Transcript Document

eServices Enablement Framework
Session 4
RFP Composition
Agenda
Steps in doing an e-Government project
Projects - according to the action plan
Compose the RFP
Agency activities - Compose the RFP
Compose main document
Compose functional requirements
Compose non-functional requirements
Compose appendices
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Steps in doing an e-Government project
Analysis and
RFP Development
Strategy
1
Vision and
objectives
Business/ strategic activity
• Define a
•
vision of
where you
want to go
and by when
Articulate
objectives
with
measurable
criteria for
success
2
Stock taking/
E-readiness
assessment
• List all the
possible
services you
offer to your
customers
with details
such as
number of
users,
frequency of
use, etc.
3
4
Service
prioritization
• Define
•
Pilot
Process
mapping
• Document
criteria for
prioritizing
services
Use criteria
to prioritize
and group
similar
services
together
• Assess IT
steps of
service
delivery,
paper flows,
owners of
process
steps,
performance,
legal and IT
requirements
of pilots
• Describe IT
IT activity
readiness of
– IT infrastructure of
gvmt.
agency
– Agency‘s
branches &
departments
– Connectivity to other
government
agencies
• Vision
End product
statement
for
government
agency and
list of
(quantified)
objectives
• List of
•
• Ranking of
services
services and
offered withinclassification
agency with in matrix
needed
details
Assess ereadiness of
services
5
Pilot Process
re-design/IT
requirements
• Redesign
•
•
•
•
• Write an
Action Plan
for the
government
agency,
including all
infrastructure
projects and
service
redesigns
• Describe IT
IT requirements
– Infrastructure
– Business •
applic.
– Connectivity to
other gvmt.
agencies
Ensure
compliance
with YEFI
standards*
• Overview of • Overview of
process of
services
Flowcharts
of services
processes
Action Plan
pilot services
with the
objective of
simplifying
them in terms
of ease, duration, user satisfaction, etc.
Involve key
process
owners
• Specify new
business
application,
underlying
IT infrastructure and
connectivity
6
new process
of services
Flowcharts
of new
services
processes
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infrastructure
and redesign
implementation projects
Specify
timeline and
budget for
implementation
• Overview of
•
new process
of services
Flowcharts
of new
services
processes
7 Projects –
Scoping and
RFP
Development
• Run projects
•
•
to achieve
the goals
and objectives in the
action plan
Analyse the
functional
requirements
Write the
functional
part of RFP
Implementation
B Change management
A Communication C Service
implementation
•A Communicate B• Devise a
the new
service
design to
concerned
parties
explaining the
benefits of the
new design
strategy
and plan to
address
resistance
(active and
passive)
within
agency to
new
designs
• Analyse the
•
new
business
process
application
s and apply
defined
standards
of
application
s
• The final RFP • Communica- • Change
•
3
required
changes
with
systems,
human
resources,
etc. to
make
changes
effective
• Implement
non-functional
requirements.
Write RFP the
non-functional
part
ready for
issuing
A vendor for
the
development
selected
• Implement
C
tion plan for
stakeholders
management plan
• Implemented
new
services
processes
Analysis and RFP Development – RFP process
E-Services Projects
1
Project
initialization
2a
Business
Analysis
3
4
Compose
the RFP
2b
RFP issuing and
evaluation process
Technology
Analysis
Activities
2b
1• Use one of many we 2a
• Map existing
• Analyse the technical
proven project
processes
requirements in the
management
• Redesign the new
areas of
methods Prince II,
processes
– Technical
PMI, DSDM or
• Analyse the
Architecture
SSADM
functional
– Hardware
• Define/identify final
requirements
– Security
goals and objectives
– Data needed for
– Monitoring and
for the project
the services
management
• Form organization
– The use-cases
– Environments –
• Define project plan
definition
test, staging and
with objectives and
– Service
operation
milestones
specification
3• Compose the RFP 4• 1st Round of
consisting of the
Evaluation
elements:
– Review & Scoring
– Main RFP
• 2nd Round of
– Functional and
Evaluation
non-functional
– Top 6** Bidders
requirements
• 3rd Round of
– Appendicies
Evaluation
– Bidders Responses
• 4th Round of
Evaluation:
– Technical Gap
Analysis &
Negotiation
Deliverables
• Project goals and
• A RFP ready for
objectives
• Project organisation
• Project plan
• Process flowcharts • An analysis of the
and description
• Datamodel
• Use-case descriptions
• Service specification
technical requirements
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issuing
• Final Evaluation
Report.
• Technical & Financial
Scores & Ranking
4
(3) Compose the RFP
Initial state:
- business and technical analysis finished
Final state:
- the e-Service RFP composed and ready for publishing
Agency
Compose
Main RFP
document
Plan the RFP
development
process
Compose
functional
requirements
Compose
non-functional
requirements
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(3) Compose the RFP
 Compose the RFP

