<Project Name>
Solutions Proposal
Request ID: <Project ID or SN # & Task>
Document Contact:
Email:
Phone:
Document History
Version Date
0.01
1.0
2015-12-31
Author
Description
Initial draft
Final
Solutions ProposalSolutions Proposal, University of Alberta 2015
ii
Contents
1
Executive Summary ................................................................................................................. 1
2
Purpose and Benefits............................................................................................................... 1
3
Scope ....................................................................................................................................... 1
3.1
In Scope ............................................................................................................................ 1
3.2
Out of Scope ..................................................................................................................... 1
4
Impacts .................................................................................................................................... 1
4.1
Impact on Users ............................................................................................................... 1
4.2
Impact of Not Proceeding ................................................................................................ 2
4.3
Impact of Delayed Implementation ................................................................................. 2
4.4
Impact on Other Projects/Systems .................................................................................. 2
5
High Level Business Requirements .......................................................................................... 2
6
Option Analysis ........................................................................................................................ 3
6.1
Summarization: ................................................................................................................ 3
7
Solutions – Pros and Cons ....................................................................................................... 4
8
Funding Sources....................................................................................................................... 5
9
Cost Estimates ......................................................................................................................... 6
10
Assumptions, Constraints and Risks .................................................................................... 7
11
Support Models.................................................................................................................... 7
12
Recommendations ............................................................................................................... 7
13
Next Step(s) .......................................................................................................................... 7
13.1
Governance................................................................................................................... 7
14
Contacts ............................................................................................................................... 8
15
Acceptance Sign-Off ............................................................................................................. 8
16
Glossary ................................................................................................................................ 9
17
Appendix ............................................................................................................................ 10
17.1
The Project  People exercise................................................................................... 10
17.2
Change Assessment .................................................................................................... 11
17.1
Organization Assessment ........................................................................................... 12
Solutions ProposalSolutions Proposal, University of Alberta 2015
iii
1 Executive Summary
<Provide an overview of the contents of this business case; summarize costs, time lines, etc.>
Sponsor:
Business Unit:
2 Purpose and Benefits
< A brief introductory statement defining the purpose of the business solutions proposal,
such as:
Highlight the factors analyzed in order to select a particular solution from a number of
options. The risks and impacts of the solution are also outlined in this document.
Describe the various direct and indirect benefits that can be derived from this proposal.
You can also categorize the benefits for more clarity
Why are we doing the initiative? e.g. The initiative should support University objectives
What is the initiative trying to achieve? e.g. To improve…, To reduce…, To increase…, To …
more effectively etc.>
3 Scope
3.1 In Scope
< Describe the high level business case scope and boundaries that are considered
part of the initiative >
3.2 Out of Scope
< Describe the Out of scope boundaries that are not considered part of initiative >
4 Impacts
4.1 Impact on Users
<Describe the positive and negative impacts of executing the assessment on the
users.
Solutions ProposalSolutions Proposal, University of Alberta 2015
Page 1 of 14
4.2 Impact of Not Proceeding
<Describe the impact of not proceeding with the assessment>
4.3 Impact of Delayed Implementation
<Describe the impact of delaying the assessment to a future date>
4.4 Impact on Other Projects/Systems
<Describe impacts on other systems/projects that may be affected due to
dependency on the project>
5 High Level Business Requirements
< Provide a high‐level outline of the business requirements that define needs of the
business.>
Solutions ProposalSolutions Proposal, University of Alberta 2015
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6 Option Analysis
6.1 Summarization:
Y
N
Not answered
Customization/Major
Configuration
<Solution
1>
35
6
2
0
<Solution
2>
16
25
2
<Solution
3>
41
2
0
24
11
8
18
22
3
38
2
2
36
6
1
4
7
0
0
0
0
<Solution 1>
Requirement
Y/N
How
<Solution 2>
Y/N
How
<Solution 3>
Y/N
How
Solutions ProposalSolutions Proposal, University of Alberta 2015
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7 Solutions – Pros and Cons
Custom
(using IST
Development)
<Solution 1>
 Ability to specify
exact
requirements
 Already
implemented on
campus
 No Privacy
Impact
Assessment
required
 No Privacy
Impact
Assessment
required
 No Privacy
Impact
Assessment
required
 No RFP required
 No RFP required
 No RFP required
Pros
<Solution 2>
 May address
more than one
need of UAI
<Solution 3>
 Already
implemented on
campus
 Already
integrated with
PeopleSoft

