oakland county department of information technology project … · 2017. 5. 10. · 3.3.1 - deliver...

Oakland County Department of Information Technology

Project Scope and Approach

Project Name: AAT Upgrade – Post Implementation II –MYSA Project ID: D97125MY

Form Rev. 05/08/2012 Project Rev. 7/11/2016

Leadership Group: Land

Department: Equalization/Treasurer’s Office Division: Equalization/Tax Admin

Project Sponsor: Dave Hieber & Jody Defoe Date Requested: 07/08/2015 PM Customer No. 125/71110

Request Type: New Development Enhancement Customer Support

Planned System Maintenance or Upgrade

IT Team Name: Assessing & Taxation

IT Team No: 9

Project Manager/Leader: Connie Logan Account Number:

67200

Account Description:

Assessment & Tax

Customer Name:

Equalization/ Treasurer’s Office

Grant Funded? Yes No

Mandate? Yes No

Mandate Source:

Project Goal To work with BSA to receive the web services updates so the public can recieve Special Assessment information on the Delinquent Tax statement via Property Gateway and IVR. Business Objective To complete the last four scope items - GIS deployment, MYSA web services, Mainframe retirement, and Countywide database - so that the remaining work can be completed for the AAT Upgrade program.

Major Deliverables

• Detailed Project Plan • Application and/or System Requirements • Technical Design Document • Technical Architecture Diagram • Training Plan • User Acceptance Test Plan • Implementation Plan • Training/User Manual(s) • Application Code • Service Level Agreement • Disaster Recovery Toolkit • Service Center Knowledge Documents

Approach

https://clarity.oakgov.com/niku/nu





• 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 • Conduct Tech Review • Order hardware and software if needed • Develop Implementation Plan • Develop new system • Develop User Acceptance Test Plan • Test new system • Acquire User Acceptance Sign off • Attend CAB • Develop User Documentation, SLA, Disaster Recovery Toolkit, Service

Center Knowledge Documents • Train users on new system • Release new system into production

Research & Analysis Gartner Research Recommendation Research Conducted – Nothing found.

NACo Application Store Research Conducted – Nothing found.

Benefits

See Return on Investment (ROI) Analysis Document Impact Number of Users >1000

Divisions Equalization, Treasurer’s Office, CVT’s, Property Gateway Users

Leadership Groups Land






Risk Business Environment Medium - Project will require 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 Dave Hieber As Needed

Project Sponsor Jody DeFoe As Needed

Facilities

• IT facilities will be available as needed

Technical

•

Funding

• Miscellaneous Resolution #12190

Other

•

Priority

• TBD






Constraints •

Exclusions

•






PROJECT PHASE AUTHORIZATION

Phase(s): Project Management, Define Business Requirements, Develop Application, Implmentation and Post

Implementation Support

Total Estimated Application Services Hours: 840 Cost: $115,920

Total Estimated Technical Systems Hours: Cost:

Total Estimated CLEMIS Hours: Cost:

Total Estimated Internal Services Hours: Cost:

IT Application Services Division Manager Approval:

Date:

IT Technical Systems Division Manager Approval:

Date:

IT CLEMIS Division Manager Approval:

Date:

IT Internal Services Division Manager Approval:

Date:

IT Management Approval: Approved: Yes No

Date:

Reason:

Project Sponsor Approval: Title:

Date:

PROJECT SUMMARY

Authorized Development (see above) Hours: 840 Cost: $115,920

Previously Approved Development Hours: Cost:

Preliminary Estimated Development for Future Phases

Hours: Cost:

Grand Total Estimated Development Hours: 840 Cost: $115,920






PROJECT COMPLETION AUTHORIZATION

Customer Acceptance of Product: Title:

Date:

Project Office Review:

Date:


