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DecisionDirector® EIS Project Kick-Off Presented to: Foothill-De Anza CCD March Dan Miller, Founder Advantiv Solutions, LLC
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FHDA EIS Selection Project
About Advantiv… Started in 1996 Objective: Improve the System Selection process for buyers and vendors Highlights: 175+ campuses, 21,000+ stakeholders, excellent results About Today’s Project Kick-Off Presentation… Project Overview A Little “Hands-On” Questions and Answers Throughout Next Steps
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FHDA EIS Selection Project
System Selection using DecisionDirector® Highly-refined yet flexible methodology Solidifies vision Identifies and validates requirements Supports best possible decision All possible vendors can be involved -- and are properly evaluated Average process takes 5-6 months, can be as short as days Key Benefits Broad stakeholder involvement enables political and practical success Web-based Very easy to use Data-intensive yet minimal effort Rapid time-to-decision supported by numerous reports Foundation for overall project success, through implementation and beyond
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FHDA EIS Selection Project
What We Will Do Together: We will go through a highly collaborative, information-driven, web-enabled EIS selection process. EIS Selection Process Project Charter Brainstorm Business Process Review Functional Assessment Requirements Validation Proposal/ Vendor Evaluation Subjective
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FHDA EIS Selection Project
So… What is DecisionDirector? What are “KnowledgePacks”? What does DecisionDirector it look like? How will it support our EIS selection process? How will FHDA and Advantiv be working together? EIS Selection Process Project Charter Brainstorm Business Process Review Functional Assessment Requirements Validation Proposal/ Vendor Evaluation Subjective
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FHDA EIS Selection Project -- DecisionDirector®
Web-Based Collaboration and Decision Support Tool KnowledgePacks Structured content such as Discussion Drivers, Product Requirements, and Vendor Evaluation Criteria On-Line Collaboration Forums Brainstorming/Repositories Voting/Data Collection Project Vision and Charter Fact-finding Issue development/Idea sharing Document Repository Functional Needs Assessment Requirements Validation On-Line Vendor Response Demo Evaluation Subjective Evaluation Reporting and Analysis Throughout
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FHDA EIS Selection Project -- KnowledgePacks
This is an example of a Student system detailed functional requirements KnowledgePack Edit Sheet. Our typical Student KP contains 2500 requirements.
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FHDA EIS Selection Project -- DecisionDirector®
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FHDA EIS Selection Project -- DecisionDirector®
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EIS Project Interaction Model – Simplified View
Functional Stakeholders – Staff, Faculty, and Students DecisionDirector Project Charter Brainstorm Business Process Review Functional Assessment Requirements Validation Proposal/ Vendor Evaluation Subjective Evaluation Advantiv Team Functional Leads/Subject Matter Experts Steering Committee/Project Manager
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EIS Project -- Typical Activity Tasking by Group
Functional Stakeholders Steering Committee/PM Determine stakeholder feedback to be gathered Determine reporting/analysis expectations Establish forum schedule Identify and invite stakeholders Functional Leads/SMEs Customize FHDA’s Business Process KnowledgePack Functional Stakeholders Participate in forum(s) Validate BP KnowledgePack (optional) Respond to forum Advantiv Team Advise definition of forums and reports Assist in customization of KnowledgePacks Create forum(s), instructions, and worksheets Create and deliver reports/analyses DecisionDirector Business Process Review (for example) Advantiv Team Functional Leads/SMEs Steering Committee/PM
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FHDA EIS Selection Project
Let’s Take a Closer Look at the Process… EIS Selection Process Project Charter Brainstorm Business Process Review Functional Assessment Requirements Validation Proposal/ Vendor Evaluation Subjective
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FHDA EIS Selection Project
Project Charter Brainstorming Stimulate a big-picture, cross-enterprise, vision-oriented discussion Create personal and departmental alignment with institutional direction and strategy “Where are we headed?”, “How will we get there?”, “What will this mean for me??” Excitement develops, momentum increases, the project becomes real Raw material for an EIS Project Charter is generated EIS Selection Process Project Charter Brainstorm Business Process Review Functional Assessment Requirements Validation Proposal/ Vendor Evaluation Subjective
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FHDA EIS Selection Project -- DecisionDirector®
Project Charter Brainstorming
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FHDA EIS Selection Project -- DecisionDirector®
Project Charter Brainstorming
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FHDA EIS Selection Project
Business Process Review High-level definition and assessment of business processes Develop baseline importance and satisfaction ratings “What are our priorities?” “Where can we take huge leaps forward?” Adds clarity to the process and establishes a benchmark for impact analysis Sets primary agenda for vendor demonstrations EIS Selection Process Project Charter Brainstorm Business Process Review Functional Assessment Requirements Validation Proposal/ Vendor Evaluation Subjective
