change management playbook management...change management playbook state of arizona source to pay...

Confidential Information, subject to the restrictions on use and disclosure contained in the Mutual Confidentiality Agreement between Ivalua, Inc. and CGI Technologies & Solutions Inc. dated

February 19, 2018.

CHANGE MANAGEMENT PLAYBOOK STATE OF ARIZONA SOURCE TO PAY

JUNE 18, 2018

1 Confidential Information, subject to the restrictions on use and disclosure contained in the Mutual Confidentiality Agreement between Ivalua, Inc. and CGI Technologies & Solutions Inc. dated February 19, 2018.

1 Purpose .............................................................................................................................................. 2

2 How to Use the Playbook ................................................................................................................... 2

3 Source to Pay Project Overview ......................................................................................................... 2

4 Change Management Timeline .......................................................................................................... 3

5 Key Project Dates ............................................................................................................................... 3

6 120 Day Activities and Key Dates (June) ............................................................................................. 4

7 90 Day Activities and Key dates (July) ................................................................................................. 4

8 60 Day Activities and Key Dates (August) ........................................................................................... 5

9 30 Day Activities and Key Dates (September) ..................................................................................... 5

10 2 Weeks Prior to Go-live Activities and Key Dates .............................................................................. 6

11 Go-live ............................................................................................................................................... 7

12 Ongoing Key Change Management Activities ..................................................................................... 7

13 Deployment Calendar ........................................................................................................................ 8

14 Frequently Asked Questions (FAQs) ................................................................................................. 13

June 12, 2018


1 Purpose Every coach of a sports team has a playbook designed to guide his/her players to success. Wouldn't it be great if

Change Agents and Agency Leaders had a Playbook for leading the agency through this very important change?

The purpose of the change management playbook is to support you wherever you are in the Source to Pay (S2P)

implementation process. Use this resource to help build your awareness and understanding of the project, build

your agency awareness and understanding of the project, and build leadership change capability for a successful

implementation.

2 How to Use the Playbook Change Agents and Agency Leaders are key players in the successful implementation of the new procurement

system. The playbook is designed to help you understand your role and provide resources to help support these

efforts. The playbook will focus on specific activities, dates and actions for agencies to plan and prepare for.

Information may start on a high level, but as project phases get closer more granular information will be provided.

Calendar pages are provided noting activities and action items to provide better insight into the project timeline.

This is a living document – as noted above it will be updated monthly to provide more detailed information as it

becomes available. Please check back to make sure you are using the most up-to-date version in your planning and

preparation efforts.

3 Source to Pay Project Overview The State of Arizona is replacing its current eProcurement S2P system, ProcureAZ, with a new system, the Arizona

Procurement Portal (APP). The objectives of implementing the new system are to make it easier for suppliers to

offer their goods and services, and to make it easier for the State of Arizona to promptly buy and pay for the goods

and services it needs. The Arizona Procurement Portal (APP) will also improve the consistency and efficiency of the

State's buying processes and includes modules to manage the Source to Contract (Solicitations and Contracts),

Procure to Pay (Requisition through Invoice), and Supplier Management processes. Our vision is to make

procurement simple, efficient, and effective reducing complexity and increasing visibility so that we are better able

to deliver on our commitments to our stakeholders.

What are the benefits?

■ Intuitive, e-commerce like buying experience

■ Policy prompts to clarify business rules and preferred buying methods

■ Single point of access for purchasing needs

■ Low touch approvals with email and mobile access

■ Fast, easy and visible – eliminate paper chasing

■ Accelerated decision making with clear business process and automated workflow

■ Demand management through clear buying methods and prior approvals

■ Spend tied to catalog and contracted rates

■ Improved reporting capabilities


4 Key Project Dates

Key dates Activity

End-to-End Testing June 11 to Early July 2018

Systems Integration Testing Early July – Early August, 2018

User Acceptance Testing August, 2018

Train- the – Trainer Training program delivery Mid-August – Mid September, 2018

End User Training Delivery Mid-September – Mid October, 2018

Start of Transition Phase September 14, 2018

Go-No Go Decision October 9, 2018

Start of Hard Freeze October 10, 2018

Commence business cutover - Complete in-flight transactions October 9-10, 2018

AFIS integrations frozen, ProcureAZ temp Shutdown October 10, 2018

Generate inception files as per the specifications – Vendors, Contracts, Chart of Accounts

October 10, 2018

Execute data migration (Vendors, Contracts, COA) / Data Validation

October 11, 2018

Start interface (EAI) jobs to consume interface files October 12, 2018

End of Hard Freeze October 15, 2018

Go-Live (APP is online) October 15, 2018

5 Change Management Timeline


6 T-120 Go-live Activities and Key Dates (June)

Activity Actions When Resources Process Awareness Sessions (PAS)

Encourage agency participation in PAS and collect feedback.

