REQUEST FOR INFORMATION (RFI) #18-1100 OFFICE OF FINANCIAL MANAGEMENT ONE WASHINGTON PROGRAM RFI Title: Fully Integrated Platform and Enterprise Resource Planning Software as a Service Response Due Date: All RFI responses must be received by: 3:30 PM Pacific Time on Thursday, August 30, 2018 E-Mail Response to: Rebecca R. Riley Office of Financial Management [email protected] Washington Enterprise 920-02 Access Services, Data Business System (WEBS) 209-11 Accounting/Financial: Bookkeeping, Billing Commodity Codes: and Invoicing, Budgeting, Payroll, Taxes, etc. 920-03 Application Service Provider (ASP) (Web Based Hosted) 209-12 Application Software, Mainframe Computer (Incl. Cobol) 920-04 Applications Software (For Main Frame Systems) 209-37 Data Processing Software, Mini/Mainframe Computer 209-38 Database Software 209-52 Human Resources Software 209-87 Software, Mini/Mainframe Computer (Not Otherwise Classified) 209-59 Logistics and Supply Chain Software 208-10 Accounting/Financial: Bookkeeping, Billing and Invoicing, Budgeting, Payroll, Taxes, etc. 208-53 Integrated Software Request for Information 1.1 Purpose With this RFI, OFM is interested in understanding new developments in the market for fully hosted platforms or suite of platforms (SaaS/PaaS/IaaS) with integrations between Enterprise Resource Planning (ERP) software and other niche software deployed as a Service. Specifically, we are interested in vendors who provide this service that includes Managed ERP, fully hosted platform with integration to other key software packages as a single complete Service package. For the purposes of this RFI we will reference this constellation of services as “Fully Integrated Platform and Enterprise Resource Planning Software as a Service”. The purpose of this Request for Information (RFI) is to: 1) Gather information about available vendor managed and hosted, cloud-based ERP software services packaged as a fully integrated, or modular solution inclusive of other key or niche software in one package as a service for government 2) Understand Responder approach to and current capabilities in providing a Fully Integrated Platform and Enterprise Resource Planning Software as a Service to government entities, inclusive of possible add on solutions for non-core ERP business needs 3) Understand Responder’s approach to implementing innovation and future technology through this one integrated solution platform 4) Identify the approximate costs of such solutions over a fifteen year period of time. OFM is interested in exploring how a Fully Integrated Platform and Enterprise Resource Planning Software as a Service could support efficiencies in its transformation efforts including, but not limited to lowering the cost of IT due to economies of scale, improving scalability, reducing risk in implementation, smoothing the funding requirements to an operational instead of a capital expense, and the ability to quickly test and provision new applications. Traditional implementation methodologies within government, especially related to funding, often limit the ability to take advantage of these efficiencies. OFM will use the data gathered from this RFI to assess current options available to the state for the most effective approach to implementation of enterprise business systems or an ERP through its One Washington Program. 1.2 Program Description and Business Needs This section gives a high level overview of the Office of Financial Management (OFM) and, within OFM, the One Washington Program. Responders are encouraged to review additional detailed information including the current version of the One Washington Blueprint found on the One Washington website. Office of Financial Management (OFM) The Office of Financial Management (OFM) is a cabinet-level agency within the Executive Branch of Washington state government that provides vital information, fiscal services and policy support to the Governor, Legislature and state agencies in their efforts to serve the people of Washington State. In this role, OFM centrally develops and maintains state administrative and accounting policies and prepares statewide financial reports. OFM is accountable for providing enterprise financial systems and coordinating improvements in statewide financial processes. OFM has established “Better information. Better decisions. Better government. Better Washington.” as their strategic vision. In 2013, recognizing that modernization of state practices and underlying technologies is of critical importance to providing better data and information, OFM established the One Washington Program in order to provide consistent focus, planning and execution for enterprise business transformation efforts. OFM RFI #18-1100 2 The One Washington Program OFM created the One Washington Program in 2013 to support the need to transform legacy business processes and to modernize Washington’s legacy systems. One Washington is a business transformation program led by OFM to improve the methods and systems that support statewide administrative processes through driving innovation and modernization. One Washington is focused on driving improvement in four key business processes: • Financials • Procurement • Budgeting • Human Resources One Washington is a comprehensive, business transformation program to modernize and improve aging administrative systems and related business processes that are common across state government. One Washington’s value will come from creating consistency and commonality in the state’s enterprise administrative processes and is envisioned to improve: • Statewide collection of critical data, information, and business intelligence in support of operations and decision-making • Integrity and reliability of data collected • Consistency through common business processes and common systems • Transparency of data information • Data conversion for decision making insights • Prevention of system failures • Budget development, planning and management One Washington Governance The One Washington Program is a business transformation program currently completing the final stages of planning and development. An Executive Steering Committee was established in August of 2017. The Executive Steering Committee articulates a vision for the program across the enterprise. Its role is to ensure that business expectations are clearly understood by all stakeholders and that the program direction aligns with business priorities. The Steering Committee is comprised of leadership from agencies across the enterprise. The State of Washington recognizes that effective governance is key to success for any business transformation effort. OFM owns the responsibility for initiating and managing governance groups and processes. Additional advisory groups are being established to provide more guidance to the One Washington Program. • One Washington is required to adhere to Office of the Chief Information Officer (OCIO) oversight. • The Deputy Director at OFM is the Program Sponsor. As champion for the business modernization and transformation effort, the Program Sponsor is responsible for clearing barriers and resolving issues of scope, schedule, budget or quality that the Program Director and team are unable to resolve. • The One Washington Program Director has executive level oversight of the Program and is accountable for the achievement of Program outcomes. The Program Director is responsible for stakeholder management and budgetary accountability. The Program Director is responsible for escalating key decision points to the Program Sponsor. OFM RFI #18-1100 3 | Page • The One Washington Program has a contracted Professional Project Manager that has oversight for the Program’s day-to-day execution. • The One Washington Program has recently contracted for Quality Assurance (QA) oversight as well. • The graphic below illustrates the One Washington governance structure. Figure 1: One Washington Governance Legacy Systems and Process Environment Washington currently relies on a number of aging information systems that limit the state’s ability to transform and modernize business operations. Using Lean techniques is minimally effective because the base technology is old, inflexible and limiting. These older systems do not meet modern expectations for access to accurate and timely data, decision support and transparency. Additionally, integration with other systems is costly and difficult. The lack of modern functionality in these legacy systems leads to data and process duplication across state government as agencies have been required to meet these needs on their own. The One Washington Program seeks to address these issues through business process transformation supported by the replacement of core legacy systems. Accounting. There are two primary legacy systems supporting the financial business process. These include the state’s central financial system, AFRS, which was implemented in 1984; and the Department of Transportation’s financial system, TRAINS, which was implemented in 1991. AFRS is a mainframe accounting system that provides accounting support for all Washington State Agencies including cabinet level agencies, separately elected entities and higher education institutions. AFRS is Washington State’s central accounting system for recording revenues, expenditures, receipts, disbursements, staffing, and allotments. AFRS is the official book of record for Washington State. AFRS is a customized version of the KPMG R*STARS software package that was installed more than 35 years ago and