OREGONBUYSDPO COUNCIL MEETING

MARCH 24, 2021

AGENDA

2

• Major deliverables for next 6-months• Key tasks for next 5-weeks • Wave enrollment update• Key ORPIN dates and transition guidance• Vendor registration• Biennium end processing update• Organizational Change Management reminder• Q&A

MAJOR DELIVERABLES FOR NEXT 6-MONTHS

3

Id Task Name % Complete End 8.4 Certification Office for Business Inclusion and Diversity (COBID) System Integration Design

(Updated)100% 01/19/21

10.1 ORCPP Implementation Checklist 5% 5/25/21

7.2 Updated Functional Design Document 97% 03/09/217.8 Satisfactory UT Report 100% 03/10/218.3 Oregon NIC-USA Payment Portal System Integration Design 95% (on Hold) 03/10/217.4 VSR Reporting Tool On Hold 03/15/21

11.2 Training Materials 12% 11/3/217.10 Support and Operations Escalation Process 90% 04/02/21

1.7.3 Documentation of Agency Waves 60% 05/14/217.8 Satisfactory UT Report – Agency 0% 05/17/21

8.1 Statewide Financial Management System (SFMS / R*STARS) System Integration Design(Updated)

10% 05/19/21

7.9 Final Configuration of ORPIN Replacement 0% 06/01/216.2 Report Templates 14% 06/02/214.3 Monthly Supplier Enablement Report Ongoing 08/07/21

Milestone Milestone: ORPIN Replacement Go Live 69% 07/01/214.2 Outreach Materials Ongoing 07/12/218.6 System Integrations Monitoring Report 0% 08/25/21

KEY TASKS FOR NEXT 5-WEEKS

4

1. Continue bi-weekly core team meetings2. Reports development and review:

• 12 reports in Phase 1 with 4 in progress and 2 in review3. Continue developing training materials4. Stakeholder outreach

• Targeted change messages to core teams, small agencies, and OrCPPmembers

• Presentations to Administrative Business Services Directors (ABSD), and governing bodies

5. Finalize agency wave enrollment list

UPCOMING AGENCY ACTIVITIES

5

Core Team orientations

Org Administrator orientation

Bi-weekly core team meetings

Agency functional testing

Agency data uploads

End user training

DEC - FEB

MAR

MAR - JUN

APR-MAY

APR-MAY

APR - JUN

WAVE ENROLLMENT UPDATE

6

82TOTAL

AGENCIES52 ENROLLED1 AGENCY REQUESTING WAVE CHANGE

30 NOT ENROLLED

BREAKDOWN OF AGENCY SIZE SLOTS IN EACH WAVE

7

• 4 Large• 4 Medium centralized

• 4 Medium decentralized

• 20 Small

WAVE 1

• 3 Large• 5 Medium centralized

• 2 Medium decentralized

• 19 Small

WAVE 2

• 4 Large• 4 Medium centralized

• 1 Medium decentralized

• 20 Small

WAVE 3WAVE

1WAVE

2WAVE

3

8

AGENCY NAME SIZEDepartment of Administrative Services largeDepartment of Aviation smallDepartment of Consumer and Business Services medium centralized

Department of Energy medium centralizedDepartment of Human Services largeDepartment of State Police medium centralizedDepartment of Transportation largeOregon Department of Forestry medium decentralizedOregon Government Ethics Commission smallOregon Health Authority largeOregon State Marine Board smallOregon Watershed Enhancement Board smallTravel Information Council smallWater Resources Department medium decentralized

WAVE1

9

AGENCY NAME SIZECommission on Judicial Fitness and Disability smallDepartment of Agriculture smallDepartment of Education medium centralizedDepartment of Environmental Quality medium centralizedDepartment of Human Services largeDepartment of Land Conservation and Development smallDepartment of Public Safety Standards and Training smallDepartment of Revenue medium centralizedDepartment of State Lands smallDepartment of Transportation largeDepartment of Veterans' Affairs smallGeologist Examiners, State Board of smallHigher Education Coordinating Commission medium centralizedHousing and Community Services Department smallLandscape Architect Board, State small

WAVE2

10

AGENCY NAME SIZEOregon Board of Chiropractic Examiners smallOregon Business Development Department (DBA Business Oregon) small

Oregon Health Authority largeOregon Liquor Control Commission smallOregon Medical Board smallOregon Military Department medium decentralizedOregon Parks and Recreation Department medium decentralizedOregon State Board of Examiners for Engineering and Land Surveying small

Public Employees Retirement System medium centralizedPublic Utility Commission smallState Library smallTeacher Standards and Practices Commission small

