Dashboard and Business Intelligence Solution

Transcription

1 REQUEST FOR PROPOSAL Dashboard and Business Intelligence Solution Addendum No.2 Page 1 of 28

2 Dashboard and Business Intelligence Solution Clarifying Statement of RFP Scope: From the volume and thrust of the vendor questions received, it was apparent that we did not clearly define the scope of this Dashboard RFP, leaving the impression of a much larger project. TTUHSC is looking for a flexible dashboard/scorecard application (approximately $100,000 budget) that will enable us to present metrics and KPI s from various data sources. We are not looking for an enterprise-wide data warehouse and/or Business Intelligence suite, but rather a flexible, limited footprint dashboard/scorecard tool that may have inherent or imbedded analytic functionality. The solution does not have to have ETL functionality either, just the ability to interface with multiple and disparate data sources (flat files, spreadsheets, databases, etc.). The dashboard solution must also be able to drill down into the aggregated source file data, have a variety of effective visualizations of the metrics, and have the flexibility to modify or even change-out metrics on an ad-hoc basis. The dashboard solution must be flexible, comprehensive, and robust enough to allow TTUHSC analysts (power-users) the ability to create differently styled multiple dashboards using multiple data elements (e.g. financial, operational, claims, patient satisfaction, etc.), delivered to various target audiences (e.g. budget, finance, executive offices, operational stakeholders, etc.) TTUHSC is not asking the vendor to develop and deliver dashboard or scorecards; rather provide the application and training commensurate to developing our own deliverables in-house. When necessary, dashboard design support would be requested from vendor. Data sources include our practice management software (GE Business Centricity, with Informatics as its data repository); our Electronic Health Record system (Cerner); our patient satisfaction data (Press Ganey); our financial/accounting system (Cognos); and provider benchmarking (Faculty Practice Solutions Center). Most of these are stored as structured data in SQL Server databases which update overnight, so the dashboards will not require a faster refresh rate. If there are data volume constraints to your solution, please delineate. The anticipated number of power-users will be 3-5. Clinical department users = And C suite users = 3-5. These are estimates for the next 2-4 years. Notification and collaboration capabilities are not essential, but if your dashboard application includes these, please describe. For many of the vendor questions below, our response is. This either means we ve included information in the above paragraphs that answer multiple similar questions, or it means that we feel that the question assumes a more extensive data warehouse/ business intelligence project than what we re really looking for with this RFP. The following responses to participant questions are fully incorporated into the Request for Proposal RESPONSE TO QUESTIONS Question TTUHSC Response 1. Budget being considered? ~ $100,000 + future annual maintenance fees. 2. Will the solution be installed in a central location, in a single network and used by the people of such location or it will be used in multiple locations? 3. How many users/analysts will be working with the platform? the number of users will impact the license structure 4. Will TTU provide hardware for the software installation (server, storage, etc)? A central location within TTUHSC.. Yes Page 2 of 28

3 5. What is the volume of data in TB that will be subject of business intelligence analysis? (this is required in order to provide hardware and storage requirements. 6. How many data sources are going to be subject of integration? 7. Who are the users of this application and what actions and goals is this application looking to drive and achieve? 8. In addition to a dashboard component for this application, what levels of drill-down will be needed and does that level go all the way down to a registry or patient level? 9. Please quantify and name to the best of your ability, the data sources that will be contributing to the solution, and estimated number of users and physical locations where the solution will be used. 10. Please describe the overall business requirements in more detail, in terms of KPI data you would like to aggregate/report. 11. How will you measure the success of the project and solution implemented? 12. Will you be sharing all vendor s questions and TTUHSC answers with all proposing parties? 13. Can you tell me the number of users who will be using the BI Dashboard and Business Intelligence Solution? 14. Can you also tell me the makeup of those users, I.e. Administrators, Power Users, etc? 15. Do you have requirements to export your consolidated data warehouse data to external systems via Web Services? 16. Do you retention policies for any of your data that require purging from the data warehouse? 17. Do you require support for Jasig CAS Version 3.0, or a different CAS implementation? 18. Are you aware of any existing challenges that should be addressed before implementation of this project? 19. Do you have a target implementation timeframe goal? Not seeking a warehouse solution at this time.. Not seeking a warehouse solution at this time... System must be able to drill-down to the source data, but not drill-through to data source system.... Yes, in the form of an addendum to the RFP... TTUHSC does not have a consolidated data warehouse at this this and is outside the scope of this RFP. N/A Jasig Central Authentication Service We prefer to use Active Directory Federation Services (SAML based) for Single Sign-on with CAS as our second choice. Unknown at this time. CY To address your needs for a description of expected role and responsibilities of TTUHSC staff, will Yes Page 3 of 28

