Requirements Specifications for: The Management Action Record System (MARS) for the African Development Bank

Transcription

1 Annex 3 Requirements Specifications for: The Management Action Record System (MARS) for the African Development Bank The bidder is requested to identify and describe the levels of support (Full Support, Partial Support and No Support) that it will provide for the required functionalities listed in the table below. The levels of support are as follows: A. Fully Supported Scores 00% (2) Partially Supported Scores 25% (3) No Support Scores 0% The function is supported as a standard/configurable feature within the package. The desired function is available in a separate optional package, or could be made available through the development of a new component or application, or only some of the features listed are fully supported. Please explain and specify if there are associated costs for full support, where applicable. The desired function is not within the scope of the package and there is no practical way to provide it. For each requirement, the Bidder should indicate which level of support pertains to the requirement by entering, 2, or 3 in the appropriate box. o o o If the requirement is not fully supported, do not enter in the Support Level box. In the case of Partial Support, follow the 2 with an explanation associated with the work in the Vendor Support Level Detail cell. Please note that the estimated cost for full support (additional cost for development and customization of the required function, if applicable) shall appear in the financial proposal only. The Bidder may also provide details to other support levels if desired.

2 Seq. No. Requirement / Questions A. PRODUCT REQUIREMENTS Max. Mark 87 Pts Vendor Support Level (,2,3) Vendor Support Level Detail Score A. General Requirements 8 User Interface: English and French 4 2 Estimated Number of licenses: around 00 licenses(multi-user system) A.2 Functional requirements 39 General Requirements 8 Spreading tool 2 Bank own rating models 3 Access to internal and external data 4 Warning and alert system 5 Management tool 6 Limit Management Designer 7 Security and Audit trail: The system must be a ble to provide an audit trail and history associated with changes to requirements. 8 System provides Windows authentication System allows granular configuration of authentication based on time Specific Requirements 3 9 Have database for storing recommendations and Management Action Records, including supporting documentation; 0 Enable multiple filters including: Type of report: sector/thematic/country/corporate (Pt); 4 8 2

3 Report title (pt); Sectors and Themes(pt); Categorization of recommendations on recommendations level(pt); Prioritization of recommendations (,2,3); (pt) Status of implementation of action (completed, ongoing, no progress + time marker as on time or delayed); (pt) Status of adoption of recommendation (high, substantial, medium, low/none); (pt) Lead implementing department for each recommendation/action; (pt) Work flow engine including possibility to send reminders/notifications/updates when an action is required or someone has signed off and it thus moves to the next level (i.e. some action required). Indicate/highlight when any update is made and if 2 applicable send notifications. 3 Track reminders, tasks etc. going out from the system and show where in the process something is stuck and for how long. (Audit trail) 4 Different user profiles for different technical and functional users o Individual staff login with different level of authority depending on position and department mainly OPEV, COO, Coordinating and reporting department ORQR, LIDs and OIDs. (pt) o Read only for Bank staff - that are not assigned tasks, Board members and advisors. (pt) o Possibility of building in web based 3 3

4 access for public including donors, academia, think tanks, NGOs, CSOs and media. (pt) 5 Provide each user with personal log in 6 Intranet version for users/readers within the Bank and possibly at a later stage web version for public. Possibility to comment on what others have 7 uploaded in the system e.g. an Institutional Coordinator or Director to Task Manager (TM); or TM to Respondent (who inputs information if assigned by TM to do so), Task team member (TTM) to TM. 8 Have a very user friendly interface for both versions but especially for the public/read only version ( glossy and appealing design wise) 9 Be able to link to various documents which will for 4 example verify that a certain action has been taken e.g. a new Policy has been drafted, a strategy updated (this might be very difficult given the limitations of DARMs but should at least include the reference number for DARMS so that it is searchable). 20 Link to the Bank s Dashboard and other systems as required. 2 Easy to update, adapt and manage. 22 Enable information/data to be retrieved easily for 5 analysis and reporting purposes at aggregate and disaggregated levels according to various filters as outlined above. 23 Have high security standard. A.3 General Architectural Requirements: 40 Objective: Ability to design, run, monitor and administer business processes that incorporate human and system interactions Design 4 Use of graphical/visual editor to create and edit 4

