Engagement Briefs

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MCCCD System Software Upgrade Stabilization and Vendor Management

The Challenge

• MCCCD needed to upgrade their Human Capital Management (HCM) Human Resources
  software system, to ensure future maintenance and support from the software vendor
• The software implementation partner rushed through the process and delivered a sub-standard implementation
• The implementation resulted in significant issues for MCCCD; incorrect data was sent from the
  Student Information System (SIS) to the payroll system

The Solution

• MSSBTA provided oversight to the stabilization process through vendor management meetings, escalations,
  budgeting, contractor management, resource management, and system testing
• New release management processes including Leadership, Governance, and Accountability were introduced to vendors
• Project management processes and oversight held stakeholders accountable for their role in the stabilization

MSS Value

• Employee payroll issues were addresses
• With software stabilized, the client could focus on enhancing and optimizing a fully operational system
  
  See the full System Software Upgrade study

MCCCD System Performance Upgrade Passes with High Marks

The Challenge

• MCCCD was operating a legacy, unsupported versions of Oracle software, used to operate colleges within the district
• A full-scale upgrade would require multiple changes and would significantly impact the organization
• This upgrade needed to withstand system peak loads of class registration and scheduling for Spring and Fall semesters

The Solution

• MSSBTA conducted thorough testing of the new system upgrade, specifically functionality and performance
• During testing, MSSBTA worked closely with Oracle to handle escalations and implement major changes
• Conducted daily meetings with stakeholders and vendors to ensure the software passed the testing successfully

MSS Value

• The vendor was aligned to the goals, objectives, and system performance goals of MCCCD
• System was deployed with significantly improved speed/load times and an increase in the number of simultaneous system users
• The upgraded system was able to support the peak loads of the next Spring and Fall semesters
  
  Read the System Performance Upgrade case study

MCCCD Reduces Technical Debt Through Project Oversight

The Challenge

• Several District office systems were operating on outdated servers resulting in significant technical debt
• The District office had to determine which systems to address without severing their interconnectedness to one
  another and the core Microsoft Identity Management System (MIM)

The Solution

• A detailed project plan was created that broke down the work into three phases
• As project lead, MSSBTA provided Leadership, Governance, and Accountability for all work teams that were engaged
• An executive-level roadmap was created and maintained throughout all phases giving leadership visibility into the
  status of all active, in-flight work

The Results

• MCCCD district office reduced their technical debt
• Installed robust and stable systems that can integrate with more modern systems throughout the enterprise
• Healthy backbone and infrastructure that allows them to focus on optimization efforts
  
  Link to the Technical Debt case study

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Lottery’s Successful Vendor Selection Improves Project Odds​

The Challenge

• The Agency was using a 30-year-old AS-400 Back-Office, unable to keep up with demand​​
• The client had skill and bandwidth gaps to complete a vendor evaluation and selection​​ process
• The aging system presented an ever-increasing risk to beneficiary transfers

The Solution

• MSSBTA guided the client through a vendor selection process​​
• Identified current and future state system architecture and business requirements​​
• Evaluated potential solutions and made a recommendation

MSSBTA Value

• MSSBTA helped negotiate a $300,000 price reduction in their chosen solution​
• Achieved an estimated $250,000/year in cost avoidance
• MSSBTA was selected to oversee the software implementation

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American Water Increases Supply Chain Technology from a Trickle to a Flow

The Challenge

• American Water was growing rapidly and its existing Supply Chain
  technology was unable to keep up with demand of the growing organization​
• The client faced internal skill and bandwidth gaps to complete a vendor evaluation and selection

The Solution

• MSSBTA was engaged by the client to scope their Supply Chain
  Modernization technology project, develop an RFP, and select a systems integrator​
• Additionally, MSSBTA aided the client in preparing for the implementation by
  conducting a readiness assessment and making pre-engagement recommendations

MSS Value

• From the vendor evaluation process, two industry leading competitors emerged from the pack
• Between the two, the client was able to make an informed and consensus decision
  based on MSSBTA’s analysis and recommendation

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Arizona Department of Financial Institutions Invests in Digital Transformation

The Challenge

• A new eLicensing Solution implementation was experiencing significant delays and budget overruns ​
• The project became misaligned with the original objectives and future state goals

The Solution

• MSSBTA conducted a rapid analysis of the client’s objectives, requirements, program structure,
  risks, and governance; as well as adoption and deployment strategy 
• Original business requirements were examined to determine if they aligned with AZDFI’s current needs
• The client reviewed the current project path and structure versus re-evaluating their course of action

