HomeMy WebLinkAbout2010-317
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RESOLUTION NO. 2010-317
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
POLICE DEPARTMENT TO PURCHASE A REPLACEMENT DOCUMENT
IMAGING SYSTEM FROM ECS IMAGING INCORPORATED, OF RIVERSIDE,
CALIFORNIA.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. After a review of products, pricing, existing infrastructure, and after
being awarded a contract on March 1, 2010, to provide a Laserfiche document imaging system
to the City of Alameda Housing Authority (a government entity) after winning an open public
11 completive bid, ECS Imaging Incorporated, of Riverside, California is the recommended
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provider for the purchase of a Laserfiche document imaging system to be used by the San
Bernardino Police Department. Pursuant to San Bernardino Municipal Code 3.04.010(b)(3),
the Mayor and Common Council approve a selected source justification for this purchase.
SECTION 2. That the Mayor and Common Council authorize the purchasing
manager to issue a purchase order to ECS Imaging Incorporated, of Riverside, California, for
the purchase of a Laserfiche document imaging system for the San Bernardino Police
Department as outlined in ECS Imaging Incorporated Project Capstone document (#62220),
dated July 7, 2010, in an amount not to exceed $253,586.50." The purchase order shall read
"San Bernardino PD Laserfiche Document Imaging System".
SECTION 3. The City Manager is hereby authorized to execute a Vendor Service
Agreement with ECS Imaging Incorporated, of Riverside, California, a copy of which is
attached hereto and incorporated herein as Exhibit 1.
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2010-317
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
POLICE DEPARTMENT TO PURCHASE A REPLACEMENT DOCUMENT
IMAGING SYSTEM FROM ECS IMAGING INCORPORATED, OF RIVERSIDE,
CALIFORNIA.
SECTION 4. The authorization to issue the purchase order referenced in Section 2 of
this resolution is rescinded if the purchase order is not issued within thirty (45) days of the
passage of this resolution.
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2010-317
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
POLICE DEPARTMENT TO PURCHASE A REPLACEMENT DOCUMENT
IMAGING SYSTEM FROM ECS IMAGING INCORPORATED, OF RIVERSIDE,
CALIFORNIA.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
joint
and Common Council of the City of San Bernardino at a regular meeting thereof, held
on the 20th day of September
Council Members: AYES
MARQUEZ -L
DESJARDINS x
BRINKER x
X
SHORETT
KELLEY X
-
JOHNSON X
, 2010, by the following vote, to wit:
NAYS
ABSTAIN ABSENT
MCCAMMACK
X
(2~ l;J. ~
'-
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this ~ day of September
,2010.
<:J&-Q C\ ~
Tobin Brinker, Mayor Pro Tern
City of San Bernardino
Approved as to
Form:
l~
ES F. PENMAN,
ty Attorney
~
2010-317
VENDOR SERVICES AGREEMENT
This Vendor Services Agreement is entered into this 20th day of September. 2010
by and between ECS Imaging Incorporated, of Riverside, California ("VENDOR") and the
City of San Bernardino, California ("CITY" or "San Bernardino").
WITNESSETH:
WHEREAS, the Mayor and Common Council has determined that it is advantageous
and in the best interest of the CITY to contract for the installation, configuration, and activation
of a Laserfiche Electronic Content Management (ECM) system for the San Bernardino Police
Department; and
1. SCOPE OF SERVICES.
For the remuneration stipulated, San Bernardino hereby engages the services of
VENDOR to provide those products and services as set forth in ECS Imaging Incorporated's
Project Capstone document #62220 (dated July 7, 2010) as Exhibit "A," attached hereto and
incorporated herein.
2. COMPENSATION AND EXPENSES.
a. For the services delineated above, the VENDOR, shall retain deliver, install,
configure, activate and provide the training outline in the VENDOR'S Project
Capstone attached as Exhibit "A".
b. No other expenditures made by VENDOR shall be reimbursed by CITY.
3. TERM.
The initial term of this Agreement shall be for a period of six months. The VENDOR
must complete all work with 180 days of receipt of a City Purchase Order.
The CITY may terminate this Agreement at any time by giving ninety (30) days written notice to
Vendor. CITY shall pay all that is payable under this Agreement to Vendor until the date of
termination.
Effect of Termination. If this Agreement is terminated as provided herein, CITY may require
Vendor to provide all finished or unfinished documents and data and other information of any
kind prepared by Vendor in connection with the performance of services under this Agreement.
Vendor shall be required to provide such documents and other information within fifteen (15)
days of the request. All data relating to Alarm permits shall be owned by the CITY. Upon
termination of this Agreement, Vendor shall deliver to the CITY all data in MS-SQL format.
4. INDEMNITY.
Vendor agrees to and shall indemnify and hold the City, its elected officials, employees,
agents or representatives, free and harmless from all claims, actions, damages and liabilities of
any kind and nature arising from bodily injury, including death, or property damage, based or
asserted upon any actual or alleged act or omission of Vendor, its employees, agents, or
subcontractors, relating to or in any way connected with the accomplishment of the work or
.
2010-317
performance of services under this Agreement, unless the bodily injury or property damage was
actually caused by the sole negligence of the City, its elected officials, employees, agents or
representatives. As part of the foregoing indemnity, Vendor agrees to protect and defend at its
own expense, including attorney's fees, the City, its elected officials, employees, agents or
representatives from any and all legal actions based upon such actual or alleged acts or
omissions. Vendor hereby waives any and all rights to any types of express or implied
indemnity against the City, its elected officials, employees, agents or representatives, with
respect to third party claims against the Vendor relating to or in any way connected with the
accomplishment of the work or performance of services under this Agreement.
5. INSURANCE.
While not restricting or limiting the foregoing, during the term of this Agreement,
VENDOR shall maintain in effect policies of comprehensive public, general and automobile
liability insurance, in the amount of$1,000,000.00 combined single limit, and statutory worker's
compensation coverage, and shall file copies of said policies with the CITY's Risk Manager
prior to undertaking any work under this Agreement. CITY shall be set forth as an additional
named insured in each policy of insurance provided hereunder. The Certificate of Insurance
furnished to the CITY shall require the insurer to notify CITY at least 30 days prior to any
change in or termination of the policy.
6. NON-DISCRIMINATION.
In the performance of this Agreement and in the hiring and recruitment of employees,
VENDOR shall not engage in, nor permit its officers, employees or agents to engage in,
discrimination in employment of persons because of their race, religion, color, national origin,
ancestry, age, mental or physical disability, medical condition, marital status, sexual gender or
sexual orientation, or any other status protected by law.
7. INDEPENDENT CONTRACTOR.
VENDOR shall perform work tasks provided by this Agreement, but for all intents and
purposes VENDOR shall be an independent contractor and not an agent or employee of the
CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of
Income Tax, Social Security, State Disability Insurance Compensation, Unemployment
Compensation, and other payroll deductions for VENDOR and its officers, agents, and
employees, and all business license, if any are required, in connection with the services to be
performed hereunder.
8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS.
VENDOR warrants that it possesses or shall obtain, and maintain a business registration
certificate pursuant to Chapter 5 of the Municipal Code, and any other licenses, permits,
qualifications, insurance and approval of whatever nature that are legally required of VENDOR
to practice its business or profession.
9. NOTICES.
Any notices to be given pursuant to this Agreement shall be deposited with the United
States Postal Service, postage prepaid and addressed as follows:
.
2010-317
TO THE CITY:
TO THE VENDOR:
Michael Eckley, Public Safety IT Manager
San Bernardino Police Department
710 North "D" Street - B Bldg PSG
San Bernardino, CA 92401
Telephone: (909) 384-5742
Mr. James Green
ECS Imaging Inc.
3270 Sunnyside Dr, Suite 200
Riverside, CA 92506
Telephone: (951) 787-8768
10. ATTORNEYS' FEES
In the event that litigation is brought by any party in connection with this Agreement, the
prevailing party shall be entitled to recover from the opposing party all costs and expenses,
including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its
rights or remedies hereunder or the enforcement of any of the terms, conditions or provisions
hereof. The costs, salary and expenses of the City Attorney and members of his office in
enforcing this Agreement on behalf of the CITY shall be considered as "attorneys' fees" for the
purposes of this paragraph.
