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HomeMy WebLinkAbout2000-02-15; City Council; 15627 Attachment B; Agreement with ThirdWave Corporation for DMS Records ManagementMr. Kevin Davis Buyer Purchasing Department Clty of Carkbad 1200 Carlsbad Village Drive Carlsbad CA 92008-1989 Subject Reference: ThirdWave Corporation Response to Request for Proposal Request for Proposal for a Document Management System: RFP No. 8 Dear Mr. Davis: ThirdWave is pleased to submit the attached proposal in response for the aforementioned RFP. We have carefully reviewed and familiarized ourselves with the RFP document, and have a clear understanding of the scope of work. This response represents a supremely qualified team offering the following: 1. 2. 3. 4. 5. 6. 7. 8. A fully msponslve technical solutfon. The proposed FileNET solution represents the most advanced document management system available today. It offers excellent capabilities (including solid security, version control, and overlay redlining). Strategically speaking, they are a sound company that the City can feel safe in investing in. And FileNET is a highly scalable solution that will meet the long-term needs of the City. A team with a proven track record In deliverlng results. ThirdWave has shown an uncanny ability to work effectively within the government environment. Most of our government customers have awarded us multiple contracts spanning as many as ten years. This is only possible by providing consistent, extraordinary performance and success. An unparalleled breadth and depth of experfence deploylng Document Management Sysfems (DMS). An accomplished DMS Project Manager will lead the project. ThirdWave, and our team members, have successfully implemented DMS systems of scale and complexity, seamlessly integrated with web-based applications. IKON is one of the largest and most respected conversion bureaus in the world. A cost-effective proposal, which is thorough, yet flexible, and open to further discussion and negotiation. All costs are subject to revision after further dialogue with the City. A list of similar ptajects and customer references, e.g., City of Las Vegas Enterprise- wide IT Program, Orange County Sanitation District Online Board Review Application, and the City of Los Angeles Wastewater Construction Management Division. A single point of contact, with a demonstrated ability to manage large projects as well as subconsultants. ThirdWave has assembled an extraordinary team with the required expertise to deliver a strategic and successful Document Management System. A Vlsble and sfable full sewice Systems fntegraffon firm with a 12-year track record of success. We offer a rare ability to address any technology issue that might arise during the course of the project. A seasoned pmject team, where the senior staff identified herein will actually do the work, as opposed to the "bait and switch" tactic often used by some firms. ThirdWave offers demonstrated competence, professional qualifications, and most importantly, a proven capability. We look forward to providing the same level of success to the City of Carlsbad as we have done for other government customers! Sincerely, ThirdWave Corporation 11400 West Olympic Blvd. Suite 650 Los Angeles CA 90064 -1 voice310 914 1480 fax 310 914 1490 twc@thirdwav.com Roy R. Hernandez President I CEO Information Systems Intelligenily Applied Document Manegement System City of Carisbad July 6. 1999 Table of Contents Section 1 GENERAL INFORMATION ......................................................................... 1 . f 1.1 1.1.1 1.1.2 1.1.3 1.1.4 1.2 t . 3 1.3.1 1.3.2 1.3.3 1A 1.4.1 1.4.1 . 1 1.4.1.2 1.4.1.3 1.4.1.4 1.4.2 1.4.2.1 1.4.2.2 1.4.2.3 1.4.2.4 1.4.2.5 1.4.2.6 Company QwlMcrtionr ............................................................. 1 . 1 A Full Service Systems Integration Company ............................... 1 . 1 Document Management Expertise ................................................ 1.2 Wed Design and Development Expertise.-. ................................... 1.2 Geographic Information Systems Expertise .................................. 1.3 Figurn 1.1: Thirdweve Amas of Expedke .................................. 1.4 Staff Profib ............................................................................... 1.4 F@um 1.2: Team Makeup and Rdes .......................................... 1.5 Subcon+ulclnt Au8ochtion ........................................................ 1.6 FileNET Corporatin ..................................................................... 1.6 IKON Corporation ......................................................................... 1.6 ECI ............................................................................................... 1.6 Figurn 1.3: Conversion W- Diagram ................................. 1.7 Refomnces .................................................................................. 1.7 Thirdwave References ................................................................. 1.7 Cny of Las Vegas Water Pollution Control FaaliONpCF) ............ 1.8 Figurn 1 . 4. On-line O&M Manual lntrenet Applicatb ................. 1.9 Figure 13: Viewing a Microsoft Word Document ....................... 1-9 Figure 7.6: Viewing AutoCAD canstrudion Drawings an&r O&M Fhs ................................................... 1 . 10 Orange County Sanitation District: On-line Board Agenda Automath ................................................................................. 1 . 13 City of Las Vegas Web Enabled Senrice Delivery Applications ... 1.12 Figurn 1.7: Cdy of Lss Vegas Home Pap3 ................................ 1.12 F&um 1.8: Business License Application ................................. 1 . 13 Figum 1.9: DARTS Application Semens ................................... 1.15 Figure ?. 70. DARTS on-line GIs lntegmtion lnte rface ............... 1.16 Figurn 1.11: DARTS On-line BuiMng Pernit Fonn ..................... 1.16 Figurn 1. 12: DARTS on-line Routing SI@ ................................... 1-17 Hawaiian Electric Company, Honolulu, HI Joint Pde Program: Electronic Document Management / Conversion Project ............ 1.18 IKON References ....................................................................... 1 . 19 Great Western Bank ................................................................... 1.19 Amoco Corporation ..................................................................... 1-19 Scurlock Permian Corporation .................................................... 1.21 Bankers Trust Company ............................................................. 1.21 UNUM Ufe Insurance Company of America ............................... 1.22 Toyota Motor Credit .................................................................... 1.23 Table of Contents e 1999 1.1 ThirdWave 11400 W . OlympkWvd . Me650 LosAngeles CA 90064 310.914.1480 Fax 310914.1490 Document Management System City of Carlsbad July 6. 1999 c . c . . c c c c c . . . . c- . Section 2 SYSTEM DESCRIPTION & RESPONSE TO SECTION 2.3 OF RFP .......... 2.1 CQ 1999 2.1 2.2 2.2.1 2.2.2 2.2.3 2.2.4 2.2.5 2.2.6 2.2.7 2 .. 2.8 2.2.9 2.2.10 2.2.1 1 2.2.12 2.2.13 2.2.14 2.2.15 2.2.16 2.2.17 2.2.18 2.2.19 2.2.20 2.2.21 2.2.22 2.2.23 2.2.24 2.2.25 2.2.26 2.2.27 2.2.28 2.2.29 2.2.30 2.2.31 2.2.32 2.2.33 2.2.34 2.2.35 2.2.36 2.2.37 2.2.38 2.2.39 2.2.40 2.2.41 2.2.42 2.2.43 2.2.44 System Descrlption .................................................................... 2.1 Respon8e to Section 2.3 of RFP ................................................ 2.1 Meeting the Need of an Open System .......................................... 2.1 Decentralized Scanning Approach ................................................ 2.2 Software and Licensing Supported ............................................... 2.2 System Capability Description ...................................................... 2.2 File Formats Supported ................................................................ 2.2 Creating Full Text indexing ........................................................... 2.2 System Design ............................................................................. 2.1 OCR Offerings .............................................................................. 2.2 Extracting Text from Images ......................................................... 2.3 Meeting the Need of an Open System .......................................... 2.3 Import Desktop Documents into the System ................................. 2.3 Metadata Generated Automatically .............................................. 2.6 Unique Identifiers ......................................................................... 2.7 Documents Created by Groups-Transmitted to Specialist ............ 2.7 Modified Index Values .................................................................. 2.7 Capability to Download CAD Files & Associated Metadata ........... 2.7 Limitations in Importing and Managing CAD Files ......................... 2.7 Mark up Tools and Workflow ........................................................ 2.7 Annotation Functionality ................................................................ 2.7 Updating Document ...................................................................... 2.8 Annotations Included in Faxes ...................................................... 2.8 Images with Signatures ................................................................ 2.8 One to Many Relationships ........................................................... 2.8 Supporting Compound Documents ............................................... 2.8 Safeguards to Protect Documents and Data Integrity ................... 2.8 Workflow Capabilities ................................................................... 2.8 Electronic Signatures ................................................................... -2.8 Optional Common Document Formats .......................................... 2.9 Providing Documents on Diskette or CD to the Pubic ................... 2.9 Browser Interface .......................................................................... 2.9 Redact Information within a Document ......................................... 2.9 File Storage .................................................................................. 2.9 lntranet Architecture for Internal Access ....................................... 2.9 Interface with the Internet ............................................................. 2.9 On-line Billing Modules .............................................................. -2.1 0 Interface System Support ........................................................... 2.~0 DMS Exported to the Internet ..................................................... 2.10 Non-licensed Users Viewing Documents .................................... 2.10 Online Payment ......................................................................... ,2.10 Browser Based Document Viewing Software .............................. 2.11 Check in/Check out Available to Users ....................................... 2.11 Capabilities & Limitations for Users using Browser Interfaces ..... 2.11 Security using Browsers ............................................................. 2.11 1.2 Version Control, Check In/Out Functionali .................................. 2.3 Table of Contents ThirdWave 11400 W . Olympic Bhrd . Suite 650 Los Angeles CA 90084 310.914.1480 Fax 310 914.1490 i Document Management System City of Carlsbad July 6. 1999 c c . r i r c r i . Section 3 Section 4 0 1999 2.2.45 2.2.46 2.2.47 2.2.48 2.2.49 2.2.50 2.2.51 2.2.52 2.2.53 2.2.54 2.2.55 2.2.56 2.2.57 2.2.58 2.2.59 2.2.60 2.2.61 2.2.62 2.2.63 2.2.64 2.2.65 2.2.66 2.2.67 2.2.68 2.2.69 2.2.70 2.2.71 2.2.72 2.2.73 2.2.74 2.2.75 Browsers Launching Associated Application ............................... 2.11 Recommendation for Kiosks or Public Terminals ........................ 2.11 Restricted Public FTS ................................................................. 2.11 Integrate Cashiering Functionality with Printing .......................... 2.11 Document Security ..................................................................... 2.12 Sign OnlPasswords .................................................................... 2.12 Incorporate Retention Schedules ................................................ 2.12 Disposing of Old Files and Consolidation .................................... 2.12 Isolate Documents Already on the System ................................. 2.12 Limit to the Number of Libraries .................................................. 2.12 Printers per Sewer ...................................................................... 2.12 Fax Stations per Sewer .............................................................. 2.12 Number and Length of Fields in the Database ............................ 2.12 Scanners per Sewer ................................................................... 2.12 Mandatory and Optional Fields ................................................... 2.13 Types of Searches ...................................................................... 2.13 Approach to Integrate with GIS ................................................... 2.13 Migrating from One Storage Medium to Another ......................... 2.16 Disaster Recovery. RAID and Mirroring Availability ..................... 2.16 System Backup .......................................................................... -2.16 Enhancement of System Performance ........................................ 2.16 System Monitoring Tools ............................................................ 2.16 System Reports .......................................................................... 2.17 Minimum/Optimal Standards for PC Workstations ...................... 2.17 Electronic Forms ......................................................................... 2.17 COLD Offering ............................................................................ 2.17 Supporting Existing HP Networked Printers ................................ 2.17 Interface with IVR ....................................................................... 2.17 ThirdWave Involvement with User Groups .................................. 2.17 ThirdWave Approach to the City's Conversion Requirements ..... 2.18 Conversion Location ........................................................... 2.18 8 . Quality Control Procedures 2.18 Conversion Timeline .......................................................... 2.22 Submittal Requirements ..................................................... 2.22 Integration with Permits Plus ...................................................... 2.16 A . C . D . ................................................ Compliance Matrix .................................................................................... 3.1 3.1 Compliance Matrlx Spreadsheet. Response to Section 2.4 of RFP .................................................................................... 3.1 TRAlNiNG PLAN ........................................................................................ 4.1 4.1 Training Plan ............................................................................... 4.1 Develop Detailed Training Plan .................................................... 4.1 Develop Training Materials ........................................................... 4.2 1.3 4.1.1 4.1.2 Table of Contents *ThirdWave 11400 W . OlympicBhrd . Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System City of Carlsbad July 6. 1999 c L 4.1.3 Provide Training ........................................................................... 4.2 Section 5 PROJECT PLAN ........................................................................................ 5.1 5.1 5.2 5.3 5.3.1 . c c P c L P c ! c r- i 5.3.2 5.4 5.5 5.5.1 5.5.2 5.6 Understanding of the Project Goals and Objectives ................ 5.1 Project Tasks .............................................................................. 5.2 f igum 5.1 :Scope of Work - Phase 1 ............................................. 5.2 Scope of Work ............................................................................ 5.5 Phase 1 - Pilot Projects: City Clerk’s office & Community Development / Public Works ......................................................... 5.5 Task 1 . 0 Project Initiation ........................................................... 5.5 Task 2.0 Analysis & Requirements Definition ............................ 5.5 Task 3.0 Design ......................................................................... 5.6 Task 4.0 System Staging and Configuration .............................. 5.8 Task 5.0 Implementation ............................................................ 5.9 Task 6.0 Comprehensive Testing ............................................... 5.9 Task 7.0 Documentation ............................................................ 5.9 Task 8.0 Training ..................................................................... 5.10 Task 9.0 Conversion ................................................................ 5.12 Task 10.0 Project Management ................................................. 5.15 Task 11.0 Document Management Systems .............................. 5.15 Phase 2 - Expand System to About 40 Users ............................. 5.17 Figure 5.2: Scope of Work - Phase 2 .......................................... ,5.17 Task 1 . 0 Phase 2 Project Initiation ........................................... 5.18 Task 2.0 Analysis & Requirements Definition ........................... 5.18 Task 3.0 Design ....................................................................... 5.19 Task 4.0 System Staging and Configuration ............................ 5.20 Task 5.0 Implementation .......................................................... 5.20 Task 6.0 Comprehensive Testing ............................................. 5.21 Task 7.0 Documentation .......................................................... 5.21 Task 8.0 Training ..................................................................... 5.21 Task 9.0 Project Management ................................................. 5.23 Task 10.0 Document Management Systems .............................. 5.23 Task 11.0 Support ..................................................................... 5.24 Project Management Plan ........................................................ 5.24 Project Personnel ..................................................................... 5.25 Thirdwave Resumes .................................................................. 5.26 IKON Resumes ........................................................................... 5.43 Project Schedule ....................................................................... 5.43 Figure 5.3: Pmjed Schedule ...................................................... 5.43 Section 6 PRICING ........................................................................................... 6.1 6.1 Pricing tntroduttion .................................................................... 6.1 6.3 Software Pricing ......................................................................... 6.1 Q 1999 1.4 6.2 Implementation ........................................................................... 6.1 Table of Contents ThirdWave 11400 W . Olympic Blvd . Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System City of Carlsbad July 6, 1999 c- T 6.3.1 6.4 6.5 6.6 6.7 6.7.1 6.7.2 6.7.3 6.7.4 6.7.5 6.8 6.9 6.10 System Software .......................................................................... 6.1 Training ..................................................................................... ..6.2 Documentation ........................................................................... 6.3 Maintenance., .............................................................................. 6.3 Technical Support ...................................................................... 6.3 Right to New Versions .................................................................. 6.3 Telephone Support ....................................................................... 6.3 Targeted Response Times ............................................................ 6.3 Hours of Coverage ........................................................................ 6.3 On-site Support ............................................................................ 6.4 Other Costs ................................................................................. 6.4 City Pricing Tables ..................................................................... 6.4 Figure 6.1:Phase 1 Price Sheet .................................................... 6.5 Figure 6.2: Phase 2 Price Sheet .................................................... 6.6 Compensation.. .......................................................................... -6.6 f igum 6.3:Compensation Schedule.. ........................................... .6.6 Section 7 TERMS AND CONDITION .......................................................................... 7.1 7.1 Acceptance of City Terms and Conditions ............................... 7.1 7.2 Progress Payment ..................................................................... .7.2 ! I r c Section 8 Appendix ............................................................................................. 8.1 (Q 1999 City Forms ThirdWave Corporate Brochure Thirdwave Client List Thirdwave Professional Qualifications ThirdWave EDM / WorMlow Flier Government West, May/June 1998, Las Vegas Goes Virtual City of Las Vegas Brochure, Rightsizing for Success FileNET Panagon FileNET Panagon IDM Document Services FileNET Panagon IDM Desktop FileNET Panagon Capture IKON Company Background IKON Insight Volume 2 Issue 7-1999 IKON Insight Volume 1 Issue 2-1998 IKON Performance Beyond Expectation Brochure Additional IKON Literature ECI Consulting Engineers: Spatial Enterprise Functionality ECI Consulting Engineers: Spatial Enterprise A white Paper Table of Contents I .5 ThirdWave 11400 W. Olympic Bhrd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 r Document Management System City of Carlsbad I July 6, 1999 P I P 1 c c r c c i i- r 1 .l Company Qualifications Section 1 Generaf Information ThirdWave Corporation was established in 1986 to assist our clients select, design, implement, integrate, and manage information systems. Our company philosophy is based on a simple premise: we are more concerned with the effective use of technology than technology itself. ThirdWave has a long and successful track record working with government and Fortune 1000 corporations. 1.1.1 A Full Service Systems Integration Company ThirdWave is a full service systems integration / consulting firm pmviding the development and / or implementation of numerous leading edge technologies including Electronic Document Management / Imaging systems, Internet / lntranet development, GIS systems integration services, and UNMAN networking communications design and implementation. We also provide outsourcing for all of the above. ThirdWave assists our clients evaluate, select, implement, integrate, and manage information systems. Working in a S.W.A.T. team fashion, our professionals have established a track record for achieving results - in record time. Drawing on experience and proven techniques, we employ an exciting paradigm for introducing information systems technologies into the professional environment. ThirdWave’s mission is: “To 8ddmss a need with experience and expertise, optimlze the et%ctive use of computer tools, 8nd work with end-usem to insure results and success. ” It is important to note that Thirdwave has a wealth of experience in all of the key information technology areas identified in the City‘s RFP document, including Document Management / Imaging, Web Enabled Application Development, and Geographic Information Systems. Beyond the expertise in all of the above areas, we have the rare experience and lengthy General Information Q 1999 I .I ThirdWave 11400 W. Olympic Blvd. Suite 850 Los Angeles CA 90084 310.914.1480 Fax 310 914.1490 i c 1 c c r i c c f I c r c r Document Management System Ci of Carlsbad July 6, 1999 track record of implementing and sesmlessly integrating all of these technologies in the public sector. 1 .1.2 Document Management Expertise ThirdWave has been carrying out Document Management projects since the infancy of the technology. (Frank Addamo and Roy Hernandez, the proposed Project Manager and executive advisor on the project (respectively), were pioneers in the document management arena since the late 1970sI) Our first four major customersin 1997, Lockheed, Hewlett- Packard, IBM, and City of Los Angeles, were all EDM pro]ects entailing small and large hardcopy documents, engineering document conversion, all implemented across the enterprise kith user communities averaging several hundred of end users. Recent experience include EDM projects for the following agencies: Orange County Sanitation (ongoing) 0 City of Las Vegas 0 Las Vegas Water Pollution Control Facility (ongoing) Hawaiian Electric Company (ongoing) City of Los Angeles Wastewater Construction Management Division (Hyperion Treatment Plant) 0 City of Los Angeles Department of Public Works 1 .1.3 Web-enabled Application Design and Development Expertise ThirdWave has been carrying out database intensive web enabled application development since 1994. Combining a rare mix of graphic design, software development, systems engineering and the rapidly evolving suite of web development tools, we have built some of the most rigorous web applications in the country today. Working with the City of Las Vegas, ThirdWave pioneered the Virtual CityTM model for the cities of the future'. This project entailed a complete retooling of the City, employing a bold IT strategy to provide a new level of service delivery via web enabled applications, e.g., Business Permitting, Land Development and Review Permitting, Parks and Recreation registration, etc. Recent government customers for whom we have designed and developed web enabled applications for include the following agencies: Orange County Transportation Authority: lntranetllnternet Online Purchasing Applications 0 City of Pasadena: City Website redesign and development 0 Las Vegas Water Pollution Control Facility: lntranetllnternet Online O&M Manual 0 City of Las Vegas: City Website redesign, Intranetllnternet On-line Business Permitting, Development Permitting, Parks and Recreation 0 Los Angeles Economic Development Corporation: IntraneVlnternet Business Development and Project Management Application I. Virtu81 City Vrademark of Thirdwave Corporation): An IT Model developed by Thirdwave for the 'City of the Future,' supporting the transformation of how Cities do business and provide services, through the synthesis of emerging technologies with innovative business practices. General InformatJon Q 1999 1.2 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System City of Carlsbad July 6, 1999 1.1.4 Geographic Information Systems Expertise ThirdWave has been carrying GIS projects since the infancy of that technology. Over the last twelve years, we have carried out’some of the most significant and ambitious GIS projects in the country. We have carried out GIS projects in all corners of the United States. At one point or another, ThirdWave has provided GIS professional services to all major local and regional government agencies in Southern California. Recent experience includes projects for the following major agencies: Los Angeles Police Department 911 Emergency Command & Control Center System (ongoing, $1,200,000.) Orange County Transportation Authority (ongoing) Los Angeles Redevelopment Agency (ongoing) City of Las Vegas Los Angeles Department of Transportation Traffic Accident Information System (ongoing) Southern California Association of Governments (ongoing mapping / transportation modeling support) Los Angeles County Metropolitan Transportation Agency (onsite GIS group for transportation modeling and application development over 3.5 years, $1,500,000.) City of San Diego WastewatedSewer Mapping San Diego Data Processing Corporation City of Los Angeles Department of Public Works, Arc Info Pilot and Sewer Wye Map Project US West (all facilities mapping across 15 states, $2,400,000.) In summary, firms with the core centers of competency noted above are extremely rare (if not unique). But more importantly, all of the above will be critical to the City’s strategic success. ThirdWave has a proven record in not only deploying all of the technologies listed above, which are key to the City’s overall goals and objectives, but we have successfully implemented enterprise-wide, seamlessly integrated solutions, lncorporatlng EDM, GIs and Web-enabled Service Delivery applications for government agencies. The following diagram illustrates ThirdWave’s breadth and depth of information technology expertise. We can handle any IT issues which might arise during the course of the project, or over the life of the City’s Document Management System program. General Information ThirdWave 11400 W. Olympic Bhrd. Suite 850 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Q 1999 I .3 r 0 GIS Consulting 0 Systems Analysis 0 Strategic Planning 0 Database Design 0 Web Enabled 8 Client- Server Application Development 0 GIS integration: 0 Transportation, Crty Planning, Building, Utilities . On-siteStaffing Document Management System I r City of Carisbad July 6, 1999 i r Flgure f. 1: ThlMave Ams of ExpertJse r i I c c r- r r r r r Internet Development 0 InterllntralExtranet Consulting 0 Web Page Design 8 Development 0 Web Enabled DB Applications 0 E-Comrnerce 0 Shopping Carts 0 Web Connectivity 0 WebSiteHosting , Software Development 0 Software Development 0 Application Programming 0 Client-Server 0 All leading languages & Databases: VB, Delphi, SQL, ORACLE, Access 0 Y2K Conversion 0 ITTraining 1 Systems Integration 0 IT Consulting 0 IT Strategic Plans 0 Enterprisewide Systems Analysis: 0 Data Warehousing LANMlANlMANS 0 IT Implementation 8 0 MIS Outsourcing 0 End User Training Integration Electronic Doc. Management & Auto. Workflow 0 Consulting 0 Business Process Reengineering 0 Application Development 0 Web Enabled Applications Systems Sales b Ongoing Support 0 70,000 hardware, soRware & peripheral products 0 All leading vendors (L platforms 1 GIs Services Multimedia & Graphic Design Services 0 Graphic Design 0 Photoshop / Imaging 0 3D Modeling I Rendering 0 Multimedia Productions 0 Interactive Applications 1.2 Staff Profiles The following figure identifies the proposed roles of all members on the installation on the configuration team. General Information ThirdWave 11400 W. Olympic Bhrd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Q 1999 I .4 Document Management System City of Carlsbad July 6, 1999 Figure 1.2: Team Makeup and Roles F. Addamo Sr. EDM Consultant, K. Murdoff Sr. Software Engineer, Th irdwave R. Miller Sr. Systems Engineer, Th i Wave AI Mackenzie, Sr. Application Consultant FileNET AIIMS Master of IT Award AIIM'S Laureate of IT in Electronic Document / Image Management Engineering at East LA College 8 Pasadena City College Programming, Mount San Antonio College BA, Computer Science CSU Sacramento AA, Golden West College FileNET Certified Microsoft Certified Systems Engineer Microsoft Certified Product Specialist Certifications: FileNET: Sys Admin for IMS, Panagon IDM Doc Services, Capture, Report Manger,. Systems Capacity Planning; MS Windows NT; DocuLink Optical Mr. Addamo will act as the Project Manager. Mr. Addamo has 23 years experience in the EDMllmaging arena. He is recognized internationally as an expert in the ImaginglEDM field. Prior to ThirdWave, Mr. Addamo was responsible for Imaging/Document Conversion services for the largest document imaging company in the country, successfully executing the scanning projects with as many a5 5 million documents for Fortune 500 clients. Mr. Addamo has published numerous articles and has presented at over 30 national imaging seminars including AIIM, ARMA, EDMS Focus, EDM, NIRMA, BIS, Netcom and Federal Computer Conferences Mr. Murdoff has 7 years of extensive experience in IT consulting systems, network integration, SUN/HP/IBM UNIX Administration, Electronic Document Management I Automated Workflow systems and Geographic Information Systems. Mr. Murdoff will participate on the system installation and integration asDects of the Droiect. Over 8 years of substantial experience in enterprise- wide networkinglcommunications systems. Has performed system/network analysis, design, installation, configuration, performance monitoring, tuning, capacity planning/sizing, security, systems and operations support in a multi-vendor environment. Is trained in FileNET System Installation, Configuration and Administration, is also a Microsoft CSE, Certified Product Specialist, Novel1 CNE and Netware Engineer. Has played a key role in several EDM projects, e.g., Hawaiian Electric Company and the Las Vegas Water Pollution Control Facility. Mr. Miller will address systems, networking configuration issues related to the EDM implementation. Senior Systems Consultant, with 20 years experience, providing pre and post sales consulting, systems analysis, configuration development, and project management responsibilities for FileNET's Integrated Document Management family of products for electronic document management, imaging, workflow, and COLD (Computer Output To Laserdisk). Mr. Mackenzie will participate on the system installation and integration aspects of the project. (B I999 General Information 1.5 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 r c c ! i c c c r- i Document Management System City of Carlsbad July 6, 1999 Brenda Vance, Systems Engineer FileNET BA, Education University of Delaware Certifications: Computer Networks & Applications Brenda is a senlor member of FileNET's Technical Consultant team with 12 years experience, and 5 years with FileNET. She provides technical expertise and installation experience to a broad range of FileNET clients in financial services, government, health care, and engineering. Ms. Van- will participate on the system installation and integration asaects of the arniect. 1.3 Subconsultant Assoclation 1.3.1 FileNET Corporation ThirdWave has formed a subcontractor teaming relationship with FileNET Corporation. FileNET is the premier vendor for fully integrated Imaging, Electronic Document Management and Automated Workflow solutions, which are also support Web Enabled Application Development. They will act as a technical resource in the system design, configuration, deployment and training tasks. 1.3.2 IKON Corporation ThirdWave has chosen to team with the highest quality conversion provider in the world, IKON Office Solutions. IKON is the premier provider of high volume conversion setvices nationally and internationally. For twelve years, IKON'S primary business mission has been focused on digitizing documents from any media - paper or micrographic - and providing its clients with images ready to import into virtually any imaging system. IKON's emphasis on quality, performance, and mutual project success has translated into hundreds of satisfied corporate and government customers who have entrusted IKON with scanning and indexing millions of critical files. I In addition to using the highest quality conversion provider in the world, ThirdWave will add another independent level of coordination and quality control at every step along the way. ThirdWave's and IKON's engineers will work closely together to create, test and implement the bulk loading scripts necessary to populate the FileNET Panagon system. The conversion workflow tasks are graphically depicted on the following page. 1.3.3 ECI ECI is a globally recognized consulting firm, providing a broad spectrum of services to a diverse group of industries. They were founded in 1971 and currently has 120 employees. The IT division provides a wide range of information technology services to Fortune 1000 companies, government and medium size organizations, both nationally and internationally. ECI has been awarded the exclusive Oracle@ Alliance Partnership for Louisiana. Other Alliance Partnerships have been developed with lntergraph Corporation and FileNem Corporation. In a subsequent phase after Phase 2, ECI will play a key role in the integration of FileNET with the City's GIs, using Spatial Enterprise. General Information Q 1999 1.6 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 r Document Management System I c city of Carlsbad July& 1999 L r L r I r r r IKON Paper Convemi'on Worknow b - W m r- !- L 1 A1 ThirdWave References The following represent three customer references where ThirdWave has carried project similar to that of the City, andlor we are currently providing ongoing support. General lnformatkm (D 1999 I .7 Thirdwave 11400 W. OlympicBlvd. Suite850 LosAngeles CA WB4 310.914.1480 Fax 310914.1490 Document Management System Ciy of Carlsbad July 6, 1999 1.4.1.1 Ci of Las Vegas Water Pollution Control FacilitypVPCF), the On-line Operations & Manaintenance Manual lntranet Application Development and Imaging Projed Customer Contact: Mr. Dave Pvetti, Sr. V.P. 916.351 -3810 271 Turn Pike Drive Folsom CA 95630 Size of Account: Number of Employees: Dates and amounts 1: ofeachcontract 2: 3: 4: Total to Contract Value: HDR Inc. (Prime) 250. 1997 $lOo,OOO. 1998 $218,038 1998-1999 $soo,ooO. 1999-2OOo $2oO,OOo. $818,038. BriefDescti@on: This was the third contract awarded to Thirdwave. (The first was to develop an IT Strategic Plan; the second entailed implementing the enterprisewide infrastructure, servers and Commercial-of the-Shelve applications.) The purpose of the third contract was to develop an lntranet based on-line O&M Manual, and integrate it with other plant-wide systems. This enterprisewide lntranet application is being used to support an $80,000,000 expansion project that will double the capacity of the current treatment plant. The work included the following: 1. Providing a GUI for all key O&M thick-client applications across the plant site, including the integration of several Maintenance, SCADA, and Purchasing applications, e.g., Factorytink, MP2, and ORACLE databases. 2. Provide enterprisewide access to all data at the plant site from one Intranet-based application. Convert one-hundred (100) O&M Manuals (approximately 50,000 documents) by scanning and indexing them. Information accessed via the on-line O&M Manual includes the scanned O&M Manuals, AutoCAD drawings, MS Word documents, Adobe Ambat pdf files, ObM / Safety Training video tapes. Thirdwave was responsible for developing the scanniwmaging system for all of the Maintenance information, consisting of the following systems: rn The next phase will entail the implementation of an enterprisewide EDM system. Scanning Workstation and a Fujitsu M3096 High Speed Scanner HP Sure-store 40 Gigabyte Optical Jukebox 3 High End Dell Power Edge Servers General Information Q 1999 I .8 ThirdWave 11400 W. Olympic Blvd. Suite 050 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 c r c I I r c r Document Management System City of Carisbad July 6,1999 Figum 1.4: On-line O&M Manual I-net Appllcafion Main Menu Bar Selected Equipment Number Main Screen RgM-Click Menu Associated Document view(ADv) This user interface can be used by anyone on the plant site to find all information associated with any piece of equipment, system or subsystem located on the plant site. The search field allows for a robust search capability, using partial or wild card searches. Figure 1.5; Viewing a Microsoft Word Document General Information ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angels CA 90064 310.914.1480 Fax 310 914.1490 Q 1999 1.9 r r Document Management System City of Cadsbad July 6, 1999 Figure 1.6: Wewing AuioCAD Consbuction anrYor OW Fib 1.4.1.2 Orange County Sanitation Automation District: On-line Board Agenda cusiomercontact Mr. Peter Hass Systems Manager 71 4.593.7273 P.O. Box 8127 Fountain Valley CA 92728 She of Account= Number of Employees: Up to 300 Dates of contract: 1998 Total Dollar amount: $98,380.00 ThirdWave provided workflow user requirements gathering, analysis, design, development, implementation, training and documentation services. The Board Agenda WorMlow System was a custom tailored application to fit the customer's specific requirements. The Board Agenda Workflow System automates the process of originating, reviewing, editing, packaging, routing and approving committee and board agendas. General lnfonnation ThirdWave 11400 W. Olympic Bbd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Q 1999 I .IO 7 - City of Carlsbad July 6, 1999 t r r r Designed and deployed an EDM system to automate/manage the Board Agenda Process using FileNET 'Ensemble" worldlow; Information Processing, uses FileNet Panagon. Created a database in Oracle to maintain information created as a mutt of the process. Board Agenda Formatting and Compilation, allows users to generate, route reports, and create the final Agenda Items. Image and Electronic Document Management, using Spicedink for the scanning interface, was integrated with the FileNET Panagon database 'DocSenrices". The EDMS application was installed across five departmental PCs. Key FerWms 1. 2. 3. 4. 5. Approval process tracking, the originator can check status of Board approval. Provide ekctronic forms and database rules for standard items such as Cost, Budget, Category, Subject, etc. As a result, small details not missed, which could cause rejection or delay. The application provides quicker and more accurate completion of Board agendas. Web distribution of items and Board agendas. Nonconfidential infomation will be posted to Web for public use. Automatic accumulation of all documents, previously generated in hardcopy, prepared to go to the Board. As a result, the Board and Committee secretaries' worMoad is greatly reduced. All items, Board agendas, Board minutes and workflow tracking are checked into Panagon. Future search and retrieval of these items is very valuable to all organizations for business and legal reawns On-line Boa& Agcurde Sample Screens r i General lnfonnrtlon mirdweve 11400 w. olympic~hrd. sLHe65o LOSA~~~~BS CA mow 310.~14.1480 F~X 310~14.1490 Q 1999 1.11 r r Document Management System City of Cartsbad July 6, 1999 1.4.1.3 City of Las Vegas Web Enabled Service Customer Contact Joe Marcella, Director of IT 702.229.6291 400 E. Stewart LasVegas NV 89101 BriefDescrf@on: As part of a 10 million-dollar IT Program Thirdwave executed for the City, we were retained to redesign the Cis website. At the time the project started, the Ci’s website was predominantly all text, with long scrolling pages, no continuity across departments, and a poor navigational interface. The work included the following tasks: Delivery Applications 0 Evaluate the existing website, which included reviewing the existing content and technical requirements. A Summary of the Evaluation was prepared. Graphic Design, which included developing GUI Standards, and page layout concept, graphics and typical templates. 0 Reformat Existing Web Data, which included GUI graphics pmduction, GUI HTMUJavaScript production, and QA Testing. Website Installation and Configuration, which included server hardware installation and configuration, configuration of pmtocols, firewall, moving web page to new City website, and testing and web server database installation and configuration. Figure 1.7: City of Las Vega8 Home paSe General Information Q 1999 I .I2 ThirdWave 11400 W. Olympic Bbd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System I 7 City of Carisbad July 6,1999 I r 7 1 , P r I r r ?- Besides the redesign of the City's site, this project also included the development of two proof of concept Internet I lntranet applications, the On-line Business License and Leisure Land, an on-line Parks and Recreation applications. These two applications were the first Service Delivery applications that were part of the "Virtual Las Vegas" IT strategy. (ThirdWave was retained in 1995 to develop the City's IT Strategy, which became known as Virtual Las Vegas." The City's vision is to ultimately allow citiiens on-line to access to City services from the convenience of their homes and/or places of business.) Omlhe Bwineaw Ucense ApplkaUon This application will allow future business owners to get Business Licenses without going to City Hall. The work includes reviewing the business license process, user working sessions, business process workflow modeling, business process redesign, functional requirements development and an application specification is submitted. Figurm 1.8: Business License Applkdm Q 1999 1 .I3 ThirdWave 11400 W. OlympicBhrd. Suite650 LosAngeles CA 90064 310.914.1460 Fax 310914.1490 Document Management System City of Carlsbad July 6, 1999 City of Las Vegas Development 8 Review Tracking System (DARTS) ThirdWave worked with the City of Las Vegas Public Works, Planning, and IT departments to develop the Development Review Tracking System (DARTS). The DARTS lntranet application provided an interface to integrate 11 of the 13 City divisions. Phase 1 of the solution is was to develop an internal application, with the subsequent version providing Internet access. The DARTS application integrating several enterprise Commercial-of-the-shelf applications, including Electronic Document Management (EDM), Imaging, Workflow Automation, and Geographic Information System (GIs). The application was developed using Delphi and Oracle, however, the solution could be developed using any 4GL or database. DARTS integrates the following: Raster image files, managed by FileNet software Automated routing and work distribution, using Action Workflow Text, MS Word files Graphical files AutoCAD files ARCANFO GIS map data, including parcel and land uselplanning maps. Tabular data in Oracle Fundamentally, the solution can be thought of as having three layers of technology. The first is the database layer, where integrated and normalized repositories of data are stored and managed. The second is the application layer, where native such as EDM, GIs, etc. reside. The third layer consists of Workflow automation or “work management.” The DARTS solution takes traditional database applications one step further by utilizing workflow automation software to integrate, automate, manage, track and streamline processes. This solution is different than the typical suite of modules provided by companies such as Sierra, in that those systems attempt to apply “routing” capabilities into their product as an ad-on, while DARTS was developed using a robust workflow engine and architecture as the foundation. The DARTS system automated the Land Development approval and permitting process. The entire Land Development approval process was made up of 10 major sub-processes, which included Zoning Approval, Board Agenda Process, Plans Review, and Building Permittng. . General Information ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 @ 1999 1.14 r ! Document Management System - City of Carlsbad July 6, 1999 r Figurn 1.9: DARTS Application Scrreens This application, when fully deployed, will cut the Devetoper/Routing time from 6 to 3 months. It allows for collaborative interaction across 1 1 City divisions (out of 13), by individuals or teams. c General Information Q is99 1 .I5 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System City of Cadsbad July 6. 1999 r c 1 Figure 1.10: DARTS On-line GIs lntegmfion Interface Figure 1.11: DARTS On-line Building Permit Fonn i r General Information a 1999 1.16 ThirdWave 11400 W. Olympic Blvd. Suite650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 r r I r r r r r Document Management System City of Carlsbad July 6, 1999 Automated routing is another possible fundion that can be added to on-line applications in subsequent phases of development, not included in the proposed Si Redesign contract. This is particularly beneficial in key processes that are paper intensive, or where expediting the process would derive substantial benefits. figure f.12: DARTS On-line Routing Slip General Infomation 0 1999 1.17 ThirdWave 11400 W. Olympic Blvd. Suite650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 r F r 7 c c r P r r r r Document Management System City of Carlsbad July 6, 1999 1.4.1.4 Hawaiian Electric Corporation, Honolulu, HI Joint Pole Program: Electronic Document Management I Conversion Project 2. Pilot Doc. Conversion $4,000. 3. Production Conversion $70,000. Pmjeci Descrlpbion: The Hawaiian Electric Company (HECO) retained Thirdwave to provide and implement a dowment management system that would meet the imaging and information processing requirements for managing Joint Pole documents. We also provided training to systems administrators as well as end users. Key HECO issues to be addressed included, but are not limited to, the following: Automation of storage and retrieval of Joint Pole records and drawings Integration with an existing Joint Pole System database Efficient means for imaging, managing, and accessing Joint Pole data Compliment andlor integrate with existing Intergraph system View capability of (DGN) files from within the document management system Workflow capabilities for future process automation of Joint Pole Thirdwave has an ongoing technical support contract for this system. We have replicated the HECO system environment in our office, with an application server, for immediate trouble shooting/pmblem resolution, should the need arise. Several months after installation, there have been no technical problems with the system. Subsequent to this phase, Thirdwave was awarded another contract to carry out a scanning pilot project, scanning 2,000 documents. A third phase will consist of scanning 60,000 documents. Products used: FileNET Panagon: ScanninglConversion, Capture Document, IDM Desktop, IDM Document Services. General Information Q 1999 1.18 ThirdWave 11400 W. Olympic Blvd. Suite650 Los Angeles CA 90084 310.914.1480 Fax 310914.1490 Document Management System City of Carlsbad July 6, 1999 1.4.2 IKON References (Subcontractor) I .4.2.1 Great Western Bank Customer Contact: Virginia Walton 81 8.775.7230 9401 Corbin Avenue Mail Stop: N 02 28 Northridge, CA 9131 1 Summary of project In 1994, IKON converted over 1,750,000 pages of mortgage loan documents to electronic images on optical disk for Great Western Bank. IKON performed the conversion in a 10-week time frame (including a five week set-up period) to meet Great Western's business operating commitments. Great Western shipped the documents from their loan processing center in Southern California to IKON's Northern California Conversion Service Center, IKON prepared, scanned, indexed, and recorded the documents to 7GB optical disks compatible with Great Western's FileNET imaging system. IKON's Document Preparation staff affixed barcodes to the files and documents to capture loan numbers and multiple document types. Additionally, IKON configured its soflware environment to display images to data entry operators who keyed critical index data from selected document types. Images and index data formatted to FileNET-compatible primary and TRANLOG optical disks were delivered to Great Western for direct import to FileNET. The keyed data was delivered on accompanying digital tape for loading into Great Western's mainframe database. As a direct result of IKON's efforts, Great Western was able to update its image and index databases simultaneously, making the mortgage loan customer profiles and corresponding images available to the service team within the required timeframe. Type of documents converted: loan documents Volume: > 1,750,000 pages 1.4.2.2 Amoco CorDoration Customer Contact; Ms. Joyce Vaughn . Project Manager 918.58.4332 509 South Boston Avenue Tulsa, Oklahoma 74103 General Information Q 1999 I .A9 ThirdWave 11400 W. Olympic Bhrd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 r c L c r r 1 Document Management System City of Carlsbad July 6, 1999 Summary of project: In 1997, IKON Business Imaging Services (IKON) finished converting 9 million documents for Amoco in Tulsa, Oklahoma. Several months later, Amoco asked IKON to perform a second conversion project. The project involved approximately 3 million pages in roughly 30,500 file folders, which documented mineral rights held by Amoco. Some were legal documents, others were forms and other business records. Dating back to the 192Os, documents were on various types and sizes of paper and in various conditions. The documents had come from 14 different sources, mostly when Amoco acquired mineral rights from another company or acquired the company itself. Each of the 14 document populations had been stored under a different record-keeping system and was accompanied by a different database. Amoco had no standardization for their systems, in fact, each of the 14 groups needed to be added to one of three FileNET-based systems within Amoco. So the conversion had to be divided into three separate production lines, each ultimately writing images to a different set of 12-inch optical disks. A crew of about 20 people, who IKON locally hired and trained, performed document preparation. Other tasks included affixing two bar codes to each document. The first bar code identified a document by one of 18 types, the other by the file it came from. The latter were generated from the 14 disparate . databases, which were delivered to IKON as Microsoft Excel spreadsheets. Data from those were also converted into three indexing files. One was written to the optical disks and the other two were delivered to Amoco over the Internet using the File Transfer Protocol (FTP). These latter two files were used in Amoco's enterprise-wide document management system to link the FileNET systems to several databases that served various purposes within the company. Double-sided scanning, like document preparation, was performed on site, in Tulsa. To improve economies, Amoco and IKON decided that any page of onionskin correspondence would be assumed to have nothing written on the back, and the backside scan was discarded. For all other documents, scanners were set to a threshold for the backside of a page. If no information was detected above that threshold, the backside was not scanned. Each document type had its own backside threshold setting' that, based on experience, Amoco and IKON had derived from the conversion job performed over a year earlier. Both these tactics saved Amoco significant time and reduced conversion costs. Once scanned, images were shipped on 8mm tape to IKON Conversion Operations Center in Northern California, where they were written to disk. The entire job took almost one year. Although the original contract covered only 1.3 million images, as Amoco acquired new rights while the project was General Information 0 1999 1.20 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 r Document Management System City of Carlsbad July 6, 1999 underway, they added the additional images to the contract, more than doubling it - evidence of one more happy IKON customer! Type of documents converted: mineral rights Volume: Phase I: 9 million images Phase II: 3 million images 1.4.2.3 Scurlock Permian Comoration c c Customer Contact: Mr. Craig Young Project Manager 71 3.646.4425 333 Clay Street, Suite 2900 Houston, TX 77210 Summary of project: Scurlock Permian is a transporter of oil and gas and a subsidiary of Ashland Corporation. To upgrade their paper-based document management system to a FileNET imaging system, they utilized IKON Business Imaging (formerly WESCO) to convert 1 million Lease Division Orders into digital form. Due to the fact that both backfile and current documentation needed to be scanned, IKON prepared the paper on-site in Houston, Texas. Indexing fields were created through bar code implementation during the scanning phase as well as by manual key entry to ensure highquality results. Scanned images in TIFF format were recorded onto FileNET 5 W' optical disks. With their new electronic document management system containing all active and archive property files, Scurlock Permian can manage revenue distribution and customer support operations in a more timely and efficient manner. Timeframe of conversion: January through April, 1996 Type of documents converted: Lease Division Orders Volume: > 1 million Lease Division Orders 1.4.2.4 Bankers Trust ComDanv Customer Contact: Ms. Joan Blum-Strear . Project Manager 21 2.454.7580 Bankers Trust Plaza New York, NY 10015 General Information Q 1999 1.21 ThlrdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 P i r P c i Document Management System City of Carlsbad July 6, 1999 Summary of project: Bankers Trust is a financial institution that focuses its businesses on major corporations, other financial institutions, governments and high net worth individuals. Bankers Trust has offices in Australia and in the U.K. The company conducts business worldwide; including the former state controlled economies of Central and Eastern Europe. Total revenues in 1996 were $4.2 billion. Bankers Trust of New York City, New York wanted to convert private banking fifes and signature cards in order to improve client service. IKON performed a similar conversion for Bankers Trust London affiliate. . ‘ IKON performed conversion of 250,000 documents of 90 different types for Bankers Trust for use in an archival and retrieval application resident on a FileNET imaging system. IKON scanned the documents on-site in New York City, New York, and completed the conversion at its Conversion Operations Center in Walnut Creek, California. IKON performed image enhancement in the form of cropping, rotation, and region clipping. The images were recorded onto primary and backup 12” 12 gigabyte FileNET optical disks in TIFF Group IV format. The conversion of the selected documents improved accessibility and security while enhancing customer service to high profile clients. Time frame of conversion: June 1995 to August 1996 Type of documents converted: private banking files and signature cards Volume: 250,000 documents 1.4.2.5 UNUM Life Insurance Company of America (Now the Tax Sheltered Annuity Division of Lincoln Life Insurance) c b r Customer Contact: Ms. Tammy Sawyer Project Manager 207.842.9483 82 Running Hill Road Portland, Maine 04106 Summary of project: UNUM Life is a Disability and Special Risk Insurance holding company based in Portland, Maine. They are the world leader in disability insurance and rank among the world leading Special Risk insurers. In addition to group long-term disability insurance, UNUM provides other employee benefit plans including group life insurance, short-term disability, long-term care insurance and various annuity plans. General Information ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Q 1999 1.22 r c c I P UNUM needed better management and control of their tax sheltered annuity files. They wanted to improve response to plan participants and corporate clients. Furthermore, the long-term nature of these files required greater security of all annuity documents. Files converted consisted of 1.4 million documents from 160,000 tax sheltered annuity participant files and 300,000 documents from 2,400 group contract files. These converted documents were to be used on their FileNET system. Prior . to the conversion these files consisted of over 4 million documents. As part of the conversion, unnecessary documents were purged from the files based on criteria set by UNUM. , IKON teamed with a regional partner, MicroMedia of New England, who supplied on-site management and supervision for a staff of 14 document preparation technicians and 2 scanner operators. lKON ran the document preparation operation around the clock to meet delivery schedule objectives. Document preparation and scanning of these files was performed at their facility in Portland, Maine. Working with UNUM Central Records Management staff, IKON sorted personnel files for document preparation. The images were sent to the IKON Conversion Operations Center in Northern California for further processing. The image data was then converted to FileNET format. Image and index data were associated together in accordance with UNUM's image system specifications. After formatting, documents were recorded to FileNET-compatible optical disks. IKON also recorded a simultaneous back-up (TRANLOG) copy of the images onto separate optical disks. UNUM was very pleased with IKON'S quick turnaround and efficient conversion process. Time Frame: March 1995 to June 1995 Type of documents converted: Annuity files Volume: 1.4 million pages 1.4.2.6 Toyota Motor Credit c Customer Contact: Robert Christian Project Manager 310.787.5939 19001 South Western Avenue Torrance, CA 90509 Summary of project: This is a project currently in production. General Information Q 1999 1.23 ThirdWave 11400 W. Olympic Blvd. Suite 850 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 i c c Document Management System City of Carlsbad July 6, 1999 Toyota Motor Credit Corp. (TMCC), a subsidiary of Toyota Motor Sales, U.S.A., Inc. awarded IKON the baMle conversion contract for converting all active loan / lease files from paper to on-line digital images. The IKON backfile conversion consists of scanning and indexing millions of collateral documents, and is part of TMCC's overall plan to move the corporation to a less paper-intensive environment. "We selected IKON because of their sound project methodology, technical expertise and their ability to deploy project teams to our thirty-three branch ; locations," said Robert Christian, TMCC Project Manager. The backfile conversion solution will encompass handling 30 million pages to yield 8 million key documents for optical disk storage and retrieval on TMCC's FileNET Panagon system. Key collateral documents will be extracted from their folders, indexed, and prepped for scanning. Key collateral documents are identified as the credit application, contract, and vehicle title. , The twelve month conversion timeline was developed to complement the roll out of TMCC's document management solution as designed by Deloitte & Touche Consulting Group. 'IKON'S conversion process expertise and national presence makes them the perfect choice for meeting Toyota's conversion needs", said Ed Gibson of Deloitte & Touche Consulting Group. Type of documents converted: Auto loan files Volume: 8 million pages r r I b r General Information Q 1999 I .24 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System 7 City d Carlsbad July 6,1999 c !- I c I c c c 1 P ! System Description & Response to Section 2.3 2.1 System Description 2.2 Response to Section 2.3 of RFP Section 2 The following pages represent our detailed response to the City’s RFP Section 2.3, System Functionality Discussion. The City’s RFP requests and/or questions have been copied to this document (in italics) and our response is in the space immediately following the request and/or question. 2.2. I. How does your solution meet the Cdy‘s need for an open system? What Standards does your prodoct(s) adhere to? Does your system support DMA? The FileNET Panagon solution that ThirdWave is proposing meets all of the City’s requirements for an open system. Panagon soflware is based on industry standards, including the Document Management Alliance (DMA) technical specification, the Open Document Management API (ODMA), the and the Workflow Management Coalition (WfMC) interface specifications. Panagon is also tightly integrated into common corporate computing standards such as Microsoft BackOffii, SAP, and Lotus Notes. Built around Microsoft’s common object model (COM) and ActiveX objedsriented programming technology, Panagon offers a high degree of flexibility. Panagon is scalable and easily expanded. Pmvide a system design, Hentitying all softwane and hardvane components in easi/y understood terms, including details about: 2.2.2. - Database - Number, /omtion, and functions of servers System Description EL Response to Section 2.3 mirdwm 11400 w. olympic~hrd. suitem ~os~ngeles CA 90084 310.914.1480 F~X 310914.1490 Q 1999 2. I c c c c c Document Management System City of Carlsbad July 6, 1999 2.2.3. 2.2.4. 2.2.5. 2.2.6. 2.2.7. 2.2.8. Although Panagon supports both MS SQLServer and Oracle, we are proposing to use MS SQLServer for the City. This database will provide all of the functionality required and Will be relatively easy to install/configure. One database server and one web server will be required. They can be located anywhere on the City's network. How would you approach decentralized scanning while maintaining a central database? The City anticipates scanners at City Hall and at Faraday. Decentralized scanning with a central database is easily accomplished because of the architecture of the Panagon product suite. Scanners and scanning software can be located at any desktop. Once scanned, images, like any electronic file, are "checked into" the Panagon library (database) which can also be located anywhere on the network. Describe the types of user software and licensing you support. Do you offer various levels of functionality for users with different needs? User licenses are based on simultaneous user logon (concurrent users). There are three levels of functionality. The simplest level is via a web browser. The level of functionality is determined by the features that the system administrator chooses to activate. The next level is via a desktop interface which the user can modify to show different properties or customize different searches. The next level is via a professional desktop where custom applications can be integrated with Panagon. Provide a detailed description of system's capabilities to import and manage electronic documents. Any electronic document can be imported and managed by Panagon. A universal viewer gives all users the capability to view these files. In the case of proprietary file formats, Panagon will manage the electronic file and if the user has that proprietary application software on their desktop the Panagon system will start the proprietary software and bring up the proprietary file. List file formats your system supports. PEG, ASCll text, etc. ldentify formats supported by the full text index. The system supports over 200 document formats including all Microsoft Office, popular CAD systems, popular word processing and spreadsheet formats. JPEG and ASCII text formats are supported. Describe how your system creates a full text index when an electmnic document is checked in. The system uses the Fulcrum full text engine as standard product and Excalibur as an optional full text product.. Both are completely integrated and seamlessly used. The full text engines create a full text index of each word at the time of check-in. All of those words are searchable. Describe OCR offerings. How is OCR implemented in a distributed environment? System Description 81 Response to Section 2.3 Q 1999 2.2 Thirdwave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 I t Document Management System city of carlsbad July 6, 1999 7- i r P c r 2.2.9. 2.2.10. 2.2.11. 