Oakland County Department of Information Technology Project Scope and Approach Project Name: Print Management Project ID: TN186PM Leadership Group: Information Technology Steering Committee Department: Information Technology Division: Technical Systems and Networking Project Sponsor: Kevin Bertram Date Requested: 4/29/1 PM Customer No. 186 Request Type: New Development IT Team Name: Workstation Services IT Team No: N Project Manager/Leader: Mahesh Parab Account Number: 173 Account Description: Technical Systems and Networking Customer Name: Information Technology Grant Funded? No Mandate? No Mandate Source: Project Goal To conduct a Print Management study to determine the potential savings and benefits of implementing third party print management software for all printers and multi-function copiers. Business Objective To conduct a Print Management audit solutions assessment to determine the potential savings and benefits of implementing third party print monitoring software for all printers and multifunction copiers. Major Deliverables Print Assessment Services RFP i. RFP for Print Assessment Services ii. Print Assessment Report Major Deliverables Analysis and Recommendation Report including: iii. Potential software and estimated costs iv. Implementation and maintenance cost estimates v. Estimated savings based on County rates and device numbers Business Objective To develop RFP so that ranges of solutions to be considered for assessment are identified. Major Deliverables RFP and vendor selection; and Recommendation for vendor selection. Form Rev. 9/1/26 Page 1 Project Rev. 8/1/1
Oakland County Department of Information Technology Project Scope and Approach Project Name: Print Management Project ID: TN186PM Business Objective To implement print management software for workstations and/or servers, so as to reduce printing expenses. Major Deliverables 1. Product(s) Purchased Perform standard County purchasing activities to obtain and track hardware and software purchases. 2. Software packaging and testing Testing SCCM package build for the software and proof of concept on sample devices. 3. Service rollout communication Broadcast of service rollout for print management software deployment on workstations. 4. Standard Operating Procedures (SOPs) and knowledge docs. SOPs for workstation service team, knowledge docs for internal services and workstation services team. 5. Post Implementation Support Work effort to support / stabilize the system immediately after Production Implementation. Benefits See Return on Investment (ROI) Analysis Document Intangible Improved Service None identified. Product/Service Accuracy Product/Service Productivity None identified. Form Rev. 9/1/26 Page 2 Project Rev. 8/1/1
Oakland County Department of Information Technology Project Scope and Approach Project Name: Print Management Project ID: TN186PM Impact Number of Users All Divisions All Leadership Groups All Risk Business Environment Technical Environment Low Little or no impact to existing business processes. The project involves review and analysis of current practices, No changes to be done to current practices. Low Proven and previously implemented technologies. 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 Kevin Bertram As needed. Facilities None identified. Technical Implementing Print Audit 6 software depends upon print management software selected in first business objective. Funding Information Technology Form Rev. 9/1/26 Page 3 Project Rev. 8/1/1
Oakland County Department of Information Technology Project Scope and Approach Project Name: Print Management Project ID: TN186PM Other Priority Constraints None identified. Exclusions None identified. Form Rev. 9/1/26 Page 4 Project Rev. 8/1/1
