IT Project Manager(Public Sector and Retirement Systems Expertise)

Roles/Responsibilities:

The contractor shall be responsible for conducting and delivering a comprehensive feasibility study that meets the standards set by the OCIO. This includes fulfilling the following tasks:

1. Complete Project Planning

• Collaborate with DRS to define the project schedule, including support needed from DRS team Members, and highlighting key milestones
• Develop a Deliverable Expectations Document in collaboration with DRS to clearly define and mutually agree upon the content, format, and acceptance criteria of all key deliverables. This document will guide quality and scope.

1. Communicate regularly
   Provide regular status updates, attend project meetings, and promptly communicate risks or issues to the DRS Project Manager.

1. Complete Needs Assessment

The contractor will conduct a comprehensive needs assessment to define high-level business and technical requirements for replacing DRS' legacy customer and employer portal functionality. This analysis will be completed first, to anchor all subsequent analysis, and will be an Appendix to the Feasibility Study.

• Stakeholder Input:
  DRS will provide existing survey and focus group data from customers, employers, and internal users. The contractor will analyze this data to identify key user needs, pain points, and priorities related to the current system.
• Validation Activities:
  The contractor may conduct follow-up interviews or validation sessions to clarify findings or address gaps in the available data.
• Internal Team and Technical Requirements:
  The contractor will document DRS team member needs and collaborate closely with the DRS technical team to define high-level technical requirements. This will include identifying essential functionality that must be retained or improved in any future solution.
• Deliverable: A Needs Assessment Summary Report, documenting findings and requirements, will be included as an appendix to the final feasibility study.

1. Develop Feasibility Study

Prepare a feasibility study that includes:

• Executive Summary Overview of business goals, investment approach, benefits, costs, and risks.
• Background and Needs Assessment Summary of the current business and technical environment. (summarizes the Needs Assessment Report in 3.4)
• Objectives Description of problems to solve, opportunities to pursue, and statutory or service delivery goals.
• Impacts Identification of internal and external groups affected by the proposed investment.
• Organizational Effects Description of potential changes to processes, training, staffing, or structure.
• Proposed Solution Overview of the Neospin platform, including technical tools, major capabilities, and process alignment.
• Major Alternatives Considered Analysis of viable alternatives including moving the current state to a cloud environment, rationale for acceptance or rejection.
• IT Portfolio Alignment Explanation of how the proposed solution supports DRS' strategic and technical direction.
• Project Management Plan Description of roles, responsibilities, decision-making processes, and quality assurance strategies.
• Timeframe and Work Plan Estimated timeline with phases, tasks, milestones, and internal/external resource needs.
• Cost Benefit Analysis (CBA) Completion of a comprehensive analysis using a DRS provided format which is aligned with OCIO standards
• Incremental Cost Summary Detailed cost breakdown for development and ongoing operations over a 5-year horizon.
• Benefits Analysis Documentation of both tangible and intangible benefits, including expected baselines and measurement approaches.
• Risk Assessment Application of the OCIO risk matrix and mitigation strategy for any high or medium risks.

1. Finalize Feasibility Study

• Submit a draft feasibility study for agency review, incorporating all required components.
• Revise based on feedback. Submit a final feasibility study report.
• Present final feasibility study findings and assist with any follow-up questions or clarifications.

Mandatory Skills: The contractor must provide personnel with the skills and experience to successfully complete an IT feasibility study of this scope and complexity. DRS will not dictate the number of staff required, but the project team should demonstrate expertise in:

1. IT Feasibility Study Development
   Proven experience conducting feasibility studies aligned with Washington State OCIO standards, including cost-benefit analysis and structured alternatives evaluation.
2. Public Sector and Retirement Systems Expertise
   Familiarity with state agency operations, preferably within public retirement systems.
3. Business Process and Technical Analysis
   Ability to assess both business and technical needs, particularly those related to customer experience, secure web portals, user authentication, and high-volume data submissions.
4. Stakeholder Engagement and Data Interpretation
   Experience synthesizing qualitative input from diverse user groups (public employees, retirees, public employers, DRS Team Members), including analysis of focus group and interview data.
5. Financial Modeling and Cost Estimation
   Competency in applying standard techniques for estimating development and operational costs and performing cost-benefit analysis (CBA).
6. Project Management and Communication
   Strong organizational and communication skills, including clear documentation, timely reporting, and collaborative engagement with agency stakeholders.

The contractor will identify key personnel in the proposal or planning phase and ensure continuity of staffing throughout the engagement.