2.2. f2. (Q 1999 Based on the requirements of the City we propose to use Adobe Capture as the OCR component with PDF 'Normal" as the file format. This will make it possible for the City to keep all of the original file formatting, including graphics. Describe how users can extract text from images on the fly. The PDF Normal format allows users to extract text or images. Describe the stnrcture your system uses to set up and define document classes and @/den. The system allows users and administrators with the proper rights to create custom properties (metadata) for documents. Once the properties are defined, the properties that the user would like to set up as document classes are chosen and given controlled values (W desired). Folders are constructed much like folders are created in Windows. The user also has the opportunity to change the security of those folders. Describe version control, check inhut functionality. How am multiple versions of the same document managed? Panagon has complete version control and check-inkheck-out functionality. After a document is checked-in for the first time it is given a "Version 1" designation. Subsequent check-out and check-in creates Version 2, 3 etc. without any user intervention. Past versions of documents are accessible to users with the proper permission. The system administrator determines how many versions to keep on- line. There is no limit as to the number of versions that can be kept on-line. Pruvide step by step description of how desktop documents an? imported into the system. Describe metadata automatically indexed fmm desktop programs. A document is imported into the system in many ways, the method is up to the user. One of the most popular ways is the following: step 1: System Description 6, Response to Section 2.3 2.3 ThirdWave 11400 W. OIympicBlvd. Suite650 LosAngeles CA 90064 310.914.1480 Fax 310914.1490 r L r Document Management System City of Carlsbad July 0,1999 In Explore, the user drags the document that they want to check-in from the right side pane to the folder desired in the FileNET library in the left side pane. step 2: The Add Document Wizard comes up for the user to confirm their choice. step 3: The dowment properties index screen appears for the user to add metadata. Required properties have a read diamond next to them. System Description 8 Response to Seetion 2.3 ThirdWave 11400 W. OlympicBlvd. Suite650 LosAngeles CA 90064 310.914.1480 Fax 310914.1490 Q 1999 2.4 t Document Management System City of Cadsbad July6, 1999 .- i r I r i r step 4: If the security requires changing from the user's default, the Document Security screen can be accessed by picking Ne*. step 5: Finally the document is confirmed as added to the system. System Description & Response to Section 2.3 (Q 1999 2.5 ThirdWave 11400 W. OlympicBlvd. Suite650 LosAngeles CA 90084 310.914.1480 Fax 310914.1490 c 2.2.73. What metadata does your system generate automatically? Describe documenf ID numbers, if applicable. c c r- c The automatic metadata is as follows: Document ID (system assigned unique ID) Original file name Current version checked out Protected Allow secondary version lines Storage category Archive category Default check-out filename Date added Online limit Online version count Online disk space Current version ID Current version author Current version date Last accessed version Last accessed date Added by user Added by group Current content search repository Version ID Checked out Modification date Offline location Checkin date Checked in by user Checked in by group Last accessed user Last accessed group Availability status Archive date Archive repository File size Storage repository Encrypted filename Content search repository Full text index status Filename Access level Origin library Origin ID Folder ID System Description & Response to Section 2.3 cp 1999 2.6 ThirdWave 11400 W. Olympic Blvd. Suite 650 LOS Angeles CA 90064 310.914.1480 Fax 310 914.1490 r :i r c L- I c c r‘ I r i Document Management System City of Carlsbad July 6, 1999 2.2.74. How does the system ensum that documents have unique identifiers in a distributed environment? The system assigns a unique ID to every document checked-in. 2.2.15. How would your system approach a group that wanted users to create documents on their PCs, then transmit them to a specialist who would import them into the DMS? This scenario is possible by having the group store the documents in a special spot on a file server, by emailing the files to the specialist or by emailing a link to the documents to the specialist. 2.2.7 6. How are index values modified or updated? The index values can be modified after check-in by users with the proper rights by right clicking on the document and picking the properties tab, then changing the desired index values. 2.2.77. Describe the system’s capability to download CAD files and associated metadata; describe in detail capabilities and limitations in importing and managing CAD files. Am they stored as raster versions? If so, how is the vector to raster conversion accomplished? Panagon allows the check-in of CAD files like any other document. They are stored as either raster or vector since the system has the ability to view both. It is possible to manage the metadata embodied in the CAD files with additional, fully integrated software from Green Pastures. As was made clear by the City in the bid conference, this feature is not required in phase one or two. 2.2.18. ldentirjl capabilities and limitations in importing and managing CAD files. Panagon imports (checks-in) and manages CAD files like any other file format. The only limitation might be the ability for general users to view proprietary formats. The formats that the City identified in the bid conference are viewable by all users. 2.2.79. Describe mark up tools and worknow to expedite modifications to drawings and plans. Mark up tools include text boxes, highlights, lines, arrows, boxes, circles, arcs, polylines, polygons, ellipses and freeline sketches. Ad-hoc workflow can be used to create new workflow route on the fly or more structured workflow can be graphically created and saved to automate a recurring process. 2.2.20. Describe annotation functionality. Wll your system consolidate annotations made by various users? The system allows annotations by all users authorized to do so, Layering and coloring techniques can be used to distinguish annotations by different users. When desired the annotations can be ‘bumed-in” (consolidated) to the document. System Description & Response to Section 2.3 ThirdWave 11400 W. Olympic Bhrd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Q 1999 2.7 Document Management System City of Carlsbad July 6, 1999 2.2.27. 2.2.22. 2.2.23. 2.2.24. 2.2.25. 2.2.26. 2.2.27. 2.2.28. Q 1999 The Municipal Code, Council Policies and Administrative Orden will require updating. Today this is done by inserting new pages and discarding old pages. How does your system provide this function electronically?. Panagon manages complete electronic documents (one file, whether it’s single or multi-page). Insertion of pages is best handled by checking-in a new version of the document. When faxing out directly from the DMS, are annotations included in faxed out documents? Annotations are included unless the user chooses to turn them off. How would your solution provide both images of final documents with Signatures as well as text versions with full text search and cut & paste? The PDF files include both text and graphics so the signatures will always be in the document and will also always be full text. Individual documents may appear in multiple folders. How does your system handle one to many relationships?. One to many relationships like the one described in this question is handled as pointers to the original file so that the file is only stored once. To the end user it looks like the file is copied in many places but it’s only referenced in the database. Does your system support compound documents, i.e., documents composed of Word and Excel files, or CAD files with references? Yes. As mentioned in paragraph 2.2.17 above, it is possible to manage the metadata embodied in the CAD files with additional, fully integrated software from Green Pastures. As was made clear by the City in the bid conference, this feature is not required in phase one or two. Does your system provide any safeguads to protect documenVdata integrity? For example, is it possible to have a database entry without an associated object? The system does provide safeguards to protect documents and data integrity. The system must have an object in order for it to have a database entry. Describe WOMOW capabilities to manage/dstribute documents during approval cycles. Panagon has the ability to produce ad-hoc and structured workflows. A graphical workflow scripting tool is used to create, test and initiate workflows. WorMIows can also be started by right clicking any document in the system. How does your system handle electronic signatures? Electronic signatures are handled by the security built into the Email system and the document management systems security model. System Description & Response to Section 2.3 2.8 ThirdWave 11400 W. Olympic Bhrd. Suite 650 Los Angeles CA 90084 310.914.1480 Fax 310 914.1490 ._ . . , -. .- .. . ... . .. Document Management System City of Carlsbad July 6, 1999 2.2.29. 2.2.30. 2.2.31. 2.2.32. 2.2.33. 2.2.34. 2.2.35. Q 1999 Describe your system's support of optional common document formats such as PDF. The solution that ThirdWave is proposing uses PDF as it's primary format for documents that require full text retrieval. What would be your solution to providing documents on diskette or CD to the pubic on request? What formats would be supported? The solution would be to use the Explorer interface of the system to copy files to any writeable device like a diskette or CD. All file formats stored on the system can be copied to a writeable device. Provide a detailed description of your use of browserhiewer somare on client workstations that addresses both text documents and drawings. The browser interface is as simple or complex as the system administrator wishes. On the simple end of the spectrum it can provide a keyword search/results screen. Once the user picks the chosen document, the viewer brings up the document which can then be zoomed, panned and printed. On the complicated end of the spectrum, the user can check-out, check-in, change properties, etc. How does your system handle the need to redact information within a documenf? The viewer, which is from Spicer Corporation, allows the user to cover text with a black highlight. This highlight is stored with the file and can be "bumed-in" to the document if the user wishes. Describe your approach to providing file storage both online (in local memoryl and near line (CD or optical jukebox) to ensure fast response for document retrieval. Files should reside on storage devices located near most frequent users who will be located at City Hall and at faraday. In our opinion the City should use hard disk storage for all documents. Hard disk storage continues to become cheaper and more reliable. CD or optical disk jukeboxes add another level of complexity, in addition to adding another breaking point. Lastly the City's requirements for mass storage fits comfortably within a RAID environment. How does your solution utilize intranet architecture for internal access? The Panag on system uses Microsoft Internet Information Server or Netscape Enterprise Server to interface with the intranet. All user features and functions are available if the systems administrator wishes. Access is over the in-house network. How does your solution interface with the internet - please provide a detailed response. The Panagon system uses Microsoft lntemet Information Server or Netscape Enterprise Server to interface with the internet. All user features and functions are System Description CL Response to Section 2.3 2.9 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System ci d carisbad July 6,1999 r F L r r r L r L 1 r 2.2.36. 2.2.37. 2.2.38. 2.2.39. 2.2.40. (0 1999 available if the systems administrator wishes. An example of the view interface is shown below. Access is via an ISP. Describe any interfaces with online billing modules your internet offering includes On-line billing modules are customized using Active Server Pages. Which internet server interfaces does your system support? The Panagon system uses Microsoft Internet Information Server or Netscape Enterprise Server to interface with the internet. How am images stored on your DMS exported to the internet? In their native format. The first time that a user logs onto Panagon, the plug-in viewer is downloaded onto their PC. Do non-licensed users, on the internet br example, need special viewers to view documents? No. The first time that a user logs onto Panagon, the plug-in viewer is downloaded onto their PC. Does your internet solution induck online payment? If so, please describe in detail. On-line billing modules are customized using Active Server Pages System Descriptkm 4% Response to Sectbn 2.3 2.10 r Thirdwave 11400 W. OlympicBlvd. Suite650 LosAngeles CA 90064 310.914.1480 Fax 310914.1490 Document Management System City of Carlsbad July 6,1999 2.2.41. 2.2.42. 2.2.43. 2.2.44. 2.2.45. 2.2.46. 2.2.4 7. 2.2.48. 0 1999 Provide a detailed description of your use of browserhiewer software that addresses both text documents and drawingsLmaps. Describe any internet plug-ins required for viewing various file fotmats, such as maps and AutoCAD drawings. Browser based document viewing software is downloaded to the user the first time they use the system and remains on their system for future use. Plug-ins for maps and AutoCAD drawings are from Spicer Corporation and are fujly integrated with Panagon. Are full check inlout capabilities available to internal users using browser interfaces? Yes provided that they have access rights. Describe capabilities and limitations for users using browser interfaces, such as their ability to copy documents without checking them out; attaching documents to emails, participate in worknows; initiate WOMOWS, validate user-entered properties against validation tables; enter version numbers; view a list of past versions; view past versions; modify index values; search using keywords, full text, search. All, some or none of the features and functions mentioned in the question above can be made available using browser interfaces. It is up to the administrator to determine the access rights. Describe security levels for users using a browser interface. Security using browsers, as it is with thick client interfaces, are: None (can't even locate the document), Viewer (can view only), Author (can view, check-out and check-in), Owner (can view, check-out and check-in and change the properties) and Administrator (can view, check-out and check-in, change the properties and delete). Will users with browser interfaces be able to launch the associated application program a document was created in? Yes. What would be your recommendation for Kiosks or public terminals at City Hall, Libraty, and Faraday to provide access to most frequently retrieved documents/nfonnation? A browser interface with security on documents based on document type. Can your system restrict the public to structured searches and not have FTS available? Yes. The City charges the public for printing documents. How would your system integrate cashiering functionality with printing? A customized browser interface using Active Sewer Pages could be developed to track and calculate printing changes. System Description & Response to Section 2.3 2.1 I ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System City of Carlsbad July 6, 1999 2.2.49. 2.2.50. , 2.2.51. 2.2.52. 2.2.53, 2.2.54. 2.2.55. 2.2.56. 2.2.57. 2.2.58. 0 1999 Describe your system’s security system in detail - does it function as part of the operating system? Does it work at the document level? Etc. Document security can be set at any level including library, folder or document. Securities are: None (can’t even locate the document), Viewer (can view only), Author (can view, check-out and check-in), Owner (can view, check-out and check- in and change the properties) and Administrator (can view, check-out and check-in, change the properties and delete). Does your system utilize the same sign odpasswords as the LAN OS? The current version does not. The version planned for release prior to the City’s project start in January will. The Cdy has recently established a records management program - how would your system incorporate retention schedules? One of the properties that can be set on document is the on-line retention period. Describe system utilities for disposing of old files and consolidating remaining active files. Based upon any search criteria, documents can be disposed of in bulk fashion. Once deleted, the automatically database handles consolidation. How would your system isolate documents already on the system that later require limited access because of litigation? A bulk scripting language is provided that would change the security or status of documents that meet certain search criteria. Is there a limit to the number of libraries on your system? A single server with Panagon can have up to 15 libraries. The number of fife folders are unlimited. The number of Panagon servers is also unlimited so there is no theoretical limit. How many printers per sewer can be attached? The system uses whatever in-house printing devices that the City possesses. There is no limit as far as the Panagon system is concerned. How many fax stations per server can be attached? Fax stations are only limited by the number of fax boards that can be installed in the workstation. There is no limit as far as the Panagon system is concerned. How many scanners per server can be attached? Scanners are configured on a workstation basis. The number of scanners is limited to the amount of SCSl connections that a workstation has. Is there a limit to the number and length of fields in the database? System Description & Response to Section 2.3 2.12 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System F ci of carlsbad July 6,1999 6 r c c - Approximately 2,000 characters depending upon how many and what type of other fields there are. 22.59. Can the system handle mandatory and optional fmkls? Yes. 2.2.60. Describe the types of searches your system supports. Which of these queries can be saved for muse? Keyword and full text searches can be performed. Searches can done with Boolean operators. All searches can be saved for reuse. 2.2.61. In htum phases, DM should be integrated with GIs so those users accessing A~lcView would have the optbn of displaying relafed documents sfomd on the DM system. Describe in detail your appmch to this interface and pmvide concrete information about pur abilify to deliver a solution. Our approach to integrate with GIS would be to use SpatialENTERPRISE. SpatialENTERPRlSE has developed an out-of-the-box integration between Arcview and Panagon (calied SpatialENTERPRlSE), and has also development of a Web enabled Map ObjedsPanagon integration. SpatialENTERPRlSE has created an ArcView extension, which allows the user to associate spatial features to documents. Those documents can be viewed, checked-inlout, routed to workflow, etc. r r r System Dercriptkn & Response to Sectkn 2.3 ThirdWave 11400 W. OlympicBhrd. Suite650 LoaAngeles CA 90084 310.914.1480 Fax 310914.1490 Q 1999 2.1 3 c r r c c c c Document Management System City of Carlsbad July 6, 1999 Functionality of SpatiaIENTERPRISEm and SpatialENTERPRISETM Web SpatialENTERPRISEw Desktop 0 0 0 '0 e e 0 e e 0 0 0 0 0 e 0 0 e 0 0 0 e e e e Q 1999 Single administrative functions for Spatial data sewers, documents, business agents Full security for spatial environments, spatial features, spatial filters, spatial business agents, document business agents Create spatial filters and store in an enterprise server Define filters with an intelligent description for easy data access Create spatial features and store in an enterprise sewer Define spatial features with an intelligent description for easy data access Define spatial feature symbology (poinfflinelpolygon style, color, width, symbol, scale factors) and store in an enterprise server Create environments on the fly and store in an enterprise server Select environments from a global drop down list Select spatial features from a global drop down list for adding or removing from any environment Select spatial filters from a gtobal drop down list for adding or removing from any environment Create queries for attribute labels and store in an enterprise sewer as a feature definition Store images in an enterprise server as a feature definition Create queries for attribute fields and store in an enterprise server as a feature definition Create queries for spatial definition and store in an enterprise server as a feature definition Create queries for thematic display and store in an enterprise sewer as a feature definition Create queries that are user field "prompt" and store in an enterprise sewer as a feature definition Create environments as drill down windows and relate to any spatial feature View drill down environments for images, spatial features, CAD drawings, queries Handle same functionality for drill down spatial window as the initial spatial window Publish all environments for the WE6 Easy-to-use Wizard which relates spatial features properties to document properties Easy-to-use Wizard which relates spatial features to predefine Access forms Easy-to-use Wizard which relates spatial features to predefine Crystal Report Writer reports View a list of documents attached to a spatial feature Attach documents to one or multiple spatial features View a list of documents related to a spatial feature System Description 8 Response to Section 2.3 2.14 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 I Document Management System City of Carlsbad July 6, 1999 7 I i i c r r 1 r r c r i r i a e a 0 a Select documents associated with a spatial feature that meets specific criteria. Criteria can be based on dowment properties, folders, classes, or text content Select documents using ad hoc query Launch external programs and pass information about the selected spatial feature Locate spatial features attached to a document Pan to spatial features attached to a document Zoom to spatial features attached to a document Handle plotting support for GIS and CAD as individual windows or in batch operations Handle CAD Viewer and Redline or markup file capability Handle Spatial analysis tools: Buffer zones, What if queries, Thematic mapping Handle the seamless integration of Integrated Document Management & WOMOW Handle integrated document check in I checkout Handle integrated document version and revision control Handle integrated document routing and approval of Engineering Change Orders Handle integrated CAD with advanced document management and process automation Handle regulatory compliance tracking and reporting Handle IS0 9000 quality procedures and change management Automatic archive & reclaim by date, document class or user name Query by document properties or text engine search Specialize Add-on Agents Easy-to-use Wizard which relates spatial features to business process forms and reports as add-on agents. SpatialENTERPRISETL" WEB a 0 (0 1999 Full security rights establish from desktop Select from a drop down list of published environments View a drop down list of predefined spatial features for a published environment Select which spatial features to view from a published environment View a combinations of spatial features without downloading new data, reducing web traffic Select a spatial object and view a list of associated documents View multiple document types without the application that created the document View CAD engineering drawings Handle redlining of engineering drawings Allow document checkinkheckout, viewing, changing and printing functionality View drill down publish environments View associated documents within any drill down publish environment System Description & Response to Section 2.3 2.15 Thirdwave 11400 W. Olympic Blvd. Suite650 Los Angefes CA 90064 310.914.1480 Fax 310 914.1490 Document Management System c City of Carlsbad July 6, 1999 , b c c c c c c c \ c 2.2.62. 2.2.63. 2.2.64. 2.2.65. 2.2.66. 2.2.67. (Q 1999 Planning has recently installed Permits Plus which offers a WOMOW capabildy. Please describe any capabiiities to interface your WOMOW solution with Permits Plus' offering. There are two ways to achieve this integration: 1) SpatialENTERPRlSE ArcView has a built in Agent Manager, which allows the user to communicate with external business applications. An agent can be written to connect to Permit Plus, thus allowing the user to access the desired information from a single interface. 2) A complete integration between SpatiatENTERPRISE ArcView and Permits Plus can also be achieved. SpatialENTERPRlSE has currently has developed an integration between SE ArcVlEW and Hansen's V7 Permit Tracking (called Integrated Data tracking System), and are currently in the process of providing a similar integration for the City of San Jose, CA. In simplest terms, a user can input information (APN#, Street Addess, Name) into the permit system. Ask the system to 'map it", thus bringing up the associated parcel within ArcView and from that parcel show all associated documents within Panagon. This integration is multi-directional, a user can start with permits to find documents or the map, or start with the map to find documents or permits. What is your approach to migrating from one storage medium to another as new technology becomes available? Storage media is one of the most dynamic areas of information management today. As we pointed out earlier, we believe that it would be best to store the City's documents on hard disk at this time. As alternate storage methods become available migration will be very easy. How do you provide disasfer recovery? Are RAID and minoring available?. System level and database level backups methods are provided. mirroring is available. How do you backup your system? At the system level and at the database level. Describe features that enhance the performance of your system: cache management, writing to optical disks, client workstation performance, etc. Caching is handled by the RAID approach that we are providing. Describe any system monitoring tools you provide RAID and System Description 8 Response to Section 2.3 2.16 c ThirdWave 11400 W. Olympic Bkd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System c City of Carlsbad July 6, 1999 c c c r- r r- c The system administrator has the ability to check for logged on users, storage usage, database space usage and processor usage. 2.2.68. Describe system reports, differentiating standard from optional report generators and reports. The system administrator has the ability to check for logged on users, storage usage, database space usage and processor usage and print the results as a report. All of the MS SQLSetver reporting tools are available to customize any other report desired. 2.2.69. Provide minimum standards for PC workstations. P mvide optimal workstation standards. The desktops required for the application are Pentium Processor, High resolution display, 50 MB disk space, 32 MB RAM (64 MB RAM recommended for developers), Microsoft Windows 95 or Windows NT 4.0, for web browsers; Microsoft Internet Explorer 4.0 or greater or Netscape Communicator 4.0 or greater. 2.2.70. Describe electronic forms capability your system includes. ThirdWave has developed an automated Agenda Report form which is completely integrated with FileNET Panagon. Other electronic forms are available via Shana forms or Jet forms. 2.2.71. Describe your COLD offering. Panagon Report Manager reads report files received electronically from a mainframe or other host system. Then it automatically indexes, sorts, and stores the reports. The reports can then be queried, viewed, analyzed, and annotated with comments, all online. Wll your system support existing HP networked printers? HP 650 large format printer? Will accelerator boards or other enhancements be required? Yes. In general, all Windows supported printers are supported by Panagon. 2.2.73. Does your system interface with IVR? Through third party products. 2.2.74. Describe your company's involvement with user groups. FileNET's UserNET users group is the largest, most respected users organization in the document management industry. ThirdWave and FileNET are very active in the user's group and take direction from the group at large. 2.2.72. System Description 81 Response to Section 2.3 Q 1999 2.17 ThirdWave 11400 W. Olympic Blvd. Suite 650 LOS Angeles CA 90064 310.914.1480 Fax 310 914.1490 I Document Management System City of Carlsbad July 6, 1999 - c c c c c r i c 2.2.75. Describe your appmach to the City's conversion requirements: A. Where will conversion take place? The City Clerk will consider onsite and offsite conversion. (It may also be easier for the vendor to convert drawings and maps onsite because knowledgeable City staff would be available to answer questions.) Thirdwave will perform document preparation and scanning at either City's facility in Carlsbad or the IKON Conversion Operations Center in Walnut Creek, California (our sub-consultant). If document preparation and scanning is to be performed on- site, it is assumed that the City will provide appropriate facilities for conversion operations. We intend to operate up to two shifts per day, five days per week, with the option of extending the work week to meet any project time constraints. Formatting and recording will be performed at whichever location is decided by the City to be most appropriate. 8. - How do you handle poor quality documents. - How do you handle poor quality images fmm good documents? - How do you veriw the accuracy of indexed dafa? , What quality control procedures do you follow? Since the responsibility for quality assurance belongs to all management, IKON'S Quality Assurance Team consists of the Project Manager, the Quality Assurance Manager, the on-site QC staff and the Vice President of Field Operations. Project Manager: To be assigned QA Manager. Larry Lehman Director of Operations: Claire Marynowski As a group their responsibilities include: Working with the project staff to establish project quality requirements Configuring IKONs quality program to meet the project specific requirements Assist in modifying IKONs quality control procedures to meet these project requirements Define the project metrics that will demonstrate quality compliance Even though this responsibility is shared, the execution of quality assurance tasks belong to the Quality Assurance Manager. These tasks include: e Ensuring the quality control procedures are being utilized Reviewing the site's operations to insure: - The documented procedures and objectives satisfy the City's - requirements The documented procedures are being followed System Description & Response to Section 2.3 Q 1999 2.18 ThirdWave 11400 W. Olympic Blvd. Suite 650 10s Angeles CA 90064 310.914.1480 Far 310 914.1490 Document Management System City of Carlsbad July 6, 1999 .c c * c c c - The performance objectives are being achieved - The procedures and goals continue to satisfy the City’s requirements 0 Reporting on the project quality status The Quality Assurance Manager will assist in the planning and pilot phases of the project, developing the Quality Assurance Plan. He will work with our Project Manager to insure the appropriate QA and QC procedures are implemented and working through all of the production processes. Once the project is in the execution phase, the QA Manager will conduct periodic reviews. , ; inspections of the site, review production statistics, and participate in project Project Quality Management includes all the processes required to ensure that the project will satisfy the needs for which it was undertaken. Project quality management through three processes will be conducted: 6 Quality Planning - identifying which quality standards are relevant to the project and determining how to satisfy them. 0 Quality Assurance - evaluating overall project performance on a regular basis to provide confidence that the project will satisfy the relevant quality standards. Quality Control - monitoring specific project results to determine if they comply with the quality standards and identifying ways to eliminate causes of unsatisfactory performance. During the planning stage, IKON’S Quality Assurance Team will identify which quality standards are relevant to the project, document them, and assign roles and responsibilities and reporting relationships to the team. They will establish a customized quality program for the City’s project based on quality policies, the project scope, and deliverable requirements. Generally accepted project management tools and techniques will be used to determine the optimum solution for quality assurance. They are benefit and cost analysis, benchmarking, and flowcharting. The goal of this effort will be to create welldefined quality requirements, procedures to achieve these requirements and metrics to verify compliance. The results of this effort will include: Sampling guidelines 0 Measurement procedures Acceptance criteria . Image quality and index accuracy specifications Based on this effort, we will modify our standard quality control methods and corresponding metrics. The output will be a Quality Assurance Plan that complements the Conversion Services Project Plan. System DescrZption & Response to Section 2.3 (8 1999 2.1 9 Thirdwave 11400 W. Olympic Bhrd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System City of Carlsbad July 6, 1999 Quality assurance and quality control will be addressed in the following. The goal of quality assurance will be to ensure that the City's quality requirements are met. To accomplish this, we will work with the City to Inspection Sampling Levels , 4 Sampling YT- i Inspection Sampling Inspection A QL-based sampling - I rejection develop a comprehensive program which includes- the processes of identifying objectives and strategy, of client interfacing and of organizing and coordinating planes and systematic controls for maintaining established standards. This in turn involves measuring and evaluating performance to these standards, reporting results and taking appropriate action to deal with deviations. The Project Management Institute's 'Generally Accepted Practices' will be used to determine the optimum solution for its Quality Assurance Program. Quality assurance will be performed using the following inputs: Quality Management Plan - to describe how the project management team will implement its quality policy (Le. organizational structure, responsibilities, procedures, processes and resources needed to implement quality management). 0 Results of Quality Control Measures - to gauge progress and provide feedback. 0 Metrics - to define what is being measured (e.g. document preparation, scan operations, indexing, image quality) and how is it measured. The City can expect the end result of Quality Assurance Program to be the implementation of quality improvements including the taking of corrective actions to increase the effectiveness and efficiency of the project. ThirdWave recognizes the uniqueness of each conversion project and its requirements. To accommodate this, we have a standard quality control system that we modify for use in each project. In this section, we present our standard set of procedures as we currently see them modified for the City project. In presenting this, we recognize that many of these procedures may-change as the detailed project requirements are developed with the City during the planning phase. The Quality Program used by IKON employs prevention, statistical sampling, tolerance and inspection, consistent with the methodologies presented in System Description & Response to Section 2.3 ThirdWave 11400 W. OlympicBlvd. Suite650 LosAngeles CA 90064 310.914.1480 Fax 310914.1490 Q 1999 2.20 c c Document Management System City of Carlsbad July 6, 1999 PMl's Guide to Proiect Manacaement Book of Knowledae, MIL-STD-I05D, ANSVASQC 21.4 and various academic texts. After analyzing the City's quality requirements, an Acceptable Quality Level (AQL) will be established for the various inspection points. Based on the AQL, the appropriate sampling and inspection procedures, both manual and automated, will be defined. IKON uses high-volume, high quality paper scanners, which balance production performance and quality. Image quality Will vary based on the quality of the source media. Our goal during the planning stage will be to establish a set of baseline scanning parameters for each document population. These baseline scanning parameters will be set to produce optimal image quality across the entire document population. At the beginning of each scan shift, test targets designed by the Association of Information and Image Management (AIfM) will be used and compared to the baseline to insure the capture equipment is working properly. . IKON realizes that inspection procedures will only be effective if they are applied at the appropriate checkpoints in the process. Those points in IKON'S conversion process are: 0 At receipt of files from the City 0 After document preparation 0 During scanning 0 After scanning 0 After index and image processing 0 After recording 0 Before returning files to the City Specific procedures for each of these critical quality contra. points have been developed to evaluate the success of the previous processes. Document Preparation (doc prep): To verifj correct document preparation, a doc prep Quality Control inspector samples and reviews the prepared documents. Each doc prep clerk will be individually tracked through a stepped sampling process. Initially, the sample will be 100%. As each clerk meets the quality requirements, the sample size will be reduced to 50%. If the sampling continues to meet the quality requirements, then the sample size may be reduced to the appropriate size as dictated by the AQL tables. The inspection process will consist of the QC inspector reviewing the selected folders for physical doc prep quality, looking for incorrectly identified documents, missed binding mechanisms, damaged pages, incorrectly appliedhnserted barcodes, and other conditions that should have been caught by the doc prep clerk. Any defects will be tagged and noted on the clerks QC log sheet. The box will be returned to the doc prep clerk for repair, additional instruction being given as necessary. Quality and production System Description & Response to Section 2.3 8 1999 2.21 Thirdwave 11400 W. Olympic Blvd. Suite 650 LOS Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System City of Carlsbad July 6, 1990 c c c c r- r- c i r c !- c F statistics will be maintained on all clerks and will be reviewed by their supervisors. (Promotions, pay raises and performance bonuses are based on these statistics.) Scanning: At the scanner, the QC process includes daily scanner maintenance, performance verification at the start of each shift, and continuous image quality monitoring. TWO operators will be used at each scanner to improve both quality monitoring and production throughput. ; Post Scanning: After scanning, a Scan QC inspector will perform an inspection of the scanned batch. The inspector looks for image quality, barcode capture verification and blank image deletion. The Scan QC inspector will review images according to the QA methodology in the QA Plan. Based on the results of the inspection, the batch will be returned for rework or passed onto recording. Post Index and Image Processlng: After scanning, the images and bar code data will go through final processing (formatting, QA, and recording). The first step will be the translation of bar code data to formatted index data and required image masking. The main purpose of this processing step is to translate the bar code data to formatted index data required by the City's imaging system and perform the back side deletion process. A statistical sampling of the images and their associated index data will be inspected and processed in accordance with the QA Plan. Reconciliation After Image Recording: After each document population has been recorded to optical disk, a complete reconciliation of that document population based on boxes, batches and documents will be conducted. This reconciliation will insure that all of the documents we pulled from the shelves were delivered back to the City as fully indexed images. C. Spec@ bow long conversion will fake. We understand that the backfile conversion project needs to be completed during Phase 1 , which will encompass a six-month period. After a 4 to 6 week Pre-production Set up period, we plans to complete 2OOdpi Production scanning in a 14 week timeframe, and the optional 300dpi Production scanning in a 22 week timeframe. D. How many documents and drawings would be submitted in a batch to meet production schedules? IKON has structured all conversion operation around a batch process that allows work to be segmented and tracked in batches. Employing computerized tracking coupled with manual control procedures, a batch tracking and workflow management system provides accountability and traceability for each individual document received and processed. ThirdWave System Description & Response to Section 2.3 ThirdWave 11400 W. Olympic Elvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Q 1999 2.22 Document Management System Ci of Carlsbad July 6, 1999 c L will work with the City to determine mutually agreeable batch sizes and turnaround timeframes for batches. This information will be documented in the detailed Conversion Services Project Plan (CSPP) that will be created. r i r i i c c System Description & Response to Section 2.3 (8 1999 2.23 ThirdWave 11400 W. Olympic Bhrd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 I r City of Carlsbad July 6, 1999 L Document Management System i r r I r L Section 3 Compliance Matrix 3.4 Compliance YlRrlX Spreadsheet, Response to Section 2.4 of RFP This section describes the features and functions of the system as requested in the City of Carlsbad’s RFP, paragraph 2.4.1. 2.4.2 2.4.2.1 2.4.2.2 Yes Yes 2.4.2.3 Yes 2.4.2.4 Yes 2.4.2.5 Yes 2.4.3 2.4.3.1 I Yes 2.4.3.2 I Yes 2.4.3.3 I Yes 2.4.3.4 I Yes 2.4.4.3 (NO 2.4.4.4 r Q 1899 Managing both Images and Electronic Documents Thirdwave will develop a ‘Shopping Cart” that queries the document management system for the public user‘s request, queue’s the requested documents for printing, computes the number of pages and cost, prints in the cashiering area and gives the ability to remove documents from the queue and re-compute fees. ~ Capturing ~~ Scanning Requirements ~ Panagon Capture allows the capability to use bar codes for Indexing and has built in OCR capabilities. FileNET does not generate bar codes. FileNET does not generate bar codes. They are used to read index information, but not to produce bar codes. Bar codes can be created through the use of a bar code font. Compliance Matrix 3.1 Thirdwave 11400 W. OlympicBhrd. Suite650 LoQAngeles CA 90064 310.914.1480 Fax 310914.1490 7 Document Management System City of Carlsbad July 6, 1999 r 2.4.4.5 2.4.4.6 2.4.4.7 2.4.4.8 2.4.4.9 2.4.4.10 2.4.4.1 1 ' 2.4.4.12 Yes Yes Yes Yes Yes Yes Yes No 2.4.4.13 No There is not a status flag in the system out of the box. Such functionality would have to be customized. However, the process is relatively simple: Images are scanned and the user who does the scanning can review the quality of the pages, use image enhancement features to improve it and rescan it if needed. It is not possible to enter index values until the document has been scanned. 2.4.4.14 2.4.4.15 2.4.4.16 2.4.5 c Indexing Requirements c 2.4.5.1 2.4.5.2 2.4.5.3 2.4.5.4 This feature would have to be customized. There is no repeat functionality. This feature would have to be configured within a workflow scriot. c 2.4.5.5 2.4.5.6 Retrieval Requirements 2.4.6 2.4.6.1 2.4.6.2 2.4.6.3 2.4.6.4 2.4.6.5 This will have to be customized. There is no such functionality out of the box. Navigation 2.4.7 2.4.7.1 2.4.7.2 I Yes 2.4.7.3 I Yes I 12.4.7.8 I Yes 2.4.7.9 I Yes 2.4.7.1 0 I Yes I I 2.4.7.1 1 I Yes Compliance Matrix ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 0 1999 3.2 I - I Document Management System City of Carlsbad July 6, 1999 F ! Yes Yes Yes --- Yes Yes Yes Yes Yes Yes Yes c Yes Yes c Workflow Requirements The workflow software is from FileNET. The Panagon Integrated Workflow product will meet all of the City's requirements. User Help c . -- -- Yes Yes Yes Yes Yes 7. .. Public Access Requirements This geographic functionality is scheduled for phase 3 when the GIS integration is scheduled c ~ Yes Yes Yes i ThirdWave will develop a "Shopping Cart" using Panagon's Active Server Pages that queries the document management system for the public user's request, queue's r 1 Yes 2.4.7.12 2.4.7.13 2.4.7.14 2.4.8 2.4.8.1 2.4.8.2 2.4.8.3 2.4.8.4 2.4.8.5 2.4.8.6 ; 2.4.8.7 2.4.9 the requested documents for printing. The "Shopping Cart" will query the document management 2.4.10.9 r Yes Yes 2.4.1 0.10.3 remove documents from the queue and re-compute fees: The "Shopping Cad" will provide a receipt: 2.4.1 1.3 - Yes Yes L Yes Yes Yes Q 1999 This geographic functionality is scheduled for phase 3 when the GIS integration is scheduled Database Yes I Yes Yes I I system for the public user's request, queue the requested documents for printing, compute the number of pages and cost, print in the cashiering area and give the ability to ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 c c 2.4.12 2.4.12.1 2.4.12.2 2.4.12.3 2.4.12.4 2.4.12.5 2.4.12.6 2.4.12.7 2.4.13 2.4,13.1 2.4.13.2 2.4.14 2.4.14.1 2.4.14.2 2.4.14.3 2.4.14.4 2.4.14.5 2.4.14.6 2.4.14.1 2.4.14.1.1 2.4.14.1 -2 c - Reporting No There is extensive auditing functionality that can be reviewed online. In order to get this type of data in a report format, crystal reports can be created that produce reports based on the audit information that is stored in the database tables. There are no out of the box reports in FileNET. The administrator can modify the reports through the crystal report tools. Also, until the document is in the library, there is no trace of this dowment and therefore, some custom work will have to be done in order to provide reports on documents scanned but not yet committed to the library. Same comment as 2.4.12.1 above. Same comment as 2.4.12.1 above. Same comment as 2.4.12.1 above. Same comment as 2.4.12.1 above. Same comment as 2.4.12.1 above. Same comment as 2.4.12.1 above. No No No No No No c Fax Yes Yes --- System Administration Yes Yes Yes Yes No WAh the exception of generic Windows help screen Yes -- Security Yes Yes modifications like bookmarks. This is an NT feature outside of FileNET Panagon. Panagon c c c c c c c F i r 1 Document Management System City of Carlsbad July 6, 1999 r r r r r r r r L Compliance Matrlx Q 1999 3.5 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System c City of Catisbad July 6,1999 i c c c r I r c c , c L c Section 4 Training Plan 4.1 Training Plan ThirdWave has extensive experience in developing and providing generic and custom tailored training programs for Information Technology we implement for our clients. We strongly believe in assisting our clients with knowledge transfer. This serves to create the self-sufficiency necessary for City staff to take ownership of the new DMS implemented, minimizing future dependencies on outside resources. The training program will be custom tailored to the specific needs of the City of Carlsbad, and the staff to be trained. The training planned for the City of Carlsbad includes formal on-site Systems Administration and User training from FileNET Corporation in addition to ThirdWave. The following describes an ovetview of our training approach, consisting of: 0 Develop Detailed Training Plan Develop Training Materials 0 Provide Training: End User and IS Staff 4.1.1 Oevelop Detailed Training Plan ThirdWave will develop a detailed training plan by venfying the specific training requirements identified in the RFP. Training requirements will include a detailed assessment of the training needs within each department, as determined by the Pilot projects, e.g., the City Clerk's office and Community DevelopmentlPublic Works. In general, the following will be identiid: 0 Who should gets trained in each department or division, validate the number of trainees. City Clerk Staff Water AutoCAD Specialist Engineering AutoCAD Specialist Streets AutoCAD Specialist Othersasnecessary Training Plan Q 1999 4.1 ThirdWave 11400 W. OlympicBlvd. Suite650 LosAngeles CA 90084 310.914.1480 Fax 310914,1490 I- Document Management System City of Carlsbad July 6, 1999 r i c 0 Identify each group's unique requirements, e.g., electronic workflows, information access and processing. 0 Application training required by each staff, e.g., the FileNET commercial off-the-shelf modules or the custom applications developed for the City. 0 Identify and document the training logistics, i.e., develop a training schedule with corresponding classes, dates, times and locations. Assign a ThirdWave staff to work with the Crty's Project Manager in coordinating all training related resources and issues. 4.1.2 Develop Training Materials ThirdWave will use professional designed and produced training materials as part of the Training Program. A combination of two types of training materials will be used for the City's DMS project: 0 FileNET Training Materials 0 City of Carlsbad Custom Tailored Training Materials c c r- !- r r L r FiieNET Training MateriaIs For the generic system and application overviews and standard features and functions, standard FileNET training materials will be used. This is a complete set of formally designed and printed instructional materials. There will be no need to develop training materials for this training, as the most appropriate and existing training modules will be used. Cify of Carlsbad Custom Taiiored Training Materials ThirdWave will prepare custom tailored end-user training materials (e.g., demonstrations, PowerPoint presentations, sample exercises, and class handouts) on the new DMS and related applications, These training materials will be specifically designed to reflect the requirements of each user group. In Phase 2, these materials will bver all customized features, such as custom properties and the Cashiering 'Shopping Cart" application developed. 4.1.3 Provide Training Our project team offers the City expert trainers in the computer industry with extensive experience in formal classroom training. A number of our trainers not only have professional experience in developing curriculum, but have also taught at the university level. It is also important to note that our trainers have developed successful technical training programs over many years. Our trainers are very technical, but have the rare ability .to impart technical knowledge to the end-users in an easily understandable manner. Using the training materials identified above, there will also be two types of training: 0 FileNET Product Training 0 Custom Tailored Training Training Plan 0 1999 4.2 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System City of Carlsbad ! July 6, 1999 r I c r t c r i c is Staff FiieNET Systems Administration Training Systems Administration training will be provide to the City’s IS Staff. This will consist of six (6) - eight hour training sessions. The first part of the class will be a systems review of the FileNET configuration. For the most part, this part of the training will use FileNET’s standard training documents. The second part of the class will focus on the City’s unique DMS environment, and the corresponding system administration and operation. The City of Carlsbad Systems Administration Guide, developed as part of the project, will be used in the Systems Administration class. This training will be led by FileNET, and supported by ThirdWave’s staff with additional information developed to cover the unique installation and cgnfiguratidn of the City’s DMS. City of Carisbad End-User Custom Tailored Training The end-user training for City staff will be customized to reflect the unique environment and requirements of the City. Based on the parameters identified in the RFP, that some users will work exclusively with text documents, some exclusively with drawings, and some with both, end-user training will be organized using a cafeteria style approach. Thus, everyone will not need to take all of the training sessions. This will allow for a higher level of focus in each class, and consequently, a higher level of understanding and retention on the part of the students. 0 General System Overview 0 Working with Text Documents Working with Drawings 0 Custom Electronic WorMlows General System Overview This training module will be the foundation class to all of the others. This session wit1 consist of general end-user system operation, including: 0 System Overview Electronic Document Management Concepts 0 FileNET Application Overview All City staff using the DMS will take this class. Working with Text Documents This training will be focus on end users who will mainly be working with text documents. All City staff will take this class. This session will consist of general end-user system operation, including: 0 Indexing Standards and Procedures 0 0 Viewing Document Full text Searching Importing text documents into the electronic vault Scanning text documents into the electronic vault In Phase 1, persons taking this class might include staff from: the City Clerk, Community DeveIopmentlPublic Works, Document Coordinator. In Phase 2, persons taking this class Training Plan Q 1999 4.3 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 c c r- c - r I 7 i r r r r r- I r Document Management System City of Carlsbad July 6, 1999 would include: the City Council Secretary, City Manager, City Attorney and selected users involved with the development process. Working with Drawings This training will be focus on end users that mainly work with drawings and/or maps. This session will consist of the procedures for doing the following: 0 Indexing Standards and Procedures 0 Importing DrawingdMaps into the electronic vault Scanning DrawingdMaps into the electronic vault 0, Viewing DrawingIMaps In Phase 1, persons typically taking this class would include AutoCAD specialist from the Water District, Engineering, Streets & Facilities groups, which are all part of Community DevelopmentlPublic Works, and the Document Coordinator. In Phase 2, persons taking this class would include selected users involved with the development process. Custom Electronic Workflows This training will be focus on end users who will primary users of automated workflow applications (regardless of the format of the information, Le., textldrawing). This session will address workflow specific features, including: 0 Workfiow Process Model 0 The Electronic Library and Sharing Information Concepts 0 lntranet and Internet Features and Functions 0 Document Creation and Editing Cycles 0 Version Control and Check WOut Features 0 Simultaneous Reviews 0 Designating Signature Authority 0 Full text Searching 0 Cashiering 'Shopping Cart," Phase 2. In Phase 1, persons taking this class might include staff from: the City Clerk, Community DeveloprnentlPublic Works, Document Coordinator, the City Attorney and selected users involved with the development process. Tralning Plan QB 1999 4.4 ThirdWave g1400 W. Olympic Blvd. Suite 650 Los Angefes CA 90064 310.914.1480 Fax 310 814.1490 I L Document Management System c city of carlsbad July6,1999 i - i Section 5 Project Plan r I 5.1 Undemtandlng of the Project Goals & Objectives ThirdWave has carefully reviewed and familiarized ourselves with 'the City's RFP Dowment. We understand that the City of Carlsbad has two high level goals that will be supported by Document Management System Technology. c - c i c i c L c i r c FIa to pfwvida Inbnnaiion to the public eIectmnk8liy. To that end, the City wants to install a Dowment Management System (DMS) that will manage documents internally, make them available on an intranet, and distribute selected information to the public via the internet. The City's vision is that documents mated internally will be imported directly into an electronic vault that manages versions and internal distribution; and documents submitted on paper from the public and other agencies will be scanned. The City will encourage developers and designers to submit plans and drawings electronically as well as on paper. SecondK the goal is to build an i&Wructure fbr knon#edge management A recent survey identiied that numerous managers will be eligible to retire in the next few years. Their experience is vital to the continuing effectiveness of City operations and services. Implementing the DMS will be key to building a repository of information supporting the City's knowledge management program. ThirdWave further understands that the City expects to achieve specific benefits from DM technology functionality, for instance: ElecZmnk w-w for the internal review process - agenda bills, contracts, and agreement -will provide benefits in a number of areas including quality, productivity and speed. 1. A centralized electronic library of completed documents will allow all departments to share a single copy. Converting existing documents to the new system will be an important part of the electronic library. Project Plan Thirdwave 11400 W. OlympicBivd. Suitem LosAngeles CA 90064 310.914.1480 Fax 310914.1490 0 1999 5.1 . ... ......... ... __-. . .. ...... ..... .~-.. ...... .. ..... -._. ~-I_. .- i. 2- . .. .- __._____ . ..... ..... . - .. __ -. - . __-. . -. -- ... _- ........ ... .. .- -- c Two pilot projects: one in the City Clerk's Office; one 'in Community DevelopmentlPublic Works. The City Clerk's Office will remain at City Hall. Community DevelopmentlPublic Works staff will be located in the new Faraday building, about 5 miles from City Hall. The City Clerk: new agenda packets, minutes, agreements, deeds, ordinances, resolutions. Users of Phase 1 will be the City Clerk staff and AutoCAD specialists in Water, Engineering, and Streets, which are all part of Community DevelopmentlPublic Works. ! Document Management System City of Carlsbad July 6, 1999 r I Task 1.0 - 5.0 Task2.3 c I r ! P i I - r r r r r c 2. 3. 4. 5. The system will provide version control, check in/out, which will allow users to ensure they are working from the correct version of the document. This is important during the creation process and in the editing cycle, ensuring that comments and revisions are not lost but are correctly incorporated into the final document. Workflow technology will shorten the review cycle so that contracted work can begin earlier. This can be accomplished through: - Simultaneous reviews - Designating signature authority - Group "discussions" facilitated by electronic comments without waiting for everyone to be available for a meeting - Instant receipt When preparing new agenda items, users and City Attorney staff will use full text search to research past decisions impacting new situations. Full text search will also assist users to identify and copy appropriate language into new documents. The City intends to take advantage of the low cost and friendly user interface of browser technology to distribute information via an hfranef and the infemef. This is perhaps the most powerful component in realizing the City's goals. 5.2 Project Tasks The approach for the implementation work provides a comprehensive, proven, and formal methodology. The City's RFP outlined the required scope of work for phase 1. Because the requirements were not necessarily listed in the order of execution, we listed them in the table below. Next to each City requirement, in the column in the far right, is a reference to the ThirdWave Task Number in the project plan where each requirement is addressed. Figure 5.1: Scope of Work - Phase 1 2.2.1 1 bullet 2.2.1 2"d bullet Project Plan ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Q 1999 5.2 Document Management System City of Carlsbad July 6, 1999 2.2.1 3d bullet Community DevelopmentlPublic Works: import and/or scan new mapddrawings into an electronic vault. Task 8.3.2 8 Deliverable 8.3.2.4 Task 2.4, 5.1, 11.0 Selected system supplier is expected to provide software, hardware (except for user workstations) and services to ensure the success of the system. 2.2.1 4m bullet 2.2.1 Sm bullet :. Task 4.1 & 5.1 Prototype database and user screens, Modify according to the City's requirements. Complete a network analysis to identify upgrades that may be required to support DM throughout the City. Work with City Clerk to finalize indexing scheme; work with Community DevelopmenUPubJic Works subcommittee to finalize indexing scheme for drawings, plans and maps. Task 2.1 2.2.1 6" bullet 2.2.1 7'h bullet 2.2.1 8m bullet Task 2.3 ~~ ~~~ - ~~~~ ~ Convert selected sets of drawings from Community DevelopmentlPublic Works. Task 9.1.3 2.2.1 9" bullet Convert selected existing files in the City Clerk's department Task 9.1.2 2.2.1 1 Om bullet Determine feasibility of converting the City Clerk's index Task 9.1.1 ~- Convert existing Engineering Access database to new DMS Task 9.1.3 2.2.1 11" bulfet 2.2.1 1 2'h bullet Convert existing Water District Access database to new DMS Task 9.1.3 2.2.1 13* bullet Load converted databases, images and text versions of converted documents and test Task 9.2 Prepare a site preparation plan Task 3.4 2.2.1 1 4m bullet 2.2.1 15" bullet Task 8.1, 8.2 & 8.3 Prepare a detailed training plan. Develop training materials. Train users and IS staff. The selected vendor will be expected to conduct on-site user training classes. Train the trainer will not be acceptable. Provide complete system documentation including system design, database structure, user operation, system maintenance and administration. Include: - table definitions 2.2.1 1 6m bullet Task 7.1 Project Plan 5.3 Q 1999 ThirdWave 11400 W. Olympic Blvd. Suite 850 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System City of Carlsbad July 6, 1999 r i - defined index fields - screens - management reports - workflow diagrams - system documentation Provide description of document storage facilities 2.2.1 17” bullet Task 7.1 c I 2.2.1 -; 18” bullet Provide detailed user manuals/instructions - System Administration - Cashiering/Accounting - Scanning - Indexing - System operations (backups, etc.) - External user documentatiotVprocedures for - remote access Fax and billing remote users Task 7.2 2.2.1 1 Sm bullet ~- Submit project progress reports at regularly scheduled project team meetings Task 10.2 c .. 2.2.1 Phase 1 is ,expected to be completed in 6 months, starting the day of system acceptance Paragraph 5.6, Project Schedule 20m bullet 2.2.2 I Users & Support Staff, Phase 1 - 19 users Task 3.2, 11.2 Task 9.0 Conversion Preparation and Volumes Conversion Indexing Requirements - City Clerk 2.2.3 2.2.4 Task 9.0, 9.1.1 & 9.1.2 2.2.5 Task 9.1.3 Conversion Indexing Requirements - Maps and Drawings Indexing New Documents - City Clerk 2.2.6 Task 3.1 Task 3.1 2.2.7 ~ Indexing New Documents - Drawings and Maps Estimated Volume of New Work for Phases 1 & 2 2.2.8 Task 3.2 Task 3.2 2.2.9 ~- Retrieval Volume Current Computing Environment Interface with GIS Task 11 .O 2.2.10.1 2.2.10.2 Section 2, Paragraph 2.2.61 , 2.2.62 r r r i r Project Plan ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Q 1999 5.4 Document Management System City of Carlsbad July 6, 1999 r , c r c c c c P c 5.3 Scope of Work 5.3.1 Phase 1 - Pilot Projects: City Clerk's Office & Community Development I Public Works The City's DMS phase 1 implementation effort will consist of the following approach to the work: A project kick-off meeting will be held with the City's Project Manager and appropriate City project staff to review: the Scope of Work for the DMS Project, City/ThirdWave responsibilities, task deliverables, project schedule, and the Project Management protocol. Deliverable 7.1: Revise Project Schedule (if required) T2.1 T2.2 T2.3 T2.4 8 1999 Network Analysis Working Session ThirdWave will hold a one on one working session and physical review of the current network. A complete network analysis will be carried by expert Systems Engineers to identify upgrades that may be required to support DMS throughout the City. Deliverable 2.2: Network Analysis Working Session Site Preparation Working Session ThirdWave will hold a one on one working session and 'walk-through" of the physical environment. This will be important as a precautionary step in identifying issues that might cause disruptions and/or delays during the DMS installation. Deliverable 2.2: Site Preparation Working Session Workflow Process and Indexing Review Sessions ThirdWave will hold working sessions to review the existing and/or proposed workflow processes with the City Clerk and Community Development Public Works (including the AutoCAD Specialists in Water, Engineering, and Streets). We shall work with the City Clerk to finalize the indexing scheme. We shall also work with Community DevelopmentlPublic Works subcommittee to finalize the indexing scheme for the drawings, plans and maps Deliverable 2.3: Workflow Process & Indexing Review Session User Requirements Documentation A, summary document of all the end-user working sessions described above, and their corresponding requirements, will be documented. user requirements. At the conclusion of this task, ThirdWave will order all DMS hardware and software based on user requirements. Project Plan 5.5 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA w)(364 310.914.1480 Fax 310 914.1490 Document Management System City of Carlsbad July 6, 1999 r 1 T 3.1 T 3.2 r c I Deliverable 2.4: User Requirements Summary Document Database Design The database design task will define properties, primary document types, default and controlled values. Indexing of new documents will include the following: City Clerk - New documents that will be added to the DMS will either be imported from desktops or will be scanned and OCR'd. (This will allow the City to use the DMS to support retention schedules.) The following fields will be incorporated into the database design: (as well as full text versions): . Document type from pick list . Document titlehame Date of document . Keywords . Project number a Retention date 0 Drawings and Maps - ThirdWave will work with City's technical staff to finalize indexing fields. Deliverable 3. I: Database Design Specification Document Management System (DMS) Architecture Design ThirdWave will design an appropriate DMS Architecture in this task. We will define users, groups, security, and storage requirements. The system will be designed to easily handle the following key performance parameters for phase1 . Recording number for deeds and other documents with recording numbers Storage Requirements Estimated volume of backfile conversion 0 New work processed by the City Estlmated volume of back-#le conversion Calculations for backfile conversion: 1,738,748 a w x i I 101.6GB 1 1 1,000 drawings 51.9GB New work processed by the City Calculations for new work year 1: 0 43,3848Wxll 2.5GB 1,500 drawings 0.7GB Calculations for new work year 2: 0 43,3848Wxll 2.5GB Project Plan Q 1999 5.6 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System c City of Carlsbad July 6,1999 0 1,500 drawings 0.7GB Total of Backfile and New Work 159.9GB Note: The estimates shown above were derived from the information provided in the RFP (pages 72 and 14). r c I c c i r Users & Support Staff The following Users and Support Staff for phase 1 was estimated based on the information provided in the RFP (page 11). Phase 1 - 19 users # Users Location Primary Applicatlon City Clerk 7 City Hall text Community Develop./Public Works 3 Faraday text & drawings Document Coordinator 1 Faraday text & drawings Streets & Facilities 2 Oak Street drawings Water District 3 Water District drawings System Administrator/lS 2 Faraday Training workstation 1 Faraday Although users’ primary application is text or drawings/maps, users will be able to view either format, since the City regularly handles compound documents. Retrieval Volume The following Retrieval Volumes for phases 1 and 2 were estimated based on the information provided in the RFP (page 15). Phase 1 # Simult Location Volume per User City Clerk 3 City Hall 2-3 docs/hour Corn. Develop./Public Works 3 Faraday 4-5 drawingshr Corn. Dev. Document Coord. 