Transcript Slide 1

Getting IT Right
Procuring an IT System to Support Personalisation
Brett Adshead
Business Change Project Manager
West Sussex County Council
In Control The Big Event
Tuesday 16th March 2010
Getting IT Right
Procuring an IT System to Support Personalisation
Agenda
• A bit of background
• What we did right
– Success factors
– Managing the Procurement
– Some Hints & Tips
• What we could have done better
Getting IT Right
Procuring an IT System to Support Personalisation
Background
• In Control & Individual Budget Pilots
• Increasing numbers of Customers with Self-Directed Support
Model
• Obsolete Legacy Systems
• In-house solution? Re-considered
• Member Decision to procure Oct 2008
– “Competitive Dialogue to secure Partner and jointly develop solution”
• Market Research to test assumptions
• Moved to Restricted Process
– “To Purchase Adults Case Management System to Support
Personalisation”
Getting IT Right
Procuring an IT System to Support Personalisation
Prepare! Prepare! Prepare!
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Define your strategy
Understand the Market
Review your strategy
Executive Sponsorship
– People – right people with time committed
– Money – Procurement, One-Off and Recurring costs
Getting IT Right
Procuring an IT System to Support Personalisation
Prepare! Prepare! Prepare!
• Form a Team
IT SPECIALISTS
TECHNOLOGY, SECURITY
ADULT SOCIAL CARE
PERSONALISATION
FINANCE
SPECIALISTS
PROJECT
MANAGER
LEGAL, AUDIT,
ADMIN SUPPORT
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PROCUREMENT
SPECIALIST
Plan ALL your activities, timescales, venues, documents
Train the Team
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Procurement Process
Evaluation Techniques
Behaviours
Don’t Press ‘Start’ until you’re ready to go!
Getting IT Right
Procuring an IT System to Support Personalisation
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PLAN!
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DETAILED PLANNING AND PREP OF PROCUREMENT MATERIAL, METHODS AND RESOURCES + IT ALIGNMENT WITH IAT
ARCHITECTURE ROADMAP
MAR
Issue OJEU
Notice
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Go/No Go
Decision
STATUTORY PERIOD FOR REPLY TO PQQ (30 days)
..contd
APR
Open ITT to bidders
PQQs Received
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PQQ REPLIES
contd
9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
EVALUATE PQQs & DE-SELECT
STATUTORY ITT PERIOD...
MAY
Tenders received
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............................STATUTORY PERIOD FOR REPLY TO ITT (34 days)
EVALUATE ITTs
JUN
Preferred Vendor
Chosen
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.....................................EVALUATE TENDERS (incl REFERENCE SITE VISITS & DEMONSRATIONS)
JUL
Contact Signature
Contract Signature
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ALCATEL PERIOD (10 DAYS MIN.
AUG
Tell everyone what the plan is!
Getting IT Right
Procuring an IT System to Support Personalisation
Our Approach
• Typical duration 10-12 months - We had 6!
• SO:
– Restricted Tender Process
– Full evaluation limited to 3 suppliers
– e-tendering system piloted (30% resource savings)
ALL BIDDERS
P
Q
Q
“TELL US”
6 ONLY
6
WRITTEN
SUBMISSIONS
“SHOW US”
3 ONLY
3
DEMOS
SITE VISITS
PRESENTATIONS
SUCCESSFUL BIDDER
Getting IT Right
Procuring an IT System to Support Personalisation
Building the Requirements
HIGH LEVEL
REQTS
20 pages
• PQQ Questions
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Does the Product meet High Level Requirements?
Does it integrate with ERP systems (SAP)?
What technologies are used (e.g. Browser)?
Can they implement in the required timescale?
Is the Product already live in comparable sites?
Where are your Reference Sites?
What has been your involvement in the
Personalisation Agenda?
Getting IT Right
Procuring an IT System to Support Personalisation
Building the Requirements
How advanced is their Personalisation Development?
Progress in developing your Product/s
to meet the Personalisation Agenda and
how close you are to running in a live
environment.
