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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 />assumes that appropriate City staff, participants from the As -Is workshops, will be <br />made available to participate in the To -Be workshops. <br />Deliverable 1.4.1: Fourteen (14) To -Be Rapid Workshops <br />Task 1.4.2 Document To -Be Workshops <br />This task will entail taking the notes from the To -Be Rapid Workflow® sessions, and <br />producing To -Be (or future state) business processes in MS Visio for each function <br />reviewed in the working sessions. This draft deliverable will be provided to the City for <br />review, comments and/or corrections. <br />Deliverable 1.4.2: To -Be Business Process Maps <br />CSA 1.4.2Review & Comment <br />This task will entail appropriate District staff reviewing the draft deliverable and providing <br />comments / suggested revisions. Comments, revisions and corrections to the document <br />will be reconciled and consolidated by District for each business process model, with one <br />set of comments transmitted to the ThirdWave Project Manager. <br />Deliverable 1.4.2: District Comments <br />Task 1.6 Taxonomy for Public Works Documents / Records <br />Task 1.5.1 Develop Taxonomy Spreadsheet <br />This task will entail a review of the City's existing Records Retention Schedule, <br />specifically the document/record types. The records will be incorporated into the <br />classification/indexing spreadsheet. This task will allow the project team to gain a <br />baseline understanding of City's existing documents and records. This task will entail <br />preparing a spreadsheet of documents and records compiled from the document <br />inventory, records retention schedule and the Rapid Workflow® process models in <br />preparation of the taxonomy workshops. The spreadsheet will parallel the City <br />departments/business processes or functions of the Rapid Workflow® workshops held. <br />Deliverable 1.5.1: Taxonomy Spreadsheet <br />Task 1.5.2 Hold Taxonomy Workshops <br />This task will entail holding taxonomy (classification/indexing) working sessions with <br />Agency Departments to produce a document classification/indexing schema. <br />ThirdWave will work with appropriate Agency staff to determine which staff should <br />attend each of the classification workshops. This Proposal assumes holding eleven (24) <br />classification workshops, one per department. The taxonomy will be incorporated into <br />an ECMS Strategic & Roadmap in the backfile conversion approach in the ECMS <br />Strategy & Roadmap. <br />Taxonomy Workshops <br />PWAAdministration Division..........................................................1 <br />PWA Engineering Divisions <br />Traffic Engineering Section..........................................................1 <br />Design Engineering Section.........................................................1 <br />Construction Engineering Section................................................1 <br />Transportation and Development Engineering Section................1 <br />PWA Water Resources Division......................................................1 <br />PWA Maintenance Services Division..............................................1 <br />Proposal <br />© 2016 7 <br />ThirdWave 11400 W. Olympic Blvd, Suite 200 Los Angeles CA 90064 310 914.0186 V 310.312.9513 r <br />