IT Governance Business Case
City Phone System Upgrade
Mandatory Compliance Technology Solutions
Project Introduction
• PROJECT: City Phone System Upgrade
• DEPARTMENT: Technology Solutions
• OBJECTIVE: To align our current phones system to be compliant to the hardware and software that is required in order to receive support.
• Extend the phone system life for another 5 years
• BENEFITS:
• Upgrades to outdated the City of Durham's phone hardware and software
• STAKEHOLDERS:
• All City employees
2
Background
For our current IT assets
• The current phone system was implemented in 2015
• Our current phone systems is built on the CISCO VOIP platform
• Original value was over $800000 which included servers and phones
• Phone System Refresh- According to TS hardware replacement SOP, all hardware needs to be evaluated for replacement every 5 years
• Hardware replacement is forecasted within the 10 year CIP plan
Current State
For the current state
• The current hardware is 5 years old and needs to be replaced to stay in compliance
• Extend life another 5 years
Desired Business Value
City of Durham’s Strategic Plan Goal: Sustainable, natural, and built environment
• Increased protection and sustainability of the City of Durham’s voiceover IP phone systems with existing functionality
• Maintain robust support for the current systems
Future State Benefits
• Maintain a phones system that is compliant to security and support industry requirements
Recommended Solution and Analysis
Solution 1: Upgrade Cisco VOIP Phone System
Description
This will provide upgrades to the Cisco VOIP Phone System
Pros
• Maintain the phone system functionality, security, and support
• The City does not require additional phone system functionality
Cons
Financial Estimate
*Total Project Funding Requested (External), includes External Year 1 Run Costs and Non-Labor
COST ESTIMATES FUNDING Description Year 1 Costs (Hours) Annual Run Costs (Hours)/ KTLO Departmental Funding Amount: $0 Labor $ (Hours) Internal TS: 0 hours 0 hours Funding Requested (Y/N): Y Business Analysis 0 hours 0 hours TS Services 0 hours 0 hours Project One Time Costs $140,400 TS PMO 0 hours 0 hours Project Run Cost (External) $50,000 Internal Department: Public Affairs and all other departments 0 hours 0 hours *Total Project Funding Requested for Year 1 $140,000 External: $0 $0 (0 hours) *Recurring Costs $0 Cloud storage expansion $0,000 $0 (0 hours) Phone System Refresh $140,400 $0 (0 hours) Power Infrastructure Refresh $0,000 $0 (0 hours) Non-Labor $ Hardware: $0 $0 Software: $0 $0 Other: $0 $0
Our Ask
We are asking to approve the City Phone System Upgrade for submission to the City Manager for approval and funding through the BMS department.