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Autonomy implementation options 052013
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Autonomy implementation options 052013

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  • 1. AUTONOMY IMPLEMENTATION
  • 2. Overall Objective for Implementing CMS Efficiency: Free up ITD resources to build and redesign websites while business maintains content Capability: ITD can apply foundation level changes to all websites as mass updates Modernization: Upgrade tools and infrastructure to be contemporary, scalable, reliable, and secure
  • 3. Project Objective Build a website with Autonomy Maintain that website and develop other websites using internal resources Leverage SSA’s TeamSite licenseProject Issues Autonomy license Need to carry-over websites history for SSA Change in Infrastructure design Lack of sufficient Autonomy skillset among internal resources
  • 4. Steps Taken to Mitigate Project Issues Met with HP to update them on project status, get their commitment for project success HP did a half-day project review and provided their analysis on gaps and solution to address them HP has provided cost estimate to implement the SSA’s staff website Met with GSPAAN on requirements review and get estimate for implementation of SSA’sstaff website Talked to independent consultant (thru Savitartech) regarding implementation Spoke to Gartner regarding Autonomy, implementation approach and support model Discussed with Digital Strategy & Services (DSS) team on addressing the project issues andcommitment Ram became more educated on this project Have daily touch base meeting to resolve open issues
  • 5. Key Facts Learned We didn’t allow enough time with implementation partner for acquiring the developmentskillset Resource with programming background (JAVA, XML, XSLT) is required for this project andfuture support Project team would require resource(s) to develop HTML, CSS, .pages in Autonomybesides other development work
  • 6. Project Issues – Mitigation Autonomy license - $605+ Bridge license until May 31, 2014 - $605 ($500 + 21% of $500) After twelve months there is a monthly fee of $4,840 ($4000 + 21% of $4K). If existing SSA websites are migrated to Enterprise TeamSitev7.3.2 before May 31, 2014, we would not require this monthly extension Need to carry-over websites history for SSA - $87,500 Cost estimate from GSPAAN for migrating sites – $56,000 Software license cost for creating separate Intranet infrastructure – $31,500 (2 Open Deploy Receivers - $6K, 3 ColdFusion Std. ed. -$25.5K) Cost of server virtual instance - $(ask Geoff) Change in Infrastructure design HP recommend we implement TeamSite v7.3.2 instead of v7.3.1. Requires minor upgrade. Middleware team would do the software install/upgrade. They would like the external partner to review & help resolve issues fromTeamSite/LiveSite install/upgrade Cost part of GSPAAN/HP implementation quote (cost provided in subsequent slides) Lack of sufficient Autonomy skillset among internal resources Gap due to combination of missing skillset and needing addition project resources with different skillset Multiple options for acquiring missing skillset reviewed in the following slides
  • 7. Acquiring Skillset - OptionsOption 1: External Help Option 2: Internal OnlyApproach  Leverage Consulting resources (vendor orindependent) to build the first site Take the most complex website (SSA’s Staffsite) and implement it first ITD would acquire knowledge transfer incl. fewhands-on experience as passive partner Purchase consulting/support hours fromvendor to assist, if needed, when ITD buildnew site on their own ITD takes a simple website and implements it On successful completion, develop otherwebsites in the increasing order of complexity
  • 8. Acquiring Skillset – Options – Contd.Option 1: External Help Option 2: Internal OnlyPros  A working website in relatively short time ITD learn methodology, best practices fromimplementation partner ITD will have library of code line to use fornew sites External partner would review the softwareinstall/upgrade ITD has external help forguidance/development, if need be, whendeveloping other sites internally Cost no money Retention of knowledge acquired is highCons  Expensive option Internal staff may be slow initially to build thefirst couple of sites post-transition No guarantee we’ll have a working website Rework and inefficiencies due to lack ofawareness of best practices Resource constraints due to longer duration ofthis project with other future concurrentprojects
  • 9. External Resources – OptionsGSPAAN HP Professional Services Independent ConsultantPros  Knows the County environmentbetter than the other two Possibly more accommodatingto our questions and demands May have best expertise of thethree Ensures HP has deepercommitment to theproject/product success Works at a pace conducive forinternal resources to learnAutonomyCons  With John leaving, may nothave the top notch consultant Expensive option Possibly less accommodating toour questions and demands Internal resources have to takemore share of project workload Will take longer to implement asite compared to the other two High hourly rate. May end-upmore expensive that GSPAANafter six monthsCost  $129,920 ($114,400 + $15,520) 1,048 hrs. incl. 128 bank hours $241,120 1,096 hrs. incl. 80 bank hours $126/hr (1040 hrs. - $131,040)
  • 10. Acquiring Skillset - Options – RecommendationOption 1: Utilizing external resource, GSPAAN, to implement framework for one site (SSA’s Staff site) Have a working and complex site framework developed1 using Autonomy in relatively short amount oftime ITD would acquire KT and reusable code line for subsequent implementations ITD would have consulting hours with vendor, if need be, for guidance and for issue resolution whendeveloping subsequent websites in Autonomy GSPAAN has a good understanding of the County environment, project requirements and can hit theground running1 The site framework would be developed to the point where SSA can migrate content to make it a fully functional website
  • 11. Implementation Approach and High-level TimelineAutonomy Implementation High-level TimelineMajor Activities Jul Aug Sep Oct Nov Dec Jan Feb MarMigrate SSA Sites for HistoryStaff SiteHR EBC SiteITDITD TasksBusiness Tasks
  • 12. DSS Team Autonomy Support ModelRole ResourceArchitect Michael RockTeamSite, LiveSite Support (Layouts, Templates,Straight-forward components)Michael R., Tess, Dinesh, Mike K.New complex components, Workflow changes, Java,XML, XLST, etc. supportNew HireHTML, CSS, etc. Michael R., Tess, Dinesh, Mike K.
  • 13. Cost Breakdown for Recommended OptionItem Cost CommentsMigrate SSA sites to Enterprise Teamsite v7.3.2 $ 56,000 Brings history and licenseSoftware license for intranet servers $ 31,500 SSA would like to separate internet and intranetSSA sites migration Total $ 87,500GSPAAN cost for Staff site development $ 129,920Bridge license cost $ 605Autonomy Implementation Cost $ 130,525Grand Total $ 218,025New developer resource for ongoing support $120,000/yr
  • 14. Next Steps Establish project timeline Identify additional internal resources required Hire Java programmer preferably with TeamSite experience Complete paperwork with GSPAAN Include SSA resources in core project team Establish project team working model