 Timeline for
implementation
 Requires a
privacy impact
assessment
 Timeline for
implementation
 No PeopleSoft
integration
Cons
Solutions ProposalSolutions Proposal, University of Alberta 2015
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8 Funding Sources
<Provide a list of sources to fund the assessment along with the anticipated amount or
percentage of the project cost (funding sources can be Faculty, VPIT, Department, grant
etc.)>
Anticipated Project Budget:
Speed Codes:
Solutions ProposalSolutions Proposal, University of Alberta 2015
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9 Cost Estimates
<Provide cost breakdown structure of the assessment based on factors associated with the
project (include contingency within the estimates). This is an embedded excel s/s with
formulas to calculate costs; double click to fill in>
No. of
Items /
Hrs of
Effort
Portion of
<Solution1> <Solution2> <Solution3> Cost Charged
to IST
Annual Fee Licensing
IST Application Hosting
IST Hardware Hosting
IST AppDev Maintenance
Vendor Maintenance
Web Connection
Canadian Hosting (optional)
Subtotal Yearly Costs
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
Business Analyst
Project Manager
Change Management
VM Creation
Installation/ Implementation
Training
Web Integration
Portal Solution
PeopleSoft Integration
Security/Vulnerability Scan
IST Custom Development
Vendor Resources
Onetime License Fee
Onetime Server Fee
Canadian Hosting (optional)
SIS Integration via SFTP (one
way) Optional
Subtotal One-time Costs
Contingency – 20%
Total Costs 1 st Year
3 Years Cost
*** Prices subject to change based on scope and refinement of requirements.
Solutions ProposalSolutions Proposal, University of Alberta 2015
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10 Assumptions, Constraints and Risks
<At a high level, identify and summarize the possible risks that may affect the assessment.
Classify the risk(s) by type, category, probability (High, Medium, and Low) and its impact
(High, Medium, and Low)>
Risk
Type
Risk Category
Description
Risk
Probability
(L/M/H)
Risk
Impact
(L/M/H)
Strategic
Operational
Technical
Complexity
Internal
Requirements
Business
Implications
Financial Risk
Regulatory
External
Vendor
11 Support Models
<Solution 1>
<Solution 2>
<Solution 3>
Tier 1
IST Helpdesk
Vendor
Vendor
Tier 2
IST App Support
Tier 3
Vendor
12 Recommendations
<Provide recommendations for the proposal based on the assessment (recommendations
can include proceeding ahead, abandoning the proposal, recommending a more detailed
requirements analysis, or feasibility study)>
13 Next Step(s)
<Provide a list of next steps that should be followed after the assessment approval>

