Oakland County Department of Information Technology

Project Scope and Approach Project Name: HR and Fiscal Services ERP Implementation

Project ID: D86151PI

Leadership Group: Finance / Admin Division:

Department: Human Resources and Fiscal Services Project Sponsor: Jennifer Hain and Lynn Sonkiss Request Type:

All

Date Requested: 2/18/2016

New Development

PM Customer No. 151

Enhancement

Customer Support

Planned System Maintenance or Upgrade IT Team Name: Finance / Admin

IT Team No: B

Project Manager/Leader: Mark Kanczuzewski Account 96000 Human Resources System Account Number: Description: Grant Funded? No

Mandate?

Customer Name:

Human Resources

No

Mandate Source:

Project Goal To implement a solution that will replace the PeopleSoft Human Capital Management and Financial Management applications so that the system aligns more closely with business needs and continue to evolve with the latest infrastructure, security, and technology needs.

Business Objective 1 Support contract negotiations for the selected Enterprise Resource Planning System as well as select a certified vendor to assist with the implementation of the new system for impacted department. Major Deliverables  Signed contract and Scope of Work(SOW)  Develop a vendor implementation RFP Document  Vendor Contact List  Vendor Selection Criteria Matrix  Vendor Selection Decision Approach  Work with customer and Corp Counsel on contract and SOW  Create Work Breakdown Structure in Clarity for project  Define and document solution requirements  Develop the RFP Document  Develop prospective vendor contact list  Meet with stakeholders to determine selected vendor Form Rev. 05/08/2012

Page 1

Project Rev. 3/22/2016

Oakland County Department of Information Technology

Project Scope and Approach Project Name: HR and Fiscal Services ERP Implementation

Project ID: D86151PI

Business Objective 2 Implement the chosen Enterprise Resource Planning System for impacted departments with vendor assistance. Major Deliverables  Detailed Project Plan  Migration of Data  Interface Implementations to select systems  Application and/or System Requirements  End User Hardware and Software Requirements Document  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  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  Conduct Change Control  Develop User Documentation, SLA, Disaster Recovery Toolkit, Service Center Knowledge Documents  Train users on new system  Release new system into production

Form Rev. 05/08/2012

Page 2

Project Rev. 3/22/2016

Oakland County Department of Information Technology

Project Scope and Approach Project Name: HR and Fiscal Services ERP Implementation

Project ID: D86151PI

Research & Analysis Gartner Research Recommendation

NACo Research

Benefits See Return on Investment (ROI) Analysis Document

Impact Number of Users

+/- 1000 users

Divisions

Fiscal Services Human Resources Compliance

Leadership Groups Finance / Admin

Risk Business Environment

Medium - Project will require some changes to existing business

processes. . Technical Environment

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:

Jennifer Hain Lynn Sonkiss

As Needed As Needed

Facilities 

Form Rev. 05/08/2012

Page 3

Project Rev. 3/22/2016

Oakland County Department of Information Technology

Project Scope and Approach Project Name: HR and Fiscal Services ERP Implementation

Project ID: D86151PI

Technical 

Funding 

IT

Other 

Current State Documentation (Business and Technical documentation) is available

Priority

Constraints 

Exclusions 

Form Rev. 05/08/2012

Page 4

Project Rev. 3/22/2016

Oakland County Department of Information Technology

Project Scope and Approach Project Name: HR and Fiscal Services ERP Implementation

Project ID: D86151PI

PROJECT PHASE AUTHORIZATION Phase(s): Total Estimated Application Services

Hours:

Cost:

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:

Cost:

Preliminary Estimated Development for Future Phases

Hours:

Cost:

Grand Total Estimated Development

Hours:

Cost:

Form Rev. 05/08/2012

Page 5

Project Rev. 3/22/2016

Oakland County Department of Information Technology

Project Scope and Approach Project Name: HR and Fiscal Services ERP Implementation

Project ID: D86151PI

PROJECT COMPLETION AUTHORIZATION Customer Acceptance of Product: Title:

Date:

Project Office Review:

Date:

Form Rev. 05/08/2012

Page 6

Project Rev. 3/22/2016

D86151PI

Oakland County - HR and Fiscal Services ERP Implementation

As Of: 3/21/2016

Return on Investment Analysis Project Summary Description Benefits/Savings: Tangible Benefits Subtotal: Cost Avoidance Subtotal: Costs: Development Services Subtotal: Hardware Subtotal: Software Subtotal: Infrastructure Subtotal Training Subtotal: Other Subtotal:

