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C.1 Business Challenge
PODHS
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SOSSPO
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CURRENT STATE:
The Department of Administrative Services State Procurement Office (SPO) was established to develop, establish and administer contracts for goods and services on behalf of state agencies, and local governments. In addition, many individual state agencies still have their own IT procurement and contracting processes. (See Graph)
There is concern that the current IT procurement environment still has room for improvements. Therefore, if we move forward with Software as a Service (SaaS) for state, we have to reaffirm the role of SPO as the one-stop shop for SaaS contract management for all individual state agencies.
C.2 Workshop Team Challenge
In one and half day, the workshop
participants have to perform the
following tasks:
Recommend a list of potential SaaS
solutions that can be pursued on a
state enterprise license agreement
Rank these solutions into three
levels:
- Short-term candidates
- Mid-term candidates
- Long-term candidates
C.3 Workshop Methodology
WORKSHOP TOOLS
Decision-making tools that workshop participants used include: - Brainstorming tool- Investment matrix
TOOL CONSTRUCTION
The eight criteria that workshop participants decide to use on the investment matrix include:
1. Security: Impact on customer data security when implementing the SaaS solution
2. Time to Value: The time it takes for the SaaS solution to yield value
3. Market Maturity: The maturity level of the SaaS market for that solution
4. Switching Cost: The switching cost occurs switching to a state license agreement
5. Payback Period: Overall payback period for the investment 6. Degree of Commonality: Rough estimate of potential
agency usage of the solution7. Implementation Cost: Additional costs such as legal,
negotiation costs, etc. 8. Vendor Mobility/Business Continuity: Ease of exiting
from state contract in case vendors go out of business
Potential SaaS candidate list for enterprise license agreement
1. Employee Performance Management
2. HR BPO (Include Time and Attendance: OFLA, FEMLA)
3. Unified Communication
4. Email Archiving
5. Financial Accounting
6. Asset Accounting
7. ERP
8. E-Procurement
9. Procure to Pay
10. Infrastructure Service (Non mission critical)
11. Enterprise Content Management
12. Fleet Management
13. Relationship Management
14. Travel Expense
15. Web Conferencing
16. Case Management (Single agency view)
17. Desktop Office Productivity Tools *
* The final category was added after the workshop due to opportunity for state contract renewal
Employee Performance Management HR BPO (Include Time and
Attendance: OFLA, FEMLA)Unified Communication
Financial Accounting
Asset Accounting
ERP
E-Procurement
Procure to Pay
Infrastructure Service
Enterprise Content Management
Fleet Management
Relationship Management
Travel Expense
Web Conferencing Case Management (Single agency view)
Desktop Office Productivity Tools
Email Archiving
0
5,000
10,000
15,000
20,000
25,000
30,000
35,000
40,000
8 12 16 20 24 28 32 36 40
Implementation / Impact
Us
er
Fo
rec
as
tSaaS Investment Matrix
Short-term
Mid-term
Long-term