5/24 – 7/29 PAS Calendar

Testing Communicate testing details and dates to your agency.

6/7 – 6/12 Testing Strategy

Training Communicate training details and dates to your agency.

Build your end user training schedule based on staffing needs.

6/11 – 6/21 End user training schedule

Change Readiness Assessment (CRA 2)

Review results from CRA 1 with your agency before CRA 2.

Send follow up CRA 2 announcement to agency.

Encourage end user participation.

Share CRA 2 results discuss progress from CRA 1.

6/18 – 6/22 6/19 – 6/22 6/18 – 6/22 7/9 – 7/13

CRA 1 Results CRA 2 Results

Cutover Review cutover plan with agency.

Schedule a cutover planning session with leaders.

Encourage your agency to join the cutover informational sessions.

6/18 – 6/22 6/18 – 6/22 6/19, 6/21, 6/25

Cutover Strategy

7 T-90 Day Go-live Activities and Key dates (July)

Activity Actions When Resources Process Awareness Sessions (PAS)

Continue to encourage agency participation in PAS and collect feedback.

Send all feedback to [email protected].

5/24 – 7/29 5/24 – 7/29

PAS Calendar

Testing System Integration Testing

Share project updates during staff meeting. Remind your agency of upcoming User Acceptance Testing (UAT).

7/9 – 8/3 7/9 – 7/13

Testing Strategy APP Update Email

Training Send follow-up communications after training announcement. Generate excitement about end user training.

Continue the build out of your agency training schedule.

Send any potential training issues or concerns to [email protected].

7/17 – 7/20

Training Announcement

Cutover Create POs that expire on 11/01/2018 in

ProcureAZ and can bleed off by 12/31/2018.

Close out completed POs in ProcureAZ.

7/01 – 9/15

Cutover Strategy


Activity Actions When Resources

Enter Receipts in ProcureAZ as soon as goods and services are delivered.

Plan open contracts to expire in ProcureAZ once they have been migrated to APP before hard freeze.

8 T-60 Go-live Activities and Key Dates (August)

Activity Actions When Resources Testing User Acceptance Testing (UAT) begins. A

predefined number of participants will complete UAT. Users will test approximately 85 scenarios with various levels of complexity.

Share details of UAT with end users. Be visible and answer questions during testing.

8/6 – 8/24 Testing Strategy

Training Attend the train-the-trainer (if selected as trainer). Not all change agents will be required to train however, all end users including change agents will be invited to attend end user training.

Help users register for training sessions.

8/20 – 9/14 8/20 – 8/31

Training Strategy

Change Readiness Assessment (CRA 3)

Review results from CRA 2 with your agency before CRA 3.

Send follow up CRA 3 announcement to agency.

Encourage end user participation.

Share CRA 3 results.

6/18 – 6/22 8/13 – 8/18 8/13 – 8/24 9/6 – 9/10

CRA 2 Results CRA 3 Results

9 T-30 Go-live Activities and Key Dates (September)

Activity Actions When Resources Training End user training delivery. 9/19 – 10/26 Training Strategy

Cutover Transition phase.

Solicitations can be created but recommend holding off on contract creation until APP is up and running.

If a contract is issued, hold off on creating a PO until APP is up and running.

A very small number of critical solicitations in process in ProcureAZ will continue in ProcureAZ to be awarded before 03/31/2018. Do what you can before cutover to make the process as smooth as possible.

9/15 – 10/09 Cutover Strategy


Clean up and prepare to close out contracts in ProcureAZ (update the value and the timeframe of the contract).

