ECM RFP 101 Presented by: Carol Mitchell C.M. Mitchell Consulting

Copywrited by: CM Mitchell Consulting Topics to be Covered Phase II – Business Requirements Phase III – RFP Creation Phase IV – Vendor Selection Process Phase I – Initial Assessment Questions & Answers

Copywrited by: CM Mitchell Consulting 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

Copywrited by: CM Mitchell Consulting 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

Copywrited by: CM Mitchell Consulting Initial Assessment - Current IT Infrastructure Technology Involvement  Review Platform Requirements  Assess Network Infrastructure  Assess Current System Architecture  Determine Future Requirements  Develop Skill-set Requirements

Copywrited by: CM Mitchell Consulting 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

Copywrited by: CM Mitchell Consulting 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

Copywrited by: CM Mitchell Consulting 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.)

Copywrited by: CM Mitchell Consulting RFP Creation - Software Requirements  Capture  Scanner, remote  Fax,  Electronic files (office integration)  Capture Software  What is included, sufficient  Indexing Metadata (validation)  OCR  Bar Codes, etc.

Copywrited by: CM Mitchell Consulting 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

Copywrited by: CM Mitchell Consulting 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

Copywrited by: CM Mitchell Consulting 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

Copywrited by: CM Mitchell Consulting 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

Copywrited by: CM Mitchell Consulting RFP Creation - Software Requirements  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

Copywrited by: CM Mitchell Consulting RFP Creation - Release  Distribute RFP  Web Site  Pre-Selected Vendors  Facilitate Follow-up Questions   Pre-bid Meeting, etc.

Copywrited by: CM Mitchell Consulting 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)

Copywrited by: CM Mitchell Consulting 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

Copywrited by: CM Mitchell Consulting 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

Copywrited by: CM Mitchell Consulting 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

Copywrited by: CM Mitchell Consulting Questions & Answers Kerry Bush, Deputy City Clerk City of Englewood Carol Mitchell, CISA, CDIA+ CM Mitchell Consulting Corporation