4 a senior TTUHSC executive / stakeholder be actively involved in the project to ensure the commitment from those individuals throughout project implementation? 21. Do you have an existing data No. warehouse that integrates information from any of your source systems? 22. Please provide a list of the known data sources and what information from Not seeking a warehouse solution at this time.. them will be brought into the data warehouse. 23. Your Key Capabilities describes the business areas for which KPIs are required. Please provide a list of the individual KPIs and other metrics that you intend to publish in this solution. If they are not all yet known, can you list those that are already identified, and provide an idea what percentage of the total items it represents? 24. What Centricity applications do you Not seeking a warehouse solution at this time.. use? Do you have access to the databases used by these applications? 25. What Press Ganey solutions do you Not seeking a warehouse solution at this time.. use? Do you have access to the databases used by these applications? 26. What financial system do you use? Not seeking a warehouse solution at this time What notification methods are required (e.g. )? 28. For what types of events are notifications expected? 29. What kind of collaboration mechanisms do you require? 30. Would the BI and dashboarding solution required to be available over the internet? 31. Approximately how many users will require access to BI and dashboarding solution? 32. Can you elaborate on table/object level, row level, column level rule/role based data security requirements? 33. Can you provide an approximate list of all possible data sources and the back end data storage technology? 34. Is there a data warehouse in place or plan to build a new data warehouse as a part of the solution? Secure Portal would be considered. Development services are not the major scope of this RFP.. No. Outside the scope of this RFP. Page 4 of 28

5 35. Is this an existing project or a new one? Is there an incumbent in place? 36. Are functional and technical SMEs available? 37. Regarding metrics/kpis, are these being produced manually using excel or some other data tool? 38. Has TTUHSC done any ground work to understand the complexity of data sources and the amount of data related work required? 39. Can you provide the respective sizes of available data sources? Alternatively, could you provide the row counts of major tables intended for reporting? 40. Are there any real time data requirements? Is it acceptable if data is retrieved from all sources and consolidated into a warehouse via. daily/weekly batch processes and used for efficient and faster reporting? 41. Will the power users need training and ability to create their own dashboards? 42. What is the expected composition of your organization s project team for this initiative? 43. How many of your employees will participate on the project team? 44. What roles will your team play on the project team? 45. What level of experience do these project team members have with this type of initiative and the technologies your organization expects to implement for this initiative? 46. What percentage of each project team member s time will be allocated to this project over the course of the initiative (for example, the project manager might spend 100% of his or her time on the project during the project lifecycle, while an end-user representative might spend 30% of his or her time on project activities)? 47. Where are these project team members located? If they are located in many regions, what is the expectation around in-person versus remote participation in project activities? No existing unified dashboard, currently. Yes Not seeking a warehouse solution at this time.. Not seeking a warehouse solution at this time.. Daily.. Yes Composed of IT and Business analyst professionals 3-5 Subject Matter Experts TTUHSC, Lubbock TX Page 5 of 28

6 48. What roles does your team expect awarded Contractor to play on the project team? 49. What level of experience does your team expect Contractor team members to have with this type of initiative and the technologies you expect to implement for this initiative? 50. Does your team expect that Contractor project team members will be 100% allocated to this project over the duration of the project? 51. What is your team s expectation about the location where Contractor team members will perform project work (for example, on-site, remote team participation, other)? 52. Does your team have any expectation regarding Contractor rates (minimums and maximums) for roles on this project? 53. Does your organization use a standard project management methodology (e.g., Agile, Waterfall, etc.) that a Contractor is expected to employ for the initiative outlined in the RFP documentation? 54. For this kind of initiative, we often build in-person workshops and meetings into the project plan to help achieve team consensus and to more efficiently develop project deliverables. Is your team open to this kind of approach, or do geographical or other constraints preventing us from using this approach? 55. Have you established a priority for the key performance indicators (KPIs) and other metrics that you would like to first deliver to leadership and other decision makers? What is the timeline related to those priorities? 56. What is the estimated total users of the new dashboard solution? In development / preproduction In production 57. What is the estimated concurrent user count? In development / preproduction In production 58. Please provide a list of the various user roles that will access the reporting system. (e.g. administrators, power-users, executives, managers, line of business personnel) Installation and training.. TTUHSC IT project protocol will be used, if necessary. Limited to 3-5 super users in pre-production. Potentially all (~40) in production.. Limited to 3-5 super users in pre-production. Potentially all (~40) in production. Page 6 of 28

