The vendor is required to provide project portfolio management (PPM) solution that enhances transparency, governance, and efficiency in managing projects across the organization.
- Requirements
1. Portfolio management and prioritization
• The tool should enable alignment of projects and portfolios with agency strategic goals and priorities.
• It should facilitate automated prioritization based on value, risk, cost, and resource availability.
• Agency requires a clear process for intake and demand management to ensure project proposals are evaluated efficiently and consistently.
• The solution should support real-time tracking of project progress across multiple workstreams.
2. Project management
• The tool should allow for comprehensive project tracking, including risks, issues, dependencies, and decisions.
• It must provide flexibility in managing different project methodologies, including agile, waterfall, and hybrid approaches.
• Agency requires a solution that enables scenario planning for project risks and resource allocation.
• The tool should support collaboration across teams, allowing stakeholders to view and update project information seamlessly.
• The solution should support change impact analysis to help assess the potential effects of project changes.
3. Financial management and budgeting
• The tool should enable real-time tracking of project budgets and financial forecasting.
• It must allow for integration with existing agency financial systems (e.g., oracle) to ensure accurate budget management.
• Agency requires the ability to track capital (capex) and operational (OPEX) expenditures at a detailed level.
• The solution should allow for monthly forecasting and visibility into project financials at various organizational levels.
4. Reporting and analytics
• The tool must provide executive-level summaries of portfolio health and project performance.
• Agency requires real-time dashboards and automated reports to track project progress, risks, and financials.
• The solution should support customizable reporting to accommodate different stakeholder needs.
• It must enable data-driven decision-making through analytics and trend identification.
5. Resource and workload management
• The tool should support visibility into project team member availability and workload distribution across projects.
• Agency requires a solution that enables capacity planning to optimize team assignments.
• The tool must allow for team collaboration and cross-functional planning to ensure project dependencies are managed effectively.
• It should support tracking and balancing of workloads to prevent project team member overutilization.
6. integration capabilities
• The solution must seamlessly integrate with agency existing tools such as oracle, service now, google suite, and smartsheet.
• The tool should provide APIs and data export capabilities to ensure interoperability with agency technology ecosystem.
• Agency requires a solution that enables bi-directional data exchange between systems to maintain data consistency.
7. User experience and support
• The tool should be intuitive and easy to use, requiring minimal training for new users.
• Agency seeks a vendor that will provide ongoing training, documentation such as help articles and change management support.
• A feature that allows executives to access reporting dashboards without logging into the tool
8. Security and compliance
• The tool must support single sign-on (SSO) authentication and adhere to agency security policies.
• Agency requires comprehensive audit trails for tracking changes in project data.
• The solution should comply with data security and privacy regulations
• The tool must ensure data encryption and access restrictions to protect sensitive information.
• Agency requires role-based access controls to ensure appropriate permissions for different user levels. - Contract Period/Term: 1 year
- Non-Mandatory Pre-Submittal Conference Date: April 15, 2025
- Questions/Inquires Deadline: April 09, 2025