CalSync Proposal. Prepared for: University of Edinburgh

Transcription

1 CalSync Proposal Prepared for: University of Edinburgh September 2015

2 Author: Lorraine Worrall Version: 2.0 Status: RELEASE Reference: PID Creation Date: 26/09/2015 Revision Date: 06/11/2015 Reviewed by: Approved by: LW TE Disclaimer ProofID Limited makes no representations or warranties with respect to the contents or use of this document, and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. Copyright Copyright 2014 ProofID Limited. All rights reserved. part of this publication may be reproduced, photocopied, stored on a retrieval system, or transmitted without the express written consent of Proof ID Limited. Contact Questions related to the information contained in this document should be directed to Lorraince Worrall lworrall@proofid.co.uk Tel: +44 (0) Mob: +44 (0) ProofID Limited Lancastrian Office Centre Talbot Road Manchester M32 0FP ProofID Limited 2014 II

3 TABLE OF CONTENTS 1 INTRODUCTION Proposal Purpose CALSYNC OVERVIEW High Level Solution Overview Architecture CalSync Schematic Admin Utility Timetabling System Support PROJECT DELIVERABLES Assumptions Dependencies Exclusions CLIENT RESPONSIBILITY Obligations Hardware Requirements Software Requirements Documentation Review... Error! Bookmark not defined. 4.5 Acceptance... Error! Bookmark not defined. 5 SUBSCRIPTION LICENSE... ERROR! BOOKMARK NOT DEFINED. 6 INVESTMENT Additional Items Payment Plan ProofID Limited 2014 III

4 1 INTRODUCTION CalSync is a solution which synchronises timetable information from commercially available timetabling systems into Office 365 or Outlook calendars. Although CalSync has been developed to integrate with Office 365, its use of Exchange Web Services means that integration with on-premise Exchange 1 and Office365 is also supported. University of Edinburgh has expressed an interest in deploying CalSync. This proposal details the delivery methodology for CalSync, specific project deliverables and required investment. 1.1 Proposal Purpose This Proposal details: ProofID s deliverables for this engagement Any relevant assumptions and considerations made by ProofID in estimating and costing this work Project dependencies and exclusions The Client s responsibilities in relation to completion of the deliverables An investment summary and payment profile 1 Integration with on-premise Exchange excludes Exchange 2007 SP2 CalSync Proposal Edinburgh University Final 1 10/07/2012

5 2 CALSYNC OVERVIEW 2.1 High Level Solution Overview There are a number of commercially available timetabling systems that colleges and universities use to set timetables for the year. Regardless of the specific data formats all systems fundamentally represent a common set of information to represent the timetable. CalSync takes the source timetable data from the timetabling system and inserts the relevant timetable appointments into each student s calendar. CalSync will synchronise the timetable information from the 3 rd party product into its own database at a regular intervals. The format of this database allows a standardised student-centric view of the timetable data. The student will then be resolved in the organisation s Active Directory to find their Office 365 account details so that appointments can be inserted and updated in the relevant calendar on a regular basis. As a result students are able to use existing functionality provided by Office 365 to synchronise this information to a mobile device. This allows a combined view of their latest class timetable and personal appointments, providing a value add to the Office 365 implementation. CalSync additionally supports integration with on-premise Exchange and Office Architecture The CalSync architecture comprises five elements: Component Function Directory link Timetable link EWS link Database Admin utility Updates the database with information from Active Directory Updates the database with student, room, lecturer, lesson and course group information Updates the Exchange online account with appointments for each entry in the database Maintains a standardised set of timetable information, regardless of timetable system A small Windows application that can stop/start services, configure the system settings and manually refresh a student s calendar The synchronisation of calendar entries to student s mobile phones is performed using Office365 / Office 365 functionality. The three link components are implemented as.net 3.5 C# services. The database is at least SQL Server 2008R2: EDIN is on SQL2014 standard Express (for very small colleges), up to 10GB limit data Standard (for larger organisations). 2.3 CalSync Schematic The following schematic depicts CalSync s architecture: CalSync Proposal Edinburgh University Final 2 10/07/2012

6 Admin Utility Directory link Username address Active Directory Timetable link Students, Rooms, Lecturers, Course Groups EWS link Appointments Office 365 / live@edu Timetable DB (EBS / Scientia) Figure 1: CalSync Architecture 2.4 Admin Utility The Admin Utility is a Windows application. A screenshot of the Admin Utility is presented below: Figure 2: CalSync Admin Utility Screenshot CalSync Proposal Edinburgh University Final 3 10/07/2012

