State Of Connecticut Joint Core Systems Replacement Project

1. State Of ConnecticutJoint Core Systems Replacement Project Vendor’s Conference RFP For a Contractor to Assist in the Requirements Definition, Software Selection, and Implementation of an ERP System for the State of Connecticut June 8, 2000

2. Vendor’s Conference Agenda • Opening & Process Overview Jim Shumway • Project Status & Organization Peter Sullivan • Responses to submitted questions Jim Shumway • Question and answer session All

3. The Players RFP Issued by: • Office of the Comptroller (OSC), in conjunction with • Dept. of Administrative Services (DAS) • Dept. Of Information Technology (DOIT) Project Steering Committee • OSC, DAS, DOIT, plus • The Office of Policy and Management (OPM) Responsibility for executing this procurement: • The Project Directors, with Steering Committee approval • and with assistance from DAS Procurement Services

4. Project Background • A proposal advanced by the OSC • Came out of a study to explore alternatives for upgrading or replacing the OSC’s aging core systems • Assessed feasibility of an ERP solution through high-level requirement definition and software evaluation • Researched experience of other states • Approached DAS and DOIT with the proposal • Proposal made to the governor

5. Procurement Approach • Select consulting partner with intent for them to assist the State in the ERP requirements definition, software selection, and implementation. • State/consulting team will conduct the evaluation & selection of an ERP solution (through an RFP process) • Upon completion of Phase I, the State may • Enter into contract negotiations, or • Solicit proposals for the Implementation Phase • State will not entertain proposals in response to this RFP from ERP software vendors

6. RFP Addendum • State announces one change to the RFP - One evaluation factor is being added. • The new evaluation factor is: The capabilities of the staff identified as likely to participate in the System Implementation Phase, including project managers and staff with implementation experience with the major ERP packages. • A formal addendum to the RFP will be issued shortly

7. Project Approach • Project Organization Phase • System Definition Phase • Requirements definition • RFP development • Software selection • Implementation Phases • Group 1 modules • Group 2 modules

8. Project Organization Phase • Obtain Funding for FY 2000- 2001 • Form steering committee/ appoint project directors • Conduct ERP awareness campaign • Issue RFP for consulting assistance • Analyze present systems • Organize system definition phase

9. Conduct Awareness Campaign • Interview project sponsors and core module owners • Present at meetings of HR, Finance and IT groups • Announce project to commissioners • Recruit liaisons from each agency • Develop newsletter and web site for project communications • Hold project kickoff meeting • Hold vendor demos of ERP systems

10. Issue RFP for Consulting Assistance • Determine Scope • requirements definition, software selection • implementation • Draft/release document (May 26, 2000) • Determine evaluation criteria • Appoint selection committee • Hold bidders conference (June 8, 2000)

11. Analyze Present Systems • Develop web-based application for agency input • Build on Y2K inventory data • Capture uniqueness of non-core agency finance and HR systems • Recruit team members to review agency submissions • Pass on for use in next phase

12. Organize System Definition Phase • Refine project org chart • Define liaison roles • Finalize above with selected consultant • Recruit team members and advisory committees • Arrange for project work space

13. Project Organization Chart

14. HR and Finance Project Teams • Composed of full- and part-time members • Jointly managed by consultant and state managers • Complete activities and deliverables as determined in final work plan to be arranged with consultant • Document and manage all functional issues • Obtain input from liaisons and core business areas • Summarize issues for presentation to Advisory Committees

15. Change Management Team • Composed of full- and part-time members • Jointly managed by consultant and state managers • Continue and expand awareness campaign efforts • Determine populations impacted by coming ERP system • Identify individuals within each agency and each population group • Develop organization readiness/ training campaigns specific to each population group • Carry forward efforts into implementation phase

16. Technical Project Team • Composed of full- and part-time members • Jointly managed by consultant and state managers • Integrated tightly with DOIT’s Enterprise Wide Technical Architecture project • Will determine the architecture of ERP software/hardware to be purchased

17. ERP / EWTA Synchronicity -1 • EWTA process includes the following: • Integrating state business strategies and objectives into IT technology decisions • Establishing a governance process to ensure IT technology standards are established and followed • Steps for ensuring that IT technology decisions are made to optimize the overall enterprise and not just one IT department over another • Defining an architecture and creating technology standards so that IT departments can make quicker decisions with the assurance that the results will integrate well within the overall enterprise • Creating a mechanism to review and act upon requests for IT technology that deviate from the established architecture and technology standards

18. ERP / EWTA Synchronicity -2 • ERP in-line with EWTA process • Implements a major business strategy to uncomplicate the state’s “back office” • Optimizes the overall enterprise • Covers the gamut of technical perspectives that EWTA will address • ERP will accelerate establishment of standards • technical infrastructures to ERP systems are proven; this reduces risk of implementing new EWTA standards • ERP will become the backbone to which other systems (e-commerce, CRM, etc.) are “fit” • EWTA process completes in mid-September • Valuable input to ERP hardware/software bid specs