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ECM RFP 101

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Milestone: Create 'Short-List' of Vendors to Evaluate in More Detail ... Create User Evaluation Forms (1-5) Facilitate Vendor User Demonstrations ... – PowerPoint PPT presentation

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Title: ECM RFP 101


1
ECM RFP 101
  • Presented by
  • Carol Mitchell
  • C.M. Mitchell Consulting

2
Topics to be Covered
Phase I Initial Assessment
Phase II Business Requirements
Phase III RFP Creation
Phase IV Vendor Selection Process
Questions Answers
3
Initial Assessment - Define Business Case
  • Obtain Executive Sponsorship
  • Clarify/Identify Strategic Drivers of ECM
  • Document High-level Business Processes
  • By major function e.g. Clerk Recording, Agenda
    Management, etc.
  • Document Current Records Management Processes
  • Define and Prioritize Business Pain Points and
    Opportunities for Improvement

4
Initial Assessment - Project Scope
  • Define Key Project Resources
  • Core Team
  • Subject-Matter Experts
  • Management and Other Stakeholders
  • Project Plan
  • Milestones and Resource Allocation
  • Conduct Project Kickoff Meeting with Key
    Stakeholders and Participants
  • Review Existing Company Documentation

5
Initial Assessment - Current IT Infrastructure
  • Technology Involvement
  • Review Platform Requirements
  • Assess Network Infrastructure
  • Assess Current System Architecture
  • Determine Future Requirements
  • Develop Skill-set Requirements

6
Business Requirements - Meet with Subject Matter
Experts
  • Identify all information sources
  • Identify types/usage of content
  • Identify security requirements
  • Identify retrieval requirements
  • Identify possible business automation benefits
  • Milestone Requirements document to be used to
    define Taxonomy and Software Requirements for RFP

7
Business Requirements - Create Taxonomy
  • Benefits of creating Taxonomy before RFP
  • (Absolute requirement prior to implementation)
  • Classification of data (Identify types of files,
    viewers, etc.)
  • Organized by repository, class, subclass (Limit
    on structure?)
  • Owner of data (Method to control documents by
    user)
  • Metadata for search across organization (Limit on
    fields?)
  • Unique Identifier (Available within software?)
  • Security for access (Ability to handle up to
    minimum of 4 levels?)
  • Records retention (Notifications needed? Legal
    holds?)
  • Milestone Document to be used to define Software
    Requirements

8
RFP Creation - Sections of RFP
  • Overview of Project Scope, modules, document and
    user estimates, etc.
  • Company Performance and Stability
  • Software Scalability, non-proprietary
  • Application Support and Maintenance
  • Software Requirements Focus for Today
  • Hardware Requirements based on IT information
  • Training required for system administrators
  • Pricing - Licensing (CPU, Concurrent, View,
    Full, Web access, per repository, etc.)

9
RFP Creation - Software Requirements
  • Capture
  • Scanner, remote
  • Fax, email
  • Electronic files (office integration)
  • Capture Software
  • What is included, sufficient
  • Indexing Metadata (validation)
  • OCR
  • Bar Codes, etc.

10
RFP Creation - Software Requirements
  • Content Management
  • Infrastructure of Solution
  • Repositories, Folders, Classes, subclasses
  • Security Groups, users, assignment level
  • Search Capabilities
  • Saved searches, limit on values
  • Full Text
  • User interfaces (GUI, Office, other applications,
    etc.)
  • Audit Trail
  • Versions, revisions, access, reporting

11
RFP Creation - Software Requirements
  • Content Management
  • Annotations
  • What/how can they be applied (during workflow)
  • How are they stored
  • Security
  • Collaboration
  • Administration
  • One interface to support all functions
  • Setup of new repositories, classes, etc.
  • Analysis Reports, notifications
  • File Formats supported
  • Ability to export images with metadata

12
RFP Creation - Software Requirements
  • Records Management
  • Physical Records How handled
  • Full integration with Content Management
  • Retention schedules (Class, subclass, doc type)
  • Security
  • Notification workflows
  • Legal holds
  • Reports
  • Meet Compliance requirements

13
RFP Creation - Software Requirements
  • Business Process Management
  • Ease of creation
  • Complexity supported
  • Parallel
  • Sequential
  • Based on event (addition, change, etc.), timed
  • Ad-hoc workflows
  • Pass/Store notes within workflow
  • E-Forms

14
RFP Creation - Software Requirements
  • Email Management
  • Integration with Outlook, Groupwise
  • Ability to save from Application
  • Templates for saving
  • Ability to access documents from Application
  • Automated Rules Engine
  • Based on user, subject, etc.
  • Store attachments
  • Controlled by Records Management

15
RFP Creation - Release
  • Distribute RFP
  • Web Site
  • Pre-Selected Vendors
  • Facilitate Follow-up Questions
  • Email
  • Pre-bid Meeting, etc.

16
Vendor Selection Process - Rank Importance of RFP
Questions
  • Distribute RFP
  • Company longevity
  • Company industry experience
  • Capture (Sufficient, remote)
  • Content Management (Separate repositories)
  • Structure/Security
  • Search/Retrieve/View, Within Business Apps
  • Records Management (Physical, notifications)
  • Business Process Management (Parallel)

17
Vendor Selection Process - Review and Rank RFP
Responses
  • Review RFP Responses and Follow-up, As Needed
  • Determine Vendor Assessment Criteria
  • Ranking for each response (1-5)
  • Vendor Score
  • Section/Question Ranking Importance value
  • Vendor RFP Response value
  • Complete Vendor Scorecards
  • Milestone Create Short-List of Vendors to
    Evaluate in More Detail

18
Vendor Selection Process - Vendor Demonstrations
  • Create Vendor Demo Scripts
  • Schedule Vendor Demonstrations
  • Create User Evaluation Forms (1-5)
  • Facilitate Vendor User Demonstrations
  • Compile User Evaluation Results
  • Create Final Vendor Scorecard
  • Milestone Create Final Vendor Scorecard

19
Vendor Selection Process - Final Vendor Selection
  • Make Objective Vendor Recommendation
  • Importance of functionality
  • RFP responses ranking, and
  • User rankings of demos
  • Facilitate Preliminary Software Decision
  • Assist in Vendor Negotiations
  • Milestone Final Vendor Selection

20
Questions Answers
  • Kerry Bush, Deputy City Clerk
  • City of Englewood
  • 303-762-2405
  • Carol Mitchell, CISA, CDIA
  • CM Mitchell Consulting Corporation
  • www.cm-mitchell.com
  • 303-526-2796
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