عرض اعداد كراسة المواصفات والشروط
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eServices Enablement Framework
Session 4
RFP Composition
2Copyright e-Government Program (Yesser)
Agenda
Steps in doing an e-Government projectProjects - according to the action planCompose the RFPAgency activities - Compose the RFPCompose main documentCompose functional requirementsCompose non-functional requirementsCompose appendices
3Copyright e-Government Program (Yesser)
Steps in doing an e-Government project
Vision and objectives
Stock taking/E-readiness assessment
Service prioritization
PilotProcess mapping Communication Service
implementation
Pilot Process re-design/IT requirements
Bu
siness/ strateg
ic activityIT
activity
• Define a vision of where you want to go and by when
• Articulate objectives with measurable criteria for success
• List all the possible services you offer to your customers with details such as number of users, frequency of use, etc.
• Define criteria for prioritizing services
• Use criteria to prioritize and group similar services together
• Document steps of service delivery, paper flows, owners of process steps, performance, legal and IT requirements of pilots
• Write an Action Plan for the government agency, including all infrastructure projects and service redesigns
• Communicate the new service design to concerned parties explaining the benefits of the new design
• Devise a strategy and plan to address resistance (active and passive) within agency to new designs
• Implement required changes with systems, human resources, etc. to make changes effective
Implementation
• Assess IT readiness of – IT infra-
structure of gvmt. agency
– Agency‘s branches & depart-ments
– Connect-ivity to other govern-mentagencies
• Describe IT business application, underlying IT infrastruc-ture and connectivity
• Describe IT infrastructure and redesign implementa-tion projects
• Specify timeline and budget for implementa-tion
• Implement new business process applications and apply defined standards of applications
• Vision statement for government agency and list of (quantified) objectives
• List of services offered within agency with needed details
• Assess e-readiness of services
• Ranking of services and classification in matrix
• Overview of process of services
• Flowcharts of services processes
• Overview of new process of services
• Flowcharts of new services processes
• Communica-tion plan for stakeholders
• Change manage-ment plan
• Imple-mentednew services processes
En
d p
rod
uct
B
A C
A B C• Redesign pilot services with the objective of simplifying them in terms of ease, dura-tion, user sa-tisfaction, etc.
• Involve key process owners
• Specify new IT require-ments– Infrastruc-
ture– Business
applic.– Connect-
ivity to other gvmt. agencies
• Ensure compliance with YEFI standards*
• Overview of new process of services
• Flowcharts of new services processes
1 2 3 4 5 6Change management
Action Plan
7
Analysis andRFP Development
Projects –Scoping and RFP Development
• Run projects to achieve the goals and objec-tives in the action plan
• Analyse thefunctionalrequirements
• Write thefunctionalpart of RFP
• Analyse thenon-functionalrequirements.
• Write RFP thenon-functionalpart
• The final RFP ready for issuing
• A vendor for thedevelopmentselected
Strategy Strategy
4Copyright e-Government Program (Yesser)
Analysis and RFP Development – RFP process
ProjectinitializationProjectinitialization
BusinessAnalysisBusinessAnalysis
Composethe RFPComposethe RFP
RFP issuing and evaluation processRFP issuing and evaluation process
E-Services Projects
1
2a
3 4
TechnologyAnalysisTechnologyAnalysis
2b
Ac
tivities
• Use one of many we proven project management methods Prince II, PMI, DSDM or SSADM
• Define/identify final goals and objectives for the project
• Form organization• Define project plan
with objectives and milestones
De
livera
ble
s
• Project goals and objectives
• Project organisation• Project plan
• Analyse the technical requirements in the areas of – Technical
Architecture– Hardware– Security– Monitoring and
management– Environments –
test, staging and operation
• An analysis of the technical requirements
• Map existing processes
• Redesign the new processes
• Analyse the functional requirements– Data needed for
the services– The use-cases
definition– Service
specification
• Process flowcharts and description
• Datamodel• Use-case descriptions• Service specification
• Compose the RFP consisting of the elements:– Main RFP – Functional and
non-functional requirements
– Appendicies
• A RFP ready for issuing
• 1st Round of Evaluation– Review & Scoring
• 2nd Round of Evaluation– Top 6** Bidders
• 3rd Round of Evaluation– Bidders Responses
• 4th Round of Evaluation: – Technical Gap
Analysis & Negotiation
• Final Evaluation Report.