11. ASSIGNMENT.
VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or
encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior
written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void
and shall constitute a breach of this Agreement and cause for the termination of this Agreement.
Regardless of CITY's consent, no subletting or assignment shall release VENDOR of
VENDOR's obligation to perform all other obligations to be performed by VENDOR hereunder
for the term of this Agreement.
12. VENUE.
The parties hereto agree that all actions or proceedings arising in connection with this
Agreement shall be tried and litigated either in the State courts located in the County of San
Bernardino, State of California or the U.S. District Court for the Central District of California,
Riverside Division. The aforementioned choice of venue is intended by the parties to be
mandatory and not permissive in nature.
13. GOVERNING LAW.
This Agreement shall be governed by the laws of the State of California.
14. SUCCESSORS AND ASSIGNS.
This Agreement shall be binding on and inure to the benefit of the parties to this
Agreement and their respective heirs, representatives, successors, and assigns.
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2010-317
15. HEADINGS.
The subject headings of the sections of this Agreement are included for the purposes of
convenience only and shall not affect the construction or the interpretation of any of its
provIsIOns.
16. SEVERABILITY.
If any provision of this Agreement is determined by a court of competent jurisdiction to
be invalid or unenforceable for any reason, such determination shall not affect the validity or
enforceability of the remaining terms and provisions hereof or of the offending provision in any
other circumstance, and the remaining provisions of this Agreement shall remain in full force
and effect.
17. REMEDIES; WAIVER.
All remedies available to either party for one or more breaches by the other party are and
shall be deemed cumulative and may be exercised separately or concurrently without waiver of
any other remedies. The failure of either party to act in the event of a breach of this Agreement
by the other shall not be deemed a waiver of such breach or a waiver of future breaches, unless
such waiver shall be in writing and signed by the party against whom enforcement is sought.
18. ENTIRE AGREEMENT; MODIFICATION.
This Agreement constitutes the entire agreement and the understanding between the
parties, and supersedes any prior agreements and understandings relating to the subject matter of
this Agreement. This Agreement may be modified or amended only by a written instrument
executed by all parties to this Agreement.
IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day
and date set forth below.
Dated: It/'/ /1
,2010
erCJ
Dated ~\ vfJ
,2010
Approved as to Form:
James F. Penman, City Attorney
2010-317
EXHIBIT A
San Bernardino Police Department
Project Capstone
ECS Imaging, Inc. is committed to providing a comprehensive ECM solution to the San Bernardino Police
Department. This includes implementing a Laserfiche ECM solution and converting all FileNet data to
Laserfiche. This comprehensive solution has been divided into two projects: One for the implementation
of the Laserfiche ECM solution and one for the conversion of all existing FileNet data to Laserfiche.
Attached:
· ECS Quote for Products and Services
· Payment Milestones
· Project Plan: Replacing and Developing a Superior ECM Solution
· Project Plan: FileNet to Laserfiche Conversion
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
2010-317
3720 Sunnyside Drive, Ste. #200
Riverside, CA 92506
Main Phone (877) 790-1600
Prepa red by:
Account Rep Phone:
Debbi Bodewi n
x109
Quotation For:
Account City of San Bernardino PO
Contact Mike Eckley
Phone (909) 387-4573
Fax (909) 388-4841
Email mike.eckley@sbcity.org
Quote Title:
Quote #;
Date:
Valid through:
Terms:
Quantity
Product Description
Software:
Laserfiche MS SQL Ava nte includes Workflow' $ 5,000.00
Laserfiche Named Full User (including: E-Mail & Snapshot) $ 500.00
Laserfiche Weblink with 25 -Retrieval users $ 25,000.00
Laserfiche Web Access $ 100.00
LaserficheAdvanced AuditTrail $ 100.00
LF Quick Fields w/ Zone OCR, Database Lookup- Finance Dept. $ 3,985.00
Laserfiche I mport Agent (auto-i mports from network) $ 1,495.00
Scan Connectors: (2 Scan Connects for kodak @ $165, 1 VR5 for B&H @$2,450)
Sub- Total of software
Ava nte Sys tem
62220
7/7/2010
9/30/2010
Defi ned in Mi lestones
$
35 $
1 $
35 $
35 $
1 $
1 $
3 $
5,000.00
17,500.00
25,000.00
3,500.00
3,500.00
3,985.00
1,495.00
2,780.00
$
62,760.00
Annual Software Maintenance & Support:
Laserfiche MS SQLAvante LSAP $ 1,000.00 1 $ 1,000.00
Laserfiche Named Full User (inel: E- Mail & Snapshot) LSAP $ 100.00 35 $ 3,500.00
Laserfiche Weblink with 25 -Retrieval users LSAP $ 5,000.00 1 $ 5,000.00
Laserfiche Web Access LSAP $ 20.00 35 $ 700.00
Laserfiche Advanced AuditTrail $ 20.00 35 $ 700.00
LF Quick Fields w/ Zone OCR, Database Lookup- Finance Dept. $ 800.00 1 $ 800.00
Laserfiche Import Agent (auto-imports from network) LSAP $ 390.00 1 $ 390.00
Sub-Total of 1st Year Annuals $ 12,090.00
Sub-Total
Tax @ 9.00%
Total Software and LSAP
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Ine. Management.
$ 74,850.00
$ 6,736.50
S 81 586.50
2010-317
..
*ECS Annual Priority Support Contract
$ 12,000.00
1 $ 12,000.00
Annual ECS Priority Support/Consulting including 80 hours on-site, remate and phone support far installed
Laserfiche versian - 1 year suppart.
Emergency Suppart after business haurs will be charged per incident at $4501hr with $150 minimum charge.
*ECS Priority Plan I
'Priority phone support upgraded from 24 hour responseto 2 hour response time.
'Unlimited phone and email support.
.On-site support up to 80 hours included. On-site within next business day as needed.
'On-site ti me is ca Iculated to nea rest ha I f hour and mi ni mum ons ite ca I culation is 2 hours. Remote support is calculated to
nearest 15 minute increment.
'2 Free Admissions to Annual Customer Conference, Free Admission to Quarterly User Groups.
'Monthly E-Newsletter
'Hours of support are 7:30am - 5:00pm PST.
'Thi s pi a n covers support for the Las erfi che s oftwa re system i ncl udi ng remedi a I tra i ni ng, i nsta II i ng updates, cons ulti ng, and
traubl e-shooting.
'Customers not under this plan ca n purchase on-site hours at $175/hour 2 hour mini mum and 1/2 travel ti me
Confil!uration Services: Detailed in ECS Proiect Plan
$ 95,000.00
I nsta Ilati on Software a bove, Configuration, Testing, Troubles hooti ng, Emergency Support, Cons ulti ng, and
Project Ma nagement. I nplementation Consulti ng, End User Tra i ning, Admi n Trai ni ng, Quick Fi elds Configurati on
per project plan, Workflow Setup as per project plan. 2s tations with Kofax Ascent Scripts re-configured for
existing version 7. These hours are calculated at a discounted rate of $150/hour.
ECs educational training on-site
Materials, instructor, and follaw up telephone support. For each purchased day af training: On-site for scan
operators, retrieval persons & system administratar. Train the Trainer Approach
Fi Ie Net Conversion costs based on Proiect Plan
$65,000.00
Sub- Total of Services
$ 172,000.00
Sub-Total Services and Annual Non-Taxable
$ 253.586.50
ECS Turn-kev Solution Total
$ 253.586.50
Implementation and Training Services per dav rate
$ 1,500.00
1 $
1,500.00
This information is confidential and proprietary to ECs Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECs Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECs Imaging, Inc. Management.
