Procurement and Contracts Management System PCMS Location Date

Procurement and Contracts Management System (PCMS) Location: Date: Time: 1 Ashburton Place, 21 st Floor April 6, 2017 9: 30 am – 12: 00 pm

PCMS Project Showcase Agenda • Mass. IT Strategic Priorities • Overview of PCMS • Keys to Success • Lessons Learned • Demonstration • Q&A

Current Mass. IT Strategic Priorities Digital – to deliver best-in-class services that meet constituents needs and expectations Desktop – to provide staff with a highly productive end-user experience, from network to desktop Security – to enable sharing while protecting against ever-increasing threats Procurement Reform – to accelerate and innovate while remaining open, fair, and competitive Projects – to minimize risk and gain business benefits

Mass. IT Procurement Reform Led by Sean Vinck, Deputy CIO and Chief Procurement Officer In April 2016 the Mass. IT Procurement Team developed End to End (E 2 E) process diagram of the Mass. IT procurement process We chose an existing Mass. IT Business Process Management Platform (BPM) - On. Base to develop the automated process Wrote a Statement of Work (SOW) to acquire assistance from an outside partner Had a Proof of Concept (POC) of the Procurement and Contracts Management System (PCMS) ready in 3 months

Overview of PCMS Go Live Project Management Communications End User Training On. Base Configuration and Testing Develop Mass. IT Procurement to Payment Process and Workflows Scope of PCMS Release 1. 0

PCMS Core Project Team • Sean Vinck, Project Executive Sponsor • Tracy Williams, PCO, Project Manager • Matt Deschenes, PCO, Deputy Project Manager • Sean Aulson, PCO, Project Support • Annmarie Kates, TFG, Subject Matter Expert – Procurement/Finance • Carolyn Keane, OGC, Subject Matter Expert – Contracts • Ed Amaral, KMBS On. Base Specialist • Jeff Kelaghan, KMBS Project Manager

PCMS – Product Vision Mass. IT Procurement Coordinators will use a clearly defined, automated, and transparent process to procure or purchase goods and services in support of their individual units’ mission and goals The PCMS Project will deliver: • Clear and simple process to procure or purchase IT goods and services • Automated tool to support the new process • Visibility for Mass. IT procurement coordinators of the status of their request • Electronic approval process • Ongoing focus on customer satisfaction • Measures/metrics to provide ongoing operational process improvement capabilities Page: 7

Keys to Success Business Process First Leverage an Existing Mass. IT Platform With Partner Support Strong Project Management Page: 8

Strong Project Management Discipline Tools Used Project Schedule – Mix of Waterfall and Agile MS Project Risk, Issues, Change, Actions, and Backlog Management MS Excel Requirements Gathering MS Word and Visio User Acceptance Testing MS Excel Deployment Email and Zen. Works Communications MS Word, Email, Wiki Stakeholder Management Email, Meetings Budget Management MS Excel Status Reporting MS Power. Point Collaboration MS Share. Point Page: 9

PCMS Release Schedule Page: 10

PCMS Detailed Release Schedule Page: 11

Risks and Issues Log Page: 12

Requirements Backlog Page: 13

Requirements Gathering Business Rule Development Use Case Development Workflow Development Page: 14

User Acceptance Testing 1. UAT Team 2. Developed Test Cases 3. Executed Test Plan Page: 15

User Acceptance Testing Page: 16

User Acceptance Testing What does your PM expertise tell you? Potential Product Quality Risk Results at Go Live Page: 17

Deployment • Deployment of UAT to Production • Deployment of On. Base Client to desktops 1. Worked extensively with ANF LAN Team 2. Installed necessary pre-requisites on desktops 3. Sent welcome email to PCMS Users • Instructions for download • First Time Login Info • Go Live Resources Support Page: 18

End User Training • Training Conducted over 2 days • HRD Lab on 10 th Floor of 1 Ashburton Place • Part 1 – Procurement • Part 2 – PCMS • 15 of 30 users attended initial training • Snow interrupted other scheduled sessions Page: 19

Go Live – February 1, 2017 Ceremonial 1 st Transaction Page: 20

Communications Plan Page: 21

Status Reporting 1 of 3

Status Reporting – 2 of 3

Status Reporting – 3 of 3

Business Process First Page: 25

Purchase Request Initiation and RFQ Development Workflow Page: 26

Request for Staff Augmentation Workflow Page: 27

Request for Purchase Order Workflow Page: 28

Using an Existing Mass. IT BPM Platform • Cloud Hosted • Shared Service • Workflow • Workview • Built on MS SQL • Lots of APIs Page: 29

With Partner Support Mass. IT BPM Team • Maintains platforms in On. Base and File. Net • Assists with vendor management • Supports projects at a program level • Created state contract for environment and professional services support KMBS • Expertise in On. Base Configuration • Support in workflow design and requirements gathering • Production system support Page: 30

Lessons Learned • Cloud Based BPM Platform reduces: Project Management efforts needed Number of defects Risks related to infrastructure, code quality, etc Costs • • COTS v. Custom Code v. BPM Implementation • We lack a Integrated Development Environment (IDE) • • We lack training facilities for instructor led training Balance of time boxed releases and operational needs We can wear too many hats Page: 31

Lessons Learned • Organizational Change Management (OCM) Resources Needed ü Business Process ü Policy ü Roles ü Responsibilities ü Skills

Benefits of System to Mass. IT • Standardized process allows process analysis and improvements • More detailed purchase item classification using UNSPC provides deeper understanding of what we are buying • Increased ability to negotiate volume based pricing • Improved Mass. IT resource allocation • Established operations measures support improved decision making

What’s Next? Release 2, 3+

Launching the On. Base Client

My Personal Page

Purchase/Contract Request Form

Purchase/Contract Request Form

Purchase/Contract Request Form

Dashboards & Reporting 143 PCRs since Feb 1 2017 totaling $29 M

Keys to Success Business Process First Leverage an Existing Mass. IT Platform With Partner Support Strong Project Management

Thanks for Attending !! Feel free to contact me for anything of interest or more questions tracy. williams@mass. gov 401 -623 -7325