Oakland County Department of Information Technology Project Scope and Approach Project Name: Print Management Project ID: TN186PM PROJECT PHASE AUTHORIZATION Phase(s): All Total Estimated Application Services Hours: Cost: Total Estimated Technical Systems Hours: 518 Cost: $36,112 Total Estimated CLEMIS Hours: Cost: Total Estimated Internal Services Hours: 3 Cost: $366 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: 521 Cost: $36,478 Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: 521 Cost: $36,478 Form Rev. 9/1/26 Page 5 Project Rev. 8/1/1
Oakland County Department of Information Technology Project Scope and Approach Project Name: Print Management Project ID: TN186PM Customer Acceptance of Product: PROJECT COMPLETION AUTHORIZATION Title: Project Office Review: Form Rev. 9/1/26 Page 6 Project Rev. 8/1/1
Information Technology Strategic Plan Alignment TN186PM - Print Management 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 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 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 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 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 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 X Run Date 7/13/21 Page 1 of 1
TN186PM Project Summary As Of: 9/8/21 Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Benefits/Savings: Tangible Benefits Subtotal: 93,849 93,849 93,849 93,849 93,849 93,849 563,94 Cost Avoidance Subtotal: Costs: Development Services Subtotal: 51,969 5,6 5,6 5,6 5,6 5,6 79,969 Hardware Subtotal: 1,35 1,35 1,35 1,35 1,35 1,35 8,1 Software Subtotal: 133,5 22,25 22,25 22,25 22,25 22,25 244,75 Subtotal Training Subtotal: 5,562 5,562 Other Subtotal: Annual Statistics: Annual Total Savings 93,849 93,849 93,849 93,849 93,849 93,849 563,94 Annual Total Costs 192,381 29,2 29,2 29,2 29,2 29,2 338,381 Annual Return on Investment (98,532) 64,649 64,649 64,649 64,649 64,649 224,713 Annual Costs/Savings Ratio 24.99% 31.11% 31.11% 31.11% 31.11% 31.11% Project Cumulative Statistics: Cumulative Total Savings 93,849 187,698 281,547 375,396 469,245 563,94 563,94 Cumulative Total Costs 192,381 221,581 25,781 279,981 39,181 338,381 338,381 Cumulative Return on Investment (98,532) (33,883) 3,766 95,415 16,64 224,713 224,713 Cumulative Cost/Savings Ratio 24.99% 118.5% 89.7% 74.58% 65.89% 6.9% 6.9% Year Positive Payback Achieved Year 3 Year 3 State or Federal Mandate? Signatures: Benefits Reviewed By Project Sponsor Costs (including IT Resources) Reviewed By Information Technology Project Manager TN186PM[1].xls/Project Summary Date Printed: 9/8/21 Page 1 REV: February 17, 29
TN186PM Savings Detail As Of: 9/8/21 Benefit/Savings Description Project Savings Category Budget Category/Funding Source Unit Desc Units Rate per Unit Total Savings 2% annual printing cost reduction Tangible Benefit 173 ANN 4,1 23 93,849 Trees Saved/Year - 81 Intangible Benefit CO2 Emission in Lbs/Year - 31541 Intangible Benefit Annual Multiplier TN186PM[1].xls/Savings Detail Date Printed: 9/8/21 Page 2 REV: February 17, 29
TN186PM Savings Detail As Of: 9/8/21 Benefit/Savings Description Project Savings Category 2% annual printing cost reduction Tangible Benefit Trees Saved/Year - 81 Intangible Benefit CO2 Emission in Lbs/Year - 31541 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 93,849. 93,849. 93,849. 93,849. 93,849. 93,849. TN186PM[1].xls/Savings Detail Date Printed: 9/8/21 Page 3 REV: February 17, 29
TN186PM Savings Summary As Of: 9/8/21 Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Tangible Benefit: 2% annual printing cost reduction 93,849 93,849 93,849 93,849 93,849 93,849 563,94 Tangible Benefits Subtotal: 93,849 93,849 93,849 93,849 93,849 93,849 563,94 Cost Avoidance: Cost Avoidance Subtotal: Intangible Benefit: Trees Saved/Year - 81 CO2 Emission in Lbs/Year - 31541 Savings Total: 93,849 93,849 93,849 93,849 93,849 93,849 563,94 TN186PM[1].xls/Savings Summary Date Printed: 9/8/21 Page 4 REV: February 17, 29
