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eForms Supplier Management Process

Presented byJames DeguaraMITA eGovernment Team19th September 2011

Objectives of this Presentation:

• Explain the process and the thinking behind the eForms Supplier Management process

• Gather input/feedback from all stakeholders

• Prepare stakeholders • Explain / familiarise stakeholders with document

suite

• Stimulate discussion

Communications:

• “Communications Plan” document to be distributed to Suppliers.

• Supplier / MITA Continuous communications deemed important to achieving a common approach.

Document Suite: Categories

Standard Process Information (SPI) DocumentsSPI documents relate Standard eForms information to the Client or Supplier. This information is not lot specific and is distributed to all stakeholders in the eForms project.

Standard Development Lifecycle (SDL) DocumentsSDL documents are common to all eForms projects but their content differs between services as this is lot specific. In these documents MITA specifies either an outline or a detailed structure but expects that the content will be added at specific stages of the eForms project. Some SDL documents are required for acceptance and payment for services delivered.

Assessment (ASM) DocumentsASM Documents are required by MITA to assess the progress being made on all eForms development projects.

Document Suite: SDLC Documents

Completed by ClientClient Progress AssessmentASM-02

Completed by SupplierSupplier Progress AssessmentASM-01

80% c&p 20% SupplierQuality Assurance PlanSDL-10

MITA StandardUser Acceptance FormSDL-09

Completed by SupplierTraining MaterialsSDL-08

Completed by SupplierDeployment DocumentSDL-07

Completed by ClientTest ReportSDL-06

Completed by SupplierLot Implementation PlanSDL-05

ChecklistClient Initiation ChecklistSDL-04

ChecklistSupplier Initiation ChecklistSDL-03

Completed by SupplierService Description (S-DESC)SDL-02

Contract Assigned Lots InformationSDL-01

StaticeForms Deployment GuidelinesSPI-03

StaticDevelopment StandardsSPI-02

StaticeForms Supplier InformationSPI-01Standard Process Information

Standard Development Lifecycle

Assessment

The Process:

Process: Initial Information Sessions

• MITA distributes standard eForms information to Client and Supplier.

• Involvement of the MEU.• Gives all parties the

opportunity to clarify queries regarding the process.

• Set expectations for all stakeholders

The information sessions are required to pass on information to the Supplier and Client to prepare them for the upcoming eForms development process.

SUPPLIER ASSIGNED LOT

SDL-01: Lot Description Document

Includes Assigned Lots Information

e.g. Lot Contents, Delivery

Timetable.

SDL-02: SDESC – SECTION 1

SUPPLIER

CLIENT

TRAINING / INFORMATION NEEDS

ASSESSMENT

SDL-03: Supplier Initiation Checklist

Development using eForms

Assigned Business Process

Roles and Responsibilities

Licenses

SDL-04: Client Initiation Checklist


Basic ICT Readiness

SUPPLIER

CLIENT

DEVELOPMENT PROCESS

Conduct Business Analysis and

Development with eForms

SDL-02: SDESC – Section 2 – Bus

Analysis

SDL-02: SDESC – Section 3 – Design

2nd PAYMENT – Section 3 for all

services in LOT

Ensure Resource availability for

Business Analysis

Provide information on demand to development team

SUPPLIER

CLIENT

PLANNING STAGE

Planning for Software Delivery

SDL-05: Lot Implementation Plan

SDL-10: Quality Assurance Plan

1ST PAYMENT

Planning for acceptance (including

resource scheduling)

Client to start preparing information to

be entered in to the Test Report. This

will include all real scenarios that will be

needed to verify process is fit for

purpose.

SUPPLIER

CLIENT

PERIODIC REVIEW

Supplier Community

Regular Meetings with all suppliers including PM level participation

ASM-01: Supplier Assessment based on:TimelinessIssues encountered

Risks LogsWorkloadClient Feedback

WEEKLY REPORT

FEEDBACK

ASM-02: Client Feedback FormSupplier PerformanceSystems Delivery Issues

Systems Take UpFurther Work RequiredTraining Evaluation Sheets

eForms Supplier Management

and Communications Plan

INITIAL INFORMATION SESSION

SPI-01: eForms Supplier

Information

Including: Reference to eDev, SDLC

Process

SPI-02: Development Standards

SPI-03: eForms Deployment

Guidelines

ACCEPTANCE

Conduct User Training

SDL-08: Training Materials

Conduct User Acceptance Testing

SDL-06: Test Report

SUPPLIER

CLIENT

SUPPLIER

CLIENT

SUPPLIER

CLIENT

DEPLOYMENT

Co-ordinate to ensure successful

Deployment

SDL-07: Deployment Document

3rd PAYMENT - UAF

SDL-09: MITA issued User

Acceptance Form

SUPPLIER

CLIENT

Process: Supplier Assigned Lot

• MITA distributes Lot Content to Supplier.

