change management playbook...contracts in procureaz (update the value and the timeframe of the...
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Confidential Information, subject to the restrictions on use and disclosure contained in the Mutual Confidentiality Agreement between Ivalua, Inc. and CGI Technologies & Solutions Inc. dated
February 19, 2018.
CHANGE MANAGEMENT PLAYBOOKSTATE OF ARIZONA SOURCE TO PAY
AUGUST 23, 2018
1 Confidential Information, subject to the restrictions on use and disclosure contained in the Mutual Confidentiality Agreement between Ivalua, Inc. and CGI Technologies & Solutions Inc. dated February 19, 2018.
1 Purpose ................................................................................................................................................ 2
2 How to Use the Playbook ..................................................................................................................... 2
3 Source to Pay Project Overview ........................................................................................................... 2
4 Change Management Timeline ............................................................................................................ 3
5 Key Project Dates.................................................................................................................................. 3
6 120 Day Activities and Key Dates (June) ............................................................................................... 4
7 90 Day Activities and Key dates (July) ................................................................................................... 4
8 60 Day Activities and Key Dates (August) ............................................................................................. 5
9 30 Day Activities and Key Dates (September) ...................................................................................... 5
10 2 Weeks Prior to Go‐live Activities and Key Dates ................................................................................ 6
11 Go‐live .................................................................................................................................................. 7
12 Ongoing Key Change Management Activities ....................................................................................... 7
13 Deployment Calendar ........................................................................................................................... 8
14 Frequently Asked Questions (FAQs) ................................................................................................... 13
June 12, 2018
2 Confidential Information, subject to the restrictions on use and disclosure contained in the Mutual Confidentiality Agreement between Ivalua, Inc. and CGI Technologies & Solutions Inc. dated February 19, 2018.
1 Purpose Every coach of a sports team has a playbook designed to guide his/her players to success. Wouldn't it be great if
Change Agents and Agency Leaders had a Playbook for leading the agency through this very important change?
The purpose of the change management playbook is to support you wherever you are in the Source to Pay (S2P)
implementation process. Use this resource to help build your awareness and understanding of the project, build
your agency awareness and understanding of the project, and build leadership change capability for a successful
implementation.
2 How to Use the Playbook Change Agents and Agency Leaders are key players in the successful implementation of the new procurement
system. The playbook is designed to help you understand your role and provide resources to help support these
efforts. The playbook will focus on specific activities, dates and actions for agencies to plan and prepare for.
Information may start on a high level, but as project phases get closer more granular information will be provided.
Calendar pages are provided noting activities and action items to provide better insight into the project timeline.
This is a living document – as noted above it will be updated monthly to provide more detailed information as it
becomes available. Please check back to make sure you are using the most up‐to‐date version in your planning and
preparation efforts.
3 Source to Pay Project Overview The State of Arizona is replacing its current eProcurement S2P system, ProcureAZ, with a new system, the Arizona
Procurement Portal (APP). The objectives of implementing the new system are to make it easier for suppliers to
offer their goods and services, and to make it easier for the State of Arizona to promptly buy and pay for the goods
and services it needs. The Arizona Procurement Portal (APP) will also improve the consistency and efficiency of the
State's buying processes and includes modules to manage the Source to Contract (Solicitations and Contracts),
Procure to Pay (Requisition through Invoice), and Supplier Management processes. Our vision is to make
procurement simple, efficient, and effective reducing complexity and increasing visibility so that we are better able
to deliver on our commitments to our stakeholders.
What are the benefits?
■ Intuitive, e‐commerce like buying experience
■ Policy prompts to clarify business rules and preferred buying methods
■ Single point of access for purchasing needs
■ Low touch approvals with email and mobile access
■ Fast, easy and visible – eliminate paper chasing
■ Accelerated decision making with clear business process and automated workflow
■ Demand management through clear buying methods and prior approvals
■ Spend tied to catalog and contracted rates
■ Improved reporting capabilities
3 Confidential Information, subject to the restrictions on use and disclosure contained in the Mutual Confidentiality Agreement between Ivalua, Inc. and CGI Technologies & Solutions Inc. dated February 19, 2018.