7 59. What other external vendors do you work with today that may be part of this project as well? Please list the vendor name and purpose they will have on the project 60. Do you have any offshore resources that will be part of this project team? 61. Would it be possible to please know the names of the other Contractors that we are competing with in this RFP process? 62. Are there any formal written requirements for the development of these dashboards at this time - or will requirements gathering be part of the scope of work? 63. What aspect of delivering these dashboards will provide the most value to your organization? Having a single source of truth in data by pulling information from disparate data sources (integration)? Providing highly informative and visually friendly information to enable faster and better decisions (actionable intelligence)? Consolidation of reporting into one system that allows you to proliferate that information to various levels of the organization in a highly secure manner (consolidation of reporting)? All of the above Other? 64. What do you consider to be the most important aspect of this project from a delivery standpoint, and why? (e.g. time to delivery, quality of end product, cost) Do you weigh these and other aspects equally? If not, what is your weighting of each in terms of percentages? 65. What are your organization s current operating system and hardware standards? Operating system (Linux, Windows, UNIX, etc.) Processors RAM, etc 66. What is your organization s policy / need on a physical versus virtual environment and how does that apply to this initiative? (e.g. Any standards like VM machines for development Data sources: GE (DBMS, Centricity,and Informatics); Press Ganey; Cerner (PowerChart); Association of American Medical Colleges AAMC (Faculty Practice Solutions Center). No. No, this solicitation is publically posted with the Texas Comptroller and is open to all interested parties. Actionable intelligence and consolidation of reporting.. Quality =50%; Cost = 30%; Time to Delivery = 20% We are a Microsoft Shop using Dell Servers. From a server standpoint we use Windows Server and IIS (web server) and Microsoft SQL Server. Microsoft SQL Server 2008 and Microsoft SQL Server From the standpoint of end user desktop machines, please see Development services are not the major scope of this RFP.. Page 7 of 28

8 and QA, but physical hardware for production) 67. Does your organization usually set up the following standard configuration for its hardware environments (e.g., Development, Test, Production, and/or Disaster Recovery)? If not, how is your organization different and why? 68. Does your organization employ ACL/firewall restrictions on application hosts located within subnets? Are there any restrictions, policies, and/or procedures we need to be educated about when installing and configuring applications? 69. Does your organization implement a Single Sign On (SSO) methodology, and if so what vendor/technology is being used today? Is it imperative to use this standard SSO, or is there some flexibility in terms of proposing new SSO solutions? 70. Are there any requirements today that demand the need for Secured Sockets Layer (SSL) If so, is it just for the web/front-end or also at the application layer Most modern BI technologies have application components and subcomponents that communicate over http, and this can create a potential vulnerability. That is why we ask this question 71. What ETL tools does your organization use today? What is the vendor name of the software Do you plan on continuing using this technology or are you considering a new ETL technology as part of this effort? 72. What business intelligence reporting tool does your organization use today? Do you plan on continuing using this technology? Unwilling to answer at this time. We prefer to use Active Directory Federation Services (SAML based) for Single Sign-on with CAS as our second choice. Yes, you must support the methods in use (Active Directory Federation Services (SAML based) with CAS as our second choice) for cloud based systems. We have the flexibility of using Active Directory authentication for those systems hosted in our data center. Appears to be outside the scope.. Appears to be outside the scope.. Appears to be outside the scope.. None.. N/A N/A.. None. N/A.. Page 8 of 28

9 73. Is there existing hardware/vm that can be leveraged for the new BI system installation or will there be a brand new requisition for hardware/vm? 74. Are there any other technology needs that need to be considered as part of this effort? 75. Are there any legacy reports that need to be migrated as part of this effort? Unknown at this time. If yes: What are the number of reports to be migrated Will any of these reports be converted into the dashboards which are being requested? Should reports that are not going to be migrated to these new dashboards also be considered part of the scope of work? 76. How many transaction systems will the new dashboards source their data from. What is the name of the transaction system software vendor? What is the version number of the transaction system software? What is the purpose of the transaction system software (e.g. Billing, Financial Budgeting, Surveys, etc ) 77. Does your organization have a data warehouse? If no, then is your organization interested in creating a data warehouse as part of this effort? If yes, then how would you describe your organization s data warehouse in terms of capability and maturity? Offline/mirror copies of transaction system tables that get refreshed Some consolidation and transformation from transaction system tables into an operational data store A set of fully defined data marts consisting of facts, dimensions, One. GE Centricity/ Informatics Unknown at this time. Billing and Collections No central data warehouse. N/A Page 9 of 28

10 aggregate and non-aggregate tables 78. How often does the data in the new dashboards need to be refreshed in order to be accurate? 79. How many new dashboards in total are you looking to create? 80. How many reports will be displayed within each of these new dashboards? 81. Please provide a list of the dashboards and a brief summary of their audience. (e.g. Dashboard one:budget Variance Reporting - Provides comparison of budget to actual on a YoY basis - Used by Executives in the finance office) 82. What is an acceptable first load time for each of these new dashboards (e.g. in seconds 1,10, 20, etc )? 83. What is an acceptable refresh time for each of these new dashboards after each prompt change (e.g. every time someone changes the filters for the dashboard. Again, in seconds please 1, 10, 20, etc ) 84. Will these new dashboards be static (e.g. just showing information) or interactive (e.g. allow users to filter results)? 85. Will there be any visual components to these dashboards (e.g. charts, graphs, etc..)? Is so, please specify what kinds of visualizations are appropriate based on your understanding of the requirements. 86. Will these dashboards display current and/or historical data. If so, how many years of historical data will be needed to accurately create these dashboards? 87. In terms of data coming from source systems, including files etc What is the order of magnitude of the data involved in creating these new dashboards. Thousands Hundreds of thousands Millions Multi-millions Billion and greater 88. What systems and processes do you have in place today to ensure data quality in your reporting? Do you use a specific set of tools for this, or rely on process, or both? Daily.. We are looking for a solution to create any number of dashboards on an as needed basis. Vendor should provide their own "first load time" capability. Vendor should provide their own "first load time" capability. Interactive, see clarifying statement. Graphical visualization components are expected to be a part of any reasonably considered dashboard tool. Depends on the data source files, see clarifying statement. Depends on the data source files, see clarifying statement. Outside the scope of RFP.. Page 10 of 28

