Package Selection and integration - Paradigm Consulting Group Inc

PARADIGM CONSULTING GROUP: when SUCCESS matters
Helping Customers Succeed
PACKAGE SELECTION AND INTEGRATION
An alternative approach

AGENDA
2
• Package Selection And Integration
• Introduction
• Project Procurement Management
• Procurement Approaches
• Tricks and Traps
• Paradigm Consulting Group Inc.
About Us
Accredited Consulting Organization (ACO)
Best Practice Overview
Cabinet Office Experience
Organizational Reference
Training Opportunities
Smart Employee Benefits
Contact Us
Questions
• Copyrights and Trademarks

INTRODUCTION
• Discuss “Buy vs. Build”
• Role of Procurement knowledge area
• Provide process perspective on package/product procurement and
integration
• Provide valuable tricks and traps
• Leverage Procurement activities for successful integration
3

WHY IS PROCUREMENT IMPORTANT?
4
Recent Past / Current
Buy / Outsource
2000’s saw increase in
purchase of ERP
solutions
Business outsourcing
became more prevalent
Buy / Integrate
/ Compose
Movement towards
buying and integrating
components and
services
Future
Build
Historically products
and services were built
from the ground up
Historical
Project Procurement
Management Tricks and Traps
Procurement
Approaches Wrap Up
Questions
from the Floor
Introduction

PROCUREMENT MANAGEMENT
5
Procurement
Planning
Determining what to
procure and when
Solicitation
Planning
Documenting
product
requirements and
identifying potential
sources
Solicitation
Obtaining
quotations, bids,
offers, or
proposals, as
appropriate
Source
Selection
Choosing from
among potential
sellers
Contract
Administration
Managing the
relationship with
the seller
Contract
Closeout
Completion and
settlement of the
contract, including
resolution of any
open items
Planning Executing
Executing Executing Closing
PMBOK Guide
Planning
Project Procurement
Procurement
Approaches Wrap Up
Questions
from the Floor
Introduction

Project Procurement
Procurement
Approaches Wrap Up
Questions
from the Floor
Introduction
Current
Situation
Req’ ts
Create
Distribute
Formal
RFP
Detailed
Evaluation
&
Selection
Contract
Closeout
Current
Situation
Report
Detailed
Req’ts
RFP Written
Seller
Responses
Seller 1 2 . . . n
(Up to Dozens of Sellers)
Traditional
TRADITIONAL PROCUREMENT METHOD
6

Project Procurement
Procurement
Approaches Wrap Up
Questions
from the Floor
Introduction
Current
Situation
Current
Situation
Report
High
Level
Req’ts
Detailed
Req’ts
Business
Scripts
Short
Listing
Selection
Detailed
Fit
Contract
Closeout
Verbal
Responses
Seller 1 2 . . . n
Verbal / Written
Responses
& Detailed
Demos
Seller
1
Seller
2
Seller
3
Selected
Seller
Demonstration,
Configuration,
Selected
Execution
Highly
Detailed
Req’ts
Alternate
Detailed
Specs
Current
Situation
Req’ ts
Create
Distribute
Formal
RFP
Detailed
Evaluation
&
Selection
Contract
Closeout
Current
Situation
Report
Detailed
Req’ts
RFP Written
Seller
Responses
Seller 1 2 . . . n
(Up to Dozens of Sellers)
Traditional
ALTERNATE PROCUREMENT APPROACH
7

Con
tract
Clos
eout
Detailed Fit
Sele
ction
Short
Listing
Current
Situatio
n
CURRENT SITUATION
• Need to understand business or technology problem
• Need to understand the time, cost and other constraints
• Need to understand current systems or processes
– As Is model
• Need to understand company’s willingness and capacity for
change
• Need to understand the company’s core competencies
8

Con
tract
Clos
eout
Detailed Fit
Sele
ction
Short
Listing
Current
Situatio
n
SHORT LISTING
• Quickly getting from many alternatives down to a few
• Eliminate the products / packages that are not a good fit
– Not about picking winners, but eliminating the losers
• Minimizes your and sellers’ effort if the fit isn’t there
• Use the telephone to ensure common vocabulary and
understanding – written responses come later
• Call references for the candidates that could be considered
for the short list
9

