Procurement Technology Modernization Kickoff Oct 7 2019 P

Procurement Technology Modernization Kick-off Oct 7, 2019

P rocurement T echnology M odernization • • • Agenda PTM Value Drivers and Scope Solution Overview Implementation Team Timeline & Deliverables Project Management Demo

P rocurement T echnology M odernization PTM Value Drivers & Scope

P rocurement T echnology M odernization PTM Value Drivers Current State PTM Vision Multiple registers, rosters & points of entry for suppliers Data difficult to maintain current Provide Self-Service single point of access Laborious and paper-based process Fully electronic solicitation process 70% fail rate with Online Vendor Registration Lack of up-to-date data on supplier qualifications Simplify Supplier Registration Process, including ESJ Data from paper-based process not readily discoverable Transparent online storage will reduce PDRs Manual processes lack efficiency and transparency Streamline procurement processes and create transparency Disparate data sources hinder analytics Increase efficiency for analysis and reporting Legacy un-integrated systems are outdated Replace legacy systems with well-integrated cloud apps

P rocurement T echnology M odernization PTM Value Drivers Scope of this kickoff Service Requests Supplier Facing PT M • Provide Self-Service Single Point of Access • Implement Electronic Solicitation Process • Simplify Supplier Registration Process, including ESJ • Reduce Number of Public Disclosure Requests Travel Expense Reimbursement Sourcing P-Card Reconciliation Internal • Streamline Procurement Processes and Create Transparency • Implement Transparent P-Card Solution • Implement Travel Management and Employee Reimbursement Solution • Increase Efficiency for Analysis and Reporting • Retire Aging Independently Operating Systems later phase

Scope Summary P rocurement T echnology M odernization Scope of this kickoff County cloud 5 Engagement 4 3 Supplier Portal Suppliers Supplier Qualification Management Sourcing Contracts 1 Solicitations, Supplier Updates Contract Amendments (Internal Portal) OPA Collabora Tier 3 tion 2 P Wai aymen vers ts, , Ite ms i. Procurement TBD i. Expense Payables Suppliers CPAs Purchasing 1 SOURCING: Drive sourcing processes from solicitation to bid reviews and negotiation to contract award. 2 CONTRACTS: Create, execute, and manage procurement contracts through their lifecycle. Collaborate with suppliers Item Master and ensure their compliance and performance. 3 SUPPLIER PORTAL: One-stop supplier interface to register, maintain data, engage in bidding and contract negotiations. 4 SQM: assess supplier risk, ensure compliance, and provide visibility across the lifecycle 5 ENGAGEMENT: Implement an internal portal for all Service Requests into P&P team, replacing multiple legacy rosters and DBs, and integrating portal with cloud and on-prem solutions for streamlined and efficient data exchange Inventory Users User Profiles on-prem

P rocurement T echnology M odernization Solution Overview

P rocurement T echnology M odernization Key capabilities - Sourcing Identify Opportunities Implement Agreement Identify Suppliers, Define Strategy P&P Buyer Define and Approve Negotiation Agency Stakeholder Suppliers & Service Providers Approve and Issue Conduct Negotiation Analyze and Award • Create RFQ, RFI, Auction, etc. documents with step-by-step guided navigation • Search and invite strategic suppliers based on unique criteria • Negotiation templates help leverage prior negotiation information to construct new sourcing events • Embedded Supplier portal makes it easy for suppliers / providers to participate in sourcing events real-time • Supports multiple proposal submissions by Suppliers • Publish negotiations to external sites to satisfy disclosure requirements (e. g. Award notices, Response tabulations) • Surrogate Bidding to accept offline responses from suppliers and seamlessly evaluate them • Team Scoring • Award Analysis helps evaluate across diverse criteria

P rocurement T echnology M odernization Supplier. Key capabilities – Qualification. Management Define Requirements Re-Qualify Register Suppliers Manage Suppliers Gather Information Evaluate Responses • Qualification Areas - Categories of related questions specific to your evaluation objectives • Conditional questionnaires to capture targeted information • Question libraries to promote standardization • Qualification Initiatives – to qualify multiple suppliers in a single streamlined process • Integration with Supplier Onboarding and Sourcing • Re-qualification – Alerts and early notifications to track expiring qualifications and re-trigger them

P rocurement T echnology M odernization Store & Manage Contract Validate and Approve Create Contract Deliverables Key capabilities – Contracts • Standardize contracts and enforce business policies using pre-approved clause libraries, templates and approved alternatives. Create Contract Add Contract Lines Author Contract Terms • Identify deviations from defined standards, highlight risks, and enforce appropriate document approvals • Improve contract visibility with a secure and searchable contract repository, renewals management, amendment tracking, and complete audit history • Capture electronic signatures with Docu. Sign integration

P rocurement T echnology M odernization Key capabilities – Engagement Cloud Case Management Desktop Browser UI Integrated Knowledge Analytics Guided Resolution Digital Customer Service Self-service Mobile Capabilities Co-Browse Smart Engagement Policy Automation Cloud Dynamic Interviews Rules Modeling Policy Lifecycle Policy Services • An internal Portal for all requests submitted to the P&P team • Request Management capabilities to provide a streamlined Request-to. Resolution process • A highly interactive online customer experience for Agency staff • Offer intelligent advice with smart assistant

