Enterprise Email Cost Collection Workbook Guidelines (DOC)

208 views
180 views

Published on

Published in: Technology, Business
0 Comments
1 Like
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total views
208
On SlideShare
0
From Embeds
0
Number of Embeds
0
Actions
Shares
0
Downloads
5
Comments
0
Likes
1
Embeds 0
No embeds

No notes for slide

Enterprise Email Cost Collection Workbook Guidelines (DOC)

  1. 1. GUIDELINES FOR COST DATA COLLECTION WORKBOOK FOR ENTERPRISE E-MAIL TEMPLATE Public Records and Confidentiality Statement: Please note that information provided in this survey is subject to disclosure in terms of Chapter 119. We require that you identify all information that is confidential or exempt before submitting responses to AEIT by highlighting confidential and/or exempt information and providing a comment that includes a statutory citation for any redaction. OVERVIEW In Florida, agency e-mail systems are decentralized. This decentralization results in limited interoperability (no common global address list, inability to see user’s calendar availability amongst agencies) between e-mail systems and ownership costs that vary widely. State and federal regulations, business and availability requirements are largely common amongst state agencies, however these needs are approached differently with limited inter-agency coordination. Additionally, no universal naming convention for easy identification of e-mail addresses currently exists. FS 282.34 establishes as an enterprise information technology service (as defined in s. 282.0041), a state e-mail system that includes the service delivery and support for an e- mail, messaging, and calendaring service. The service shall be designed to meet the needs of all executive branch agencies and reduce the current cost of operation and support. The AEIT shall develop a plan for the establishment of the e-mail system. This template is designed to collect the cost data associated with the components that may be included in the enterprise e-mail solution. GOAL The goal of this project is to develop a plan for the establishment of a statewide e-mail system that will result in the reduction of the combined (or overall) cost to the State of Florida. The Southwood Shared Resource Center, a primary data center, shall be the provider of the statewide e-mail system. The center shall centrally host, manage, and operate the e-mail system. The product of this project will be a proposed plan for the establishment of the electronic mail system submitted to the Governor, the President of the Senate, and the Speaker of the House of Representatives. By December 31, 2009, the Agency for Enterprise Information Technology shall submit the proposed plan for the establishment of the electronic mail system to the Governor, the President of the Senate, and the Speaker of the House of Representatives. The data provided through this template will be used to complete cost comparisons and analysis for an internally hosted system option, an externally sourced system option, and, if necessary, a combinded in-house and externally sourced option. Page 1 of 18 August 2009
  2. 2. GUIDELINES FOR COST DATA COLLECTION WORKBOOK FOR ENTERPRISE E-MAIL TEMPLATE The cost-benefit analysis will estimate all major cost elements associated with each sourcing option, including the nonrecurring and recurring costs of each option. The analysis will also include a comparison of the total cost of each enterprise e-mail sourcing option and the total cost of existing e-mail services in order to determine the level of savings that can be expected. The plan must include cost data for: • Estimated expenditures for each state agency associated with e-mail costs for the 2009-2010 fiscal year. • Identification of any existing e-mail infrastructure that should be considered for reuse. SUBMISSION INSTRUCTIONS All Executive agencies must complete and submit a Cost Data Collection Workbook. DATA CLARIFICATION User Provisioning Services: include resources and costs for functions that are associated with supporting e-mail users and will most likely remain with the agencies. These tasks should not be duplicated in other categories in the Cost Data Collection Workbook. Examples of ‘User Provisioning’ are as follows: 1. Create, modify, terminate, and lock active directory users/groups or e-mail accounts (this could include archive, filter, and fax accounts also) 2. Create, modify, and terminate Blackberry or Mobile Messaging accounts 3. Lock, erase, and disable Blackberry and/or mobile devices 4. Create, modify, and delete e-mail distribution lists 5. Create, modify, and delete resources 6. Create, modify, and delete contacts 7. Create, modify, and delete calendars 8. Installation and support of client software 9. Search, analyze, and retrieval of e-mail for audit, legal and public requests. Page 2 of 18 August 2009
