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Oakland County Department of Information Technology

Project Scope and Approach


Project Name: TeamSite to SharePoint Conversion
Leadership Group: IT Steering Committee Department: Information Technology Project Sponsor: Ed Poisson Request Type: Division: Application Services Date Requested: 4/19/2010 Enhancement PM Customer No. 187 Customer Support

Project ID: DE0187TC

New Development

Planned System Maintenance or Upgrade IT Team Name: eGovernment Program Services Project Manager/Leader: Greg Kwasnik Account Account Number: 30004 Description: Grant Funded? Yes No IT Team No: E

IT App Svcs E-Government Mandate? Mandate Source:

Customer Name: Yes

IT App Svcs No

Project Goal
To convert of all TeamSite supported internet content to SharePoint so that the County can maintain all content using a single content management platform.

Business Objective
Migrating off TeamSite and onto the SharePoint platform will provide a single, robust platform for the County to maintain internal and external content. SharePoint document management and in-context web page editing will allow internet content management to be more efficient. Major Deliverables Approach
Form Rev. 09/01/2006

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 Metrics Measurement Document Successful migration all internet web content from TeamSite to SharePoint Decommission of TeamSite.

Create and review architecture diagram Ensure all required hardware and software is in place. Create and update webpage templates and graphics. Page 1 Project Rev. 8/12/2010

Oakland County Department of Information Technology

Project Scope and Approach


Project Name: TeamSite to SharePoint Conversion Project ID: DE0187TC

Migrate all public facing web pages to SharePoint including: o Top-Level Web Sites o Department and Agency Sites o 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 and procedural 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 and/or new requirements.

Form Rev. 09/01/2006

Page 2

Project Rev. 8/12/2010

Oakland County Department of Information Technology

Project Scope and Approach


Project Name: TeamSite to SharePoint Conversion Project ID: DE0187TC

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: Project Sponsor:

Name Ed Poisson

Hours per Day 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

Constraints
Resource Availability

Exclusions
N/A

Form Rev. 09/01/2006

Page 3

Project Rev. 8/12/2010

Oakland County Department of Information Technology

Project Scope and Approach


Project Name: TeamSite to SharePoint Conversion
PROJECT PHASE AUTHORIZATION
Phase(s): ALL Hours: Hours: Hours: Hours: 3022 178 Cost: Cost: Cost: Cost: Date: Date: Date: Date: $368,684 $2,440

Project ID: DE0187TC

Total Estimated Application Services Total Estimated Technical Systems Total Estimated CLEMIS Total Estimated Internal Services 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: Reason: Project Sponsor Approval: Title: Yes No

Date:

Date:

PROJECT SUMMARY
Authorized Development (see above) Preliminary Estimated Development for Future Phases Hours: Hours: 3200 Cost: Cost: $371,124

Grand Total Estimated Development

Hours: 3200

Cost:

$371,124

Form Rev. 09/01/2006

Page 4

Project Rev. 8/12/2010

Oakland County Department of Information Technology

Project Scope and Approach


Project Name: TeamSite to SharePoint Conversion
PROJECT COMPLETION AUTHORIZATION Customer Acceptance of Product: Title: Project Office Review: Date: Date:

Project ID: DE0187TC

Form Rev. 09/01/2006

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Project Rev. 8/12/2010

Information Technology Strategic Plan Alignment


DE0187TC - TeamSite to SharePoint Conversion
3.1 - Provide an Enhanced Application Service Offering 3.1.1 - Increase application integration through web services X 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 X 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 X 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 Infrastructure 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 X 3.2.5 - Develop a formalized customer communication plan X 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 Infrastructure Strategy 3.3.1 - Deliver services using a shared technology infrastructure wherever possible X 3.3.2 - Implement a Microsoft infrastructure strategy X 3.3.3 - Implement a consolidated security strategy X 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 X 3.3.6 - Improve service availability through network design and management strategies X 3.3.7 - Establish enhanced capacity planning and recovery management strategies X

Run Date

6/30/2010

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Return on Investment Analysis Project Summary

As Of: 6/23/2010

Description Benefits/Savings: Tangible Benefits Subtotal: Cost Avoidance Subtotal: Costs: Development Services Subtotal: Hardware Subtotal: Software Subtotal: Infrastructure Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings Annual Total Costs Annual Return on Investment Annual Costs/Savings Ratio Project Cumulative Statistics: Cumulative Total Savings Cumulative Total Costs Cumulative Return on Investment Cumulative Cost/Savings Ratio Year Positive Payback Achieved State or Federal Mandate? Signatures: Benefits Reviewed By Project Sponsor Date:

Year 1 110,100 0 499,590 0 0 0 0 0 110,100 499,590 (389,490) 453.76% 110,100 499,590 (389,490) 453.76%

Year 2 105,100 0 0 0 0 0 0 0 105,100 0 105,100 0.00% 215,200 499,590 (284,390) 232.15%

