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Sample  Fit-Gap  Kick-off Sample  Fit-Gap  Kick-off

Sample Fit-Gap Kick-off - PowerPoint Presentation

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Uploaded On 2020-01-10

Sample Fit-Gap Kick-off - PPT Presentation

Sample FitGap Kickoff The Sample FitGap KickOff is intended as an illustration of how agencies can develop a fitgap approach manage stakeholders involved in the process and implement their strategies for identifying and dispositioning capability gaps ID: 772417

fit gap process sample gap fit sample process business session gaps system solution customer approach forms days configuration provider

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Sample Fit-Gap Kick-off The Sample Fit-Gap Kick-Off is intended as an illustration of how agencies can develop a fit-gap approach, manage stakeholders involved in the process, and implement their strategies for identifying and dispositioning capability gaps.The Sample Fit-Gap kick-off is guided by M3 Playbook Lessons Learned:Assess functional, technical, and operational requirements as part of the fit-gap analysisDevelop a detailed approach for the Fit-Gap with a Business Process Reengineering (BPR) Statement document that includes an Overview, BPR Vision, Fit-Gap Purpose and Objectives, and defines exit/success criteria for the process. Use live demonstrations for fit-gap review sessions This document is not intended to replace any approach, process or strategy that agencies may already have. SAMPLE

Session Details Dem onstrate Provider’s proposed method to achiev e Customer’s c o r e financial and acquisition business needs using the solutionIdentify Customer’s business needs that are not met by the standard solution S e ssion Purpose E x pe cted Outcomes Documented scenarios which require alternative solutions, as well as the legislative or regulatory requirements necessitating the alternativeVetted business processes to be performed in the solution to accommodate Customer’s business needsValidated initial configuration of the solution 2 A g endaSlide #Fit-Gap Approach (Three Phase: Inventory, Framing, Workshop)3Fit-Gap Guiding Principles for Target State4Roles and Responsibilities Summary5Gap Identification and Solution Process6-9 SAMPLE

Fit-Gap Approach I n v e n t oryFramingWorkshopWhat We Have DoneWhere W e are Goi ngW here We Are Now S t a keholders System SMEsProgram AdvisorsBusiness Process Leads and limited group of SMEsRepresentative Sample of SMEsActivities/OutcomesInventory functions of core financial, acquisitions, and feeder systemsInventory challenges and desired capabilities Under stan d constra ints (policies, system EOL dates)Develop scenarios and business process flowsConduct systems demonstrations, based on initial understandingCollect feedback on scenarios and business process flows; refine requirementsDocument gaps for development of gap solutionsConduct detailed system d e m o ns t r a t io n s, b a s e d on r e fi ned requirementsDocument gaps for development of gap solutionsSelect gap solutions (post- workshop) 3 SAMPLE

Fi t- Gap Guiding Pr inciples f o r T arget StateThe Pro gram wi ll abide by the following guidi ng pr inciples :We will… Which means…We will adopt bes t practices from the Shared Services Provider (SSP).The old system will not be replicatedProcesses will be re-engineered and standardized firstBaseline solutions will be adopted to minimize lifecycle costs and maximize the use of functionality designed to perform bes t prac tice core functio nsWe will accommodate required flexibilitiesthrough configuration second.Business processes will be redesigned to align with standard configurationStandard configuration selections will be made for all administrations, except as required by law o r G o v e r n men t- w i d e p oli c y W e will ensure compliance with laws and regulation.No core functions outside the Target State integrated shared se rvices s ol u tio n , e x ce p t as d i c tat e d b y l a w or Government-wide policy We will address audit findings. Minimize points of entry for transactional and reference data to improve controls and avoid reconciliation challenges We will eliminate manual reconciliations. No cuff systems or duplicative systems will be included in the Target State integrated shared services solution, except as dictated by law or Government- wide policy We will consider the downstream effects of the process change. Existing tools, technology solutions, and organizational design will be leveraged to augment the shared services solution to improve the quality of outputs to best serve the Mission We will consider all reporting requirementsfor each process. 4 SAMPLE

R o les and Responsibili ties Summa r y Fi t-Gap Sessions will be located at ProviderIn person participation encouraged; online meeting capabilities available Me e ti ng s w ill be driven by System Demos Provider T eam Customer Subject Matter Experts (SMEs)Pre-Session:6 Weeks Out: Establish detailed schedule for 2-4 week window of sessions3 Weeks Out: Send meeting invitations, secure rooms, WebEx2 Week s O ut : P r o v i de p r e - w or k materials5 Days Out: Conduct Materials Review and Process-Specific Overview for SMEsPrepare initial configuration for demosDur ing Sessio n W i nd o w : F a c ili t at e demo sess i o n s , support sandboxCollect & conso lidate gapsPost-Session:Update Fit Gap Documents (deliverables)Update configurationRefine session facilitation procedures for Fit- Gap WorkshopPr e-Session:2 Weeks leading up to session: Recei ve Fit Gap Toolkit. Begin reviewing materials6 Days Out: Complete pre-work prior to Materials Review5 Days Out: Attend Materials Review alongside Program Advisors During Session Window :Attend and participate in Facilitated and Lab Sessio nsCheck-In with Program Advisors re: Action Items and Gap IdentificationComplete evaluation forms related to Framing SessionPost-Session:Provide input to gap solutions5 SAMPLE

A gap is defined as a ny transact io n that cannot be processed in the system as it is currently configured.What will SMEs be asked to do in the Fit-Gap sessions? Asse ss the standa rd solution proposed for relevant Federal Integrated Business Framework-defined capabilities and Customer unique mission business needsValidate that the standard solutio n meets business needsIdentify gaps and complete the Customer Response Forms during and after the sessionSubmit to Provider for collection; SMEs should submit their Response Forms within 5 days after the last session that they attend6What is a Gap?SAMPLE

How will the gap be dispositioned? C o llect and c onso li d ate gaps from Customer Response Forms into Gap TrackerShare Gap Tracker with Program Advisors for validationObta in gap validat ion and disposition from P rogram Adv isors within 10 days a fter the sessionConsolidate and publish on SharePoint final list of gaps and disposition obtained from Program Advisors7What will Provider do with the Customer Response Forms?SAMPLE

Possible Gap Resolutions ? G ap resol u ti on s?Which impacts will we consider?Configuration ChangeBusiness Process ChangePolicy Amendment Defer to Legac y System ChangeSystem Enhanc ement (Added to baseline softwa re)Mission ImpactOperatio nal ImpactImpact to Migration ScopeImpact to Migration ScheduleImpact to Migration CostImpact to O&M CostImpact to Internal Controls8SAMPLE

Identify and Address Gaps 9 SAMPLE