  3. 3. GUIDELINES FOR COST DATA COLLECTION WORKBOOK FOR ENTERPRISE E-MAIL TEMPLATE 10. Level 1 Help Desk - defined as, but not limited to, assistance required for issues such as:: a. Requests associated with the above tasks (1 – 9) b. “How to” questions on the use of e-mail and blackberry features/functions 11. Integrate e-mail with collaboration tools (example Sharepoint and Outlook or Domino Mail and Domino Libraries). E-mail, Calendaring & Contact Services: include resources and costs associated with the analysis, planning, installation, configuration, support and management of the components required for sending and receiving e-mail. This would include components such as e-mail gateways and e-mail servers. This excludes the user provisioning tasks noted above. Archive, Retention, Discovery Services: include resources and costs associated with the analysis, planning, installation, configuration, support and management of the e-mail archiving system, as well as retention and discovery of the data, excluding the user provisioning tasks noted above. Disaster Recovery Services: include resources and costs associated with the analysis, planning, installation, configuration, support and management of a disaster recovery plan or service for ALL components of the e-mail system. This could be an externally hosted or in-house provided disaster recovery plan or service and would include offsite data storage. This does not include clustered resources used for assuring availability during localized server failure or maintenance. This excludes the user provisioning tasks noted above. These services provide functions associated with the development, maintenance and testing of an e-mail disaster recovery plan. Backup and Restore Services: include resources and costs associated with the analysis, planning, installation, configuration, support and management of the backup and restore functions for ALL components of the e-mail system, excluding client backups and the user provisioning tasks noted above. These services provide functions associated with, but are not limited to the:: • backup and recovery of email at the file level • backup and recovery of email all messages • backup and recovery of email a specific e-mail message • backup and recovery of email by mailbox • backup and recovery of email by time Page 3 of 18 August 2009
  4. 4. GUIDELINES FOR COST DATA COLLECTION WORKBOOK FOR ENTERPRISE E-MAIL TEMPLATE Security, Anti-virus, and Filtering Services include resources and costs associated with the analysis, planning, installation, configuration, support and management of the security, anti-virus, and e-mail filtering for ALL components of the e-mail system, excluding user provisioning tasks noted above. These services provide functions associated with, but are not limited to: • Pre-emptive e-mail virus protection (scanning prior to delivery at the e-mail server). • Pre-emptive e-mail content filtering. • Retrieval of quarantined messages by users. • Whitelist/blacklist senders by domain or IP address. • Block or allow e-mail based on multiple message attributes. • Integrate message hygiene (antispam/antivirus) with LDAP. • Create and monitor message hygiene (antispam/antivirus) statistical reports. • Encryption of e-mail • Adding digital signatures to e-mail • Protecting outbound e-mail gateways. Remote Access / Mobile Messaging Services include resources and costs associated with the analysis, planning, installation, configuration, support and management of the components required for remote access and mobile messaging. This excludes the user provisioning tasks noted above. These services provide functions associated with, but are not limted to: Access to e-mail by secure web or client. (Calendar, Address book, Ability to send and receive). • Access to e-mail with BlackBerry services using BlackBerry server. • Access to e-mail with non-BlackBerry mobile data devices (Smart Phone, ActiveSync, Intellsync or other). • Access to e-mail archive remotely. Page 4 of 18 August 2009
