CALL FOR EXPRESSION OF INTEREST (EOI N PTD/15/101) Enterprise Content Management (ECM) Implementation. Annex II BACKGROUND INFORMATION

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1 CALL FOR EXPRESSION OF INTEREST (EOI N PTD/15/101) Enterprise Content Management (ECM) Implementation Annex II BACKGROUND INFORMATION EOI N PTD/15/101 (ECM Implementation) Background Information 1 7

2 1. Overview of WIPO The World Intellectual Property Organization (WIPO), one of the 16 specialized agencies of the United Nations (UN), was established in Its mandate is to promote the protection of Intellectual Property throughout the world through cooperation among its Members States and in collaboration with other international organizations. The International Bureau of WIPO has staff members working mostly at its headquarters in Geneva, Switzerland (To learn more about WIPO, the reader is invited to go to the Organization s website at ). The World Intellectual Property Organization (WIPO) is looking for a company to implement the Enterprise Content Management (EDM) within the organization with the OpenText Suite. WIPO has already evaluated early wins that can provide benefits for the organization. Sub-projects have been identified within different sectors to implement ECM capabilities. The preferred approach is based upon a phased implementation with a number of early wins where business benefits will be realized by specific business sectors through the automation of a number of their document centric processes prior to the corporate level deployment of ECM. The organization changes in terms of business practices and culture which ECM will support are part of wider Knowledge and Information Management Strategy 2. High level description of the services requested WIPO is interested to select a company that would design and implement the WIPO project ECM divided in sub-project. Work will be carried out onsite for duration of five years. A brief description of sub-projects is provided below Terms Definitions & Acronyms* ECM definition by the Association for Information and Image Management (AIIM): Enterprise Content Management (ECM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM covers the management of information within the entire scope of an enterprise whether that information is in the form of a paper document, an electronic file, a database print stream, or an . Term / Acronym AIIM CMP DG ECM ERP ICTD IDM HRMD ODG PMO PTD Definition Association for Information and Image Management Capital Master Plan Director General Enterprise Content Management Enterprise Resource Planning Information and Communication Technology Department Identification Data Management Human Resource Management Department Office of the Director General Project Management Office Procurement and Travel Division EOI N PTD/15/101 (ECM Implementation) Background Information 2 7

3 SIAD SMT WIPO Security Information Assurance Division Senior Management Team World Intellectual Property Organization 2.2. Objectives The objectives of this project are: The implementation of an organizational wide system for the storage, retrieval and management of WIPO documents, records and archives (the ECM application); The implementation of process specific configurations of the ECM Processes within the ECM Application to support content rich business processes, these processes may be sector specific or organizational wide. Integration where required with the sub components of the PeopleSoft ERP, to allow the linkage of supporting content (held in ECM) to transactional records (held in ERP) where the business processes implemented in ERP require. The ECM application and supporting infrastructure will be hosted and managed in a manner to meet the service availability and security objectives of such a system based upon its business criticality; The implementation of the records and archives components of the ECM application and supporting processes will be compliant with the WIPO Records Management and Archiving Policy. End users will be trained in the use of the system, as well as the processes and procedures); The system will implement sufficient security controls to maintain compliance with the WIPO Security policies; 2.3. Scope of Work The project has been broken down into a number of phases / sub -projects, each delivering a set of business benefits to one or more business units. Each sub-project will include: business analysis required to specify the business process which the ECM solution will support; the identification and documentation of interfaces to existing systems; the design of the ECM configuration to support the business processes; the implementation of the ECM system configuration to support the business processes; the system testing and user acceptance testing of the ECM system configuration to support the business processes; Transition to live operation of the ECM system and sub-projects functionality; The training for the end-users on the business process specific ECM configuration. EOI N PTD/15/101 (ECM Implementation) Background Information 3 7

4 Sub Projects The currently identified sub-projects are: Contract/Vendor management System, a sub-project to implement a solution to manage contract information, allowing for automated creation of contract binder documents (document management), the storage of documents related to a contract (case management), the reporting and alerting of events during the contract lifecycle (workflow and case management), and the searching against the contracts (search). Corporate Records and Archives, a sub-project to increase the functionality of the Records and Archive service, including the enhancement / replacement of their document scanning processes, as well as the implementation of a incoming mail scanning and tracking process (scan and workflow), and the implementation of section level archiving based upon the WIPO records management policy (records & archive management) Users o Records and Archive Section o Wider WIPO users Interfaces o WIPO Records and Archives environment o WIPO Corporate Desktop Translation request and tracking, the automation of a document based workflow with requesting translation, tracking and reporting on the progress of translation activities, and for routing of documents to be translated by the Languages Division. Users o Languages Division staff for Translation o WIPO Staff Translation requesters Interfaces o WIPO Records and Archives environment o WIPO Corporate Desktop o WIPO Corporate Microsoft Office environment ODG Incoming Mail (ecourier), the scanning and document workflow of Incoming Mail for the Office of the Director General, with the links to the resulting response, with monitoring of progress to ensure that the response is completed and sent within the appropriate time frames. Users o WIPO Conference Division s Mail Expedition Unit o Office of the Director General o DDGs and ADGs o WIPO Directors o WIPO Staff allocated by DDGs, ADGs and Director for the drafting of a response text. Interfaces o WIPO Corporate desktop o WIPO Corporate Microsoft Office Environment o WIPO Corporate PDF Environment EOI N PTD/15/101 (ECM Implementation) Background Information 4 7

