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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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