ILGS & LGSS. Department of General Service on behalf of Department of Revenue PA Lottery

Transcription

1 ILGS & LGSS Department of General Service on behalf of Department of Revenue PA Lottery Instant Lottery Game Services and Lottery Gaming System Services (ILGS and LGSS) RFP # Wednesday August 15, 2017 RFP #

2 AGENDA Introductions Michael Gress DGS Office for Information Technology Issuing Officer Timi Lesperance DGS Office for Information Technology Technology Specialist Gaming Laboratories International GLI: Business Strategy Roadmap Instant Requirements Timeline Review SharePoint Resources Adjourn RFP #

3 Business Strategy Roadmap Pennsylvania Lottery August 2017 Benefits Older Pennsylvanians. Every Day.

4 Agenda Procurement Goals PA Lottery Current State Procurement Criteria RFP Approach Project Management & Governance Procurement Roadmap Future State Product Roadmap Recommendations Success Criteria Benefits Older Pennsylvanians. Every Day. 4

5 PA Lottery Procurement Goals Partner not a Vendor Reward & motivate innovation Long-term solutions Alignment of Lottery & Partner s Goals Partner that will grow with us Nimbly react to future market conditions Clear and easy to respond to RFP Solution which represents the best value Minimize business disruption during the process. Complete procurement quickly & efficiently. Benefits Older Pennsylvanians. Every Day. 5

6 PA Lottery Current State Identified Issues PA Lottery s Vendor Account Management Process Traditional Vendor Driven Relationship Model IT Governance & Monitoring Software Enhancement & Maintenance Innovative Speed to Market with Quality Service Level Agreements Benefits Older Pennsylvanians. Every Day. 6

7 PA Lottery Procurement Criteria Potential Solution Criteria Lottery driven relationship Develop high-level requirements to acquire the best off the shelf solution Select a Vendor with an innovative future state roadmap Modernize process instead of customizing code Modernize and integrate back office, employee and retailer portal systems with data warehouse and BI capabilities Robust account management model and contract governance structure with SLA s Increased scrutiny on quality of software testing Baseline off the shelf code with PA Lottery layer of customization to reduce Total Cost of Ownership Benefits Older Pennsylvanians. Every Day. 7

8 RFP Approach Review Best Practice for Lottery Procurement Research other lottery RFP content Streamline RFP content to reflect purchase of off the shelf system Format RFP for functionality and ease of response within state guidelines Requirements focused on what the vendor can provide as opposed to trying to design system Provide lottery current state description to level the playing field Provide appendix information around SLA and contract management to drive vendor expectations for contract management Provide requirements for Project based governance expectations along with steady state IT Operations to drive quality and speed to market Benefits Older Pennsylvanians. Every Day. 8

9 Vending Equipment Approach The lottery needs to consider levelling the playing field for all vendor solutions for the management and distribution of instant tickets. The lottery owns a large number of vending equipment. This equipment is nearing end of life and is not integrated with the lottery system, thus is currently managed through a manual process. The lottery needs to be in a position to take advantage of newer vending equipment that have the capability of integrating into the systems thus driving potential revenue growth. Options on how to address in RFP requires further discussion and measurement. Benefits Older Pennsylvanians. Every Day. 9

10 Project Management Methodology Project Plan / Charter Project Scope Project Schedule Project Governance Requirements Analysis & Traceability Gap Analysis Risk Management Change Management Resource Management Financial Management Quality Assurance Testing TCO & ROI Status Reporting Issues Management Communications, Change & Training Knowledge Transfer Benefits Older Pennsylvanians. Every Day. 10

11 Software QA & Testing Requirements Testability Review Requirements Traceability Matrix Test Case Management Test Execution Report Defect Management Defect Triage Master Defect List Test Metrics Test Exit Report Quality Gate Test Retrospective Repeatable + Reliable = Consistent Results Benefits Older Pennsylvanians. Every Day. 11

12 IT Governance Service Design Service Transition Service Operation Continual Improvement Contract Management SLA s Benefits Older Pennsylvanians. Every Day. 12

13 Procurement Roadmap 5/12/17-10/31/17 RFP Preparation 11/01/17-3/23/18 RFP Solicitation 3/26/18-7/25/18 RFP Evaluation 7/26/18-8/17/18 RFP Negotiation 6/01/17 7/01/17 8/01/17 9/01/17 10/01/17 11/01/17 12/01/17 1/01/18 2/01/18 3/01/18 4/01/18 5/01/18 6/01/18 7/01/18 8/01/18 9/01/18 5/12/17 10/01/18 8/17/18-10/01/18 RFP Approval Process Benefits Older Pennsylvanians. Every Day. 13

14 Product Roadmap 5/05/17-10/01/18 RFP Process 10/01/18-10/01/19 Implementation Project 10/01/19-10/01/28 Steady State Operations 1/01/18 1/01/19 1/01/20 1/01/21 1/01/22 1/01/23 1/01/24 1/01/25 1/01/26 1/01/27 1/01/28 5/05/17 10/01/28 5/01/17-10/01/19 Replacement of Current State 10/01/19-10/01/28 Future State Growth Opportunities Benefits Older Pennsylvanians. Every Day. 14

15 General Recommendations Establishment of a Project Management Office (PMO) to provide oversight of: Overall project schedule Risks and Issues Scope changes Document PA Lottery s current and future state for RFP Two lots; one for Online and another for Instant Tickets may help drive more responses to the RFP thus potentially a lower cost Layout of the Technical Section streamlined and easy to follow Benefits Older Pennsylvanians. Every Day. 15

