it partnership procurement update 0 request for services update john crawford deputy program manager...
TRANSCRIPT
1
IT Partnership Procurement Update
Request for Services UpdateJohn Crawford
Deputy Program Manager
November 21, 2006
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IT Partnership Procurement Update
Agenda
• Review Commitments and Status
• Other Actions Taken
• Standards
• Overview of Procurement Working Group (PWG)
• Request for Special Services
• Metrics
• Ongoing Actions
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IT Partnership Procurement Update
Review Commitments and Status
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IT Partnership Procurement Update
Previous Meeting - What’s Next?• Joint VITA - Northrop Grumman weekly review of outstanding
Purchase Requests – A joint VITA/Northrop Grumman team continues to hold weekly “burn down”
meeting to review Purchase Requests
• Establish a steering committee to provide direction and monitor progress
– A Procurement Working Group (PWG) has been convened to serve in an advisory capacity and to assist in review of proposed communication and provide feedback from user agencies. The PWG is composed of AITRS or their designees from approximately eight agencies.
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IT Partnership Procurement Update
Previous Meeting - What’s Next? (Continued)
• Implement revised process that will expedite the technical review process
– Technical reviews were combined, financial and contractual issues removed from the technical review and moved to the final stage of the eVA process.
– Refinement and documentation of Scope determination is ongoing
• Communicate to the SLDs and the agency the eVA PR criteria and the transformation standards
– Standards for network, and messaging and desktop completed and will be distributed this week.
• Communicate Transformation Plan and Schedule to Agency personnel
– Transformation briefing developed and presented to the Managers conference on 15 November 2006.
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IT Partnership Procurement Update
Previous Meeting - What’s Next? (Continued)
• Implement reporting metrics and track trends
– Initial metrics developed for eVA process (shown later in the briefing)
– Work continues with DGS to develop more comprehensive metrics
• Report progress to VITA and Northrop Grumman management
– Metrics reported daily, and status meetings held weekly.
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IT Partnership Procurement Update
Other Action Taken
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IT Partnership Procurement Update
Other Actions Taken
• Established a project office to implement improvements in the procurement process
• Presented transformation strategy and schedule to the managers conference on 11/15/06 and AITR meeting
• Provided initial procurement communication to the agencies
• Modified the P2P process to reduce the number of steps and expedite approvals
• Initiated weekly “burn down” sessions to address PRs presenting complex issues
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IT Partnership Procurement Update
Other Actions Taken (Continued)
• Developed standards for:
– Desktop/Laptop systems
– Networks
– Messaging
• Established the Request for Special Services Process
• Established a Procurement Working Group
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IT Partnership Procurement Update
Standards
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Standards
Tower Components
Customer/Field Guidance or Product Standards for designing
and requesting solutionsPre-Transformation Interim
Mitigation Strategies
Status on Publishing
of Guidance/ Standard
Desktop PCs and Laptops,
HP has been selected as the standard for PCs, Laptops
Detailed standard configuration will be published shortly
Agencies should select standard HP configurations
Complete –to be
published shortly
Network Switches, Routers
Cisco Network equipment has been selected as the standard for transformation.
Approved list of Cisco Network equipment with specific models, options, and software has been published.
Where network equipment must be refreshed prior to transformation refresh, only standard equipment should be considered.
CompletePublished as an NG
Architecture Standard
and Attached
Server
Standalone, Rack-mounted and Blade system servers
NG is developing specific brand configurations for 6 different server platforms.
Designation of Brands and configurations with options is awaiting completion of RFP process
Requests are currently being handled case by case. The standard in use today is the VITA EA Server minimum standard configuration.
NG/VITA is Discussing setup of blade server enclosure within RPB to host applications where servers are being requested. It would address a subset of the requests for servers, but not all.
Late November2006Standard
Vendor and 6 platforms
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IT Partnership Procurement Update
Standards (Continued)
Tower Components
Customer/Field Guidance or Product Standards for designing
and requesting solutionsPre-Transformation Interim
Mitigation Strategies
Status on Publishing
of Guidance/ Standard
Security
Firewalls, Intrusion Detection Systems, Intrusion Protection Systems,
Security software tools
The transformed environment will centralize all security tools and solutions and perimeter protection will be provided by two Internet Secure Gateways located in CESC and SWESC.
