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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. Vendor’s Conference Agenda.

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state of connecticut joint core systems replacement project

State Of ConnecticutJoint 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

vendor s conference agenda
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
the players
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
project background
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
slide5

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
slide6

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
project approach
Project Approach
  • Project Organization Phase
  • System Definition Phase
    • Requirements definition
    • RFP development
    • Software selection
  • Implementation Phases
    • Group 1 modules
    • Group 2 modules
project organization phase
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
conduct awareness campaign
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
issue rfp for consulting assistance
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)
analyze present systems
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
organize system definition phase
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
hr and finance project teams
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
change management team
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
technical project team
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
erp ewta synchronicity 1
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
erp ewta synchronicity 2
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