P
ROJECT
A
MENDMENT
R
EQUEST
MCCCD Project Amendment Request 800017 CFS R12 Upgrade
9/13/2010, Page 1
PROJECT NAME 800017 CFS R12 Upgrade
DATE 9/3/2010
CLIENT Business Services
EXECUTIVE CHAMPION George Kahkedjian, Debra Thompson PROJECT MANAGER Philip Cram
AFFECTED AREAS (please check all that apply)
Project Start Date Project End Date Development Costs Total Costs
Project Scope Proposed Technology Major Deliverables/Outcomes Roles/Responsibilities
NOTE: If there are changes in the project cost you must provide: • REVISED Funding Source: 774420 - Enterprise Applications • REVISED Funding Timeline:
o September ITC
o October Governing Board • Project Sponsor Signatures:
o George Kahkedjian o Debra Thompson
Current Recorded Dates/Costs Requested Revisions to Dates/Costs
Start Date 10/2009 End Date 3/2011 Development Cost ($000) Total Cost ($000) $530,000
Start Date End Date
3/2012 Development Cost ($000) Total Cost ($000) $2,092,400 Justification Summary
The R12 Upgrade Project has been working over the past year to upgrade CFS to Release 12 of Oracle Applications. The project began with the pre-upgrade readiness assessment from Solution Beacon in the Fall of 2009. This year, a vendor was selected, HighPoint Consulting, to partner with MCCCD to complete the upgrade project. The vendor selection process was based on a RFQ issued to qualified vendors under RFP# 2977-10.
Following best practices and configuration suggestions from Solution Beacon, HighPoint, and Oracle, it has become evident that additional funds are needed for the project. These additional funds can be broken into three separate categories: Hardware, Additional R12 Upgrade Costs and New Application Modules. Hardware includes the new hardware and operating software support. The Additional R12 Upgrade Costs includes consulting and training dollars. The New Application Modules includes the upgrade of the application software license along with the costs for implementation of three new modules for Business Services.
Hardware and Operating System
The hardware that hosts the CFS application needs to be replaced. This will allow CFS to separate the database and the application server tiers to provide for better system performance, as recommended by Solution Beacon. It will also position CFS for external access to the application for such services as iSupplier, an application module that allows external suppliers to maintain their own supplier record with MCCCD. Additionally, the new hardware will provide a more robust development environment so that more instances can be created for testing and developmental purposes. As with the current system, an upgrade
P
ROJECT
A
MENDMENT
R
EQUEST
MCCCD Project Amendment Request 800017 CFS R12 Upgrade
9/13/2010, Page 2
in production hardware also requires an upgrade to the disaster recovery hardware, and that is included. Also included is three years of support for the operating systems for the database and application servers. Total cost for the Hardware and Operating System Upgrade is $120,000
R12 Upgrade Additional Consulting and Training
The original budget request for the R12 Upgrade Project was based on research on other public and governmental agencies that had allocated monies for an R12 upgrade; those estimates ranged from a low of $837,000 and a high of $1,901,000. An optimistic request of $540,000 was submitted, but after a year of working with consultants and vendors, it seems that the original request was lacking. The estimate for consulting for the project from the vendor selected to perform the upgrade shows that we will need additional monies for services including a fixed-price performance tuning engagement and additional dollars for customization/modification development and remediation to the new software version. Along with UPK for the users, the DBA’s and developers will need to update their skills to maintain the new version of CFS once the upgrade is complete. Under the original project request, there was an $84,000 line item for training, but those dollars were absorbed by the consulting required for the upgrade project, so training dollars need to be added back into the project budget. Total cost for the R12 Upgrade Additional Consulting and training is $295,000.
UPK Content
Project discussions with various vendors have uncovered a method that will allow for better training of our on-line users. UPK, or User Productivity Kit, is an interactive product that users can access while in the application for documentation of application processes. MCCCD owns UPK developer licenses that can be used to customize content, and Oracle provides already-built content for the eBusiness suite modules. Total cost for UPK Content is $152,000.
New Application Modules
Solution Beacon, the company that performed the pre-upgrade readiness assessment, included a future footprint in their report that included recommendations on additional modules for Oracle eBusiness. These additional modules align closely with 21st Century goals for effectiveness and efficiency, including modules such as iExpense, which will allow for the automation of the expense reporting process and iSupplier, a product that enables MCCCD suppliers to actively maintain their supplier record within CFS. iExpense will save MCCCD dollars on processing expense reports and payments, and iSupplier will free up Purchasing Office employee time spent maintaining the supplier records. In addition to these two modules, Business Services has been interested in implementing the Treasury module for a number of years, which will provide efficiencies for the management of MCCCD’s monetary and bond accounts. These new application modules will require an upgrade to the application software license and implementation consulting costs.
