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Transforming the Procurement Process
To Improve Outcomes
February 4, 2015
OverviewSTAR Mission Statement
Why Change?
Stage/Gate Model Framework
Expected Outcomes
New Concepts and Collaborative Review/Development
Incorporating Procurement into the Project Approval Lifecycle
Preparing for STAR Implementation – Outreach and Training
High Level Timeline (what’s done, what’s coming!)
Resources and Contacts
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State Technology Approval Reform Project
Mission
Transform the IT project approval process to improve the planning, quality, value and likelihood of success for technology projects being undertaken by the State of California.
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Why are we changing how IT projects are approved?30+ years old.
Ensure focus is on the business need.
Establish more realistic cost and schedule baseline.
Eliminate request for duplicative information.
Reduce Special Projects Reports, contract amendments, and overall project realignments.
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Project Approval Lifecycle Expected Outcomes
Structured and guided approach
Improved planning and guidance
NO one size fits all
Right information at the right time
More accurate cost and schedule baseline
Tools and guidelines to support the new PALo Procuremento Requirementso Organizational Readiness
State Technology Approval Reform Project
Stage 1Business Analysis
Department of Technology Oversight and State Entity Collaboration
Identify Problem/
Opportunity
Establish Business
Case/Need
Ensure StrategicAlignment
Assess Organizational
Readiness
Stage 4Solution Analysis
RFP Solicitation
Select Vendor
Assess Project Readiness
Baseline Project
Stage 2Alternatives Analysis
Assess Existing Business Processes
Develop Mid-Level Solution
Requirements
Recommend Solution
Market Research
Identify Solution Alternatives
COTS/MOTS
EXISTING
CUSTOM
Stage 3Procurement
Analysis
Develop Solution
Requirements
Develop Request
For Proposal
(RFP)
Start Project
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DOF/Legislature APPROVAL
Procurement andStaffing Strategy
Project Timeline
Vendor Contract Management
IT Project Approval - New Procurement Perspective 7
ConductMarket
Research
EstablishBusiness
Case
Stage 1Business Analysis
Stage 2Alternatives Analysis
Stage 3Procurement Analysis
Build IFB/RFP
Cost ModelRequirements SOWSolution ReqtsEvaluation MethodKey Action Dates
Stage 4Solution Analysis
RFP Solicitatio
nVendor SelectedContract Mgt PlanBaseline
• Cost• Schedule• Scope
StaffingCurrent StateProcurement StrategyMid-level ReqtsSelected AlternativeHigh Level Schedule
MOTS
CUSTOM
EXISTING
DOF/Legislature APPROVAL
Start Project
Business Problem
COTS
CLOUD 1st
Incorporating Procurement into the Project Approval Lifecycle
Streamlined processo Templateso Organizing/Cataloging data
Best Practice Guidelines/Tool Kitso Market Research Guidelineso Evaluation Methods
Collaboration Pointso Collaboration with Department of Technology internal
and external critical partners Department of General Services Department of Technology Information Technology
Project Oversight and Consulting Division
Developing Stage/Gate 3 Procurement Analysis
1. Engagement w/Vendor Community Informal Vetting of Draft Solicitations Market Research Process
2. Reengineering Roles and Responsibilities Memorandum of Understanding Establishing clear and defined roles Establishing the right staff and expertise in the
procurement stage
3. Ongoing procurement official outreach and updates
4. Transparency on procurement process/procedures
Stage 1 and 2Training Approach
External Training for Agencies/State Entitieso Baseline Curriculumo Executiveo Businesso Lab
Internal Training for Department of Technology Critical Partners
Web Training
Customized Agency Training will be offered with the complete release of Stage/Gate 1-4
High Level Project Timeline11
Milestone Target CompletionProject Kickoff Meeting April 2014Project Initiation April 2014Policy and Procedure Analysis Phase August 2014 – October 2014Policy Release (Technology Letter)
Stage/Gate 1 Revisions Stage/Gate 2
December 2014
Comprehensive Training and Outreach Period January 2015 – February 2016
Pilot Test Project(s) January 2015 – December 2015
Stage/Gate 1-2 Policy Refinement January 2015 – June 2015Policy Release (Technology Letter)
Stage/Gate 3 Stage/Gate 4
June 2015
Stage/Gate 1-2 Policy Effective July 2015Stage/Gate 3-4 Policy Refinement July 2015 – December 2015Stage/Gate 3-4 Policy Effective December 2015Transition to Maintenance and Operations March 2016Release 1 Project End Date March 2016
Resources
California Department of Technology Letter 13-02
Statewide Information Management Manual (SIMM) 19A
STAR Website
Government Code Section 11545-11548
Information Technology Leadership Academy (ITLA) Project Readiness Guide
o Organizational Change Management (OCM) Guideo OCM Tools and Templates
Comments, ideas or questions? Email: [email protected]
Website: https://marketing.otech.ca.gov/star/
STAR Contacts
Andrea Hoffman, Project [email protected]
Alicia WongTraining, Communications, Outreach and [email protected]
Patrick Dennis, Co-LeadPolicy and [email protected]
Tiffany [email protected]
Manveer Bola, Co-LeadPolicy and [email protected]
Questions?
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