Upon arrival, Integris Applied will meet with VITA leadership to identify key stakeholders, schedule and establish regular project team meetings, refine and finalize the assessment plan, and build communications. Throughout the assessment, Integris Applied will conduct summary reviews with stakeholder teams. The purpose of these reviews is two-fold: (1) provide additional perspective or qualitative insight on what might be a quantitative finding from another source; and (2) include stakeholders in the whole journey, starting with the assessment, to set a tone of inclusion and participation.
2. Situational Assessment
In order to identify issues in the current environment and opportunities to improve the future environment, Integris Applied will perform a situational assessment. This review is grounded in interviews with customers and key stakeholders, including policy makers. Integris Applied also will survey agencies to provide an additional, quantitative review to better understand the concerns voiced regarding agency engagement.
The focus of the customer reviews will be current performance, relationship, expectations, participation level, and longer-term goals. The critical question is "looking to the future, what do the agencies need to serve their customers?" In addition, Integris Applied will interview internal VITA experts. The topics will include many of the same factors as the customer review, but also add a focus on governance processes, service level management, and change control. The situational assessment will produce short term recommendations for service improvement, and will shape final recommendations for a future state delivery model. Like the cost analysis, the situational assessment will also outline tradeoffs that will likely exist between agency and enterprise needs. These tradeoffs will influence recommendations for a future state delivery mode.
3. Cost and Contract Analysis
The focus of this subphase is a review of the existing CIA contract terms and its associated pricing.
Integris Applied will review the contract to identify its alignment or gaps with current best practices in the way risk is shared, scope is defined, quality is controlled, and change is governed. Additionally, they will compare VITA current state pricing to the market using their pricing database. This includes data from transactions Integris Applied has executed and assessments they have performed, as well as open record discoverable pricing and price assessments. This is more than a raw cost review: it focuses on the incentives driven by the structure as well. The cost analysis includes the specific structure of services covered by the costs and identifies content and environmental differences between the environments being compared. This is possible because the few relevant comparisons to VITA will include public entities with open records, and because Integris Applied has provided direct end-to-end support for those comparable enterprises and their second generation sourcing strategies. This experience and direct support with the comparative entities allows them to add qualitative insight to the data and its relation to the VITA environment.
4. Final Assessment
The assessment phase will conclude with a final assessment report. Understanding of this assessment across the stakeholder community will allow us to turn our eyes toward building a strategic recommendation. This activity will include full documentation in the form of a capstone report, as well as a presentation suitable for broader stakeholder communities. The report will consolidate the findings from both the Cost and Contract Analysis and the Situational Assessment to indicate areas of potential improvement. Additionally it will contain a change readiness review and SWOT analysis to identify specific strategies and tactics for a change management program.
5. Marketplace Options
As we consider specific options, which may include re-procuring services from the competitive marketplace in the short or long term, we will conduct a Request for Information (RFI) process to engage directly with service providers. This activity will allow internal stakeholders to see the "art of the possible" and will project to the marketplace that change is coming and that the Commonwealth intends to work with providers in a collaborative manner.
The RFI process engages stakeholders, providing visibility and direct understanding of marketplace offerings and service provider capabilities. The RFI also allows the Commonwealth to ask the marketplace for best practice solutions specific to its own challenges. For a change program of this scale and complexity it is critical that stakeholders have a direct understanding of what the market can and cannot do. It is also important for the market to hear directly from the commonwealth what options it might be considering. This mutual understanding aligns stakeholders during the journey, influences recommendations, and prepares the marketplace for potential sourcing events.
6. Sourcing Options
Integris Applied will identify and assess possible sourcing scenarios. It is important to note that a change program may not need to be drastic – such as termination or a complete insourcing. It could be a progressive set of changes, with new controls added or scope changed in the existing contract prior to expiration. We will spend time with the relevant procurement experts to understand their requirements and confirm our plan.
Having identified a spectrum of possible scenarios, Integris Applied will analyze them for their alignment with goals of both the agencies and the enterprise, and their feasibility based on potential costs and contract rights.
7. Governance and Organization
As part of the sourcing governance and organization assessment, Integris Applied will document the current governance program: forums, processes, and staffing. Integris Applied will then provide a framework approach for transitional sourcing governance (during any disentanglement or re-sourcing effort) and future state (under a new operating model). Sourcing governance recommendations will focus on processes and decision making rights needed to sustain a flexible delivery platform long into the future.
8. Customer Impact Analysis
Integris Applied will review the current contract financial terms and conditions (including inflation, new services, hardware refresh, asset ownership, etc.) for alignment with the market, as well as suitability for the client environment. They will build a financial model to test various sourcing scenarios, including testing their potential impact on agencies as well as the enterprise. This model and approach will be useable with continued refinements throughout a change program.
9. Recommended Sourcing Approach
The recommended sourcing approach will combine the results of the other reviews to propose ideal options, including associated operational risks, contractual terms, potential costs, impacts to agencies, impacts to staffing, etc. Integris Applied will provide VITA with options and a clearly stated recommendation for a future state delivery model. VITA will also receive a roadmap for implementation of the recommendation.