eProjects Panel Operations

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eProjects Panel Operations
Office of the CIO April 2007 Version 1.1
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For your information

• During the process of setting up the panel, the
  following assisted the Project Team
• Jasc Consulting
• (Assistance, under instruction from the Project
  Team, with liaison between the OCIO and the CSO)
• Stephen Taylor Associates
• (Probity Oversight)
• Oconics
• (eProjects Panel Portal build)
• Pure Hacking
• (Security analysis of eProjects Panel Portal)
• Landell
• (Preparation, under instruction from the Project
  Team, of the RFT documentation)

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Agenda

• eProjects Panel Operations
• eProjects Panel Portal Operations
• eProjects Panel Review

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The RFT for the eProjects Panel has been an
unqualified success

• There were 81/82 Tenders received
• 73 Tenders accepted
• Just under 50 are headquartered in South
  Australia
• Just over 75 are SME's
• The Evaluation, counting x-mas, New Year's,
  weekends took 62 days
• The eProjects Panel was set up by a very small,
  but very dedicated team including
• Bryan King
• Paul Gasiorowski
• Sascha Mueller-Jacobs
• Andrea Coulson
• Claire Butcher and many others
• This is just the beginning!

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The operational model for the eProjects Panel has
been deliberately kept simple

• Buyers/Agencies have the ability to
• search for Suppliers,
• issue an RFQ to all panel members, or
• selectively ask for responses to RFQ's.
• The authorisation thresholds for the eProjects
  Panel are
• procurements less than 200,000, Buyers need at
  least two written quotes
• procurements greater than 200,000 and up to
  700,000, Buyers need at least three written
  quotes.
• The treatment of liabilities/insurances and
  intellectual property is progressive, including
  three broad models for the management of
  intellectual property
• IP Model 1 Contractor-owned (default)
• IP Model 2 Customer-owned - No Licence back to
  Contractor
• IP Model 3 Customer-owned - Licence back to
  Contractor
• A Portal for eProjects Panel business has been
  developed, providing
• E-mail notifications and acknowledgements that
  are sent out to the nominated vendor contact
  person
• Document storage for all parties, as well as some
  simple workflow support
• Link(s) to relevant policies, standards and
  guidelines
• The Portal is not a financial/payment/procurement
  system.

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The eProjects Panel offers some limits on
liabilities
The value of the contract and output of the Risk
Assessment are used to determine the Liability
Limit for those liabilities that can be capped

• Liabilities that cannot be limited
• personal injury including sickness and death
• loss of or damage to tangible property
• infringement of intellectual property rights
• any liability to a third party arising from any
  negligent or wrongful act or omission of the
  supplier, its employees, agents or
  subcontractors, or arising from any breach of the
  suppliers contractual obligations to the public
  authority
• intentional tort
• a breach of trust and
• fraud or dishonesty.

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Panel Operations

• Agencies are responsible for developing their ICT
  Strategies/ICT Plans, leading to annual ICT
  Procurement Plans. The Procurement Plans will be
  uploaded to the eProjects Panel Portal.
• Agencies are responsible for developing RFQ's
  describing their requirements. In doing this,
  they must do Risk Assessments of their projects,
  ensure that they have appropriate authorisation
  to commission projects, and they must be prepared
  to manage their contribution to projects.
• The Contract Authority is responsible for
  eProjects Panel oversight, regular reporting,
  managing matters that are escalated either by
  Agencies or Suppliers.
• The Government will fund the operations of the
  eProjects Panel through a 2 Cost Recovery Fee,
  levied on the GST-exclusive total Project Costs.
  (We are not interested in progress payments, we
  will levy the Cost Recovery Fee at the end of the
  Project.)
• The Contract Authority will run a quarterly
  report on eProjects Panel activity. All
  Suppliers with projects closed in quarter just
  passed will be invoiced their 2 Cost Recovery
  Fee, with payment due in the next quarter.

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• The purpose of this meeting is to provide
  background information for the eProjects Panel.

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Agenda

• eProjects Panel Operations
• eProjects Panel Portal Operations
• eProjects Panel Review

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Portal Operations

• The eProjects Panel has built-in Administrator
  User roles, for both Agencies Suppliers.
  Administrators can set-up manage User accounts.
  Users can perform basic eProjects Panel Portal
  tasks.
• A security analysis of the eProjects Panel Portal
  has been conducted, in order to ensure that it
  provides a secure place for Agencies and
  Suppliers to work together.
• If awarded a project, Suppliers must ensure that
  they upload all relevant 'Certificates of
  Currency' for any required insurances to the
  eProjects Panel Portal. This will be audited by
  the Contract Authority, and failure to maintain
  current information will be cause for exclusion
  from the eProjects Panel.
• Everyone will have access to a 'Self-paced
  Learning Package'. The package will provide
  guidance and instruction for both Buyers and
  Suppliers on how to use the Portal.
• Oconics, developer of the eProjects Panel Portal,
  may also offer training and support for Portal
  users contact them directly if you are
  interested.
• The operations of the eProjects Panel Portal will
  be closely monitored, to ensure that this basic
  system continues to meet the needs of both
  Agencies Suppliers.

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Suppliers do not need to be worried about
Performance Reviews

• The model for Performance Reviews is based on the
  Defence Materiel Organisation's "No Surprises"
  approach.
• Suppliers should continuously work with their
  customers to ensure that their project stays on
  track, so that they do not attract negative
  Performance Reviews.
• Suppliers can ask that a Performance Review not
  be posted until the Contract Authority can
  discuss it with the relevant Agency.
• The Contract Authority will be able to oversee
  and monitor the Performance Review behaviour of
  Agencies if a particular Agency demonstrates a
  pattern of unfairness, the Contract Authority can
  work with them to modify their approach.
• The same evaluation scale/approach will be used
  for
• Assessing applications to join the eProjects
  Panel (based on the CMMI model)
• Selecting vendors for projects
• Conducting performance reviews at the end of
  projects

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Agenda

• eProjects Panel Operations
• eProjects Panel Portal Operations
• eProjects Panel Review

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eProjects Panel Review

• The Government is committed to continuous
  improvement in all aspects of the eProjects Panel
• The eProjects Panel Deed is the best that could
  have been delivered within the available
  time-frames, it is our intention to review and
  improve it, in consultation with agencies and
  vendors.
• The first part of this review will focus on those
  who did not make the eProjects Panel.
• Subsequent discussions will be held with panel
  members agencies
• The RFT documentation will be updated by the
  Contract Authority, feedback is welcome.