DEPARTMENT OF INFORMATION TECHNOLOGY
MASTER VENDOR PROGRAM
IT SERVICES WORK PROJECT REQUEST
This Work Request is issued under your Contract with the Department of Management & Budget, Purchasing Operations (DMB), as established under the Master Vendor Program.
Project Title:
FleetFocus M5 (M5) - MVP 39 / Period of Coverage:
Award date through 12/31/2008
Requesting Department:
Michigan Department of Transportation / Date:
12-19-2007
Agency Project Manager:
Viji Jayaraman / Phone:
(517) 241-2401
DIT Contract Liaison:
Cindy Turben / Phone:
517-335-6069
Category of Service Requested
_____ Data Warehouse
_____ Security
_____ Business requirements/needs assessment/system design/quality assurance
___X__ Project Development Services –MVP 39
Required Skill Category Requested
_____ Junior – a minimum of one (1) year of recent experience and demonstrated knowledge, skills and abilities
__X__ Journey – a minimum of three (3) years of recent experience and demonstrated journey level knowledge skills, and abilities
_____ Senior – a minimum of five (5) years of recent experience, and demonstrated superior knowledge, skills, and abilities
_____ Expert – a minimum of ten (10) years of increasing levels of responsibilities, and supervisory or management responsibility
__X _ Project Manager – Expert skills plus a minimum of three (3) years of recent experience in managing projects
Skills Matrix
Note: The project will include, at a minimum, one project manager and one technical resource. The vendor will determine how to staff this fixed price project. For example, one resource might perform the data conversion, and another would install and configure the software. The roles to be used on the project should be identified in the vendor’s proposal.
Skill\Knowledge Requirement / Yrs Experience Required / Skill Required By
Experience leading and managing technical IT projects / 3 / Project manager
Experience managing the implementation of vehicle management systems / 3 / Project manager
Experience developing IT technical documentation such as business requirements and technical specifications / 3 / Project manager
Experience working with a structured programming management methodology such as the Project Management Body of Knowledge (PMBOK) / 3 / Project manager
Ability to install Maximus FleetFocus M5 software / 3 / Technical resource
Ability to perform system setup for Maximus FleetFocus M5 software / 3 / Technical resource
Ability to configure Maximus FleetFocus M5 software / 3 / Technical resource
Ability to convert existing data to necessary format for use with Maximus FleetFocus M5 software / 3 / Technical resource
Ability to configure Maximus FleetFocus M5 software to interface with other applications / 3 / Technical resource
Ability to configure/customize Maximus FleetFocus M5 reports / 3 / Technical resource
Ability to provide Maximus FleetFocus M5 training for system administrators and trainers / 3 / Technical resource
Ability to customize and enhance Maximus FleetFocus M5 software / 3 / Technical resource
Ability to provide production roll-out and post-implementation support for Maximus FleetFocus M5 software / 3 / Technical resource
Brief Description of Services to be provided:
BACKGROUND:
MDOT’s Fleet Administration unit is manages MDOT’s automotive and equipment fleet, which is comprised of:
  • Passenger vehicles,
  • Medium and heavy vehicles, and
  • Equipment
The current Fleet Management System (FMS) no longer meets MDOT fleet management needs. The current FMS has many issues, including, but not limited to:
  • Problems relating to a distributed customer base,
  • Inability to schedule preventive maintenance services,
  • Inability to run detailed fleet reports, and
  • Limited ability to collect necessary data due to limitations of the system.
PROJECT OBJECTIVE:
The objective of this project is to install, configure, customize, test and implement a new fleet management system for MDOT. This request does NOT include procurement of the software – it is for services only.
SCOPE OF WORK:
This work effort will encompass the following tasks related to implementing the Maximus FleetFocus M5 software at MDOT:
  • Assess MDOT’s current fleet management business processes and document MDOT requirements
  • Configure hardware and software environments needed for successful implementation of FleetFocus M5 software
  • Install FleetFocus M5 software
  • Configure the FleetFocus software to support MDOT functional requirements and workflow – to include report configuration
  • Customize the FleetFocus software by developing all program modifications and enhancements; include interfaces to other key fleet-related applications
  • Create FleetFocus databases in development, QA and production environments
  • Provide documentation for system, including Software Configuration Management Plan, Security Plan, System Integration Test Plan, User Acceptance Test Plan, Installation Plan, Release Plan, Software Configuration Document and System Retirement Plan
  • Create data mapping and data dictionary for FleetFocus M5 database
  • Migrate data from legacy application. This is limited to converting records to establish Locations, Departments, Employees, Vendors, Parts and Units within FleetFocus; period level summaries of unit cost history; and part inventory balances. Detailed repair history is not included.
  • Perform all the required testing of FleetFocus software installation at MDOT
  • Provide post-implementation support
  • Deliver training for both technical resources and MDOT Fleet Operations staff
OUT OF SCOPE:
The following IT commodities/services are out of scope:
  • Software procurement
  • On-going maintenance of the software
TASKS AND DELIVERABLES:
Tasks and the associated deliverables for this effort are outlined in the following table.
# / Tasks / Deliverables
1 / Project management
Contractor will assign a project manager to work on the implementation of FleetFocus™ M5, including:
  • Conducting a project Kick-Off Meeting
  • Developing and managing the implementation schedule
  • Conducting regular progress meetings
  • Providing regular project status report
/
  • Kick-off meeting
  • Implementation schedule
  • Regular progress meetings
  • Monthly project status reports

