Glendale Community College Microsoft Office SharePoint Server 2007 Initiative Vision/Scope Document. Version 1.0

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1 ware Architects, Inc. Proposal to XXXXX Date Glendale Community College Microsoft Office SharePoint Server 2007 Initiative Vision/Scope Document Software Architects, Inc. Proposal to XXXXX Date Version 1.0 June 18, 2007

2 Document Purpose This Vision Scope document presents Sogeti s recommended solution architecture for Glendale Community College s (GCC) portal initiatives based on the Microsoft Office SharePoint Server 2007 platform. Elements of the recommended solution will include Hardware recommendations, Taxonomy, Backup, Custom Web Parts, Security and Workflow guidance and an estimate of time required to implement the solution as well as a quote for services should GCC desire to engage Sogeti to implement the solution. Sogeti USA Confidential Page 2

3 Problem Statement Glendale Community College is seeking a Microsoft Office SharePoint Server 2007 based solution that will address 5 main areas of concern: Reliable Systems and Services Web (.edu) Migration New Student System Cutover egcc Migration Completion Standard collaboration tools and methodologies Beginning the week of 05/21/2007 GCC and Sogeti initiated a series of requirement gathering interviews with representatives from disciplines within GCC that were identified as Subject Matter Experts (SMEs) whose knowledge would facilitate a successful implementation. These interviews were designed to: 1. Gain further insight into GCC s needs and business drivers for delivering content to their employees, partners and student from the perspective of each business unit. 2. Determine the appropriate technologies that could be utilized in delivering the required solution in order to meet or exceed GCC s expectations. Those interviews will then be compiled and analyzed to produce an architecture that would enable GCC to achieve an implementation that will be completed by 08/01/2007 for collaboration. General Business Requirements The following are general business requirements developed from the GCC meetings as well as Sogeti previous portal implementation experience: Security o Control access by group permissions o Control access by individual permissions o Manage access to pages by local administrators o Manage access to folders or collaboration spaces by local administrators and GCC users o Manage access to private work folders/spaces by GCC users Content Management o A welcome page whose body contains current company announcements and allows navigation to the various topics and sub sites of interest via top navigation. The right side of the welcome page will contain navigation to the various topics and sub sites based on product. o Web pages for content for each discipline/focus in GCC that generates content o Collaboration space for department and area with appropriate permissions o Support version control for all documents Sogeti USA Confidential Page 3

4 o Support check in check out procedures to minimize concurrent update conflicts o Support all Microsoft Office file types o Support image files o Support Outlook integration o Customizable look and feel o Online editing tools Search and Indexing o Search all or selected content in the GCC Intranet o Search all or selected content in the GCC Internet Applications o Provide and support links or page views to commonly used sites in GCC To be identified o Provide calendar applications to: View release schedules ( restricted view) View regularly occurring meetings View regularly occurring deadlines o Provide centralized storage and access for materials currently publicly available but currently stored in disparate locations (network shares, local hard drives, exchange public folders etc.) Communications o Provide automatic alerts for content changes to subscribing users o Provide automated notification to target groups for content changes o Provide optional notification of content changes o Provide automated reminders of recurring meetings, deadlines and events Site Monitoring o Maintain counts of user access to the portal public web pages o Maintain counts of document access in the public web pages Web site access o Internal access via Windows built in security using existing infrastructure Standards o Comply with GCC Web Site Standards Special Functionality o Develop custom workflows Minimum Technical Requirements The solution must support horizontal and vertical scaling The solution must be capable of supporting all GCC internal users (approximately ) when installed into the production environment The solution must be capable of supporting anonymous users and authenticated extranet users The solution must allow for manageable backup and recovery Sogeti USA Confidential Page 4

5 Vision GCC s vision for a complete solution is: An intranet that will deliver consistent collaboration tools and timely knowledge capital to the various departments in an effective manner. Intranet content that can be managed and then published to the Internet site as needed through an automated and approval method. Sogeti USA Confidential Page 5