5 workflows based on BPMN standard notation language 2 O Model driven process composition Business Process Modelling Notation (BPMN) Designer 3 Ability to design forms for human interaction; 4 Ability to create a library of services / components for use in workflows and reuse as needed; Run 0 5 Process execution/orchestration engine 6 O Based on BPEL 7 A process should be a web service that accepts SOAP requests; 8 Ability to deploy workflows in real time without having to restart the BPM engine; 9 Ability to run different versions of the same workflow; 0 Ability to start/stop/suspend workflow execution; Ability to handle workflows with human and system interactions as well orchestrate processes across multiple applications (eg: SAP, SharePoint 200/203, Java based applications, IBM FileNet, Microsoft Office) 2 Content interaction management - base workflows on content changes (e.g. document change) 3 Consume unstructured information sources - audio/video/social 4 Process component registry / repository Rules Engine 6 5 Author rules (preferable without code) 6 Expose rule execution engine 7 Complex rule Unit / Regression test rules 8 Impact analysis 9 Rule versioning 20 Rule chaining / inheritance Business Analytics 3 5

6 2 On-demand analytics - analyses data in-process to aid in decision (incl. next best action )making 22 Ability to incorporate predictive analytics into business process flows 23 Exception Conditions Analytics - Process performance and dashboards Monitoring 3 24 Provide out of the box business activity monitoring reports 25 Use of graphical/visual editor to customize business activity monitoring reports 26 Monitor the status of the workflows running, status of the application services Integration 0 27 Be able to integrate with existing enterprise 0 applications (SharePoint 200/203, SAP, IBM FileNEt and Java based applications) and databases and providing their services in a standardize way to the business user UI and general 4 28 Web user-friendly interfaces, seamless integration with SharePoint 200 and Mobile device support 30 Must support current standards: BPMN, BPQL, BPEL, WS-CDL 3 Cloud and Hybrid-Cloud Support B. Documentation, Support and Training: 9 Requirements / Questions B.. Support Availability 7 Is local support available? Is EMEA (Europ,Middle East,Africa) support available? Max. Mark Included Optional 6 Vendor Response (Please answer as specifically as possible) Score

7 Requirements / Questions Is global support available? At what times is support available? 24/7 or 8/5? Does a live person answer or message left? Does your support include a tracking tool for issues related to change to be operated during user acceptance test phase or in maintenance phase Describe your levels of support programs. Does your company provide guarantees on software performance or support Service Level Agreements (SLAs). Describe those here. B.2. User community Does a user community (social network, user developer blogs, forums, mailing list, webinars, etc.) exist for your product? B.3. Training 6 Describe your user training program(s), including a synopsis of relevant courses offered, options for delivery (web-based, Computer Based Training, instructor-led, etc.) and the locations of your major training centers. Provide a list of all appropriate courses with prices and course schedules. Who provides product training? How is training designed to meet customer needs? B.4. Documentation 5 What type of user and technical documentation (installation, configuration, troubleshoot, user manual, etc.) is provided? What formats are the documentation delivered (paper, electronic, on-line, etc.)? Max. Mark Included Optional Vendor Response (Please answer as specifically as possible) Score 7

8 C. Implementation: 50 Ref# Requirements / Questions Max. Mark Describe the standard methodology / lifecycle / activity 5 sequence for a typical implementation of the package from project initiation through to warranty. Show the resource requirements for the typical implementation of the base package. Resources must be identified by skill set & client versus vendor mix. Describe the resources utilized in an implementation process (vendor-based, third-party, domain knowledge, certification, number of successful installs) Is the base package fully tested, stable and operational? What is the frequency of patches / fixes to the base product? Does the package require mandatory customizations? If so, please quantify in terms of work effort / duration and costs. In addition please specify which of the mandatory customization effort is fulfilled by the vendor. D. Technical Information: Vendor Response (Please answer as specifically as possible) Score D.. High Level Architecture: 4 Max. Mark Vendor Response (Please answer as specifically as possible) Description: (include architecture; 2 or 3 tier client server, web, etc., specifications for client software and communications between different tiers) What are the core products or modules offered? What is current version? 3 Score 8

9 D.2. Product Dependencies and Integration Capabilities List relevant product or technology standards support and bold the options proposed for use at the African Development Bank (AfDB): 4 Max. Mark Vendor Response (Please answer as specifically as possible) Score Hardware Configuration recommendation (processor, minimum memory requirement, disk space): Operating System: Database: Electronic Mail: Middleware: Workflow: Internet: Network: Security: Directory: Systems Management: Scalability and Redundancy (application cluster, strategy of replication) Administration Tools: Other: D.3. Security: 3 Describe in detail the authentication process, including front-end and back-end authentication Max. Mark Vendor Response (Please answer as specifically as possible) Score 9

