Proposal for the City’s IT Strategic Plan
Assessment & Refresh
June 18, 2024
ThirdWave
Rapid
Workflow®
Problems, Impacts,
Solutions, Benefits
$
Thought Leadership, Exceptional
Performance & Results since 1987
36 YEARS
ThirdWave Corporation
Information Systems Intelligently Applied
12100 Wilshire Blvd. Suite 800
Los Angeles, CA 90025
www.ThirdWaveCorp.com
310.804.7565
Attachment 2
ThirdWave Corporation Information Systems Intelligently Applied SM since 1987 100 Wilshire Blvd., Suite 800 Los Angeles, CA 90025 310.914.0186 V 310.312.9513 F
ThirdWave
Thought
Leadership,
Exceptional
Performance
& Results,
since 1987
36 YEARS
June 18, 2024
Steve Ely
Information Technology Director
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92628
714.754.5154
[email protected]
Subject: City of Costa Mesa ITSP Refresh
Reference: Previous meeting and correspondence, same subject
Steve,
Per our previous conversations, attached please find a proposal to carry out the City of Costa Mesa Information Technology Strategic Plan (ITSP) Refresh, carried out in 2019.
This proposal reflects the following approach:
• Assess the accomplishments of initiatives identified in the 2019 ITSP. • Identify initiatives completed in the last 5 years that were not specifically identified in the original ITSP.
• Produce a p ost ITSP implementation performance measurement summary, including benefits to the city and community.
• Produce an ITSP for the next 5 years.
Please do not hesitate to let me know if you any questions or require additional clarification. We look forward to our continued relationship as a trusted partner of the City.
Sincerely,
Roy Hernandez
President / CEO
[email protected]
310.804.7565
ITSP Assessment & Refresh
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Proposal
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ThirdWave 100 Wilshire Blvd., Suite 800 Los Angeles, CA 90025 310.914.0186 V 310.312.9513 F
Table of Contents
Transmittal Letter
Section 1 Scope of Work ................................................................................................. 1
1.1 Project Work Plan ...................................................................................... 1 Phase 0 Project Management ................................................................ 2 Phase 1 ITSP Post Implementation Assessment ................................... 2 Phase 2 ITSP Refresh Discovery ........................................................... 4 Phase 3 Refreshed IT RoadMap ............................................................ 6
1.2 Project Schedule ........................................................................................ 9 Figure 1.2.1: Preliminary MS Project Schedule ....................................... 10
Section 2 Cost Proposal ............................................................................................... 12
2.1 Project Fee Schedule ............................................................................... 12 Figure 2.1.1: Cost Summary ................................................................... 12 Figure 2.1.2: Payment Schedule ............................................................. 13
ITSP Assessment & Refresh
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Proposal
Proposal
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ThirdWave 12100 Wilshire Blvd., Suite 800 Los Angeles, CA 90025 310.914.0186 V 310.312.9513 F
1.1 Project Work Plan
The following provides a description of the pr oposed
Scope of Work. The following work plan reflects the
approach and tasks identified in the meeting with the
City on June 11, 2024 to carry out the proposed
project.
Each task and subtask in the work plan will produce a
deliverable, e.g., a document, meeting, or
presentation. ThirdWave will provide electronic
deliverables, either in MS Word, MS Excel,
PowerPoint or a PDF, as appropriate.
The following provides a description of proposed tasks
that will be carried out in the Scope of Work.
Section 1
Scope of Work
ITSP Assessment & Refresh
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Proposal
Proposal
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ThirdWave 12100 Wilshire Blvd., Suite 800 Los Angeles, CA 90025 310.914.0186 V 310.312.9513 F
Phase 0 Project Management
Task 0.1 Project Kick-off Meeting
This tas k will entail holding a project kickoff meeting with the City and ThirdWave’s Project Team. A PowerPoint presentation will be produced to review the project g oal and objectives, project tasks , deliverables, and ThirdWave / City responsibilities. Staff from each department should attend the meeting.
Assumptions:
1. ThirdWave will either hold one meeting for all four departments or hold four separate meetings on the same day with all four departments.
Deliverable 0.1: Project Kickoff Meeting
Task 0.2 Ongoing Project Coordination
This task will entail holding ongoing project progress and coordination meetings or conference calls with the City’s Project Manage r. This will serve to review / discuss the project’s progress, issues identified to date, and plan / prepare for future tasks.
