1. State of Indiana Business One Stop (BOS) Program Roadmap Updated June 6, 2013
RFI ATTACHMENT D

2. Program Roadmap Overview and Objectives
The BOS Program Roadmap is the recommended sequence for activities related to confirming scope and opportunity, selecting a solution partner, and deploying BOS capabilities based on priority and feasibility considerations.
Objectives
To document a strategy and plan for the sequencing of program activities and State of Indiana resource commitment
To provide a tool for use in setting organizational expectations, planning communications to external groups, and communicating approximate project timelines
To provide a means to anticipate project risks and dependencies

3. Program Key Success Factors
The factors below have been identified through agency and benchmarking input as being critical to the success of the BOS program, and are factors in the Roadmap design.
Focus on the Business Point of View: Spend time obtaining user input, and prioritize efforts and scope to provide a faster, better, and easier experience relative to addressing State requirements. Addressing Agency improvements should be considered within context of this first goal.
Create a long term plan, with short term value delivery: Deliver value as quickly as possible by addressing improvements with a combination of largest impact and least effort.
Cross Agency Participation and Collaboration: Facilitate collaboration and compromise to promote the greater good of addressing business user needs along with a more integrated system.
Include Legal Review and Legislation: to address barriers relative to statutes
Include Information Technology: the complexity of technical integration and data management should not be underestimated
Clear Ownership and Governance: As databases and systems become connected, governance structure and a clear understanding of master data should be established to mitigate risks related to unintended impacts of changes.
Willingness to Change Existing Processes: The potential for improvement is driven by the amount of change that can be made to existing processes. Agency stakeholders should be challenged to think about alternatives to current processes.

4. Roadmap for Overall Program
To be updated following vendor input and RFP
Complete
3-4 Months
2-4 Months
9-15 Months
Ongoing
1: Program Charter and Roadmap
2: RFI and Requirements Gathering
3: RFP Development, Vendor Evaluation, & Selections
4: Solution Development & Initial Implementation
5: Operationalize and Expand Implementation
Objectives
Review available alternatives and obtain requirements for RFP and detailed scoping
Identify solution partner and develop detailed budget
Implement infrastructure & initial scope solution
Set up operational structure and manage solution changes
Key Tasks
Facilitate Vendor Education Sessions
Develop RFI
Analyze Vendor Responses
Conduct Functional and Technical Requirements Gathering Workshops
Prioritize requirements and opportunities
Develop RFP
Distribute RFP
Manage and Evaluate Responses
Facilitate Vendor Demonstrations
Select Vendor
Finalize Contract
Develop Budget & TCO
Initiate Project Team
Confirm Solution Roadmap
Detailed Design (Technical and Functional)
Acquire Components and Resources
Implement Technology
Configure System
Integrate System
Test System
Implement System
Support production environment
Monitor and Report on Value Realization
Increase Adoption
Identify and prioritize improvements to BOS and related processes
Implement new functionality
Key Outputs
Updated Charter
RFI
Vendor Evaluations and RFP Distribution List
Functional & Technical Requirements
RFP
Vendor Selection
Contract
Budget and TCO Model
Funding Model and Approval
Detailed BOS Design
Implementation Plan
Solution Development
Solution Implementation
Operational Readiness Plan and Model
Support Production System
Value Realization – increased adoption and improved service model
System enabled process improvements

5. Phase 2 – RFI and Requirements Gathering
Step
Activities
Key Deliverables or Outputs
1. Facilitate Vendor Education Sessions
Identify vendors
Develop objectives and agenda
Send Charter and Background Data
Facilitate education sessions
Document and share outputs
Meeting agendas
Meetings
Meeting outputs for RFI and Requirements
2. Develop RFI
Confirm RFI objectives and goals
Identify and Contact vendors
Draft RFI and review with Stakeholders
Distribute RFI and Manage Responses
RFI Goals Checkpoint
RFI for Vendors
RFI Responses
3. Analyze Vendor Responses
Document responses and Summary Analysis
Review Responses with Vendors (Q&A)
Complete Analysis and Prioritize Vendors
RFI Response Analysis
Vendor Evaluation
Input for Scope, Requirements and RFP
4. Develop and Prioritize Requirements
Confirm scope, format, input data, and participants (with logistics)
Identify and document functional and technical requirements
Review and prioritize requirements and opportunities
Refined Solution Scope
Prioritized Technical Requirements
Prioritized Functional Requirements
Opportunity Analysis
Input for RFP
Key Success Factors:
Keep vendor education sessions focused on State of Indiana needs and environment
Leverage output from education and RFI to drive requirements gathering
Involve Agency Legal departments in review of requirements relating to statutes
Get input from the Business point of view in requirements and prioritization
Identify opportunities for improvement during requirements (challenge the current state)

