The client is a federal housing agency responsible for increasing homeownership, supporting community development, and expanding access to affordable housing free from discrimination. The agency ran two legacy procurement systems, both built on obsolete technologies and difficult to maintain. i3solutions started with a comprehensive Needs Assessment, interviewing 30 individuals across seven departments to establish what an upgraded procurement system had to do, and carried that into a full IT systems analysis: a feasibility study, an infrastructure assessment, evaluations and demonstrations of Commercial Off-The-Shelf (COTS) contract management systems, and a Cost Benefit Analysis conducted according to the agency’s own system development methodology. The analysis recommended purchasing a cost-effective off-the-shelf contract management system rather than funding custom application development the agency did not need. i3solutions also produced the project plan, risk assessment, and security plan for the upgrade. The project plan reduced implementation time by over 35%, and identifying the off-the-shelf system saved the agency over $1.5 million in unnecessary development costs.
Reducing Development Costs with a Strategic IT Systems Analysis
Case Study
Reducing Development Costs with
a Strategic IT Systems Analysis
The Customer
And Their Challenge
The client is a federal housing agency responsible for increasing homeownership, supporting community development, and expanding access to affordable housing free from discrimination. To effectively manage procurement operations, the agency relied on two legacy procurement systems. These systems played a critical role in managing contracts and procurement processes across multiple departments. However, both systems were outdated, built on obsolete technologies, making them difficult to maintain, inefficient, and increasingly incompatible with modern technology.
The agency recognized the need to upgrade these systems but faced several challenges in determining the best path forward. They needed to assess whether an upgrade to a modern web-based solution was feasible, understand potential risks, and evaluate the cost-effectiveness of various options. With multiple stakeholders involved, the agency required a comprehensive IT Systems Analysis to ensure that any investment in new technology aligned with their operational needs, budget constraints, and long-term goals.
The Solution
IT Systems Analysis
The agency selected i3solutions to conduct a thorough IT Systems Analysis based on their proven expertise in system integration and web-based application development. i3solutions began with a comprehensive Needs Assessment, interviewing 30 individuals across seven departments to gather key requirements for an upgraded procurement system. This was followed by an in-depth feasibility study that analyzed whether the new system requirements could be met, as well as an infrastructure assessment to determine if the agency’s existing environment could support a fully web-based solution.
In addition, i3solutions evaluated and demonstrated various Commercial Off-The-Shelf (COTS) contract management systems to identify viable options that met the agency’s procurement needs. A Cost Benefit Analysis, conducted according to the agency’s own system development methodology, revealed that purchasing an off-the-shelf product was the most cost-effective solution, as the agency’s procurement processes aligned with standard software capabilities. i3solutions also developed a detailed project plan, risk assessment, and security plan to ensure a smooth implementation with minimal disruption.
Measurable Benefits
and Business Impact
By leveraging i3solutions’ expertise, the agency was able to make a well-informed decision that modernized its procurement systems while minimizing costs, risks, and implementation challenges.
Improved
Risk Management
A comprehensive risk assessment and security plan ensured that potential challenges were identified and mitigated early, preventing costly setbacks in the upgrade process.
Reduced
Implementation Time
i3solutions’ project plan streamlined the system upgrade process, reducing implementation time by over 35%, allowing the agency to transition to a modern system more efficiently.
Minimal
System Downtime
The strategic upgrade plan ensured a seamless transition with minimal disruption to procurement operations, enabling continued functionality without delays.
Informed
Decision-Making
The detailed assessment and documentation provided the agency with the insights needed to confidently select the best procurement solution, aligning with both operational and financial goals.
Significant
Cost Savings
The IT Systems Analysis provided an alternative solution that saved the agency over $1.5 million in unnecessary development costs by identifying a cost-effective, off-the-shelf contract management system.
Frequently Asked Questions
How did i3solutions gather the requirements for the agency’s new procurement system?
With a comprehensive Needs Assessment. i3solutions interviewed 30 individuals across seven departments to gather key requirements for an upgraded procurement system, then ran a feasibility study to analyze whether those requirements could be met and an infrastructure assessment to determine whether the agency’s existing environment could support a fully web-based solution.
Why did the analysis recommend buying an off-the-shelf system instead of building one?
i3solutions evaluated and demonstrated various Commercial Off-The-Shelf (COTS) contract management systems, then ran a Cost Benefit Analysis according to the agency’s own system development methodology. It showed that purchasing an off-the-shelf product was the most cost-effective solution, because the agency’s procurement processes aligned with standard software capabilities. Identifying that system saved the agency over $1.5 million in unnecessary development costs.
What did the analysis change about the upgrade schedule?
The project plan i3solutions developed streamlined the system upgrade process and reduced implementation time by over 35%. The accompanying risk assessment and security plan identified and mitigated potential challenges early, and the upgrade proceeded with minimal disruption to procurement operations.
If a legacy system upgrade is coming and nobody has an independent read on whether to buy or build, that decision usually gets made on whoever argues hardest. A first conversation covers what your current system does, who depends on it, and what a feasibility study and cost benefit comparison would have to examine before money is committed. You leave with a scoped view of the analysis and the questions it has to answer, not a sales deck. Start the conversation
Deciding whether to keep, rebuild, or retire an aging system is the expensive decision, and it usually gets made without anyone asking the people who depend on it. A short scoping call covers who those users are in your organization and what a proper analysis would have to answer first.
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