Request as few requisitions and POs as possible in ProcureAZ after 9/15 (only those that are required right away) and can bleed off before 12/31/2018.

Cancel inflight requisitions before start of hard freeze, prepare to recreate requisitions in APP.

Finalize changes to POs impacting contracts e.g. adding funds or items in ProcureAZ.

Expedite receipt process to ensure closing of POs in ProcureAZ.

Communications Send follow up communications after Go-live message from SPO.

10/15

10 T-2 Weeks Go-live Activities and Key Dates

Activity Actions When Resources Cutover Go-No go decision will be made.

Do not create new contracts during hard freeze period.

No new requisitions or PO releases against contracts during hard freeze. Emergency purchases may be made manually.

Restrict create and approve access in ProcureAZ during hard freeze.

New requisitions will be created and approved in APP after go-live.

Plan to manually recreate necessary POs in the APP after go-live.

Oct 1st – Federal FY begins, Consider delaying POs for first 15 days (TBD)

No Invoices, Credits or Payments during hard freeze.

Plan for emergency payments to be made in AFIS during hard freeze.

10/09 10/10 – 10/15

Cutover Strategy

Commence business cutover - Complete in-flight transactions.

AFIS ProcureAZ integrations frozen, ProcureAZ temp Shutdown.

Generate inception files as per the specifications – Vendors, Contracts, Chart of Accounts.

Execute data migration (Vendors, Contracts, COA) / Data Validation.

Start interface (EAI) jobs to consume

Cutover Strategy


interface files.

End of Hard Freeze

Go-Live (APP is online)

Communications Support and answer end user questions. You are the first point of contact for system support.

System Support Model (Coming Soon)

11 Go-live Activities

Activity Actions When Resources Communications Celebrate go-live accomplishment,

provide information regarding how to connect with help, and hyper care.

10/16

Town hall Attend Post Go-live webinar. 10/19

Communications Share system support model with end users.

10/16 – 10/26 System Support Model (Coming Soon)

Cutover Solicitations from APP will be made available on public portal.

12 Post Go-live Activities

Activity Actions When Resources Continue end user support. 10/15 – 01/01 System Support

Model (Coming Soon)

Submit user metrics as required. 10/15 – 01/01 Success Metrics

Coordinate training material updates with Help Desk.

Training Strategy

13 Ongoing Key Change Management Activities

Leverage content from the change agent meetings.

Reach out to your change agent network to share ideas and best practices.

Review Business Design Documents (BDDs). Click here to access BDDs.

Encourage agency participation in Change Readiness Assessments. Send reminders and discuss during staff meetings.

Communicate outcomes of the assessment to help increase awareness and understanding and bring people along the journey.

Ensure posters are displayed at your agency, if not contact your agency PIO or print copies from the electronic files from SPO.

Discuss impacts and benefits during staff meetings to help your agency leaders understand how the new system functionality will impact day-to-day operations.

https://spo.az.gov/administration-policy/procureaz-state-agency


Use the FAQs to answer project related questions. Direct end users to https://spo.az.gov/ to obtain project information.

14 Deployment Planning Calendar The deployment calendar contains all key milestones and cutover activities that you will need to plan for with your

agency. Use the calendar to schedule your upcoming events. Go to source documents for additional details.

June 2018

Sun Mon Tue Wed Thu Fri Sat PAS – Process Awareness Session

CRA 2 – Change Readiness Assessment 1

2

3

4

5 PAS

6 PAS

7 PAS

8 PAS

9

10

11 PAS

Supplier Communications (SPO)

12 PAS

13 PAS

Build Complete

14 PAS

15

16

17

18 PAS

CRA 2

19 PAS

CRA 2

20 PAS

CRA 2

21 PAS

CRA 2

22 PAS

CRA 2

23

24

25

CRA 2

26

CRA 2

27

CRA 2

28

CRA 2

29

CRA 2

30

July 2018

Sun Mon Tue Wed Thu Fri Sat

https://spo.az.gov/

https://spo.az.gov/

https://spo.az.gov/


July 2018


1

2 CRA 2

3 CRA 2

4 CRA 2

5 CRA 2

6 CRA 2

7

8

9 SIT

10 PAS

SIT

11 PAS

SIT

12 PAS

SIT

13 SIT

14

15

16 PAS

SIT

17 PAS

SIT

Training Announcement (SPO)

