Vdart - Dimiour

Assignment Activity

Prepared by
Shan
03-12-2023

Task 1: Prepare a detailed proposal structure for this RFP response

Task 2: Create a list of possible questions we should ask client for any
clarifications (Technical, functional & Non – functional)
Task 3: Prepare a formal presentation explaining the RFP requirements. (Like
how you would present it to a client)
 Task 1: Prepare a detailed proposal structure for this RFP response

1. Introduction and Executive Summary

Introduction:
- Background of your company, including expertise in developing CMS
solutions for the criminal justice sector.
- Brief company history, highlighting relevant successful projects.
Executive Summary:
- Overview of the proposal, emphasizing alignment with MPS objectives.
- Highlight key features of your proposed solution that address MPS
challenges.
- Convey the uniqueness and competitive edge of your offering.

2. Understanding of MPS Objectives and Challenges

MPS Mission and Objectives:

- Detailed explanation reaffirming alignment with MPS mission statements.
- Understanding of MPS goals and how the proposed solution will support
them.
Analysis of Challenges:
- In-depth analysis of challenges faced by MPS with the current systems.
- Discussion of how these challenges hinder MPS from fulfilling its core
mission.

3. Proposed Solution Overview

Technology Platform and Architecture:

Development Phases:
- Outline of the development phases, including planning, design, coding, and
quality assurance.
- Description of Agile or iterative development methodologies employed for
flexibility and adaptability.
 Testing Phase:
- Comprehensive testing strategies encompassing unit tests, integration
testing, and user acceptance testing.
- Emphasis on rigorous quality assurance to ensure system reliability and
stability.
Infrastructure:
- Detailed description of the proposed infrastructure, including hardware,
cloud services, or on-premises setup.
- Scalability plans to accommodate future growth and increased user
demand.

Functionalities and Features:

Case Management and Workflow:

- Detailed breakdown of case management functionalities and how
workflows will be optimized.
- Highlighting automation features for efficient task management and
tracking.
Mobile and Online Access:
- Explanation of mobile and web access features for field staff, individuals,
and service providers.
- Ensuring security measures for online access to sensitive information.

User Interface and Experience:

Development of UI:
- Description of the UI development process, including wire framing,
prototyping, and user testing phases.
- Showcase of mock-ups or prototypes to illustrate the intuitive design.
Ease of Navigation and Task Management:
- Emphasis on user-centric design principles for easy navigation and
streamlined task management.
- Features ensuring minimal user effort for data entry and information
retrieval.
 Configuration Approach:
Customization vs. Configuration:
- Detailed explanation emphasizing the configuration-based approach over
extensive customization.
- Demonstrating how the system adapts to changing needs through
configuration options.

4. Implementation Strategy

Project Plan and Timeline:

Development Timeline:
- Breakdown of development phases with estimated timelines for each stage.
- Milestones with deliverables and checkpoints for review.
Change Management Approach:
Transition Plan:
- Detailed plan outlining the transition from legacy systems to the new CMS.
- Strategies to mitigate resistance to change and promote user adoption.
Risk Management:
Risk Identification:
- Thorough identification of potential risks related to development,
integration, and deployment.
- Mitigation strategies and contingency plans for each identified risk.

5. Technical Details and Integration

Data Migration Plan:

Data Mapping and Migration Strategy:
- Detailed plan for mapping data from legacy systems to the new CMS.
- Measures to ensure data integrity and validation during migration.
Integration Capabilities:
Third-Party Integration Plan:
 - Explanation of how seamless integration with third-party applications will
be achieved.
- Protocols and standards followed for data exchange and interoperability.

6. Support and Maintenance

Support Services:
Ongoing Support Plan:
- Detailed description of support services post-implementation, including
help desk support and issue resolution.
- Timelines for updates, patches, and bug fixes.
Training and Knowledge Transfer:
Training Programs:
- Comprehensive training modules tailored for different user groups
(administrators, case managers, etc.).
- Knowledge transfer methodologies for continued self-sufficiency.

7. Costing and Pricing Structure

Breakdown of Costs:
- Detailed cost breakdown for implementation, customization, training, and
ongoing support.
Pricing Model:
- Clear explanation of the proposed pricing structure (e.g., one-time fee,
subscription-based, etc.).

8. References and Case Studies

-Showcase previous successful implementations in similar contexts.
-Provide client references to demonstrate successful outcomes.
9. Conclusion

- Summary reiterating alignment with MPS objectives.

