LIGO G PLIGO Laboratory1 Change Request CR Replace LIGO Document Management System Philip Lindquist, Caltech August 5, 2005

LIGO G PLIGO Laboratory2 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

LIGO G PLIGO Laboratory3 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

LIGO G PLIGO Laboratory4 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)

LIGO G PLIGO Laboratory5 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

LIGO G PLIGO Laboratory6 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

LIGO G PLIGO Laboratory7 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

LIGO G PLIGO Laboratory8 Issues or Potential Issues Synergy Needs development to generate permanent URL Synergy Relies heavily on Microsoft infrastructure »IIS, Microsoft Web Server application

LIGO G PLIGO Laboratory9 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

LIGO G PLIGO Laboratory10 Additional Information about Synergy Synergy’s Address is 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.