2 / Configure hardware and software environments:
Contractor will assist DIT@MDOT’s enterprise architect and server teams in configuring the hardware and software environment to allow for the successful implementation of FleetFocus™ M5. /
  • Software and hardware configuration document

3 / Conduct business process reviews
The contractor will review MDOT’s current fleet management business process to:
  • Identify opportunities to re-engineer processes to take full advantage of the functionality and capabilities of FleetFocus™ M5.
  • Outline FleetFocus™ M5 work-flows specific to MDOT’s business process and requirements
  • Identify reports to be created/customized for MDOT
/
  • Business process flow document
  • Requirements document – to include specifications for modifications and enhancements to the FleetFocus™ application needed to support MDOT’s functional requirements and work-flows.

4 / Software installation:
Install all software required for the FleetFocus™ M5 system on State of Michigan servers, to include:
  • FleetFocus™ M5
  • Business Objects Enterprise
Create FleetFocus™ databases in production, development, and QA environments.
Test the installation and create an installation profile /
  • FleetFocus™ M5 software installed and tested on State of Michigan servers at appropriate State of Michigan hosting center
  • FleetFocus databases in production, development, and QA environments
  • Installation profile

5 / System setup and configuration support
Contractor will assist MDIT with the setup and configuration of the FleetFocus™ M5 application to meet business processes outlined during the Business Process Review. /
  • Fully configured FleetFocus™ M5 software

6 / Interface configuration
Contractor will develop interfaces to the following systems:
  • Wright Express Fuel Interface
  • Pacific Pride Fuel Interface
Contractor will also work with MDIT to develop and test system interfaces between FleetFocus™ M5 and MDOT internal systems (i.e.; financial, payroll, fixed asset, purchasing) and external systems such as a fuel suppliers. /
  • Fully functional interfaces between FleetFocus™ M5 software and Wright Express and Pacific Pride fuel programs.
  • Interface specifications

7 / System enhancement
Develop all approved program modifications and enhancements, as documented in the requirements document (created in task #3).
Contractor will create a custom table for summarized maintenance history data. /
  • Fully functional features incorporated into FleetFocus™ M5 software, as identified in the requirements document.
  • Summarized maintenance history data table

8 / Report configuration
Contractor will develop all custom reports, as documented in the requirements document (created in task #3). /
  • Fully functional custom reports, as documented in the requirements document (created in task #3).

9 / Testing - The vendor will test the FleetFocus™ M5, including:
  • Installation
  • System setup
  • Configuration
  • Enhancements
  • Reports
  • System Testing
  • System Integration Testing
  • Execute User Acceptance Test Plan
Contractor will assist MDOT business owners in creating User Acceptance Test Cases /
  • Fully functional FleetFocus™ M5 installation, configuration, enhancements, and reports
  • System Integration Test Results
  • User Acceptance Test Results

10 / Pilot
Contractor will work with MDIT to conduct a pilot implementation to verify that the application has been populated and configured correctly and is ready to deploy in accordance with specifications. /
  • Operational pilot system

11 / Data conversion
Contractor will convert MDOT’s data from the current fleet management system to work with the FleetFocus™ M5. This is limited to converting records to establish Locations, Departments, Employees, Vendors, Parts and Units within FleetFocus; period level summaries of unit cost history; and part inventory balances. Detailed repair history is not included.
Contractor will extract and load summarized maintenance history data in a custom table that will be created.
Create data mapping and data dictionary /
  • Converted Location, Department, Employee, Vendor, Part and Unit data records; period level summaries of unit cost history; and part inventory balances.
  • Loaded maintenance history table
  • Data Mapping
  • Data Dictionary

12 / Production roll-out
The vendor will provide on-site support during the production roll-out on a phased location-by-location basis for each MDOT region. /
  • Fully functional and operational system FleetFocus™ M5 application will all configuration and customization, as detailed in requirements document (see step #3).

