1. EDM OVERVIEW. 1.1 EDM Objectives. 1.2 System. 1.3 Implementations

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1 1. EDM OVERVIEW The DC Water Enterprise Document Management (EDM) System based on the Open Text Content Lifecycle Management (Livelink) Suite (Version: in Windows 2012 OS) provides robust lifecycle document management capabilities including powerful search functionality, version control, check-in check-out, workflow and records management classification, retention and disposition. Currently we have around 400 active users. The file size is around 500GB and the repository/index database is around 50GB. The EDM system also provides integrated support for engineering documents such as AutoCAD drawings as well as integrated electronic redlining and plan markup tools. 1.1 EDM Objectives The primary Enterprise Document Management Program business objectives are: Improve the availability, accessibility and reliability of critical operational documents. Increase operational efficiency by improving document management processes, reducing document retrieval times, and minimizing time spent locating misfiled documents. Maintain documents securely, with comprehensive audit trails, and protected from accidental destruction. Maintain records consistently and compliantly. Facilitate the transition from paper to electronic documents, reducing the space requirements for paper storage. 1.2 System The EDM System is comprised of four software components: 1) OpenText ECM Suite, Content Lifecycle Management (Content Server/Livelink) The primary component of the EDM System, the OpenText Content Lifecycle Management System (Content Server/Livelink) is a full featured content management system comprised of the OpenText Content Lifecycle Management Suite of integrated modules, as well as additional optional modules. 2) Brava for OpenText Content Server Integrated Brava software provides AutoCAD viewing and electronic plan markup tools from the Livelink system. 3) Kofax Capture - Kofax Capture provides structured capture, processing and release of hard-copy or electronic documents to the Livelink system 4) AdLib express Server Professional - AdLib Express software provides document conversion services for Livelink. 1.3 Implementations Some key EDM System implementations include: Engineering Library

2 Business Units: DETS, DWT, DMS, PE, DCCR, Permit Operations, Facilities, OGC, Engineering Consultant Groups The Engineering Library is intended for storage and management of engineering life-cycle documents, from Design through Bid, Construction, Occupancy, Operations and Maintenance, and Management of Change. Easily accessible and accurate documents are critical for efficient design, construction, operations, and maintenance of infrastructure and equipment. This Library is being implemented in a phased manner, and currently includes the following sections: Blue Plains: Design and Construction Contract close-out records for plant construction projects, including Service Manuals, Contract Drawings and As-Built/Record Drawings; as well as active/dynamic documentation including Operations & Maintenance Manuals, Standard Operating Procedures, and Schematics. Population of plant documentation is ongoing. DETS Master Documents: Latest approved versions of DETS Master Documents, including Guideline Master Specifications, Standard Details, Fact Sheets and Wage Rates. The system reduces the time needed to manage and disseminate changes to the documents, and allows interested parties to ensure that they have the latest approved versions of the documents. Environmental Permits: Current and expired permits and permit application documents for Blue Plains Environmental Permits. Currently Air Permit documents are populated. Implementation of integration between the Maximo Asset Management System and Blue Plains Asset Documents is currently in progress, to allow asset documents such as Service Manuals to be easily retrieved from the associated Maximo asset record, in support of the DC Water Asset Management initiatives. Permit Operations Library Business Units: Permit Operations, DWS, DETS, DCCR, Customer Service Billing, Engineering Consulting Groups The Permit Operations Library currently includes the following sections: The Permit Application Documents Library provides a single electronic repository for documents submitted or generated in support of permit applications, including Plan Sheets as well as General Documents such as Correspondence, Invoices, etc.. The Library is integrated with the Maximo Permit Application Tracking System used to manage and track permit applications and related activities, allowing documents to be easily retrieved from the associated Maximo record. The Right of Way Documents Library has been implemented for existing recorded Right of Way Documents, including Easements, Covenants, Memorandums of Understanding/Agreement and Quit Claims. Documents dating to the early 1920s have been added to the system. Processes were implemented to allow all documents, including older typewritten documents, to be content searchable. Human Resources Library Business Units: Human Capital Management

3 The Human Capital Management department maintains all Authority Employee Records in the Human Resources Library. Documents are accessed by authorized HCM personnel; with groupbased permissions ensuring that users access only the documents appropriate for their group. 1.4 STAKEHOLDERS Key EDM System stakeholders include: Department of Engineering and Technical Services Permit Operations Department of Wastewater Treatment Department of Maintenance Services Process Engineering Human Capital Management Water Quality 1.5 Current Production Architecture Diagram

