teamsite to sharepoint conversion

7/31/2019 Teamsite to Sharepoint Conversion

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Oakland CountyDepartment of Information Technology

Project Scope and Approach

Project Name: TeamSite to SharePoint Conversion Project ID: DE0187TC

Leadership Group: IT Steering Committee

Department: Information Technology Division: Application Services

Project Sponsor: Ed Poisson Date Requested: 4/19/2010 PM Customer No. 187

Request Type: New Development Enhancement Customer Support

Planned System Maintenance or Upgrade

IT Team Name: eGovernment Program Services

IT Team No: E

Project Manager/Leader: Greg Kwasnik

AccountNumber: 30004

AccountDescription: IT App Svcs E-Government

CustomerName: IT App Svcs

Grant Funded? Yes No Mandate? Yes No

Mandate Source:

Project GoalTo convert of all TeamSite supported internet content to SharePoint so that the County canmaintain all content using a single content management platform.

Business Objective

Migrating off TeamSite and onto the SharePoint platform will provide a single, robust platformfor the County to maintain internal and external content. SharePoint document managementand in-context web page editing will allow internet content management to be more efficient.

Major Deliverables

Detailed Project Plan and Return on Investment

Risk Management Plan

Communication Plan

Issues Logs

Disaster Recovery, Policies and Procedures Documentation

Support and Maintenance Plan

Training

Marketing and Promotion Plan


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Migrate all public facing web pages to SharePoint including:o Top-Level Web Siteso Department and Agency Siteso Project and Event Sites (Schrauger House, Brooksie Way, etc)o Police Sites (Ferndale, Pontiac, South Lyon, etc)o eCommerce and Service Sites

Document the new content management, disaster recovery andprocedural changes with using SharePoint.

Conduct SharePoint Content Management Training.

Conduct Change Control

Go live into production with Sharepoint

Decommission TeamSite.

Benefits

See Return on Investment (ROI) Analysis Document

Impact

Number of Users Approximately 3.2 million unique visitors (FY 2009)

Divisions All divisions that support and maintain internet content

Leadership Groups ALL

Risk

Business Environment Medium Project will require some changes to existing business

processes.

Technical Environment Medium Previously implemented technologies with new aspects


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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

Facilities

No additional space or facility resources are required.

Technical

The TeamSite to SharePoint Assessment project will have identifed an

automated means of converting web pages from TeamSite to SharePoint.

Funding

Information Technology

Other

N/A

Priority TBD


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PROJECT PHASE AUTHORIZATION

Phase(s): ALL

Total Estimated Application Services Hours: 3022 Cost: $368,684

Total Estimated Technical Systems Hours: 178 Cost: $2,440

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: Cost:

Preliminary Estimated Development for Future Phases Hours: 3200 Cost: $371,124

Grand Total Estimated Development Hours: 3200 Cost: $371,124


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PROJECT COMPLETION AUTHORIZATION

Customer Acceptance of Product:

Title: Date:

Project Office Review: Date:


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3.1.1 - Increase application integration through webservices

3.1.2 - Research and develop a ConstituentRelationship Management (CRM) strategy

3.1.5 - Improve the quality, reliability and availabilityof all applications

3.1.3 - Promote mobility and location integration inbusiness applications

3.1.4 - Utilize ecommerce platform to offset costsand expand product offerings to customers

3.1.6 - Increase the agility and responsiveness ofbusiness units by expanding customer analytics

3.1.7 - Leverage the County's Internet presenceand portal as a branded consolidated point of

access to all County information and servicesthrough a web browser

3.1.8 - Centralize identity and access managementfor all applications and content

3.1 - Provide an Enhanced Application Service Offering

3.2 - Enhance ability to provide effective and timely customer (County departments and CVTs) service

3.2.1 - Implement a centralized service centerstrategy to provide a single point of contact forservice delivery

3.2.2 - Implement the IT Infrastructure Library (ITIL)best practice framework for IT Service Management

3.2.4 - Provide a high-quality training program toempower employees through technology

3.2.3 - Define a service and support strategy thatclearly identifies the IT service provided

3.2.5 - Develop a formalized customercommunication plan

3.2.6 - Build IT Staff expertise through professionaldevelopment

3.2.7 - Expand capacity through ongoingorganizational review and selective outsourcing