- Encouragement for further discussion or demonstration.
Task 2: Create a list of possible questions we should ask client for any
clarifications (Technical, functional & Non – functional)

Technical Clarifications:

1. System Architecture: Could you provide insights into the preferred system
architecture for the new CMS? Are there any specific architectural patterns
or frameworks to consider?

2. API Integration: What APIs or protocols should the new system support for
seamless integration with existing MPS systems and third-party applications?

3. Data Storage and Handling: What are the preferred data storage
mechanisms and database technologies? Are there specific data encryption
or hashing methods required for sensitive information?

4. Scalability Design: How should the system architecture accommodate

scalability? Are there plans for horizontal scaling, vertical scaling, or cloud-
based scaling?

5. Performance Optimization: Are there specific performance benchmarks or

requirements concerning system response times, throughput, or latency that
need to be met?

Functional Clarifications:

1. Customization Extensibility: To what extent should the system allow for

custom modules, plugins, or extensions to cater to unique MPS
requirements?

2. Workflow Automation: Can you provide detailed workflows or process

diagrams that need automation within the CMS? Are there specific workflow
engines or tools that should be integrated?
 3. Data Analytics and Reporting: What analytics tools or frameworks are
preferred for generating reports and conducting in-depth data analysis within
the CMS?

4. User Interface Framework: Are there specific UI frameworks or design

guidelines to be followed for the development of the intuitive user interface
and dashboards?

5. Machine Learning or AI Integration: Are there any plans to integrate

machine learning algorithms or AI functionalities within the CMS for
predictive analytics or automation?

Non-functional Clarifications:

1. High Availability and Disaster Recovery: What measures are expected to

ensure high availability and disaster recovery for the CMS? Are there specific
failover mechanisms required?

2. Load Balancing and Caching: Should the system incorporate load balancing
techniques or caching mechanisms to optimize performance during high
traffic periods?

3. Monitoring and Logging: What kind of monitoring tools or logging

frameworks should be integrated to track system health, performance, and
security-related events?

4. Compliance and Security Audits: How should the CMS support compliance
audits and security assessments? Are there specific security frameworks or
protocols to align with?

5. Continuous Integration/Continuous Deployment (CI/CD): Are there any

specific CI/CD pipelines or DevOps practices that should be followed for
system updates and deployments?
Task 3: Prepare a formal presentation explaining the RFP requirements. (Like
how you would present it to a client)

Note: I have drafted the topics to be tailored to match the specifics of proposal and the
client's needs. In order to prepare a complete PPT to client there has to be a team
engagement & complete discussion with SA, BA and other stakeholders

1. Introduction and Project Overview:

- Introduce the team and the purpose of the presentation.
- Provide an overview of the proposed project, its scope, and objectives.

2. Current System Challenges and Limitations:

- Highlight the key challenges and limitations of the existing legacy systems.
- Illustrate how these challenges impact the MPS' ability to fulfill its mission.

3. Proposed Solution:
- Outline the features and benefits of the proposed CMS replacement
solution.
- Present how the new system addresses the identified challenges and
improves efficiency.

4. Functionalities and Key Features:

- Detail the functionalities and key features of the new CMS.
- Showcase how these features align with the MPS' objectives and
operational needs.

5. Technical Architecture and Integration:

- Explain the technical architecture of the proposed CMS.
- Discuss how the system will integrate with existing MPS systems and third-
party applications.
6. Data Migration and Security Measures:
- Describe the approach for migrating data from the legacy systems to the
new CMS.
- Highlight the security measures and compliance standards integrated into
the system.

7. User Experience and Training Plan:

- Present the user interface design and user experience enhancements.
- Outline the training plan to ensure smooth adoption and utilization by
MPS staff.

8. Scalability and Future Growth:

- Discuss the scalability aspects of the new system and its ability to
accommodate future growth.
- Explain how the system can evolve alongside the MPS' changing needs.

9. Implementation Timeline and Project Plan:

- Provide a high-level overview of the implementation timeline and
milestones.
- Outline the project plan, including key phases and deliverables.

10. Vendor Selection and Support:

- Explain the criteria used for vendor selection and why the chosen vendor
aligns with the MPS' requirements.
- Detail the vendor's support model post-implementation and ongoing
maintenance.

11. Benefits and ROI (Return on Investment):

- Highlight the expected benefits of implementing the new CMS for the
MPS.
- Discuss the anticipated ROI and how the new system contributes to the
organization's success.
12. Conclusion and Next Steps:
- Summarize key points from the presentation.
- Discuss the next steps, including any further discussions, reviews, or
decisions needed from the client.