Change Request CR050008 Replace LIGO Document Management System

1
Change Request CR-050008Replace LIGO Document
Management System

• Philip Lindquist, Caltech
• August 5, 2005

2
History

• February 2005 Committee created to review future
  direction of LIGO Document Control Center
• Greater LSC involvement
• Active Data Analysis Effort
• Advanced LIGO
• Maintain current capabilities securely and
  professionally

3
Recommendation

• Committee recommends procuring and installing
  document management system offered by Synergy
• The basic software package was well received and
  a good match for our requirements,
• Zero cost for integration of our current DCC
  numbering system,
• Unlimited user licenses included at the base
  price,
• Technical staff highly knowledgeable in document
  management offering solid support during our
  transition period.
• Estimated Initial Cost 58,000 to 63,000
• Basic System
• Upgrades
• Conversion
• Training
• Annual Maintenance Costs 5700
• Schedule target is end of calendar year

4
Committee Members

• Dennis Coyne
• Joe Giaime
• Calum Torrie
• Rich Abbott
• Justin Greenhalgh
• Peter Shawhan
• David Shoemaker
• Larry Wallace
• Linda Turner
• David Shoemaker
• Patrick Brady
• Todd Etzel
• Stan Whitcomb (acting selection official)

5
Process

• Generated List of Requirements
• Current system features
• Desired enhancements
• Perceived future needs
• Vendor Review
• Initial list of 15 candidates
• Several appeared to meet many needs
• Some eliminated due to cost
• Some withdrew based on review of requirements
• Five demonstrations scheduled
• Association for Imaging and Information
  Management (AIIM) Consulted
• Resulted in additional candidates and
  presentations

6
Vendor Evaluation

• Viewed vendor demonstrations
• Arranged opportunities for committee members to
  test drive trial versions
• Reduced field to three
• Synergy
• Xythos
• DocDB (non-commercial)
• Systems evaluated using matrix and scorecard
• No out-of-the-box solution provides perfect fit
• Discussed cost of enhancements with vendors
• Xythos eliminated due to cost (80K to 120K)
• DocDB eliminated because of resources required

7
Key Evaluation Factors

• Cost to procure, install, and maintain
• Ability to register a document and get a static
  URL pointer assigned by the system
• Accessibility via multiple standard web browsers
  with no additional hardware or software required
  of the users
• The ability to do full text searches of
  electronic documents
• A moderately flexible work flow process to
  support review and approval processes
• The ability to link documents and also to retain
  historical snapshots of document sets

8
Issues or Potential Issues

• Synergy Needs development to generate permanent
  URL
• Synergy Relies heavily on Microsoft
  infrastructure
• IIS, Microsoft Web Server application

9
Synergy Cost Breakdown

• Basic Price 28,500
• First Year Support 5700
• Additional Development Costs 14,000 to 20,000
• migration of metadata and electronic files 4500
• Development of support for additional browsers
  10,000
• Hardware and software acquisition 11,000 to
  12,000
• Total 59,700 to 66,700
• Annual Maintenance 5700

10
Additional Information about Synergy

• Synergys Address is 620 - 1090 West Pender,
  Vancouver, BC, Canada V6E 2N7
• References checked for Synergy
• John Netherton, IT Law Firm - Synergy used
  multiple sites throughout US for collaboration
• Dr. Gareth Hatch, Dexter Magnetic Technologies,
  Inc. - Engineering/Manufacturing company
• Rick Rodriguez, SAIC, McLean, VA - government
  business units
• The software is in escrow, which means that
  LIGO owns the source code if they go out of
  business. The company has been in business since
  1995.