• Can start Client familiarisation with the S-DESC

The Supplier and Client will be provided with lot specific information. This information should include the final, agreed contents of the lot, Client contact information and a delivery timetable for the lot. This delivery timetable is to be used to plan delivery of the services and resource availability.





Timetable.


SUPPLIER

CLIENT


ASSESSMENT





Licenses



Basic ICT Readiness

SUPPLIER

CLIENT

DEVELOPMENT PROCESS




Analysis



services in LOT


Business Analysis


SUPPLIER

CLIENT

PLANNING STAGE




1ST PAYMENT







purpose.

SUPPLIER

CLIENT

PERIODIC REVIEW

Supplier Community




WEEKLY REPORT

FEEDBACK







Information


Process



Guidelines

ACCEPTANCE




SDL-06: Test Report

SUPPLIER

CLIENT

SUPPLIER

CLIENT

SUPPLIER

CLIENT

DEPLOYMENT


Deployment


3rd PAYMENT - UAF


Acceptance Form

SUPPLIER

CLIENT

Process: Training / Information Assessment

• Assess Supplier readiness

• Assess Client readiness

As a final check prior to the planning stage, this needs assessment should work as a check that everything is in place to start development of eForms. Note: this stage will not constitute a formal check-point that may stop progress, but is intended as an opportunity to highlight issues that may not have been resolved in time and may need to be escalated.





Timetable.


SUPPLIER

CLIENT


ASSESSMENT





Licenses



Basic ICT Readiness

SUPPLIER

CLIENT

DEVELOPMENT PROCESS




Analysis



services in LOT


Business Analysis


SUPPLIER

CLIENT

PLANNING STAGE




1ST PAYMENT







purpose.

SUPPLIER

CLIENT

PERIODIC REVIEW

Supplier Community




WEEKLY REPORT

FEEDBACK







Information


Process



Guidelines

ACCEPTANCE




SDL-06: Test Report

SUPPLIER

CLIENT

SUPPLIER

CLIENT

SUPPLIER

CLIENT

DEPLOYMENT


Deployment


3rd PAYMENT - UAF


Acceptance Form

SUPPLIER

CLIENT

Process: Planning

• Supplier / Client prepare LOT Implementation plan to be approved by MITA

• All stakeholders need to be satisfied that this is an achievable and realistic plan

• 1st Payment Issued• Client to schedule availability





Timetable.


SUPPLIER

CLIENT


ASSESSMENT





Licenses



Basic ICT Readiness

SUPPLIER

CLIENT

DEVELOPMENT PROCESS




Analysis



services in LOT


Business Analysis


SUPPLIER

CLIENT

PLANNING STAGE




1ST PAYMENT







purpose.

SUPPLIER

CLIENT

PERIODIC REVIEW

Supplier Community




WEEKLY REPORT

FEEDBACK







Information


Process



Guidelines

ACCEPTANCE




SDL-06: Test Report

SUPPLIER

CLIENT

SUPPLIER

CLIENT

SUPPLIER

CLIENT

DEPLOYMENT


Deployment


3rd PAYMENT - UAF


Acceptance Form

SUPPLIER

CLIENT

The stage aims to result in a realistic and achievable Lot Implementation Plan (SDL-05) agreed by the Supplier and Client. The Quality Assurance Plan (SDL-10) is also submitted at this stage.

Process: Development

• Completion of the S-DESC• Development of eForms• Timely feedback from Client is

vital to success• 2nd Payment issued

Finalisation of the S-DESC (SDL-02) and commencement of eForms development.





Timetable.


SUPPLIER

CLIENT


ASSESSMENT





Licenses



Basic ICT Readiness

SUPPLIER

CLIENT

DEVELOPMENT PROCESS




Analysis



services in LOT


Business Analysis


SUPPLIER

CLIENT

PLANNING STAGE




1ST PAYMENT







purpose.

SUPPLIER

CLIENT

PERIODIC REVIEW

Supplier Community




WEEKLY REPORT

FEEDBACK







Information


Process



Guidelines

ACCEPTANCE




SDL-06: Test Report

SUPPLIER

CLIENT

SUPPLIER

CLIENT

SUPPLIER

CLIENT

DEPLOYMENT


Deployment


3rd PAYMENT - UAF


Acceptance Form

SUPPLIER

CLIENT

Process: Acceptance

• Signed Test Report (SDL-06) finalises development stage

• Training Materials (SDL-08) compiled

• User training performed

Acceptance: Acceptance indicates a successful end to the development process and marks the end of the development of the eService. The service still needs to be deployed on the LIVE environment in the next stage called Deployment (this may also be referred to as “implementation”).





Timetable.


