Proposer Questions: The following are responses to all submitted questions:

Transcription

1 This Addendum forms a part of the Request for Proposal and modifies the original RFP issued February 17, Proposers shall acknowledge receipt of this Addendum in their cover letter. Failure to do so may subject the Proposer to disqualification. Proposer Questions: The following are responses to all submitted questions: Q1. Can you please clarify if the DVBE Utilization Form, DVBE Transmittal Form and Attachments are to be submitted in the RFP proposal package or separately? A1. Yes, these forms must be completed and returned with the RFP proposal package. Q2. Can you provide a list/inventory of the software systems you have, including the specific versions with Service Pack information? A2. IBM FileNet P and Image Services (Service Pack 4) Q3. Can you provide a system diagram of the current system configuration and network configuration? Page 1 of 14

2 A3. Q4. Can you provide PeopleSoft version information? A4. PeopleSoft Enterprise Portal 9.0 and PeopleTools 8.49 Q5. What SSO platform is being used or is planned? Page 2 of 14

3 A5. Current SSO is implemented using PeopleTools (technology that underlies all PeopleSoft applications) and IBM FileNet P SSO methodology. Q6. What is the current system capacity of A6. File Storage in GB? 40 GB Database Size? Number of Users? 2 GB Approximately 4000 users Number of Documents? Approximately 350,000 Q7. Does the Custom Single sign-on module already exist, or will this be a new module? A7. Yes, SSO module already exists and implemented using IBM FileNet P architecture. New SSO module must be integrated via Java Authentication and Authorization Service (JAAS) between PeopleSoft and IBM FileNet P8 4.5 Q8. In reference to: Upgrade Reports distribution and archival application, a custom J2EE application to support IBM FileNet P8 4.5 and J2EE WebLogic application server. Is the Reports Distribution and Archival Application currently integrated with P8? A8. Yes. Current Report distribution and archival application implemented using IBM FileNet P version and jboss application server. Page 3 of 14

4 Q9. In reference to: Upgrade Workflow Applications (NACHA file processing, Access Request Forms & Finance eform Workflows) - and - Modify home-grown capture applications to work with IBM FileNet P8 software. Which, if any, of the custom apps are.net or COM based? A9. Capture applications are implemented using Microsoft Visual basic COM technology and IBM FileNet Capture API. Workflow applications are implemented using IBM FileNet P8 Process Manager and eforms for P8. Q10. It is clear from the RFP that CSU will be having FileNet Image services and FileNet P8 in 'To Be' architecture and documents will be accessed through Content Federal services for Image Services. Can you please share the reason of keeping both Image services and FileNet P8 in 'TO BE' system and why CSU can't have only P8 system where all documents and metadata will be migrated from Image Services to FileNet P8? A10. The documents in Image services needs to be cleaned up and right retention polices need to be established which is time consuming. After the documents clean up and with right retention polices in place documents from Image Services will be migrated to P8 content engine. Q11. Please confirm that CSU has some documents in Image services and some in FileNet P8. If yes, does it mean that current system has federated and non-federated documents? Also please confirm that FileNet P8 3.5 has versions of federated documents A11. IBM FileNet Imager Manager and IBM FileNet P8 systems are running as independent environments. Yes, both systems have documents. No federated documents. Q12. Please confirm that FileNet and FileNet 4.5 environments will be at same facility and there will be no firewall or network discontinuity between both environments A12. Yes. Page 4 of 14

5 Q13. Please share current deployment architecture of FileNet environment with high availability if any A13. Refer to Q2 for current CSUF IBM FileNet P8 System Architecture. Q14. Please share 'TO BE' deployment architecture of FileNet 4.5 environment with high availability if any required A14. Not applicable. Virtualization architecture will be used for high availability. Q15. Since CSU is using Content Federal services for Image Service in current environment, it means all content is stored in Image Services? A15. No, CSU Fullerton not implemented Content Federation services. Q16. Please share current number of users for FileNet environment. Will users number remain the same for FileNet 4.5 environment A16. Approximately 4000 users. This number will remain same in IBM FileNet P8 4.5 environment. Q17. Please elaborate requirement "Design and implement for additional P8 storage capacity". Please confirm that CSU has already done initial capacity planning for FileNet 4.5. If possible, please share these numbers. A17. No, Capacity planning is done. Page 5 of 14

6 Q18. Please elaborate how much customization is done for e-forms and Search templates in current environment A18. Search Customization provides row level security features to Workplace Search templates. Search module automatically filters reports/documents based on user s row level access, which is stored in external database. For eforms, Custom toolbar is developed to meet unique campus requirementssuch as auto fill, validations, and look ups. Save As feature is create that allows end users to clone eform data objects. Unlock and Cancel Checkout feature is developed that releases lock on Work item and eform data document when Users click X button on browser. Q19. Do you have Single-Sign on implemented in current environment as well. If yes, please provide description of same. A19. Yes, SSO module already exists and implemented using IBM FileNet P architecture. New SSO module must be integrated via Java Authentication and Authorization Service (JAAS) between PeopleSoft and IBM FileNet P8 4.5 Q20. Please provide architecture of Reports distribution and archival application. Also please provide number of reports created. A20. Find below Architecture diagram for Reports distribution and archival application. Weekly volume is 6000 reports (Content engine documents). Page 6 of 14