  5. 5. GUIDELINES FOR COST DATA COLLECTION WORKBOOK FOR ENTERPRISE E-MAIL TEMPLATE • Ability to use of wireless service with GIS. • Access to mailbox and components via a web browser over a secure (encrypted) connection. Additional E-mail Services: include resources and costs associated with the analysis, planning, installation, configuration, support and management of the components required for services associated with the additional e-mail functions stated below. If you have additional services other than what is listed, please indicate those services in the footnote area. This excludes the user provisioning tasks noted above. • Unified Messaging (fax and voice integration) • Sending/receiving e-mails within workflow applications. • Leveraging e-mail address books to support workflow. • Using List Server option for internal and external publishing of information (report subscriptions). • Integrating directory services with other complimentary external systems for a unified client experience. COMPONENTS OF COST DATA COLLECTION COST WORKBOOK This document provides the guidelines for completing the following spreadsheets that make up the Cost Data Collection Workbook: 1. Summary Cost Spreadsheet (Tab 1) 2. FY 2009-2010 Personnel Detail Spreadsheet (Tab 2) 3. Agency Cost Spreadsheets by E-Mail Function (Tabs 3-10 & 17) 4. FY 2009-2010 Cost Breakdown by Funding Categories Spreadsheet (Tab 18) Additionally, Tab 19 includes an example of an organizational chart, and the minimal data elements required for the identified email support positions that agencies must also submit (as a separate file) with their completed workbook. Page 5 of 18 August 2009
  6. 6. GUIDELINES FOR COST DATA COLLECTION WORKBOOK FOR ENTERPRISE E-MAIL TEMPLATE To assure an accurate analysis of costs and projected savings, it is important that each agency accurately submit e-mail related resources, costs and service level requirements. GUIDELINES FOR COMPLETING THE SUMMARY COST SPREADSHEET (TAB 1) and the AGENCY COST SPREADSHEETS BY E-MAIL FUNCTION (TABS 3-10 & 17) For each of the identified e-mail services, an Agency Cost Spreadsheet has been provided (Tabs 3-10 & 17). These spreadsheets provide the basis for certain data fields in the Summary Cost Spreadsheet (Tab 1). It is recommended that agencies start with the Agency Cost Spreadsheets by e-mail service and complete these spreadsheets which will be automatically totaled and populated into the corresponding data fields in the Summary Cost Spreadsheet. The Summary Cost Spreadsheet includes additional fiscal years (not included in the Agency Cost Spreadsheets) to be used for validating and leveling costs. The structure of the Cost Data Collection Workbook has been locked and password protected without the ability to insert or delete any rows, columns, or worksheets. There are some cells in the workbook that are automatically calculated and therefore locked and require no agency input or edit. More specific information on these locked cells is provided in the guidelines (below) for completing the various sheets. A. Description of Required Cost Elements & Corresponding Agency Assets & Resources 1. Personnel (Row I) This cost element includes three cost components that identify the aggregate number of Full Time Equivalent (FTE) state positions, Other Personnel Service Page 6 of 18 August 2009
  7. 7. GUIDELINES FOR COST DATA COLLECTION WORKBOOK FOR ENTERPRISE E-MAIL TEMPLATE (OPS) positions, and Contractor positions (staff augmentation) allocated to providing your agency’s e-mail services. This is an aggregate number of all personnel assigned on a full- or part-time basis and should include those personnel performing management and administrative functions only on tab 17. To identify the costs, the agency will need to identify the number of personnel units estimated to be needed for FY 2009-2010. For example, the value entered in the “Units” column for Personnel costs reflects the number of State FTE or OPS positions allocated to providing enterprise e-mail services. The three subcategories for the Personnel Cost Element include: a. FTE positions - should reflect the total number of FTE positions, both filled and vacant, allocated to providing your agency’s e-mail services. When completing the Fiscal Year Cost Columns, the cost for filled positions should be the actual cost of salaries and benefits; for vacant positions the cost should include the salaries and benefits as appropriated in the General Appropriations Act. NOTE: If a staff resource is partially allocated to provide your agency’s e-mail services (See the Data Clarification Section above), estimate the percent of time devoted, rounding to the nearest .25 FTE. b. OPS positions – should reflect the full- or part-time OPS positions, both filled and vacant, that are needed to providing your agency’s e-mail services (See the Data Clarification Section above). The cost amount should include the amount appropriated in the General Appropriations Act. NOTE: The units and associated costs in Rows VII-1 to VII-3 in the Administrative Overhead Cost Element are locked, because these values are automatically calculated based on the number of personnel units entered in Rows I-1 and I-2. c. Contractor positions – should reflect the number of positions, both filled and vacant, that are needed to provide your agency’s e-mail services (See the Data Clarification Section above) and used to augment existing FTE and OPS staff on a full- or part-time basis. Contractor positions are not paid from the state payroll system. The cost amount should include the amount appropriated in the General Appropriations Act. 2. Production Hardware In Support of E-mail Services (Row II) Page 7 of 18 August 2009
