Brett Adshead Business Change Project Manager West Sussex County Council

Procuring an IT System to Support PersonalisationGetting IT Right

Brett AdsheadBusiness Change Project Manager

West Sussex County Council

In Control The Big EventTuesday 16th March 2010


Agenda

• A bit of background• What we did right

– Success factors– Managing the Procurement– Some Hints & Tips

• What we could have done better


• In Control & Individual Budget Pilots• Increasing numbers of Customers with Self-Directed Support

Model• Obsolete Legacy Systems• In-house solution? Re-considered• Member Decision to procure Oct 2008

– “Competitive Dialogue to secure Partner and jointly develop solution”• Market Research to test assumptions• Moved to Restricted Process

– “To Purchase Adults Case Management System to Support Personalisation”

Background


• Define your strategy• Understand the Market• Review your strategy• Executive Sponsorship

– People – right people with time committed– Money – Procurement, One-Off and Recurring costs

Prepare! Prepare! Prepare!


LEGAL, AUDIT, ADMIN SUPPORT

IT SPECIALISTSTECHNOLOGY, SECURITY

PROCUREMENTSPECIALIST

ADULT SOCIAL CAREPERSONALISATION

FINANCE SPECIALISTS

• Plan ALL your activities, timescales, venues, documents• Train the Team

– Procurement Process– Evaluation Techniques– Behaviours

Don’t Press ‘Start’ until you’re ready to go!

Prepare! Prepare! Prepare!• Form a Team

PROJECT MANAGER


Tell everyone what the plan is!

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

MAR

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

APR

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

MAY

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

JUN

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

JUL

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

AUG

EVALUATE ITTs

..contd

Issue OJEU Notice

STATUTORY PERIOD FOR REPLY TO PQQ (30 days)

PQQs Received

EVALUATE PQQs & DE-SELECT

Open ITT to bidders

STATUTORY ITT PERIOD...

............................STATUTORY PERIOD FOR REPLY TO ITT (34 days)

Tenders received

ALCATEL PERIOD (10 DAYS MIN.

.....................................EVALUATE TENDERS (incl REFERENCE SITE VISITS & DEMONSRATIONS)

Preferred VendorChosen

Contract Signature

DETAILED PLANNING AND PREP OF PROCUREMENT MATERIAL, METHODS AND RESOURCES + IT ALIGNMENT WITH IAT ARCHITECTURE ROADMAP

Go/No GoDecision

PQQ REPLIEScontd

Contact Signature

PLAN!


• Typical duration 10-12 months - We had 6!• SO:

– Restricted Tender Process– Full evaluation limited to 3 suppliers– e-tendering system piloted (30% resource savings)

Our Approach

PQQ

“TELL US”

6WRITTEN

SUBMISSIONS

6 ONLY 3 ONLY

“SHOW US”

3DEMOS

SITE VISITSPRESENTATIONS

SUCCESSFUL BIDDER

ALL BIDDERS


• PQQ Questions– Does the Product meet High Level Requirements?– Does it integrate with ERP systems (SAP)?– What technologies are used (e.g. Browser)?– Can they implement in the required timescale?– Is the Product already live in comparable sites?– Where are your Reference Sites?– What has been your involvement in the

Personalisation Agenda?

Building the Requirements HIGH LEVEL REQTS

20 pages


Progress in developing your Product/ s to meet the Personalisation Agenda and how close you are to running in a live environment. Please mark each cell to indicate your response on each line

No plan to develop

Development planned but not commenced

Currently in development

I n Beta testing

Passed User Acceptance testing with a customer

Citizen Portal and I nitial Contact

Customer Portal

I nformation, advice and signposting

Self Assessment

Specialist Assessment e.g. OT, FACE, RiskFinancial Self-Assessment

Resource Allocation

Support Planning

I mplementation

Monitoring and Review

Managing Budgets

Contracting and Commissioning (buying goods & services)

Building the RequirementsHow advanced is their Personalisation Development?

Vendor Response Points available

Currently operational or in development functionality that supports the Personalisation Agenda that meets our Outline Requirements and has or is expected to pass User Acceptance Testing (UAT):

16 - 25

Adult Social Care case management system currently in operational environments. System specification and development plan available for functionality that supports the Personalisation Agenda .

1 - 15

System specification and development plan not yet available for functionality that support the Personalisation Agenda.

Not acceptable - Fail


Building the RequirementsCommercial

20%

Technical80%

Vendor Fit & Partnership Working 20%

Software & User Experience 40%

Technical 20%

Implementation &Services 20%

Vision,

Functionality

Architecture Strategy

Business ContinuityImplementation, Training

Support

26 QuestionsPartnering,

User Group

Usability

Configurability

Existing Architecture Fit

Security

PersonalisationCase Management

General (Audit)Reporting & Performance

Finance & Budget Management

11 Questions

18 Questions

17 Questions

5 Questions

DetailedRequirements

50% HURDLE

70% HURDLE


• What we want – not how to do it• Reduce the number of questions• Personalisation Requirements

– Citizen/Customer Portal– Initial Contact– Self Assessment– Resource Allocation– Managing Personal Budgets– Support Planning– Start Support (Purchase)– Review

Building the Requirements


Managing the Evaluation

IT TeamMark Purvis

Eleanor WilliamsMike Weaver

Tony Elkin

+Sue Price (Training)

Business TeamJulie Lawrence

Business TeamPat Hindley

Business TeamJoane Snook

IT TeamIan Stringer

Brett Adshead+Sue Price

IT TeamLinda Ellis

IT TeamMark Purvis

Eleanor WilliamsMike Weaver

Tony Elkin

Business TeamSue Price

Cathy BoyntonMargaret Guest

Pat HindleyJulie LawrenceJoanne Snook

E-tender Submissions

Downloaded responses

1. Vendor Fit[Attachments/

Text]]

2. Software[List]

Arch Strategy

Existing Arch

Security

4. Impl & Services

[Attachments]

Vision

Partner Reqts

User GroupPrioritisation

Functionality

Usability[List]

Configurability[List]

Personalisation

Case Mgt

Audit

Reporting & Perf

Finance & Budget

Evaluation of Initial Responses to e-tenderEvaluation Teams Assignment

3. Technical[Attachments/

text]

Business Continuity

Training

Delivery & Implementation

Support

•Specialist Evaluation Teams•Pre-defined Criteria•Evaluation Sessions & Rooms booked•Moderation Panels•Ratings – not marks•Tracking Tools•Personal Workbooks to record evaluation


• Test your assumptions about the market• Allow time to ‘desk test’ your evaluation

model• Enforce compliance with the tools you’ve

developed• Consider holding a Bidders Briefing Day after

publication of your ITT to allow bidders to clarify your requirements

• Don’t set hurdles too high. You might lose a good bidder who has provided a weak response in one area

Lessons Learned


• Locate the Project Manager & Procurement Specialist in the same office for the duration of the procurement

• Consider using an e-procurement tool• Form a good relationship with your legal team to ensure

you can call on their time when you need it• Backfill team members positions to ensure they are able

to commit to the project• Spell out the scope of your procurement to senior

management in good time and obtain explicit endorsement of it

Lessons Learned


PLAN! PLAN! PLAN!

Lessons Learned


Brett AdsheadBusiness Change Project Manager

West Sussex County [email protected]

In Control The Big EventTuesday 16th March 2010

Brett Adshead Business Change Project Manager West Sussex County Council

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