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Paving the Way to the Future: DYCD's Comprehensive Contract Management System By Neil Berman Assistant Commissioner of Information Technology NYC Department of Youth and Community Development The Department of Youth and Community Development (DYCD) has, over the last 2.5 to 3 years, developed the Comprehensive Contract Management System (CCMS). This client server system, written in Sysbase's Power Builder with a Microsoft SQL Server database engine back end, successfully supports and integrates the full cycle of contract management functions: management of incoming funds; solicitation and proposal evaluation; contract awards and negotiation; program planning; budgeting; expense reporting and evaluation; vouchering; auditing; Vendex evaluations; contract close-outs; and claiming. Background In 1996, the DYCD was created through the consolidation of the Department of Youth Services and the Community Development Agency. Although both agencies were handling contract management, each had its own business procedures, information stores, and data processing systems. The first step in unifying procedures was charging DYCD's Information Technology (IT) department with the responsibility of developing a new contract financial management system. It quickly became apparent that both the accuracy and ease of use of the financial system would be greatly enhanced if related functions were automated and integrated with this information as well. The idea of the Comprehensive Contract Management System (CCMS) was born. Process Softek Development, Inc., was brought in to work with DYCD's IT team to develop and integrate the new system. Given the urgency of the project, the development team adopted a Rapid Application Development (RAD) methodology by which functional specifications were worked out through interviews with agency staff, and "barebones" prototypes of screens and functional flows were demonstrated at biweekly development meetings. Testing was initially done by the development team to identify and fix any coding problems and then agency operations staff reviewed the system changes to ensure that functionality was complete and easy to use. By standards of the traditional software development life cycle, both analysis and testing phases were notably foreshortened. Keen attention to customer support and rapid turn around time for bug fixes went a long way towards making up for this. Within one year, the fundamental data architecture was in place and the system functions were operating and stable. Benefits By insisting on a high degree of integration, CCMS has promoted a higher level of efficiency than the agency has ever seen. Simply put, there is only one point of data entry for any data element, saving countless hours of duplicate data entry and ensuring uniform information throughout the agency. This requirement has engendered many lively conversations about who "owns" any particular data element, but these discussions have clarified points of responsibility and workflow. Of course, it has also increased the stakes in terms of accuracy; any input error is immediately disseminated through the agency. To meet this challenge, DYCD has developed a variety of quality control reports that include the names of responsible staff. These have been used gently rather than punitively, to increase training where necessary, clarify and standardize procedures, and give supervisors a much better idea of the "product" of their own operations. Another benefit of this development effort has been the improvement in communication. The development meetings became a forum for creating a shared vocabulary. This was important, given that DYCD was in the process of marrying two different agency systems and cultures. The meetings also provided an opportunity for users of CCMS at all levels of the organization to meet and provide feedback on the system's operation. Over time, the development meetings have evolved into user meetings. Emerging needs are discussed, enhancements are demonstrated, and suggestions for improvements are shared. The foundation has been laid for ongoing change and innovation. In the course of the coming year, DYCD plans to implement the ability to exchange data with service providers via the Internet and through an Integrated Voice Response (IVR) system. These capabilities will provide the timeliness and quality of information, expedite payments, and will drastically reduce paper usage and data entry requirements.
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