11 89. Are you interested in doing change data capture on any specific parts of the data? Snapshots, slowly changing dimensions, etc 90. Are there any other important aspects of this project relevant to information needs that should be considered? 91. What Business problem are you trying to solve? 92. Who are the Executive Sponsors and business group impacted? 93. What is the projected Return on Investment of this project? 94. Why has this project been approved for RFP Evaluation? 95. What is the course of action if no solution meets TTUHSC needs for this RFP? 96. Can TTUHSC please elaborate on collaboration mechanisms outlined in Key Capabilities section? 97. How many users will TTUHSC be delivering Dashboard and Business Intelligence to in 2015? 2016? 2017? 98. How are the Users interacting with the data and reports today? 99. Is the expectation for this environment to grow in year 1? Year 2? Year 3? 100. How does TTUHSC handle data governance with the Enterprise Data Tier and providing a User-Ready Analytical Tier? 101. Is there an existing Enterprise Data Warehouse as a data source? 102. Can TTUHSC please detail the projected data sources to be integrated? 103. Is the Information Technology organization centralized or a decentralized model? 104. Is this project plan for a Cloud-based Solution? 105. Does TTUHSC have any Cloud-based solutions today? 106. Has TTUHSC completed any Total Cost of Ownership analysis based on SaaS vs. On-Premise Deployment? N/A Unknown at this time. We expect a solution to meet TTUHSC's needs.. Accessing individual dashboard and reports from single data sources. Not seeking a warehouse solution at this time.. Appears to be outside the scope.. No central data warehouse. Not seeking a warehouse solution at this time.. Centralized. Could be considered Yes No Page 11 of 28

12 107. Will the business departments be impacted negatively if no solution is implemented in 2015? 108. When does TTUHSC expect to deliver first application to Business Users? What is the projected Go- Live Date? 109. Which business group has been identified as Phase 1 deliverable? Phase 2? Phase 3? 110. Estimated time frame in which the Dashboard and Business Intelligence Solution may be acquired? 111. What are the expected project start and completion dates? Yes CY2015 Development services are not the major scope of this RFP.. CY2015 CY What is the budget for this project? ~ $100,000 + future annual maintenance fees Do you have a BI system currently? If yes, who is the provider? 114. When do you expect to issue an RFP for the Dashboard and BI Solution project? 115. Please clarify the number of hard copies of the proposal required for submission? 116. Do you want to make Dashboards and reports available across all devices (mobile, tablet)? 117. Does TTUHSC have any standard (or preference) for Business Intelligence and Reporting? 118. Does TTUHSC have any standard (or preference) for ETL? 119. What is the currently utilized ETL tool? 120. What is the currently utilized data replication tool? 121. Does a consistent, system-wide data dictionary exist? 122. What are the data sources data security requirements? 123. Can you share a list and examples of your of your top reports and reporting requirements? 124. Can you describe any customizations to data set which has been done to meet your specific needs? We are only concerned with data changes that No. Issued on February 10, Document Available at: One printed copy is required..if and only if the respondent chooses not to electronically submit a proposal using the Techbid system referenced in RFP Section 3.2. Network desktops at this time. N/A.. none none No. Unknown at this time. Development services are not the major scope of this RFP.. Need clarification on what they are asking in this question. Page 12 of 28

