MAGIC Task Force Meeting Minutes

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					                                 MAGIC Task Force Meeting Minutes

A called meeting of the Mississippi Accountability System for Government Information and
Collaboration (MAGIC) Task Force was held Monday, August 23,2010, at 3:00 PM in Woolfolk
Annex 207,501 North West Street, Woolfolk Building, Jackson, Mississippi 39201.

A quorum being present, Mr. John Allison, MAGIC Task Force Chair, called the meeting to
order.

The following   voting members      were in attendance:

        John Allison                      Commissioner,     Department of Banking and Consumer
                                          Finance
        Michele Blocker                   Internal Support Director, Mississippi Department of
                                          Information Technology Services
        Margie Fanning                    Assistant State Treasure (Accounting & Finance), Office of
                                          the Mississippi State Treasurer
                                          Designee for Liz Welch, Deputy State Treasurer, Office of
                                          the Mississippi State Treasurer
        Maggie Gibson                     Deputy Director of Administration,   Mississippi Public
                                          Broadcasting
       Alice Gorman                       Deputy Commissioner for Revenue, Mississippi
                                          Department of Revenue
        Lisa Hancock                      Finance Director, Mississippi Department of Transportation
                                          Designee for Brenda Znachko, Deputy Director for
                                          Administration,  Mississippi Department of Transportation
        Cheryl Lunsford                   Director, Capital Core Processes, Mississippi State
                                          Personnel Board
                                          Designee for Mary McDonald, Deputy State Personnel
                                          Director, Mississippi State Personnel Board
        Flip Phillips                     Deputy Executive Director, Mississippi Department of
                                          Finance and Administration
        Debbie Rubisoff                   Deputy Director, Legislative Budget Office
                                          Designee for Lee Lindell, Executive Director, Legislative
                                          Budget Office
        Leslie Smith                      Fiscal Director, Mississippi Department of Mental Health
                                          Designee for Glenn Kegley, Chief of the Bureau of
                                          Administration,  Mississippi Department of Mental Health

The following   non-voting,   advisory members    were in attendance:

        Bill Doss                         Financial Director, State Auditor's Office
                                          Designee for John Gilbert, Deputy State Auditor, State
                                          Auditor's Office

Others in attendance    included:

        Mississippi Department of Information      Technology   Services:
                 Donna Hamilton




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      Mississippi Department of Finance and Administration:
              Diane Langham
              Cille Litchfield
              David Pitcock
              Becky Thompson
      Mississippi Department of Transportation:
              Janet Lee
      SAP
              Jeremie Colt
              Will Greer
      Wise Carter
              Serena Clark
              Steve Seale


Mr. Allison called for agenda item number one: Approval of Minutes from November 3,2010
meeting.

      The floor was open for questions/comments.   None were stated.

      On a motion by Ms. Gorman, and seconded by Mr. Smith, the minutes were
      unanimously approved as presented.

Mr. Allison called for agenda item number two: MAGIC Software RFP 3598 Update.

      Ms. Thompson stated that Request for Proposals (RFP) 3598 for the MAGIC Software
      was released on December 8,2009. DFA hosted a mandatory vendor conference on
      January 7,2010, that was attended by 27 vendors. Proposals were due on March 15,
      2010, and 3 proposals were received from Oracle America Inc., SAP Public Services
      Inc. (SAP), and Tyler Technologies.

      Ms. Thompson also stated Oracle's proposal was deemed non-responsive and
      eliminated from further consideration for the following reasons:

          •   failure to remove disclaimers that that limited their legal obligations from
              numerous sections of RFP No. 3598,
          •   failure to provide a signed Submission Cover Sheet & Configuration Summary
              Form that contractually obligates the proposing vendor to the RFP requirements
              to which no exception is taken, and
          •   failure to provide a complete Proposal Exception Summary Form.

      Ms. Thompson stated that SAP and Tyler Technologies were invited for on-site
      demonstrations.