10 Describe your web based session management (time out, configuration, etc) Describe in detail how users reset their passwords and what happens when the passwords expire D.4. System Requirements : Server: 5 Max. Mark score Describe the servers hardware specifications required for your product (processor, minimum, memory requirement, disk space, etc..) What type of Operating System? [ ] Windows [ ] Win2008+ [ ] UNIX 2003 [ ] Other: What type of Databases [ ] Oracle [ ] SQL [ ] Other: Server3 0+ Server Application / Web [ ] Tomcat [ ] WebLogic [IIS] Are optional software required for full access to the wide range of features offered by your product - List these optional software [ ] JBOSS [ ] Other [ ] Yes [ ] No D.5. System Requirements : Client: 4 Max. Mark score Describe the client hardware specifications required for your product (processor, minimum, memory requirement, disk space, etc..) What type of Operating System? [ ] Windows XP / 7) [ ] MAC [ ] Other: 0

11 What type of Web Browser Are optional components required to install on the client (e.g : plugin for FireFox and Internet Explorer) - List these components [ ] Internet Explorer 7+ [ ] Firefox 3+ [ ] Other: [ ] Yes [ ] No D.6. APIs and Integration : 9 Max. Mark score Does this product integrate with other products? Describe how product integration is accomplished with your platform and what makes it advanced as a modular platform Describe your APIs (how your source code repository is open and component service easy for customization) What major Enterprise Content Management your platform integrates with? Does your product integrate with Microsoft Office (Word, Excel, Outlook)? Does your product integrate with ERP SAP? How? Describe which type of data format can be imported Describe in which type of format data can be exported [ ] Yes [ ] No Integration Technologies used: - XML - Web Services - Batch import/export - Other

12 D.7. Collaboration compatibilities: Max. Mark score Describe the collaboration capabilities of the product» (comments on document, revision, ) D.8. Metadata and information access (data integration): 4 Max. Mark score Describe the search and retrieval capabilities (simple search and advanced search on specific properties : country, data stored) Which third party data are Supported Describe how these data are aggregated from third party Does external web site link could be added as bookmarks D.9. Workflow: 5 Max. Mark score Describe your solution s workflow Describe how content is processed / routed Describe the review and approval capabilities Describe how workflows are managed and administered Is there a visual workflow configuration tool? D.0. Archive : Max. Mark score Describe the archiving functionality D.. Application Customization and Development: 7 Max. Mark score Can the product be customized for a given installation? Describe the flexibility of the application configuration and customization tools? Is customization done by Vendor or by Client? [ ] Yes [ ] No 2

13 If Client, describe the tools and training required to do the customization If Client, describe your recommendation on how source version and releases could be managed, compiled, integrated, testing and deployed with your platform If Client, list the development language which can be used Does the product include a repository and data model? D.2. Administration: 7 Max. Mark score Describe amount of staff and skill set required to provide ongoing operational and administrative support after installation Does the platform allow centralized administration How does the product handle 5 reporting and the ability to introduce customized reports in back office? D.3. Performance / Scalability: 3 Max. Mark score What is the recommended and maximum number of users that can be supported? Describe any limitations to scalability that exist Describe the recommended method to monitor performance of the product D Max. Mark score Does this product integrate with Electronic Mail (Microsoft Exchange/Outlook ) [ ] Yes [ ] No 3

14 usage: [ ] Application generated mail [ ] Directory integration [ ] Other: Interface that will generate notifications Which systems are involved: [ ] Internal [ ] Internet [ ] SMTP D.5. Extension Points: 4 Max. Mark score Does this product can be extended by adding new feature? [ ] Yes If Yes, describe how service can be easily configured and extended User Interface : Describe how new device such as mobile phone (Iphone, BlackBerry), tablet computer (IPad, BlackBerry PlayBack) can be used to interoperate with your platform (security, data management) [ ] No E. Support: 6 Ref# Requirement / Questions Included Optional N/A Max. Mark score The following questions may be answered with Included (inherent in License fee), Optional (available at additional cost Specify $ s) or N/A (Not Available) Customer Support Included Optional N/A Max. Mark score Provide phone support Provide on-line support, via client web for bug, via , FAQ s, downloadable hot fixes/patches Offer on-line user community through established Regional & International user groups (Additional Comment Space) 4

15 Provide no cost on-line or web based training Provide On/off-site Training classes Provide release notes when upgrades and/or patches are released, far prior to the upgrade or patch date (to allow for decision and test design) F. SUPPLIER The bidder of the complete package is an established vendor with relevant experience in the design and implementation of MANAGEMENT ACTION RECORD SYSTEMS in organizations of similar size. The bidder s local partner shall also have the manufacturer s authorization (if applicable). Total points in this area are 236 which will account for 50% of the technical evaluation criteria indicated in Annex 5 5