Deliverable 0.2: Project Coordination
Task 0.3 Monthly Status Report
This task will entail providing written progress reports to the City’s Project Manager each month. Progress reports will outline the status of the project, including the following, as appropriate:
• Description of progress made during the reporting period • Deliverables completed and delivered during the reporting period • Outstanding issues and recommendations for resolution (if any) • Scope, cost and schedule integrity status
Deliverable 0.3: Monthly Status Reports
Phase 1 ITSP Post Implementation Assessment
Task 1 ITSP Completed Initiative Inventory
Task 1.1 ITSP Initiative Status Inventory
This task will entail reviewing the City's ITSP and determining the degree of progress made, significant accomplishments, and benefits to the City and community. This task will entail reviewing data provided by the City on all ITSP initiatives identi fied in the project completed in 2019. Working with appropriate City staff, the status of initiatives will be determined, based on the following:
• Type of Initiative: Infrastructure, Hardware, Software, Integration, Operations, and Management
• Department
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ThirdWave 12100 Wilshire Blvd., Suite 800 Los Angeles, CA 90025 310.914.0186 V 310.312.9513 F
• Status:
▪ Completed
▪ In Progress
▪ Postponed
▪ Cancelled
• Year Completed: 1, 2, 3, 4, or 5
• Budget:
▪ Estimated Amount
▪ Actual Amount (if known)
• Benefits to City or Community
Assumptions:
1. The City will collaborate with the project team together project information.
Deliverable 1.1: ITSP Initiative Inventory
Task 1.2 Added Initiative Inventory
This task will entail taking an inventory of co mpleted projects not identified in the original 2019 ITSP, but carried out during the 5-year implementation timeline.
Working with appropriate City staff, the status of new initiatives will be determined, based on the following:
• Type of Initiative: Infrastructure, Hardware, Software, Integration, Operations, and Management
• Department
• Status:
▪ Completed
▪ In Progress
▪ Postponed
▪ Cancelled
• Year Completed: 1, 2, 3, 4, or 5
• Budget:
▪ Estimated Amount
▪ Actual Amount
• Benefits to City or Community
Deliverable 1.2: Additional IT Initiatives
Task 1.3 Post implementation Assessment
This task will entail referencing data collected in the previous tasks to produce an overview of the following:
• Progress of the ITSP Implementation
• Significant achievements and results delivered
• Benefits to the City, Community
• Alignment to Council Goals
• Performance Measurement Summary
Deliverable 1.3: ITSP implementation Assessment
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ThirdWave 12100 Wilshire Blvd., Suite 800 Los Angeles, CA 90025 310.914.0186 V 310.312.9513 F
Phase 2 ITSP Refresh Discovery
Task 2.1 IT Focus Groups
Task 2.1.1 Hold IT Focus Groups
This task will entail holding four 2 -hour focus groups with the IT manager and staff to gather data related to the state and challenges with existing information systems. The workshops will address the following:
1. Infrastructure
2. Hardware
3. Application/Database Software
4. Best Practices.
Deliverable 2.1.1: Hold IT Focus Groups
City 2.1.1 Review & Comment
This task will entail the City reviewing the draft deliverable and providing suggested revisions within 3 days. Comments not received within 3 business days from transmittal to the City will be deemed to not have any revisions.
Deliverable 2.1.1: Comments
Task 2.1.2 IT Focus Group Findings
This task will entail incorporating suggested revisions, as applicable.
Deliverable 2.1.2: IT Focus Group Findings
Task 2.2 Online Staff Survey
Task 2.2.1 Develop & Provide Online Staff Survey
This task will entail developing an internal City survey providing staff the opportunity to provide input on the City’s existing and required systems, and the IT organization’s capability to support them. The online staff survey will address:
• The state of existing information systems
• Department Information Technology requirements
• Public Facing Online Self-Service Applications
• Related IT support capabilities and processes
• Most significant service delivery challenge
• Most significant Information Technology challenge
ThirdWave will work with the City’s Project Manager to finalize the online Survey.
Assumptions:
1. A link will be placed on the City’s Intranet website and a notice will be issued encouraging all teachers to take the survey.
2. A SurveyMonkeyTM link will be provided to the City’s Project Manager.
3. The online survey will collect data for two weeks.
Deliverable 2.2.1: Online Staff Survey
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ThirdWave 12100 Wilshire Blvd., Suite 800 Los Angeles, CA 90025 310.914.0186 V 310.312.9513 F
City 2.2.1 Post & Fill Out Survey
This task will entail the City’s Project Manager providing the survey link to post or distribute to City staff . Unless otherwise agreed, the online survey will collect data for two weeks.