Year 3 105,100 0 0 0 0 0 0 0 105,100 0 105,100 0.00% 320,300 499,590 (179,290) 155.98%

Year 4 105,100 0 0 0 0 0 0 0 105,100 0 105,100 0.00% 425,400 499,590 (74,190) 117.44%

Year 5 110,100 0 0 0 0 0 0 0 110,100 0 110,100 0.00% 535,500 499,590 35,910 93.29% Year 5

Year 6 105,100 0 0 0 0 0 0 0 105,100 0 105,100 0.00% 640,600 499,590 141,010 77.99%

Total 640,600 0 499,590 0 0 0 0 0 640,600 499,590 141,010

640,600 499,590 141,010 77.99% Year 5

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

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Return on Investment Analysis Savings Detail

As Of: 6/23/2010

Benefit/Savings Description

Project Savings Category

Budget Category/Funding Source

Unit Desc

Units

Rate per Annual Unit Total Savings Multiplier

The TeamSite to SharePoint Assessment will provide a better estimate of work and help identify risks and issues prior to implementation. Intangible Benefit

TeamSite to SharePoint Conversion: Decommission TeamSite Servers Decommisioned Server Maintenance Web Development Savings End TeamSite Support and Maintenance Contract Enhanced SharePoint Feature Set including security, in context editing, reusable content webparts, calendaring, search, document management, etc. Common web development platform for support and maintenance

Tangible Benefit Tangible Benefit Tangible Benefit Tangible Benefit

EA ANN EA ANN

2 2 255 1

2,666 166 122 73,658

5,332 332 31,110 73,658

Intangible Benefit Intangible Benefit

0 0 0 0 0 0

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Return on Investment Analysis Savings Detail Affects Project ROI? Benefit/Savings Description Project Savings Category Y1 Y2 Y3 Y4 Y5 Y6 Y1 Y2 Potential Savings Extensions Y3 Y4 Y5

As Of: 6/23/2010

Y6

The TeamSite to SharePoint Assessment will provide a better estimate of work and help identify risks and issues prior to implementation. Intangible Benefit

TeamSite to SharePoint Conversion: Decommission TeamSite Servers Decommisioned Server Maintenance Web Development Savings End TeamSite Support and Maintenance Contract Enhanced SharePoint Feature Set including security, in context editing, reusable content webparts, calendaring, search, document management, etc. Common web development platform for support and maintenance

Tangible Benefit Tangible Benefit Tangible Benefit Tangible Benefit

x x x x x x x x x x x x

x x x x x x

5,332.00 31,110.00 73,658.00 332.00 31,110.00 73,658.00 332.00 31,110.00 73,658.00 332.00 31,110.00 73,658.00

5,332.00 31,110.00 73,658.00 332.00 31,110.00 73,658.00

Intangible Benefit Intangible Benefit

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Return on Investment Analysis Savings Summary

As Of: 6/23/2010

Benefit/Savings Description Tangible Benefit: Decommission TeamSite Servers Decommisioned Server Maintenance Web Development Savings End TeamSite Support and Maintenance Contract

Year 1 5,332 31,110 73,658

Year 2

Year 3

Year 4

Year 5 5,332

Year 6

Total 10,664 1,328 186,660 441,948

332 31,110 73,658

332 31,110 73,658

332 31,110 73,658

31,110 73,658

332 31,110 73,658

Tangible Benefits Subtotal: Cost Avoidance:

110,100

105,100

105,100

105,100

110,100

105,100

640,600

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 content webparts, calendaring, search, document management, etc.

Savings Total:

110,100

105,100

105,100

105,100

110,100

105,100

640,600

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Return on Investment Analysis Cost Detail

As Of: 6/23/2010

Affects Project ROI? Cost Description IT Hours - New Development TeamSite to SharePoint Assessment IT Hours - New Development TeamSite to SharePoint Conversion IT Hours - System Maintenance IT Hours - Customer Support IT Hours - Planned Maintenance User Hours - New Development User Hours - PTNE/OT Contractor Professional Services PC System - Acquisition PC System - Maintenance Notebook - Acquisition Notebook - Maintenance Tablet Notebook - Acquisition Tablet Notebook - Maintenance Laserprinter - Acquisition Laserprinter - Maintenance Image Workstations - Acquisition Image Workstations - 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 Server Sftwre - Acquisition/Upgrade Server Sftwre - Maintenance Server Rack Mount Oracle Enterprise Per Processor Includes Year 1 Maintenance Project Cost Category Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Hardware Hardware Hardware Hardware Hardware Hardware Hardware Hardware Hardware Hardware Hardware Hardware Software Software Software Software Software Infrastructure Infrastructure Infrastructure Infrastructure Infrastructure Infrastructure Budget Category/Funding Source Unit Desc HR HR Units 895 3,200 Rate per Unit 122 122 122 122 122 Total Cost 109,190 390,400 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Annual Multiplier Y1 Y2 Y3 Y4 Y5 Y6 x x

