Project Summary C-37R: Microsoft Office productivity suite upgrade

Project Summary-Revised

Priority: Strategic

Project Name: Microsoft Office productivity suite upgrade
2-2-13103-951 CC1039
1-2-01600-275

Submitted by: Dawn Christenson, Director of Finance

Executive Summary

Implementation of Microsoft Office 365 delivering a shared, secure platform for staff and external consultants to jointly collaborate on documents, reports and projects removing the necessity and security risk from transmitting draft document versions electronically and errors from multiple contributors. Consistent and integrated office suite products and updates will provide end users increased functionality and lead to greater efficiencies.

Business problem and opportunity

Available and reliable office productivity platform to support team-based collaborative culture; current lagged wholesale version upgrades are resulting in organizational inefficiencies.

Proposed project objectives

Workflow improvement through reduction of lag time and improved collaboration; improved end-user perception through progression to a future-forward approach to embracing technology.

Business risks

Establishment of View Royal’s tolerance for hosting data in the cloud; establishment and implementation of information management security policies and processes; strong contract management resource; current licensing up for renewal early 2019.

Proposed sources of funding

• Capital: Casino revenue
• Operational: Taxation
• Note: Total annual subscription costs of $14,000-$15,000 replaces current MS Office licensing costs of $12,000, for an incremental cost to upgrade of $2,000-$3,000 annually.

Costs and benefits

Recommendation

THAT the Committee recommend the 2018-2022 Financial Plan include Microsoft Office productivity suite upgrade with capital costs in 2018 to be funded by Casino revenue and ongoing licensing costs to be funded by taxation.