Enterprise Content Management Pre-Proposal Conference for RFP

Enterprise Content Management Pre-Proposal Conference for RFP No. ISD2006ECM-SS December 6, 2006 California Administrative Office of the Courts Information Systems Division

Agenda Welcoming Remarks Conference Protocol Team Introductions Project Objectives Project Roadmap Project Scope Research RFP Highlights Critical AOC Procurement Policies Review of Procurement/Selecti on Timetable Submission of vendor’s written questions Q&A Next steps/closing

Welcome Mark Yuan, AOC Supervisor

Conference Protocol Clarification, not new information If you feel the RFP is missing information, please submit a proposal in writing per RFP guidelines Please hold questions to end of the presentation The AOC team will address questions verbally in this forum If you want the response in writing, submit the question in writing per RFP guidelines

AOC Team Introductions Mark Yuan AOC Supervisor Jamel Jones AOC Sr. Analyst Melissa Land Project Consultant Contracts Officer Stephen Saddler

Melissa Land Project Consultant Project objectives, roadmap, scope and overview

Project Objective To define, select and implement a scalable enterprise content management framework, providing an intuitive system for the organization and dissemination of electronic content to internal and external stakeholders. This framework will address immediate organizational requirements for core content management tools as well as provide a scalable solution for future requirements of the AOC and California Courts. RFP Section: 1.0

RFP released Nov 21 Proposals Due January 16 Project Roadmap all dates approximate Initial Review (for completeness) Second Review Core Team Proposer Review Steering Committee Proposer Review Core Team selects finalists (Jan/Feb) Finalist Notification (Jan/Feb) Finalist Presentations (Feb) Core Team Finalist Review (Feb) Recommendation to Steering Committee (Feb/March Vendor Selection (March) Contract Negotiations Early Q207

Project Scope Administrative Office of the Courts California Courts of Appeal California Supreme Court Indirect: California Trial Courts RFP Section: 6.0

Research for the RFP 90 staff interviewed All AOC Divisions/Regional Offices Supreme Court District Courts of Appeal California Judicial Center Library Technical Team Analysis of current processes, solutions and challenges

RFP Highlights

RFP: Single Vendor Partner The AOC wishes to work with a single point of contact A proposed solution may leverage many technologies A proposal may span multiple software vendors and/or consultancies RFP Section: 2.3

RFP: Functional Requirements Document Management Web Content Management Learning Content Management Collaboration Digital Asset Management Enterprise Search Business Process Management Reporting and Security Technical and Administrative

RFP: Functional Requirements Responding to functional requirements Response key review 1) Item is "Out Of Box" 2) Item will be included in future release 3) Item addressed by third-party integration- specify partner 4) Item requires customized code to be written 5) Item not addressed by solution An answer of 5 (five) does not preclude a proposal from consideration RFP Section: 9.8

RFP: Networking and Computing Environments Oracle TIBCO RFP Section: 7.0

RFP: Implementation Initial proposal Best practice based Detailed proposal Finalists only Informed by additional documentation Expand on initial plan RFP Section: 9.10

RFP: Submission Guidelines 1 (one) original, 5 (five) copies Proposal Cost Proposal submitted separately Proposals must be delivered to the individual listed under Submission of Proposals Electronic version on CD-ROM entire proposal requested samples financial information Simple, straightforward, concise RFP Section: 8.0

RFP: Main Proposal Document Title page ECM Implementation Plan Letter of Transmittal Table of Contents Executive Summary Development and Staging Environment Hardware & Software Scope of Services Training Plan Company /Team Background and resource capabilities Testing Strategy Maintenance and Support Program Proposed Application Software and Computing Environment Hosting Arrangement Client References Cost Proposal Exceptions to the RFP Sample Documents Responses to Functional/Technical Requirements System Security RFP Section: 9.0

RFP: Vendor Selection Process Proposals Due January 16, 2007 Initial Review (for completeness) Second Review Core Team Proposer Review Steering Committee Proposer Review Core Team selects finalists Finalist Notification Finalist Presentations Core Team Finalist Review Recommendation to Steering Committee Steering Committee Finalist Review Vendor Selection RFP Section: 10.0

RFP: Vendor Evaluation Criteria Written Proposals Software functionality and completeness Technical compliance Proposed implementation plan and methodology Customer references Training and support Long term viability/corporate health Total cost of ownership and exceptions to RFP RFP Section: 11.0 Finalist Presentations Presented solution to use cases Software ease of use Technical capability Detailed implementation plan and interviews

Stephen Saddler Procurement Timetable Critical AOC procurement policies Submission of Written Questions P.M. PST) (Due Dec. 11, 1:00

Q&A Please note, if you require a written response to a question, it must be submitted per RFP guidelines.