814 2,304 1,223 2,372 2 012 2,012 1,432 1,104 3,496 2,304 1,072

8,000 360 335 400 21,372

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Return on Investment Analysis Cost Detail

As Of: 6/23/2010

Affects Project ROI? Cost Description Oracle Enterprise Per Processor - Year 2 and Beyond MS SQL Server Standard Per Processor - Includes Year 1 Maintenance 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 Project Cost Category Infrastructure Budget Category/Funding Source Unit Desc Units Rate per Unit 3,432 Total Cost 0 Annual Multiplier Y1 Y2 Y3 Y4 Y5 Y6

Infrastructure Infrastructure

4,725 946

0 0

Infrastructure Infrastructure

19,693 3,939

0 0

Infrastructure

3 506 3,506

Websphere Basic Per Processor Single/Dual Core - Year 2 and Beyond Infrastructure Websphere ND Per Processor Single/Dual Core - Includes Year 1 Maintenance Infrastructure Websphere ND Per Processor Single/Dual Core - Year 2 and Beyond SSL Certificate TBD TBD TBD TBD Internet Access Project Staff Training User Training

701

13,180

Infrastructure Infrastructure Infrastructure Infrastructure Infrastructure Infrastructure Infrastructure Training Training

2,635 845

180

0 0 0 0 0 0 0 0 0

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Return on Investment Analysis Cost Detail Potential Cost Extensions Cost Description IT Hours - New Development TeamSite to SharePoint Assessment IT Hours - New Development TeamSite to SharePoint Conversion IT Hours - System Maintenance IT Hours - Customer Support IT Hours - Planned Maintenance User Hours - New Development User Hours - PTNE/OT Contractor Professional Services PC System - Acquisition PC System - Maintenance Notebook - Acquisition Notebook - Maintenance Tablet Notebook - Acquisition Tablet Notebook - Maintenance Laserprinter - Acquisition Laserprinter - Maintenance Image Workstations - Acquisition Image Workstations - 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 Server Sftwre - Acquisition/Upgrade Server Sftwre - Maintenance Server Rack Mount Oracle Enterprise Per Processor Includes Year 1 Maintenance Project Cost Category Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Development Svcs Hardware Hardware Hardware Hardware Hardware Hardware Hardware Hardware Hardware Hardware Hardware Hardware Software Software Software Software Software Infrastructure Infrastructure Infrastructure Infrastructure Infrastructure Infrastructure Y1 109,190.00 390,400.00 Y2 Y3 Y4 Y5 Y6

As Of: 6/23/2010

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Return on Investment Analysis Cost Detail Potential Cost Extensions Cost Description Oracle Enterprise Per Processor - Year 2 and Beyond MS SQL Server Standard Per Processor - Includes Year 1 Maintenance 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 Project Cost Category Infrastructure Y1 Y2 Y3 Y4 Y5 Y6

As Of: 6/23/2010

Infrastructure Infrastructure

Infrastructure Infrastructure

Infrastructure

Websphere Basic Per Processor Single/Dual Core - Year 2 and Beyond Infrastructure Websphere ND Per Processor Single/Dual Core - Includes Year 1 Maintenance Infrastructure Websphere ND Per Processor Single/Dual Core - Year 2 and Beyond SSL Certificate TBD TBD TBD TBD Internet Access Project Staff Training User Training

Infrastructure Infrastructure Infrastructure Infrastructure Infrastructure Infrastructure Infrastructure Training Training

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Return on Investment Analysis Cost Summary Cost Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6

As Of: 6/23/2010

Total

Development Services: IT Hours - New Development TeamSite to SharePoint Assessment IT Hours - New Development TeamSite to SharePoint Conversion 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: Hardware:

109,190 390,400

109,190 390,400

499,590

499,590

Hardware Subtotal: Software:

Software Subtotal: Infrastructure:

Infrastructure Subtotal Training:

Training Subtotal: Other:

Other Subtotal: Costs Total:

499,590

499,590

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Return on Investment Analysis Assumptions

As Of: 6/23/2010

Assumption Description Date The following servers (including software and maintenance) will be decommissioned as a result of this project: 06-May-08 TeamSite Servers TeamSite/OpenDeploy QA Server TeamSite/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 hour DNS Work: 1 hour Set up TeamSite workarea with permissions: 2 hours Open Deploy Scripts and scheduling: 1.5 hours Graphic work: 2 hours Netegrity AD setup/configuration: 8+ hours Secured search setup and config: 16-40 hours (assumes using our present single Search Appliance) SharePoint: 5 hours DNS Work 1 hour Configure 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 servers Physical Server Cost = $8000/3 = $2666 Physical 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. The TeamSite to SharePoint Assessment project will have identifed an automated means of converting web pages from TeamSite to 23-Jun-10 SharePoint. 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.

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