ADDENDUM #1 RP Implementation of the FileNet System Upgrade Project

Transcription

1 May 26, 2015 ADDENDUM #1 Implementation of the FileNet System Upgrade Project Please make the following revisions and/or clarifications to the above referenced solicitation listed below including a summation of the questions and answers that have been received. What is the County s deadline for this upgrade project? This is part of the project plan that should be submitted as part of the service provider s proposal. Pg. 4 Are the user numbers listed still accurate and how much growth from that is expected in the next two years? The number of users is accurate and remained about the same over the last few years and the growth will be mostly in storage. Does the County anticipate optimizing workflows? The County cannot optimize the workflows with the current version. Optimization will require changing with the new version. Due to system architecture changes the County doesn t believe the current workflows can be directly moved into place and due to system design changes and improvements functionalities may not remain from 3.5.x in the new version requiring some changes. Any change will require review and approval by the process owning department. Pg. 5/8 E-Forms there is no comparable product for - E-form that I/T is aware. Service provider can suggest best product in their response. How does the County handle Records Management? Currently the County does not handle records management within the 3.5.x version of FileNet because that capability is not available. Moving forward, the County will implement the retention settings. The County has document class retention documented. What is the County s Preference for staff training and user training? The preference is for Administration for (4) - Hands off and Formal Training. For the end user, it is up to each service provider to propose training method. At the Gwinnett County Justice Center there are three rooms available for training one located at the Department of Water Resources that should be adequate. If the IT training room reconstruction is completed it will also be available for training. Are the County s administrators/end users currently knowledgeable in FileNet? If so, what FileNet application is staff proficient in/using? Yes, FileNet 3.5.x ; County has had FileNet installed since Which course or courses is the County interested in providing for the administrators/end users? It is up to the service provider to propose training. The County needs to convert our current 3.5x skills to 5.3.x skills for the modules listed in RFP. Additional training submitted by service providers will be evaluated as a positive. Which modules are integrated with FileNet? This is an incomplete question and the County cannot provide an answer. How many key Users/Super Users does the County have? There are FileNet Liaisons and the County might utilize an I/T team to supplement if a train the trainer approach is utilized. There is a possibility of approximately 900 users for training. Are there any existing training materials that can be shared? The County has a Tips, Tricks and Manuals document that can be provided to the successful service provider.

2 Page 2 How many reports does the County have? The County has approximately 30 reports. Please see the following ftp site for an overview of the FileNet System/Process. IP Address: Port: 3432 Username: gcfilenet Password: GCF1l3n37 What environments are available? The County has a virtual environment that can be utilized. The preference is to go to AIX LPars. If that cannot be used than it will be a Windows environment test system. Going from version service provider can propose ways to move up. Propose to the County the requirements. What is the current environment? The current environment is Windows. The County would like to move to AIX but this is not set in stone. The County may have to stay with a Windows environment or not, but will stay with Oracle as the current platform. How many sequel Databases are there? There are approximately 40 tables for reporting. What is the County looking for as far as project management adherence? The County is open to standards for project management and is looking for turnkey solutions. It is important to meet timelines and have a team on-site for successful operations. What kind of access will the on-site team have to the network? For example, team can bring in Laptops that will need to be checked and have the proper antivirus software. Access to systems will be limited to FileNet/remote work systems through local and VPN as needed, etc. State on-site team in proposal document. Per County policy, the service provider will not be allowed to leave the network. What will be the print functionality? It will be Open Request Functionality- BOC- HR Print Open Records. How many customizations are needed for workflows? There are four workflows at a high level overview contained in proposal. The agenda workflows the most complicated with approximately 50/60 steps. In looking at value added opportunities how good is the open records request? Currently it works well now, but the County is always looking for improvements. What monitoring tools are located on infrastructure side? SolarWinds and Uptime. How many workflows will require changes? In moving from 3.5.x to 5.2.x it is desired to use out of box functions and less customizations. If there were changes required to optimize workflows what would need to occur? There would need to be approval by the business process owner and then the proper documentation would need to be completed. What is the current disaster recovery structure? The current design is dependent on recovery from Tivoli Storage Management (TSM). The hardware is older and it would probably be easier to go to new system rather than do a recovery. The proposal mentions two data centers, where are they located? The Gwinnett County Justice and Administration Center and the Police E911 Center. What about for a High Availability System? The locations are the same and would be split with the high availability. What would the disaster recovery location be? See above locations but service provider may propose other location. Is the equipment similar both data centers and is it compatible with one another? The hardware in both locations is fairly identical. Is there going to be an internal service level agreement? The County would prefer 100% but is probably looking at 95-98% regarding both the application and the infrastructure the service provider can address those in the proposal response.

