Oakland County Department of Information Technology Project Scope and Approach Project Name: Circuit Court Mobile App Project ID: DB2312MA Leadership Group: Courts Department: Circuit Court Division: Business Project Sponsor: John Cooperrider Date Requested: 3/29/12 PM Customer No. 312 Request Type: New Development IT Team Name: Courts IT Team No: B Project Manager/Leader: Mary Gaissert Account Number: 95179 Account Description: GTS-GJ-GENERAL SUPPT Customer Name: Circuit Court - Business Grant Funded? No Mandate? No Mandate Source: Project Goal Create a mobile application for smart phone users to access Court Explorer, epraecipe and Judicial Schedule Online applications so that access to court records and imaged documents for citizens and litigants is improved. Business Objective Improve access to court records and documents for citizens and litigants who are on mobile devices and generate more court explorer document sales as well as utilize revenue from the application sale and subscriptions to pay for app development and support. The FCC reports use of mobile devices as the primary provider of internet access is growing by 27-65% annually, with the highest rates of growth in rural areas. Providing our citizens relevant access is imperative. This mobile app should allow for users to buy a basic app which renders a mobile friendly search, ROA view, and ability to order docs through Access Oakland, view court map, Judicial Schedule Online, epraecipe, court forms, etc. Additionally members of the bar should be able to request and pay for an annual or monthly subscription that would allow them to login on the mobile app and view the associated documents with read only access (no local storage, or printing). This functionality is currently available on our website for judges and staff attorneys only but imaged docs are not right restricted and would need to have functionality limited in the mobile application. Major Deliverables; - Mobile application version of current Court Explorer application for use on ios, Android, Windows, and RIM devices. (convert to HTML 5 web template for current versions of CE, epraecipe, and Judicial Schedule ) - Expanded mobile version for subscribers (allow for render of PDF s in locked down format) - Identify process for subscription approval, tracking, and billing. Form Rev. 8/29/28 Page 1 Project Rev. 6/21/212
Oakland County Department of Information Technology Project Scope and Approach Project Name: Circuit Court Mobile App Project ID: DB2312MA Approach - Follow PMO standards and processes. - Modify Court Explorer, epraecipe and Judicial Schedule applications to use device independent standard web page. - Provide link to county map and court forms. Research & Analysis SEMCOG County IT Collaboration Research Research conducted nothing found. Gartner Research Recommendation Not applicable. Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users unlimited Divisions Circuit and Probate Leadership Groups Courts Risk Business Environment Low - Little or no impact to existing business processes. Technical Environment Medium Previously implemented technologies with new aspects and/or 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: Form Rev. 8/29/28 Page 2 Project Rev. 6/21/212
Oakland County Department of Information Technology Project Scope and Approach Project Name: Circuit Court Mobile App Project ID: DB2312MA Role: Name Hours per Day Project Sponsor: John Cooperrider As needed Business Analyst: Chris Bujak As needed Facilities Technical Current Access Oakland functionality will be used for subscription process. Funding IT Funding Other Priority Constraints Testing of mobile devices will be limited to IT identified standard devices. Exclusions Form Rev. 8/29/28 Page 3 Project Rev. 6/21/212
Oakland County Department of Information Technology Project Scope and Approach Project Name: Circuit Court Mobile App Project ID: DB2312MA PROJECT PHASE AUTHORIZATION Phase(s): All Total Estimated Application Services Hours: 1517 Cost: $185,74 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: 1517 Cost: $185,74 Grand Total Estimated Development Hours: Cost: Form Rev. 8/29/28 Page 4 Project Rev. 6/21/212
Oakland County Department of Information Technology Project Scope and Approach Project Name: Circuit Court Mobile App Project ID: DB2312MA Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Form Rev. 8/29/28 Page 5 Project Rev. 6/21/212
