ECM RFP 101
Presented by:
Carol Mitchell
C.M. Mitchell Consulting
Topics to be Covered
Phase I – Initial Assessment
Phase II – Business Requirements
Phase III – RFP Creation
Phase IV – Vendor Selection Process
Questions & Answers
Copywrited by: CM Mitchell
Initial Assessment
- Define Business Case
 Obtain Executive Sponsorship
 Clarify/Identify Strategic Drivers of ECM
 Document High-level Business Processes
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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
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Initial Assessment
- Project Scope
 Define Key Project Resources
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Core Team
Subject-Matter Experts
Management and Other Stakeholders
 Project Plan
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Milestones and Resource Allocation
 Conduct Project Kickoff Meeting with
Key Stakeholders and Participants
 Review Existing Company
Documentation
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Initial Assessment
- Current IT Infrastructure
Technology Involvement
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Review Platform Requirements
Assess Network Infrastructure
Assess Current System Architecture
Determine Future Requirements
Develop Skill-set Requirements
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Business Requirements
- Meet with Subject Matter Experts
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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
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Business Requirements
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Create Taxonomy
Benefits of creating Taxonomy before RFP
(Absolute requirement prior to
implementation)
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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
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RFP Creation
Sections of RFP
Overview of Project Scope, modules, document
and user estimates, etc.
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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.)
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RFP Creation
Software Requirements
 Capture
 Scanner, remote
 Fax, email
 Electronic files (office integration)
 Capture Software
 What is included, sufficient
 Indexing Metadata (validation)
 OCR
 Bar Codes, etc.
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RFP Creation
Software Requirements
 Content Management
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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
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RFP Creation
Software Requirements
 Content Management
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Annotations
 What/how can they be applied (during workflow)
 How are they stored
 Security
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Collaboration
Administration
 One interface to support all functions
 Setup of new repositories, classes, etc.
 Analysis Reports, notifications
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File Formats supported
Ability to export images with metadata
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RFP Creation
Software Requirements
 Records Management
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Physical Records – How handled
Full integration with Content Management
Retention schedules (Class, subclass, doc type)
Security
Notification workflows
Legal holds
Reports
Meet Compliance requirements
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RFP Creation
Software Requirements
 Business Process Management
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Ease of creation
Complexity supported
 Parallel
 Sequential
Based on event (addition, change, etc.), timed
Ad-hoc workflows
Pass/Store notes within workflow
E-Forms
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RFP Creation
Software Requirements
 Email Management
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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
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RFP Creation
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 Distribute RFP
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Web Site
Pre-Selected Vendors
 Facilitate Follow-up Questions
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Email
Pre-bid Meeting, etc.
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Release
Vendor Selection Process
- Rank Importance of RFP Questions
 Distribute RFP
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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)
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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
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Vendor Selection Process
- Vendor Demonstrations
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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
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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
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Milestone: Final Vendor Selection
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Questions & Answers
Kerry Bush, Deputy City Clerk
City of Englewood
303-762-2405
Carol Mitchell, CISA, CDIA+
CM Mitchell Consulting Corporation
www.cm-mitchell.com
303-526-2796
Copywrited by: CM Mitchell