3 Page 3 What downtime is allowed for maintenance window? When the system is being brought down the County would prefer as much notice as possible. Currently the County requires a two week notice in advance although it s possible to do sooner in an emergency situation. There would be a standard communication plan and are working towards controlled access. Does the County currently utilize a reporting tool? The County is currently utilizing Crystal reports now, but moving forward with an upgrade would look for out of the box functionality. Does the development center need to be certified? Service provider will not be allowed to leave the County environment. As Development center is needed the County can set up in own network. Please Change/Add, Page 9 Currently the proposal asks that service provider proposal must contain details of where if any part of the professional service is conducted Offshore, Offsite within the US and if there is a possibility of the data leaving the shores of the US. ADD Data leaving the County network is against policy and will not be allowed. What is required of the service provider employees before coming on-site? An E-verify form will be required as part of the proposal document and employees will be subjected to a background check if given badge access to certain County offices/areas. Will there be any project management tools/testing tools be provided by County? No. County staff may help coordinate certain aspects of the training conducted by the service provider. It is anticipated that there will be an internal on-site project manager. Citizen Self Service Integration: How the photos are transferred from web server to FileNet? FileNet API FairFax Quick Modules Remittance System: Please provide details about the integration methodology with FileNet. For example integration could be custom java based services or some 3rd party adapter or other integration mechanism? FileNet API How many scanning stations are used to scan and commit documents into FileNet?75 How many screens in Workplace have been customized? Do these screens exchange data from non-filenet applications or RDMS? Workplace Basic out of the box; no customization Please confirm that Gwinnett County will provide secured VPN access for offshore to development & testing? Yes; however all data must remain in the Gwinnett County environment. Each person will have to pass a background check. Please confirm if production deployment & and all activities related to the same will be Gwinnett County's responsibility? No; Turn Key solution as mentioned in RFP What is a typical UAT timeline followed by Gwinnett County? This will be up to the service provider to determine using project methodology including timelines. The typical turn-around is two weeks Please confirm that Data Archival (on Oracle & SQL Server) is not part of the RFP & will be taken care by Gwinnett County. All data is expected to be migrated to the new system. Old systems will be decommissioned after a specified time period. Please confirm that Data Cleansing (on Oracle & SQL Server) is not part of the RFP & if required will be taken care by Gwinnett County. No; All the data is expected is to be migrated. If database structure changes any corresponding work will be done by the service provider Please confirm that the current DR scope is limited to Application recovery or complete Infrastructure recovery at DR site? DR scope is application. What are the Backup and Recovery requirements for FileNet Application? Gwinnett County utilizes TSM as its backup software.

