brett adshead business change project manager west sussex county council
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Brett Adshead Business Change Project Manager West Sussex County Council. In Control The Big Event Tuesday 16 th March 2010. Agenda A bit of background What we did right Success factors Managing the Procurement Some Hints & Tips What we could have done better. Background. - PowerPoint PPT PresentationTRANSCRIPT
Procuring an IT System to Support PersonalisationGetting IT Right
Brett AdsheadBusiness Change Project Manager
West Sussex County Council
In Control The Big EventTuesday 16th March 2010
Procuring an IT System to Support PersonalisationGetting IT Right
Agenda
• A bit of background• What we did right
– Success factors– Managing the Procurement– Some Hints & Tips
• What we could have done better
Procuring an IT System to Support PersonalisationGetting IT Right
• 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”
Background
Procuring an IT System to Support PersonalisationGetting IT Right
• Define your strategy• Understand the Market• Review your strategy• Executive Sponsorship
– People – right people with time committed– Money – Procurement, One-Off and Recurring costs
Prepare! Prepare! Prepare!
Procuring an IT System to Support PersonalisationGetting IT Right
LEGAL, AUDIT, ADMIN SUPPORT
IT SPECIALISTSTECHNOLOGY, SECURITY
PROCUREMENTSPECIALIST
ADULT SOCIAL CAREPERSONALISATION
FINANCE SPECIALISTS
• Plan ALL your activities, timescales, venues, documents• Train the Team
– Procurement Process– Evaluation Techniques– Behaviours
Don’t Press ‘Start’ until you’re ready to go!
Prepare! Prepare! Prepare!• Form a Team
PROJECT MANAGER
Procuring an IT System to Support PersonalisationGetting IT Right
Tell everyone what the plan is!
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
MAR
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30
APR
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
MAY
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30
JUN
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
JUL
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
AUG
EVALUATE ITTs
..contd
Issue OJEU Notice
STATUTORY PERIOD FOR REPLY TO PQQ (30 days)
PQQs Received
EVALUATE PQQs & DE-SELECT
Open ITT to bidders
STATUTORY ITT PERIOD...
............................STATUTORY PERIOD FOR REPLY TO ITT (34 days)
Tenders received
ALCATEL PERIOD (10 DAYS MIN.
.....................................EVALUATE TENDERS (incl REFERENCE SITE VISITS & DEMONSRATIONS)
Preferred VendorChosen
Contract Signature
DETAILED PLANNING AND PREP OF PROCUREMENT MATERIAL, METHODS AND RESOURCES + IT ALIGNMENT WITH IAT ARCHITECTURE ROADMAP
Go/No GoDecision
PQQ REPLIEScontd
Contact Signature
PLAN!
Procuring an IT System to Support PersonalisationGetting IT Right
• 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)
Our Approach
PQQ
“TELL US”
6WRITTEN
SUBMISSIONS
6 ONLY 3 ONLY
“SHOW US”
3DEMOS
SITE VISITSPRESENTATIONS
SUCCESSFUL BIDDER
ALL BIDDERS
Procuring an IT System to Support PersonalisationGetting IT Right
• PQQ Questions– 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?
Building the Requirements HIGH LEVEL REQTS
20 pages
Procuring an IT System to Support PersonalisationGetting IT Right
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
Currently in development
I n Beta testing
Passed User Acceptance testing with a customer
Citizen Portal and I nitial Contact
Customer Portal
I nformation, advice and signposting
Self Assessment
Specialist Assessment e.g. OT, FACE, RiskFinancial Self-Assessment
Resource Allocation
Support Planning
I mplementation
Monitoring and Review
Managing Budgets
Contracting and Commissioning (buying goods & services)
Building the RequirementsHow advanced is their Personalisation Development?
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
Procuring an IT System to Support PersonalisationGetting IT Right
Building the RequirementsCommercial
20%
Technical80%
Vendor Fit & Partnership Working 20%
Software & User Experience 40%
Technical 20%
Implementation &Services 20%
Vision,
Functionality
Architecture Strategy
Business ContinuityImplementation, Training
Support
26 QuestionsPartnering,
User Group
Usability
Configurability
Existing Architecture Fit
Security
PersonalisationCase Management
General (Audit)Reporting & Performance
Finance & Budget Management
11 Questions
18 Questions
17 Questions
5 Questions
DetailedRequirements
50% HURDLE
70% HURDLE
Procuring an IT System to Support PersonalisationGetting IT Right
• 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
Building the Requirements
Procuring an IT System to Support PersonalisationGetting IT Right
Managing the Evaluation
IT TeamMark Purvis
Eleanor WilliamsMike Weaver
Tony Elkin
+Sue Price (Training)
Business TeamJulie Lawrence
Business TeamPat Hindley
Business TeamJoane Snook
IT TeamIan Stringer
Brett Adshead+Sue Price
IT TeamLinda Ellis
IT TeamMark Purvis
Eleanor WilliamsMike Weaver
Tony Elkin
Business TeamSue Price
Cathy BoyntonMargaret Guest
Pat HindleyJulie LawrenceJoanne Snook
E-tender Submissions
Downloaded responses
1. Vendor Fit[Attachments/
Text]]
2. Software[List]
Arch Strategy
Existing Arch
Security
4. Impl & Services
[Attachments]
Vision
Partner Reqts
User GroupPrioritisation
Functionality
Usability[List]
Configurability[List]
Personalisation
Case Mgt
Audit
Reporting & Perf
Finance & Budget
Evaluation of Initial Responses to e-tenderEvaluation Teams Assignment
3. Technical[Attachments/
text]
Business Continuity
Training
Delivery & Implementation
Support
•Specialist Evaluation Teams•Pre-defined Criteria•Evaluation Sessions & Rooms booked•Moderation Panels•Ratings – not marks•Tracking Tools•Personal Workbooks to record evaluation
Procuring an IT System to Support PersonalisationGetting IT Right
• 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
Lessons Learned
Procuring an IT System to Support PersonalisationGetting IT Right
• 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
Lessons Learned
Procuring an IT System to Support PersonalisationGetting IT Right
PLAN! PLAN! PLAN!
Lessons Learned
Procuring an IT System to Support PersonalisationGetting IT Right
Brett AdsheadBusiness Change Project Manager
West Sussex County [email protected]
In Control The Big EventTuesday 16th March 2010