4 Key Project Dates
Key dates Activity
End‐to‐End Testing June 11 to Early July 2018
Systems Integration Testing Early July – Early August, 2018
User Acceptance Testing August, 2018
Train‐ the – Trainer Training program delivery Mid‐August – Mid September, 2018
End User Training Delivery Mid‐September – Mid October, 2018
Start of Transition Phase September 14, 2018
Go‐No Go Decision October 5, 2018
Start of Hard Freeze October 5, 2018 COB
Commence business cutover ‐ Complete in‐flight transactions October 4‐5, 2018
AFIS integrations frozen, ProcureAZ temp Shutdown October 5, 2018 COB
Generate inception files as per the specifications – Vendors, Contracts, Chart of Accounts
October 7, 2018
Execute data migration (Vendors, Contracts, COA) / Data Validation
October 8 – 11, 2018
Start interface (EAI) jobs to consume interface files October 12, 2018
End of Hard Freeze October 15, 2018
Go‐Live (APP is online) October 15, 2018
5 Change Management Timeline
4 Confidential Information, subject to the restrictions on use and disclosure contained in the Mutual Confidentiality Agreement between Ivalua, Inc. and CGI Technologies & Solutions Inc. dated February 19, 2018.
6 T‐120 Go‐live Activities and Key Dates (June)
Activity Actions When Resources Process Awareness Sessions (PAS)
Encourage agency participation in PAS and collect feedback.
5/24 – 7/29 PAS Calendar
Testing Communicate testing details and dates to your agency.
6/7 – 6/12 Testing Strategy
Training Communicate training details and dates to your agency.
Build your end user training schedule based on staffing needs.
6/11 – 6/21 End user training schedule
Change Readiness Assessment (CRA 2)
Review results from CRA 1 with your agency before CRA 2.
Send follow up CRA 2 announcement to agency.
Encourage end user participation.
Share CRA 2 results discuss progress from CRA 1.
6/18 – 6/22 6/19 – 6/22 6/18 – 6/22 7/9 – 7/13
CRA 1 Results CRA 2 Results
Cutover Review cutover plan with agency.
Schedule a cutover planning session with leaders.
Encourage your agency to join the cutover informational sessions.
6/18 – 6/22 6/18 – 6/22 6/19, 6/21, 6/25
Cutover Strategy
7 T‐90 Day Go‐live Activities and Key dates (July)
Activity Actions When Resources Process Awareness Sessions (PAS)
Continue to encourage agency participation in PAS and collect feedback.
Send all feedback to [email protected].
5/24 – 7/29 5/24 – 7/29
PAS Calendar
Testing System Integration Testing
Share project updates during staff meeting. Remind your agency of upcoming User Acceptance Testing (UAT).
7/9 – 8/3 7/9 – 7/13
Testing Strategy APP Update Email
Training Send follow‐up communications after training announcement. Generate excitement about end user training.
Continue the build out of your agency training schedule.
Send any potential training issues or concerns to [email protected].
7/17 – 7/20
Training Announcement
Cutover Create POs that expire on 11/01/2018 in ProcureAZ and can bleed off by 12/31/2018.
Close out completed POs in ProcureAZ.
7/01 – 9/15
Cutover Strategy
5 Confidential Information, subject to the restrictions on use and disclosure contained in the Mutual Confidentiality Agreement between Ivalua, Inc. and CGI Technologies & Solutions Inc. dated February 19, 2018.
Activity Actions When Resources
Enter Receipts in ProcureAZ as soon as goods and services are delivered.
Plan open contracts to expire in ProcureAZ once they have been migrated to APP before hard freeze.
8 T‐60 Go‐live Activities and Key Dates (August)
Activity Actions When Resources Testing User Acceptance Testing (UAT) begins. A
predefined number of participants will complete UAT. Users will test approximately 85 scenarios with various levels of complexity.
Share details of UAT with end users. Be visible and answer questions during testing.
8/6 – 8/24 Testing Strategy
Training Attend the train‐the‐trainer (if selected as trainer). Not all change agents will be required to train however, all end users including change agents will be invited to attend end user training.
Help users register for training sessions.
8/20 – 9/14 8/20 – 8/31
Training Strategy
Change Readiness Assessment (CRA 3)
Review results from CRA 2 with your agency before CRA 3.