Please mark each cell to indicate your response on each line
No plan to
develop
Development
planned but not
commenced
Citizen Portal and Initial Contact
Currently in
development
In Beta
testing
Passed User
Acceptance
testing with a
customer
Customer Portal
Information, advice and signposting
Self Assessment
Specialist Assessment e.g. OT, FACE,
Risk
Financial Self-Assessment
Resource Allocation
Support Planning
Implementation
Monitoring and Review
Managing Budgets
Contracting and Commissioning (buying
goods & services)
Vendor Response
Points
available
Currently operational or in development functionality that
supports the Personalisation Agenda that meets our Outline
Requirements and has or is expected to pass User Acceptance
Testing (UAT):
16 - 25
Adult Social Care case management system currently in
operational environments. System specification and
development plan available for functionality that supports the
Personalisation Agenda .
1 - 15
System specification and development plan not yet available for
functionality that support the Personalisation Agenda.
Not
acceptable Fail
Getting IT Right
Procuring an IT System to Support Personalisation
Building the Requirements
50% HURDLE
Commercial
20%
70% HURDLE
Vendor Fit &
Partnership Working 20%
Detailed
Requirements
Vision,
Partnering,
User Group
26 Questions
Personalisation
Functionality
Technical
80%
Software &
User Experience 40%
Technical 20%
Implementation &
Services 20%
Case Management
General (Audit)
Reporting & Performance
Finance & Budget Management
Usability
11 Questions
Configurability
18 Questions
Architecture Strategy
Existing Architecture Fit
Security
Business Continuity
Implementation, Training
Support
17 Questions
5 Questions
Getting IT Right
Procuring an IT System to Support Personalisation
Building the Requirements
• What we want – not how to do it
• Reduce the number of questions
• Personalisation Requirements
– Citizen/Customer Portal
– Initial Contact
– Self Assessment
– Resource Allocation
– Managing Personal Budgets
– Support Planning
– Start Support (Purchase)
– Review
Getting IT Right
Procuring an IT System to Support Personalisation
Evaluation of Initial Responses to e-tender
Evaluation Teams Assignment
Vision
Partner Reqts
Business Team
Sue Price
Cathy Boynton
Margaret Guest
Pat Hindley
Julie Lawrence
Joanne Snook
User Group
Prioritisation
1. Vendor Fit
[Attachments/
Text]]
Usability
[List]
Configurability
[List]
Personalisation
Case Mgt
E-tender
Submissions
Audit
Business Team
Joane Snook
Reporting & Perf
Business Team
Pat Hindley
2. Software
[List]
Downloaded
responses
Functionality
Finance & Budget
Arch Strategy
3. Technical
[Attachments/
text]
IT Team
Mark Purvis
Eleanor Williams
Mike Weaver
Tony Elkin
Existing Arch
Security
Business
Continuity
Training
4. Impl &
Services
[Attachments]
Business Team
Julie Lawrence
IT Team
Linda Ellis
IT Team
Mark Purvis
Eleanor Williams
Mike Weaver
Tony Elkin
+Sue Price
(Training)
Support
Delivery &
Implementation
IT Team
Ian Stringer
Brett Adshead
+Sue Price
Managing the Evaluation
•Specialist Evaluation Teams
•Pre-defined Criteria
•Evaluation Sessions & Rooms
booked
•Moderation Panels
•Ratings – not marks
•Tracking Tools
•Personal Workbooks to record
evaluation
Getting IT Right
Procuring an IT System to Support Personalisation
Lessons Learned
• Test your assumptions about the market
• Allow time to ‘desk test’ your evaluation
model
• Enforce compliance with the tools you’ve
developed
• Consider holding a Bidders Briefing Day after
publication of your ITT to allow bidders to
clarify your requirements
• Don’t set hurdles too high. You might lose a
good bidder who has provided a weak
response in one area
Getting IT Right
Procuring an IT System to Support Personalisation
Lessons Learned
• Locate the Project Manager & Procurement Specialist in
the same office for the duration of the procurement
• Consider using an e-procurement tool
• Form a good relationship with your legal team to ensure
you can call on their time when you need it
• Backfill team members positions to ensure they are able
to commit to the project
• Spell out the scope of your procurement to senior
management in good time and obtain explicit
endorsement of it
Getting IT Right
Procuring an IT System to Support Personalisation
Lessons Learned
PLAN! PLAN! PLAN!
Getting IT Right
Procuring an IT System to Support Personalisation
Brett Adshead
Business Change Project Manager
West Sussex County Council
[email protected]
In Control The Big Event
Tuesday 16th March 2010