IT System and Contractor Requirements Development, Selections & Implementations
RNR Consulting helps our clients select and implement contractors and systems that met their needs. It is important to note that RNR Consulting is an independent third party firm with no strategic alliances with vendors. We utilize a five step methodology: 1) Requirements Definitions/Needs Assessments, 2) Specifications and Request for Proposal, 3) Selection, 4) Leveraging Contract Negotiations, and 5) Implementations. We have successfully completed system requirements definition, selections and/or implementations for the following systems and functions:
- Enterprise Resource Planning (ERP)
- Financial Management
- Human Resources and Payroll
- Maintenance and Inventory Management
- Time and Attendance
- Procurement & Web Procurement
- Intelligent Transportation Systems (ITS)
- Interactive Voice Response (IVR) Systems
- Geographic Information Systems (GIS)
- Business Intelligence (BI)
- Electronic Documents Management Systems (EDMS) / Electronic Records Management Systems (ERMS)
- Public Housing Authorities (PHA) Software
- Transit Operations (Fixed Route, Paratransit, Demand Response, Flex, etc.)
- 311 Implementations
- Operations and Maintenance Contractors
- Capital Improvements Program (CIP) Management
- Student Information Systems
- Utility Billing and Customer Care Management
1) Requirements Definitions:
The requirements definition stage is oftentimes overlooked, which can lead to schedule delays, wasted resources, and customer dissatisfaction. Simply stated, requirements definition refers to figuring out what the organization needs before selecting and implementing a new system. Conducting a requirements definition bridges the gaps between what vendors offer and the expectations of the purchasing agency.
During the requirements definition phase, RNR Consulting conducts interviews, documents current processes, shadows documents, and separates wants from needs, which enables us to develop client specific specifications and a detailed request for proposal.
2) Specifications and Request for Proposals (RFP):
Specifications detail the data processing techniques and functionalities that an organization needs in the product or service. RNR Consulting utilizes the specifications as a criteria in the selection phase as well as acceptance criteria during the implementation phase.
A Request for Proposal (RFP) is a formal mechanism that an organization uses to convey their current business processes and requirements; it solicits vendors to determine which solution best meets the needs of the organization (i.e. cost versus benefit). The RFP should include the organization’s background and scope of work, legal requirements for the vendors, contact information, timelines, and expectations, specifications and evaluation criteria, which will be used during the selection phase.
The selection phase of an implementation includes activities such as vendor demonstrations, site visits, reference checks, and a qualitative and quantitative cost benefit analysis. The evaluation criteria from the RFP are scored by RNR Consulting and members of the project team, and the proposed solution with the highest score is invited to enter into negotiations with the organization. It is critical that the evaluation be thorough to eliminate any vendor disputes.
4) Leveraging Contract Negotiations:
Once a vendor has been selected, the agency enters into contract negotiations with the selected vendor. To leverage negotiations, items such as cost, functionality, warranties, maintenance plans, training plans, workplans, contractual language, payment terms, etc should be evaluated and discussed prior to meeting with the vendor. In the event that an agreement cannot be made between the two organizations, the firm with the second highest score should be asked to enter into negotiations.
For implementations to be successful, it is critical that agencies have the capacity to hear the truth and act upon it. Organizations should have direct lines of communication with our Executive Leadership Team. Project management tools should be utilized including: workplans, training plans, communication plans, meeting minutes, etc. Our implementation model includes the following stages:
- Data conversion
Sample Case Studies:
Antelope Valley Transit Authority - Assistance with Contractor Selection
Calvert County, Maryland - System Acquisition Services for an Electronic Document and Records Management System (EDRMS) - Needs Assessment Study and System Acquisition Services for an Electronic Document Management and Records Management System - System Selection, Design, Implementation and Roll-Out
Charlotte Area Transit System - Maintenance and Materials System Implementation
City of Cleveland - System Requirements, Selection and Implementation for Web Procurement System
City of Cleveland, Division of Water - Meter Automation and Replacement Program
Gwinnett County, Department of Water Resources - SAP-ISU Post Implementation Assessment and Resolution of Outstanding Issues