Compose the main RFP document
 Instructions for the bidder
 Terms & conditions, ……

Compose the functional requirements
 Using the e-Services Framework - the functional part





Business Process Mapping and Redesign (As-Is ->To-Be)
Use Case
Data/term-model
 Reuse or contribute to YEFI standards
Service specification
Compose non-functional requirements
 Using the e-Services Framework – the non-functional part



Infrastructure (GSB, Security, e-Forms, ……)
Performance, PM, QA, Education, ….)
…….
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Compose main document
1. Introduction
1.1. Issuing Office
1.2. Purpose
1.3. RFP Organization
1.4. Background
2. Current Situation
2.1. Current IT-system(s)
2.2. Current Processes and Modules
2.3. Project Objectives
2.4. Business Drivers
2.5. Business Value Proposition
3. Scope of work
3.1. Requirements Numbering Scheme
3.2. Functional Requirements
3.3. Non-Functional Requirements
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Compose functional requirements
Processes


Process model
Process specification
Data model


Data model
Data specification
Use Cases


Use Case model
Use Case specification
Services


Service specification
Service-operations specification
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Compose non-functional requirements
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
Web-Based Application Requirements
Data Migration & Transformation Requirements
GSB Integration Requirements
Technical Solution Architecture Requirements
Software Requirements
Hardware Requirements
Development, Test, & Staging Environment Requirements
Security Requirements
Monitoring & Management Requirements
Performance & Scalability Requirements
Implementation Requirements
Maintenance & Support Requirements
Change Enablement & Training Requirements
Operations Requirements
Quality Assurance & Acceptance Requirements
Proposal Format
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Compose appendices
 Appendix A - Instructions to Bidder and Proposal
Submission and Evaluation
 Appendix B - Standard Terms & Conditions
 Appendix C - Requirements Compliance Matrix
 Appendix D - Bill of Materials & Information Tables for
Technical Proposal
 Appendix E - Training Template
 Appendix F - Bidders References Template
 Appendix G - BOM for Financial Proposal
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Estimation tool
 An estimation tool is a part of the framework.
 It can be used either under

the development of the RFP

stand alone in other contexts
or
 The tool is covering these main subjects:

Development
 Functionality
 Non-Functional
 Data conversion/migration

Technical
 Hardware
 Software Licenses
 Network

Project related expenses
 Test
 Project Management
 Documentation

Post Project
 Maintenance and Support per year
 Operations per year
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Medium
841
High
1051
Non-Functional
150
200
250
Data conversion/migration
37
49
61
Development subtotal (excl. Test)
818
1090
1363
Test
286
382
477
1104
SAR 2.207.250
1472
SAR 2.943.000
1839
SAR 3.678.750
Hardware
SAR 2.400.000
SAR 2.400.000
SAR 2.400.000
Software Licenses
SAR 2.390.000
SAR 2.390.000
SAR 2.390.000
SAR 633.000
SAR 633.000
SAR 633.000
SAR 5.423.000
SAR 5.423.000
SAR 5.423.000
SAR 3.020.700
SAR 4.027.600
SAR 5.034.500
SAR 763.025
SAR 836.600
SAR 910.175
SAR 763.025
SAR 4.546.750
SAR 836.600
SAR 5.700.800
SAR 910.175
SAR 6.854.850
SAR 12.177.000
SAR 14.066.800
SAR 15.956.600
Maintenance and Support per year
SAR 1.826.550
SAR 2.110.020
SAR 2.393.490
Operations per year
SAR 2.435.400
SAR 2.813.360
SAR 3.191.320
SAR 4.261.950
SAR 4.923.380
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SAR 5.584.810
Project
Expences
Tecnical
Architecture
Development Totals (incl. Test)
Development Totals (SAR)
Network
Tecnical Architecture Totals (SAR)
Project Management
Documentation
Unforseeable expences
Project Expences Totals (SAR)
Post
Project
Project Totals (SAR)
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Post Project
Totals
SAR
Functionality
Low
631
man days
Development
Estimation tool
(4) RFP issuing and evaluation process
Initial state:
- the final e-Service RFP developed
Final state:
- e-Service vendor selected
Agency
Conduct
Pre-Bid
meeting
Receive
proposals
Release the
RFP
Select
vendor
Receive
RFP
Questions
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Submit
Clarifications
Answers
Evaluate
proposals
14
Evaluation Approach & Suggested Timeline
1st Round of Evaluation:
Technical Proposals
Review & Scoring
of Proposals
2nd Round of
Evaluation:
Top 6**
Bidders Presentations
Suggested 6 to 8 Weeks
Suggested 1 to 2 weeks
• Bidders ranking & Scores
• Bidders Strength & Weaknesses
• Invitation for top 6 Bidders
3rd Round of
Evaluation:
Review of Bidders
Responses
Suggested 2 Weeks
• Bidders Response
to Presentations
Questions
Suggested 2 weeks
• Updated Bidders
ranking & Scores
• Bidders Strength &
Weaknesses
• Final Technical
recommendation Report
** Number of
invited Bidder
can change as
appropriate
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4th Round of
Evaluation:
Bidders’ Technical
Gap Analysis &
Negotiation
15
Final
Evaluation
Report.
•Combined
technical &
Financial
Scores &
Ranking
Detailed Evaluation Plan
Weeks
Activity
Deliverables
Round 0:
Preparation

Form evaluation committee
representing agency business and
IT, and agency finance
Form Technical evaluation team
that includes two technical analysts
/ consultants and one experienced
technical consultant with relevant
experience to the RFP technical
solution


Evaluation committee members
Technical evaluation team members
Conduct initial survey of all
proposals, use the Bidders
Responses Survey.xls worksheet
to determine bidders compliance
with RFP submission requirements
and identify knock-off candidates
Compliance matrices preparation –
add calculation.
Review and Scoring of technical
Proposals by the evaluation
team(s).
Send invitation letter to top n
ranked bidders


Knock-off Candidate
Ranked bidders list based on technical scores and
criteria
Bidders scores and scoring sheets
Summary of Bidders Strengths & Weaknesses
Preparation of Invitation letter to top n ranked
bidders
Schedule of presentation for top n bidders & obtain
confirmation for scheduled presentations for invited
bidders

Round 1: Week 1
through Week 8




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



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Detailed Evaluation Plan (Contd.)
Weeks
Activity
Deliverables
Round 2: Week 9
through Week 10

Invited bidders to present their
technical proposals
Evaluation committee and technical
evaluation team should attend top
n bidders’ presentations

Request from bidders to submit responses and
clarifications to questions raised within one week.
Round 3: Week 11
through Week 12

Bidders are to submit responses to
questions raised during
presentations
Review of received Bidders’
responses
Technical evaluation team should
update scores and ranking as well
as prepare for strengths and
weaknesses evaluation for invited
bidders


Revised bidders scores and scoring sheets
Revised ranked Bidders based on technical scores
and criteria for invited bidders
Revised summaries of Bidders Strengths &
Weaknesses for invited bidders
Ranked invited bidders based on technical and
financial criteria
Select one or two bidders to
perform technical gap analysis and
negotiation
Conduct meetings with selected
bidder(s) for technical negotiation
and technical gap analysis




Round 4: Week 13
through Week 14


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


Detailed technical gap analysis for selected 1 or 2
bidders
Final evaluation & recommendation report
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Evaluation stage deliverables
 Key Deliverables:





Bidders ranking based on Technical Proposal
evaluation
Bidders Technical score sheets
Summary of Bidders strengths and weakness
Bidders ranking based on Technical Proposal
Evaluation and Financial score
Final Evaluation Recommendation Report
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Questions and answers
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