June 8, 2000 Bidders' Conference Presentation


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June 8, 2000 Bidders' Conference Presentation

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