13 / Training for the MDIT technical resources and MDOT Fleet Operations staff
Contractor will provide basic technical training for MDIT’s technical resources following installation
Contractor will conduct separate multi-day Security and Key User training sessions to familiarize appropriate MDOT staff with the setup and configuration of the application.
Contractor will conduct a multi-day application training session to train MDOT trainers in the use of the application.
The contractor will work with MDIT/MDOT to customize training materials to match work flows and customization of the software. /
  • Technical training
  • Multi-day security and key user training sessions
  • Multi-day train the trainer session
  • Training guides for
  • System Installation guide
  • System Administration guide
  • Configuration guide
  • Application user manuals

PROJECT CONTROL AND REPORTS:
A monthly progress report must be submitted to the MDIT project manager throughout the duration of this project. Each progress report must contain the following:
  1. Project plan update: Indicate progress made in the project plan and the deliverable schedule. Indicate any delays or issues encountered during the period.
  2. Accomplishments: Indicate what was worked on and what was completed during the current reporting period. Also indicate the type of work activities that will start during the next reporting period.
  3. Funds: Indicate the amount of funds expended during the current reporting period, and the cumulative total to date for the project.
The vendor must revise/refine the project plan and submit it for approval within fifteen days from the date of the contract award.
SPECIFIC DEPARTMENT STANDARDS:
None.
PAYMENT SCHEDULE:
  • This is a fixed-price, deliverables based contract. Payment will be made based on satisfactory acceptance of each deliverable.
  • All deliverables must have an acceptance document, signed by the MDIT project manager.
  • MDIT will pay Contractor upon receipt of properly completed invoices which shall be submitted to the Project Manager not more often than monthly.
  • All invoices should reflect deliverables completed by the invoice date, and must be approved by the MDIT Project Manager prior to payment.
  • All invoices shall:
  • Provide a list of completed and accepted deliverables and associated charges
  • State the status of the project
  • Reference the purchase order number
  • Payment shall be considered timely if made by the MDIT within thirty (45) days after receipt of properly completed invoices.
AGENCY RESPONSIBILITIES:
  • The MDIT Project Manager must approve all changes to dates, deadlines, and personnel.
  • The MDIT Project Managers must approve all changes to the project budget.
  • The State will provide the following resources for the contractors’ use on this project:
  • Work space
  • Software development tools
  • Minimal clerical support
  • Desk
  • Telephone
  • PC workstation
  • Printer
  • Access to copiers and fax machine
CONTRACTOR RESPONSIBILITIES:
  • All resources provided by the vendor will have the ability to communicate effectively in English. This includes both written and verbal communication.
  • MDIT may request that any individual proposed for this work be interviewed based on resumes provided by vendor and confirmed in writing by the PMO Manager
  • All work must comply with published MDIT standards
  • All reports and deliverables provided by the vendor will be delivered to the MDIT Project Manager and are subject to written approval prior to acceptance.
LOCATION WHERE THE WORK IS TO BE PERFORMED:
Consultants will work at MDOT facilities in the greater Lansing, Michigan area.
EXPECTED CONTRACTOR WORK HOURS AND CONDITIONS:
Work hours are not to exceed eight (8) hours a day, forty (40) hours a week. Normal working hours of 7:30 a.m. to 4:30 p.m. are to be observed unless otherwise agreed to in writing.

PROJECT CONTACTS:

The designated MDIT project manager is:
Viji Jayaraman
Manager, MDOT IT Project Management Office
425 W. Ottawa
P.O Box 30050
Lansing, Michigan 48909
Business Phone: (517) 241-5792
Email address:
The designated MDOT Project Manager is:
Dan Murphy
MDOT Automotive and Equipment Garage
2522 W. Main Street
Lansing, Michigan 48917
Business Phone: 517-334-6039

The DIT Contract Administrator for this project is:
Cindy Turben
Michigan Department of Information Technology
Constitution Hall, Atrium-South Tower
525 W. Allegan Street
Lansing, Michigan 48913
Phone Number 517.335.6069
Fax Number 517.241.8852

Approval:______

MDOT Business OwnerDate

Approval:______

MDIT Project ManagerDate

Approval:______

MDOT Automation ManagerDate

Approval:______

MDOT Client Services DirectorDate