Benefits realization benchmarking
13.1 Governance
Any solution chosen must be presented to the Information Technology Steering
Committee Administration (ITSCA) for application selection/modification decision.
Data Storage and Access: if any student information is access and stored:
o a Privacy and Impact Assessment (PIA) is required
Solutions ProposalSolutions Proposal, University of Alberta 2015
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o a records assessment is required to ensure appropriate records management
is adhered to as per the University of Alberta’s Records Management Policy
as found here
Any solution that exceeds the $75,000 threshold will require a formal Request for
Proposal (RFP) which will be posted by Supply Management Services (SMS) and bid
upon by proponents (i.e. the product has a 3 year contract at a cost of $30,000 per
year; the total cost is $90,00, signifying an RFP is required).
14 Contacts
<Provide list of individuals and their contact details involved during the assessment phase>
Name, Title
Organization
Phone/Email
15 Acceptance Sign-Off
By signing this document, the following people confirm that the project assessment has
been reviewed and accepted.
Name, Title
Signature
Date
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16 Glossary
Solutions ProposalSolutions Proposal, University of Alberta 2015
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17 Appendix
17.1 The Project  People exercise
Project Name
Purpose
Particulars
People
What is the project we are
thinking about?
What are the goals or outcomes the
project is trying to achieve?
What is actually being changed?
Who has to do their jobs
differently?
[Ask participants for their definition of
the project.]
[Ask why we are changing.]
 What is the business rationale and drivers for
the change?
 What are the dangers of not changing?
 What are the goals, measures and
accountabilities necessary to achieving the
desired change?
[Ask what is changing.
 What is the clear vision for the future state?
 How do things operate, what new capabilities will we
leverage?
[Ask who needs to change and who has
influence over the change. Consider critical
areas of success; both internal and external
stakeholders (i.e. collective agreement,
human resources, finance, faculty &
department staff, IST operations & support,
students).
Example:
eProcurement – automated procure
to pay system
Example:
Improve efficiency and speed (eliminate duplicate
entries) ,reduced errors, increased visibility of
purchase requests
Ask questions listed on the change assessment worksheet.]
Example:
 Technology – new online purchasing tool
 Process – requestor directly initiate process and create order
online vs. paper form
 Structure – no organizational structure changes
 Information – format of the information moves from paper to
electronic
 People (skills and capabilities) – technical skills to work within
the system (approver, requestor, admin)
 Budget – the project will not impact stakeholder budgets
 Decision making – Approval limits clarified/simplified and
more rigorously enforced
 Rewards – Requestor access perceived as a privilege (Access to
information they never had in the past
 Culture – Concern accepting electronic approvals vs. signature
For significant role changes, consult with
human resources prior to documentation
as this may have implications on collective
agreement.]
Example:
 Department and faculty end users
(purchasers, requesters and approvers)
 Faculty financial services staff
 Supply Management Services staff
 External vendors and suppliers
practice that will pass audit
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17.2 Change Assessment
Scope of change
One faculty/department/function
impacted
1
2
Campus wide
3
4
5
Number of impacted people
Less than 100
1
Over 1000
2
3
4
5
Variation of impact on faculties/departments/functions
All impacted the same
1
2
3
Groups experience the change differently
4
5
Degree of process change
What amount of process change do you anticipate?

How will the day-to-day work change?

In what ways will groups need to work together differently?

Is the process activity completely new or changed significantly?
No change
1
100% change
2
3
4
5
Degree of structure change
What degree of changes to job roles, responsibilities and accountabilities do you anticipate for the primary people
impacted?

How does the work need to be organized?

How will reporting relationships change?

How does organizational structure change (job changes, additions, or reductions; reallocation of workforce,
etc.)?
No change
1
100% change
2
3
4
5
Degree of information change
What amount of information requirements will change?

Will new or different information be required? How will the inputs and outputs of the process change?

Does the format and location of the information to do the work change?

How will metrics and method to measure results change?
No change
1
100% change
2
3
4
5
Degree of people change (skills and capability)
What degree of impact to skills and capabilities do you anticipate for the primary people impacted?

What skills and capabilities are required to do the work?

Are the right people, in the right positions, with the right capability to drive results?
No change
1
100% change
2
3
4
5
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Degree of budget change
What degree of budget changes do you anticipate for the impacted groups?

Are there financial implications associated to the change?

What are the cost savings and/or cost expenditures? (i.e. Fees, services, licensing, hardware/software,
workforce, materials, etc.)
No change
1
100% change
2
3
4
5
Degree of decision making change
What degree of impact to governance and decision making do you anticipate?

Is the authority to make decisions clear?

How has the decision making process changed? What are the new types of decisions?

Has the work been designed so that decisions are made at the right level?

Are decision roles clear (RACI, RAPID)?
No change
1
100% change
2
3
4
5
Degree of technology change
What degree of technology change is anticipated?

How will the technology shift?

Are there new systems/tools or enhancements to existing systems/tools?

Are stakeholders currently using the system/tools?

Is there a system shut down period that could impact operations? If yes, who is impacted, how and when?

How are integrated systems impacted?
No change
1
100% change
2
3
4
5
Degree of culture change
What degree do you anticipate the culture will be impacted?

What are the desired attributes of the culture?