Information Technology Strategic Plan Alignment

3.1 - Provide an Enhanced Application Service Offering

D97125MY - AAT Upgrade - Post Implementation II - MYSA

3.1.1 - Increased application integration and

standardization through web services

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

3.1.5 - Increase the agility and responsiveness of

business units by expanding customer analytics

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

3.3 - Implement a Standardized Infrastructure Strategy

3.2.1 - Advance the use of IT Infrastructure Library

(ITIL) best practice framework for IT Service

Management

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

3.2.4 - Utilize a formalized customer communication

plan

3.2.5 - Build IT Staff expertise through professional

development

3.2.6 - Expand capacity through ongoing organization

review and right sourcing

3.3.1 - Deliver services using a standardized shared

technology infrastructure whereever 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

managment strategies

3.3.6 - Adopt an enterprise architecture approach

to technology planning, design, and implementation

X

X

Page 1 of 15/17/2016Run Date

Project ID: D92125PM Oakland County -- Assessment and Tax Program ManagementReturn on Investment Analysis

Project Summary

As Of: 7/8/2016

Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 TotalBenefits/Savings:

Tangible Benefits Subtotal: 0 0 0 0 0 0 0Cost Avoidance Subtotal: 0 971,123 950,012 966,558 983,434 1,000,648 4,871,774

Costs:Development Services Subtotal: 1,443,434 1,336,032 585,085 661,569 791,888 807,726 5,625,734Hardware Subtotal: 0 0 0 0 0 0 0Software Subtotal: 455,807 454,559 454,559 155,587 155,587 155,587 1,831,684Infrastructure Subtotal 168,870 8,934 8,934 8,934 8,934 8,934 213,540Training Subtotal: 125,910 0 0 0 0 0 125,910Other Subtotal: 0 0 0 0 0 0 0

Annual Statistics:Annual Total Savings 0 971,123 950,012 966,558 983,434 1,000,648 4,871,774Annual Total Costs 2,194,020 1,799,525 1,048,577 826,090 956,409 972,246 7,796,868

Annual Return on Investment (2,194,020) (828,402) (98,565) 140,468 27,025 28,402 (2,925,093)Annual Costs/Savings Ratio 0.00% 185.30% 110.38% 85.47% 97.25% 97.16%

Project Cumulative Statistics:Cumulative Total Savings 0 971,123 1,921,135 2,887,692 3,871,126 4,871,774 4,871,774Cumulative Total Costs 2,194,020 3,993,546 5,042,123 5,868,213 6,824,621 7,796,868 7,796,868

Cumulative Return on Investment (2,194,020) (3,022,423) (3,120,988) (2,980,521) (2,953,495) (2,925,093) (2,925,093)Cumulative Cost/Savings Ratio 0.00% 411.23% 262.46% 203.21% 176.30% 160.04% 160.04%

Year Positive Payback Achieved NO PAYBACKState or Federal Mandate?

Signatures:

Benefits Reviewed By Project Sponsor Date:

Costs (including IT Resources) Reviewed By Information Technology Project Manager Date:

ROI AAT System Replace.xls/Project SummaryDate Printed: 7/8/2016Page 1 REV: June 27, 2011


Savings Detail

As Of: 7/8/2016

Benefit/Savings DescriptionProject Savings

Category Budget Category/Funding SourceUnit Desc Units

Rate per Unit Total Savings

Annual Multiplier

Reduction in Equalization time working with separate County Pervasive and .Net Databases. (1 hr. per week) Cost Avoidance HR 52 35 1,820 1.020Reduction in Treasurer time working with separate County Pervasive and .Net Databases. (1 hr. per week) Cost Avoidance HR 52 35 1,820 1.020Reduction in IT Staff time due to elimination of all manual data transfer processes. (2 hours per week) Cost Avoidance HR 104 122 12,688 1.020Migration to a modern, relational database system will reduce IT time spent on preventative maintenance. Cost Avoidance HR 100 122 12,200 1.020Expected security improvements regarding a multi-CVT database will save IT time by allowing CVT power users to address standard user privileges. (1 hour per week) Cost Avoidance HR 52 122 6,344 1.020

Reduction in IT time monitoring and reacting to application patch problems. Average: 4 hours per week Cost Avoidance HR 208 122 25,376 1.020Reduction in Equalization's time monitoring and reacting to application patch problems. (.5 hours per week) Cost Avoidance HR 26 35 910 1.020Reduction in County Treasurers time monitoring and reacting to application patch problems. (.5 hour per week) Cost Avoidance HR 26 35 910 1.020Reduction in IT time due to improved Freeze processing. (BOR and EOY) Cost Avoidance HR 60 122 7,320 1.020