7 2.5 Timetabling System Support CalSync supports any timetabling system, subject to the Client providing database views in line with documented requirements which can be consumed by Calsync.. The database view must meet the following minimum requirements: View Fields Datatype Example / Description Nullable CS_Lesson TimetableId StartDate StartTime EndTime RoomId LecturerId Subject Course DATE CHAR(5) CHAR(5) Unique ID of the event Date of the event Start time, e.g. 11:00 End time, e.g. 13:00 Unique ID of the Room(s) (comma separated, no space) Unique ID of the Lecturer(s) (comma separated, no space) Subject of the event Course name Yes Yes Yes CS_LessonCourseGroup CS_StudentCourseGroup CS_Student CS_Lecturer CS_Room TimetableId CourseGroup CourseGroupType* TimetableId CourseGroup CourseGroupType* TimetableId StudentName AuthName Address TimetableId LecturerName AuthName Address TimetableId RoomName Address INT INT VARCHAR(64) VARCHAR(50) VARCHAR(64) VARCHAR(50) Unique ID of the event Unique ID of a logical grouping matching a Student Course Group ID of the Course Group Type Unique ID of the student Unique ID of a logical grouping matching a Lesson Course Group ID of the Course Group Type Unique ID of the student Student Name Student Login Student address Unique ID of the lecturer Lecturer Name Lecturer Login Lecturer address Unique ID of the Room Room name Address/Location/URL Yes Yes Yes * The values for CourseGroupType are determined during discovery. Separate IDs are used to present the information in a different way or to change the category name/colour, Free/Busy status, etc. The views do not necessarily all have to come from the same database (for example the CS_Student view may be in the Student Record System and the rest in the timetable database), but the unique ids must match. Views should also include any information that is needed to limit the scope. For example if the SRS stores a separate entry for each year then this year field should be included in the view so that it can be changed in the CalSync interface without having to alter the view. CalSync Proposal Edinburgh University Final 4 10/07/2012

8 3 PROJECT DELIVERABLES The deliverables for this project are detailed below. Any deliverables where the owner is specified only as Client are the sole responsibility of the Client to complete. ProofID and the Client shall consider these deliverables more fully in the Implementation Plan to be agreed between the parties pursuant to Schedule 1 of the CalSync Agreement Ref. Deliverable/ Activity Output / Description Owner 1 Discovery Conference call to capture data on timetable system and Active Directory. Anything which is discovered during this call which could increase the amount of effort required to complete the installation, and which could therefore increase costs to the Client, will be flagged at this stage and approval sought from the Client. PID, EDIN 2 Database configuration Create database tables/views as required by ProofID (see section 2.5 above) EDIN/PID 3 Validate Database configuration 4 CalSync installation in test mode Validate database tables / views created by the Client, and confirm that they are suitable for use with CalSync. If not, feedback will be provided so the Client can make necessary alterations. Installation of CalSync into test environment (if available), and incremental test imports for tuning performance PID, EDIN PID, EDIN 5 Monitoring Remote monitoring of CalSync/EWS performance 6 User acceptance testing Client tests to ensure that CalSync is working as designed PID EDIN/PID 7 Switch over to live mode and handover Installation of CalSync into live environment and handover/documentation provided. The CalSync system will be deemed accepted and will pass into support upon The Completion Date (as defined in Schedule 1 of the Calsync Agreement). PID, EDIN ProofID Limited 5

9 Ref. Deliverable/ Activity Output / Description Owner 8 SLA Details of the SLA (i.e priority, response time, commitments from PID to provide upgrades to be in line with Scientia and Microsoft products) PID ProofID ensures that the Deliverables will be completed within a maximum of 40 hours of effort. If additional effort is required to carry out tasks in addition to the above deliverables, the Client may, at its own discretion, purchase additional consultancy time at ProofID s current day-rate ( 960/day). 3.1 All DBA work required to create necessary database tables / views is the responsibility of the Client. Reasonable support would be required from PID as per deliverables 2 & 3 detailed above.assumptions ProofID has made the following assumptions when specifying the deliverables and estimating efforts and cost. It is the responsibility of the Client to advise ProofID if any of these assumptions is incorrect prior to agreeing this Proposal. Failure to do so may lead to the Client incurring additional costs. The Client can provide sufficient access to the timetabling system and Active Directory to enable CalSync to function. The Client is responsible for any DBA activities which may be required (e.g. creating database views that may be required by CalSync) The Client is responsible for configuration of all network equipment, including but not limited to: firewalls, load balancers. The Client has appropriate and accurate data in Active Directory and the timetabling system, to enable accounts to be matched between the two systems. ProofID may deliver some of the deliverables remotely. To enable this, ProofID may install remote access software on the CalSync servers for the duration of the deployment. If this is not acceptable to the Client, the Client will provide alternative remote access facilities to ProofID. All deliverables defined in this Proposal represent ProofID s initial and high level understanding of the Client s requirements. These deliverables are subject to change and will be superseded by the design specifications further to the completion of the design workshops, if applicable. At this time there are no business or technical inhibitors to prevent the project objectives from being met. All servers currently running all services within the scope of the project have been properly maintained by the Client and are working correctly. Where necessary additional software and/or files may be installed on all servers within the scope of the project. File Transfer access is available on all servers within the scope of the project where necessary. ProofID Limited 6