1 Faraday 4-5 docs & drawingslhr Streets & Facilities 1 Oak Street 6-8 drawingslhr Water District 2 Water District 6-8 drawingslhr System Administrator/lS 2 City Hall Training workstation 1 Faraday periodic use Users Phase 2 # Simult. Location Volume per User City Council’s Secretary 1 City Hall 2/hour City Manager 2 City Hall 2/hour City Attorney 3 City Hall 2/hour Com. Develop/Public Works 15 Faraday uhour Users Technical Documents Performance Parameters: Project Plan ThirdWave 11400 W. OlympicBlvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310914.1490 CQ 1999 5.7 f Document Management System City of Carlsbad July 6, 1999 i c i c. c c r c r r T 3.3 T 3.4 T 3.5 T 3.6 7 concurrent users will each retrieve approximately 4 drawings an hour and one text document per hour. Deliverable 3.2: DMS Architecture Design Specification Imaging Architecture Design ThirdWave will define the most appropriate scanning / imaging setup for the City. This will consist of small and large document scanners and capture sofhvare. Deliverable 3.3: Imaging Architecture Design Specification Site Preparation Plan ThirdWave will prepare a site preparation plan addressing setting up the office environment for the servers and scanners, including space requirements, location, verifying power, network and lighting requirements. Deliverable 3.4: Site Preparation Plan Document Conceptual Design Review with Users and Management A design review session will be held with the City's Project Manager, appropriate end-users and management. This review will cover all of the issues addressed in this task, including: the Database Design, DMS Architecture Design, and Imaging Architecture Design Deliverable 3.5: Conceptual Design Review Meeting Final Conceptual Design Modifications ThirdWave will incorporate design changes based on input from City staff. Deliverable 3.6: Final System Design Specincation ThirdWave is proposing to stage the DMS in our office prior to final installation and configuration at the City. This is done for several reasons. It expedites the installation process, as we have easy and immediate access to all of our company resources, including systems tools, technical literature and technical staff. 0 It also provides a controlled environment for software installation and testing, fully under our control. 0 It allows us to deliver the most stable system possible to the customer, where we begin the process over within the client's systems environment. T 4.1 Install and customize the DMS library at ThirdWave Install 1 library on ThirdWave's Panagon system and configure per the City's requirements. ThirdWave will prototype the database and user screens. Deliverable 4.1: Customized DMS system T 4.2 Imaging Integration Install and customize the scanning system at ThirdWave per City requirements Deliverable 4.2: Integrated Scanner and Scanning Software Project Plan ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 (Q 1999 5.8 Document Management System City of Carlsbad July 6, 1999 r c c r P c c i c I T 4.3 Configure Clty Hardware Install and customize the City's system at ThirdWave. Deliverable 4.3: Working OMS sysfem at Thirdwave T 4.4 Alpha Testing and Bug Fixes Test installation and high-level system components in a controlled environment at ThirdWave. The system will be tuned. A review session will be held at ThirdWave's office with the City's Project and appropriate City staff, where the City will be provided the opportunity to provide feedback and suggested modifications. ThirdWave will modify the database and user screens according to City's input. Deliverable 4.4: Test DMS system at Thirdwave T 5.1 Install the DMS system at the City ThirdWave will install the DMS system at the City of Carlsbad. We shall provide software, hardware (except for user workstations) and services to ensure a fully functional system. We will carry out modification / fine-tuning of the prototype database and user screens according to City's requirements. Deliverable 5.1: Working DMS On-site T 5.2 Beta Testing ThirdWave will test the DMS installation and all system components Deliverable 5.2: Tested DMS system on-site T 5.3 Final Bug Fixes ThirdWave will correct any system (hardware and software) errors which are the result of our installation. We will work the City to identify system errors which are not the result of our installation, Le., netwoddcommunications issues outside the scope of our work. The City will resolve non-DMS issues. Deliverable 5.3: Fully functional and tested DMS sysfem on-site T 6.1 ComprehensIve On-site Testing ThirdWave will carry out comprehensive testing of the on-site DMS installation for 1 week. Deliverable 6.1: Comprehensive On-site Testing T 7.1 Systems Administration Guide Project Plan ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 8 1999 5.9 Document Management System City of Carlsbad July 6, 1999 Thirdwave will develop professionally written and produced installation configuration documentation. Complete system documentation including system design, database structure, system maintenance, administration, and storage facilities including: 0 Table definitions 0 Defined index fields 0 Screens Management reports 0 Workflow diagrams 0 System documentation 0 Description of document storage facilities A detailed Systems Administration User Manual will be produced, including instructions for the following tasks: 0 System Administration 0 System operations (backups, etc.) Deliverable 7.1: Systems Administration Guide T 7.2 Users Guide ThirdWave will develop a professionally written and produced User Guide containing information relating to the custom features of the DMS. Complete documentation will be provided for the user operation. A detailed User Manual will be produced, including instructions for the following end user activities: 0 Cashiering/Accounting 0 Scanning 0 Indexing 0 External user documentatiodprocedures for remote access 0 Fax and billing remote users Deliverable 7.2: Users Guide The training planned for the City of Carlsbad will consist of formal on-site Systems Administration and User training from FileNET, in addition to ThirdWave. The following describes an overview of the training tasks: T 8.1 Develop Detailed Training Plan ThirdWave will develop a detailed training plan by verifying the specific training requirements identified in the RFP. In general, the following will be identified: who should get trained in each department or division, validate the number of trainees. 0 Identify each group's unique requirements 0 Application training required by each staff, e.g., the finest commercial off-the- shelf modules or the custom applications developed for the City. Project Plan ThirdWave 11400 W. Otympic Blvd. Suite 650 Los Angeles CA 90084 310.914.1480 Fax 310 914.1490 Q 1999 5.10 7 L ! Document Management System City of Carlsbad July 6,1999 0 Delivemble 8.1: Training Plan Identify and document the training logistics, Le., develop a training schedule with corresponding classes, dates, times and locations. T 8.2 T 8.3 T 8.3.1 T 8.3.1.1 T 8.3.1.2 T 8.3.2 (Q 1999 Develop Training Materials ThirdWave will use professionally designed and produced training materials as part of the Training Program. A combination of two types of training materials will be used for the City’s DMS project, existing FileNET training materials and customized materials for the City. 0 FileNET Training Materials There will be no need to develop training materials for this training, as the most appropriate and existing training modules will be used. 0 City of Carlsbad Custom Tailored Training Materlals ThirdWave will prepare custom tailored end-user training materials (e.g., demonstrations, PowerPoint presentations, sample exercises, and class handouts) on the new DMS and related applications. These training materials will be specifically designed to reflect the requirements of each user group. Deliverable 8.2: Cify of Carlsbad Custom Tailored Tmlnlng Materials Provide Tralning Using the training materials identified above, there will also be two types of training: 0 Systems Administration Training 0 End User Training Systems Administration Training FileNET System Training FileNET System Training will provide formal product training in four 8-hour training sessions on-site to the City’s IS Staff. The first part of the class will be a systems review of the FileNET configuration. Deliverable 8.3.1.1: FileNET System Training Custom Tailored Systems Training Additionally, two %hour training sessions will be provided on the system configured for the City. The class will focus on the City’s unique DMS environment, the corresponding system administration and operation. The City of Carlsbad Systems Administration Guide, developed as part of the project, will be used in the Systems Administration class. This training will be led by ThirdWave’s staff. Deliverable 8.3.7.2: Custom Tailored Systems Training End User Training The end-user training for City staff will be customized to reflect the unique environment and requirements of the City. Based on the parameters identified in Project Plan 5.1 I ThirdWave 11400 W. Olympic Bhrd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 .. --. ... .. - . . . .. ..- .. 1 -- . .- . -..?-.~ .. -..-I- - c I c r i r 1 r Document Management System City of Carlsbad July 6,1999 the RFP, that some users will work exclusively with text documents, some exclusively with drawings, and some with both, end-user training will be organized using a cafeteria style approach offering the following end-user classes: Deliverable 8.3.2.1: Deliverable 8.3.2.2: Deliverable 8.3.2.3: Deliverable 8.3.2.4: Deliverable 8.3.2.5: FileNET General System Overview: 41 &Hour Classes FileNET Working with Text Documents: 4 2-Hour Classes FileNET Working with Drawings: 4,2-Hour Classes Custom Training - Importing 1 Scanning Maps: 2, 4- Hour Classes. ThirdWave Custom training for the Community DeveloprnentlPublic Works staff on importing and scanning maps into electronic vault: Cusfom Tailored Electronic Workflow Training: 7, 4 Hour Class ThirdWave, and our team members, will carry out the City's conversion program in a formal and structured manner, to ensure the results and success the City is seeking. The following are a list of assumptions we have made with regards to the conversion tasks. City Clerk's Files The backfiles to be converted consists of Council Agenda Bills, AgreementdContracts, Deeds, Council Resolutions, Council Ordinances, Council Minutes, CWD Minutes, CMWD Resolutions, Housing/Red Corn Minutes, Housingmed Corn Resolutions, and Planning Corn files in paper form. There are 1,738,748 pages to be converted to an electronic format. (This represents 174,937 documents averaging approximately 10 pages per document.) Each document population is stored separately from the other populations. A sequential number is assigned to documents within each population, and the number is contained on the first page of each document. The average paper size is 8.5 x 14 inches (approximately 84% of total). 7% are 8.5 x 11 inches. The remaining pages do not exceed 8.5 x 14 inches in size. The majority of the documents are on bond stock paper. A small percentage is on card stock paper and onion skin paper (approximately 5% of total). The vast majority of the pages are in good condition (clean, flat sheets). Approximately 9% of the Deeds are on 'old" paper that is showing the effects of age. Physical pages are organized into documents and documents into folders. There are approximately 10 pages per document. A stapled group within a folder represents one document. ThirdWave will capture page sides as bitonal images at 200 dots per inch (dpi) resolution. Optionally, if the City elects to require OCR capture, ThirdWave will scan the documents at 300 dpi resolution. Project Plan ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 6 1999 5.12 Document Management System c City of Carlsbad July 6, 1999 P c c r- c F- r P The City Clerk's database s assumed to be accurate. The database will be sorted into the same order in which the pages are stored. Community DevelopmentPublic Work Files The sheets are stored unfolded. 0 ThirdWave will capture page sides as bitonal images at 200 dots per inch (dpi) resolution. 0 Maps and Drawings: The.City will require the following fields for converted documents: - Unique document number to tie drawing to the database - Project number - Document type (from pick list) - Date signed - As-built date For Engineering drawings, sheet numbers hand written on drawings must be keyed manually from the drawing itself. For Water District drawings, sheet numbers are referenced in a database field. For Streets' plans, the vendor will index from index cards: - Streetname - Track number - Drawing number - Trackname - Developer name Engineering has its own Access database. Streets have an index card system. The City's Engineering database will be provided to ThirdWave in ASCII delimited flat file format. This database will be converted in order to be used in the document management system. The database is assumed to be accurate. The Water District has its own Access database. Streets have an index card system. The City's Water District database will be provided to ThirdWave in ASCII delimited flat file format. This database will be converted in order to be used in the document management system. The database is assumed to be accurate. = . 0 The backfle to be converted consists of Engineering final drawingslplans, Water mapsldrawings, and Streets plans, The sheets are in the following approximate proportions: Project Plan Q 1999 5.A 3 ThirdWave 11400 W. Olympic EM. Suite 650 Lo$ Angeles CA 90064 310.914.1480 Fax 310 914.1490 i 7 Engineering r 70,400 D-size 63% 8,000 C-size 7% 1,600 E-size 2% Document Management System City of Carlsbad July 6, 1999 Streets Total ~ ~~ 1,000 E-size 1% 11 1,000 100% I 27% I , 1 Water 1 30,000 D-size Location 0 ThirdWave will perform document preparation and scanning at either the IKON Conversion Operations Center in Walnut Creek, California or at the City’s facility in Carlsbad, California. If document preparation and scanning is to be performed on-site, the City will provide appropriate facilities for conversion operations. 0 ThirdWave intends to operate up to two shifts per day, five days per week. ThirdWave reserves the right to extend this work week to meet any project time constraints. ThirdWave will perform formatting and recording at the IKON Conversion Operations Center in Walnut Creek, California. T 9.1 T 9.1.1 T 9.1.2 T 9.1.3 dD 1999 Conversion of Community DevelopmentlPublic Works, City Clerk’s files, City Clerk’s Index, Engineering Access database, Water District Access database ThirdWave will evaluate and detennine the feasibility of converting the City Clerk’s index Deliverable 9.1.1: lndex Conversion Feasibility Findhgs Convert Selected Sets of Files in the City Clerk’s Department The ThirdWave Team will carry out the conversion of selected files per the assumptions noted at the beginning of this task. Deliverable 9.1.2: Converted Files, Indexes and Databases Convert Selected Sets of Drawings from the Community DevelopmentlPublic Works Convert existing the Engineering Access database to new DMS. Convert the existing Water District Access database to the new DMS Deliverable 9.1.3: Converted Drawings and Databases Project Plan 5.14 ThirdWave 11400 W. Olympic Bkd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System City of Carlsbad July 6,1999 P I L r !- c I r T 9.2 Conversion Coordination, QA and Bulk Loading System ThirdWave will carry out coordination of the conversion process, including the following: 0 Coordinate conversion deliveries, conduct statistical QA of conversion subcontractor work. 0 Load converted databases, images and text versions of converted documents and test. Deliverable 9.2: Fully Loaded Converted Data on the On-site DMS c c c i c I T 10.1 Project Task Management and Coordination with City's Project Manager This task will provide ongoing management in two areas regarding the progress of the work. This activity includes: Internal project task management and coordination, task deliverables and internal project status reviews (percent complete, budget, and schedule integrity). 0 Project coordination with the City's Project Manager, including ongoing communication and coordination with the City's Project manager, the execution of the work and, resource allocation of ThirdWave and City staff Deliverable 10.1: Ongoing Project Management and Coordlnation. T 10.2 Project Progress Status Reports ThirdWave's Project manager will submit project progress reports at regularly scheduled project team meetings, as determined by the City. On a project of this type, we would recommend these meetings be held every other week. Deliverable 10.2 Project Progress Reports at Regularly Scheduled Team Meetings. c r P i r The hardware and software components required to ensure the success of the DMS is outlined in the following paragraphs. These components will work in conjunction with the technologies and platforms outlined in the City's RFP, or with a complete NT environment if the City chooses to change over from Novel1 in the future. T 11.1 DMS Hardware T 11 .l.l NT Server for FileNET Panagon IDM Document Services Dell PowerEdge 6300, Pentium Ill Xeon, 500MHdlMB Cache with Redundant Power Supplies Multiple Processors, Dual Pentium 111 Xeon, 500MHdl MB Cache Memory, 3GB RAM, 12 X 256 ED0 DlMMs Project Plan ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.j490 (D 1999 5.15 c c c c c c c r I c i 7 i . Document Management System City of Carlsbad July 6, 1999 T 11.1.2 T 11.1.3 T 11.1.4 T 11.2 (8 1999 6 Bay Hot-Pluggable Back-Plane PERC 2/SC Hard Drive Configuration. RAID controller, Quad Channel, 128MB Cache RAID 5/SC Hard Drive Configuration 6x36GB Ultra-2/LVD SCSl 7200 RPM Hard Drives (“Approximately” 216 GB total disk space) = Businesscare 3 year 4 hour 7x24 on-site support 30nOGB DLT Internal Tape Backup = Seagate Backup Exec V7.2 for MS NT 4.0 = Keyboard, 13.8 Monitor, Mouse, CD Rom = APC Smart UPS 1400 Watt Ups and NT Shotdown Software Deliverable 11.1.1: NT Server for FileNET Panagon IDM Document Services NT Server for FileNET Panagon IDM Web Services 0 Dell PowerEdge 2300, Pentium Ill Xeon, 500MHz1512KB Cache with Redundant Power Supplies 0 Memory, 384MB RAM, 3 DlMMs 0 1x6 Hot-PluggableBack Plane 0 Adaptec 2940UW PCI SCSl Controller 0 RAID 1 Hard Drive Configuration (Mirriored) 0 2x9GB Ultra-ZLVD SCSl 10,000 RPM Hard Drives 0 Businesscare 3 year 4 hour 7x24 on-site support 0 Keyboard, 13.8 Monitor, Mouse, CD Rorn Deliverable 11.1.2: NT Server for FileNET Panagon IDM Web Services Small Document Scanners 0 2xFujitsu 3096GX SCSl LetterILegal size scanners Deliverable 11.1.3: Small Document Scanners Large Document Scanner 0 1 Vidar TruScan E size scanner Deliverable 11. f.4: Large Document Scanner DMS Software The following FileNET Panagon application suite proposed by ThirdWave satisfies all of the DMS product features required by the City’s RFP. This includes satisfying future phases in which the City expects to expand the system to groups of 40 - 50 users at a time, with up to 250 internal users. The City will easily be able to install public workstations at Libraries, at City Hall, and at the new Faraday building. Secured public access over the Internet is already a feature of the FileNET software being provided by ThirdWave. Software being provided includes: 0 Windows NT 4.0 Server 0 MS SQLServer Licenses 0 FileNET Panagon Integrated Document Management, Document Services Project Plan 5.16 ThirdWave 11400 W. Olympic Blvd. Suite 650 Log Angeles CA 90064 310.914.1480 Fax 310 914.1490 , Document Management System City of Carlsbad July 6, 1999 Expand the system to about 40 users from selected departments that frequently access the City Clerk's files (the City Council secretary, the City Manager, the City Attorney, selected groups within Community DevelopmenVPublic Works) and drawingdplans converted in Phase 1. Add Municipal Code, Council Policies and Administrative Orders to the electronic library 0 FileNET Panagon Integrated Document Management, Document and Content Services: Two 1 O-pack Simultaneous User Licenses 0 FileNET Panagon Integrated Document Management, Capture: Three Capture User Licenses Adobe Acrobat Capture (to OCR 45,000 pages to cover new work in year 1) 0 Facsys Fax Software: Two 1 O-pack Simultaneous User Licenses Deliverable 11.2: DMS Software Task 1.0 through 5.0 Task 5.1 5.3.2 Phase 2 - Expand System to about 40 users Develop workflow with electronic signatures for internal approvals by selecting a small group of users to route documents internatly Implement electronic submittals of plans and drawings and import CAD files into the system Deliver complete documentation for Phase 2 applications and new system components Develop a training plan for users and train users This phase is expected to take 9 - 12 months The City's RFP outlined the required scope of work for phase 2. These requirements are shown in the table below. Next to each City requirement is the ThirdWave Task Number in the project plan which addresses each specific requirement. Task 4.3 Task 4.3 Task 7.1 & 7.2 Task 8.1 8 8.3 Paragraph 5.6, Project Schedule Figure 5.2: Scope of Work - Phase 2 2.2.1 21 It bullet 2.2.1 22& bullet 2.2.1 23d bullet 2.2.1 24" bullet 2.2.1 25" bullet 2.2.1 26" bullet 2.2.1 27" bullet I I 2.2.1 I Submit project progress reports at regularly scheduled project I Task 9.2 Project Plan Q 1999 5.17 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 .. . . . -. . . . . . ~ ..._ . . . . .. 19th bullet 2.2.2 Document Management System City of Carlsbad July 6, 1999 team meetings. This task runs throughout the entire project. Users & Support Staff, Phase 2 - 40 users Task 3.2 & 10.2 TI .1 Kickoff Meeting A project kick-off meeting will be held with the City's Project Manager and appropriate City project staff to review: the Scope of Work for the DMS Project, CitynhirdWave responsibilities, task deliverables, project schedule and, the Project Management protocol for all tasks relating to Phase 2. Deliverable 7. I: Revised Project Schedule (if required) T2.1 T2.2 T2.3 T2.4 Q 1999 Site Preparatlon Working Session. ThirdWave will hold a one on one working session and "walk-through" of the physical .environment. This wilt be important as a precautionary step in identifying issues that might -cause disruptions and/or delays during the DMS installation. Deliverable 2.7: Site Preparation Working Session Working Sessions - Electronic Document Management ThirdWave will hold working sessions to review the existing and/or proposed workflow processes with each of the 4 departments. - City Council Secretary - CityAttorney - City Manager - Selected users involved with the Development Process Deliverable 2.2: Working Sesslon Meetings Working Sessions -Workflow. One on one working session to develop workflow with electronic signatures for internal approvals by selecting a small group of users to route documents internally. This will consist of a simple workflow with 7 steps or less, within 1 controlled group. Deliverable 2.3: Working Session Meetings User Requirements Documentation A summary document of all the end-user working sessions described above, and their corresponding requirements, will be documented. At the conclusion of this Project Plan 5.18 ThirdWave 11400 W. Olympic Blvd. Suite 650 10s Angeles CA 90064 310.914.1480 Fax 310 914.1490 c !- i r r r 7 ! I 1 r 7 i c Document Management System City of Carlsbad July 6, 1999 task, ThirdWave will order all DMS hardware and software based on user requirements. Deliverable 2.4: User Requirements Summary T 3.1 Database Design Define properties, primary document types, default and controlled values for the Departments in Phase 2. Deliverable 3. I: Database Deslgn Specincation T 3.2 DMS Architecture Design ThirdWave will design an appropriate DMS Architecture in this task. We will define users, groups, security, and storage requirements. The system will be designed to easily handle the following key performance parameters for phase 2. Deliverable 3.2: OMS architecture Design Specification Users & Support Staff The following Users and Support Staff for phase 2 was estimated based on the information provided in the RFP (page 11). Phase 2 - 40 users # Users Location Primary Application City Council’s Secretary 1 City Hall text City Manager 2 City Hall text City Attorney 5 City Hall text Selected users involved with 30 Faraday text & drawings development process Although users’ primary application is text or drawingslmaps, users will be able to view either format, since the City regularly handles compound documents. T 3.3 Imaging Architecture and Design ThirdWave will define the most appropriate scanning / imaging setup for the new Departments. This will consist of small document scanners and capture software. Deliverable 3.3: imaging Architecture Design Specification T 3.4 Workflow Architecture Design Define one worknow per the requirements of the City. The will include the development of process diagram and prototype screen designs. Deliverable 3.4: Workflow Design Document T 3.5 Conceptual Design Review with Users and Management A design review session will be held with the City’s Project Manager, appropriate end-users and management. This review will cover all of the issues addressed Project Plan 0 1999 5.19 ThirdWave 11400 W. Olympic Bivd. Suite650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 P i c r ! L r r-- Document Management System City of Carlsbad July 6, 1999 in the previous tasks. Deliverable 3.5: Conceptual Design Review Meeting T 3.6 Final Conceptual Design Modifications ThirdWave will incorporate design changes based on input from City staff. Deliverable 3.6: Final design specifications T 4.1 T 4.2 T 4.3 T 4.4 T 4.5 Install and customize the DMS library at ThirdWave Install additional Phase 2 folders on ThirdWave's Panagon system and configure per City requirements. Prototype database and user screens. Deliverable 4.1: Customized DUS system Imaging Integration Install and customize the scanning system at ThirdWave per City requirements Deliverable 4.2: Integrated scanner and scanning software Create Simple Workflow Develop worMlow with electronic signatures for internal approvals by selecting a small group of users to route documents internally. This is a simple workflow with 7 steps or less within 1 controlled group. Implement electronic submittals of plans and drawings and import CAD files into the system through the use of the system login and password security, in addition to the City's Email system security. Deliverable 4.3: Working Simple Workflow Create "Shopping Cart" for cashlering ThirdWave will develop custom tailored "Shopping Cart" functionality for the cashiering function. Deliverable 4.4: Working Shopping Cart for Cashiering Alpha Testing and Bug Fixes Test installation and high-level system components in a controlled environment at ThirdWave. The system will be tuned. A review session will be held at ThirdWave's office with the City's Project and appropriate City staff, where the City will provided the opportunity to provide feedback and suggested modifications. ThirdWave will modify the database and user screens according to City's input. Deliverable 4.5: Tested DMS system at Thirdwave c r T 5.1 Install the DMS system at the City Install the DMS system at the City. Provide software, hardware (except for user workstations) and services to ensure the success of the system. The Municipal Project Plan ThirdWave 11400 W. Olympic Blvd. Suite650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Q 1999 5.20 c i c t c Document Management System City of Catlsbad July 6, 1999 Code, Council Policies and Administrative Orders will be added to the electronic library. Deliverable 5. 7: Worklng DMS system on-she T 5.2 Beta Testing ThirdWave will test the DMS installation and all system components Deliverable 5.2: Tested DMS system on-site T 5.3 Final Bug Flxes ThirdWave will correct any system (hardware and software) errors which are the result of our installation. We will work the City to identify system errors which are not the result of our installation, i.e., networklcommunications issues outside the scope of our work. The City will resolve non-DMS issues. Deliverable 5.3: Fully functional and tested DMS system on-site ' ~ ~ ~ ~~ ~~~ T 6.1 Comprehensive On-site Testing ThirdWave will carry out comprehensive testing of the on-site DMS installation for 1 week. Deliverable 6.7: On-site comprehensive testing T 7.1 Systems Administration Guide ' ThirdWave will develop a professionally written and produced installation configuration documentation. Complete system documentation including system design, database structure, system maintenance, administration, and storage facilities. Complete documentation for Phase 2 applications and new system components will be provided Deliverable 7. I: Systems Administration Guide T 7.2 Users Guide ThirdWave will develop a professionally written and produced User Guide containing information relating to the Phase 2 custom features of the DMS. Complete documentation will be provided for the user operation. The User Manual will be augmented to include instructions for the new features and functions of the DMS. Complete documentation for Phase 2 applications and new system components will be provided. Deliverable 7.2: Users guide Project Plan ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Q 1999 5.21 Document Management System City of Carlsbad July 6,1999 T 8.1 T 8.2 T 8.3 T 8.3.1 T 8.3.1 .l 0 1999 Develop Detailed Trainlng Pian ThirdWave will develop a detailed training plan for the new departments that will be using the DMS by verifying the specific training requirements identified in the RFP. In general, the following will be identified: 0 Who should get trained in each department or division, validate the number of trainees. 0 Identify each group's unique requirements 0 Application training required by each staff, e.g.I the FileNET commercial off- . the-shelf modules or the custom applications developed for the City. i Identify and document the training logistics, Le., develop a training schedule with corresponding classes, dates, times and locations. Deliverable 8.1: Training Plan Develop Training Materials ThirdWave will use professionally designed and produced training materials as part of the Training Program. A combination of two types of training materials will be used for the City's DMS project, existing FileNET training materials and customized materials for the City. e FiieNET Training Materials There will be no need to develop training materials for this training, as the most appropriate and existing training modules will be used. 0 City of Carlsbad Custom Tajlored Trajning Materials ThirdWave will prepare custom tailored end-user training materials (e.g., demonstrations, PowerPoint presentations, sample exercises, and class handouts) on the new DMS and related applications. These training materials will be specifically designed to reflect the requirements of each user group. Deliverable 8.2: City of Carlsbad Custom Tailored Training Materials Provide Training Using the training materials identified above, there will also be two types of training: 0 Systems Administration Training 0 End User Training Systems Administration Tralning Custom Tailored Systems Training One 8-hour training session will be provided on the system configured for the City. The class will focus on the City's unique DMS environment, and the corresponding system administration and operation. The City of Carlsbad Systems Administration Guide, developed as part of the project, will be used in the Systems Administration class. This training will be led by ThirdWave's staff. Deliverable 8.3. I. I: Custom Tailored Systems Training Project Plan 5.22 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 . .- . . . . . ..__ - . - - .- - . . - .- - .. . . , , . . Document Management System City of Carisbad July 6, 1989 T 8.3.2 End User Training The end-user training for City staff will be customized to reflect the unique environment and requirements of the City. Based on the parameters identied in the RFP, that some users will work exclusively with text documents, some exclusively with drawings, and some with both, end-user training will be organized using a cafeteria style approach offering the following end-user classes: Deliverable 8.3.2.1: FileNET General System Ovenriew: 4 &Hour Classes Deliverable 8.3.2.2: FiieNET Working with Text Documents: 4 2-Hour Classes Deliverable 8.3.2.3: FileNET Working with Drawings: 4 2-Hour Classes Deliverable8.3.2.4: Custom Training - lmporfing / Scanning Maps: 2 4- Hour Classes. Thirdwave Custom training for the Community DevelopmentlPublic Works staff on importing and scanning maps into electronic vault: Deliverable 8.3.2.5: Custom Tailored Elecironlc Workflow Training: 4 Hour Class T 9.1 Project Task Management and Coordination with City’s Project Manager This task will provide ongoing management in two areas regarding the progress of the work. This activity includes = Internal project tasks management and coordination, task deliverables and internal project status reviews (percent complete, budget, and schedule integrity). 0 Project coordination with the City’s Project Manager, including ongoing communication and coordination with the City’s Project manager, the execution of the work, and resource allocation of ThirdWave and City staff Deliverable 9. I: Ongoing Project Management and Coordination. T 9.2 Project Progress Status Reports ThirdWave’s Project manager will submit project progress reports at regularly scheduled project team meetings, as determined by the City. On a project of this type, we would recommend these meetings be held every other week. Deliverable 9.2: Project Progress Reports at Regularly Scheduled Team Meetings. T 10.1 Hardware T 1O.l.t Small Document Scanners Project Plan ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90084 310.914.1480 Fax 310 914.1490 0 1999 5.23 Document Management System City of Carlsbad July6,1999 F t r- c c r F c r c I c 0 4 Fujitsu 3096GX SCSl Letter/Legal size scanners Deliverable 10.1.1; Small Document Scanners T 10.2 Software 0 FileNET Panagon Integrated Document Management, Document and Content Services . Four 1 O-pack Simultaneous User Licenses 0 FileNET Panagon Integrated Document Management, Capture = Four Capture User Licenses 0 Adobe Acrobat Capture- (to OCR 45,000 pages to cover new work in year 2) 0 Facsys Fax Soflware: Four 1 O-pack Simultaneous User Licenses Deliverable 10.2: DMS Software TI 1.1 On-going Technical Support for 1 year ThirdWave wilt provide telephone and on-site support (i required) for system and user help not related to maintenance of systems. An example of the issues addressed under the support tasks would include system administration and user help for items covered during training, but forgotten. In general, any question andlor problem encountered - not covered by system maintenance contracts would be addressed. Deliverable 11.1; On-going Technical Support for 1 year 5.4 Project Management Plan ThirdWave shall plan and manage the execution of all project activities, including tasks and subtasks and that of our team members, quality of the work, resource allocation, schedule integrity and coordination with the City’s Project Manager. ThirdWave will provide a robust and proven project management methodology which has proven effective for 12 years on close to 80 information technology projects of varying degrees of scale and complexity. We have managed projects throughout the United States (East Coast, Southeast, and Pacific Northwest), and in other countries as well. Simply stated, we manage to the contractual requirements of the job, with a special emphasis on providing: 0 Professional /Technical expertise 0 Quality products and results 0 Customer satisfaction, as defined by the customer The methodology for ensuring results is to assign the required resources, execute to the project plan, and perform to the customeis expectation. ThirdWave will supply appropriate resources to provide the attention and monitoring needed for the success of each project 0 1999 Project Plan 5.24 ThirdWave 11400 W. Olympic Bhrd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 . - . . , _. , . . . --- . . . - - . . .. ._ r- r c- I c r- r Document Management System City of Carlsbad July 6,1999 (Design, Implementation, Conversion, Documentation, Training, etc.). In addition, if required, the project manager has access to all resources within ThirdWave - to ensure that the desired results are attained. Our project management approach can be summarized as follows: 1. Perform to the letter of the contract Scope of Work, as defined by the Tasks in this proposal. ThirdWave's reputation has been built on consistently exceeding the requirements of the contract - and the expectations of our customers. We are prepared and capable of doing the same with the City of Carlsbad's project. 2. Execute the Work per fhe project schedule, with task orders being camed out in logical and manageable pieces, with a focus on critical path activities and deliverables. ThirdWave uses customized automated project management software to document the status and progress of the work. 3. Continual resource requirement planning, monitoring, and adjustment, where necessary. This will ensure sufficient resource allocation and an optimal fit between a task and the technical expertise of those responsible for a given task. 4. We employ disciplined project planning, Iracking, and repotting as required for achieving cost controls, schedule integrity, and technical perfarmance. We provide our project managers with tools and resources to track progress and performance. 5. Ongoing lhirdwave Internal pmject budget reviews, assessing the percent complete status against dollars / time expended, done at several levels, e.g., subtask, task, and project level. Cost control is seen as a crucial project management facet of all projects we carry out. ThirdWave has very tight business controls in place. 6. We will be committed to the life of fhe program, and support each City of Carlsbad project throughout the complete life cycle with whatever Dersonnel, resources, and technoloav are rewired. 7. Technical Capabilities and the Integrity of the project team. Our technical capabilities, via the experience of our team, will be key factors to success. We will preserve the integrity of the project team for the benefit of the customer. We will meet key personnel commitments and create an environment for our staff to make long-term contributions, eliminating disruptions to the work and / or negative impacts to the project schedule. 8. Take the initiative to identify technical risks, and take responsibility for their resolution. Our project manager and technical manager will use the lessons learned from previous projects to identify potential problems and develop appropriate solutions. 5.5 Project Personnel The following pages contain the professional resumes of the staff that will be assigned to the City's project: The entire ThirdWave team members have worked together on several DMS projects for local government agencies over the last two years. Project Plan Q 1999 5.25 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 r i r- c Document Management System City of Carlsbad July 6, 1999 5.5.1 ThirdWave Resumes The following pages contain resumes for the following: r i r i Frank Addarno, Project Manager Kevin Murdoff, Senior EDM/GIS/Systems Engineer Randall Miller, Senior Systems Engineer Kaya Mentesoglu, Sr. Web Application Developer Project Plan aD 1999 5.26 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 --=%--- . . . , . . , . .. . .. . . .. . . . - .. . - . . .. .. r 7 i c c I c b r r I Document Management System City of Carlsbad July 6, 1999 FRANK ADDAMO, Program Manager Mr. Addamo has over 23 years of progressively responsible managerial experience with electronic records documentation, dissemination and management. For the last 14 years he has been involved with the management of imaging services organizations, marketing, sales and operations personnel. He is a recognized expert in the imaging implementation market. In 1997 Mr. Addamo received AIIM’s Master of Information Technologies award and in 1998 he received AIIM’S Laureate of Information Technologies in Electronic Document Image Management award. Mr. Addamo has published numerous articles and has presented at oyer 30 national imaging seminars including AIIM; ARMA, DMS Focus, EDM, NIRMA, BIS, Netcom and Federal Computer Conference. PROJECT MANANGEMENT: SELECTED PROJECTS Orange County Transportation Authorlty, managed the development of an e- commerce application for on-line vendor and procurement management. Orange County Sanitation District, managed the development of automated workfiow applications. City of Las Vegas Water Pollutlon Control Facility IT Strategic Plan Implementation, managed the implementation of a multiple year ITSP, including an enterprisewide on-line lntranet 0 & M manual. City of Las Vegas Water Pollution Control Facility IT Strategic Plan, managed the assessment of existing MIS environment, information technology requirements, and -- development of 5 year strategic recommendations. 0 -..Air Quality’ Management District,‘ managed the development of lntranet automated workflow applications. 0 Hawaiian Electric Company, managed the implementation of an electronic document management system and a major document conversion effort. PROFESSIONAL EXPERIENCE lnnodata Corporation, Director, 1996-1998 Director of an imaging services company. Responsible for marketing strategies and sales management of an organization which provides outsourcing services to organizations requiring backfile and day-forward image conversion. Services are performed on-site in a facilities management roll throughout the US or off-site in regional production centers. lnnodata acquired International Imaging in January 1996. Some clients included: 0 Allergan Continental Airlines 0 Chevron Baxter 0 State of Nevada ARC0 0 Labor Department McDonnell Douglas International Imaging, Inc., President, 1988-1996 President of an imaging conversion services company. Responsible for operations management, marketing strategies, sales management and services operations which provide outsourcing services to Organizations requiring backfile conversion and imaging Project Plan ThirdWave 11400 W. Olympic Bhrd. Suite 650 Lo6 Angeles CA 90064 310.914.1480 Fax 310 914.1490 (Q 1999 5.27 Document Management System City of Carlsbad July 6,1999 systems management. Services performed on-site in a facilities management roll throughout the US or off-site in regional production centers. Comarco - Vectuscan, General Manager, 1985-1988 General manager of an imaging consulting and conversion service company. Responsible for operations management, marketing strategies and which provided outsourcing services to organizations requiring backfile conversion and imaging systems management. United Technologies Lexar, Engineering Sewices Manager, 1981 -1 985 Engineering Services Manager of a digital PBX company. Management, CAD and Drafting. Responsible for Records Tylan Corporation, Engineering Services Manager, 1980-1981 Engineering Services Manager of a diffusion furnace manufacturing company. Responsible for Records Management, CAD and Drafting. Rusco Electronic Systems, Design Sewices Manager, 1978-1 980 Design Services Manager of a card key manufacturing company. Responsible for Records Management, CAD and Drafting. C.F. Braun & Company, Designer, 1976-1978 Designer for an engineeringlwnstruction company. Responsible for electrical design and CAD drafting. Mr. Addamo has experience with the following computer technologies: EDMAmaging : EA Systems Re: Solution Application Integration & System Management Excalibur EFS Integration & System Management, System Capacity Planning Tools Optigraphics Curator System Management, Skantek System Administration Action Technology: Metro 3.0 Developer's Course, Action WoMow 3.0 Developer's Course, Process Modeling Course FileNET: Panagon EDM API Programming, Level I Panagon EDM Administrator Project Management: Managing Information Technology Projects, Master's Certificate in Information Technology Project Management (in progress), Quality Functional Deployment (QFD), Total Quality Management (TQM), Microsoft Project Microsoft Office, Word, Excel, Outlook, Microsoft Project, and Adobe PageMaker Office Automation: EDUCATION Engineering Engineering Engineering & Computer Programming East Los Angeles College, Los Angeles, CA Pasadena City College, Pasadena, CA Mount San Antonio College, Walnut, CA Project Plan ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Q 1999 5.28 r c c r Document Management System City of Carlsbad July 6,1999 AWARDS & ARTICLES I REPORTS PUBLISHED AIIM’S Master of Information Technologies Award AIIM’S Laureate of Information Technologies In Electronic Document Image 0 Comparison Report on Electronic Document Management Systems (1 987, 1988, 1989, 1990,1991,1992,1993) 0 Engineering Document Management Systems Installed between July 1987 and July 1989 (as expert witness for Unisys in Advent vs. Unisys) 0 I Refinenes and Regulations (EDMS solutions) - Inform, November/December 1991 0 On the Wings of Imaging - Document Management, JanuarylFebruary 1992 0 10 Steps in Document Conversion: Preparing for EDMS - Document Management 0 Alphabet Soup, Acronyms Have Their Place in Imaging - AllM Daily, June 24, 1992 EIM Glossary Addendum - Infonn, November/December 1989 0 Automating Engineering Documentation: The Scanning Solution - Plan and Print, November 1988 0 Which Path to Take? Raster or Vector Drawing Conversion - Inform, October 1988 0 CAD Conversion and Automated Document Scanning - Inform, November 1987 0 A Short History of Automated Scanning - MicmCAD News, December 1987 0 Conversion of Manual Drawings to CAD: Use of Automated Scanning - Plan and Print, March 1988 0 Answering Einstein: Making Your Imaging System Purchase Work - AllM Conference Daily, April 1991 0 Engineering An imaging Dream - Mom, February 1991 0 Raster or Vector? - Data Conversion Newsleitec September 1988 Management PROFESSIONAL MEMBERSHIPS Association for Information and Image Management (AIIM) Southern California AllM chapter Association Records Managers and Administrators (ARMA) Published author in technical trade journals and public speaker at trade conferences on the subject of electronic document management systems. SPEAKING ENGAGEMENTS AIlM Engineering Special Interest Group, Speaker- 4 sessions since 1988 AIIM, Session Chairman and Speaker - 1997 AllM Greater LA, Session Chairman and Speaker- 1997 ARMA Capitol Chapter, Speaker - 1993 ARMA Coastal Chapter, Speaker - 1995 BIS International EDMS Seminar, Speaker- 1992 Defense & Government Computer Graphics Conference, Speaker - 1992 Oocumentum Users Conference, Session Chaiman and Speaker - 1997 EDM ‘93, Speaker and Session Chairman - 1993 EDMS PetroChemical Special Interest Group, Speaker - 1992 EDMS User-to-User Forum, Speaker and Session Chairman - 6 sessions from 1989 - 1995 AIIM, Speaker - 1996 Project Plan ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 (0 1999 5.29 I r r L f- . r ! Document Management System City of Carlsbad July 6, 1999 Excalibur Business Partners Program, Speaker - 1996 FileNETMP TDMS Seminar, Speaker- 1994 HP World Seminar, Speaker - 1996 Intelligent Mapping '90 Conference, Speaker - 1990 National Computer Graphics Assn. Conference, Speaker- 2 sessions from 1990 NetCom and Federal Computer Conference, Session Chairman - 1992 NIRMA Conference, Speaker- 1993 and 1995 Project Plan ThirdWave 11400 W. Olympic Bhrd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 0 1999 5.30 i Document Management System City of Carlsbad July 6,1999 r i c c r c KEWN YURDOFF, Senlor EDMIGlSlSystems Engineer As a Senior GISlSystems Engineer, Kevin Murdoff has been involved in the design and implementation of GIS systems for over five years. He has extensive knowledge of ESRl's ARCANFO and ArcView applications, as well as UNlX systems administration. Mr. Murdoff maintains all internal UNlX systems for ThirdWave, specifically IBM RS/6000 workstations. PROFESSIONAL EXPERIENCE ThirdWave Corporation, Sr. EDWGIS Systems Engineer 1998-present Provide government customers with comprehensive consulting and software development services to enhance service delivery and establishing enterprise-wide GlS Program. Mr. Murdoff also provides UNlX systems administration and support. Example of current projects include: Orange County Sanitation District Design, development and implementation of automated workflow applications utilizing FiieNET Panagon, Visual Basic and Oracle products. City of Los Angeles, Community Redevelopment Agency (CM) Provide GIS services for a five year contract. Prdject respons\bilities include creation of base displays supplied and specified by CRA, editing and adjusting various sources of data, and integration with the latest version of ArcView, and providing LANMlAN design, implementation and support services. The GIS consist of HP workstations and servers utilizing ESRl's suite of products. City of Los Angeles, Department of Transportation (LADOT): Traffic Accident Information System (TAIS) Mr. Murdoff is currently assisting in creating a Traffic Accident Information System for use in collecting and analyzing accident data. The system utilizes ARC/INFO, ArcView, and Oracle RDBMS technology. The goal of this project is to develop an enterprisewide multi-agency system that enables data sharing between LA DOT, Los Angeles Police Department and other agencies such as California Highway Patrol, Bureau of Street Maintenance, and Bureau of Engineering. In addition, this system will be the foundation of a new information infrastructure that will provide a universal method for referencing a variety of transportation related data. Orange County Transportation Authority (OCTA) Provide ongoing GIS I Software development services on an as needed basis over a two year contract. Assist OCTA staff in the development and maintenance of a comprehensive transportation database system. Responsibilities included updating data and publishing periodical project summaries, and maintaining master data dictionary and transaction records of all files. Assist in the development of a GIS file system in a clientlserver environment. Carry out spatial data analysis, network assignment, database management, GIS technical report preparation and ArcView program applications. r r r Project Plan I- - i r r Document Management System City of Carlsbad July 6, 1999 Price Waterhouse LLP, Consultant I Principal Consultant, 1996-1998 Developed workplans and procedures for the rollout of standardized desktop computers at SONY Pictures Entertainment. Coordinated site preparation for rollout and preliminary inventory of all existing computers. Developed process for rolling out 500+ computers per week. Participated in large reengineering project at Universal Studios. Led effort to standardize the application development environment including the identification of development software tools to meet those requirements. Coordinated the evaluation of development methodologies. Developed procedures for documenting and enforcing existing standards, and requesting new standards. Oversaw enterprise management system evaluation process. Acted as UNlX Administrator for data warehouse and software development project at 20m Century Fox Studios. Provided tutoring in UNlX to technical staff. Helped organize Oracle database and Forte application development software installations on Hewlett Packard servers. Evaluated Platinum's AutoSecure UNlX security software product. Documented procedures for migrating new releases of custom application from development environment to testing environment. . State of California Governor's Office of Emergency Services, UNlX Admid ARCANFO Team Leader, 1994-1 996 Served as UNlX Administrator for a document management project at the Governor's Office of Emergency Services. Constructed and configured Sun workstations and servers and installed various application software packages. Trouble shooted problems with interconnectivity between UNIX, Novell, and PC's. Diagnosed defective hardware and repaired or replaced damaged parts. Designed and implemented backup and recovery system. Identified and implemented ways to improve dowment management system. Acted as ARCANFO Team Leader for Geographic Information Systems (GIs) unit. Met with customers, determined project detaiMequirements and produced products. Managed workload and assigned projects. Developed standards for collecting and editing data for map creation. Mr. Murdoff has experience with the following information technology: GIS Software: Software: Programming: Operating Systems: Output Devices: Peripherals: Q 1990 ARC/INFO v 5,6 and 7.x, PC ARCIINFO, ArcView v 2, and 3.x, Spatial Database Engine (SDE) v 2.x Microsoft Office 97 Suite, MS Word, MS Excel, PowerPoint, Adobe PageMaker, Arc Macro Language (AML), C, C++, Assembly, Visual Basic Window 3.11, Windows 95, Windows NT, DOS, IBM RS6000, UNIX Workstations, Macintosh, Solaris, SUN OS 4.1.3, HP-UX Rev. 9.03, lo.x CalComp 9100/1043 plotters, HP LaserJets, HP 650, 750 and 755CM plotter CD ROMs, tape backup devices CipherCSC 100 9-track tape drive Project Plan 5.32 ThirdWave 11400 W. OlympicBlvd. Suite650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System City of Carlsbad July 6, 1999 c 6 J r i c c c , 7 i EDUCATION BS, Computer Science, California State University Sacramento CONTINUING EDUCATION 1999 1998 1998 1998 0' 1998 1998 1998 1997 1997 1996 1996 1995 Programming with ESRl's Internet Map Sewer Programming with ESRl's Map Objects Introduction, Intermediate, and Advanced Visual Basic Programming Introduction to Local Area Networks & LAN Cabling Systems introduction to Internetwork Design High Speed Campus Backbone Design Designing and lntranet Netscape Suitespot Servers 3.0 Introduction to Cisco Router Configuration, Advanced Cisco Router Configuration Introduction to Java Application Programming Network Administration ' Design and Installation of Ethernet & Token Ring LANs ' Project Plan Q 1999 5.33 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fa% 310 914.1490 t Document Management System c City of Carlsbad July 6, 1999 i c RANDALL MILLER, Senlor Systems Engineer I r I c c i i- c r c c I r As a Senior Systems Engineer, Mr. Miller has over six years experience UNMAN design, installation and support nationwide. He has additional experience project management, installation, design, consultation, training and support in the areas of clientkerver networking, routinglbridging, remote nodehemote control connectivity. All aspects of LANNVAN and T1 technology. Frame Relay, PPP, ISON, Token-Ring, Enet, TCP/IP, IPWSPX, NetBEUI. PROFESSIONAL EXPERIENCE ThirdWave Corporation, Sr. Systems Engineer 1998-present Since joining Thirdwave Mr. Miller has become involved with providing impfementationlintegration services on many key projects, which includes the following: City of Las Vegas Water Pollution Control Facility (WPCF 3) Information Technology Strateglc Plan Implementation Provide development and systems integration services on the following: 0 0 On-going Technical Support 0 Project Management / Coordination 0 Online Operations Manual lntranet Application Other Professional Services as Required International Automation Associates, Senior Systems Engineer, 1992-1 998 Mr. Miller provided LANMlAN design, installation and support nationwide services to numerous clients including federal, state, military and local government, Fortune 1000 companies, utilities, and major manufacturers. Some key projects included the following: LLNUNTTF, Lawrence Livermore National LaboratorieslNuclear Technologies and Testing Facility: Managed the installation of a two million dollar government classified network consisting of over one million feet of cable, 2663 drops, fifty Synoptics 3000 concentrators containing AppleTalk, Enet, UTP routinghridging modules and two SUN Spark Stations running UNlX management software. This project required interfacing with everyone from high level government employees to on site construction crews. Security clearance required. Installed INTEL ProShare video conferencing software utilizing ISDN technology between two separate campuses. Coordinated the resources of IBM, Intel and PacBell for the purpose of demonstrating distance learning technologies to Prince Charles of England on his visit to the United States. This very high profile project involved my interfacing with many government officials and received much positive media attention. Security clearance required. West Coast multi-site Frame Relay WAN installation for the largest environmental company in the nation utilizing 3COm NetBuilder Ilk, 3Com Remote Mice hubdrouters and related equipment. Network environment consisted of NetWare servers at all sites Project Plan (0 1999 5.34 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 I Document Management System City of Carlsbad July 6, 1999 c I c c r I c I c c c c and an AS1400 running over Enet using TCPAP and IPX. Trained MIS personnel to later install the same setup for their East Coast sites. 0 SDUSD 1 San Diego Unified School District (prop. 0). WAN installation (25+ schools) utilizing Synoptics Enet switches, routers and hubs in a TCPNP environment. This installation enabled the students and teachers to access the Internet with Macintosh workstations. Project involved heavy interfacing with school district officials and involved much travel in and around San Diego area. 0 I Twentyifive states, nation wide installation of remote nodelremote control connectivity integrating CUBIX, Attachmate/DCNRLN/ClTRlX into a very large government classified NetWare 4.x WAN environment over TCP/IP and IPX. Project provided over 300 Remote Access and Remote Control Windows dial in sessions. This installation spanned a period of over five months and included on site installation and configuration of all product, training of MIS administrators and end users at each site, application integration, extensive travel and post installation support. Security clearance required. EDUCATION Computer Science, Computer Science, Golden West College Fullerton College, Fullerton, Ca. CONTINUING EDUCATION 0 Microsoft Certified Systems Engineer 0 Microsoft Certified Product Specialist 0 NOVELL Certified Network Engineer 0 3COm (LAN HubslBridges/Routers/Switches/Concentrators~ranscend) 0 Synoptics / Bay Networks (LAN Hubs/Bridges/Routers/s/Switches) 0 DEC (DEC hub 90, 900, Giga Switch, Hubwatch) ClTRlX Winview & Winframe NT Remote Control Application Servers Communications Servers Installation & Administration Enterprise Systems Architecture & Maintenance 0 Cable Plant Design and Installation 0 Microsoft LAN Manager Microsoft TCPAP Networking, 0 DOS & Hardware Microsoft SNA Gateway 0 Microsoft Mail & Microsoft Exchange 0 NetWare SAA Gateway Network Architecture Standards & Protocols TECHNICAL TRAINING and CERTIFICATES 0 Microsoft Certified Systems Engineer 0 Microsoft Certified Product Specialist 0 NOVELL Certified Network Engineer 3COm (LAN Hubs/Bridges/Routers/Switches/Concentrators/Transcend) 0 Synoptics / Bay Networks (IAN Hubs/Bridges/Routers/Switches) 0 DEC (DEC hub 90,900, Giga Switch, Hubwatch) 0 Communications Servers Installation & Administration 0 Enterprise Systems Architecture & Maintenance 0 Cable Plant Design and Installation Project Plan ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Q 1999 5.35 r i c- c i r r r i Document Management System City of Carlsbad July 6, 1999 0 0 Microsoft IAN Manager Microsoft TCPAP Networking 0 Microsoft DOS & Hardware Microsoff SNA Gateway Microsoft Mail Microsoft Exchange 0 NetWare SAA Gateway Network Architecture Standards & Protocols ClTRlX Wnview and Winframe NT Remote Control Application Servers TECHNICAL SCHOOLS AllENDED 0 Professional Training Center Inst., Los Alamitos, Ca. 0 New Horizons Computer Learning Center, Santa Ana, Ca. 0 ' LAN State University (Synoptics), Torrance, Ca. 0 lnfotech Information Systems, L.A. Ca. 0 lngram Micro, Santa Ana, Ca. WAVE Technolo$es, Torrance, Ca. 0 Microsoft University, Santa Monica, Ca. NovaQuest InfoSystems, Torrance, Ca. Project Plan ThirdWave 11400 W. Olympic Blvd. Suite 850 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 CB 1999 5.36 . .. ... .. . . . . . . . .- .- .. ,. - Document Management System City of Cartsbad July 6, 1999 KAYA MENTESOGLU, Sr. Web Application Developer As a Web Applications Developer, Kaya Mentesoglu has been involved in the design, development and implementation of commercial and custom developed applications for over 16 years and has been specializing in Internet and Extranet applications for the past 4 years. During this relatively short timeframe, he has developed hundreds of Internet / tntranet / Extranet applications for Fortune 500 and Multinational corporations, with a specila emphasis on business applications and electronic commerce. Mr. Mentesoglu has been a lecturer at the University level for five years on various topics, including Computer Systems, Programming, and for Industrial Engineering and Civil Engineering. Mr. Mentesoglu is certified as a Microsoft Lecturer in Turkey. PROFESSIONAL EXPERIENCE ThirdWave Corporation, Sr. Web I Software Developer Responsibilities include Internet and lntranet application consulting, design, development, and implementation, graphic design, and technical support for all of the above. Significant projects include: 1998 to present City of Pasadena Web Site Development, responsible for the redesign the disparate web pages of 17 departments into a unified, and professional web site, Provide programming of the City's new web site, graphic design of a new citywide look and feel, navigational schema, and web enabled service delivery. The subsequent phase will entail the development of various web enabled service delivery applications, such as purchasing, on-line bill payment, etc. Orange County Sanitation District Onllne PurchasingIContracts Web Site Development, responsible for the design and development of the 5" enterprise-wide on- line government Purchasing web site in the country. This site will allow OCTA Contract Administration and Materials Management to streamline its procurement processes by: 0 Posting on-line solicitations, and automatically email vendors registered on the site. 0 Allowing vendors to submit price quotes and proposal on-line. Automate the contract award process, and automatically post the award. 0 Provide automatic notification of the award to the selected vendor via email. 0 Allow applicable businesses to apply and get certified as Disadvantaged Business Enterprises. SoftDesign. Founder and General Manager Established and operated a web design company specializing in Intranet, Extranet, and Internet applications. Was the leader in the use of E-commerce in Turkey. Created and launched the first Extranet business-to-business application for a Turkish company with daily transactions averaging $300,000. Grew the company to becvome the premier web development company in Turkey. Some of the major commerce sites developed for major corporate customers include: Honda, which is located at www.honda.com.tr Pfizer Pharmaceuticals, located at www.Dfizer.com.tr Istanbul 19974 998 Project Plan ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Q 1999 5.37 .. - .. c Document Management System City of Carlsbad July 6, 1999 c L r e Hyundai Motors, located at www.hvundai.com.tr The Motherland Turkish Political Party, located at www.anaD.ora.tr, which will be used for the national convention. 0 A real estate site for exclusive homes, located at www.acarkent.com A partial list of other notable web site development projects include the following: Www.softdesign.com.tr!32gun Provides access to archived programs of Turkey’s highest rated news show similar to “60 Minutes- in the US r W.abbate.com.tr Turkey’s most prestigious brand of shirts, displaying its product Ene in an on-line catalogue. An internet site for one of Turkey’s largest conservative poliiical party, providing new to its constituents and voters - as well as providing an lntranet for communication between party branch offices throughout the country. W.anap.org.tr W.softdesign.com.tr1acarkent Site pmviding on-line sales of luxury homes for a large development company. Site includes a virtual tour of homes. with panning and zooming of the interiors. c- ~.soRdesign.com.~/anatolla \MNw.araskargo.com \MNw.escortnet .comlasyafilm On-line catalogue for a travel agency services. Site posting a cargo companfs services and branch office locations. A Turkish movie production company marketing their new and old films with trailors viewed on this site. On-line catalogue of one of the top bathing suit and lingerie manufacturers In Turkey, providing on-line orders. Site providing on-line banking for a mid-sired Turkish bank. Features included most functions required to carry our banking adiviies, including: allowing customers to make deposits, make inter-bank transfer of funds, make credit card payments, etc. International shipping firm provides on-line tracking for cargo, allowing customers to view the exad location and carrier of their cargo. P I ? ! \MNw.bankapital.com.tr P r \MNw.basco.com.tr W. baylndlnlgorta.com.tr An insurance company selling home and auto insurance on-line. c W. baytur.com.tr A site introducing the Baytur conglomerate, including products in several industries, e.g., medical, automobile, banking, etc. An insurance company providing information about its services and poliaes on-line. A site for a software developer designed to promote and sell its sofhvare packages. \MNw. bestsigorta .com c \MNw. bilrer.com V\lww.softdeslgn.com.trlbiriz Turkey’s largest diamond jewelry specialist to market their creations on- line. Www.brothertr.com A slte for the distributor for the Brother Sewing machine in Turkey, allowing for on-line marketing of products designed for industry. v\lww. softdesign .corn .tr/brt A travel agency marketing their special promotions and packages on- line. r W.compex.com.tr A site for a Turkish trade fair, similar to COMDEX, through which information about participating companies could be obtained. The site Project Plan Thirdwave 11400 W. Olympic Bhrd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Q 1999 5.38 r Document Management System City of Carlsbad July 6, 1999 Www.escortnet.coddataexpert Www.escortnet.comlDfactoring Www.escortnet.codekol Www.elsanelk.com Www.escortnet.comleps Www.ercott.com.tr Www.escortenerjl.com Www.escotffinans.com Www.ercortleasing.com Www.ercorbnultimedlr.com Www.penguen.com.tr Www.pflzer.com.tr Www.photobanktr.com Www.rlchmondhotels.com W.rahln.com.tr Www.softdesign.com.tr/SezenAbla Www.6ubarutr.com Wiww.rekerlearlng.com W.teksure.com.tr \MNw.ulutrans.com.tr Www.xn.com.tr VUvw.escortnet.com.trlyenlturku 0 1999 provides on-line registration to the fair. A site to market the products of a software developer. A site for an investment and loan company. A site of Turkey's third largest cargo company, used to market its services on-line. A company selling small household appliances, providing on-line products information. A site for a human resources company allowing for on-line resume submittal and job searches. A site for Turkey's largest local assembler of PCs, a $ 400,000,OoO concern, allowing for on-line sales as well as an Extranet for its distributors to be able to order and trace products. Importer and exporter of Uninteruptable Power Supplies, The site allows users to calculate UPS capacity based on the number of PCs to be supported. This site allows VisHors to order PCs, submit a uedit application, and then runs a on-line credit report on the customer. This site allows visitors to order PCs, submit a credit application, and then leases a computer to the customer. Created on-line shopping cart capability for a computer accessory distributor. This is a site for Turkey's largest frozen foods producer, allowing for wholesalers to order products on-line. A site for Pfizer in Turkey, the multi-billion / muyltl-national corporation, providing produd information and an on-line newsletter for doctors. An on-line photography exhibit through which photos could also be purchased. On-line reservation system and information posting for the Richmond Hotels. A site providing on-line product Information for a Turkish car parts manufacturer. Site for the on-line sale of national lottery tickets - the first In the country. A site for Subaru In Turkey, designed to promote its car models. A site providing on-line leasing applications, allowing the company to run a credit check and sending an e-mail response. Site used by the manufacturer of Ladies stockings to promote its merchandize. An international trucking company site, providing on-line tracking of its trucks in Europe and Asia using the GPS system. A site for a daily newspaper whlch has the second largest circulation in Turkey. A site for a well-known Turkish music group, including lyrics and audio of its songs. Project Plan 5.39 ThirdWave 11400 W. Olympic Blvd. Suite 850 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 .. _. . . . . - .. . - ..