ROI AAT System Replace.xls/Savings DetailDate Printed: 7/8/2016Page 2 REV: June 27, 2011


Savings Detail

As Of: 7/8/2016




Annual Multiplier

Participating CVTs have indicated a willingness to leave the County because they want the features in the BSA .NET version, Upgrading to BSA .NET will improve Assessing and Tax operations for the CVTs. Intangible Benefit HR 0The MS SQL database used by BSA .NET is accessible by other non-BSA systems. This would expand options for integrating with external systems. Cost Avoidance HR 100 122 12,200 1.020Year End processing efforts will improve with all CVTs using the .NET version. Intangible Benefit HR 0BSA .NET fits into the County's strategy to move to commercially standard relational databases. The current BSA - Pervasive database product does not. (Pervasive is a 25+ year old database technology) Intangible Benefit HR 0BSA - Pervasive based products are being phased out; vendor costs to continue support would most likely increase as the BSA - Pervasive user community size is reduced. Intangible Benefit HR 0

All new feature development is now in the BSA - .NET product. Any additional features to the BSA Pervasive product will incur customization charges. Intangible Benefit HR 0Increase customer productivity by eliminating duplicate data entry with integrated property applications. Cost Avoidance HR 500 35 17,500 1.020



Savings Detail

As Of: 7/8/2016




Annual Multiplier

Improved responsiveness to State and County deadlines as updates are available immediately when changes and updates are required by the State Tax Commission. Intangible Benefit HR 0

Ability to create report profiles for most often-run reports and ability to automatically email to the recipient will Increase productivity for the CVTs. Intangible Benefit HR 0

Selection-based filters give better control over items to include in a task. As an example, the Pervasive version of Assessing only allows the selection of a range of neighborhoods for analysis. The .Net version allows a more complete, refined analysis. Intangible Benefit HR 0The .NET version can integrate with GIS databases allowing visual analysis of the target parcel and the surrounding area. Intangible Benefit HR 0Improved valuation of buildings by utilizing the Sketch Integration to calculate pricing for buildings instead of manually entering the data. Intangible Benefit HR 0

The Microsoft SQL database engine will be more robust and reliable than the current Pervasive database. Reducing cost for weekly database support. Cost Avoidance HR 416 122 50,752 1.020The .Net version has enhanced features that will save personnel time during collections and tax year end processing. Cost Avoidance HR 160 35 5,600 1.020



Savings Detail

As Of: 7/8/2016




Annual Multiplier

The .NET version has audit trails to track changes down to the individual parcel, this saves time in problem solving and in correction of errors. Cost Avoidance HR 40 122 4,880 1.020Increase customer productivity by reducing the need to switch to outside programs for GIS data. ( 10 min per day per Equal Assessor and Clerk, 45 weeks per year Cost Avoidance HR 1,219 35 42,656 1.020

Ability to generate more efficient Assessing travel routes which will save in gas and time over previous methods Intangible Benefit 0Remove the continued support and upgrade of the IMS server based Assessing Analysis Mapping Tool Cost Avoidance HR 300 122 36,600 1.020Vendor Software Support Cost Avoidance EA 122,733 1 122,733 1.000



Savings Detail

As Of: 7/8/2016


Category

Reduction in Equalization time working with separate County Pervasive and .Net Databases. (1 hr. per week) Cost AvoidanceReduction in Treasurer time working with separate County Pervasive and .Net Databases. (1 hr. per week) Cost AvoidanceReduction in IT Staff time due to elimination of all manual data transfer processes. (2 hours per week) Cost AvoidanceMigration to a modern, relational database system will reduce IT time spent on preventative maintenance. Cost AvoidanceExpected security improvements regarding a multi-CVT database will save IT time by allowing CVT power users to address standard user privileges. (1 hour per week) Cost Avoidance

Reduction in IT time monitoring and reacting to application patch problems. Average: 4 hours per week Cost AvoidanceReduction in Equalization's time monitoring and reacting to application patch problems. (.5 hours per week) Cost AvoidanceReduction in County Treasurers time monitoring and reacting to application patch problems. (.5 hour per week) Cost AvoidanceReduction in IT time due to improved Freeze processing. (BOR and EOY) Cost Avoidance

