Procurement Technology Modernization

Kick-off
Oct 7, 2019
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Agenda
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• PTM Value Drivers and Scope

• Solution Overview
• Implementation Team
• Timeline & Deliverables
• Project Management
• Demo
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PTM Value Drivers & Scope

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PTM Value Drivers
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Current State PTM Vision

Multiple registers, rosters & points of entry for suppliers

Provide Self-Service single point of access
Data difficult to maintain current

Laborious and paper-based process Fully electronic solicitation process

70% fail rate with Online Vendor Registration

Simplify Supplier Registration Process, including ESJ
Lack of up-to-date data on supplier qualifications

Data from paper-based process not readily discoverable Transparent online storage will reduce PDRs

Manual processes lack efficiency and transparency Streamline procurement processes and create transparency

Disparate data sources hinder analytics Increase efficiency for analysis and reporting

Legacy un-integrated systems are outdated Replace legacy systems with well-integrated cloud apps
 PTM Value Drivers
Scope of this kickoff
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Travel Expense
Service Requests Reimbursement
Supplier Facing
• Provide Self-Service Single Point of Access
PT
• Implement Electronic Solicitation Process M
• Simplify Supplier Registration Process, including ESJ P-Card
Sourcing Reconciliation
• Reduce Number of Public Disclosure Requests
Internal
• Streamline Procurement Processes and Create Transparency
• Implement Transparent P-Card Solution later phase
• Implement Travel Management and Employee Reimbursement Solution
• Increase Efficiency for Analysis and Reporting
• Retire Aging Independently Operating Systems
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Scope Summary Scope of this kickoff
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County

cloud
5
TBD
Engagement iProcurement iExpense
4 (Internal Portal)
P
Supplier OPA Wai aymen
OPA vers ts,
3
Qualification Solicitations, Collaborati
Tier 3
, Ite
ms
Management Supplier Updates on
Contract
Supplier 1 Amendments
Portal Sourcing Suppliers Payables
Suppliers 2 CPAs
Contracts Purchasing
1 SOURCING: Drive sourcing processes from solicitation to bid reviews and negotiation to contract award.
2 CONTRACTS: Create, execute, and manage procurement contracts through their lifecycle. Collaborate with suppliers
and ensure their compliance and performance. Item
Master
3 SUPPLIER PORTAL: One-stop supplier interface to register, maintain data, engage in bidding and contract negotiations.
4 SQM: assess supplier risk, ensure compliance, and provide visibility across the lifecycle Inventory
5 ENGAGEMENT: Implement an internal portal for all Service Requests into P&P team, replacing multiple legacy rosters
and DBs, and integrating portal with cloud and on-prem solutions for streamlined and efficient data exchange Users
User Profiles on-prem
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Solution Overview
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Key capabilities - Sourcing
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• Create RFQ, RFI, Auction, etc. documents with step-by-step

guided navigation
Identify
Opportunities • Search and invite strategic suppliers based on unique criteria
Identify Suppliers,
Define Strategy • Negotiation templates help leverage prior negotiation
information to construct new sourcing events
Implement P&P Buyer
• Embedded Supplier portal makes it easy for suppliers /
Agreement providers to participate in sourcing events real-time
Define and
Approve • Supports multiple proposal submissions by Suppliers
Negotiation
Agency Suppliers & • Publish negotiations to external sites to satisfy disclosure
Stakeholder Service
Providers
requirements (e.g. Award notices, Response tabulations)
Approve • Surrogate Bidding to accept offline responses from suppliers
and Issue
Conduct and seamlessly evaluate them
Negotiation
• Team Scoring
Analyze
and Award • Award Analysis helps evaluate across diverse criteria
 Supplier .
P rocurement Key capabilities – Qualification .
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Management