- - Document Management System City of Carlsbad July 6, 1999 Www.yokohama.com.tr A site for Yokohama in Turkey, providing an on-line catalogue and information on this Japanese’s tire products. This site allows customers to choose tire appropriate tire for their needs. Escortnet. Web Services Manager Istanbul Formed and managed a team of web programmers and graphics artists. Increased revenues becoming the highest grossing division of Turkey’s then largest ISP. Pioneered and set the’standards and practices for the Internet and Web industry in Turkey with many “firsts”. Earned designation as the first Microsoff Solution Provider in Turkey. 1996-1 997 Bosphorus University, Registrar’s Office Consultant. Istanbul 1986- 1990 Developed and implemented computerized student registration at Bosphorus University, one of the top engineering universities in Turkey. Trained new personnel hired due to a large- scale staff walk-out at the university. Director. Concrete Laboratory Project, Bosphorus University. Coordinated the establishment of a Concrete Laboratory at Bo azi9i University. Responsible for fund raising and the purchasing and installation of equipment. lstan bui 1992-1 996 Bosphorus University Summer Language School. Resident Coordinator Administered a dormitory with at least 30 foreign students who were attending Turkish language courses. Istanbul 1987-1 992 ESKA n aat. SiteEngineer Managed construction site for multi-story parking garage. 1986-1 987 Istanbul, Control Engineer. ESKA n aat. Istanbul, 1985- 1986 Oversaw the construction of 60 homes on the Adana incirlik US Airforce Base. Sewed as liaison between Turkish construction teams and American base personnel. Mr. Mentesoglu has experience and expertise with the following Internet Technologies: Web Programming: HTML, MS FrontPage 98, Java Script, Visual Basic Script (VBS), Active Server Pages (ASP) programming, Dynamic HTML (DHTML) Web Solutions: Developing complete Internet package including Intranet, Extranet, Internet NetworkSoIutions: NT Networking, Install and maintain NT 4.0 Server, NT 4.0 Workstation, MSSite Server, MS-SQL Server Graphics & Presentation Adobe Photoshop 5.0, Adobe ImageReady, Project Plan ThirdWave 11400 W. Olympic Blvd. Suite650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Q 1999 5.40 Document Management System City of Carlsbad July 6, 1999 Macromedia Flash, PowerPoint 95197, Macromedia Director, Paint Shop Pro Programming Tools Paradox, Lotus, Quattro Pro, Excel 95 1 97, MS Access, MS-SQL Database Programming, Pascal, Qbasics, Active Server Pages (ASP) UNIVERSITY LEVEL INSTRUCTION Department of Industrial Engineering, Istanbul University Istanbul, 1997- 1998 Instructor, Conducted a course entitled "Computer Programming and Systems" for 80 students. MS-Office Software. Microsoft. Istanbul, Instructor, Taught the "Beginners" and "Advanced" levels of MS-Word and MS-Excel. 1987-1 991 Department of Civil Engineering, Bosphorus University. Teaching Assistant, Lectured and designed and graded exams or projects in English for the following courses: Concrete, Steel Constructions, Hydrolics, Statics, Construction Materials, Dynamics of Materials, Structures, Fluid Mechanics, Shell theory, Environmental Engineering Istanbul, 1986-1 996 -Computer Programming Instructor, Bosphorus University. Conducted courses in Lotus, Advanced Lotus, Basic and Advanced Basic programming for professionals outside of the university. Course materials I designed for my classes became the standard course materials for all of the courses in this program. Management & Administration. Istanbul, 1983-1 986 PUBLICATIONS Columnist, PC Magazine TWkiye. Istanbul, 1996 - 1998 Authored a column entitled "Life On-line" for the past 17 issues. Article topics include a variety of topics including: On-line publishing, On-line sales & marketing, Push vs. Pull Technology, browser review, on-line education, Internet telephony, freeware and shareware evualuat ions. Columnist, Office Team. Istanbul, 1998 Wrote articles concerning the Internet for a new monthly publication targeting managers for organizing office technology and materials. MaBazlno Date Issue Column fltl0 OtficeTeam Jan88 1 life On-line "Ah, if I only had Internet OCCBSS...~ PC Magazine Aug-96 33 Life On-line "Story of an HTML page" Turkie Pages 54-57 Project Plan ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 0 1999 5.41 Document Management System City of Carlsbad July 6, 1999 PC Magazine Turkiye PC Magazine Turkiye PC Magazlne Turkiye PC Magazine Turkiye PC Magazine Turkie PCMagazine Turkiye PC Magazine Turkie PC Magazine Turkiye PC Magazine Turkiye PC Magazine Turkie PC Magazine Turkie PC Magazine Turkie PC Magazine Turkie PC Magazine Turkiye PC Magazine Turkiie PC Magazine Turkie PC Magazine Turkiye PC Magazine Turkiye PC Magazine Turkiye OCt-96 Nov-96 Dee96 Jan-97 Feb-97 : Mar-97 Apr-97 May-97 Jun-97 Jut-97 Aug-97 Sep-97 Oct-97 Dee97 Feb-98 Mar-98 Apr-98 Maya Jun-98 35 LifeOrt-line 36 Ute On-llne 37 Llfe On-line 38 UfeOn-line 39 Weon-line 40 LlfeOn-line 41 Llfe On-line 42 Ufe On-line 43 Ltfe On-line 44 UfeOn-line 45 UfaOn-line 46 UfeOn-line 47 UfeOn-line 49 UfeOn-line 51 Lifeon-line 52 Life On-line 53 Ufe On-line 54 Lifeon-line 55 LWeOn-line "No to Higher EducaUon Government - Yes to the Internet" 'You and the Internet" "Shamare - Free Vinegar is meter then honey" "Electronic publihing and Atillas- "Browsers - Yesterday and Today" "uvww.jobs-wanted.com - Education and Employment Opportunities On-line" You and the Internet - Death of the Salesman" "Browser Wan" "Firsts on the Internet" "Internet and MP3 - How to create MP3 files" "Attention: lntemet Junkies" Push Technology - Which b more difficult pushing or puiling7" 'Browser Wars - Channels am the Battlefield" 'What's next? - MSCIA" (1) "Internet Telephonf Wars next? - MSCIA. (2) =Fm Generation Bmrs" Wultimedia On-Line" "Y2K and Internet" 1 26-1 28 1 30-1 32 147-1 48 129-1 32 1 12-1 14 103-105 96-98 89-91 1 21 -1 24 76-78 72-75 96-97 124-1 25 128-1 32 85-95 7783 1 1 1-1 15 87-92 144-148 Professional Memberships and Certifications Microsoft Solution Provider - SoftDesign, 1997 American Society of Civil Engineers, ASCE Istanbul Chamber of Civil Engineers EDUCATION Ph.D. candidate, Civil Engineering Master of Science, Civil Engineering Bosphorus University, Istanbul, Turkey 1987 Bachelor of Science, Civil Engineering Bosphorus University, Istanbul, Turkey 96-present Bosphorus University, Istanbul, Turkey 1985 LANGUAGES:: English, Turkish Project Plan Q 1999 5.42 ThirdWave 11400 W. Olympic Bhrd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 i I Document Management System City of Carlsbad July 6, 1999 ? r- L c c r c c r I c c c r 5.6.2 IKON Resumes CLARENCE (LARRY) LEHMAN, Project Manager Mr. Lehman has over twelve years of management experience, including six years at IKON Business Imaging (formerly known as WESCO). As Quality Manager at both client sites and IKON’s Conversion Operations Center, Mr. Lehman is responsible for the successful completion of all phases of scanning and conversion operations, including project analysis, staffing, set-up, technical design, scheduling,, resource management, and budgeting. Following contract award, the IKON Project Managers are the key points of contact with the client, ensuring that each project is completed on time, within budget, and as smoothly and efficiently as possible. He has managed conversion projects for Wells Fargo Bank, Allied Signal, P G & E, and Caltrans. Prior to becoming a Project Manager at IKON, Mr. Lehman was a software engineer, where he designed and implemented a gray scale editing package to enhance engineering drawings for electronic use. He also designed and developed the graphical user interface used for the Kodak It 9000 paper scanning platform. Mr. Lehman managed one of IKON’s largest paper conversion projects, the conversion of ten million documents for a major financial institution. He has successfully managed projects for both national and international clientele in the aerospace, financial, health care, insurance, petrochemical, transportation, and government industries. Mr. Lehman received a Bachelor of Science degree in Computer Science from California State University, Hayward, and has received numerous awards and championship titles in professional Chess competitions CLAIRE MARYNOWSKI, Director of Operations Claire Marynowski has over twelve years of experience in project operations supervision for the high technology industry. Prior to her tenure at IKON, Ms. Marynowski was Operations Manager for Collier Software, implementing initial operations strategies for a start-up software manufacturer. While at ETAK, Inc., she managed the national production operations of a $30 million project consisting of 110 people. She has proven experience establishing a successful team environment for assignments in a myriad of industries. Ms. Marynowski attended University of La Verne in California Ms. Marynowski is a certified Project Management Professional from the Project Management Institute. Ms. Marynowski attended University of La Verne in California. Ms. Marynowski is a certified Project Management Professional from the Project Managemet. 5.6 Project Schedule The following pages contain the project schedule reflecting Phases 1 and 2. Figure 5.3: Project Schedule ProJect Plan ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Q q999 5.43 ... .... . .. .. . - I 'F !a -.. ....................................................................................................... 8 I - - 1 a I t - ............................................................................................... - ............................................................................................................ 1 .................................... -s-rZ.'IcIa- - d I - a - . . . . . , . . . I I4 ............................................................ .......................................... Document Managemcmt System c City of Carisbad July 6, 1999 Project Management Implementation, custamiration and adaptation of software Travel Expenses c L $55,805 $40,889 $1 52,980 $109,710 $7,520 $5,ass Section 6 Expeded number of trips to the City of Carlsbad 38 27 - from Los Angeles r 8.1 Pricing Introduction r c i r 1 r L r r Pricing The pricing shown in this section teflects a firm fixed price proposal for Phases 1 &2. It includes all costs to the Ci of Carlsbad for hardware, software, installation, training and project management as listed below. 6.2 lmpkmerrtrtlon The pricing shown below reflects all the costs associated with project management, implementation, customization and adaptation of software. These umts indude all labor, travel, lodging, per diem, car rental, etc., required to complete the system. Included in these cost are items such as setting up the database, security, workflow rules, etc. Additionally, the cost to develop the cashiering software is included. 6.3 SommmPPrlcing 6.3.1 S~SOftw8m The pricing shown below reflects all the costs associated with commercial software such as the document management software. Included in the document management application software is the worldlow software. These itemized costs were requested on page 33 of the Cis RFP. Priolw 0 1999 6. I ThlrdWave 11400 W. OtympicBlvd. Suite650 LosAngeles CA 90064 310.914.1480 Fax 310914.1490 Document Management System City of Carlsbad July 6, 1999 Document Management Application Software system server licensing Document Management Application Software concurrent client license workstation (two IO-user packs phase 1 four 10-user pack phase 2) Workflow software comes with the document management application software at no charge phase 1, four 1 O-user packs phase 2) Facsys (fax software server & two 10-user packs $48,160 $26,880 $2,912 $5,824 included Included $2,453 $2,442 SQLServer Database software comes with the document management server shown in the hardware section of the City’s Price sheet NT Server software comes with the document management server shown in the hardware section of the City’s Price sheet Included Included (4,055 if bought separately) separately) Included Included ($3,432 if bought Communications software comes with the document management server shown in the hardware section of the City’s Price sheet Formal FileNET Training on-site (training costs for the DMS as configured and customized for the City are included in implementation pricing in paragraph 6.3.2). Included 7 $18,401 $4,625 a I Cashier software I -I $12,530 I 6.4 Training Pricing ThirdWave 11400 W. Olympic Bhrd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Q 1999 6.2 Document Management System City of Carlsbad ' July6, 1999 6.5 Documentation Documentation for the FileNET software is included in the application software pricing above. Costs shown for this line item are for the documentation of the DMS as configured and customized for the City. $8,960 c r ,- I r r r c r c i ~~ ~ 6.6 Maintenance 6.7 Technical Support Technical support is provided under ThirdWavelFileNET's Silver maintenance which is priced in the previous paragraph. 6.7.1 Right To New Versions Right To New Versions is included in the price of your Silver technical support program, ensuring that you receive all minor and major FileNET software releases. 6.7.2 Telephone Support When you call for support, we will make every effort to immediately connect you with a technical support engineer. This method of support has been considered the most effective model by the SSPA (Software Support Professionals Association). 6.7.3 Targeted Response Times 0 2 Hours - System Down, No Workaround (Customer production is not operational: more than 90% of users are affected and solution is not available). 0 8 Hours - Intermittent Problem (Minor or intermittent problem is not significantly affecting production). Within 24 Hours - Incident Creation via the Web 6.7.4 Hours of Coverage Technical support is available via telephone Monday through Friday, 8:OO a.m. to 6 p.m., customer local time. Actual days and hours of coverage may vary by region. After Hours and Pricing (D 1999 6.3 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 r r Document Management System City of Carlsbad July 6, 1999 Weekend / Holiday technical assistance can be purchased for an annual fee. Uplifts are calculated as a percentage increase to the annual base maintenance prior to any discounts. 6.7.5 On-site Support On-site technical support is available on a time and materials basis at $250 per hour plus travel expenses at cost. 6.8 Other Costs 1 Performance Bond I $20,000 I I r r r r r r r b 1 r 6.9 City Pricing Tables City price sheets for phases 1 and 2 are shown in the following figures. The following pages contain more detailed backup information for the City’s review. Pricing 0 1999 6.4 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los AngeIes CA 90064 310.914.1480 Fax 310 914.1490 Document Management System City of Carlsbad July 6, 1999 Figure 6.1 Phase 1 Pdce Sheet Phase 1 Hardware Single sided scanner - Sheet feed Large Document Scanner Internet FileNET IDM Web Server Database Server (includes RAID) software Application Sofiwere (includes all sewer and clienl) Facsys (fax soflwara two 10 user pack) Adobe Capture OCR softwan (49 pages) sewlces Development and Projed Management Travel Expense (mileage @ 32) Formal FileNET Training Other Costs Performance Bond System Cost Summary Software Hardware Maintenan- Other Costs Total Conversion - prlce per Imago ' Clerk (A size, 1.7mm images minimum) Scanning OCR Indexing to match Clerk index Indexing additional per keystroke Scanning lndaxlng to match Clerk index Indexing additional per keystroke Drawings Conversion Media Shipping $76,463 $58,582 $9.634 $234,706 5397.387 Ciient-supplied shipper account Pricing CD 1999 6.5 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System City of Carisbad July 6, 1999 Figure 6.2 Phase 2 Price Sheet Phase 2 Hardware Single sided scanner - Sheet feed softwars Application Software (includes all server and client) Facsys (fax software four 10 user pad) Adobe Captute.OCR software (45k pages) Sewlees Development and Projed Management Travel Expense (mileage @ -32) Formal FileNET Trainlng Other Costs System Cost Summary Sortware Hardware Services Maintenance Other Costs Total $24,618 $38.203 %790 $6.326 $166,995 236,142 6.10 Compensation Schedule The following figure provides a compensation schedule, showing the total maximum cost based on the tasks identified in our work plan. The following sewes as a payment schedule with specific deliverables and milestones Figure 6.3: Compensation Schedule Phase 1 - Pilot Projects: City Clerk's office & Community Development I Public Works. Task 1 .O Project Initiation Tl.1 Kick-off Meeting Task 2.0 Analysis & Requirements Definition T2.1 Network Analysis Working Session T2.2 Site Preparation Working Session T2.3 Workflow Process and Indexing Review Sessions T2.4 User Requirements Documentation 6,800. 5,220. 2,560. 6,160 7,040 Pricing Q 1999 6.6 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System City of Carlsbad July6, 1999 Task 3.0 T 3.1 T 3.2 T 3.3 T 3.4 T 3.5 T 3.6 Task 4.0 T 4.1 T 4.2 T 4.3 T 4.4 Task 5.0 T 5.1 T 5.2 T 5.3 Task 6.0 T 6.1 Task 7.0 T 7.1 T 7.2 Task 8.0 T 8.2 T 8.3 T 8.1 T 8.3.1 T 8.3.1.1 T 8.3.2 D 8.3.2.2 D 8.3.2.3 T 8.3.1.2 D 8.3.2.1 D 8.3.2.4 D 8.3.2.5 Task 9.0 T 9.1 T 9.1.1 T 9.1.2 T 9.1.3 T 9.2 Design Database Design 6,300 Document Management System (DMS) Architecture Design 3,250 Imaging Architecture Design 9,060 Site Preparation Plan 3,595 Conceptual Design Review with Users and Management 3,940 Final Conceptual Design Modifications 2,475 System Staging and Configuration 9,060 Imaging Integration 9,850 Configure City Hardware 7,390 Alpha Testing and Bug Fixes 3,250 Install and customize the DMS library at ThirdWave Implementation Install the DMS system at the City Beta Testing Final Bug Fixes Comprehensive Testing Comprehensive On-site Testing Documentation Systems Administration Guide Users Guide Training Develop Detailed Training Plan Develop Training Materials Provide Training Systems Administration Training FileNET System Training Custom Tailored Systems Training End User Training FileNET General System Overview FileNET Working with Text Documents FileNET Working with Drawings Custom Training - Importing / Scanning Maps Custom Tailored Electronic Workflow Training 13,443 8,612 5,910 16,250 4,480 4,480 1,625 3,250 13,776 3,740 1,542 1,542 1,542 3,150 3,150 Conversion Conversion of Community DevelopmenUPublic Works, City Clerk's files, City Clerk's Index, Engineering Accesgdatabase, Water District Access database ThirdWave will evaluate and determine the feasibility of converting the City Clerk's index Convert Selected Sets of Files in the City Clerk's Department Per Unit Batch Basis Convert Selected Sets of Drawkgs from the Community Per Unit Batch Basis DevelopmentlPublic Works Conversion Coordination, QA and Bulk Loading System Hourly Batch Basis 345 Pricing 6.7 Q 1999 Thirdwave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System City of Carlsbad July 6, 1999 max total 25,600 Task 10.0 T 10.1 T 10.2 Task 11 .O T 11.1.1 T 11.1.2 T 11.1'.3 T 11.1.4 T 11.2 Project Management Project Task Management and Coordination with City's Hourly Progress Project Manager rnax total 7,200 Basis Project Progress Status Repotts Hourly Progress rnax total 21,600 Basis Document Management Systems (Hardware 8t Software) NT Sewer for FileNFT Panagon IDM Document Services 45,274 NT Server for FileNET Panagon IDM Web Services 7,298. Small Document Scanners 12,309 Large Document Scanner .11,583 DMS Software 56,582 Travel Expenses Phase 2 - Expand System to about 40 users At cost Progress max total 7,520 Basis Task 1.0 Tl.1 Task 2.0 T2.1 T2.2 T2.3 T2.4 Task 3.0 T 3.1 T 3.2 T 3.3 T 3.4 T 3.5 T 3.6 Task 4.0 T 4.1 T 4.2 T 4.3 T 4.4 T 4.5 Task 5.0 T 5.1 T 5.2 T 5.3 Task 6.0 T 6.1 Phase 2 Project Initiation Kickoff Meeting Analysis 8 Requirements DefinMon Site Preparation Working Session Working Sessions - Electronic Document Management Working Sessions - Workflow User Requirements Documentation Design Database Design DMS Architecture Design Imaging Architecture and Design WoMow Architecture Design Conceptual Design Review with Users and Management Final Conceptual Design Modifications System StaginglConfiguration Install and customize the DMS library at ThirdWave Imaging Integration Create Simple Workflow Create "Shopping Cart" for cashiering Alpha Testing and Bug Fbtes Implementation Install the DMS system at the City Beta Testing Final Bug Fixes Comprehensive Testing Comprehensive On-site Testing 5,760 2,560 10,640 2,560 2,240 2,215 1,625 3,250 1,230 3,940 2,475 3,250 1,625 3,740 12,530 1,625 12,669 10,275 6,780 14,870 Pricing Q 1999 6.8 ThirdWave 11400 W. Olympic Blvd. Suite 650 LOS Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System City of Carlsbad July6, 1999 Task 7.0 T 7.1 T 7.2 Task 8.0 T 8.1 T 8.2 T 8.3 T 8.3.1 T 8.3.1.1 T 8.3.2 D 8.3.2.1 D 8.3.2.2 D 8.3.2.3 D 8.3.2.4 D 8.3.2.5 Task 9.0 T 9.1 T 9.2 Task 10.0 T 10.1 T 10.1.1 T 10.2 Task 11.0 T11.1 Documentation Systems Administration Guide Users Guide Training Develop Detailed Training Plan Develop Training Materials Provide Training Systems Administration Training Custom Tailored Systems Training End User Training FileNET General System Overview FileNET Working with Text Documents FileNET Working with Drawings Custom Training - Importing I Scanning Maps Custom Tailored Electronic Workflow Training 860 4,480 1,625 2,905 1,180 1,542 1,542 1,542 3,150 3,150 Project Management Project Task Management and Coordination with City’s Hourly Project Manager max total 5,400 Project Progress Status Reports Hourly max total 16,200 DMS (Hardware and Software) Hardware Small Document Scanners 24,617 Soflware 38,203 support On-going Technical Support for 1 year Travel Expenses 5,790 At cost max total 5,885 Progress Basis Progress Basis Progress Basis Pricing (8 1999 6.9 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310.914.1480 Fax 310 914.1490 Document Management System City of Carlsbad July 6, 1999 r r i 1 Section 7 r I Terms and Conditions c i 7.1 Acceptance of City Term and Conditlonr r r I c r r r r r r f 6 P Thirdwave finds all ofthe terms and conditions outlined in the Cis RFP to be acceptable. 7.2 Progmssplynnnt Thirdwave shall submit progress invoices on a monthly basis as tasks and subtasks are completed. Subsequently, we would anticipate receiving progress upon the review and acceptance of the City. Terms and Condrtkn8 Thirdwave 11400 W. OlynpicEUvd. Sllite650 LosAngeles CA 90084 310.914.1480 Fax 310914.1490 Q 1999 7.1 Document Manrgemont System City of Carlsbad I July 6, 1999 i I- ?- i Section 8 r r- r i r I r r r r- Appendix 8.1 Appendlx This section contains the following lire: e e 0 0 0 0 0 e e 0 e 0 0 0 e 0 0 e Ci Forms ThirdWaveCorpmteBrochure Thirdwave Client List ThirdWave Professlona * IQualifbtiom ThirdWave EDM I Worldlow Flier Government West, MayIJune 1998, Les Vegas Goes Vial Ci of Las Vegas Brochure, Rfghtsizhg Ibr Success FileNET Fanagon FileNET Panagon IDM Oocoment Sewices FileNET Panagon Capture IKON Company Background IKON Insight Vdume 2 issue 1-1999 IKON Insight Vokmre 1 Issue 2-1998 IKON Performance Beyond GqmcWtm - Blochum Additional IKON Literahrre ECI Consulting Engineers: Spatial EnWprbe Fundionality ECI Consulting Engineers: Spatial EntqMse AWi Paper FileNET Panagon IDM Desktop APP-dk Q 19QQ 8. I Thir#ave 11400 W. OlympicBhrd. Suite650 Loshgoka CA 90061 310.914.1480 Fax 310914.1490 CITY OF CARLSBAD Purchasing Department 1200 Catisbad Wlhge Drive CaASbU CA 92008 RE PRES E NTATION AND CERTl FlCATlON TIONS; Mark al applicable btanks. fhis offeror represents as part of this offer that the ormership, operation and control of the business, in accordance with the speck definitions listed'below Is: Caucasian Bkk Hkspanic X Asia*Pacffic NativeAmerican Asian-lndian Caucasian Bkk Hkspanic X Asia*Pacffic NativeAmerican Asian-lndian TIONS; WORITY BUSINFSS FNTFRPRISE: 'Mnuity EWness* is med as a business, at 1-51 percent ofwhi is owned, operated and contrdled by minority group members, 01 in the case of publidy omed businesses, at least 51 percent of which is owned, operated and controlled by minoritygroup members. The Small Business Adminlstratkn defines the socially and Hispanic American, Native Americans (Le. American Indian, Eskimos, Aleuts and Native Hawaibns), and Asian-Pacific Americans (Le., U.S. Citizens whme odgins are frwn Japan, China, the Ftiitippines, Vietnam, Korea, Samoa, Guam, the U.S. Trust Territorh of the Pacific, Northern Marianas, Laos, Cambodia and Taiwan). economically disadvantaged (mhorities) a6 BIXk American, FICATION OF BUSINESSESENTATIONlSL; Mark all appkabb blanks. This offeror represents as a part of this offer that: Systems Integration/Docment Management .. ON CONTRAcToq CLASSIFICATlON(S): UCENSE NUMBER: TAXPAYERS I.D. NO. CEWTIFICATION: The Information furnished is cerwied to be fadud and correct as ofthe date subrn#ed. COMPANY NAME ADDRESS CIlY, STATE AND ZIP Sergio Hernandez Thirdwave Corporation 11400 W. Olympic Blvd, Suite 650 ms Angeles, CA 90064 / 310 914 1480 06/14/99 TELEPHONE NUMBER DATE 1 I i L r r r 1 - City of Carlsbad June 1,1999 ADDENDUM NO. 1 RE: PROPOSAL NO. 8 - DOCUMENT MANAGEMENT SYSTEM Please include this addendum in the Request for Proposal you have for the above project: The vendors conference scheduled June 17, 1999 at 11:OO AM has been moved to 1:OO PM on the same day. This addenduw-receipt acknowledged-must be attached to your proposal when it is submitted. Buyer r i c r r r 1 ACKNOWLEDGE RECEIPT OF ADDENDUM NO. 1 Signature 1200 Carlsbad Village Drive - Carlsbad, CA 92008-1 989 (760) 434-2803 FAX (760) 434-1 987 @ c r r r r c r c i i r i i - C,itv of Carlsbad June 25,1999 ADDENDUM NO. 2 RE: PROPOSAL NO. 8 - DOCUMENT MANAGEMENT SYSTEM Please include this addendum in the Request for Bid you have for the above project: This addendum responds to several questions and concerns relayed by vendors. The questions and our responses are included on the following pages. This addendum page-receipt acknowledged-must be attached to your Proposal when it is submitted. KEVIN DAVIS Buyer Attachment I ACKNOWLEDGE RECEIPT OF ADDENDUM NO. 2 r Signature - 1200 Carlsbad Village Drive Carlsbad, CA 92008-1989 (760) 434-2803 FAX (760) 434-1987 @ r I -t -1 r r r r r r r r r F L r I L r r r 7 b - City of Carlsbad July 2, 1999 ADDENDUM NO. 3 '\ RE: PROPOSAL NO. 8, DOCUMENT MANAGEMENT SYSTEM Please include this addendum in the Request for Proposal you have for the above project. This addendum page - receipt acknowledged - must be attached to your Proposal when it is submitted. RUTH FLETCHER Purchasing Officer RF:jlk Attachment I ACKNOWLEDGE RECEIPT OF ADDENDUM NO. 3 Signature 1200 Carlsbad Village Drive Carlsbad. CA 92008-1 989 (760) 434-2803 FAX (760) 434-1 987 @ a I I I I I 1 I I I I I ,I I I c \ c c - c P i L I - Information Systems Intelligently Applied Chevron USA. Inc. ON0 Gas Di . , Brazili, Brazil FVestoneFVoductsCarporetion Prcam6 Unliiited SaudiAremco, Dhm, SaudiArpbb TlmGmCompenydSoutl#mCalibmii Hawdim ElectricCompany, HI Informatlon Systems Intelligently Applled ?rz\ STARCHANNEL Athens, Grwm starcom, Chicago- IL SONY ImageSdt SONY Pictures, Culver Studi SONYPUbbW Twmq Inc. TmStorPchusr Tamh Aura Productions Tu- Bmedcrting Syrtuns, Inc. Un'hmrsal Reprogrsphics vi- v-os=P- VnNME ZyhX Inc. e 7 i I c INFORMATION SYSTEMS INTELLIGENTLY APPLIED Profess io na I Qualifications ThirdWave Corporation 11 400 W. Olympic Boulevard, Suite 650 LosAngeles CA 90064 310 9141480 FAX 310 9141490 r ! L c r i ThirdWave Corporate Qualiflcrtkns 6.16.98 Part I: Company Background r c r r ThirdWave is a Systems Integration and Consulting firm providing technical experlise in the design, development, implementation and management of inf@on systems solutions. Our clients indude government and corporate users of infom\ation technology in a variety of industries. Established in 1986, we are a California Corporaton with wr principal Mce in Los Angeles. Our cunpany philosophy is based on a simple premiw we am mom conwmed with the effdve utilization of technology than technology itself. Recognizing the following, w8 provide a new caliber of mice to users of Information Systems: That IT is best leveraged when used for making decisions, not just recording them. The opportunity of addressing challenges in the woTkp(ace with rapidly evoMng and pmerful information technology; e.g., web enabled applications, electronic commerce, Netwwking(Communications infrastructures, Electronic Dowment Management I Automated Waldlaw solutions, and enterprisewide Commercial Applications, to name a few. IT yields maximum results when streamlining a fundiond process - not just increasing the productivity OT the individual. That IT should integrate ww1< flaw pmesses with empowred knmledge U1011(8rs, with infomation being transferable, leveragableandtmated asa long tennasset. Drawing on experience and proven techniques, we employ an exdting paradigm for introdudng information systems technologies into the profe%ional environment. Our mission is: "To address a need with experience andexpem, opffmize che dktive use of computer iools, and wo& with en&users to insum msults andsuccess." ThirdWave assembles the appropriate . technical TBSWTCBS for each of our custom8m - defined by their unique set of contextual and performance parmeters. Recognldng the many facets that mgr comprise a successful Informath Systems solution, we bring the right resources and tools to bear. ThirdWave understands the challenges of implementing new technologies. Assuming the role d plrrgram MamgmBystems ~~~, this paradigm allows for successful automation programs and results by design. 1 ThirdWave 11400 W. Olvmpic Blvd. Suite650 Loshades CA 90064 310 914 1480 FAX 310914 1490 ThirdWave Corporate Qualifications 6.16.W I c I c c I r I #- r P I r r r r r A Compmhenshre Solution Set End Usem Thirdwave Copmbon ' is certified as a Minority Business Enterprise (MBE) with Los Angeles, Los Angel- County Metropolitan Transportation Authority, CALTRANS, and the Federal Government as an 8(a) firm. 2 Thirdwaife 11400 w. cnjmldc Bhrd . Suite650 Los Anadag CA 90064 310914 1480 FAX 310914 1490 i -P Corporate QUcllifit~tiOn8 6.16.99 ThirdWave Part 2: r I !- c c c c c c i c c r Products and Services Thirdwave prwides systems integration md pmfessional consulting services developed to assist organizations optimize the selection, implementa6ion. integration, and management of lnfonnation Systems. Our custom tailored solutions focus on expediting the IntFoductIon and use of technology. Providing a rare mix d technical capabilities, vue Mer the necessary expertise to provide an in-depth technical understanding of projed complexities, datalwer interrelatiinships, and corresponding project costs. ThirdWave is driven by the specific needs of our customen, by responding to each dient's unique requirements Full Service Inibmwion Tedrnology Services . Proressionalcorwultingsenrices - Information Technology strategic Plans - RFP Welopmentand Proc~Mnt- - Requimments Assessmerrt and COgvBenefit (Ram on lmresbnent) Analysis - Systems fmplementaton Planning and Implementaton Project Management - Develop Standards Methods and Procedures - End User and Systems SWf Training Programs . SoftwareDevelopment-E~terpliseionDevelopment . syatemslntegrationservices 0 0 Webenabled lntemetllntranet Dewekpnent Services 0 0 ElectronicDocumentManagementIAut~WorldlawSe1vk8~ 0 0 ThirdWave is positioned to provide complete informaban - systems solutions by Mng expert technical personnel, hardware, soffware and/or peripherals. Over the last 12 years, our customers have benefited from our one step shipping delivery of Information Technology Solutions, Including: e e ExpedtionsProMemResdution e NofingerpointingbelwenITVendon, e e By retaining contract Administration convenience, prdessional consulting services, computer LAWAN Communications Design 8 Implementation Setvices GIS Development & Integration Setvices Graphic Design & Multimeda Services Hardware, Software and Peripherals System Sales and Support One point d Totsl Responsibility for Screen Cost effective solutions trying Vdm Pnang Agretwnents technologies and systems integration expertise from one qualified source 3 'phirdwave 11400 W. Wpic Blvd. Sui650 LOsAnaelegCA QOOW 3 10 914 1480 FAX 310 914 1490 Third Wave Corporate Qualifications 6.16.W Part 3 I r r r r r- Customer References Over the last 12 years, ThirdWave has canid out hundreds of lnfcnmatlon Technology projects of varying scale and complexity. Our customers have repregented bath small and large customers. The capabilities d any company can best be oommunicsted in the words ofthe customers, not by the company marketing it's own services. The following pages contain a sampling of customer tes2imcmids. It is important to nate that the fdlowing letters reference the complete spectrum of ThirdWave's products and services, underscoring a repubtion for delivering extmofdhry resub, in assisting our clients achieve success with their critical Information Technology projects. 4 Riirdwave i1m w . olyrnoic Blvd. Suine650 LaQAnneleScA900843 10 914 1480 FAX 310 914 1490 . r r r c i c r i r f- 1 r c 410@W-7198 September 24,1997 To Whom It May Concern: STEVENP. nowcxws DEPUTYC'MMC(GER In 1995, the City of Las Vegas undertook a critical self examination of its information technology environment and architecture. This process, entitled "Inner Look" involved City employees at all levels in evaluating our management of technology. As part of this process, the City realized industry expertise was requisite to moving forward. Accordingly, in May of 1995, the City of Las Vegas hired ThirdWave Corporation to develop a Strategic Information Systems Plan. The choice of ThirdWave was competitive, with several factors influencing our final decision. The City was looking for a partner in this relationship. We didn't necessarily want to emulate what other cities were doing; we wanted to do it better. We realized that we were at a critical juncture, with aging legacy hardware and very basic sohare. We wanted our move forward to be visionary; to create an environment which was consistent with the personality of our community. ThirdWave Corporation was ideal to our situation. We reached agreement wherein they would develop the Strategic Plan for the City and, in fact, that our contract would terminate at that time. We felt that we were obtaining a level of creativity that was unique to our City. And, most importantly, we agreed that whatever we decided should be related to a compelling business purpose. At the end of this engagement, we contracted with ThirdWave to continue with the City as our "integrator"; a relationship that is nearing fmality. We made that selection based on our satisfaction with their efforts in developing the Strategic Plan, and we have been quite satisfied with the effort to date. We anticipated a high level of concentration from ThirdWave Corporation to the City's needs and we haven't been disappointed. As partners, we have developed the architecture for a City-wide integrated system that will serve this City for many years to come. If you have questions, please contact me at (702) 229-6501, Sincerely, &G%?!!J?!!.Z Steven P. Houchens 400 E. STEWART AVENUE LAS VEGAS. NEVADA 89101-2986 (702) 229-6501 (VOICE) (702) 388-1807 (FAX) (702) 386-9108 ("DD) MAYOR JAN LAVERTY JONES COUNCILMEN ARNZEADAMSEN MICHAEL J. MCDONALD GARY REESE LARRY BROWN CITY MANAGER LARRY K. BARTON September 2,1997 To whom it may concern; The City of Las Vega is notably one of the most rapidly growing municipalities in the United States. City management realized early on that comprehensive strategic planning and extensive internal analysis would be necessary to support this growth. A hndeental consideration was of course, the effective use of technology both internally and in services delivered to our citizens. The “Virtual Las Vega’’ project was the result of this inner look. Numerous consulting service providers were researched, but few were able to create and help realize a “model city” vision. Third Wave was the exception. Once engaged in the process we quickly understood that their experienced representatives were able to team with City staff and deliver several rapid “wins”. Their ability to manage project process and resource is exceptional. They consistenlydemonstrate creativity innovation and flexibility driving continually toward the City’s strategic objectives. We have found these folks to be true professionals, with state of the art industry knowledge coupled with’the unique ability to approach the business process in a practical fashion. Third Wave has been a significant contributor to the City of Las Vega strategic success and without reservation I would recommend their services for the most comprehensive of strategic technology initiatives. They share the City’s Virtual Las Vega vision and have formed a partnership to ensure it’s success; moving departments “kick‘n and scratch’n” into the 21“ century. W%& Jo phMar la - Dhctor Information Technologies CLV me 381 04158197 400 E. STEWART AVENUE LAS VEGAS, NEVADA 89101-2986 (702) 229-601 1 (VOICE) (702) 386-9108 (TDD) c r I r Whom it May Concern c/o Third Wave Corporation 11400 West Olympic Blvd. Suite 650 r 1 Los Angeles, CA 90064 r r Subject: Letter of Recommendation L r t To Whom It May Concern: r I am writing this letter in reference to the work done for HDR by Third Wave Corporation, and specifically by Roy Hernandez. HDR is the prime contractor to the City of Las Vegas for the design of $80,000,000 in improvements to the City Water Pollution Control Facility(WPCF). Third Wave was retained by HDR to provide assistance with computer systems integration. Their first project for HDR was to develop an Information Technology Strategic Plan for the WPCF. This work involved an assessment of existing conditions, interviews and workshops with staff and the development of a plan to address future information technology needs. Third Wave carried out this work in a competent and professional manner. The work was finished on time and within budget. The City is pleased to have a plan in place that will allow them to continue their modernization efforts at the WPCF. Third Wave has been retained to continue this work and to provide actual system integration tasks as recommended in the strategic plan. The individuals we have worked with at Third Wave are knowledgeable and experienced in computer development. Third Wave worked well with the other consultants and team members and helped bring cohesion to the team. Roy Hernandez is a skilled mediator and problem solver. I would confidently recommend Third Wave, and Roy Hernandez, to any municipality that is considering the development of an Information Technology Strategic Plan. c T- I c f- L hardware, software, systems, networks, communication, systems integration, and applications r- I b 7 I Sincerely, r i David Pivetti Senior Vice President Project Manager r r r HDR Engineering, Inc. . r Employeeswnsd L Suite D1 5280 S. Eastern Ave. Las Vegas. Nevada 89110-?306 Teephone 702 2584895 FeX 702 795-0586 MAYOR JAN LAVERTY JONES . COUXClldhlM ARiiIE ADAMSEN MATTHEW Q. CAIJ.1STER MICHAEL J. MCDONALD GARY REESE CITY bIANAGER LARRY K. XIAKTOS i 3mOQlSb/Otl August 23,1995 Mr. Roy Hernandez President, ThirdWave, Inc. 1 1400 West Olympic Boulcvard, 4th Floor Los Angeles, CA 90064 Dear Mr. Hernandez: With ThirdWave having completed three quarters of its contract with the City, I’d like to offer some feedback. As the co-chair of the information systems teani, I have worked closely with you and your representative, Robert Aguilar, and have only praises to pass on. Not only have you proven yourselves technical experts again and again, but as importantly you have consistently provided the highest level of customer service- attentiveness, responsiveness, flexibility, concern.;.I could go on. . I would like to comnend Robert on his efforts which have gone above and beyond the stipulations of the agreement, benefiting the City and its staff in numerousways including financially and educationally. It was a stroke of very good luck when the City of Las Vegas found your company. I won’t hesitate to pass on the highest of recommendations for ThirdWave, Roy Hernandez, and Robert Aguilar. Sincerely, Michaela D. Mezo Senior Management Analyst - 400 E. STEWARTAVENUE LAS VEGAS, NEVADA 89101-2986 (702) 229-601 1 (VOICE) (702) 386-9108 (TDD) P.O. BOX 1200, COSTA MESA, CALIFORNIA 9262&1200 COMMUNICATIONS DEPARTMENT r r t c c r I r ! ! r May 5,1997 ClaudiaRodriguez, Sr. Systems Analyst Third Wave Corporation 11400 West Olympic Blvd, Ste 650 Los Angeles, CA 90064 Dear Claudia; I have reviewed the deliverables provided to the City. We are pleased both with the documentation provided and the excellent services provided by you in this project. I have included copies of the sign off .pages from the deliverables. The deliverables established in initial meetings .with Roy and you have been completed. We again thank you for your dedication and involvement in making the necessary tasks take place to configme our databases and train our staff in Oracle Enterprise Manager. Sincerely, W Project Manager 79 FAIR DRIVE, COSTA MESA, CALIFORNIA 92626 (714) 7565385 FAX (714) 754-4911 TDD (714) 754-5244 , '. BOARD OF PUBLIC WORKS MEMBERS FELlClA MARCUS PRESIDENT DENNIS N. NlSHlKAWA VICE-PRESIDENT PERCY DURAN. 111 M. E. "RED" MARTINEZ JOHN MURRAY. JR - r t r CITY OF Los ANGELES C A LlFORN I A TOM BRADLEY MAYOR JAMES A. GIBSON SECRETARY Mr. Wilfred Marshal, Director r Office of the Mayor Office of Small Business Assistance City of hs Angeies r 200 N. Spring St., Room 1400 i Los Angeles, CA 90012 r I September 1, 1992 r Subject: Letter of Recommendation for ThirdWave Corporation c r r - 1 r Dear Mr. Marshal: DEPARTMENT OF PUBLIC WORKS BUREAU OF ENGINEERING ROBERT S HORll ROOM 000, CITY HAU LOS ANGUES, CA -12 CITY ENGINEER This is to provide the highest recommendation for ThirdWave Corporation's professional and technical capabilities. I have worked with ThirdWave personnel for over three years. I have observed their work in providing comprehensive systems integration expertise; products and services, in the use and management of the System Network, Optigraphics, Auto-trol, and AutoCAD CADD systems. The quality of the tasks performed and products delivered has been exemplary. On many occasions the assignment involved tasks that were not included in the scope of the work, yet a reliable end product was delivered. The company has a sound and knowledgeable technical base and has used this ability to see jobs through to completion. Briefly stated, the personnel of ThirdWave Corporation has shown commendable technical capabilities, as well as demonstrated excellent personal skills. I can state without hesitation that their performance has been extraordinary. It is with this direct working experience that I offer the highest professional recommendation for ThirdWave Corporation. Please do not hesitate to call me at (310) S24-8008 if you would like to discuss, their technical or professional qualifications in more detail. Systems Manager Hyperion Construction Division, Bureau of Engineering Dept. of Public Works ADDRESS ALL COMMUNICATIONS TO THE CrrY tNOlNEER AN EQUAL EMPLOYMENT OPPORTUN?Y - AFFIRMATIVE ACTION EMPLOYER md~crmm- @ r r r I r I r r r r r r r I- F- r r r 27August1992 . Mr. Wihd Marshal Director Office of the Mayor Office of Small Business Assistance City of hs Angeles Dear Mr. Marshal: I am writing to support the nomination of ThirdWave Corporation far the Mayor's Contractor of the Year Award, ThirdWave has served as a subcontractor to Decision Focus Incorporated in support of our services to the Department of Water and Power. In that capacity, ThirdWave supplied computer programming and software testing services. The model that ThirdWave helped us implement is now being used regularly by DWP to analyze power purchases and proposed cogeneration projects. I have been extremely impressed by "hidWave's professionalism and the quality and timeliness of their services. They delivered a high quality product on time and under budget. Their successfirl completion of a difficult software development project allowed us to reduce the cost of delivering an important capability to DWP. Decision Focus has already made plans to utilize ThirdWave's services to support our future consulting engagements with DWP. I would enthusiastically recommend ThirdWave to any potential clients or prime contractors. They are an outstanding company. Sincerely, !&-4i?z Michael S. Johnson Vice President CMrr Offices: LLIS Airo3. California Washington. D.C. i August 25, 1992 r f- L c r r 1 r i i r r r i r L i Mr. Wilfred Marshal Director Off ice -of the Mayor Office of Small Business City of Los Angeles I Dear Mr. Marshal: ThirdWave has been assisting CRSS Constructors, Inc. in providing services to the Hyperion Construction Division of the Bureau of Engineering. The annual value of the Services provided by ThirdWave on this Contract is $400,000 and consists primarily of management information services and computer network operation and maintenance. , The services provided are of the highest professional quality and have been rendered in both a professional and congenial manner by the three ThirdWave personnel working at our site. Our association with ThirdWave has been one of mutual cooperation. Mr. Roy Hernandez has been unfailing in accommodating both the requirements of the City of Los Angeles and of CRSS. It is a pleasure to work with a fine organization such as ThirdWave. Sincerely, Project Manager CRSS Constructors, Inc. c/o City of Los Angeles - HCD Suite 300 100 North Sepulveda Boulevard El Segundo. California 80245 213 524-8155 Fax 213 840-1434 A Subsidiary of CRSS Inc. People achieving unequaled solutions ... r I WILFRED 1. MARSHALL DlRLClOR r- r r August 14,1992 r r c i P- b r f- L r i r r I 1 OFFICE OF THE MAYOR OFFICE OF SMALL BUSINESS ASSISTANCL CITY HALL - RbOM 1400 LO. ANOLLLS OOOYZ 485-6 1 4 2 . -... TOM BRADLEY MAYOR Mr. Roy Hernandez, President Thirdwave 11400 W. Olympic Boulevard, 2nd Floor Los Angeles, California 90064 Dear Mr. Hernandez: We are pleased to inform you that the Department of Public Works has nominated your company for consideration as one of the Contractors of the Year that will be recognized by the City of Los Angeles at the Mayor's Sih Annual Awards Breakfast and Reception. This annual event is scheduled for Friday, October 9, 1992 at the Hyatt Regency Hotel, 711 So. Hope St., Los Angeles, California 90017. In order to fully evaluate you and your company, we are requesting you to complete the attached profile and return it to us no later than the close of business on September 4, 1992. Please feel free to contact me if you have additional concerns. A. RENE'EVERAGEJONES Management Assistant for: WILFRED L. MARSHALL Director /arej Encl. (as stated) AN EQUAL EMPLOYMENT OPPORTUNITY-AFFIRMATIVE ACTION EMPLOYER ThirdWave Corporate QualHications 6.16.99 Part 4 Project Profiles P P c , c c Consulting Software Development Systems Integration Networking / Communications ( LANWAN) Internet / lntranet Development Electronic Document Management / Workflow Geographic Information Systems & AM / FM Graphic Design Services Computer Aided Design Systems 5 Thirdwave 11400 w. OlMn Pic M. sui9650 LwAnaelescA 90064 310 914 1480 FAX 310 914 1490 Third Wave Corporate Qualiflcatlons 6.16.99 Professional Consulting Services 1. e 0 2. 0 0 e 3. 4. 5. 6. e 0 7. 0 e 0 8. 9. e e Clty of Corona: Information Systems Master Plan, Corona, CA. ThirdWave was retained to develop a comprehensive Information Systems Master Plan (ISMP) to act as managements principal working document for the next three to five years. ThirdWave addressed the City's desire to provide IT services to all operating departments, enabling them to achieve their strategies and goals in the most proficient, productive and cost-effective manner. This four month project addressed the following information technology issues: Needs assessment, identifying departmentauuser application needs, existing databases, softwarehardware standards, data communication options, and associated priorities. Implementation costs, determining onetime and recurring costs for hardware, software, training, installation, communications, maintenance and support necessary to proceed with findings of the study. An emphasis was placed on identifying opportunities for a financial return on investment. Master pian, developed 3 - 5 year MIS Strategy and Implementation Plan, establishing the overall vision and direction for the City's Information Systems. The Master Implementation Plan provides a logical, phased and manageable schedule of implementation activities. The Scope of work included the following: Conduct Orientation & Plannina Sessions - Orientation Meeting Planning Sessions Perform City Wide Needs Assessment Management Interviews Rapid Workflow Process Modeling Sessions City Wide Needs Assessment Findings Prloritize Systems Needs and Requirements Provide Project ProgresslStatus Reports identify Alternate Information Systems Solutions Review Staffing and Educational Needs MIS Staffing Training Requirements Develop Detailed Master Plan Develop Detailed Cost Estimate Prepare CostlBenefit Analysis Prepare Detailed Master Pian 8 Schedule Pian & Administer the Execution of Project Activities Conduct Presentation of Final Master Plan to Steerlng Commfttee and City Council Prepare Executive Level Presentation Provide Presentation to Steering Committee and City Council City of Las Vegas: Development of the City's Information Technology Strategic Plan, Las Vegas, Nevada ThirdWave was retained to carry out a comprehensive systems analysis to develop a Strategic Vision and Implementation Plan. This four month project addressed the following information technology issues: 1. Establishing a enterprise-wide systems inventory of where the city stood with regards to their information technology. 2. Evaluating networklng and communication issues for interfintradepartmental communications, including the implementation of a standard enterprise-wide e-mail system. 3. Assessing hardware, software, and peripheral standards, and identifying systems integration issues and opportunities. 4. Examining methods for upgrading customer services. 5. Investigating methods for establishing one-stop centers. 6. Assessing the use and support of several key applications, such as document imaging and retrieval systems and GIs. 6 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90084 31 09141480 FAX 310 914 1490 ThirdWave Corporate Qualifications 6.16.99 7. Identify global opportunities for increasing efficiencies, by eliminating redundant work, and/or by providing methods of leveraging existing databases. 8. Systems Analysb Evaluated systems used, the degree of standardization and non-standardkation and associated inefficiencies, and opportunities for leveraging the use of current and future information technologies. Produced the following deliverables: 0 Enterprise-wide Information Systems Inventory 0 Systems Analysis Document addressing enterprise-wide standards and integration issues 9. Requirements AnaGsls Carried out' a formal assessment of the City's existing information systems environment. requirements analysis was done in two parts. 0 Workflow sessions with lnnerlook Teams consisting of the following: - Map out existing function/operational and user workflow - Identify existing technical and operational bottlenecks within the existing environment, where the introduction of technology would have a positive impact The IO. End-user Needs Analysis ThirdWave worked closely with the fwe lnnerlook Teams made of City staff and all of the City's Departments Managers to identify clear functional and operational requirements. The workflow analysis translated the end-user needs into strategic IT requirements. Prepared interview forms were used to identify key issues and concerns. The deliverable was a Needs Analysis Document, addressing workflow processes and areas for improvement. 11. Produce Systems Solutions Identified viable information systems solutions for hardware, software, peripherals, networking and communications technologies for each of the departments in the City of Las Vegas. Departments that were deemed to be critical, in the development and implementation of information systems solutions, were identified as part of a logical and strategic implementation program. The deliverable was Information Technology Recommendations, including systems hardware, software and peripherals standards, systems integration, networking, and communications. 12. Articulate Strategic Information Technology Vislon and lrnplernentatlon Pian Working with City Staff, ThirdWave documented a fully responsive enterprise-wide information technology strategy. This vision and strategy articulated where the city stood, and what the direction should be, including priorities. The strategy provided an IT path allowing the City of Las Vegas to meet its demands as the fastest growing city in the country. The ITSP incorporated and addressed management, operational and technical issues. The deliverable was a Strategic Information Systems Plan, presented in a logical and phased approach. The plan included a detailed cost estimate for implementation. 18. Developed a Request for Proposal Worked with staff to produce and RFP document to use in the procurement of 16 million dollars worth of new Information Technology. City of Las Vegas Water Pollution Control Facility ONpCF) Information Technology Strategic Plan, Las Vegas, NV ThirdWave was retained as a subconiultant to HDR Engineering Inc., Folsom, CA, to develop an integrated enterprise-wide IT Strategic Plan. The goal consisted of updating and integrating the entire plantsite's information systems, networkinglcommunications, and instrumentation/operations systems. It was the intent of WPCF to develop and implement systems supporting the real-time operation of the plantsite -- as a whole enterprise and integrated unit. I. Information Systems Inventory Conduct a plant-wide systems inventory and deliver an enterprise-wide information systems inventory. 7 ThirdWave 11400 W . Olympic Bhrd. Suite650 LosAngeles CA 90064 310914 1480 FAX 310914 1490 1 -0 7 i - c c c c I i f i r I r i ThirdWave Corporate Qualifications 6.16.99 2. Information Technology (IT) Systems Analysis Conduct an information technology systems analysis and deliver a systems analysis document. 3. End-User Requirements Interviews Perform end-user requirements interviews and provide the end-users document. 4. Work Flow Process Modeling (WFPM ") System Process Model, and a Customer Information System Process Model. 5. ' Recommendations CL Technical Specifications Systems Evaluation, developing a functional specifications, evaluating commercial off-the-shelf products versus new product development and recommendations for most appropriate IT strategy. Power Monitoring & Control System Recommendations, WPCF Management Information System Recommendations and Customer Information System Recommendations were delivered Perform a Power Monitoring & Control System Process Model, WPCF Management Information 6. Information Technology Implementation Plan Created a plan for implementing a power monitoring and control system, WPCF management information system and customer information system. 7. Cost Estimate and Cost Benefit Analysis Develop a cost estimate for implementation, and a cost benefd analysis for each information system. 8. Subsequent phases included the implementation of the following enterprise-wide Information technologies: 0 Power Monitoring & Control System 0 WPCF Management Information System 0 Custom Information System Southern Callfomla Associatlon of Governments: "Office of the Future" ThirdWave was retained by Julien J. Studley, a leading commercial real estate leasing company, to assist in the development of a plan to merge two regional transportation companies in Southern California: The Southern California Association of Governments (SCAG) and Commuter Transportation Services Inc. (CTSI). SCAG is a regional government organization representing 184 cities in southern California, with the mission of forging consensus for regional transportation and air quality standards. CTSl is responsible for operating a rideshare program for Los Angeles, Orange, San Bemardino, Ventura, and Riverside counties including autos, buses, the new metro system, and the regional rail systems. ThirdWave was responsible for addressing information technology issues deemed critical to the success of the SCAG/CTSI merger. Our scope of work included the following: 1. Information Systems Analysis 0 Generated a comprehensive information systems inventory for SCAG and CTSI. This included a computer systems for 140 person / 35,000 square feet SCAG facility and I00 person 20,000 square feet CTSl facility. This also included all information systems for both organbations: approximately 200 286/386/486 PCs running assorted office automation software 0 32 Macintosh computers, running mostly graphic design applications 0 25 RS 6000 workstations running ARCIINFO GIS software and TranPlan transportation modeling applications 0 Several DEC VAXes used as servers with "dumb" terminals attached 0 DEClMacintosh pathworks, Novel1 Token Ring and Ethernet topologies 2. Developed a high level analysis on integration and connectlvlty Issues for the merger, with the assistance of end-user and management interviews. 3. Systems Integration Issues and Recommendations 8 'ThirdWave 11400 W. Olympic Blvd. Suite650 LosAngeles CA 90064 3109141480 FAX 3109141490 ThirdWave Corporate Qualifications 6.16.99 4. ldentlfled opportunities to Increase the cost effectiveness of the newly merged organization through the use of information systems. 5. Developed SCAGlCTSl systems integration recommendations. 6. Developed recommendations on alternative scenarios, leveraging information systems as a communications tool, for instance: e Expanding the use of regional satellite sites, with lower lease costs e Telecommuting Sites, such as staff working from home e Implementing video conferencing tools to eliminate or minimize staff travel e LANMlAN communications solutions, tying remote offices to the central SCAG facility 7. Develop associated budget considerations for the technology recommendations. City of Los Angeles: CADD RFP, Evaluation, Selection and implementation Developed and carried out the following for the Bureau of Engineering, Department of Public Works: 1. Requirements study for CADD and ofice systems, addressing the design process and the City's MIS requirements. 2. CADD RFP written for application software, systems hardware, peripherals, communications and networking, and data exchange. Developed bureau and city-wide CADD and information system strategy. 3. Evaluation and Selectlon, short listed process, generated engineering application specific benchmark, coordinated vendor demos and final systems evaluation and selection for $6.6 million CADD system purchase which included software, engineering workstations, plotters, and optical scanners. 4. lmplementatlon and Tralnlng Plan developed for addressing key implementation issues which were training, methods and procedures, graphic standards, data conversion, database management, operations management and system support for the Auto-Trol / Optigraphics, AutoCAD, and ComDuterVision Systems. e e e e e e e e e e e e e e e e e e e e Archltecturalbivision: Facilities management and architectural design Central Dlstrict: Street and storm drain design City Administrative Officer: Financial and budgeting issues Design Research and Standards Division: Construction technology standards Hyperion Engineering Division: Wastewater systems design Information Services Department: Citywide MIS integration issues Land Development and Mapping Division: AMIFM, cadastral mapping design and drafting Project Management Division: Planned capital Improvements Survey Division: Civil and survey function, design and drafting Structural Division: Structural and bridge design and analysis Valley Dlstrict: Street and storm drain design and drafting Wastewater Engineering Systems Divlsion: Wastewater systems design and drafting Wastewater Program Management Divlsion: Program management cleanwater program West Los Angeles District: Mapping, street, storm drain and sewer design and drafting Harbor District: Mapping, street, storm drain and sewer design and drafting Hyperion Construction Division: Wastewater construction management Tiliman Construction Division: Wastewater construction management Assessment Division: Real estate assessment Real Estate Division: Real estate acquisition Construction Division: Cost estimating and change order processing for public works projects Survey District Offices: Valley, West LA, Pipertech and Harbor district engineering and design 9 'ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310 914 1480 FAX 3109141490 ThirdWave Corporate Qualifications 6.16.99 Software Development City of Las Vegas: ITSP Implementation (CLV 3), Las Vegas, NV ThirdWave was awarded a third contract to develop enterprise-wide applications for the City. This enterprise-wide automation program entails providing expert on-site programming staff to re-engineer and develop all of the City's major legacy systems. The following briefly describes the scope of work: I. Provide onslte Senior Consultants, responsible for the following: Develop and Manage Application Deployment Plan. Develop Project Plans for all Business Application Development. Develop Integrated DevelopmenVlmplementation Schedule. a Mentor Technical Professional Staff a Consulting Roles a Structured Systems Analysis a Strategic Planning a Project Management Techniques 2. Provide on-site Senior Software Developers: Manage Application Development and Deployment a a a a a a a a a a 3. a a a Provide Mentoring, direction, guidance t6 City IT Development Staff in Structured Development Life Cycle techniques Assist in developing and implementing Software Design Standards Manage Deployment of Commercial off-the-shelf Products Manage analysis and evaluation process Manage implementation and customization of commercial products Participate in the database design and integration activities Reengineering existing databases Develop database designs for new applications Assist in data mapping and conversion Ensure the applications developed integrate with other existing or new applications in the City Provide On-slte DelphilOracle Developers: Action Workflow Trained Developers for, Business Services Applications DelphVOracle Programmers, to Re-engineered 15 Legacy Applications Commercial Application Consultants Department Water and Power: On-line Organlzatlon Chart Application Application development and systems integration for the Power Systems Services Division. Developed and implemented a working prototype application to access personnel databases on two distinct IBM 3090 mainframes from personal computers. Used lntergraph Microstation on an IBM PS2 as the graphic interface, in conjunction with dBase IV, creating an on-line relational organization chart for management review. Department Water and Power: Convert DWP Financlal Model from Excel Calls to C Routlnes ThirdWave was retained by Decision Focus Inc., Portland, Oregon to provide programming services in converting a financial model developed for the Department of Water and Power, City of Los Angeles. Originally developed as an EXCEL spreadsheet, the program ran too slow (90 minutes) to make it user friendly. We converted the EXCEL calls into C language based routines which significantly enhanced the processing speed of the queries down to 13 seconds. The large and complex database modeled various power generating business strategies, options, and related cost for the DW, including the following 12 management reports: a a a 10 ThirdWave 11400 W. Olympic Bhrd. Suite650 Los Angeles CA 90064 310 914 1480 FAX 310914 1490 Labor compliance records Timing Factors: operations adjustment coefficients Market Prices: operations field prices, thermal energy, by-products, start-up fuel prices Capital Investment: land, plant construction, operating fuel inventory ! ThirdWave Corporate Qualifications 6.16.99 - Value of Plant Production: thermal energy, value, product value, and electric energy value - Fuel Expense: operating fuel, start-up fuel expense, total energy expense Operating Expenses: property taxes, insurance, fixed operations and maintenance Emissions: social costs, emissions allowances Cogenerator Costs of Thermal: production costs, bi-products credits, net costs of thermal IPP Costs of Electricity: production, bkproduct credits, net costs IPP Return on Equity: equity cashflow, present value, equity cash flow, cumulative cash flow DWP Cost of Electricity: production costs, bi-product credits, net cost of electricity IPP Profitability: operations expenselrevenue, profit before interestsltaxes, beforelafter tax profit - - Department Water and Power: Customer Information System ThirdWave was awarded a three year $500,000 contract to facilitate the improvement and maintenance of the Department's Customer Information System. The objective is to enhance and extend the usefulness of its on-line and batch module capabilities. The following were key objectives of the project: 1. Highly skilled and professional programmers capable of performing assigned tasks with minimum direction from Department Staff. 2. ProgrammerlAnaIysts skilled, knowledgeable and experienced in the analysis, design, development, and implementation of Customer Information Systems, particularly those constructed with Generalized Architecture, COBOL, Assembler H, CICS, VSAM, and DB2 on a ES9000 mainframe MVS environment. 3. Application architecture and ClCSlDB2 language technical support to resolve performance ador technical difficulties incurred by the assigned programmers. 4. Documentatlon of all work performed to ensure rapid assimilation and understanding of computerized processes and programs by future work teams. LA County Metropolitan Transportation Authority: Labor Compliance and Equal Employment Opportunity/ Affirmatbe Action Monitoring and Administration Program (EEOIAA Originally developed by Coopers and Lybrand, ThirdWave was retained to provide software migration and development of a Labor Compliance Management Information System (LCMIS). This three year software developmentlsupport project was to examine and proceed with one of two options: 1. Migrate the existing application into a relational database clientlserver environment. 