13 would be needed for reporting Is there hardware in place for this project or are you wanting an infrastructure review as part of this process? 126. Can you describe your hardware standards and preferences? What database? Hardware will be in place. We are a Microsoft Shop using Dell Servers. From a server standpoint we use Windows Server and IIS (web server) and Microsoft SQL Server. Microsoft SQL Server 2008 and Microsoft SQL Server I am assuming that SOM is mining the PHI SQL cluster. It is MS SQL Server 2008 at this time. From the standpoint of end user desktop machines, please see For the application server, the department will need to fund the server whether it be physical or virtual. If the solution will not require any third party software to be installed on our institutional Microsoft SQL Servers, then the solution could utilize them for databases (depending on size requirements). The department would need to work with IT to identify those costs once a finalist(s) is identified What is your current database version? 128. Can you provide us data volumes of the transaction system? 129. What subject areas for reporting do you desire by domain? For example for Financials, do you want GL balances, GL Journals, AP, AR, and Fixed Assets? 130. What state and federal reporting obligations are you looking to the BI solution? 131. Does the board of TTUHSC have its own methods and standards for authentication and security or would the solution need to incorporate authentication and security methods and standards? 132. What latency is required (real-time versus batch for Texas Tech data)? 133. What is the anticipated level of Texas Tech IT staff participation? What are the number and roles of resources such as: DBA, BI developer, etc.? 134. Is there a database or server platform preference? Is there the possibility to use existing DB and application servers? 135. Is there a requirement to load data from past years and, if so, how many years? 136. What is the total number of new/returning students and staff for the entire organization (TTUHSC) per year? Microsoft SQL Server 2008 and Microsoft SQL Server I am assuming that SOM is mining the PHI SQL cluster. It is MS SQL Server 2008 at this time. Not seeking a warehouse solution at this time.. Development services are not the major scope of this RFP.. Development services are not the major scope of this RFP.. Yes, you must support the methods in use (Active Directory Federation Services (SAML based) with CAS as our second choice) for cloud based systems. We have the flexibility of using Active Directory authentication for those systems hosted in our data center. Daily.. Yes, we prefer Microsoft SQL Server 2008 and Microsoft SQL Server I am assuming that SOM is mining the PHI SQL cluster. It is MS SQL Server 2008 at this time. Not seeking a warehouse solution at this time.. Please see the latest institutional fact book publication for the official published counts: Page 13 of 28

14 137. What is your current data warehouse? No central data warehouse I there representative sample of Dashboards? 139. Can TTUHSC define the backup of this solution? 140. Does TTUHSC require a physically separate platform for a test & development system for this solution (vs. production)? 141. Will TTUHSC provide extract files from their systems in a mutually agreed upon format where these files are accessible on the network or will the vendor have access to these systems in order to build the extracts? 142. Can you elaborate on the number and type of data sources to be used for the BI solution, giving details about the mentioned sources (GE Business Centricity, Press Ganey, Access, and Excel) and any additional ones? 143. How often would you expect the data to be updated? (Weekly/Daily/Twice a day/hourly) 144. How many users would interact with the BI solution? 145. Do you have an approximate size of the data stored in the source systems (in terms of gigabytes o terabytes)? 146. Will the BI solution need to be accessed by people external to the institution? 147. Approximately, what is the percentage of the potential BI solution users with Internet Explorer? Is there a way to avoid using this browser? 148. Is there a way to match records between systems (for example, using the same patient ID across different systems)? 149. Do you currently have a team able to answer technical questions about infrastructure, system architecture, and database locations? This kind of project often requires very close interaction between an organization's IT team and the BI team Is there a department that knows all the business rules required for the implementation of the project? Are these rules documented in any way? No. CommVault is used to back up all servers and databases. Development services are not the major scope of this RFP.. TBD Daily.. Not seeking a warehouse solution at this time.. No. Internet explorer is available and used throughout TTUHSC and is likely not avoidable. Yes TTUHSC has IT team but question appears to be outside the scope. See clarifying statement. Page 14 of 28

15 151. Are you envisioning to have a dedicated team of Analysts working on analyzing data, adding new data sources and creating on demand reports, or it would be done by managers based on a set of predefined reports? 152. Do you need to have predictive analysis capabilities working with unstructured data sources? 153. What are the roles of the users that are going to be working with the solution? Both. Any pre-defined reports will be determined in house by our dedicated team of analysts Are there need for forensics analysis? 155. Will the word version of the requirements be available? 156. Is Texas Tech interested in an Onpremise or cloud based deployment? 157. User Community: a. How many Report/Dashboard Consumers? b. How many Report/Dashboard Developers? 158. What Database Management systems are currently in place at Texas Tech 159. If the Techbid sytem is used to submit proposal, do you also need a hardcopy and an electronic copy on a thumb drive? If so, does the hardcopy have to be submitted by 3/13 if the proposal was submitted via Techbid? 160. Is there a data warehouse in place today? Yes, please send an directly to shawn.olbeter@ttuhsc.edu with your request. A Word version of the document will then be sent in reply. Both will be considered Microsoft SQL Server 2008 and Microsoft SQL Server I am assuming that SOM is mining the PHI SQL cluster. It is MS SQL Server 2008 at this time. No, if submitted electronically (Techbid) a print copy is not required. No What ETL tool is being used? None What products if any has Texas Tech already reviewed and is considering? 163. Does this RFP include analytics; what about predictive analytics? 164. How much data do we need to plan for initially for the data warehouse? a. What is the data growth per day, per week, per month? b. What is the data growth per year growth? c. What is the data growth for the next five years? d. How many years of data should be stored? N/A Not seeking a warehouse solution at this time.. Page 15 of 28