Deliverable 2.2.1: Staff Take the Survey
Task 2.2.2 Compile Staff Survey Data
This task will entail compiling the data collected in the online survey and producing a summary of findings . The findings from this deliverable will be referenced and inform Phase 3.
Deliverable 2.2.2: Online Staff Survey Findings
Task 2.3 Management Interviews
Task 2.3.1 Hold Management Interviews
This task will entail holding 10 - thirty-minute interviews with department heads to get a management perspective of general organizational, operational and technology challenges facing City departments. Management interviews will gather high level business and service delivery requirements not identified in the IT Focus Groups or Rapid Workflow® business process workshops.
Deliverable 2.3.1: Management Interviews
City 2.3.1 Review & Comment
This task will entail the management interviewees reviewing the draft interview notes and providing comments/suggested revisions. Unless otherwise agreed, the review and comments will be provided within 5 business days. Comments not received after 5 business days from transmittal to the City will be deemed to not have any revisions.
Deliverable 2.3.1: Comments
Task 2.3.2 Incorporate Management Comments
This task will entail incorporating the management team’s comments to produce the final management interviews summary deliverable. The findings from this deliverable will be referenced and inform the ITSP Roadmap in Phase 3.
Deliverable 2.3.2: Management Requirements Findings
Task 2.4 Business Requirements Definition
Task 2.4.1 Hold Rapid Workflow® Workshops
This task will entail holding ten (10) virtual business requirements workshops for key mission critical business processes to identify department and cross functional business/technology requirements. Working with business process stakeholders, as -is business process workshops will review and identify functional and technical requirements and opportunities to streamline/enhance ITSP Assessment & Refresh
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service delivery and improve operational cost effectiveness. Department to hold workshops will be determined after the management interviews.
Deliverable 2.4.1: Rapid Workflow® Workshops
Task 2.4.2 Document As-Is Rapid Workflow® Process Models This task will include documenting the business, functional, and technical requirements data collected in the workshop
Deliverable 2.4.2: Draft Rapid Workflow® Process Maps
City 2.4.2 Review & Comment
This task will entail workshop participants reviewing the draft Rapid Workflow ® and providing comments/suggested revisions. Unless otherwise agreed, the review and comments will be provided within the turn-around time specified in the final Project Schedule, i.e., 5 business days.
Deliverable 2.4.2: City Comments
Task 2.4.3 Final Business Process Requirements
This task will entail incorporating the City’s comments to produce the final business process map deliverable. The findings from this deliverable will be referenced in producing the recommendations made in the ITSP Roadmap in Phase 3.
Deliverable 2.4.3: Final Rapid Workflow® Process Maps
Phase 3 Refreshed IT RoadMap
Task 3.1 Information Technology Strategic Plan
Task 3.1.1 Draft ITSP Findings & Recommendations
This task will entail producing a 5 -year IT Strategic Plan. The following provides a typical table of contents from an ITSP; however, the final ITSP will be custom tailored to the specific and unique needs of the City:
Executive Summary
1. Introduction and Methodology
1.1 Goals & Objectives
1.2 ITSP Vision
2. Assessment
2.1 Management Interviews
2.2 IT Staff Focus Group
2.3 Staff Online Survey
2.4 Rapid Workflow® Business Process Workshops
2.5 Leading Technology Initiatives
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ThirdWave 12100 Wilshire Blvd., Suite 800 Los Angeles, CA 90025 310.914.0186 V 310.312.9513 F
3. Recommendations
3.1 Technology Recommendations
• Infrastructure
• Hardware
• Application/Database Software
3.2 Operational Recommendations
3.3 Management Recommendations
Assumptions:
1. This draft deliverable will be transmitted in MS Word for the City’s review and comments using Track Changes.
Deliverable 3.1.1: Draft IT Strategic Plan
City 3.1.1 Review & Comment
This task will entail the City reviewing the draft deliverable and providing comments and suggested revisions. Unless otherwise agreed, review and comments will be provided within the turn -around time specified in the final Project Schedule, i.e., 10 business days.
Deliverable 3.1.1: City Comments
Task 3.1.2 Final IT Strategic Plan
This task will entail incorporating the City’s comments to produce the final ITSP report. ITSP initiatives identified in this deliverable will form the basis for developing the final ITSP Roadmap.
