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RFP No. 16 -007: Digital Records Management Needs Assessment and Implementation Plan <br />m __/ City of Santa Ana Public Works Agency March 21, 2016 <br />3. The Agency Project Manager will start scheduling working sessions upon execution <br />of a contract, per the published MS Project Schedule. Delays in the Agency's ability <br />to make staff available for the workshops will delay the project. <br />4. Workshop participants will be highly knowledgeable and experienced In the business <br />processes being modeled. There should be sufficient participants in the workshops <br />to represent the cross section of staff for the business process being modeled. <br />Workshops must have at least two participants. <br />5. Workshops rooms will be large enough to hold the number of participants. <br />6. Workshops rooms with have plenty of wall space to post large flip chart paper (12 <br />feet wide), which the Agency will provide along with thick color markers and a <br />projector. (ThirdWave will provide a notebook computer for the workshops.) <br />Deliverable 1.3.1: Hold Rapid Workflow Workshops <br />Task 1.3.2 Document Rapid Workflow Workshops <br />This task will Include documenting the data collected in the As -Is workshops. A detailed <br />summary will also be included documenting findings dealing with potential applications, <br />necessary data, required resources, and identified workflows. The Rapid Workflows <br />deliverable will be provided to the Agency Project Manager for distribution to the <br />participants of each group for review, comments and /or corrections. <br />Deliverable 1.3.2: Document Rapid Workflow Workshops <br />CSA 1.3.2 Agency Review / Comments <br />Appropriate Agency staff will review the draft deliverable and providing comments/ <br />suggested revisions. City comments will be reconciled i consolidated by the Agency <br />Project Manager into one set of comments, and transmitted to ThirdWave. The review / <br />comments will be provided within the turn- around time specified in the Project Schedule, <br />e.g., 5 business days. <br />CSR Deliverable 1.3.2: Comments <br />Task 1.3.3 Final Rapid Workflow Workshops <br />This task will entail incorporating Agency's comments and incorporating them to produce <br />the final Rapid Workflow'a process maps and ECMS requirements. <br />Deliverable 1.3.3: Final Rapid Workflow Findings <br />Task 1.4 To -Be (Future State) Workshops <br />Task 1.4.1 Hold To -Se Process Workshop <br />This task will entail holding To -Be Rapid Workflow" workshops to identify the future state <br />business process the proposed ECMS solutions will satisfy. Drawing upon the <br />information gathered from business process owners in the previous workshops, the As -Is <br />business process maps and findings, this task will modify the process maps to reflect <br />business, functional and technical requirements. Future state workshops will be carried <br />out in a similar manner with stakeholder input, except they will be done electronically. <br />This documentation will be used not only developing ECMS requirements (and in the <br />future, could be used in an ECMS RFP), <br />Assumptions: <br />1. Same assumptions as in Task 2.1 apply here. <br />2, The City will identify, contact and confirm the participation of appropriate participants <br />from relative business units, In addition to scheduling the meeting facilities. This task <br />Proposal <br />02016 6 <br />ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F <br />25D -36 <br />