16 e. How many years of data can be archived? 165. What are the different types of data that need to be stored or ingested? a. Structured data - (What are the different RDMBS sources?) b. Semi structured data (Text files, CSV, Excel, etc.) c. Unstructured data (Log files, machine logs, etc.) 166. What type of data warehouse is currently used in TTUHSC School of Medicine? 167. What is the Architecture diagram of existing system? Please give us a copy? 168. What is the technology stack used in TTUHSC School of Medicine? a. Example - Microsoft SQL server Database, SSIS ETL, Excel 169. What is the technology licenses does TTUHSC School of Medicine currently have? 170. Do you want to leverage the existing data warehouse licenses and investments? 171. Do you want to build a new data warehouse from scratch? 172. When do you want to see the information? a. What is Frequency of refresh and of reporting? i. Real Time Data Refresh ii. Hourly Data Refresh iii. Daily Refresh iv. Weekly v. Monthly 173. How do you want the information formatted? a. Different formats are tables, graphs, charts, etc.? 174. Where do you want to see the Dashboards on which Devices, Browsers? a. Web, , mobile, embed in an application, etc What are the devices, browser and screen resolutions specifications? 176. Which devices will be used for accessing the information? Not seeking a warehouse solution at this time.. Yes Yes No None. There is no current central data warehouse or BI suite at TTUHSC. We are a Microsoft Shop. From a server standpoint we use Windows Server and IIS (web server) and Microsoft SQL Server. Microsoft SQL Server 2008 and Microsoft SQL Server I am assuming that SOM is mining the PHI SQL cluster. It is MS SQL Server 2008 at this time. From the standpoint of end user desktop machines, please see TTUHSC is covered by a Microsoft Campus Agreement and has a Microsoft Select Agreement. We also have agreements with Dell for hardware. N/A No, see clarifying statement. Daily.. Power-users will determine on a case by case basis. See Clarifying statement. Network desktops at this time. Network desktops at this time. Network desktops at this time. Page 16 of 28

17 177. What and who should see the information? a. (Security, publication, user groups) 178. How many registered users will you have for the data warehouse? 179. How many business decision-makers will be using the data warehouse? 180. What s your best estimate for the maximum number of concurrent users on the data warehouse at one time? 181. Where, geographically, will the users be located? 182. What are the time period for this the reports and data warehouse be accessed? a. During office hours, 24X7, 365 days? 183. How many and what kind of reports do you need to develop; what questions do you need to answer? 184. How many ad hoc users do we expect will be using the data warehouse, and how intensively? 185. Don t discount the subjective metrics, which might be hard to quantify but which add substance and meaning to your plans and help you with budgeting for the future What kind of hardware and network infrastructure do you currently have? The information will be principally viewed and used by operational user groups and individuals No data warehouse is being requested at this time. TTUHSC system 24x7, 365 Development services are not the major scope of this RFP.. No data warehouse is being requested at this time. Not a question. We are a Microsoft Shop using Dell Servers. From a server standpoint we use Windows Server and IIS (web server) and Microsoft SQL Server. Microsoft SQL Server 2008 and Microsoft SQL Server I am assuming that SOM is mining the PHI SQL cluster. It is MS SQL Server 2008 at this time. From the standpoint of end user desktop machines, please see For the application server, the department will need to fund the server whether it be physical or virtual. If the solution will not require any third party software to be installed on our institutional Microsoft SQL Servers, then the solution could utilize them for databases (depending on size requirements). The department would need to work with IT to identify those costs once a finalist(s) is identified What are the Business goals: (Detail the goals that the data warehouse must satisfy.) 188. What are the Current Business problems to solve: (Detail the business problems that the data warehouse will solve.) 189. What are High-level functions: (Detail the high-level business functions of the data warehouse. A high-level walkthrough of the business processes involved helps visualize what s going on at this level). Not seeking a warehouse solution at this time.. Not seeking a warehouse solution at this time.. Not seeking a warehouse solution at this time.. Page 17 of 28

18 190. What information do you want to see on the reports, dashboards, KPI? 191. Types of the data and how it needs to be grouped in the dashboards? 192. What purpose will the data warehouse and reports be used for? a. To give Descriptive Information? b. To give Reports to Call Center Operations? c. To give Different types of Analytics? d. To give Predictive Analytics? 193. Any Success Criteria for the project: (Detail the metrics for success.) 194. What are the User Profiles, Department Profiles a. (Describe the types of end-users of the data warehouse. If possible attach a User Profile Matrix as a chart for quick reference. Capture both technical and business user roles.) b. What levels of employees who will be seeing the Reports? o C level o Senior Management o Middle Management o Executives o Call center staff 195. Please give User Task Descriptions: (How do the users complete key tasks using the current automated or manual system that the data warehouse will replace or supplement? Itemize and describe primary user tasks, detailing the Business Process Model.) 196. Re-engineered Task Descriptions: (How will the new data warehouse enable users to complete key tasks that are being re-engineered?) 197. Constraints: (List all known technical, budgetary, resource and other constraints that will prohibit satisfying these Requirements. Identify showstoppers.) 198. Specification: Are there any requirements for size and type of font, margin, width? Is there a maximum number of page[s]? 199. What project deadlines do you have? Are there crucial milestones that the vendors should be aware of? Are you comfortable with vendors providing a different timeline? Power-users will determine on a case by case basis. See Clarifying statement. Power-users will determine on a case by case basis. See Clarifying statement. Not seeking a warehouse solution at this time.. N/A No data warehouse is being requested at this time. No data warehouse is being requested at this time. No data warehouse is being requested at this time. Not known at this time. Development services are not the major scope of this RFP.. CY2015 Page 18 of 28

