UC ANR_RFP_IT_Implementation_ProjectManagement_0004012

UC ANR_RFP_IT_Implementation_ProjectManagement_0004012
Estimated timeline: Sept. 1, 2026 - December 31, 2027
Background
The University of California Agriculture and Natural Resources (UC ANR) relies on multiple
applications to support research, volunteer engagement, and administrative functions. Over time,
many of these legacy systems have become outdated, redundant, or non-compliant with UC
cybersecurity policies, increasing maintenance complexity and decreasing operational e(cid:431)iciency.
In spring 2025, UC ANR initiated a process of modernizing those legacy applications with a unified,
secure enterprise ecosystem:
Phase 1 (completed): Defined comprehensive functional, non-functional, and transitional
requirements to replace three legacy pillars: Registration/Event Management System (RMS), the
Volunteer Management System (VMS), and ANR Online learning management functions.
Phase 2 (completing July 2026): Evaluated market solutions and finalized the selection of
Microsoft Dynamics and Canvas as the core product stack, alongside the selection of a primary
Systems Integrator (SI) vendor.
Scope
UC ANR is launching Phase 3: Digital Enterprise Project Implementation. This phase focuses on the
deployment of an integrated product stack (RMS, VMS and ANR Online).
The primary objective of this engagement is to ensure an on-time, in-scope delivery that strictly
aligns with UC ANR's business objectives, operational workflows and UC compliance standards.
The ultimate goal is a seamless, controlled deployment that achieves full transition to internal
ownership, system operations, support processes, and institutional knowledge.
Position Role & Governance Outcomes
The contractor will serve as an independent advisor and representative of UC ANR, providing
objective oversight across all implementation phases. Operating within established project
governance forums, the contractor will guarantee three primary outcomes:
1. Requirement Management: Formal review, approval, and rigid tracking of all baseline
scope changes.
2. Risk Mitigation: Proactive, timely escalation and resolution of emerging project risks and
system dependencies.
3. Strategic Alignment: Comprehensive documentation of key decisions to ensure
continuous alignment with UC ANR priorities.
UC ANR_RFP_IT_Implementation_ProjectManagement_0004012
6.24.2026

Contractor's Key Responsibilities
Functional Scope and Stakeholder Alignment
Core Solution Delivery Support: Drive successful implementation of VMS, RMS, and ANR
Online solutions to match approved organizational requirements.
Process Standardization: Streamline decision-making mechanics, project workflows,
decision-making processes, and escalation protocols to maintain project continuity,
accountability, and executive alignment with UC ANR priorities across all phases of the
project lifecycle.
Requirement Alignment and Traceability: Maintain continuous configuration alignment
between business requirements, solution design, and technical builds throughout all
implementation phases. Maintain the Requirements Traceability Matrix from approved
requirements through testing and production deployment. Identify misalignment risks early
and deliver recommended corrective actions.
Baseline Requirement Verification: Enforce strict validation that all "Must Have"
requirements are fully met, tested and verified prior to deployment.
Vendor and Integration Auditing: Audit system integrators and product vendors guarantee
deliverables comply with technical standards and contractual milestones.
Formal Variance Escalation: Formally document and escalate any vendor delivery
variances in scope, schedule, or quality through established project governance channels.
Provide independent oversight and enforcement of vendor performance, with a focus
on alignment of deliverables to approved requirements, quality standards, and contractual
obligations. Variances in scope, schedule, or quality will be formally escalated through
established governance channels. Stakeholder Engagement and Communications
Management: The Contractor shall facilitate active engagement of UC ANR leadership,
Product Owners, Information Technology (IT) personnel, and Subject Matter Experts (SMEs)
in key decisions, prioritization sessions, and solution validation.
Resource Constraint Escalation: In the event of UC ANR stakeholder availability
constraints, the Contractor shall proactively escalate the resource risks through
established governance forums to mitigate impacts on project momentum.
Performance Monitoring and Reporting: The Contractor shall continuously track project
health - including scope, schedule, risks, issues, and dependencies. The Contractor shall
provide transparent status reports and enforce corrective action plans when vendor
deviations or variances are identified.
User Acceptance Testing (UAT) Structure: The Contractor shall architect and oversee the
execution of the UAT phase. Responsibilities include defining and validating UAT entry and
exit criteria, managing defect identification and prioritization, and securing formal
validation and acceptance signo(cid:431)s from UC ANR stakeholders.
UC ANR_RFP_IT_Implementation_ProjectManagement_0004012
6.24.2026