Application Software License Upgrade
MCCCD’s application license is for individual modules of the eBusiness Suite and is based on a licensing metric of named users. This license dates back 15 years when MCCCD first purchased the application from Oracle. Oracle has changed the metric by which the software is licensed, but they grandfathered MCCCD’s licensing structure as long as there were no changes to application license. Since MCCCD wants to license additional new modules, the licensing structure needs to be converted to what is called an Enterprise license which is based on annual budgets rather than named users. A by-product of this license conversion is that MCCCD will be licensed for the full version of eBusiness suite, which will allow unlimited access to all seven of the eBusiness modules instead of the four MCCCD currently licenses. The
conversion cost will include the licensing for the three new modules and also include the first year of support. Total cost for the Application Software License Upgrade is $695,000.
P
ROJECT
A
MENDMENT
R
EQUEST
MCCCD Project Amendment Request 800017 CFS R12 Upgrade
9/13/2010, Page 3
New Module Implementation
MCCCD will require additional consulting for the new modules that will include the functional configuration and setup of the new modules as well as testing and validation of the software. The implementation of the new modules will be included as part of the R12 upgrade project and be completed in March 2012. Total cost for New Module Implementation is $226,000.
800017 CFS R12 Upgrade Project Budget
Original Budget Allocation $530,000
CFS R12 Upgrade Project Amendment Hardware and Operating System
CFS Hardware $101,000
CFS Operating Systems $19,000
Subtotal Hardware and Operating System $120,000 Additional R12 Upgrade Costs
Additional Consulting and Training
Performance Tuning $75,000
CEMLI Development/Remediation $150,000
DBA/Developer Training $70,000
Total Additional Consulting and Training $295,000 UPK Content
UPK Content $125,000
Support Costs - 1st year $27,000
Total UPK Content $152,000
Subtotal Additional R12 Upgrade Costs $447,000 New Application Modules
Application Software License Upgrade
Conversion/Licensing $570,000
Support Costs - 1st year $125,000
Total Application Software License Upgrade $695,000 New Module Implementation
Consulting Services $226,000
Total New Module Implementation $226,000
Subtotal New Application Modules $921,000
Total CFS R12 Upgrade Project Amendment $1,488,000
5% Contigency $74,400
P
ROJECT
A
MENDMENT
R
EQUEST
MCCCD Project Amendment Request 800017 CFS R12 Upgrade
9/13/2010, Page 4
Note: Above figures include estimated taxes
Note: The VC Information Technology/CIO signature is required for this form. Submitted By (Printed Name & Signature)
Philip Cram
Date:
VC Information Technology/CIO (Printed Name and Signature) George Kahkedjian
IT Partners 2828 N. Central Ave, Suite 1203 Phoenix, AZ 85004 Richard Cook [email protected] Company: Attention: Phone: Address: Email: Bob Carrigan [email protected] Date: Quote: Prepared By: Terms: 07/08/2010 Troy Wittrock 2411 West 14th Street Tempe, AZ 85281-6942
Maricopa County Community College District
Net 30 (602) 296-6111 (602) 667-0384 (480) 731-8857 Phone: FAX: CFS R12 - budgetary Expires: 08/08/2010 307113
Budgetary Only Quotation
QTY MODEL DESCRIPTION List Price Net Price Extended Price
S.A.V.E. Cooperative Procurement
1 * City of Tempe Contract ID: IT10-132-01 $0.00 $0.00 $0.00 bl465G7 12-core 16GB Memory
