Specifications include, but are not limited to: A. Project Initiation - Objective: Collaborate with State stakeholders to establish a robust framework, ensuring the engagement is delivered according to schedule. - Activities 1. Prepare a project plan for a successful engagement. 2. Define a format for weekly/monthly status reports and establish a regular schedule for providing status updates on project status. a. Shall include monthly report detailing the project progress towards milestones and also the staff hours worked on each deliverable 3. Facilitate a kickoff meeting with key stakeholders to ensure a common understanding of the project objectives, scope, and schedule. - Deliverable: 1. Project Plan and schedule 2. Project Kickoff B. EFS Project Implementation Readiness Assessment - Objective: Assess the EFS project across the domains of infrastructure, data, OCM, and integrations as outlined above to identify risks and opportunities and the ability of the state’s collective team to execute its responsibilities when the EFS project is in its implementation phase. - Activities: 1. Conduct structured interviews and other appropriate data collection methods to elicit input from the EFS project team stakeholders, team members, and O&M team personnel. 2. Identify key project governance, scope, and O&M support risks and opportunities. 3. Review existing project management documentation (e.g., governance, organizational structures, roles and responsibilities, processes, tools) and identify gaps or weaknesses. 4. Explore existing documentation regarding current systems, infrastructure, business and technology support models, and identified business needs gathered in support of the EFS Project. 5. Evaluate the existing inventory of current infrastructure, inclusive of the personnel who are or would be required to operate the infrastructure, that will be required to support and operate a comprehensive, modern, SaaS ERP product suite inclusive of its enabling technologies and systems. 6. Verify key infrastructure elements required for an ERP implementation project for States or public sector agencies of similar complexity as the State of Hawaii are contained within the existing inventory. 7. Evaluate the existing inventory of the current accounting and financial system and their data profiles. 8. Verify the existing inventory accurately represents the data structures, volumes, and technologies encountered in a statewide ERP implementation project for customers of similar complexity as the State of Hawaii. 9. Analyze the existing OCM strategy developed by the State’s Organizational Change Manager and assess its ability to affect positive change based on the anticipated impact of project and who will be impacted. 10. Work with the State’s Organizational Change Manager to integrate activities and coordinate resources. 11. Synthesize the data collected and develop an action plan to optimize the organization’s readiness for the EFS project implementation phase. - Deliverable: 1. EFS Project Implementation Readiness Assessment Report. C. Implementation Strategy - Objective: 1. Develop a strategy to address key readiness findings across the domains of infrastructure, data, OCM, and integrations. - Activities: 1. Define key project implementation success factors. 2. Develop an implementation strategy to remediate identified readiness issues across all topic domains. 3. Define target state change activities based on the impact of change and who will be impacted. 4. Work with the State’s Organizational Change Manager to integrate activities and coordinate resources. 5. Understand and document the technologies needed to support the application modernization initiative. 6. Develop specific application modernization enabling strategies for legacy data migration to modernized enterprise applications, integration platform, master data management, and business analytics. 7. Establish a framework for enabling technology governance 8. Document an initial Enterprise Application strategy which lays out how the ERP product fits into the greater landscape of other enterprise applications which either exists or will be needed by the State of Hawaii based on the typical business drivers for an organization with the complexity of a U.S. state government. - Deliverables: 1. Implementation Strategy including a. Data Migration Strategy b. Integration Strategy c. Master Data Strategy d. Business Analysis Strategy e. Initial Enterprise Application strategy