2010-317
Payment Milestone Description Amount to be Est. Date of
Milestone Paid Payment
1 Develop Project Plan consisting of: $25,358.65 Start of
Project Purpose, Objectives and Goals, Project Approach, Scope and Contract
Expectations, Roles and Responsibilities, Assumptions and Constraints,
and Project Management Approach
2 Procure Licensing, Download Software and Licensing, and install all $38,037.75 14 days from
Laserfiche Server Software start
3 Configuration of all Laserfiche Server Software consisting of: Laserfiche $25,358.65 21 days from
Server, Advanced Audit Trail, Workflow, Web Access, Weblink, Quick start
Fields, Quick Fields Agent, Import Agent, patch all Laserfiche Software
4 (1) Plan and Consult to Deliver Documentation Outlining Solution for $12,679.33 60 days from
the Records Department (2) Configure and Test Solution for Records sta rt
Department
5 (1) Plan and Consult to Deliver Documentation Outlining Solution for $12,679.32 67 days from
the Finance Department (2) Configure and Test Solution for Finance start
Department
6 (1) Plan and Consult to Deliver Documentation Outlining Solution for $12,679.33 74 days from
the Internal Affairs Department (2) Configure and Test Solution for start
Internal Affairs Department
7 (1) Plan and Consult to Deliver Documentation Outlining Solution for $12,679.32 81 days from
the Personnel Records Department (2) Configure and Test Solution for sta rt
Personnel Records Department
8 Provide Capture, Retrieval, and Export training for Records, Finance, $12,679.33 110 days
Internal Affairs and Personnel Records departments from start
9 Provide Server Administration, Advanced Capture Setup, Workflow $12,679.32 110 days
Setup, Audit Trail Report Configuration training for the Information from start
Technology department and interested and qualified Power Users
10 Data provided to ECS Imaging, Inc. for Phase 1 of the FileNet $32,500.00 30 days from
Conversion start of
contract
11 Data delivered to San Bernardino PD $16,250.00 60 days from
start of
contract
12 Data provided to ECS Imaging, Inc. for Phase 2 of the FileNet $8,125.00 90 days from
Conversion start of
contract
13 Data delivered to San Bernardino PD $8,125.00 114 days
from start of
contract
14 Project Completion $23,755.50 120 days
from start of
contract
Total Projected Project Cost $253,586.50 120 days
from start of
contract
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
2010-317
San Bernardino Police Department
Replacing and Developing a Superior ECM
Solution
Author: James Green, Project Manager
Creation Date: 6/10/2010
Last Revision Date: 7/8/2010
Version: 1.0
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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2010-317
Purpose of Pia n .............................................................................................................................. ...............4
Backgrou nd Information............................................................................................................................... 5
Goals a nd Objectives..................................................................................... ............. ................................... 6
Bus iness Goa Is and Objectives..................................................................... ............. ................................6
Project Goals and Objectives ....................................................................................................................6
Project Approach.............. ..... ................................. ........................ ................... ................... ..... ................... 7
Phase 1: Project Pia n Develo pment.......................................................................................................... 7
Phase 2: Procure and Install Hardware and Base Software for Servers ................................................... 7
Phase 3: Install and Test All Laserfiche Server Software .......................................................................... 7
Phase 4: Plan, Configure, and Test Laserfiche System for Records Department .....................................7
Phase 5: Comprehensive Training for IT and Records Users .................................................................... 8
Phase 6: Go-Live for Laserfiche ................................................................................................................. 8
Sco pe............................................................................................................................ ................................. 9
Sco pe Defin ition........................................................................................................................................ 9
Tech n ica I Deliverables .............................................................................................................................. 9
T ra i n ing De live ra b les........................................................................................................................... ......9
Items out of Scope ..................................................................................................................................10
Risk Assessment.................................... .............. ............. ...... ..... ................... ........ ...... .......... ................. 11
M i lesto nes........................................................................................................................... .................... 13
Assu m ptions................................................................................................................................................ 16
Constra i nts ................................................................................................................................................. . 16
Project Constraints.. ................ .............. ................ ... .......... ......... ................... ........ ...... ..... ..... .......... ....... 16
Critica I Project Constra ints...................... .............. ......................... .............. ............. ........... ................... 16
Project Ma nagement Approach........ .............. ............. .............. ................... ............. ...... ..... ..... ................. 17
Project Roles and Responsibilities ..........................................................................................................17
Issue Ma nagement.................................................................................................................................. 20
Communications Pia n ... .......... ...... ..... ......... ..... ..... ... ...... ........................... ..... ............. ............................20
Commu nicatio n Methods................................................................................................................... 21
App rova Is .............................................................................................................................. ...................... 22
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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2010-317
Sign-off Sheets......................................................................................... ............................................... 22
Attach ments................................................................................................................................................ 22
Statement of Work - Records................................................................................................................. 23
Statement of Work - Finance ................................................................................................................. 24
Statement of Work -Internal Affairs...................................................................................................... 25
Statement of Work - Personnel Records................................................................................................ 26
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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2010-317
The San Bernardino Police Department Project Plan will provide a definition of the project, including the
project's goals and objectives. Additionally, the Project Plan will serve as an agreement between ECS
Imaging, Inc., Project Sponsor-Mike Eckley, Project Manager-Jason Suarez, and other key-stakeholders
associated with and/or affected by the project at the San Bernardino Police Department. The Project
Plan will define the following:
. Project Purpose
. Objectives and Goals
. Project Approach
. Scope and Expectations
. Roles and Responsibilities
. Assumptions and Constraints
. Project Management Approach
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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2010-317
San Bernardino PD is looking to implement a comprehensive ECM (Electronic Content Management)
Solution to improve the PD's effectiveness and efficiency across all departments in the organization. The
current FileNet system's cost and complexity has made expanding the system to additional
departments, other than Records, cost prohibitive. The goal is to implement a more robust and cost
effective ECM solution, Laserfiche, with a focus on workflow and business process management to help
San Bernardino Police Department to run smarter.
The scope of the project is to replicate the existing capture and storage process that exists with FileNet
within Laserfiche, while developing a capture and workflow solutions for other departments which are
heavily dependent on paper records, e.g. Finance, Internal Affairs, and Personnel Records. The current
FileNet system will remain operational throughout the duration of the Project. The support and data
conversion of the FileNet system is addressed in a separate project plan and is not included in this
Project Plan.
To successfully complete a project of this nature considerable Consulting and Project Management
Services are required. These services include designing and implementing capture, workflow and storage
solutions with adequate testing, training, and documentation for the entire process. Meetings and
trainings will be well planned, and the time required for personnel staff will be kept as low as possible.
The current Case Management System is not directly affected by this project and will continue to be the
primary application for case management. The Laserfiche ECM solution will serve as the document
storage and the document workflow solution augmenting the Case Management System.
ECS Imaging, lnc. is a Laserfiche Reseller who will be implementing the Laserfiche ECM System. With
over 20 years of experience implementing governmental ECM solutions, ECS Imaging, Inc. is committed
to providing quality installation, configuration, consulting, training, and support services for the San
Bernardino Police Department.
This Information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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2010-317
. Retire obsolete hardware, as support for current hardware has expired
. Reduce long-term maintenance costs associated with existing ECM system
. Provide a platform for electronic workflows to increase efficiency
. Improve accessibility of records to staff
. Replicate and improve security of stored records
. Remove obstacles to sharing information
. Implement a comprehensive Laserfiche ECM solution
. Ensure that users have input into the design process
. Accomplish project business goals and objectives within defined budget and time parameters
. Minimize impact to standard business operations within the affected departments
. Replicate or Improve Current Records Workflow
. Replicate or Improve Current Capture Process for Records
. Create Capture Solution for Finance, Internal Affairs, and Personnel Records
. Provide adequate training to all users of the system
. Address all concerns from users or other stakeholders in a prompt fashion
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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. Phase 1: Project Plan Development
. Phase 2: Procure and Install Hardware and Base Software for Servers
. Phase 3: Install and Test All Laserfiche Server Software
. Phase 4: Plan, Configure, and Test Laserfiche System for Records Department, Finance, Internal
Affairs, and Personnel Records
. Phase 5: Comprehensive Training for IT, Records, and Finance
. Phase 6: Go-Live for Laserfiche
A project plan will need to be developed consisting of the Project Purpose, Objectives and Goals, Project
Approach, Scope and Expectations, Roles and Responsibilities, Assumptions and Constraints, and Project
Management Approach. The Project Plan must be signed by all parties and a contract must be signed
and in place to move forward to Phase 2.
San Bernardino Police Department will procure, install, and configure, and load test all hardware and
software required for supporting the Laserfiche System. This includes, but is not limited to the:
Application Server, SAN File Server, and WORM File Server Configuration. As well as requisite software:
Windows Server 2008 x64, SQL Server 2008 x64 (with CALs if required). ECS Imaging, Inc. will install and
test the SQL Server 2008 x64 version procured by the San Bernardino Police Department.