Con
tract
Clos
eout
Detailed Fit
Sele
ction
Short
Listing
Current
Situatio
n
Successive
levels of
detail
•Define Requirements
•Hone Solution
•Evaluate
• Define Requirements
• Hone Solution
• Evaluate
• Define Requirements
• Hone Solution
• Evaluate
Short Listing
Selection
Detailed Fit
 Many down to 3 or 4
 Phone Interviews
 High Level Requirements
 3 or 4 down to 1
 Demonstrations
 Site Visits
 Detailed Level Requirements
 Only 1
 On Site
 Highly Detailed Requirements
SELECTION
10

SELECTION
Evaluate the “scope” of fit
11
Scenario 1 – “80% Fit Disaster”
Product
Overall Requirement
80% Fit
20% Gap
depth of
functionality
range of functionality
Product
Overall Requirement
80% Fit 20% Gap
depth of
functionality
range of functionality
Scenario 2 – “80% Fit Home Run”
Con
tract
Clos
eout
Detailed Fit
Sele
ction
Short
Listing
Current
Situatio
n

Con
tract
Clos
eout
Detailed Fit
Sele
ction
Short
Listing
Current
Situatio
n
DETAILED FIT ASSESSMENT
• Also known as Gap Analysis
• Goal is to “finalize” your selection by drilling into each
process or function and understand how it will be
accomplished using the new product(s)
• Includes estimates for Customizations and Integration Efforts
• Includes Business Process Changes where applicable
• Provides additional confidence that the product will
accomplish the goals, within the time and budget suggested
12

ALTERNATE PROCUREMENT APPROACH
• Merits
– Reduces overall buyer and seller effort and costs
– Reduces risk of an inappropriate selection
– Allows for a more creative solution
• Compromises
– Places a high degree of reliance on initial conversations
– May not fit organizational procurement policy
13

TRICKS AND TRAPS
• Planning Phase
– You aren’t as unique as you think
– You need knowledgeable business representation early
– Contracts take more time than you think
• Contracts need input from all disciplines
• Obtain sample contracts early
– Knowledge transfer from seller to buyer needs to be thoughtfully
planned
– Engage specialists in leveraging the product to work with you
– Don’t succumb to the urge to just get going – pay now or pay more
later
– Check out the financial stability of the seller – don’t just assume
14
Procurement
Planning
Solicitation
Planning Solicitation
Source
Selection
Contract
Administration
Contract
Closeout
Planning Executing
Executing Closing
Planning
Executing

TRICKS AND TRAPS
• Executing Phase
– The seller needs to solve YOUR
problems not someone else’s
• Maximum 3 days of demonstrations
• Make sure they demonstrate what’s in use, not just R&D
– Honesty with the sellers always pays dividends
– Make sure you see it working somewhere, preferably in 2 places
– Going international? There are things you should know
– Don’t skimp on training
– Centralize the key contact roles on both sides
– Everyone does it a little differently – blended methodology is ok
– Attend user conferences before, during and after
15
Procurement
Planning
Solicitation
Source
Selection
Contract
Administration
Contract
Closeout
Planning Executing
Executing Closing
Planning
Executing

TRICKS AND TRAPS
• Closing Phase
– Ensure you have resources
committed to perform contract closing activities
• These tasks often get 90% done and then stall
• Resources may move on to other projects or priorities
too early
• Sometimes the project is finished before the contracts
are even signed
• Close all items and issue formal acceptance to seller
16
Procurement
Planning
Solicitation
Source
Selection
Contract
Administration
Contract
Closeout
Planning Executing
Executing Closing
Planning
Executing

PARADIGM CONSULTING GROUP
ABOUT US
• With practices in Regina, Winnipeg and Saskatoon, we
employ over 125 staff.
• We offer our customers a wide range of IT and business
consulting services.
• Our experience spans customers within several industries,
with particular expertise in Healthcare, Insurance, and the
Public Sector.
www.Paradigm-SEB.com
17

ACCREDITED CONSULTING ORGANIZATION
• We have been awarded the Accredited Consulting Organization (ACO)
designation in Project, Program and Portfolio Management!
– Only the second organization in North America.
• To achieve this designation, ACOs have:
– Undergone rigorous assessments by a large international organization
– Proven their knowledge, experience and communication skills
– Achieved high examination scores and passed multiple product knowledge
interviews
– Undergone multiple client references
• Which means….
– ACOs offer superior standards of consulting services
– The robust accreditation process provides assurance that their advice is valid and
trustworthy!
18