Year 1

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 2

Year 3

Year 4

Year 5

Year 6

Total

0 474,548

0 488,784

0 503,448

0 518,551

0 534,108

0 550,131

0 3,069,571

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 0

0 0 0 0 0 0

0 0 0 0 0 0

474,548 0

488,784 0

503,448 0

518,551 0

534,108 0

550,131 0

3,069,571 0

474,548 0.00%

488,784 0.00%

503,448 0.00%

518,551 0.00%

534,108 0.00%

550,131 0.00%

3,069,571

474,548 0

963,332 0

1,466,780 0

1,985,332 0

2,519,440 0

3,069,571 0

3,069,571 0

474,548 0.00%

963,332 0.00%

1,466,780 0.00%

1,985,332 0.00%

2,519,440 0.00%

3,069,571 0.00%

3,069,571 0.00% NO PAYBACK

Year Positive Payback Achieved State or Federal Mandate? Signatures: Benefits Reviewed By Project Sponsor

Date:

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

HR and Fiscal Services ERP Implementation_ROI.xls/Project Summary Date Printed: 3/22/2016 Page 1

REV: June 27, 2011

D86151PI

Oakland County - HR and Fiscal Services ERP Implementation

As Of: 3/21/2016

Return on Investment Analysis Savings Detail

Benefit/Savings Description

Project Savings Category

System that will operate among the changing technical hardware and software environments

Intangible Benefit

Reduce total cost of ownership estimated at $474,548 per year . Total includes Rimini Street Support, Oracle Licensing, Server Hardware, Server Software, and IT Labor Costs. (see Assumptions tab for detail)

Cost Avoidance

HR and Fiscal Services ERP Implementation_ROI.xls/Savings Detail Date Printed: 3/22/2016 Page 2

Budget Category/Funding Source

Unit Desc

Rate per Annual Unit Total Savings Multiplier

Units

0

ANN

1

474,548

474,548 0 0 0 0 0 0 0 0 0 0 0 0 0

1.030

REV: June 27, 2011

D86151PI

Oakland County - HR and Fiscal Services ERP Implementation

As Of: 3/21/2016

Return on Investment Analysis Savings Detail Affects Project ROI? Benefit/Savings Description

Project Savings Category

System that will operate among the changing technical hardware and software environments

Intangible Benefit

Reduce total cost of ownership estimated at $474,548 per year . Total includes Rimini Street Support, Oracle Licensing, Server Hardware, Server Software, and IT Labor Costs. (see Assumptions tab for detail)

Cost Avoidance

HR and Fiscal Services ERP Implementation_ROI.xls/Savings Detail Date Printed: 3/22/2016 Page 3

Y1 Y2 Y3 Y4 Y5 Y6

x

x

x

x

x

x

Potential Savings Extensions Y1

Y2

Y3

Y4

Y5

Y6

474,548.00

488,784.44

503,447.97

518,551.41

534,107.95

550,131.19

REV: June 27, 2011

D86151PI

Oakland County - HR and Fiscal Services ERP Implementation

As Of: 3/21/2016

Return on Investment Analysis Savings Summary Benefit/Savings Description Tangible Benefit:

Year 1

Year 2

Year 3

Year 4

Year 5

Year 6

Total

Tangible Benefits Subtotal: Cost Avoidance: Reduce total cost of ownership estimated at $474,548 per year . Total includes Rimini Street Support, Oracle Licensing, Server Hardware, Server Software, and IT Labor Costs. (see Assumptions tab for detail)

Cost Avoidance Subtotal:

474,548

488,784

503,448

518,551

534,108

550,131

3,069,571

474,548

488,784

503,448

518,551

534,108

550,131

3,069,571

474,548

488,784

503,448

518,551

534,108

550,131

3,069,571

Intangible Benefit: System that will operate among the changing technical hardware and software environments

Savings Total:

HR and Fiscal Services ERP Implementation_ROI.xls/Savings Summary Date Printed: 3/22/2016 Page 4

REV: June 27, 2011

D86151PI

Oakland County - HR and Fiscal Services ERP Implementation

As Of: 3/21/2016

Return on Investment Analysis Cost Detail Affects Project RO Cost Description IT Hours - New Development PeopleSoft Research Phase 1 IT Hours - New Development PeopleSoft Research Phase 2 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

Budget Category/Funding Source

Unit Desc

Units

Rate per Unit

Total Cost

Development Svcs

#DIV/0!