ECS Imaging, Inc. will install, configure, and test all Laserfiche Server software including the: Laserfiche
Server, Laserfiche Workflow and Laserfiche Audit Trail. Operation of all Laserfiche software will be
thoroughly tested, and any issues that arise will be addressed and collaboratively resolved by ECS
Imaging, Inc. and the San Bernardino Police Department.
Monthly planning meetings will be held between ECS Imaging, Inc. and various staff at the San
Bernardino Police Department to revise the Laserfiche implementation plan. These meetings will be
directed by ECS Imaging, Inc. and will require significant time from all involved parties as described in
the roles and responsibilities section of the project plan. The purpose of these meetings will be to
educate ECS Imaging, Inc. on the current business process in place with the FileNet system. ECS Imaging,
Inc. will develop a Scope of Work (diagrams and procedural documentation) based on the meeting
notes. Multiple Statement of Work documents will be created and signed-off for by San Bernardino
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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Police Department prior to configuration. These Statement of Work documents will be appended as
attachments to the original Project Plan and may modify the Project Plan.
Configuration of the system, including workflows, folder structure, and template fields will be
completed by ECS Imaging, Inc. either onsite or remotely.
Testing of the system will be performed by ECS Imaging, Inc. and San Bernardino Police Department.
Testing will involve successfully executing all possible permutations of the Laserfiche Workflow process
as well completing the entire business process of which the Laserfiche Workflow is part of.
ECS Imaging, Inc. strongly encourages a train-the-trainer approach. This approach reduces the cost of
implementation and results in dedicated Laserfiche resources already on staff. San Bernardino Police
Department will provide computer literate and motivated trainers (or power users) to train all staff on
how to use Laserfiche if this approach is chosen. All staff will initially apply to those in the Records,
Finance, Internal Affairs, Personnel Records, and Information Technology departments. This includes the
capture, searching, and retrieval of documents. ECS Imaging, Inc. will provide extensive and exercise
based training to the trainers such that they feel comfortable and confident training their peers.
Once all critical users are trained and comfortable capturing, searching, and retrieving document in
Laserfiche will Go-Live. At that time, the existing FileNet system will be set to Read-Only by the San
Bernardino Police Department and no additional documents will be added to the FileNet system. All
day-forward capture and retrieval will be performed with Laserfiche.
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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The Project Scope is simply the work that needs to be accomplished to deliver a Laserfiche ECM solution
that meets the requirements of San Bernardino Police Department. The project title Replacing and
Developing a Superior ECM Solution encompasses the vision ofthe project: Implementing a superior
ECM Solution by developing new workflow and capture processes to increase effectiveness, while
reproducing the existing process to facilitate a smooth transition.
1. Install Server Hardware and Software for Laserfiche System
2. Ensure that all installed Hardware and Software are patched and stable under-load
3. Procure and Deliver Laserfiche Software from Laserfiche Corporate
4. Install Laserfiche Server Software (i.e. Server, Workflow, Weblink, Web Access, Audit Trail, Quick
Fields Agent and Import Agent)
5. Ensure all Laserfiche Software Modules can communicate with one another
6. Develop Statement of Work Documents for Capture and Workflow Solution for Records
7. Implement Capture and Workflow Solutions based on Statement of Work for Records
8. Develop Statement of Work Documents for Capture and Workflow Solution for Finance
9. Implement Capture and Workflow Solutions based on Statement of Work for Finance
10. Develop Statement of Work Documents for Capture Solution for Internal Affairs
11. Implement Capture Solutions based on Statement of Work for Internal Affairs
12. Develop Statement of Work Documents for Capture Solution for Personnel Records
13. Implement Capture Solutions based on Statement of Work for Personnel Records
. Laserfiche (Thick or Thin) Client Training
This hands-on or group training is based toward users who have never used Laserfiche 8 before.
Some of the topics covered in this training are: Annotations, Customizing the Document Viewer,
Document Metadata, Using the Folder Browser, Electronic Documents, Searching, Importing
Documents, Exporting and Printing Documents, and Snapshot.
. Laserfiche Weblink (Thin) Client Training
This hands-on or group training is based toward users who have never used Laserfiche 8 before.
Some of the topics covered in this training are: Using the Folder Browser, Electronic Documents,
Searching, and Exporting and Printing Documents.
. Laserfiche Scanning Training
This hands-on or group training is for users who will be scanning documents into Laserfiche
using Laserfiche Scanning. Topics discussed in the training are indexing, short-cut keys, batch
processing techniques, and cleanup tools. Laserfiche Client Training is a prerequisite for this
class.
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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. Laserfiche Admin Training
This hands-on or group training is for users who will be administering the Laserfiche System.
This class is not exclusive to IT, but users should be curious and technically savvy. Some of the
topics covered in this training are: Security, Metadata Management, Volumes, Repository
Setting, Recycle Bin, System Architecture, Troubleshooting, and Backup Best Practices.
Laserfiche Client Training is a prerequisite for this class.
. Laserfiche Quick Fields Training
This hands-on training and is for users who will be creating Quick Fields Sessions. Typically this
training is restricted to IT or Power Users of Laserfiche as once a Session is created it can be
used by multiple people. As such, only interested parties should attend. Class material is
dependent on purchased Quick Fields modules. Laserfiche Client Training is a prerequisite for
this class.
. Laserfiche Audit Trail Training
This hands-on or group training and is for user who will be generating or viewing Audit Reports
on the Laserfiche Repository. Laserfiche Audit Trail is typically used to investigate the viewing,
retrieval, or export of a document from the Laserfiche Repository. This class is typically limited
to Administrators and Power Users with comprehensive access to the Laserfiche Repository.
Laserfiche Client Training is a prerequisite for this class.
. Laserfiche Workflow Training
This is hands-on training is based on the Laserfiche Workflow Designer application. This training
focused on workflow design, workflow optimization, and workflow troubleshooting. This
training is for administrative users only. Laserfiche Client Training is a prerequisite for this class.
Items beyond scope are those items which are not included in this Project Plan. They include:
. Installing any software on Workstations not located at San Bernardino Police Department's
Headquarters
. Training users at offsite locations other than San Bernardino Police Department's Headquarters
. Maintaining existing FileNet systems or hardware related to it, e.g. Optical Jukebox
. Migrating FileNet Data from Existing System to Laserfiche
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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The initial risk assessment attempts to identify, characterize, prioritize, and document a mitigation
approach relative to those risks which can be identified prior to the start of the project. The risk
assessment will be continuously monitored and updated throughout the life of the project, with
monthly assessments included in the status report and open to amendment by the Project Manager at
ECS Imaging, Inc. Because mitigation approaches must be agreed upon by all stakeholders, it is
necessary to allocated time into each meeting dedicated to identifying new risks and discussing
mitigation strategies. The Project Manager will convey amendments and recommend contingencies as
conditions warrant.
Risk Risk Level Likelihood of Event Mitigation Strategy
(L/M/H)
SBPD H: Over 160 Somewhat Likely Project Manager, IT Administrator, and IT Tech
Person Hours will need to be dedicated to the project.
Hours and Regularly schedule on-site and remote visits
Availability should maintain open communication
End User M: Existing Certainly End Users will be resistant to learning a new
Resistance System in Place, process or piece of software. This resistance is
Potential for amplified by the fact that there is a working
Efficiency Gains system it place. Change evangelists need to be
identified and used to spread the news that a
change is coming, and that it will be better for
the department. Also, performing
comprehensive training with all users and
addressing and listening to concerns up front,
will be critical to user adoption.
Vendor H: Over 500 Unlikely An Account Executive, Project Manager,
Technical Hours Trainer, Developer, and Six Professional
Staff Services team members will be assigned to the
Availability Project as needed. Resources will be committed
to the project in advance, based on the project
time line, such that they are not scheduled
elsewhere.
Timeline L: Timeline not Unlikely Most of Laserfiche's functionality is out of the
Estimates correct box. The install of the software takes minimal
Unrealistic time. The majority of the time is spent
developing, mapping, and configuring Workflow
and capture solutions, as well as providing
Training and Documentation for the End User.
