ECM RFP 101   Presented by: Carol Mitchell C.M. Mitchell Consulting
Topics to be Covered Phase II – Business Requirements Phase III – RFP Creation Phase IV – Vendor Selection Process Phase I...
Initial Assessment  -  Define Business Case   <ul><li>Obtain Executive Sponsorship </li></ul><ul><li>Clarify/Identify Stra...
Initial Assessment -  Project Scope <ul><li>Define Key Project Resources </li></ul><ul><ul><li>Core Team </li></ul></ul><u...
Initial Assessment -  Current IT Infrastructure <ul><li>Technology Involvement </li></ul><ul><li>Review Platform Requireme...
Business Requirements -  Meet with Subject Matter Experts   <ul><li>Identify all information sources </li></ul><ul><li>Ide...
Business Requirements -  Create Taxonomy <ul><li>Benefits of creating Taxonomy before RFP </li></ul><ul><li>(Absolute requ...
RFP Creation -  Sections of RFP <ul><li>Overview of Project Scope, modules, document and user estimates, etc. </li></ul><u...
RFP Creation -  Software Requirements <ul><li>Capture </li></ul><ul><ul><li>Scanner, remote </li></ul></ul><ul><ul><li>Fax...
RFP Creation -  Software Requirements <ul><li>Content Management </li></ul><ul><ul><li>Infrastructure of Solution </li></u...
RFP Creation -  Software Requirements <ul><li>Content Management </li></ul><ul><ul><li>Annotations </li></ul></ul><ul><ul>...
RFP Creation -  Software Requirements <ul><li>Records Management </li></ul><ul><ul><li>Physical Records – How handled </li...
RFP Creation -  Software Requirements <ul><li>Business Process Management </li></ul><ul><ul><li>Ease of creation </li></ul...
RFP Creation -  Software Requirements <ul><li>Email Management </li></ul><ul><ul><li>Integration with Outlook, Groupwise <...
RFP Creation   -  Release <ul><li>Distribute RFP   </li></ul><ul><ul><li>Web Site </li></ul></ul><ul><ul><li>Pre-Selected ...
Vendor Selection Process - Rank Importance of RFP Questions <ul><li>Distribute RFP </li></ul><ul><ul><li>Company longevity...
Vendor Selection Process -  Review and Rank RFP Responses <ul><li>Review RFP Responses and Follow-up, As Needed </li></ul>...
Vendor Selection Process - Vendor Demonstrations <ul><li>Create Vendor Demo Scripts </li></ul><ul><li>Schedule Vendor Demo...
Vendor Selection Process - Final Vendor Selection <ul><li>Make Objective Vendor Recommendation   </li></ul><ul><ul><li>Imp...
Questions & Answers <ul><li>Kerry Bush, Deputy City Clerk </li></ul><ul><li>City of Englewood </li></ul><ul><li>303-762-24...
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ECM RFP 101 Presented by:

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ECM RFP 101 Presented by:

  1. 1. ECM RFP 101 Presented by: Carol Mitchell C.M. Mitchell Consulting
  2. 2. Topics to be Covered Phase II – Business Requirements Phase III – RFP Creation Phase IV – Vendor Selection Process Phase I – Initial Assessment Questions & Answers
  3. 3. Initial Assessment - Define Business Case <ul><li>Obtain Executive Sponsorship </li></ul><ul><li>Clarify/Identify Strategic Drivers of ECM </li></ul><ul><li>Document High-level Business Processes </li></ul><ul><ul><li>By major function – e.g. Clerk Recording, Agenda Management, etc. </li></ul></ul><ul><li>Document Current Records Management Processes </li></ul><ul><li>Define and Prioritize Business Pain Points and Opportunities for Improvement </li></ul>
  4. 4. Initial Assessment - Project Scope <ul><li>Define Key Project Resources </li></ul><ul><ul><li>Core Team </li></ul></ul><ul><ul><li>Subject-Matter Experts </li></ul></ul><ul><ul><li>Management and Other Stakeholders </li></ul></ul><ul><li>Project Plan </li></ul><ul><ul><li>Milestones and Resource Allocation </li></ul></ul><ul><li>Conduct Project Kickoff Meeting with Key Stakeholders and Participants </li></ul><ul><li>Review Existing Company Documentation </li></ul>
  5. 5. Initial Assessment - Current IT Infrastructure <ul><li>Technology Involvement </li></ul><ul><li>Review Platform Requirements </li></ul><ul><li>Assess Network Infrastructure </li></ul><ul><li>Assess Current System Architecture </li></ul><ul><li>Determine Future Requirements </li></ul><ul><li>Develop Skill-set Requirements </li></ul>
