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Transforming the Procurement Process
To Improve Outcomes
February 4, 2015
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
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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.
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.
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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
o Procurement
o Requirements
o Organizational Readiness
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State Technology Approval Reform Project
Stage 1
Business Analysis
Identify Problem/
Opportunity
Establish Business
Case/Need
Stage 2
Alternatives Analysis
Assess Existing
Business Processes
Market
Research
Develop Mid-Level
Solution Requirements
Stage 3
Procurement
Analysis
Develop
Solution
Requirements
CUSTOM
Recommend
Solution
Assess
Organizational
Readiness
Procurement and
Staffing Strategy
Project Timeline
Select Vendor
Vendor Contract
Management
Identify Solution
Alternatives
EXISTING
Solution Analysis
RFP Solicitation
COTS/MOTS
Ensure Strategic
Alignment
Stage 4
Develop Request
For
Proposal
(RFP)
Assess Project
Readiness
Baseline Project
DOF/Legislature
APPROVAL
Start
Project
Department of Technology Oversight and State Entity Collaboration
IT Project Approval - New Procurement Perspective
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Stage 1
Business
Analysis
Establish
Business
Case
Stage 2
Alternatives
Analysis
Business
Problem
Conduct
Market
Research






Stage 3
Staffing
Current State
Procurement Strategy
Mid-level Reqts
Selected Alternative
High Level Schedule
CLOUD 1st
CUSTOM
COTS
MOTS
EXISTING
Procurement
Analysis
Stage 4
Solution
Analysis
Build
IFB/RFP





Cost Model
Requirements SOW
Solution Reqts
Evaluation Method
Key Action Dates
RFP
Solicitation
 Vendor Selected
 Contract Mgt Plan
 Baseline
• Cost
• Schedule
• Scope
DOF/Legislature
APPROVAL
Start Project
Incorporating Procurement into the
Project Approval Lifecycle
 Streamlined process
o Templates
o Organizing/Cataloging data
 Best Practice Guidelines/Tool Kits
o Market Research Guidelines
o Evaluation Methods
 Collaboration Points
o Collaboration with Department of Technology internal and
external critical partners
 Department of General Services
 Department of Technology Information Technology Project
Oversight and Consulting Division
Developing Stage/Gate 3
Procurement Analysis
1.
Engagement w/Vendor Community


2.
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
3.
Ongoing procurement official outreach and updates
4.
Transparency on procurement process/procedures
Stage 1 and 2
Training Approach
 External Training for Agencies/State Entities
o
o
o
o
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
High Level Project Timeline
Milestone
Project Kickoff Meeting
Project Initiation
Policy and Procedure Analysis Phase
Policy Release (Technology Letter)
 Stage/Gate 1 Revisions
 Stage/Gate 2
Target Completion
April 2014
April 2014
August 2014 – October 2014
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
Policy Release (Technology Letter)
 Stage/Gate 3
 Stage/Gate 4
Stage/Gate 1-2 Policy Effective
Stage/Gate 3-4 Policy Refinement
Stage/Gate 3-4 Policy Effective
Transition to Maintenance and Operations
Release 1 Project End Date
January 2015 – June 2015
June 2015
July 2015
July 2015 – December 2015
December 2015
March 2016
March 2016
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Resources
 California Department of Technology Letter 13-02
 Statewide Information Management Manual (SIMM) 19A
 STAR Website
 Government Code Section 11545-11548
 Information Technology Leadership Academy (ITLA)
Project Readiness Guide
o Organizational Change Management (OCM) Guide
o OCM Tools and Templates
Comments, ideas or questions?
Email: STAR@state.ca.gov
Website: https://marketing.otech.ca.gov/star/
STAR Contacts
Andrea Hoffman, Project Manager
andrea.hoffman@state.ca.gov
Alicia Wong
Training, Communications, Outreach
and Marketing
alicia.wong@state.ca.gov
Patrick Dennis, Co-Lead
Policy and Procedure
patrick.dennis@state.ca.gov
Tiffany Angulo
Procurements
tiffany.angulo@state.ca.gov
Manveer Bola, Co-Lead
Policy and Procedure
manveer.bola@state.ca.gov
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Questions?