Team C Oregon State SaaS Contract Brokering

C.1 Business Challenge

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CURRENT STATE: The Department of Administrative Services State Procurement Office (SPO) was established to develop, establish and administer contracts for goods and services on behalf of state agencies, and local governments. In addition, many individual state agencies still have their own IT procurement and contracting processes. (See Graph)

There is concern that the current IT procurement environment still has room for improvements. Therefore, if we move forward with Software as a Service (SaaS) for state, we have to reaffirm the role of SPO as the one-stop shop for SaaS contract management for all individual state agencies.

C.2 Workshop Team Challenge

In one and half day, the workshop participants have to perform the following tasks:

Recommend a list of potential SaaS solutions that can be pursued on a state enterprise license agreement

Rank these solutions into three levels:

- Short-term candidates

- Mid-term candidates

- Long-term candidates

C.3 Workshop MethodologyWORKSHOP TOOLSDecision-making tools that workshop participants used include: - Brainstorming tool- Investment matrix

TOOL CONSTRUCTIONThe eight criteria that workshop participants decide to use on the

investment matrix include: 1. Security: Impact on customer data security when

implementing the SaaS solution 2. Time to Value: The time it takes for the SaaS solution to

yield value 3. Market Maturity: The maturity level of the SaaS market for

that solution 4. Switching Cost: The switching cost occurs switching to a

state license agreement5. Payback Period: Overall payback period for the investment 6. Degree of Commonality: Rough estimate of potential

agency usage of the solution7. Implementation Cost: Additional costs such as legal,

negotiation costs, etc. 8. Vendor Mobility/Business Continuity: Ease of exiting

from state contract in case vendors go out of business

Workshop Result

Potential SaaS candidate list for enterprise license agreement

1. Employee Performance Management

2. HR BPO (Include Time and Attendance: OFLA, FEMLA)

3. Unified Communication

4. Email Archiving

5. Financial Accounting

6. Asset Accounting

7. ERP

8. E-Procurement

9. Procure to Pay

10. Infrastructure Service (Non mission critical)

11. Enterprise Content Management

12. Fleet Management

13. Relationship Management

14. Travel Expense

15. Web Conferencing

16. Case Management (Single agency view)

17. Desktop Office Productivity Tools *

* The final category was added after the workshop due to opportunity for state contract renewal

Employee Performance Management HR BPO (Include Time and

Attendance: OFLA, FEMLA)Unified Communication

Financial Accounting Asset Accounting

ERP

E-Procurement

Procure to Pay

Infrastructure Service

Enterprise Content Management

Fleet Management

Relationship ManagementTravel Expense

Web Conferencing Case Management (Single agency view)

Desktop Office Productivity Tools

Email Archiving

0

5,000

10,000

15,000

20,000

25,000

30,000

35,000

40,000

8 12 16 20 24 28 32 36 40

Implementation / Impact

Use

r For

ecas

tSaaS Investment Matrix

Short-term

Mid-term

Long-term