عرض اعداد كراسة المواصفات والشروط

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


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


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


(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


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


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


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


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


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


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


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


(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


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


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


Detailed Evaluation Plan (Contd.)Weeks Activity Deliverables


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.


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


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


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


Questions and answers

عرض اعداد كراسة المواصفات والشروط

Technology

nonfunctional requirements

egovernment project

final eservice rfp

eservice vendor

requirements numbering

rfp questions

rfp development process

technical analysis