ECOMMERCE and Online Procurement

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E-COMMERCEandOn-line Procurement

• Paul WormeliChairmanIJIS Industry Working Group

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Agenda

• About the IJIS IWG
• Improving IJIS Procurement
• E-commerce for integrated justice information
  systems

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OJP/DOJ Industry Working Group

• Integrated Justice Information Systems

Paul Wormeli Chairman
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Objectives

• Provide industry input into the OJP IJIS Program
  initiatives
• Identify impediments to nationwide implementation
  of integrated justice systems from an industry
  perspective
• Provide assistance to justice agencies in
  understanding integration and facilitating the
  implementation of integrated systems
• Undertake specific tasks in support of nationwide
  IJIS initiatives

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Potential IWG Roles

• Interoperability Standards Development
• Guidelines for defining applicable technology
• Review of OJP strategies
• Educationsuppliers and practitioners
• Improve Acquisition policies
• Resource center technical assistance

• Define Model Systems
• Dissemination of technical advice
• Obtain political support for funding (make
  business case)
• Provide short-term technical assistance to states
  and counties
• Advise OJP on specific projects related to IJIS

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Current Participants

• IBM
• UNISYS
• KPMG
• SAIC
• Microsoft
• ORACLE
• Tiburon
• INSLAW
• Sagem Morpho
• PricewaterhouseCooper

• Andersen Consulting
• Maximus
• Copley
• Viking Technology
• PSCI
• ESRI
• Nortel Networks
• Alpha Consulting
• Enterworks
• Cerulean
• Printrak

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Current Projects

• Presentation on IJIS Design issues
• White paper on procurement methodology
• Participation in standards development
• Support for Resource Center development
• Definition of technology-based technical
  assistance delivery vehicle
• IJIS Technology Conference Planning

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On-line IJIS Procurement
IJIS Industry Working GroupOffice of Justice
ProgramsU.S. Department of Justice

• A Partnering Perspectivethe Keys to intelligent
  system acquisition

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The Key Premises

• Project success is most likely when the provider
  and the customer form a partnership
• A true partnership implies a commonality of
  interestsharing risks and rewards
• Partners understand each others value
  proposition and objectives
• Partners jointly seek solutions to overcoming
  obstacles to success

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Partnering Objectives
The shared objective

• Met Expectations
• Functionality
• Cost
• Time

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Recipes for failure

• Ineffective project management
• Lack of communications
• Mismatched expectations
• Lack of clear vision at the start
• Rigidity of participants
• Lack of change management
• Lack of trust
• Inadequate qualified staffing
• Lack of management commitment
• Antiquated procurement process

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Stage 1--Preparing to procure
Web site components

• Agency vision
• Strategic plan
• Project structure
• Business case
• Project, component requirements
• Scope of work
• Defined environment

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Stage 2--Defining Requirements

• Setting the scope
• Prioritize components
• Focus on business problems to be solved
• Defining the environment limits
• Role of legacy systems/interfaces
• Implementation phasing
• Building the data model
• The role of re-engineering

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Stage 3--Find possible partners

• Sources of information
• Web sites SEARCH, OJP, Providers
• Successful business models
• Qualifications filtering
• Ongoing dialog with providers
• Dialog with like agencies
• Web site vendor registration

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Stage 4--Selecting a partner

• RFP vs. RFI
• The sole source choice
• Dialog with providers
• On-line Bidders Conference
• On-line QA
• Electronic Proposals
• Selection criteria
• Mitigating Risk

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RFP GuidelinesScope of work

• Define all functions, not just data elements
• Define sizingusers/transactions
• Define reusable parts
• Define the deliverables clearly--list
• Spell out business logic
• Define functional requirements of interfaces
• Specify hardware quantities
• Define responsibilities of partners
• Obtain management signoff

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RFP Guidelines--mechanics

• Stipulate a clear outline for the proposals and
  for pricing
• Allow enough time to respond
• Define evaluation criteria in advance
• Use the internet for provider interaction
• Provide soft copy of the RFP
• Accept electronic submissions of questions and
  proposals
• Limit the size of the response

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Avoid oxymoronic demands

• I want state of the art technology that has been
  installed and operational for 6 years.
• I want a standard off the shelf software product
  that is uniquely tailored to my agencys needs.
• I want a system that makes it easy to share
  information with anyone but has full security so
  that no-one can see certain records.

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Stage 5--Final Selection Process

• Communicate evaluation criteria
• Encourage provider interaction on-line
• Dont shut the door to communications
• Meet the providers as required
• Be clear about flexibility limits
• Allow enough time for evaluation

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On-line Project Management

• E-mail based team collaboration
• Requirements matrix tracking
• Delivery status reporting
• Schedule tracking by task
• Issue management
• Configuration Management
• Change order tracking
• Methods for problem resolution

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Contract Framework--Terms

• Partnership rewards
• Price and payments
• Avoid negative motivation
• Flexibility in terms and conditions
• Exit strategydefine acceptance criteria

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The consequences of intelligent acquisition

• Lower costs
• Better systems
• Expectations met
• Provider stability
• A greater range of choices
• Faster implementation
• More creative solutions

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E-commerce in justice

• Harnessing the power of Internet applications for
  integrated justice information systems

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Dimensions

• The internet as a medium of communications
• The technology spawned by the internet
• World Wide Web
• Access software
• New programming languages (Java)
• New applications (the intranet)

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The Internet Road

• Creating a presence on the Internet
• Building the intranet
• Community based communications
• Revenue from the internet
• Starting down the road
• Travelers advisory
• Working toward the future

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Internal uses of internet technology--the intranet
Web server software
Database Server
Local Area Network
Browser Software
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Revenue from the Internet
remote customer
Incident records Accident records
Case files Criminal
histories
Permit applications License
applications Citation payments
Internet Web Server
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The Road Map
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External information server
Internet computer user
Secure Transmission
Internet
SECURITY WALL
JusticeRecords System
Agencycomputerusers
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Travelers Advisory

• Security is everything
• A webmaster is required
• The public is more demanding on the net
• Change is the only constant
• Quality is essential
• Imagination is the key to success

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Next generation solutions

• the universal information access tool
• automated information vs. records management
  systems
• field force access to information
• network-centric computing

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Examples and useful sites

• Palm Beach County, Flwww.pbso.org
• Pennsylvania State Policewww.pspprocurement.state
  .pa.us/
• Office of Justice Programs--www.ojp.usdoj.gov
• SEARCHwww.search.org

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Comments, questions, and complaints
Pwormeli_at_vikingtechnology.com