HomeMy WebLinkAbout2002-053
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RESOLUTION NO, 2002-53
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
PURCHASE OF A REPLACEMENT DOCUMENT IMAGING SYSTEM FOR THE
POLICE DEPARTMENT.
SECTION I:
That the Mayor and Common Council hereby authorize the Mayor to
execute a contract in an amount not to exceed $238,264, including sales tax, with FileNET
Corporation of Irvine, to provide replacement document imaging software and professional
services for the Police Department's document imaging system,
SECTION 2:
That the Mayor and Common Council hereby authorize the Mayor to
execute a contract in an amount not to exceed $135,000, including sales tax, with DPS
Technologies Group of Pasadena, California to provide scanning hardware, integration
software, and professional services for the Police Department's document imaging system,
SECTION 3:
That the Mayor and Common Council hereby authorize the Purchasing
Manager to issue a purchase orders to FileNET Corporation in an amount not exceed $238,264,
including sales tax, and DPS Technologies Group in an amount not to exceed $135,000,
including sales tax,
SECTION 4:
That the Mayor and Common Council hereby authorize the Purchasing
Manager to issue a purchase order in an amount not to exceed $33,340,01, including sales tax,
to Imagine Systems of San Bernardino, California, to provide server hardware, rack
2002-53
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
PURCHASE OF A REPLACEMENT DOCUMENT IMAGING SYSTEM FOR THE
POLICE DEPARTMENT.
4 Components and other needed hardware items for the Police Department's document imaging
5 system,
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SECTION 6:
Authorization to execute the above mentioned contracts and purchase
orders is rescinded ifnot signed with 120 days of the passage of this resolution,
III
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2002-53
1 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
PURCHASE OF A REPLACEMENT DOCUMENT IMAGING SYSTEM FOR THE
2 POLICE DEPARTMENT.
3
4 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
5 Common Council of the City of San Bernardino at a ioiot reglllar meeting thereof, held on
6 the 19 thday of February, 2002, by the following vote, to wit:
7
Council Members Am Nm
ESTRADA ~
LIEN x
McGINNIS x
SCHNETZ ~
SUAREZ ---x--
ANDERSON
MCCAMMACK x
-
Abstain
Absent
x
.0MUUJ1JY/idLn01 ~1;J
City Clerk - a
The foregoing resolution is hereby approved this '111 day of February 2002,
,ile-
J.ud' h lies, Mayor
of San Bernardino
Approved as to form
And legal content:
'-'
JAMES F, PENMAN
City Attorney
By: L 7 .fevv-
{J
"
COpy
FileNET'
FileNET Corporation
3565 Harbor Blvd.
Costa Mesa, California 92626
(714) 327,3400
(Pi ~ - /~1'O53
Master Agreement No
Date of Agreement
Master Agreement Terms and Conditions
This Master Agreement (herein "Agreement") is made and entered into by and between FileNET Corporation I a Delaware
corporation having its principal place of business ,.,at 3565 Harbor Boulevard, Costa Mesa, California 92626, and its
subsidiaries, (herein collectively "FileNET") and t'; ty nf ~il n Rprnn rrl; nn (herein "Customer")
located at addressl City State
Zip
This Agreement includes the following General Terms and Conditions, as well as those Schedules listed below which are
initialed by Customer, all Exhibits referencing the above stated Agreement, and all future Schedules referencing this
Agreement which FileNET and Customer may execute from time to time for the purchase, license, support and service of
FileNET software and hardware (herein collectively "Products"),
Schedules
Fonn No.
/1 /'
cus~~r's Initials
/,
. Software License Schedule
. Hardware Purchase Schedule
. Software Support Schedule
. Professional Services Schedule
. Other:
6400,002
6400,003
6400004
6800,802
This Agreement constitutes the entire agreement between the parties on the subject matter hereof and supersedes all prior
or contemporaneous agreements, negotiations I representations and proposals, written or oral between FileNET and
Customer. This Agreement is not an acceptance of any conflicting terms and conditions and will prevail over any conflicting
provision of any Customer purchase order or other instrument. The parties agree that any Customer purchase order is for
Customer's convenience only, Only a writing executed by authorized representatives of the parties and referenced as an
amendment to this Agreement may modify, supplement, or change this Agreement.
BY EXECUTING THIS AGREEMENT, CUSTOMER ACKNOWLEDGES THAT IT HAS REVIEWED THE TERMS AND
CONDITIONS ON THE REVERSE SIDE AND AGREES TO BE LEGALLY BOUND BY THEM,
CUSTOMER, BY ITS SIGNATURE, ACKNOWLEDGES THAT THIS AGREEMENT CONTAINS CERTAIN LIMITATIONS
OF LIABILITY AND CERTAIN WARRANTY DISCLAIMERS,
F'LENET CORPORATION
CUSTOMER CJ+d-~ 50Jf1 SemD-lod/nD
By 30c\'\\-\1 \)(),\\e~
(Type or print name)
By F!<.{;1) 1:> I LL-O,J
yZ~
~ (Signatuee) "---
Tit" \JP \AJoR.L-'bvJ\bf' SALt'> of E'/GAn 0 k.)s
Da"4)01-
// (Signature)
{Titl' I ().- 0,
Dat~ O'd-
Form No_ 6400.001 1f7100
F\"
General Terms and Conditions
1, Payment Terms, FlleNET will invoice Customer for all License Fees,
Hardware Fees, Support Charges and Service Fees (herein "Fees").
Customer must pay each invoice within thirty (30) days from invoice
date, unless otherwise specified in the applicable Schedule. If
Customer authorizes deliveries in installments, Customer must pay
each invoice for a delivery within thirty (30) days from invoice dafe
without regard 10 other scheduled shipments. Invoices not paid when
due will have a 1.0 percent per month interest charge or the highest
lawful rate, whichever is less, assessed against the unpaid balance
from the date of invoice until the dale of payment All payments made
under this Agreement shall be paid in the currency stated on the
invoice.
2. Delivery. All Products are considered delivered to Customer, FO.B.
origin, upon transfer to either a common carrier or Customer at a
FileNET designated localion (the "Delivery Date"). FileNET will ship all
Products prepaid and will then invoice Customer separately for related
transportation costs. In the absence of prior shipping instructions,
FileNET will select the carrier on behalf of Customer, but assumes no
liability for shipment. FileNET will endeavor to deliver the Products
within ninety (90) days after its acceptance of this Agreement or a
subsequent order.
3, Proprietary Rights, Certain information and materials supplied by
FlleNET with the Products such as, but not limited to, manuals,
diagrams, and drawings, are FileNET confidential or proprietary trade
secrets and FileNET furnishes them solely to assist Customer in the
installation, operation and use of the Products. FileNET marks all
such confidential and proprietary information and Customer must abide
by the terms of those markings, and not reproduce, copy or disclose
such information except as is reasonable and necessary to properly
use the Products.
4. Infringement Indemnification
A. FiteNET will detend any action, suit or proceeding brought
against Customer if based on a claim that the Products delivered
hereunder infringes any United States patent, copyrighl, trade
secrel, or other Intellectual property right of any third party
("Intellectual Property") provided that Customer promptly notifies
FileNET of the action and gives FileNET full authority,
information and assistance for the action's defense, FileNET will
pay all damages and costs awarded therein against Customer,
but shall not be responsible for any compromise made without its
consent. FileNET may, at any time it is concerned over the
possibility of such an infringement, at its option and expense,
replace or modify the Products 50 that infringement will not exisl.
or remove the Products involved and refund to Customer the
price as depreciated by an equal annual amount over the lifetime
FileNET establishes tor the Products.
B, FileNET shall have no liability to Customer If any Intellectual
Property infringement or claim thereof is based upon the use of
the Products in connection or in combination with equipment,
devices, or software not supplied by FileNET or used in a manner
not expressly authorized by this Agreement or in a manner for
which the Products were not designed, or if the claim of
infringement would have been avoided but for Customer's use of
software other than the latest, unmodified release of Software
made available to Customer by FileNET,
C, Customer shall indemnify and hold FileNET harmless from any
1055, cost or expense suffered or incurred in connection with any
claim, suit or proceeding brought against FileNET so far as it is
based on a claim that the use, sale, or licensing of any Products
delivered hereunder and modified or altered or combined with any
products, device, or software not supplied by FileNET hereunder
constitutes an infringement because of such modification,
alteration or combination.
5, Limitation of Liability, Unless expressly provided otherwise in this
Agreement, FileNET and its Licensors will not be liable for any loss or
damage claimed to have resulted from the use, operation or
perlormance of the Products or related in any way to their acquisition,
regardless of the torm of action, In no event will FileNET be liable to
Customer for (a) any special, indirect, incidental or consequential
damages, even if FileNET has lieen advised of the possibility thereof,
(b) any damages resulting from iatent defects, loss at data or profits,
(c) any claim whether in contract or tort, that arose more than one year
prior to institution of SUit thereon. FileNET shall be liable for actual
damages resulting from a material breach of this Agreement and for
personal injury or property damages directly resulting from gross
negligence or Intentional misconduct on the part of FileNET up ta, but
not exceeding, the License Fees or Hardware Fees paid hereunder.
6, Taxes
A. Customer shall pay all taxes, levies, and similar governmental
charges, however designated, and all liabilities with respect
thereto which may be imposed by any jurisdiction, Inciudlng,
without limitation, customs, privilege, excise, sales, use, valu8-
added and property taxes levied or based on gross revenue or
operation of this Agreement, except those taxes based upon
FileNETs net income.
B. In the event thai withholding taxes are required to be withheld on
payments to FileNET required hereunder, provided that Customer
promptly delivers to FileNET an official receipt along with an
English translation for any such taxes withheld or other
documents necessary to enable FileNET to claim a foreign tax
credit, Customer may deduct such taxes from the amount owed
to FileNET and shall pay them to the appropnate tax authority. If
FileNET is unable to recover the full amount due, Customer shall
increase the payments it makes to FileNET to ensure that the
amount paid to FileNET, less any taxes, corresponds to the Fees
set out in the applicable Schedule(s),
7, Export. Customer agrees that the Products purchased hereunder will
not be exported directly or indlrectly, separately or as part of any
system I without first obtaining a license from the US, Department of
Commerce or any other appropriate agency of the U.S. Government,
as required.
8. Assignment Customer may not assign, voluntarily or by operation of
law, any of its rights or obligations in this Agreement except with
FileNET's prior written consent. This Agreement will be binding on and
inure to the benefit of the parties hereto and their respective
successors and permitted assigns.
9. Waiver. The parties' rights and remedies are separate and
cumulative. Neither parties waiver or failure to exercise in any respect
any right or remedy provided in this Agreement is a waiver of any
future right or remedy hereunder.
10. Force Majeure. If any cause beyond FileNET's reasonable control
prevents FileNET from perlorming under this Agreement by a given
date or time, FileNET's performance will be automatically postponed.
11. Choice of Law. The laws of the State of California will govern the
construction and operation of this Agreement without regard to the
conflict of laws provisions thereof.
12, Severability, The invalidity of any provision of this Agreement will not
affect the validity and binding effect of any other provision
13. Notice. Notices hereunder must be sent to the addresses on the face
of this Agreement, or to such other addresses as specified by a notice
complying with this provision. Notice is effective on the earlier of
actual receipt or five days after deposit in the mail. Notices in the form
of a fax or email are acceptable if followed up by a mailed
confirmation. Notices to FileNET must be sent to the attention of
'Contracts Administration,"
2
Form No. 6400.001 1/7/00
,
FileNET'
FlleN ET Corporation
3565 Harbor Bivd,
Costa Mesa, California 92626
(714) 327,3400
Software License Schedule
Master Agreement No
This Software Lirense Schedu" (herein "Schedu,,") between FMeNET ",d
Master Agreement between Fi"NET and Custnmer daled
Ci ty Of San Bernardi nor; (herein "Cuslomel') ls '" addendum to the
(herein the "Agreement'),
CUSTOMER AGREES TO INITIAL HERE AND IN THE APPROPRiATE SPACE ON THE FACE OF THE MASTER AGREEMENT TO \I'll\lICATE iTS
INTENTION TO HAVE THIS SOFTWARE LICENSE SCHEDULE APPLY, CUSTOMER AGREES TO THE FOLLOWiNG ADDITIONAL \TBRMS AND
CONDITIONS WHICH ARE INCORPORATED IN AND MADE A PART OF THE ABOVE,REFERENCED MASTER AGREEMENT: '
Custumels Initiais
The following are the terms and conditi ons under which FileNET licenses its
standard Software listed on Exhibit A to the Agreement, as modified from time to
time.
1. Grant of license
A. Each Software product, including any documentation relating to or
describing such Software, such as, but not limited to, manuals, flow
charts and Improvements or updates provided by FileNET (collectively
"Software"), is furnished to Customer under a personal, non-exclusive,
nontransferable license solely for Custome~s own internal use on
Customer's servers and dient devices ("System") in compliance with
this license and all applicable laws and regulations. Customer agrees
that th.license daes not permit Customer to, (1) use the Software for a
service bureau application or (2) sublicense the Software.
B, The &lftware may only be copied, in whole or in part (with the proper
inclusion of FileNEfs copyright notice and any other proprietary notice
and/or trademarks on such Software), as may be necessary and
incidental for archival purposes or to replace a worn or defective copy.
C. If Customer is unable to operate the Software on the System due to an
equipment malfunction, the license to use the Software may be
transferred temporarily to another System during the period of equipment
malfunction.
D. Title to and owrership of the Software and any portions (or any
modifications, translations, or derivatives thereof, even if unauthorized)
and all applicable r~hts in patents, copyr~hts and trade secrets in the
Software shall remain exclusively with FileNET and its lic61sors, if
any. Software provided hereunder is valuable, proprietary, and unique,
and Customer agrees to be bound by and observe the propnetary
nature thereof as provided herein, Customer agrees to take diligent
action to fulfill its obl~ations hereunder by instruction or agreement with
its employees or agents (whose confidentiality obligations shall survive
termination of employment or agency) who are permitted access to the
Software. Access shall only be given on a need-to-know basis.
Except as set forth in this Agreement or as may be permitted in writing
by FileNET, Customer shall not use, provide or otherwise make
/,
available the software. or any part or copies the~to ant third party.