2. Develop a new relational database clientkerver LCMIS application from scratch. The LCMlS is used to evaluate, monitor, and enforce the laborhage and associated compliance and the EEO/AA on an assigned basis of companies having rail related design and construction projects with the MTA, for example, the Metro Red and Blue Lines, and possible future rail projects and expenditures. The LCMlS is used to monitor projects comprising $ 1,055,700,000. (One billion, fifty-five million dollars) in construction activity. The LCMIS is used to record and manage data on the following: 0 Labor compliance records 0 Provide technical assistance reports to construction management personnel , 0 e 0 Conduct Investigations of labor compliance violations Prepare appropriate notices following the investigation Perform duties in accordance with the laws, regulations and provisions which govern public works contracts in California Specific Application features and functions which ThirdWave will develop include: 0 Payroll reviews 0 On-site inspections 0 Employee interviews 0 0 0 11 fhirdWave 11400 W. Olympic Blvd. Suite650 Los Angeles CA 90064 310914 1480 FAX 310914 1490 Enforcement utilization and EEOlAA compliance reviews Distribution, dissemination and posting of requirements Prompt initiation of corrective action when required Reports: quarterly, monthly summary reports, and special reports as requested r- ; i c r 1 c i- I r c r c c r- c ThirdWave Corporate Qualifications 6.16.99 LA County Metropolltan Transportation Authority 1. Freeway lncldent Response Services Tracking: F.I.R.S.T. is a multiiagency, multi-jurisdictional MTA funded project over two years, totaling $2,000,000. The primary agencies consist of the California Highway Patrol, and the MTA. F.I.R.S.T. is an information system that will compliment the CHP's Computer Aided Dispatch system by diss minating freeway incident information to allied agencies, first responders, the media and other intereste organizations. Benefits will include incident tracking, incident information dissemination, incident rnana ement, reporting, and data analysis. Thirdwave provided senior programmers to meet the goals nd objectives of the California Highway Patrol (CHP). The project was implemented at the CHP's Los E ngeles Communication Center. 2. On-site ;Senior Systems ProgrammerlAnalysts were provided with the responsibility for major application programming developments, including specification, design, programming, integration, testing, documentation, and training: 0 Programming Languages: Visual Basic 0 ARCANFO and Arcview: GUI to GIS Transportation data 0 Relational Databases: Oracle 0 Computer Platform: IBM RS 6000 3. Service Authorlty Freeway Emergencies (SAFE): Analysis, design and implementation of a system to collect and analyze data from over 4,000 freeway call boxes. The purpose of the system is to provide management information and detection of fraudulent phone calls. The systems software is Paradox for Windows 5.0 and is it planned to move the database to Oracle 7. 4. Long Range Transportation Plan (LRP): Analysis, design and implementation of a system to model the financial capacity of the MTA over a twenty year perid: The system is to provide the Board of Directors with the information needed to make high level policy decisions and funding levels for the agency. System software is Paradox for Windows 5.0, Excel 5.0 and Oracle 7. This system will make appropriate use of OLE 2.0 and DDE programming. 5. Conference Room Scheduling System (CRSS): Analysis, design and implementation of a system to schedule all conference rooms throughout the building. The system software is Paradox 4.5 for DOS installations and Paradox 5.0 for Windows installations. The Software Works1 Glendale, CA The project consisted of programming, in Delphi, a graphicat user interfaces (GUl's) or entry forms, and menus for a chain of convenience stores. The system is driven by the menus and allows for data entry by store attendants to track gas prices, fuel amounts, fuel measurements, competitor prices, and store vendors. The description of work included GUI design, data analysis, database definitions, creation of lnterbase tables, populating tables, technical documentation, and the ability to produce 12 different . reports. Southern California Assoclation of Governments (SCAG): Coordinated Emergency Response System Developed a stand-alone document delivery system, to distribute an emergency policy and planning document for Southern California Government Agencies and the Federal Transportation Administration. The project was took a 250 page document, and put it into a digital format that could be modified to meet the organizational needs of each agency receiving the document. 1. Disaster Preparedness Pollcies: Developed by SCAG to help state and federal agencies prepare for large scale emergency situations such as earthquakes, fires, and floods. Guiding policies, planning, and responsibilities of all individuals in an organization were detailed in the document. The Disaster Planning and Management Policies were provided at no cost to agencies throughout the United States. The policies addressed: 12 ThirdWave 11400 W. Olympic Bhrd. Suite 650 Los Angeles CA 90064 310 914 1480 FAX 3109141490 r ThirdWave' Corporate Qualifications 6.16.99 0 Facility Operations: operational tasks, administrative responsibilities, communications, command post, and training requirements. 0 Service Resumption: operational requirements, first aid and crisis management, training, and on- board guidelines. 0 Regional Coordination: service policies, authority, media relationships, and administration. This development effort posed a number of technical challenges to meet the objectives of SCAG. Namely it would have to: 0 Ship as a stand-alone application. 0 Allow for customization.by each agency, while protecting the integrity of the source document, 0 , Provide robust data management capability tu make global changes in the database. 0 Provide report capabilities, by person, responsibility, or facility location. 0 Work on a variety of personal computers, from XT to PS2 class PCs, with migration options to Windows, UNIX, XENIX, VMS, and the MAC environment. 0 Ship as a commercial grade application with a complete, professionally produced User Reference Guide. 0 The entire application programmingldevelopment and documentation was carried out over a very short timeline of 10 weeks. Southern California Association of Governments (SCAG): Rideshare Software Development Programmlng Servlces Provided senior programmers to assist in the development of transportation/computer software for SCAG's OEC VAX computer system. Developed on-line interactive software using VMS FORTRAN and COBOL, RMS indexed files, and PC Windows data maintenanceltransfer software. This was a six month project working within SCAG's office and their staff to caw out the following two tasks: I. Develop an Rideshare Automated Tracking Program Track SCAG's Rideshare survey from initial processing on the DEC VAX computer system, to provide on- demand status reporting of work in progress for local and remote, non-networked users. This task included: 0 Identifying and tracking points of interest 0 Modifying existing DEC VAX FORTRAN processinglscheduling software to record the tracked events 0 Programming the inquiry and reporting programs 0 Implementing the application 2. Deslgn, develop and Implement CarNanpool Candidates wlth Vanpool Providers Design, develop and implement the integration of carpool candidates, vanpool providers, and Park-N- Ride lot information between the SCAG system and other rideshare systems operated by transportation management agencies and employers. This task included: 0 0 0 0 e Collecting data specifications for foreign rideshare systems Defining common data specifications which could be supported by all systems. Defining data conversion formats, protocols and procedures Developing data export and import routines for the regional rideshare database computer system Implementing the data exchange process Worldport Los Angeles: Concrete Wharf Inspection and Repair Program ThirdWave was retained by Han-Padron and Associates of New York City, to assist in the development and implementation of procedures for a concrete wharf structure inspection and repair program. Worldport LA is one of the busiest container ports in the US. In 1995, the Port moved over 2.6 million TEUs (twenty-foot equivalent units) and generated employment for more than 1 million people nationwide. Encompassing more than 7,500 acres of land and water, the Port provides 29 cargo- handling terminals on 28 miles of waterfront. The port-wide comprehensive operationslmaintenance -, 13 fhirdwave 11400 W. Olympic Bhrd. Suite650 LosAngeles CA 90064 3109141480 FAX 3109141490 - ThirdWave Corporate Qualifications 6.16.99 program to maintain 100 berths consisted of approximately 41,000 lineal feet, or 8 miles of wharf frontage. The objectives of the program were to: 0 Establish a routine, continuous inspection program of all concrete wharves. 0 Establish a computerized database providing on-line information to several engineering groups on wharf inventory, maintenance and repair status of all wharves and their load rating. e Establish a program for the repair of environmentally and accidentally caused wharf damage, thus extending the useful life of waterfront structures. ThirdWave's role was to design, develop and implement a PC based relational database to manage the inventory, inspection and maintenance of the new program. Specific tasks included the following: 1. 0 0 0 2. 3. Used Paradox I PAL engine to develop a database meeting the following requirements: Start small and easily grow in size. Be extremely flexible, with the ability to be modified and expanded over time. Integrate the PC based program with other management information systems, such as, IBM mainframe applications, CADAM and AutoCAD systems, and a GIs. ARCIINFO, running on SUN engineering workstations. Produced documentation, reference and user manuals, for the new automated system. Train Worldport Inspection and Engineering staff in the inspection procedures and database usage. The POLAIRIS training provided was an overwhelming success. Of the POLA staff trained, 95% rated the overall classltraining experience as "Excellent" In the evaluation form, under the category of "Ability to use the knowledge gained for doing your work." 100% of the students rated the class as "Excellent" 4. Provide technical advlsory support for one year after the completion of the project. Worldport Los Angeles: Automated InspectionlRepaIr Information Systems (AIRIS) This was the second phase development project to enhance and convert the first phase POLAIRIS application into a Windows relational database, client server application called AIRIS. ThirdWave also ported and integrated the application with hand-held computers facilitating automated data collection. 1. AIRIS for Windows Client Sewer Development 0 Develop AIRIS for Windows Prototype Develop a Windows Prototype of the AIRIS screens and user interface flow. Preliminary screen design was carried out for major screens of each of the modules. The user interface and flow were reviewed internally and tested for visual ergonomics and user friendliness. This task entailed AIRIS programming in a client Sewer application, using Delphi as the front end with Microsoft SQL Server as the backend. 0 AIRIS for Windows Programming World port Los Angeles: Microcomputer Enterprlse Budget System Designed and developed a microcomputer budget system in association with ASST, Inc. ThirdWave used custom Paradox programming to upgrade the process of compiling and consolidating detailed financial information for the $227,000,000 annual business plan and budget cycle. The program provided the entry of detailed budget cost information, computation of costs by account element, and the consolidation and reporting of budget totals by division and port-wide. ThirdWave addressed two major components. First, the compilation of a $125 million Operating Budget constructed from detailed information by 26 operating divisions and then the $102 million Capital Expenditure Budget. ThirdWave's specific tasks included: 0 Evaluation of current systems & methods 0 System design & development 0 System installation &testing Preparation of operating & technical manuals 14 thirdWave 11400 W. Olympic Bhrd. Suite 650 Los Angeles CA 90064 310 914 1480 FAX 310 914 1490 F- i r r i r r t f- i r L I r Third Wave Corporate Qualifications 6.16.99 Software Development - Oracle Califomla Public Employees Retirement System (CalPERS),-Gabriel, Roeder, Smith 8 Company, Southfield, Michigan Retained as a subconsultant to provide Oracle programming services. Responsible for prototyping screens, and coding proceduresltriggers for the Participant Maintenance Module using DeveloperMOOO Forms 4.5 tools. Developed masterldetail forms for the Participant Data Maintenance Database, which provided the user with edit, querying, insert, and deletion functionality. Documentation of the completed program, and technical assistance for Developer/2000 and Oracle database administration were also provided. . City of Costa Mesa: Evaluation Report 8 Oracle Database Optimization,- Costa Mesa, CA ThirdWave was retained to assist the City, and HP to implement an enterprise set of applications, such as Human Resources, in a multimillion dollar automation program. The scope of the work included the following tasks: 1. Performance and Tuning Evaluation Report EvaluateD a technical report on the sizing of the City's servers, which was written by another consultant. ThirdWave was asked to verify the findings of the report, which the City had some reservations on. In addition, this document satisfied the City's request for a list of tables to assist in determining database capacity. The Performance and Tuning Evaluation Report addressed the following issues: 0 Increasing Number of Hard Drives 0 Database Fragmentation 0 Tuning Oracle Redo Logs and Rollback Segments 0 Allocating Additional Space for the Production Environment 0 Recommendation for a Detailed Usage Analysis 0 Recommendation for Reducing Fragmentation of Database 0 Disk Mirroring City of Glendale: UpgradelExpand the Power SchedulinglAccounting Computer System,_Glendale, CA ThirdWave was retained to assist the City upgrade and expand the Power Scheduling and Accounting Computer System. The scope of the work included the following tasks: 1. Upgrade Existing Sewer 0 Determine platform for upgrade 0 Upgrade Oracle 7.1 server at Power Plant to v7.3, possibly convert to WinNT 2. Nllgrate PSA Data 0 Database Analysis to determine size 0 Develop importlexport procedures 0 Migrate PSA data from Oracle v6.0 dbs to v7.3 server at the Power Plant 3. Data Backup Procedure 0- Develop automated data backup using existing Cheyenne AEServe backup software & HP tapedrive located in PS-POWER Novel1 v4.1 file server 4. Improve File Security 0 Review and analyze existing security 0 Improve existing file security using Manager LeveWUser Level password coding in Oracle 6. TCPAP Protocol 0 Setup and test TCPlIP protocol 15 ThirdWave 11400 W. Olympic Blvd. Suite650 Los Angeles CA 900 64 3109141480 FAX 310 914 1490 Third Wave - Corporate Qualiflcations 6.16.99 0 6. Workstation Mlgratlon to Win95 0 Develop TCP/IP protocol client connections from the workstations to Oracle Server Carry out Workstation migration to Win95 Riverside County District Attorneys Office: Database Optimlzatlon, Riverside, CA Thirdwave was retained by the Riverside County District Attorneys Office to assist with the optimization of the ROB4 database for the future migration of the Criminal Information Management System (CRIMES). The scope of the work included the following tasks: 1. Systems Analysis: Inventory of Current VAX System Configuration and Applications ThirdWave worked with County Staff in systematically compiling information on current VAX hardware and software configurations, networking infrastructure, and existing applications, addressing the following: 0 VAX processors 0 System memory 0 Disk and Tape Storage 0 Networking HWand SW 0 VAWVMS Operating System version and patches 0 VAXlVMS SysGen Parameters . 0 Layered SW and Versions 0 Applications and Work Load I 2. Monitor and Collect System Performance Statlstlcs: Using VAWVMS utilities, ThirdWave worked with County Staff to collect system performance statistics, such as: 0 CPU and memory utilization 0 System and User processes 0 0 I/O subsystem utilization 3. Analyze System Reports: Based on the information collected in the previous tasks, ThirdWave identified and documented strategies and recommendations to enhance system performance. Paging and swapping file size and utilization 4. Database Analysis: Inventory of Current DB Configuration Gathered information on the current database configuration and investigated current problems. ThirdWave met with the Database Administrator to walk to identify such issues as: 0 Types of current transactions 0 Number of concurrent users 0 Type of reporting e Number of reports 0 0 Table capacity and retention 0 Index capacity and retention 5. Monitor and Collect Database Performance Statlstlcs Using Database performance monitoring tools; gathered information on the current working environment to define systems problems. Activated System Monitoring to assist in identifying the cause of any deficiencies or problems with the database such as: 0 Application tuning 0 Connection issues 0 110 0 Memory 0 Resource 0 Table and Index Fragmentation Heavily used tables for insert and update 16 ThirdWave 11400 W. Olympic Bhrd. Suite650 LosAngeles CA 90064 3109141480 F AX 310 914 1490 1: i r 7 I r r i c- i r r c r r r r r r r r 1 1 r r c ThirdWave Corporate Qualifications 6.16.99 6. Analyze Database Reports Reviewed reports or output generated from the performance monitoring tools. Documented the findings from the performance monitoring and made recommendations to resolve the problems. 7. SystemlDatabase Review Session with County Staff 0 Inventory of Current VAX System Configuratlon and Applications Reviewed .the performance monitoring findings and recommendations with the County. County . Database and System .Administrators met with ThirdWave to discuss the problems encountered and implementation of possible solutions. 8., Database and System Performance Tuning Implement the performance tuning recommendations on the database. The I10 contention, excessive paging or swapping was addressed and measures were taken to resolve the problem. 0 VAX System Performance Tuning ThirdWave worked with County Staff to plan and implement the strategies and recommendations drawn up in previous tasks. Using VAWVMS SYSGEN and AUTOGEN utilities, system parameters were modified as required to enhance performance. Size allocation and physical disk location of system pagefiles and swapfiles were also addressed. System performance statistics were collected to analyze the effectiveness of system performance tuning. 17 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310 914 1480 FA% 310 914 1490 ThirdWave Corporate Qualifications 6.16.99 Systems Integration City of Las Vegas: ITSP Implementation ( CLV Phase 4, Las Vegas, NV ThirdWave was awarded a second contract to revamp all of the information systems throughout the city. The goal of the City was to streamline internal business practices and enhance external service delivery to citizens. This enterprise-wide automation program entailed the implementation of $10 million of Information Technology over a 4-year period. The following describes the scope of work for the comprehensive automation program for the fastest growing city in the country. I. lmplementatfon Plan Develop a w’mprehensive technical work plan, and detailed network design, including: 0 On-site surveys of all city facilities (approximately 100 sites) 0 Network design I architecture and validation 0 Quality functional deployment project plan and a refined schedule 2. Enterprise-wide LANNUAN Infrastructure Build an Enterprise-wide technology infrastructure required to support the City’s new clientketver environment. The four major components are: 3. Network and Communication Installation Implement a new Enterprise-wide LANMlAN network infrastructure based on Fiber Optic technology and utilizing high-speed routers and switches along with intelligent hubs. 0 Fiber optic cabling infrastructure design, implementation and testing 0 Communication hardware installation and configuration 0 ISDN communication 0 Category 3 cabling upgrade to Category 5 0 WAN testing and troubleshooting 0 Network tuning and optimizing 0 Create final network configuration documentation 4. Microcomputer Installation Replace or upgrade 750 desktop computers to conform to the new city-wide standards (Microsoft Office, E-mail, Microsoft NT Workstation, Pentium 100, 16Mb RAM, 1.2 GB hard drive) as well as install an additional 500 new computers. 5. Sewer Installation and Configuration Install and configure one 8400 and two 2100 DEC Alpha servers running Dlgital UNIX, to be used as core business application servers replacing the mainframe computers. 6. Implement Oracle as clty-wide Database Standard Develop an Enterprise-wide database design, standards and documentation to convert from an existing mainframe database environment to a clienVserver relational database environment. Install and configure Oracle throughout the enterprise. Formal database modeling, analysis and sizing processes were undertaken. Steps were taken to analyze the databases by defining unique fields, primary keys, possible foreign keys, default values, required fieids and list of values. The databases were normalized to. remove data redundancy and repeating groups, ensuring data consistency. Inconsistencies in data type formats and field names for the same data were also standardized across all City departments.. 7. Tralnlng Educate approximate 1,000 city MIS staff and end-users on the new technology. Educate the users to effectively utilize the new tools and applications implemented and provide ongoing training through a new training center. 0 Develop Training Plan: for MIS staff and end-users, Including tirnelines and curriculum outlines. 0 Provide MIS Training: on new Alpha sewers and associated systems, and make recommendations on operating system, network and database training. 18 fhirdwave 11400 W. Olympic Bhrd. Suite 650 Los Angeles CA 90064 310914 1480 FAX 310914 1490 Third Wave Corporate Qualifications 6.16.99 - 0 Programming and Application Development Training: MIS support staff on new programming and - application development tools for a clientlsewer environment - Delphi and Visual Basic - Client Server Application Programming - Mainframe Migration Tools - Microfocus COBOL and C++ 0 End-User Training: assist in training City staff on the new PC technologies and applications covering fundamentals and ofrice automation. - 0 ARCANFO Geographical Information System Training: assist in training GIS technical support staff on new GIS technologies and selected city staff on GIS end-user applications developed. 0 , Imaging 'I Document Management Application Training: trained MIS technical staff and city end-users on the new imaging and EDM application. 0 New Application Training: trained end-users on the in-house developed applications and commercial applications. 0 Build New Training Center: act in an advisory role to build a new training facility for in-house training of city staff. Assisted in setting up new training facility, upgrading, networking and configuration of training facility systems - - - 8. Nlalnframe Migration (Rightsizing) 1 Migrate all programs and applications from the mainframe computer to the new DEC Alpha servers while continuing to provide ongoing support to end-users. 0 Mainframe Program Conversion: convert mainframe COBOL programslapplications, that have been - deemed valuable and usable, to the UNIX /Oracle environment, as initial phase of migration. Convert and enhance program code utilizing Delphi andlor Developer 2000 to take advantage of the benefits associated with ClientlServer. 0 Mainframe Program Maintenance: act In an advisory role and provide temporary programming - support for ciRy staff while migration is being conducted. 8. Commercial Applications Replace existing Mainframe COBOL applications, that do not meet user requirements, with new Commercial Off the Shelf (COTS) UNIX applications. 0 Selection and Acquisition: utilize and institute a formal method of selecting and acquiring commercial applications. Responsible for conducting the selection and acquisition process the first time. Act in an advisory role and provide assistance in subsequent efforts. Application Implementation: utilize and institute a formal method of implementing commercial clientlsewer applications. Participate in the implementation process. 0 10. Electronic Document Management and Automated Workflow Implement a city-wide Electronic Document Management (EDM) System to create a near paperless environment by the year 2000; automate business practices by implementing workflow automation technology city-wide. EDM tools, integrated with the workflow products, will assist in automating business processes in all 13 departments across the city. The EDM was piloted with the Land Development process spanning over a dozen departments. The purpose was to select the most complex business process in the city and test enterprise-wide architectural design assumptions, including the following: 0 Product Selection: institute a formal method for selecting and acquiring an enterprise document managementhvorkflow application and tools. - - - - Pilot Preparation: Identify test environment, Including users, scanning, and training. Install database and configure enterprise document managementlworkflow systems, including workstations, scanners, plotters and an optical jukebox. 19 ThirdWave 11400 W. Olympic Btvd. Suite650 Los Angeles CA 90064 310914 1480 FAX 310914 1490 Develop an end-user requirements document Develop a functional requirement specification document Extensive research and evaluation of document management and worktlow solutions throughout the industry Provide product selection and acquisition recommendation 0 r I I c - ! c 1 P r I c i I P r r I ThirdWave Corporate Qualifications 6.16.99 0 Business Process Analysis: review existing Land Development Tracking business WOMOW processes. Conducted in depth working sessions and process analysis with end users and management. 0 Business Workflow Process Redesign: created an electronic woNow model. Developed redesigned business process alternative scenarios for review with management Finalized the new and enhanced business process workflow. 0 Conceptual Design: developed the application definition specification, database design specification and requirements. Created screen prototypes and held design reviews with users and management 0 Application Development utilized James Martin and ThirdWave's Rapid Application Development methodology to develop the Land Development Paperless Workflow Automation application, , conducted alpha testing, implemented user revisions and enhancements, conducted beta testing, and final pre-installation testing. 0 Application Implementation and Recommendation: implemented the Land Development Paperless Workflow Automation application in the production environment. Provided final technology review, assessment and recommendations, as well as a city-wide implementation and rollout plan. 11. Geographical Information System Provide the GIS group with the means and tools to allow for enhanced system performance and service levels, and the implementation of an enterprise GIS system. 0 Develop GIS Marketing Program: developed and carried out a marketing program to inform city departments and local citizens about GIs. Developed a recommendations document and a marketing pian. Spatial Database Engine Pilot Program: conducted a pilot to determine the feasibility of providing . geographic information to city user groups and outside entities, via a high speed enterprise network utilizing ArcView. Specifications, requirements, installation and configuration of Spatial Database Engine were provided. Pilot testing and pilot evaluation was documented in a final report. GIS Enterprise-wide Implementation: developed a plan for a city-wide implementation of the Spatial Database Engine and assisted with the SOE Implementation. a 0 12. Internet Servlces and Appllcations Develop new applications that focus on service delivery to the citizen as well as internal city business practices, such as community centers running networked computers to city hall for business license applications. a developed and utilized a formal methodology in new Client Server Application Development: application development - - Citizen Applications: developed new applications utilizing client server methodologies that are focused on the citizens of Las Vegas. - - - City Internet Access: implemented secure Internet access for city use, (using firewalls) as well as provide the capabilities for outside entities to communicate with the city. Also explore Internet multimedia and interactive on-line services. Created a formal application development methodology and documentation Assisted in producing a functional requirements document and developing a new application Assisted in the development of an on-line application processing program Assisted in development of an automated ticketing program Assisted In development of interactive help centers 0 0 City of Las Vegas: ITSP Implementation (CLV Phase 3 ), Las Vegas, NV ThirdWave was awarded a third contract to develop enterprise-wide applications for the City. This enterprisewide automation program. Provided expert on-site programming staff to re-engineer and develop all of the City's major legacy systems. The following briefly describes the scope of work: 20 YhirdWave 11400 W. Olympic Bhrd. Suite 650 Los Angeles CA 90064 310914 1480 FAX 310 914 1490 ThirdWave - Corporate Qualifications 6.16.99 1. Application Deployment Plan including the following: 0 e Develop Integrated DevelopmenVlmplementation Schedule e Mentor Technical Development Staff e Consulting Roles e Structured Systems Analysis 0 Project Management Techniques 2., Pmvkfd on-site Senior Software Developers to manage the Application Development and Deployment Provide onsite Senior Project Management, responsible for developing and managlng the Develop Project Plans for all Business Application Development - - 0 Strategic Planning 9 0 0 e e e e e e 0 0 3.. e 0 e 4. e e Provide Mentoring, direction, guidance to City IT Development staff in Structured Development Life Cycle techniques Manage Deployment of Commercial off-the-shelf Products Manage analysis and evaluation process Manage implementation and customization of commercial products Re-engineering existing databases Develop database designs for new applications Assist in Data mapping and conversion Ensure the-applications developed integrate with other existing or new applications in the city . Provide DelphiiOracle Developers to Lead Development Teams: DelphilOracle Programmers, Re-engineered Applications including the following applications: - Fire Services - Parking & Hearing - Court (ASED, S&E) - Business License - Detention - Misc. Business Acct - Animal Control - RoornTax - Parking Permit - SeniorLaw - Central Permits - Woodlawn Cemetery - Planning - Check Reconciliation Assist in developing and implementing Software Design Standards - Participate in the Database Design and Integration Activities - - - Action Workflow Trained Developers, Business Services Applications - I - - Special Imp. Dist. - CARS - Housing & Urban Dev. - MicroFilm - - Neighborhood Services - City Project Tracking Commercial Application Consultants, 3 Commercial Applications Optional Technical Sewices: One temporary DelphVOracle developer for Financials development User Needs Analysis task for business services City of Los Angetes, Bureau of Engineering: Systems Integration b Networking Program DMJM/Black and Veatch retained Thirvave to provide systems integration services to the Hyperion 1. Develop lnformation Systems Stra&gy for the division, addressing the implementation and integration of the network, optical disk storage subsystems, Sun Sparc Station fileservers, imaging 2. Systems pmcurement and integration for all of the above systems. 3. Methods and procedures development and training for AutoCAD, Auto-trot and Optigraphics Scanning System. 4. 5. Data transfer methodoiogies fof data exchange between CAD and office automation systems. ThirdWave 11400 W. Olympic BM. Suite650 LosAngeles CA 90OM 3109141480 FAX 3109141490 - Construction Division (HCD). ThirdWave was responsible for the following: - technologies, and project management applications. - Network systems management procedures and training for HCD systems support staff. - 21 r r c r c .r c r r ThirdWave Corporate Quallflcatlons 6.16.99 6. Provided a full time, on-site* Systems Progtamrner/Anrrlysts and ongoing imaging, network, and systems support for all systems. 7. Computer systems leasing of WOrksWons. 8. Autolisp progmmmfng, cusiomizafion, and training Of HCD staff utilizing AutoCAD menus and tablets for the substructure mapping of the treatment plant. 9, Imaglng/Records Management Requirements Study and technical assessment of various imaging and document retrieval technologies available on the market. City of Los Angeles Police Department: Emergency Command, Control and Communications System (ECCCS) Upgrade and Enhancement Program This is a 7 year, $220 million multi-phased project to upgrade, enhance and extend the ECCCS of the Los Anbeles Police Department The ECCCS will operate in a new decentralized dual dispatching center when complete. The project includes a systems and facilities needs analysis study, identifying functional requirements, preparing conceptual and final design documents and preparation of bid ready specifications. ThirdWave was retained by TRW to assist with Software development, LANNVAN Implementation and Geographic Information Systems, (GIS) services, constituting approximately a $6 million level of effort. The ECCCS will utilize high end DEC Alpha Servers, opticallfiber communications, Oracle databases and ARC/INFO Spatial Database Engine GIS solutions. The computer support program consists of designing and developing a pfan to migrate the existing and fully functional ECCCS from its current location to a new facility that is under construction. A second dispatch center will also be built and the project involves integrating the two systems. The - systems integration effort is required to-produce baseline system design documents. This includes a functional requirements and detailed design specifications, which will define the integration of all major existing .and planned system segments including: voice radio, data radio, computer support and telecommunications into a dual dispatch center configuration. City of Los Angeles, Bureau of Sanitation: Laboratory lnformatlon Management System (LIMS) ThirdWave was retained by Automated Compliance Systems, Bridgewater, New Jersey, to provide LlMS UNMAN implementation services at four treatment plants operated by the City of Los Angeles which are located throughout Los Angeles County. 0 0 Tillman Water Reclamation Plant 0 0 Terminal Island Treatment Plant Hyperion Treatment Plant, the largest treatment facility in the United States L.A Glendale Water Reclamation Plant Installed the LIMS application in the Environmental Monitoring Division (EMD), offering enterprise-wide environmental data sampling and data management tools. Use ACS's proprietary software to achieve efficient operation, improve data reliability, and provide compliance with the, Federal EPA's Good Automated Laboratory Practices. ThirdWave's responsibilities included the following: 1. To provide LlMS hardware systems: 0 Hyperion Plant: DEC 3000 M800S Alpha Server running OSF/l using Oracle, with 128MB RAM, 6 . GB HDD, 600 MB CD-ROM and a 2.6-GB tape backup. 0 Tillman, LA Glendale, and Terminal Island Plants each have: DEC 3000 M600S, running OSFIlusing Oracle, with 96MB RAM, 3 GB HDD, 600MB CD-ROM and a 2.6 GB tape backup. 2. Slte Preparatlon Study The study consisted of a comprehensive on-site systems'analysis of each EM0 laboratory. This included all hardware, operating systems, software, peripherals, and networking/ telecommunications issues. Produced a formal specification and system configuration. c I 22 OhirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90064 310914 1480 FAX 31 0 914 1490 I ThirdWave Corporate Qualifications 6.16.99 3. e e e e 4. e e Master Implementation and Integration Plan Identify all physical work needed to prepare facilities for new systems. Work closely with DEC in developing systems integration plan. Interviewed EMD users to develop a coordination plan, and to minimize work disruptions. LiMS Implementation . Networked hardware and software and peripherals. Performed system, LAN network, WAN configuration and testing across the four plants. Inspection noting equipment type, location, and distances of existing and proposed runs. - - - S. System Documentation and Training e Develop@ custom systems documentation on applications installed at each EMD site. e ' Provided customized end-user training and systems management training to MIS staff. 6. Ongoing Technical Support Provide on-site and telephone LANMlAN support on an as-needed basis. Chevron U.S.A.: Management Information Systems Outsourcing, El Segundo, CA ThirdWave was retained by this petrochemical leader to provide comprehensive MIS support services for - an environment consisting of 300 Macintosh, 300 IBM DOS, and 100 UNlX workstations. Specific -activities include systems research, planning and design, systems and application development, systems integration, managing a refinery-wide Help Desk, and LANMlAN design, implementation, and management. The following outlines work ThirdWave completed. - 1. e e e e e 2. The 300 Macintosh Systems Established new policies and procedures to enhance Help Desk efficiency providing technical support I for over 750 Users. Completed a plant-wide roll out of Macintosh llci and Centris computers on a very tight schedule. This included 10 refinery divisions, with 7 to 27 workstations within each division. Completed Macintosh operating system and hardware upgrades consisting of Quadra 800's, Centris - 610, 650, SE30, II, Ilcx, and llci systems. Assessed the use of file synchronization products, network zoning and server access. Developed flat file database for tracking computer systems and users, and consolidate all existing databases into one relational database management system. Developed installation procedures for several sofhvare packages and systems configurations standards. Carried out hardware testing for all systems, monitors, and configurations. The 300 PC Systems - Completed operating and hardware upgrades for 300 workstations. Also installed and setup 24 486DX2/66 Compaqs with memory and video card upgrades. ThirdWave installed and setup Windows 3.1 on those same 24 workstations. 3. AutoCAD and Imaging Systems PClSunlDEC Installed Chevron's Refining Document Management System software on 24 workstations. This imaging - application pulls raster files into AutoCAD for vectorization, making them available at terminals for viewing and plotting. e. Installed and configured AutoCAD R12 ProPipe and QEMM software on 24 workstations. 0 Set up Versatec 8510 Plotter to work with AutoCAD R12 network. e Set up network print que, wrote batch programs for Versatec plotter e Installed Optigraphics and ScanGraphics imaging hardware, configured scanning and editing software for use with an Optigraphics large document scanner (E size). Installed and configured - Wollangong TCP-IP software for networking the imaging Sun SPARCll UNlX workstations and DEC VAX 4500s. Installed, configured, and debugged ScanGraphics scanning software on a PS2 OS12 Pc's. - --. e I 23 ThirdWave 11400 W. Olympic Bhrd. Suite650 LosAngeles CA 90064 3109141480 FAX 3109141490 -. ThirdWave Corporate Qualifications 6.16.99 CRSS for the City of La Angeles Hypeion Constructlon Dlvislon 1. Customized PageMaker Tralning ThirdWave was retained by CRS Sirrine to develop a PageMaker, desktop publishlng, training for staff in the Hyperion Construction Division. The customized class was designed so that the students could use PageMaker to generate an internal newsletter. 2. Management Information Systems Department Staffing, Los Angeles, CA ThirdWave staffed the Management Information Systems Department for the Hyperion Construction Division. This 5 year contract was to provide information technology expertise to support the construction of a $1.2 billion dollar, 40 million gallon per day waste treatment facility. The following on-site professional and technica! personnel were provided. 3. Systems ProgrammerlAnaiyst: Responsible for major application programming developments, including specification, design, programming, integration, testing, documentation, and end-user training: a Programming languages: C/C++, Access, Visual Basic 0 RDBMS Development: Dbase, ParadoxlPAUParadox Engine, Oracle 0 Computer Systems: IBM PSZs, ALR, Compaq, SUN, VAWVM . a Operating Systems: Xenix, Unix, OS/2, MS DOS, SUN OS , A key application developed under this multiple year contract was the Project Engineers Networked System (PENS). This was a networked windows-based workflow application developed initially in Paradox by another firm, which failed to perform. This was reprogrammed by ThirdWave in MS Access. PENS tracked the construction management process flow for several construction projects exceeding $25 million each. It tracked all information received and transmitted .at the construction division, including correspondence, construction change orders, correspondence and the required sign-offs for each. 4. Novell-CNE Network Administration on Ethernet Token Ring To ensure daily operational functionality and performance standards of four computer networks (300 Pc's), including WAN connection to City Hall in downtown Los Angeles. 0 Existing Systems Analysis: Inventoried and evaluated existing conditions and systems. Itemized and proposed available options for: organizing software and data files, data storage management, locating and upgrading components of workstations, and network and systems design. Developed Integration Plans: Developed implementation plans and implemented approved changes. Ongoing management of the LAN including: set-up of user IDS and passwords, organization of application software and data files, ensuring the security of data, ensuring reliable access to data, performing data backup routines, administering E-mail, and the production of network status reports. Network Programs included: AutoPlot 3, PC-Tools, Norton Utilities, WPS-PC, Soflware Bridge, and QEMM. 5. Applications Development Recommended hardware and software supporting the development of custom application software. 0 MIS Log Database: Developed and designed the MISLOG database application on the network for the Management Information Systems group to track PC inventory, system problems and solutions, and to generate computer hardware / software reports for the IS Department. e Existing Production Application Modifications: Ongoing modification of existing applications, present . all applicable information on the correct screens, create databases of only pertinent information, present fields in a logical and ordered manner, calculate totals and sub-totals where appropriate, size and structure screens in a clear and presentable manner. 6. Installation & Support of Hardware and Software Ongoing installation of commercialsff-the-shelf and custom software, such as database, spreadsheet, word processing, engineering/AutoCAD, imaging, estimatinglscheduling applications as well as networking components. Components include workstations, printers, modems, disk drives, cabling, tape drives, plotters, and related peripherals. 0 0 Network Administration: 24 ThirdWave 11400 W . Olympic Bhrd. Suite 650 Los Angeles CA 90064 310 914 1480 FAX 310 914 1490 ThirdWave Corporate Qualifications 6.16.99 7. HelpDesk Responsible for the development of training courseware, on going user training, and support for the division's 300 engineers and administrative staff. Supported standardlnonstandard application software packages. On-going training of end-users on network administration such as Novell 3.1, 4.1 and application, e.g. Paradox, Delphi, Access, MS WordlExcel, Window 95/NT and others. City of Los Angeles, Bureau of Engineering, Systems Programming and Systems Support ThirdWave was retained by DMJMlBlack and Veatch to provide full time systems programming expertise on-site at the City of Los Angeles Hyperion Construction Division. Application programs included: I. Computer Inventory System: Developed qomputer inventory system in Paradox to track 110 personal computers, engineering wdrkstations, file servers, optical scanning workstations and peripheral devices. Designed customized report forms for each computer system. 2. Project Management Applications Conversion: Imported all VAX Datatrieve data from the Bureau of Sanitation and converted it to dBase IV, and then to Paradox 3.5 format. The VAX system had eight databases to manage the construction of the Hyperion Treatment plant, a $1.2 billion dollar construction project: e Project Correspondence e Noncompliance Data e ContractData e Payment Information e Construction Change Orders Specifications Data e Construction Plan Data e Shop Drawing Submittals 3. Estimating Application: Helped estimators design dBase IV application to input and update contractors' time, materials and labor databases for approximately 25 major construction projects in the $100 million range. 4. CADD Database Management Applicatlon: Relational CADD file -management system, used a single GUI on DOSlUNlX workstations to access thousands of AutoCAD, Auto-trol and Optigraphics files generated as change orders and modifications to construction plans. Developed on IBM PS2 platform, the program was ported to a Sun Sparc II file server in a networked Ethernet Token ring environment. 5. Contract Admlnistration Application: dBase IV application for the Bureau of Contract Administration, used to manage Contract Administration personnel, all contractors, the work, and the project status. 6. Change Order Costing Application: Paradox based change order system that computed the cost of approximately I000 change orders (tens of millions of dollars in construction) by date, revision number and company. 7. Contract SubmlttallCompletion Tracking Application: Database application which compiled and graphed the rate at which submittals, RFls, and change orders were initiated and finalized. The program used dBase IV and QuattroPro to consolidate construction data over a three year period. 8. Onslte Applications and Systems Support Staff: e. Supported Novell network, added users, changed group privileges, added new network applications, and changed various network configurations on the estimator's Novell system. e Installed all software packages including Wordperfect, QuattroPro, Paradox, Software Bridge, Primavera, AutoCAD, Autoshade, ASG, AutoPlot 3, PCTools, Norton Utilities, and WPSPC. e Addressed questions on city's standard office applications: Wordperfect, QuattroPro, and Paradox. e Developed, documented and instructed HCD staff on converting DECmate files into Wordperfect. e Laplinked computers, reformat and repartition hard disks. e Installed Token Ring boards, 3270 emulation cards, 387 math coprocessors chips, external drives. e Moved PCs, connect and disconnected peripheral devices. e Coordinated repairs for all PCs and peripherals with the city's downtown offices. 25 fhirdWave 11400 W. Olympic Bhrd. Suite650 Los Angeles CA 90064 310 914 1480 FAX 310914 1490 Third Wave Corporate Quallficatlons 6.10.99 County of Los Angeles, Department of Health Services, Publlc Health Programs This project implemented the first automated immunization regisby at the County of Los Angeles. ThirdWave provided Project Management services, as well as technical support, while implementing this ClienffServer system. The system included the Automated Data Integration Operating System (ADIOS) software, an Oracle v7.3.2 database Digital UNIX ~3.2~~ the existing county internetwork, the pilot site (Hubert H. Humphrey Health Clinic), and it's Novel1 NetWare v3.12 based Local Area Network. 1. Coordinate Activittes Coordinate activities between the immunization software vendor and various County departments including Immunization program staff, Information Systems Branch, Management Information Systems Division, Coqmunity Health Services, and Personal Health Services. 2. Implementation Requirements This task was performed at various County Health Clinics and entailed: 0 Identifying key personnel 0 Interviewing key personnel to evaluated clinic work flow 0 Evaluating physical space requirements and limitations 0 Identifying network requirements, hardware, equipment, wiring and furniture requirements 0 Identifying clinic location best suited to pilot the immunization technologies 0 Identifying training requirements and personnel to be trained ' 3. Installation of the Central Site Oracle Database (Central Registry) Oracle v7.3.2 was installed over Digital UNIX ~3.2~ on a SUN Sparc 20. 4. Implementation Plan and Remote Clinic lmplementatlon This task was performed at the program pilot site, the Hubert H. Humphrey Health Clinic and included the following sub-tasks: 0 Supervise the installation of hardware, software, wiring, and furniture 0 Training personnel 0 Pilot the implementation 0 Analyze results from the pilot 0 Reassess the overall resource requirements for the project 0 Finalize the implementation plan and schedule activities by location 0 Coordinate the installation and training at each location 5. Develop and implement processes, procedures, tools and methoL,.Jgles for monitoring, controlling, and coordinating planned activities. 6. Project Management 7. Set up and schedule periodic project team meetings 8. Identify and recommend personnel and resources, for ongoing registry support and maintenance. 9. Identify potential risks and Implement risk mltlgation plans, including a disaster recovely plan. IO. Develop Status reports and reporting procedures Housing Authority for the City of Los Angeles: LAWAN Project ThirdWave was retained to provide LANMlAN implementation services between 30 remote sites, located throughout LA County, and the Housing Authority's Central Headquarters site in Mid-Wilshire. The implementation, which was carried out in 4 months, included the following information systems: 1. Configured and installed 367 new AST PC (486K86) into 31 Housing Authority departmentdsites. 2. Configured and Installed 30 new file sewers, and implemented local area networks at each site using Novel 4.1 on an Ethernet topology. 3. Configured and installed 10 dlstrlbuted cabletron intelligent hubs 4. Configured, Installed and tested the communications of 30 remote intelligent hubs. 5. Integrated the new UNMAN to the existing ADS minicomputer enterprise-wide payroll system. 6. Installed six new mall sewers. 26 77 g es 90064 3109141 F 310914 4 ThirdW ave - Corporate Qualiff cations 6.16.99 7. Installed 30 new print servers, and connected 66 existing printers to the new LANs at all sites. 8. Upgraded the central site building to an FDDl LAN utilizing a T-1 communication configuration for - remote site access. 9. Provided hardware and software systems training which included: 0 Novel 4.1 Netware Management: SystemlNetwork administration training to MIS staff 0 Centralized Diagnostic Software 0 Management Software 10. Ongoing on-site and dial-up support services, including WAN fine tuning and trouble- shooting. 0 Cheyenne ARCserve - - City of Las Vegas Water Pollution Control Faclllty (WPCF 2) lnformatlon Technology Strategic ThirdWave was retained as a subconsultant to HDR Engineering Inc., Folsom, CA to complete the implementation of the following phases. I. Provide and Install LANMAN Sewer & Database. Plan Implementatlon, Las Vegas, NV - - 2. Complete a detailed LANMlAN design to satisfy the connectivity requirements of the plantsite and to City Hall. Developed a detailed configuration specification for future LANNVAN environments. 3. e e 0 0 0 4. Provide Development Platform: DEC Alpha Server Router, UPS NT Operating System Oracle Database Potential Rows Software Bachman Computer Aided System Engineering Software Install and configure LAWAN Hardware, DEC server and Oracle database 5. Develop Enterprise Data Model Existing databases were examined and reviewed in detail in their native state with WPCF TechnicaUSystems Support Staff. Data Dictionaries were created for applications that do not have them. - Issues of standardization were addressed, documented and resolved. This task has developed an enterprise database model of the existing applications at WPCF, such as: 0 Maintenance Management System Design 0 Supply Inventory System Design 0 Personnel System 0 Training Systems Design 0 Purchasing Control System Design - City of Las Vegas Water Pollution Control Facility (WPCF 3) Information Technology Strategic ThirdWave was retained as a subconsultant to HDR Engineering lnc., Folsom, CA to provide development and systems integration services on the following: Pian Implementation, Las Vegas, NV - 0. Online Operations Manual lntranet Application 0 On-going Technical Support 0 Project Management 1 Coordination 0 Other Professional Services as Required 1 c i r r- ! r 1 c r- c c ThirdWave Corporate Qualifications 6.16.99 Internet 1 lntranet Development Ben Franklin Technology Center, Philadelphia, PA ThirdWave is developing a CalAccess module for BFTC's U.S. Business Information Center (BIC), an electronic database library and international market research tool which integrates into the Business Partnering and Resource Matching section of CalAccess. 1. Add hyperllne on Business Assistance page of CaiAccess for 'Market Research' (short paragraph description was provided by URTA or BFTC) 2. Create one page for description of services, key selling points etc. with link to request form (content was provided by LARTA or BFTC). Links to BFTC web site may also be provided on this page. 3., Create services request form (form fields was provided by BFTC). Submitted form data was e- mailed to BFTC for immediate notification. In addition, all requests were stored in the CalAccess database. 4. Report screen. One report screen was created on CalAccess for use by system administrators. Report showed requests and request summary for a given time period. Breslow, Loeb, Baumohl &Wall (BLBW) ThirdWave developed a custom web page for BLBW. This entailed the following tasks: 1. Conceptual Design, addressing the look and feel, color scheme, interface, navigation, and ergonomics of the site. 2. Design, consisting of screen and graphic design. e Screen Design, including the following screen designs: Welcome Home Page, Services Provided, People behind the Logo, How to find us, Technology Advisory Group, Payroll News, Tax Law News, and Quickbooks, Quicken, and Peachtree Tips 0 Graphics Design, designed graphics for use on the web site. 3. Web Site Development. City of Las Vegas Web Slte Redesign & Enhancements, Las Vegas, NV 1. Redesign and Enhance Existing City Web Site As part of a larger automation project for the City, ThirdWave has been retained to design and develop a new web site to replace the City's initial site. The work included the following tasks: 0 Evaluate Existing Web Site, which includes reviewing the existing content and technical requirements of the City. A Summary of the Evaluation is submitted. 0 Conceptual Design, which includes developing GUI Standards, and Page Layout Concept. 0 Reformat Existing Web Data, which includes GUI graphics production, GUI HTMUJavaScnpt production, QA Testing and an Acceptance Document. 0 Setup of Site at ISP, which includes installing and configuring the Web Site at ISP, QA Testing, and an Acceptance Document. e Web Site Installation and Configuration, which includes server hardware installation, Web Sewer installation and configuration, configuration for firewall, configuration of protocols, Moving web page to new City Web Site and testing and Web Server Database installation and configuration. 2. On-line Buslness License Appllcation Development This application allows future new business Owners to get Business Licenses without ever going to City Hall. The work includes reviewing the business license process, user working sessions, business process workflow modeling, business process redesign, functional requirements development and an application specification is submitted. 0 Application Analysis, which entails the development of an Internet enabled Business License Application. This on-line application is the first in a series of applications to be developed that will take traditional City Hall functions to the citizens of Las Vegas. This is part of the 'Virtual Las Vegas" 28 fhirdWave 11400 W. Olympic Bhrd. Suite650 L osAngeles CA 90084 31 09141480 FAX 3109141490 - ThirdWave Corporate Qualifications 6.16.99 IT strategy, which will ultimately allow citizens to access City services conveniently from their homes Conceptual System Design, which includes prototyping screens and submitting an application specification. Graphic User Interface Development, which includes graphics production and HTMLNavaScript Application Development, which includes Metro development, Database connectivity, quality assurance Alpha testing, installing and configuring application at CLV Web Server and final live testing and bug fixes. and/or places of business. - production. - ' City of Las Vegas: Parks and Recreation Internet Application, Las Vegas, NV ThirdWave was retained by the City of Las Vegas to develop an Internet Application for the Department of Parks and Leisure Activities. The application provides the following functionality to the Citizens of Las Vegas: I. Select a Park by CitylCouncil District Location Provide a spatial graphic user interface through the use of City Maps, Council Area Maps, and individual recreational Facility Maps. Citizens can see an overview of Parks & Recreation areas and click on an item to show availability and schedule of activities, events, or facilities. 2. Vlew Calendar of Activities and Events Interactive calendar filterable by event criteria. Citizens can click on an event to see an extended description and register for an event or activity online. 3. Register and Purchase Tickets Online Allows cabens to purchase tickets online through secure transactions. 4. Check availability of Facilltles and Reserve Facilitler Displays availability schedules'and allows citizens to resewe facilities online. Payment is made through secure electronic commerce transactions. 5. Customer Profile This function allows citizens to enter their address and other information into the system for the purpose of mailing list generation and client tracking. The citizens may also specify their particular interests so they may be notified when events come up via e-mail or through the home page. 6. Complete User Survey People who have used the site to purchase tickets or reserve facilities may rate the system on effectiveness, ease or use, etc. 7. View Survey Results Anyone visiting the site can see how others have rated their experience. - Lo8 Angeies County Economlc Development Corporation (EDC) - CalAccess ThirdWave was retained to design and develop a web site, to act as a shared project management tool for the economic development community of the Los Angeles region, and as a central point of information dissemination for the business community. The web site consists of three main components: e Shared Client Tracking system, allowing economic development on group projects, Interactive Calendar, allowing users to selectively filter events by certain criteria, provide on-line Resource Matching, facilitating the pairing of private sector businesses for the purpose of creating strategic alliances, joint ventures, distribution channels, and finding suppliers and customers. - registration to business development events (seminars, conferences, etc.) - The scope of the work included the following tasks: 1 29 ThirdWave 11400 W. Olympic Bhrd. Suite 65q Los Angeles CA 90064 310 914 1480 FAX 3109141490 - c r P- c c c c ThirdWave Corporate Qualifications 6.16.99 1. Evaluate lntenriews Q Focus Groups Scheduled and conducted 10 formal end-user interviews and two focus groups to identify key functionality, and provide the basis for the development. The information collected was compiled, synthesized, and formed the basis of the design criteria and performance parameters. 2. Conceptual System Design Produced a conceptual system design of the three main modules: the Shared Client Tracking, Interactive Calendar, the Resource Matching modules, and corresponding reports. Used a structured system design methodology, including code (logic) flow charts, process flow charts, drawings of interface screens, database table structures and data dictionary. 3. Gnphlc;User Interface b Prototype Development Debeloped attractive, interactive, intuitive and easy to use graphic user interface, designed by a team of professional graphic designers and software developers. Developed prototypes of three main modules with enough features and functions to allow the EDC to review the application for acceptability. 4. System Development e Application / Database Programmlng Developed relational database supporting InterneMntranet applications to accurately capture the movement of information between business and service providers. The database provided automated functionality, such as tickler files, automatic referrals, and the automatic generation of reports. Additional key features will included the following: - Provide a separation between public and private information, using appropriate firewalls, Internet software and password techniques to accomplish 3 levels of security. - Provide the ability to attach documents created outside the web site environment, such as photos, scanned contracts, sound/AVI files, video and technical drawings (vector fifes). - End User Connectivity, requiring no special hardwarelsoftware except a modemlbrowser. - System Safeguards, providing three levels of security and automatic weekly backups. - -ThirdWave tested the system, utilizing a structured formal quality assurance methodology. e Quality Assurance Alpha Testing 6. Reports Development Several pre-formatted scheduled reports and userdefined ondemand reports were programmed, including the following: 0 0 e e e 6. e e Site-Traffic Reports, reporting the number of hits per daydmonth, distinguishing between economic development professionals and general users. The report will track the pages visited, whether graphics were downloaded, and what actions were taken. GIS Industry Tracking and Analysis, enabling users to graphically depict the results of cluster analyses, industry tracking, and migrationlgrowth tracking using maps. In addition, the system will include map based display and query of the database. Cluster Analysis, will be used to visualize the location(s) of similar or related business types, producing a graphic representation of the location and density of certain industries, using SIC codes, postal zip codes and other GlSlDatabase coverages. Industry Tracking by key indicators, including average annual employment, peak employment, percentage changes in employment, average annual sales, percentage change in sales, and percentage of sales exported will be displayed utilizing maps for the industry tracking. Migration and Growth Tracking, as a mechanisms for the collection and maintenance of historical information, enabling the EDC community to see various migration patterns within a given industrylbusiness sector, graphically represent which industries relocate most frequently, and which have the most turnover. Project Management, to manage ongoing collaborative development projects, including: Summary of Project Status, providing several filters on the database according to the project status, and select from a range of pre-formatted reports: by service provider, region, supervisorial district, city, industry, and company size. Correlation and Frequency Reports, pre-formatted reports to automatically perform basic statistical correlation between frequency analysis of certain pairs of factors. The following minimum reports will 30 __ thirdWave 11400 W. Olympic Blvd. Suite 650 LosAngeles CA 90084 3109141480 FAX 310Q141490 - Third Wave Corporate Qualifications 6.16.99 be programmed: industry and assistance requested, company size vs. assistance requested, service provided vs. success rate, industry vs. migration. - 7. 0 0 User Manual 8 Training User Manual: Provided four professionally designed and produced camera ready user manuals for use by the economic development community. The manual included a detail of the user interface, tables, charts, graphic images, and diagrams, to describe how to effectively use the web site functionality . User Training: Prepared user training materials such as transparencies, handouts, demonstrations for - the web site system. Provide end-user training over two days. - 8., The system had to be entirely portable and fully functional, independent of a specific ISPs hardware, system, or software. There was also a need to incorporate the new system into the existing Califomia-ACCESS site developed by SAIC. The performance requirements were to provide the following: 0 lnternefflntranet functionality, allowing the system to function as a web site for the public and an - intranet site for the economic development community. 0 Site security, protecting the integrity of proprietarylconfidential information 0 System expandability 0 Platform independence 0 Ongoing maintenance 0 System reliability - T T Los Angeles County Economic Development Corporatlon (EDC): Internal Cllent Management System lntranet Application After the successful development and implementation of the CalAccess Website, ThirdWave was again retained by the EDC to develop an additional internet application. The application, an Internal Client Management System, allows EDC Professional to better track and manage their clients. The scope of the work includes the following tasks: . - - 1. Needs Analysis Schedule and conduct functional'level interviews with 5 key EDC staff to determine overall goals of the intranet applications, and the specific design criteria that must be met. 2. Functional Specification Use the information gathered in the interviews to develop a functional specification for the application, including user interface, features, and standard reports, if applicable. 3. Application Design 0 Screen Design: Develop the graphical look and feel of the application, including issues as page layout template, color scheme, typical graphics, etc. 0 Interface Prototype: Develop a graphic user interface, designed by a team of professional graphic designers and software developers. Special attention will be paid to the development so that the interface is attractive, interactive, intuitive and easy to use. - 4. Patabase Design Carry out the database programming for the intranet site by following a structured system development methodology, adhering to the database table structures and data dictionary. 5. Database Conversion Convert and transfer EDC's existing records to the new database. . 31 ThirdWave 11400 W. Olympic Blvd. Suite650 LosAngeles CA 90084 3109141480 FAX 3109141490 ThirdWave Corporate Qualifications 8.16.99 6. Application Programming 0 0 ColdFusion Coding (Server Side Script) was used to cany out the server side application programming. HTML and Java Script Coding (Client Side): The client side application were developed utilizing the most current HTML and Java Scripting programming techniques. Frames were used to divide up the screen, as appropriate, to effectively utilize the screen real estate and to facilitate the user interface. (Java scn'pting was to take some of the processing burden off the server, and place It on the client side. This enhanced the performance of the site.) 0 7.Application Testing The system was tested utilizing a structured formal quality assurance methodology. 8. 0 0 9. 