4 Page 4 What are the technologies used for Storage & Backup? Gwinnett County utilizes TSM as its backup software. What are the monitoring and management tools used for Storage & Backup? TSM; storage Solar winds and Uptime. What is backup volume envisaged for the environment? TSM handles backup efficiently and does a delta backup What are the Backup retention periods for FileNet Application? Varies per document class; accordingly state legal requirements Please give the details such as bandwidth, network connectivity details etc. between the two datacenter GJAC and 911. There is a fiber connection between facilities Please confirm that all necessary software licenses, Application licenses, OS licenses and hardware related to this project will be procured by Gwinnett County. Confirmed How are current batch jobs scheduled and managed? FileNet Batch Manager What is the number of database instances configured per database server and the database sizes? See RFP for Oracle information. SQL use limited. Oracle: Number of DB Instances on JACFNDB01 - one Db Size JACFNDB01 75,045 MB (23,401 MB used) SQL: Number of DB Instances on JACFNPA01 - one Db SIZE JACFNPA01 VMAEDM WAM_ADMIN WAM_ADMIN_DEVP8 WAM_TC WAM_TC_DEVP MB MB MB MB MB What are different environments (Dev, Test, Performance, Pre-Prod, Prod) for application? Development and Production Will there be upgrade of lower environment (Dev, Test, Performance, UAT etc.) as well? Yes. Development and Production What is the format of documents stored in content engine repository? tiff, jpg, word, excel, and pdf Does custom step processor fetch/pass on data to non-filenet applications? Only SQL database tables How many custom search templates or custom entry templates are there in existing application? P8ProdObj - Searches 102; Folders: 73; Entry Templates 50 CourtsProdObj - Searches 21; Folders 4; Entry Templates: 2 CJISProdObj - Searches 8; Folders:5; Entry Templates: 3 FireProdObj - Searches 11; Folders: 12; Entry Templates 8 LawProdObj - Searches 5; Folders: 3; Entry Templates 4 Is there any requirement for Patch code/bar code recognition and OCR/ICR for scanning? Barcodes and Patch codes Do the custom reports fetch data from Content engine data or Process engine data? Yes Are PE event logs used in custom reports? No Is workplace customization done using JSP rendering or XSL rendering? No

5 Page 5 Is FileNet out of the box web service used for integration with Client Profiles and Canyon solutions? Or is it a custom written web-service. Yes both are custom "It is assumed that Gwinnett County will procure, install and commission all necessary OS and hardware required to host FileNet. Kindly confirm if this understanding is correct. Yes What is the technology used for replication between two datacenter in current stage? Oracle What is the third party tools being used? Please provide integration with any other third party tools. JSP tools, HTML, Visual studio Is network and security part of scope in section 1 and section 2? If yes, please provide high level details of network. Network is not in scope. How much storage is used for each environment (Production, Dev, Test etc.)?development is approximately 20 GB and Production is approximately 5 TB If the Service Providers have deviations to some of the terms and conditions proposed by Gwinnett County as part of the RFP and also have few additional contractual clauses to propose, Could the County please confirm if such alterations/additions will be permitted as part of separate appendix. It will depend on what it is and would have to be approved by the Law Department. Please provide well documented justification for deviations but proposal might not be considered for an award if an agreement to terms cannot be reached. Please confirm Gwinnett County will provide access to all applications & devices Integrated with FileNet in Development & Test environments. In most cases, any exceptions will be handled by Gwinnett County staff. Are there any specific security requirements for Documents & Data that need to be considered during upgrade? For example data encryption at rest & in motion. Marking sets, method to exclude users If the service provider currently has an agreement in place with Gwinnett County, can the service provider assume that the terms of this existing agreement would apply to this engagement? No. Please describe the Open Records Request custom functionality. What does it accomplish and how does it utilize FileNet Content Manager / Business Process Manager? BOC/HR Print PDF Print Module The print scheduler performs the processing of print requests from the BOC Print and the HR Print web pages. Workplace contains HR Print and BOC Print. These custom search applications find document IDs based on the defined business rule criteria. BOC Print searches for documents based on meeting date or GCID. HR Print searches for documents based on SSN. These search applications send an XML print request to the Print Scheduler. Print Scheduler processes the XML request and determines which document to download from Workplace. If any document fails to download, its GUID is added to a download failure error list. Once all documents are downloaded, the documents are converted to PDF format, and then merged into a single PDF file. If any of the documents are of an unsupported file type, the document GUID is added to an unsupported document file type error list. If a PDF conversion fails, then the document GUID is added to a conversion failure error list. If the documents fail to merge, an is sent to the user stating the documents failed to merge, causing the job to halt. Once merged, the PDF file is sent to Workplace based on the information in the XML request. If the upload fails, an is sent to the user stating that the merged PDF file failed to upload. Finally, an is sent to the user describing job completion and listing the following error types: document download errors, unsupported documents, and PDF conversion failure. ICC for SAP -Please confirm that ACSAP is currently not configured in the SAP CRM 7.0 EHP2 system. It is not configured. Please confirm the number of SAP Environments in the SAP ECC EHP6 system, currently used in conjunction with ACSAP. 3 - (RD5) Development, (RQ5) QA, and (RP1) Production

