vendor relations and changing software (presentation)
TRANSCRIPT
![Page 1: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/1.jpg)
Vendor Relations andChanging Software
![Page 2: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/2.jpg)
Presenters• Lindsey Stillman, State of Georgia Department of
Community Affairs
• Fran Ledger, Canavan Associates
![Page 3: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/3.jpg)
• To become familiar with important aspects of vendorrelations including: contracting, conflict resolution,monitoring obligations, and termination
• To learn the importance of assessing and defining thecommunity’s software requirements: inputs, workflow,calculations, and outputs
• To understand the process and considerationscommunities should investigate when consideringswitching software
Learning Objectives
![Page 4: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/4.jpg)
Vendor Relations
![Page 5: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/5.jpg)
Important Aspects of Vendor Relations• Contracting process that allows for stakeholder input• Monitoring protocols that are consistently practiced• Mutually understood process for conflict resolution• Transparent termination process
![Page 6: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/6.jpg)
Stakeholder Involvement inContract Negotiations
• Continuum of Care staff• Technology staff• Subject matter experts (i.e. privacy laws)• Contract specialists
![Page 7: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/7.jpg)
Stakeholder Involvement inContract Negotiations (cont.)
• Attorneys (for each partner)• Vendor representative with highest level of decision-
making authority• Vendor representatives with strong expertise in the
software product
![Page 8: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/8.jpg)
Primary Contract Elements• General terms and conditions• Deliverables and expectations• System modifications and enhancements• Service (hosting, maintenance, and support)
![Page 9: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/9.jpg)
Other Contract Elements• Definitions• Escrow deposits• Access and limitations of use• Data ownership
![Page 10: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/10.jpg)
Other Contract Elements (cont.)
• Training and Technical Support• Process for resolving issues• Indemnification• Limitation of liability• Copy of original proposal
![Page 11: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/11.jpg)
Creating Deliverables• Clearly describe the deliverable• Indicate the priority of the deliverable• Clarify who is assigned responsibility for the
deliverable (indicate one person)• Articulate the due date• Indicate the status of the deliverable• Indicate the completion date (whenever met)
![Page 12: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/12.jpg)
Performance Indicators• Significant changes/challenges in performance
measures• Deliverables that were not met or were exceeded• Accomplishments and challenges• System compliance with data standards• System compliance with technical standards
![Page 13: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/13.jpg)
Developing Monitoring Protocols• What is the process for tracking agreed upon
expectations?• How often do you track these?• Process for addressing issues when they arise?• What are the consequences for not meeting
expectations?• Are consequences immediate or are they addressed in
an annual contract?
![Page 14: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/14.jpg)
Performance IndicatorsExamples:• Number of outages• Amount of downtime• Number of system errors reported (and fixed)• Number of system errors outstanding over 45 days• Number of enhancements submitted (and completed)
![Page 15: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/15.jpg)
Resolving Conflict• Ensure the problem is understood• Involve the appropriate people in the resolution
process• Understand the chain of authority for both parties
involved in the conflict• Understand the benefits and risks of contract
termination
![Page 16: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/16.jpg)
Contract Termination• Does termination require written notice?• Are there early termination fees?• What is the provision for delivering data/equipment?
![Page 17: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/17.jpg)
Contract Termination (cont.)
• What is the cost to download and store data?• What is the time frame for data transfer?• Who will validate the data?• What is the disposal process for data, hardware,
media storage, and equipment?
![Page 18: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/18.jpg)
Discussion Questions• What experiences have you had with managing
vendor relations?• What were the challenges?• What were the successes?• What would you do differently if you contracting with
your vendor for the first time?
![Page 19: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/19.jpg)
Changing Software
![Page 20: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/20.jpg)
Important Aspects of Changing Software• What is the potential impact on current reporting
requirements and time frames for both the CoC andthe individual agencies?
• What is the cost and how will it be funded?• Is a partnership with another CoC possible?
![Page 21: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/21.jpg)
Important Aspects of Changing Software (cont.)
• Is technical support needed to migrate the data?• How will software functionality be determined?• What are the requirements for procurement
(competitive bid, specific list of vendors, minimumnumber of bidders)?
![Page 22: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/22.jpg)
RFP Process• Prepare an RFP
– Determine software functionality
• Issue an RFP– Check for potential legal requirements
• Review products and proposals– Product demonstrations, user testing
![Page 23: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/23.jpg)
RFP Process (cont.)
• Issue a statement of work– Based on the RFP and the vendor’s response
• Negotiate a contract
![Page 24: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/24.jpg)
Primary Elements to Include in the RFP• Background• Include relevant laws• Current technical environment• Scope of work• Project timeline
![Page 25: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/25.jpg)
Primary Elements to Include in the RFP (cont.)
• Functional requirements• Pricing guidelines• RFP timeline• References• Legal documentation
![Page 26: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/26.jpg)
Software Functionality: Data Collection• Beyond the HUD HMIS Data Standards, what other
data are needed?• Is the community of stakeholders involved in
determining data collection standards?• Has an effort been made to align funders to reduce
redundancies?• Is data integration from other systems needed?• Will data be shared, and to what extent?
![Page 27: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/27.jpg)
• Is there a common intake form already in use tosupport a common interface?
• How will variations in program delivery be accountedfor in the workflow?
Software Functionality: Interface
![Page 28: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/28.jpg)
• What formats are needed for downloading data?• What formats are needed for data imports/exports?• What are the required reports and how should they be
rendered?
Software Functionality: Outputs
![Page 29: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/29.jpg)
Discussion Questions• What experiences have you had with changing
software?• Who was involved in the process?• What were some of the challenges and some of the
successes?• What would you do differently if you were changing
software today?
![Page 30: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/30.jpg)
Resources Available on HMIS.INFO• Deal or No Deal: Vendor Relations & Contracting
• Changing Software Workshop Workbook
• Negotiating Successful HMIS Software ContractsPresentation
• HMIS Cost Estimation Guidelines: Cost Frameworkand Submission Recommendations
![Page 31: Vendor Relations and Changing Software (Presentation)](https://reader035.vdocuments.mx/reader035/viewer/2022071600/613d1cbd736caf36b75974e0/html5/thumbnails/31.jpg)
Contact InformationLindsey Stillman, Ph.D., Planning Coordinator
State Housing Trust Fund for the HomelessDepartment of Community [email protected]
Fran Ledger, Senior AssociateCanavan [email protected]