Customer shall not reverse engineer, decomp' or disaSsemble the
Software or any portion thereof, nor otherwise empt 10 create or
derive the source code. Customer acknowledges thav'unau1horized
reproduction, use, or disclosure of the Software or any part thereof may
cause irreparable injury to FileNET and/or its tensors, who may
therefore be en@ed to injunctive relief to enforce these license
restrictions, in addition to any other remedies available at law, in equity,
or under this Schedule,
E FileNET agrees that Customers affiliates (business entities of whch
Customer owns or controls more than fifty {50%} peraent of the voting
hghts or the controlling body of the business entity) may use the
Softwarel prOVided that phor to any affiliate's use of the Software: (I)
Customer accepts responsibility for the ats or omissions of such
affiliates as IT they were Customer's acts or omissions: (ii) Customer
shall indemnify FileNET against losses or damages suffered by
FileNET arising from breach of this Agreement by any sum affiliate;
and (Hi) such use shall not constitute an unauthorized exportation of the
Software or documentation under U.S. Government laws and
regulations.
2. License Fees. Software is licensed for a one-time license fee. The License
Fees are listed on Exhib~ A_ Copies of Software purchased tom FileNET for
destination outside of the U.S. will be delivered from ~s facility in Dublin,
Ireland, All other Software will be delivered from its facility in Costa Mesa,
California.
3. Installation
A. Customer shall be responsible for instailation of the Software, At
Customer's request and on terms to be agreed upon, FileNET will
install the Software. FileNET's installation services are limited to
loading the Software onto a System and testing the Software using
FileNET's standard set of test data. Customer shall be responsible for
configuring and installing any required disk storage systems, network
software, application servers, systems and computer terminals and
workstations prior to installation of the Software. Installation will be
Form No, 6400.002 3/2101
.
deemed sucCESsful and completed when the Software is loaded on a
System and is ready for use.
B. At Customer's request, and on terms to be agreed upon separately,
FileNET may agree to provide pre-installation support, installation
support, training, and consulting services for the Software.
4. Term. Unless terminated by FileNET in acrordance with this Agreement,
the term of each paid license shall expire at such time as Customer
permanen~y discontinues use of the applicable Software or as set forth in
Section 6 below, but otherMse the license shall continue
5 Types of Software Licenses
A. For purposes of this Schedule, the following definitions shall apply:
1, Server Software is a copy of Software residing on a S8Ner or
multiple servers.
2 Clients are personal computers, minicomputers, mainframes,
workstations and terminal devices that interact with Server
Software,
3. Client Software is a copy of Software residing on a Clien! that
interacts with Server Software.
B. Customer agrees to license the Software as bllows:
1. For Clien! Software - one copy of Client Software for each Client
that accesses any Server Software.
2. For Server Software - one copy of Server Software for each
base system. In addrtion, Concurrent User Licenses are required
in accordance wif1 FileNET's then-current version of the
Concurrent User Guidelines, which consist of concurrent
Dedicated User, Shared User, and e-Business User Licenses
These Concurrent User Guidelines measure persons and
programmatic operations that interact with the Eerver Software
direcUy or indirectly from a Client.
a. For Dedicated User Licenses - a copy of Client Software
and a copy of Server Software where the ratio of licensed
Clients to the number of concurrent Dedicated User
Licenses on the Server is one to one (1: 1).
b. For Shared User Licenses, a copy of Client Sollware and a
copy of Server Software where the ratio of licensed Clients
to the number of concurrent Shared User Licenses on the
Server does not exceed ten to one (10:1)
c. For eBusiness User Licenses - a copy of Client Software
and a copy of Server Software where the ratio of licensed
Clients to the number of concurrent eBusiness User
Licenses on the Server does not exceed one hundred to
one (100:1).
C, In the event Customer elects to access Server Software by the use of
a gateway or concentrator multiplexing methodology, the number of
Concurrent User Licenses, ts detennined by the maximum number of
Clients in front of the multiplexer which have access to the SelVer
Software at any given point in ti me, The then current version of
FileNET's Concurrent User Guidelines will be used to determine the
number of required Concurrent User Licenses.
D FileNET may audit Customer's Software usage remotely or via
outbound email of system metrics generated by fileNET's system
monitoring utility or on-site during service calls or upon reasonable
notice during standard business hours. The audit shall determine
Software usage by selVer for the number of concurrent Dedicated,
Shared and/or eBusiness User Licenses equired for each server.
Should an audit determine that Customer's usage has exceeded the
number of Concurrent User Licenses, or that Customer's deployment of
Software on Clients exceeds the contracted ratio of Clients to
Concurrent User Licenses, Customer agrees to purchase additional
licenses in compliance with this Software Schedule, For a selVer with
a combination of concurrent Dedicated, Shared and/or eBusiness User
Licenses, any use beyond the total aggregate number of all Concurrent
User Licenses (including previously acquired SLU type licenses) will
require additional Concurrent User Licenses to be purchased. The
highest ratio Concurrent User License identified on the Customer's
configuration and its applicable fee will be invoiced accordingly.
6. Tenninalion, Notwithstanding the foregoing, FileNET shall have the right to
terminate Customer's license ~ Customer fails to pay any and all required
license fees or otherwise fails to comply with these license terms and
conditions, Upon expiration of ~e license term or upon notice of such
termination, Customer shall immediately return or destroy the Software and all
portions and copies thereof as directed by FileNET and, IT requested by
FileNET, shall certify in writing as to the destruction or return of the same,
Any tennination of the license shall automatically terminate service under a
Sollware Support Schedule between the parties, All confidentiality and non,
disclosure obligations herein shall survive termination,
7. LimRed Warranty
A. FileNET warrants thai IT has good and clear tit~ to or has the r~hl 10
sublicense the Software being licensed hereunder, free and clear of all
liens and encumbrances.
B. FiieNET warrants for a period of ninety (gO) days from Delivery Dale,
Software used in a manner for which it was designed will generally
conform to the applicable FileNET documentation provided at the time of
deilvery, FiieNETs sole obiigation and liability hereunder shall be to
use reasonable efforts to remedy any substantial non-conformance
which is reported to FileNET in writing within the warranty period.
C THERE ARE NO OTHER WARRANTIES, EXPRESS OR
IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED
WARRANTiES OF MERCHANTABiLITY, FITNESS FOR A
PARTICULAR PURPOSE OR NONINFRIN GEMENT WiTH
RESPECT TO TH,S SCHEDULE, THE AGREEMENT, OR THE
SOFTWARE LICENSED HEREUNDER
8, U,S, Government Restricted Rights. The Sollware is CommerCia'
Software and the Software and Documentation are provided with Restricted
Rights. Use, duplication or disclosure by ~e Govemment is subject to
restrictions as set forth in paragraph (c) (1) (ii) of Ihe Rights in Techmcal Dala
and Computer Sollware Clause at DFARS 252.227,7013 or subparagraphs
(c) (1) and (2) at the Commercial Computer Sollware-RestITcted Rghts al 48
CFR 52,227,19, as applica~e. Contraclor/manufacturer is FileNET
Corporation, 3565 Harbor Blvd., Costa Mesa, CaiITornia 92626.
2
Form No, 6400.002 3/2/01
FileNETO
FileNET Corporation
3565 Harbor Blvd.
Costa Mesa, CalOornia 92626
(714) 327,3400
Master Agreement No.
Software Support Schedule
Th,s Software Support Schedule (herein "Schedule") between F,leNET and Ci tv of San Bernardi no
(herein "Customer") is an addendum to the Master Agreement between FileNET and Customer dated
(herein the "Agreement"),
CUSTOMER AGREES TO INITIAL HERE AND IN THE APPROPRIATE SPACE ON THE FACE OF THE MASTER A,G(\EEMENT TO
INDICATE ITS INTENTION TO HAVE THIS SOFTWARE SUPPORT SCHEDULE APPLY, CUSTOMER AGREES TO THE
FOllOWING ADDITIONAL TERMS AND CONDITIONS WHICH ARE INCORPORATED IN AND MADE A PART OFiTHE ABOVE-
REFERENCED MASTER AGREEMENTI !(j
I C,SlOmer's Initials
The following are the terms and conditions under which
FileNET provides Support (the "Support") covering the
Software listed in Exhibit A to the Agreement, as modified from
time to time.
1. Maintenance
A Hours of Support Availability, Payment of the
standard Support Charges (as defined in Section 5)
entitles Customer to Support during the Principal
Period of Maintenance ("PPM"). The PPM is a ten
hour contiguous daily time period between the hours
of 8:00 AM and 6:00 PM, local time, Monday though
Friday, excluding FileNETs published holidays or
such holidays as observed locally by FileNET All
Support SUbsequently added shall have the same
PPM,
B. Scope of Support. Software Support includes the
response to and resolution of Customer-encountered
problems with the Software as reported to FileNET by
Customer. Resolution of Customer-encountered
problems shall, at FileNET's option, consist of: (1)
maintenance provided through telephone or electronic
support; (2) correction of any defect in the Software
program that materially and adversely affects the use
of the Software as described in FileNET's
documentation, (3) delivery of Software defect
corrections or other changes limited to the current or
immediate prior Software release. FileNET wi!1
support licensed Software located on the Customer's
development or production systems. FileNET will use
commercially reasonable efforts to respond to
Customer calls according to the priority level of the
call. FileNET will ensure the Customer's call is
resolved within a commercially reasonable period.
C. Support Limitations. Software Support is contingent
upon the use of unmodified Software (except as
authorized by FileNET) operated in accordance with
FileNET's documentation. Software Support
specifically excludes the following: (1) Support to a
version of Software other thkn I the current or
immediate prior release; (2) e~fqhs to restore a
release of the Software beyon'tl the current or
immediate prior release; (3) efforts to restore
Customer data beyond the most recent back-up.
D. End of Support Life. FileNET periodically announces
the End of Support Life (EOSL) for Software. FileNET
will notify the Customer signatory or designee in
writing or by electronic mail a minimum of one
hundred and eighty (180) days prior to the Support
discontinuance. After the EOSL, telephone and or
Web-based support limited to current available fixes
will be available on a commercially reasonable efforts
basis at prevailing rates.
2. Customer's Responsibilities. Customer is responsible
for maintenance and installation of any common carrier
equipment or communication service related to the
operation of the Software and not furnished by FileNET.
Customer is also responSible for charges incurred for
communication facilities at Customer's facilities, whether
incurred by Customer or by FileNET Support
representatives while performing Support on the Software.
Customer is responsible for performing Software back-ups
in accordance with published documentation. Customer
shall notify FileNET of any Software failure and shall allow
FileNET reasonable access to the Software for performing
Support. Customer must provide FileNET with modem
access to the Software to perform remote support.
Customer must provide a FileNET trained System
Administrator trained in the operating system, database
(including back-up and restore), and FileNET tools and
applications purchased by the Customer, Support calls
must be placed to FileNET by a FileNET trained contact.
3. Software Modification. FileNET will not be responsible
to Customer for loss of use of the Software or data or for
any other liabilities arising from alterations, additions,
adjustments or repairs which are made to the Software by
other than authorized representatives of FileNET, or at the
direction of FileNET. FileNET reserves the right to
Form No, 6400.004 2101/01
terminate this Agreement upon written notice to Customer
if any such alteration, addition, adjustment or repair
adversely affects FileNET's ability to render maintenance
Support to the Software,
4, Term and Applicability to Other Schedules
A If Customer elects at the same time as it executes a
Software License Schedule to have this Software
Support Schedule apply, then: (a) the initial term
shall begin on the Delivery Date of the Software to the
Customer and end fifteen (15) months after the
Delivery Date, (b) the commencement date for
Support Charges will be ninety (90) days from the
Delivery Date of the Software to the Customer
("Commencement Date"), (c) payment of one year of
Support Charges in advance shall begin on the
Commencement Date.
B. After the initial term, Support shall continue under the
terms and conditions set forth herein from year to
year, unless terminated by either party upon ninety
(90) days advance written notice to the other party.
C. If this Software Support Schedule goes into effect at
any other time, the initial term shall begin on the date
of the applicable Support subscription order form and
end twelve (12) months thereafter, with payment in
advance for one year of Support Charges.
D. The Commencement Date for Software add-ons
and/or upgrades will be the Delivery Date and the
term of Support and related Support Charges shall be
coterminous with the term of Support applicable to the
Software initially covered.
5, Support Charges
A Definition. "Support Charges" are the total annual
charges listed on Exhibit A. After the initial term and
upon thirty (30) days written notice I FileNET may
change its Support Charges then in effect. If the
Support Charges are increased, Customer may
terminate Support as of the effective date of such
increase, upon fifteen (15) days written notice to
FileNET. If Customer does not terminate Support as
stipulated, the new Support Charge shall become
effective on the date specified in the notice.
B. Invoices. Support Charges will be invoiced annually
in advance, and anyone-time charge will be invoiced
as incurred. Partial invoicing will be prorated on the
basis of a thirty,day (3D-day) month, Customer shall
pay all invoices in full within thirty (30) days of receipt
of the invoice regardless of whether or not Customer
utilizes Support every month during the term. All
amounts payable under this Software Support
Schedule shall be paid in the currency stated on the
invoice.
C. Default. Customer will be in default if undisputed
amounts due within thirty (30) days after receipt of
invoice have not been paid or Customer fails to
perform any of its obligations hereunder. Customer's
default will constitute sufficient cause for FileNET to
suspend or terminate Support under this Software
Support Schedule.
6. Supplemental Maintenance Support
A. Movement of Software. Software moved to a
location outside of the original delivery country shall
continue to be supported at the option of FileNET
subject to the prevailing terms, conditions and prices
of the country to which it is moved. Furthermore,
FileNET shall have the right to alter the type of
Support prOVided to the relocated Software.
Customer shall give FileNET at least thirty (30) days
written notice specifying the new location prior to any
movement. Reinstallation must occur within thirty (30)
days of deinstallation or a pre-contract inspection may
be required and billed at the then-current prevailing
rates.
B. Other Support. FileNET's rendering of maintenance
Support that is not selected by Customer, including
extended coverage, right to receive unspecified
upgrades, updates and enhancements on an if and
when available basis and consulting will be performed
at FileNET's discretion upon receipt of a purchase
order or appropriate payment, and, if performed, will
be charged to Customer at current prices and terms
then in effect.
7, LIMITED WARRANTY, THE SUPPORT OBLIGATIONS
SET FORTH IN THIS SCHEDULE ARE IN LIEU OF ALL
WARRANTIES, EXPRESS OR IMPLIED, INCLUDING
WITHOUT LIMITATION ANY WARRANTIES OF
MERCHANTABILITY OR FITNESS FOR A PARTICULAR
PURPOSE. SUPPORT PROVIDED UNDER THIS
SCHEDULE DOES NOT ASSURE THE
UNINTERRUPTED OPERATION OF THE SOFTWARE.
2
Form No, 6400,1104 210t101
Professional Services Schedule
This Professional Services Schedule (herein "Schedule") between FileNET and Ci ty of San Bernardi no
(herein "Customer") is an addendum to the Master Agreement between FileNET and Customer dated
(herein the "Agreement"),
.