  8. 8. GUIDELINES FOR COST DATA COLLECTION WORKBOOK FOR ENTERPRISE E-MAIL TEMPLATE This cost element identifies the total costs of the hardware currently supporting your agency’s e-mail services (See the Data Clarification Section above). To identify the total costs, the agency will need to also identify the number of asset and resource units. Include the cost of all components used for e-mail (production only). Note that in the Summary of Costs - Tab 1, the cost of any e- mail component purchased from FY2005/06 through FY2008/09 will need to be added in the Columns F through I. Planned purchases for FY2010/11 and FY 2011/12 will need to be added in Columns C and E on Summary of Costs - Tab 1. If an agency is using equipment for e-mail that was purchased before FY2005/06, please note the component type (storage, servers, and telecommunications) and the count. If a component is shared with applications other than e-mail, calculate a percentage of the cost that reflects the utilization percentage of the e-mail portion of the component. Please add a footnote to describe this. a. Servers - includes the number of physical mainframe platforms, UNIX, or Linux servers, other mid-range servers, and Intel-based servers the agency has purchased or leased. A physical server is a computer on a network that manages network based resources, e.g., email, gateway, archive servers, database servers. When a physical server is running virtualization software, it may contain multiple local servers. A logical server is an instance of an operating system that runs on a partition of a physical server. Agencies should indicate the number of physical servers which are running virtualization software as well as the number of logical servers in a footnote, if partitioned or virtual servers are used. b. Servers Maintenance & Support – aligns with the server hardware identified above, focusing on identifying maintenance and support (e.g., repairs, manufacturer trouble-shooting, costs for server maintenance) associated with the server platform. c. Storage Systems – includes but not limited to disk storage, solid state “disk”, DASD, tape storage, and storage area network (e.g., optical storage). d. Telecommunication Equipment – includes but not limited to routers, switches, network hubs, remote access equipment, and mainframe communication equipment. Page 8 of 18 August 2009
  9. 9. GUIDELINES FOR COST DATA COLLECTION WORKBOOK FOR ENTERPRISE E-MAIL TEMPLATE e. Other Hardware – is available for the agency to identify any other hardware assets that may not be included in the other cost components. 3. Production Software - Supporting E-mail Services (Row III) This Cost Element identifies any software purchases or leases, and maintenance of support costs residing on equipment supporting your agency’s production e- mail services (See the Data Clarification Section above). In the Footnote Section, please note the type of software that is included in this item along with the version, purchase method – bundled, enterprise agreement, site license or individual licenses and the number of licenses Domino Server V 1.0 per CPU license (3) or Exchange Server Enterprise V 2003 Enterprise Agreement (2). The software should include: a. Operating systems for all platforms – mainframes, mid-range servers, and Intel-based servers. b. Primary applications1 – applications enabling your agency’s e-mail and related e-mail services (such as e-mail filtering and archive software licenses). These applications have either been custom-built or utilize commercially-available software such as Exchange Server, Outlook, or Lotus Notes Server and Lotus Notes client. c. Other – is available for the agency to identify any other software assets that may not be included in the other cost components (such as monitoring/reporting software for e-mail). d. Information on client access licenses (CAL) is requested in the footnote area. Please include the type of CAL, the version, the number of CALs as well as whether or not you have maintenance on those CALs. 4. Development and Test Hardware In Support of E-mail Services (Row IV) This cost element identifies the total costs of the hardware currently supporting your agency’s development and test e-mail environment (See the Data Clarification Section above). To identify the total costs, the agency will need to also identify the number of asset and resource units. Include the cost of all components used for e-mail. Note that in the Summary of Costs – Tab 1, the cost of any e-mail component purchased from FY2005/06 through FY2008/09 1 Excludes application development. Page 9 of 18 August 2009
