Greater Cleveland Regional Transit Authority

Transcription

1 Greater Cleveland Regional Transit Authority Summary of Proposed Award Enterprise Content Management Consultant Presented to: Finance Committee March 7, 2017

2 Project Overview o Enterprise Content Management (ECM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents.

3 Benefits of ECM Project Overview o Easy to access, search, use, deliver, and archive RTA records o Reduce time and effort to fill requests o Assist with management of continuously growing amount of content/documents o Reduce costs

4 Project Overview Examples of GCRTA Structured Content Enterprise Systems o CITME/Ultramain o Hastus o Kronos o Risk Master o Trapeze o Oracle o Transit Master

5 Project Overview Examples of GCRTA Unstructured Content o s o Letters/Memos o Invoices o Reports o Presentations o Forms

6 Project Overview Examples of Other GCRTA Content o Cameras o Jump-drives o Cellphones o Laptops o Cloud Storage o ipads o Local C Drive o External Hard Drives

7 Scale of Enterprise Content at GCRTA o Over 13,000 boxes in storage o Structured Data Enterprise Databases 8TB est. o Unstructured Data Project Overview Dept. and Personal Drives 6TB, 4.72M files Misc. and Offline Storage 5-10TB est. 7

8 Project Overview RTA Records Management Program o Records Manager o Record Coordinators o Records Management Committee o Executive Records Management Committee

9 Project Overview Summary of GCRTA Content o Paper documents o Electronic documents o Unstructured and structured electronic data o Electronic devices

10 Rise in Public Records Requests Number of Requests Number of Requests through 2/22/17 145

11 Project Overview It is the Law to be Organized o O.R.C (B)(2) requires a public office to organize and maintain public records in a manner that they can be made available for inspection and copying.

12 Project Overview Phase I Base Contract o Assess the current information technology infrastructure and system tools, and unstructured data o Recommend how to implement ECM within the Authority o Assist with the development of an RFP, If needed o Assist with selection of a vendor

13 Phase II Project Overview ECM o Implementation of the ECM solution for pilot departments Phase III o Full implementation of the ECM solution across the entire organization

14 Procurement Overview o RFP issued October 2016 o Accessed on the GCRTA website by 28 interested parties o Seven firms proposed o Four firms interviewed

15 Procurement Overview Evaluation Panel Members: o Finance and Administration o Information Technology o Legal o Procurement o Support Services

16 Procurement Overview Evaluation Criteria: o Experience and reputation of firms o Service offerings o Qualifications of assigned personnel o Project plan and delivery o Cost effectiveness

17 Procurement Overview Recommended Firm: o Iknow LLC Princeton N.J. o DBE Goal: 0%

18 Procurement Overview Firm Experience: o One of the leading technology consulting firms in the knowledge management industry. o Been in business for more than 15 years, with extensive experience in government and transit. o Vendor-agnostic approach allows recommendations based on the Authority s needs.

19 Procurement Overview Firm Experience (continued): o Recent clients include: Capital Metro Transportation Authority, Dallas Rapid Transit Authority, National Institute of Health, Department of Homeland Security, State of Florida, State of Michigan, State of Washington, Nike, Best Buy, Johnson & Johnson, and Booz Allen Hamilton.

20 Procurement Overview Recommendation: o Staff requests that the Finance Committee recommend to the Board of Trustees the award to Iknow LLC to provide services in an amount not to exceed $185,