Send follow up CRA 3 announcement to agency.
Encourage end user participation.
Share CRA 3 results.
6/18 – 6/22 9/04 – 9/17 9/04 – 9/17 9/24 – 9/28
CRA 2 Results CRA 3 Results
9 T‐30 Go‐live Activities and Key Dates (September)
Activity Actions When Resources Training End user training delivery. 9/19 – 10/26 Training Strategy
Cutover Transition phase.
Solicitations can be created but recommend holding off on contract creation until APP is up and running.
If a contract is issued, hold off on creating a PO until APP is up and running.
A very small number of critical solicitations in process in ProcureAZ will continue in ProcureAZ to be awarded before 03/31/2018. Do what you can before cutover to make the process as smooth as possible.
9/15 – 10/05 Cutover Strategy
6 Confidential Information, subject to the restrictions on use and disclosure contained in the Mutual Confidentiality Agreement between Ivalua, Inc. and CGI Technologies & Solutions Inc. dated February 19, 2018.
Clean up and prepare to close out contracts in ProcureAZ (update the value and the timeframe of the contract).
Request as few requisitions and POs as possible in ProcureAZ after 9/15 (only those that are required right away) and can bleed off before 12/31/2018.
Cancel inflight requisitions before start of hard freeze, prepare to recreate requisitions in APP.
Finalize changes to POs impacting contracts e.g. adding funds or items in ProcureAZ.
Expedite receipt process to ensure closing of POs in ProcureAZ.
Communications Send follow up communications after Go‐live message from SPO.
10/15
10 T‐2 Weeks Go‐live Activities and Key Dates
Activity Actions When Resources Cutover Go‐No go decision will be made.
Do not create new contracts during hard freeze period.
No new requisitions or PO releases against contracts during hard freeze. Emergency purchases may be made manually.
Restrict create and approve access in ProcureAZ during hard freeze.
New requisitions will be created and approved in APP after go‐live.
Plan to manually recreate necessary POs in the APP after go‐live.
Oct 1st – Federal FY begins, Consider delaying POs for first 15 days (TBD)
No Invoices, Credits or Payments during hard freeze.
Plan for emergency payments to be made in AFIS during hard freeze.
10/05 10/10 – 10/15
Cutover Strategy
Commence business cutover ‐ Complete in‐flight transactions.
AFIS ProcureAZ integrations frozen, ProcureAZ temp Shutdown.
Generate inception files as per the specifications – Vendors, Contracts, Chart of Accounts.
Execute data migration (Vendors, Contracts, COA) / Data Validation.
Cutover Strategy
7 Confidential Information, subject to the restrictions on use and disclosure contained in the Mutual Confidentiality Agreement between Ivalua, Inc. and CGI Technologies & Solutions Inc. dated February 19, 2018.
Start interface (EAI) jobs to consume interface files.
End of Hard Freeze
Go‐Live (APP is online)
Communications Support and answer end user questions. You are the first point of contact for system support.
System Support Model (Coming Soon)
11 Go‐live Activities Activity Actions When Resources Communications Celebrate go‐live accomplishment,
provide information regarding how to connect with help, and hyper care.
10/16
Town hall Attend Post Go‐live webinar. 10/19
Communications Share system support model with end users.
10/16 – 10/26 System Support Model (Coming Soon)
Cutover Solicitations from APP will be made available on public portal.
12 Post Go‐live Activities Activity Actions When Resources Continue end user support. 10/15 – 01/01 System Support
Model (Coming Soon)
Submit user metrics as required. 10/15 – 01/01 Success Metrics
Coordinate training material updates with Help Desk.
Training Strategy
13 Ongoing Key Change Management Activities
Leverage content from the change agent meetings.
Reach out to your change agent network to share ideas and best practices.
Review Business Design Documents (BDDs). Click here to access BDDs.
Encourage agency participation in Change Readiness Assessments. Send reminders and discuss during staff meetings.
Communicate outcomes of the assessment to help increase awareness and understanding and bring people along the journey.
Ensure posters are displayed at your agency, if not contact your agency PIO or print copies from the electronic files from SPO.
Discuss impacts and benefits during staff meetings to help your agency leaders understand how the new system functionality will impact day‐to‐day operations.