  6. 6. Business Requirements - Meet with Subject Matter Experts <ul><li>Identify all information sources </li></ul><ul><li>Identify types/usage of content </li></ul><ul><li>Identify security requirements </li></ul><ul><li>Identify retrieval requirements </li></ul><ul><li>Identify possible business automation benefits </li></ul><ul><ul><li>Milestone: Requirements document to be used to define Taxonomy and Software Requirements for RFP </li></ul></ul>
  7. 7. Business Requirements - Create Taxonomy <ul><li>Benefits of creating Taxonomy before RFP </li></ul><ul><li>(Absolute requirement prior to implementation) </li></ul><ul><ul><li>Classification of data (Identify types of files, viewers, etc.) </li></ul></ul><ul><ul><li>Organized by repository, class, subclass (Limit on structure?) </li></ul></ul><ul><ul><li>Owner of data (Method to control documents by user) </li></ul></ul><ul><ul><li>Metadata for search across organization (Limit on fields?) </li></ul></ul><ul><ul><li>Unique Identifier (Available within software?) </li></ul></ul><ul><ul><li>Security for access (Ability to handle up to minimum of 4 levels?) </li></ul></ul><ul><ul><li>Records retention (Notifications needed? Legal holds?) </li></ul></ul><ul><ul><li>Milestone: Document to be used to define Software Requirements </li></ul></ul>
  8. 8. RFP Creation - Sections of RFP <ul><li>Overview of Project Scope, modules, document and user estimates, etc. </li></ul><ul><ul><li>Company Performance and Stability </li></ul></ul><ul><ul><li>Software Scalability, non-proprietary </li></ul></ul><ul><ul><li>Application Support and Maintenance </li></ul></ul><ul><ul><li>Software Requirements** Focus for Today </li></ul></ul><ul><ul><li>Hardware Requirements based on IT information </li></ul></ul><ul><ul><li>Training required for system administrators </li></ul></ul><ul><ul><li>Pricing - Licensing (CPU, Concurrent, View, Full, Web access, per repository, etc.) </li></ul></ul>
  9. 9. RFP Creation - Software Requirements <ul><li>Capture </li></ul><ul><ul><li>Scanner, remote </li></ul></ul><ul><ul><li>Fax, email </li></ul></ul><ul><ul><li>Electronic files (office integration) </li></ul></ul><ul><li>Capture Software </li></ul><ul><ul><li>What is included, sufficient </li></ul></ul><ul><ul><li>Indexing Metadata (validation) </li></ul></ul><ul><ul><li>OCR </li></ul></ul><ul><ul><li>Bar Codes, etc. </li></ul></ul>
  10. 10. RFP Creation - Software Requirements <ul><li>Content Management </li></ul><ul><ul><li>Infrastructure of Solution </li></ul></ul><ul><ul><ul><li>Repositories, Folders, Classes, subclasses </li></ul></ul></ul><ul><ul><ul><li>Security Groups, users, assignment level </li></ul></ul></ul><ul><ul><li>Search Capabilities </li></ul></ul><ul><ul><ul><li>Saved searches, limit on values </li></ul></ul></ul><ul><ul><ul><li>Full Text </li></ul></ul></ul><ul><ul><ul><li>User interfaces (GUI, Office, other applications, etc.) </li></ul></ul></ul><ul><ul><li>Audit Trail </li></ul></ul><ul><ul><ul><li>Versions, revisions, access, reporting </li></ul></ul></ul>
  11. 11. RFP Creation - Software Requirements <ul><li>Content Management </li></ul><ul><ul><li>Annotations </li></ul></ul><ul><ul><ul><li>What/how can they be applied (during workflow) </li></ul></ul></ul><ul><ul><ul><li>How are they stored </li></ul></ul></ul><ul><ul><ul><li>Security </li></ul></ul></ul><ul><ul><li>Collaboration </li></ul></ul><ul><ul><li>Administration </li></ul></ul><ul><ul><ul><li>One interface to support all functions </li></ul></ul></ul><ul><ul><ul><li>Setup of new repositories, classes, etc. </li></ul></ul></ul><ul><ul><ul><li>Analysis Reports, notifications </li></ul></ul></ul><ul><ul><li>File Formats supported </li></ul></ul><ul><ul><li>Ability to export images with metadata </li></ul></ul>
