June 6, 2005

Integrator/Developer RFPVendor Roundtable

FOCAS Project

June 6, 2005

June 6, 2005

Agenda

• Introduction

• Ground Rules/Housekeeping

• Structure of RFP

• Contractual Items

• Next Steps

June 6, 2005

Ground Rules/Housekeeping

• Questions– State your name, company and, if appropriate,

Requirement Number or Section of RFP– Ask Question

• Sign in & Sign Out

June 6, 2005

Structure of RFP

• Project Definition– Project Scope– Unresolved Issues – Project Software– Project Infrastructure– Interfaces

• Not included– Cost sheets– Contractors Response Database– Software Matrix

June 6, 2005

Minimum Qualifications

• Duly authorized to do business in New York State and in business for a minimum of 5 years

• Within the past 5 years was the primary I/D for at least:– Two ERP implementations using (xx) software, preferably in the

public sector– One of which had a value of $15 million or greater (entire system

solution)– One private or public sector ERP implementation which includes

at a minimum:• Supporting 2,100 users• 3.5 million payments• 12 million transactions• 30,000 contracts/amendments annually

June 6, 2005

Minimum Qualifications

• Performance Bond– Furnished upon execution of the contract

• Certified by the software contractor to:– implement (xx) software and– have a software company representative

available to the Project for consultation

June 6, 2005

Contract Terms & ConditionsNon-negotiable

• Term of Contract– 3 years with option to extend for 2 additional one-year

terms• Order of Precedence

– Standard Clauses for OSC Contracts– Negotiated Agreement– RFP and any clarifications thereto– Contractor’s Proposal and all clarifications

• Tax Exemption– New York State is exempt from sales and use taxes

June 6, 2005

Contractual Terms

• General

• Indemnification

• Contractor Liability

• Warranty

• Stop Work

• Conflict Resolution

June 6, 2005

Project Composition/Staffing

• Hours of operation

• Partnership

• Use of State Equipment

• Space

June 6, 2005

Core Functionality

• Budget Management

• Grants Accounting

• Contract Management

• Accounts Payable

• Vendor Repository

• Revenue Management

June 6, 2005

Core Functionality

• Financial Reporting

• General Ledger

• Accounts Receivable

• Cash Management

• Debt Management

• Capital Assets (optional)

June 6, 2005

Issues• Philosophy • Unresolved

– Vendor File– Consolidated Banking & Revenue Processing– Chart of Accounts– Fringe & Indirect Charges– Travel Payments

• Solicit Input– Alternate solutions – Pricing alternatives

• Multiple costing based on different solutions

June 6, 2005

Software RFP Requirements

• Requirements in the Software RFP– 297 Functional– 159 Technical

• Only requirements that can be done out of the box will be populated into Software Matrix

June 6, 2005

Software Matrix

Req # Requirement TextSoftware’s

Level of Compliance

Agree / Disagree

Why Disagree

1 The Contractor must complete Attachment C.2 (Minimum Qualifying ERP Experience - Transactions) which provides details of their commercial off-the-shelf (COTS) financial package implementation, that has been in operation for a full fiscal year, at a large governmental entity. The detail must indicate that the software is capable of processing more than 15,000 payments daily, 40,000 contracts and amendments annually, 10 million accounting transactions annually, and supports 2500-3000 users.

Y – Standard Function

2 The Contractor must complete Attachment C.3 (Minimum Qualifying ERP Experience - Expenditure Capacity) to document that the Contractor's ERP software has been successfully implemented at two governmental entities having expenditures of at least $10 billion annually.