.
.,.
FileNETO
FileNET Corporation
3565 Harbor Blvd.
Costa Mesa, California 92626
(714) 327,3400
Master Agreement No,
CUSTOMER AGREES TO INITIAL HERE AND IN THE APPROPRIATE SPACE ON THE FACE OF THE MASTER AGREEMENT TO
INDICATE ITS INTENTION TO HAVE THIS PROFESSIONAL SERVICES SCHEDULE APPLY CUSTOMER AGREE~TO THE
FOLLOWING ADDITIONAL TERMS AND CONDITIONS WHICH ARE INCORPORATED IN AND MADE A PArl13T70F J'flE ABOVE-
REFERENCED MASTER AGREEMENT //
Customer's Imt,als /
The following terms and conditions shall govern the
professional services to be provided by FileNET to Customer
as defined in a mutually agreed upon Statement of Work
(herein "SOW").
1. Services and Deliverables
A. The professional services and deliverables to be
performed or delivered by FileNET under this
Schedule may include, but are not limited to:
consulting, special studies, installation evaluations,
tools/utilities components, programming and
documentation, application design and development,
systems analysis, design and integration,
conversions and implementation planning
(collectively referred to as the" Services").
8, During the term of this Schedule, the Customer may
submit orders to FileNET, Upon acceptance by
FileNET, each order shall become part of and be
subject to the terms and conditions of this Schedule.
C. For each order issued and accepted by FileNET, the
parties shall mutually agree to and attach a SOW
with a written estimate of the tasks, deliverables,
acceptance of deJiverables, schedule for performance
and cost for providing the requested Services. It is
understood that the SOW may be amended by
mutual written agreement. If there is any conflict of
terms between this Schedule and the SOW, then the
SOW shall supercede.
D. Hours of Service: Services will be provided during
FileNET's normal working hours 8:30 AM to 5:30 PM
Monday through Friday excluding FileNET holidays,
Customer may request in writing extended hours
beyond the normal hours of service at the prevailing
surcharge rates.
E, Customer shall furnish FileNET, at Customer's
expense, all technical data and information as may
/ I
be determined by FileNE~{;,e ~ecessary to furnish
the Services in the S , CJstomer shall grant
FileNET access to the ustomel's FileNET System
at such times and so con :ecL1s may be required
for the adequate delivery of the Services.
F. FileNET tools/utilities components (herein
"Components") are developed by FileNET to enhance
the functionality of FileNET Software for the
applicable customer solution. The description of the
Components and the associated fees shall be
described and priced within the applicable SOW.
The rights to use these Components are granted in
accordance with Section 7 hereunder. In addition,
continuing support for the specified Components
may be ordered under File NET's Software Support
Schedule.
G, FileNET shall use reasonable effort to deliver the
Services to be provided hereunder, but FileNET will
not be responsible for any delays resulting from
circumstances beyond its control including without
limitation, changes to the SOW by Customer.
2. Term
This Schedule shall become effective on the date of
acceptance by FileNET and shall remain in force until
terminated with thirty (30) days prior written notice from
either party. Completion of any ordered Services or the
absence of orders for additional Services shall not
terminate this Schedule, it being the intent of the parties
to keep this Schedule in effect in the event of future
orders for Services.
3. Service Fees
A. The Customer agrees to pay for aU Services
delivered by FileNET, including reasonable travel,
subsistence, and lodging in accordance with
FileNET's established rates and minimums in effect
Form No. 6800.802 117100
\
when the Services are rendered (herein "Service
Fees"), Additionally, the Customer agrees to
reimburse FileNET for any special or unusual
expenses incurred at the Customer's specific request.
B. Customer will be invoiced in accordance with the
payment schedule in the SOW attached to each
order. All invoices are due and payable in full upon
receipt.
4, Change Orders
A. In the event that either party desires to change the
scope of the Services for any reason which is not
within the scope of the applicable SOW, such party
(referred to for convenience as the "requesting party")
shall submit to the other party (referred to for
convenience as the "receiving party") a request for a
change to the scope of the Services (a "Change
Order"). Each Change Order shall set forth in
reasonable detail the nature of the change in the
Services being requested, the recommended
increase in personnel or other resources, if any, and
any impact of the Change Order will have on the
SOW schedule, once the Change Order is
implemented. The receiving party will use
commercially reasonable efforts to review and
respond to the Change Order within ten (10)
business days after receipt of the Change Order.
The receiving party may approve, propose
modifications to or disapprove the requested Change
Order. Neither party shall unreasonably disapprove a
Change Order presented by the other. if the
receiving party disapproves the requested Change
Order, the receiving party shall provide to the
requesting party in writing, within the ten (10) day
response period, the reasons for denying the
requested Change Order. In the event the parties fail
to agree on a specific Change Order, FileNET shall
continue to provide the Services at the service level
provided prior to the requested Change Order
provided that the SOW is met. FileNET shall have
the right to allocate its resources to the extent
necessary to achieve such mutually agreed to service
levels.
B. A stop work notice or a request for suspension of
performance by the Customer shall be considered a
change order under this Section. Any resumption of
the Services shall require a mutual review and written
acceptance of the applicable SOW and any changes
or amendments thereto.
5. Change Control and Supervision
A. All changes must be documented in writing and
signed by the requesting party. The assigned
Professional Services Project Manager will analyze
these requests and generate an initial assessment as
to the impact on the SOW's cost and/or schedule
within five business days.
(i) Changes that do not affect the cost and/or
schedule of the Services will be handled within
the SOW, The Project Manager may take three
actions: authorize the proposed change, deny
the proposed change, or request additional
information.
(ii) Changes that affect cost and/or schedule of the
Services will be reported to the Customer, with
the applicable pricing and schedule impact of the
requested change to the SOw.
B. While present on the Customer's premises and
performing Services under this Schedule, FiieNET
and its Consultant{s) shall conform to Customer's
published policies and procedures and shall abide by
Customer's directions which are consistent with the
Statement(s) of Work.
C, It is the express intention of the parties that FileNET
and/or the FileNET Consultant is an independent
contractor and not an employee, agent or partner of
Customer. Nothing in this Schedule shall be
interpreted as creating the relationship of employer
and employee between the FileNET Consultant and
Customer.
D. Should a FiieNET Consultant be unable to perform
the Services under any applicable SOW attached to
this Schedule because of illness, resignation or other
causes beyond FileNET's cantral, FileNET wiil
attempt to replace such Consultant within a
reasonable time, but FiieNET shall not be liable for
failure to replace such Consultant within the SOW.
6. Non~Disclosure.
A. In order to perform the Services under this Schedule,
Customer may, from time to time, disclose to
FileNET certain Information respecting Customer's
technical, financial, statistical and personnel data,
(herein "Information"). Any such Information which is
submitted in writing to FileNET by the Customer and
which is clearly and conspicuously marked as
confidential shali be protected by FileNET against
unauthorized disclosure by using the same degree of
care and discretion that FileNET uses with similar
Information which FileNET does not want disclosed
to third parties. However, FileNET shall not be
required to protect Information which (i) is or
becomes publicly available, (ii) is already in
FileNET's possession, (iii) is independently
developed by FileNET outside the scope of this
Schedule, or (iv) is rightfully obtained fram third
parties. FileNET's obligations under this Paragraph
6 shall cease immediately upon return to Customer
of such Information.
B. FileNET shall not be required to protect any ideas,
concepts, know-how, or techniques relating to data,
electronic document processing and image
processing developed or resulting from the Services
provided under this Schedule.
7, Rights In Data
Title to and ownership of all written material, including
without limitation all Services delivered to Customer
under this Schedule, including but not limited to software,
magnetic and optical disks, tapes, listings and other
software documentation (collectively referred to as
2
Form No. 6800.802 1/7/00
. '
,
..
"Data") first developed or created by FileNET under this
Schedule and all proprietary rights therein shall at all
times remain with FileNET; however, FileNET, subject to
the payment by Customer of all charges related to the
Services, grants to Customer a personal, non-exclusive,
non-transferable license to use Components and Data
furnished to Customer by FileNET under this Schedule,
All other Software and related Documentation furnished
hereunder shall be subject to FileNET's Software License
Schedule, Except and to the extent expressly provided in
this Paragraph, no license or other right is hereby
transferred or granted to Customer, including any license
by implication, estoppel or otherwise, under any patent,
trade secret, trademark or copyright.
8, Consultant(s)
A. The parties recognize that the FileNET Consultant(s)
provided under this Schedule may perform similar
Services from time to time for others. Accordingly,
this Schedule shall not prevent FileNET from
performing such similar Services or restrict FileNET's
use of the same Consultant(s) provided under this
Schedule. FileNET will make every effort consistent
with sound business practices to honor the specific
request of the Customer with regard to the
assignment of its Consultant(s)1 however, FileNET
reserves the sole right to determine each assignment
of FileNET Consultant(s) under this Schedule,
B, Customer and FileNET acknowledge and agree that
the FileNET Consultant(s) provided under this
Schedule are highly important to the success of
FileNET in fulfilling the intent of this Schedule,
Accordingly, Customer hereby covenants and agrees
that they will not, either directly or indirectly, solicit,
divert or hire, or attempt to solicit, divert or hire any
FileNET Consultant(s) engaged in providing the
Services under this Schedule for a period of twelve
(12) months after completion of the Services,
C. The parties understand that Consultants provided by
FileNET for the performance of this Schedule are
trained and provided with specific knowledge to
deliver FileNET Services. Customer recognizes, that
the loss of such knowledgeable and trained
Consultants would constitute damages to FHeNET
that is difficult to quantify. Therefore the parties
agree that in the event of any breach of Paragraph 8
(B), Customer shall pay to FileNET, fifty percent
(50%) of the Consultant's current annualized gross
salary as liquidated damages. For the purposes of
this section the term "Consultant" shall mean and
include FileNET employees or sub-contractors
involved in the performance of Services hereunder.
9. Disclaimer of Warranty
THERE ARE NO WARRANTIES, EXPRESS OR
IMPliED, INCLUDING ANY WARRANTY AGAINST
INFRINGEMENT, WITH RESPECT TO THE SERVICES
OR DATA FURNISHED UNDER THIS SCHEDULE.
FILENET DISCLAIMS ANY IMPliED WARRANTIES OF
MERCHANTABiliTY OR FITNESS FOR A PARTICULAR
PURPOSE. FILENET DOES NOT WARRANT THE
RESULT OF ANY SERVICES OR THAT THE SERVICES
WILL MEET CUSTOMER'S REQUIREMENTS,
10. Termination
FileNET shall have the right to terminate this Schedule
upon the occurrence of any of the following events (a)
Customer fails to perform or observe any of its
obligations to FileNET under this Schedule, including but
not limited to, the timely payment of any sums due
FileNET, (b) Customer admits in writing its inability to pay
its debts generally as they become due, or executes an
assignment or similar document for the benefit of
creditors, (c) the appointment of a receiver, trustee in
bankruptcy or similar officer for the equity or assets of
Customer, (d) there is an assignment of this Schedule
without the prior written consent of FileNET; and (e) such
event(s) is not remedied or cured to the reasonable
satisfaction of FileNET within thirty (30) days after
FileNET has sent written notice to Customer.
Termination shall not be FileNEl's exclusive remedy and
no such termination shall adversely affect any claim, right
or action which FileNET may have for damages or
otherwise against Customer regarding any failure of
Customer to perform or observe its obligations to
FileNET,
3
Form No. 6800.802 117100
-+- FileNET@
eProcess Infrastructure
Implementation
A "Services Description"
for
City of San Bernardino
Provided by
FileNET Corporation
January 8, 2002
-+- FileNET"
Proprietary Notice
This document contains confidential information of
FileNET Corporation, which is provided for the sole
purpose of providing a Services Description. In
consideration of receipt of this document, the recipient
agrees to maintain such information in confidence and
not to reproduce or otherwise disclose this information
to any third party, without written permission from
FileNET Corporation.