18 PAS

SIT

19 PAS

SIT

20 PAS

SIT

21

22

23 SIT

24 PAS

SIT

25 PAS

SIT

26 PAS

SIT

27 PAS

SIT

28

29

30 SIT

31 SIT

SIT – System Integration Testing

August 2018


https://spo.az.gov/


August 2018

Sun Mon Tue Wed Thu Fri Sat UAT – User Acceptance Testing

TTT – Train-the-Trainer 1 SIT

2 SIT

3 SIT

4

5

6 UAT

7 UAT

8 UAT

9 UAT

10 UAT

11

12

13 UAT

CRA 3

T-60 Go-live

14 UAT

CRA 3

15 UAT

CRA 3

16 UAT

CRA 3

17 UAT

CRA 3

18

19

20 UAT

Performance Testing

TTT

CRA 3

21 UAT

Performance Testing

TTT

CRA 3

22 UAT

Performance Testing

TTT

CRA 3

23 UAT

Performance Testing

TTT

CRA 3

24 UAT

Performance Testing

TTT

CRA 3

25

26

27 Performance Testing

TTT

CRA 3


TTT

CRA 3


TTT

CRA 3


TTT

CRA 3


TTT

CRA 3

https://spo.az.gov/

https://spo.az.gov/


September 2018


1

2


TTT


TTT


TTT


TTT


TTT

8

9

10 TTT

T-30 Go-live

11 TTT

12 TTT

13 TTT

14 TTT

Transition Phase

15

16

17 Transition Phase

18 Transition Phase

19 End-user Training

Transition Phase


Transition Phase


Transition Phase

22

23


Transition Phase


Transition Phase


Transition Phase

Deploy Communications (SPO)


Transition Phase


Transition Phase

29

30

October 2018



October 2018


1 End-user Training

Transition Phase

2 End-user Training

Transition Phase

3 End-user Training

Transition Phase

4 End-user Training

Transition Phase

5 End-user Training

Transition Phase

6

7

8 HOLIDAY

9 End-user Training

Transition Phase


Transition Phase

Hard Freeze


Transition Phase

Hard Freeze


Transition Phase

Hard Freeze

13

14


Transition Phase

Go Live!





20

21






27


15 Frequently Asked Questions (FAQs)

CATEGORY QUESTION ANSWER

Communication What are the benefits of this new

system?

• Handles all aspects of procurement, from

registering and contracting with suppliers

through placing orders and approving

payments.

• Expand and simplify management access to

reports.

• Provide the public an easy-to-use portal to

register as a supplier, subscribe to receive

bid opportunities, view contract

information and securely submit

confidential bid information.

• Increase efficiency and consistency for

vendors and the State by providing one S2P

system that better meets everyone’s needs.

• Allow suppliers to more easily provide

information about products/services they

offer, allow the State to create catalogs of

items/services to make it easier for State

buyers to find what they need.

Where do I go to get more information

about the project and the new system?

Contact your change agent. If you don’t know

who your change agent is, send an email to

[email protected].

Will the change agent get to hear about

and see the outcome of the decisions

that were made and the system design?

Yes, through the Process Awareness Sessions

(PAS).

Who are the change agents and what is

their role on the program?

Change agents are agency resources who help

disseminate information; Communicate

leadership expectations to peers; Provide

feedback from peers to S2P program leadership;

Provide front line support for end users at and

directly following go-live; Escalate end user

issues (as needed); Provide feedback in post go-

live end user support calls

Process/Change

Impacts

How do I find out how this system will

impact my day to day processes?

Attend the PAS to learn more about impacts to

your day to day processes.

Comment [CEG1]: Website address coming soon….



Who will facilitate the process

awareness sessions?

PAS will be facilitated by the designated Core

Change Agents.

Training Who will provide training in the future

when we have new staff to join or if

there is a new system release?

Training will be provided by SPO or the

designated agency staff.

When will we receive training in the

system and what type of training will it

be?

Training will start in September and will consists

of Instructor-led, Computer-based, and Webinar

training sessions, and Quick Reference Guides

(QRGs)

Will the smaller agencies have to

facilitate their own process awareness

sessions and their own training?