C - Configuration Required

3 The proposer must have full ownership or proprietary license rights to sell the software contained in the proposal.

R – Report Exists

June 6, 2005

“Modification” Type Requirements

• Part of Contractor Response Database

• Response should describe how requirement will be satisfied

• Alternate solutions and best practice policies should be presented

June 6, 2005

Technical Environment• Current

– CAS + shadow systems– Other OSC systems– Networking– Servers– Authentication

• Future– ERP Package– Multiple interfaces– Hardware

June 6, 2005

DeliverablesProject Administration

• Work Plan (MS Project)– Comprehensive, resource loaded– Sequence of events – internal & external– Detail the following:

• Major Project phases and deliverables• Tasks – start & completion dates, work products, dependencies,

and resources• Critical Path• Key milestones and deliverable due dates• Review processes, including internal and OSC reviews• Project Management activities

June 6, 2005

DeliverablesProject Administration

• Prepare and deliver– Project presentations– Project Status Reports

• Summary of tasks accomplished during report period• Impact of any problems and effect on overall schedule• Tasks to be completed in upcoming period• Consultant resource hours expended• Identification and assessment of “at risk” areas• Issues to be addressed

– Monthly M/WBE Report• Dollar amounts paid to certified M/WBE subcontractor• Staff on Project identified as minority or women

• Conduct Project Status Meetings

June 6, 2005

DeliverablesRequirements Analysis

• Conduct series of presentations to OSC staff– Expectations

• At least 1 presentation per module• System walkthroughs• Should occur within a two-week timeframe• Follow logical data processing order

• All presentations– Recorded on video tape and used as a training tool for new staff– Electronic versions will be given to FOCAS upon completion– Track and document attendance, questions/open issues, action

items

June 6, 2005

DeliverablesSystem Design

• Fit/Gap Analysis– Expected Outcomes

• Functional specifications – system configuration

• Functional specifications – system modifications

• Traceability Matrix

• Functional design documents – system modifications

• Best practice based business process re-engineering– Functionally better and/or more cost effective

June 6, 2005

DeliverablesSystem Design

• CAS Reporting Assessment– Content, format and usefulness of existing reports

– New reporting needs

• Interface Analysis– Internal & external interface

• Impact analysis

• Mapping of each interface

• Define & develop plan to maintain interface capabilities

• Detail Design Documents

June 6, 2005

DeliverablesPlanning

• Interface Plan

• Configuration Management Plan

• System Security Plan

• Workflow Plan

• System Design & Construction Plan

• Data Conversion and Migration Plan

• Testing Plan

June 6, 2005

DeliverablesConstruction

• Implement System Design and Construction Plan

• Implement User Roles and Security

• Implement Workflow driven system functionality

• Execute Data Conversion and Migration

June 6, 2005

DeliverablesConstruction

• Construct Reports

• Construct Interfaces

• Develop Test Data– OSC and QA staff will be responsible for

identifying key data to be loaded

• System Testing– Create & execute scripts

June 6, 2005

DeliverablesSystem Acceptance

• User Acceptance Testing– OSC and QA staff

• System Load

• System Interfaces

• Data Conversion

• System Testing

June 6, 2005

DeliverablesProject Implementation

• Implementation Checklist– Detail sequence of events – internal & external

– Go/no go criteria

– Activities for production cutover• Final data conversion and validation

• Final migration of report, online, batch and interface

• Migration of security roles, permissions userids and passwords

• Final implementation monitoring and tracking

• Identified risks

• Emergency back-out procedures and contingency plans

June 6, 2005

DeliverablesTraining

• Training Strategy– Training Scope– Training Audience– Goals, Objectives, Performance Measures– Assumptions and critical success factors– Roles and Responsibilities

• Training Plan• Training Courses and Materials

June 6, 2005

DeliverablesReview and Closeout

• Closeout Activity Schedule

• Lessons Learned

• Capability Transfer Assessment

• Transition Plan for Staff

• Project Closeout Task Report

June 6, 2005

DeliverablesSystem Documentation

• System Maintenance and Operations Manuals

• User Operations Manual– Support training, help desk, day-to-day functions

June 6, 2005

Costs• Costs

– Deliverable based contract– Task Orders for additional consulting services– Software modifications

• 15% Retainage versus Performance Bond

• General Forms

June 6, 2005

Vendor Meetings

• Individual meetings– 1 to 2 hours– Roundtable discussion of issues– Held within a two-week period– Information will be used in the development of

the final RFP

June 6, 2005

Next Steps• July 25, 2005

– RFP Released

• August 9, 2005– Proposers’ Conference

• September 9, 2005 2:00 p.m., ET– Proposals due

• October 10, 2005 – October 28, 2005– Oral Presentations