Steps in doing an HB project Projects - according to the action plan Compose the RFP Agency activities - Compose the RFP Compose main document Compose functional requirements Compose non-functional requirements Compose appendices

2. Dr.Ashraf Alhilaly -
00966545022224
Steps in doing an HB project
Projects - according to the action plan
Compose the RFP
Agency activities - Compose the RFP
Compose main document
Compose functional requirements
Compose non-functional requirements
Compose appendices

3. Dr.Ashraf Alhilaly -
00966545022224

4. Dr.Ashraf Alhilaly -
00966545022224
Project
initialization
Project
initialization
Business
Analysis
Business
Analysis
Compose
the RFP
Compose
the RFP
RFP issuing and
evaluation process
RFP issuing and
evaluation process
E-Services Projects
1
2a
3 4
Technology
Analysis
Technology
Analysis
2b
Activities
• Use one of many we
proven project
management
methods Prince II,
PMI, DSDM or
SSADM
• Define/identify final
goals and objectives
for the project
• Form organization
• Define project plan
with objectives and
milestones
Deliverables
• Project goals and
objectives
• Project organisation
• Project plan
• Analyse the technical
requirements in the
areas of
– Technical
Architecture
– Hardware
– Security
– Monitoring and
management
– Environments –
test, staging and
operation
• An analysis of the
technical requirements
• Map existing
processes
• Redesign the new
processes
• Analyse the
functional
requirements
– Data needed for
the services
– The use-cases
definition
– Service
specification
• Process flowcharts
and description
• Datamodel
• Use-case descriptions
• Service specification
• Compose the RFP
consisting of the
elements:
– Main RFP
– Functional and
non-functional
requirements
– Appendicies
• A RFP ready for
issuing
• 1st Round of
Evaluation
– Review & Scoring
• 2nd Round of
Evaluation
– Top 6** Bidders
• 3rd Round of
Evaluation
– Bidders Responses
• 4th Round of
Evaluation:
– Technical Gap
Analysis &
Negotiation
• Final Evaluation
Report.
• Technical & Financial
Scores & Ranking
2a 2b1 3 4

5. Dr.Ashraf Alhilaly -
00966545022224
Compose the RFP
Compose the main RFP document
Instructions for the bidder
Terms & conditions, ……
Compose the functional requirements
Using the e-Services Framework - the functional part
Business Process Mapping and Redesign (As-Is ->To-Be)
Use Case
Data/term-model
Reuse or contribute to YEFI standards
Service specification
Compose non-functional requirements
Using the e-Services Framework – the non-functional part
Infrastructure (GSB, Security, e-Forms, ……)
Performance, PM, QA, Education, ….)
……

6. Dr.Ashraf Alhilaly -
00966545022224
1. Introduction
1.1. Issuing Office
1.2. Purpose
1.3. RFP Organization
1.4. Background
2. Current Situation
2.1. Current IT-system(s)
2.2. Current Processes and Modules
2.3. Project Objectives
2.4. Business Drivers
2.5. Business Value Proposition
3. Scope of work
3.1. Requirements Numbering Scheme
3.2. Functional Requirements
3.3. Non-Functional Requirements

7. Dr.Ashraf Alhilaly -
00966545022224
Processes
Process model
Process specification
Data model
Data model
Data specification
Use Cases
Use Case model
Use Case specification
Services
Service specification
Service-operations specification

8. Dr.Ashraf Alhilaly -
00966545022224
1. Web-Based Application Requirements
2. Data Migration & Transformation Requirements
3. Integration Requirements
4. Technical Solution Architecture Requirements
5. Software Requirements
6. Hardware Requirements
7. Development, Test, & Staging Environment
Requirements
8. Security Requirements
9. Monitoring & Management Requirements
10. Performance & Scalability Requirements
11. Implementation Requirements
12. Maintenance & Support Requirements
13. Change Enablement & Training Requirements
14. Operations Requirements
15. Acceptance Requirements
16. Proposal Format

9. Dr.Ashraf Alhilaly -
00966545022224
Appendix A - Instructions to Bidder and Proposal
Submission and Evaluation
Appendix B - Standard Terms & Conditions
Appendix C - Requirements Compliance Matrix
Appendix D - Bill of Materials & Information
Tables for Technical Proposal
Appendix E - Training Template
Appendix F - Bidders References Template
Appendix G - BOM for Financial Proposal

10. Dr.Ashraf Alhilaly -
00966545022224
An estimation tool is a part of the framework.
It can be used either under
the development of the RFP
or
stand alone in other contexts
The tool is covering these main subjects:
Development
Functionality
Non-Functional
Data conversion/migration
Technical
Hardware
Software Licenses
Network
Project related expenses
Test
Project Management
Documentation
Post Project
Maintenance and Support per year
Operations per year