P rocurement T echnology M odernization Cloud Solution Best Practices Modern and Reliable • Safest technology with full E 2 E encryption and built-in security features • Ample networking will be provisioned to ensure near-real-time performance Solution Driven Approach • Best practices incorporated in cloud application business models • Highly configurable, but …. not-customizable • Solution-driven implementation vs. old requirements-driven approach Embrace Rolling Updates • Implement only update/upgrade-safe extensions (if any at all) • Evolve / change business processes to fit configurable out-of-box functionality Reporting / Analytics Paradigm shift • Rich online and context-based pre-built analytics inside cloud applications • Integration w/other data sets for holistic reporting will be part of Design Phase Empowered End Users • Increased P&P user abilities to administer the solution, reducing reliance on IT • Better source data better intelligence and insights

P rocurement T echnology M odernization Implementation Team

P rocurement T echnology M odernization Org Chart Executive Sponsor Caroline Whalen Steering Committee FBOD Ken Guy David Malone PMO Dennis Korevitski FBOD Rena Jackson BRC Chris Franco Accel. Alpha (AA) Venkatesh Tirukonda Carmel Call JJ Crider BRC Tanya Hannah – KCIT Lorraine Patterson – DNRP Core Project Team KCIT Agency SMEs G&S Ben Lesh Jeremy Zimmerman Cristal Moreno Christy Trautman Darren Chernick Tina Davis James Shoemaker Roy Dodman Jordan Jungnitz Julie Snider Nichelle Carter Flor Tubo Matt Wood Heidi Marchetti Julia Cordero Bharathi Pillarisetti Priya Gupta Craig Mackenzie Joel Rampy Tomasz Zarzycki Dan Subramanian Baskaran Periyakaruppan Srinivas Jampani Functional Analyst (TBD) Technical Analyst (TBD) Michael Gedeon – DPH John Resha – DNRP Allen Cantara – PH Megan Mc. Jennett – PH Ross Yokoyama – WTD Jesse Gonzalez – SW Lynn Walters – Fleet Keith Purves – FMD Mary Schumacher – Metro Mike Beck – Metro Cheri Allan – Sheriff Candice Stephens – DHR Bryan Johnson – KCIT Julie Griffin – Roads Heather Dean – District Court Steve Davis – Superior Court Joy Fernandes– Judicial Admin James Gayton – DCHS Dave Pierce – DAJD Frances Bobadilla – Council CAP + A&E Chad Merrill – WTD Brian Knight – WTD Tammy Carbaugh – WLRD Jeni Bonefant – Parks Ann Mc. Farlane – SW Peggy Murray – Airport Jeff Hansen – FMD Tony Wasser – Metro Lydia Reynolds-Jones – Roads Sarah Green – Roads Marta Tarabella-Marchesi– KCIT

P rocurement T echnology M odernization Accelalpha Introduction Accelalpha Credentials Ø Oracle Cloud Excellence Partner & Gold Partner Ø Head quartered in Bellevue, Washington, with Global Offices in India, Singapore, Hong Kong and United Kingdom Ø Pioneer in Oracle Cloud Consulting Practice. Global Leader in Oracle Cloud Logistics & CX Software Suite Ø Implemented Procurement Transformation Projects in Fortune 500 Oracle ERP Clientele includes Boeing, Starbucks, Expedia, Nintendo, Curtiss Wright, Emerson Ø Ranked in the top 3 within the United States in all focus areas and highly experienced consultants with an average Consulting Experience of over 10 years Ø Full suite of Consulting Services including Business Consulting, Project Management, Solution Architecture, Software Implementation and Managed Services. Ø 100% of Revenue from implementing Oracle Applications. Awards and Select Clientele

P rocurement T echnology M odernization Roles & Responsibilities SI Project Manager • • • Scope Control and Managing Consulting Budget Creates and Manages Project Plan Status reporting and milestone sign-offs Engages the right consulting resources with right expertise First escalation point for consulting team issues SI Solutions Architect • • Overall design, end-to-end business processes and migration strategy Leads Requirements Gathering, Design and Build Phases Continuous involvement for duration of the project Makes process simplification and re-engineering recommendations SI Functional Consultant • Responsible for To-Be Process Design, Instance Configuration, Documentation, Training, Knowledge Transition, Production Support • Works with Technical team on Interface design, Reports, conversion • Drives CRP and UAT Cycles • Develops the cut-over plan SI Technical Consultant/ Developer • • Develops and tests on-prem cloud integrations Develops reports and documents based on existing reports Conducts technical unit testing of all cloud module configurations Designs and performs data conversions Role Responsibilities Program Manager • • • Overall program management, co-ordination across teams Change control and scope management Timely availability of KC personnel, reporting to KC stakeholders Status reporting and milestone sign-offs First escalation point for project related issues Agency Subject Matter Expert (SME) • • Hands-on knowledge of Agency procurement processes Influencer & power-user Source of business requirements Guide for change management and training strategy P&P User and Super User • • Source of business requirements and to-be solution co-creators Test script creation and testing participation Change Management and Training strategy and rollout User Acceptance Test scenarios and scripts Functional and System Analyst (EBS and BI) • Configuration changes in EBS, BI and other on-prem systems • Collaborates with SI Solution Architect, Functional and Technical Consultants on system design • Collaborates with developers on technical work related to KC’s on -prem applications and data conversion design • System design-off for the project Developer • • Technical development/changes to EBS, BI and on-prem systems On-prem cloud Integration and on-prem data extraction Unit testing of EBS, BI and on-prem system changes & interfaces Support of system integration testing

