Request for Proposals Business Process Management System

Transcription

1 ADDENDUM 1 Request for Proposals Business Process Management System PROPOSALS WILL BE RECEIVED UNTIL 12:00 Noon, Tuesday, December 5, 2017 in Purchasing Department, City Hall Building 101 North Main Street, Suite 324 Winston-Salem, NC November 22, 2017 Please acknowledge receipt of this Addendum and include with your proposal. Company Authorized Signature Date Questions/Responses Questions as received with City responses: 1. How many process developers do you anticipate? Initially we anticipate 5 process developers but we need the flexibility to allow for non-technical business analysts to participate in the process development. Currently we have two active developers. 2. How many application Administrators do you anticipate (people with administrative rights but who may not be developing applications)? Total of 3 Administrators 3. How many general process users? Initially 300 but expect to grow depending on the solution s flexibility 4. All of the processes noted in the RFP seem to involve internal personnel. Will any external individuals (users outside of Winston Salem government) need to interface with any of these processes? Specifically, will a non-employee need to complete a form? While the initial focus will be to recreate existing internal workflows, it is possible that external workflows could be created and used in the future. That functionality is not a critical requirement but would be welcomed FB18128 Business Process Management System Page 1 of 10

2 ADDENDUM 1 5. You re using Office 365 for . Do you intend to embrace other Office 365 capabilities? (Skype for Business; Teams; etc.) Yes, we are using Skype for Business and experimenting with Teams, Planner, Flow, and other components of the Office 365 suite but we will not be relying upon this as the enterprise workflow engine or platform because all of our employees are not Office 365 users. Some are only. However, integration with Office 365 from an perspective is a requirement and integration with other components especially the core Office product set including Word and Excel are highly desirable. 6. You mention DotNetNuke is used for Content Management. Is there a plan to use Microsoft OneDrive or SharePoint as a document repository? NO. For clarification, DotNetNuke is currently used for WEBSITE content management. It is not used for document management. Laserfiche is our enterprise content management solution. 7. Is there any plan to use a web service (such as Box or GoogleDocs) as a document repository? NO 8. On Page 7 of the RFP, in the Proposed Solution section, item 3 requests a fixed cost price. Does this mean the City is requesting a Perpetual License implementation rather than a Subscription License implementation? We are open to both perpetual licensing and subscription licensing options. Which one we choose will be determined by the product we select that offers the best mix of functionality and value to the City. The license quantity that we choose to purchase will drive the actual cost of the product. We would prefer a fixed cost price with regard to implementation and configuration of the solution and the initial build-out of workflows 1) Version of the MBPM (ework) platform currently in operation? Version Are the workflow process diagrams reflect the current system (as-is) or the desired? As-is 2) Number of users for Software license for each Fiscal Year, or the number of users for FY17/18 if the number of users remains static for all 5 fiscal years? FY 17/18 FY 18/19 FY 20/21 FY 21/22 FY 22/ ) Number of employees requiring technical training for each Fiscal Year, or the number of users for FY17/18 if the number of users remains static for all 5 fiscal years? First year training need is provide below. Future training will depend on how frequently the solution upgrades are performed and if the upgrades require substantial learning of new features. Training need will also depend on the employee turnover. FB18128 Business Process Management System Page 2 of 10

3 ADDENDUM 1 Role FY 17/18 FY 18/19 FY 20/21 FY 21/22 FY 22/23 Process analysis and building workflows. 10 Users 10 Service Desk Personnel & IS Application Support 6 Configuration Admins 3 Managers 5 4) Cloud Hosting is an option but not required. If pricing is required, a) do you have any preferences for Cloud Service, if so which provider No preference b) should pricing also include support services or will the hosted environment be supported by City of Winston-Salem staff? Pricing should include support services Are we going to use the existing user management in place (LDAP?) or are we going to use the IBM BPM user management Existing LDAP Is there any client UI framework that needs to be managed in Coach views? No Do we have any scenarios where we have optional tasks? Yes depending on the role; e.g a supervisor can see additional task actions that their employees cannot have access to What are the core business entities that we need to work on? If by business entities you mean department, we have identified HR, and Fianance as core What is the size of user base that will be working on the processes? Number of concurrent users Current users is 325 but concurrent users will not be more than 50?? What are the principle data objects that are currently stored if any? All the information entered in the workflow processes Is there scope for considering internationalization (localization/timezones) for process design? No Is there scope for Headless BPM (concept of using only the IBM process server to execute process flows and tasks without any UI/forms? No Are there any integrations with vendor specific tools? One tool built in-house How long the process instances need to be administered/ managed (e.g. Purge cycle)? 1 year Is there any scope to integrate the build process with existing build/deploy process? No Is there any scope for reporting on metrics? Yes Do you expect the proposed solution to be ON-PREM or cloud or both? One or the other FB18128 Business Process Management System Page 3 of 10

