Team C Oregon State SaaS Contract Brokering

C.1 Business Challenge CURRENT STATE: The Department of Administrative Services State Procurement Office (SPO) was established to develop, establish and administer contracts for goods and services on behalf of state agencies, and local governments. In addition, many individual state agencies still have their own IT procurement and contracting processes. (See Graph) There is concern that the current IT procurement environment still has room for improvements. Therefore, if we move forward with Software as a Service (SaaS) for state, we have to reaffirm the role of SPO as the one-stop shop for SaaS contract management for all individual state agencies. PO DHS DOR DAS ODOT SOS SPO DCBS DOA DEQ GMI DOJ DOF DVA OSP WRD ODF OSL ODA HCS OED ODE DOC

C.2 Workshop Team Challenge In one and half day, the workshop participants have to perform the following tasks: Recommend a list of potential SaaS solutions that can be pursued on a state enterprise license agreement Rank these solutions into three levels: - Short-term candidates - Mid-term candidates - Long-term candidates

C.3 Workshop Methodology WORKSHOP TOOLS Decision-making tools that workshop participants used include: - Brainstorming tool Investment matrix TOOL CONSTRUCTION The eight criteria that workshop participants decide to use on the investment matrix include: Security: Impact on customer data security when implementing the SaaS solution Time to Value: The time it takes for the SaaS solution to yield value Market Maturity: The maturity level of the SaaS market for that solution Switching Cost: The switching cost occurs switching to a state license agreement Payback Period: Overall payback period for the investment Degree of Commonality: Rough estimate of potential agency usage of the solution Implementation Cost: Additional costs such as legal, negotiation costs, etc. Vendor Mobility/Business Continuity: Ease of exiting from state contract in case vendors go out of business

Workshop Result

Potential SaaS candidate list for enterprise license agreement 1. Employee Performance Management 2. HR BPO (Include Time and Attendance: OFLA, FEMLA) 3. Unified Communication 4. Email Archiving 5. Financial Accounting 6. Asset Accounting 7. ERP 8. E-Procurement 9. Procure to Pay 10. Infrastructure Service (Non mission critical) 11. Enterprise Content Management 12. Fleet Management 13. Relationship Management 14. Travel Expense 15. Web Conferencing 16. Case Management (Single agency view) 17. Desktop Office Productivity Tools * * The final category was added after the workshop due to opportunity for state contract renewal

SaaS Investment Matrix Long-term Mid-term Short-term