June 8, 2000 Bidders' Conference Presentation
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June 8, 2000 Bidders' Conference Presentation






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June 8, 2000 Bidders' Conference Presentation Presentation Transcript

  • 1. State Of Connecticut Joint Core Systems Replacement Project Vendor’s Conference RFP For a Contractor to Assist in the Requirements Definition, Software Selection, and Implementation of an ERP System for the State of Connecticut June 8, 2000
  • 2. Vendor’s Conference Agenda
    • Opening & Process Overview Jim Shumway
    • Project Status & Organization Peter Sullivan
    • Responses to submitted questions Jim Shumway
    • Question and answer session All
  • 3. The Players
    • RFP Issued by:
    • Office of the Comptroller (OSC), in conjunction with
    • Dept. of Administrative Services (DAS)
    • Dept. Of Information Technology (DOIT)
    • Project Steering Committee
    • OSC, DAS, DOIT, plus
    • The Office of Policy and Management (OPM)
    • Responsibility for executing this procurement:
    • The Project Directors, with Steering Committee approval
    • and with assistance from DAS Procurement Services
  • 4. Project Background
    • A proposal advanced by the OSC
    • Came out of a study to explore alternatives for upgrading or replacing the OSC’s aging core systems
    • Assessed feasibility of an ERP solution through high-level requirement definition and software evaluation
    • Researched experience of other states
    • Approached DAS and DOIT with the proposal
    • Proposal made to the governor
  • 5. Procurement Approach
    • Select consulting partner with intent for them to assist the State in the ERP requirements definition, software selection, and implementation.
    • State/consulting team will conduct the evaluation & selection of an ERP solution (through an RFP process)
    • Upon completion of Phase I, the State may
      • Enter into contract negotiations, or
      • Solicit proposals for the Implementation Phase
    • State will not entertain proposals in response to this RFP from ERP software vendors
  • 6. RFP Addendum
    • State announces one change to the RFP - One evaluation factor is being added.
    • The new evaluation factor is:
    • The capabilities of the staff identified as likely to participate in the System Implementation Phase, including project managers and staff with implementation experience with the major ERP packages.
    • A formal addendum to the RFP will be issued shortly
  • 7. Project Approach
    • Project Organization Phase
    • System Definition Phase
      • Requirements definition
      • RFP development
      • Software selection
    • Implementation Phases
      • Group 1 modules
      • Group 2 modules
  • 8. Project Organization Phase
    • Obtain Funding for FY 2000- 2001
    • Form steering committee/ appoint project directors
    • Conduct ERP awareness campaign
    • Issue RFP for consulting assistance
    • Analyze present systems
    • Organize system definition phase
  • 9. Conduct Awareness Campaign
    • Interview project sponsors and core module owners
    • Present at meetings of HR, Finance and IT groups
    • Announce project to commissioners
    • Recruit liaisons from each agency
    • Develop newsletter and web site for project communications
    • Hold project kickoff meeting
    • Hold vendor demos of ERP systems
  • 10. Issue RFP for Consulting Assistance
    • Determine Scope
      • requirements definition, software selection
      • implementation
    • Draft/release document (May 26, 2000)
    • Determine evaluation criteria
    • Appoint selection committee
    • Hold bidders conference (June 8, 2000)
  • 11. Analyze Present Systems
    • Develop web-based application for agency input
    • Build on Y2K inventory data
    • Capture uniqueness of non-core agency finance and HR systems
    • Recruit team members to review agency submissions
    • Pass on for use in next phase
  • 12. Organize System Definition Phase
    • Refine project org chart
    • Define liaison roles
    • Finalize above with selected consultant
    • Recruit team members and advisory committees
    • Arrange for project work space
  • 13. Project Organization Chart
  • 14. HR and Finance Project Teams
    • Composed of full- and part-time members
    • Jointly managed by consultant and state managers
    • Complete activities and deliverables as determined in final work plan to be arranged with consultant
    • Document and manage all functional issues
    • Obtain input from liaisons and core business areas
    • Summarize issues for presentation to Advisory Committees
  • 15. Change Management Team
    • Composed of full- and part-time members
    • Jointly managed by consultant and state managers
    • Continue and expand awareness campaign efforts
    • Determine populations impacted by coming ERP system
    • Identify individuals within each agency and each population group
    • Develop organization readiness/ training campaigns specific to each population group
    • Carry forward efforts into implementation phase
  • 16. Technical Project Team
    • Composed of full- and part-time members
    • Jointly managed by consultant and state managers
    • Integrated tightly with DOIT’s Enterprise Wide Technical Architecture project
    • Will determine the architecture of ERP software/hardware to be purchased
  • 17. ERP / EWTA Synchronicity -1
    • EWTA process includes the following:
      • Integrating state business strategies and objectives into IT technology decisions
      • Establishing a governance process to ensure IT technology standards are established and followed
      • Steps for ensuring that IT technology decisions are made to optimize the overall enterprise and not just one IT department over another
      • Defining an architecture and creating technology standards so that IT departments can make quicker decisions with the assurance that the results will integrate well within the overall enterprise
      • Creating a mechanism to review and act upon requests for IT technology that deviate from the established architecture and technology standards
  • 18. ERP / EWTA Synchronicity -2
    • ERP in-line with EWTA process
      • Implements a major business strategy to uncomplicate the state’s “back office”
      • Optimizes the overall enterprise
      • Covers the gamut of technical perspectives that EWTA will address
    • ERP will accelerate establishment of standards
      • technical infrastructures to ERP systems are proven; this reduces risk of implementing new EWTA standards
      • ERP will become the backbone to which other systems (e-commerce, CRM, etc.) are “fit”
    • EWTA process completes in mid-September
      • Valuable input to ERP hardware/software bid specs