8 Confidential Information, subject to the restrictions on use and disclosure contained in the Mutual Confidentiality Agreement between Ivalua, Inc. and CGI Technologies & Solutions Inc. dated February 19, 2018.
Use the FAQs to answer project related questions. Direct end users to https://spo.az.gov/ to obtain project information.
14 Deployment Planning Calendar The deployment calendar contains all key milestones and cutover activities that you will need to plan for with your
agency. Use the calendar to schedule your upcoming events. Go to source documents for additional details.
June 2018
Sun Mon Tue Wed Thu Fri Sat PAS – Process Awareness Session
CRA 2 – Change Readiness Assessment 1
2
3
4
5 PAS
6 PAS
7 PAS
8 PAS
9
10
11 PAS
Supplier Communications (SPO)
12 PAS
13 PAS
Build Complete
14 PAS
15
16
17
18 PAS
CRA 2
19 PAS
CRA 2
20 PAS
CRA 2
21 PAS
CRA 2
22 PAS
CRA 2
23
24
25
CRA 2
26
CRA 2
27
CRA 2
28
CRA 2
29
CRA 2
30
9 Confidential Information, subject to the restrictions on use and disclosure contained in the Mutual Confidentiality Agreement between Ivalua, Inc. and CGI Technologies & Solutions Inc. dated February 19, 2018.
July 2018
Sun Mon Tue Wed Thu Fri Sat
1
2 CRA 2
3 CRA 2
4 CRA 2
5 CRA 2
6 CRA 2
7
8
9 SIT
10 PAS
SIT
11 PAS
SIT
12 PAS
SIT
13 SIT
14
15
16 PAS
SIT
17 PAS
SIT
Training Announcement (SPO)
18 PAS
SIT
19 PAS
SIT
20 PAS
SIT
21
22
23 SIT
24 PAS
SIT
25 PAS
SIT
26 PAS
SIT
27 PAS
SIT
28
29
30 SIT
31 SIT
SIT – System Integration Testing
10 Confidential Information, subject to the restrictions on use and disclosure contained in the Mutual Confidentiality Agreement between Ivalua, Inc. and CGI Technologies & Solutions Inc. dated February 19, 2018.
August 2018
Sun Mon Tue Wed Thu Fri Sat UAT – User Acceptance Testing
TTT – Train‐the‐Trainer 1 SIT
2 SIT
3 SIT
4
5
6 UAT
7 UAT
8 UAT
9 UAT
10 UAT
11
12
13 UAT
CRA 3
T‐60 Go‐live
14 UAT
CRA 3
15 UAT
CRA 3
16 UAT
CRA 3
17 UAT
CRA 3
18
19
20 UAT
Performance Testing
TTT
CRA 3
21 UAT
Performance Testing
TTT
CRA 3
22 UAT
Performance Testing
TTT
CRA 3
23 UAT
Performance Testing
TTT
CRA 3
24 UAT
Performance Testing
TTT
CRA 3
25
26
27 UAT
Performance Testing
TTT
CRA 3
28 UAT
Performance Testing
TTT
CRA 3
29 UAT
Performance Testing
TTT
CRA 3
30 UAT
Performance Testing
TTT
CRA 3
31 UAT
Performance Testing
TTT
CRA 3
11 Confidential Information, subject to the restrictions on use and disclosure contained in the Mutual Confidentiality Agreement between Ivalua, Inc. and CGI Technologies & Solutions Inc. dated February 19, 2018.
September 2018
Sun Mon Tue Wed Thu Fri Sat
1
2
3 Performance Testing
TTT
4 Performance Testing
TTT
5 Performance Testing
TTT
6 Performance Testing
TTT
7 Performance Testing
TTT
8
9
10 TTT
T‐30 Go‐live
11 TTT
12 TTT
13 TTT
14 TTT
Transition Phase
15
16
17 Transition Phase
18 Transition Phase
19 End‐user Training
Transition Phase
20 End‐user Training
Transition Phase
21 End‐user Training
Transition Phase
22
23
24 End‐user Training
Transition Phase
25 End‐user Training
Transition Phase
26 End‐user Training
Transition Phase
Deploy Communications (SPO)
27 End‐user Training
Transition Phase
28 End‐user Training
Transition Phase
29
30
12 Confidential Information, subject to the restrictions on use and disclosure contained in the Mutual Confidentiality Agreement between Ivalua, Inc. and CGI Technologies & Solutions Inc. dated February 19, 2018.