5 Mission Reports, the management of the creation of mission system, which will manage knowledge and information related to a Mission from first planning phases through to the submission of the mission report. The system will allow initial case creation to capture the location and dates of the mission (case management), alerting of interested individuals based upon the country selected (case management), reports (document management), the processes of review and publication of the mission report (work flow), and the searching of previous mission reports (search) based upon categorization (locations, personnel, topic and organizations visited). Users o All WIPO Staff who travel Interfaces o Travel request system o ERP system using PeopleSoft Human Resources (Staff efile), the creation of secure HR folders (cases) for each employee, to contain the electronic documents and records for that employee, with the inclusion of electronic scans of the existing paper records (imaging & scanning). HRMD staff will have the ability to search across the efiles to identify and retrieve any required files (search) Users o HRMD Staff Interfaces o ERP system using PeopleSoft (HR modules) o WIPO Corporate desktop o WIPO Corporate Microsoft Office Environment o WIPO Corporate PDF Environment Organizational wide ECM Capability, the integration of ECM into the standard WIPO Corporate Desktop so allowing all WIPO users to perform Document Management (storage, categorization, search & retrieval, and version control) on user, unit and organizational created content. The content will include user desktop created content such as word processing files (e.g. Microsoft Word and PDF documents), Spreadsheets (e.g. Microsoft Excel), presentations (e.g. Microsoft Powerpoint), diagrams (e.g. Microsoft visio), project plans (e.g. Microsoft Project) s Users o WIPO Staff Interfaces 2.4. ECM Capabilities to be implemented with the sub-projects It is currently believed that the following ECM Capabilities will be implemented in one or more of the sub-projects. Document Management The storage, categorization and access management to documents, including the management of different versions. Case Management The creation of cases to provide a collaboration area for team members, including user allocation, task recording, document management, workflow, and records management. Document Workflow EOI N PTD/15/101 (ECM Implementation) Background Information 5 7

6 The automated routing of documents to individuals / roles for approval or action, and the logging / reporting of the progress of the workflow and the decisions. Records & Archive Management The management of documents through the records management lifecycle, from creation to eventual disposal. The tracking of the location of the record, including governance issues relating to proof of existence, disposal and legal compliance are covered by this area. Document Scanning The scanning of paper based documents to create electronic versions of the documents which can be stored and managed as electronic documents or images. The documents will become indexable based upon a content classification model, and the actual content of some documents may become searchable following OCR. Search (document and case) The searching and retrieval of documents and cases based upon contents and/or categorization, as well as user access rights Open Text licenses and Modules used to deliver the Sub Project Open Text Licenses WIPO will be acquiring the following licenses to allow the delivery of the Sub-project listed. OpenText Content Suite Platform version Template Workspaces add-on Package Capture Center Searchable PDF Extended Workflow Content Intelligence Brava! Batch Renditioning Server/Net-it Enterprise-Server Open Text Modules The following Open Text modules have been identified as being required for the delivery, although additional modules may be required upon the completion of the detailed designs, of the Sub-Project OpenText Appearances OpenText Archive Server OpenText Attributes Extensions OpenText Content Server Barcode OpenText Capture Center Searchable PDF OpenText Classifications OpenText Content Intelligence OpenText Content Move OpenText Directory Services Document Properties Synchronization Content Server Module OpenText elink OpenText Enterprise Server Search OpenText Enterprise Connect Follow-Up Management - from OpenText Template Workspace module OpenText LiveReports Multi-Language Support EOI N PTD/15/101 (ECM Implementation) Background Information 6 7

7 Partner Database add-on to OpenText Template Workspace Module OpenText Prospectors Pulse from OpenText Content Server OpenText Recommender OpenText Recycle Bin OpenText Renditions Security Clearance from OpenText Records Management Forms and WebForms to be used with OpenText Content Server workflow OpenText Extended Workflow Enterprise Archive Server Storage Provider OpenText Records Management OpenText Imaging Enterprise Scan OpenText Template Workspaces 2.6. System Interfaces The Enterprise Content Management system will interface with the following system: AIMS / ERP Peoplesoft Modules Finance Module HR Module Travel Management Module Corporate user Authentication and Authorization systems based on Microsoft Active Directory (Microsoft Windows Server 2010) Information Classification and Leakage Prevention system - TBA WIPO Corporate Desktop Environment currently Microsoft Windows 7 Enterprise (32 and 64 bit), with a future upgrade to Microsoft Windows 10. WIPO Corporate Microsoft Office Environment currently Microsoft Office Professional 2010, with a potential to migrate to Microsoft Office Project approach The challenges associated with implementing an enterprise wide Electronic Content Management (ECM) strategy and solutions have rarely been over-stated. Like any other change, those most affected tend to resist most. In the case of ECM, everyone is affected, and in effect, everyone resists. Therefore a gradual approach with multi business sector specific projects has been selected. Following this approach the numbers of users will grow in a managed manner, whilst having multiple early deliverables which will deliver business benefits. The proposed priority for the implementation of the early win projects is: 1) Design and implementation of Procurement Contract-Vendor Management 2) Design and implementation of the enhancement of Corporate Records and Archive capability 3) Design and implementation of Translation request and tracking capability 4) Design and implementation of the ODG Incoming Mail (ecourier) capability 5) Design and implementation of the new Mission Reports capability 6) Design and implementation of the HRMD Staff efile capability 7) Design and implementation of organization wide ECM capability. The projects will be further de-risked with a project approach of configuration of industry standard tools rather than custom development. EOI N PTD/15/101 (ECM Implementation) Background Information 7 7