Effective Vendor and Project Management Strategies for Sustainability
Explore key insights and best practices for successful vendor and project management in the context of sustainability. Learn about critical success factors, data security practices, and strategies to address challenges. Join the discussion on enhancing sustainability planning and mitigating risks in vendor engagements.
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Presentation Transcript
Sustainability, Vendor Management/ Project Management 2018 SLDS BEST PRACTICES CONFERENCE FEBRUARY 28, 2018 Baron Rodriguez, State Support Team Bill Hurwitch, State Support Team
Session Agenda Welcome Review Session goals and agenda Successful Vendor Engagement/Projects What contributed to success? Lessons learned Critical Success Factors Considerations When Engaging Vendors Security Issues/Best Practices Contingency Planning Sustainability Planning Wrap up and Next Steps Sustainability, Vendor Management/Project Management February 28, 2018 2 2 2
Session Goals Gain understanding of key vendor and project management processes and tools Identify strategies and solutions to vendor issues that have been successfully implemented in other states/territories Increase awareness of data security best practices when dealing with vendors and contracts Sustainability planning: Plan steps to address gaps and develop mitigation strategies Other? Sustainability, Vendor Management/Project Management February 28, 2018 3 3 3
Icebreaker Introduce yourself Name state/territory, role Share an example of a successful project with the group What contributed to its success? Sustainability, Vendor Management/Project Management February 28, 2018 4 4 4
Critical Success Factors Sustainability, Vendor Management/Project Management February 28, 2018 5 5
Project Critical Success Factors Executive Support and Commitment Financial Resources Human Resources Project Management Technical Expertise Organization Readiness for Change Stakeholder Involvement Training Plan/Resources Communications Sustainability, Vendor Management/Project Management February 28, 2018 6 6
CSF Self-Assessment Evaluate your state s readiness for a project can be planned, current or completed Which two were/are the most challenging? Roundtable discussion common themes/challenges? Report out to group Group discussion solutions, strategies Sustainability, Vendor Management/Project Management February 28, 2018 7 7 7 7
Break Sustainability, Vendor Management/Project Management February 28, 2018 8 8
Considerations When Engaging Vendors Technical expertise and capacity of internal resources Utilizing vendors to address gaps, add value Managing costs Build versus buy Proprietary vs. industry standard solution Temporary expense vs. overhead Licensing/maintenance/support/hosting Service-level agreements (external and internal) Knowledge transfer Data security and privacy Sustainability, Vendor Management/Project Management February 28, 2018 9 9 9 9
Data Privacy and Security Best Practices Sustainability, Vendor Management/Project Management February 28, 2018 10 10
Terms & Conditions FERPA Clauses Redisclosure/other uses? Appropriate exception: Audit/Eval, Studies Destruction of data Many state laws have vendor requirements Some even have transparency requirements (NY, CO) Best Practices Data breach responsibilities/notifications Data mining limitations Defining key terms (aggregate, deidentified, etc.) Data access limitations (data minimization) Sustainability, Vendor Management/Project Management February 28, 2018 11 11
Vendor Data Privacy & Data Security Discussion States that have done a thorough review of all researchers, vendors, outside parties to ensure T s & C s meet requirements/best practices? Are procurement policies in place to support compliance and best practices? Is there something we could do to help if not? Negotiation of privacy/security issues with Vendors? Sustainability, Vendor Management/Project Management February 28, 2018 12 12
Reminder of Vendor Resources Responsibilities of Third-Party Service Providers under FERPA Written Agreement Checklist Sustainability, Vendor Management/Project Management February 28, 2018 13 13
Contingency Planning State/Territory changes New leadership Changing priorities Reduced/lost funding Vendor changes New ownership/leadership/priorities Product support sunsetting Termination Disaster recovery Sustainability, Vendor Management/Project Management February 28, 2018 14 14 14 14
Sustainability Planning Sustainability, Vendor Management/Project Management February 28, 2018 15 15
Elements of Sustainability Data system sustainability is composed of four foundational aspects: 1) broad and deep stakeholder support; 2) widespread data use; 3) demonstrated return on investment; and 4) long-term commitments of fiscal and human resources. Sustainability, Vendor Management/Project Management February 28, 2018 16 16 16
Key Sustainability Questions What is still needed in your state to ensure broad and deep stakeholder support? What is needed to institutionalize use of your system? How might you expand your sources of financial support? Are you including funding for the ongoing support and maintenance of your SLDS along with future enhancements? How can your state begin to demonstrate its SLDS successes? What can you do better, faster, or more efficiently now because of the SLDS? Where has your state been successful planning for sustainability? What is still needed in your state to sustain the SLDS? Sustainability, Vendor Management/Project Management February 28, 2018 17 17
Wrap-up and Next Steps Sustainability, Vendor Management/Project Management February 28, 2018 18 18
Sustainability, Vendor Management/Project Management February 28, 2018 19
Sustainability, Vendor Management/Project Management February 28, 2018 20
How can SST help? Sustainability, Vendor Management/Project Management February 28, 2018 21 21
Contacts and Additional Resources Contact Information: Baron Rodriguez, Baron.Rodriguez@slds-sst.org Bill Hurwitch, Bill.Hurwitch@sst-slds.org For more info about the SST and to request support: To determine your state or territory s SST point of contact: https://slds.grads360.org/#communities/pdc/documents/14522 SLDS GRADS360 website: http://slds.grads360.org Links to Resources: Public Domain Clearinghouse https://nces.grads360.org/#p=19 Sustainability Self-Assessment https://nces.grads360.org/#communities/pdc/documents/2689 SLDS Sustainability Planning Guide https://slds.grads360.org/#communities/pdc/documents/2640 Sustainability Plan Guide & Template: ECIDS and SLDS https://slds.grads360.org/#communities/pdc/documents/10501 Sustainability, Vendor Management/Project Management February 28, 2018 22 22 22