6 518857-B21 HP BL465c G7 CTO Blade $1,571.00 $1,335.35 $8,012.10 6 518852-L21 HP BL465c G7 O6172 12C FIO Kit $1,249.00 $1,061.65 $6,369.90 6 518852-B21 HP BL465c G7 O6172 12C Kit $1,249.00 $1,061.65 $6,369.90 6 588184-B21 HP Smart Array BL465c/685c G7 FIO Cntrlr $399.00 $339.15 $2,034.90 24 604500-B21 HP 4GB 1Rx4 PC3L-10600R-9 Kit $275.00 $233.75 $5,610.00 12 507125-B21 HP 146GB 6G SAS 10K 2.5in DP ENT HDD $269.00 $228.65 $2,743.80 1 HA110A3 HP 3y Support Plus 24 SVC $0.00 $0.00 $0.00 6 HA110A3 7XE BL4xxc Svr Bld HW Support $482.00 $409.70 $2,458.20
HP DL385G7 12-core Large Memory Large
1 573122-B21 HP DL385G7 SFF CTO Chassis $1,511.00 $1,284.35 $1,284.35 1 585324-L21 HP 6172 DL385G7 FIO Kit $1,249.00 $1,061.65 $1,061.65 1 585324-B21 HP 6172 DL385G7 Kit $1,249.00 $1,061.65 $1,061.65 8 604500-B21 HP 4GB 1Rx4 PC3L-10600R-9 Kit $275.00 $233.75 $1,870.00 8 507127-B21 HP 300GB 6G SAS 10K 2.5in DP ENT HDD $519.00 $441.15 $3,529.20 1 481041-B21 HP Slim 12.7mm SATA DVD Optical Kit $90.00 $76.50 $76.50 1 534916-B21 HP 512MB Flash Backed Write Cache $429.00 $364.65 $364.65 2 512327-B21 HP 750W CS HE Power Supply Kit $299.00 $254.15 $508.30 1 534516-B21 HP PL Foundation Pk Single Rel FIO SW $1.00 $0.85 $0.85 1 HA110A3 HP 3y Support Plus 24 SVC $0.00 $0.00 $0.00 1 HA110A3 7G3 Proliant ServerDL38x HWSupport $879.00 $747.15 $747.15 1 TC278AAE HP Insight Ctl ML/DL Bdl E-LTU 24x7 SW $449.00 $381.65 $381.65 1 HA110A3 HP 3y Support Plus 24 SVC $0.00 $0.00 $0.00 1 HA110A3 4YD HP IC ML-DL-BL SW Sup $181.00 $153.85 $153.85
bl685G7 12-core Large Memory High
2 518878-B21 HP BL685c G7 CTO Blade $4,191.00 $3,562.35 $7,124.70 2 593675-L21 HP BL685c G7 O6172 12C 2P FIO Kit $2,500.00 $2,125.00 $4,250.00
Quote #: 307113 Quote Date: 07/08/2010
QTY MODEL DESCRIPTION List Price Net Price Extended Price
2 593675-B21 HP BL685c G7 O6172 12C 2P Kit $2,499.00 $2,124.15 $4,248.30 2 588184-B21 HP Smart Array BL465c/685c G7 FIO Cntrlr $399.00 $339.15 $678.30 32 604500-B21 HP 4GB 1Rx4 PC3L-10600R-9 Kit $275.00 $233.75 $7,480.00 4 507127-B21 HP 300GB 6G SAS 10K 2.5in DP ENT HDD $519.00 $441.15 $1,764.60 2 451871-B21 HP BLc QLogic QMH2562 8Gb FC HBA Opt $849.00 $721.65 $1,443.30 1 HA110A3 HP 3y Support Plus 24 SVC $0.00 $0.00 $0.00 2 HA110A3 7XF BL6xxc Svr Bld HW Support $828.00 $703.80 $1,407.60
bl465G7 12-core 32GB Memory
1 518857-B21 HP BL465c G7 CTO Blade $1,571.00 $1,335.35 $1,335.35 1 518852-L21 HP BL465c G7 O6172 12C FIO Kit $1,249.00 $1,061.65 $1,061.65 1 518852-B21 HP BL465c G7 O6172 12C Kit $1,249.00 $1,061.65 $1,061.65 1 588184-B21 HP Smart Array BL465c/685c G7 FIO Cntrlr $399.00 $339.15 $339.15 8 604500-B21 HP 4GB 1Rx4 PC3L-10600R-9 Kit $275.00 $233.75 $1,870.00 2 507127-B21 HP 300GB 6G SAS 10K 2.5in DP ENT HDD $519.00 $441.15 $882.30 1 HA110A3 HP 3y Support Plus 24 SVC $0.00 $0.00 $0.00 1 HA110A3 7XE BL4xxc Svr Bld HW Support $482.00 $409.70 $409.70
300GB EVA Drives
8 AG690B HP EVA M6412A 300GB 15K FC Drive $1,660.00 $1,411.00 $11,288.00 1 HA110A3 HP 3y Support Plus 24 SVC $0.00 $0.00 $0.00 8 HA110A3 13H EVA 146-400GB HDD HW Supp $218.00 $185.30 $1,482.40
$92,765.60 Sub Total:
Estimated Shipping Fee: Total:
TBD
$92,765.60
Budgetary use only. Not for Orders
Standard Sales Terms and Conditions
1. PAYMENT: (a)
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
From:
Robert Carrigan <
[email protected]
>
Sent:
Tuesday, August 17, 2010 5:33 PM
To:
Philip Cram
Cc:
Richard Lang
Subject:
OEL Support for CFS R12 project
Phil,
I was a little off in my original estimate at the meeting, so see what
you think of the following - using Oracle online resources as a
starting point, budgetary pricing for basic 24x7 Oracle Enterprise
Linux support for the hardware being considered is:
$5,751.00 for the 1st year (we'd add renewals to our annual
renewals budget)
Or
$17,253.00 for 3 years (we'd add subsequent renweals for our
annual renewals budget)
Derived from the following...
