IT System Scope Development. Presented by Lourdes Coss, MPA, CPPO

Transcription

1 IT System Scope Development Presented by Lourdes Coss, MPA, CPPO

2 Objec4ves Discuss Key Components of an IT System Scope of Services Prac?ce the Development of the Document Discuss some of the laws of teamwork to make your procurement successful

3 Perspec4ves

4 Planning: The Business Case Purpose Vision Law of the Compass- - Vision gives the team members direc?on and confidence Develop the business case. Situa?on Proposed Ac?on and Why Who will benefit & how Investment

5 Fun Group Ac4vity Intersec?ng Interests

6 Phasing your Goals Short Term and Long Term Goals Opportuni?es for Improving Process Incremental Benefits Collabora?on Leveraging Resources Things to Avoid one bite

7 Procurement Execu4on & Decision Model HIGH C o m p l e x i t y Mission Cri?cal Small & One Time Strategic Leverage IT System LOW L e v e r a g e HIGH

8 The Strategic segment require close collabora4on between Procurement and End Users D Decide final decision authority C Concur veto power A Advise provides feedback and informa?on E Execute perform tasks Strategic Specs defini4on Demand defini4on Category strategy defini4on Nego4a- 4on and approval Supplier manage- ment End User D D C C A Procurement C C D D D Procurement func4on responsibili4es Acts as moderator to standardize specs and act as an independent voice in ra?onalizing specs and demand es?mates Works closely with End Users to aggregate demand and requirements Builds a category strategy considering vendor landscape, cost targets, and budget Prepares fact base, leads nego?a?ons, and ensures Business needs are met Performs post- award issue resolu?on and ad- hoc nego?a?ons Performs supplier performance monitoring and management including escala?on Example Scenario Electrical hardware example Mul?ple departments request systems with similar func?onality in their respec?ve areas of opera?ons Procurement considers the range of requirements requested, analyzes the marketplace and recommends a strategy that aggregates department requests to leverage investment and achieve a lower TCO Departments concur that the strategy will meet their needs and Procurement proceeds with procurement and nego?a?on Across all segments the Procurement func4on retains responsibility for process and policy compliance

9 Fun Ac4vity A Puzzling Task Laws of Teamwork Law of the Big Picture: The goal is more important than the role Law of Significance One is too small of a number to achieve greatness

10 Scope of Services Telling the Story Current Situa?on and change desired What are you seeking to accomplish? Environment for implementa?on Current Situa?on Improvement Opportuni?es Stakeholders and any condi?ons that need to be met and any restric?ons Hosted Solu?on or Licensed Un- prescrip?ve Func?onal and Technical Requirements

11 Func4onal Requirements Document Development Law of Significance Sample Areas to Consider Portal Naviga?on Document Repository Workflows and Approvals Authoring, Collabora?on, Templates Search and Repor?ng Capabili?es Mobility Remote access through mobile devices Electronic Signature

12 Technical Requirements Applica?on Architecture Scalability Security Infrastructure Integra?on Database Support Backup and Recovery Equipment Requirements Data Integrity and storage capacity requirements Support Requirements Maintenance, Support, and Training

13 Exercise: Big Picture #1 Goal: Improve speed, efficiency & transparency Financial System Manual Process Manual Process Planning & Ini?a?on Document Development/ Data entry redundancy Procurement/ Permit Process Financial Contract Management Need to automate repe44ve tasks and standardize processes. An e- bid system may be available, but not fully integrated with other systems. Exis?ng Technology Contract Administra4on Need to Improve compliance 13

14 Exercise: Big Picture #2 Goal: Improve speed, efficiency, transparency & mobility Repor?ng System Manual Process Manual Process Field Inspec?ons Manually Record Informa?on Fill out manual form to prepare for data entry Produce Report Ac?on Need to automate manual tasks, increase inspec4on 4me, and efficiency. Electronic fillable forms not available. Technology Monitor Progress Improve repor4ng & transparency 14

15 Wish List Exercise Func?onal Requirements Project 1: Procurement & Contract Management System Project 2: Field Inspec?ons (Fire, Housing, Public Works), Neighborhoods (parks, abandoned buildings, etc.), Admin and Regulatory Affairs (Parking Meters, Technical Requirements Project 1: Licensed Project 2: Hosted

16 Func4onal & Technical Requirements Exercise No. Area Descrip4on Supplier Response 1 Portal Naviga?on System is web- based and capable of resen?ng a we- based form for collec?ng informa?on. 2 Document Repository 3 Workflows and Approvals 4 Searching & Repor?ng

17 Maximizing Opportunity for Success Priori?zing Func?onal Requirements Benefits: Budget, Key Components If you had to choose The greater good Priori?zing Technical Requirements Express any preferences, if any (i.e. SaaS vs licensed) Integra?on with certain systems Scalability of System and Phasing

18 Exercise: Back to Big Picture #1 Goal: Improve speed, efficiency & transparency Financial System Manual Process Manual Process Planning & Ini?a?on Document Development/ Data entry redundancy Procurement/ Permit Process Financial Contract Management Need to automate repe44ve tasks and standardize processes. An e- bid system may be available, but not fully integrated with other systems. Technology Contract Administra4on Need to Improve compliance 18

19 Exercise: Back to Big Picture #2 Goal: Improve speed, efficiency, transparency & mobility Repor?ng System Manual Process Manual Process Field Inspec?ons Manually Record Informa?on Fill out manual form to prepare for data entry Produce Report Ac?on Need to automate manual tasks, increase inspec4on 4me, and efficiency. Electronic fillable forms not available. Technology Monitor Progress Improve repor4ng & transparency 19

20 Determining Priority - Exercise No Priority Area Descrip4on Vendor Response Are priori4es aligned with goals?

21 Evalua4on Criteria Alignment System Based on Func?onal & Technical Requirements Does the system meet the goals? Qualifica?ons & Experience Firm(s) Personnel Proposed Based on Role Proposed Implementa?on Plan Project Management (Management, Schedule, etc.) Tes?ng Training Price Implementa?on Addi?onal Impact to the agency (equipment, resources, etc.)

22 IT System Scope Development DEEP DIVE SESSION GETTING TO THE FINISH LINE!

23 Establish Criteria Hierarchy Qualifica?ons: Qualifica?ons and Experience of the Firm Qualifica?ons and Experience of the Team Proposed Plan for Implementa?on Project Management Schedule System: Proposed System s Func?onality and Compliance with Requirements Price

24 EXERCISE: A Friendly Debate Posi?on 1: Team Q Posi?on 2: Team S Posi?on 3: Team P Judges

25 Evalua4on Process Goals Evalua?on Procedures Evalua?on Documents Hierarchy: Criteria & Evalua?on Process Qualifica?ons System Price

26 Nego4a4ons How does selec?on measure up against system s goals and business case? Project Management Alignment with agency s resources Pricing Model Payment Structure & Cash flow

27 Ques4ons Thank you Contact Informa?on: (312)