Affects Project ROI? Potential Savings Extensions

Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6

X X X X X 1,856.40 1,893.53 1,931.40 1,970.03 2,009.43

X X X X X 1,856.40 1,893.53 1,931.40 1,970.03 2,009.43

X X X X X 12,941.76 13,200.60 13,464.61 13,733.90 14,008.58

X X X X X 12,444.00 12,692.88 12,946.74 13,205.67 13,469.79

X X X X X 6,470.88 6,600.30 6,732.30 6,866.95 7,004.29

X X X X X 25,883.52 26,401.19 26,929.21 27,467.80 28,017.15

X X X X X 928.20 946.76 965.70 985.01 1,004.71

X X X X X 928.20 946.76 965.70 985.01 1,004.71

X X X X X 7,466.40 7,615.73 7,768.04 7,923.40 8,081.87



Savings Detail

As Of: 7/8/2016


CategoryParticipating CVTs have indicated a willingness to leave the County because they want the features in the BSA .NET version, Upgrading to BSA .NET will improve Assessing and Tax operations for the CVTs. Intangible BenefitThe MS SQL database used by BSA .NET is accessible by other non-BSA systems. This would expand options for integrating with external systems. Cost AvoidanceYear End processing efforts will improve with all CVTs using the .NET version. Intangible BenefitBSA .NET fits into the County's strategy to move to commercially standard relational databases. The current BSA - Pervasive database product does not. (Pervasive is a 25+ year old database technology) Intangible BenefitBSA - Pervasive based products are being phased out; vendor costs to continue support would most likely increase as the BSA - Pervasive user community size is reduced. Intangible Benefit

All new feature development is now in the BSA - .NET product. Any additional features to the BSA Pervasive product will incur customization charges. Intangible BenefitIncrease customer productivity by eliminating duplicate data entry with integrated property applications. Cost Avoidance


Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6

x x x x x 12,444.00 12,692.88 12,946.74 13,205.67 13,469.79

x x x x x 17,850.00 18,207.00 18,571.14 18,942.56 19,321.41



Savings Detail

As Of: 7/8/2016


CategoryImproved responsiveness to State and County deadlines as updates are available immediately when changes and updates are required by the State Tax Commission. Intangible Benefit

Ability to create report profiles for most often-run reports and ability to automatically email to the recipient will Increase productivity for the CVTs. Intangible Benefit

Selection-based filters give better control over items to include in a task. As an example, the Pervasive version of Assessing only allows the selection of a range of neighborhoods for analysis. The .Net version allows a more complete, refined analysis. Intangible BenefitThe .NET version can integrate with GIS databases allowing visual analysis of the target parcel and the surrounding area. Intangible BenefitImproved valuation of buildings by utilizing the Sketch Integration to calculate pricing for buildings instead of manually entering the data. Intangible Benefit

The Microsoft SQL database engine will be more robust and reliable than the current Pervasive database. Reducing cost for weekly database support. Cost AvoidanceThe .Net version has enhanced features that will save personnel time during collections and tax year end processing. Cost Avoidance


Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6

x x x x x 51,767.04 52,802.38 53,858.43 54,935.60 56,034.31

x x x x x 5,712.00 5,826.24 5,942.76 6,061.62 6,182.85



Savings Detail

As Of: 7/8/2016


CategoryThe .NET version has audit trails to track changes down to the individual parcel, this saves time in problem solving and in correction of errors. Cost AvoidanceIncrease customer productivity by reducing the need to switch to outside programs for GIS data. ( 10 min per day per Equal Assessor and Clerk, 45 weeks per year Cost Avoidance

Ability to generate more efficient Assessing travel routes which will save in gas and time over previous methods Intangible BenefitRemove the continued support and upgrade of the IMS server based Assessing Analysis Mapping Tool Cost AvoidanceVendor Software Support Cost Avoidance


Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Y3 Y4 Y5 Y6

x x x x x 4,977.60 5,077.15 5,178.70 5,282.27 5,387.91

x x x x x 43,509.38 44,379.56 45,267.15 46,172.50 47,095.95

x 37,332.00x x x x x 122,733.00 122,733.00 122,733.00 122,733.00 122,733.00



Savings Summary

As Of: 7/8/2016

Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 TotalTangible Benefit:

Tangible Benefits Subtotal:

Cost Avoidance:The MS SQL database used by BSA .NET is accessible by other non-BSA systems. This would improve future integration to County systems. 12,444 12,693 12,947 13,206 13,470 64,759Reduction in Equalization time working with separate County Pervasive and .Net Databases. (1 hr. per week) 1,856 1,894 1,931 1,970 2,009 9,661Reduction in Treasurer time working with separate County Pervasive and .Net Databases. (1 hr. per week) 1,856 1,894 1,931 1,970 2,009 9,661Reduction in IT Staff time due to elimination of all manual data transfer processes. (2 hours per week) 12,942 13,201 13,465 13,734 14,009 67,349Migration to a modern, relational database system will reduce IT time spent on preventative maintenance. 12,444 12,693 12,947 13,206 13,470 64,759

Expected security improvements regarding a multi-cut database will save IT time by allowing CVT power users to address standard user privileges. (1 hour per week) 6,471 6,600 6,732 6,867 7,004 33,675Reduction in IT time monitoring and reacting to application patch problems. Average: 4 hours per week 25,884 26,401 26,929 27,468 28,017 134,699

Reduction in Equalization's time monitoring and reacting to application patch problems. (.5 hours per week) 928 947 966 985 1,005 4,830Reduction in County Treasurers time monitoring and reacting to application patch problems. (.5 hour per week) 928 947 966 985 1,005 4,830

ROI AAT System Replace.xls/Savings SummaryDate Printed: 7/8/2016Page 10 REV: June 27, 2011


Savings Summary

As Of: 7/8/2016

Benefit/Savings Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total

Reduction in IT time due to improved Freeze processing. (BOR and EOY) 7,466 7,616 7,768 7,923 8,082 38,855The Microsoft SQL database engine will be more robust and reliable than the current Pervasive database. Reducing cost for weekly database support. 51,767 52,802 53,858 54,936 56,034 269,398

The .Net version has enhanced features that save personnel time such as in collections and tax year end processing. 5,712 5,826 5,943 6,062 6,183 29,725The .NET version has audit trails to track changes down to the individual parcel, this saves in problem solving time and in correction of errors. 4,978 5,077 5,179 5,282 5,388 25,904Increase customer productivity by eliminating duplicate data entry with integrated property applications. 17,850 18,207 18,571 18,943 19,321 92,892

Increase customer productivity by reducing the need to switch to outside programs for GIS data. ( 10 min per day per Equal Assessor and Clerk, 45 weeks per year 43,509 44,380 45,267 46,172 47,096 226,425Remove the continued support and upgrade of the IMS server based Assessing Analysis Mapping Tool 37,332 37,332Vendor Software Support 122,733 122,733 122,733 122,733 122,733 613,665

Existing system support and maintenance 604,022 616,102 628,424 640,993 653,813 3,143,355Cost Avoidance Subtotal: 971,123 950,012 966,558 983,434 1,000,648 4,871,774

Intangible Benefit:



Savings Summary

As Of: 7/8/2016


Upgrading to BSA .NET will improve Assessing and Tax operations for the CVTs. Participating CVTs have indicated a willingness to leave the County because they want the features in the BSA .NET version,

Year End processing efforts will improve with all CVTs using the same BSA .NET version.

BSA .NET fits into the County's technology roadmap. The current BSA - Pervasive database product does not. (Pervasive is a 25+ year old database technology)

BSA - Pervasive based products are being phased out; costs to continue support would most likely increase as the BSA - Pervasive user community size is reduced.All new feature development is now in the BSA - .NET product. Any additional features to the BSA Pervasive product will incur customization charges.

Improved responsiveness to State and County deadlines as updates are available immediately when changes and updates are required by the State Tax Commission.

Ability to create report profiles for most often-run reports and ability to automatically email to recipient will Increase customer support for municipalities fulfilling the ever increasing demands upon the day-to-day operations by their local community.



Savings Summary

As Of: 7/8/2016


Selection-based filters give better control over items to include in a task. As an example, the Pervasive version of Assessing only allows the selection of a range of neighborhoods for analysis. The .Net version provides greater selectivity of .