What are the FROMTO behaviors needed to achieve the desired results?
No change
1
100% change
2
3
4
5
4
Over 12 months
5
Duration of transition
Less than 3 months
1
2
3
17.1 Organization Assessment
# of People in the Group?_________
Case for Change
• Is there a strong and compelling case for change?
• Who wants this change to happen? Does the stakeholder group want the change?
• Does the stakeholder group understand the fundamental need for change?
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• Are staff aware of the reason for the change?
• Are staff aware of the risks of not changing?
Dissatisfied with Current
1
2
3
Content with Current
5
4
Strategic Alignment
• How is the change aligned with university policy?
• How is the change aligned with the university’s strategy and vision?
• Does the change align with the stakeholder group’s vision and priorities?
• Are the different stakeholder groups priorities aligned?
• Do the different stakeholder groups have common goals and objectives for the change?
Widely shared & united direction
1
2
3
Many direction w/shifting priorities
4
5
Change Capacity
• Is there adequate time to prepare for and implement the change or are there limitations in time, resource or
knowledge that will affect adoption?
• Are there any other major changes or projects underway affecting the stakeholder group at the same time?
• Is the stakeholder group engaged in any seasonal activities at the same time?
Very few changes
1
2
3
Many changes
5
4
Resource and funding
• Does the stakeholder group have funding and resources needed to implement and manage the change?
• Does the stakeholder group have funding and resources needed to sustain the change?
• Do key stakeholders have the capacity, time and resources to support staff through the change?
Resources and funds available
1
2
3
4
Resources and funds limited
5
Prior Experience with Change
• Has the stakeholder group had recent positive experience with similar changes or is this a new experience?
• Were past changes successful and well managed?
• Is there potential “baggage”, negative perceptions or misconceptions that need to be addressed?
• Have past changes impacted the reputation of influential business groups?
• Have previous experiences complicated business relationships?
Effective CM structure and communication
network
1
2
3
Need to develop CM capabilities
4
5
Staff Change Capability
• Does the stakeholder group have individuals that are key trend setters/influencers or is there equality of opinion
amongst team members?
• Does staff ask about the reasons for change and the personal impact of the change?
• Does staff provide feedback and reaction to the change and the change management efforts?
• Has staff demonstrated the ability to take ownership and responsibility of their personal transitions?
Demonstrate effective CM skills
1
2
3
Need to develop CM capabilities
4
5
Leader Participation and Support
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• Are leaders enthusiastic or skeptical about the change?
• Are leaders fully aware and involved with the project?
• Do leaders support staff participation in the project?
Supportive and enthusiastic
1
2
3
Skeptical and hesitant
5
4
Sponsorship Engagement
• Do executives and senior management participate actively and visibly throughout projects and
change initiatives?
• Have executives and senior management demonstrated the ability to build a coalition of sponsorship with peers
and other managers – gaining commitment and buy-in of the entire management team?
• Do executives and senior management communicate business messages about changes effectively with staff?
Demonstrate effective
sponsorship
1
2
3
4
Need to develop sponsorship
capabilities
5
Risk Tolerance
• What is the amount and type of risk the stakeholder group is willing to take?
• Is the stakeholder group risk-averse, risk-neutral or risk-loving?
• Are staff recognized/rewarded for innovation and change?
• Is it safe to take an "intelligent" risk, where failure in a good cause or for a good reason isn't punished?
• Does staff habitually insist on “going by the book”?
Reward risk taking and change
1
2
3
Reward consistency and predictability
4
5
Stakeholder Group Adaptability
• Does the stakeholder group readily adopt or resist change?
• Does the stakeholder group respond well to external change or prefer change generated from within?
• Does the stakeholder group easily embrace new ideas and changes to their routine?
• Does the stakeholder group tolerate high levels of ambiguity & uncertainty?
Change ready
1
2
3
4
Change resistant
5
Cultural barriers
• How does the culture support or resist the desired change?
• What cultural elements will help or inhibit adoption? (i.e. beliefs, values, attitudes, traditions, behaviors,
language, customs, symbolic systems, norms, etc.)
No cultural barriers
1
2
3
4
Many cultural barriers
5
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