7 Q21. Please confirm that data migration is not required in Test environment as well. A21. Production data needs to be migrated to Test environment for user acceptance. Page 7 of 14

8 Q22. Please provide architecture of all Workflow Applications and technologies. Please provide number of workflows in each application and a sample workflow or business process in it. A22. Workflows are implemented using IBM FileNet P8 Process Manager and eforms for P8.. Total 5 workflows in current system (5 to 10 user interaction steps and up to 25 unattended steps which include {custom component integrators and calculations steps}). Following is the sample ERP Access Request Business Process. Page 8 of 14

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10 Q23. Please provide architecture of Capture application and technology. Also provide various mode of inputs to this application and processing of documents till committal to IS/P8. A23. Capture Process: Application and Technology: Classic MS Visual Basic Application with FileNet Capture 5.0 toolkit Mode of Inputs: Scan Image Import Presently, all documents are committed to IS. Page 10 of 14

11 Q24. Please confirm that P8 4.5 is going to use existing instance of Image services and there is no fresh installation of same. Only Image services needs to be upgraded to compatible with P A24. Yes, IBM FileNet P8 4.5 will be integrated with supported Image Services. Image services needs to be upgraded to support IBM FileNet P8 4.5 version. Q25. Please confirm that scope of migration includes for both federated and non-federated documents. A25. No Federated documents in current 3.5 systems Q26. Please confirm the federated documents in current 3.5 will remain federated in FileNet 4.5 after migration. A26. No, Federated documents in current 3.5 systems. Q27. Are there any specific rules (data massaging) to be applied while migrating the content? If yes then please provide details. A27. No, Content must be migrated as-is unless IBM FileNet 4.5 requires data massaging. Q.28 Are there any special content transformation needs? E.g. converting tiffs into searchable PDF etc A28. No, Content transformation is required. Q29. What is the number (approximate) of documents in all the source repositories? What is the total size of data to be migrated? A GB File storage. Approximately 350,000 documents. Page 11 of 14

12 Q30. What is the maximum, and average size of documents? A30. Maximum document size 150MB. Average document size 120KB. Q31. How many document classes are there? What is the number (approximate) of properties (metadata) associated with each of the class? A document classes (including eform Form Data classes). Approximately 10 properties per document class. Q32. Do the documents have versions associated? If yes do all the versions need to be migrated or just the latest version? A32. Yes, Documents have versions (eforms). All versions need to be migrated. Q33. Do documents also have annotations? If yes, do annotations also need to be migrated? A33. No Annotations. Q34. Does security need to be migrated? Do the source and target system authenticate against the same Active Directory Server or different Active Directory Servers? A34. Yes, Security needs to be migrated. Both old and new systems will use same Active Directory server. Q35. Do folders & its security need to be migrated? A35. Yes. Page 12 of 14

13 Q36. Does source system has workflows? If yes, do workflows need to be migrated? How many workflows are used? How many steps are there in each workflow? What is the product (with version) used for workflow management? A36. Yes. Workflows must be migrated. Total 5 workflows in current system (5 to 10 user interaction steps and up to 25 unattended steps which include {custom component integrators and calculations steps}). Workflows are implemented using IBM FileNet P8 Process Manager and eforms. Q37. Does live work items also need to be migrated? If yes, how many active work items are there in the system? A37. Yes, live work items must be migrated. Approximately 1000 live work items. Q38. How many concurrent users are there in the source system? Will it remain same in target system? In not, please provide the number for target system. A38. Approximately 4000 users are in current system. Target system will remain same. Q39. How are documents viewed/updated from the existing source system? Is there any custom application built on top of source system? If yes, provide details about the application & also does this application needs to be migrated? A39. Documents viewed using IBM FileNet P8 Workplace. No custom application. Q40. What is the daily document influx into the system (number of documents, size). What is the expected growth in next 1-2 yrs? A40. Weekly volume is documents. Current average document size 120KB. Page 13 of 14

14 Q41. Does audit information also need to be imported along with documents? A41. No Audit turned on in current system. Q42. Are these source repositories are linked to database or other system for example some part of metadata is stored in database? A42. Metadata is stored in Oracle database. Q43. What other objects needs to be migrated apart from documents? A43. Folders, Custom objects, Workplace security roles, Workflow definitions, eforms (data entry templates, form policies & data documents), document entry templates and Search templates. Page 14 of 14