@2002, FileNET Corporation. All Rights Reserved,
@ FileNET Corporation
Confidential
. ".. _ .._"__~.___".,...._ . _.. ..___,__, _ ....._......__._.....__.__._..____......m.'.__._....m .... ,.--'--"-'---""- -.----,--~--
eProcess Infrastructure Implementation Package Page i
A Services Description for City of San Bernardino
-+ FileNET@
Table of Contents
1. PROJECT SCOPE ,.",.............,.....,.,.............",....,..,.....................,......."..,..."....".."..............................,......... 3
1,1 iNTRODUCTION"..".." ......,.."...., ,......", ..,.."..,......"..,..""..""" ,..'", ,........',....,..", ...., .........,..,'....",....,.." ....' 3
/,/,/ Assumptions""""""..",..""""""""" ,.""..".."""""""""""""""""..",."""""....,.."..,""',..,""""""",.., 4
/,/,2 Service Limitations"""..,..,...""""""""""",..""",..""""..",..""""",."""","""""""',....,""',..,',..,..,"'" 5
2, IMPLEMENTATION PLAN ............"""..""......"................".......,.......,',',..,",..,...."........................,.........".. 6
2,1 OVERVIEW.. ......., ......"""",..",' ...."",..'""",,"'" ........' ..........,..",.."",..""",..""..' ,..,.............. ....'"""..,..".." 6
3. RESOURCES ....."",...",..,................".."""".............,.,',....".,",.........,.......................",.."....,......"...............,',. 7
4, ROLE DEFINITIONS ......"",.............",...."".....,..,........,.....,........,.......,""""",..",..............................,..,........ 8
5. RESPONSIBILITIES ......""...".".,................",.""",.....,..".........,...,"".......",...".."..............",..,...."...."......... 9
5,1 FNC's RESPONSIBILITIES """""..............."..",....".."""....,"',..,""',......,,.....,..................",..'..""....',.."...., 9
5.2 FILENET's RESPONSIBILITIES ,..'......",...." ,..,....""",.."..""" ......, ....,.., ......' ..,....,...."..",...."""" ......"..,.." 1 0
6. PROJECT TASKS AND DELlVERABLES ............................................,..........,........................................ 11
6,1 TASK 1: KICKOFF MEETING..............,..,...........,..........................,............,..,..........,......,............,.........., 11
6./,/ Define Project Organization and Project Team ..,........,..........,..........................................,........,...... //
6,/,2 Review Project Services Description and /mplementotion Tosks ......................,..............................., 11
6,/,3 Define/Review Project Plan................,..........",........,.........................................,..........,....,............,.. //
6,/, 4 Architecture Review........................,...., ...., ........, ............, ..........,......, ....' ........'......................' ............ 12
6.2 TASK 21 SOITWARE INSTALLATION ....................,....,....,..................,......,..,......,........................,.........., 12
6.2,/ Server / nstallation"""""""".."""""."""""..""""""..""""""""""""".""",..,.,..,..,""""""",..,"" "." /2
6,2,2 Security Setup""",..,.."""""""..""".."..".,..""",.."""",',..,"""" ......'",....""""""""""""",",....,.."'" 13
6,2,3 Client Software Installation """"""",.."", """"".."""""",..,,' """",..""",..' """""""....,.'"", ",..".."" /3
6.3 TASK 3: FNC's PROTOTYPE SYSTEM ................,........,......,.............................................,........,......,...., 13
6,3,/ Load FileNET-Supplied Sample Workflow ..........................,..............................,....................,.....,.... 13
6,3,2 Test Sample Workflow",,"" ,.."""""""""""..""",..,..".."""..""""""",,"""""',..,""',....,",..,"""""',., /3
6.4 TASK 4: SYSTEM ADMINISTRATION ,........,..................,..................................,......,......................,........, 13
6,4,/ Security Review",.."",..""..."""""""""".""""""...."..,..",..,.."""",."""",..,"""""",..,"""""',...,""" 13
6,4.2 Review Backup Methodology ..', """...,."""""""""""""""",,"',..,""."..""",.. """"""""""",...." .""" /4
6,4,3 Routine Maintenance.,.."""""""""""".""..""",..""",..".."""""""...",.."..,,"""""""',..,""""""""" 14
6,4,4 Problem Reporting""""""",."""""""""""..",..""".."""""""""""""""""""',..,,..,""""""""""'" ", /4
6,5 TASK 5: PRODUCT CONFIGURATION DOCUMENT........................................................,..........,..,......,...., 14
6,6 TASK 6: PROJECT COMPLETION ,........""""""....""""....""..""""..,..,",....,"",..,..".."....",..",..'"..".."'" 14
7. OPTIONS".....,......."..""".........,.......""""""............"".........,................""....",.......,......................",....,..,..... 16
8. APPENDIX A - CHANGE ORDER ............,...................,.................,........................................................... 17
._.._'__m._'_.'_____..._"._.,_._.___.__..~."._._......____.__._.m.___..'._m__.____..___
Page ii
@ FileNET Corpotation
Confidential
eProcess Infrastructure Implementation Package
A Services Description for City of San Bernardino
+- Fil e NET'"
riR' "O~;'E" 7ro,T:' ",,;snn'ri'
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1.1 Introduction
FileNET Corporation is pleased to submit this Implementation Package to City of
San Bernardino (City of San Bernardino), City of San Bernardino has requested
the following services from FileNET:
. FileNET eProcess Infrastructure Implementation Package,
These services provide the expert resources required to install, integrate and
configure the software components that comprise the eProcess suite of FileNET
products, The objective is to establish the foundation upon which the eProcess
design and development process can commence to develop City of San
Bernardino's selected workflow application',
The eProcess Infrastructure Implementation Services are comprised of the
following components:
. Panagon eProcess Services
. Panagon Web Services and Toolkit
. panagon WorkFlo Services and Toolkit
In addition, as a requirement for the operation of the eProcess suite of products,
a limited version of Panagon Image Services2 will also be installed as part of this
eProcess Infrastructure Implementation, Images Services is only required if
eProcess is performing transactions with panagon Image Services documents,
The scope of this Implementation Package is limited to support of the FileNET
eProcess Infrastructure Implementation Services, FileNET expects that the
implementation services described herein will be completed in no more than five
(5) business days,
A formal Change Order will be issued to manage any deviations from the scope
of work described in this document. Please refer to Section 8, "Change Order" of
this Services Description,
1 Custom workflow development is not included in this Implementation, These services are available from
FileNET Professional Services under a Professional Services Statement of Work,
2 Should City of San Bernardino elect to have a full FileNET IDM Image Services product installed (rather
than "limited", as included in the eProcess Infrastructure Implementation Package), FileNET can perform
the full IOMIS Implementation for City of San Bernardino under a separate contract. City of San
Bernardino will need to purchase the appropriate IDMIS Implementation Package,
@ FileNET Corporation
Confidential
eProcess Infrastructure Implementation Package
A Services Description for City of San Bernardino
Page 3 of 19
-+- FileNET"'
FileNET Learning Services education included in this implernentation are as
follows:
. First View CBT (1 copy)
. panagon eProcess Foundation class (1 person)
. Panagon eProcess Administration class (1 person)
The FileNET Project Lead will order the above CBTs/MBTs for City of San
Bernardino using the Purchase Order number that contains this implementation
service package, In order to register for these classes City of San Bernardino
must be able to provide the Purchase Order number that contains this
implementation service package,
Please refer to the FileNET Global Learning Services Web site for detailed
information regarding class schedules, course descriptions, ordering options,
registration instructions and relevant FileNET Web site locations,
1.1.1
Assumptions
The following prerequisites must be met by City of San Bernardino prior to
initiation of the eProcess Infrastructure Implementation Project:
. Network check (verify server connectivity to network, addressing, correct
protocol),
. FileNET eProcess, Web, and WorkFlo Services software media has
arrived at City of San Bernardino's facility,
. City of San Bernardino should have attended the panagon eProcess
Foundation and Panagon eProcess Administration classes prior to the
initiation of this Implementation,
. FileNET IDM Content Services (IDMCS) must already be installed,
configured, and fully operational prior to the commencement of the
eProcess Infrastructure Implementation Services3,
Additional resources and time for the development of "custom applications" are
not included in this implementation,
Installation and configuration of any additional local or remote servers other than
those included as part of this Implementation and are considered additional
options, Pricing for those respective field integration linstallation services will be
as published in the current FileNET price book,
3 This service is outside the scope of an eProcess Infrastructure Implementation, FileNET can perform the
IDMCS Implementation for City of San Bernardino under a separate contract. City of San Bernardino will
need to purchase the appropriate IDMCS Implementation Package,
._.. ...,..__....._...."m...'. ...__...,....__..m._..._ _ _ __ _ _ _ __ ___ m - - --
eProcess Infrastructure Implementation Package
A Services Description for City of San Bernardino
Page 4 of 19
@ FileNET Corporation
Confidential
-+- FileNET@
Travel and Living Expenses:
Travel and living expenses are not included in this implementation package,
All travel and living expenses (hotel, airfare, meals, etc,) incurred by FileNET
traveling to City of San Bernardino's site will be billed separately to City of
San Bernardino as incurred,
1.1.2
Service Limitations
Setup and configuration of FileNET IDM Content Services are not included in this
implementation,
eProcess Infrastructure Implementation Services do not include repairs,
corrections or troubleshooting of performance degradation, data corruption,
errors and faults that are discovered during the process due to hardware failures,
non-qualified hardware or operating system, Repairs, corrections or
troubleshooting of such errors and faults will be City of San Bernardino's
responsibility; any FileNET involvement will be charged on a Time and Materials
(T&M) basis,
@ FileNET Corporation
Confidential
._._.._._"......____.___..__.'"'"....m _ .._ .....-..-.-~,_____,___,._____....__...'_.,...._.,..._____.,.......-----...---"...--.-,-.
eProcess Infrastructure Implementation Package
A Services Description for City of San Bernardino
Page 5 of 19
-+- FileNET@
'2 ,.,.f.;, ].,;.:,"I'M'''P'';'E' 'M..EN'I'^'TIO.N'.....Pl.."'AN""., "
,',..,';.~~.~j0~;I'~;;}r:,5l~,i~,;fi~:;:L",;,j;:i.;'.",(:A:~';,,"",.,,'~>",.,;,,:,,"" ,...',:, "...,>:...':;', ,"1Jf\'::,;,':""""""':',',~,,::;,,,;,,1',:: ""'/;;;'.:i,:::~::::':: :,.."",\,>,,~-1G:r ,;
i>":l':.; ';-;tl~i>;p:::i,
:;.-,..,
2.1 Overview
FileNET is pleased to present this Services Description for the FileNET eProcess
Infrastructure Implementation Package to City of San Bernardino, The objective
is to provide hands-on assistance to address any questions, recap key issues
covered in formal training classes, and to assist in applying the knowledge
gained in class to City of San Bernardino's operational requirements, The
FileNET Technical Consultant will help guide City of San Bernardino on proven
strategies and procedures that have been employed by other successful FileNET
installations,
This Implementation Package includes a set of tasks that City of San Bernardino
must complete to facilitate a successful eProcess product installation, The actual
duration of each task varies from customer to customer, based upon their
knowledge of the products and the complexity of the eProcess installation, This
Services Description will define the deliverables for City of San Bernardino,
The resources outlined in this plan will include both the FileNET and City of San
Bernardino personnel that are required to successfully install and configure the
eProcess Infrastructure solution,
FileNET resources will be provided Monday through Friday from 8:00 a,m, to
5:00 p,m" excluding holidays and vacation time, Specific details regarding
schedules will be determined prior to the project start-date,
__ ____~___.__._____. ""...._." .... __......,.._,......___ _ _ _ __ H'_ .._....._.,...__,_.._'....___ . '.....m_......",o._.. _,____.__ _ m_
@ FileNET Corporation eProcess Infrastructure Implementation Package
Confidential A Services Description for City of San Bernardino
Page 6 of 19
-+- FileNET~
The "Project Team" will consist of the FileNET Account Team, the City of San
Bernardino resources listed below,
FileNET Account Team Resources
The FileNET Project Lead coordinates the appropriate FileNET resources as
required, Depending upon the scope of the project, the FileNET Project Lead
function may be performed by an Implementation Project Manager (I PM), a PS
Project Manager (PSPM), or a PS Systems Consultant (FileNET Consultant),
Depending on the project the FileNET Team may include any of the following
members:
Implementation Project Manager (I PM)
Professional Services Project Manager (PSPM)
Professional Services Systems Consultant (FileNET Consultant)
Technical Consultant (TC)
Account Executive (AE)
Systems Consultant (SC)
District Systems Manager
CSS Manager
District Manager
ValueNET Partner resources
Citv of San Bernardino Resources
City of San Bernardino will need to identify internal personnel to fill the roles of
the City of San Bernardino Project Team, City of San Bernardino is responsible
for selecting a Project Lead to share lead responsibilities with the FileNET
Project Lead,
Depending on the project the City of San Bernardino Project Team may include
any of the following membersl
Project Lead
FileNET System Administrator
Web Master/Web Designer
System Operations Coordinator
PC Coordinator
LAN Administrator
Database Administrator
Document/Records Manager
Document Entry Supervisor
End-User Manager
End-User Specialist
Application Developer
_.__.._._.._".__,._._._.,._.~_.,_._._____._,.___,. . ... .. ........___. ..... __ ... .. . "." _~~_,__,'____"__"___ .. __._..._._.__.__..____.________...._.,_.__.~_.___,...,_..._._, .. ...0....-- ..
@ FileNET Corporation eProcess Infrastructure Implementation Package
Confidential A Services Description for City of San Bernardino
Page 7 of 19
-+ FileNET~
Workflow Consultant
City of San Bernardino will need to identify internal personnel to fill the roles as
listed in Section 3, "Resources", The following outlines the general roles for each
of these individuals, Please note that additional resources may be required at
various phases of the installation, Likewise, not all of the individuals will
necessarily be involved in this implementation,
Proiect Lead- This individual will represent City of San Bernardino resources and
provide project coordination in conjunction with the FileNET Project Lead,
Technical Proiect Implementation Resource (1 to 2 people)- This individual(s) will
work closely with the FileNET consultant(s) during installation and configuration
of the FileNET server and clients, He/she will provide technical insight into the
current City of San Bernardino information systems, as required, for the
installation phase, FileNET strongly recommends that this individual(s) become
familiar with the FileNET products by enrolling in FileNET classes, preferably
prior to project initiation,
FileNET Svstem Administrator. Web Master/Web Desianer, or Operations
Coordinator (1 to 3 people)- This individual(s) will learn the administration
functions necessary to oversee the FileNET system, and will serve as the on-
going administrator for the system, Enrolling in the Panagon eProcess
Foundation and Panagon eProcess Administration classes is required and
should be completed in time for acceptance of the installation by City of San
Bernardino, This individual(s) will work closely with the FileNET consultant(s)
during installation and configuration of the FileNET server and clients,
Panaaon Desktop Supervisor 11 person)- This individual will work with the
FileNET consultant(s) during the onset of PC installation, and will continue the
PC installation to all PC's requiring the software, Enrolling in the IDM Desktop
Administration and Support class should be completed in time for acceptance of
the installation by City of San Bernardino,
Workflow Consultant- This individual will possess the necessary training in the
use of FileNET workflow products as well as the necessary systems
development background to develop the intended workflow application,
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5.1 City of San Bernardino's Responsibilities
In order to facilitate a successful implementation, City of San Bernardino has the
responsibility to provide the following:
. Hardware, software, and network configurations that meet FileNET
requirements for system size and performance for the purchased
softwa re,
. A Project Coordinator with sufficient authority to represent City of San
Bernardino's interests and serve as the focal point for all decisions and
communications to and from FileNET, as well as coordinate activities
assigned to City of San Bernardino personnel, This person will be
responsible for signing project-related documents,
. Local system administrator(s) trained on the administration of FileNET
products to be installed at City of San Bernardino, Education information
is available through City of San Bernardino's FileNET Account Team and
on the FileNET Global Learning Services Web site,
. Local help desk personnel trained on the FileNET client products to be
installed at City of San Bernardino, Education information is available
through City of San Bernardino's FileNET Account Team and on the
FileNET Global Learning Services Web site,
. Installed the most recent version of FileNET 10M Content Services
properly configured with appropriate users, groups, custom properties,
document types, and sample documents, This must be done prior to the
commencement of the eProcess Infrastructure Implementation Services,
Improperly installed or incomplete system configuration may necessitate
a Change Order to this project if City of San Bernardino desires FileNET
to correct system deficiencies,
. Staff to work with the FileNET Technical Consultant who can provide
access to the existing FileNET 10M Content Services System,
. System support package in place through FileNET or a FileNET Partner
to ensure on-going maintenance post-implementation,
City of San Bernardino will make available all City of San Bernardino personnel
required for this project in a timely manner. Any significant delays caused by City
of San Bernardino personnel not being available may result in schedule delays
which in turn can impact the project sufficiently to require an issuance of a
Change Order' to address additional or extended FileNET personnel
requirements and additional costs, Please refer to Section 8, "Change Order" of
this Services Description,
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5.2 FileNET's Responsibilities
. Install Panagon WorkFlo Services including a limited version of panagon
Image Services (if required),
. Install Panagon Web Services,
. InstalllDM toolkit, if purchased,
. Install Panagon eProcess Services,
. Install Panagon eProcess Services toolkit, if purchased,
. Configure and integrate eProcess with the already installed FileNET IDM
Content Services System,
. Setup a sample user profile,
. Load and test the FileNET-supplied sample workflow,
. Demonstrate the system to the City of San Bernardino Project Team,
. Deliver documentation describing the FileNET server configuration,
. Provide City of San Bernardino a completed eProcess Infrastructure
Implementation/lnstallation Checklist.