6 Scope and Objectives The scope of this project is to: Replace the current intranet and internet portal with a Microsoft Office SharePoint Server 2007 solution Replace the current.com with a Microsoft Office SharePoint Server 2007 solution Provide necessary support and training to allow GCC to self manage their sites and content Sogeti USA Confidential Page 6

7 Proposed Solution The proposed solution will use Microsoft Office SharePoint Server 2007, running on the Microsoft 2003 Server operating system and SQL Server The web server will be Internet Information Server (IIS) Web Server Version 6.0. GCC will provide four servers. All servers will be loaded with Windows server 2003 and applicable patches. GCC may choose to deliver these servers with the necessary software installed or delegate that installation to Sogeti. Sogeti will install and configure two of the servers as web servers one for the intranet and one for the externally accessible sites Sogeti will install and configure one of the servers as a search and indexing server Sogeti will install one of the servers as a database server using SQL Server 2005 The initial hardware architecture used will comprise a small server farm (depicted below); this may change once additional details are discovered and a determination of actual hardware is made: Sogeti will work with team provided by GCC to modify the Microsoft Office SharePoint Server 2007 Server to be branded as GCC including color schemes and logos. Sogeti USA Confidential Page 7

8 The minimum recommended hardware for the solution is: Microsoft Office SharePoint Server 2007 Server hardware Component CPU Memory Hard Disk Operating System Recommendation 2.0 GHz dual processors 2 GB of RAM 100 GB free space Windows Server 2003 (Any Version) Indexing /Search Server hardware Component CPU Memory Hard Disk Operating System Recommendation 2.0 GHz dual processors 2 GB of RAM 500 GB free space Windows Server 2003 (Any Version) SQL Server 2005 hardware Component CPU Memory Hard Disk Operating System Recommendation 2.0 GHz processor 4 GB of RAM 500 GB free space Windows Server 2003 Standard Edition Sogeti USA Confidential Page 8

9 Assumptions and Constraints This engagement plan is based on the following constraints and assumptions about available time and resources: All work will be performed at GCC s location. A workstation, work area will be provided by GCC. The workstation will have all required software installed. A list of software requirements will be provided. All of the GCC SharePoint intranet users will be in the GCC Active Directory domain. The current number of GCC users is approximately 1000 to A GCC stakeholder will be available to assist with the final portal structure decisions as necessary. A GCC employee or representative with appropriate administrative rights will be available to assist during the installation process. GCC will use SQL Server 2005 as the enterprise database application. There will be necessary disk space for all required documents. Microsoft Office SharePoint Server 2007 Server will not be installed on an Active Directory domain controller. Sogeti USA Confidential Page 9

10 Project Risks This is the risk matrix for the GCC Share Point Portal project. These risks are based on the preliminary information gathered during the requirements phase. Severity Risk Recommendation Possible Impact (if risk not mitigated) High Incomplete understanding of functionality, look and feel, navigation, by the development team Obtain User Interface, and functionality sign-off no later than 10 days into the development cycle of the project Project will not be delivered within the required time frame/ additional resource(s) will be required High Incomplete understanding of members being migrated into Active Directory in order to use the new tools Work closely the systems team to determine if any members need to be moved from Novell and make required changes. Users unable to update and use MOSS to update and contribute content. Low GCC unable to provide representation of employees and business owners Develop intranet interface and navigation with technical resources based on current intranet design and previous discussions Additional development and configuration may be required after the initial launch based on employee feedback Sogeti USA Confidential Page 10

11 Deliverables 1. Intranet that replaces current intranet functionality and adds enhanced collaboration features as outlined in General Business Requirements. 2. Internet that replaces the current.com and adds features as outlined in General Business Requirements. 3. Supporting documentation for design and implementation of this solution. 4. Documentation and training materials for portal users and administrators. Sogeti USA Confidential Page 11

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