  10. 10. GUIDELINES FOR COST DATA COLLECTION WORKBOOK FOR ENTERPRISE E-MAIL TEMPLATE will need to be added in the Columns F through I. Planned purchases for FY2010/11 and FY 2011/12 will need to be added in Columns C and E on Summary of Costs - Tab 1. If an agency is using equipment for e-mail that was purchased before FY2005/06, please note the component type (storage, servers, and telecommunications) along with the model and the count. If a component is shared with applications other than e-mail, calculate a percentage of the cost that reflects the utilization percentage of the e-mail portion of the component. Please add a footnote to describe this. a. Servers - includes the number of physical mainframe platforms, UNIX, or Linux servers, other mid-range servers, and Intel-based servers the agency has purchased or leased. A physical server is a computer on a network that manages network based resources, e.g., email, gateway, archive servers, database servers. When a physical server is running virtualization software, it may contain multiple local servers. A logical server is an instance of an operating system that runs on a partition of a physical server. Agencies should indicate the number of physical servers which are running virtualization software as well as the number of logical servers in a footnote, if partitioned or virtual servers are used. b. Servers Maintenance & Support – aligns with the server hardware identified above, focusing on identifying maintenance and support (e.g., repairs, manufacturer trouble-shooting, costs for server maintenance) associated with the server platform. c. Storage Systems – includes but not limited to disk storage, solid state “disk”, DASD, tape storage, and storage area network (e.g., optical storage). d. Telecommunication Equipment – includes but not limited to routers, switches, network hubs, remote access equipment, and mainframe communication equipment. e. Other Hardware – is available for the agency to identify any other hardware assets that may not be included in the other cost components. 5. Development and Test Software - Supporting E-mail Services (Row V) Page 10 of 18 August 2009
  11. 11. GUIDELINES FOR COST DATA COLLECTION WORKBOOK FOR ENTERPRISE E-MAIL TEMPLATE This Cost Element identifies any software purchases or leases, and maintenance of support costs residing on equipment supporting your agency’s development and test e-mail environment (See the Data Clarification Section above). In the Footnote Section, please note the type of software that is included in this item along with the version, purchase method – bundled, enterprise agreement, site license or individual licenses and the number of licenses, such as Domino Server V 1.0 per CPU license (3) or Exchange Server Enterprise V 2003 Enterprise Agreement (2). The software should include: a. Operating systems for all platforms – mainframes, mid-range servers, and Intel-based servers. b. Primary applications2 – applications enabling your agency’s e-mail and related e-mail services (such as e-mail filtering and archive software licenses). These applications have either been custom-built or utilize commercially-available software such as Exchange Server, Outlook, or Lotus Notes Server and Lotus Notes client. c. Other – is available for the agency to identify any other software assets that may not be included in the other cost components (such as monitoring/reporting software for e-mail). d. Information on client access licenses (CAL) is requested in the footnote area. Please include the type of CAL, the version, the number of CALs as well as whether or not you have maintenance on those CALs. 6. Contracted Services or External Service Providers Supporting E-Mail Services (Row VI) This Cost Element includes the total amount of current and projected billings for the e-mail services provided by a primary data center or external service provider; applicable contract amounts for disaster recovery services for agency e-mail system(s); and any other applicable contracted e-mail services and/or external e-mail service provider costs. Indicate in the Footnote area what services are contracted (e.g. Sungard for e-mail DR, Iron Mountain for offsite e- mail backup tape storage, SSRC/NSRC for e-mail services) 2 Excludes application development. Page 11 of 18 August 2009
