Oakland County Department of Information Technology Project Scope and Approach Project Name: Applicant System RFP Project ID: DB3154AS Leadership Group: Finance and Administration Department: Human Resources Division: Workforce Management Project Sponsor: Karen Jones Date Requested: 1/11/13 PM Customer No. 154 Request Type: New Development XX Enhancement Customer Support Planned System Maintenance or Upgrade IT Team Name: Courts/Finance Admin IT Team No: B Project Manager/Leader: Mary Gaissert Account Number: 96 Account Description: Human Resources System Customer Name: Human Resources Grant Funded? Yes No XX Mandate? Yes No XX Mandate Source: Project Goal To have Information Technology assist with evaluating and selecting an appropriate vendor so that Human Resources can prepare and submit a Request for Proposal for a new Employment Application and New Hire Onboarding System. Business Objective Select a new Employment Application system that will improve the applicant experience when applying for jobs on the County web site. The new system must be compliant with current browsers, including mobile devices. The PeopleSoft system successfully works only when the public submits applications using Safari 3.2, Internet Explorer 6, 7 and 8, and Firefox 1 and 3. In order for Oakland County Michigan to recruit and retain the best talent it must have a marketing brand that attracts a diverse qualified applicant pool and provides them with a candidate friendly employment site that offers applicants a positive recruitment experience producing no technical errors in processing. Select a New Hire Onboarding system that will better flow with Oakland County s Merit System process. The Departments of Information Technology and Human Resources had to highly customize the PeopleSoft system. A new hire onboarding system would allow our forms to be accessed by new hires in a web environment first before coming into the office to complete paperwork. Major Deliverables Requirements Document Request for Proposal Recommendations Report Estimate PeopleSoft Integration Form Rev. 8/29/28 Page 1 Project Rev. 2/5/213
Oakland County Department of Information Technology Project Scope and Approach Project Name: Applicant System RFP Project ID: DB3154AS Approach Assist in preparing RFP Assist in vendor evaluation and selection Identify hardware requirements Assist in negotiating contract with selected vendor Research & Analysis SEMCOG County IT Collaboration Research Gartner Research Recommendation Benefits See Return on Investment (ROI) Analysis Document Impact Number of Users 16 on a daily basis up to 2 users total. Divisions Human Resources/Workforce Management Division Leadership Groups Finance & Administration Risk Business Environment - Low Technical Environment - Low 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. 2/5/213
Oakland County Department of Information Technology Project Scope and Approach Project Name: Applicant System RFP Project ID: DB3154AS Role: Name Hours per Day Project Sponsor: Karen Jones As needed Facilities Technical Funding IT Funding. Other Priority Constraints Exclusions Form Rev. 8/29/28 Page 3 Project Rev. 2/5/213
Oakland County Department of Information Technology Project Scope and Approach Project Name: Applicant System RFP Project ID: DB3154AS PROJECT PHASE AUTHORIZATION Phase(s): Total Estimated Application Services Hours: 114 Cost: $13,98 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: 114 Cost: $13,98 Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: 114 Cost: $13,98 Form Rev. 8/29/28 Page 4 Project Rev. 2/5/213
Oakland County Department of Information Technology Project Scope and Approach Project Name: Applicant System RFP Project ID: DB3154AS Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Form Rev. 8/29/28 Page 5 Project Rev. 2/5/213
Oakland County Department of Information Technology Project Scope and Approach Project Name: Applicant System RFP Project ID: DB3154AS Form Rev. 8/29/28 Page 6 Project Rev. 2/5/213
Information Technology Strategic Plan Alignment DB3154AS - Applicant System RFP 3.1 - Provide an Enhanced Application Service Offering 3.1.1 - Increase application integration and standardization through web services X 3.1.5 - Increase the agility and responsiveness of business units by expanding customer analytics 3.1.2 - Integrate mobility and location based services in business applications 3.1.3 - Promote and utilize shared services through the use of cloud technologies to offset costs and expland product offerings to customers 3.1.4 - Improve the quality, reliability and availability of all applications X X 3.1.6 - Leverage the County's web presence as a branded consolidated point of access to all County information and services 3.1.7 - Centralize and standardize identity and access management for all applications and content 3.2 - Enhance ability to provide effective and timely customer service 3.2.1 - Advance the use of IT Library (ITIL) best practice framework for IT Service Management 3.2.4 - Utilize a formalized customer communication plan 3.2.2 - Implement Configuration Management Database to better identify IT Assets 3.2.3 - Provide a high-quality training program to empower employees through technology 3.2.5 - Build IT Staff expertise through professional development 3.2.6 - Expand capacity through ongoing organizational review and right sourcing 3.3 - Implement a Standardized Strategy 3.3.1 - Deliver services using a standardized shared technology infrastructure wherever possible 3.3.2 - Implement a consolidated security management strategy 3.3.3 - Develop and implement a policy for personally owned devices and services 3.3.4 - Improve service availability through network design and management strategies 3.3.5 - Enhance capacity planning and recovery management strategies 3.3.6 - Adopt an entrerprise architecture approach to technology planning, design and implementation Run Date 2/4/213 Page 1 of 1
