Summary
This Business Partner’s Guide will help in the exploration and evaluation process of new or replacement software. It provides direction, things to consider, processes that need to be completed, and helps identify opportunities to assist in the discovery and implementation process. It identifies questions to discuss in communications with the vendor and project team. It assists in outlining available tools to utilize on the project and steps in engaging CTS.
Body
Description
This Business Partner’s Guide will help in the exploration and evaluation process of new or replacement software. It provides direction, things to consider, processes that need to be completed, and helps identify opportunities to assist in the discovery and implementation process. It identifies questions to discuss in communications with the vendor and project team. It assists in outlining available tools to utilize on the project and steps in engaging CTS. CTS will work with you as a partner and can help provide tools, make recommendations, and assist with the development of the recommendation report. CTS will provide security recommendations and can help in determining the total cost of ownership, comparison grid, and vendor management. To get started you can download the attachment and use it as a working project document. This guide covers both cloud and on-prem solutions. This document is intended for project kick-off meetings/planning with vendors. Download the attachment for use.
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Please do not sign any contracts until vetted with CTS
Project Initiation, you probably already have some of this information:
Discovery Phase:
- Determine if there are solutions available to solve your need:
- Research solutions that you are aware of and interested in online search, peers, vendors, etc.
- Based on your request above, or by emailing cts-ppmo@duq.edu, the CTS Project & Portfolio Management Office will schedule a 30-minute Project Request Review session with you, or chat to get some more information about your project.
- If you are looking for a new or a replacement system or solution CTS may recommend they set up a 30-minute Gartner Analyst Mtg to discuss best-of-breed solution recommendations based on Gartner’s Magic Quadrants and other industry feedback and analysis.
- With CTS’ support or assistance, we will create & execute a request for proposal (RFP) to 3-5 vendors with solutions that you want to learn more about.
- CTS will inform Business Services so that funding possibilities can be discussed with you (Capital, Licensing & Maintenance, Departmental budget, grant, etc.)
- We will gather RFPs and information from 3-5 solution providers on features, functions, specifications, licenses, costs, etc. their solution provides.
- We can create a comparison grid for potential solutions from a CTS template, so they can be reviewed equally.
- We will help you form the Project Team and define the Sponsor/Steering Committee and all other Stakeholders and their roles (RACI tool), and update the Project Request to reflect changes.
- We, CTS, can support you in managing vendors & starting vendor communications
- It helps when we are aware of your project IT needs (Single Sign On, Data integration, Information Security (SOC2, HECVAT), Hosting model)
- Continue through Project close
- We can help you Schedule Demos with vendors, that include the selection team (10-12 core stakeholders that represent areas on campus that are affected, and core project team members)
- The Core Project team will start to meet regularly to plan, update on the status, work on solutions, etc. which will continue through the Project close.
- We will Demo 3-5 potential solutions and record the sessions for non-attendees
- In these Demos, if not before, CTS would like to determine Information for Security & IT intersections and needs from the vendor
- Can they Single Sign On (SSO) – SAML or Azure AD are recommended and supported by CTS, (We can ask if they are a InCommon member)
- What Data is needed for the solution (from Banner, SLATE, etc.)
- What Data is sent from the solution to another system?
- What Integrations are needed with other systems?
- Is PII/Sensitive data in use?
- Is PCI (Credit Card compliance) in use?
- And other related things.
- During the Demos and regular meetings, we will Update a Comparison or Functionality Grid
- We will Meet w/ Selection team to discuss demos
- We can help you Form a Project Team recommendation
- We can help you determine the total cost of ownership (additional FTEs? Training, consulting, appropriate licensing, annual subscription fees, etc.)
- We can help you Create Recommendation Report for Sponsor/Steering Committee & Business Services & Leadership
- If Leadership approves the recommendation then we can move on, if not we may need to refine something in our recommendation or gather more data, etc.
Implementation:
- Budget creation
- Contract initiation
- Contract negotiation (add common DU language, stipulations, etc.)
- Contract signing
- Procurement
- Kick-off Meeting with vendor
- Project Management and Tracking