How to Develop a Business Case: An Agency Perspective

1
How to Develop a Business Case An Agency
Perspective Southeast Evaluation
Association Tallahassee, FL August 22, 2006
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Why Outsource?

• Know what you are trying to achieve
• Better Services
• Reduced Cost
• Both?
• Access to Greater Capabilities
• Accelerating Reengineering Benefits
• Focus on Core Competencies
• Maintain a Competitive Advantage

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Why Some Outsourcings Fail

• Lack of preparation for the transaction
• Lack of, or improper, metrics or KPIs
• Unfulfilled expectations of parties (BOTH)
• No defined lines of responsibility or
  accountability
• Customer does not manage the relationship

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Critical Success Factors

• Dont Attempt Outsourcing If You Cannot
• Define your current costs
• Define your current operating metrics
• Define your current process
• Define your expected results

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Three Key Issues You Must Control

• Time
• How long will it take
• Money
• How much will it cost?
• Quality
• What will the result look like?

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Secretary Lewis Letter to Agency Heads

• the Act provides new resources and creates some
  new processes to help ensure successful
  contracting
• the Act emphasizes sound business analysis and
  decisions on outsourcing activities
• the Council will review, evaluate, and issue
  advisory reports on business cases
• current year use the Schedule XII analysis
  required under Chapter 216
• being successful will make a definite positive
  impact on the quality manner in which the State
  conducts business

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Council Duties Importance to the Agency

• Develop best-practice standards and processes for
  creating and evaluating business cases to
  outsource
• Review agency business cases to outsource more
  than 1mm/FY and as requested by the Governor or
  any agency head
• For business cases to outsource exceeding
  10mm/FY, provide advisory report to the agency,
  Governor, and Legislature before the agency
  proceeds with solicitation
• Report annually on innovative methods of
  delivering government services which would
  improve the efficiency, effectiveness, or
  competition in the delivery of government
  services
• Report annually on each agencys outsourcing
  efforts

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Legislative Intent
It is further the intent of the Legislature that
business cases to outsource be evaluated for
feasibility, cost-effectiveness, and efficiency
before a state agency proceeds with any
outsourcing of services.
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287.0573 Council on Efficient Government
membership duties.
(12) Each state agency shall submit to the
council all information, documents, or other
materials required by the council or this chapter.
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Business Case (a) A detailed description of
the service or activity for which the outsourcing
is proposed. (b) A description and analysis of
the state agencys current performance, based on
existing performance metrics if the state agency
is currently performing the service or
activity. (c) The goals desired to be achieved
through the proposed outsourcing and the
rationale for such goals.
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Business Case (d) A citation to the existing or
proposed legal authority for outsourcing the
service or activity. (e) A description of
available options for achieving the goals. If
state employees are currently performing the
service or activity, at least one option
involving maintaining state provision of the
service or activity shall be included. (f) An
analysis of the advantages and disadvantages of
each option, including, at a minimum, potential
performance improvements and risks.
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Business Case (g) A description of the current
market for the contractual services that are
under consideration for outsourcing. (h) A
cost-benefit analysis documenting the direct and
indirect specific baseline costs, savings, and
qualitative and quantitative benefits involved in
or resulting from the implementation of the
recommended option or options. (i) A
description of differences among current state
agency policies and processes and, as
appropriate, a discussion of options for or a
plan to standardize, consolidate, or revise
current policies and processes, if any, to reduce
the customization of any proposed solution that
would otherwise be required.
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Business Case (j) A description of the specific
performance standards that must, at a minimum, be
met to ensure adequate performance. (k) The
projected timeframe for key events from the
beginning of the procurement process through the
expiration of a contract. (l) A plan to ensure
compliance with the public-records law.
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Business Case (m) A specific and feasible
contingency plan addressing contractor
nonperformance and a description of the tasks
involved in and costs required for its
implementation. (n) A state agencys transition
plan for addressing changes in the number of
agency personnel, affected business processes,
employee transition issues, and communication
with affected stakeholders, such as agency
clients and the public.
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Business Case (o) A plan for ensuring access
by persons with disabilities in compliance with
applicable state and federal law. (p) A
description of legislative and budgetary actions
necessary to accomplish the proposed outsourcing.
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• Cost-Benefit Analysis
• the schedule that, at a minimum, must be adhered
  to in order to achieve the estimated savings
• all elements of cost must be clearly identified
  and supported by applicable records and reports
• the term savings means the difference between
  the direct and indirect actual annual baseline
  costs compared to the projected annual cost for
  the contracted functions or responsibilities in
  any succeeding state fiscal year during the term
  of the contract

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• Required Attestation
• The agency head shall attest that, based on the
  data and information underlying the business
  case, to the best of his or her knowledge, all
  projected costs, savings, and benefits are valid
  and achievable

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E.O. 2004-45 / Center for Efficient
GovernmentProject Gate Management
Process (Historical Only)
Current Projects
Gate 1
Gate 2
Gate 3
Gate 4
Business Case
Procurement
Change Management
Contract Management
Post Implementation
Monitor
Stage 1
Stage 4
Stage 5
Stage 3
Stage 2
New Projects
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CFEG Projects 1. Mail Services
(Enterprise-wide) 2. Mental Health (Department
of Corrections) 3. South Florida Evaluation and
Treatment Center (Department of Children
Families) 4. Economic Self-Sufficiency (ESS)
Modernization Partnership Model with
Insourced/Outsourced Eligibility Determination
(Department of Children Families) 5. Fleet
Management (Enterprise-wide) 6. Lottery Field
Service Operations (Florida Lottery)
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Planning, Planning, Planning

• Pages 9 - 11 of earlier presentation
• Backwards planning based on effected date of
  proposed outsourced contract
• Commitment of program and administrative
  resources to develop and maintain Business Case
• Executive involvement throughout

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Business Case PreparationReminder on ss.
287.057(18), F.S.

• A contractor or its employees, agents, or
  subcontractors, may not knowingly participate,
  through decision, approval, disapproval, or
  preparation of any part of a purchase request,
  investigation, or audit, in the procurement of
  commodities or contractual services by a state
  agency from an entity in which the contractor, or
  its employees, agents, or subcontractors, has a
  material interest.

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Children and Families Contact Information

• Walter Sachs, Staff Director
• Contract Services
• [phone], SunCom 291-8983
• walter_sachs_at_dcf.state.fl.us