Submitted by: Rob Rowland
Project Name: ECM Hosting in Storrs
Project Number: 50070
Executive Summary
Project Background & Overview
UConn engaged with the Bureau of Enterprise Systems and Technology (BEST) in 2011 offering IBM
Enterprise Content Management (ECM) to UConn at a reduced rate via a state contract. Throughout
2012 and 2013, it became increasingly obvious that a hosting solution at BEST was far from optimal
for UConn due to the separate networks and the nature of each (wide-open vs. locked down). Hosting
ECM in Storrs (instead of at BEST) will provide many benefits to the University, most notably the
introduction of automated Forms, Single Sign-on, and FileNet Workflow notification via Outlook, and
more. It should be noted that the software is still virtually free to UConn and the same discounts apply
when hosted in Storrs.
Objectives/Goals
 Provide UConn with a comprehensive, integrated ECM system (FileNet, DataCap, Forms,
Workflow)
 Take advantage of robust functionality that is unavailable today due to technical and
philosophical differences
 Reduce risk & dependency on BEST
 Improve application performance for FileNet and DataCap
 Decrease turnaround time for deployments, as well as installs and upgrades
 Reduce red tape associated with decision making
 Move more schools and departments into the Enterprise ECM more quickly
Benefits
 Provide automated Forms replacing antiquated manual paper/workflow processes
 Provide Single Sign-on via UConn systems
 Use FileNet workflow notification based on UConn’s Outlook email
 Integrate with Microsoft Office (Word, Excel, Outlook etc)
 Perform lookups and verification against UConn’s databases
 Perform lookups and verification against UConn’s web services
 Improve performance at many levels
 Reduce risk by removing dependency on BEST
Scope
 In Scope
o Install ECM software with vendor assistance
o Purchase Websphere ND for high availability + PVU’s - cost??
o Migrate data from BEST to UConn
o Train personnel
 Out of Scope
o
Assumptions
 AIX server team personnel available to support FileNet and Forms systems
 Windows server team personnel available to support DataCap system
 UConn’s Storage capacity is sufficient to absorb existing and near future needs
 Active Directory and CAS team personnel are available
 Database team is available to support Oracle requirements
Constraints
Funding - This project is currently deferred due to lack of funding.

Inter-project Dependencies

IAM – when it gets started
Risks

Cost (Estimated)
FY 14
Sustainment and Project
Cost
QTY Total
FTE
$
Operations
Maintenance
$
Best Hosting
BEST Storage
Existing Costs
$
Total Permanent
Project
Consultants
Hardware
Software
Supplies &
Services
Other
Commodities
Contingency
Total Project
Total Cost of Ownership
$
$
$
-
-
-
FY 15
QTY Cost
$
$ 14400
$ (18,000)
$ (25,000)
$
9000
$
23,400
$
$
$
150,000
72,000
$
$
-
$
$
-
251,400
$
-
$
$
$
-
$
-
$
274,800
15,000
FY 16
QTY Cost
$
$ 14400 $ (18,000)
$ (25,000)
$ 9000
$ 23,400
$
$
$
-
$
-
$
$
Document1
-
$
-
$
23,400
Note – IBM maintenance costs are roughly 20% of purchase price
Current Date: 3/22/2016
-
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