  12. 12. GUIDELINES FOR COST DATA COLLECTION WORKBOOK FOR ENTERPRISE E-MAIL TEMPLATE Do not duplicate resource costs included in other rows. If all costs are included in rates paid to a primary data center or external service provider, only input those costs in this row. 7. Administrative Overhead (other personnel & facility related costs) Supporting E-Mail Services (Row VII) This Cost Element includes the other personnel- and facility-related costs not captured in the Personnel Cost Element. NOTE: The number of units entered into the Personnel Cost Element will be automatically populated into the number of units for Recurring FTE Standard Expense and Recurring Standard HR Assessments. Additionally, this Cost Element also involves identifying the proportion share of the agency data center/computer room and office space that support the resources associated with the provision of your agency’s e-mail services. 8. Other – Supporting E-mail Services (Row VIII) This Cost Element includes any “other” agency cost(s) that is not specifically included in the other identified Cost Elements, for example any applicable training, travel, and supplies. Since this Cost Element could be used to identify a wide range of expenses, please use the Footnotes to clearly describe and itemize these costs. B. Description of Footnote Column This is the number of the footnote line that provides necessary clarification or explanation for the corresponding Cost Element. Whenever more detail is required, that information should be provided in the Footnote section (at the bottom of the worksheet) along with the corresponding footnote number. Footnotes should be used to document assumptions and provide details on what the agency is including within the Cost Element rows. Since this is a Microsoft Excel worksheet, text for footnotes is limited to a total of 1024 characters. If more space is required to thoroughly describe the footnote, additional footnotes can be provided in a separate attachment or spreadsheet that should be clearly Page 12 of 18 August 2009
  13. 13. GUIDELINES FOR COST DATA COLLECTION WORKBOOK FOR ENTERPRISE E-MAIL TEMPLATE identified as supplemental information. C. Required Fiscal Years (Columns A through J – Excluding Columns B & D which are hidden because they are not used for this data collection effort) The basis for the figures entered in Column A of the Agency Cost Spreadsheets by E-Mail Function and Columns A, C, and E in the Summary Cost Spreadsheet – Tab 1 is the LAS/PBS Columns G64 minus G65; which represents an agency’s recurring base budget funding amount. NOTE: If an agency is currently using (FY 2009-2010) or plans to use/request (FY 2010-2011 and FY 2011-2012) non- recurring funds to pay for a certain Cost Element, the agency should insert that amount in Row X and use a footnote to provide the specific detail. NOTE: Column A on the Summary Cost Spreadsheet is automatically calculated by totaling the data provided for this column in the Agency Cost Spreadsheets by Enterprise E-mail Function. 1. Column A – FY 2009-2010 Estimated Allocation of Recurring Base Budget. For the Agency Cost Spreadsheets by Enterprise E-mail Services spreadsheets, estimate the total funding from its FY 2009-2010 recurring base budget (based on LAS/PBS Columns G64 minus G65) that is expected to be allocated for each Cost Element in order to fully operate, manage, maintain, and upgrade the agency’s resources required to provide your agency’s e-mail services. For the Summary Cost Spreadsheet – Tab 1, the unit columns for FY 2009-2010 and all cells in Column A are locked, because the number of units and Column A costs identified in the Agency Cost Spreadsheets by Enterprise E-Mail Services will be automatically totaled and populated into these data fields. NOTE: The value amounts for rows VII-1 through VII-3 are locked and have been automatically populated with the following amounts identified/authorized in the FY 2010-2011 LBR Instructions: (a) $6,549 FTE Recurring Standard Expense, $401 HR Assessment for FTE, and $133 HR Assessment for OPS. 2. Column C – FY 2010-2011 Estimated Allocation of Recurring Base Budget for Enterprise E-mail Services. Identify the total funding from projected FY 2010-2011 recurring base budget (based on LAS/PBS Columns G64 minus G65) that is expected to be allocated for each Cost Element in order to fully operate, manage, maintain, and upgrade the agency’s resources required to provide your agency’s e-mail services. Page 13 of 18 August 2009
