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RFP No. 16-007: Digital Records Management Needs Assessment and Implementation Plan <br />City of Santa Ana Public Works Agency March 21, 2016 <br />5. ThirdWave will provide the Agency a separate spreadsheet where appropriate <br />Agency staff can gather the amount of electronic files stored on existing servers <br />and/or document management systems. <br />6. Information on shared drives or existing ECMS systems will be gathered by Agency <br />staff and provided to ThirdWave, and will be incorporated into the final requirements / <br />ECMS strategy as appropriate. <br />Deliverable 1.1., Document Inventory <br />Task 1.2 Systems Inventory <br />This task will entail two activities. First, an inventory spreadsheet of ECMS systems: <br />software, hardware (servers), and peripherals (scanners/multifunction devices) will be <br />developed and provided to the Agency for filling in. Secondly, a meeting will be held to <br />identify integrations with existing Agency software, Including exchange emails and <br />Laserfiche. <br />Deliverable 1.2: System Inventory'& Integration <br />Task 1.3 Rapid Workflow Business Processes <br />Task 1.3.1 Hold Rapid Workflow Workshops <br />This task will entail holding As -Is business process workshops for mission critical <br />business processes to review existing content/records management challenges and <br />identify business, functional and technical challenges, inefficiencies and opportunities for <br />improvement through the application of ECMS. The workshops will also identify: <br />• Potential new resources, (e.g., hardware, software, data, and staff) that will include <br />the ability to import, capture, and perform Optical Character Recognition on paper <br />documents. <br />• ECMS functionality required In each business process. <br />• Workflows based on the needs identified for each division. <br />For the purpose of this proposal, ThirdWave has assumed holding thirty-five (14) half-day <br />onsite workshops. The final subject matter and specific number of the ECMS workshops <br />will be determined by Agency in contract negotiations. <br />02016 <br />PWA Administration Division...................................................1 <br />PWA Engineering Divisions <br />Traffic Engineering Section...................................................2 <br />Design Engineering Section..................................................2 <br />Construction Engineering Section.........................................2 <br />Transportation and Development Engineering Section......... 2 <br />PWA Water Resources Division...............................................2 <br />PWA Maintenance Services Division. ...................... ............... 2 <br />ECMSGovernance....................................................................1 <br />14 <br />Assumptions: <br />1. Working sessions will typically last up to 4 hours depending on the complexity of the <br />business process being modeled. <br />2. To maximize project resources, and contain the project timeline, two (2) workshops <br />will be held per day on consecutive days, to the extent possible. <br />Proposal <br />5 <br />ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F <br />