Vendor M: Estimated Somewhat Likely Preliminary Project Planning has been
Project time completed to explore the scope of work
Deliverables required to satisfy the business and technical
goals in the Project Plan. It has been agreed
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
11 of 26
that SBPD staff will need to group Nature of Call
and Document Type to a set of pairs which will
set-off up to 10 workflow routes. Detailed
deliverables will need to be defined further
Planning meetings will be scheduled to map out
all workflows and capture requirements. And
additional confirmation meetings will be help to
confirm the resulting Statement of Work(s).
Project plan scope has been clearly defined
with a clear list of items that are not covered in
the scope ofthis project. Planning meetings will
be scheduled to map out all workflows and
capture requirements. And additional
confirmation meetings will help to confirm the
Statement of Work. Scope change is allowed,
however, change of scope documentation will
need to be completed and this will likely
increase the cost of the project.
Training will be given as close as possible to Go-
Live date for Laserfiche as possible. Compelling
users to apply their training knowledge to
continue to fulfill their job function. Training
documentation will be provided to help refresh
users on the process. These guides will be
provided at trainings, where applicable, so
users can take notes on them. Lab based or
hands-on trainings tend to lead to better
retention oftraining material if they are
available.
The potential for improved automation from
workflow may be perceived to result in reduced
need for clerical staff related to copying and
delivering paper throughout the department.
Job security concerns may hamper success of
project if failure of project is linked to saving
jobs. Project Sponsor's Strategy is to make it
clear to everyone that this would be long who
may have these intentions that the Police
Department has to remain solvent and effective
and that embracing new technologies is the
only way to accomplish the department's goal.
SBPD will show that these monies are not the
City's and are grant monies directed towards
this function only. ECS Imaging, Inc. will attend
council meeting to offer assurances and
commitment to the City Council.
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
Project
Scope
Creep
User
Retention
of Training
Job Security
Council
Resistance
M:New
requirements
not mentioned in
Project Plan
M: Must be able
to apply material
shortly after
training or it will
be lost
M: Fear that
system may
somehow
replace jobs
L: Lack of
interest in
investing in any
system
2010-317
Likely
Somewhat Likely
Somewhat Likely
Somewhat Likely
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The Milestones and Tasks list provides a detailed list of all tasks that must be completed to successfully
execute the project.
Index of Customer Initials
Mike Eckley, ME
Jason Suarez, JS
Index of Vendor Initials
Debbi Bodewin, DB Chad Rodriguez, CR
James Green, JG Israel Sandoval, IS
Jesse Martinez, JM
Anjy Divine, AD
Tommy Ting, TT
Task List
ID Description Depen Dura Assigned Est. Comp
dency tion To: Date
Complete 0 623 All 2/15/2011
1 Project Planning None 83 JG 6/31/2010
1.1 Develop Goals and Objective " 2 " "
1.2 Define Project Approach " 4 " "
1.3 Define Project Scope " 30 " "
1.3.1 Provide Risk Assessment " 6 " "
1.3.2 Provide Milestones and Timeline " 24 " "
1.4 Define Assumptions " 1 " "
1.5 Define Constraints " 1 " "
1.6 Define Project Management Approach " 5 " "
1.6.1 Provide Project Timeline " 1 " "
1.6.2 Define Project Roles and Responsibilities " 1 " "
1.6.3 Define Issue Management " 1 " "
1.6.4 Provide Communication Plan " 2 " "
1.7 Monthly Onsite Progress Meetings " 40 JG, JS, ME "
2 Contract Agreements 1.x 0 ME, DB 7/15/2010
3 Kickoff Meeting 2.x 3 All 7/15/2010
4 Purchase Server Hardware/Software and None 2 JS, JM 8/31/2010
Configure
4.1 Test that Servers Post " " KS "
4.2 Place Servers on Existing Rack 4.1 " " "
4.3 Install Server OS Software 4.2 " " "
4.4 Install Default Software (Virus/Backup) 4.3 " " "
4.5 Install all Hotfixes and Patches 4.3 " " "
4.6 Configure OS for laserfiche (see attachment) 4.3 " " "
4.7 load Test Servers 4.6 " " "
4.8 Install SQL Server on DB Server 4.7 2 JM 9/1/2010
This Information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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5 Install and Test Laserfiche Server Software 4.x 18 JM 9/6/2010
5.1 Download Laserfiche Software 4.x 2 If ((
5.2 Install Laserfiche Server 5.1 2 (( ((
5.3 Install Advanced Audit Trail 5.2 1 (( ((
5.4 Install Laserfiche Client/Scanning x20 (( 6 (( ((
5.5 Install Laserfiche Workflow (( 1 (( ((
5.6 Install Laserfiche Web Access (( 1 (( ((
5.7 Install Laserfiche Weblink (( 1 (( ((
5.8 Install Laserfiche Quickfields (( 1 (( ((
5.9 Install Laserfiche Import Agent (( 1 (( ((
5.10 Patch all Laserfiche Software (( 2 (( ((
6 Detailed Planning None 160 JG, ME, JS 9/13/2010
6.1 Review Project Plan and Revise (( 8 JG, ME, JS ((
6.2 Define Initial Laserfiche Folder Structure (( 4 JG, ME, JS ((
6.3 Define Laserfiche Template Fields (( 4 JG, ME, JS ((
6.4 Define and Document Solution for Records (( 112 JG, ME, JS ((
6.4.1 Define Existing Capture Solution for Records (( 24 JG, ME, JS ((
6.4.2 Document Existing Capture Solution for Records (( 8 JG ((
6.4.3 Define Existing Workflow Solution for Records If 56 JG, ME, JS ((
6.4.4 Document Existing Workflow for Records If 24 JG ((
6.5 Define and Document Solution for Finance (( 16 JG, ME, JS ((
6.5.1 Define New Capture Solution for Finance (( 8 JG, ME, JS ((
6.5.2 Document New Capture Solution for Finance (( 8 JG ((
6.6 Define and Document Solution for Internal Affairs (( 8 JG, ME, JS ((
6.6.1 Define New Capture Solution for Internal Affairs If 4 JG, ME, JS ((
6.6.2 Document New Capture Solution for Internal (( 4 JG ((
Affairs
6.7 Define and Document Solution for Personnel (( 8 JG, ME, JS ((
Records
6.7.1 Define New Capture Solution for Personnel (( 4 JG, ME, JS ((
Records
6.7.2 Document New Capture Solution for Personnel (( 4 JG ((
Records
7 Basic Software Configuration 6.x 16 JM 9/13/2010
7.1 Configure Folder Structure 6.2 4 (( ((
7.2 Configure Laserfiche Templates 6.3 2 (( ((
7.3 Configure Laserfiche Audit Trail 6 1 (( ((
7.4 Configure liS (( 4 (( ((
7.5 Configure Web Access (( 1 (( ((
7.6 Configure Weblink (( 2 (( ((
7.7 Activate Quickfields (( 0 (( ((
7.8 Configure Import Agent (( 2 (( ((
8 Advanced Software Configuration 6.x 280 JM, JG, TT 10/20/2010
8.1 Configure and Test Solution for Records 6.4 248 (( ((
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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8.1.1 Configure Capture for Records {{ 32 {{ {{
8.1.2 Configure Workflow for Records {{ 160 {{ {{
8.1.3 Test and Correct Capture for Records {{ 16 {{ {{
8.1.4 Test and Correct Workflow for Records {{ 40 {{ {{
8.2 Configure and Test Solution for Finance 6.5 16 {{ {{
8.2.1 Configure Capture for Finance {{ 8 {{ {{
8.2.3 Test and Correct Capture for Finance {{ 8 {{ {{
8.3 Configure and Test Solution for Internal Affairs 6.6 8 {{ {{
8.3.1 Configure Capture for Internal Affairs {{ 4 {{ {{
8.3.3 Test and Correct Capture for Internal Affairs {{ 4 {{ {{
8.4 Configure and Test Solution for Records 6.7 8 {{ {{
8.4.1 Configure Capture for Records {{ 4 {{ {{
8.4.3 Test and Correct Capture for Records {{ 4 {{ {{
9 Training 8.x 44 AD,JG 1/17/2011
9.1 Laserfiche Thick Client Training {{ 4 AD TBD
9.2 Laserfiche Thin (Web Access) Client Training {{ 4 AD {{
9.3 Laserfiche Thin (Weblink) Client Training {{ 4 AD {{
9.4 Laserfiche Scanning Training {{ 4 AD {{
9.5 Laserfiche Administration Training {{ 4 AD {{
9.6 Laserfiche Audit Trail Training {{ 4 AD {{
9.7 Laserfiche Quick Fields Training {{ 8 AD {{
9.8 Laserfiche Workflow Training {{ 8 JM,AD {{
9.9 End User Review Training {{ 4 AD {{
10 Go-Live Day 9.x 16 JG, JM 2/10/2011
10.1 Troubleshooting Team on Standby {{ 16 JG, JM {{
11 Project Wrap-up Meeting 11.x 0 ME,JS, 2/14/2011
DB, JG, CR
11.1 Sign-Off and Complete Project {{ 0 ME, JS, DB 2/14/2011
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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The following assumptions were made in preparing the Project Plan:
. Hardware, including scanners, will be provided by the San Bernardino Police Department. The
hardware will meet or exceed the hardware requirements for all proposed software.