11. Dr.Ashraf Alhilaly -
00966545022224
Low Medium High
Functionality 631 841 1051
Non-Functional 150 200 250
Data conversion/migration 37 49 61
Development subtotal (excl. Test) 818 1090 1363
Test 286 382 477
Development Totals (incl. Test) 1104 1472 1839
Development Totals (SAR) SAR 2.207.250 SAR 2.943.000 SAR 3.678.750
Hardware SAR 2.400.000 SAR 2.400.000 SAR 2.400.000
Software Licenses SAR 2.390.000 SAR 2.390.000 SAR 2.390.000
Network SAR 633.000 SAR 633.000 SAR 633.000
Tecnical Architecture Totals (SAR) SAR 5.423.000 SAR 5.423.000 SAR 5.423.000
Project Management SAR 3.020.700 SAR 4.027.600 SAR 5.034.500
Documentation SAR 763.025 SAR 836.600 SAR 910.175
Unforseeable expences SAR 763.025 SAR 836.600 SAR 910.175
Project Expences Totals (SAR) SAR 4.546.750 SAR 5.700.800 SAR 6.854.850
Project Totals (SAR) SAR 12.177.000 SAR 14.066.800 SAR 15.956.600
Maintenance and Support per year SAR 1.826.550 SAR 2.110.020 SAR 2.393.490
Operations per year SAR 2.435.400 SAR 2.813.360 SAR 3.191.320
Post Project Totals SAR 4.261.950 SAR 4.923.380 SAR 5.584.810
SAR
Post
Project
Development
Tecnical
Architecture
mandays
Project
Expences

12. Dr.Ashraf Alhilaly -
00966545022224
Release the
RFP
Initial state:
- the final e-Service RFP developed
Final state:
- e-Service vendor selected
Select
vendor
Conduct
Pre-Bid
meeting
Receive
proposals
Receive
RFP
Questions
Evaluate
proposals
Submit
Clarifications
Answers
Agency

13. Dr.Ashraf Alhilaly -
00966545022224
1st Round of Evaluation:
Technical Proposals
Review & Scoring
of Proposals
2nd Round of
Evaluation:
Top 6**
Bidders Presentations
3rd Round of
Evaluation:
Review of Bidders
Responses
Suggested .. to .. weeks Suggested .. WeeksSuggested .. to .. Weeks
Final
Evaluation
Report.
•Combined
technical &
Financial
Scores &
Ranking
4th Round of
Evaluation:
Bidders’ Technical
Gap Analysis &
Negotiation
Suggested .. weeks
• Bidders ranking & Scores
• Bidders Strength & Weaknesses
• Invitation for top 6 Bidders
• Bidders Response
to Presentations
Questions
• Updated Bidders
ranking & Scores
• Bidders Strength &
Weaknesses
• Final Technical
recommendation Report
** Number of
invited Bidder
can change as
appropriate

14. Dr.Ashraf Alhilaly - 00966545022224
Weeks Activity Deliverables
Round 0:
Preparation
 Form evaluation committee
representing agency business and
IT, and agency finance
 Form Technical evaluation team
that includes two technical analysts
/ consultants and one experienced
technical consultant with relevant
experience to the RFP technical
solution
 Evaluation committee members
 Technical evaluation team members
Round 1: Week ..
through Week …
 Conduct initial survey of all
proposals, use the Bidders
Responses Survey.xls worksheet
to determine bidders compliance
with RFP submission requirements
and identify knock-off candidates
 Compliance matrices preparation –
add calculation.
 Review and Scoring of technical
Proposals by the evaluation
team(s).
 Send invitation letter to top n
ranked bidders
 Knock-off Candidate
 Ranked bidders list based on technical scores and
criteria
 Bidders scores and scoring sheets
 Summary of Bidders Strengths & Weaknesses
 Preparation of Invitation letter to top n ranked
bidders
 Schedule of presentation for top n bidders & obtain
confirmation for scheduled presentations for invited
bidders

15. Dr.Ashraf Alhilaly - 00966545022224
Weeks Activity Deliverables
Round 2: Week
..through Week …
 Invited bidders to present their
technical proposals
 Evaluation committee and technical
evaluation team should attend top
n bidders’ presentations
 Request from bidders to submit responses and
clarifications to questions raised within one week.
Round 3: Week ..
through Week …
 Bidders are to submit responses to
questions raised during
presentations
 Review of received Bidders’
responses
 Technical evaluation team should
update scores and ranking as well
as prepare for strengths and
weaknesses evaluation for invited
bidders
 Revised bidders scores and scoring sheets
 Revised ranked Bidders based on technical scores
and criteria for invited bidders
 Revised summaries of Bidders Strengths &
Weaknesses for invited bidders
 Ranked invited bidders based on technical and
financial criteria
Round …: Week
…through Week …
 Select one or two bidders to
perform technical gap analysis and
negotiation
 Conduct meetings with selected
bidder(s) for technical negotiation
and technical gap analysis
 Detailed technical gap analysis for selected 1 or 2
bidders
 Final evaluation & recommendation report

16. Dr.Ashraf Alhilaly -
00966545022224
Key Deliverables:
Bidders ranking based on Technical Proposal evaluation
Bidders Technical score sheets
Summary of Bidders strengths and weakness
Bidders ranking based on Technical Proposal Evaluation and
Financial score
Final Evaluation Recommendation Report

17. Dr.Ashraf Alhilaly -
00966545022224