Phase 2: Analysis and Design

Phase 2 of the ERP Project began on June 8, 2016.

 

 

                                      

 

View the June 8, 2016 

Phase 2 Kick-Off Skype Meeting

View the June 8, 2016 

Phase 2 Kick-Off PowerPoint

View the Phase 2 

Project Charter

View the Phase 2 

System Selection Governance Chart

 

Phase 2: Analysis and Design will focus on:

  • Development of a Request for Proposal (RFP) for purposes of soliciting responses from vendors who provide ERP solutions;
  • Defining Vendor Selection Criteria and Weighing Factors to evaluate vendors' responses;
  • Development and finalization of ERP Software Specifications for Milwaukee County;
  • Development and distribution of a Request for Proposals (RFP) to providers of ERP software solutions; and
  • Software selection and contract negotiations with the selected vendor.

Analysis and Design will leverage the understanding gained about the County's needs for a primary enterprise system or systems during Phase 1: Needs Assessment to assist in building the County's requirements for the new system.

RFP Preparation and Development includes a dozen or so key tasks, including identifying system requirements; identifying Module Leads and Subject Matter Experts (SMEs) who can assist in the requirements gathering process; and distribution of baseline set of requirements to Module Leads and SMEs, who will provide comments, feedback, and questions to develop the basic requirements into a County-specific requirements outline draft for Plante & Moran's review. Mobilizing Subject Matter Experts (SMEs) is crucial in capturing and understanding the County's requirements for a new system, as well as in encouraging change management efforts and increasing engagement and buy-in across the County. 

Distribution and Review of Draft Requirements will occur during June and July of 2016. Module Leads will receive correspondence from the ERP Project Team with draft requirements and review instructions. Module Leads will work with SMEs to coordinate review requirements and mark any additions, deletions, edits, comments, or questions, as well as adjust prioritization of functional requirements (low, medium, or high priority functions). Prioritization of requirements will assist vendors in providing solutions focused on the most important aspects of the County's needs, as well as assist the County in choosing a vendor that can best meet the County's needs. Module Leads and SMEs should expect to devote anywhere from 30 minutes to 1.5 hours to the review process for each draft requirements module they receive.

Requirement Review Sessions will occur during July of 2016. Module Leads will receive an e-mail including the requirements to be reviewed and a specific time to meet with Plante & Moran for a Requirement Review Session. These Sessions will be conducted by module with groups of Module Leads and SMEs. The function of the Sessions will be to gather feedback and finalize system requirements. It is important that all participants review requirements prior to their Requirement Review Sessions and come prepared to discuss any exceptions, clarifications, or changes needed. Module Leads and SMEs should expect a 1-2 hour review session for each draft requirements module they receive. 

Validation and Finalization of Requirements will occur in late July of 2016, following the Requirement Review Sessions. 

Incorporation of Requirements into the RFP will occur in late July and early August of 2016. Plante & Moran will incorporate the County's custom requirements into the format necessary for the RFP and prepare the RFP for release. 

Solution Selection begins when the RFP hits the street. Plante & Moran will assist the County through the vendor pre-bid process, answering vendor questions, and once proposals come in, identifying vendors who meet minimum criteria through vendor proposal analysis, vendor demonstrations, and due diligence activities. 

Statement of Work/Contract Negotiations will cover defining the specific roles and responsibilities of the vendors when they come on-site at the County to implement their proposed solution -- what the County will be responsible for, and what the vendor will be responsible for, as well as which portions of the software will be required purchases and which will be optional.  

Assistance from our partner vendor, Plante & Moran, will include the following key deliverables:

 

Phase 2 Project Charter

 

Phase 2 Project Plan Recommended Vendor Evaluation Strategy and Decision Making Process ERP System Specifications for Modules Identified
Request for Proposal (RFP)

Vendor Proposal Analysis, including:

Specification Compliance Analysis

Vendor Forms Analysis

Terms and Conditions Compliance Analysis

Cost Analysis

Vendor Demonstration Scripts Vendor Demonstrations

 

Site Visit and Reference Questionnaires

 

Due Diligence Statement of Work Negotiated Vendor Contract

 

If you have questions about the next steps in the process, please let the ERP Team know, and we will assist you.

 

Current Project Status:

Active in Phase II: Analysis and Design


Have Questions?

Click the letter to contact the ERP Project Team!

We are happy to answer any questions you may have about this important enterprise business initiative.

 

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