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FHDA EIS Selection Project -- DecisionDirector®
Business Process Review EIS Selection Process Project Charter Brainstorm Business Process Review Functional Assessment Requirements Validation Proposal/ Vendor Evaluation Subjective
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FHDA EIS Selection Project
Functional Assessment Detailed functional inventory and requirements definition Thousands of detailed requirements, up to hundreds of stakeholders “What do we have?” “What do we need?” “How badly do we need it?” Establishes the foundation of the functional section of the RFP EIS Selection Process Project Charter Brainstorm Business Process Review Functional Assessment Requirements Validation Proposal/ Vendor Evaluation Subjective
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FHDA EIS Selection Project -- DecisionDirector®
Functional Assessment EIS Selection Process Project Charter Brainstorm Business Process Review Functional Assessment Requirements Validation Proposal/ Vendor Evaluation Subjective
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FHDA EIS Selection Project
Requirements Validation Official confirmation of requirements and priorities Core team of subject matter experts, typically the project team leads “Do we really need this?” “Is this the correct priority?” Establishes final/official requirements for the institution EIS Selection Process Project Charter Brainstorm Business Process Review Functional Assessment Requirements Validation Proposal/ Vendor Evaluation Subjective
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FHDA EIS Selection Project -- DecisionDirector®
Requirements Validation Official confirmation of requirements and priorities Core team of subject matter experts, typically the project team leads “Do we really need this?” “Is this the correct priority?” Establishes final/official requirements for the institution EIS Selection Process Project Charter Brainstorm Business Process Review Functional Assessment Requirements Validation Proposal/ Vendor Evaluation Subjective
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FHDA EIS Selection Project -- DecisionDirector®
Capabilities Assessment 3 What We Need… 1 What’s Available… 2 What We Have…
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FHDA EIS Selection Project
Proposal/Vendor Evaluation Structured evaluation process and analytics Functional fit/gap analysis, demo ratings, other metrics “Does the product fit?”, “Can we succeed with this vendor?” Makes it easy to handle the facts/figures portion of the evaluation process EIS Selection Process Project Charter Brainstorm Business Process Review Functional Assessment Requirements Validation Proposal/ Vendor Evaluation Subjective
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FHDA EIS Selection Project
Traditional RFP with DD Added… EIS Selection Process Project Charter Brainstorm Business Process Review Functional Assessment Requirements Validation Proposal/ Vendor Evaluation Subjective
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FHDA EIS Selection Project -- DecisionDirector®
Vendors use *DD2* to Respond to Requirements EIS Selection Process Project Charter Brainstorm Business Process Review Functional Assessment Requirements Validation Proposal/ Vendor Evaluation Subjective
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FHDA EIS Selection Project -- DecisionDirector®
Functional Evaluation
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FHDA EIS Selection Project -- DecisionDirector®
Functional Evaluation
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FHDA EIS Selection Project -- DecisionDirector®
Evaluation of Vendor’s Product Demonstrations Structured evaluation process and analytics Functional fit/gap analysis, demo ratings, other metrics “Does the product fit?”, “Can we succeed with this vendor?” Makes it easy to handle the facts/figures portion of the evaluation process EIS Selection Process Project Charter Brainstorm Business Process Review Functional Assessment Requirements Validation Proposal/ Vendor Evaluation Subjective
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FHDA EIS Selection Project -- DecisionDirector®
Vendor Reference Check Ratings EIS Selection Process Project Charter Brainstorm Business Process Review Functional Assessment Requirements Validation Proposal/ Vendor Evaluation Subjective
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FHDA EIS Selection Project
Subjective Evaluation Structured evaluation that correlates emotion with facts 50-60 evaluation criteria, answered in vendor side-by-side fashion “Which vendor will get us to where we want to go?” Ties it all together to enable a confident and supportable decision EIS Selection Process Project Charter Brainstorm Business Process Review Functional Assessment Requirements Validation Proposal/ Vendor Evaluation Subjective
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FHDA EIS Selection Project
Subjective Evaluation EIS Selection Process Project Charter Brainstorm Business Process Review Functional Assessment Requirements Validation Proposal/ Vendor Evaluation Subjective
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FHDA EIS Selection Project
Final Summary Evaluation EIS Selection Process Project Charter Brainstorm Business Process Review Functional Assessment Requirements Validation Proposal/ Vendor Evaluation Subjective
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FHDA EIS Selection Project
Questions? Comments? Shall we try it out? EIS Selection Process Project Charter Brainstorm Business Process Review Functional Assessment Requirements Validation Proposal/ Vendor Evaluation Subjective
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