Today, many security devices and solutions exist in the agency environments. Most if not all will be removed from the environment once transformation is complete and the centralized enterprise network infrastructure and Enterprise Security Operations Center is operational
All individual business cases for security hardware and software will be evaluated by VITA/NG Security on a case by case basis.
Each case will be handled by NG Trans-formation Security on a case by case basis.
Messaging Exchange licenses
Transformation will consolidate all mail users on a centralized mail platform running Exchange 2003.
There are already more unused licenses for Exchange on existing platforms than will be needed for the transformed server environment. Customers should not upgrade to Exchange until they are moved to the new enterprise messaging platform after 7/1/2007.
Messaging Mail filtering software
IronPort has been established as the standard. Current Ops is aware of this service which is hosted in the RPB data center.
When customers need maintenance on mail filtering software in their own environments, they should discontinue use and sign up for the Ironport service at RPB. Requires a MOU.
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IT Partnership Procurement Update
Standards (Continued)
Tower Components
Customer/Field Guidance or Product Standards for designing
and requesting solutionsPre-Transformation Interim
Mitigation Strategies
Status on Publishing
of Guidance/ Standard
Messaging Email Anti-virus
Symantec Server and Symantec Enterprise for Mail server software is the new standard. At maintenance renewal.
At maintenance renewal, customers should consider implementing Symantec Enterprise Server Anti-virus instead of existing email server-based antivirus software.
MessagingLive Communications
Server
The solution for messaging will provide a centralized internal instant messaging service throughout the enterprise network using MS Live Communications Server.
Customers who need IM should make plans for implementation of LCS in alignment with transformation
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IT Partnership Procurement Update
GuidancePrior to Transformation
Transformation
Approach
Transformation
Approach
NG Actions and Status
NG Actions and Status
Customer and
Field
Support Guidance
Customer and
Field
Support Guidance
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IT Partnership Procurement Update
Desktop Services Standard Components
Transformation Approach:• Establish a standardized desktop configuration
• Refresh desktops and laptops
• Gradually move Printing services to networked printers (reduce the number of standalone desktop printers in use)
• Scheduled Agency/Site Rollout through Transformation
Transformation Approach:• Establish a standardized desktop configuration
• Refresh desktops and laptops
• Gradually move Printing services to networked printers (reduce the number of standalone desktop printers in use)
• Scheduled Agency/Site Rollout through Transformation
Components: Desktop PCs, Laptops, and Printers
NG Actions and Status:Develop Standard specifications that meet VITA EA
standards. Status: COMPLETE
Provide Standard specifications as guidance for solutions for near-term customer requests. Status: Complete (attached)
Conduct RFP to select specific vendor product as the standard configurations for desktops and printers. Status: Award in Mid-November
NG Actions and Status:Develop Standard specifications that meet VITA EA
standards. Status: COMPLETE
Provide Standard specifications as guidance for solutions for near-term customer requests. Status: Complete (attached)
Conduct RFP to select specific vendor product as the standard configurations for desktops and printers. Status: Award in Mid-November
Customer and Current Operations Guidance:
Customers should plan to align equipment refreshes with the transformation schedule as it is developed.
Prior to transformation and prior to NG determination of specific vendor product configurations: to meet customer business needs for additional desktops or replacement desktops, requests for systems should meet the system specifications used as the basis for the RFP.
After Standard product configurations are published: Requests for desktops and network-attached printers will be fulfilled using a configuration from the list of standard configurations.
Customer and Current Operations Guidance:
Customers should plan to align equipment refreshes with the transformation schedule as it is developed.
Prior to transformation and prior to NG determination of specific vendor product configurations: to meet customer business needs for additional desktops or replacement desktops, requests for systems should meet the system specifications used as the basis for the RFP.
After Standard product configurations are published: Requests for desktops and network-attached printers will be fulfilled using a configuration from the list of standard configurations.