. Review Problem Reporting and Product Support Procedures,
___~_.____.___.._.__"_~_..__.__.___.__._.________._.._.._.____._______m....___n..___.___..____..__.__..._______._.____..______________".______.__..__.________...__.__..______n__.___......___.___.__
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The Project Team will perform the following tasks, Deliverables for each task are
detailed within the task descriptions, The eProcess Infrastructure Implementation
Services comprises the following tasks,
6.1 TASK 1: Kickoff Meeting
6.1.1
The purpose of this meeting is to prepare both the City of San Bernardino team
and the FileNET team for the eProcess Infrastructure Implementation Project.
Topics of discussion will include City of San Bernardino's requirements,
expectations, prerequisites, and schedules,
Define Project Organization and Project Team
The FileNET Project Lead works with City of San Bernardino to identify the
project management structure requirements for the product installation team that
suits City of San Bernardino's eProcess Infrastructure workflow utilization and
business structure, Team members represented by City of San Bernardino may
include roles listed in Section 3, "Resources",
6.1.2
Review Project Services Description and
Implementation Tasks
The FileNET Project Lead will review the Implementation Services Description,
the implementation tasks, and roles and responsibilities with City of San
Bernardino's Project Team,
6.1.3
Define/Review Project Plan
The implementation project plan includes consultant assistance necessary to
complete the implementation tasks, This implementation project plan is one of
the deliverables provided to City of San Bernardino as part of the implementation
process,
Once selected, the Project Team works on the development of a project plan that
best fits City of San Bernardino's implementation needs (see the sample
eProcess Infrastructure Implementation Project Plan for a starting point), The
plan is designed to complete the implementation in the shortest possible
timeframe, Each task is assigned a resource(s) and a time window based on the
effort required to complete the task, Those project tasks requiring a higher level
of specialized experience are usually assigned to the FileNET resource
possessing the appropriate set of skills. City of San Bernardino members are
assigned tasks that they can complete without the assistance of a FileNET
Technical Consultant (for example, document review, client machine setup, etc,),
FileNET strongly encourages the practice of joint task assignments as an
excellent means of training and knowledge transfer for the team members, Upon
_ ~__._,__.._m___.'_"_'___'___'__'_' .....,_._._"__..'__m ......_..__..__..__.__......m.."n_...-.W.__.
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acceptance of the plan by both parties, the eProcess Infrastructure
Implementation begins,
The starting date to begin the eProcess Infrastructure Implementation Services
for City of San Bernardino will be scheduled and confirmed with the FileNET
Project Lead and the assigned City of San Bernardino Project Leader,
6.1.4
Architecture Review
Review FileNET software purchased, City of San Bernardino's server
configuration (hardware, operating system and site specific software), FileNET
specific network configuration, and City of San Bernardino's System Diagram,
6.2 TASK 2: Software Installation
The FileNET Project Lead, with the assistance of City of San Bernardino's
Information Technology staff, schedules the server software installation, Release
notes included on the software media; provide the latest information with respect
to operating system software releases etc, required for a successful software
installation/implementation,
The FileNET Technical Consultant discusses various requirements with City of
San Bernardino and develops a set of assumptions that the team employs as
input for the implementation, City of San Bernardino will provide relevant
information required to setup and configure the eProcess system modules,
6.2.1
A member of City of San Bernardino's IT staff should have received FileNET
Administration training prior to this step, This assures appropriate system
configuration choices and eases support transition to City of San Bernardino,
Server Installation
Implementation of eProcess Services includes the installation of panagon
WorkFlo Services, Panagon Web Services, and a limited version of panagon
Image Services (only required if eProcess is performing transactions with
Panagon Image Services documents), These services include integration with
an existing IDM Content Services System',
The FileNET Technical Consultant will configure the system for eProcess
Services, The FileNET Technical Consultant will perform initial testing of the
system to determine if the eProcess Services software is operational.
The Project Team members can use this phase as a learning process to ensure
they understand the complete installation and testing process of the eProcess
System,
, FileNET requires the FileNET IDM Content Services System to be installed, configured, and fully
operational prior to the commencement of these services,
".."___.,____~__._,__,__.___.__.__.'___'m.'_"'._'_,.._......._ ._...._..........____....__..__....__.._._ ..-.....----.---..-,--
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6.2.2 Security Setup
The FileNET Consultant, along with City of San Bernardino's FileNET System
Administrator, will define an initial user to the system, allowing them to operate
the system using their own 10 and password,
6.2.3
Client Software Installation
Upon successful implementation of the initial workstation, City of San
Bernardino's PC Coordinator assumes responsibility for installing the remaining
clients and testing the LAN/WAN connectivity of the client software,
6.3 TASK 3: City of San Bernardino's Prototype
System
6.3.1
Load FileNET-Supplied Sample Workflow
After the server software has been installed and configured, the FileNET-
supplied sample workflow is loaded,
6.3.2
Test Sample Workflow
After the system is fully operational, the FileNET Technical Consultant and City
of San Bernardino Project Team members will perform functional testing to
ensure that all software has been correctly installed and is operating as
expected, System testing is completed once the FileNET-supplied sample
eProcess workflow has been run to validate the system operation,
6.4
TASK 4: System Administration
6.4.1
Security Review
The FileNET Technical Consultant will discuss the security tools and strategies
available to City of San Bernardino so that the System Administrator can begin
to formulate and implement an evolving security mechanism and procedure,
Areas of discussion include:
. The various security strategies (or methods of implementation) that the
system can accommodate,
. Determining the types of functions (system capabilities) that are appropriate
for, or required by, users,
. Discuss the differences between security services for the operating system,
eProcess Security, IDMIS Security IDMCS Security,
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6.4.2 Review Backup Methodology
The FileNET Technical Consultant will review possible backup strategies This
implementation does not provide for the FileNET Technical Consultant to analyze
City of San Bernardino's backup objectives nor to develop the plan to meet
those objectives,
Routine Maintenance
6.4.3
Routine maintenance involves reviewing the daily duties of City of San
Bernardino's System Administrator with respect to maintenance of the system,
These are tasks that should be performed every day, and can be specific to City
of San Bernardino's usage of the system and its configuration, FileNET
recommends the System Administrator develop a schedule of "housekeeping"
procedures and tasks to be performed, Some examples include:
. Checking system services
. Monitoring system usage
. Checking application event log
. Checking IDMCS system administration log
. Starting and stopping FileNET services
6.4.4
Problem Reporting
The FileNET Technical Consultant will review troubleshooting and problem
reporting procedures with the System Administrator.
6.5 TASK 5: Product Configuration Document
Armed with information gathered during the Implementation, a Product
Configuration Document is created, This document describes:
. System components
. Installation parameters
. Configuration settings
The File NET Technical Consultant will provide City of San Bernardino with the
Product Configuration Document as a final deliverable representing a starting
point for on-going maintenance and modification of the system,
6.6 TASK 6: Project Completion
Upon completion of the Implementation, the FileNET Technical Consultant will
deliver to' City of San Bernardino a completed Implementationllnstallation
Checklist. Acknowledgment of receipt of this document, and signoff on the
Implementation Acknowledgement Form, will constitute completion of this
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Confidential A Services Description for City of San Bernardino
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project. Please refer to eProcess Infrastructure Implementation/Installation
Checklist and eProcess Infrastructure Implementation Acknowledgement Form.
respectively,
If issues arise, the City of San Bernardino Project Team will attempt to resolve
these problems independently or with the assistance of the FileNET Response
Center (FRC),
FileNET will track all issues and document their resolution in an Issues Log, Any
issue whose resolution requires a change will be documented in a Change Order
form. a copy of which is included in this document. FileNET will forward any
issue that remains unresolved after five business days to the City of San
Bernardino Project Lead and the FileNET Project Lead,
_..".._..__..__...._._.,._..._.___.___.___._..__......._._...____ .,_ ..............___.__......___.__.._.__,._.._........__.'....... _ _ . . .......____.....__.________.___._,__....______.m__.._.___..............__"_________.__... ..____...__.___.____...___.._nm.. ..----..
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During the course of the implementation effort, other tasks are sometimes
identified that can be accommodated by FileNET Professional Services, These
tasks are available upon request and would be priced and furnished under
a separate Services Statement of Work:
. Application Analysis: Assistance with business process identification and
analysis that forms the basis for automated workflow design and installation,
The FileNET consultant can guide discussion, share lessons learned from
similar organizations, and offer recommendations for a successful workflow
implementation, Deliverables include a Design Document and, if desired,
actual workflows utilizing FileNET products,
. Application Deployment Services involves all the execution steps required
to arrive at a fully functional FileNET solution, The value of these services
includes proven expertise and success in delivering: configuration and
development, infrastructure installation, onsite integration, application training
for both developers and end-users, client acceptance testing, and application
roll-out.
. Bulk Load: If a significant number of electronic documents need to be loaded
into the FileNET Imaging system, Professional Services can build special
bulk load processes to automate this effort and facilitate a successful starting
position for the system, Bulk load software can be licensed to the customer
for on-going use,
. Scanning Support: If a significant number of paper documents need to be
scanned and loaded into the FileNET Imaging system, Professional Services
can aid in the design and execution of this process, Whether it's configuring
a scanner for ad hoc work or managing a service bureau to scan thousands
of documents, FileNET consultants are available to aid in this effort.
. Competitive Replacement: If a significant number of documents exist in
another imaging system, FileNET Professional Services offers Conversion
Services, Our technical experts have developed a formalized image
conversion process that includes quality assurance and detailed project
management. The result is a rapid, cost-effective, and auditable transition to
your new Panagon platform,
. Performance Optimization: FileNET consultants can analyze your system
and provide a series of recommendations on how to best tune your solution
to increase its overall performance,
. Capacity Planning: Our experts can assist with capacity planning to ensure
your system is ready to meet the future demands of your enterprise,
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::0
-+- FileNET"
....'.;;lIJllf'"''
8
;;;,<?,
Change Order 10:
Customer Name:
Project Name: Package name or Copies to:
Account4 Project name
Originator:
Email address:
Areas Affected: 0 Price 0 Schedule
Phone:
Date Opened:
o Scope DQuality
o Other
FileNET and City of San Bernardino representatives have agreed to the following Change
Order,
Description of Change Order:
Brief description of reasons for change order
Description of changes:
Description of changes to be made
FileNET's Responsibilities:
Description or list of FileNET's responsibilities
City of San Bernardino's Responsibilities:
Description or list of City of San Bernardino's responsibilities
Assumptions:
. x
. x
Cost Ilmpact of Change Order
Hourly increase:
Cost increase:
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eProcess Infrastructure Implementation Package
A Services Description for City of San Bernardino
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Approvals:
The following parties have approved this Change Order, By signing this approval, City of San
Bernardino indicates that it approves of these changes,
FileNET Corporation
City of San Bernardino
By:
By:
Title:
Title:
Signature:
Signature:
Date:
Date:
Changes in an approved or established baseline (project scope, schedule, cost, quality, risk,
contract administration, and communication) are considered to be one of two change
classification types:
Class I Changes are typically critical and require formal City of San Bernardino approval before
they can be implemented,
Class II Changes are those that may be implemented without prior approval by City of San
Bernardino and at no additional cost to City of San Bernardino,
The sequence of actions needed to identify and process changes in the project scope and
schedule are:
. The occurrence of an event (during implementation) that identifies a need for a change
to the baseline project schedule should be immediately documented as a Change
Request and communicated to the FileNET Project Manager,
. As project lead, the Project Manager, is encouraged to recommend changes and
alternatives as a proposed solution, These proposals may take the form of quick fixes or
work-around that could be implemented immediately if concurrence is obtained from the
City of San Bernardino's Project Lead, This is considered a Class II change,
. The FileNET Project Manager/System Consultant, in conjunction with City of San
Bernardino's Project Lead will:
Investigate the problem and its effect
Determine the involved software and hardware
Evaluate the proposed solutions
Decide upon a course of action to resolve the problem
Implement change
Notify Project Team of the change
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eProcess Infrastructure Implementation Package
A Services Description for City of San Bernardino
-+- FileNET'"
. If there is sufficient need and justification for proposing a scope or schedule change, the
City of San Bernardino's Project Lead will ensure the preparation of the necessary
Change Order, This is classified as a Class I change, The Change Order must include
the following:
A statement of requirements for the proposed changes/solutions,
A summary of the facts that led to this decision,
Approval signatures from City of San Bernardino's Project Lead or authorized
signature, Sr, Account Executive, District Systems Manager,
All changes must be documented in memo format and signed by the requester, A FileNET
Project Manager will analyze these requests and generate an initial assessment as to the
impact on cost and/or schedule within five business days, Project Managers can take three
actions: authorize the proposed change, deny the proposed change, or request more
information,
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Panagon Content Services
Comprehensive Implementation
A "Services Description"
for
City of San Bernardino
Provided by
FileNET Corporation
January 8, 2002
-+- FileNET@
Proprietary Notice
This document contains confidential information of
FileNET Corporation, which is provided for the sole
purpose of providing a Services Description. In
consideration of receipt of this document, the recipient
agrees to maintain such information in confidence and
not to reproduce or otherwise disclose this information
to any third party, without written permission from
FileNET Corporation.