• Qualification Areas - Categories of related

Define
Requirements questions specific to your evaluation objectives
• Conditional questionnaires to capture targeted
Re-Qualify
Register
Suppliers
information
• Question libraries to promote standardization
• Qualification Initiatives – to qualify multiple
Manage
Suppliers
Gather
Information
suppliers in a single streamlined process
• Integration with Supplier Onboarding and Sourcing
Evaluate
Responses
• Re-qualification – Alerts and early notifications to
track expiring qualifications and re-trigger them
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Key capabilities – Contracts
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• Standardize contracts and enforce business

policies using pre-approved clause libraries,
Store & Create templates and approved alternatives.
Manage Contract
Contract
• Identify deviations from defined standards,
highlight risks, and enforce appropriate
Add Contract document approvals
Lines
Validate and • Improve contract visibility with a secure and
Approve
searchable contract repository, renewals
Author
management, amendment tracking, and
Create
Contract complete audit history
Terms
Contract • Capture electronic signatures with DocuSign
Deliverables
integration
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Key capabilities – Engagement
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Engagement Digital • An internal Portal for all requests

Cloud Customer submitted to the P&P team
Case Management Service
Desktop Browser UI • Request Management capabilities to
Self-service
Integrated provide a streamlined Request-to-
Mobile Capabilities
Knowledge Resolution process
Co-Browse
Analytics
Guided Resolution Policy Smart Engagement • A highly interactive online customer
Automation experience for Agency staff
Cloud • Offer intelligent advice with smart
Dynamic Interviews
assistant
Rules Modeling
Policy Lifecycle
Policy Services
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Cloud Solution Best Practices
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• Safest technology with full E2E encryption and built-in security features
Modern and Reliable • Ample networking will be provisioned to ensure near-real-time performance

• Best practices incorporated in cloud application business models

Solution Driven Approach • Highly configurable, but …. not-customizable
• Solution-driven implementation vs. old requirements-driven approach

• Implement only update/upgrade-safe extensions (if any at all)

Embrace Rolling Updates • Evolve / change business processes to fit configurable out-of-box functionality

Reporting / Analytics • Rich online and context-based pre-built analytics inside cloud applications
• Integration w/other data sets for holistic reporting will be part of Design Phase
Paradigm shift
• Increased P&P user abilities to administer the solution, reducing reliance on IT
Empowered End Users • Better source data  better intelligence and insights
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Implementation Team
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Org Chart
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Executive Sponsor Steering Committee

Ken Guy Carmel Call Tanya Hannah – KCIT Michael Gedeon – DPH
Caroline Whalen FBOD David Malone BRC JJ Crider Lorraine Patterson – DNRP John Resha – DNRP

PMO Core Project Team Agency SMEs

Dennis Korevitski KCIT Ben Lesh G&S

Allen Cantara – PH
CAP + A&E
Chad Merrill – WTD
Megan McJennett – PH Brian Knight – WTD
Jeremy Zimmerman Roy Dodman Ross Yokoyama – WTD Tammy Carbaugh – WLRD
FBOD Cristal Moreno Jordan Jungnitz Jesse Gonzalez – SW Jeni Bonefant – Parks
Christy Trautman Julie Snider Lynn Walters – Fleet Ann McFarlane – SW
Rena Jackson Darren Chernick Nichelle Carter Keith Purves – FMD Peggy Murray – Airport
Tina Davis Flor Tubo Mary Schumacher – Metro Jeff Hansen – FMD
James Shoemaker Matt Wood Mike Beck – Metro Tony Wasser – Metro
Cheri Allan – Sheriff Lydia Reynolds-Jones – Roads
Candice Stephens – DHR Sarah Green – Roads
Bryan Johnson – KCIT Marta Tarabella-Marchesi–KCIT
Heidi Marchetti Julie Griffin – Roads
BRC Julia Cordero Craig Mackenzie Heather Dean – District Court
Chris Franco Bharathi Pillarisetti Joel Rampy Steve Davis – Superior Court
Priya Gupta Joy Fernandes– Judicial Admin
James Gayton – DCHS
Dave Pierce – DAJD
Frances Bobadilla – Council
AccelAlpha (AA) Tomasz Zarzycki Srinivas Jampani
Dan Subramanian Functional Analyst (TBD)
Venkatesh Tirukonda Baskaran Periyakaruppan Technical Analyst (TBD)
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Accelalpha Introduction
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Accelalpha Credentials

