MAINE EWIC IMPLEMENTATION Scott Sloan PMP

BEG, BORROW, AND STEAL  Talk to other organizations and ask for input  Contact your State PMO, Vendor Management Group, RFP’ers  Google, google, google  Do NOT GO IT Alone!

KNOW WHAT YOU WANT  Understanding your “Current State”  Design your “Future State”  What is broken?  What regulations do you need to adhere to?  Federal  State  Local  The difference is your requirements.  Future proof your design

I KNOW THAT IS THE PRICE, BUT! WHAT IS THE PRICE FOR ME?  Going back to Beg, Borrow, and Steal  Shop out the costs from at least 3 different sources  Other States  Professional IT staffers  Google  Beware of hidden costs  Fixed Fee vs Time and Materials?  What is the cost for training staff and vendors?  What will the card cost

POLITICS, POLITICS, POLITICS  Review other contracts written by your State.  Service Level Agreements  Insurance  Deployment Certification  ADA Compliancy  HIPPA

WHO ARE THE PEOPLE IN YOUR NEIGHBORHOOD?  Independent References  The vendor will always guide you toward their poster children  Get an Org Chart of the bidding organization and Bios  Subcontractors  Tricky, understand the relationships – who is the dog and who is the tail

I KNOW WHAT YOU SAID. THIS IS WHAT I HEARD…  Be a clear in your requirements as you can.  Gray area is gray – this creates problems when comparing RFPs  A vendor will most likely interpret the requirements to best suit them to perform the least amount work for the highest dollar.  Establish the value of the contract.  This assists with negotiations and mutual understanding of risk and effort.  Understand the true cost per case month – base + options  Sometimes DIY is a better way to go

STUFFING 10 LBS IN A 5 LBS SACK  There is a limited number of vendors  Limited number of resources  Schedules always slide  Create a method to ensure your schedule can be met

THE SHOEMAKERS CHILDREN GO WITHOUT SHOES  Keep in mind that your WIC Agency will be going through a Business Process Redesign  New graphics  Card Storage and Redistribution  Support  Training  Fraud  Allow time for the agency to rewrite Agency, Clinic, Vendor, and Participant policies

NOTHING IS FOOL PROOF  Beg, Barrow, and Steal again  Look at other states that have gone before you and learn from:  What habits vendors have taken on, due to the new process  Anticipate complaints and have plans in place  – If it is not on the UPC APL, “You shall not pass!”

COMMUNICATE, COMMUNICATE, COMMUNICATE, COMMUNICATE  Did I mention communications?  Odds are a number of other agencies in your state will want to know about this project  Create effective channels of communication  Website  Newsletters  Vendors  Interdepartmental  Create an easily shareable warehouse for project information

I AM DONE NOW  Thank you, any questions?