4 ADDENDUM 1 How many users are going to be using these work flows? 350 What is current application server landscape? oracle DB, Windows application server, Windows AD authentication What is the deployment strategy from dev/test to prod? We use 3 distinct and separate environments - DEV, for new or modification -- Test, for user acceptance testing -- Production, for business use. The have their own databases and application servers How long should a process be managed/archived? Approximatley upto 5 years but it can change to shorter length depending on the nature of information Is there any document management system which should be used for doc uploads and doc management? Or is the client expecting BPM to handle? data and images are imported into Kofax Capture via the XML Importer service provide by Kofax. Then the users confirm documents (some are required for workflow approval but not necessary for archiving. The users also my scan in additional paper supporting documentation from outside sources 1. How many internal (e.g. employee workflow originator/approver) users? Current users How many workflow/form design users? 6 to 8 3. How many public facing processes? None 4. Will public users have accounts in the system? Do they have accounts with the city? N/A 5. What paper steps exist in the process that utilize Kofax? What devices will onramp paper (e.g. scanners, MFPs)? MFP Kofax is used at the end of the business process to off-ramp the data and documents so the users can proof and add additional paper documents for archival. 6. How many external system integrations? In addition to the FMS and HRIS noted, list the systems. None other 7. Is there a preference for cloud/hosted vs. on premise deployment? Depends on the cost effectiveness 8. Define large number of potential users. More than Please further describe expectation for support of mobile devices and smartphones. Currently we don t have smart phone support but we expect to implement all mobile devices such as smart phones, ipad etc. 10. In the section marked The Required Solution Environment MUST Will responses be automatically disqualified if the solution does NOT provide the requested functionality? It will depend on how critical is the missing functionality and how many. 11. Please provide additional explanation and requirement for Allow team collaboration in process modelling and the data modeler must support Entity-Relationship. We would like our power users (non-technical users) to participate in process modeling so they can design at least the simple workflows on their own. In development environment there may be multiple users working together. Entity-Relationship is needed for advance users. Questions on Current Functionality No Reference Question Response 1. Current Functionality - 2 Is this needed to the see the status of a running process OR also the data of process (e.g. docs attached, filled forms, etc.) To see the status 2. Current Functionality - 3 What is 'an item' here? Is it an action/activity/task of process? Changes to a workflow form (add/delete/edit information) FB18128 Business Process Management System Page 4 of 10

5 3. Current Functionality Current Functionality Current Functionality Current Functionality Current Functionality - 12 ADDENDUM 1 Can we terminate the current request, and then re-submit a new one, or do we need to retain the history of previous request? Does the requestor only need monitoring (i.e. reading), or can the requestor also have modified privileges? Does this need to be built-in feature, or can this be custom build? Appendix B forms are custom built forms, not built-in feature forms of MBPM, correct? Can we use tabs instead of multiple individual forms? This term is used to identify the beginning to end product of a workflow, which is the product of a screen form, actions, activities and tasks Retain the history of previous request In some cases both Prefer built-in Correct; but they are built within the MBPM tools Yes if tabs can be accessed by permission. Some users may be allowed to fewer tabs or just one tab. Questions on Must Have Features No Reference Question Response 1. MUST-6: Include support for standard file formats - For example, Adobe PDF, Microsoft Office and HTML. What specific Support or Capabilities must be included in the solution? Attaching a file and viewing the attached file within the workflow and need to be able to define the specific types and file size limits 2. MUST - 10 Please elaborate on usage of real time event driven process & data modeler 3. MUST -11 Please elaborate the usage of Entity-Model relationship a) Can you elaborate what the specific collaboration requirements are (collaborating on same process model at same time, or collaborating process and sub processes within the same solution?) event driven modeling requirements are for both process modeler and data modeler? b) What support for Entity Relationships is required, e.g. being able to define entity models and relationships in nongraphical data modeler or requirement for ER diagramming interface? Drag and drop processes should have behind the scene programming provided. Changes to the business process should affect current and going forward flows. a. Collaborating on same process model at the same time. b. ER diagramming interface 4. MUST-14 Please elaborate dynamic org structure usage Org structure that is not defined in HR system. FB18128 Business Process Management System Page 5 of 10