6 Page 6 Please confirm the number of P8 systems currently supporting ACSAP. One Please provide the number of FileNet queues and P8 document classes, per P8 system, currently used to support the current ACSAP configuration. DWR Request, DWR backflow, DWR Tester ID, Invoices, Travel (One queue each except invoices which is 27) Please provide the number of SAP Content Repositories, Business Objects and Document Types currently configured to support ACSAP in each SAP environment.1 SAP environment, with a one to one ratio. Please confirm the SAP ArchiveLink functionality currently being supported by ACSAP Based on previous information: ACSAP 2.1 PATCH 2 Has been deployed and is currently being utilized. Please describe if Gwinnett County uses SAP Work Items or Barcode Processing for linking documents in SAP. The County utilizes Barcode for linking into SAP. How many of each method is used? The County only uses Barcode linking. Is the process of linking images classified as Early or Late Archiving? Late Archiving Outbound Document Archiving of Printlists/Reports. The County does not understand what the question is. Please confirm that no new SAP ArchiveLink Functionality will be implemented during this migration project. Confirmed Please confirm that no SSL is required for this implementation of ICCSAP. Correct. Please clarify if any environments other than Production will be HA. Just Production. Migration Questions - For each of the following Number of isolated regions. The County cannot answer based on detail request. Number of workflows: See RFP; 8 Workflows (BOC Agenda, County Administrator, BOC Rezoning, Invoice, Tax Commissioner, DWR Request, Backflow Request, Travel Request) Number of in-process workflows: The in-process workflows are as follows: BOC Agenda, County Administrator, BOC Rezoning, Invoice, Tax Commissioner Can workflows in this environment be completed prior to migration? How long does it take (on average) to complete a workflow? Yes, the County will close out workflows before moved. How long it takes depends on the workflow, nothing that should take more than a month. Do you have plans to merge or consolidate Object Stores under one domain? No Can you provide a list of your Object Store Names? CJISPRODOBJ COURSTPRODOBJ FIREPRODOBJ LAWPRODOBJ P8PRODOBJ Please list the following for each Object Store Type: Object store Type? (Database Store, File Store on SAN/NAS, Fixed Content Device) NTFS

7 Page 7 Total # of Versions/Items Total document count: ( Not all document classes are versioned.) P8ProdObj 5,048,033 CourtsProdObj - 437,055 CJISProdObj - 104,951 FireProdObj - 140,299 LawProdObj 124 Execute the following against each object store: select count (*) from docversion CJISPRODOBJ 104,031 (select count (*) from cjisdbusr.docversion;) COURSTPRODOBJ 517,098 (select count (*) from courtdbusr.docversion;) FIREPRODOBJ 133,420 (select count (*) from firedbusr.docversion;) LAWPRODOBJ 206 (select count (*) from lawdbusr.docversion;) P8PRODOBJ 5,050,021 (select count (*) from fndbusr.docversion;) Total # of Document Classes GC created document classes approximately 125 Total Volume of DASD to store (##GB)Over 5TB Number of Folders 97 Total # of Single-value & Multi-Value Properties Defined? No Multi-Value Properties; 885 Single value Properties Application and API Do the forms make any service calls to retrieve or post information? Yes For each of the follow BOC Agenda/Rezoning, County Administrator form and Tax forms, are the end users the same groups or are the BOC/Tax/CA teams distinct user groups? Yes and No BOC Agenda/Rezoning, County Administrator use the same security groups. Tax uses its own security group. The RFP mentions Office Exchange in section Does this mean integration with the Exchange 2010 server to perform archiving or is it asking for integration from within the Outlook 2010 client? The County s goal is to have Microsoft Office Integration. The proposal opening has been changed from Tuesday, June 2 nd to Friday, June 5 th at 2:50 p.m. same time and location as in the invitation for proposal. Please acknowledge this addendum below as part of the proposal document. Ann Porter, CPPB, CPPO, FOII Purchasing Manager Company Name Authorized Representative