Individual Project Activity 1. Identify or select a performance problem in a business activity that you believe could be resolved or substantially improved by the acquisition of IT services performed by a contractor selected in open competition as a result of an RFP (request for proposal). The acquisition of IT services may also include the acquisition of IT software and hardware, as needed. Document your performance problem as Activity 1 using Template 1 provided by IT Economics Corporation. Available at: http://www.iteconcorp.com/T1PerformanceGap.html

For example, going out and buying a printer is a commodity purchase. Buying 20 laptop computers is a commodity purchase. Buying 15 copies of a software application is a commodity purchase. The decision to buy the commodity means that the problem has been solved and the commodity is the solution. However, hiring an IT contractor to help design a system, acquire the hardware and software needed by the system, and assist in implementing the system is NOT a commodity purchase. It is the acquisition of IT services.

Although you must select a performance problem that requires the services of an external contractor, you will not be asked to prepare a request for proposal (RFP) for an external

contractor. Instead, you will prepare a basic performance-based work statement–the heart of an RFP–using one of the templates provided.

What Not To Select. Since the solution to your problem must require the services of an IT contractor who is (theoretically) to be selected in open competition as the result of an RFP, there are certain types of problems you should not select.

• Do not select a problem that can be solved with better internal management or a different use of internal resources, such as using the organization’s programmers to develop or modify certain software systems.

• Do not select a problem that can be solved by adding to the tasks of a current contractor.

• Do not select a problem that can be solved by your organization making its own commodity purchase from a vendor (e.g., a server, Internet service) without the involvement of a contractor selected in open competition after issuing an RFP.

Real Rather Than Fictitious. The problem should be real and for a real organization you are with now or one that you know about. It is recommended that you use a real organization as the context for your project so that the realities of the organization, including the constraints it must contend with, can be taken into account in planning your project. Basing an individual project on a fictitious organization provides no real world challenge since there are no real constraints. There is no need to identify the organization and do not divulge confidential information or information that the organization might find objectionable for you to reveal. Further, you only need to obtain data that are readily available. For data that are not readily available, reasonable estimates will do.

Three-Month Rule. A rule of thumb is to select a problem requiring an IT acquisition project that spans at least three months (though it can be much longer). The idea is to keep the size of the project from being no larger than needed for you to gain the insights from using the acquisition templates but not so small that it will make using the templates trivial and meaningless. Projects shorter than three months generally fall into the latter category. The problem should be such that the organization would be sufficiently concerned with the cost, risk, and need for success that it will go through the various acquisition steps, including competition among contractors (sources), in order to control cost, manage risk, and increase the likelihood of success.

Guidance in Using the Templates. Your individual project will use a total of 12 best practice templates/models involving activities ranging from requirements definition to preparation of a performance-based statement of work. You will be given explanations and, in most cases, examples, of how to use the templates to perform your individual project activities. These are activities that are key in IT acquisition projects.

Examples of Problems Selected by Other Students. Here are some examples of problems that past students have addressed with their individual projects:

• Problem of membership maintenance (club, church, etc.)

• Problem of controlling financial contributions

• Lack of an effective activity reporting system (e.g., for employees)

• Lack of a PowerPoint slides management and inventory system in a large organization

• Need for a better forecasting system of recruitment needs

• Problem of tracking and reporting production

• Problem of preparing accurate and timely reports

• Problem of sharing real-time information with key persons

• Problem of timely analysis of data

• Problem of selectively distributing analytical reports to groups

• Problem of tracking loans

• Problem of controlling access to computer services

• Chronic inability to test computer software as planned

• Problem of effectively managing assets

• Problem of controlling large numbers of documents

• Problem of gathering and integrating information quickly against deadlines

• Problem of controlling electronic documents

• Problem of a slow network that is used for online training

• Problem of professional billing control for a group of lawyers (could be for any group)

Document Your Problem Selection. Document your problem selection using Template 1 from IT Economics Corporation, available at: http://www.iteconcorp.com/T1PerformanceGap.html . When you enter your information into Template 1, the result will be your Activity 1. Note that IT Economics Corp. gives two examples of filled-in templates–these are examples of what you are being asked to do to complete your Activity 1. Post your Activity 1 as a Response to Conference Session 1 (i.e., this Main Topic) and attach a Word document that contains your Activity 1.

The Activity 1 (based on Template 1) you post in the Conference section is your “initial” Activity 1. I will give you feedback on your Activity 1 that you can use to improve it. (You will also get feedback from your fellow students.) After you have revised your initial Activity 1 based on the feedback, you will re-submit it as your “final” Activity 1 at the end of a later session. I provide very specific feedback on your Activity 1 to help you get a good start in using the templates. I know that this will be the first time many of you will have used templates like these.