Cont’dWAVE

2

11

AGENCY NAME SIZECommission for the Blind smallConstruction Contractors Board smallDepartment of Corrections largeDepartment of Justice medium centralizedEmployment Department medium centralizedJudicial Department smallLandscape Contractors Board, State smallOregon Department of Fish and Wildlife medium decentralizedOregon State Board of Architect Examiners smallOregon Youth Authority medium centralizedReal Estate Agency smallTourism Commission, Oregon smallDepartment of Human Services largeDepartment of Transportation largeOregon Health Authority largeDepartment of Geology and Mineral Industries smallPsychiatric Security Review Board small

WAVE3

KEY ORPIN DATES

12

June 16ORPIN switches to

read-only

June 16 – 30ORPIN blackout

period

July 1ORPIN replaced with OregonBuys

ORPIN BLACKOUT (JUNE 16 ─ 30)

13

What does the blackout look like?• Permissions are turned off for creating, editing, and processing

documents/amendments

• Users can view existing documents, search for price agreements, or run reports

• OACs can still set up and maintain users

Will vendors have access to ORPIN during the blackout period?• Currently evaluating options for access during blackout and after

OregonBuys go-live. We’ll share details when available.

ORPIN BLACKOUT (JUNE 16 ─ 30)

14

Will vendors be notified of the blackout period?• Yes, we’ll use ORPIN’s broadcast feature to notify all registered users

of the blackout period, go-live dates, and future expectations

• We’ll also update ORPIN’s landing page https://orpin.oregon.govwith all relevant dates and details

What should agencies do now to prepare?• Conduct procurement activity for this biennium as soon as possible

• Upload any backlog of documents into ORPIN (i.e. ORS190s)

ORPIN BLACKOUT (JUNE 16 ─ 30)

15

ORPIN Entries to Complete by June 16:

All Solicitations and notices

must close by 6/16

Multi-round solicitations: close current

round by 6/16

Upload attachments (preliminary

results, intent to award, etc.)

by 6/16

Enter manual bids received from vendors

onto Solicitations

by 6/16

Upload new awards and updates to

existing documents by 6/16 (includes

contracts, work orders,

ORS190s, etc.)

TRANSITION QUESTIONS FROM DPO’S

16

Core Team

Meetings

What will migrate automatically?

What’s the process for uploading attachments?

How soon can uploads start in OregonBuys?

What can agencies do now to be prepared?

CORE TEAM TOPICS AND TIMING

17

Session # and Date Topics Homework

Session 2 (3/15-25)

• Vendor Registration/Supplier Enablement• Enterprise “To Be” Process Review

• Vendor communication email• Bid Solicitation demo video• Enterprise “To Be” processes review

Session 3 (3/29 – 4/8)

• Data upload discussion• Continued enterprise “To Be” process review

• Data upload templates• Invite OA’s to meetings

Session 4 (4/12 – 22)

• Agency guidance and change leadership check-in• Develop agency specific “To Be” process• Develop agency specific test cases

• Agency specific “To Be” process dev.• Agency specific test case development

Session 5 (4/26 – 5/6)

• Discuss reporting needs• Finalize data upload decisions• Training communications• Implementation checklist walk through

• Agency report requirements• Complete data upload template• Training information for agency• Implementation checklist

Session 6 (5/10 – 5/20)

• Discuss agency specific test cases• Agency testing and testing support

Office hours for testing support

Session 7 (5/24 – 6/3)

• Implementation checklist review• Q&A session• Agency testing support (if needed)

Complete implementation checklist

Session 8 (6/7 – 6/17)

• Agency guidance and blackout period reminders• Implementation checklist completion• Go-live communication

Prepare for Go-live

VENDOR REGISTRATION

18

• All suppliers/vendors must register for OregonBuys to continue doing business with the state when ORPIN is replaced

• Core teams asked to help share registration message with vendorso Resources provided to core teams: email template, registration guide, email

signature block graphic:

• Periscope is also actively conducting outreacho We provided a list of vendors from R*STARS and ORPIN (includes COBID vendors) o If you’d like a copy of the list contact us at Oregonbuys.info@Oregon.gov

19

• Previously discussed significant business process change to move timing of Oregon’s contract renewals to after start of new bienniumoAgency subject matter experts didn’t have enough context to weigh in on

the changeoDifficulty in quantifying the impact to agencies

• A new alternative solution was proposed by PeriscopeoPresented to state workgroup who agreed it meets our needsoProposed that SoS and ODF use the solution this biennium end and re-

evaluate during enterprise “As Is”/”To Be” work for Phase 2 oReviewed by Advisory Council at March meeting

BIENNIUM END PROCESS UPDATE

OCM REMINDER

20

• Ensure OCM change messages are being shared with ORPIN users and affected agency staff (emails and supporting documents)

• Assessments are coming soon - we need to ensure staff are aware of the project and its purpose

• Most recent message was about the agency core team and members

QUESTIONS &FEEDBACK

OREGONBUYS.INFO@OREGON.GOV

HTTPS://OREGONBUYS.OREGON.GOV

THANK YOU!