. A table will be created by the San Bernardino Police Department which will include the Nature
of Call as one column, Document Type as one column, and Name Workflow to be executed as
one column. No more than 10 workflow routes can be chosen without exceeding the current
scope.
. Management will ensure that project team members are available, as needed, to complete
project tasks and objectives.
. Changes made after the initial requirements gathering stage will result in project delays and
affect the entire timeline of project delivery.
. Changes to the scope of the project may result in a decrease of the quality of product delivered
or an increase in cost to execute the project.
. Employees of the San Bernardino Police Department are willing to make changes to their
existing process to adapt to Laserfiche's Capabilities.
. All project participants will abide by the guidelines identified within this Project Plan.
. The Project Plan may changes as new information and issues are revealed.
The following represent known project constraints:
. Project funding sources are limited, with no contingency
. Due to the nature of law enforcement, resource availability is inconsistent, specifically for
training.
. Hardware Infrastructure
The following represent critical risks to the project:
. Removal of project funding
. Natural disasters, terrorism, or acts of war
Should any of these events occur the Project Plan would become invalid.
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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Team Member Role Responsibilities When Needed
Mike Eckley Customer . Set and approve project objectives and Phases 1-6
Project initiate the project
Sponsor . Approve project plan and cost
. Secure buy-in to the project
. Monitor Vendor Project Manager
accountabilities
. Monitor Customer Project Manager and IT
Analyst accountabilities
. Authority to commit business resources to
the project
. Assist in defining departmental workflows
and capture needs
. Negotiate and resolve all conflicts of
meeting plan e.g. schedule vs. staffing
issues
. Communicate organization changes
associated with the project
. Create Nature of Call, Document Type,
and Workflow to Execute table
Jason Suarez Customer . Single point of contact to the business Phases 1-6
Project . Approve Changes
Manager . Control scope of project to objectives
. Communicate project plans and status to
stakeholders within SBPD
. Provide input to the Project Plan and
Schedule
. Schedule and facilitate steering committee
update meetings with Customer Project
Sponsor
. Schedule and facilitate team meetings
. Prepare agendas, maintain action item list
. Contribute and document requirements &
participate in resolution of requirements
conflicts
. Guide setup and implementation with the
vendor to meet functional requirements
. Manage Issues
. Manage Quality
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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. Plan, obtain & coordinate SBPD resources
in accomplishing business tasks in
alignment with project plan
priorities/tasks
. Identify obstacles and escalate to
appropriate level for resolution
. Ensure Adherence to IT Project
Methodology
. Plan, obtain & coordinate IT resources in
accomplishing IT tasks and set priorities
. Manage IT Purchasing participation
. Manage acquisition of software licensing
. Perform user acceptance testing
. Coordinate implementation and training
. Develop end-user training materials and
train end-users
. Determine business organization and
process changes; implement them
Jason Suarez Customer . Procure and install hardware Phases 2-6
IT Analyst . Install software
. Troubleshoot and provide technical
support during solution configuration and
implementation
. Create and document back-up plan and
back-up schedule
Debbi Bodewin Vendor . Finalize contract negotiations and Phases 1-6
Account commitment of ECS Imaging, Inc. to
Manager Project
. Monitor Vendor Project Manager
accountabilities
. Monitor Vendor IT Manager
accountabilities
. Maintain active relationship with
Customer Project Sponsor
James Green Vendor . Provide progress updates according to Phases 1-6
Project communication plan
Manager . Provide structured Implementation
methodology
. Analyze current methods and map to
desired outcome
. Identify gaps between desired outcome
and standard software capabilities
. Communicate process changes that are
required to implement the solution
. Prepare & coordinate solution
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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deployment
. Document application for all support tiers
Chad Rodriguez Vendor . Implement configuration and setup Phases 2-6
Technical according to requirements and analysis
Manager . Drive systems testing; resolve
nonconformance's
. Participate in User Acceptance Testing;
resolve nonconformance's
Jami Shore Office . Coordinate the availability of vendor staff Phases 1-6
Manager to meet requirements of Project Plan.
Israel Sandoval Vendor IT . Implement configuration and setup Phases 3-6
Analyst according to requirements and analysis
Jesse Martinez Vendor IT . Implement configuration and setup Phases 3-6
Analyst according to requirements and analysis
Kathy Crider Vendor IT . Implement configuration and setup Phases 3-6
Analyst according to requirements and analysis
Anjy Divine Vendor . Develop User Training Documentation for: Phase 5 and 6
Trainer . Laserfiche (Thick or Thin [Web Access])
Client Training
. Laserfiche Weblink (Thin) Client Training
. Laserfiche Scanning Training
. Laserfiche Admin Training
. Laserfiche Quick Fields Training
. Laserfiche Audit Trail Training
. Laserfiche Workflow Training
Tommy Ting Vendor . Provide custom applications and scripting Phase 3 and 6
Application as required to implement overall solution
Developer
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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The information contained within the Project Plan will likely change as the project progresses. While
change is both certain and required, it is important to note that any changes to the Project Plan will
impact at least one of three critical success factors: Available Time, Available Resources (Financial,
Personnel), or Project Quality. The decision by which to make modifications to the Project Plan
(including project scope and resources) should be coordinated using the following process:
Step 1: As soon as a change which impacts project scope, schedule, staffing or spending is identified,
the Project Manager will document the issue.
Step 2: The Customer and Vendor Project Managers will review the change and determine the
associated impact to the project and will forward the issue, along with a recommendation, to the.
Customer Project Sponsor for review and decision.
Step 3: Upon receipt, the Customer Project Sponsor should determine whether to approve, reject or
modify the request based upon the information provided by the Project Managers and their own
judgment.
Step 4: Following an approval or denial (by the Customer Project Sponsor), the Project Manager will
notify the original requestor of the action taken. There is no appeal process.
We must assure open and timely communication for the organization by providing appropriate
information to the people who need it, when they need it. By embracing the organization-wide
commitment to this project, each individual must do his or her part to ensure its success. This plan
provides a framework for informing, involving, and obtaining buy-in from all participants throughout the
duration ofthe project.
This communication plan is for the following audiences:
. Customer Project Sponsor
. Customer Project Manager
. Customer IT Analyst
. Customer Stakeholders
. Vendor Account Manager
. Vendor Project Manager
. Vendor Technical Manager
. Vendor Office Manager
Communication cannot be limited to anyone method or vehicle. It comes in many forms and must
follow guidelines and an appropriate level offormality to ensure knowledge and information transfer.
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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The following is a list of vehicles that will be found within the communication plan. This list is not
extensive and may grow throughout the life of the project.
. Email
. Informal word of mouth
. Team meetings
. Conference calls
. Web Meetings
. Paper
Weekly Status Reports
The Customer Project Manager and Vendor Project Manager will have one conference call per week
until the completion of the project. These calls will serve to set priorities for the week based on the
Milestones defined in the project plan. The result ofthese meetings will be complied into the Monthly
Status Report. Milestones, their dependences, hours, and delivery date may be updated during the
conference call. It is expected that the Customer Project Manager effectively communicate any changes
to all affected staff within the San Bernardino Police Department. The Vendor Project Manager is
responsible for communicating any changes to all affected project staff at ECS Imaging, Inc.