SUPPLIER

CLIENT


ASSESSMENT





Licenses



Basic ICT Readiness

SUPPLIER

CLIENT

DEVELOPMENT PROCESS




Analysis



services in LOT


Business Analysis


SUPPLIER

CLIENT

PLANNING STAGE




1ST PAYMENT







purpose.

SUPPLIER

CLIENT

PERIODIC REVIEW

Supplier Community




WEEKLY REPORT

FEEDBACK







Information


Process



Guidelines

ACCEPTANCE




SDL-06: Test Report

SUPPLIER

CLIENT

SUPPLIER

CLIENT

SUPPLIER

CLIENT

DEPLOYMENT


Deployment


3rd PAYMENT - UAF


Acceptance Form

SUPPLIER

CLIENT

Process: Deployment

• User Acceptance Form (SDL-09) issued by MITA

• Deployment Document (SDL-07) compiled

• 3rd Payment Issued• MITA may organise a Post

Project Review if required.

Deployment: Following successful completion of the User Acceptance Testing and therefore the Acceptance stage, the eService is implemented in the deployment stage. The end of this stage marks the start of the maintenance and support period. This allows MITA to make the final payment for the lot.





Timetable.


SUPPLIER

CLIENT


ASSESSMENT





Licenses



Basic ICT Readiness

SUPPLIER

CLIENT

DEVELOPMENT PROCESS




Analysis



services in LOT


Business Analysis


SUPPLIER

CLIENT

PLANNING STAGE




1ST PAYMENT







purpose.

SUPPLIER

CLIENT

PERIODIC REVIEW

Supplier Community




WEEKLY REPORT

FEEDBACK







Information


Process



Guidelines

ACCEPTANCE




SDL-06: Test Report

SUPPLIER

CLIENT

SUPPLIER

CLIENT

SUPPLIER

CLIENT

DEPLOYMENT


Deployment


3rd PAYMENT - UAF


Acceptance Form

SUPPLIER

CLIENT

Process: Periodic Review

• Encourage co-operation within the Supplier Community

• Encourage communication between MITA and Suppliers

• Announce updated standards etc

Periodic reviews of the eForms Supplier community will be performed to ensure that all practical issues are being addressed and give the Supplier community the chance to raise issues to be addressed by MITA. The Periodic Reviews are not intended to discuss or address issues related to specific projects, but may use such examples to address wider issues of interest to the community in general.





Timetable.


SUPPLIER

CLIENT


ASSESSMENT





Licenses



Basic ICT Readiness

SUPPLIER

CLIENT

DEVELOPMENT PROCESS




Analysis



services in LOT


Business Analysis


SUPPLIER

CLIENT

PLANNING STAGE




1ST PAYMENT







purpose.

SUPPLIER

CLIENT

PERIODIC REVIEW

Supplier Community




WEEKLY REPORT

FEEDBACK







Information


Process



Guidelines

ACCEPTANCE




SDL-06: Test Report

SUPPLIER

CLIENT

SUPPLIER

CLIENT

SUPPLIER

CLIENT

DEPLOYMENT


Deployment


3rd PAYMENT - UAF


Acceptance Form

SUPPLIER

CLIENT

Process: Continuous Feedback

• Monitor progress and issues• Standardised reporting• Assist stakeholders is ensuring

issues are resolved as early as possible

Suppliers will submit information on a weekly basis to report on progress (ASM-01). This will be used as one information source to assist MITA in its supplier management role.





Timetable.


SUPPLIER

CLIENT


ASSESSMENT





Licenses



Basic ICT Readiness

SUPPLIER

CLIENT

DEVELOPMENT PROCESS




Analysis



services in LOT


Business Analysis


SUPPLIER

CLIENT

PLANNING STAGE




1ST PAYMENT







purpose.

SUPPLIER

CLIENT

PERIODIC REVIEW

Supplier Community




WEEKLY REPORT

FEEDBACK







Information


Process



Guidelines

ACCEPTANCE




SDL-06: Test Report

SUPPLIER

CLIENT

SUPPLIER

CLIENT

SUPPLIER

CLIENT

DEPLOYMENT


Deployment


3rd PAYMENT - UAF


Acceptance Form

SUPPLIER

CLIENT

Post Project Reviews

• PPR to be organised and conducted by MITA.• Intended to review:

• Effectiveness of approach taken by Supplier

• Appropriateness of Technical solution

• Areas to be considered as common controls• Lessons to be learnt

• Follow on work

• Usually organised between MITA and Client, but Suppliers may be invited.

Issue Escalation Procedure

• Primary Relationship Between Client and Supplier• Suppliers to include all issues on ASM-01 – Weekly

Progress Reports• MITA to liaise in instances where issues are cropping up

in Weekly Progress Reports without resolution• MITA to assist in finding resolutions• Escalation to the eGovernment Steering Committee

Thank you for your attentionAny questions?