Assumptions:
1. The final ITSP will be provided in MS Word and PDF files.
Deliverable 3.1.2: IT Strategic Plan
Task 3.2 ITSP Initiative Prioritization
Task 3.2.1 ITSP Initiative Prioritization
The task will entail running the ITSP initiatives identified in previous task through a prioritization model, which includes a range of weighted performance parameters aligned with the City’ s business strategy, business objectives, and tangible internal/public benefits. This is an iterative process: ThirdWave will do the first cut and do the second cut with the City’s Project Manager via an online Zoom working session. A final cut will be produced after the budget estimate has been completed. Typical prioritization criteria used by ThirdWave includes the following, although these can be modified if the City desires:
Prioritization Criteria
1. Times identified in the ITSP project (Rapid Workflow ® workshops, survey, focus groups and management interviews)
2. Improved Customer Services
3. Cost Savings/Cost Avoidance
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ThirdWave 12100 Wilshire Blvd., Suite 800 Los Angeles, CA 90025 310.914.0186 V 310.312.9513 F
4. Business Process Improvement
5. Potential revenue generation
Deliverable 3.2.1: ITSP Initiative Prioritization
Task 3.3 ITSP Implementation Roadmap
Task 3.3.1 Draft Refreshed Roadmap
This task will entail articulating the overall business and technology implementation roadmap that is technologically strategic, financially responsible, and sustainable. The document will contain a 5-year plan for implementing a prioritized list of ITSP initiatives, including the acquisition and implementation of strategic business technologies and/or professional services. The ITSP will provide recommendations for short-term transitions as well as long-term strategic direction. The ITSP Implementation Roadmap will address the following:
• Prioritized ITSP Initiatives
• ITSP 5-Year Budget Estimate by year (total cost of ownerships of one -time professional services costs, one -time systems costs, one-time software costs and ongoing software maintenance costs)
• ITSP Implementation Timeline
• ITSP Benefits
The Draft ITSP Implementation Roadmap will be provided to the City for review and comments.
Deliverable 3.3.1: Draft ITSP Roadmap
City 3.3.1 Review & Comment
This task will entail the City reviewing the draft deliverable and providing comments and suggested revisions. Unless otherwise agreed, the review and comments will be provided within the turn -around time specified in the final Project Schedule, e.g., 10 business days.
Deliverable 3.3.1: City Comments
Task 3.3.2 ITSP Roadmap
This task will entail incorporating City comments to produce the final enterprise ITSP Roadmap deliverable. The final ITSP Roadmap will be provided as MS Word and PDF files.
Deliverable 3.3.2: ITSP Roadmap
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ThirdWave 12100 Wilshire Blvd., Suite 800 Los Angeles, CA 90025 310.914.0186 V 310.312.9513 F
Task 3.4 ITSP Executive Presentation
Task 3.4.1 Produce ITSP Executive Presentation
This task will entail producing an executive level presentation of the ITSP Roadmap for the City ’s leadership team. This presentation will be provided to the City’s project team and department heads for review, comments and revisions.
Deliverable 3.4.1: ITSP Executive Presentation
Task 3.4.2 Present ITSP Executive Presentation
This task will entail providing an onsite presentation to City executives/elected officials.
Deliverable 3.4.2: Present ITSP Executive Presentation
1.2 Project Schedule
ThirdWave uses formal MS Project schedules to
manage all of our projects. The preliminary MS
Project Schedule on the next page reflects the project
timeline of approximately 4 – 5 months.
The preliminary projected timeline reflects our
overriding objective - a successful project. ThirdWave has developed a work plan that is logical and
manageable, meeting the key objectives addressed in
the City’s RFP. Wherever possible, tasks have been
planned in parallel to compress the project schedule in an effort to shorten the project duration as much as
possible.
The Project Schedule illustrates an itemized Work
Breakdown Structure of all project phases, tasks,
subtasks. It indicates the timeline for beginning and
completion of each task with corresponding
deliverables.
The preliminary project Scheule on the following page will be revised prior to the Project Kick -off meeting.
ITSP Assessment & Refresh
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Proposal
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ThirdWave 12100 Wilshire Blvd., Suite 800 Los Angeles, CA 90025 310.914.0186 V 310.312.9513 F
Figure 1.2.1:
Preliminary MS Project Schedule
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ThirdWave 12100 Wilshire Blvd., Suite 800 Los Angeles, CA 90025 310.914.0186 V 310.312.9513 F
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ThirdWave 12100 Wilshire Blvd., Suite 800 Los Angeles, CA 90025 310.914.0186 V 310.312.9513 F
2.1 Project Fee Schedule
The following provides the cost proposal and payment
schedule to execute the identified services for the
City’s project as articulated in the Scope of Work.