Small agencies will not have to facilitate their

own PAS or training. Both will be offered by SPO

and other volunteer trainers..

Will the webinar training materials be

available after the training?

Yes, the training materials will be available.

Recorded sessions will be available. For

clarification, webinar instructor-led training

materials will be the same materials used in the

instructor led sessions.

Who facilitates training? will it be a third

party or someone from the change

management team?

Training will be a combination of designated

agency staff, SPO, and for a subset of courses

Ivalua/KPMG.

Can others train that are not part of the

Core Change Agents and/or have not

been a part of the design sessions?

Yes, as long as they go through the train-the-

trainer session. Please note that there is a

restriction on the number of individuals who

can participate in train-the-trainer sessions.

How will I be able to practice tasks in the

system prior to go-live?

When attending Instructor-led training sessions

you will be able practice the necessary tasks

that are relevant to your role. In addition, there

will be office hour sessions available during

training where you can come in for additional

practice and questions.

Implementation/

Cutover

How long will ProcureAZ be available

after go-live?

ProcureAZ will be available until December 31,

2018 to close out POs and invoices. Solicitation

closeout after October 15th will be planned on

a case-by-case basis.

Will the implementation require some

double entry into both systems?

There could be manual entry of some

documents that could not be closed out in



ProcureAZ, and there will be manual entry of

blanket POs for the rest of the fiscal year.

Will suppliers automatically be rolled

over to the new system or will they

have to re-register?

Suppliers with activity in ProcureAZ in the

past 2 years will be rolled over to the APP.

What is the hard freeze? The period of time when both ProcureAZ

and the Arizona Procurement Portal will be

unavailable

What are the dates of the hard

freeze?

10/9-10/14

What can’t be done during the hard

freeze?

Anything that requires ProcureAZ or the

APP.

Will AFIS be shut down during the

hard freeze?

No

Will existing purchase orders be

rolled over to the new system?

No

Will existing contracts be rolled over

to the new system?

Yes

Will suppliers be notified of the new

system?

Yes

Will there be a report of what is still

open before the hard freeze occurs

so that we don’t miss anything?

Not sure what is available in PAZ.

ProcureAZ will be available after the hard

freeze to verify what is open.

Will spend history be in the new

system?

Spend history from ProcureAZ will not be in

APP

If we close out a PO in ProcureAZ,

but there is still time left, do we have

to re-enter that PO in the new

system because this is double entry?

POs closed in ProcureAZ do not need to be

re-entered in the APP

Will the implementation require No, but there could be manual transfer of



some double entry into both

systems?

some documents that could not be closed

out in ProcureAZ.

Support Will we have a support person in our

agency for the new system?

Change agents will be the front line support

post go-live.

Will there be support available after

the training?

Yes, there will be post implementation

support by the State Team. (Hyper care –

post implementation support period).

Will we still call the help desk for

support in the future?

Yes, after contacting front line support at

your agency.

Other Systems/

Software Is this system a part of AFIS? No, it is not part of AFIS, but it will integrate

with AFIS.

Will the new system integrate with

AFIS?

Yes, there is a dedicated work stream

focused on system integration.

How will the new system work with

the Google Suite (i.e. Google Docs)?

The Arizona Procurement Portal doesn’t

currently integrate with the Google suite.

SPO has applied for an exception for all

eProcurement system users to continue to

use Microsoft Word and Excel.

Miscellaneous Who in my agency can use the

system to create requisitions?

User roles will be very similar to the

existing ProcureAZ. The Requisitioner and

Approver roles will be separate in the new

system.

Is the new system covering from the

beginning of sourcing through to

payment?

Yes, the new system will cover the entire

Source to Pay process.

Why is the new system called Source

to Pay and not ProcureAZ?

The project is called Source to Pay and the

new system is the Arizona Procurement

Portal.

What is the difference between

Supplier Management and Supplier

Enablement?

• Supplier Management is focused on

how the state works with new suppliers

to get them enrolled and performance

evaluations and account management



processes for all suppliers fully enrolled

in the system.

• Supplier Enablement will assist existing

suppliers in migrating to the new

system. This will include specific

activities for targeted suppliers, as well

as, communication and training for

suppliers in preparation for Go-Live in

October 2018.