Needs Assessment & Requirements Definition. Analysis of user needs and documentation of system requirements for a proposed automated system that will meet the client needs. Requirements definition will address, but not be limited to, functional, technical, performance, interface, conversion, and security requirements. All functional requirements are developed based on "best business practices". Deliverables may include a requirements definition report for an in-house, custom-developed system or specifications to be included in a request for proposal (RFP), invitation to bid (ITB), or request for offer (RFO) for the purchase of vendor software systems and implementation services or external custom-development efforts. 

• • Introduction and background information
  • Scope of services requested
  • Bidder's conference information
  • Planned schedule of activities
  • Current systems and technical environment
  • Submittal instructions and required format for proposals
  • Criteria and process to be followed in evaluating proposals
  • Functional requirements (in matrix format to facilitate evaluation)
  • Technical requirements
  • Implementation services requirements
  • Cost
  • Legal terms and conditions

Business Case/Return on Investment Studies. Using a common industry proven ROI Methodology, Peak Performance Technologies gathers the required information using a combination of interviews, surveys, document research and best practices benchmarks. Our team will accumulate all of costs for the new system as well as the systems being replaced, and determines the business process improvements that the new system could reasonably be expected to bring. After gathering this information, we perform financial analysis using common investment factors based on a predetermined planning period. The results are validated with executives and staff to indicate the expected return on the client’s investment. 

Process Mapping. Peak Performance Technologies has extensive experience working with all sizes of education and government customers to model their business processes prior to the implementation of a new enterprise system. The purpose of Business Process Modeling is to: (1) document the organization’s existing end-to-end business processes through the use of a standard format that is readily understandable by all stakeholders; (2) identify current process issues and problems, and (3) identify potential process improvement opportunities that could be achieved through the implementation of new business processes based on best practices.
In addition to documenting a client’s “As Is” business processes, we are occasionally asked to document a client’s “To Be” business processes based on industry-standard best practices. As a general rule, we recommend deferring the modeling of “To Be” business processes until a specific ERP software solution has been selected as the processes that support each software solution vary and the organization will want to take advantage of the best practices inherent in the ERP software selected. Should this recommended approach be adopted, Peak Performance Technologies typically actively participates in the modeling of “To Be” business processes as part of the “Design” phase of the related implementation project. 

• • Organization of evaluation process and committee
  • Development of evaluation criteria (published in RFP)
  • Organization and management of bidder's conference for prospective vendors
  • Draft responses to prospective vendor questions in accordance with RFP instructions
  • Assistance in evaluating vendor proposals
  • Detailed cost analysis to ensure "apples to apples" comparison
  • Development of demonstration scripts to be used in vendor demonstrations
  • Management of vendor demonstrations
  • Coordination of site visits
  • Coordination of reference checks
  • Management of contract negotiations process

• • Development of high-level project plan (to document project purpose, scope, estimated costs, project schedule, expected agency impact, external oversight requirements)
  • Development and management of detailed project workplan
  • Management of project timelines and deadlines (including submission of deliverables) per the detailed project workplan; all variances from planned schedule will be researched and contingencies will be established where necessary to ensure that the project remains on schedule
  • Risk analysis and mitigation
  • Attendance at all project status meetings and other critical meetings
  • Preparation of weekly/monthly status reports to project executive management
  • Conduction of executive management briefings
  • Facilitation of issues and problems resolution
  • Monitoring of vendor system compliance with required specifications per RFP
  • Management of project scope and client expectations
  • Monitoring of all activities to ensure efficient and effective use of project team resources
  • Review of all project deliverables to ensure that they are of the highest quality and meet standards for deliverables per the RFP
  • Management of the project budget
  • Management of contract specifics between system vendor and client (including enforcement of penalties when necessary)
  • Coordination of training activities
  • Development and implementation of a change management plan
  • Development and implementation of an acceptance test plan, and coordination of test script development
  • Overall day-to-day project direction

Implementation Support Services. Assistance in supporting the project team and the software/implementation services vendor on an "as needed" basis for tasks that we are most qualified to perform. Such tasks may include: clarification of functional requirements for vendor project team members, and support in developing the account coding block and budgetary control structure, grant and project accounting, federal reporting, cost allocation, and cash management functions.

• • Participation in major system component "walk-throughs"
  • Review of system testing standards and procedures
  • Review of system documentation and training plan/materials
  • Review of project approach, tools, techniques and methodologies used
  • Tracking of project timelines and deadlines per the detailed project work plan
  • Independent risk analysis and risk mitigation planning
  • Review of project deliverables to ensure that they are of the highest quality and meet standards for deliverables per the RFI/RFP
  • Monitoring of contract specifics between system vendor and state agency
  • Preparation of periodic status reports to project executive management, including recommendations for corrective action/improvements

• • Readiness assessment of end users
  • Evaluation of end-user training (including curriculum, techniques, logistics, job aids, etc.)
  • Media for disseminating change management information-keeping people informed (e.g., newsletter, workshops, project web site, etc.)
  • End-user support and help desk operations
  • Change management roles and responsibilities
  • Implementation of a detailed cultural change management and communications plan tailored to the organization’s needs

• • Documentation of information technology needs
  • Strategic direction
  • Technical architectures and technology enablers required in the future to meet the future strategic direction
  • Specific IT projects (new systems, enhancements to current systems, etc.) to be initiated in support of the strategic plan
  • Prioritization of IT projects by each year of the plan period
  • Anticipated hardware requirements
  • Anticipated software requirements
  • Anticipated resource requirements (in-house and external)
  • Funding requirements

Feasibility/Alternative Solutions Studies. Assistance in determining whether to proceed with an IT project and which solution to pursue when multiple solutions are available. Activities may include, but are not limited to: problem identification and definition, identification and analysis of alternative solutions (including risk analysis and cost benefit analysis), and recommendation of solution to be implemented. 

Staff Augmentation/Flexible Project Team Services. Peak Performance Technologies provides two types of staff augmentation services to our clients: (1) to support the staffing and experience needs of our large-scale enterprise information technology projects, and (2) interim operational assistance and support to address specific administrative and programmatic needs.