Information Technology Strategic Plan Alignment DB2312MA - Circuit Court Mobile App 3.1 - Provide an Enhanced Application Service Offering 3.1.1 - Increase application integration through web services 3.1.2 - Research and develop a Constituent Relationship Management (CRM) strategy X 3.1.5 - Improve the quality, reliability and availability of all applications 3.1.6 - Increase the agility and responsiveness of business units by expanding customer analytics X 3.1.3 - Promote mobility and location integration in business applications 3.1.4 - Utilize ecommerce platform to offset costs and expand product offerings to customers X 3.1.7 - 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 3.1.8 - Centralize identity and access management for all applications and content X 3.2 - Enhance ability to provide effective and timely customer (County departments and CVTs) service 3.2.1 - Implement a centralized service center strategy to provide a single point of contact for service delivery 3.2.2 - Implement the IT Library (ITIL) best practice framework for IT Service Management 3.2.3 - Define a service and support strategy that clearly identifies the IT service provided 3.2.4 - Provide a high-quality training program to empower employees through technology 3.2.5 - Develop a formalized customer communication plan 3.2.6 - Build IT Staff expertise through professional development 3.2.7 - Expand capacity through ongoing organizational review and selective outsourcing 3.3 - Implement a Standardized Strategy 3.3.1 - Deliver services using a shared technology infrastructure wherever possible 3.3.2 - Implement a Microsoft infrastructure strategy 3.3.3 - Implement a consolidated security strategy 3.3.4 - Establish a standard personal computing hardware and software product suite, SLA, and replacement schedule for all County personal computers X 3.3.5 - Establish support cost model and SLA for all offerings outside 3.3.4 3.3.6 - Improve service availability through network design and management strategies 3.3.7 - Establish enhanced capacity planning and recovery management strategies Run Date 6/14/212 Page 1 of 1
Project Summary Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Benefits/Savings: Tangible Benefits Subtotal: 246,743 257,872 269,573 281,881 294,833 38,471 1,659,372 Cost Avoidance Subtotal: Costs: Development Services Subtotal: 185,74 6,1 6,1 6,1 6,1 6,1 215,574 Subtotal: Software Subtotal: Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 246,743 257,872 269,573 281,881 294,833 38,471 1,659,372 Annual Total Costs 185,74 6,1 6,1 6,1 6,1 6,1 215,574 Annual Return on Investment 61,669 251,772 263,473 275,781 288,733 32,371 1,443,798 Annual Costs/Savings Ratio 75.1% 2.37% 2.26% 2.16% 2.7% 1.98% Project Cumulative Statistics: Cumulative Total Savings 246,743 54,615 774,188 1,56,68 1,35,91 1,659,372 1,659,372 Cumulative Total Costs 185,74 191,174 197,274 23,374 29,474 215,574 215,574 Cumulative Return on Investment 61,669 313,441 576,914 852,694 1,141,427 1,443,798 1,443,798 Cumulative Cost/Savings Ratio 75.1% 37.89% 25.48% 19.26% 15.51% 12.99% 12.99% Year Positive Payback Achieved Year 1 Year 1 State or Federal Mandate? Signatures: Benefits Reviewed By Project Sponsor Costs (including IT Resources) Reviewed By Information Technology Project Manager Circuit_Court_Mobile_App_ROI.xls/Project Summary Page 1 REV: September 5, 23
Savings Detail Project Savings Category Budget Category/Fu nding Source Unit Desc Rate per Unit Annual Multiplier Benefit/Savings Description Units Total Savings Increase sales of court documents by making them readily available on mobile platforms. FCC reports use of mobile devices as primary provider of internet access is growing by 27-65% annually. Assuming only a 1% increase in annual sales over 211 Tangible Benefit ANN 1 21, 21, 1.1 Sale of App for mobile devices - based OCBA Membership assuming only 25% purchase app Tangible Benefit ANN 75 2.99 2,243 1.4 Sale of Subscription Service to Members of MI Bar (41,83 current members of which approximately 15k practice in or around OC) assuming only 1% subscribe at $149 annually or $19.99 per month (monthly subscription not calculated in return) Tangible Benefit ANN 1,5 149 223,5 1.4 Circuit_Court_Mobile_App_ROI.xls/Savings Detail Page 2 REV: September 5, 23