3.3 - Implement a Standardized Infrastructure Strategy

3.3.1 - Deliver services using a shared technologyinfrastructure wherever possible

3.3.2 - Implement a Microsoft infrastructure strategy

3.3.5 - Establish support cost model and SLA for allofferings outside 3.3.4

3.3.3 - Implement a consolidated security strategy

3.3.4 - Establish a standard personal computinghardware and software product suite, SLA, and

replacement schedule for all County personal

3.3.6 - Improve service availability through network

design and management strategies

3.3.7 - Establish enhanced capacity planning andrecovery management strategies

X X

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DE0187TC - TeamSite to SharePoint Conversion

Information Technology Strategic Plan Alignment


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DE0187PG TeamSite to SharePoint ProgramReturn on Investment Analysis

Project Summary

As Of: 6/23/2010

Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total

Benefits/Savings:Tangible Benefits Subtotal: 110,100 105,100 105,100 105,100 110,100 105,100 640,600

Cost Avoidance Subtotal: 0 0 0 0 0 0 0

Costs:Development Services Subtotal: 499,590 0 0 0 0 0 499,590Hardware Subtotal: 0 0 0 0 0 0 0

Software Subtotal: 0 0 0 0 0 0 0

Infrastructure Subtotal 0 0 0 0 0 0 0Training Subtotal: 0 0 0 0 0 0 0Other Subtotal: 0 0 0 0 0 0 0

Annual Statistics:Annual Total Savings 110,100 105,100 105,100 105,100 110,100 105,100 640,600Annual Total Costs 499,590 0 0 0 0 0 499,590

Annual Return on Investment (389,490) 105,100 105,100 105,100 110,100 105,100 141,010

Annual Costs/Savin s Ratio 453.76% 0.00% 0.00% 0.00% 0.00% 0.00%

Project Cumulative Statistics:

Cumulative Total Savings 110,100 215,200 320,300 425,400 535,500 640,600 640,600

Cumulative Total Costs 499,590 499,590 499,590 499,590 499,590 499,590 499,590

Cumulative Return on Investment (389,490) (284,390) (179,290) (74,190) 35,910 141,010 141,010

Cumulative Cost/Savings Ratio 453.76% 232.15% 155.98% 117.44% 93.29% 77.99% 77.99%

Year Positive Payback Achieved Year 5 Year 5

State or Federal Mandate?

Signatures:

Benefits Reviewed By Project Sponsor Date:

Costs (including IT Resources) Reviewed By

Information Technology Project Manager Date:

DE0187PG+TeamSite+to+SharePoint+Program+ROI.xls/Project Summary

Date Printed: 8/12/2010

Page 1 REV: February 17, 2009


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Savings Detail

As Of: 6/23/2010

Benefit/Savings DescriptionProject Savings

Category Budget Category/Funding SourceUnitDesc Units

Rate perUnit Total Savings

AnnualMultiplier

The TeamSite to SharePoint

Assessment will provide a betterestimate of work and help identify risks

and issues prior to implementation. Intangible Benefit

TeamSite to SharePoint Conversion:

Decommission TeamSite Servers Tangible Benefit EA 2 2,666 5,332Decommisioned Server Maintenance Tangible Benefit ANN 2 166 332Web Development Savings Tangible Benefit EA 255 122 31,110End TeamSite Support and

Maintenance Contract Tangible Benefit ANN 1 73,658 73,658Enhanced SharePoint Feature Set

including security, in context editing,reusable content webparts,

calendaring, search, document

management, etc. Intangible Benefit 0

Common web development platform forsupport and maintenance Intangible Benefit 0

0

00

0

DE0187PG+TeamSite+to+SharePoint+Program+ROI.xls/Savings Detail




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Savings Detail

As Of: 6/23/2010

Benefit/Savings DescriptionProject Savings

Category

The TeamSite to SharePoint

Assessment will provide a betterestimate of work and help identify risks

and issues prior to implementation. Intangible Benefit

TeamSite to SharePoint Conversion:

Decommission TeamSite Servers Tangible BenefitDecommisioned Server Maintenance Tangible Benefit