  12. 12. RFP Creation - Software Requirements <ul><li>Records Management </li></ul><ul><ul><li>Physical Records – How handled </li></ul></ul><ul><ul><li>Full integration with Content Management </li></ul></ul><ul><ul><li>Retention schedules (Class, subclass, doc type) </li></ul></ul><ul><ul><li>Security </li></ul></ul><ul><ul><li>Notification workflows </li></ul></ul><ul><ul><li>Legal holds </li></ul></ul><ul><ul><li>Reports </li></ul></ul><ul><ul><li>Meet Compliance requirements </li></ul></ul>
  13. 13. RFP Creation - Software Requirements <ul><li>Business Process Management </li></ul><ul><ul><li>Ease of creation </li></ul></ul><ul><ul><li>Complexity supported </li></ul></ul><ul><ul><ul><li>Parallel </li></ul></ul></ul><ul><ul><ul><li>Sequential </li></ul></ul></ul><ul><ul><li>Based on event (addition, change, etc.), timed </li></ul></ul><ul><ul><li>Ad-hoc workflows </li></ul></ul><ul><ul><li>Pass/Store notes within workflow </li></ul></ul><ul><ul><li>E-Forms </li></ul></ul>
  14. 14. RFP Creation - Software Requirements <ul><li>Email Management </li></ul><ul><ul><li>Integration with Outlook, Groupwise </li></ul></ul><ul><ul><li>Ability to save from Application </li></ul></ul><ul><ul><li>Templates for saving </li></ul></ul><ul><ul><li>Ability to access documents from Application </li></ul></ul><ul><ul><li>Automated Rules Engine </li></ul></ul><ul><ul><ul><li>Based on user, subject, etc. </li></ul></ul></ul><ul><ul><li>Store attachments </li></ul></ul><ul><ul><li>Controlled by Records Management </li></ul></ul>
  15. 15. RFP Creation - Release <ul><li>Distribute RFP </li></ul><ul><ul><li>Web Site </li></ul></ul><ul><ul><li>Pre-Selected Vendors </li></ul></ul><ul><li>Facilitate Follow-up Questions </li></ul><ul><ul><li>Email </li></ul></ul><ul><ul><li>Pre-bid Meeting, etc. </li></ul></ul>
  16. 16. Vendor Selection Process - Rank Importance of RFP Questions <ul><li>Distribute RFP </li></ul><ul><ul><li>Company longevity </li></ul></ul><ul><ul><li>Company industry experience </li></ul></ul><ul><ul><li>Capture (Sufficient, remote) </li></ul></ul><ul><ul><li>Content Management (Separate repositories) </li></ul></ul><ul><ul><li>Structure/Security </li></ul></ul><ul><ul><li>Search/Retrieve/View, Within Business Apps </li></ul></ul><ul><ul><li>Records Management (Physical, notifications) </li></ul></ul><ul><ul><li>Business Process Management (Parallel) </li></ul></ul>
  17. 17. Vendor Selection Process - Review and Rank RFP Responses <ul><li>Review RFP Responses and Follow-up, As Needed </li></ul><ul><li>Determine Vendor Assessment Criteria </li></ul><ul><ul><li>Ranking for each response (1-5) </li></ul></ul><ul><li>Vendor Score </li></ul><ul><ul><li>Section/Question Ranking Importance value </li></ul></ul><ul><ul><li>Vendor RFP Response value </li></ul></ul><ul><li>Complete Vendor Scorecards </li></ul><ul><li>Milestone: Create “Short-List” of Vendors to Evaluate in More Detail </li></ul>
  18. 18. Vendor Selection Process - Vendor Demonstrations <ul><li>Create Vendor Demo Scripts </li></ul><ul><li>Schedule Vendor Demonstrations </li></ul><ul><li>Create User Evaluation Forms (1-5) </li></ul><ul><li>Facilitate Vendor User Demonstrations </li></ul><ul><li>Compile User Evaluation Results </li></ul><ul><li>Create Final Vendor Scorecard </li></ul><ul><li>Milestone: Create Final Vendor Scorecard </li></ul>
  19. 19. Vendor Selection Process - Final Vendor Selection <ul><li>Make Objective Vendor Recommendation </li></ul><ul><ul><li>Importance of functionality </li></ul></ul><ul><ul><li>RFP responses ranking, and </li></ul></ul><ul><ul><li>User rankings of demos </li></ul></ul><ul><li>Facilitate Preliminary Software Decision </li></ul><ul><li>Assist in Vendor Negotiations </li></ul><ul><li>Milestone: Final Vendor Selection </li></ul>
  20. 20. Questions & Answers <ul><li>Kerry Bush, Deputy City Clerk </li></ul><ul><li>City of Englewood </li></ul><ul><li>303-762-2405 </li></ul><ul><li>Carol Mitchell, CISA, CDIA+ </li></ul><ul><li>CM Mitchell Consulting Corporation </li></ul><ul><li>www.cm-mitchell.com </li></ul><ul><li>303-526-2796 </li></ul>

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