Deployment, Stabilization, and Operational Transition
Cutover and Deployment Coordination: The Contractor shall manage a controlled, well-
coordinated go-live phase to minimize disruption to ongoing UC ANR operations. This
includes establishing validated readiness criteria, leading cutover planning, and obtaining
formal governance-based deployment approvals.
Stabilization Criteria: Project will be considered stable when integrations are functioning,
critical defects are resolved, business owners sign o(cid:431), and all support is transitioned.
Post-Go-Live Stabilization: The Contractor shall oversee the post-go-live stabilization
period. The Contractor shall track stabilization success criteria, monitor vendor defect
resolution timelines, and assess system performance and user adoption rates.
Knowledge Transfer and Readiness Validation: The Contractor shall evaluate and validate
final knowledge transfer activities. The Contractor must verify that UC ANR IT and business
stakeholders are fully equipped, trained, and prepared to assume total internal ownership
of the system operations, support processes, and documentation.
Team Rules and Governance Guidelines
* Establish and operationalize a structured governance framework, including the Change
Control Board (CCB), Steering Committee, and escalation paths, to support timely
decision-making, issue resolution, and alignment across stakeholders.
* Central Coordination and Communication: The Contractor shall act as the primary liaison
between the system integrator, product vendors, UC ANR leadership, Product Owners,
Information Technology (IT), and end users.
* The Contractor is responsible for maintaining transparent, actionable, and consistent
communication flows across all stakeholder groups to facilitate informed decision-making
throughout the project lifecycle.
* Governance Forum Management: The Contractor shall execute duties through
established project governance bodies, including but not limited to the Steering Committee
and the Change Control Board (CCB). Through these forums, the Contractor shall ensure
that: (a) all requirement modifications undergo formal review, approval, and tracking; (b)
risks and issues are escalated proactively; and (c) all key decisions are documented and
verified against UC ANR priorities.
* Scope Baseline and Change Control: The engagement scope is strictly bound to the
baselined requirements. Any modification, addition, or deletion to this approved baseline
must be processed formally through the UC ANR Change Control Board to ensure system
delivery matches organizational objectives.
* UC ANR has final authority on Team Rules and Governance Guidelines
UC ANR_RFP_IT_Implementation_ProjectManagement_0004012
6.24.2026

Other duties as requested.
The Contractor shall deliver other mutually agreed project management activities consistent with
the objectives of this engagement.
The Contractor shall deliver analysis and structured decision support to facilitate timely and
informed decision-making within governance forums.
UC ANR shall ensure the continuous engagement or new appointment of key stakeholders-
including leadership, Product Owners, IT, and Subject Matter Experts (SMEs) - with adequate
availability to support governance, decision-making, and validation activities. In instances where
stakeholder availability constraints impact project progress, the Contractor shall escalate the
matter through governance forums and propose appropriate mitigation strategies, including the
temporary delegation of decision authority.
Requirements
Project Management Professional (PMP) Certification
Certified SCRUM Master
Project experience in IT environments
Project experience managing enterprise SaaS implementation
Experience with systems integration projects involving multiple vendors
Higher education qualification
Familiarity with UC ANR programs
Preferred Requirements
Experience in complex, large-scale system implementation and systems integration
projects
UC ANR_RFP_IT_Implementation_ProjectManagement_0004012
6.24.2026