Monthly Status Reports
The Vendor Project Manager, with the assistance of the Customer Project Manager, will provide
monthly (in person) written status reports to the Customer Project Sponsor and Vendor Account
Manager. The reports shall include the following information tracked against the Project Plan:
. Summary of tasks completed in previous month
. Summary of tasks scheduled for completion in the next month
. Summary of issue status and resolutions
. Summary of Project Sponsor decisions that must be made, by what time
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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I have read the above Project Plan and will abide by its terms and conditions and pledge my full
commitment and support for the Project Plan. Customer approval for project is included as an
attachment to the Project Plan under Vendor Services Agreement.
Vendor Account Manager
Signature
Vendor Project Manager
Signature
Vendor Technical Manager
Signature
. Statement of Work - Records
. Statement of Work - Finance
. Statement of Work - Internal Affairs
. Statement of Work - Personnel Records
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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Date
Date
Date
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Note: This is not a final statement of work. This is a high-level scope definition document that will
provide a framework for the project moving forward.
Summary
The Records Department already has an existing system in place. The goal is to replicate the existing
system and add additional functionality as funding allows. The process is as follows: (1) Documents are
scanned using the existing Kofax Ascent solution; the scripts will need to be updated to point to
Laserfiche. (2) ECS Imaging, Inc. will develop an application, based on a user generated table, to classify
Nature of Call and Document Type variable combinations into one of ten workflow routes. (3) Based on
the classification documents will be routed to the appropriate workflow. (4) Each workflow will need to
be defined as part of Milestone 6, Detailed Planning.
(1) Scan/Index
Documents will be
scanned through
existing Kofax
Ascent system
(2) Classification
Based on Nature of
Call and Document
Type
Classification will
be completed
through
programming
based on assigned
template field
values
Depending on
Classification 1 of 10
Workflow Routes
initiated
(4) Workflow
10 (to be
defined)
(4) Workflow 1 (4) Workflow 2 (4) Workflow 3 (4) Workflow 4 (4) Workflow 5 (4) Workflow 6 (4) Workflow 7 (4) Workflow 8
(to be defined) (to be defined) (to be defined) (to be defined) (to be defined) (to be defined) (to be defined) (to be defined)
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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Note: This is not a final statement of work. This is a high-level scope definition document that will
provide a framework for the project moving forward.
Summary
(1) Document is scanned into the system. (2) Documents are automatically indexed with Quick Fields. An
effort will be made to automate the capture process where possible. This includes zonal OCR and
database lookup from the existing financial system. (3) Document will be automatically filed based on
index field values.
(1) Scan
Documents will be
scanned and
indexed through
Laserfiche
Quickfields.
Process will be
streamlined to
significantly reduce
keystrokes over
existing solution.
"#
(2) Auto Capture
Index Values
l'
(3) Document Auto-
Filled based on
Index Values
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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Note: This is not a final statement of work. This is a high-level scope definition document that will
provide a framework for the project moving forward.
Summary
(1) Document is scanned into the system. (2) Documents are manually indexed with Laserfiche Standard
Scanning. (3) Document will be automatically filed based on index field values. If requisite field values do
not exist, then the document will need to be manually filed.
(1) Scan
Documents will be
scanned and
indexed through
Laserfiche
Scanning.
v
(2) Manual of Index
Values
Automated Filling
is Possible, but is
dependent on
requisite index
values
(3) Document
Manually Filled
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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Note: This is not a final statement of work. This is a high-level scope definition document that will
provide a framework for the project moving forward.
Summary
(1) Document is scanned into the system. (2) Documents are manually indexed with Laserfiche Standard
Scanning. (3) Document will be automatically filed based on index field values. If requisite field values do
not exist, then the document will need to be manually filed.
(1) Scan
Documents will be
scanned and
indexed through
Laserfiche
Scanning.
V'
(2) Manual of Index
Values
Automated Filling
is Possible, but is
dependent on
requisite index
values
'f
(3) Document
Manually Filled
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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San Bernardino Police Department
FileNet to Laserfiche Conversion
Author: James Green, Project Manager
Creation Date: 7/7/2010
Last Revision Date: 7/8/2010
Version: 1.0
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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Pu rpose of Plan ........ ............................... ......... .... ..... ... ...... ..... ..................... ......... ..... ........ ...... ......... ........ ....3
Backgrou nd Information..... .......... .... .......... ................. ................ ..... ...... ......................... ..... ..... ...... ..... ........ 4
Goa Is a nd Objectives... ................ .................................................... ................... ................... ..... ................... 5
Business Goals and Objectives. ..... ..... ......... ..... ..................................... ......... .............. ........... ..................5
Project Goa Is and 0 bjectives ........................ ............................................................................................ 5
Project Approach.................................................................... ........................ ........................... ................... 6
Phase 1: Conversion of First Set of Data from FileNet.............................................................................. 6
Phase 2: Conversion of Second Set of Data from FileNet ......................................................................... 6
Sco pe............................................................................................................................ ................................. 7
Scope Defin ition........................................................................................................................................ 7
T echn ica I Deliverables .............................................................................................................................. 7
Items out of Scope .................................................................................................................................... 7
Risk Assessment .................................................. ............. ...... ..... ..... .............. .............. ..... ..... ......... .......... 7
M i lesto nes........................................................................................................................... ......................8
Ass u m ptio ns............................................................................................................................ ......................9
Constra ints .................................................................................................................................................. ..9
Project Constraints.................................................................................................................................... 9
Critica I Project Constraints............................ ....................................................... ..................................... 9
Project Ma nagement Approach ...... ............. .............. ...................................... ............. ..... ...... ..... .............. 10
Project Roles and Responsibilities .......................................................................................................... 10
Issue Ma nagement.... ...... ............... ............... ... ..... .... ..................... ............. ........... ........ ........... ... ..... ...... 12
Com mun ications Plan............................................................................................................................. 12
Commu nication Methods................................................................................................................... 13
App rova Is .............................................................................................................................. ...................... 14
Sign-off Sheets.............. .......... ................................. ................... ............. .............. ................................. 14
Attach ments......................................................................................................................... ....................... 14
ECS Partner's Contract.................................. .............. ........................... ................................................. 15
This infDrmatiDn is confidential and prDprietary tD ECS Imaging, IncDrpDrated. The intent is Dnly fDr the custDmer
and the infDrmatiDn contained herein (the 'PrDprietary InfDrmatiDn') is highly cDnfidential and prDprietary tD and
constitutes trade secrets Df ECS Imaging, Inc.. This infDrmatiDn shall nDt be published, communicated, disclDsed
Dr divulged tD any persDn, firm, corpDratiDn Dr Dther legal entity, directly Dr indirectly, withDut the priDr written
consent Df ECS Imaging, Inc. Management.
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The San Bernardino Police Department Project Plan will provide a definition of the project, including the
project's goals and objectives. Additionally, the Project Plan will serve as an agreement between ECS
Imaging, Inc., Project Sponsor-Mike Eckley, Project Manager-Jason Suarez, and other key-stakeholders
associated with and/or affected by the project at the San Bernardino Police Department. The Project
Plan will define the following:
. Project Purpose
. Objectives and Goals
. Project Approach
. Scope and Expectations
. Roles and Responsibilities
. Assumptions and Constraints
. Project Management Approach
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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San Bernardino PO is looking to implement a comprehensive ECM (Electronic Content Management)
Solution to improve the PO's effectiveness and efficiency across all departments in the organization. The
current FileNet system's cost and complexity has made expanding the system to additional
departments, other than Records, cost prohibitive. The goal is to implement a more robust and cost
effective ECM solution, Laserfiche, with a focus on workflow and business process management to help
San Bernardino Police Department to run smarter.
The scope of the project is to convert all data stored in the existing FileNet system to Laserfiche. This
data must be converted as the existing hardware associated with the FileNet system, the optical
jukebox, will be difficult to support in coming years as it is soon to be a discontinued HP product.
Significant time will be required to copy data off the existing optical platters to a hard-drive. Due to the
time to copy this data ECS Imaging, Inc. has suggested that the data be pulled in two phases. The first
phase will include all data on all disks. Using the time stamp on the documents, only documents up to a
certain date will be processed. The second phase will occur once the Laserfiche system is operational
and users have been trained on the Laserfiche system and are scanning into it. At this time all data in the
FileNet system will be placed into a Read-Only mode and the data not included in Phase 1 will be
processed. ECS Imaging, Inc. will assist in obtaining the specific data to limit such that a complete copy
does not need to be generated if at all possible. By performing phase 1 in parallel with the Laserfiche
implementation, the implementation time ofthe overall solution will be minimized.