@ 2002, FileNET Corporation, All Rights Reserved,
".___._...._._..__,."_....,.__..______..~"'""._..,._~ .._,__~____,___._______.._,___.__m._'.__..._".__._.__"..._ .. '._.,_,._ ,,--.....-.--.......-..--.'''....-.-.'-.------...-......- .-..-..,-,.. - .-...----.--.------
@ FileNET Corporation IDMCS Comprehensive Implementation Package Page i
Confidential A Services Description for City of San Bernardino
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Table of Contents
1. PROJECT SCOPE,...........................,......."..",..,.",........................................",..,...,............................""",..,.. 3
1,1 INTRODUCTION ......,.., ...................,..,..',.."".."".., ...., ......" ,....... ....,...."",..'""""".."" ...., .........."""",..,...... 3
1,1,1 Assumptions"""",.."..""".."""""""""""",..,.."..",.."",',..,',..,""""""""""""""""""",.,...,"" """"",. 4
1,1,2 Service Limitations""""""",....""..""""..""""""",..",.."""""""""""""""",""",......,""""""""""" " 4
2. IMPLEMENTATION PLAN ......,..................................,............",...."",.."""..."..,......................""...",..,...... 5
2,1 OVERVIEW,.. ..............'""",..'""..,...., ........,....,.."""",.., ....,....""""",....""""",.. ....'..'"...."..".."" ..,..,..,...... 5
3. RESOURCES ........."""............",......."".."......"...............,.."..................................."...,.,.."..............,....,..,',.,' 6
4. ROLE DEFINITIONS ..................................."...".,.......,........................,",....,"""..,.......................,....""........ 7
5. RESPONSIBILITIES .....".."",..."",..."...................""",...,....,...,""""",......"........,.................",.."............"... 8
5,1 FNC's RESPONSIBILITIES """..",'..'""..,..,........."""..""..,""',..,"',..........,..................,..""""",....",",..,"'" 8
5 ,2 FILENET's RESPONSIBILITIES ..,.."....'""""".., ......,....,..",.." .............. ......" ........".."""" ,.. .........."""""..", 9
6, PROJECT TASKS AND DELIVERABLES ........................................,...........,........................................... 10
6,1 TASK 11 KICKOFF MEETING.........................,....,......,........,........,................,.....................................,.... 10
6,1.1 Define Project Organization and Project Team ................................,...........................,.................... 10
6,1.2 Review Project Services Description and Implementation Tasks ................................,..,.................., 10
6,1,3 Define/Review Project Plan """"""""""""",..",..'",""" ".,.." """"""""""""""""""",..",' """""."" 10
6,1,4 Architecture Review...., ..........................,....................................,........,..,...... ................... ,...., ....,..,.... 11
6,2 TASK 2: DOCUMENT ANALYSiS/REQUIREMENTS GATHERING........,..........,........................,.................. 11
6,2,1 Document Business Processes ........,..........................,............,..........,..........,..............,..........,........,.. 11
6,2,2 Document Classes..",.."..""..",...."..."""""""..",..,....."""""""""""""""""""",..,..,.."..""".,"""',.. 11
6,2,3 Security Strategies/Security Access"..".,.".."""""",..""""""""""""""""",.."""""""""""""""""" 12
6,2,4 Custom Properties"""""""""""""""",..,..""",..""""""""""", ....".."......""""""""""",..,""""""" 12
6,2,5 IDMCS System Planning".,.."",...""""""",....""..,..",.."",.. ......""""""""""""""",..',..,.."","""',. ,.. 13
6,3 TASK 3: DRAFT DOCUMENTATION ........,..............,..............,........,..,................,..........,..,................,...., 13
6,3,1 System Design Document Creation....,............,............,..........,..,..........,..........,..........................,......, 13
6.4 TASK 4: SOFTWARE INSTALLATION ....,..,..........,............,..............,..,................,..........................,........, 14
6,4,1 Content Services Installation """""",. ",..""""""""""".""""""..'"..,.."....,'""""""..""""..."""",,'" 14
6,4,2 Web Services Installation, ...'"""..'"""""""...."".., ..",..""." """"""..""""""""",..,' ,..",.."",..'" .." ".. 1 4
6.4,3 Web Based A dministration Tool Installation............................,........................,..................,.... ........, 14
6,4,4 Rendition Services Installation .........."..",.............................................."..........................,.............., 14
6,4.5 Client Software Installation ,.""""",..,..,"",',....,""""',.,' ",..""".'"""""""""""""""..",.."",..," '" ,"" 1 5
6.5 TASK 5: FNC'S PROTOTYPE SYSTEM ....,........,..,..................,..................,..,..........,..............,....,........,.. 15
6,5,1 Initial Security Setup.....................,....,........................,........................,......,........,............ ,............, ,.., 15
6,5,2 Initial Custom Properties and Document Classes Setup................................,..,..............,........,........, 15
6,5,3 Load Sample Documents",," .." "" .."""""""""""",..".."""""",',',""'"""",.... """"""""".., """,.""" 15
6,5,4 Test IDMCS System"""""""",.""""""".".."..",."",""',' ,..",....,.' ,..", """,""""'" .'",.. "'" ",." ,..".., "'" 16
6,5,5 Demonstrate System to FNC Project Team...........................................,..........................,.................. 16
6,5,6 Refine System""""""""""""""""",..""",..""".."""""",..,"""",..,"",.."..,""""""',..,',..,"",..,""" "" 1 6
6,6 TASK 6: CLIENT TESTING "",...."""............,..""".."".."",....,",.."....................""""",....,....'"........",.., 16
6,7 TASK 7: SYSTEM ADMINISTRATION HANDOFF ....................,..,....,.............................................,.........., 16
6,7,1 On the Job Training................,........................,........,...."......,............,........,........................,..".."..... 16
6,7.2 Routine Maintenance "",.... .""",..""""""""'..'""....",..",,,,",""'"""""""""""".."""""".,..,"",.," ",. 17
6,7,3 Review Backup Methodology .."",.. ,........"""""""""""""""""",""",..,'"""""',"""",',"""',"""" ,,'" 1 7
6,7,4 Problem Reporting""""""""""""""""""".."" ,..'""""" """.... "".."""",.."""",""" ..""""",..""".,'" 17 .
6,8 TASK 8: SYSTEM DESIGN DOCUMENT (FINAL) ........,....................,......,..,......,............,..................,......, 18
6,9 TASK 9: PROJECT COMPLETION .."......"...."..""""""..""""""""""",..,....,.."..,..,..""""........',......,..,"" 18
7. OPTiONS"................."""......""...............""",..",.................................",......""..,....,..............,.........,..,",...... 19
8. APPENDIX A - CHANGE ORDER..............................................,............................................................... 21
@ FileNET Corporation
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IDMCS Comprehensive Implementation Package
A Services Description for City of San Bernardino
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1.1 Introduction
FileNET Corporation is pleased to submit this Implementation Package to City of
San Bernardino (City of San Bernardino), City of San Bernardino has requested
the following services from FileNET:
. FileNET panagon Content Services Comprehensive Implementation
Package,
These services provide the expert resources to implement the Panagon Content
Services (IDMCS) System as part of the Implementation Package,
The scope of this Implementation Package is limited to support of the FileNET
panagon Content Services Comprehensive Implementation Services, It includes
the implementation/installation of a Panagon Content Services server' (IDMCS
and IDM Web Services), as well as a dedicated Rendition Server, This
implementation includes the installation of Rendition Services and the default
document "rendering" template,
Should there be a requirement for Content Services Capture Implementation
Services that package will also need to be purchased in conjunction with the
Content Services Capture software product.
A formal Change Order will be issued to manage any deviations from the scope
of work described in this document. Please refer to Section 8, "Change Order" of
this Services Description,
FileNET education included in this implementation is as follows:
. First View CBT (1 copy)
. panagon IDM DesktoplWeb MBT (1 copy)
. Panagon Content Services System Administrator class (1 person)
. Panagon IDM Desktop Administration and Support class (1 person)
Rendition Services is only covered in the Advanced Content Services System
Administration class, In the Advanced Content Services System Administration
course customers learn how to customize Rendition Services and create custom
document "rendering" templates,
1 These services include 1 (one) Content Services server. Installation and configuration of any additional
local or remote servers other than those included as part of this Implementation and are considered
additional options, Pricing for those respective field integration/installation services will be as published in
the current FileNET price book,
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A Services Description for City of San Bernardino
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The FileNET Project Lead will order the above CBTs/MBTs for City of San
Bernardino using the Purchase Order number that contains this implementation
service package, In order to register for these classes City of San Bernardino
must be able to provide the Purchase Order number that contains this
implementation service package,
Please refer to the FileNET Global Learning Services Web site for detailed
information regarding class schedules, course descriptions, ordering options,
registration instructions and relevant FileNET Web site locations,
1.1.1
Assumptions
The following prerequisites must be met by City of San Bernardino prior to
initiation of the IDMCS Implementation Project:
. Network check (verify server connectivity to network, addressing, correct
protocol),
. Panagon Content Services media has arrived at City of San Bernardino's
facility,
. City of San Bernardino should have attended the panagon Content
Services System Administrator class prior to the initiation of this
Implementation,
Additional resources and time for the development of "custom applications" are
not included in this implementation,
Travel and Living Expenses:
Travel and living expenses are not included in this implementation package,
All travel and living expenses (hotel, airfare, meals, etc,) incurred by FileNET
traveling to City of San Bernardino's site will be billed separately to City of
San Bernardino as incurred,
1.1.2
Service Limitations
IDMCS Implementation Services do not include repairs, corrections or
troubleshooting of performance degradation, data corruption, errors and faults
that are discovered during the process due to hardware failures, non-qualified
hardware or operating system, Repairs, corrections or troubleshooting of such
errors and faults will be City of San Bernardino's responsibility; any FileNET
involvement will be charged on a Time and Materials (T&M) basis,
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@ FileNET Corporation IDMCS Comprehensive Implementation Package
Confidential A Services Description for City of San Bernardino
Page 4 of 23
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2.1 Overview
FileNET is pleased to present this Services Description for the FileNET panagon
Content Services (IDMCS) Implementation Package to City of San Bernardino,
The objective is to provide hands-on assistance to address any questions, recap
key issues covered in formal training classes, and to assist in applying the
knowledge gained in class to City of San Bernardino's business needs and
operational requirements, The FileNET consultants will help guide City of San
Bernardino on proven strategies and procedures that have been employed by
other successful FileNET installations,
This Implementation Package includes a set of tasks that City of San Bernardino
must complete to facilitate a successful product installation and rollout. The
actual duration of each task varies from customer to customer, based upon their
knowledge of the products and the complexity of the IDMCS System,
The resources outlined in this plan will include both the FileNET and City of San
Bernardino personnel that are required to successfully install and configure the
IDMCS solution,
FileNET resources will be provided Monday through Friday from 8:00 a,m, to
5:00 p,m" excluding holidays and vacation time, Specific details regarding
schedules will be determined prior to the project start-date,
@ FileNET Corporation
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IDMCS Comprehensive Implementation Package
A Services Description for City of San Bernardino
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3
The .project Team" will consist of the FileNET Account Team, the City of San
Bernardino resources listed below,
FileNET Account Team Resources
The FileNET Project Lead coordinates the appropriate FileNET resources as
required, Depending upon the scope of the project, the FileNET Project Lead
function may be performed by an Implementation Project Manager (I PM), a PS
Project Manager (PSPM), or a PS Systems Consultant (FileNET Consultant),
Depending on the project the FileNET Team may include any of the following
members:
Implementation Project Manager (IPM)
Professional Services Project Manager (PSPM)
Professional Services Systems Consultant (FileNET Consultant)
Technical Consultant (TC)
Account Executive (AE)
Systems Consultant (SC)
District Systems Manager
CSS Manager
District Manager
ValueNET Partner resources
City of San Bernardino Resources
City of San Bernardino will need to identify internal personnel to fill the roles of
the City of San Bernardino Project Team, City of San Bernardino is responsible
for selecting a Project Lead to share lead responsibilities with the FileNET
Project Lead,
Depending on the project the City of San Bernardino Project Team may include
any of the following members:
Project Lead
FileNET System Administrator
Web MasterNVeb Designer
System Operations Coordinator
PC Coordinator
LAN Administrator
Database Administrator
DocumenVRecords Manager
Document Entry Supervisor
End-User Manager
End-User Specialist
Application Developer
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IDMCS Comprehensive Implementation Package
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Workflow Consultant
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City of San Bernardino will need to identify internal personnel to fill the roles as
listed in Section 3, "Resources", The following outlines the general roles for each
of these individuals, Please note that additional resources may be required at
various phases of the installation, Likewise, not all of the individuals will
necessarily be involved in this implementation,
Proiect Lead- This individual will represent City of San Bernardino resources and
provide project coordination in conjunction with the FileNET Project Lead,
Technical Proiect Implementation Resource (1 to 2 people)- This individual(s) will
work closely with the FileNET consultant(s) during installation and configuration
of the FileNET server and clients, He/she will provide technical insight into the
current City of San Bernardino information systems, as required, for the
installation phase, FileNET strongly recommends that this individual(s) become
familiar with the FileNET products by enrolling in FileNET classes, preferably
prior to project initiation,
FileNET Svstem Administrator, Web Master/Web Desianer, or Operations
Coordinator (1 to 3 people)- This individual(s) will learn the administration
functions necessary to oversee the FileNET system, and will serve as the on-
going administrator for the system, Enrolling in the Panagon Content Services
System Administrator class is required and should be completed in time for
acceptance of the installation by City of San Bernardino, This individual(s) will
work closely with the FileNET Technical consultant (TC) during installation and
configuration of the FileNET server and clients,
Panaaon Desktop Supervisor (1 person)- This individual will work with the
FileNET consultant(s) during the onset of PC installation, and will continue the
PC installation to all PC's requiring the software, Enrolling in the IDM Desktop
Administration and Support class should be completed in time for acceptance of
the installation by City of San Bernardino,
Workflow Consultant- This individual will possess the necessary training in the
use of FileNET workflow products as well as the necessary systems
development background to develop the intended workflow application,
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IDMCS Comprehensive Implementation Package
A SelVices Description for City of San Bernardino
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5.1 City of San Bernardino's Responsibilities
In order to facilitate a successful implementation, City of San Bernardino has the
responsibility to provide the following:
. Hardware, software, and network configurations that meet FileNET
requirements for system size and performance for the purchased
software,
. A Project Coordinator with sufficient authority to represent City of San
Bernardino's interests and serve as the focal point for all decisions and
communications to and from FileNET, as well as coordinate activities
assigned to City of San Bernardino personnel, This person will be
responsible for signing project-related documents,
. Local system administrator(s) trained on the administration of FileNET
products to be installed at City of San Bernardino, Education information
is available through City of San Bernardino's FileNET Account Team and
on the FileNET Global Learning Services Web site,
. Local help desk personnel trained on the FileNET client products to be
installed at City of San Bernardino, Education information is available
through City of San Bernardino's FileNET Account Team and on the
FileNET Global Learning Services Web site,
. System support package in place through FileNET or a FileNET Partner
to ensure on-going maintenance post-implementation,
City of San Bernardino will make available all City of San Bernardino personnel
required for this project in a timely manner. Any significant delays caused by City
of San Bernardino personnel not being available may result in schedule delays
which in turn can impact the project sufficiently to require an issuance of a
Change Order to address additional or extended FileNET personnel
requirements and additional costs, Please refer to Section 8, "Change Order" of
this Services Description,
@ FileNET Corporation
Confidential
IDMCS Comprehensive Implementation Package
A Services Description for City of San Bernardino
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5.2 FileNET's Responsibilities
. Document analysis/requirement gathering of business rules, business
processes, and security access
. System Design Document
. InstalllDMCS Software
. Configure IDMCS Software
. InstalllDM Web Services
. Install Web based Administration Tool
. Install Rendition Services and load the default Document "Rendering"
Template
. InstalllDM Desktop and IDM Toolkit (1 workstation), if purchased
. Create an initial set of user/group profiles (up to 5)
. Create up to 5 custom properties
. Create up to 5 document classes
. Test IDMCS System
. Demonstrate the IDMCS System to City of San Bernardino Project Team
. On the Job Training
. System Administration handoff (review Routine Maintenance, Backup
Methodology, Problem Reporting and Product Support Procedures)
. Deliver documentation describing the FileNET server configuration
. Provide City of San
Implementationllnstallation Checklist
Bernardino
a
completed
IDMCS
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IDMCS Comprehensive Implementation Package
A Services Description for City of San Bernardino
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The Project Team will perform the following tasks, Deliverables for each task are
detailed within the task descriptions, The IDMCS Comprehensive Implementation
Services comprises the following tasks,
6.1 TASK 1: Kickoff Meeting
The purpose of this meeting is to prepare both the City of San Bernardino team
and the FileNET team for the IDMCS Comprehensive Implementation Project.