Web Development Savings Tangible BenefitEnd TeamSite Support and

Maintenance Contract Tangible Benefit

Enhanced SharePoint Feature Set

including security, in context editing,reusable content webparts,

calendaring, search, document

management, etc. Intangible Benefit

Common web development platform forsupport and maintenance Intangible Benefit

Affects Project ROI? Potential Savings Extensions

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

x x 5,332.00 5,332.00x x x x 332.00 332.00 332.00 332.00

x x x x x x 31,110.00 31,110.00 31,110.00 31,110.00 31,110.00 31,110.00

x x x x x x 73,658.00 73,658.00 73,658.00 73,658.00 73,658.00 73,658.00

DE0187PG+TeamSite+to+SharePoint+Program+ROI.xls/Savings Detail




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Savings Summary

As Of: 6/23/2010

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

Tangible Benefit:Decommission TeamSite Servers 5,332 5,332 10,664Decommisioned Server Maintenance 332 332 332 332 1,328Web Development Savings 31,110 31,110 31,110 31,110 31,110 31,110 186,660End TeamSite Support and Maintenance

Contract 73,658 73,658 73,658 73,658 73,658 73,658 441,948

Tangible Benefits Subtotal: 110,100 105,100 105,100 105,100 110,100 105,100 640,600

Cost Avoidance:

Cost Avoidance Subtotal:

Intangible Benefit:The TeamSite to SharePoint Assessment

will provide a better estimate of work and

help identify risks and issues prior to

implementation.

End TeamSite Support and Maintenance

Contract

Enhanced SharePoint Feature Set including

security, in context editing, reusable contentwebparts, calendaring, search, document

management, etc.

Savings Total: 110,10 105,100 105,100 105,100 110,100 105,10 640,600

DE0187PG+TeamSite+to+SharePoint+Program+ROI.xls/Savings Summary




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Cost Detail

As Of: 6/23/2010

Affects Project ROI?

Cost DescriptionProject Cost

CategoryBudget Category/Funding

SourceUnitDesc Units

Rate perUnit Total Cost

AnnualMultiplier Y1 Y2 Y3 Y4 Y5 Y6

IT Hours - New Development TeamSite

to SharePoint Assessment Development Svcs HR 895 122 109,190 x


to SharePoint Conversion Development Svcs HR 3,200 122 390,400 x

IT Hours - System Maintenance Development Svcs 122 0

IT Hours - Customer Support Development Svcs 122 0

IT Hours - Planned Maintenance Development Svcs 122 0

User Hours - New Development Development Svcs 0

User Hours - PTNE/OT Development Svcs 0Contractor Professional Services Development Svcs 0

PC System - Acquisition Hardware 814 0

PC System - Maintenance Hardware 2,304 0

Notebook - Acquisition Hardware 1,223 0

Notebook - Maintenance Hardware 2,372 0

- ,

Tablet Notebook - Maintenance Hardware 0

Laserprinter - Acquisition Hardware 1,432 0

Laserprinter - Maintenance Hardware 1,104 0Image 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 Infrastructure 8,000 0Server - Maintenance Infrastructure 360 0

Server Sftwre - Acquisition/Upgrade Infrastructure 335 0

Server Sftwre - Maintenance Infrastructure 0

Server Rack Mount Infrastructure 400 0

Oracle Enterprise Per Processor -

Includes Year 1 Maintenance Infrastructure 21,372 0

DE0187PG+TeamSite+to+SharePoint+Program+ROI.xls/Cost Detail




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Cost Detail

As Of: 6/23/2010

Affects Project ROI?


CategoryBudget Category/Funding

SourceUnitDesc Units

Rate perUnit Total Cost

AnnualMultiplier Y1 Y2 Y3 Y4 Y5 Y6

Oracle Enterprise Per Processor - Year

2 and Beyond Infrastructure 3,432 0

MS SQL Server Standard Per

Processor - Includes Year 1

Maintenance Infrastructure 4,725 0


Processor - Year 2 and Beyond Infrastructure 946 0

MS SQL Server Enterprise Per

Processor - Includes Year 1Maintenance Infrastructure 19,693 0


Processor - Year 2 and Beyond Infrastructure 3,939 0

Websphere Basic Per Processor

Single/Dual Core - Includes Year 1

,


Single/Dual Core - Year 2 and Beyond Infrastructure 701 0Websphere ND Per Processor


