Supplier Managed Staff Augmentation SMSA Cheryl Clark Deputy

Supplier Managed Staff Augmentation (SMSA) Cheryl Clark Deputy CIO of the Commonwealth Judi Coover Sourcing Specialist Agency Presentation July 6, 2005 expect the best www. vita. virginia. gov 1

What is SMSA? • As part of its ongoing Transformation activities, VITA issued an RFP for an enterprise solution to IT staff augmentation. • RFP required “a supplier-managed solution for the hiring, managing and terminating of IT staff augmentation resources” • SMSA supplier will use an automated solution to manage a resource pool of qualified providers of IT contractors. • An integrated end-to-end, web-based solution that assists agencies and provides tools to control, track and optimize the spend on IT staffing services. www. vita. virginia. gov expect the best 2

How Will SMSA Work? • One solution serves the enterprise • Hiring managers choose personnel from resource pool • Prime partner assumes the time-consuming chore of searching for appropriate talent • Rates will be defined and standardized by skill set • Agencies will realize time savings www. vita. virginia. gov expect the best 3

1 SMSA Supplier Has a contract with VITA to manage Staff Aug Sub contractors, SMSA supplier is not eligible to provide resources 2 Has contract with the SMSA Supplier to provide resources to VA. Limited number, re -bid periodically Sub Sub 3 Has contract with Sub to perform work for VA. Unlimited www. vita. virginia. gov Unlimited Contractor Base expect the best 4

How Will SMSA Work? • Plan is to have the SMSA solution accessed via e. VA • Solution will provide the hiring manger with an online work request form, menu of job titles and market rates • Completing the work request form starts process; approving contractor’s time card completes process for hiring manager • With the combination of e. VA and SMSA automated functionality, all steps can be made efficient and back office reporting automatic www. vita. virginia. gov expect the best 5

How Will SMSA Work? Using the automated system, 1. Hiring manager posts need in system 2. SMSA Supplier receives request and posts notification of work request and market rate for job to all qualified subcontractors 3. Subcontractors submit resumes of available resources to SMSA Supplier 4. SMSA Supplier checks for fit and delivers desired number of qualified candidates to hiring manager 5. Hiring manager selects a candidate or rejects all and requests more resumes 6. SMSA Supplier contacts subcontractor to secure resource and manage process with subcontractor 7. Resource reports for work 8. Hiring manger approves time cards 9. SMSA Supplier provides one monthly consolidated invoice, per agency, for payment www. vita. virginia. gov expect the best 6

What will the online SMSA system provide? – – – Quick, easy posting of work requests Access to comprehensive subcontractor base Short lead time to obtain resources Online interview scheduling Only candidates with background and security checks Timesheet and expense approval management Expenditure tracking against project and or budget Competitive rate cards Real time reporting for spend and performance Management of subcontractor base Engagement and performance tracking www. vita. virginia. gov expect the best 7

What are the benefits of SMSA? • Time savings for hiring managers, agencies • Reduction in time needed to fill open job orders • Increased talent pool, ready access to high demand skill sets, standardized job descriptions and defined market rates • Streamlined timesheet and expense approvals • Visibility through effective, consolidated management & reporting across the enterprise • Increased frequency of opportunity to bid for all vendors, including SWAM www. vita. virginia. gov expect the best 8

What Are the Benefits of SMSA? • • • Reduce the number of invoices processed Improve accountability and management controls Availability of statewide reporting data Reduce contract management time Allow for supplier performance and management by VITA More effective hiring decisions Leveraging spend through primary supplier Maximize competition by each transaction Maintain competitive market rates www. vita. virginia. gov expect the best 9

What is the Scope of SMSA? • • Mandatory for all executive branch agencies Available to all other agencies and public bodies Temporary resources (not temp-to-perm) Current IT staff and advance services contracts (IT staff augmentation and consultants) • Two-year contract with renewal options www. vita. virginia. gov expect the best 10

What is the target timeline for SMSA? • • RFP issued 5/24/2005 Pre-proposals conference 6/7/2005 Proposals received 6/21/2005 Evaluation/Statement of Work/Negotiation 6/29/2005 -9/30/2005 • Contract 10/1/2005 • Implementation in 2 Phases: – Phase 1 – Executive Branch Agencies Begin 11/1 – Phase 2 – TBD www. vita. virginia. gov expect the best 11

Frequently Asked Questions • Will there be training offered, and if so how will that work? • How will SMSA work with PPEA? • How does this impact current contractors? • How will the transition work? www. vita. virginia. gov expect the best 12

Frequently Asked Questions • What if the SMSA rates are higher than our current rates? • What are the expected savings? www. vita. virginia. gov expect the best 13

Experience of Other States Pennsylvania: • • • Implemented staff augmentation through an interim agreement in December 2004 and a final multi-year contract, effective April 2005. One prime manages the subcontractor base; the base size can change over time. They call it an “open network. ” The contract is mandatory for their agencies, and they are realizing lower rates. They consider it one of their best strategic sourcing initiatives. Georgia: • Information from: Mike Richart, Associate Commodity Manager, IT Services Department of General Services 555 Forum Place, Harrisburg, PA 17125 717 -783 -8578 See the informational website (http: //www. gtasms. com/) that the prime vendor, COMSYS, has published regarding Georgia's IT staffing management services. www. vita. virginia. gov expect the best 14

Business Rules Advisory Group VITA is seeking agency representatives to help formulate the business rules and initial implementation of SMSA. To volunteer for this group or to ask situation-specific questions, e-mail Jennifer. Larus@vita. virginia. gov www. vita. virginia. gov expect the best 15