Upon mutual agreement of the scope, services
provided will be carried out on a Fixed -Fee
professional services agreement.
The following provides a summary of costs, which is
followed by a detailed payment / deliverable schedule.
Figure 2.1.1: Cost Summary
Phase 0 Project Management ............................................... 21,490 Phase 1 ITSP Post Implementation Assessment .................. 24,970 Phase 2 ITSP Refresh Discovery .......................................... 40,839 Phase 3 IT Strategic Plan & Roadmap .................................. 37,715 Total Cost $ 125,014
Section 2
Cost Proposal
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ThirdWave 12100 Wilshire Blvd., Suite 800 Los Angeles, CA 90025 310.914.0186 V 310.312.9513 F
Figure 2.1.2: Payment Schedule
TASK 0 Project Management 21,490
Task 0.1 Project Kick-off Meeting 1,780
Deliverable 0.1: Project Kick-Off Meeting
Task 0.2 Ongoing Project Coordination 17,160
Deliverable 0.2: Project Coordination
Task 0.3 Monthly Status Reports 2,550
Deliverable 0.3: Monthly Status Reports
Task 1 ITSP Post Implementation Assessment 24,970
Task 1.1 ITSP Completed Initiative Inventory 24,970
Task 1.1.1 ITSP Initiative Status Inventory ............................................... 8,580 Deliverable 1.1.1: ITSP Initiative Inventory
Task 1.1.2 Added Initiative Inventory ....................................................... 8,580 Deliverable 1.1.2: Additional IT Initiative Inventory
Task 1.1.3 Post implementation Assessment ........................................... 7,810 Deliverable 1.1.3: ITSP implementation Assessment
Task 2 ITSP Refresh Discovery 40,839
Task 2.1 IT Focus Groups 5,140
Task 2.1.1 Hold IT Focus Groups ............................................................. 3,685 Deliverable 2.1.1: IT Focus Groups
Task 2.1.2 Incorporate Comments ........................................................... 1,455 Deliverable 2.1.2: Focus Group Summary
Task 2.2 Online Staff Survey 4,442
Task 2.2.1 Develop Online Staff Survey ................................................... 1,646 Deliverable 2.2.1: Online Staff Survey
Task 2.2.2 Compile Online Survey Data .................................................. 2,796 Deliverable 2.2.2: ITSP Survey Findings
Task 2.3 Management Interview 6,064
Task 2.3.1 Hold Management Interviews ................................................. 4,700 Deliverable 2.3.1: 10 Management Interviews
Task 2.3.2 Incorporate Management Comments ..................................... 1,364 Deliverable 2.3.2: Management Summary Findings
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ThirdWave 12100 Wilshire Blvd., Suite 800 Los Angeles, CA 90025 310.914.0186 V 310.312.9513 F
Task 2.4 Business Requirements Definition 25,193
Task 2.4.1 Rapid Workflow® Workshops ................................................ 15,300 Deliverable 2.4.1: 10 Business Process Workshops
Task 2.4.2 Document Business Process Workshops ............................... 8,180 Deliverable 2.4.2: Draft Business Process Maps
Task 2.4.3 Finalize Business Process Maps ............................................ 1,713 Deliverable 2.4.3: Business Process Maps
Task 3 IT Strategic Plan & Roadmap 37,715
Task 3.1 IT Strategic Plan 19,575
T 3.1.1 Draft IT Strategic Plan .......................................................... 15,225 Deliverable 3.1.1: Draft ITSP
T 3.1.2 Final Refreshed ITSP ............................................................ 4,350 Deliverable 3.1.2: Refreshed IT Strategic Plan
Task 3.2 ITSP Initiative Prioritization 3,060
T 3.2.1 ITSP Initiative Prioritization ..................................................... 3,060 Deliverable 3.2.1: ITSI Prioritization
Task 3.3 ITSP Implementation Roadmap 10,390
Task 3.3.1 Draft Refreshed Roadmap ...................................................... 8,095 Deliverable 3.3.1: Draft Refreshed Roadmap
Task 3.3.2 Final ITSP Refreshed Roadmap ............................................. 2,295 Deliverable 3.3.2: ITSP Implementation Roadmap
Task 3.4 ITSP Executive Presentation 4,690
Task 3.4.1 Produce Executive ITSP Presentation ................................... 2,395 Deliverable 3.4.1: ITSP Executive Presentation
Task 3.4.2 Provide the Executive ITSP Presentation ............................... 2,295 Deliverable 3.4.2: Present ITSP
Total Cost $ 125,014