19 200. Is it mandate for the vendor to get enrolled in state of Texas comptroller of public accounts? Does the vendor need to add the certificate of Franchise tax status in the RFP? 201. We currently do not have a HUB certification. Is HUB certification a mandatory requirement for us to be able to bid on this RFP? 202. Please clarify on the maintenance aspect of the project. Is the contractor required to provide price proposal for the maintenance activity? 203. May we reconfirm that the scope of work does not include supply of system/application/middleware/databa se software licenses. Even the testing tools would be provided by Texas Tech University. No, only if applicable as a Texas state business entity. No, but completion of the HUB Subcontracting Form and submission of the form is required regardless of HUB Certification status. Annual application maintenance, updates, and fees are anticipated. If the solution will not require any third party software to be installed on our institutional Microsoft SQL Servers, then the solution could utilize them for databases (depending on size requirements). Costs associated with application Servers, database servers, etc. including operating syste, backup software, etc. and that may be necessary for the implementation of the solution chosen would be the responsibility of the TTUHSC department or departments implementing the chosen solution. They would need to work with IT to identify these costs once they have selected a finalist(s) How many users are expected to receive training. Who are the group of users such as business users, administrative users, operational users who shall be trained. We assume that Texas tech university would provide all the necessary infrastructure to carry out the training. Please provide the split of training (class room,e-learning,etc.) expected ineach of these categories. Please clarify. Do you currently have an online meeting/ Web conferencing tool? If yes, which one? What is the current level of use of these tools within your organization? What will be the exit criteria for the training? 205. Will the training material need to be published in any other foreign language? 206. Will Texas Tech university provide environments (servers and workstations) for the consultants? 207. What software is Texas Tech University already licensed for which are planned on being utilized for this project? Super users are expected to receive training and TTUHSC would likely provide infrastructure to carry out the training. Unknown at this time. Typical web based tools, e.g gotomeeting.com, webex, etc. Appropriate level of competency based on training objectives. No. Development services are not the major scope of this RFP.. This is dependent on the solution isn't it. TTUHSC is covered by a Microsoft Campus Agreement and has a Microsoft Select Agreement. We also have agreements with Dell for hardware. If the solution will not require any third party software to be installed on our institutional Microsoft SQL Servers, then the solution could utilize them for databases (depending on size requirements). Page 19 of 28

20 208. As mentioned in section 5.4, the term contractor is used is this distinct from proposer? 209. Our understanding is to add the following sections as an annexure Agreement Execution of Offer (duly signed by proposer) HUB Subcontracting plan 210. What would be the expected number of users accessing the system and parallel access? Also is there a split up of Normal Users and Power Users What are the types of audience using the Dashboard for example: 1) Executive Level, and 2) Staff 212. Is there any existing solution/process for uploading the data into data warehouse from Texas Tech University or any other source? If yes, does it need to be replicated? 213. In what form is legacy data currently residing? Is it in database tables or flat files? In case it is in database tables, please mention the database details(oracle / SQL) with version 214. Does the Texas Tech University have any preference with regard to the technology to be used for the reporting application 215. RFP states that Integration with GE Business Centricity, Press Ganey, Access, Excel, etc. source of data candidates Can you provide some information on the different sources the University have: Approximately how many source systems are included and what is the range of their technology platforms 216. May we request texas tech university to provide the data volume involved in this project, to help us to gauge the size of the project? 217. As mentioned in page number 13, Provide a general description for each of the following technical aspects of the product includes Delivery of software modifications and enhancements Do you require the vendor to add the process followed in Delivery of software modifications and enhancements or the frequency of software modification and The term Proposer relates to a firm that responds to the RFP. The term Contractor is defined as the awarded firm (if any). Please see the checklist on page two of the RFP. This is a useful tool to ensure submission of all required documentation. Potentially all.. No data warehouse is being requested at this time. Development services are not the major scope of this RFP.. Range of technology platforms unknown at this time. Not seeking a warehouse solution at this time.. Both process and frequency. Page 20 of 28

