2 Program Roadmap Overview and Objectives Overview 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. 1.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. 2.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. 3.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 4.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. 5.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.
Key Tasks Roadmap for Overall Program 4 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 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 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 3-4 Months 2-4 Months 9-15 MonthsOngoing Complete To be updated following vendor input and RFP
5 StepActivitiesKey Deliverables or Outputs 1. Facilitate Vendor Education Sessions 1.Identify vendors 2.Develop objectives and agenda 3.Send Charter and Background Data 4.Facilitate education sessions 5.Document and share outputs Meeting agendas Meetings Meeting outputs for RFI and Requirements 2. Develop RFI 1.Confirm RFI objectives and goals 2.Identify and Contact vendors 3.Draft RFI and review with Stakeholders 4.Distribute RFI and Manage Responses RFI Goals Checkpoint RFI for Vendors RFI Responses 3. Analyze Vendor Responses 1.Document responses and Summary Analysis 2.Review Responses with Vendors (Q&A) 3.Complete Analysis and Prioritize Vendors RFI Response Analysis Vendor Evaluation Input for Scope, Requirements and RFP 4. Develop and Prioritize Requirements 1.Confirm scope, format, input data, and participants (with logistics) 2.Identify and document functional and technical requirements 3.Review and prioritize requirements and opportunities Refined Solution Scope Prioritized Technical Requirements Prioritized Functional Requirements Opportunity Analysis Input for RFP Phase 2 – RFI and Requirements Gathering 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 StepActivitiesKey Deliverables or Outputs 1. Develop and Distribute RFP 1.Confirm Timeline and General Requirements 2.Consolidate Requirements and Data 3.Build Framework for Cost Model 4.Confirm evaluation criteria 5.Distribute RFP to Vendors RFP Requirements Cost Framework Evaluation Criteria Final RFP 2. Manage and Evaluate Responses 1.Respond to Vendor Questions 2.Review and analyze responses 3.Obtain input from stakeholders 4.Conduct reference calls 5.Confirm short-list of vendors Vendor Question Responses RFP Response Analysis and Scoring Vendor Short List 3. Facilitate Vendor Demonstrations 1.Communicate and Coordinate Logistics 2.Build Demonstration Agenda and Scripts 3.Build Evaluation and Scoring Model 4.Conduct Vendor Demonstrations 5.Evaluate and Select Vendors Demo Agenda and Scripts Demo Evaluation and Vendor Scoring Model Vendor Demonstrations Vendor Selection 4. Finalize Contracts 1.Contact Selected Vendor 2.Obtain and Review Contract(s) 3.Evaluate and Negotiate Proposed Contracts 4.Finalize Contracts (pending budget approval) Draft Contract Final Contract 5. Update Budget and TCO Model 1.Build Program Budget Model based upon RFP Responses and Vendor Contracts 2.Build Total Cost of Ownership Model for input into budgeting processes 3.Confirm Funding and Ownership Model Program Budget Total Cost of Ownership Approval for Funding and Funding Model Phase 3 – RFP Development, Vendor Evaluation, & Selections 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. 1.Holistic View – Provides comprehensive portal to address all interactions with the State of Indiana, more integrated over time 2.Usability – Solution must be easy for online users to understand and navigate 3.Personalized – Ability to tailor content, workflow and security based on user’s role 4.Security – User, role, and data security and auditability 5.Flexibility – Ability to add new processes, transactions, and forms to the user interface 6.Scalability – Solution must be able to handle increased users and performance demands over time 7.Integration – Ability to share and leverage validated data across systems 8.Lower Operational Cost – One shared platform that reduces overhead related to redundant user facing systems
8 StepActivitiesKey Deliverables or Outputs 1. Confirm Solution Roadmap and Implementation Program Governance 1.Build Solution Roadmap to confirm sequencing of functionality delivery 2.Confirm project roles 3.Identify timeline and commitments 4.Kickoff Project BOS Solution Roadmap Project Team and Resources Implementation Plan Project Kickoff 2. Completed Detailed Design 1.Confirm high level design of solution 2.Conduct workshops to document needs for business rules, integration, reporting, workflow, etc.. 3.Confirm technology scope 4.Document changes required to support solution (organizational, process, etc…) 5.Acquire components Detailed BOS Design Component acquisition Change Plan Quality Plan 3. Build, Configure, and Test Solution 1.Implement acquired technology 2.Build solution components 3.Configure solution components 4.Transform and cleanse existing data 5.Build test plans 6.Conduct testing 7.Address issues and bugs Acquired technology components Configured Solution Test Plans and Results (System, Security, Performance, User Acceptance, Network) 4. Implement Solution 1.Build implementation cut over plan 2.Deliver Communications (i.e. Marketing, web, internal, etc..) 3.End User and Administrator Training 4.Finalize Operational Readiness Plan Implementation Plan Training Plan Communications Solution Implementation Operational Readiness Plan Phase 4 – Solution Development and Initial Implementation 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 To be updated following vendor input and RFP
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)