TEMPLATE F – PROJECT APPROACH

The Proposer must provide a narrative description of the approach, plan, methodology, tools,
and techniques used to support the Project Implementation from the detailed design and
requirements through to finished deliverables—including deployment of the new System, project
management, checkpoints, and periodic status reporting. The responses will demonstrate that
the Proposer has a thorough understanding for the scope of work and what must be done to
satisfy the project requirements. Response is not to exceed twenty-five (25) pages inclusive of
the scope of services.
The Proposer is to discuss lessons learned from previous software implementation projects.

1 Implementation Plan

Instructions: Describe the Proposer’s Implementation approach and methodology. The

response should include but is not limited to the following:
1. Solution development methodology (e.g. Agile, Waterfall model, Rapid Application
Development) used during the implementation of the proposed system;
2. Data strategy including three rounds of production data loads and associated analysis
and testing
3. Software configuration
4. Environment/hardware set up
5. Deployment strategy
6. Risk plan

If a phased strategy of delivering incremental functionality is proposed, provide a detailed

description of the functionality, technology components, and interfaces by Phase. If separate
teams and/or subcontractors are to be assigned to the various Phases, the Proposer’s shall
identify those teams and describe their expertise in those specific areas.

1.1 System Implementation Plan

Instructions: Describe the Proposer’s System Implementation Plan approach and methodology
including three required data testing loads.

1.2 Data Strategy

Instructions: Describe the Proposer’s Data Integration, Conversion, and Synchronization Plan
approach and methodology which includes three rounds of production data testing and analysis.
The Proposer’s data conversion plan should at least include:
1. Reporting
Property Tax Solution
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Template F – Project Approach
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 2. Clean-up strategy
3. Data movement

1.3 Software Configuration Management

Instructions: Describe the Proposer’s approach to Software Configuration Management to
include the identification and maintenance of System software components. Include a
description of the relationships and dependencies between the various software components.
Describe specific tools and infrastructure for software configuration management. The
Proposer’s shall include the specific tools to be used to perform software configuration
management

1.4 System Maintenance, Support, and Transition Plan

Instructions: Describe the Proposer’s approach and methodology to System Maintenance,
Support, and Transition Plan activities. Include the process for releasing any patches or hotfixes
and the methodology for regression testing after any updates to the System

1.5 Requirements Traceability Plan

Instructions: Describe the Proposer’s strategy, approach, methodology, and tools to perform
Requirements Traceability Plan activities.

1.6 Solution Testing Plan

Instructions: Describe the Proposer’s general approach and methodology to testing to ensure
the solution is performing end to end as specified in the functional requirements and use cases.
Testing plans must incorporate the use of production data and detail what quality assurance is
done prior to delivery to the City.

1.7 Training

1.7.1 Knowledge Transfer

Instructions: Describe the Proposer’s approach and methodology for technical knowledge
transfer for the technical team and the end user.

1.7.2 User Manuals and Materials

Instructions: Describe the Proposer’s approach and methodology to provide technical and end
user manuals and materials.

1.7.3 Change Management

Instructions: Describe the Proposer’s approach and methodology for change management.
Include the process to identify functional gap analysis, make recommendations for
organizational and business process changes, and the steps to actualize change management.

1.8 Deployment Release Readiness Evaluations and Reports

Instructions: Describe the Proposer’s methodology, tools, and techniques for the preparation
of the Release Readiness Evaluation and Reports.
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Template F – Project Approach
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1.9 System Support during Deployment
Instructions: Describe the Proposer’s approach and methodology for System Support during
Deployment. Include the approach to support during the Deployment of the System; help desk
processes and procedures, prioritization of change requests, management of issues and
defects; staffing, and description of escalation methodology.

1.9.1 Communication Management

Instructions: Describe the Proposer’s approach, methodology, tools, and techniques to support
project status reporting and overall communication activities. Provide example of status reports
or other communication tools used throughout project cycle.

1.9.2 Relationship Management

Instructions: Describe the Proposer’s approach and methodology to perform relationship
management and stakeholder engagement activities. Discuss the approach to subcontractor
management, quality assurance, planning, establishing priorities, and service request
management.

1.9.3 Issue and Defect Management

Instructions: Describe the Proposer’s approach and overall processes to issue and defect
management activities. The response shall describe the Proposer’s internal issue and defect
management plan. The response shall include a description of specific methodology and tools
to accomplish this function. Provide examples of logs and other tracking tools.

1.9.4 Risk Management

Instructions: Describe the Proposer’s approach and methodology to perform Risk
Management activities. Describe the anticipated risks and mitigation plans and activities. The
response shall describe the Proposer’s internal risk management plan. This shall include a
description of the specific methodology and tools to accomplish this function.

1.9.5 Cost Management Plan

Instructions: Describe the Proposer’s approach and methodology to perform cost management
activities. This shall include a description of the specific methodology and examples of tools to
accomplish this function.

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Template F – Project Approach
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2 Project Plan Approach
2.1 Project Plan
Instructions: Provide a detailed project plan that includes the following at a minimum:

2.1.1 Scope of Services

2.1.2 Key Tasks

1. Note any significant work and key milestones

2.1.3 Expected Outcomes

1. Note Responsible Parties (i.e. City or Proposer)
2. Expectations for both City and Proposer

2.1.4 High Level Duration Timeline

1. Include any risks and associated mitigation plans

Property Tax Solution

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Template F – Project Approach
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