For the web / app / DR servers: Enterprise Linux Basic Limited
Support
$3,592.80 ($449.10 annually per system, qty = 8)
For the dev / prod database servers: Enterprise Linux Basic Support
$2,158.20 ($1,079.10 annually per system, qty = 2)
For reference, URLs to Oracle's OEL support options is the
following...
https://shop.oracle.com/pls/ostore/product?p1=EnterpriseLinux&sc=ocoml
ink_buynow_enterpriselinux
OEL Support for CFS R12 project.txt
9/13/2010 7:36 AM
192.168.10.15
PIX firewall PIX firewall
ACE ACE
FWSM firewall FWSM fireall ASA firewall ASA firewall
Internet
CFS R12 Upgrade - Production
Version 1.0 8/31/2010 Maricopa Computers Perimeter Firewall Datacenter Firewall HP BL465 Application and Web serversLoad Balancers HP BL465 Apex Server
VPN concentrator
VPN
HP BL685 Oracle Database Server
Dataguard to Airpark
B2B Client Connections
Storage on EVA4400 (approx 1T) Other systems accessing the
database server include: SIS, HR, BOXI
Note, Imaging, stage1 probably connect to
192.168.10.15
PIX firewall PIX firewall
ACE ACE FWSM firewall FWSM fireall
CFS R12 Upgrade - Development
Version 1.0 8/31/2010 Maricopa Computers Datacenter Firewall HP BL465 Application and Web serversLoad Balancers HP BL465 Apex Server
VPN concentrator
VPN
HP BL685 Oracle Database Server
Storage on Compellent (if it ever gets ordered) Other systems accessing the
database server include: dev SIS, dev HR, dev BOXI
MCCCD Financials Pricing License and Support Costs
License Metric
License Qty
Enterprise List Price
Net License
Fees
Net 1st Yr
Support Fees
Total
CORE SW EBS Financials **
Operating Budget 1,600 5,669,975 519,174 114,218 633,392
Included: General Ledger
Accounts Payable Accounts Receivable iAssets Cash Management
Globabl Consolidation Manager
CPG Trade Accounting Purchasing ** Opertating Budget 1,600 Included iSuppler Portal Opertating Budget 1,600 Included Internet Expenses Opertating Budget 1,600 Included Treasury Named User 5 Included CORE SW - SUBTOTAL 5,669,975 519,174 114,218 633,392
ADDITIONAL SW Oracle e-Business Suite UPK - General Ledger
Module 70,000 35,000 7,700 42,700
Oracle e-Business Suite UPK - Accounts Payable
Module 35,000 17,500 3,850 21,350
Oracle e-Business Suite UPK - Accounts Receivable
Module 35,000 17,500 3,850 21,350
Oracle e-Business Suite UPK - Assets
Module 35,000 17,500 3,850 21,350
Oracle e-Business Suite UPK - Internet Expenses
Module 17,600 8,800 1,936 10,736
Oracle e-Business Suite UPK - Purchasing
Module 70,000 35,000 7,700 42,700
Higher Ed Constituent Hub
Operating Budget 1,600 2,440,000 378,200 83,204 461,404
Higher Ed Constituent Hub - Data Steward
Operating Budget 1,600 Included ADDITIONAL SW - SUBTOTAL 2,702,600 509,500 112,090 621,590
SOFTWARE - GRAND TOTAL
8,372,575
1,028,674
226,308
1,254,982
Oracle Corporation Confidential
8/17/2010
MCCCD Financials Pricing License and Support Costs
3. 1st Year Annual Support is calculated at 22% of Net License Fees.
2. All products are priced using a Perpetual license term.
** The pricing reflects the migration of the existing modules of G/L, A/P, Assets & Purchasing from a concurrent user basis to an enterprise use metric
PRICING NOTES:
1. Operating Budget quantity is listed as Millions Oracle Corporation Confidential
8/17/2010