MSS Value

• MSSBTA compared current state capabilities against future state needs
• Because existing parameters of the project did not fully cover the agency’s future state vision,
  MSSBTA recommended exploring other implementation options
  
  Read this case study on Successful Digital Transformation

Vendor Exploration Helps AZDFI Get Back on Track

The Challenge

• A project vendor was dismissed after several delays of their legacy decommissioning project
• AZDFI needed to quickly find a new vendor with the required capabilities to get the project back on track

The Solution

• MSSBTA began vendor exploration activities with four potential partners
• Vendor’s capabilities were measured against the requirements needed move the client and project forward
• MSSBTA consultants analyzed the client’s infrastructure, suggested an architecture to support a
  decommissioning strategy, and a diagram of how the new system should ‘talk’ with other systems

MSS Value

• The client selected the new implementation partner and moved forward with the retirement of their legacy system
• AZDFI was positioned to successfully achieve their digital transformation
  
  Follow this Vendor Exploration case study

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Solid Waste Company Upcycles eCommerce Services for a Quick Win

The Challenge

• The client’s digital e-Commerce platforms were slow, inconsistent, and error-prone
• Frequent breakdowns leading to loss of revenue, customer experience
• Overly complicated and poorly documented business logic
• Siloed Service Management with limited Change Management

The Solution

• MSSBTA helped establish a “Process-Driven” approach and governance structure
• Current state process maps were documented across all functional teams
• The consulting team analyzed KPI and metric data from key transition points to identify critical gaps
• Recommended a roadmap to implement improvements

MSS Value

• The client quickly realized a 20% reduction in errors, via “Quick Win” improvements and training
• They also realized savings of $250K/year; over $2M/year estimated total
• Strategic improvements slated for 2020-2021 will reduce errors by 90%

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Arizona State Land Department Goes Digital and Leaves Their Paper Trail in the Dust

The Challenge

• The Agency’s operations were paper-based; the electronic system they were using to
  process the paper permits was slow and ineffective
• Customer satisfaction was declining; the Agency was seeing reduced applications
  which could translate to reduced revenues

The Solution

• A structured implementation of a digital operating model​
• Revamped legacy processes workflow management software application
• User adoption model and user training on new processes and application

MSS Value

• Goal of 100% user adoption achieved​
• Agency doubled its capacity to review and approve applications without adding to their headcount
  
  Link to the Digital Operating Model case study

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Arizona State Board for Charter Schools Business Requirements and Gap Assessments
Prep them for Future Software Selection

The Challenge

• ASBCS was operating older software that was outdated and difficult to modify and update,
  limiting their ability to comply with the reporting mandates and support day-to-day activities
• A new software application was needed to transform daily operations, fulfill the legislature’s reporting
  mandate, and meet the demands of constituents

The Solution

• MSSBTA conducted a 6-week formal requirements gathering effort and gap analysis on the existing system
• Primary research and interviews were conducted with various stakeholders to identify shortcomings of the current
  software and gathered additional needs and agency business requirements for the future
• MSSBTA consultants created an Agency Business Requirements collection document that cataloged and
  prioritized software requirements

MSS Value

• ASBCS had a clear understanding of requirements, needs, and how to move toward selecting new software
• MSSBTA documented business requirements for their future needs and introduced operating process
  flows help accomplish business objectives
• The Board was prepared for the next phase of the vendor selection process
  
  Link to the Agency Business Requirements case study

Agency Business Case and Decision Package Development

The Challenge

• Still operating older software that was outdated and difficult to modify and update,
  the Agency’s ability to comply with the reporting mandates and support day-to-day activities was limited
• The Agency needed to develop a decision package to include software vendors that could
  meet their documented list of business requirements and software implementers that could deliver
  on time and on budget

The Solution

• MSSBTA consultants began reaching out to similar organizations across the nation to understand
  what solutions are being leveraged by other similar agencies
• From this research, a list of potential vendors was developed and was compared to ASBCS’ new requirements
• Potential vendors self-assessed their abilities against the documented requirements and provided product demos
  and and non-binding Total Cost of Ownership (TCO) estimates
• MSSBTA consultants documented the Business Case and compiled all the information into a Decision Package for the Governor’s office

The Results

• MSSBTA provided a documented the Business Case and compiled all the information into a
  Decision Package that documented the Agency’s existing platformed, identified business
  requirements and gaps, impact analysis, and a proposed modernization roadmap
• The Decision Package also included the market research, TCO estimates, platform transition plan,
  and third-party analysis and review on potential software vendors
  
  Read the Agency Decision Package case study

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