RFI, RFP, Software Select and...

RFI, RFP, Software Select and SDLC HIMS 650

Taking a step back - The Life Cycle

§ No matter what you’re building or buying, you need a process

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Software Select (“Buy”) Custom Development (“Build”)

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What does it take to run a large project?

§  Planning §  Resource allocation (Budget, people) §  Project planning

§  Organizational readiness §  Steering committee §  Resource commitments

§  Communication §  Status §  Issues §  Risks

§  Alignment §  Common vision and goals §  Common language

Steering Committee

§  Could mean success or failure of project

§  Formed early in project’s process

§  How many members? §  Large enough to make good decision §  Small enough to be efficient and effective §  Who makes final decision?

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What is the makeup of your team?

§  RACI model §  Responsible: doing the work §  Accountable: ultimately accountable for work getting

done §  Consulted: gives guidance §  Informed: told afterward

§  Staffing model §  Full-time employees

§  Fully committed to project §  Part-time commitment to project

§  Consultants §  Contractors

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Understanding Current System

§  Methods §  Interviews §  Observations

§  Looking for §  What information is used §  Who uses it §  How it is used

§  Results in §  Process flows §  Written documentation

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Determining system requirements

§  Develop list of “musts” and “wants”

§  Prioritize the list

§  Lather, Rinse, Repeat

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§  2-5 minutes – Individual Work §  Write down 10 requirements for

your next phone purchase §  Categorize each as Musts or

Wants §  Weight each 1-10

§  5 minutes – Group Work §  Break into 4 Steering Committees

(class quadrants) §  Get consensus on your Top 10

requirement §  5 minutes – Class Discussion

§  Groups share §  What criteria were most common? §  Were groups choices same or

different? §  How did you decide how to

compromise?

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Request for Information (RFI)

§  First round of reaching out to vendors

§  Get vendor information

§  Used to weed out vendors that

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Request for Proposal (RFP) §  Summary

§  Event Schedule §  Bidders conference §  Submission Deadline §  Review Schedule §  Date of Final Decision

§  Description of facility such as §  Size of facility §  Type of facility §  Patient volumes §  Number of employees §  Existing systems §  Payor mix

§  Functional requirements designation §  Mandatory §  Desirable

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Proposals (Response to RFP’s)

§  Vendor describes system, including §  Infrastructure required §  Licensing §  Capabilities of system §  Benefits to be realized

§  Vendor may associate numeric ranking §  Point system §  Weighted system

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Review process for selection

§  Objective measure (much like weighted evaluation by vendor)

§  Legal / business considerations

§  Personal considerations §  How do the steering committees actually make

decisions?

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Contract Negotiation

§  Contract team

§  Win-win

§  Delivery dates

§  Licensee grant

§  Warranties and guarantees

§  Responsibilities of each party

§  The state whose laws govern the contract

§  Cost

Contract Negotiations

§  Milestones for payment §  Force majeure (Act of God) §  Software in escrow §  Version of software §  Penalties §  Cancellation of contract §  Acceptance testing §  Maintenance and updates §  Training §  Documentation

§  How have purchases in your past failed to deliver?

§  What purchases have delighted?

§  Why?

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