GIS Integration allowing data and GIS maps to show parcels visually for analysis.Improved pricing for buildings by utilizing the Sketch Integration to figure pricing for buildings instead of manually entering the data.

Ability to generate more efficient Assessing travel routes which will save in gas and time over previous methods

Savings Total: 971,123 950,012 966,558 983,434 1,000,648 4,871,774



Cost Detail

As Of: 7/8/2016

Affects Project ROI?

Cost DescriptionProject Cost

CategoryBudget Category/Funding

SourceUnit Desc Units

Rate per Unit Total Cost

Annual Multiplier Y1 Y2 Y3 Y4 Y5 Y6

IT Hours - New Development (Implementation) Development Svcs HR 5,158 122 629,276 1.020 x xIT Hours - Mainframe Retirment Development Svcs HR 130 88 11,471 1.000 XIT Hours - GIS Deployment & Implementation HR 1,030 136 140,340 1.020 x x xIT Hours - Post Implementation II - MYSA HR 840 142 118,980 1.020 x xIT Hours - New Development (Implementation) - BA & USS Development Svcs HR 1,109 105 116,393 1.020 x xIT Hours - Current Annual Support & Maintenance Development Svcs HR 4,951 122 604,022 1.020 xIT Hours - After Implementation Support and Maintenance Development Svcs HR 3,871 122 472,262 1.020 x x x x xContractor Professional Services Development Svcs EA 93,743 1 93,743 x x xPackage Software - Acquisition Software EA 1 298,972 298,972 x x xPackage Software - Maintenance Software ANN 1 136,627 136,627 x x x x x xTerm Emulation SFTW-Maintenance Software EA 1 8,325 8,325 x x x x x xMcafee Virus Scan Software EA 0 400 0 xCitrix Concurrent User Licenses Software EA 0 20,000 0 x x x x x xCitrix Access Gateway VPX Software EA 1 135 135 x x x x x xCitrix Phone Support Software ANN 1 10,500 10,500 x x x x x xServer - Acquisition/Upgrade Infrastructure EA 12 10,000 120,000 xServer - Maintenance Infrastructure EA 12 360 4,320 x x x x x xServer Sftwre - Acquisition/Upgrade Infrastructure EA 12 335 4,020 xServer Sftwre - Maintenance Infrastructure 0 0Server Rack Mount Infrastructure EA 2 400 800 xVirtualization Software Infrastructure EA 10 2,000 20,000 xSQL SAN Storage - 100GB Infrastructure EA 1 390 390 x x x x x xSQL SAN Storage - Tape Backup 100GB Infrastructure EA 1 440 440 x x x x x xMS SQL Server Standard Per Processor - Includes Year 1 Maintenance Infrastructure EA 4 4,725 18,900 xMS SQL Server Standard Per Processor - Year 2 and Beyond Infrastructure EA 4 946 3,784 x x x x x

ROI AAT System Replace.xls/Cost DetailDate Printed: 7/8/2016Page 14 REV: June 27, 2011


Cost Detail

As Of: 7/8/2016

Affects Project ROI?


CategoryBudget Category/Funding

SourceUnit Desc Units

Rate per Unit Total Cost

Annual Multiplier Y1 Y2 Y3 Y4 Y5 Y6

Project Staff Training & Class Prep Training HR 616 105 64,680 1.020 xUser Training Training HR 520 105 54,600 1.020 xVendor Training Fee Training EA 34 195 6,630 1.020 x