6 ADDENDUM 1 5. MUST-15 Please elaborate on the usage. Is this about assigning all tasks of a process to the same user (when the tasks assigned to a group) 6. MUST-16 What is delegation? Is it re-assigning to different user with different roles, OR different user with same roles of owner? 7. MUST-23 Is this about custom reports based on process/business variables? Some business areas have approvals set up different than what is reflected their overall organizational chart. The system needs to have the flexibility to define the approval structure per department that fits their business. These may differ depending on the business process also. Same user being assigned two different tasks in a row Different user with same roles. Can be both Yes Product Training: How many students would CoWS like to include for formal training? 5 to 8 Can CoWs please include the profiles for each student and their specific training interests? For example, Install/Config/Admin. Or technical developers? Or citizen developers? 2 technical developers, 2 install and config, 3 admin. Technical developers and Admin users will need full process development training. Install users may only need installation and configuration training. Implementation: Can CoWS better articulate the anticipated start date for the implementation consulting from the chosen vendor? The goal is to implement by June 2018 In addition, can CoWS outline a high-level timeline and milestones for when they would like each process migration completed (or at least the first two primary processes)? Any current, high-level milestone dates would be helpful. We have not created milestones as we have competing priorities; any suggestion made at this time would be premature. Process/Technical Requirements: Regarding the attachments involved in all the workflows, does CoWS have a preference whether these are stored through their existing content management server, or separately managed/maintained by the workflow? If the former, please clarify which content management platform that will be utilized. Data and images are imported into Kofax Capture via the XML Importer service provide by Kofax. Then the users confirm documents (some are required for workflow approval but not necessary for archiving). The users also may scan in additional paper supporting documentation from outside sources. FB18128 Business Process Management System Page 6 of 10

7 ADDENDUM 1 Can CoWS provide more specific details on the reporting requirements and auditing they would like for each of the processes? Our current reporting includes statistical information on workflow processes and users and reporting relationship information. License quantity required: CoWS is asking for specific costs for licensing however, we are not clear on the specific license configuration you would like priced. Can you please outline for us: how many full users would CoWS anticipate needing? (a full user is defined as the functionality to initiate a process, check status of that process, provide information related to any process initiated by a Named User or other process, and (d) receive a notification for the process) All our users are full users. Currently 325 users but it will grow. how many process participants or occasional users will potentially be required? (an occasional user shall not be authorized to (i) change work items that were created by other users, (ii) edit or change work flows or process steps; or (iii) utilize the full process participation features, including process designer capabilities.) 1. How many end users? Please provide both concurrent and total number of end users projected over a 1-5 year time frame. Current: 325 but 350 is desirable in first year. FY 17/18 FY 18/19 FY 20/21 FY 21/22 FY 22/ Can a responder provide two different software/services options in their response? YES 3. Can the primary responder partner with another vendor in their response? Only if another vendor is providing implementation service. Primary vendor will be responsible for the contract with another vendor. City will engage with a single contract with the Primary responder. 1. If so, will the sub vendor need to be named in the response? Sub vendor should be named in the response as a provider implementation service but the primary responder will be responsible for relationship management and SLA will be between the City and the Primary responder. 4. Can you provide documentation for the services named in the 3 applications FMS, HRIS and Kofax? See attached two documents. Workflow Integration document and workflow maps; detailed business requirements will have to be created at the time of actual work. 5. Can you please rate, using a 1 to 5 scale, the level of BPM design skills your current staff has? 1 being none or little, and 5 being expert. One user = 1, One user = 3 Info needed to scope support: 1. Number of BPDs (processes) : 1. Is eight (8) the correct number of processes to be supported? Currently eight workflow processes have been created with the old solution but we expect to build many more workflows. Eight processes are to be converted before we discontinue using the old system. FB18128 Business Process Management System Page 7 of 10