TN186PM Cost Detail As Of: 9/8/21 Cost Description IT Hours - New Development IT Hours - System Maintenance IT Hours - Customer Support Contractor Professional Services Server - Acquisition/Upgrade (Virtual Server) Print Audit 6 Software Print Audit 6 Maintenance Affects Project ROI? Budget Category/Funding Unit Rate per Annual Project Cost Category Source Desc Units Unit Total Cost Multiplier Y1 Y2 Y3 Y4 Y5 Y6 Development Svcs 173 HR 521 89 46,369 X Development Svcs 173 HR 5 56 2,8 x X X X X X Development Svcs 173 HR 5 56 2,8 x X X X X X Development Svcs 173 HR 8 12 8,16 x 173 EA 1 1,35 1,35 X x x x x x 173 EA 4,1 1 111,25 x 173 EA 4,1 1 22,25 1. x x x x x x 173 EA 1 5,562 5,562 1. x Vendor setup and training MS SQL Server Standard Per Processor - Year 2 and Beyond 946 Internet Access 18 Project Staff Training Training User Training Training TN186PM[1].xls/Cost Detail Date Printed: 9/8/21 Page 5 REV: February 17, 29
TN186PM Cost Detail Potential Cost Extensions As Of: 9/8/21 Cost Description IT Hours - New Development IT Hours - System Maintenance IT Hours - Customer Support Contractor Professional Services Server - Acquisition/Upgrade (Virtual Server) Print Audit 6 Software Print Audit 6 Maintenance Vendor setup and training MS SQL Server Standard Per Processor - Year 2 and Beyond Internet Access Project Staff Training User Training Project Cost Category Development Svcs Development Svcs Development Svcs Development Svcs Training Training Y1 Y2 Y3 Y4 Y5 Y6 46,369. 2,8. 2,8. 2,8. 2,8. 2,8. 2,8. 2,8. 2,8. 2,8. 2,8. 2,8. 2,8. 8,16. 1,35. 1,35. 1,35. 1,35. 1,35. 1,35. 111,25. 22,25. 22,25. 22,25. 22,25. 22,25. 22,25. 5,562. TN186PM[1].xls/Cost Detail Date Printed: 9/8/21 Page 6 REV: February 17, 29
TN186PM Cost Summary As Of: 9/8/21 Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total Development Services: IT Hours - New Development 46,369 46,369 IT Hours - System Maintenance 2,8 2,8 2,8 2,8 2,8 2,8 16,8 IT Hours - Customer Support 2,8 2,8 2,8 2,8 2,8 2,8 16,8 IT Hours - Planned Maintenance Contractor Professional Services 8,16 Development Services Subtotal: 51,969 5,6 5,6 5,6 5,6 5,6 79,969 Hardware: Server - Acquisition/Upgrade (Virtual Server) 1,35 1,35 1,35 1,35 1,35 1,35 8,1 Hardware Subtotal: 1,35 1,35 1,35 1,35 1,35 1,35 8,1 Software: Print Audit 6 Software 111,25 111,25 Print Audit 6 Maintenance 22,25 22,25 22,25 22,25 22,25 22,25 133,5 Software Subtotal: 133,5 22,25 22,25 22,25 22,25 22,25 244,75 : Subtotal Training: Vendor setup and training 5,562 5,562 Training Subtotal: 5,562 5,562 Other: Other Subtotal: Costs Total: 192,381 29,2 29,2 29,2 29,2 29,2 338,381 TN186PM[1].xls/Cost Summary Date Printed: 9/8/21 Page 7 REV: February 17, 29
TN186PM As Of: 9/8/21 Assumptions Date Assumption Description Cost Detail - Line 3 -- 521 hours from the Workbench WBS includes Scope, Contingency and PM, and blended rate of $89 for TSN and IT 26-Jun-1 resources. 7-Sep-1 Cost Detail - Line 9 - Average hourly rate for professional services of management consultant. 5-Aug-1 Cost Detail - Line 32 -- Assumption of cost of software product (Print Audit 6) is based upon price quote provided by vendor on 8/5/1 Cost Detail - Cost of Reporting Database Module not included as this database will be shared with consolidated database environment. Also 26-Jun-1 the configuration may not be part of implementation depending upon product selected. 26-Jun-1 Savings Detail - Line 3-9% of cost is printing B/W @ Rate of.15$per page 26-Jun-1 Savings Detail - Line 3-1% of cost is printing Color @ Rate of.12 $per page 13-Jul-1 Savings Detail - Line 3, Cost Detail - Line 32-41 workstation devices connected to printer devices. 5-Aug-1 Savings Detail - Line 3 - Print quantity based on previous 5 year actual averages as provided by Materials Management. TN186PM[1].xls/Assumptions Date Printed: 9/8/21 Page 8 REV: February 17, 29