  14. 14. GUIDELINES FOR COST DATA COLLECTION WORKBOOK FOR ENTERPRISE E-MAIL TEMPLATE 3. Column E – FY 2011-2012 Estimated Allocation of Recurring Base Budget for E-mail Services. Identify the total funding from projected FY 2011-2012 recurring base budget (based on LAS/PBS Columns G64 minus G65) that is expected to be allocated for each Cost Element in order to fully operate, manage, maintain, and upgrade the agency’s resources required to provide your agency’s e-mail services. 4. Columns F through I – FY 2008-2009 through FY 2005-2006 Itemized Recurring/Non-Recurring Expenditures. Identify recurring and non-recurring itemized expenditures that were allocated to provide your agency’s e-mail services. To complete these columns, the agency may be able to use some data from LAS/PBS; however, for the majority of the costs, agencies will need to provide estimates of their operational expenditures. 5. Column J – 5-Year Average FY 2005-2006 to FY 2009-2010. This column automatically calculates the five year average and requires no input from the agency. GUIDELINES FOR COMPLETING THE PERSONNEL DETAIL SPREADSHEET The Personnel Detail Spreadsheet requires agencies to provide more detailed information about the FY 2009-2010 personnel resources assigned to support your agency’s e-mail services. This spreadsheet will assist in developing recommendations for staffing in support of an enterprise e-mail service solution. The agency must complete the table that provides additional detail for each FTE, OPS, and Contractor position. The purple headers in the table indicate columns for agency data entry. The green header columns are automatically-calculated and require no agency input. Page 14 of 18 August 2009
  15. 15. GUIDELINES FOR COST DATA COLLECTION WORKBOOK FOR ENTERPRISE E-MAIL TEMPLATE The information above the table identifies the Total Personnel Cost for FY 2009-10 from Column A of the Summary Cost Spreadsheet (cell H6). The information below the table identifies the personnel totals from each Agency Cost Spreadsheet by Enterprise E-mail Service. The information above and below the table serves as a validation function to ensure that the agency data reconciles to the totals from all the personnel data identified in the other sheets. No input from the agency is required for these fields. A. E-Mail Function Org Chart ID # Column Each agency is required to submit, as a separate document, the applicable IT- related organizational chart(s) that clearly identifies where the Personnel identified in the FY 2009-2010 Personnel Detail Spreadsheet are located within the agency’s structure. For each of these positions, to include Contractor positions, the agency should assign a unique organizational chart ID number. This number should be included on the appropriate organizational chart as well as in the E-Mail Function Org Chart ID # Column. This will allow the AEIT, SSRC, the OPB, and the Legislature to more easily track the personnel positions identifiedon the Cost Spreadsheet to the agency’s organizational chart(s). B. Position Title Column Insert the current position title for each personnel position. This is the position title included on the agency’s IT-related organizational chart(s). Provide a title for all personnel, including OPS and Contractors. C. Annual Cost Column For each staff position identified, this column should reflect the total annual cost based upon the portion of that staff position’s time spent performing one or several of the e-mail service responsibilities. For example, if a FTE position devotes 100% of his/her work time performing one or several of the e-mail responsibilities, then the total annual cost of that FTE would be 100% of his/her salary and benefits. Likewise, if only 40% of a FTE position is spent performing one or several of the e- mail responsibilities, then the total annual cost of that FTE would be 40% of his/her salary and benefit. For any vacant positions, the annual cost should include the amount appropriated in the General Appropriations Act for the position. The total Page 15 of 18 August 2009