16 General Recommendations Invited and Offered Options - will help with future state goals Independent Testing (IV&V) ensures quality assurance best practices are being followed SLAs including sample SLAs for Operations, Governance, and Technology Plan Management to help vendors understand what the PA Lottery is expecting Data Conversion independent oversight will help ensure risks/issues are found early on Training - vendors need to ensure they have a plan for training and providing documentation to ensure a successful handoff when the system is implemented Post-Implementation - important to ensure that requirements are well documented, tested by an independent quality assurance team, and defect triaged in order to help with a successful post-implementation steady state Lottery Account Management and Sustainability The PA Lottery should seek a relationship that will be Lottery driven to ensure their IT and business needs are handled in a timely manner that should positively impact revenue Benefits Older Pennsylvanians. Every Day. 16

17 Critical Success Criteria Meet procurement milestones Driving an efficient evaluation process Streamlined and efficient vendor response to proposal Reduce the possibility of a vendor protest during the RFP process Efficient project delivery, on-time / on-budget Sustainable operational system processes reducing TCO Enhanced vendor relationship driving speed to market and innovation System that supports future growth opportunity out of the box Enhanced Business Intelligence (BI) Increased process automation (Claims Process) Enhanced retailer experience Benefits Older Pennsylvanians. Every Day. 17

18 Questions? Benefits Older Pennsylvanians. Every Day. 18

19 Instant Requirements Document Scope The Business Requirements Document (BRD) describes the end-state requirements of the Instant Lottery Marketing & Management Service, Instant Ticket Design and Printing, Instant Ticket Security, Instant Ticket Storage and Distribution, Training, Lottery Central System Integration, and Dispensing Devices of the solution to be sourced. Terminology: The following definitions apply to the box marked Significance : CRITICAL REQUIRED DESIRED INVITED OPTION The section or subsection and its requirements must be responded and adhered to. The section or subsection and its requirements are considered essential to the Lottery and should be adhered to. The section or subsection and its requirements are desired by the Lottery. An Invited Option is identified as being of specific interest to the Lottery. Bidders are not obligated to include Invited Options in their Proposals and should consider them as added value. In addition please indicate using the appropriate drop box for each requirement and if appropriate include a comment for further explanation: Out of the box Configurable setting Would require customization Not Supported Supported in next release RFP #

20 Instant Requirements 1. Account Management Services ID Category Requirement Significance Business Owner Status 1.1 Account Critical Daniel Coyne Out of the box Management Services Business Account Management Services Account management services are required by the successful Offeror. Describe the account management services framework that will be employed for this contract. Please detail your standard account management process considering, but not limited to the following items: Provide regular billing and financial reports as required by PA Lottery. Attend regular meetings as requested by PA Lottery. Develop, implement, and manage effective and efficient account and financial management practices that allow each game to be successfully executed. Secure all legal clearances, consents, permissions, and implement tax withholdings and other procedures as required by law. Provide a single point of account management. Provide other services as required. Configurable setting Would require customization Not Supported Supported in next release Comments RFP #

21 Current Timeline Wednesday August 16, 2017 Draft Instant Requirements Friday August 18, 2017 Draft Online Requirements Thursday and Friday August 24 & 25, Committee Working Sessions Friday September 8, 2017 Vendor Forum AM Friday September 8, 2017 Committee Working Session PM Monday September 11, 2017 Committee Working Session PM Tuesday September 12, 2017 COPPAR Submission Wednesday November 1, Post Solicitation Friday March 23, Solicitation Due Date Monday March 26, Solicitation Opening Date Tuesday October 1, Complete New Awards RFP #

22 Timeline - GANTT Task Name Duration Start Finish RFP Preparation 119 days Fri 5/12/17 Tue 10/31/17 NFP Received 0 days Fri 5/12/17 Fri 5/12/17 Procurement Assigned & Agency Engaged 8 days Fri 5/12/17 Tue 5/23/17 Meeting w Agency (pre - kickoff) 1 day Wed 5/31/17 Wed 5/31/17 Evaluation Committee Selection 2 days Wed 5/31/17 Thu 6/1/17 Kickoff Meeting 0 days Tue 6/20/17 Tue 6/20/17 Statement of Work Development 60 days Thu 6/1/17 Thu 8/24/17 SOW Development / Reqirements Gathering 60 days Thu 6/1/17 Thu 8/24/17 RFP Preparation 60 days Thu 6/1/17 Thu 8/24/17 RFP Parts I-V Draft days 15 days Fri 8/25/17 Fri 9/15/17 Supplier Forum - Tentative 1 day Fri 9/8/17 Fri 9/8/17 Committee Draft 1 review 1 day Mon 9/18/17 Mon 9/18/17 Pre COPPAR Review Process - 75% RFP and appendices 5 days Tue 9/19/17 Mon 9/25/17 Final Committee Review RFP and Appendices 5 days Tue 9/26/17 Mon 10/2/17 Committee Approve Final RFP and Appendices 2 days Tue 10/3/17 Wed 10/4/17 QA before COPPAR submission (Bureau of IT procurement) 2 days Thu 10/5/17 Fri 10/6/17 COPPAR submittal 1 day Tue 10/10/17 Tue 10/10/17 COPPAR Review and Approval 10 days Wed 10/11/17 Tue 10/24/17 Final Revisions, QA, and Preparation for Solicitation 5 days Wed 10/25/17 Tue 10/31/17 RFP #

23 SharePoint Resources Documents RFP #

24 Questions Questions? RFP #