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IT Partnership Procurement Update
Procurement Working Group
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IT Partnership Procurement Update
Procurement Working Group
• Composed of agency, VITA and NG representatives
• Meets biweekly
• Purpose:
– To involve the agencies in the evolution of the procurement process
– To solicit their input on what changes should be made to improve the procurement process and customer satisfaction
– Actively engage agency representatives in implementing changes
– Improve communication between the Partnership and the Agencies relating to procurement
• Actions resulting from first meeting (see handout)
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IT Partnership Procurement Update
PWG Members
Mary Clarke, Virginia Department of Transportation
Gay Cohn, Virginia Department of Health
Beth Easter, Department of Military Affairs
Jim Gargasz, Department of Military Affairs
Craig Goeller, Department of Medical Assistance Services
Vicki Krisnitski, Department of Game & Inland Fisheries
Debbie Madison, Department of Corrections
Pat Paquette, Department of Health Professions
Steve Rusch, Department of Conservation & Recreation
Bob Sievert, Department of General Services
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Request For Special Services
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IT Partnership Procurement Update
• Develop and validate technical solutions in response to a customer agency’s business requirements for new or enhanced services
• New and/or enhanced services involving multiple functional towers (e.g. desktops, servers, network)
• New infrastructure items/services typically requiring more than 40 labor hours to complete
Time Estimate30 to 90 days to develop technical solution• Based upon complexity of business requirements• Timeline does not incorporate time to deploy solution
Request for Special Services (RFSS)
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IT Partnership Procurement Update
The ITP team will follow the process below to evaluate, solution and implement project requests from customer agencies.
Customer agencies will be consulted throughout each phase of the process
Request for Special Services (RFSS) Process
Agency Submits Request
Requirements Gathering
Technical Solution/Price
Est.
Agency Approval
Implementation
Customer Account
Manager (CAM) Agency
Performance Manager (APM)
Agency Procurement
Request (APR) Help Desk
(VCCC)
Agency Is Consulted for Requirements
Information
Agency Approves High-Level Solution
Agency Approves Detailed
Technical Proposal/Pricing
Agency Accepts and
Approves Completed
Project
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IT Partnership Procurement Update
Metrics
Purchase Requests MetricsAs of 11/16/06
291 299
329347
375
323
297
258
223205
228
170
108124
255
232
245
298
288
322
284
347
388
313
224231
309
309
242
231225
215206
202
214211
213
216
209 222
225
169
231
159
176
223
170
119
113
182
113115 115
89
9195
99111
119 116
110
105110 105
115
104
117
116
90 80
66 63
0
50
100
150
200
250
300
350
400
450
9/1
4/2
006
9/2
1/2
006
9/2
8/2
006
10/5
/2006
10/1
2/2
006
10/1
9/2
006
10/2
6/2
006
11/2
/2006
11/9
/2006
11/1
6/2
006
Date
Nu
mb
er
of
Pu
rch
as
e R
eq
ue
sts
Total Requests in eVA
Requests in Tech Review
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Metrics (Continued)
29 32
3 2
0
5
10
15
20
25
30
35
Number of PRs
1 - 10 11 - 20 21 - 30 31 - 40
Days in Review
Aging of PRs in Technical Review 11/15/06
Total
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IT Partnership Procurement Update
Metrics (Continued)
148
397
228
364
0
50
100
150
200
250
300
350
400
Nu
mb
er o
f P
Rs
Ap
pro
ved
July August September October
Number of PRs Approved by Month
Number of PRsApproved
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IT Partnership Procurement Update
Ongoing Actions
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IT Partnership Procurement Update
Ongoing Actions• Development of a Request for Managed Services form
– To provide additional information and reduce the need to request additional information from the agency
• Distribute standards to the Agencies– Reduce the number of requests that do not comply with the transformation
standard
• Develop additional metrics– Average number of days from submission to approval by month
– Average number of days from order to receipt by month
– Number of days to complete RFSS approval process
• Automate P2P Purchase Ordering submission process
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IT Partnership Procurement Update
Ongoing Actions (Continued)
• Complete coordination of the Emergency Request Process
• Complete coordination of the Escalation Process
• Establish requirements for the implementation of an online service catalog
• Continue clarification and documentation of Scope issues
• Complete expiring contracts process