Cost Detail

As Of: 7/8/2016


CategoryIT Hours - New Development (Implementation) Development SvcsIT Hours - Mainframe Retirment Development SvcsIT Hours - GIS Deployment & ImplementationIT Hours - Post Implementation II - MYSAIT Hours - New Development (Implementation) - BA & USS Development SvcsIT Hours - Current Annual Support & Maintenance Development SvcsIT Hours - After Implementation Support and Maintenance Development SvcsContractor Professional Services Development SvcsPackage Software - Acquisition SoftwarePackage Software - Maintenance SoftwareTerm Emulation SFTW-Maintenance SoftwareMcafee Virus Scan SoftwareCitrix Concurrent User Licenses SoftwareCitrix Access Gateway VPX SoftwareCitrix Phone Support SoftwareServer - Acquisition/Upgrade InfrastructureServer - Maintenance InfrastructureServer Sftwre - Acquisition/Upgrade InfrastructureServer Sftwre - Maintenance InfrastructureServer Rack Mount InfrastructureVirtualization Software InfrastructureSQL SAN Storage - 100GB InfrastructureSQL SAN Storage - Tape Backup 100GB InfrastructureMS SQL Server Standard Per Processor - Includes Year 1 Maintenance InfrastructureMS SQL Server Standard Per Processor - Year 2 and Beyond Infrastructure

Potential Cost Extensions

Y1 Y2 Y3 Y4 Y5 Y6

629,276.00 641,861.5211,471.00

148,929.93 151,908.53 154,946.70

128,787.78 131,363.53

116,392.50 118,720.35

604,022.00

481,707.24 491,341.38 501,168.21 511,191.58 521,415.4193,743.33 93,743.33 93,743.33

298,972.00 298,972.00 298,972.00136,627.00 136,627.00 136,627.00 136,627.00 136,627.00 136,627.00

8,325.00 8,325.00 8,325.00 8,325.00 8,325.00 8,325.000.000.00 0.00 0.00 0.00 0.00 0.00

134.65 134.65 134.65 134.65 134.65 134.6510,500.00 10,500.00 10,500.00 10,500.00 10,500.00 10,500.00

120,000.004,320.00 4,320.00 4,320.00 4,320.00 4,320.00 4,320.004,020.00

800.0020,000.00

390.00 390.00 390.00 390.00 390.00 390.00

440.00 440.00 440.00 440.00 440.00 440.00

18,900.00

3,784.00 3,784.00 3,784.00 3,784.00 3,784.00



Cost Detail

As Of: 7/8/2016


CategoryProject Staff Training & Class Prep TrainingUser Training TrainingVendor Training Fee Training

Potential Cost Extensions

Y1 Y2 Y3 Y4 Y5 Y664,680.0054,600.006,630.00



Cost Summary

As Of: 7/8/2016

Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 TotalDevelopment Services:

IT Hours - New Development (Implementation) 629,276 641,862 1,271,138IT Hours - Mainframe Retirment 0 0 0 11,471 0 0 11,471

IT Hours - GIS Deployment & Implementation 148,930 151,909 154,947 455,785IT Hours - Post Implementation II - MYSA 128,788 131,364 IT Hours - New Development (Implementation) -BA & USS 116,393 118,720 235,113IT Hours - Current Annual Support & Maintenance 604,022 604,022IT Hours - After Implementation Support and Maintenance 481,707 491,341 501,168 511,192 521,415 2,506,824Contractor Professional Services 93,743 93,743 93,743 281,230Development Services Subtotal: 1,443,434 1,336,032 585,085 661,569 791,888 807,726 5,625,734

Hardware:

Hardware Subtotal:Software:

Package Software - Acquisition 298,972 298,972 298,972 896,916Package Software - Maintenance 136,627 136,627 136,627 136,627 136,627 136,627 819,762Term Emulation SFTW-Maintenance 8,325 8,325 8,325 8,325 8,325 8,325 49,950Citrix Concurrent User Licenses 0 0 0 0 0 0 Citrix Access Gateway VPX 135 135 135 135 135 135 808Citrix Phone Support 10,500 10,500 10,500 10,500 10,500 10,500 63,000Uniprint Software 1,248 1,248Software Subtotal: 455,807 454,559 454,559 155,587 155,587 155,587 1,831,684

Infrastructure:Server Sftwre - Acquisition/Upgrade 4,020 4,020Server - Acquisition/Upgrade 120,000 120,000Server - Maintenance 4,320 4,320 4,320 4,320 4,320 4,320 25,920Server Rack Mount 800 800

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Cost Summary

As Of: 7/8/2016

Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 TotalVirtualization Software 20,000 20,000SQL SAN Storage - 100GB 390 390 390 390 390 390 2,340SQL SAN Storage - Tape Backup 100GB 440 440 440 440 440 440 2,640MS SQL Server Standard Per Processor - Includes Year 1 Maintenance 18,900 18,900MS SQL Server Standard Per Processor - Year 2 and Beyond 3,784 3,784 3,784 3,784 3,784 18,920Infrastructure Subtotal 168,870 8,934 8,934 8,934 8,934 8,934 213,540

