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  • Oakland County Department of Information Technology

    Project Scope and Approach

    Project Name: EDCA Digital Marketing Program Project ID: DE6191DM

    Form Rev. 05/08/2012 Page 1 Project Rev. 8/31/2016

    Leadership Group: Finance Admin Department: Economic Development & Community Affairs

    Division: Economic Development & Community Affairs

    Project Sponsor: Irene Spanos

    Date Requested: 3/15/2016

    PM Customer No. 191

    Request Type: New Development Enhancement Customer Support

    Planned System Maintenance or Upgrade

    IT Team Name: eGovernment

    IT Team No: E

    Project Manager/Leader: Kaitlin Keeler Account Number:

    95600

    Account Description:

    PEDS Cust/System Support

    Customer Name:

    EDCA

    Grant Funded? Yes No

    Mandate? Yes No Mandate Source:

    Project Goal To create and implement a digital marketing program so that the most qualified applicants participate in the MI Great Artist™ and Oakland County Executive’s Elite 40 Under 40™ Program. Business Objective 1 Support the Oakland County Executive’s Initiatives, MI Great Artist™, and Oakland County Executive’s Elite 40 Under 40™. Identify, connect and integrate a younger demographic into various county programming through the Elite 40 program. Showcase the creative community as an important part of the Oakland County’s quality of life through the MI Great Artist™ program.

    Major Deliverables  Detailed Project Plan  Manage Digital Aspects of the EDCA Digital Marketing Programs

    o 2016 MI Great Artist™ o 2017 Oakland County Executive’s Elite 40 Under 40™ o 2017 MI Great Artist™ o 2018 Oakland County Executive’s Elite 40 Under 40™

     Digital Media Plan (DMP)  Support and management of contest portal  Report on results of each initiative  Support Advantage Oakland brand on social media efforts

  • Oakland County Department of Information Technology

    Project Scope and Approach

    Project Name: EDCA Digital Marketing Program Project ID: DE6191DM

    Form Rev. 05/08/2012 Page 2 Project Rev. 8/31/2016

    Approach

     Find, connect, and engage with target market  Coordinate digital communications (website, social, graphics)  Create and publish content through digital channels  Create and implement public voting campaign  Support and manage contest portal vendor  Configure contest portal  Participate and present at internal program committee meetings  Provide and advise on analytics / reporting

    Business Objective 2 Select and implement a contest portal solution to support Oakland County quality of life online contest initiatives. Major Deliverables

     Write RFP document  Distribute RFP  Review RFP responses  Select vendor(s)  Determine IT Labor cost  Prepare total project cost for solution(s)  Contract selected vendor(s)

    Approach  Write RFP document  Formulate and distribute RFP to potential vendors  Perform technical review of products  Evaluate/score responses  Select vendor and solution  Determine IT Labor cost with selected vendor(s)/solution(s) for integrations,

    where appropriate  Prepare and present total implementation costs  Work as liaison between Corporation Counsel and selected vendor to negotiate

    and obtain a signed contract for services. Research & Analysis Gartner Research Recommendation – Conducted, Nothing Found

    NACo Application Store – Conducted, Nothing Found

    Benefits See Return on Investment (ROI) Analysis Document

  • Oakland County Department of Information Technology

    Project Scope and Approach

    Project Name: EDCA Digital Marketing Program Project ID: DE6191DM

    Form Rev. 05/08/2012 Page 3 Project Rev. 8/31/2016

    Impact Number of Users Public Divisions EDCA Leadership Groups Finance Admin

    Risk Business Environment Low – Little or no impact Technical Environment Low - Proven and previously implemented technologies.

    Assumptions Staffing IT Staffing: resources will be available for the hours indicated per the project

    plan. Other Staffing: additional staffing will be available as follows:

    Role: Name Hours per Day Project Sponsor Irene Spanos As Needed

    Subject Matter Expert Kristie Zamora As Needed

    Graphic Design Support Pam Tremble As Needed

    Facilities

     Technical

     Utilize currently existing website, email and social media accounts and profiles

     Configure and implement contest portal for each initiative, re-purposing as many

    processes and forms from previous years contests that are applicable

    Funding

     EDCA to provide $75k per year. IT to fund any remaining cost on project.

  • Oakland County Department of Information Technology

    Project Scope and Approach

    Project Name: EDCA Digital Marketing Program Project ID: DE6191DM

    Form Rev. 05/08/2012 Page 4 Project Rev. 8/31/2016

    Other

     EDCA will retain the current online contest portal throughout their contract and will go

    out to RFP before the current contract ends

    Priority

    Constraints  Current contest portal is not mobile enabled

    Exclusions

     Applicant vetting and background checks

     Judging and scoring of applicants

     Communication with participants, beyond technical support

     Judge selection / communication

     Digital marketing activities after quality of life initiatives winner/finalists are announced

  • Oakland County Department of Information Technology

    Project Scope and Approach

    Project Name: EDCA Digital Marketing Program Project ID: DE6191DM

    Form Rev. 11/05/2015 Page 5 Project Rev. 8/31/2016

    PROJECT PHASE AUTHORIZATION

    Phase(s): ALL Total Estimated Application Services Hours: 1,521 Cost: $208,978 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: 1,521 Cost: $208,978 Preliminary Estimated Development for Future Phases Hours: Cost: Grand Total Estimated Development Hours: 1,521 Cost: $208,978

  • Oakland County Department of Information Technology

    Project Scope and Approach

    Project Name: EDCA Digital Marketing Program Project ID: DE6191DM

    Form Rev. 11/05/2015 Page 6 Project Rev. 8/31/2016

    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

    DE6191DM - EDCA Digital Marketing Program

    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

    expand 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 management strategies

    3.3.6 - Adopt an enterprise architecture approach to tech

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