1. Transforming the Procurement Process
To Improve Outcomes
February 4, 2015

2. Overview STAR Mission Statement Why Change? Stage/Gate Model Framework
Expected Outcomes
New Concepts and Collaborative Review/Development
Incorporating Procurement into the Project Approval Lifecycle
Preparing for STAR Implementation – Outreach and Training
High Level Timeline (what’s done, what’s coming!)
Resources and Contacts

3. State Technology Approval Reform Project
Mission
Transform the IT project approval process to improve the planning, quality, value and likelihood of success for technology projects being undertaken by the State of California.

4. Why are we changing how IT projects are approved?
30+ years old.
Ensure focus is on the business need.
Establish more realistic cost and schedule baseline.
Eliminate request for duplicative information.
Reduce Special Projects Reports, contract amendments, and overall project realignments.

5. Project Approval Lifecycle Expected Outcomes
Structured and guided approach
Improved planning and guidance
NO one size fits all
Right information at the right time
More accurate cost and schedule baseline
Tools and guidelines to support the new PAL
Procurement
Requirements
Organizational Readiness

6. State Technology Approval Reform Project
Stage 1
Business Analysis
Stage 2
Alternatives Analysis
Stage 3
Procurement
Analysis
Stage 4
Solution Analysis
Assess Existing
Business Processes
Identify Problem/
Opportunity
RFP Solicitation
Market
Research
Develop
Solution
Requirements
Develop Mid-Level Solution Requirements
Select Vendor
Establish Business
Case/Need
Identify Solution
Alternatives
Vendor Contract Management
COTS/MOTS
CUSTOM
Assess Project Readiness
Ensure Strategic
Alignment
Develop Request
For
Proposal
(RFP)
EXISTING
Recommend
Solution
Baseline Project
Assess Organizational Readiness
Procurement and
Staffing Strategy
DOF/Legislature APPROVAL
Project Timeline
Start Project
Department of Technology Oversight and State Entity Collaboration

7. IT Project Approval - New Procurement Perspective
Stage 1
Business Analysis
Stage 2
Alternatives Analysis
Establish
Business Case
Business Problem
Conduct
Market Research
Stage 3
Procurement Analysis
Staffing
Current State
Procurement Strategy
Mid-level Reqts
Selected Alternative
High Level Schedule
Stage 4
Solution Analysis
Build IFB/RFP
CLOUD 1st
CUSTOM
COTS
MOTS
Cost Model
Requirements SOW
Solution Reqts
Evaluation Method
Key Action Dates
EXISTING
RFP Solicitation
Vendor Selected
Contract Mgt Plan
Baseline
Cost
Schedule
Scope
DOF/Legislature APPROVAL
Start Project

8. Incorporating Procurement into the Project Approval Lifecycle
Streamlined process
Templates
Organizing/Cataloging data
Best Practice Guidelines/Tool Kits
Market Research Guidelines
Evaluation Methods
Collaboration Points
Collaboration with Department of Technology internal and external critical partners
Department of General Services
Department of Technology Information Technology Project Oversight and Consulting Division

9. Developing Stage/Gate 3 Procurement Analysis
Engagement w/Vendor Community
Informal Vetting of Draft Solicitations
Market Research Process
Reengineering Roles and Responsibilities
Memorandum of Understanding
Establishing clear and defined roles
Establishing the right staff and expertise in the procurement stage
Ongoing procurement official outreach and updates
Transparency on procurement process/procedures

10. Stage 1 and 2 Training Approach
External Training for Agencies/State Entities
Baseline Curriculum
Executive
Business
Lab
Internal Training for Department of Technology Critical Partners
Web Training
Customized Agency Training will be offered with the complete release of Stage/Gate 1-4

11. High Level Project Timeline
Milestone
Target Completion
Project Kickoff Meeting
April 2014
Project Initiation
Policy and Procedure Analysis Phase
August 2014 – October 2014
Policy Release (Technology Letter)
Stage/Gate 1 Revisions
Stage/Gate 2
December 2014
Comprehensive Training and Outreach Period
January 2015 – February 2016
Pilot Test Project(s)
January 2015 – December 2015
Stage/Gate 1-2 Policy Refinement
January 2015 – June 2015
Stage/Gate 3
Stage/Gate 4
June 2015
Stage/Gate 1-2 Policy Effective
July 2015
Stage/Gate 3-4 Policy Refinement
July 2015 – December 2015
Stage/Gate 3-4 Policy Effective
December 2015
Transition to Maintenance and Operations
March 2016
Release 1 Project End Date

12. Resources California Department of Technology Letter 13-02
Statewide Information Management Manual (SIMM) 19A
STAR Website
Government Code Section
Information Technology Leadership Academy (ITLA) Project Readiness Guide
Organizational Change Management (OCM) Guide
OCM Tools and Templates

13. Comments, ideas or questions?
Website:
STAR Contacts
Andrea Hoffman, Project Manager
Alicia Wong
Training, Communications, Outreach and Marketing
Patrick Dennis, Co-Lead
Policy and Procedure
Tiffany Angulo
Procurements
Manveer Bola, Co-Lead

14. Questions?