Training:User Training 54,600 54,600Project Staff Training & Class Prep 64,680 64,680Vendor Training Fee 6,630 0 0 0 0 0 6,630Training Subtotal: 125,910 125,910

Other:

Other Subtotal:Costs Total: 2,194,020 1,799,525 1,048,577 826,090 956,409 972,246 7,796,868

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Assumptions

As Of: 7/8/2016

Date Assumption Description17-Apr-12 Annual OCIT Labor for BS&A Support will be reduced as a result of this .Net upgrade. 17-Apr-12 Estimates assume that OCIT will be reviewing and validating all screens, reports, admin tools, imports/exports and webservices17-Apr-12 Data Conversion process will be performed by BS&A and OCIT will validate that the data converted properly17-Apr-12 Classroom training will be conducted to educate the end users on changes to the system after the upgrade17-Apr-12 Customers will complete report clean-up prior to the upgrade. 17-Apr-12 Reports will be upgraded as part of the implementation and report conversion issues will be addressed during testing and validation17-Apr-12 Thin-Client Delivery of the BS&A Software will be used ( Citrix Implementation )

17-Apr-12Server Costs: 12 servers @ cost of $10,000.00 each, 6 production citrix application servers, 2 dev/qa citrix application servers, 1 production SQL Server, 1 dev/qa SQL server, 1 file server, 1 IIS/FTP server.

20-Apr-12 Citrix Access Gateway VPX Platform License cost: $134.65/year

17-Apr-12WebServices, Data Exports (BS&A Source), Imports (BS&A Destination) will require field mapping changes to integrate with existing OCIT BS&A integrations.

17-Apr-12 Assumes single database structure can be supported from a performance, functional and security model prespective

17-Apr-12BS&A understands and has documented the requirements for existing OCIT customizations to the Pervasive edition and will not required significant OCIT time to recreate the custom feature requirements.

17-Apr-12 GIS features: assuming users will be able to use ArcGIS data in BS&A.17-Apr-12 Estimates assume that OCIT will be reviewing and validating all screens, reports, admin tools, imports/exports and webservices

18-Apr-12 Server costs assume that the windows OS license is included in the $10,000 per server cost **IS THIS SOMETHING WE CAN VALIDATE?

18-Apr-12Assumes Citrix, Terminal Services and Windows connector licenses are the same as existing and we are only paying continuing software assurance and maintenance costs.

18-Apr-12 Citrix annual maintenance accounts for 510 total county licenses18-Apr-12 Project staff training is included in the implementation costs from BS&A

20-Apr-12

The BS&A Pervasive database will be replaced with the BS&A MS SQL database this will eliminate the need to run special data exports and imports to share information between County systems. The County systems will be able to directly access data within the MS SQL database. This is estimated at 100 support hours based on past experience.

20-Apr-12The MS SQL database will require less support and maintenance than the current Pervasive database. This is estimated at 416 hours based on past experience with Pervasive and MS SQL used in other County systems.

20-Apr-12The improvements in audit trails in the .NET version track changes down to the individual parcel. This has been estimated to save 40 support hours per year based on past experience.

20-Apr-12The BS&A .Net system will eliminate the need for duplicate entry of adjustments between the Tax and Assessing systems. This has been estimated as 500 hours annually, assuming 2 hours per day based on previous experience.

20-Apr-12The improvements in the BS&A .NET package will save Treasury personnel time during collections and at year end. Estimating 160 hours based on trial use of the .Net package, vendor presentation and previous experience.

07-May-12Estimated future support is based on current support costs as recorded in Clarity. Currently, the system requires 4951 hours of support & maintenance annually. The estimates have been reduced according to the estimated savings recorded in this document.

25-May-12 GIS features will replace external mapping needs ( 65 Equalization clerks & assessors x 5 min x 5 days a week x 45 weeks per year12-May-16 GIS functionality for E.C.F and Sales analysis will not work through the tool but through customer created queries.

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