      Ms. Thompson informed the committee that as part of the evaluation process, the State
      determined that the solution proposed by Tyler Technologies would not adequately meet
      the needs for the State for the following reasons:




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          •   Tyler Technologies' proposed solution was missing critical functionality and
              would entail significant development effort to remediate the identified gaps and
              risks.
          •   Tyler Technologies' did not have a single-instance public sector implementation
              that matches the size and complexity of the State of Mississippi's business
              environment.
          •   Tyler Technologies' preferred business model for making code modifications on
              behalf of DFA would not allow the State of Mississippi to meet the dynamic
              needs of internal/external customers and federal/state legislative mandates.
          •   Tyler Technologies" proposed implementation services approach was not
              compatible with the State's objectives of issuing a separate RFP for a qualified
              systems integrator. The lack of a support based beyond Tyler Technologies was
              also a concern.

          Ms. Thompson stated that a Best and Final Offer Request (BAFO) was issued to
          SAP on August 6,2010. The total five (5) year cost for the MAGIC software came to
          $8,865,141.99.

          Ms. Thompson stated that the final 5 year cost was around six (6) million below the
          MAGIC Business Case estimate.

          Ms. Thompson also stated the SAP ERP Software is a Commercial Off the Shelf
          (COTS) solution that has been successfully implemented in several states, including
          Arkansas and Louisiana. SAP's ERP solution will utilize the State's existing
          infrastructure and will operate from the State Data Center. The State envisions this
          partnership to be a long term relationship.

      The floor was open for questions/comments.    None were stated.

Mr. Allison called for agenda item number three: MAGIC Software RFP 3598 Award Approval

      On a motion by Mr. Smith, and seconded by Ms. Blocker, Mr. Smith recommended that
      the Task Force approve the Award of RFP 3598 to SAP and to push that
      recommendation to the MMRS Steering Committee.

      There being no objections the motion was unanimously approved.

Mr. Allison called for agenda item number four: MAGIC Services RFP 3626 Timeline.

      Ms. Hamilton, Technology Consultant for the Department of Information Technology
      Services (ITS), provided a list of key dates regarding RFP 3626 for MAGIC Services, as
      follows:

              September 14 & 21,2010               Advertisements Dates
              September 14, 2010                   RFP Issue Date
              November / December 2010             Proposals Due
              December 2010 / January 2011         Proposal Evaluation
              March 2011                           Project Start




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       Ms. Hamilton also stated that RFP 3626 will require the vendor to respond to the
       Financial, Procurement, Human Resources / Payroll, and Grants Management
       requirements that were included in RFP 3598.

       The floor was open for questions/comments.    None were stated.

Mr. Allison called for agenda item number five: MAGIC Services RFP 3628 Release Approval.

       On a motion by Ms. Blocker, and seconded by Mr. Phillips, Ms. Blocker recommended
       that the Task Force move forward with the release of RFP 3628 for MAGIC Services.

       There being no objections the motion was unanimously approved.

Mr. Allison called for agenda item number four: NEOGOV (Applicant Tracking System)

       Ms. Thompson stated that SAP proposed NEOGOV, a thirty-party ASP-based
       application, to provide the State with the needed application tracking and employee
       hiring functionality.

       Ms. Thompson stated that NEOGOV will be licensed under a separate agreement. To
       date, no contract discussions have been held with NEGOV. The recommendation to
       move forward with NEOGOV will be brought to the Task Force for a vote in the fall of
       2010.

       The floor was open for questions/comments.

       Ms. Rubisoff asked what the additional cost is for NEOGOV.

       Ms. Thompson stated that the five year cost is $800,000.00

       Ms. Lunsford stated that she would like to have a separate meeting with the State
       Personnel Board (SPB) and the MAGIC Project Team to discuss in more detail.

       Ms. Thompson acknowledged Ms. Lunsford's request.

       The floor was open for additional questions/comments.     None were stated.

Mr. Allison called for agenda item number four: Other Business

       Ms. Thompson stated a change order to the Agreement with Salvaggio, Teal &
       Associates (STA) to provide Independent Verification and Validation (IV&V) services for
       the MAGIC Project will be present to the ITS Board on Thursday, August 26,2010.

       Ms. Thompson stated that STA will have 4.33 Full Time Equivalent (FTEs) working on
       the project. STA will be serving a "checks and balances" role to ensure that the State
       and Services Vendor are performing correctly.

       The floor was open for questions/comments.    None were stated.




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There being no further items of business, Mr. Allison asked for a motion for the meeting to be
adjourned. On a motion by Mr. Smith, and seconded by Mr. Phillips, the meeting was
adjourned.




                                                      1- 24- /(
                                                    Date




Ms. Liz Welch, Vice-Chairman                        Date




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