October 2018
Sun Mon Tue Wed Thu Fri Sat
1 End‐user Training
Transition Phase
2 End‐user Training
Transition Phase
3 End‐user Training
Transition Phase
4 End‐user Training
Transition Phase
5 End‐user Training
Transition Phase
6
7
8 HOLIDAY
9 End‐user Training
Transition Phase
10 End‐user Training
Transition Phase
Hard Freeze
11 End‐user Training
Transition Phase
Hard Freeze
12 End‐user Training
Transition Phase
Hard Freeze
13
14
15 End‐user Training
Transition Phase
Go Live!
16 End‐user Training
17 End‐user Training
18 End‐user Training
19 End‐user Training
20
21
22 End‐user Training
23 End‐user Training
24 End‐user Training
25 End‐user Training
26 End‐user Training
27
13 Confidential Information, subject to the restrictions on use and disclosure contained in the Mutual Confidentiality Agreement between Ivalua, Inc. and CGI Technologies & Solutions Inc. dated February 19, 2018.
15 Frequently Asked Questions (FAQs)
CATEGORY QUESTION ANSWER
Communication What are the benefits of this new
system?
• Handles all aspects of procurement, from
registering and contracting with suppliers
through placing orders and approving
payments.
• Expand and simplify management access
to reports.
• Provide the public an easy‐to‐use portal to
register as a supplier, subscribe to receive
bid opportunities, view contract
information and securely submit
confidential bid information.
• Increase efficiency and consistency for
vendors and the State by providing one
S2P system that better meets everyone’s
needs.
• Allow suppliers to more easily provide
information about products/services they
offer, allow the State to create catalogs of
items/services to make it easier for State
buyers to find what they need.
Where do I go to get more information
about the project and the new system?
Contact your change agent. If you don’t know
who your change agent is, send an email to
https://spo.az.gov/contact‐us.
Will the change agent get to hear about
and see the outcome of the decisions
that were made and the system design?
Yes, through the Process Awareness Sessions
(PAS).
Who are the change agents and what is
their role on the program?
Change agents are agency resources who help
disseminate information; Communicate
leadership expectations to peers; Provide
feedback from peers to S2P program
leadership; Provide front line support for end
users at and directly following go‐live; Escalate
end user issues (as needed); Provide feedback
in post go‐live end user support calls
Process/Change
Impacts
How do I find out how this system will
impact my day to day processes?
Attend the PAS to learn more about impacts to
your day to day processes.
14 Confidential Information, subject to the restrictions on use and disclosure contained in the Mutual Confidentiality Agreement between Ivalua, Inc. and CGI Technologies & Solutions Inc. dated February 19, 2018.
CATEGORY QUESTION ANSWER
Who will facilitate the process
awareness sessions?
PAS will be facilitated by the designated Core
Change Agents.
Training Who will provide training in the future
when we have new staff to join or if
there is a new system release?
Training will be provided by SPO or the
designated agency staff.
When will we receive training in the
system and what type of training will it
be?
Training will start in September and will
consists of Instructor‐led, Computer‐based, and
Webinar training sessions, and Quick Reference
Guides (QRGs)
Will the smaller agencies have to
facilitate their own process awareness
sessions and their own training?
Small agencies will not have to facilitate their
own PAS or training. Both will be offered by
SPO and other volunteer trainers..
Will the webinar training materials be
available after the training?
Yes, the training materials will be available.
Recorded sessions will be available. For
clarification, webinar instructor‐led training
materials will be the same materials used in the
instructor led sessions.
Who facilitates training? will it be a
third party or someone from the change
management team?
Training will be a combination of designated
agency staff, SPO, and for a subset of courses
Ivalua/KPMG.
Can others train that are not part of the
Core Change Agents and/or have not
been a part of the design sessions?
Yes, as long as they go through the train‐the‐
trainer session. Please note that there is a
restriction on the number of individuals who
can participate in train‐the‐trainer sessions.
How will I be able to practice tasks in
the system prior to go‐live?