4 2. UPGRADE & CLOUD MIGRATION DC Water is seeking a vendor to upgrade and migrate our OpenText environment to Azure platform. The proposal should cover the detailed work (steps) items to be performed by vendor for the upgrade and cloud migration The vendor will be responsible for all activities including the planning, communication and execution of the plan for migrating the existing on-premise servers and content to a hosted environment along with DC Water Infrastructure team and Microsoft. DC Water will own the licenses for hosting the services with Microsoft Azure to an approved design by Microsoft (which DC Water will provide). Upgrade and Migration to Azure The tasks and estimates should be provided for a move from the existing on premise production environment (Version ) to Open Text 16.x version a Microsoft Azure hosted solution. The development environment should also be migrated to the same (16.x) version to the local machines onsite. Please be noted that DC Water is expecting the meta data/repository migration from Oracle 11g to MS SQL Server 2016 as part of this upgrade. Coordination Meetings Planning Document/Design Test Plan SLAs Ongoing Environment patching/upgrade plans Development System Config Content Servers local MS SQL AD integration Kofax Server Production System Config Content Servers & DB in Azure Admin Server MS SQL AD integration OS/VPN/Firewall/Backup config File server configuration Kofax Server Integration with 3 rd party systems like Maximo, GIS, SharePoint Online etc. Data Migration from Oracle Database to MS SQL database Migration Unit Test Dev Testing/Script Document Hold Testing Production environment integrated testing Issue Management Confirm Readiness to go Production Migration As Built Documentation

5 3. MANAGED SERVICES 3.1 Over view Once upgrade completed, DC Water is seeking a vendor to provide managed services to the OpenText environment to Azure platform. The proposal should cover the detailed work (steps) items to be performed by vendor for the upgrade and cloud migration. DC water expect the managed service provider (at a high level) to manage, monitor and update/optimize the environment in a structured fashion. Below section gives a high-level task list we are expecting from managed services. Current high level support environment based on last 6 months tickets is as follows. Items Average tickets per month Comments 25 tickets Average Effort Measurement Average time took to close the tickets Infrastructure related effort 0.5 hrs 20 Hrs on an average for a 2-3 week windows. Indexing, data loading, folder/access set up etc Type of request User access (authorization/authentication) 30% Data loading/deletion Load data from various sources 20% Kofax Issues Kofax desktop issues 25% Interface issues 25% 3.2 Managed Services Delivery Items 1. Administration and maintenance of OpenText systems; including maintenance, regular patching, configuration, review, analysis and troubleshooting of applications, systems and servers for the Production and Dev environments 2. Performance and capacity planning. 3. Application monitoring activities including review and analysis of application logs, server event logs, disk/storage space utilization, usage, etc. 4. Configure and maintain search functions, service applications and custom timer jobs for system maintenance and business needs. Install, configure and maintain third party components such as web parts. 5. Document, adhere to and monitor compliance with system governance procedures and policies (infrastructure).

6 6. Document, design and maintain system topology and architecture, including site collections and site structure for Production and Test/Dev environments. 7. Plan, design and implement OpenText security and access including, but not limited to, authentication, security roles, user groups, audiences, and item level security. 8. Score card/reporting of performance quarterly. 9. Plan and design improvements to OpenText performance as directed. 10. Create, configure and customize site collections, sites, lists, document libraries, workflows, forms and other components in accordance with requirements and business needs. 11. Support end users of the systems; including reviewing, investigating, troubleshooting and resolving functional and technical issues and providing training and guidance on system usage. 12. Responsible for planned and unplanned on-premise application failover and recovery. 13. Management of system content and data, including creating, managing, and restoring backups of site collections, sites, lists, libraries, content, views, etc.; migrating content, lists, libraries, sites, workflows, web parts, permissions, metadata, etc.; and content archiving. 14. Report on OpenText uptime and SLA compliance 15. Assist in data loading as required 16. Prepare and maintain administration, architecture, configuration and design documentation, including at the system, farm, site collection, site, and component levels 17. Provide system integration support 3.3 Managed Services Contract Over view DC Water is expecting a service model with a fixed number of hours per month/quarter/year. DC Water expects the hours allocated for a year can be consumed for any of the above activities in managed services.