangible Benefit 0 Provides a platform for enterprise and regional collaboration. Intangible Benefit 0 Provides an effective way to solicit community input and feedback in support of government transparency. Intangible Benefit 0 DE1187SM+Social+Media+Expansion+ROI.xls/Savings Detail Page 2 REV: January 2, 2008

11 Savings Detail Benefit/Savings Description Creates a new customer service outlet, potentially reducing phone calls and/or other traditional customer service methods. Helps to improve government service by gaining a better understanding of the needs of the community served. Enables customers to help one another by interacting with one another, potentially reducing reliance on government resources. Reaches an increasingly mobile and high-tech audience of all ages. Project Savings Category Intangible Benefit Intangible Benefit Intangible Benefit Intangible Benefit Affects Project ROI? Potential Savings Extensions Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 Enhances quality of life by facilitating local community building by connecting people with one another who may have not had other means to do so. Intangible Benefit Further promotes Oakland County's use of emerging technologies to serve its constituencies. Intangible Benefit Creates a "sticky" environment that draws/attracts more people to the OakGov.com web site, thereby promoting awareness and conversion to other online services. Intangible Benefit Potentially reaches a younger audience and engages them in government early on in order to serve their needs for the future. Intangible Benefit Provides a practical way to communicate with Oakland County's retiree population and to improve outreach through Health, Wellness and other program areas. Intangible Benefit Provides a platform for enterprise and regional collaboration. Intangible Benefit Provides an effective way to solicit community input and feedback in support of government transparency. Intangible Benefit DE1187SM+Social+Media+Expansion+ROI.xls/Savings Detail Page 3 REV: January 2, 2008

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: Cost Avoidance Subtotal: Intangible Benefit: Creates a new customer service outlet, potentially reducing phone calls and/or other traditional customer service methods. Helps to improve government service by gaining a better understanding of the needs of the community served. Enables customers to help one another by interacting with one another, potentially reducing reliance on government resources. Reaches an increasingly mobile and hightech audience of all ages. Enhances quality of life by facilitating local community building by connecting people with one another who may have not had other means to do so. Further promotes Oakland County's use of emerging technologies to serve its constituencies. Creates a "sticky" environment that draws/attracts more people to the OakGov.com web site, thereby promoting awareness and conversion to other online services. DE1187SM+Social+Media+Expansion+ROI.xls/Savings Summary Page 4 REV: January 2, 2008

13 Savings Summary Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Potentially reaches a younger audience and engages them in government early on in order to serve their needs for the future. Provides a practical way to communicate with Oakland County's retiree population and to improve outreach through Health, Wellness and other program areas. Provides a platform for enterprise and regional collaboration. Provides an effective way to solicit community input and feedback in support of government transparency. Savings Total: DE1187SM+Social+Media+Expansion+ROI.xls/Savings Summary Page 5 REV: January 2, 2008

14 Cost Detail Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost Annual Multiplier Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 IT Hours - New Development Development Svcs HR 1, ,844 x IT Hours - System Maintenance Development Svcs ANN ,710 x x x x x IT Hours - Customer Support Development Svcs ANN ,008 x x x x x 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 DE1187SM+Social+Media+Expansion+ROI.xls/Cost Detail Page 6 REV: January 2, 2008

15 Cost Detail Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost Annual Multiplier Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 MS SQL Server Standard Per Processor - Includes Year 1 Maintenance 4,725 0 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 DE1187SM+Social+Media+Expansion+ROI.xls/Cost Detail Page 7 REV: January 2, 2008

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 Y1 Y2 Y3 Y4 Y5 Y6 219, , , , , , , , , , , DE1187SM+Social+Media+Expansion+ROI.xls/Cost Detail Page 8 REV: January 2, 2008

17 Cost Detail Potential Cost Extensions Cost Description Project Cost Category Y1 Y2 Y3 Y4 Y5 Y6 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 Training Training DE1187SM+Social+Media+Expansion+ROI.xls/Cost Detail Page 9 REV: January 2, 2008

18 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 219, ,844 IT Hours - System Maintenance 6,710 6,710 6,710 6,710 6,710 33,550 IT Hours - Customer Support 20,008 20,008 20,008 20,008 20, ,040 IT Hours - Planned Maintenance User Hours - New Development User Hours - PTNE/OT Contractor Professional Services Development Services Subtotal: 219,844 26,718 26,718 26,718 26,718 26, ,434 Hardware: Hardware Subtotal: Software: Software Subtotal: : Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: 219,844 26,718 26,718 26,718 26,718 26, ,434 DE1187SM+Social+Media+Expansion+ROI.xls/Cost Summary Page 10 REV: January 2, 2008

19 Assumptions Date Assumption Description 26-Aug-08 Customer Support is estimated at 15% of development costs. 26-Aug-08 System Maintanence is estimated at 5% of development costs. DE1187SM+Social+Media+Expansion+ROI.xls/Assumptions Page 11 REV: January 2, 2008