8 ADDENDUM 1 2. Number of Screens? Pcard Recon 8 RFC 9 PO 8 Travel 5 Request for Position 4 Request to Fill 6 Turnaround 4 Request for Leave User base for the app? 325 users with the current system but we expect to grow 4. Transaction volume per month? This year s average is 585 total workflow requests per month (Jan Oct) 5. Historical support ticket volume per month? Estimated End Users support calls is 20 per month. 6. Support scope : L2 and L3, or only L2? L2 and L3 7. Support window: 24x7 or 8x5 or 13x5? 8 x 5 8. Number of interfaces with other apps? Total of 3: Mitchell Humphrey Financial Management System, Sum Total, Kofax Capture 1. FMS 2. HRIS 3. Kofax 4. Others? 9. Is it only IBM BPM app support or it will include support for Infra, WAS and DB? Only BPM support. City will support the infrastructure and database. Additional Question: Provide an example Scope of Work for a similar implementation Ans: We need information on architecture, type of implementation (on premise, cloud) number of workflows converted, type of workflows converted, training provided (technical and end user), duration of the project. Question about the Required Solution Section #19 Include support for all mobile devices. What does all include? Provide information on all the mobile devices that your solution will support. Tablet PCs, ipad, smart phones etc. Question about the Proposed Requirements Section #9 - Are you expecting a server configuration sized to meet your requirements? This question is to get an idea of minimum requirements for implementing an on premise solution. Individual questions are answered below. If so what are the current volumes? Cases x Day Last year Monthly average 550 Activities x case 25 Concurrent Users 50 Working hours x day 8 #10 Please provide an example of a third party component you would replace a bpm suite component with? We do not intend to replace a bpm suite component with a third party component. However, we have a custom.net application that integrates with Purchase Card Reconciliation workflow. The.Net application shares oracle table with eworks. The upload from the.net app passes the date via web service over to eworks. This initiates FB18128 Business Process Management System Page 8 of 10

9 ADDENDUM 1 the reminder workflow where the department purchase card holders receive notification to complete their reconciliation for the month in the.net application. Question about the Appendix How should the current workflows provided be incorporated in the response? Provide pricing information for converting the current workflows. From our Professional Services Team: in order to provide a fixed price estimate regarding the implementation, we would need to have a Discovery Session for the Purchase Card Reconciliation and Request for Check. This discovery would need to take place as soon as possible our team will make ourselves available at your convenience. If this is not possible, then we will provide a high level estimate based on a Bizagi standard effort matrix and a high-level overview of the workflows. We cannot do a discovery session. However, more documentation is posted with the addendum on our website. Please refer to these documents: Workflow Maps and Workflow Integration with other systems. Workflow Integration with other systems 1) AD via LDAP (custom Java scripts) a. Single-Sign on access to system b. Password comparison for approvals requiring password 2) FMS SOAP calls to web methods in FMSWebService (custom Java scripts) a. Purchase Requisition workflow i. AcctAuth verifies a valid FROP code in FMS ii. FundsCheck returns the remaining money for FROP code iii. CreatePOBatch creates FMS PO Batch and returns FMS BatchId in the Purchasing module b. Purchase Card Recon workflow i. AcctAuth verifies a valid FROP code in FMS ii. FundsCheck returns the remaining money for FROP code iii. CreateActualsBatch creates the journal entries and returns FMS BatchId for the charges to FMS General Ledger module with the offsetting entry 3) Cyborg Job Position data for HR workflows linked server views 4) Cyborg Employee data for Travel Request, Purchase Card workflows (materialized view created from view) 5) Hansen Holiday data for all workflows to determine warning s due to SLA levels 6) SQL job (Create_ibo_files) creates extract files for Linux import to Oracle tables for the Purchase Requisition workflow FB18128 Business Process Management System Page 9 of 10

10 a. ibo_stage_ap_vendor.txt b. ibo_stage_in_location.txt c. ibo_stage_po_item.txt ADDENDUM 1 7) Web services created from Metastorm workflows (by Metastorm supplied tool) to be used by.net applicatons a. EmployeeLeaveRequest used by the WorkflowRequest.NET app to start a workflow approval i. SetServiceName ii. CustomLogin iii. SubmitBlankFormsInitiateRequest b. PurchaseCardRecon used by the PurchaseCard.NET app to start a workflow approval i. SetServiceName ii. CustomLogin iii. SubmitBlankFormsInitiateRequest iv. SubUpdatingDone v. SubmitRequesterCompleted c. PurchaseCardReconReminder used by PurchaseCard.NET app to start the notifications of the recons available for updates and review i. SetServiceName ii. CustomLogin iii. SubmitBlankFormsReminder 8) Crystal report of form created and added with Attachments in the xml file containing data attributes and files locations created for Kofax Capture AutoImport Service (users review and process into the Document Management System) a. Purchase Requisition b. Purchase Card 9) Outlook LeaveRequest workflow creates 2 different.ics files one for the supervisior and one for the employee (and TimeKeeper of the Staff Calendar) that are ed so the person can import to their calendar to reflect the approved time off -- \\ntworkflow\e$\data\sendmail FB18128 Business Process Management System Page 10 of 10

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