Maintenance Infrastructure 13,180 0

Websphere ND Per Processor

Single/Dual Core - Year 2 and Beyond Infrastructure 2,635 0

SSL Certificate Infrastructure 845 0

TBD Infrastructure 0

TBD Infrastructure 0

TBD Infrastructure 0TBD Infrastructure 0

Internet Access Infrastructure 180 0

Project Staff Training Training 0

User Training Training 0





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Cost Detail

As Of: 6/23/2010


Category


to SharePoint Assessment Development Svcs


to SharePoint Conversion 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 SvcsContractor Professional Services Development Svcs

PC System - Acquisition Hardware

PC System - Maintenance Hardware

Notebook - Acquisition Hardware

Notebook - Maintenance Hardware

Potential Cost Extensions

Y1 Y2 Y3 Y4 Y5 Y6

109,190.00

390,400.00

-

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 InfrastructureServer - Maintenance Infrastructure

Server Sftwre - Acquisition/Upgrade Infrastructure

Server Sftwre - Maintenance Infrastructure

Server Rack Mount Infrastructure

Oracle Enterprise Per Processor -

Includes Year 1 Maintenance Infrastructure





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Cost Detail

As Of: 6/23/2010


Category

Oracle Enterprise Per Processor - Year

2 and Beyond Infrastructure


Processor - Includes Year 1

Maintenance Infrastructure


Processor - Year 2 and Beyond Infrastructure


Processor - Includes Year 1Maintenance Infrastructure


Processor - Year 2 and Beyond Infrastructure



Potential Cost Extensions

Y1 Y2 Y3 Y4 Y5 Y6


Single/Dual Core - Year 2 and Beyond Infrastructure



Maintenance Infrastructure


Single/Dual Core - Year 2 and Beyond Infrastructure

SSL Certificate Infrastructure

TBD Infrastructure

TBD Infrastructure

TBD InfrastructureTBD Infrastructure

Internet Access Infrastructure

Project Staff Training Training

User Training Training





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Cost Summary

As Of: 6/23/2010

Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total

Development Services:IT Hours - New Development TeamSite to

SharePoint Assessment 109,190 109,190

IT Hours - New Development TeamSite to

SharePoint Conversion 390,400 390,400

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: 499,590 499,590

Hardware:

Hardware Subtotal:

Software:

Software Subtotal:

Infrastructure:

Infrastructure Subtotal

Training:

Training Subtotal:

Other:

Other Subtotal:

Costs Total: 499,590 499,590

DE0187PG+TeamSite+to+SharePoint+Program+ROI.xls/Cost Summary




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Assumptions

As Of: 6/23/2010

Date Assumption Description

06-May-08 The following servers (including software and maintenance) will be decommissioned as a result of this project:TeamSite Servers

TeamSite/OpenDeploy QA ServerTeamSite/OpenDeploy Prod Server

06-May-08 Time Efficiency Savings Assumptions: 51 hour savings (assumption of 5 secure web sites per year: 255 hours/year)TeamSite/Netegrity: 56 hours

Set up IIS website: 1 hourDNS Work: 1 hourSet up TeamSite workarea with permissions: 2 hoursOpen Deploy Scripts and scheduling: 1.5 hoursGraphic work: 2 hoursNetegrity AD setup/configuration: 8+ hoursSecured search setup and config: 16-40 hours (assumes using our present single Search Appliance)

SharePoint: 5 hoursDNS Work 1 hourConfigure secured SharePoint site with permissions 1.5 hours

Graphic work: 2 hours

19-Apr-10 Server Cost Assumptions:Virtual servers and maintence costs are 1/3 the cost of physical serversPhysical Server Cost = $8000/3 = $2666Physical Server Maintenance = $500/3 = $166

19-Apr-10 The SharePoint 2010 Upgrade Project will be successfully completed, providing the SharePoint environment for the web content.

23-Jun-10The TeamSite to SharePoint Assessment project will have identifed an automated means of converting web pages from TeamSite toSharePoint. There are approximately 110 sites with 25000 web pages to convert.

23-Jun-10 It is assumed that all web pages will be converted at one time through an automated conversion process.

DE0187PG+TeamSite+to+SharePoint+Program+ROI.xls/Assumptions



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