14,978

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

#DIV/0! 122 122

400

80,133 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

21,372

0

Infrastructure

HR and Fiscal Services ERP Implementation_ROI.xls/Cost Detail Date Printed: 3/22/2016 Page 5

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

8,000 360 335

Annual Multiplier

Y1 Y2 Y3 Y4 Y5

REV: June 27, 2011

D86151PI

Oakland County - HR and Fiscal Services ERP Implementation

As Of: 3/21/2016

Return on Investment Analysis Cost Detail Affects Project RO Project Cost Category

Cost Description Oracle Enterprise Per Processor - Year 2 and Beyond Infrastructure

Unit Desc

Units

Rate per Unit

Total Cost

3,432

0

4,725

0

946

0

Infrastructure

19,693

0

Infrastructure

3,939

0

Infrastructure

3,506

0

Infrastructure

701

0

Infrastructure

13,180

0

Infrastructure Infrastructure Infrastructure Infrastructure Infrastructure Infrastructure Infrastructure Training Training

2,635 845

0 0 0 0 0 0 0 0 0

MS SQL Server Standard Per Processor Includes Year 1 Maintenance Infrastructure MS SQL Server Standard Per Processor - Year 2 and Beyond Infrastructure 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

Budget Category/Funding Source

HR and Fiscal Services ERP Implementation_ROI.xls/Cost Detail Date Printed: 3/22/2016 Page 6

180

Annual Multiplier

Y1 Y2 Y3 Y4 Y5

REV: June 27, 2011

D86151PI

Oakland County - HR and Fiscal Services ERP Implementation

As Of: 3/21/2016

Return on Investment Analysis Cost Detail OI? Cost Description IT Hours - New Development PeopleSoft Research Phase 1 IT Hours - New Development PeopleSoft Research Phase 2 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

HR and Fiscal Services ERP Implementation_ROI.xls/Cost Detail Date Printed: 3/22/2016 Page 7

Project Cost Category

Y6

Potential Cost Extensions Y1

Y2

Y3

Y4

Y5

Y6

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

REV: June 27, 2011

Oakland County - HR and Fiscal Services ERP Implementation

D86151PI

As Of: 3/21/2016

Return on Investment Analysis Cost Detail OI? Cost Description

Project Cost Category

Y6

Potential Cost Extensions Y1

Y2

Y3

Y4

Y5

Y6

Oracle Enterprise Per Processor - Year 2 and Beyond Infrastructure MS SQL Server Standard Per Processor Includes Year 1 Maintenance Infrastructure MS SQL Server Standard Per Processor - Year 2 and Beyond Infrastructure 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

HR and Fiscal Services ERP Implementation_ROI.xls/Cost Detail Date Printed: 3/22/2016 Page 8

Infrastructure Infrastructure

Infrastructure Infrastructure

Infrastructure Infrastructure Infrastructure Infrastructure Infrastructure Infrastructure Infrastructure Infrastructure Training Training

REV: June 27, 2011

D86151PI

Oakland County - HR and Fiscal Services ERP Implementation

As Of: 3/21/2016

Return on Investment Analysis Cost Summary Cost Description Development Services:

Year 1

Year 2

Year 3

Year 4

Year 5

Year 6

Total

Development Services Subtotal: Hardware:

Hardware Subtotal: Software:

Software Subtotal: Infrastructure:

Infrastructure Subtotal Training:

Training Subtotal: Other:

Other Subtotal: Costs Total:

HR and Fiscal Services ERP Implementation_ROI.xls/Cost Summary Date Printed: 3/22/2016 Page 9

REV: June 27, 2011

D86151PI

Oakland County - HR and Fiscal Services ERP Implementation

As Of: 3/21/2016

Return on Investment Analysis Assumptions Assumption Description Date 17-Apr-14 PeopleSoft estimated annual costs are $474,548 Rimini support - $270,266 Oracle license - $12,844 = (21,372 year 1 + ((3432 * 5 for years 2-6) / 6 years) * 2 servers Server HW & SW - $3,698 = ((8,000 + 360 + 335) / 6 years) + 400 rack mount * 2 servers Labor for 2013 - $187,740 = 126,648 customer support + 2,646 system maintenance + 21,590 planned maintenance + 17,092 HRMS enhancements + 19,764 Payroll enhancements)

HR and Fiscal Services ERP Implementation_ROI.xls/Assumptions Date Printed: 3/22/2016 Page 10

REV: June 27, 2011