IT Partnership Procurement Update 0 Request for Services Update John Crawford Deputy Program Manager...

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IT Partnership Procurement Update

Request for Services UpdateJohn Crawford

Deputy Program Manager

November 21, 2006

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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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Review Commitments and Status

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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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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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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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Other Action Taken

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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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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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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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Standards (Continued)

Tower Components






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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Standards (Continued)

Tower Components






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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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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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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Procurement Working Group

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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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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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• 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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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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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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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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Ongoing Actions

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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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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

IT Partnership Procurement Update 0 Request for Services Update John Crawford Deputy Program Manager...

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