• Technical & Financial Scores & Ranking
2a 2b1 3 4
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(3) Compose the RFP
ComposeMain RFPdocument
Composenon-functionalrequirements
Composefunctionalrequirements
Plan the RFPdevelopmentprocess
Initial state:- business and technical analysis finished
Final state:- the e-Service RFP composed and ready for publishing
Age
ncy
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Compose the RFP Compose the main RFP document
Instructions for the bidder Terms & conditions, ……
Compose the functional requirements Using the e-Services Framework - the functional part
Business Process Mapping and Redesign (As-Is ->To-Be) Use Case Data/term-model
Reuse or contribute to YEFI standards Service specification
Compose non-functional requirements Using the e-Services Framework – the non-functional part
Infrastructure (GSB, Security, e-Forms, ……) Performance, PM, QA, Education, ….) …….
(3) Compose the RFP
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Compose main document
1.Introduction
1.1.Issuing Office
1.2.Purpose
1.3.RFP Organization
1.4.Background
2.Current Situation
2.1.Current IT-system(s)
2.2.Current Processes and Modules
2.3.Project Objectives
2.4.Business Drivers
2.5.Business Value Proposition
3.Scope of work
3.1.Requirements Numbering Scheme
3.2.Functional Requirements
3.3.Non-Functional Requirements
9Copyright e-Government Program (Yesser)
Compose functional requirements
Processes Process model Process specification
Data model Data model Data specification
Use Cases Use Case model Use Case specification
Services Service specification Service-operations specification
10Copyright e-Government Program (Yesser)
Compose non-functional requirements
1. Web-Based Application Requirements2. Data Migration & Transformation Requirements3. GSB Integration Requirements4. Technical Solution Architecture Requirements5. Software Requirements6. Hardware Requirements7. Development, Test, & Staging Environment Requirements8. Security Requirements9. Monitoring & Management Requirements10. Performance & Scalability Requirements11. Implementation Requirements12. Maintenance & Support Requirements13. Change Enablement & Training Requirements14. Operations Requirements15. Quality Assurance & Acceptance Requirements16. Proposal Format
11Copyright e-Government Program (Yesser)
Compose appendices
Appendix A - Instructions to Bidder and Proposal Submission and Evaluation
Appendix B - Standard Terms & Conditions Appendix C - Requirements Compliance Matrix Appendix
D - Bill of Materials & Information Tables for Technical Proposal
Appendix E - Training Template Appendix F - Bidders References Template Appendix G - BOM for Financial Proposal
12Copyright e-Government Program (Yesser)
Estimation tool
An estimation tool is a part of the framework. It can be used either under
the development of the RFP or
stand alone in other contexts
The tool is covering these main subjects: Development
Functionality Non-Functional Data conversion/migration
Technical Hardware Software Licenses Network
Project related expenses Test Project Management Documentation
Post Project Maintenance and Support per year Operations per year
13Copyright e-Government Program (Yesser)
Estimation toolLow Medium High
Functionality 631 841 1051
Non-Functional 150 200 250
Data conversion/migration 37 49 61
Development subtotal (excl. Test) 818 1090 1363
Test 286 382 477
Development Totals (incl. Test) 1104 1472 1839Development Totals (SAR) SAR 2.207.250 SAR 2.943.000 SAR 3.678.750
Hardware SAR 2.400.000 SAR 2.400.000 SAR 2.400.000
Software Licenses SAR 2.390.000 SAR 2.390.000 SAR 2.390.000
Network SAR 633.000 SAR 633.000 SAR 633.000
Tecnical Architecture Totals (SAR) SAR 5.423.000 SAR 5.423.000 SAR 5.423.000
Project Management SAR 3.020.700 SAR 4.027.600 SAR 5.034.500
Documentation SAR 763.025 SAR 836.600 SAR 910.175
Unforseeable expences SAR 763.025 SAR 836.600 SAR 910.175Project Expences Totals (SAR) SAR 4.546.750 SAR 5.700.800 SAR 6.854.850
Project Totals (SAR) SAR 12.177.000 SAR 14.066.800 SAR 15.956.600
Maintenance and Support per year SAR 1.826.550 SAR 2.110.020 SAR 2.393.490