ACCREDITED CONSULTING ORGANIZATION
• How can this benefit you?
– ACOs have exclusive access to assess organizations using the P3M3 Assessment
Tool for:
• Portfolio, Program & Project Management Maturity Model (P3M3 ®)
• PRINCE2® Maturity Model
– An assessment will benchmark your program, project and risk management
processes and will get you on the right course to ensure the full value of the
project is achieved AND sustained.
– An assessment is invaluable whether you are:
• in the early planning stages of a new initiative, or
• struggling in the latter stages of an implementation
19

BEST PRACTICES
• Paradigm’s Best Practices provide:
– an opportunity for our consultants to share experience and insight.
– strengthening the Paradigm culture and promoting personal and professional
growth.
• Best Practices meetings occur weekly and offer an
opportunity to connect with team members and clients from
other work sites.
• Sharing knowledge and training opportunities within our
diverse team helps strengthen Paradigm employees and
benefits our clients.
20

CABINET OFFICE EXPERIENCE
• Our consultants have numerous Cabinet Office certifications in:
– PRINCE2 ® (Project Management)
– MSP ® (Programme Management)
– MOP® (Portfolio Management)
– P3O® (Project, Programme, and Portfolio Offices)
– M_o_R® (Risk Management)
• We value and encourage continuing learning and certifications,
we can proudly state that we have most PRINCE2® practitioners
than any other organization in Canada!
21

TESTIMONIAL
The Paradigm Consulting Group’s depth of consulting expertise in the area of Project,
Programme and Portfolio Management Best Practices is the strongest in Canada.
Their Accredited Consulting Organization designation and over 90 certifications among
their consulting staff demonstrates this expertise.
With their depth of experience in PRINCE2, Managing Successful Programs and
Management of Portfolios with numerous clients in Western Canada, Paradigm is a
proven and respected leader in this rapidly expanding field.
David Smyth
Marketing Manager, Canada
APMG International
22

CABINET OFFICE TRAINING OPPORTUNITIES
• Paradigm partners with
accredited training
organizations to offer
accredited training in
PRINCE2®, MSP®, P3O®,
M_o_R® and MOP®, as well
as Agile Project
Management.
23
• Our trainers have years of real life project and programme management experience.
• We offer a small class format to verify participants understanding of the content and
progress prior to the course exams.
• All courses are independent of each other and there are no prerequisites for any
class.

CABINET OFFICE TRAINING
Contact us at headoffice@paradigm-seb.com for training dates
and course information or to register for any of our courses:
– PRINCE2®
– MSP®
– P3O®
– M_o_R®
– MOP®
– Agile Project Management
24

SMART EMPLOYEE BENEFITS (SEB)
• Paradigm Consulting Group is a member of the SEB Group of
Companies.
• SEB is a technology company providing software, solutions
and services specializing in managing group benefit solutions
and healthcare claims processing environments for
corporate, government and non- profit association clients.
• Paradigm & SEB both share a common vision of providing
leading-edge business process automation, integration and
collaboration solutions to their clients.
• For more information about Smart Employee Benefits, visit
www.SEB-Inc.com
25

CONTACT US
To learn more about us:
• Internet: http://paradigm-seb.com
• LinkedIn: http://www.linkedin.com/company/paradigm-consulting-group
26

QUESTIONS?
If you have any questions about how
Paradigm can assist your organization, please contact:
Ken Howell, Registered PPM Consultant, PRINCE2MOPP3O Practitioner certified, PMP
Vice President, Business Operations
Paradigm Consulting Group Inc.
khowell@paradigm-seb.com
O: 306-522-8588 x5040
C: 204-999-8555
27

COPYRIGHTS AND TRADEMARKS
All diagrams produced by Cabinet Office and Office of Government
Commerce.
PRINCE2®, M_o_R®, MSP®, P3O®, MSP®, MoV® and MoP® are registered
trademarks of AXELOS Limited.
All AXELOS Limited product training courses are offered by Advantage
Learning UK, an ATO of AXELOS Limited.
Copyright © 2015 All rights reserved.
Reproduction or reuse of this material is strictly prohibited without prior
written approval and consent of the Paradigm Consulting Group Inc.
28

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