When attending Instructor‐led training sessions
you will be able practice the necessary tasks
that are relevant to your role. In addition, there
will be office hour sessions available during
training where you can come in for additional
practice and questions.
Implementation/
Cutover
How long will ProcureAZ be available
after go‐live?
ProcureAZ will be available until December 31,
2018 to close out POs and invoices. Solicitation
closeout after October 15th will be planned on
a case‐by‐case basis.
Will the implementation require some
double entry into both systems?
There could be manual entry of some
documents that could not be closed out in
15 Confidential Information, subject to the restrictions on use and disclosure contained in the Mutual Confidentiality Agreement between Ivalua, Inc. and CGI Technologies & Solutions Inc. dated February 19, 2018.
CATEGORY QUESTION ANSWER
ProcureAZ, and there will be manual entry of
blanket POs for the rest of the fiscal year.
Will suppliers automatically be
rolled over to the new system or will
they have to re‐register?
Suppliers with activity in ProcureAZ in the
past 2 years will be rolled over to the APP.
What is the hard freeze? The period of time when both ProcureAZ
and the Arizona Procurement Portal will be
unavailable
What are the dates of the hard
freeze?
10/9‐10/14
What can’t be done during the hard
freeze?
Anything that requires ProcureAZ or the
APP.
Will AFIS be shut down during the
hard freeze?
No
Will existing purchase orders be
rolled over to the new system?
No
Will existing contracts be rolled over
to the new system?
Yes
Will suppliers be notified of the new
system?
Yes
Will there be a report of what is still
open before the hard freeze occurs
so that we don’t miss anything?
Not sure what is available in PAZ.
ProcureAZ will be available after the hard
freeze to verify what is open.
Will spend history be in the new
system?
Spend history from ProcureAZ will not be
in APP
If we close out a PO in ProcureAZ,
but there is still time left, do we
have to re‐enter that PO in the new
system because this is double entry?
POs closed in ProcureAZ do not need to be
re‐entered in the APP
16 Confidential Information, subject to the restrictions on use and disclosure contained in the Mutual Confidentiality Agreement between Ivalua, Inc. and CGI Technologies & Solutions Inc. dated February 19, 2018.
CATEGORY QUESTION ANSWER
Will the implementation require
some double entry into both
systems?
No, but there could be manual transfer of
some documents that could not be closed
out in ProcureAZ.
Support Will we have a support person in our
agency for the new system?
Change agents will be the front line
support post go‐live.
Will there be support available after
the training?
Yes, there will be post implementation
support by the State Team. (Hyper care –
post implementation support period).
Will we still call the help desk for
support in the future?
Yes, after contacting front line support at
your agency.
Other Systems/
Software Is this system a part of AFIS? No, it is not part of AFIS, but it will
integrate with AFIS.
Will the new system integrate with
AFIS?
Yes, there is a dedicated work stream
focused on system integration.
How will the new system work with
the Google Suite (i.e. Google Docs)?
The Arizona Procurement Portal doesn’t
currently integrate with the Google suite.
SPO has applied for an exception for all
eProcurement system users to continue to
use Microsoft Word and Excel.
Miscellaneous Who in my agency can use the
system to create requisitions?
User roles will be very similar to the
existing ProcureAZ. The Requisitioner and
Approver roles will be separate in the new
system.
Is the new system covering from the
beginning of sourcing through to
payment?
Yes, the new system will cover the entire
Source to Pay process.
Why is the new system called Source
to Pay and not ProcureAZ?
The project is called Source to Pay and the
new system is the Arizona Procurement
Portal.
17 Confidential Information, subject to the restrictions on use and disclosure contained in the Mutual Confidentiality Agreement between Ivalua, Inc. and CGI Technologies & Solutions Inc. dated February 19, 2018.
CATEGORY QUESTION ANSWER
What is the difference between
Supplier Management and Supplier
Enablement?
• Supplier Management is focused on
how the state works with new
suppliers to get them enrolled and
performance evaluations and account
management processes for all
suppliers fully enrolled in the system.
• Supplier Enablement will assist existing
suppliers in migrating to the new
system. This will include specific
activities for targeted suppliers, as well
as, communication and training for
suppliers in preparation for Go‐Live in
October 2018.