Topics of discussion will include City of San Bernardino's requirements,
expectations, prerequisites, and schedules,
6.1.1
Define Project Organization and Project Team
The FileNET Project Lead will work with City of San Bernardino to identify the
project management structure and the individuals involved in the Implementation
Project. Team members represented by City of San Bernardino may include
roles listed in Section 3, "Resources",
6.1.3
Review Project Services Description and
Implementation Tasks
The FileNET Project Lead will review the Implementation Services Description,
the implementation tasks, roles and responsibilities with City of San Bernardino's
Project Team,
Define/Review Project Plan
6.1.2
The implementation project plan includes consultant assistance necessary to
complete the implementation tasks, This implementation project plan is one of
the deliverables provided to City of San Bernardino as part of the implementation
process,
Once selected, the implementation team works on the development of a custom
project plan that best fits City of San Bernardino's implementation needs (see the
sample IDMCS Comprehensive Implementation Project Plan for a starting point),
The plan is designed to complete a production implementation in the shortest
possible timeframe, Each task is assigned a resource(s) and a time window
based on the effort required to complete the task, Those project tasks requiring
a higher level of specialized document management experience are usually
assigned to the FileNET resource possessing the appropriate set of skills, City of
San Bernardino members are assigned tasks that they can complete without the
assistance of a FileNET consultant (for example, PC installation, Training room
setup, etc,), FileNET strongly encourages the practice of joint task assignments
as an excellent means of training and knowledge transfer for the team members,
@ FileNET Corporation
Confidential
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IDMCS Comprehensive Implementation Package
A Services Description for City of San Bernardino
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The starting date to begin the IDMCS Comprehensive Implementation Services
for City of San Bernardino will be scheduled and confirmed with the FileNET
Project Lead and the assigned City of San Bernardino Project Leader,
6.1.4
Architecture Review
Review FileNET software purchased, City of San Bernardino's server
configuration (hardware, operating system and site specific software), File NET
specific network configuration, and City of San Bernardino's System Diagram,
6.2 TASK 2: Document Analysis/Requirements
Gathering
FileNET systems can be configured in a variety of ways in order to meet the
requirements of a given business, An adequate configuration that meets City of
San Bernardino's document management needs begins with valid business
assumptions, The FileNET consultants discuss various business requirements
with City of San Bernardino and develop a set of assumptions that the team
employs as input for the implementation, Prior to acceptance by the Project
Team, City of San Bernardino reviews these assumptions for accuracy, Should
these business assumptions change, the configuration may require changes, as
well, to reflect the new assumptions,
The implementation package is specially designed to ask the necessary
questions and guide City of San Bernardino through the design and
implementation process of an IDMCS System, The FileNET Systems Consultant
will perform a document analysis in regards to the customization of the FileNET
document storage and index system to match the defined needs of the business
utilization, Tasks include defining document classes, custom properties, and
document security, The FileNET Systems Consultant will create a System
Design Document with the information gathered during this analysis2 This
document will be used to communicate with City of San Bernardino personnel
for additional information and clarification,
6.2.1
Document Business Processes
In order to begin an IDMCS Implementation Project, the FileNET Systems
Consultant needs to gather information on City of San Bernardino's document
usage, type, security, etc, The FileNET Systems Consultant will work with City of
San Bernardino Project Team to determine the business requirements,
business rules, and desired outcome for City of San Bernardino's IDMCS
System, This will define how documents are stored and retrieved,
6.2.2
Document Classes
2 The FileNET Systems Consultant time required for doing the analysis and creating the design document
should not exceed four (4) days,
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At the outset of the project, the Project Team determines the types of documents
to be managed within the FileNET IDMCS System, The FileNET Systems
Consultant assists City of San Bernardino in collecting and recording the
following information:
. Types of documents specific to City of San Bernardino's business
. Groups that "own" or control each document class
. Document templates required for new documents in the class
. Document class volumes, both existing and projected, for the next year
. Indexing criteria, especially unique properties
. Access control lists for each document c1ass- who can view, change, or
delete a document?
. Revision and retention schedules for each document class
6.2.3
Security Strategies/Security Access
The FileNET Systems Consultant discusses the security tools and strategies
available to City of San Bernardino so that the IDMCS System Administrator
can begin to formulate and implement an evolving security mechanism and
procedure,
Areas of discussion include:
. The various security strategies (or methods of implementation) that the
system can accommodate and which of these are best suited to City of
San Bernardino's requirements,
. How to organize users into different security/access groups,
. Determining the types of functions (system capabilities) that are
appropriate for, or required by, users,
. Determining the security types required by the business needs.
. Determining which types of functions should be restricted to different
classes of users/groups,
. Strategies on how to protect novice users from potential problems as well
as methods of giving them more freedom and flexibility once they have
gained experience,
6.2.3.1
User, Groups, Roles
Information gathered during this requirements gathering session regarding users,
groups and roles is recorded using FileNET-provided worksheets, These
worksheets may be requested prior to the kickoff meeting for customers desiring
a "head start" on the implementation activities,
6.2.4
Custom Properties
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Each document class requires a set of properties to be defined that will uniquely
categorize each document and simplify storage and search for the document in
the future, Since multiple groups can share properties, this discussion is best
facilitated by the FileNET Systems Consultant. Constraining user choices to a
subset of property values is generally desirable, so City of San Bernardino
groups must be prepared to create custom value lists as a result of this analysis,
FileNET-provided worksheets guide the information gathering process,
6.2.5
IDMCS System Planning
The FileNET consultants will work with City of San Bernardino to analyze
current requirements and any future expansion of the business needs to
determine the most effective allocation of data partitions and service locations for
the system,
After developing information about volumes, data types, document usage,
process flows, retention schedule requirements, and retrieval criteria, the
FileNET consultants will layout the system configuration and data partition sizes
for the IDM database, Results will be entered into the system parameter files
during the software installation process, Should these system planning
assumptions change, the configuration may need to be resized,
The results of this analysis determine the following library attributes, which in turn
affect the sizing and planning of the system:
. Number of Libraries
. Number of Servers
. Location of Property Manager
. Location and number of Storage Manager(s)
. Location of Libraries on the LAN to minimize LAN contention
. Property Manager size
. Content Manager parameters
. Document Class names
. Version/Retention criteria
. Document security (ACLs)
6.3 TASK 3: Draft Documentation
An early project deliverable is a record of the discussions to date, Though
incomplete, the information contained here is used to set up the prototype
system and begin the user feedback process,
6.3.1
System Design Document Creation
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Armed with information gathered in the prior tasks, the FileNET Systems
Consultant and Technical Consultant will build a draft System Design Document.
This document describes the system components, installation parameters,
configuration settings, users, groups, document classes, properties, security
profiles, and all other pertinent data for a complete production system, This
document is the guidebook for subsequent software installation and testing by
FileNET and City of San Bernardino,
6.4
TASK 4: Software Installation
6.4.1
Content Services Installation
The FileNET Technical Consultant, with the assistance of City of San
Bernardino's Information Technology staff, schedules the server software
installation, Release notes included on the software media; provide the latest
information with respect to operating system software releases etc, required for a
successful software installation/implementation,
A member of City of San Bernardino's Project Team should have received
FileNET Administration training prior to this step, This assures appropriate
system configuration choices and eases support transition to City of San
Bernardino,
This installation consists of installing the IDMCS software, which is part of the
total Contents Services system offering,
Using the draft system design document, the FileNET Technical Consultant
configures the system according to the findings during the System Planning task,
Once the system is able to accept data for storage the FileNET Technical
Consultant performs testing to determine if the IDMCS System is operational,
The Project Team members can use this phase as a learning process to ensure
they understand the complete installation and testing process of the IDMCS
System,
6.4.2
Web Services Installation
The FileNET Technical Consultant installs the 10M Web Services software and
configures the system, Initial testing is performed to ensure that all systems are
operational.
6.4.3
Web Based Administration Tool Installation
The FileNET Technical Consultant will install the Web based Administration Tool.
6.4.4
Rendition Services Installation
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6.4.5
PDF files are passed through to the client. The FileNET Consultant installs the
Rendition Services software and loads the default document "rendering"
template3,
Initial testing is performed to ensure that all systems are operational,
Client Software Installation
The FileNET Technical Consultant installs the IDM Desktop software on City of
San Bernardino's one client workstation (PC) in the appropriate area, The
FileNET Technical Consultant installs these components directly on the client
workstation, This installation and test of the client software validates the target
workstation and confirms that City of San Bernardino can communicate with the
appropriate IDMCS System via the LAN, City of San Bernardino members of
the Project Team can use this phase as a learning process to ensure they
understand the complete installation and testing process, Upon successful
implementation of the initial workstation, City of San Bernardino's PC
Coordinator assumes responsibility for installing the remaining clients and testing
the LANIWAN connectivity of the client software,
6.5 TASK 5: City of San Bernardino's Prototype
System
6.5.1
6.5.2
6.5.3
Initial Security Setup
The FileNET Technical Consultant defines an initial set of user/group profiles (up
to 5) based on the Document Analysis session, This will allow these users to
operate the system using their own IDs and passwords, If City of San
Bernardino's site is sufficiently large, bulk loading of users and groups will be
discussed with the IT group, See Options Section,
Initial Custom Properties and Document Classes
Setup
This phase includes hands-on instruction on defining parameters of the library;
the Technical Consultant will create up to 5 (five) document classes and 5 (five)
custom properties for actual production documents, Once the initial documents
have been placed under IDM system control, document check-in, checkout,
retrieval and printing become functional. The Project Team members can use
this phase as a learning process to ensure they understand the database setup,
modification, and testing process of the IDMCS System,
Load Sample Documents
3 City of San Bernardino will need to create additional templates on a per document type basis, These
services are available from FileNET on a Time & Materials basis,
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Once the system has been configured, City of San Bernardino will supply a
sampling of documents that represent each of the document classes identified in
the system design document. These are loaded into the system, with all security
privileges and custom properties denoted,
6.5.4
Test IDMCS System
Once sample documents are loaded into the system, the File NET Technical
Consultant and the FileNET System Administrator will perform a set of routine
business processes with the samples, Examples include:
. New document creation
. Document revision with new version
. Document review and approval
. Document access changes
. Document search, copy, view and print functions
6.5.5
Demonstrate System to City of San Bernardino
Project Team
After the initial samples and business processes have been tested, the system is
demonstrated to the City of San Bernardino Project Team, The intention is to
share ideas on how to best configure the system, gather immediate feedback on
issues that may have been overlooked, and solicit suggestions for system
improvements, In addition, other uses for the system are often identified in such
meetings, giving impetus for follow-on projects,
6.5.6
Refine System
The FileNET Technical Consultant will lead the Project Team in a system
refinement post mortem, If modifications to the system are identified, the
FileNET Technical Consultant will mentor the City of San Bernardino System
Administrator through making appropriate changes,
6.6 TASK 6: Client Testing
After the system is fully operational, the City of San Bernardino Project Team
will assume responsibility for Client Testing to make sure the IDMCS System is
operating as expected, FileNET has defined a minimum set of test standards,
6.7.1
TASK 7: System Administration Handoff
On the Job Training
6.7
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.. FileNET~
The FileNET Technical Consultant will review the IDMCS product. The FileNET
Technical Consultant will reinforce topics covered in the IDMCS Learning
Services course(s) included in this Implementation package, The classes should
be attended prior to commencement of implementation, The intent of this
session is review the configuration tasks delivered during this implementation so
that the customer will be more informed to be able to further expand their system,
Topics to be reviewed are as follows:
. Entering document class definitions data into the system as part of the
configuration,
. Entering document property definitions into the system as part of the
configuration,
. Entering security profile definitions data into the system as part of the
configuration,
6.7.2
Routine Maintenance
Routine maintenance involves reviewing the daily duties of City of San
Bernardino's System Administrator with respect to maintenance of the system,
These are tasks that should be performed every day, and can be specific to City
of San Bernardino's usage of the system and its configuration, FileNET
recommends that the System Administrator develop a schedule of
"housekeeping" procedures and tasks to be performed, Some examples include:
. Checking system services
. Monitoring system usage
. Initiating IDMCS system backup preparation
. Checking the event log
. Checking IDMCS system administration log
. Checking the amount of free space on all shelves
6.7.3
Review Backup Methodology
The FileNET Technical Consultant will review possible backup strategies This
implementation does not provide for the FileNET Technical Consultant to analyze
City of San Bernardino's backup objectives nor to develop the plan to meet
those objectives,
6.7.4
Problem Reporting
The FileNET Technical Consultant will review troubleshooting and problem
reporting procedures with the System Administrator,
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Confidential
IDMCS Comprehensive Implementation Package
A Services Description for City of San Bernardino
Page 17 of 23
-+- FileNET"'
6.8 TASK 8: System Design Document (Final)
As City of San Bernardino tests the system, the FileNET Technical Consultant
will provide City of San Bernardino with the updated System Design Document
(including the System Configuration information) as a final deliverable, This
document incorporates all of the user comments and represents a starting point
for on-going maintenance and modification of the system,
6.9 TASK 9: Project Completion
Upon completion of the Implementation, the FileNET Technical Consultant will
deliver to City of San Bernardino a completed Implementationllnstallation
Checklist. Acknowledgment of receipt of this document, and signoff on the
Implementation Acknowledgement Form, will constitute completion of this
project. Please refer to Panagon Content Services Implementation/Installation
Checklist and Panagon Content Services Implementation Acknowledgement
Form, respectively,
If issues arise, City of San Bernardino Project Team will attempt to resolve
these problems independently or with the assistance of the FileNET Response
Center (FRC),
FileNET will track all issues and document their resolution in an Issues Log, Any
issue whose resolution requires a change will be documented in a Change Order
form, a copy of which is included in this document. FileNET will forward any
issue that remains unresolved after five business days to City of San
Bernardino Project Lead and the FileNET Project Lead,
<&J FileNET Corporation
Confidential
...._""_.... ."_"_.__.__.__m..__......m....._.',_,_,_". ._.. ............___...____._.._........__..._w_ . __.."m . ........-.....-........-,---.--,-,-- ... -..-,---------
IDMCS Comprehensive Implementation Package Page 18 0123
A Services Description for City of San Bernardino
-+- FileNET@
During the course of the implementation effort, other tasks are sometimes
identified that can be accommodated by FileNET Professional Services. These
tasks are available upon request and would be priced and furnished under
a separate Services Statement of Work:
. Application Analysis: Assistance with business process identification and
analysis that forms the basis for automated workflow design and installation.
