Sample Fit-Gap Kick-off The Sample Fit-Gap Kick-Off is intended as an illustration of how agencies can develop a fit-gap approach, manage stakeholders involved in the process, and implement their strategies for identifying and dispositioning capability gaps. The Sample Fit-Gap kick-off is guided by M3 Playbook Lessons Learned: Assess functional, technical, and operational requirements as part of the fit-gap analysis Develop a detailed approach for the Fit-Gap with a Business Process Reengineering (BPR) Statement document that includes an Overview, BPR Vision, Fit-Gap Purpose and Objectives, and defines exit/success criteria for the process. Use live demonstrations for fit-gap review sessions This document is not intended to replace any approach, process or strategy that agencies may already have.

Session Details SAMPLE Session Purpose Expected Outcomes Demonstrate Provider’s proposed method to achieve Customer’s core financial and acquisition business needs using the solution Identify Customer’s business needs that are not met by the standard solution Session Purpose Documented scenarios which require alternative solutions, as well as the legislative or regulatory requirements necessitating the alternative Vetted business processes to be performed in the solution to accommodate Customer’s business needs Validated initial configuration of the solution Expected Outcomes Agenda Slide # Fit-Gap Approach (Three Phase: Inventory, Framing, Workshop) 3 Fit-Gap Guiding Principles for Target State 4 Roles and Responsibilities Summary 5 Gap Identification and Solution Process 6-9

Fit-Gap Approach SAMPLE What We Have Done Where We Are Now Where We are Going Inventory Framing Workshop Stakeholders System SMEs Program Advisors Business Process Leads and limited group of SMEs Representative Sample of SMEs Activities/Outcomes Inventory functions of core financial, acquisitions, and feeder systems Inventory challenges and desired capabilities Understand constraints (policies, system EOL dates) Develop scenarios and business process flows Conduct systems demonstrations, based on initial understanding Collect feedback on scenarios and business process flows; refine requirements Document gaps for development of gap solutions Conduct detailed system demonstrations, based on refined requirements Select gap solutions (post- workshop)

Fit- Gap Guiding Principles for Target State SAMPLE Fit- Gap Guiding Principles for Target State The Program will abide by the following guiding principles: We will… Which means… We will adopt best practices from the Shared Services Provider (SSP). The old system will not be replicated Processes will be re-engineered and standardized first Baseline solutions will be adopted to minimize lifecycle costs and maximize the use of functionality designed to perform best practice core functions We will accommodate required flexibilities through configuration second. Business processes will be redesigned to align with standard configuration Standard configuration selections will be made for all administrations, except as required by law or Government-wide policy We will ensure compliance with laws and regulation. No core functions outside the Target State integrated shared services solution, except as dictated by law or Government-wide policy We will address audit findings. Minimize points of entry for transactional and reference data to improve controls and avoid reconciliation challenges We will eliminate manual reconciliations. No cuff systems or duplicative systems will be included in the Target State integrated shared services solution, except as dictated by law or Government- wide policy We will consider the downstream effects of the process change. Existing tools, technology solutions, and organizational design will be leveraged to augment the shared services solution to improve the quality of outputs to best serve the Mission We will consider all reporting requirements for each process.

Roles and Responsibilities Summary SAMPLE Roles and Responsibilities Summary Provider Team Customer Subject Matter Experts (SMEs) Pre-Session: 6 Weeks Out: Establish detailed schedule for 2-4 week window of sessions 3 Weeks Out: Send meeting invitations, secure rooms, WebEx 2 Weeks Out: Provide pre-work materials 5 Days Out: Conduct Materials Review and Process-Specific Overview for SMEs Prepare initial configuration for demos During Session Window : Facilitate demo sessions, support sandbox Collect & consolidate gaps Post-Session: Update Fit Gap Documents (deliverables) Update configuration Refine session facilitation procedures for Fit- Gap Workshop 2 Weeks leading up to session: Receive Fit Gap Toolkit. Begin reviewing materials 6 Days Out: Complete pre-work prior to Materials Review 5 Days Out: Attend Materials Review alongside Program Advisors Attend and participate in Facilitated and Lab Sessions Check-In with Program Advisors re: Action Items and Gap Identification Complete evaluation forms related to Framing Session Provide input to gap solutions Fit-Gap Sessions will be located at Provider Meetings will be driven by System Demos In person participation encouraged; online meeting capabilities available 5

SAMPLE What is a Gap? A gap is defined as any transaction that cannot be processed in the system as it is currently configured. What will SMEs be asked to do in the Fit-Gap sessions? Assess the standard solution proposed for relevant Federal Integrated Business Framework-defined capabilities and Customer unique mission business needs Validate that the standard solution meets business needs Identify gaps and complete the Customer Response Forms during and after the session Submit to Provider for collection; SMEs should submit their Response Forms within 5 days after the last session that they attend

How will the gap be dispositioned? SAMPLE How will the gap be dispositioned? What will Provider do with the Customer Response Forms? Collect and consolidate gaps from Customer Response Forms into Gap Tracker Share Gap Tracker with Program Advisors for validation Obtain gap validation and disposition from Program Advisors within 10 days after the session Consolidate and publish on SharePoint final list of gaps and disposition obtained from Program Advisors 7

Possible Gap Resolutions? SAMPLE Possible Gap Resolutions? Gap resolutions? Which impacts will we consider? Configuration Change Business Process Change Policy Amendment Defer to Legacy System Change System Enhancement (Added to baseline software) Mission Impact Operational Impact Impact to Migration Scope Impact to Migration Schedule Impact to Migration Cost Impact to O&M Cost Impact to Internal Controls 8

Identify and Address Gaps SAMPLE Identify and Address Gaps