 Oracle Cloud Excellence Partner & Gold Partner  Ranked in the top 3 within the United States in all focus
areas and highly experienced consultants with an average
 Head quartered in Bellevue, Washington, with Global
Offices in India, Singapore, Hong Kong and United Kingdom Consulting Experience of over 10 years

 Pioneer in Oracle Cloud Consulting Practice. Global Leader
in Oracle Cloud Logistics & CX Software Suite
 Implemented Procurement Transformation Projects in
Fortune 500 Oracle ERP Clientele includes Boeing,
Starbucks, Expedia, Nintendo, Curtiss Wright, Emerson
 Full suite of Consulting Services including Business
Consulting, Project Management, Solution Architecture,
Software Implementation and Managed Services.
 100% of Revenue from implementing Oracle Applications.

Awards and Select Clientele

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Roles & Responsibilities
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Role Responsibilities Role Responsibilities

SI Project • Scope Control and Managing Consulting Budget
Manager • Creates and Manages Project Plan
• Status reporting and milestone sign-offs
• Engages the right consulting resources with right expertise
• First escalation point for consulting team issues
SI Solutions • Overall design, end-to-end business processes and migration strategy
Architect • Leads Requirements Gathering, Design and Build Phases
• Continuous involvement for duration of the project
• Makes process simplification and re-engineering recommendations
SI • Responsible for To-Be Process Design, Instance Configuration,
Functional Documentation, Training, Knowledge Transition, Production Support
Consultant • Works with Technical team on Interface design, Reports, conversion
• Drives CRP and UAT Cycles
• Develops the cut-over plan
SI • Develops and tests on-prem  cloud integrations
Technical • Develops reports and documents based on existing reports
Consultant/ • Conducts technical unit testing of all cloud module configurations
Developer • Designs and performs data conversions
Program Manager • Overall program management, co-ordination across teams
• Change control and scope management
• Timely availability of KC personnel, reporting to KC stakeholders
• Status reporting and milestone sign-offs
• First escalation point for project related issues
Agency Subject • Hands-on knowledge of Agency procurement processes
Matter Expert • Influencer & power-user
(SME) • Source of business requirements
• Guide for change management and training strategy
P&P User and • Source of business requirements and to-be solution co-creators
Super User • Test script creation and testing participation
• Change Management and Training strategy and rollout
• User Acceptance Test scenarios and scripts
Functional and • Configuration changes in EBS, BI and other on-prem systems
System Analyst • Collaborates with SI Solution Architect, Functional and Technical
(EBS and BI) Consultants on system design
• Collaborates with developers on technical work related to KC’s
on-prem applications and data conversion design
• System design sign-off for the project
Developer • Technical development/changes to EBS, BI and on-prem systems
• On-prem  cloud Integration and on-prem data extraction
• Unit testing of EBS, BI and on-prem system changes & interfaces
• Support of system integration testing
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Timeline & Deliverables

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Timeline
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Go-Live
Jul 27

2019 Sep Oct Nov Dec 2020 Feb Mar Apr May Jun Jul Aug 2020
Inception Sep 23 - Oct 18

Design - 1B / Global Oct 21 - Dec 27

Build 1B Dec 16 - Feb 21

CRP 1B Feb 24 - Apr 3

Design 1A Dec 30 - Feb 7

Build 1A Jan 27 - Apr 3

CRP 1A Apr 6 - May 1

CRP 2 (Global) May 4 - Jun 26

Training Jun 15 - Jul 10

UAT Jun 29 - Jul 24

Support Jul 27 - Aug 21

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Activities and Deliverables
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Phases  Inception Design Build CRP UAT & Training Deployment