The FileNET consultant can guide discussion, share lessons learned from
similar organizations, and offer recommendations for a successful workflow
implementation. Deliverables include a Design Document and, if desired,
actual workflows utilizing FileNET products.
. Application Deployment Services involves all the execution steps required
to arrive at a fully functional FileNET solution. The value of these services
includes proven expertise and success in delivering: configuration and
development, infrastructure installation, onsite integration, application training
for developers and end-users, client acceptance testing, and application
rollout.
. Bulk Load: If a significant number of electronic documents need to be loaded
into the FileNET Imaging system, Professional Services can build special
bulk load processes to automate this effort and facilitate a successful starting
position for the system. Bulk load software can be licensed to the customer
for on-going use.
. Scanning Support: If a significant number of paper documents need to be
scanned and loaded into the FileNET Imaging system, Professional Services
can aid in the design and execution of this process. Whether it's configuring
a scanner for ad hoc work or managing a service bureau to scan thousands
of documents, FileNET consultants are available to aid in this effort.
. Competitive Replacement: If a significant number of documents exist in
another imaging system, FileNET Professional Services offers Conversion
Services. Our technical experts have developed a formalized image
conversion process that includes quality assurance and detailed project
management. The result is a rapid, cost-effective, and auditable transition to
your new Panagon platform.
. Performance Optimization: FileNET consultants can analyze your system
and provide a series of recommendations on how to best tune your solution
to increase its overall performance.
. Capacity Planning: Our experts can assist with capacity planning to ensure
your system is ready to meet the future demands of your enterprise.
@ FileNET Corporation
Confidential
IDMCS Comprehensive Implementation Package
A Services Description for City of San Bernardino
Page 19 of 23
-+- FileNET@
. Replication Services and/or Remote Storage Manager/Site options may
be included for an additional fee. These are not covered by this package due
to the additional amount of analysis, design time and setup time required.
. Customer Specific Rendition Templates may be included for an additional
fee. These are not covered by this package due to the additional amount of
analysis, design time, and setup time required.
@ FileNET Corporation
Confidential
IDMCS Comprehensive Implementation Package
A Services Description for City of San Bernardino
Page 20 of 23
I
-+- FileNET@
1,;:l?p.ENQ'~~t~,;(CH1(C
Change Order 10:
Customer Name:
Project Name: Package name or
Account4 Project name
Originator:
Email address:
Areas Affected: D Price D Schedule
Copies to:
Phone:
Date Opened:
D Scope Dauality
D Other
FileNET and City of San Bernardino representatives have agreed to the following Change
Order.
Description of Change Order:
Brief description of reasons for change order
Description of changes:
Description of changes to be made
FileNET's Responsibilities:
Description or list of FileNET's responsibilities
City of San Bernardino's Responsibilities:
Description or list of City of San Bernardino's responsibilities
Assumptions:
. x
. x
Cost [Impact of Change Order
Hourly increase:
Cost increase:
. ".. n_ ..........~__~__.,____.,._... ____..._.......,__..._.__._.___._...___. .,.. __m.'.__"_._.__n_..__.__ ..___.___.__._,._.._."_.~___...__.__m._....__._.___'__."..._.om.. ._n.._.m"___.__....
IOMCS Comprehensive Implementation Package
A Services Description for City of San Bernardino
Page 21 of 23
@ FileNET Corporation
Confidential
-+- FileNET@
Approvals:
The following parties have approved this Change Order. By signing this approval, City of San
Bernardino indicates that it approves of these changes.
FileNET Corporation
City of San Bernardino
By:
By:
Title:
Title:
Signature:
Signature:
Date:
Date:
Changes in an approved or established baseline (project scope, schedule, cost, quality, risk,
contract administration, and communication) are considered to be one of two change
classification types:
Class I Changes are typically critical and require formal City of San Bernardino approval before
they can be implemented.
Class 1\ Changes are those that may be implemented without prior approval by City of San
Bernardino and at no additional cost to City of San Bernardino.
The sequence of actions needed to identify and process changes in the project scope and
schedule are:
. The occurrence of an event (during implementation) that identifies a need for a change
to the baseline project schedule should be immediately documented as a Change
Request and communicated to the FileNET Project Manager.
. As project lead, the Project Manager, is encouraged to recommend changes and
alternatives as a proposed solution. These proposals may take the form of quick fixes or
work-around that could be implemented immediately if concurrence is obtained from the
City of San Bernardino's Project Lead. This is considered a Class II change.
. The FileNET Project Manager/System Consultant, in conjunction with City of San
Bernardino's Project Lead will:
Investigate the problem and its effect
Determine the involved software and hardware
Evaluate the proposed solutions
Decide upon a course of action to resolve the problem
Implement change
Notify Project Team of the change
@ FileNET Corporation
Confidential
IOMCS Comprehensive Implementation Package
A Services Description for City of San Bernardino
Page 22 of 23
-+- FileNET@
. If there is sufficient need and justification for proposing a scope or schedule change, the
City of San Bernardino's Project Lead will ensure the preparation of the necessary
Change Order. This is classified as a Class I change. The Change Order must include
the following:
A statement of requirements for the proposed changes/solutions.
A summary of the facts that led to this decision.
Approval signatures from City of San Bernardino's Project Lead or authorized
signature, Sr. Account Executive, District Systems Manager.
All changes must be documented in memo format and signed by the requester. A File NET
Project Manager will analyze these requests and generate an initial assessment as to the
impact on cost and/or schedule within five business days. Project Managers can take three
actions: authorize the proposed change, deny the proposed change, or request more
information.
@ FileNET Corporation
Confidential
............mn__,,_,__ mo. _____.__"._.._....". . "...... ...._.__n__".____......__.._______..._.________n_ "m..__._____.,,___ _.".._......._____.___......_._._._......_.. - .m_.__
IOMCS Comprehensive Implementation Package Page 23 of 23
A Services Description for Ctty of San Bernardino
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Software Sales Agreement
December 6,1999
Pago10f6
01/11/02
City of San Bernardino
Police Department
710 North D Street
San Bernardino, CA 92401
DPS Software Systems
System Sales Agreement
This sales agreement by and between DPS Software Systems, a corporation, having its principle place of
business at 924 E Green Street, Pasadena, CA 91106, hereinafter referred to as "Seller", and the City of
San Bernardino having its principle place of business at 710 North 0 Street, San Bernardino, CA 92401
hereinafter referred to as "Buyer", declares that for mutual consideration contained in this agreement, the
parties agree as follows:
SECTION ONE
Based on the information furnished by Buyer, Seller recommends the computer system (computer
hardware and operating system software) found in SECTION TWO, the application software (programs)
found in SECTION THREE, and the services, training, and support found in SECTION FOUR.
SECTION TWO - COMPUTER SYSTEM SPECIFICATIONS
The computer system components included in this agreement are specifically defined as follows:
Kodak Scanner 3500
HP Optical Jukebox -1200
Computer hardware - Servers, Workstations, Monitors to be provided by the Buyer. The following
minimum specifications apply:
Capture Workstations:
Pentium II, 300 128MB RAM, 200MB Free Disk Space
Windows 98, 2000, ME
Available PCI Slot (Full)
Server: (Optical Storage System)
Windows 2000 SP1 or NT 4.0 SP6
Pentium 450MHhz or Higher, 256 MB RAM
Hard Drive Formatted NTFS.
Available PCI Slot;
SECTION THREE - APPLICATION SOFTWARE SPECIFICATIONS
Software Sales Agreement
December 6, 1999
Page 5 of 6
SECTION SEVEN -INSTALLATION
Upon receipt of an authorized agreement, Seller will begin steps leading to a complete installation in Buyer's
business. The installation period is defined as the period of time from the authorization of the Sales Agreement to
the completion of all training and installation of hardware and software on the Buyer's premises as specified
herein. This period may range from 3 to 8 weeks but may be extended due to revisions to this Sales Agreement
requested by Buyer. The time necessary to accomplish complete installation is also affected by the
manufacturer's equipment inventory at the time the order is placed and Seller's ability to schedule mutually
agreeable training dates and times.
It is understood that the cooperation and best efforts of Buyer are required in order to meet this schedule.
Buyer will supply Seller with floor plans or description of the area where all equipment is to be installed. Buyer is
also responsible for site preparation including, but not limited to, electrical outlets and cleared floor or counter
areas for placement of equipment.
Seller will provide required cable as specified. IT WILL BE BUYER'S RESPONSIBILITY HOWEVER, TO LAY
CABLE REQUIRING CONCEALMENT OR ATTACHMENT TO REAL PROPERTY.
Seller will provide assistance in planning for data conversion to the computer system. In most cases hardware and
software will be installed and tested simultaneously.
Billing for products and services will be as follows:
Software and Hardware - Invoiced NET 30 Days from the date of delivery.
Installation, Training and Consulting Services - NET 30 Days from Completion of Services.
SECTION EIGHT - AGREEMENT IN WHOLE
This writing (together with any individually signed separate service agreements, software license agreements
pertaining to this agreement) is intended by the parties as the final expression of their agreement with respect to
the subject matter contained herein and also as the complete and exclusive statement of the terms of such
agreement, notwithstanding any prior, contemporaneous or subsequent representations, oral or otherwise,
purchase orders or other document relating to said subject matter. There is no course of dealing or usage of the
trade that would supplement or conflict with its terms. This agreernent may only be amended in writing authorized
by both parties.
Seller will defend at its own expense any suit or proceedings brought against Buyer based on a claim that any
hardware or software product provided by Seller constitutes an infringement of any patent or copyright of the
United States or Canada, provided that Seller is notified promptly in writing and given full and complete authority,
information and assistance from Buyer for the defense of same. If such hardware or software product is held to
constitute infringement and its use in enjoined Seller may, at its election and expense, obtain for Buyer the right to
continue using such hardware or software product, modify the same so that it is not infringing, or remove the same
and grant Buyer a credit therefore.
SECTION NINE - GENERAL
The proposed software programs will be prepared for the exclusive use of Buyer or subsequent purchasers of
Buyer and/or this computer system. Their use by other companies or individuals without prior, written consent of
Software Sales Agreement
Oecember 6. 1999
Page 6 of6
Seller is strictly prohibited. Ownership and title to all software supplied by Seller to Buyer under this contract shall
remain with Seller or if Seller is not the manufacturer, in accordance with the terms of the manufacturer's software
license. Seller grants to Buyer a license to use the software and the programs contained therein.
Buyer agrees to execute any reasonable necessary licensing agreements for the software.
Any information concerning Buyer's internal operations or Buyer's customers that is not a matter of public record
shall be regarded as confidential and proprietary, and will be safeguarded by Seller with the same degree of care
that is accorded to Seller's own proprietary information.
After acceptance of this agreement by Seller, a project manager will be assigned to this agreement and will
contact Buyer to begin making arrangements for training and installation.
Offered by:
Date:
David P. Scheidler, President
DPS Software Systems, Inc.
Accepted by:
Date:
City of San Bernardino
DPS
le<':hne'n'>"fle\: r;;'rN.p
Addendum -A-
01/22/2002
IternDe$Cri IOn
unit amount
total
Kofax Ascent
Kofax Alcent Capture 200K Scan Station
Kofax Alcent Capture 5K Scan License - 3 Pack
KofllC Ascent Workstation. 3 Pack
$ 7,032.00 $
$ 2,106.00 $
$ 5,077.00 $
14,064.00
2,106.00
5,077.00
OTG Disk Extender Levell Licen.e-
$ 11,845.00 $
11,845.00
IlemDe$Criplion
unilamount tolal
$ 15,110.00 $ 30,220.00
$ 2,357.00 $ 4,714.00
$ 2,478.00 $ 9,912.00
$ 275.00 $ 1.100.00
$ 86.25 $ 86.25
$ 32,640.00
Kodak Scanners
Kodak 35000 Scanner
1700 S Adrenaline
Kodak 160 Duplex Scanner
Adaptec 2940 Adapter and Cable Kits
Cable SCSI 3 . SCSI. 3
Hewlett Packard. Jukeboxe.
HP 1200 Optical JukebolC
4 Drives - Indudes Adllfllee Controller .nd 6 Fl SCSI Cable
ons:Total:; ;;:^jU.~:'dL;;.;;j;;: ',:;;':;0-:(78,112.2$,:;
llemDescription unrtamount lotal
Implementation and Support
Installation and Configuration 3 Stations. 1 Scan $ 6.000.00 $ 6.000.00
Includes Slation Setup, Hardware Installation. Conflguration and Testing of System, Panll\lOn Release Script
conflguratlon,Basicadrninlstratorandusertrainlng.
Form Setup per form $ 300.00 $ 1,SOO.00
Kofax Education Services - Basic Administration Per Student $ 1.495.00 $ 2.990.00
CIIWe$IIeId In IlVine. CA
OTG Support I Leve' DlskExtender- $ 3,040.00 $ 3,040.00
Total Hardware & Software (Taxable)....................
Sales Tax. ..................
Shipping Charges..
$ 111,764.25
$ 9,220.55
As Incurred
System Investment........................................................................................................................................... $ 134,514.80
Notes: - OTO Support Is raqulred with I Level L1un$tl
- Jukl'boxlklesnollnc:ludeMedill.
Con.umable.:
HP9.1 GBOplical Media WORM
$
98.00
Sale Tenn.;
SIandardlennsareNET3OfO
SllippingCharges are Pre Paid and Add.
Leasing oplion lIvailable on approval 01 credil.
Hardware priee is subjed to c:hange byvendon;.
There is a 20% restocking fee a!lSllCiated wrth all returned hardware and software, All returns lire sub/eel
10 ManufadurerapprovaL