Presentation on theme: "State of Indiana Business One Stop (BOS) Program Roadmap Updated June 6, 2013 RFI ATTACHMENT D."— Presentation transcript:
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.ObjectivesTo document a strategy and plan for the sequencing of program activities and State of Indiana resource commitmentTo provide a tool for use in setting organizational expectations, planning communications to external groups, and communicating approximate project timelinesTo 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 statutesInclude Information Technology: the complexity of technical integration and data management should not be underestimatedClear 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 RFPComplete3-4 Months2-4 Months9-15 MonthsOngoing1: Program Charter and Roadmap2: RFI and Requirements Gathering3: RFP Development, Vendor Evaluation, & Selections4: Solution Development & Initial Implementation5: Operationalize and Expand ImplementationObjectivesReview available alternatives and obtain requirements for RFP and detailed scopingIdentify solution partner and develop detailed budgetImplement infrastructure & initial scope solutionSet up operational structure and manage solution changesKey TasksFacilitate Vendor Education SessionsDevelop RFIAnalyze Vendor ResponsesConduct Functional and Technical Requirements Gathering WorkshopsPrioritize requirements and opportunitiesDevelop RFPDistribute RFPManage and Evaluate ResponsesFacilitate Vendor DemonstrationsSelect VendorFinalize ContractDevelop Budget & TCOInitiate Project TeamConfirm Solution RoadmapDetailed Design (Technical and Functional)Acquire Components and ResourcesImplement TechnologyConfigure SystemIntegrate SystemTest SystemImplement SystemSupport production environmentMonitor and Report on Value RealizationIncrease AdoptionIdentify and prioritize improvements to BOS and related processesImplement new functionalityKey OutputsUpdated CharterRFIVendor Evaluations and RFP Distribution ListFunctional & Technical RequirementsRFPVendor SelectionContractBudget and TCO ModelFunding Model and ApprovalDetailed BOS DesignImplementation PlanSolution DevelopmentSolution ImplementationOperational Readiness Plan and ModelSupport Production SystemValue Realization – increased adoption and improved service modelSystem enabled process improvements
5 Phase 2 – RFI and Requirements Gathering StepActivitiesKey Deliverables or Outputs1. Facilitate Vendor Education SessionsIdentify vendorsDevelop objectives and agendaSend Charter and Background DataFacilitate education sessionsDocument and share outputsMeeting agendasMeetingsMeeting outputs for RFI and Requirements2. Develop RFIConfirm RFI objectives and goalsIdentify and Contact vendorsDraft RFI and review with StakeholdersDistribute RFI and Manage ResponsesRFI Goals CheckpointRFI for VendorsRFI Responses3. Analyze Vendor ResponsesDocument responses and Summary AnalysisReview Responses with Vendors (Q&A)Complete Analysis and Prioritize VendorsRFI Response AnalysisVendor EvaluationInput for Scope, Requirements and RFP4. Develop and Prioritize RequirementsConfirm scope, format, input data, and participants (with logistics)Identify and document functional and technical requirementsReview and prioritize requirements and opportunitiesRefined Solution ScopePrioritized Technical RequirementsPrioritized Functional RequirementsOpportunity AnalysisInput for RFPKey Success Factors:Keep vendor education sessions focused on State of Indiana needs and environmentLeverage output from education and RFI to drive requirements gatheringInvolve Agency Legal departments in review of requirements relating to statutesGet input from the Business point of view in requirements and prioritizationIdentify opportunities for improvement during requirements (challenge the current state)
6 Phase 3 – RFP Development, Vendor Evaluation, & Selections StepActivitiesKey Deliverables or Outputs1. Develop and Distribute RFPConfirm Timeline and General RequirementsConsolidate Requirements and DataBuild Framework for Cost ModelConfirm evaluation criteriaDistribute RFP to VendorsRFP RequirementsCost FrameworkEvaluation CriteriaFinal RFP2. Manage and Evaluate ResponsesRespond to Vendor QuestionsReview and analyze responsesObtain input from stakeholdersConduct reference callsConfirm short-list of vendorsVendor Question ResponsesRFP Response Analysis and ScoringVendor Short List3. Facilitate Vendor DemonstrationsCommunicate and Coordinate LogisticsBuild Demonstration Agenda and ScriptsBuild Evaluation and Scoring ModelConduct Vendor DemonstrationsEvaluate and Select VendorsDemo Agenda and ScriptsDemo Evaluation and Vendor Scoring ModelVendor DemonstrationsVendor Selection4. Finalize ContractsContact Selected VendorObtain and Review Contract(s)Evaluate and Negotiate Proposed ContractsFinalize Contracts (pending budget approval)Draft ContractFinal Contract5. Update Budget and TCO ModelBuild Program Budget Model based upon RFP Responses and Vendor ContractsBuild Total Cost of Ownership Model for input into budgeting processesConfirm Funding and Ownership ModelProgram BudgetTotal Cost of OwnershipApproval for Funding and Funding ModelKey Success Factors:Understand and confirm up- front how the vendor will be evaluatedStructure components of the RFP to obtain comparable responses in key areas such as ability to meet requirements and costsAllow for flexibility in project approachStructure demonstrations to allow for comparabilityAllow 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 timeUsability – Solution must be easy for online users to understand and navigatePersonalized – Ability to tailor content, workflow and security based on user’s roleSecurity – User, role, and data security and auditabilityFlexibility – Ability to add new processes, transactions, and forms to the user interfaceScalability – Solution must be able to handle increased users and performance demands over timeIntegration – Ability to share and leverage validated data across systemsLower 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 RFPStepActivitiesKey Deliverables or Outputs1. Confirm Solution Roadmap and Implementation Program GovernanceBuild Solution Roadmap to confirm sequencing of functionality deliveryConfirm project rolesIdentify timeline and commitmentsKickoff ProjectBOS Solution RoadmapProject Team and ResourcesImplementation PlanProject Kickoff2. Completed Detailed DesignConfirm high level design of solutionConduct workshops to document needs for business rules, integration, reporting, workflow, etc..Confirm technology scopeDocument changes required to support solution (organizational, process, etc…)Acquire componentsDetailed BOS DesignComponent acquisitionChange PlanQuality Plan3. Build, Configure, and Test SolutionImplement acquired technologyBuild solution componentsConfigure solution componentsTransform and cleanse existing dataBuild test plansConduct testingAddress issues and bugsAcquired technology componentsConfigured SolutionTest Plans and Results (System, Security, Performance, User Acceptance, Network)4. Implement SolutionBuild implementation cut over planDeliver Communications (i.e. Marketing, web, internal, etc..)End User and Administrator TrainingFinalize Operational Readiness PlanTraining PlanCommunicationsSolution ImplementationOperational Readiness PlanKey Success Factors:Focus on meeting and testing against business user expectationsAbility to leverage as much existing data as possible to ease transition for existing business usersFocus on operational readiness and support capabilityCollaboration for design, configuration, and testingChange Management and Training to address new internal processes and user expectationsProject 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 ManagementProvide operational support for BOS system(s) and processes (i.e. call center)Monitor and report on value realizationMeasure and increase adoption amongst business community and usersMeasure process efficiencies in terms of speed , costs, and support requiredOngoing improvement for BOS and related processesSurvey user base and agencies for improvement opportunities and prioritizationImplement new releases (along with or including new processes or integrations)
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