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City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) • I ° P . r 3.1.3 Scope of Work The Agency is seeking a consulting partnerto evaluate its financial and administrative business practices, recommend operational changes and support the implementation and operationalization of the future state operating model and processes. These practices are distributed across the Agency to some extent and not limited to individuals with reporting lines into the Section. Accordingly, the scope includes all Agency functions and operations, including the decentralized administrative (clerical) support functions supported by (6) Senior Office Assistant positions and (1) Data Entry Office Assistant, as well as the following business processes: cash; asset management; budget; procurement; billing; and timesheets. The scope of work/methodology will be separated into 2 phases of work. Phase 1 will be focused on the evaluation of the Agency's business practices and Identifying and documenting the future state procedures and software requirements. The key deliverables of this phase will include the following: • Documentation of business processes, Including As -Is processes and workarounds, and To - Be process flows in swim lane format to the desktop procedure level • Future State Recommendations with optimized, streamlined and standardized processes, including changes to current roles and responsibilities, evaluation/recommendations on policies and procedures, and recommendations for a leading practice financial, performance and compliance reporting framework • compliance with OMB Uniform Guidance, including plans for training and maintenance • Technology assessment and specifications for any new recommended software to support the streamlining of processes and facilitate data collection, reporting and budgeting • If found necessary, the development of an RFP for the system selection end assistance in selecting the new system • Development of now operating model and organizational structure to deliver optimal future state, achieving operational and staffing improvements while incorporating technology solution(s) and enablers Phase 2 will be focused on the implementation and cps rationalization of the new operating model, including processes and procedures as well as a new software system, if procured. The key deliverables for this phase will be: • Support of the implementation and training of the software system solution, once procured • Build of end-to-end future state processes and procedures to effectively align with new software system, including hand-offs and exception documentation and testing • Implementation of OMB Uniform guidance training and maintenance plans together with the new procedures and processes, ensuring these are operatlonalized and working compliantly • Operationalization of future state, including comprehensive implementation plans with a detailed deployment approach to support training, the rollout of technology and processes, go - live, stabilization and optimization 3.2 APPROACH & TASKS 3.2.1 Approach Overview In this section, we explain our five -phase approach to transformation, how we leverage the four critical success factors, and the centralization/decentrallzation cycle that many organizations struggle to move past. Five Phase Approach Our general approach to transformation is based on the five phases as shown in Figure 1. Chazey Partners Revised per email communication request 10/31/17 20A-40