Savings Detail Affects Project ROI? Potential Savings Extensions Project Savings Benefit/Savings Description Category Increase sales of court documents by making them readily available on mobile platforms. FCC reports use of mobile devices as primary provider of internet access is growing by 27-65% annually. Assuming only a 1% increase in annual sales over 211 Tangible Benefit Sale of App for mobile devices - based OCBA Membership assuming only 25% purchase app Tangible Benefit Sale of Subscription Service to Members of MI Bar (41,83 current members of which approximately 15k practice in or around OC) assuming only 1% subscribe at $149 annually or $19.99 per month (monthly subscription not calculated in return) Tangible Benefit Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6 x x x x x x 21, 23,1 25,41 27,951 3,746 33,821 x x x x x x 2,243 2,332 2,425 2,523 2,623 2,728 x x x x x x 223,5 232,44 241,738 251,47 261,463 271,922 Circuit_Court_Mobile_App_ROI.xls/Savings Detail Page 3 REV: September 5, 23
Savings Summary Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Tangible Benefit: Increase sales of court documents by making them readily available on mobile platforms. FCC reports use of mobile devices as primary provider of internet access is growing by 27-65% annually. Assuming only a 1% increase in annual sales over 211 21, 23,1 25,41 27,951 3,746 33,821 162,28 Sale of App for mobile devices - based OCBA Membership assuming only 25% purchase app 2,243 2,332 2,425 2,523 2,623 2,728 14,874 Sale of Subscription Service to Members of MI Bar (41,83 current members of which approximately 15k practice in or around OC) assuming only 1% subscribe at $149 annually or $19.99 per month (monthly subscription not calculated in return) 223,5 232,44 241,738 251,47 261,463 271,922 1,482,47 Tangible Benefits Subtotal: 246,743 257,872 269,573 281,881 294,833 38,471 1,659,372 Cost Avoidance: Cost Avoidance Subtotal: Savings Total: 246,743 257,872 269,573 281,881 294,833 38,471 1,659,372 Circuit_Court_Mobile_App_ROI.xls/Savings Summary Page 4 REV: September 5, 23
Cost Detail Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost Annual Multipli er Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 IT Hours - New Development Development Svcs HR 1,517 122 185,74 X IT Hours - System Maintenance Development Svcs HR 5 122 6,1 X X X X X User Hours - New Development Development Svcs User Hours - PTNE/OT Development Svcs Contractor Professional Services Development Svcs PC System - Acquisition PC System - Maintenance 2,34 Notebook - Acquisition Notebook - Maintenance 2,372 Mini Notebook - Acquisition Mini Notebook - Maintenance 2,196 Laserprinter 1 - Acquisition Laserprinter 1 - Maintenance 1,14 Laserprinter 2 - Acquisition Laserprinter 2 - Maintenance 1,28 Laserprinter 3 - Acquisition Laserprinter 3 - Maintenance 1,86 Image Workstations - Acquisition Image Workstations - Maintenance 3,496 Terminals - Acquisition 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 Server - Maintenance Circuit_Court_Mobile_App_ROI.xls/Cost Detail Page 5 REV: September 5, 23
Cost Detail Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost Server Sftwre - Acquisition/Upgrade Server Sftwre - Maintenance TBD TBD TBD TBD Internet Access 18 Project Staff Training Training User Training Training Annual Multipli er Affects Project ROI? Y1 Y2 Y3 Y4 Y5 Y6 Circuit_Court_Mobile_App_ROI.xls/Cost Detail Page 6 REV: September 5, 23
Cost Detail Potential Cost Extensions Cost Description IT Hours - New Development IT Hours - System Maintenance User Hours - New Development User Hours - PTNE/OT Contractor Professional Services PC System - Acquisition PC System - Maintenance Notebook - Acquisition Notebook - Maintenance Mini Notebook - Acquisition Mini Notebook - Maintenance Laserprinter 1 - Acquisition Laserprinter 1 - Maintenance Laserprinter 2 - Acquisition 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 Project Cost Category Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Software Software Software Software Software Y1 Y2 Y3 Y4 Y5 Y6 185,74 6,1 6,1 6,1 6,1 6,1 Circuit_Court_Mobile_App_ROI.xls/Cost Detail Page 7 REV: September 5, 23
Cost Detail Potential Cost Extensions Cost Description Server Sftwre - Acquisition/Upgrade Server Sftwre - Maintenance TBD TBD TBD TBD Internet Access Project Staff Training User Training Project Cost Category Training Training Y1 Y2 Y3 Y4 Y5 Y6 Circuit_Court_Mobile_App_ROI.xls/Cost Detail Page 8 REV: September 5, 23
Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 185,74 185,74 IT Hours - System Maintenance 6,1 6,1 6,1 6,1 6,1 3,5 User Hours - New Development User Hours - PTNE/OT Contractor Professional Services Development Services Subtotal: 185,74 6,1 6,1 6,1 6,1 6,1 215,574 : Subtotal: Software: Software Subtotal: : Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: 185,74 6,1 6,1 6,1 6,1 6,1 215,574 Circuit_Court_Mobile_App_ROI.xls/Cost Summary Page 9 REV: September 5, 23
Date Assumptions Assumption Description Circuit_Court_Mobile_App_ROI.xls/Assumptions Page 1 REV: September 5, 23