Activities  • Project Kick-off • Design Workshops • Configure cloud • Test scenario • Conduct End-User • Execute historical
• Create Project plan • To-Be business instances workshops training data migration
• Define Project processes for any • Build and unit test • Prepare test • Conduct User • Cutover to the prod
Management Plans changes/ new flows new configurations instances Acceptance Testing environment
• AS-IS Process • Integration Design • Build and unit test • Execute test cycles • Setup Prod • Go-live
Review & Solution code objects (CRP 1 and CRP 2) environment • Enter support
• AS-IS Integration • Data conversion • Build and Unit Test • Execute historical • Make Go/No-go mode
Architecture review design workshops data migration data migration decision • Update SOP
• Requirements process document
Workshops • Transition to
• Set up system Support team
access for the core • Perform required
team knowledge transfer.

Deliverables  • Kick-off deck • Solution Designs • Configuration • Test scenarios & • UAT Test scripts • Cutover Plan
• Issue tracker • Functional Designs Document scripts • UAT Report • Support strategy
• Draft project plan • Traceability matrix • Technical Designs • Test reports • Training material document
• Business • Data Migration Plan • Traceability matrix • Defect tracker • Go / No-Go
Requirements (updated) Readiness
Document • Data Migration document
Objects
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Q4 Plan
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Activity Dates SA FA TA P&P SMEs KCIT StCo Responsibilities
Inception

As-is Workshops     Inputs on As-is process flows, system flows and data flows
Oct 7 – 18
Requirement Provide inputs on must-have and nice-to-have requirements
Workshops (+1 week     Assess business value of functionality and current pain points
buffer for
IT Architecture follow-ups) Discuss planned data migrations and integrations
workshops     Provide inputs on internal technical standards and tools, engage w/systems to be integrated

Fit-Gap Analysis Oct 21–25     Classify & prioritize identified gaps, Provide inputs on potential impacts and opportunity costs

To-be Design Oct 28 – Make decisions on proposed alternatives for requirements with no out-of-the-box solutions
Workshops Nov 8     Provide inputs on To-Be process; Drive process change discussions with internal stakeholders
Finalize design objects and process changes
Integration Architecture Provide inputs on Integration architecture, Classify and prioritize the integration objects,
Workshops Nov 11–15    Engage with third party application providers, Finalize the list of integration objects
Design

Interface design and Provide inputs related to middleware, data elements and mapping, Author design documents
mapping
Nov 18–22    for EBS and other boundary systems
Functional Designs Nov 11–29   Author design documents for the identified Design objects for Cloud and boundary systems
Identify Data migration objects, Develop a migration approach and Author design documents
Data Migration Design Nov 11–29     for Extract, Transform and Upload
Design reviews Dec 2 – 13      Walk through design documents, Review and provide feedback on the designs

Design approval/sign-off Dec 16–20      Walk through design documents, provide approval and sign-offs
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Project Management
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Communication Plan (draft)
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Change Management (CM)

will be a critical factor for
success of PTM
A partner will be hired to
assist with creation and
execution of a comprehensive
CM strategy, including
communications, training and
promotion of the project to
both internal and external user
bases
 Complete Overall Schedule Deliverables

Status Report
On Track/Good
Potential Risk Current
P rocurement High Risk
Previous
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Key Accomplishments Future Plans

Upcoming Dates Issues/ Risks

Milestone Date
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Questions?
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Dennis Korevitski, Program Manager

n-dkorevitski@kingcounty.gov

Venkatesh Tirukonda, Project Manager

n-vtirukonda@kingcounty.gov

Rena Jackson, FBOD

Rena.Jackson@kingcounty.gov

Chris Franco, BRC

Chris.Franco@kingcounty.gov
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DEMO