Workforce Information Technology Procurement Project High Level Overall Project Schedule For May 6, 2013 Rev 5-1-13 TIMELINE PRIMARY TASK/PURPOSE/ACTIVITY COMMENTS STATUS 2013 PROJECT PLAN APRIL Assemble Project Team; Develop Governance Structure; Appoint Executive Steering Committee Develop requirements, project schedule & governance structure for the procurement of a Commercial Off-the- Shelf (COTS), web-based integrated single-sign-on/single point of entry Florida customized statewide employment information system Review customary and recommended standards for components of System Requirements Develop Strategy, Project Plan & Timeline Initiate Requirements Review & Development & Documentation
MAY Initiate Executive Steering Committee Meeting(s) Post Request for Information (RFI) Plan & Schedule Joint Application Development (JAD) and Focus Group Sessions across state & in Tallahassee Post Project Information & Establish Electronic Communications, including newsletter for Stakeholders A. Observe, document and analyze current business processes to streamline processes & procedures for improved efficiencies for new system design requirements. B. Identify & document current and proposed system baseline functional and non-functional requirements Develop Risk Identification & Reporting Process System Documentation Maintenance: Identify & Document System Documentation Maintenance Requirements Identification of Current Systems & Functions: Identify various features & functions expected such as case management; federal reporting; interface with federal, state and local systems. JUNE Conduct JAD's & Focus Group Sessions across state & in Tallahassee Incorporated JAD & Focus Group input in to Requirements To Do
JULY Perform a gap analysis between existing and proposed baseline system functional and non-functional requirements that will ensure proposed functionality and the continued security and confidentiality of personal identifying information against identity theft, fraud, and abuse following National Institute of Standards and Technology, federal, state and Departmental policies and procedures and national industry best practices Desired Functionality: Review of Input from jobseekers, employers, practitioners and system partners. Security: Identify & Document Security Needs to include: User Security; Practitioner Security; System Security; Security Reports & Support. Requested Identify & document interface between the current system and the Project Connect (new Reemployment Assistance) system Incorporate Initial Skills Review Requirements as required in 2011, as amended in 2012 & 2013 Florida law. Social Media: Identify & Determine the inclusion of Requirements for Social Media and related enhancements as is currently available in part through EFM and other systems Project Connect: Develop System requirements for effective interface between new system and Project Connect. Note: coordinate with Project Implementation Schedule & Status of Launch
Interface with Other Systems; Data Collection, Exchange & Reporting Identify, Document & Evaluate Additional Desired Functions such as: Client Scheduling & Tracking: Scan Card Systems; Special (or Generic) Initiatives; Review of Pending Requests; WFI Employer Contact Management; WFI Employer Contract Management System: Identify & Document Integration of WFI Employer Contact Management System to Insure Application Integration between systems - when completed Branding - New Logo E-Verify: Identify & Document E-Verify Interface Document Scanning: Identify, document and evaluate document scanning needs. Make recommendation relating to incorporation of a document scanning system and also integration of systems already utilized by RWB s Mobile Systems: Identify & Document Integration with Mobile Sites & Applications Training & Help Functions: Training & System Documentation & Help Functions
Input from System Users & Stakeholders Identify Stakeholders & System Partners: Identify stakeholders & system partners who interface with workforce system & may need to or benefit from engagement (See Addendum) Joint Application Development: Establish Plan, Strategy & Processes for JAD sessions & other stakeholder consultations; Schedule, Develop Methods; Conduct; Document; Incorporate Input; etc. Establish Status Reporting Schedule & Format: Develop routine schedule for written & in-person update reports AUGUST Provide Final Project Scope to Purchasing & Cost/Price Analysis 8/15/2013 Finalize Requirements & Needs 8/15/2013 Prepare ITN for DEO Review 8/26/2013 SEPTEMBER Post ITN in Vendor Bid System 9/3/2013 NOVEMBER Sealed ITN Responses Due 11/1/2013 DECEMBER Posting of Vendor Scores & Announcement of Preliminary Negotiations & Clarifications 12/23/2013
2014 JANURARY Vendor Presentations 1/6/14 to 1/10/14 FEBRUARY Negotiation Team Analysis & Discussion; Recommendation of Vendor Negotiations - Public Meeting 2/18/2014 Schedule & Conduct Contract Negotiations 2/18/14 to 5/20/14 JUNE Obtain & Evaluate Best Final Offer 6/4/2014 Recommend Award - Public Meeting 6/10/2014 Notice of Intent to Award Posting 6/10/14 to 6/13/14 Final Contract Execution 6/27/2014 JULY Contract Start Date 7/1/2014 2015 JANUARY Service Start Date 1/1/2015 2019 JUNE Contract Expiration 6/30/2019