1. Team B SaaS Procurement Process
October-November 2009

2. Summary Business Challenge Workshop Goal Workshop Methodology
Workshop Outcome
Action Plan (WWW Model)
Appendices—Team B Final Deliverables

3. Business Challenge SaaS Model Evolving to Effective Solution
More Popular in the Private Sector
Key Issues for Oregon SaaS Strategy
No Standard Enterprise Procurement Process
Long and Inefficient Procurement Cycles
Agencies Acting Individually

4. Workshop Goal
Create a leaner process that allows for a reduced solicitation cycle time to execute SaaS enterprise agreements.
Improve process efficiency, contract management, better use of resources and customer satisfaction.

5. Workshop Methodology Timeline Participants:
Initial workshop: Oct. 14th - 15th
Follow up workshop: Nov. 17th
Participants:
7 agencies: DAS, SOS, ODOT, OSP, DOJ, ODOE and WRD
Vendors: Computer Associates, Inc (CA) and itMAQ (Oct. Only)

6. Workshop Methodology Workshop Tool Process Improvement Mapping Tool:
Describes process tasks
Maps the process flow
Analyzes value added and non- value added time
Discusses time saving per task

7. Workshop Outcome 121 76 37% New Enterprise SaaS Procurement Process
DOJ --Karen Johnson, Sr Assistant Attorney General (Appendix 1)
New timeline built on SPO’s standard multi-step RFP process
New process expected to reduce solicitation cycle time by 37%
Task—Solicitation for an enterprise SaaS products agreement
Assumes scope of work and
legislative requirements (e.g. HB2867) are addressed
Present Days
Future Days
1.0 Convene Task Force to Develop RFP – Agreement Owner Lead
121 76
2.0 Solicit for Enterprise-wide Agreement – DAS SPO Lead
3.0 Evaluate Proposal and Announce Award – DAS SPO Lead
4.0 Order off Contract – Agencies Lead
Total Savings in Percentage
37%
(See the full SaaS Procurement Process Map in Appendix 4)

8. Action Plan (WWW Model)
What:
Actions to Achieve Enterprise SaaS Products Agreement
( application used as a model)
Who:
Responsibility
When:
Deadline
0.0 Develop and plan scope of work
Ling Kan/ Greg Sanker
Dec. 15th
0.1 Develop business case
0.2 Develop scope
0.3 Develop requirements
0.4 House Bill 2867 measuring standard
for contract performance
Melissa Canfield/Michelle Remmy
Dec. 18th
0.5 ESSPD approval
Dugan Petty
Dec. 20th
0.6 CIO council update
Dec. 8th
1.0 Convene Task Force and develop RFP
Jan. 15th
2.0 Solicit for an enterprise-wide agreement
Lori Nordlien
Feb. 5th
3.0 Evaluate proposal and announce award
Mar. 19th
4.0 Order off contract – as agencies need
(See the full Action Plan in Appendix 5)

9. Appendices-Team B Final Deliverables
Appendix 1—DOJ , Karen Johnson, Senior Assistant Attorney General
Appendix 2—Minimum Qualifications of a SaaS Vendor
Appendix 3—Public Contracting Law, House Bill 2867
Appendix 4—Process Mapping Worksheet
Appendix 5—Action Plan (WWW Model)