  16. 16. GUIDELINES FOR COST DATA COLLECTION WORKBOOK FOR ENTERPRISE E-MAIL TEMPLATE amount for this column should equal the total funding amount for the FY 2009-2010 Personnel Cost Element.3 D. Personnel Type Column Select either FTE, OPS, or Contracted Services from the drop-down list to identify the personnel type for each position. E. FTE/OPS Position # or IT Contractor ID # Column Provide the appropriate position number for the FTE and OPS position and the IT consulting job number for the contractor position. This position number should be the same position number included on the agency’s IT-related organizational chart(s). F. If Vacant, Enter Time Vacant Column Identify which positions, if any, are currently vacant by including the date the position became vacant (e.g., MM/YYYY) as identified in PeopleFirst. Vacant positions should be clearly labeled as vacant on the agency’s organizational chart(s). G. Primary Functional Responsibilities Column The Data Clarification Section identifies the e-mail service tasks/responsibilities associated with each e-mail service. A particular position may be responsible for several of these (i.e., backup and recovery, e-mail – calendar - contacts, and disaster recovery); however, this column is intended to identify the most important or highest priority responsibilities that must be performed by the position. Examples may include actual e-mail service responsibilities as well as administrative or management functions related to the performance of these functions, e.g., responsibilities such as personnel supervision, planning and management, budget management, or purchasing functions. H. Enterprise E-mail Services Functional Responsibility Columns 3 The Summary Cost Spreadsheet allows for partial allocation of a staff resource in the “Units in FY 2009-10” Column; therefore, the total cost amount for Row I (Personnel) in Column A (Estimated Allocation of Recurring Base Budget FY 2009-10) would reflect this partial allocation. Page 16 of 18 August 2009
  17. 17. GUIDELINES FOR COST DATA COLLECTION WORKBOOK FOR ENTERPRISE E-MAIL TEMPLATE Identify, for each position listed, the percentage of his/her time spent supporting each functional responsibility as accurately as possible and check the Data Validation Column to ensure that the agency does not exceed the amount allocated for each position. Entering the percentages in the purple columns will automatically calculate the associated amount in the green columns. I. Data Validation Columns These columns require no input by the agency; rather these automatically-calculated columns serve as a data validation function to ensure that the agency accounts for all of the staff position’s time that is allocated to one or several of the agency’s e- mail functional responsibilities. For example, if 40% of a FTE position is spent performing one or several of the e-mail service responsibilities, the data validation columns should show the full 40%. GUIDELINES FOR COMPLETING THE FY 2009-2010 COST BREAKDOWN BY FUNDING CATEGORIES SPREADSHEET The FY 2009-2010 Cost Breakdown by Funding Categories Spreadsheet requires the agency to identify the specific budget entities, program components, and appropriation categories that provide the funding for the estimated allocation of the agency’s FY 2009-2010 recurring base budget. The information above the table identifies the Total Enterprise E-mail Service Cost for FY 2009-10 from Column A of the Summary Cost Spreadsheet (cell H48). This cost is provided along with the total and percentage allocated by funding categories as a validation function to ensure that the agency accounts for 100 percent of the identified cost. No input from the agency is required for these fields. A. Columns A through D Page 17 of 18 August 2009
  18. 18. GUIDELINES FOR COST DATA COLLECTION WORKBOOK FOR ENTERPRISE E-MAIL TEMPLATE Enter the names and codes for the budget entities and the corresponding program components that provide funding for the Required Cost Elements identified in Column A of the Summary Cost Spreadsheet. These entries are required to be consistent with the LAS/PBS budget entity and program component titles and codes for your agency. B. Column E Identify the fund source to include federal trust fund (FGTF), state trust fund (STF), or general revenue (GR). C. Columns F through K Identify the amount funded by appropriation category in these columns for the budget entity and program component entered for each row. The standard appropriation categories have been provided, i.e., Salaries & Benefits, OPS, Expense, OCO, and Contracted Services. If another appropriation category funds a portion of the total amount, i.e., Special Categories, then the agency can identify that category and amount in Column K. GUIDELINES FOR SUBMISSION OF ORGANIZATIONAL CHART(S) The last part of the Enterprise E-mail Service Data Collection Cost Template is an example of the type and format of the IT-related organizational chart(s) the agency must submit, as a separate file, with its completed template. For the positions identified on the Personnel Detail tab, the organizational chart should minimally include the following components: 1. Position title 2. Position number 3. Organizational chart ID number (this is the number specifically assigned to the position and included on the Personnel Detail Spreadsheet) Page 18 of 18 August 2009

×