21 enhancement 218. As mentioned in page number 13, in the training section Do the vendor need to include the user guides and necessary documentation of the business intelligence solution as an annexure or attachments 219. Please provide details on daily load. What is the data growth rate expected? 220. Does Texas Tech University have an existing backup infrastructure that can be expanded to support this requirement? Is D&R plan expected from vendor? 221. Can you please provide the specifications for the current hardware that you may wish to reuse? Examples and documentation are appropriate and can be added as an exhibit to the proposal as appropriate. Not seeking a warehouse solution at this time.. TTUHSC uses CommVault to backup servers and databases. On individual desktops, users are required to identify data to be backed up and place it on a institutional share for backup or back it up themselves We are a Microsoft Shop using Dell Servers. From a server standpoint we use Windows Server and IIS (web server) and Microsoft SQL Server. Microsoft SQL Server 2008 and Microsoft SQL Server I am assuming that SOM is mining the PHI SQL cluster. It is MS SQL Server 2008 at this time. From the standpoint of end user desktop machines, please see For the application server, the department will need to fund the server whether it be physical or virtual. If the solution will not require any third party software to be installed on our institutional Microsoft SQL Servers, then the solution could utilize them for databases (depending on size requirements). The department would need to work with IT to identify those costs once a finalist(s) is identified How many distinct users will be using the tools to create net new data visualizations? 223. Are you staff already familiar with certain tools and have a preference to any of them? For instance, SQL Server or Tableau? 224. Who are the users specifically job role and management structures? 225. Please outline or segment each user group that you would anticipate using the reports/dashboards E.g. Finance, HR, etc How will the users interact with the reports? What actions are the users supposed to take after using the reports i.e. next steps? 227. How many users do you anticipate total and per user group mentioned above? 228. How many concurrent users would use the dashboard at the same time? 229. How many adhoc reporting users (or power users) would you have? Of those, how many would be accessing Power-users only. See Clarifying statement. SQL Server Influence/inform future decision making. Potentially all users (~40) In clarifying statement. SQL = yes, Excel = yes Page 21 of 28

22 the database via SQL? Excel connections? 230. Do you anticipate using these BI tools to share data externally on your external website(s)? For example reimagining your TTUHSC Factbook? If so: 1. Who are the users? 2. Please outline or segment each user group that you would anticipate using the reports/dashboards E.g. Students, donors, state officials, etc. 3. How will the users interact with the reports? What actions are the users supposed to take after using the reports i.e. next steps? 4. How many site visitors do you expect to interact with the new dashboards each day? a. How many concurrent users would use the dashboard at the same time? 231. Do you already have an instance of a relational database and Windows Server that we can use on this project? a. What is the existing database technology used on the source systems? E.g. SQL Server b. Please provide any documentation if available Do you already have server assets that we would use? If so, what specs? Are they on-premises, collocated, or cloud-hosted? Unknown at this time. For the application server, the department will need to fund the server whether it be physical or virtual. If the solution will not require any third party software to be installed on our institutional Microsoft SQL Servers, then the solution could utilize them for databases (depending on size requirements). The department would need to work with IT to identify those costs once a finalist(s) is identified. We are a Microsoft Shop using Dell Servers. From a server standpoint we use Windows Server and IIS (web server) and Microsoft SQL Server. Microsoft SQL Server 2008 and Microsoft SQL Server I am assuming that SOM is mining the PHI SQL cluster. It is MS SQL Server 2008 at this time. From the standpoint of end user desktop machines, please see For the application server, the department will need to fund the server whether it be physical or virtual. If the solution will not require any third party software to be installed on our institutional Microsoft SQL Servers, then the solution could utilize them for databases (depending on size requirements). The department would need to work with IT to identify those costs once a finalist(s) is identified How would we gain access to your infrastructure? 234. If not, will our proposal need to include hosting fees and/or cost of infrastructure fees? 235. Besides GE Business Centricity, Press Ganey, Access, Excel, are there any other data sources/systems needed to be integrated for your reporting/dashboard platform? 236. When and why are these data sources / systems used? On site and/ or remotely will be considered. Yes, as a separate line item. Page 22 of 28

23 237. What is the data theme for each data source? For example, enrollment data How often do the sources refresh? 239. Can you please provide a rough estimate of the size of the data sets for each source? a. How many tables would be used per source? b. For each data source, can you please provide sample reports and/or sample queries 240. Is there unstructured data that needs to be stored? If so, please provide examples How often does the underlying schemas of data sources change? 242. Roughly how many staff members will be trained on: a. Creating data visualizations b. Interacting with data visualizations over the web c. Updates or maintenance to underlying database or ETL maintenance 243. When would be the ideal completion and start dates of the project? 244. Can you provide a sense of prioritization for certain reporting groups or dashboards? 245. Are there any outside forces driving any specific deadlines or milestones on the project? 246. Which reporting methods are currently being used? 247. How many standard reports or dashboards would need to be built? 248. Can we see a sample data set you would like to see in a report? If so, please provide Will we need to build a Proof of Concept? 250. Please define what iterations would look like between us How often would you like to be updated on project status? 252. We d like to right-size our solution. If possible please provide a very basic high level estimate of your budget for Not seeking a warehouse solution at this time.. Not at this time. Nightly batch.... No data warehouse is being requested at this time. CY2015 Not at this time. No N/A Development services are not the major scope of this RFP.. No... ~ $100,000 + future annual maintenance fees. Page 23 of 28