Project Summary As Of: 2/4/213 Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Benefits/Savings: Tangible Benefits Subtotal: 46,14 46,14 46,14 46,14 46,14 46,14 276,84 Cost Avoidance Subtotal: 2,547 2,547 2,547 2,547 2,547 2,547 123,285 Costs: Development Services Subtotal: 13,98 13,98 Hardware Subtotal: Software Subtotal: Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 66,687 66,687 66,687 66,687 66,687 66,687 4,125 Annual Total Costs 13,98 13,98 Annual Return on Investment 52,779 66,687 66,687 66,687 66,687 66,687 386,217 Annual Costs/Savings Ratio 2.86%.%.%.%.%.% Project Cumulative Statistics: Cumulative Total Savings 66,687 133,375 2,62 266,75 333,437 4,125 4,125 Cumulative Total Costs 13,98 13,98 13,98 13,98 13,98 13,98 13,98 Cumulative Return on Investment 52,779 119,467 186,154 252,842 319,529 386,217 386,217 Cumulative Cost/Savings Ratio 2.86% 1.43% 6.95% 5.21% 4.17% 3.48% 3.48% 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 app/project Summary Date Printed: 2/5/213 Page 1 REV: June 27, 211
Savings Detail As Of: 2/4/213 Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings Staff Time - HR Tangible Benefit 1542 HR 26 49 12,74 Staff Time - IT Tangible Benefit 1542 HR 3 53 15,9 Staff Time - HR Tangible Benefit 1542 HR 5 35 17,5 Annual Multiplier Public relations. The brand and face of the County as projected to the Public. Intangible Benefit 1542 Presenting the County as an employer of choice making us a viable competitor for highly skilled and diverse set of applicants. Intangible Benefit 1542 Loss of qualified applicants looking to the County as a leader in technology will be driven away due to our system incompatabilities with mobile devices and newer software applications. Intangible Benefit 1542 Opportunity for Streamlined Processes Cost Avoidance 1542 HR 495 42 2,547 app/savings Detail Date Printed: 2/5/213 Page 2 REV: June 27, 211
Savings Detail As Of: 2/4/213 Benefit/Savings Description Staff Time - HR Staff Time - IT Staff Time - HR Project Savings Category Tangible Benefit Tangible Benefit Tangible 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 12,74. 12,74. 12,74. 12,74. 12,74. 12,74. X X X X X X 15,9. 15,9. 15,9. 15,9. 15,9. 15,9. X X X X X X 17,5. 17,5. 17,5. 17,5. 17,5. 17,5. Public relations. The brand and face of the County as projected to the Public. Intangible Benefit Presenting the County as an employer of choice making us a viable competitor for highly skilled and diverse set of applicants. Intangible Benefit Loss of qualified applicants looking to the County as a leader in technology will be driven away due to our system incompatabilities with mobile devices and newer software applications. Intangible Benefit Opportunity for Streamlined Processes Cost Avoidance X X X X X X 2,547.45 2,547.45 2,547.45 2,547.45 2,547.45 2,547.45 app/savings Detail Date Printed: 2/5/213 Page 3 REV: June 27, 211
Savings Summary As Of: 2/4/213 Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Tangible Benefit: Staff Time - HR 12,74 12,74 12,74 12,74 12,74 12,74 76,44 Staff Time - IT 15,9 15,9 15,9 15,9 15,9 15,9 95,4 Staff Time - HR 17,5 17,5 17,5 17,5 17,5 17,5 15, Tangible Benefits Subtotal: 46,14 46,14 46,14 46,14 46,14 46,14 276,84 Cost Avoidance: Opportunity for Streamlined Processes 2,547 2,547 2,547 2,547 2,547 2,547 123,285 Cost Avoidance Subtotal: 2,547 2,547 2,547 2,547 2,547 2,547 123,285 Intangible Benefit: Public relations. The brand and face of the County as projected to the Public. Loss of qualified applicants looking to the County as a leader in technology will be driven away due to our system incompatabilities with mobile devices and newer software applications. Loss of qualified applicants looking to the County as a leader in technology will be driven away due to our system incompatabilities with mobile devices and newer software applications. Savings Total: 66,687 66,687 66,687 66,687 66,687 66,687 4,125 app/savings Summary Date Printed: 2/5/213 Page 4 REV: June 27, 211
Cost Detail As Of: 2/4/213 Cost Description Project Cost Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Cost Affects Project ROI? Annual Multiplier Y1 Y2 Y3 Y4 Y5 Y6 Y1 IT Hours - New Development Development Svcs HR 114 122 13,98 X 13,98. 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 MS SQL Server Standard Per Processor - Includes Year 1 Maintenance 4,725 app/cost Detail Date Printed: 2/5/213 Page 5 REV: June 27, 211
Cost Detail As Of: 2/4/213 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 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 Affects Project ROI? Annual Multiplier Y1 Y2 Y3 Y4 Y5 Y6 Y1 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 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 app/cost Detail Date Printed: 2/5/213 Page 6 REV: June 27, 211
Cost Detail As Of: 2/4/213 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 MS SQL Server Standard Per Processor - Includes Year 1 Maintenance Potential Cost Extensions Y2 Y3 Y4 Y5 Y6 app/cost Detail Date Printed: 2/5/213 Page 7 REV: June 27, 211
Cost Detail As Of: 2/4/213 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 Potential Cost Extensions Y2 Y3 Y4 Y5 Y6 app/cost Detail Date Printed: 2/5/213 Page 8 REV: June 27, 211
As Of: 2/4/213 Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 13,98 13,98 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: 13,98 13,98 Hardware: Hardware Subtotal: Software: Software Subtotal: : Subtotal Training: Training Subtotal: Other: Other Subtotal: Costs Total: 13,98 13,98 app/cost Summary Date Printed: 2/5/213 Page 9 REV: June 27, 211
Assumptions As Of: 2/4/213 Date Assumption Description The new system will create the work flow efficiencies as projected The new system will handle all technical system issues saving Oakland County staff time app/assumptions Date Printed: 2/5/213 Page 1 REV: June 27, 211