0 0 installation and Testing Install intranet site at EDC Server and QIA Test The intranet application was up at the EDC's server. This includes installing necessary software, initializing the database, and thoroughly testing the application. Set up Clients: All necessary client software was installed on the EDC's workstations and ensure that the lntranet connection is functioning and reliable. This indudes up to 28 systems, Pc's, Laptops or Macs. Training End User Documentation: A User Manual was developed for the EDC application, as well as any other materials (handouts, PowerPoint Presentation) which was used to provide instruction to EDC personnel on the usage of the EDC's lntranet application. End User Training: A halfday instruction seminar was held for the EDC staff. Los Angeles Regional Technology Alliance, Home Page 1. Application Deslgn 0 Screen Design: Develop the graphical look and feel of the web site, including issues as page layout ' template, color scheme, typical graphics, etc. 0 Interface Prototype: Develop a graphic user interface, designed by a team of professional graphic designers and software developers. Special attention will be paid to the development so that the interface is attractive, interactive, intuitive and easy to use. 2. HTML and Java Script Coding The client web site was developed using current HTMUJava Scripting programming techniques. 3. Site Testing The system was tested utilizing a structured formal quality assurance methodology. 4. Installation and Testing Install internet site at IARTA Sewer 8 QIA test. This includes installing necessary software, and thoroughly testing the application. Los Angeles Reg Ional Technology Alliance, Global Technology Partners Web Site This site included a direct link to CalAccess, logos of all GTP title sponsors, corporate partners and economic development organizations, and much more. ThirdWave worked together with the technical people representing GTP sponsors and/or partners for several months. . 32 fhirdWave 11400 W. Olympic Bhrd. Suite 65q Los Angeies CA 90064 310914 1480 FAX 31 0 914 1490 r i !- c r c r r r- r c I b L c r ThirdWave Corporate Qualifications 6.16.99 Electronic Document Management / Workflow Clty of Las Vegas: Strategic Information Systems Implementation, Electronic Document Management (EDM) I Workflow, Las Vegas, Nevada ThirdWave was retained to revamp all of the information systems throughout the City of Las Vegas, in order to streamline and enhance local government internal business practices and external service delivery to the citizen. The following describes the scope of work for the Document Management Workflow automation program for the fastest growing cities in the country. 'I. Document Management and Workflow Implement a city-wide Electronic Document Management System to automate business practices by implementing workflow automation technology city-wide. The document management tools is integrated with the workflow tools/products and will assist tin automating business processes in all 13 departments within the City. Carried out pilot project with the "Land Development" process spanning over a dozen divisions and two departments. The purpose was to test enterprise-wide EDM architectural design and assumptions. 2. Product Selection Utilized a formal method for selecting and acquiring the enterprise EDMMlorkflow applications. 0 Developed and end-user requirements document 0 Developed a functional requirement specification document 0 Researched and evaluated EDMNVorkflow solutions throughout the industry 0 Provided product selection and acquisition recommendations. 3. Pilot Preparatlon Identified test environment including project users, scanning, and training. Installed database and ' configured enterprise document managernenthvorkflow systems, including workstations, scanners, plotters and an optical jukebox. 4. Business Process Analysls Reviewed existing Land Development Tracking business workflow processes. Conducted in-depth working sessions and process analysis with end users and management. 5. Buslness Workflow Process Redesign Created an electronic workflow model. Developed redesigned business process alternative scenarios for review with management. Finalized the new and enhanced business process workflow. 6. Conceptual Design Developed the application definition and specifications, database design specification and requirements. Created screen prototypes and held design reviews with users and management. 7. Application Development Utilizing James Martin and ThirdWave's Rapid Application Development methodologies, developed the "Land Development Paperless Workflow Automation" application, conducted alpha testing, implemented user revisions and enhancements, conducted beta testing, and final pre-installation testing. 8. Application Implementation and Recommendation Implemented the Land Development Paperless Workflow Automation application in the production environment. Provided final technology review, assessment and recommendations, as well as, a city- wide implementation and roll-out plan. - 33 ThirdWave 11400 W. Olympic Blvd. Suite 650 Los Angeles CA 90084 3 109141480 FAX 3 10 914 1490 ThirdWave Corporate Qualifications 6.16.99 - Hawallan Electric Company: Joint Pole Document Management System, Honolulu, HI ThidWave was retained to provide and implement a document management system that would meet the imaging and information processing requirements for managing Joint Pole documents, in addition to providing support services and training resources. 1. Key HECO Issues to be addressed included the following: e Automation of storage and retrieval of Joint Pole EngineeringlMaintenance records and drawings e Integration with an existing Joint Pole System database e Efficient means for imaging, managing, and accessing Joint Pole files and data e Compliment and/or integrate with existing lntergraph system e View capability of (.DGN) files from within the document management system - 7 -. e . Workflow capabilities for future process automation of Joint Pole and business documents - South Coast Air Quality Management District: Workflow Automation SCAQMD retained ThirdWave and our subcontractor Action Technologies to design and develop a - workflow automation. The productivity improvements derived from those technologies will be utilized to support efforts to re-engineer district-wide internal processes. This will allow the SCAQMD to accomplish the Regulatory Reform Initiatives adopted on January 12, 1996. - 1. e e 2. e e e e e e 0 e Key SCAQMD goals and objectives that were addressed: The design and development of workflow automation, involving multiple levels of approval and critical data that cut across organizational lines. The design and development of the following initial applications: - Timecards - Purchase Requisitions - IM Service Request Forms The Implementation of the automatlon system provided AQMD with the following: Support of AQMD’s strategic initiative with respect to Information Management. Best meet AQMD’s overall needs, current and anticipated needs. integrate AQMD’s current operating environment, while providing flexibility for technological evolution. Deploy a process and database centric solution that is not reliant on electronic mail to route workflow. An enterprise-wide system that supports data sharing among all divisions. A high speed system that operates with a high degree of reliability and consistency. A high degree of uptime, the ability to recover and restart after hardware failure. Technology that can be adapted to provide improved service as technology evolves. 3A -. fhirdWave 11400 W. Olympic Bhrd. Suite650 Los Angeles CA 90064 310914 1480 FAX 310 914 1490 - P i c- c L c ! c r r I c c r ThirdW ave Corporate Qualifications 6.16.99 Geographic Information Systems ApoHo Computers: GIs Executive Presentation, Chelmsford, MA Geographic lnformation Systems: A Paradigm for Synthesis and Success, (Copyright ThlrdWave 1990) Developed an executive level slide set addressing the prerequisites for building a successful GIs program. This presentation was commissioned by the AEClGlS Market Development Division of Apolio Computers and was based on a presentation produced for GIS in Local Government Seminar hosted by Hewlett Packard, in which ThirdWave was the keynote speaker. City of Culver City: GIs Implementation Strategy, Culver City, CA Retained to;identify GIS requirements and addressed the keys to a strategic and successful GIs implementation. The requirements study encompassed the Planning Division, Engineering Division, Housing Department, and MIS. The strategy examined the following: 1. End-user, organizational, data and user interrelationships 2. Application requirements, for each organization 3. Networklng requirements, hardware, software, communications 4. Correspondlng project cost of the GIS Program City of Los Angeles, Department of Transportation (LADOT): Traffic Accident Information System ThirdWave is creating a Traffic Accident Information System for use in collecting and analyzing accident data. This project development of an enterprise-wide multi-agency system that enables data sharing between LA DOT, Los Angeles Police Department and other agencies such as California Highway Patrol, Bureau of Street Maintenance, and Bureau of Engineering. In addition, this system will be the foundation of a new information infrastructure that will provide a universal method for referencing a variety of transportation related data. 1. Development of a Llnear Referencing System and Street Route System for the Transportation -Automated Records System (TARS) framework and TAlS application 0 Design and implement TARS framework e Develop route systems 0 Develop Arcview interface for TAlS 0 Convert accident data from Paradox to Oracle 2. Interface Development to LA Police Departments Associated Systems Develop an interface to work with the associated systems of other agencies such as City Attorney, Bureau of Street Maintenance, Street Lighting and Engineering and the California Highway Patrol. There is a direct interface between the TAlS and the systems used by these agencies. The system will utilizes Arcllnfo, Arcview, and Oracle RDBMS technology. 3. Convert Mainframe Accident Data ThirdWave decornpacked and translated approximately 1.5 million accident records in VSAM format. We translated other files to establish or update the street network. City of Los Angeles: GIs Wye Map Program Mapping / GIS Systems integration for a five year, $8.7 million program, for conversion of 6,480 Sewer Wye Maps, 109 Sewer Maps, and 7 Major Sewer Maps for the Wastewater Systems Engineering Division. Working as a subcontractor to Psomas, ThirdWave's role consisted of three major tasks: I. GIs Requirements Phase 0 Perform GIS Needs Assessment for Bureau of Sanitation 0 Evaluate 12 leading GIS systems, produce featurelfunction comparison matrix and narrative 0 Address integration of existing ComputeNision land base 0 Develop demonstrationlbenchmark document v I 35 ThirdWave 11400 W. Olympic Bhrd. Suite 650 Los Angeles CA 90064 310914 1480 FAX 31 0 914 1496 ThirdWave Corporate Qualifications 6.16.99 2. Development I Integration Phase Generate a systems interface to ARC/ INFO, using the ORACLE relational database management application on IBM RlSC Powerstations and servers. Designed interface for building an on-line, bi- directional GIS Sewer we Map System. 3. Pilot Phase Worked with ESRl to collect and review data, design sewer database, convert land base and we Maps into ARCllNFO coverages. Developed requirements for implementation and conversion phase. City of Los Angeles: 1992 Property Tax Allocation Audit and Information Services ThirdWave was retained by Hinderliter, de Llamas and Associates to assist in this secured audit for the recovery of misallocation of property taxes. Our work included two tasks: 1. Compare property parcels by verifying county assessor maps against the specialized HdL parcel database. ThirdWave reviewed LA City property tax data, city maps, and county parcel maps. 2. Conducted an analysis to identify and verify the parcels that were misassigned by Tax Rate Area (TRA) and provide the correct TRA. 3. Typical errors included parcels assigned to the incorrect tax rate area with the City of Los Angeles, or adjacent city and tax rate areas allocated to the wrong Wing agencies. This contract was completed 30% ahead of schedule and under budget. Community Redevelopment Agency of the City of Los Angeles: Geographic Information System Mapping Services ThirdWave was retained to provide ongoing GIs staffing services for a five year contract. The GIS consists of HP workstations and servers utilizing ESRl’s suite of products. Project responsibilities include: 1. Integrating the creation of standardized map displays of field data, supplied and specified by CRA, into an application used by staff to generate map products. 2. Editlng and adjusting various sources of data ’ 3. Providing systems administration and support services. 4. Design and implementation of a desktop system to allow staff access to GIS data on the sewer and to perform various queries and analyses on that data. 5. Development and implementation of web enabled GIS Applications. LA County Metropolitan Transportation Authority: ARCIINFO GIs Operation and Management ThirdWave was retained as a subconsultant by b.d. Systems, Inc. for this four year, multimillion dollar contract. Project responsibilities consisted of managing and operating the geographic information system, including systems development and maintenance. The GIS consists of IBM RS16000 workstations and ARCANFO software running on a Token Ring neWork topology. ThirdWave provided on-site technical staff to act as MTA’s GIS department, which at $183 billion dollars, is the largest design and construction program of a public transit agency in the country. Specific tasks include: 1. Plan, design, develop, Implement, and maintain GIS which is consistent with MTA’s business objectives, and the commission’s information systems. 2. Operate an effective application development environment, including strategic systems planning, software and hardware procurement and installation. 3. Provide continuous internal education and training, as well as advise and support staff. 4. Develop GIs Map Output showing demographic information support alignment, studies, transit stbtion locations, land use studies, transportation improvement program analysis, transportation demand management analysis, and population density analysis. 5. A sampling of GIS transportation projects Include: 0 Beneflt Assessment Dlstrict Parcel Layer This task involved the conversion of the Cii of Los Angeles Engineering Department ARCANFO formatted lot-block-tract coverage’s into Los Angeles County assessor parcels. This process is well documented and is considered in production converting 20,000 lots into less than 5,000 parcels. 36 ThirdWave 11400 W . Oiyrnpic Bhrd. Suite 650 Los Angeles CA 90064 310 914 1480 FAX 310914 1490 111 1 7 1 1 A r ? i 1 r r- P i c c r I c r c c r Third Wave Corporate Qualifications 6.16.99 0 Transportation Model Improvement Plan Supporting MTA's modeling group and covering three categories of work designed to bring GIS technology to aid the Transportation Model Improvement Plan. This work included statistical analysis of census travel related files via SAS, the conversion of highway and transit modeling networks into ARCANFO compatible formats and the development of software to support the maintenance of transit r networks. 0 Thomas Bros. DerIvativeslApplication Support Supported Thomas Bros. digital map file users and the development of new software applications. Tasks included survey of requirements, data dictionary creation, developing a methodology for derivations, AML programming, WQC, user documentation, training and ongoing support. Production, revision, quality control and delivery to MTA clients. Products range from simple maps depicting multiple features to complex spatial and demographic analysis. This task covered activities to improve the tracking and reporting of Request for Service jobs. It addressed the overall needs for system and data administration. A Job Administration and Tracking System, System Administration Disk Backup and Retrieval' System, a Data Manager and an Automated Mapping System were developed. ThirdWave GIS programmers created a module within Arcview, using Avenue script to prepare street attribute inventories. The street attributes are CALTRANS road classifications added to Thomas Bros. basemaps. The Avenue script enabled the user to find intersections of every street in the requested municipality. The MTA distributed this inventory to municipalities to obtain additional data such as parking restrictions and traffic flow inhibitors. The completed inventory was then used to update MTA transportation models. The pilot area encompassed all of 10s Angeles County. This project was fundamental in the CALTRANS decision to incorporate this procedure statewide. Bur Passenger Load Visualization Pilot Project ThirdWave GlS programmers created a pilot application utilizing ArcView, Visual Basic, and Map Objects. This project was created as an example of desktop PC analysis of the MTA transit system using spatial and temporal data that could be distributed via the ITS network to all MTA units. The pilot had three primary objectives. To observe the efficiency of the ArcView PC Windows interface. Secondly, explore the flexibility of the Avenue programming language. Lastly, determine a bus route pattern and stop location data structure. The prime audience was the non-technical GIS user. The load of the bus, time of day, streets, and bus route are all displayed at once and the user can scroll through the time periods to identify the highest occupancy rates on any bus. 0 ' Request'for Map and Tabular Products 0 Internal Systems Development 0 Functional Highway Classification 0 Pierce CountylPierce Transit: Pierce County GlSlCRlS Data integration Project, Pierce County, Washington This project was carried out by ThirdWave and our business partner, Baymont Technologies, Clearwater Florida. The goal of this project was to design a database for Pierce Transit, enabling the sharing and direct transfer or translation of GIS information between participating jurisdictions for the regional Automated Trip Planning Project. There-were several participating juri.sdictions: Pierce Transit, Pierce County, City of Tacoma, Seattle Community Transit, Seattle Metro, and Snohomish County. To accomplish this, an inventory and analysis of each jurisdiction's databases, trip planning applications, and technologies was carried out. The results of this analysis were used to develop a conceptual database model and physical database design for Pierce County. Specific tasks included: I. Conducted workshops with the Pierce Transit Project team to establish content for the final report. 2. Performed interviews with the participating jurisdictions. 3. Inventory and document results on interviews, specifically addressing: 0 Database software used 0 Conceptual data model 37 ThirdWave 1 11400 W. Olympic Bhrd. Suite 6 310 14 490 ThirdWave Corporate Qualifications 6.16.69 0 Physical data model 0 Description of linear referencing system or data management 0 Technology used for application development 0 implementation plan 4. Carried out analysis and synthesis of data to develop a recommended conceptual database design for the Transit's Regional Automated Trip Planning Application. 5. Prepared report summarizing the interview results and present to the Project Team. 6. Developed physical database design. 7. Prepared a final report documentlng the analysis process, the design process, and methodology for recommending the database design. San Diego bata Processing Corporation, City of San Diego: Pavement Management System for General Services Department, Street Division, San Diego, CA ThirdWave was retained as a subconsultant by Pavement Management Systems, Inc. to develop a fully integrated Pavement Management SystemlGeographic Information System, by integrating Pavement Management inc.'s proprietary software with ARC/INFO, and the City's existing IBM Mainframe street databases. The purpose of the development was to manage and plan maintenance, repair and rehabilitation andlor replacement of San Diego's entire 2500 mile street network. The Pavement Management System included the following features 1. Maintain and analyze street condition data: street inventory, contract, subcontract, street condition, traffic volumes, utility holds; treatment history, and remarks, in providing the most cost effective maintenance program. 2. Provide analysis of street maintenance strategies based on various criteria. 3. Database management system to easily provide ad-hoc queries and reporting, security, backup and recovery of pavement management data. 4. Easily provide information to allow the City Council, city management and community groups, to understand and approve recommended strategies. 5. Interface with the Regional Urban Information System (RUIS) ARCANFO GIS on IBM RISC/6000s, containing the basemap for the entire 4,200 square mile San Diego County, and its associated street center lines and intersection data. 6. Provlded LANMlAN compatibility (Novel1 Netware on Token RingIEthemet), and access to several existing IBM mainframe databases, such as, Street Inventory Mainframe System and Traffic Volume Data with 20,000 records over a ten year history period. San Diego Data Processing Corporation, City of San Diego: Regional Urban lnformatlon Systems, San Diego, CA A substructure conversion program used intergraph and ARCllNFO systems to automate the sewer mains, laterals and fixture locations and associated attribute information for approximately 1300 Sewer Maps at 1"=100'. ThirdWave was retained as a subcontractor to Baymont Engineering, Clearwater, Florida, on this regional GIS project. Southern California Association of Governments (SCAG): Analysis of Economic Impact of lntermodal Goods Movement in the SCAG Region ThirdWave was retained as a subconsultant by Mercer Management Consulting, for a TransportationlEconomic Consulting Research Project. The analysis addressed intermodal goods movement between carriers, their facilities, the routes connecting them and their customers, and the traffic flow being carried. The geographic area involves three ports, five airports, three line-haul railroads, and a large number of local and regional carriers. The purpose of the study is to better understand the intermodal goods movement system, and its related economic and environmental linkages. The analysis included developing a description and model of the following: 0 0 Current intermodal traffic flows 0 Physical intermodal system, its characteristics and capacity Linkages between the intermodal goods movement system and the regional economy 38 g 310 914 1490 r r 1 r - r c r 1 r I c i r c r c L c ThirdWave Corporate Qualiflcations 6.16.99 0 Impact of policy decisions, regulatory changes, or infrastructure investments in the system Implications of economic growth, air quality, and congestion Our tasks consisted of using ARCANFO GIS software, on IBM RlSC 6000 workstations for the'analysis of geographically based data. This included communicating the dependence of intermodal goods systems : to the underlying geography and infrastructure of the SCAG Region. Extensive graphics and GIS output were used to depict intermodal modes, links, and traffic flows. Separate model overlays were prepared to show various modal combination (airhruck, railltruck, marineltruck, marineltrucklrail) and the cumulative traffic flows for all. Southern California Association of Governments (SCAG): Management Study on the Use of GIs and Transportation Modeling Technologies ThirdWave was retained by the president of SCAG to examine a high level evaluation on the use of GISlmodeling technologies. A special emphasis was placed on the effective use of technology, staff, and financial resources. The scope of wet% consisted of the following: 1. 0 0 0 '. 0 0 2. . 3. 0 0 Analysis of Management Issues Conduct management issues interviews Assess existing GIS hardware, software, regional transportation and demographic databases Review CTS's databases relative to SCAGs .Review TransCAD transportation mapping software Interview other regional transportation agencies such as SANDAG Validated and compile interview findings Summary of Findlngs Generated summary of findings and provided presentation of interim findings to SCAG executives Management Recornmendatlons Generate management recommendations presentation Conduct final presentation to SCAG executives such as the president, CEO, and all directors Southern California Association of Governments (SCAG): Network Development, Model Integration and Application Development Developed a GIS for Transportation (GIST) system as a subconsultant to GISlTrans, Cambridge, MA. Provided systems development and integration of ARCIINFO, ArcView2, TRANPLAN and Thomas Bros. Bas Map systems, running on IBM RS/6000 workstations. ThirdWave teamed with GlSnrans Ltd. to conflate SCAGs TRANPLAN network to Thomas Bros. ARCANFO coverage's. SCAG is a regional transportation planning agency that encompasses Los Angeles, Orange, Riverside, San Bernardino, and Ventura counties. TRANPLAN is a transportation model software used by transportation planners. By conflating the TRANPLAN network, SCAG was able to take advantage of the Thomas Bros. basemap accuracy. The end product is spatially accurate modeling data. 1. Relational Database Management System Assisted in the full development of the relational database management system and integration with INFO, SAS and TRANPLAN. Implement ORACLE as the central data repository, storing and managing data through various protocols, standards, catalogues and libraries. Includes the design, development and integration of the following components: 0 GIS Databases 0 ARCANFO (V7.0) GIs, including interfaces and applications 0 Transportation and forecasting models, using TRANPLAN, SAS 2. Thomas Bros. Map Database Network (TMBDB) Checked and corrected the TMBDB network topology on the specified network of interest. Completion of the TBMDB street centerline file topology, making it compatible with the GIS transportation networked applications to be developed. 39 ThirdWave 11400 W. Otympic Bhrd. Suite 650 Los Angeles CA 90064 310 914 1480 FAX 310 914 1480 ThirdWave Corporate Qualifications 6.1 6.99 Implementation of a linear referencing System to manage the network attribute data. Develop single network model for use with the GIS and TRANPLAN 3. Linear Referencing System (LRS) Established LRS conventions and maintenance procedures. This task included: Determined appropriate network system of route entities. Set up base roadway centerline tile to manage network attribute data, and establish links across network features between GIS and transportation modeling tools. 0 Use input data from Various sources, for example, Caltrans Post Mile, LRS, including AADT data. 0 Relate TMBDB street segments to the link features in SCAGs regional and subregional modeling networks. 4.' Graphical User InterfacesITnlning Provided technical programming support associated with the software interfaces and training of non-GIS staff in ArcView 2. This included the following activities: Provided ArcView UAvenue programming to develop user friendly interfaces providing to GIS and associated databases 0 Developed custom tailored courseware and training for SCAG Staff 5. AML Programming Provided automated mapping programs, which define the standardized legends, shade sets, and fonts for use with ARCANFO and ArcView 2. This task included: Developed an interface allowing users to produce maps they display on the screen in a simple fashion Provided ability to perform simple overlays and spatial distributions Utilized other programming tools to develop additional functionality, as in ARCllNFO AML and C/C++ 6. Network Data Developed the LRS application to link the TRANPLAN network, the GIS network and other networks to , the Thomas Bros. map base. Application programming and pilot of LRS, demonstrating the transfer of spatial and attribute data between network files with separate geometry's and data model structures such as, TBMDB street centerline file and the TRANPLAN network Application identification and development, expanding GIS-T applications for transportation modelers and planners 0 Integrate datasets and develop more sophisticated applications such as: - Displaying TRANPLAN Model results - Comparing data, before and after, from scenario tests, identifying impact differences - Editing networks and displaying RTlP projects - Origin and destination data analysis, for example using Census Transportation Planning Package access Southern California Association of Governments (SCAG): Conflation of SCAG's Tranpian network to Thomas Bros. Basemaps ThirdWave teamed with GlSITrans Ltd. to conflate SCAGs TRANPLAN network to 1995 Thomas Bros. ARCllNFO coverages. SCAG is a regional transportation planning agency that encompasses Los Angeles, Orange, Riverside, San Bernardino, and Ventura counties. Tranplan is a transportation model software used by transportation planners: By conflating the Tranplan network, SCAG will be able to take advantage of the Thomas Bros basemap accuracy. The end product is spatially accurate modeling data. US West: GIs Mapping Sewlces to Produce Outside*Facilltles Maps, Cleatwater, FL ThirdWave was retained as a subconsultant by Baymont Technologies to provide comprehensive GIS mapping services. ThirdWave's portion of the project included providing 126 GIS technicians on-site at the Baymont ofice in Florida. 40 ThirdWave 11400 W. Olympic Blvd. Suite650 LosAngeles CA 9 0064 310914 1480 FAX 310914 1490 1 r i c r r i c F- t c r r r r r c i Third Wave Corporate Qualifications 6.16.99 This massive GIS project entailed the development of a fully integrated GIS of all outside facilities owned by U.S. West in 14 states, representing a major geographic portion of the United States! The GIS conversion work covered the following nine service areas: 0 Arizona 0 Idaho, Montana, Utah 0 Colorado I Wyoming 0 Minnesota a OregonlSW Washington 0 NewMexico 0 Nebraska /South Dakota a Washington Our involvement Included the following responsibilities: 1. Data entry of all alphanumeric facilities data associated with all sites, equipment and cabling. 2. GIS conversion of all outside telecommunication sites, facilities and cabling. Included mapping and electricaVmechanical engineering documents. Utilizing lntergraph MGEmnGA GIS and ESRl ARCIINFO. ; 3. Significant amounts of records and document management of hardcopy and electronic dataused and produced by the project such as alphanumeric, engineering, mapping document. 4. Quality ControUQuality Assurance on all products. Idaho I N. Dakota Automated Mapping 1 Facilities Management Projects Advance Micro Devices: Automated Mapping Conversion Program, Sank Clara, CA Automated mapping data conversion services of manufacturing facilities and plant site. The electronic data, generated in AutoCAD, was used to generate site plan, substructure, and facility as-builts for Plant Engineering and Facilities Management. Bullock's Department Store: Automated Facilities Management Program Facilities management CAD requirements study and systems configuration for implementing a corporate retail space planning and asset management program. Carter Hawley Hale: Automated Faclllties Management Program Automated facilities management, corporate automation analysis, and CAD cost benefit analysis for implementing a retail space planning and asset management application. Hewlett-Packard: Automated Mapping Conversion Program, Sunnyvale, CA Automated mapping data conversion services of office and manufacturing facilities on Holguin CAD system. The project included four buildings, approximately 250,000 square feet each, and the manufacturing and marketing plant site. Deliiered Holguin Mountain Top and AutoCAD DXF file formats for the facilities management organization. Lockheed Missiles and Space: Automated Mapping Conversion Program, Sunnyvale, CA Automated mapping data conversion services of corporate facilities and plantsite, to generate as-builts and substructure mapping. Assessed the best data conversion methodology utilizing a combination of Optigraphics optical scanning system and CADAM computer aided design system - to capture 6.5 million square feet of facilities design and construction documents for facilities management. 41 ThirdWave 11400 W . Olympic Bhrd. Suite 650 Los Angeles CA 90064 310 914 1480 kAX 31 0 914 1490 r r F- c r c c c I F r c- r c L - c L c ThirdWave Corpora6 Qualifications 6.16.99 AutoCAD Projects City of San Diego: Clean Water Program CAD Guidellnes, JMM, San Diego, CA Produced CAD Guidelines as a subconsultant to James Montgomery for San Diego Clean Water Program, a multimillion dollar program. The guidelines, developed for an lntergraph CAD system, were used by city engineers and consultants to the city. The CAD Guidelines provided a framework for consistency by those performing design work on CAD for the Clean Water Program facilities, and to facilitate the management of electronic construction documents generated by the Clean Water Program. Clty of Los Angeles, Public Works: CADD Implementation Planning CADD Implementation Program for 22 Engineering Divisions in the Department of Public Works, Implemented 90 Auto-Trol and Optigraphics workstations, addressing the following areas: 1. Site preparation, installation planning, installation and testing systems 2. Pilot programs in the Civil, Substructure, Structural, Architectural, and Engineering Divisions 3. Develop graphic standards for all engineering disciplines 4. Produce methods and procedures for all engineering disciplines 5. Create training program for 500 engineers, designers, and draftsmen 6. Implement data capture and conversion methodologies using AutoCAD, ComputeNision, intergraph 7. Provide systems support and operations management services City of Los Angeles, Public Works: Application Development and Support Program ThirdWave was retained by Bechtel to assist with the execution of the Application Development and Support Program for 22 Engineering / Mapping Divisions in the Department of Public Works. Developed customized applications, methods and procedures for the successful implementation of 90 workstations: Auto-Trol I Optigraphics. Addressed the following technical areas: I. e e e 2. 0 3. 0 Pilot Programs Develop pilot program scope and implementation plan Execute of pilot programs for architectural, mapping, civil, and engineering functions Evaluate pilot programs results Methods and Procedures Development Develop division engineering workflows and database management procedures Systems Integration and Operations Plan Systems integration development System support structure and task force coordination Clty of Loa Angeles, Hyperion Wastewater Treatment Plant: AutoCAD System Integration Retained by CRS Sirrine to provide systems integration and networking services. ThirdWave was responsible for the following AutoCAD and VersaCAD systems: I. Systems integration and hardwarelsoftware support 2. Developed AEC specific AutoCAD methods and procedures, and customized training 3. Installed, provided training and support on the following systems: 0 NEC 19 MultiSync Displays for AutoCAD application 0 Suma Sketch tablets 0 JDL 850 GL+ PrinterlPlotter e Mountain Top tape backup system and Interface Cards 0 Orchid Graphics cards and upgraded disk drives 0 Lightning Zoom graphics accelerator software Hlrsh Bedner and Assoclater: AutoCAD and Network Services, Santa Monica, CA 42 ThirdWave 11400 W. Olympic Blvd. Suite650 LosAngeles CA 9 0064 310 914 1480 FAX 310 914 1490 1 -.I ThirdWave Corporate Qualifications 6.16.99 ThirdWave was retained by Hirsh Bedner and Assoc., the largest interior design firm for the hospitality industry, to conduct a Novell network evaluation. This included a topology assessment, and systems configuration for implementing networked services for interior design and administrative services. ThirdWave implemented a network strategy and application enhancements of Novell Netware, memory management, AutoCAD R12, Excel, AMI pro, and Word Perfect for Windows, to boost productivity with work flow management tools. The network included 17 stations comprising CAD and financial - - applications. Valley Presbyterian Hospital: AutoCAD and Network Services, Van Nuys, CA ThirdWave was retained to produce system specifications for providing nine Pentium workstations and networking them to three existing workstations. We provided systems implementation, installation of Wihdows for Workgroups network for a 10 person hospital engineering group. Another responsibility was providing application software and integration of the following information technology for an integrated hospital facilities management system: I. AutoCAD R12 CAD with Automanager software for redlining design drawings 2. Ketlv software for automating architectural drawings with intelligence data 3. Access database for facilities tracking 4. MIcrosoft Excel for planning and reporting 5. Installation of Hewlett Packard Scanner, Hewlett Packard Plotter and AutoCAD R12 stations 6. Custom tailored AutoCAD training to facilities engineering staff Wdom, Wein and Cohen: AutoCADINetwork and Application Services, Santa Monica, CA Evaluated and implemented CAD systems, AutoCAD R12 with Automanager and network services for 30 AutoCAD workstation architectural firm. ThirdWave is providing ongoing technical and network support, and production recommendations designed to optimize network resources. Wolfgang Puck Food Services: AutoCADINetwork and Application Servlces, Santa Monica, CA ThirdWave was retained to provide Novell networking services and system's implementation of AutoCAD for architectural and interior design and production. ThirdWave is also providing ongoing training and AutoCAD customization services for the 'architectural production group. Implemented and integrated AutoCAD and 3D Studio visualization cycle to review design elements and presentation materials for client approval. i 1 3 1 7 I 43 fhirdWave 11400 W . Olympic Bhrd. Suite650 Los Angeles CA wKl64 310 914 1480 FAX 310914 1490 - r r t r c 7 i i !- r r r c r L c Third Wave Corporate Qualifications 6.16.99 Graphic Design & Multimedia Services Accessl: Advertising Design, Playa del Rey, CA ThirdWave was retained to design a full page color advertisement for this telecommunications company. We designed and produced the ad using PC based graphics tools. 3D Studio and Adobe Photoshop were used to create a 3D model and to produce the final artwork. ThirdWave also provided account management services and coordinated the printing process. The advertisement appeared in the October issue of TeleProfessionai Magazine. ThirdWave was subsequently retained to design an extensive corporate identification program for Access! which included a new logo and all accompanying materials: Business Cards, Letterhead, Envelopes, Labels, and Folders. City of Las Vegas: Geographic information Systems Division Flyer,_ Las Vegas, NV Provided graphic design and production services to create a flyer outlining the GIS Division's special services. The flyer featured events and services being offered to the citizens of Las Vegas and City staff. The flyer is one of the first steps in an overall GIS marketing program that ThirdWave developed. Digital Equipment Corporation: Wghtsizfng for Success Brochure Design ThirdWave and Digital Equipment Corporation participated in a team effort to create the Rightsizing for Success brochure, which featured a malor systems integration project for the City of Las Vegas. ThirdWave provided all graphic design services from concept to production. The brochure outlines the challenges faced by Las Vegas and how the city developed a five year information technology strategy with the help of ThirdWave and Digital. NALEO: TypesettingiProduction Publications: Diversifying the Los Angeles Area Latho Mosaic: Salvadoran and Guatemalan Leaders' Assessments of Community Public Policy Needs Constructing the Los Angeles Area Latino Mosaic: A Dernogrephic Portrait of Guatemalans and Salvadorans in Los Angeles ThirdWave provided typesetting and desktop publishing services to help produce two separate books published by the National Association of Latino Elected 8 Appointed Officials, a non-profit organization serving the nation's Latino community. Nature's Secret: Design & Production We design and produce various marketing materials and flyers for promotional events on a regular basis for this Nutritional Supplement and Vitamin Company. Padilla (L Associates: Corporate Identity, City of Commerce, CA ThirdWave designed and produced a complete corporate identity program for Padilla i?, Associates, which included a new logo and all accompanying materials such as business cards, letterhead and envelopes. A second identity program was designed for their on-site staff at the Los Angeles Metropolitan Transit Authority (MTA). SunSign Fragrances: Product Advertisement ThirdWave provided design services for production of an advertisement for SunSign Fragrances. 3D Studio and Adobe PhotoShop were employed to create a 3D rendering of the product being featured in the ad. 44 ThirdWave 11400 W. Olympic Blvd. Suite650, Los Angeles CA W064 310914 1480 FAX 310 914 1490 , ThirdWave Corporate Qualifications 6.16.99 Vesper AlleylPirate Records: Flyer Deslgn, Malibu, CA ThirdWave helped produce marketing flyers to advertise for various artist's upcoming engagements across the country. Xtreme Scene: Logo Design, Encino, CA ThirdWave designed two separate logos for Xtreme Scene, which would be used for T-shirts, baseball caps, stickers, watches, etc. Sony Imagesoft: Softwareflechnical Support Multimedia, Santa Monica, CA Sony Imagesoft is a state of the art production group, developing next generation high-technology video game software. ThirdWave is providing ongoing technical support for Sony's in-house video game development teams on multimedia production issues. We are providing various software support applications for 3D Studio, such as the following cross platform animation tools for IBM to MAC: 0 Debabelizer, Adobe PhotoShop, Painter 0 Pharlap advanced Memory Management Toshlba Information Systems: Corporate Multimedia Production, Irvlne, CA ThirdWave was retained to provide multimedidanimation software (AutoDesk Animator Pro), design and production services to produce a corporate marketing multimedia presentation announcing a new product. The presentation produce by Toshiba and ThirdWave staff was used to announce the Toshiba T44OOSXC, the first color active matrix notebook in the industry, at COMDEX in Chicago. Vicware: Multimedia DesignNideo and CD-ROM Provided 30 Studio and animation products for the development of CD-ROM based products. Recommendation and support for production of animation and related output to broadcast quality video, audio and CD-ROM sources. Wolfgang Puck Food Sewlces: Architectural Renderlng, Santa Monica, CA ThirdWave was retained to provide architectural rendering services for the proposed Wolfgang Puck Cafe on Montana Avenue in Brentwood, California. Architectural elevation studies were carried out using AutoDesk 3D Studio and Adobe PhotoShop. The product consisted of presentation boards used before the Santa Monica Architectural Review Board. T j 1 1 1 1 45 ThirdWave 11400 W. Olympic Bhrd. Suite 650 LosAngeles CA 90064 310914 1480 FAX 310 914 1490 c IDM & c As a full service, systems integra- tion firm, ThirdWave is involved rrvith complex enterprise-wide automation projects. We offer a -rare and comprehensive mix of expertise in delivering Electronic Document Management (EDM) m and Workflow automation solu- tions, including business process . analysis, systems evaluation, selection, implementation, inte- -gration and management. ThirdWave has earned a reputa- tion for extraordinary perfor- -mance in delivering appropriate solutions for both public and pri- vate sectors. c As the world enters a new millen- . nium, corporate America is faced with the challenge of redefining -itself to meet the demands of a technology biased competitive marketplace, while government -strives for enhanced service delivery to it's citizens with less resources. -ThirdWave is uniquely poised to assist you in this evolutionary transition. Implementing powerful ,yet appropriate EDM and Workflow automation solutions, with the assistance of an accom- plished multi-disciplinary systems integration firm, equates to a for- mula for success. --Benefits to redesigning, automating and streamlining Private/Public Sector through the use of EDM and Workflow strategies are substantial, and can be realized in every facet of business: c Enhanced service delivery to citizens Manage and optimize growth and demands with existing staff I Enhanced quality of products and/or services Lower operating cost of bushes8 Empowerment of the Knowledge worker Reliable access and tracking of information - r L + 9 ThirdWave 11400 West Olympic Btvd. Suite 650 LOS Angeles CA 90064 310 914 1480 fax 310 914 1490 e-mail twc8thirdwav.com www.thhdwav.com DOCUMENT TYPICAL PROJ€CTS SERVICES Business Process Analysis Workflow Process Redesign Enterprise Architecture & Design Database Design Project Management 1 4, . City of Lar Document Management & WoCkflow Automation Project Develop and implemenl enterprise-wide EDM / Workflow Automation strategies and solutions to achieve a near paperless government envi- ronment and automation enhanced business practices by the year 2000. The objectives for the effort consisted of automation solution develop- ment for all 13 departments of city government, including Engineering, Ci Clerk and Ci Attorney. South &wit Air Quathy Ma- fli&rkt (AQMD) Develop and implement multiple Intranet-based workflow automation applications using Metro, Action Technologies' premier Web tools. Applications include Purchase Requisitions, IT Service Orders, Board Agenda Tracking, Electronic Time-tracking and Approval. - - -. - "Automated the Engineering Dowment Management and Change Control Process for the Hyperion Construction Division (HCD). Implemented a Divisionwide Imaging system to capture millions of Engineering Documents and supporting information for a 1.2 billion dollar public works - prow. - Swine@ bment Management - UNMAN impact Planninghtegration - EDWorMlow Application DeveIopmentKustomization, Systems Integration Integration & Implementation .i ... .. mleFUm* e =--s - STRATEGIC BUSINESS PARTNERSHIP Selecting the correct solution is one of the most critical points in a successful EDM or Workflow sys- tem implementation. This was the case for the City of Las Vegas. ThirdWave assisted the City of Las Vega in carrying out in an exhaustive evaluation of leaders In EDM and Workflow solutions. FileNet Corporation emerged as the premier leader in Document Imaging and Electronic Document Management tools and applications. As a result, the City decided to irnple- ment FileNet Corporation's Mezzanine, @Mezzanine, and Watermark products city-wide, in addition to the GPS Edge integrated product suite. ThirdWave's expertise and commitment, coupled with the strength of our Strategic Partnership with FileNet Corporation, allows us to provide results and guaran- teed success-regardless of scale or complexity. Supped Sdutims Wde: *8arprMez2mkre Sam @Mezzanine Sam SDM for Back Office Watermark Ensemble Visual WorkFlo bvery Suite WATE RMARKm I BThirdWave In form a t I on s y I t e m s In t e I Ilg e n t I y A p p /le d FileNET a PANAGON I NTE G RATE D DOC u M E NT MA NAG EM E NT (IDM) SOFTWARE , *- I .,,I,'. , . .. .. .._ . y. You know that Immediate and easy .*&;.&&.. , , . >; _L . . , "'. . . ... - ,.!,'I I . I. ..\ ~ , :.r-,;....., .-. . _- i . . .. your 'o+nhatlon's success. And t, you ncognlre the time employees spend roarchlng for documents and retriovtng Information directly f $: affects your bottom line. And you T roallro your organization could probably roach Its next level of profitablllty tartor by better linking Informatlon - In ail its forms - to your daily burinosr processes. Our vision at FileNET is to harness the power of infor- mation. With the Panagon family of IDM software, we have created an indussry-standard software infrastructure that allows you to capture any type of doc- ument electronically, then quickly and easily access, manage, and integrate the information with your existing critical business applications throughout the enterprise. The result is improved productivity, streamlined opera- tions, reduced operating expenses, enhanced customer service, and ultimately-increased revenue. One thing driving the need for IDM is the fact that 80 percent of the information in an organization is "unstructured" according to industry experts. That is, it cannot be easily stored and managed in a hierarchical or relational database. Documents enter your organization, or are created by your business, as paper, faxes, electronic files, email, HTAML pages from web servers, recorded audio notes, and photos or video clips. Most of this information either requires some action or is essential to a business decision and is converted into other formats as it progresses through the enterprise. For example- using FileNET Panagon softwardocuments can J- be entered into the system, saved as a shared electronic file, automatically routed with workflow software, published electronically to the Web, printed, imported into a database, accessed through a document library combined with other files to form a “compound” document, attached to an email message, faxed, or a copy sent through the mail. The ability to manage all this information and seamlessly integrate it with your other software applications drama- tically affects the quality of your work, the effectiveness of your customer service, and your organization’s ability to battle the competition. For example, a service repre- sentative needs immediate access to account statements, correspondence, and previous call notes when talking to a customer. A sales professional wants the ability to reference or change a proposal during a client call, and a purchasing agent needs to quickly match a vendor’s product description with a bill of materials. The Technological Challenger Add to this complex mix of documenB, the information explosion created by the World Wide Webthere are 200 million Web sites in the world today From an organization’s viewpoint, the Web represents volumes of new information to be integrated and managed as part of its intellectual capital. To users, it looks like a single place to file and find information. While the Web has popularized access to information, it also has promoted the concept of using a simple, intuitive browser inter- face to retrieve documents, independent of the format. More than 75 percent of US. and European companies expect to take advantage of this technology by creating a corporate Intranet by the end of 1998, with document management cited as one of the most popular applica- tions, according to International Data Corporation. .. . Even with the Internet and htranets, turning strud and unstructured corporate information into a secure, controlled knowledge base that is ac&&ible fimm every desktop has been a serious technological challenge. For this reason, information technology over the last decade has focused on capturing and distributing distinct types of information, rather than developing a scalable and secure repository of integrated documents. Document-imaging, electronic document-management, and workflow sohare have advanced information processing, but in the process have also created new islands of automation with incompatible document formats. Developing an integrated library capable of storing multiple formats, compatible with different Iine- of-business applications and with products from different vendors, has proven to be a difficult task for most in- house IT departments. The need for global access in Internedhtranet and cliendserver environments has also added to the complexity and development costs of such a system. ~ Consequently until today, information technology has provided only piecemeal answers to the information distribution and management problems facing an organization. Yet, more than ever, businesses must now “step back” and look at information from the overall perspective of the organization’s need to manage corporate knowledge. Success often depends on the ability to rapidly move information between different computer systems, business processes, organizational structures and geographies-which is why IDM is emerging as an important, new imperative for business information and knowledge management. IDM Empowers Users, Developers "Convergence is now a fact of life," The Gilbane Report declared in March 1997. IDM is the fulfillment of the new convergence paradigm. It integrates disparate document types in a software solution with a single user interface that makes corporate information accessible anywhere. It is a comprehensive solution to managing all documents for both enterprise and line-of-business applications that unleashes the power of information throughout the organization. The Gartner Group predicts there will be 25 million IDM users by the year 2001. Companies today need to go beyond the concept of an on-line filing cabinet to streamline services and cut costs. IDM addresses these issues from the-Ws and Panapon Delivers In for mat ion Effortlessly Panagon is a family of state-of-the-art IDM software products that delivers the right information to the right person at the right time. Using Windows Explorer or Web browser-familiar to most businesses professionals today-you can search the entire enterprise for informa- tion, retrieve multiple documents of all types, easily work with the information, and then route it as needed for further review processing, or decision making. -_ application developer's viewpoints with s can be customized more efficiently Thes gon solution is built around a component are architecture configured to your specific needs ,- require less maintenance and are intuitive, putting information into the hands of those who need it, in a format they can use immediately "3 . A key element of the IDM solution is the ability to query enterprise documents in real time within your department or across continents. This "out-of-the-box" integration allows you to seamlessly view and work with more than 200 data types without the native applications present, eliminating training time and costs on proprietary software. And, the same IDM applications can be deployed in Web and cliendserver environments, saving development resources and allow- ing universal access of information from any desktop. In short, information handling is no longer a time- consuming issue, and you have more time to concentrate on using the corporate knowledge base to improve your business. Built on an open platform with an industry- standard user interface, Panagon IDM meets all of these criteria and delivers best-of-breed technologies with a rapid application development environment and improved end user productiviv that allows applications to be quickly and easily devel- oped and tailored for your organization. Panagon reduces ongoing cost-of-ownership through the ability to write an application once and then deploy it on the Web and in a cliendserver environment. Cost of owner- ship is also reduced through the use of rapid application development (RAD) techniques and compatibility with industry-standard programming tools such as Visual Basic, PowerBuilder, and more. As a result, it takes less time to develop customized IDM applications, less time to integrate the software components into you enterprise, and less time to train users. You are up and running quickly-increasing productivity and accelerating the return on your investment. . 1 r r E r E E e 1 1 L P E e 1 E I i Component Software Ensures Integration The Panagon family includes a complete suite of IDM software components that are built to work together, eliminating integration issues when combining products from different vendors. Panagon produm include: Panagon“ IDM Desktop Panagon IDM Desktop is the only intuitive client soft- ware package with best-of-class integrated document management for ad hoc query or mission critical applica- tions. You can effortlessly access all documents stored in enterprise libraries from within a Microsoft Windows Explorer or Internet browser interface. IDM Desktop delivers “out-of-the-box” integration with Microsoft Windows environments and productivity applications such as Microsoft Office or Lotus Notes, seamlessly managing and viewing more than 200 document for- mats. Once located, you can create work processes to include others who need to share, dismbute, or approve with the built-in workflow and integrated email features. Panagon” Visual WorLFlo. Panagon Visual WorkFlo is an enterprise-wide, scalable business process automation solution that can be used to easily create applications that reflect the way work processes are performed. It allows managers to control and modify work processes to meet the needs of a dynamic business environment, and integrates infor- mation flow between software applications within your business processes. Panagon Visual WorkFlo supports multiple client, server, and application development environments and integrates with leading business process reengineering products for reduced implementation time. The product features object- oriented technology for reusability and a wide variety of vertical and horizontal solutions for out-of-the-box functionality. Panagon” Report Manager Panagon Report Manager is a high-performance, cliendserver COLD (computer output to laser disk) product that eliminates printing and disuibuting computer-generated reports and statements. It signifi- cantly lowers costs and inefficiencies by allowing you to index, store, retrieve view, print, fax, and dismbute computer-generated output on magnetic or optical disk. Report Manager is built around industry standards and has an intuitive, easy-to-use graphical interface with report mining capabilities. Panagon” Capture Panagon Capture is an enterprise document capture application for your Panagon solution. It has a complete set of highly configurable components for capturing vir- tually all document types-scanned paper documents, fax, email, word processing, spreadsheets, HTML forms, audio and video clips, computer-generated reports, and elecuonic data interchange (EDI) information-and making them immediately available to users. Its modular components can be configured to meet simple capture requirements in dismbuted environments or enterprise- wide capture requirements for production operations. Panagon” IDM Services Panagon IDM Services is the first server based integrat- ed document management solution incorporating imag- ing and document services for medium to large business. The power of a high-volume imaging product is com- bined with powerful document management services to deliver a total document management solution. IDM Services is the high performance repository system that integrates with Panagon IDM Desktop for managing all types of documents with one software platform. IDM Services can be used as both an imaging and document system together or as separate applications. Reduced Cost-of-Ownership The ease of using Panagon, its low cost of ownership, and the reusability of software components allow businesses to deploy a cost-effective IDM solution acr the organization for the first time. With Panagon, the same application developed in a cliendserver environ- ment for traditional Microsoft Windows workstation users can also be used in a Web server environment foi remote Microsoft Internet Explorer or Netscape Web browser users. These Internedintranet Web applicatio allow subsidiaries, business partners, customers, and vendors with proper security clearance to access corpo rate document libraries and to participate in business processes workflows. This open access to information and easy integration with other software applications has been purposely designed into Panagon at every level: Panagon provides an open platform for the quick development of mission-critical, line-of-business applications as well as for occasional ad hoc query use. Built around Microsoft's common object model (COM) and. ActiveX object-oriented programming technology, Panagon offers a higher degree of flexibilit and leverages your current software infrastructure investments. Panagon is scalable and easily expanded to meet all your future IDM needs. Panagon software is based on industry standards including the Open Document Management API (ODMA), the Document Management Alliance (DW technical specification, and the Workflow Managemeni Coalition (WEMC) interface specifications. This protei your technology investment. Panagon is also tightly integrated into common corporate computing standard such as LMicrosoft Backoffice, SM and Lotus Notes. In the past, implementing document-imaging and electronic document-management systems has been complex, costly, and time-consuming projects that oftei required months of high-level, expert programming wii proprietary languages to customize and implement. Th open architecture and industry-standard programming software components in Panagon are vital to a successfi 1D.V strategy. These tools simplify integration so your system an be designed to your precise business needs and cm be operational in a shorter period of time. An Industry Invented by FiIeNET It is significant that this new stage in information management has been brought to the market by FileNET FileNET has more experience with capturing, storing, and managing documents than any other vendor in the world. A pioneer in document management and workflow software, FileNET introduced and marketed the first document-imaging system in 1985. Today FileNET is the proven leader in delivering IDM software for managing information and enhancing productiviry to corporate and government organizations. According to Software Magazine, FileNET is among the 60 largest independent software vendors in the world. FileNET clients around the globe, such as Bank of America (Credit Operation), DWS Deutsche Gesellschaft fur Wertpapiersparen GmbH (WBS), St. Vincent Hospital, and Westinghouse Electric Company (Energy Systems Business Unit), have been honored for their role in advancing the state of the document management industry Our Customers' Success Illuminate the Bottom Line FileNET customers are leading-edge companies who use technology as a competitive advantage. Document- intensive organizations moving to FileNET IDM solu- tions often report productivity increases as high as SO to 100 percent, along with other significant operational cost savings. Just as important, these companies have access to information-when they need it, where they need it. Some examples include: A bank whose sole business is the issuance of credit cards was able to improve its application processing, increasing capacity from 425,000 applications per year to that many applications each month. The bank mpled in size, from 1.5 to 5 million customers. [First USA] i r I! r c € E 6 E E I E E f e b i r r An insurance company used FileNET solutions to create a common, electronic command center when it reengineered its corporate structure. It improved operating productivity throughout the organization from 20 to 60 percent. Customer service also improved. For example, the beneficiary change process is now routinely completed in seconds compared to the days. [Connecticut Mutual] An aviation equipment manufacturer installed a FileNET system to manage its technical documentation, providing document retrieval in 30 seconds or less. Over time, it added new document types to accommodate engineering standards, specifications, and change-in- design notices. Electronic access to documents at the desktop and electronic routing cut change order process- ing time in half [GE Aircraft] One of the largest 25 pension funds providers in the U.S. improved customer service by installing a FileNET system that reduced response time from hours or days to just a fqv seconds. It increased membership by 25 percent with a staff increase of less than 10 percent, and improved quality control with a streamlined audit process. [PERA of ColoradoJ Using FileNET IDM solutions, a principal subsidiary of a large banking company increased client service pro- ductivity by 25 percent at its Sydney, Australia retire- ment account maintenance and mutual funds processing operations. It decreased processing time from weeks to days for its Letter of Credit processing operations in London; improved productivity by 35 percent at its New York mortgage custody processing center; and reduced the cost of invoice processing at its Nashville and London accounts payable facilities. pankers Trust Company] One of the top 20 diversified financial corporations and a major national property and casualty insurer implemented FileNET IDM to allow its agents to remeve all the information pertinent to a claim elec- tronically, from wherever they happened to be-in their offices, investigating a catastrophe, or on the road. The IDiM solution reduced the time it took adjusters to do their work and saved the company money by eliminating the need to store paper documents (the company estimated that for every five cats they spent on printing a paper dome another 95 cents in paper manage and warehousing). [SAFECO] ID# - The Time Has Co FileNET has been on the leading e management software developm We introduced the first productio systems, we defined the industry fo and we are the only company to o family of document management pro from the workgroup to the enterprise. Now with the use of component software tion of industry-standard programming e and integrated workflow software, we arc bring our customers the powerful benefits With the Panagon suite of IDM software, simplify and streamline your business, empower usus, and dramatically improve processes. Look close$ The future is here today with Panagon. .. PANAGON IDM DOCUMENT SERVICES Managing Unstructured Data Fi leNET ' Panagon IDM Document Services information rm.poritory provides a pormrhrl foundation for FileNET IDM and Work- flow solutions. It givr you access to a wealth ' of information with which you can cmate, communiut.. and control. Create, Communicate, and Control Every day, you create and use suuctured and unstructured information. Structured data - for example, sales statistics or cus- tomer lists - can be managed efficiently by databases, but the majority of your data is comprised of unstructured information such as faxes, ernail, spreadsheets, images, engineering diagrams, or multi-media objects. Unstructured information is diffi- cult to capture and control. The high cost in time and energy required to manually manage and exchange this valuable cop- rate information - and the critical busi- ness decisions that accurate information potentially influences - requires an orga- nization to examine information control and distribution objectives and establish a sustainable business solution. Panagon" IDM Document Services infor- mation reposimy provides a foundation for FileNET integrated document rnan- agement (IDM) solutions. Incorporating document imaging, workflow, and docu- ment management functionality, FileNET IDM provides your organization with an effective way to manage unstructured information. IDM simplifies access and management of all document types and serves the needs of high volume, line of business and ad-hoc users. Making Information Easily Accessible, and Secure In many organizations, individuals take responsibility for maintaining and storing the electronic documents they create and use. & a result, key business information resides in either local storage on the desk- top, or across a collection of unsecured network file servers. As the network grows, the cost of providing consistent desktop access to information increases. More and more workers inadvertently misplace docu- ments, overwrite files, and duplicate exist- ing work. The cost of doing business climbs while indi- vidual productivity drops. As network traffic multiplies, your organization needs to carehlly assess how to keep informa tion readily available, easily accessible, and secure. Panagon IDM Document Services manages and safe- guards your valuable information objects - or docu- ments - on a cliendserver network. Building an IDM infrastructure on an IDM Document Services enter- prise library foundation allows system administrators to freely add hardware, new applications, and next gen- eration technologies as business needs dictate. gate a series of servers and directories to find informa- tion. Instead, your business-related document informa- tion is available through a configurable search interface that fits the way you work and the needs of each indi- vidual organization and business application. FileNET client options include FileNET Panagon IDM Desktop, FileNET Discovery Suite, and FileNET @mezzanine. You can choose from this vari- ety of out-of-the-box IDM Document Services client interfaces, develop a custom front-end, or purchase specific functionality from FileNET's many ValueNETO partners to deliver the performance that best meets your business needs. .