Operations per year SAR 2.435.400 SAR 2.813.360 SAR 3.191.320
Post Project Totals SAR 4.261.950 SAR 4.923.380 SAR 5.584.810
SAR
Post
Pro
ject
Deve
lopm
ent
Tecn
ical
Arc
hit
ect
ure
man days
Pro
ject
Expence
s
14Copyright e-Government Program (Yesser)
(4) RFP issuing and evaluation process
Release theRFP
Initial state:- the final e-Service RFP developed
Final state: - e-Service vendor selected
Selectvendor
ConductPre-Bidmeeting
Receiveproposals
ReceiveRFPQuestions
Evaluateproposals
SubmitClarificationsAnswers
Age
ncy
15Copyright e-Government Program (Yesser)
Evaluation Approach & Suggested Timeline
1st Round of Evaluation: Technical Proposals
Review & Scoring of Proposals
2nd Round of Evaluation:
Top 6**Bidders Presentations
3rd Round of Evaluation:
Review of Bidders Responses
Suggested 1 to 2 weeks Suggested 2 WeeksSuggested 6 to 8 Weeks
FinalEvaluationReport.•Combined technical & Financial Scores & Ranking
4th Round of Evaluation:
Bidders’ Technical Gap Analysis &
Negotiation
Suggested 2 weeks
• Bidders ranking & Scores• Bidders Strength & Weaknesses• Invitation for top 6 Bidders
• Bidders Response to Presentations Questions
• Updated Bidders ranking & Scores
• Bidders Strength & Weaknesses• Final Technical recommendation Report
** Number of invited Bidder can change as appropriate
16Copyright e-Government Program (Yesser)
Detailed Evaluation PlanWeeks Activity Deliverables
Round 0: Preparation
Form evaluation committee representing agency business and IT, and agency finance
Form Technical evaluation team that includes two technical analysts / consultants and one experienced technical consultant with relevant experience to the RFP technical solution
Evaluation committee members Technical evaluation team members
Round 1: Week 1 through Week 8
Conduct initial survey of all proposals, use the Bidders Responses Survey.xls worksheet to determine bidders compliance with RFP submission requirements and identify knock-off candidates
Compliance matrices preparation – add calculation.
Review and Scoring of technical Proposals by the evaluation team(s).
Send invitation letter to top n ranked bidders
Knock-off Candidate Ranked bidders list based on technical scores and
criteria Bidders scores and scoring sheets Summary of Bidders Strengths & Weaknesses Preparation of Invitation letter to top n ranked
bidders Schedule of presentation for top n bidders & obtain
confirmation for scheduled presentations for invited bidders
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Detailed Evaluation Plan (Contd.)Weeks Activity Deliverables
Round 2: Week 9 through Week 10
Invited bidders to present their technical proposals
Evaluation committee and technical evaluation team should attend top n bidders’ presentations
Request from bidders to submit responses and clarifications to questions raised within one week.
Round 3: Week 11 through Week 12
Bidders are to submit responses to questions raised during presentations
Review of received Bidders’ responses
Technical evaluation team should update scores and ranking as well as prepare for strengths and weaknesses evaluation for invited bidders
Revised bidders scores and scoring sheets Revised ranked Bidders based on technical scores
and criteria for invited bidders Revised summaries of Bidders Strengths &
Weaknesses for invited bidders Ranked invited bidders based on technical and
financial criteria
Round 4: Week 13 through Week 14
Select one or two bidders to perform technical gap analysis and negotiation
Conduct meetings with selected bidder(s) for technical negotiation and technical gap analysis
Detailed technical gap analysis for selected 1 or 2 bidders
Final evaluation & recommendation report
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Evaluation stage deliverables
Key Deliverables: Bidders ranking based on Technical Proposal
evaluation Bidders Technical score sheets Summary of Bidders strengths and weakness Bidders ranking based on Technical Proposal
Evaluation and Financial score Final Evaluation Recommendation Report
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Questions and answers