P rocurement T echnology M odernization Timeline & Deliverables

P rocurement T echnology M odernization Timeline Go-Live Jul 27 2019 Sep Inception Design - 1 B / Global Build 1 B Oct Nov Dec 2020 Feb Mar Build 1 A CRP 2 (Global) Training UAT Support May Jun Jul 2020 Aug Sep 23 - Oct 18 Oct 21 - Dec 27 Dec 16 - Feb 21 CRP 1 B Design 1 A Apr Feb 24 - Apr 3 Dec 30 - Feb 7 Jan 27 - Apr 3 Apr 6 - May 1 May 4 - Jun 26 Jun 15 - Jul 10 Jun 29 - Jul 24 Jul 27 - Aug 21

P rocurement T echnology M odernization Phases Activities Inception • • Deliverables Activities and Deliverables • • Design Project Kick-off Create Project plan Define Project Management Plans AS-IS Process Review AS-IS Integration Architecture review Requirements Workshops Set up system access for the core team • Kick-off deck Issue tracker Draft project plan Business Requirements Document • • Design Workshops To-Be business processes for any changes/ new flows Integration Design & Solution Data conversion design workshops Build • • Configure cloud instances Build and unit test new configurations Build and unit test code objects Build and Unit Test data migration process CRP • • Test scenario workshops Prepare test instances Execute test cycles (CRP 1 and CRP 2) Execute historical data migration UAT & Training • • Conduct End-User training Conduct User Acceptance Testing Setup Prod environment Make Go/No-go decision Deployment • • • Solution Designs Functional Designs Traceability matrix Data Migration Plan • • Configuration Document Technical Designs Traceability matrix (updated) Data Migration Objects • • • Test scenarios & scripts Test reports Defect tracker • • UAT Test scripts UAT Report Training material Go / No-Go Readiness document • • Execute historical data migration Cutover to the prod environment Go-live Enter support mode Update SOP document Transition to Support team Perform required knowledge transfer. Cutover Plan Support strategy document

Design Inception P rocurement T echnology M odernization Activity As-is Workshops Requirement Workshops IT Architecture workshops Fit-Gap Analysis To-be Design Workshops Q 4 Plan Dates SA FA TA P&P SMEs KCIT St. Co Responsibilities Oct 7 – 18 (+1 week buffer follow-ups) Oct 21– 25 Inputs on As-is process flows, system flows and data flows Provide inputs on must-have and nice-to-have requirements Assess business value of functionality and current pain points Discuss planned data migrations and integrations Provide inputs on internal technical standards and tools, engage w/systems to be integrated Classify & prioritize identified gaps, Provide inputs on potential impacts and opportunity costs Make decisions on proposed alternatives for requirements with no out-of-the-box solutions Provide inputs on To-Be process; Drive process change discussions with internal stakeholders Finalize design objects and process changes Oct 28 – Nov 8 Integration Architecture Workshops Nov 11– 15 Provide inputs on Integration architecture, Classify and prioritize the integration objects, Engage with third party application providers, Finalize the list of integration objects Interface design and mapping Nov 18– 22 Provide inputs related to middleware, data elements and mapping, Author design documents for EBS and other boundary systems Functional Designs Nov 11– 29 Data Migration Design Nov 11– 29 Design reviews Dec 2 – 13 Design approval/sign-off Dec 16– 20 Author design documents for the identified Design objects for Cloud and boundary systems Identify Data migration objects, Develop a migration approach and Author design documents for Extract, Transform and Upload Walk through design documents, Review and provide feedback on the designs Walk through design documents, provide approval and sign-offs

P rocurement T echnology M odernization Project Management

P rocurement T echnology M odernization Communication Plan (draft) Change Management (CM) will be a critical factor for success of PTM A partner will be hired to assist with creation and execution of a comprehensive CM strategy, including communications, training and promotion of the project to both internal and external user bases

P rocurement T echnology M odernization Milestone Status Report Complete On Track/Good Potential Risk High Risk Project Delay Overall Current Previous Key Accomplishments Future Plans Upcoming Dates Issues/ Risks Date Schedule Deliverables

P rocurement T echnology M odernization Questions? Dennis Korevitski, Program Manager n-dkorevitski@kingcounty. gov Venkatesh Tirukonda, Project Manager n-vtirukonda@kingcounty. gov Rena Jackson, FBOD Rena. Jackson@kingcounty. gov Chris Franco, BRC Chris. Franco@kingcounty. gov

P rocurement T echnology M odernization DEMO