-hi ID.11 Doiit~iiwr Stv7iic.v .vy.mteuti itiii mii oii 11 single stiifc to /I distrilwri*~l ,qfohiI ii!fiixrtitioii ii?fi-ti.rtriimirr ;:.it6 burrtlv-~~tk ?f,ii*ii*i*w tiitiiitigirig ii.tcr ~~o~iiw~iritit.~ of rtw frlltomwds. Pinagon IDM Document Services keeps all informa- tion safe, up-to-date, and easy-to-find, without regard to the originating application, file type, or storage location. IDiM Document Services ensures data integrh ty, reliability, and security while providing all autho- rized users immediate and reliable access to current information whenever and wherever needed. SC'KYI* iit 11 tit'p~iitmrn .tt~i:~i?iIlg gjisi: /l.ttl:v. 01' .~ttoothO, ......................... .... .................... . ..... I rn p r o v i ir g P r o d u c t i v i t y IVth Pinagon IDM Document Services, you don't need to how anything about file storage to get work done. No one in your organization will have to navi- True Scalability Providing System Growth to Match Business Needs Panagon IDM Document Services' clienthewer archi- tecture provides a foundation for growth and expan- sion. An IDiM Document Services system can run on a single server in a department servicing a few users, or smoothly scale to a distributed global information infrastructure with hundreds of servers managing user communities of tens of thousands. IDM Document Services' three-tier cliendserver appli- cation is designed for large scale, information-intensive environments. It performs the bulk of its processing within the network servers, thus minimizing the load on client machines and on network bandwidth. New services, custom functionality, storage media, and processors can be installed and configured without affecting access methods or interrupting service. FileNET's IDM Document Services solution can seamlessly grow as the number of users increases or requirements change. Uniform Performance Across Your Organization IDM Document Services is a true enterprise solution. In a dismbuted system with multiple IDM Document Services, all requests pass through an efficient multi- threaded service, which allows IDM Document Services c I. r- .- ..- . .- to process multiple requests simultaneously. If a server reaches its limit for processing requests, IDM Document Services will automatically send the next request to another server. This load-balancing complements the automated network functionality inherent in FileNET IDM Document Services systems. For the administrator, this means uniform performance from anywhere on the network. The result is a high performance and a trans- parent, reliable, and consistent way to get the infonna- tion you need from your desk, from a remote site, or from your laptop day or night. Easy to Learn and Use IDM Document Services streamlines the adminismtion of today's large networks. System maintenance tasks that were once aggravating late-night processes are per- formed while you remain online. IDLM Document Services automatically synchronizes property informa- tion, document storage, and content search indexes for backup and restore. The IDM Document Services back- up and replication services coordinate data across mul- tiple servers, creating a globally consistent system. IDNI Document Services administrative tools optimize disk storage, allow online installation of additional disk space, resohe network bottlenecks, facilitate backups, and centralize users and groups - all within an easy-to- use graphical administrative interface. Adaptable, Extensible IDW Solutions IDM Document Services presents all of its services through an object-oriented MI, which means system administrators can easily alter or adapt IDiM Document Services-based solutions to meet changing conditions. And since the API is platform-independent, applica- tions can be easily ported to new environments. The number of plug-and-play complementary partner and service specific solutions built using Panagon IDM Desktop increases daily. Examples include enhanced retention management, engineering drawing manage- ment, product data management (PDM), and advanced rendition services. Piritri.y~ri ID.\ I Diictrirriwt Srr;i.tr pta-,.idcJ. .vingh poirrt if mrw to nliriost dl iil+it iriJdiii,g i/iiiwii~tr. TIFF ii)iqi#.c, =I /7fifl:v. iiiirl inon-. Ol+c.t.~ wc .yfi-, siwrri*. tiitrl ihntcdiiiti$l ~irir.vsillfc fhn ?ow (iid~oip. . . .......... . ...................... ... ... .. .... ............ .... . .... . .... Core IDM Document Services Functions . IDlM Document Services' version control feature automatically creates an audit trail of all updates to a document. You can easily see who updated the infor- mation, when it was updated, why it was updated, and other site-specificher-initiated information. 9 IDM Document Services security uses sophisticated access controls at the document level. And since secu- rity needs vary from organization to organization, the system administrator decides how security will be con- figured within the enterprise. The system can be set up so knowledge workers assign access rights to indi- vidual documents. Or it can be configured to create access profiles that are automatically applied to docu- ments based on their purpose and file type. . IDM Document Services provides efficient, intuitive ways to find the exact information needed, using a unique mix of descriptive document properties and content. Searches automatically span multiple IDM Document Services, providing complete and accurate results. Search requests can be stored for future use and then referenced in different contexts. For exam- ple, all documents related to a given customer can be accessible from a Web site or a project management application. IDM Document Services' replication automaucally makes documents available across a global enterprise, without compromising document integrity residing in a specific IDM Document Services library system. A document is automatically copied (replicated) to any IDM Document Services library system worldwide. When a document is replicated, the content and prop- erties of the document are copied giving faster docu- ment search and access times. All instances of replicat- ed documents or folders (replicas) in any library are automatically and globally synehronized with any alterations in the source document or folder. A repli- cated document's current is reflected on all the participating library systems, for example, if checked out, it will be marked as checked out on all of these library systems. This provides universal document integrity throughout an enterprise. Film Grponnm 3565 Hubor Baulcvud Corm Mesa. G4 92626 USA -+ 1.714.%6.3400 Fi 1 eNET' System requirements Seixw Operuting System microso oft Ifindows AT -. HP/UX 8 IBM AIX Sun Solaris Relational Dotnbases 8 Microsoft SQL Server 8 Oracle 8 Sybase FiieNET Ciimts Supported 8 Panagon IDM Desktop FileNET Discovery Suite -.. 1 1 i n 7 a 8 FileNET @mezzanine 8 FileNET SDM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . , . . , . . . . . . . . . . . . . . . , . , , . . . . . . . . , . . , , . , , , , . , . . . . . . . , . . , . . . . . For l~lt infom~on about Fiieml- puducts d 8OO.FiicNET (145.3638) in &e U.S. d Gn&. 511.434.5935 Lrdand 353.1.819.0100 Austnh 613.8224.wW Ad 43.1 .I3 I .95.408 Fma 33.1.46.21.7676 Gcrm8ny 49.6172.%3.0 &dl 416.221.n400 ahUr Nll Grurer cbtu 8523563.5822 Ioly 393.7733.051 Japan 81.3.3436.8781 bra 82.2.555.1810 Ned~ul.ndr 31.20.543.1345 Southern Ah 65.538.0Q66 Spin 34.91.721.4980 Svdcn 46.8.655.3662 amRfiher.an FikraEr is. lqiuued mdunut .Id p.ny.. i¶ .mdcnulr of FilCNET O&r kd~ d product ~111s are mdenurlt ar qbmed mdc- nuda of ddr eve amp's. 01 998 FileNET Corpram. iuI ri& ?"<,,..."A FileNET’ L PANAG,ON IDM DESKTOP A New Era in integrated Document Management L I’ I L Customer service operatiom, InswuKe policy und.mriting. h8l Ofigh8tlOn. product drlgn, contmt nogotlations. roguktory compliance manag.ment - rvhrtevef your application or Industry - integratod dowmcnt managrrmnt (IDMI can help you put docunxntr to work and improw your business process. Fast access to information is critical to an organization’s success and its bottom line profitability. A customer service represen- tative needs to review a client’s account smtement and latest correspondence; a machinist needs up-to-date operation and equipment safety instructions; a sales professional needs fast access to the sales proposal written last month for a new client; a mortgage loan officer needs to review an applicant’s current credit report, salary information, and property appraisal. Integrated document management (IDM) simplifies access, management, and control of all document types throughout the enterprise. Having quick access to current and accurate information can mean the difference between success and failure and affects customer service quality’ deci- sion-making ability, and organizational effectiveness. As a complement to IDM, integrated workflow software automates and improves business processes and corporate opera- tions. It allows you to streamline approval processes, prevent important details and deadlines from being missed, and track the progress of time-critical action items. Using workflow and IDM, information is dismbuted intelligently and automatically, and processed more efficiently - SO you can be more productive. 71 Product Overview ;1 .J 7 With Panagon IDM Desktop, a manufacturer can man- 3 age and distribute up-to-date, product safety informa- A FileNET Panagon“ IDM Desktop software is the first to deliver sophisticated, but easy-to-use integrated doc- ument management that is fully functional in both Internet and cliendserver environments. It is the right choice for mission critical, line-of-business applications as well as immediate, ad hoc use. tion M its shop floor; a securities trading company can quickly publish new policy and procedures documents to all employees that affect regulatory compliance; an insurance company can easily inform its independent agents of new policy underwriting details; a bank can offer superior service with on-line banking and access 1: With Panagon IDM Desktop you can electronically view, manage, revise, share, and distribute any docu- ment across the enterprise - no matter where it is stored. You no longer need to think about what server information is stored on or what application is used for access. All of the powerful functionality of Panagon IDM Desktop is seamlessly integrated into applications that you already have today, such as Microsoft Office or Lotus Notes. And, no matter what your work environment - Internet or cliendserver - the information you need to run your business is always up-to-date and available quickly, easily, and intuitively to employees, customers, suppliers, and business partners. It gets the right infor- mition to the right people to make the right decisions for pur organization. to current customer account information. Your organi- zation can intelligently maintain and distribute timely, accurate information - turning information into knowledge. Making Information Work For You Any donrment, aq desktop - Panagon IDiM Desktop simplifies access and management of vimally all docu- ment types, including scanned paper documents, fax, word processing, spreadsheets, HTML forms, audio and video clips, computer-generated reports, and elec- tronic document interchange (EDI) information. You can view more than 200 different document types with- out the native applications present. IDM Desktop serves the needs of both high volume, line of business users and ad hoc query, casual users. Its dual deploy- ment capability is suited for “thin” clients connected via the Internet and aaditional “thick,” cliendserver envi- ronments. This means that no matter where you are, you will always be able to get to your information, con- fident that it is accurate, up-to-date, and working for you. Zmzritive inte$ace - You have immediate access to all of the documents you need to get your work done through the standard Mjcrosoft Windows Explorer interface. The seamless Windows integration in the form of a “FileNET Neighborhood” on your deslrtop makes you productive quickly with minimal training time. Once located, you can route information to others who need to share, distribute, or approve it with the built-in ad- hoc workflow feature. And, you can work easily with other Windows productivity applications such as rMicrosoft Office and Lotus Notes. For web clients, IDM Desktop uses your favorite web browser 9 1: Product Features DOCUME~T MANAGEMENT 8 Easy, intuitive search and query capabilities using Windows Explorer or web search 8 Save and print searches or create search tem- plates for faster retrieval 8 Choice of organizing documents in user- definable, dynamic, or static folders 8 Version control 8 Flexible security for users, groups, folders, documents, and searches of documents 8 Check-idcheck-out 8 Full-text indexing 8 View documents of more than 200 types without the native applications resident 8 Rotate, stretch, magniq, zoom, and scale images for easy viewing highlight images using freehand, color, arrows, or sticky notes 8 Prindfdemail inte- gration for increased productivity 8 Tool tips for toolbars and on-line help and documentation 8 Annotate, stamp, and WORKFLO\i- Graphical workflow author for fast process map creation 8 Document publishing 8 Parallel, sequential, I and conditional routing documents of work for process (one document can con- improvement . tain a mix of data types) 8 Folders, smart folders for flexible organization of documents Statustrackingand . report generation . 8 Ability to define agents that automate workflow tasks 8 Replication and rendi- tion sumort available as add-oi kodules workflows 8 Integrationwith virtually any Windows ~p~~~~~~~ desktop application DEVELOPME~T mm 8 Share and reuse AD.mVIsmm0~ 8 AcdveX Controls and DOCUMENT VEWTNG Browse for documents you need, just like vou do in Windows COM Objects for rapid application development kxplorer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . , , . . . . . . . . . . . . . . . . . . , . , , . , Worldwide Hedqua.rterr FilcNET Corporadon 3565 Harbor Bodnard -+ Mm. CA 92626 1.7 14.W. 3400 FileNET' 8 Comprehensive suite of ActiveX Controls for: - Catalog navigation - Document viewing - Versioning - Searching 8 Set of COiM Objects provides interface to: - Document properties including versions, vieudedit, file, print, addldelete modification descriptions - Folder access and - Class and property - Security 8 Support for Internet application building on thin and thick clients 8 Web server-based administration tools 8 Configurable trace and audit event logging 8 Remote diagnostics rn Compliance with Microsoft globalization guidelines 8 Year 2000 compliance 8 On-line, context- sensitive help for users and developers APPLICATION INTEGRATION rn Integration with other FileNET products ' 8 Integrationwith popular Windows desktop applications including Office 97 and Lotus Notes ...... ... .... ......... .... . ....................... For mom infomOa0 rbont File" produrn call 800.FileNET (345.3638) h &e U.S. ad Canada All orbm dl 512.434.5935 wnv.6lencreom 8 MAPI mail support for email integration including Microsoft Outlook 8 S.P/R3 integration 8 Integrated COLD capability -_ Desktop Requirements Hardicare - 8 Pentium Processor High resolution display 8 50 iMB disk space --. 8 32 IMB RAM (64 MB RAM recommended for development) - Sofia= 8 Microsoft Windows 95 r.. or Windows NT 4.0 browsers: :$G 8 Supported Web 1 - Nets . . . . . . . . , . . . . . . . . . . . . . . . . . . . . . . . . . . . Awmlir 611.8224.opOO Ad 43.1.531.95.408 Cuudr 416.223.8400 Fnaa 13.1.46.23.7616 Gemunv 49.6172.%3.0 Gmcu'Chiru 812.2563.5822 Ireland 353.1.819.0103 loly 392.7731.051 Japan 81.3.3436.8781 '1 + Fil eNET’ cilptwing iMomntkn is themortIaborclntr~ plocnr in an iDM solu- tion.ndorWotth8 system’s most oxp.nrlw MI-gaing applications. Pan8gon CIptUra can ’ iowor tho cost of ownor. ship 15 to 30 porcont by automating manual tasks, uslng systom ly, and dimlnating .( bottl.nocks. L. PANAGON CAPTURE Integrated Document Capture for the Enterprise It’s not just a paper world any more. Infor- mation reaches the enterprise today from any number of sources and in a variety of formats including faxes, email, documents from the Web, even as digitized audio or video clips. Whatever the document type, information is a vital asset and dismbuting this resource quickly and efficiently throughout the enterprise is essential to the success of your business. Product Overview Panagon“ Capture has the power and fiexi- bility to effectively harness and direct this complex mix of information. As the front end of FileNET’s Panagon suite of inte- grated document management (IDM) soft- ware, it captures, indexes, and stores multi- ple document types into FileNET reposito- ries. Now all the information pertinent to any given business transaction can be cap- tured and stored in a single electronic fold- er - providing tremendous business process automation productivity gains. Capturing information is the most labor- intensive process in an IDM system and one of the system’s most expensive on- going applications. Panagon Capture can lower the cost of ownership IS to 30 per- cent by automating manual tasks, using system resources more efficiently, and elim- inating bottlenecks. A component-based approach to the do&- ment capture process, Panagon Capture is suitable for high- and low-volume scanning environments. It provides direct out-of- the-box functionality or can be easily cus- tomized. Its modular architecture allows you to tailor a capture application to the specific needs of your enterprise, and you can combine Panagon Capture components with capture-specific, third-party software components. Panagon Capture integrates into the exist- ing business automation environment and is designed to comply with Microsoft stan- dards and with industry-standard software development tools and interfaces. Rapid application development (RAD) controls expedite and simplify pro- gramming, shortening the gap between system devel- opment and productive activity And the user interface is based on the popuIar Windows Explorer model, reducing user training and support time. Capturing Multiple Document Types in a Single Solution Business runs on information. To support this need, an effective enterprise document capture application must accommodate the variety of capture environments and document types flowing through the organization today Panagon Capture supports more than 120 i" .I., .I _L. ,.":a- . "__. ,.. .. .*I. I I-* ' simplex and duplex scanner configurations, ranging from desktop to production. Incoming faxed docu- ments can be captured directly into the system and Panagon Capture can accept image and non-image data including HTML pages or forms from the tVeb and Electronic Data Interchange (EDI) documents. With Panagon Capture, you can accept more informa- tion from more sources, then efficiently and accurately process the documents as required - saving valuable time and ensuring data integrity Modular Architecture Improves Productivity Panagon Capture provides a complete set of document capture process components fully integrated into the FileNET system environment. Each of the components provides an element of capture functionality such as scan, assemblF barcode, and index. You can select sev- eral advanced components to create an effective enter- prise-wide, high-volume operation or choose the com- ponents for basic functionality in a distributed, low- volume capture environment. Unlike monolithic capture applications, each Panagon Capture component operates independently improving performance in high-volume applications. For example; multiple image enhancement or barcode components can be configured in the same environment, effectively doubling the processing speed. The result is a more effi- cient system that is closely configured to the needs of the enterprise. With Panagon Capture you can: Streamline document entry processing, reduce long- term operational costs, and improve productivity with barcode, patchcode, forms ID, and image enhancement components. Automate indexing and improve indexing accuracy of incoming data with index, index verify, image verify, and assembly and commit components. rn Capture inbound faxed documents directly into the system, taking advantage of the automated process- ing features available with other capture components. I . .A "I 1 .I J 1 .. I 1 , A 1 Lowering Capture Development Costs Customizing a capture system can be a costly and time-consuming design project. Panagon Capture resolves these issues with the use of RAD tools. This significantly curtails software development time and reduces the cost of ownership since customized RAD objects can be recycled in other projects. In Panagon Capture, components and custom applications can be created in industry-standard. programming environ- ments including C++, Visual Basic, PowerBuilder, and others. The sofnvare framework around Panagon Capture is based on Microsoft OLE Automation. This technology makes it easy to plug in third-party OLE components - such as OCRACR - that interact seamlessly with the capture application. The Panagon Capture reposi- tory interface is based on Microsoft's component object model (COM) to ensure interoperability of all reposi- tory sofnxrare objects. And Panagon Capture is designed with the flexibility to integrate into the workflow automation environment of the enterprise. It offers dynamic object routing with FileNET Visual WorkFlo' sohare that leverages a single workflow environment throughout the enter- prise. An embedded Routing Wizard can be used to develop capture paths for simple, sequential processing of batches. The Routing Wizard automatically creates a simple capture path to each component, saving you programming time and resources and allowing you to add new applications quickly and easily Reducing Cost of Ownership Eliminating bottlenecks and maximizing resources can streamline the capture process and significantly decrease long-term operational expenses. Panagon Capture can further reduce document capture costs with image enhancement, automated indexing via barcodes and patchcodes, and tight system integration into the enterprise. Each department can customize the To assist in designing the most efficient configuration, Panagon Capture also provides detailed productivity reports. System metria track the progress and status of any unit of work at any point in the process path. This information is vital in determining capture throughput, improving operator productivity, and enhancing the data capture process. Specif icotionr Sofiwmc FileNET Panagon IDM Image Services 3 .CO/Windows NT 4.0 (scan station) components) rn Supports Win 95 and Win NT (on non-scanning Hardware - Pentium 133 MHz PC or higher (minimum) m 32 MB Memory (64 MB recommended for rn 1 GB hard disk (minimum) color scanning) t L- .. IKON AND CSC DELIVER IMAGING SOLUTION FOR GENERAL DYNAMICS IN THIS ISSUE President's Message . 2 2 Million Pages converted in 4 SAN DIEGO, CA - The Pension move to Charlottesville, Virginia in Program Services (PPS) department the last quarter of 2000. Improving - . of Computer Sciences this document stor- weekends.. . . D.. . .4 Corporation (CSC) z age situation was had nearly 2 million belonging to their / processes of the client, General department. IKON Speakers Dynamics, stored in 50 file cabinets in various locations at their San Diego, California facility. These documents represented the criti- cal benefits information for over 70,000 active and retired General Dynamics employees. Besides the inherent workflow, access, and retrieval problems that come with storing information in this manner, Ken Hill, Corporate Vice President Of Information TechnoloW for General Dynamics, knew these critical to improv- Why IKON for Your ~ paper documents ing the business PDF Conversion . . 5 Computer Sciences Bureau.. . . . . . . . . .6 Tec hn i ca I Corporation began suggesting ways to improve benefits administration for General Dynamics in November of 1997. Tim Buege, CSC Facilities Manager, estimated that the removal of the file cabinets would free 1100 square feet of badly needed floor space. Nancy 20 human resources specialists want- ed to see paper eliminated as much as possible and needed easier access to documents to speed up the commu- Notes . . . , . *,. . . * 7 RI6UlIR FIATURES PRESIDENT'S MESSAGE The Power ofIKON Office Solutions TECHNICAL NOTES Managing the Quplity Proses, Equipment, and People Mumford, who supervises a group of documents were vulnerable to natural disasters, and that many of the docu- ments were original legal documents that could not be replaced. In addi- nication of benefits information. In March of 1998, General Dynamics purchased the hardware and software tion, this location is scheduled to Continued on page 2 I I 1 1 I IKON &f CSC. rontinucdfiom page 1 necessary to create a document man- agement system that would allow the PPS department to view retirement, beneficiary, medical, and payment data on-line. The new optical technology not only protected the documents, but enhanced security and made the files available electronically on the desktops of 25 employees, including the corporate human resources department in Falls Church, Virginia, 1 thus dramatically improving work- flow. The next important step was to ; create a backfile conversion of these i documents to complete the entire imaging solution. i 'I IC We selected 1 IKON because of J the sense of security , they provided bused J on theiryears of experience. ?? 1 - Nancy Mumford, Supervisor, CSC 7 Simmi Baum, CSC Project Manager, selected Altris software for viewing the converted documents and IKON to perform the backfile conversion. Baum, and GeoffTischman, IKON'S Project Manager, worked with a team of people to create the backfile con- version for General Dvnamics. ~ d ' Cotztitraed on next page . - IKON C9 CSC, iontinired fkm pap 2 The next steps included analyz- ing the work, evaluating the resource requirements and tech- nology selections, defining the timeline, and establishing the expectations of the project. All of this was accomplished through the development of a Conversion Services Plan devel- oped expressly for General Dynamics. IKON selected and trained a crew of 25 people to remove documents from folders, categorize Pirlity Control prrforrrd of brnrral Dynamics’ docuntnts. President j A fessqc. contiiriid We deliver these services on- site, near-site, or off-site. IKON is the nation’s Ieadinq- edge resource for advancing the digital dotument across the country and around the globe. At IKON, we understand that information and knowl- edge is what makes up the “corporate memory’’ - and it usurlly ends up being stond in various types of media for- mats and/or systems as the enterprise grows. IKON Business Imaging is uniquely posttioned to leverage the power of our Document Services group, to meet the document, information, con- version, storage, and distrib- ution needs of our customers. In 1998, Information Week 100 ranked IKON Office Solutions as 21 out of 500 companies for “,..demon- strating a pattern of ttchno- logical process, and business innovation.” Thr bottom line is that IKON provides a superior mix of equipment, outsourcing, technology, and strvicts to the business world. With more than 1,000 locations in North America and Europe, we are pnpand to continue our expansion and quality deliverables into the millennium. them by type, remove staples, apply bar code index labels, and perform quality control checks, as outlined by CSC and General Dynamics. This was a labor intensive process and required IKON’S conversion and pro- ject management expertise to assure - - accessibility while mitigating the risk of misplaced documents during the conversion. One Kodak 923 scanner was used with two scanning shifts over a 16-week period. After the folders were optically scanned, they were sent to IKON’S Northern California Conversion Operations Center where the images, their indices, and other metadata were written to CDs. After the backfile conversion was complete, Jim Lindsey, the CSC technical lead, used the Altris software to load the CDs onto a Windows NT clienthewer database. Lindsey also crafted the technical system solution utilizing a combination of optical and RAID storage. CSCk Mumford said, “We selected IKON because of the sense of securi- ty they provided based on their years of experience. Their technical exper- tise was easily demonstrated by the ... lack of any serious problems during the entire conversion process.” She also explained, ”no company should undertake this type of project without professional help. New procedures, auditors and day-forward issues were also part of the process, and IKON was there to help us every step of the way. Lynn Noyce, the IKON Sales Manager, and Geoff Tischman, made me feel cornfortabIe, and kept me ‘in the loop’ during every phase of the project. I would definitely recom- mend their services.” Before the project began, Ken Hill of General Dynamics laid out a chal- lenge: “According to recent studies, the cost to retrieve, handle, and refile a single paper document is on the rise. We are expecting a big produc- tivity improvement when the new system is hlly installed.” According to Mumford, “Workflow and response time has already started to increase. The CDs are still being loaded, and no problems have occurred. The images are extremely clear.” SPRING 99 3 YOUR SALES FOR CURRENT, FUTURE NIEDS ... Tim her OR ON-GOING BUSINESS Wid-west Wanagtr 612.495.8060 tboser@ikon.com 61enr Cenert PDf Services 600.829.2459 ext 103 qqernerte i kon.tom Jim Cibror Southwest Wanaqer 619.536.4311 jmgibson@ikon.com Lori Wefner Northwest Manager 925.930.n 00 Ihtfner@ikon.com Lynn Woyce Northern California Metropolitan Manager 925.930.7100 InoycrQikon.com David Smith Southeast Wanagtr 404.589,8002 dwrsmith@ikon.com Frank Strrner Northeast Wanaqrr 711.620.0430 fstarntr@ikon.com Or ... call 800.664.4636 IKON CONVERTS OVER 2 MILLION PAGES IN JUST FOUR WEEKENDS! 1 The California State Automobile Association (CSAA) is the affiliate of the American Automobile Association that serves Northern California, Nevada, and Utah. CSAA has been servicing their mem- bers for nearly one hundred years. With 3.8 million members, exceeding customer expec- tations and providing excellent and efficient service is very important. During mid July of 1997, CSAA decided to make improvements in their claims service - Claims Redesign is what the project was named. In November of 1997, CSAA began working with MCI Systemhouse to develop the technical side of the plan and set things in motion. CSM is providing claims adjusters with equipment such as computers, fax machines, digital cameras, cellular phones, portable printers, and hand-held recorders enabling them to work from home. CSAA, in their Claims Redesign project, elected to go with a pnperless system to give them technologi- cal capability for the future. CSAA decided to have their current files scanned and implemented with an imaging system being built by MCI. As an added benefit, once all the images are on the system, multiple people can access the files easily and simultaneously, greatly improving workflow. The imaging portion of the Claims Redesign would be done in two parts. backfile (current unsettled claims) and dayforward (new cluims). The backfile had an estimated 4.5 million images between four geographical areas and ninety district offices. Because the insurance files have a short working life, and could not be iinllrvilable to the ad-justers for long periods, the scanning and conversion of these tiles had to be done within a four-week period ;md not be ’out-of-pocket” for long periods of time. hlCI and CSAA realized that they would need ;I professional sewices company experienced in this type of work that could stand up to the demanding time constraints. They chose IKON Business Imaging Services for the project. Together, IKON and MCI developed a sched- ule and the details needed to accomplish the conversion in the time frame required. They realized that the best way to operate was to have the files delivered to IKON, who was working on-site at CSMs Fairfield, California facility, on Thursday and have images delivered and paper files returned by Sunday night. IKON was prepared to scan 1 million images per weekend. IKON project manager, Jeff Mich and engineers, Dana Leong and Jeff Kling, worked several weeks, including week- ends, before the project began preparing Si Kodak scanners and scanner platforms, three quality control platforms, and network interface with CSAA’s imaging system for image delivery. I I ! 1 1 1 3 I, Production kicked off on Thursday, September 3,1998. The original CSAA calculations had overestimated the amount of pages that needed to be scanned. IKON scanned 402,000 images for CSAA in the first weekend. IKON, how- ever, stayed on-site to scan what wns available, when other service companies would not have stayed. In total, CSAA’s backfile was 2.1 mil- lion images, and IKON scanned and delivered a11 images within the time constraints. CSAA was grateful to know that IKON was prepared to scan twice as much! Assistant Vice President of Claims Service Delivery, Mike Akkerman said, “Converting paper files was an essential piece of the Claims Redesign pro- ject. IKON’S abiliy to analyze our need, work with us ctosely, and meet our aggressive time- line enabIed us to meet our godls.” 1 1 1 J A ‘I 1 . J- SPRING 99 --- _- .- .. WHY IKON FOR YOUR PDF CONV Lori Hefner, Certified Recoi and Certified Archivist In a quandary about who should provide your Portable Document Format (PDF) conversion? Have you searched the Internet and trade magazines and found that many proclaim themselves to be PDF conversion experts? This happens too often in today's marketplace. However, look deeper and you will find that IKON Business Imaging is the premiere PDF conversion provider and we should be your PDF Conversion Partner. What distinguishes us from the others? It is our: *in-depth conversion process knowledge, broad technology understanding, *pro*iect management expertise, *superior engineering skills, and *financial strength and market ranking that stands behind our work. IS-DEPTH CONVERSION PROCESS KNOWLEDGE IKON Business Imaging, through the acquisition of Emerge, has been extremely involved with Adobe's conversion product from its inception - even before the soft- ware was called Capture. Our technical experts have sat along side Adobe engineers communicating to them customer needs and product frustrations as each version was conceptualized, designed, tested, and de- bugged. For the past seven years, we have consulted with, designed solutions, and pro- vided services for some of the most impres- sive names in business, including Bank of America, Shell Oil, Gateway 2000, and Delta Airlines. What does this mean for you, the customer? KOK Business Imaging has in-depth con- version process knowledge. You will not be paying for our learning curve; you will be ER ds A I I IKON fir Your PDF Conversion, continuedfiui pap 5 Business Imaging from start to finish in a hardware platforms, scanners, document management sofware, image formats, and databases. As technology changes and expands, so do we. The engineers design quality into the project. Again, what are the implications for you, the customer? Your valuable documents are imaged to the highest quality possible and every source document processed is returned to you with its matching electronic image. “PDF preserves the tangible guali- ties of a document in electronic form” I’ROJECT ~IASAGEMEST ESPERTISE For a conversion to be successful we have learned that: *each cusromer must be carefully listened to, *a thoughtful needs analysis must take place, *there must be a conversion test with a sample of the documents, and *the concept must be refined after the test. IKON Business Imaging treats each customer with the attention and rigor that comes with professional project management. IKON Business Imaging has a team ofproject man- agers who itre all members of the Project hhagement Institute and two have been certified as Project Management Professionals. What is the benetit to you, rhe customer? Again. our project management expertise assures that you. your corporation, and your project receive dl the benefits ofIKON well-orchestrated and coordinated manner. Your project will be: *delivered on time, *high quality, *a trouble-free process, and ‘managed within budget. A FORTUNE 500 Cohip.asy TO STAND BEHIND THE WORK When looking for a PDF conversion provider, obtain a Dun and Bradstreet finan- cial statement of the considered providers. How strong is the company? Are they likely to survive in the marketplace and be there to see your project through and even assist you with more advanced information needs in one to two years? Complete this level of “due diligence,” and you will be surprised - the attractive Internet site melts, four-color brochures fade, and very little may stand behind the self-promotion of other providers. Now consider IKON. We are a Fortune 500 company and one of the world’s leading spe- cialists in document management solutions. IKON has over 1,000 locations, 30,oOO employees, and revenues in excess of 55.6 billion. IKON has operations in the U.S., Canada, Mexico, the United Kingdom, France, Germany, and Denmark. When you how you want the portability and fidelity that PDF offers, call IKON Business Imaging. You will enjoy the benefits of our in-depth conversion process knowledge, broad technology understanding, project management expertise, superior engineering skills, and the strength of our market posi- tion - which tells you we will support your document management needs with quality for years to come. r- v- r-- r-. ... r. George DeBoeoer, Vice President, In ;I continuation of the quality theme of my articles, we examine two more itenis - the management of people and equipment for a quality document conversion. \ I .\ \ ;\c; I \ (. l.311- I I’\ I I. x-r Ql..-\ 1.1 T Y Pick a quality scanner and the right scanner for your documents. No one scanner is opti- mal for all source documents. Test your docu- ments on a variety of scanners. Learn the options for image enhancement, which are either built into the scanner or provided with the scan software. Image quality is critical, but jams, double feeds, and bar code read accurac\. also affects the quality of your production. When you buy a scanner for high volume production, you must veri5 that the vendor can maintain your scanner. Get a service agreement which matches your production requirements. Preventative maintenance miist be performed. IKOS keeps their scm- ners under service agreement and tracks the preventative maintenance performed by the vendor to make sure it is on schedule. It is essential that you learn your responsibili- tics for maintaining the scanner. Regular cleaning is required. High-volume operations generate paper dust, which impacts image quality as it collects within the scanner. IKON cleans their paper scanners every shift. ;\lore often if the condition of the source documents require it. Tcst tiirget scanning is an effective tool to trick the performance of a scanner. Only by looking ;ir the scanning of n high-quality target can you ohserve a subtle degradation in equipment per- iortnance. A good example is the light source, which m;~y be slowly dimming. Al:\Y:\CIXC I’KOPLE QL‘ALITY The answer is people. The question is “What is the primary component for a high-quality backtile conversion?” Many of the tasks n.ql1irt.d for a backfile con\rersion are manual. Document preparation, indexing, and scan- h~g are labor intensive. It is crucial to plan A N E - GlNG THE QUALITY 1, AND PEOPLE ngineering &? Operations how you will manage the quality perfor- mance of your staff. Post con- version users become very frustrated when they bring up the wrong document on an imaging system due to incorrect indexing or a document missing a page or nvo. How do you get quality performance from this staff? An obvious hiring criterion is aptitude, manual dexterity tests can be given to help with selection. But just as critical is the attitude of the worker. The skill to perform a task is not nearly as important as the desire to correctly execute the task. Standardized attitude tests are available for applicant screening. If you have new staff, you must perfbrm task training. You must check the siiccess of the training. For even’ task that requires human performance, IKOX does a 100% quality check of all the worker’s outpur from start. IKON verifies that the clerk can do quality work and that the instructions for thc task are clearly understood. IKOS continues quali? control of the worker during the entire prqiect. They reduce sampling per- centage based on the type of task and the re1arit.e difficulty of the task. After the document preparation stage, IKON passes eve? box of prepared docu- ments to a quality control clerk. A sampling of the documents is reviewed and if the documents are prepared correctly, the box is forwarded for scanning. A document prepa- ration quality control clerk must approve Cantimed ai1 pagr 8 OHIO PUBLIC SAFETY REPLACES 7-YEAR OLD IMAGING SYSTEM Barry Cox, IBM Global Services IN THIS ISSUE President’s Message . . . . . 2 Ask Mr. Conversion . . . 4 . COLUMBUS, OH - The mission of the State of Ohio Department of The Bureau of Motor Vehicles has been using an imaging system since ’ Public Safety (ODPS) is “to 1991 and has achieved signifi- save lives, reduce injuries A cant benefits of improved - and economic loss, to 1 administer Ohio’s L customer service \ productivity and L during that time. __ ._ motor vehicle laws and to preserve the & safety and well being of all ....,..- . . . . . . . I citizens with the most cost ...I.... ~ effective and La.?- service oriented methods available.” What does this have 7 to do with document imaging? Plenty! ODPS includes the Bureau of Motor Vehicles, Ohio State Highway Patrol, Division of Emergency Medical Services, and Emergency Manage- ment, as well as the Administration department for all divisions. They have recently moved into a wonder- ful new 675,000 square foot facility to house over 1,200 employees in the ......% - central office. - The system was installed in the Financial Responsibility Section and ’ processed ’ images per day. about 5,000 Financial Respon- sibility handles the <instatement of drivers’ PDF and the Dowment Industry . . . 5 Superior Engineering Skills . . . . . . . 6 Technical Notes . . . . . . . 7 REGULAR FEATURES PRESIDENT’S MESSAGE The Value Proposition licenses that have been revoked for financial reasons. For example, if a driver is found to not have proper ASK Ma. CONVERSION Bncldik, Darbd or Bo&> - -. -- insurance, their license is revoked until they pay certain fees and provide information verifying them to be system handles the mountains of T~~~~,~~~ N~~~~ Ma~gingtheQp.titlofYour financially responsible. The imaging ~Con~ROcen paperwork associated with these - -. I’ Y types of transactions. During the Seven years this system has been in Continued on page 2 I 1 1 " ODPS, continurd fim pap 1 use, over 8 million pages have been scanned and stored. ODPS recentIy consolidated their IT hnc- 1 tions for aII divisions to create the Office of Information Technology Services, under the direction of Don Cort. The Office of Information Technology Services for ODPS saw that the benefits of imaging being real- ized in Financial Responsibility could be gained in other ODPS sections. However, there were several obstacles to realizing this vision. The current seven-year-old system was out of maintenance, the software compa- imaging business and the system could not be expanded. In addition, no one knew if the not the system to base the ODPS-wide imaging infrastructure on. So ODPS issued a competitive RFP for a systems integrator to provide an enterprise-wide imaging infra- structure for ODPS. I IBM Global Services was selected as the Systems Integrator in April, 1998. IBMs VisualInfo Software was selected as the imaging system to be implemented and IBM selected IKON Business Imaging Services to perform the electronic backfile conversion. One critical aspect of the project was being able to deliver an electronic conversion of 8 million images while the system was being installed and customized to meet ODPS's needs. In order to meet OPDSs deadlines, the entire conversion had to be accomplished in just 24 weeks. To accomplish this, IKON engineers Jet?- Kling and Bill Nitto analyzed ODPS's platters and developed algorithms to allow ODPS's 12" Son? 6.SGB backup plat- ters to be converted to 20GB 8mm tapes. COLD documents were sent via the Internet to ODPS. The tapes and Internet files were 7 ny that produced it was no longer in the system was Y2K compatible. This clearly was 3. 1 J ~ A -1 1 J Continued on nextpage ODPS, continued firn pap 2 then imported at ODPS into the IBM Visudnfo imaging system where IBM 3995 jukeboxes and 5.25" 2.6GB WORM platters were being used to store the images after they were imported. There were many challenges encountered during the project that IKON was able to handle using their vast experience in this area. First, the platters were written over a seven-year period, so they were not all exact- ly the same as the sample platter used to develop the initial conversion process. In addition, the version ofTIF'F being used had changed subtly over the years, which provided additional challenges. As anomalies were identified, IKON engineers had to continually refine the process to keep the conversion working. Another issue was that many of the images on the platters were actually COLD documents automatically cre- ated from thousands of letters that ODPS sends out daily. These letters were not simple text though. They contained logos, signatures, forms with lines, shading, and multiple While these issues were worked out, valuable time was ticking away. The conversion still needed to be completed by September 28 in order for the system to go live on October 5. As the deadline approached and further delays were discoverrd, IKON added additional pro- duction lines and shifts to deliver on their September 28 commitment. Meeting the deadline required a true team effort and a true partnership between ODPS, IBM, and IKON. IBM project manager Terry Mitchell, architect Steve Quinkert. image specialists Bob Gawronski and Ly Lim, and consultants Erol Eraybar and Kent ~~ IKON engineer hard PI work fonts. The complex documents were stored in a format called DVI. DVI is a format originally developed in academia to repre- sent complex mathematical equations. It was supported mostly in the UNIX world by many shareware programs. At the time, DVI seemed like a standard that would be here to stay. However, things in the IT world change rapidly, and finding a viewer to view DVI format for Windows 95 was difficult. To fix this problem, and to avoid it in the future, the decision was made to convert the DVI formatted files into TIFF images. The same decision was made to store letters which the new system creates in Word 97, in TIFF+. IKON engineers worked with IBM and ODPS to enable this conversion to proceed. Garrett were hard at work completing the application programs and training users. Meanwhile, ODPS project manager Dean Gatton and image specialist John Seiler were working to making sure ODPS was ready for the new system. At the same time, IKON project manager Geoff Tischman and engineer Bill Nitto were busy doing whatev- er it took to have the documents ready for the users when they needed them on October 5. The system is in production today, is work- ing well, and ODPS is currently planning and implementing the system for additional departments. President j Messqc, cantinurd and the integration of their knowledge base with their EDMS system. To prepore our customers for the future, we see Portable Document Services and PDF technology as the next "wave" in the electronic document environment. Eventually, all digitized information will need to be stored as the "intelligent document" for selected word retried, and access via the WEB, Internet, Intronet, or a corporatewide enterprise sys- tem. This is an investment that will bring real value and bene- fits to our customers today while also preporing them for the future. IKON IN PRINT Have you seen our recent feature articles in Servicing Munogement, Document Munogement or Advunce for Heultficore? If you would like a reprint of any of these articles please feel free to call Jennifer Martin at: 800.664.4 63 b YOUR SALES MANAGERS ASK MR. CONVERSION: BACKFILE, DAY-FORWARD OR BOTH? Stuart Crepe, Director, New Business Development Question: We are preparing to implement an imaging solution for several important business processes. We've heard that conver- FOR CURRENT, FUTURE OR ON-GOING BUSINESS NEEDS... Lynn Noyce Northwest Manager 925.930.7700 Inoycec3kon.com Tim Boser Miiest Manager tboser@ikon.com Bob Penny Souh Central Manager 281.265.4872 rbpenn y@prodig y.net Frank StMler Northeast Manager 71 7.620.0430 fsturner@ikon.com Patrick Fgan MidAtlantic Manager 301.947.4671 pfogon@ikon.com David Smith Souiheost Manager 404.589.8002 dovesrnith@ikon.com Glenn Gernert PDF Services 61 2.495.8080 sion service companies can help us with our scan- ning needs. What 4 areouroptions ._ for using these K+ , version service 9 companies can assist you with b anvordofyour L document capture needs, helping you avoid the cost, effort, and delays asso- ciated with establishing an in-house scanning operation. Whether the benefits of outsourced conversion will outweigh the per-item costs depends on the particular capture need you are addressing. In assessing your needs, the first cut is usually between backfile and day-forward capture. Backfile refers to the documents your organi- zation already possesses as part of its know- ledge base, while day-forward refers to the documents that will enter your organization after the imaging system becomes operational (from that day forward, hence the term). Question: Don't backfile and day-forward go hand-in-hand? Answer: From the perspective of backfile versus day-forward, different business appli- cations have different capture needs. For example, credit card charge processing relies much more on day-forward capture than on backfile: most of the activity centers on cap- turing transactions as they come in, and most references to past transactions are charge dis- putes involving items less than 60 days old. Thus, in the first 60 days of system operation, the backfile will have become obsolete. 800.829.2459 ext 103 ggernert@ikon.com Or. .. call 800.6 64.463 6 By contrast, a human resources application relies heavily on the backfile. A complete his- tory of each employee's hiring and tenure is crucial to management decisions and even potential legal or regulatory liability. By con- trast, a low rate of new hires and separations, along with a low incidence of benefit changes and management reviews, may result in light volumes of day-forward capture. Qwstion: How do we decide if capture for a particular application should be outsourced? Answer: You need to consider the volume, deadline, or turnaround and complexity of the capture requirement. For backtile capture, you generally should outsource if: your backfile is large (500,000 images or your deadline for completion is tight. If these two conditions are present, then out- sourcing the backfile conversion helps you avoid buying or leasing a great deal of equip- ment; reassigning or huing large numbers of personnel; conducting a crash course in docu- ment image capture; and learning on your own the painful lessons of quality control, indexing precision, and the importance of document preparation. A complex application may require you to provide support in the form of business process knowledge to the outsourcing firm, but you would have to pro- vide the same support to an in-house effort. For day-forward capture, you should consider outsourcing if: . you incoming volume is high and subject to your incoming volume is high and the appli- your incoming volume is low but not subject more), and tight turnaround times; or cation is complex; or to tight turnaround times. In the first case, an outsourcing vendor can help you avoid creating a new operation with I I 1 1 1' 1 1 1 f 1 1 1 J ! 1 J 1 1 J ! 1 J 4 Continuedon nextpage PDF AND THE DOCUMENT IN r- c ..- c Andy Young, Director of Murke Portable Documeni Services Today’s businesses have a multitude of choices when considering the most efficient means of delivering documents electronically. The issues they face are not only technical, but financial and cultural as well. Beyond imple- menting hardware and software systems, lies the selection of an electronic delivery format. Of the electronic document technologies cur- rently available, organizations are increasingly looking to the Portable Document Format or PDF as their solution. Let’s take a look at why PDF is becoming a de-facto standard for the electronic delivery of documents. The paperless office has been touted for years, however the fact remains, we like Ask Mr. Conversion: Back@, Day-fimard or Botb? n a large headcount and capital equipment budget. In the second case, the outsourcing vendor can help ofload clerical functions from the specialized knowledge workers who must process your complex transactions. In the third case, you may be able to send out your scanning work on a weekly or bi-weekly schedule and thereby avoid having to invest in an in-house scanning capability. Question: Can’t we accomplish both backfde and day-forward in the same operation? Answer: If you have a substantial backfile requirement and a substantial day-forward requirement, the two may be in conflict. If you decide to perform the day-forward cap- ture in-house, you have to consider whether it is worth investing in the additional equip- ment and staff to perform the backfile con- version as well. (If you try to do the backfile conversion on a ?‘catch as catch can” basis during lulls in the day-forward volume, the process will take much longer, be more prone to errors, and delay the usefulness and pay- back of the imaging system compared to an outsourced backfile conversion.) D tini Q PDF and tbe Document Industy, continued fim paF 4 user. The compound nature of PDF allows a single file to contain everything which is needed to view, print, and search a docu- ment, including color, fonts and graphics. PDF preserves the tangible qualities of a document in electronic form. Managing proprietary file formats and the associated client viewers is becoming too difficult and expensive in today’s Internet- worked environment. Managers want “PDF preserves the tangible qualities of a document in electronic form” a format that is widely supported not only in terms of operating systems and hardware platforms, but also offer localized file viewers for global distribution of documents. The Adobe Acrobat Reader’ file viewer is freely distributed and supported by many of today’s leading EDMS, Database, and Search ven- dors plus most popular web browsers. Accessing the knowledge contained in a document is in large measure the motivation for delivering electronically. Beyond simply searching the content of a document, end users also need features which make the electronic version more usable, especially on- line. Navigation aids such as hypertext linking and bookmarks quickly allow the user to find the desired information without exten- sive searching. Header and indexing values also quickly identify a specific document out of many, These are all capabilities of PDF. The addition of content structure and the interface with XML and Java scripting in upcoming versions will add additional value and hnctionality to the format. PDF is an intelligent and extensible format. Investing in technology is always risky, however, if the technology has broad applica- tions it can be leveraged to impact business processes across the enterprise. For businesses to standardize they need assurance that the chosen technology will have wide application in their organization. PDF is not only a de- facto standard for the electronic delivery of compound documents, it is also widely adopt- ed in the printing, publishing, and imaging industries. For example, once a document is in PDF that same file can be posted to a web site, delivered via CD-ROM, used as a mas- ter for printing, and be an on-line form. PDF is a horizontal technology with many differ- ent applications. The ease with which existing and day-forward documents can be converted to an electronic form is a significant component of the overall cost of deploying a new system. Organizations need an electronic delivery format that man- ages content from many sources, fiom both electronic and physical forms, in day-forward and backfile applications. The ability to inter- mingle content from all these sources and produce a compound and intelligent deliver- able by unitizing a cost effective conversion process is essential to the success of the project. Documents can be converted directly to PDF from source application files or scanned images. When you combine all of these factors you can begin to recognize why so many organi- zations are adopting PDF as an electronic document format. No other technology encompasses the broad application and cost effectiveness of PDF while maintaining the familiar qualities of paper. Next issue: Why IKON is your best source for PDF services. *;\dobe .\rrohar Reader is a tndcmark uf Adobc S~srcms, Inc. TECHNICAL NOTES: M OF YOUR LARGE BACKFI George DeBoever, Vice President, If your conversion process is not high quality, you cannot expect the product of that process (images and indexing) to be of high quality. But, how do you create and verify a quality process for high-volume backfile conversion? I~ESIGS :\ COSVERSIOS PROCESS TIIAT 11.4s HEC\ PROVES Design a conversion process that uses tech- niques that have been proven in previous large-scale conversions. It helps to hire an experienced service company or a consultant who has successfblly completed a conversion similar to yours. The nature of a large-scale backfile conversion is quite different from a day-fonvard, department level, and low-vol- ume scanning project. The challenges and risks are much greater. Manual procedures that might work well at 4,000 pages per day may not work when 100,000 pages per day are required. Do not turn your backfile into a learning experience for yourself or your staff! Docv,~ I: vr 'r i i 1: 11 KOC I. 5 IjEFORL IOL' III'ILI) IT Clearly document the process for a detailed review by those who will perform the conver- sion; the IT staff who will receive the elec- tronic documents, and representatives from the organization which uses the documents. IKON uses a document called the Conversion Services Plan (CSP). It is created after a cus- tomer contracts a project to IKON and is used to veri$ the requirements of the project, the approach, the source media, and the deliver- able media. It is both a logistics plan and an interface specification for the IKON project team and the customer. IKON emphasizes to the customer that close scrutiny of the plan is critical. IKON and the customer review the document and together sign-off before set- ting up the process. The documentation must include a descrip- tion of quality requirements. Any process that includes a large labor component is Mana& QuaIhy, nmtinuedjvm pap 7 built. For example, to do this, IKON performs live Data Interchange Tests. The purpose of this test is to run a live sample of the cus- tomer's media through the process and deliver the images and index data to the customer. This test is performed exactly like real pro- duction will be performed and verifying that the image factory is ready. PLAN FOR A RECONCILIATION PHASE After completing your conversion, validate your delivered electronic documents against an existing database, if available, or data col- lected during the processing steps. You can then identify and resolve any exceptions. When you arc about to handle a million pieces of anything, it is critical that you build a robust process and verify its quality. NO two conversions are identical. Your produc- tion process must be tailored to the unique needs of your documents and your business. Hopefully the six items mentioned above will help you succeed with your conversion. Next issue: Managing the Quality qtbe Equipment and Personnel in a Largr Backjie Conversion. .. L iKON Business -, Imaging Services -i 1600 South Main Street . Walnut Creek, CA 94596 1 Phone: 800.664.4636 Fax: 925.930.9316 Maam €&tor Randolph Burns rgburnmikon .corn II Editor -? J .'! 7. 4 Jennifer D. Martin idmortin@ikon.com 7 J around the world. We conv? other electronk data - Into 8 the Digital Document Country and hound the World. what Defines a Successful Conversion? On-time delivery High quality work Trouble-free process Managed within budget These are client-defined characteristics of a successful conversion, and IKON delivers on every one. The IKON Network IKON Business Imaging Services is a unit of IKON Office Solutions, one of the world's leading office technol- ogy companies. IKON is a $5 billion company with more than 1,100 locations in the U.S., Canada, Mexico, the United Kingdom, France, Germany and Denmark. Currently, IKON Business Imaging Services has 12 conversion centers. with locations in the U.S.. Australia, the Philippines and the U.K. A Range of Services, AU from One Source. At IKON, we specialize in projects requiring high-volume. on-site, near-site or off-site conversions for "mission critical" applications. Boekfileconversion Transforming paper, roll film, microfiche or electronic media into images that are deliverable in over 100 easily accessible and retrievable formats. Day-Foxward Conversion Utilizing state-of-the-art document capture technology to Scan and index new docu- ments as they are created or received, ensuring rapid retrieval and enhanced access. Developing and documenting a business disaster recovery and continuity plan for ctitlcal scanning activities in applications such as claims processing, credit card processing and order entry. Bminess continuity services. : FbrtableDocwnent i me capture of both paper : and electronic documents for i (1) posting to the WEB and : (2) marketing and product support document distribution. : This application lnvolves i scanning or digitizing existing : marketing product support i literature or catalogs and : converting them into an i industry standard fomat for : document distribution (CD i or electronic). This process : is both a backfile and a day-forward application. i Services/PDE It's the same in business as it is in life: You are judged by the company you keep. At IKON, we keep company with the best- The scope and integrity of our capabilities have been proven by the companies that have entrusted us with their conversion projects. We& 0 Fargo Nations Bank Capstead Mortgage Deloitte & 'Ibuche Banc One Mortgage Great Western Bank Hewlett-Packard Price Waterhouse - Coopers Pacific Bell SunAmerica Financial, Inc. Southern California Edison KPMG Continental Airlines Louisiana State Retirement System Honda FileNET Hitachi Franklin Templeton Andersen Consulting US West UNUM Life Insurance Dade Behring 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Manaff’nK Qualiry, rontinutdfim puxe 7 every box. The approval or rejection is logged. Rejected boxes are reworked and reinspected. Most important is the assess ment of why a box did not pass the quali control check. Does the document prepa tion clerk understand the requirements o the task? Is it a training problem or an attitude problem? I am often asked, what percentage of the product do you perform a quality control check? At first, we perform quality contr, on 100% of a new clerk‘s work to verify that they understand the task and they performing to expectation. We will the1 decrease the sampling from every box to to 15 percent. This can vary depending o the unique aspects of the task. Some con sions require relatively complex documen preparation or indexing and therefore require intensive scrutiny. Tasks may include identify- ing documents, index data encoding, sorting, purging, bar coding, taping, and removing of bindings. To produce the required quality, 10096 qudity control may be necessary for the entire project. At times, we have taken the document preparation task and broken it into sub-stages to make the tasks and related quality control easier to manage. Carefully plan your backfile conversion. Include plans for setting up a quality process and plans for monitoring and maintaining the quality of your product. You wilI save money and you will improve the return on your imaging system investment. 7 1. 