6. Phase 3 – RFP Development, Vendor Evaluation, & Selections
Step
Activities
Key Deliverables or Outputs
1. Develop and Distribute RFP
Confirm Timeline and General Requirements
Consolidate Requirements and Data
Build Framework for Cost Model
Confirm evaluation criteria
Distribute RFP to Vendors
RFP Requirements
Cost Framework
Evaluation Criteria
Final RFP
2. Manage and Evaluate Responses
Respond to Vendor Questions
Review and analyze responses
Obtain input from stakeholders
Conduct reference calls
Confirm short-list of vendors
Vendor Question Responses
RFP Response Analysis and Scoring
Vendor Short List
3. Facilitate Vendor Demonstrations
Communicate and Coordinate Logistics
Build Demonstration Agenda and Scripts
Build Evaluation and Scoring Model
Conduct Vendor Demonstrations
Evaluate and Select Vendors
Demo Agenda and Scripts
Demo Evaluation and Vendor Scoring Model
Vendor Demonstrations
Vendor Selection
4. Finalize Contracts
Contact Selected Vendor
Obtain and Review Contract(s)
Evaluate and Negotiate Proposed Contracts
Finalize Contracts (pending budget approval)
Draft Contract
Final Contract
5. Update Budget and TCO Model
Build Program Budget Model based upon RFP Responses and Vendor Contracts
Build Total Cost of Ownership Model for input into budgeting processes
Confirm Funding and Ownership Model
Program Budget
Total Cost of Ownership
Approval for Funding and Funding Model
Key Success Factors:
Understand and confirm up- front how the vendor will be evaluated
Structure components of the RFP to obtain comparable responses in key areas such as ability to meet requirements and costs
Allow for flexibility in project approach
Structure demonstrations to allow for comparability
Allow for adequate Agency and Stakeholder participation in vendor demonstrations

7. Phase 3 – RFP Development, Vendor Evaluation, & Selections Solution Key Success Factors
The factors below have been identified as being critical to the success of the BOS solution based upon benchmarking and agency input. These will continue to be evaluated and potentially adjusted through RFI and RFP input.
Holistic View – Provides comprehensive portal to address all interactions with the State of Indiana, more integrated over time
Usability – Solution must be easy for online users to understand and navigate
Personalized – Ability to tailor content, workflow and security based on user’s role
Security – User, role, and data security and auditability
Flexibility – Ability to add new processes, transactions, and forms to the user interface
Scalability – Solution must be able to handle increased users and performance demands over time
Integration – Ability to share and leverage validated data across systems
Lower Operational Cost – One shared platform that reduces overhead related to redundant user facing systems

8. Phase 4 – Solution Development and Initial Implementation
To be updated following vendor input and RFP
Step
Activities
Key Deliverables or Outputs
1. Confirm Solution Roadmap and Implementation Program Governance
Build Solution Roadmap to confirm sequencing of functionality delivery
Confirm project roles
Identify timeline and commitments
Kickoff Project
BOS Solution Roadmap
Project Team and Resources
Implementation Plan
Project Kickoff
2. Completed Detailed Design
Confirm high level design of solution
Conduct workshops to document needs for business rules, integration, reporting, workflow, etc..
Confirm technology scope
Document changes required to support solution (organizational, process, etc…)
Acquire components
Detailed BOS Design
Component acquisition
Change Plan
Quality Plan
3. Build, Configure, and Test Solution
Implement acquired technology
Build solution components
Configure solution components
Transform and cleanse existing data
Build test plans
Conduct testing
Address issues and bugs
Acquired technology components
Configured Solution
Test Plans and Results (System, Security, Performance, User Acceptance, Network)
4. Implement Solution
Build implementation cut over plan
Deliver Communications (i.e. Marketing, web, internal, etc..)
End User and Administrator Training
Finalize Operational Readiness Plan
Training Plan
Communications
Solution Implementation
Operational Readiness Plan
Key Success Factors:
Focus on meeting and testing against business user expectations
Ability to leverage as much existing data as possible to ease transition for existing business users
Focus on operational readiness and support capability
Collaboration for design, configuration, and testing
Change Management and Training to address new internal processes and user expectations
Project Management to address stakeholder needs and manage a broad team

9. Phase 5 – Operationalize and Expand Implementation
As the initial BOS solution is implemented, the State of Indiana will need to have in place a structure to support BOS alongside the program team, who will focus on future phase implementation components.
Ongoing Program Implementation:
Each phase of implementation will have is own set of detailed design and implementation activities, focused on new functional and technical scope to be confirmed during Phase 4.
Operational Support and Management
Provide operational support for BOS system(s) and processes (i.e. call center)
Monitor and report on value realization
Measure and increase adoption amongst business community and users
Measure process efficiencies in terms of speed , costs, and support required
Ongoing improvement for BOS and related processes
Survey user base and agencies for improvement opportunities and prioritization
Implement new releases (along with or including new processes or integrations)