10 3.2 Dependencies The dependencies affecting this project are listed below: The Client has a fully working deployment of Office 365/Office 365/Exchange 2007, 2010 or 2013 All student mail accounts have been migrated to Office 365/Office365/Exchange 2007,2010 or Exclusions Within this engagement, the following are specifically excluded: Any deliverable or activity not listed in the section 3, Project Deliverable, above. DBA activity, including creation of SQL scripts to produce required database views in the timetabling system. All licenses identified above will be pre-procured by the client and ready for deployment, ensuring sufficient time to meet project milestones ProofID Limited 7

11 4 CLIENT RESPONSIBILITY To ensure a successful project, the Client must support ProofID throughout the duration of the project. Should the Client not meet these responsibilities, this may lead to additional charges. The Client s responsibilities are detailed below: 4.1 Obligations The Client will provide the following: Relevant technical staff will be made available by the client for all appropriate workshops, project activities and where required acceptance reviews Technical staff will be made available to create database tables/views as required by ProofID as documented in 2.5 above. Access to its premises for ProofID personnel from 9:00 AM to 5:00 PM each working day. Additional access will be provided as reasonably requested by ProofID Access to systems, networks and reports as required by ProofID A meeting room with projector for any group meetings during the project User Acceptance Test plans and Appropriate testing resource at each milestone, and will be responsible for drawing up appropriate User Acceptance Test plans An appropriate testing platform 4.2 Hardware Requirements The client will provide the following Hardware: Description Qty tes Specification Physical or virtual server 2 CalSync server 2.5Ghz+ CPU / 6GB RAM The client will ensure that: All hardware identified above will be pre-procured by the client and will be ready for deployment, ensuring sufficient time to meet project milestones A suitable location and access for the hardware will be available. Sufficient network and power points will be available. 4.3 Software Requirements The Client will provide the following Software licenses and installation media: Description Qty tes At least SQL2008R2 As per servers needed Can be installed locally on the CalSync server or could make use of existing SQL server At least Windows 2008R2 As per servers needed Server License ProofID Limited 8

12 The Client will ensure that: All licenses identified above will be pre-procured by the Client and ready for deployment, ensuring sufficient time to meet project milestones Activities / Responsibilities The Client and ProofID shall work together, where reasonable to do so, to undertake the following specific items: Any issues and/or corrective actions highlighted from any health checks completed by ProofID are the sole responsibility of the client to resolve, with ProofID providing reasonable assistance to resolve the issues. This may result in additional cost. Provision of sufficient and timely information to allow ProofID s deliverables to be completed according to the agreed.implementation Plan (detailed in section 3/deliverables). Managing invitation to and attendance at all workshops, meetings, training or other project activities, for client staff, contractors, or other relevant associates. The client will apply any infrastructure or other upgrades required to meet the project objectives: e.g. Service/Support Pack revisions Additionally, it is anticipated that the Client will undertake the following general activities, which shall be detailed in full in the Implementation Plan (as defined in Schedule 1 of the Calsync Agreement): ACTIVITY DESCRIPTION Start of Project Purchase required hardware, software etc Build core infrastructure [test &, live] Design & Development Enable remote access for development Create database instances/tables/ views where required Test Assist with testing of the new solution Define User acceptance criteria UAT Provide test instances of connected systems Readiness activities Reconfigure firewalls and open ports where required Create accounts Deployment Assist with rollout activities Other End User Training [if deemed necessary] ProofID Limited 9

13 ACTIVITY DESCRIPTION IT staff training for support ProofID Limited 10

14 5 INVESTMENT Item Description Price Project Delivery Professional Services Consultancy A maximum of 40 hours of consultancy to complete installation and configuration of CalSync. 5, License fee (subscription license recurring annually, includes support) Marketing discount (10%) of Year One license fee 5, Total 9, All prices exclude VAT and expenses Invoice terms 30 days Marketing and PR Discount is subject to the following terms (applies to year 1 costs only): o o o 5.1 Additional Items University of Edinburgh to collaborate with ProofID on a Case Study following three months of live operation of the deliverables. ProofID may publish the Case Study as desired. ProofID allowed to use University of Edinburgh name and logo on promotional material and on ProofID s website, but only in relation to matters relating to CalSync. University of Edinburgh to act as a reference for ProofID s prospective Clients. Additional consultancy may be purchased on a Time and Materials basis at a rate of 1000/day excluding VAT and expenses. 5.2 Payment Plan Item Milestone Value Installation, and activities configuration Implementation To be invoiced by Proof ID monthly in arrears, with invoices showing full expenditure A maximum of 5,500 Subscription License 100% of annual license fee on receipt of Purchase Order, and annually on each anniversary of the Completion Date (as defined in Schedule 1 of the CalSync Agreement) thereafter. te 4,950 ProofID Limited 11

15 renewals will be at the full rate of 5,500 p/a). Total 9,950 Prices shown are exclusive of VAT and Expenses ProofID Limited 12