1 3 IKON Business Imaging Services 1600 South Main Stmt Walnut (reek, (A 94596 Phone: 800.664.4636 Fax: 925.930.9316 www.ikonxom/ids MANAGING EDITOR Randolph Burns rpburnr@ikon.com EDITOR Jmnifw D. Martin jdmartin@ikon.com Document Services r r r r r c c c P c I .r r r Business Imaging Services 1800 South Main Street, Sub 300 Walnut Creek, California 94596 www.lkon.com/lds Telephone 800 664 4636 Fax 925 930 9316 Company 23acAgrou.d Performance Beyond Lxpecration r I IKON \otRcesoMbna Document Services r , r r r r i r r L - ! L c r 7 ! r r i r LKON's Document Services pup is comprised of three business units: Business Document Services, Business Imaging Services, and Legal Document Services. This wide range of specialized services was developed to provide customized solutions to an even wider range of industries. From high-volume photocopying and &tal printing to document imaging and hle conversion, IKON Document Services has the technology and staff on call around the clock to manage all types and sizes of complex, multi-faceted productions with exceptional quality and speed. Outsourcing is a simple concept that is not simple to practice. Often, discussion focuses on just one part of the equation - on the fact that delegating support functions to outside specialists frees companies to narrow their focus and concentrate on their core business. What is not stressed enough is that vendors who provide this help must have a broad view of this relationship and their responsibilities. To deliver optimal value and offer support that dovetails with the customer's business plan, vendors must take a broad view of their duties and gain a detailed understanding of the customers' sttategic goals and needs. IKON Document Services is, in fact, one of the nation's fastest growing providers of outsourced document services. We have achieved that success because we work to develop customer relationships that go beyond the limitations of mere buyer/supplier ties to become a full-fledged working partnership. IKON Business Imaging Services has captured, indexed, and brought billions of documents on-line for clients around the world. We convert information into a storage solution and retention medium that meets our clients needs today while preparing them for a less paper-intensive future. As the new global economy reengineers their business processes, organizations are considering the way their information-the power behind their business-is handled. The electronic document management industry is going through monumental changes, with acquisitions and mergers of both large and smaU vendors. IKON Business Imaging Services continues to position themselves as the premiere service company in order to respond to the changing imaging market and corresponding industry trends. During the sales process, our IKON sales staff works closely with engineedng and operations personnel to assess the best possible solutions for every client's individual document needs. Engineers determine each project's technical requirements, programming resources needed, and a time frame €or set up and implementation of each project. Software engineers configure proprietary software tools to often write difficult and complex computer programs for specific projects. Our project managers take overall responsibility €or a project from inception to completion, and travel nationwide to ensure successful completion of each phase of a conversion project Our customers have told us that the most important things to them in a successful conversion project are on-time delivery, high-quality work, trouble-free process, and managed within budget. At IKON Business Imaging we work to perform beyond these expectations. We are best known for our: * In-depth cOovem€onpmcess knowleo& honed by years of experience S- Broad tecbnofogv understand@ - we developed improved processes based on changes in technology S- hject manqemenc experthe - which makes the difference between the professional approach and an ad hoc approach in conversion work Suprim engheehgaktus - our engineering team is key to making projects successful r 1600 South Main Street, Suite 300 Walnut Creek, California 94596 Telephone 800 664 4636 FaX 925 930 9316 mmrktm.camnds DAY-FORWARD CONVERSION r Many companies today have found themselves in need of day-forward conversion. Day-forward conversion involves scanning and indexing new documents or records as they are created or received for rapid retrieval in an already implemented imaging system. Many end-users have found that outsourcing their day-forward conversion has saved hundreds of thousand of dollars - even dons - instead of incurring the hidden costs involved when doing the conversion in-house. IKON Business Imaging is the expert at day-forward conversions, either at the client site or at an IKON location close by. Some of the companies IKON has performed day-forward conversions for include Hewlett Packard, Pacific Bell Directory, and Gateway 2000. ELECTRONIC MEDIA CONVERSION r 1 r r r P Due to constant changes in our industry, support for legacy imaging systems may no longer be available through the initial vendor, or document management systems may simply have outgrown their use; either demand replacing. Consequently, end-users confront major difficulties attempting to export digital images from one proprietary system for utilization in another. Due to the fact that IKON Business Imaging Services has been performing conversion for over ten years, we have the legacy hardware and engineering expertise in order to help clients move their documents from one system to another. Technical issues concerning disk consolidation, selective conversion, index database purging, data and media incompatibility problems, and recovery of unreadable data need to be addressed by a conversion organization who has a history of creating images in over eight-five industry-standard or vendor-specific formats. PORTABLE DOCUMENT SERVICES The capture of both paper and electronic documents for (1) posting to the WEB and, (2) marketing and product support distribution. Marketing and product support document distribution applications involve scanning or digitizing existing marketing product support literature or catalogs and converting them into an industry standard format for document distribution (CD or electronic). Through an acquisition of the first recognized AcrobatlPDF service organization in the country (Emerge) IKON Business Imagmg has amassed more experience with the technology than any other service provider in existence. The combination of this in-depth experience with IKON'S disciplined approach to sales and project management has resulted in a unique Professional Services Organization dedicated to enabling PDF in enterprise document management applications. 1800 South Main Wet Sui 300 Walnut Cmk, Cpliimkr 94598 Telephone Boo 684 4638 8 Fax 925 930 9316 w.ikon.conVid8 ALL MEDIA IKON Business Imaging Services is one of the largest, most experienced document conversion service organization in the world. Established in 1986 to support the emerging document imaging market, IKON Business Imaging Services began converting aperture cards to digital form; today, services include the conversion of paper, roll film, aperture card, engineering ckawings, microfiche, and electronic data for all document imaging systems. IKON Business Imaging Services has sales representation throughout the United States, to provide effective access and support to customers nationwide. ALL SYSTEMS Using commercial hardware and proprietary software, IKON supports an impressive variety of image, file, optical disk, and image system formats-capable of meeting the conversion needs of virtually any document imaging system IKON supports all major vendor formats and standard image formats. We currently have strategic relationships with integrators and vendors such as Andersen Consulting, Bell 8t Howell, Excalibur Technologies, FileNET, Hewlett-Packard, IBM Corporation, Mosaix, Optika, and Sterling Software. ALL PLACES IKON Business Imaging Services has an enviable reputation for timely and cost-efficient services as well as an impressive record for quality and support Formatting and recording services are performed at our Northern California Operations Center, document preparation, scanning, and indexing can be performed anywhere nationwide, where we provide equipment, technical support, and trained project managers on-site at client facilities. Our Operations Center recently set an unprecedented production record for converting over 14 million images in one month. 1600 South Main Straet, Sui 300 Walnut Ciask, Calbmia 94596 Tebphom 800 664 4636 Fax 925 930 9316 w.lkon.conVids r r P r f- ! I r r i r r F ! r I * A 10 million page paper backfile conversion for Gateway 2000. In order to utilize a newly-installed document management system, Gateway 2000 provided IKON with a 15,000 square foot building for document preparation, indexing, and scanning of this monumental backfile. At the conclusion of the backfile project, IKON Business Imaging Services remained on-site to provide day-forward scanning for Gateway 2000 whose customer files acquire over 15,000 pages of documentation per day. * A 26 million Image microfiche conversion for Capstead, Inc. Capstead found themselves drowning in wave after wave of microfiche from the mortgage loans they service. Capstead acquires large portfolios of loans and serves large volumes of mortgage requests. With each portfolio acquisition comes millions of records on microfiche that must be digitized and written to FileNET- compatible optical disks. IKON has been performing conversions for Capstead for the past four years and has converted over 26 million images! * A 12 million page paper conversion for Amoco Corporation Every time A~OCO acquired mineral rights from another company or acquired the company, they accumulated documents from each company that needed to be added to one of three systems with Amoco. IKON performed document preparation and scanning work on-site in Tulsa, Oklahoma. Document preparation was very complex, as it required identifying and indexing 16 different document types within the population. * A 5 million paper day-forward conversion for Hewlett-Packard IKON has been performing a day-forward conversion for Hewlett-Packard for almost five years! Documents are routed to IKON’s Northern California Conversion Operations Center where they are validated, prepared for the scanning process, scanned, and indexed. On average, IKON has been processing 1.5 million images per year for the human resources department. * An 18 million Image conversion for Norwest Services Corporation Norwest had over 18 million documents related to customer accounts. Five million of these were in various Electronic Document Imaging Systems (EDMS) which had belonged to finanaal institutions that Norwest had acquired. The remaining 13 million consisted of signature cards and other paper documents. To improve customer service, Norwest wanted to have them all within easy access in a single EDMS. IKON performed conversion of ufi 18 million images in just two years1 * A 2.1 million page paper conversion tor California State Automobile Association In Just 4 weekends The California State Automobile Association (CSM) implemented a program in their claims processing department to make processing claims more efficient Part of the process was a conversion of active and some backfile files. However, because these were active files, they could not leave their facility in Fairfield, California or be out of pocket for long periods of time. So the conversion was performed on-site and IKON operated only on the weekends. IKON was able to deliver all 2.1 million images in just 4 weekends! IKON’s services are available nationwide to imaging system vendors, integrators, and end-users in both private industry and the government sector. We have performed conversion for clients representing a myriad of industries, including manufacturing, financial, nuclear, petrochemical, transportation, aerospace, pharmaceutical, health care, and utility companies. r 1800 South Mah sbeet, Sub300 Walnut Creek, Camomla 945Q6 Telephone 800 604 4636 Fa 925 g30 S316 wikon.~ r I r r- I r r r c i r r r L r r r r r ‘We selected IKON because of the sense of security they provided based on their years of experience. Their technical expertise was easily demonstrated by the lack of any serious problems during the entire conversion process.” Nan9 Mn@d Co@ntCr Sciences Cwporation “Converting paper files was an essential piece of the Claims Redesign. IKON’s ability to analyze our need, work with us closely and meet our aggressive timeline enabled us to meet our gods.’’ Mike Ahkcman CSAA ‘We were extremely satisfied with IKON’s people. If I had a question about any of the tapes that came back, it seemed they bent over backward to make it right” Tony Fa* OneOK “...IKON recently completed the inmcate job of electronically scanning aperture cards into standard TIFF Group N images for use in our portable computers. The work performed was exemplary, particularly given the depth of detail required.” Moim Fry P+c Gar e9 Ek& “IKON’s most valuable contribution was the expertise to do something we’d never done before, and get it done in an unreasonable time frame. Out of all the conversion fms we talked to, IKON was the only one who had the experience and the confidence to find a solution and say, We know we can get this done’.” Bmce Kcaman Jobn Elancock Stgmatm Sewices ,G4 snbsdiaty of Jobn Hancvck Mntnai 3+ Imrance Coqay) ‘We’re happy customers. If someone called me today I would recommend IKON without hesitation.” Mike Franklin Arizona Healtb Can Cod Containment Sysam r iT r r r r \ \ r r I r , r r ! L r r r r r i r r 1 William C. IKoNBUS~SSG’..G1111;4NAG~ TIEAM Doey, Jr. is the President of the Business Imaging Services division of IKON Office Solutions. Mr. Doey has been associated with the Electronic Document Management industry for over fifteen years. Mr. Doey was formerly Program Manager for the Imaging Systems division of UNISYS Corporation, where he launched their first worldwide document imaging solutions program. He has been continually involved in imaging and electronic document management on a worldwide basis with his responsibilities and activities at both UNISYS and IKON. Mr. Doey has a BSEE fromDrexe1 University and an MS from the University of Pennsylvania. George DeBaever is IKON’S Vice President of Engineering & Operations. Mr. DeBoever has over eleven years of experience in the management, development, and implementation of imaging systems and software. He previously served as program manager with American Turnkey and as program manager for Logicon. Mr. DeBoever received his BS in Industrial Engineering Operations Research from the University of California, Berkeley. Tom Stacey, Vice President of Sales, has more than 17 years experience in the document and records management industry. Mr. Stacey served as Director of Sales for Tab Products Co. during their pioneering efforts in electronic document imaging during the 1980s. Prior to joining IKON, Mr. Stacey served 3 years as President of Document Control Solutions. DCS was the FileNET ValueNET Regional Reseller of the Year for 1996, as well as a developer of IrnageTrax@ and ColorBar@, records management software distributed through a national network of resellers. Mr. Stacey holds a Bachelors Degree fromMiddlebury College (VT, and a Masters Degree from Brown University. Claire Marynowski, Director of Operations, has over twelve years of experience in project operations supervision for the high technology industry. Prior to her tenure at IKON, Ms. Marynowski was Operations Manager for Collier Software, implementing initial operations strategies for a start-up software manufacturer. While at ETAK, Inc., she managed the national production operations of a $30 million project consisting of 110 people. She has proven experience establishing a successful team environment for assignments in a myriad of industries. Ms.Marynowski is a certified Project Management Professional from the Project Management Institute. Jeff Mkh is IKON’S Director of Project Mangemet. Mr. Mich is a certified Project Management Professional by the Project Management Institute and a recipient of the IKON Document Services National “High Impact” award. Mr. Mich holds an M.B.A. from the University of West Florida and a Bachelor of Science in Aerospace Engineering from the University of Maryland. He has over nine years of experience in project operations and program management for the United States Air Force. TOP-OF-THE-LIN E CONVERSION FOR BOTTOM-LINE RESULTS Document Conversion for on-line access Convert existing documents - Day-Forward Conversion Convert new documents as they are generated or received Electronic Media Conversion Upgrade digital images to a new format Technology Upgrades Electronic document purge, image file size reduction, content and database expansion Anyone can scan. For digital documents that are accurately captured, indexed, image-enhanced, and formatted for your target imaging system, you need IKON Business Imaging Services. Since 1986 we’ve ensured millions of images are on- line when system integrators flip the switch. Our ability to mobilize personnel, hardware, and softwareany place, any time, anywhere-remains unprecedented in the industry. We can transform any kind of source media (paper, roll film, microfiche, or electronic data) to over 85 digital formats. The imaging industry is going through vast changes, and IKON has the solution you need. We can purge outdated documents from a digital population, freeing up valuable storage space. We can minimize image file sizes and add content by utilizing auto- mated, cutting-edge technologies, or upgrade your indexing structure to improve electronic document access throughout your organization. With 1,100 offices nationwide and thousands of people experienced in handling millions of documents every day, utilize the power of IKON. We’ll help you work to win. IKON 1 office Wutionsa Document Services 800.664.4636 bisalesOikon.com Imaging of Louisiana State 1 E Employees’ Retirement System k. “r 1. I A Huge Success! he Louisiana State Employees Retirement System (LASERS) is T responsible for administering pen- sion funds for every employee of the Pelican State. In that role. it keeps over ZOO.OOO files on both active and retired state employees, totaling over five mil- lion document pages. By last year, LASERS had concluded that using paper files was a hindrance to its goal of providing the best possible customer service. A file in use by one LASERS employee was inaccessible to all the rest. LASERS wanted to be able to access files faster with fewer people. and it wanted multiple users to have access to the same record simultaneous- ly. It also wanted to save the space occu- pied by filing cabinets. To meet these objectives, LASERS decided to migrate their files to an elec- tronic document management system. They chose IKON Business Imaging for the very challenging task of converting documents that included, among others, original employment applications, annu- al pension statements, payment records, and even canceled checks. The range of document sizes, colors. and conditions was huge. Some dated back as far as the nineteen-fifties; others were quarter- sheet size. Substrates included onion- skin paper, nineteen-sixties-era thermal photocopy paper, fax paper, and NCR forms in a rainbow of different colors. Many documents were extremely dirty. team of thirty workers prepared and scanned LASERS’s backfile documents, working on-site in Baton Rouge. Hired and trained locally by IKON. the team included one manager. four scanner operators, and twenty-five specialists who prepared documents by removing Between August 1997 and June 1998, a Oocument Management By Randolph Burns staples, identifying each document’s type from a range of eighteen possibili- ties specified by LASERS, and affixing a corresponding bar code inconspicuously to each document. At the front of each file, was also inserted a header sheet displaying the bar coded social security number of the respective state employee whose file it was. IKON had used a LASERS database to generate these bar coded social security numbers. The conversion team worked with one scanner, operating two shifts per day, five days per week. While they were still busy, LASERS demonstrated its con- fidence in IKON by adding another set of files to the conversion job. These were records from the investment department, which manages Louisiana’s employee pension funds. These included trade tickets, committee meeting min- utes, fund manager reports, and fund custodian reports, and totaled another 200.000 images. ties of the LASERS backfile conversion, LASERS staff members constantly need- ed to have access to files during the conversion process. That dictated the use of two team members working full- time as inventory managers to track files. They worked with detailed track- ing sheets, which listed the documents in each box of files being processed and where that box was in the workflow. LASERS’s personnel requested specific files, and those files would be looked up, tracked down, replaced with an out- card, and delivered to whomever had submitted the request. When a file was returned to the team, it was replaced in its box immediately or, if that box had already gone through scanning, it was first scanned. As batches of documents were scanned, they were written to 8mm tapes, which were shipped to IKON’S headquarters in Northern, California. There, indexing keywords were captured visually from document images and manually typed into an index for LASERS’s electronic document manage- Adding to the considerable complexi- Reprinted by The Reprint Oept., 800-259-0470 ment system. Index keyword data entry varied a bit for some types of docu- ments. For example, the index record for any annual statement had to contain the statement’s year. Canceled checks and certain income-tax reporting forms had been stored loose, outside of file fold- ers. and, as a result, they could not ben- efit from a connection to the scanned social-security-number bar codes. As a result. social security numbers had to be read from the images of these docu- ments and typed in by hand. batch of files. document images and index information were written from the tapes to 5.25-inch optical disks. Two copies of each disk were written, one destined for LASERS’s electronic docu- ment management system, and another for storage at another location for pur- poses of disaster recovery. The entire new electronic imaging system will allow employees to provide better cus- tomer service by providing instant access to documents as opposed to the current lengthy process of searching through paper files. The imaging system will also greatly improve document security by allowing electronic backup of files that are currently vulnerable to loss in case of a fire. Management also expects that the availability of all docu- ments in electronic format will make it possible to implement workflow processes that will further improve operating efficiency. Scanning of the LASERS backfile was successfully completed in June of 1998 and all remaining optical disks are being delivered to LASERS by end of Septem- ber 1998, barely a year after the job began. For over ZOO.OOO employees of the State of Louisiana, that means faster, easier access to their retirement records. For IKON Business Imaging. it means one more happy customer.0 Once indexing was completed for a Randolph Burns is Marketing JManager of IKON Business Imaging Services. He can be reached at 800-664-4636. SepternberIOctober 1598 SpatialENTERPRlSE TM Patentpglding A Spatial Informato ’ n Mmagement Solution Conmlti0P 102 hmmhtdewrd, suit0 400, IabyeUe, LA 705011 bm(318)232-7777 Fur(318)98+6188 WWW.SPATIALENTERPRISE.COM Enuil eCi.it@,ecoa nsultillg.com 6 SpatialENTERPRISE,, SpatidENTERPRISEw b an integrated suite built on 8 powerful spatial window, document management and worMlow foundation, with a business proccss agent manager linked to spatid features and document properties. ECIEngineering & IMomtim Techllogy Consulfigprovi&s services to the upstream oil & gas imkrstry, communications, energy, indubiai, man#ituring, professionul services, and technologies industries. www. ptialenterprise. corn ECI Jnjbmation Technology also provides implementation, comlting and project management services fir the Oracle ERP, SAP R/3 ERP, integrated document management and GIs. Functionality of SpatialENTERPRISEw Desktop Singledmini~~for S~data~ documeatabusiDesslyycpts N1 dty for spatMenvironmeatS, spatialhtures, spalialfiltm, spetialbosiness wts, document business agents create spatialfilfersandsmeinm~ Bervet DeffnefwerswithaninteRigcatdescriptionforeasydata~s Create spatidfm dstoreinanenterpaiae sewer Define spatial features with an int- description for easy data ~ccegs Mine spatial fcatun symbology @ointAidpoiygon style, color, width, symbol, scale Esctors) and store in an eoterprise- create cuvimMmtswthe fly and stae in anartaprise sexvex Select envimmmts from a global dmp down list Select spatial features from a glW drop down list for adding orffmnving firom rmy emrironment Select spatial filters from a global drop down list for adding or reamvingfknnsny emhnmat Create guaies for attribute labels and ston in an emqxisc server as a feahrre defhition Store images in anenmprise server as alia- definitim Cmte quetiesforaUrii fields ad store in sn entap& serverasafi.atun ddinition Create queries for spatial definition end store in an enterprise s~vef as a km definition Create queries fortbema;tlc display and store in anentapnse server as a &atme definition Create queriesthatare user field ”prompt” d store inanateqxiscserverasafkattuedefhitioo Createenvin#lmems asdrilldownwindowsandrelatetoanyspatialfeatnre View drill down environments for images, spatial featares, CAD drawings, queries 2 ~1~~ 102AnkmBoulrvad.~400.~LA 70508 ~0(31BJ232-7777Fur(31~~W188 WWW.SPATXALENTE RPRISE.COM Ed1 eci.i~,,ecoc onsultinmom 0 0 0 0 0 0 0 0 0 0 0 0 8 0 0 0 0 0 0 0 0 0 0 0 0 0 Functionality SpatiaIENTERPRISEw WEB 0 0 0 a 0 0 Creates smart, vector based mapa on the fly, dbectly horn a live Operating GIs database. Usingthese smart vedorsto Storcf- tlacproductaratesveryco~ highly intelIigentmaps corrtirn#rus Tone RastaData: Supposted formats are geo referenced contirmous tone raster supportedby ECI's S- SEa Web 1.0 solution (Example: Orthophoto base mapundersyingvectot data) Binary Rester Da?a: Supported formats are geo refixend continuom tone raster supparted by ECI's SpatialENTEWRIsEs Web 1.0 solution (Exampie: Scanned paper maps undertying vector data) Allow mdtiple mer data soutces to be combined in a single view Data CompItssion: Data is clipped, merged, andresampled inthe sewer, then sent tothe client asan object in the CGM file Supportad data fornuits inchxk &Info, ArcView, MapInfii Ma, MGSM, MGDM PRAMME, AutoCAD, Microsration, Access, SQL Server, and Orade Spatial Catridge. Allow combination of multiple data sources in a singleview CoordlIlateSystem~S~~DaEa~anyGDOdatasaualllaybe~ina~tesystem SpCCifiCdbythCS~ SEa web Adminisba tor Custom applications willbe able to add display geometry, batspotrlanents, and marlrcrs tothe map deiiniticm obtained from the MDF. (Note: Amarkais ancord sctcreatedby attn'butc ~uery Worspatial filter) Maintain Markers for a session. A maker is arecord set cmtedby attribrrte query andlor spatial mer Custom Applicz~tions will be able to load Map Ddinition Infkmation into an sctive session 3 e e e e e e e e e e e e e Specialize Add-on Agents Easy-towe Wizard which relates spatial fWunst0 hsiness pmcess fm and reports as add-on agents. SpatbENm RPRISFP is able tocommMtcatewithotherartnpPise applicatimistbroughits integrated Agent Manager. As its name implies, the Agent Manager manages individual agents. An agent is a DLL that knows how to pass idonnationbetween SpatWMTERP RIs33NandtheextemaIapplication Agentscanbewritten for any number of- applidons. Wo such an shown below: SpatialENTERPRISE, Establishing a Spatially Enabled Document Management System Using SpatialENTERPRISEm Integrating GIs and DMS into an Enterprise-wide Solution A WHITE PAPER SpatlalENIERPRISEn. Spatial Information Management Services June 15, I999 (318) 232-7777 Ext. 160 TABLE OF CONTENTS INTRODUCTION .......................................................................................................................................... 3 BACKGROUND ........................................................................................................................................... 4 GIS ........................................................................................................................................................ 4 DMS ...................................................................................................................................................... 4 GIS and DMS Interaction ...................................................................................................................... 5 SPATIALLY ENABLED DOCUMENT MANAGEMENT SOLUTIONS ........................................................ 6 Spatially Enabled Document Management .......................................................................................... 6 Advantages of SEDMS ......................................................................................................................... 7 THE SpatlalENTERPRISEIY SOLUTION ..................................................................................................... 8 Key Components .................................................................................................................................. 8 The Interface ......................................................................................................................................... 8 workflow ............................................................................................................................................. 12 Typical Configuration .......................................................................................................................... 14 SpatialENTERPRlSE Architecture ...................................................................................................... 14 SpatialENTERPRlSE Advantages ...................................................................................................... 16 APPLYING THE SOLUTION ..................................................................................................................... 17 GETTING MORE INFORMATION ............................................................................................................. 18 SpatlalENTERPRISEn A Spatial Information Management System Page 2 INTRODUCTION - - Today's technologies have made an unprecedented amount of information available to decision-makers. Industry advances have also dramatically enhanced the manner in which thii information is organized, retrieved and presented to the user. Two prime examples of systems which have become virtually indispensable to many businesses and governments are the geographical information system (GIs) and the document management system OMS). In a GIs, geographical information is displayed on an electronic map and the user simply selects a feature to analyze or retrieve specific information. In a DMS, queries can be made against a virtual warehouse of documents, enabling users to retrieve and edit documents, while the DMS manages the version control and check-in - - / checkout procedures. In organizations that require both a GIS and DMS, users have quickly realized that these systems are incapable of communicating with one another to the extent desired. In most cases, the GIS is employed to fmd certain information about a geographic feature, after which the DMS is searched, based on the retrieved information from the GIs, for documents relating to that feature. Most often it is difficult or impossible to know whether Certain documents within a DMS are related to particular geographic features in the GIs. l'he GIS must be queried for keywords in the hope of discovering those features that may correspond to the available documents. Because of the time and effort typically required in conducting searches in and between both the GIS and the DMS, a distinct need exists for an integrated interface linking both systems. - - - This paper presents the fundamental characteristics of a spatially enabled document management system and, more specifically, the SpatialENTERPIUSEm solution. As will be described in greater detail below, the purpose of SpatialENTERPRISEn is to place the GIS and DMS under the control of a single interface that synergistically links the powerful informational tools of both systems. - SpatialENTERPRISEn A Spatial Information Management System - Page 3 BACKGROUND In order to fully understand the utility and configuration of a spatially enabled document management system, it is helpful to examine the features inherent in currently available GIS and DMS solutions, as well as the typical environments in which these systems are employed in business, industry and government. Once the functionality of these separate systems is understood, the unique features of the spatially enabled document management system, which serves to integrate the GIS and the DMS, will become more readily apparent. In general, GIS products are sohare systems that relate particular geographical locations or features on maps (“spatial features”) to specific numerical or textual data associated with those spatial features. Examples of such maps include terrain, street, pipeline networks, and geopolitical boundary maps. Other types of graphical representations include architectural plans, layouts of industrial facilities, anatomical charts, and computer networks. At the present time, GIS is employed in a variety of applications, such as military tactics and strategy, municipal zoning and building permit issuance, traffic planning, pipeline analysis, transportation scheduling, emergency management, and environmental assessments. While the architecture of various GIS products may differ, the generation of useable spatial data requires the development of a map or region of geographic information that will form the basis for data queries. In one example, terrain maps may be generated through computer-aided design (CAD) tools or aerial photographs. In either case, software-mapping tools are then used to digitize bitrnapped images of the terrain and add numerical location information related to the topology of the image. Regardless of the form of the map, a range of tools within the GIS product is typically available for defining selectable spatial features which are associated with data corresponding to those locations. Such spatial features are usually points, lines, polygons and text, representing such objects as trees, tanks, state capitols, and county seats; roads, pipelines, and waterways; and geopolitical boundaries, lakes, and property perimeters. Text objects are typically cartographic text used for annotation purposes. Data associated with these spatial features may be areas, lengths, perimeters, longitude and latitude information, volumetric flow, population distribution, and a wide range of other attributes contained within a relational database management system (RDBMS). The association between the spatial features and the RDBMS allows the user to spatially analyze geographical features and regions on the map and to make decisions based upon the interrelationship of those features. More advanced GIS products might also include dynamic segmentation capabilities which enable the user to consider how data associated with certain spatial features varies along a specified path. DMS By definition, a document management system is the automated control of electronic documents, such as page images, spreadsheets, word processing documents, and drawings, within an organization from initial creation to final archiving, Document management allows organizations to exert control over the production, storage and distribution of documents, yielding greater efficiency through the ability to reuse information, to control a document throughout a workflow process, and to reduce product cycle times. Some of the fimctions common to many modem document management systems are document identification, storage and retrieval, tracking, version control, workflow management, and presentation. So-called “integrated” document management systems (IDMS) incorporate a full range of document management hnctions throughout the life span of the documents across all platforms, applications and company organizational units. A DMS typically requires an underlying inihstructure, such as a set of computer workstations and servers, that are interconnected by local area networks (LANs) or wide area networks (WANs). It generally must have specific characteristics, such as network operating system independence, file format independence, location independence, SpatialENTERPRlSE.. A Spatlal information Management System prss 4 long tile name support, and link tracking, so that any user can access any given document at any time, subject to security controls. “he actual stored documents are contained within a data storage device, commonly referred to as a “data warehouse”, linked to a relational database management (RDBMS) or an object-relational database management system (ORDBMS) which includes descriptive data about the actual documents. Permanent documents that are not subject to editing may be retained within a separate area of the data storage device and marked as “read only.” A typical scenario for a user would be the querying of the DMS for documents containing one or more attributes, after which the names of those documents meeting the search criteria would be displayed. A viewing window is usually provided so that each of the documents retrieved by the query may be viewed in thumbnail format before they are acted on by the user. Those documents subject to being edited may then be checked out and edited, with other users being able to see that the particular document is temporarily unavailable for editing. Once the editing is complete, the document is checked back in to the data warehouse of the DMS, with both the original and edited versions of the document being reflected in subsequent query results. CIS and DMS Interaction As mentioned in the introduction, users of a GIS and a DMS quickly fmd that there is no easy method of relating both the spatial features of the GIS and documents located in the DMS. Both systems must be queried separately and any keywords, if available, must be gathered fiom each respective system to be used with the other. “lis process is both inefficient and often ineffective. SpatialENTERPRISE.. A Spatial Information Management System - 5 SPATIALLY ENABLED DOCUMENT MANAGEMENT SOLUTIONS Spatially Enabled Document Management While both GIS and DMS products may be used within a given organization, up until now there has been no satisfactory method for bringing these two critical technologies together in a way that seamlessly integrates the features of both into a single user interface. The merging of GIS with DMS into a “spatially enabled document management system” (SEDMS) satisfies the parallel purposes of both underlying systems. Basic Operation A spatially enabled document management system operates from a single user interface, making the hnctions of both the GIS and the DMS available to the user by simultaneously displaying the spatial features and the documents. When spatial features are selected from the GIs environment, wide ranges of linked documents are displayed. Urn may also view spatial features, which are linked to selected documents. This single interfme also provides access to all administrative functions, including security restrictions, across the GIS and DMS applications. Multiple unique environments may be defined and third-party software applications can be launched to retrieve documents containing current data linked to selected spatial features. Unkbing Structure The SEDMS is made up of the same components necessary to operate a GIS or a DMS separately. On a basic level a computer is connected to one or more storage devices through either a local area network (LAN) or wide area network (WAN). Relational database management systems are used for both the GIS spatial features and the DMS documents and their associated attributes. Computer programs are developed to execute queries comparing the attributes on one to the other, resulting in the display of either the related documents or the related spatial features. For our purposes, a “graphical image” is defined as any image displayed which depicts characteristics of the geographical region. A “geographical region” is defined as any region or volume, of two or more dimensions, whose properties or spatial features are used to track or analyze in connection with specific documents within the DMS. For example, a conventional U.S. map containing geopolitical boundaries could be a “graphical image” representative of the United States as a “geographical region.“ Alternatively, a three-dimensional CAD drawing depicting the chip layout and multi-layered conductive lines on a computer motherboard could be a “graphical image” representative of the motherboard itself as a “geographical region.” A “spatial feature” is an entity on the graphical image that corresponds to some physical feature of the geographical region being viewed. Such features are typically represented by geometry in the form of a point, a line segment, or a polygon. These elements of geometry are fiuther defined by non-graphic “attributes” (alphanumeric characters or strings of such characters) stored in table format on the data storage device. For the purposes herein, “spatial attributes” are any attributes of a spatial feature. The RDBMS within the GIS associates those attributes with the particular spatial features, such that the selection of a particular spatial feature in the graphical image permits viewing of attributes as well. A “document” may be virtually any kind of electronic information associated with or related to a spatial feature. Some examples of such documents may be text files, database files, spreadsheets, scanned documents, photographs, CAD drawings, digitized audio and video, and computer animations. In the same way that the spatial features are actually defined by spatial attributes, documents are similarly defined by document attributes. Document attributes are data that describe important characteristics about a document, such as authorship, time and date of creation, file format, summary of the contents, and any other data that may be relevant to associating it with other documents or spatial features through queries. The second RDBMS within the DMS manages the relationships between the document attributes and the documents themselves in generally the same manner that the first RDBMS manages the SpaUolENTERPRISEn A Spatial 1n-n Management System Page 6 c relationships between the spatial attributes and the spatial features. The two relational databases of the GIS and DMS communicate through the connectivity of the SEDMS. Users are able to customize various aspects of the SEDMS by adding and removing different classes of spatial features from the display and specifying storing and retrieving parameters, security, and query definitions linked to specific spatial features and documents. Agents Advanced applications of the SEDMS technologies also allow for an agent manager or intermediary for linking one or more applications to a selected spatial feature. These "agents" enable the execution of an external software application from within the SEDMS. The agent receives one or more of the spatial attributes of the selected spatial feature from the agent manager, launches the external software application, and causes the extemal software application to display information specific to the selected spatial feature. A subsequent selection of additional spatial features linked to that same agent causes the external software application to display information without re- launching the application. This type of application launching mechanism is also available for linking one or more agents to the selected documents. Advantages of SEDMS A key advantage to the integration of GIs and DMS is that users have quick access to needed documents pertaining to geographical features, rather than having to search the DMS separately. Users also are able to dynamically view associated spatial features by querying particular documents from the DMS. The most prominent results include improvements in the decision-making process and an increase in productivity. Users no longer have to conduct extensive searches of two separate systems only to find that their search parameters are not effective or, in the worst case, the information does not even exist. Other advantages may not be so readily apparent. For example, all administrative functions across both applications, such as security and configuration, could be handled through one system. Multiple GIS environments can be defined and stored on an enterprise server that sets the desired parameters for both the GIS and the DMS. Spatial features can immediately be linked not only to geographic data, but also to a wide range of documents, such as photographs, field notes, word processing documents, spreadsheets, databases, and digitized audio and video. True unification of these systems also permits the association of spatial features to other third-party software applications that are linked to live, real-time data related to the particular spatial features. Suddenly the decision- makers have access to the data necessary for immediate and informed decisions. SpaUplENTERPRISEo A Spatial Information Management System Page 7 THE SDatialENTERPRISEm SOLUTION SpatialENTERPRISE is a premier spatially enabled document management system (SEDMS) that integrates the functions of an underlying GIS and DMS. The spatial features and DMS documents are “linked” to one another, either through actual attachment by a user or through matched attributes, for bi-directional searching capabilities. In other words, the spatial features of SpatialENTERPRISE can be selected to display all documents linked to those spatial features, permitting the linked documents to be viewed and/or edited. Conversely, the DMS documents of SpatialENTERPRISE can be selected to display all spatial features linked to those DMS documents. Key Components SpatialENTERPRISE uses at least one server and one or more workstations over a local area network (LAN) or wide area network (WAN). The server and workstations are further connected, via the LANWAN, to one or more data storage devices which hold spatial data and documents, respectively. The precise location of the spatial data and documents is not critical to the operation of SpatialENTEWRISE, whether the information is located in a single data storage device or distributed across many such devices, as long as the GIS and DMS are properly configured to retrieve the information fiom the appropriate location. Generally, SpatialENTERPRISE includes a GIS programmed into the server. The GIS data and graphical images are representative of a geographic region, which in turn includes one or more selectable spatial features. The GIS also uses a relational database management system (RDBMS) capable of associating the spatial features with spatial attributes stored on the data storage device. SpatialENTERPRISE also includes a DMS programmed into the server. The DMS is capable of retrieving one or more documents based on data stored in a second RDBMS capable of associating the documents with document attributes stored on the data storage device. Both of these RDBMSs communicate with one another via the basic connectivity functions of SpatialENTERPMSE. The underlying SEDMS programming for SpatialENTERPRISE enables execution of one or more queries. In me case, queries are used to compare one or more of the spatial attributes of a selected spatial feature with the document attributes to display a list of documents whose document attributes contain a match with spatial attributes of the selected spatial feature. In another case, queries are used to compare one or more of the document attributes of a selected document with spatial attributes to display a list of spatial features whose spatial attributes contain a match with the document attributes of the selected document. The Interface SpatialENTERPRISE’s single, integrated interface displays the primary components of both the GIS and the DMS adjacent to one another, sharing a common command menu. The programming code of the interface enables bi- directional communication between the GIS and DMS for the purposes of associating the selected spatial features with the desired documents, and vice versa, as well as user interaction with the displayed GIS and DMS components. The correlation between spatial features and documents is, broadly speaking, conducted in most cases by a comparison of the spatial attributes of the spatial features with the document attributes of the documents. The interface also includes the ability to select a particular GIS environment which determines the availability of spatial features, documents and agents. An example of a SpatialENTERPRISE interface is shown below. In this example a network of spatial features in the form of pipeline segments is displayed over a region of various county boundaries. The screen is divided into two primary components, namely a GIS component (or “spatial window”) and a DMS component (or “document window”). The command menu is positioned above the GIs and DMS components and makes use of conventional pull-down menus. Tool bars are also available for quick execution of the various functions of the GIS and the DMS, SpatialENTERPRISE- A Spatial Information Management System Page 8 - as well as those functions unique to SpatialENTERPRISE. An always-on-top legend window is provided showing those classes of spatial features currently displayed in the graphical image. Any of the classes of spatial features shown in a graphical image may be removed from the display by selecting and deleting that class in the legend. Authorized classes of spatial features may also be added to the graphical image by an “add feature” function selectable from the tool bar. - When the user wants to locate documents that are linked to certain spatial features, a “show links” function is activated. The “show links” button enables the queries (or relationships) defmed for each spatial feature. Selection of any spatial feature, such as the selected spatial feature shown in the example, causes the name of the selected spatial feature to appear in the document window, along with the list of linked documents. The list of linked documents may contain two types, “attached” documents and “related” documents. Attached documents are those documents which are specifically defined by the user as being linked to the selected spatial feature and are always tied to that particular spatial feature. Related documents, however, are those documents which are the result of a match based on whatever queries are defined for the spatial feature. For example, a spatial query may ask for all documents having a document attribute which includes “Segment No. %SegNo%”, where SegNo is the number of the pipeline segment as the selected spatial feature. In that case, all documents having an attribute referring to that particular pipeline segment will be retrieved. The user may take a wide range of actions for any selected document in the document list. For example, the selected document may be opened for editing, checked out, or routed to others as a part of the workflow features of SpatialENTERPRISE. Each document’s properties are also available for the user’s review. A document viewer window is provided below the document list so that a reduced image of the selected document may be viewed by the user. The document viewer is capable of reading a large number of different file formats so that any document may be briefly examined prior to making a decision as to the next action. - c - - - SpatMENTERPRISEn A Spatial Information Management System - Page Q Spatial Features and Documents The two charts provided below show the many ways that spatial features and documents may be defined within SpatialENTERPRISE. As mentioned earlier and shown below in the fmt chart, each spatial fahue can be dehned in terms of its most basic spatial attributes, which can often be geometric information in tabular form as well as a variety of other types of information specific to the spatial feature. Additionally, certain documents may optionally be "attached" to the spatial feature, causing such documents to appear any time the spatial feature is selected. Furthermore, the spatial feature can also include one or more queries or relationships which, upon selection of the spatial feature, are caused to execute, calling up documents whose attributes match the query criteria. Finally, any spatial feature can further be defined in terms of what agents are available to the user. Documents are similarly defined as you can see in the second chart. As mentioned earlier, each document can be defmed in terms of its basic document attributes, which is typically data regarding authorship, creation date, editing date, and a variety of other types of information specific to the document. Additionally, certain spatial features may optionally be "attached" to the document by causing such spatial features to appear any time the document is selected. The document can also include one or more queries or relationships which, upon selection of the document, are caused to execute, calling up spatial features whose attributes match the query criteria. Finally, any document can fiwther be defined in terms of what agents are available to the user. Dofining Spodw Feuturw ' I ffi- I APP. 2 &3WJ Defining Document. SpatioiENTERPRISE- A Spatial information Management System - Page 10 Agents QUERIES TO RELATED SPATUL One of the most advantageous features of SpatialENTERPRISE is the implementation of predefined agents and their interaction with an agent manager. The agent manager is made up of executable programming code for linking one or more agents to a selected spatial feature or a selected document. Each agent also uses executable programming code which enables the execution of an external software application, such as a database application, spreadsheet application, word processing application, or other application necessary for generating day-today business forms and reports. When executed in connection with a selected spatial feature, the agent receives one or more spatial attributes of the selected spatial feature fiom the agent manager. The agent then launches the external software application and causes the external software application to display information specific to the selected spatial feature.. For example, selection of a spatial feature not only retrieves the attached and related documents linked to that spatial feature in the document window, but also calls up the list of agents which may be defined for that selected spatial feature. In the previous example of the pipeline, one type of agent may be a database application which opens a database representing only the maintenance history for the particular pipeline segment selected. Rather than having to open up a separate database program and fmding that particular database, the user simply executes the agent for that pipeline segment. This time-saving function is a highly productive substitute for numerous additional keystrokes, clicking and searching for needed information in external applications. The agent also remains open during subsequent selections of spatial features which rely upon the same type of information. In other words, a subsequent selection of a second selected spatial feature linked to that agent causes the external soffware application to display information specific to that second selected spatial feature, without re-launching the external software application. Additionally, agents can be defined for documents in precisely the same manner as for spatial features, causing any other forms or reports related to those documents to be easily retrieved. Such agents provide the ability to customize an enterprise-wide solution for retrieving critical information about specific spatial features. Regardless of the type of agent developed, each such agent must at least respond to the following actions performed by the agent manager: (a) configuration of the agent, (b) initialization of the agent, (c) launching the agent, (d) rehshing the agent with updated information, and (e) closing the agent. For example, in an agent designed to bring up a database in Microsoft@ Access, one of the first requirements is for the administrator of SpatialENTERPRISE to define which database to use, which form to use, and where these items are located. Field names 6om the spatial attributes are typically used as parameters in the configuration of the agent so that only specific information related to that spatial feature is displayed. One example of the programming procedures implemented for a particular agent used to SpaUalENTERPRISE.. A Spatial Information Management System Page 11 display reports &om Seagate Software’s Crystal Reportsn uses the MicrosoflQ Visual Basic programming language. When the user wants to see a form associated with a selected spatial feature, the initialize and launch methods are called. The initialize method starts the software application and loads the desired form, after which the launch method performs parameter substitution on the “where clause” and sets it for the form. worknow Three common SpatialENTERPIUSE workflow scenarios are given below. The first flowchart shows the process for selecting a spatial feature to retrieve associated documents; the second flowchart shows the process for selecting documents to retrieve associated spatial features; and the thud flowchart shows the process for selecting a linked agent. Spatial Element to Document Workllow Document to Spatial Elemnt Workfiow AuwY OPEN SEDMS INTERFACE P &Ilw OPEN SEDMS INTERFACE 019 OPENED OMS CONNECTED OIS OPENED DMS CONNECTED l-l DEFINE OR SELECT DEFINE OR SELECT I ENVlRONMENT I MAP OPENED WlTH PREDEFINED PARAMETERS MAP OPENED WIW PREDEFINED PARAMETERS ENVIRONMENT U 1 SEWS WAITING FOR SELECTION OF SPATIAL FEATURE auEms EXECUTED BASED ON DEFINED REIATIONSHIP[S) FOR SELECTED DOCUMENT WCLm QUERY FOR DOCUMENTS SELECT SHOW LINKS TOOL QUERIES EXECUTED BASE0 ON DEFINED REIATIONSHIP(S) FOR SELECTED SPATIAL FEATURE LINKED DOCUMENTS APPEAR IN WINDOW DOCUMENTHWLGHTED FIND FEATURE TOOL ENABLED SELECT SPATIAL FEATURE c PKX LIST APPEARS WlTH -5) OF LINKED SPATIAL FEAWS WCLJTE FIND FEATURETOM . VIEWER msmm IMAGE OF SELECTED DOCUMEM SELECT DOCUMENT IN DOCUMENT SPATIAL FEAWS) HlQHLlOKM IN GRAPHIC WDOW WCUMENT SUBJECT TO EDmlNG M(S1 FROM PICK LIST OPEN OR CHECK- OUT SELECTED DOCUMENT Sp8tislENlERPRISE- A Spatial Information Management System Page 12 Agent Sdectlon Workflow BEI1pcI OPEN SEDMS INTERFACE 1 1 DEFINE OR SELECT ENVlRONMENT SELECT SHOW LINKS TOOL i + SELECT SPATIAL FEATVRE 1 1 1 1 1 SELECT AGENT TAB IN DOCUMENT WINDOW SELECT AGENT FROM LIST OF LINKED AGENTS SELECTANOTHER SPATUL FEATURE HAVING SAME AQENT (NEW SPATlAL AlTRIBUTES) SEND REPORTTO OTHER RECIPIENT CLOSE AGENT GIs OPENED DMS CONNECTU) MAP OPENED WITH PREDEFINED PARAMFTERS SEWS WAIT" FOR SELECTION W SPATIAL FEATURE QUERIES EXECUTED BASED ON DEFINED RELATIONSHIP(S) FOR SELECTED SPATIAL FEATURE AVAILABLE AGENTS APPEAR IN LIST AGENT EXECUTES AND WNCHES EXTERNAL APPLICATION 1NFOWIUTK)N SPECIFIC TO SPATIAL FEATURE DISPLAYED IN MTrRNM AF'SPLICATION AQENT RECENES NEW SPATIAL AlTRIBUES FROM AGENT MANMjER EXERNAL APPLlcATlON DISPLAYS UPDATED INFORMATION ON NM FEATURE INFORIMTION (FORM. REPORT, ETC.) MAILED TO USER IN WORKFLOW HALTS RUNMNa OF AGENT AM0 mwmoN: CLOSES WINDOW Typical Conflguratlon The GIS and DMS components of SpatialENTERPRISE are installed onto the hard drive of a computer server connected to several workstations over a LAN or WAN having a suitable network operating system. While a variety of GIS and DMS applications could be used, Arcview'" by ESRI Corporation has been used effectively in previous solutions. Panagon" by FileNET Corporation is the DMS currently being utilized as the basis for the SpatialENTERPRISE system. Both the server and client versions of the SpatialENTEWRISE interface system are developed as native 32-bit software applications for use on computers using Microsoft" Windows" 98 or Windows" NT, or as a 32-bit web browser interface for use in connection with the Internet or an Intranet. The server version includes all of the administrative functions, such as the security server, environment configuration, and the system initialization. The functions of the security server for SpatialENTERPRISE are handled through the DMS, which controls access to various aspects of SpatialENTERPRISE via user names and passwords. For example, the security server controls access to specific environments, availability of spatial features and software functionality, access to certain agents, and access to documents. Development and customization is performed with programming languages that support standard Object Linking and Embedding (OLE)/Automation interfaces without any prere uisite proprietary software. Examples of such programming tools that support OLEYAutomation include Microsoft Visual Basic and Visual C++, as well as Borland* Powerbuilder. 1- The interface software is 100% OPEN GIS compliant, as well as 100% ODMA (Open Document Management MI) compliant. Client versions of the interface software, including any agents created for use with selected spatial features, are developed using Microsoft" ActiveX component technology, thus allowing for rapid assembly of new user and application extensions. All services during operation are implemented as Distributed Component Object Model (DCOM)/OLE servers, simplifying the integration. DCOM allows each discrete service to be distributed across the network, optimizing resource utilization and ensuring peak performance. DCOM also provides a sophisticated inter-process messaging structure that allows user-developed functions residing on remote servers. SpatialENTERPRISE Architecture The following diagram graphically represents the architecture of SpatialENTERPRISE. Each component is defined below. GIs and FiIeNet Repository ._.. ...... " ....... ........... """ .... .".._..I.." ._..- ... " ..... -... " ..... I..."." .................. . . . ... .."^" SpatialENTERPRlSE Security Server Arcview Document View SpaUalENTERPRISE.. A Spatial lnfonnation Management System Page 14 FileNet Repository SpatialENTERPRISE runs on top of the IDM Document Services. The system can link to images in an IDM Image Service, but IDM Document Services are needed. SpatialENTERPRISE defines many Document Classes and Custom Objects in the FileNet Repository. This is SpatialENTERPRISE's Security Server. a Arcview* ESRI's Arcview@ is the world's most powerful desktop GIS and mapping software. It can display and analyze data in several GIS formats. Arcview" links traditional data analysis tools such as spreadsheets, databases, and business graphics with maps for a completely integrated analysis system. SpatinlENTERPlUSE SpatialENTERPRISE is an enterprise wide system that seamlessly integrates Document Management, GIs and other Business Objects into a single graphical environment. There are five basic parts to SpatialENTERPRISE: 0 SecuritySerVer c The Security Server holds all of the Environments, Spatial Feature Defmitions, Symbology, Relationships, and Agent Definitions. Since all of these are stored in the Repository, they are all subject to FileNet Security. a Arcview' Enhancements SpatialENTEWRISE makes many enhancements to &View*. A SpatialENTERPRISE administrator can define Environments, Spatial Features, and Symbology, and store them in the SpatialENTERPRISE Security Server. A user can then open up existing environments from the Document Management system. The SpatialENTERPRISE enhancements are a combination of Avenue Code, and ActiveX DLLs in Visual Basic. OLWCOM objects provided by FileNet are added into these DLLs for the access into FileNet. The user may also create new environments by loading the pre-defined features. a Document View The SpatialENTERPRISE Document View is an ActiveX executable that runs in a separate window in conjunction with Arcview@. This control displays all documents and agents that are linkedlrelated to a spatial feature. Any selected document may be viewed by this control. Also, with the appropriate security rights, a user may use this control to perform document management functions (check-idout, copy, view, modify attributes, route, etc.). a Agent Manager The Agent Manager (AM) is presented as a part of the Document View. It is an integrated tool kit that allows third party enterprise sohare forms and reports to be linked to spatial features or document properties. Basically, the AM is a trafic cop which performs the following functions: Configure an agent Initialize an agent * Launch an agent (prssing in the currently selected spatbl&ature) SpatialENTERPRISE.. A Spatial Infonnation Management System c Page 15 Closeanagent Refresh an agent (bosstng in rhr currently sr&cted spatial&ahtn) NOTE: It is important to note that the AM docs not place ony resfriciiona on the agent DLL. except that it has the JFW above- mentioned metho&. Agenrs Agents are ActiveX DLLs that receive information from the Agent Manager and know how to pass it to an external application. Agents contain at least the five methods listed above, and may be as simple or complicated as needed, depending on the external application. As an example, consider the Access Form Agent (AFA). The AFA needs three pieces of information: the access database, the form, and the where clause. When the SA administrator configures an MA, the configuration method of the agent is called, and the Administrator is presented with a dialog box to fill in those three pieces of information. Fieldnames from the spatial features may be used as parameters. When the user wants to see a form associated with a spatial feature, the initialize and launch methods are called. The initialize method starts Access and loads the desired form. The launch method performs parameter substitution on the where clause and sets it for the form. c SpaUalENTERPRISE Advantages c SpatiaIENTERPRISE provides the following key features: Presents the functions of the GIS and the DMS simultaneously in a single interface. Enables the user to select spatial features that result in the display of a wide range of associated documents. Enables the user to dynamically view spatial features that are associated with a selected document. Enables the user to launch and interact with third-party software applications to retrieve information associated with the selected spatial feature. Enables approved users to access all administrative functions, including security restrictions, across the GIS and DMS. Enables the user to define and retrieve multiple, unique working environments. SpatiaIENTERPRISEm A Spatial Information Management System - Page 16 - APPLYING THE SOLUTION - - The following scenario is only one of the many effective uses of the SpatialENTERPRISE solution. Any environment, geographical or otherwise, represented graphically, may be used as a part of the GIS element of SpatialENTERPRISE. Any documents at all associated with that environment may be electronically cataloged and integrated into the SpatialENTEFWRISE solution. ~ - In an oil and gas company, an engineer wishes to review the location of existing pipelines as well as any information related to those pipelines. After logging into SpatialENTERPRlSE, the engineer opens a dialog box which displays a list of authorized environments containiig different types of information, perhaps concerning pipelines in different parts of the state. Those environments available to the engineer are only those environments to which he is authorized by the security server. The engineer then selects the environment which contains information and maps about those pipelines in the particular region he is interested in. The geographic image is then displayed in the GIS portion of the interface. Although a wide variety of spatial features may be defmed in that particular environment, the engineer has the option of choosing only those features, such as pipelines and county lines, that he would like displayed on the image. Once the engineer selects a pipeline segment, the list of documents in the DMS linked to that particular spatial feature are displayed in a separate section of the interface window. The list of documents may include a photograph of the pipeline and its local pumping station, a CAD drawing of the connections made between pipeline segments, a bitmap image of the right-of-way agreement that was required to construct the pipeline, and editable text files of correspondence transmitted in connection with that pipeline. Each of these documents are immediately viewable within a small viewing window adjacent to the list of documents. Opening any of those documents in the interface will execute the DMS hnctions required to retrieve the selected document in its parent software application, subject to all of the version control and workflow functions of the underlying DMS. In a separate portion of the interface window, SpatialENTEFWRISE will display whether there are any agents configured for that pipeline segment, such as an updated database tracking the flow of product through the pipeline at any given time, or possibly a maintenance history for that segment. The engineer can execute an agent to launch the external software application for that database. He is then able to view changing information about the flow through the pipeline or the maintenance history. If he selects another similarly defined spatial feature, the specific flow information or maintenance history for that newly selected spatial feature is displayed. SpatialENTERPRISEm A Spatial Infomation Management System - Page 17 GElTlNG MORE INFORMATION To get more information about the SpatialENTERPRISE spatial information management solution, you c8n contact us using any of the following methods: SpatialENTERPRISE 102 Asma Boulevard, Suite 400 Lafayette, LA 70508 (3 18) 232-7777, Ext. 160 (3 18) 984-61 88 Fax eci. i@eciconsulting.com You can also get more information through our Web site at www.spatialentemrise.com. SpatiaiENTERPRISEm A Spatial Information Management System Page 18