When extracting data from MO (Magento-Optical), there is a high probability offinding bad data on the
disks. While it possible to correct some of this data, some of the data may not be recoverable. Data
recovery, while possible, will be done on a time-and-materials basis. It is important to note that the
conversion will take place on the good data provided to ECS Imaging, Inc. If you suspect a certain disk to
be bad, or to have a physical defect, it may be possible to correct the issue. However, this needs to be
documented on a case by case basis for ECS Imaging, Inc. to review when the original data is provided.
ECS Imaging, Inc. will make a good faith effort to assist in repairing data, but the errors must be
identified at the time the data is provided to ECS Imaging, Inc. and the repair will be on a time-and-
materials basis.
The current Case Management System is not directly affected by this project and will continue to be the
primary application for case management. The Laserfiche ECM solution will serve as the document
storage and the document workflow solution augmenting the Case Management System.
ECS Imaging, Inc. is a Laserfiche Reseller who will be implementing the Laserfiche ECM System. With
over 20 years of experience implementing governmental ECM solutions, ECS Imaging, Inc. is committed
to providing quality installation, configuration, consulting, training, and support services for the San
Bernardino Police Department.
This Information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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. Retire obsolete hardware, as support for current hardware has expired
. Reduce long-term maintenance costs associated with existing ECM system
. Provide a platform for electronic workflows to increase efficiency
. Improve accessibility of records to staff
. Replicate and improve security of stored records
. Remove obstacles to sharing information
. Convert FileNet data to Laserfiche
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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. Phase 1: Conversion of First Set of Data from FileNet
. Phase 2: Conversion of Second Set of Data from FileNet
San Bernardino Police Department will provide ECS Imaging, Inc. with a complete copy of all data from
all MO disks to a portable hard-drive. Any errors found with the data should be documented and
presented to ECS Imaging, Inc. with the provided data. San Bernardino and ECS Imaging, Inc. will set the
FileNet system to save all new data to new MO, while setting the existing MOs to read-only.
ECS Imaging, Inc. will work with our partner, STG (Southern Technology Group), to convert the given
FileNet data to Laserfiche. Once the data has been converted, it will be imported into Laserfiche for
review by the San Bernardino Police Department.
San Bernardino Police Department will set all volumes associated with the FileNet system to Read-Only.
San Bernardino Police Department will provide ECS Imaging, Inc. with data from all MO disks that were
not included in Phase Ion a Portable Hard-Drive. Any errors found with the data should be documented
and presented to ECS Imaging, Inc. with the provided data.
ECS Imaging, Inc. will work with our partner, STG (Southern Technology Group), to convert the given
FileNet data to Laserfiche. Once the data has been converted, it will be imported into Laserfiche for
review by the San Bernardino Police Department.
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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The Project Scope is simply the work that needs to be accomplished to deliver a FileNet to Laserfiche
conversion that meets the requirements of San Bernardino Police Department.
1. Deliver Conversion of Data for Phase 1
2. Deliver Conversion of Data for Phase 2
Items beyond scope are those items which are not included in this Project Plan. They include:
. Data not originally contained on the MO drives
. Data that is corrupt or unreadable
The initial risk assessment attempts to identify, characterize, prioritize, and document a mitigation
approach relative to those risks which can be identified prior to the start of the project. The risk
assessment will be continuously monitored and updated throughout the life ofthe project, with
monthly assessments included in the status report and open to amendment by the Project Manager at
ECS Imaging, Inc. Because mitigation approaches must be agreed upon by all stakeholders, it is
necessary to allocated time into each meeting dedicated to identifying new risks and discussing
mitigation strategies. The Project Manager will convey amendments and recommend contingencies as
conditions warrant.
Risk Risk Level Likelihood of Event Mitigation Strategy
(L/M/H)
SBPD Person H: Approximately Somewhat Likely Copying the disks and troubleshooting errors
Hours and 40 Hours when copying disks will take considerable time.
Availability Scripting the copy operation, while handling
errors, is advisable and will need to be
completed at the command level.
Data H: Corrupt data Certainly The corrupt data should be documented and
Integrity should be repaired if possible. ECS Imaging, Inc.
and its partners can assist with errors;
however, this is not included in the cost of the
project as the errors are unknown at this time.
Performance H: Copying large Somewhat Likely Copying large amount of data from MOs,
Impact amount of data specifically, when a given document spans
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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from MO multiple MOs, can directly impact the
performance for users of the system. Users
must be aware of the potential impact, and
administrators should make an effort to copy
data at less busy times when possible.
Timeline L: Corrupt Data Somewhat Likely The conversion process may take longer than
Estimates Delays Project expected if there is a significant amount of
corrupted data. And if the vendor is requested
to try to repair the data.
The Milestones and Tasks list provides a detailed list of all tasks that must be completed to successfully
execute the project.
Index of Customer Initials
Mike Eckley, ME
Jason Suarez, JS
Index of Vendor Initials
Peter McCoy, PM Tommy Ting, TT
James Green, JG Chad Rodriguez, CR
Task List
10 Description Depen Dura Assigned Est. Comp
dency tion To: Date
Complete 0 N/A ALL TBD
1 Conversion of First Set of Data from FileNet None N/A JS, JG, TBD
PM,CR
1.1 Define Requirement a a JG, JS a
1.2 Document Requirements a a JG, PM a
1.3 Obtain Data from FileNet a a JS a
1.4 Provide Data to ECS Imaging, Inc. a a JS a
1.5 Convert Data a a PM a
1.6 Validate Data Conversion a a PM, JG a
1.7 Deliver Converted Data a a CR a
1.8 Import Converted Data a a CR a
1.9 Review Converted Data with Customer a a JG a
1.10 Obtain Sign-Off on Converted Data a a JG, JS a
2 Conversion of Second Set of Data from FileNet Lx N/A JS, JG, TBD
PM,CR
2.1 Define Requirement a a JG, JS a
2.2 Document Requirements a a JG, PM a
2.3 Obtain Data from FileNet a a JS a
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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2.4 Provide Data to ECS Imaging, Inc. " " JS "
2.5 Convert Data " " PM "
2.6 Validate Data Conversion " " PM,JG "
2.7 Deliver Converted Data " " CR "
2.8 Import Converted Data " " CR "
2.9 Review Converted Data with Customer " " JG "
2.10 Obtain Sign-Off on Converted Data " " JG, JS "
The following assumptions were made in preparing the Project Plan:
. Data will be provided in a timely manner
. Data will be provided without error, and if there is an error (corrupted data), it will be
documented by San Bernardino Police Department
. Management will ensure that project team members are available, as needed, to complete
project tasks and objectives.
. Changes made after the initial requirements gathering stage will result in project delays and
affect the entire timeline of project delivery.
· Changes to the scope of the project may result in a decrease of the quality of product delivered
or an increase in cost to execute the project.
. All project participants will abide by the guidelines identified within this Project Plan.
. The Project Plan may changes as new information and issues are revealed.
The following represent known project constraints:
. Project funding sources are limited, with no contingency
. Hardware Infrastructure
The following represent critical risks to the project:
. Removal of project funding
. Natural disasters, terrorism, or acts of war
Should any of these events occur the Project Plan would become invalid.
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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Team Member Role Responsibilities When Needed
Mike Eckley Customer . Set and approve project objectives and Phases 1-2
Project initiate the project
Sponsor . Approve project plan and cost
. Secure buy-in to the project
. Monitor Vendor Project Manager
accou nta bilities
. Monitor Customer Project Manager and IT
Analyst accountabilities
. Authority to commit business resources to
the project
. Negotiate and resolve all conflicts of
meeting plan e.g. schedule vs. staffing
issues
. Communicate organization changes
associated with the project
Jason Suarez Customer . Single point of contact to the business Phases 1-2
Project . Approve Changes
Manager . Control scope of project to objectives
. Communicate project plans and status to
stakeholders within SBPD
. Provide input to the Project Plan and
Schedule
. Schedule and facilitate team meetings
. Prepare agendas, maintain action item list
. Contribute and document requirements &
participate in resolution of requirements
conflicts
. Guide setup and implementation with the
vendor to meet functional requirements
. Manage Issues
. Manage Quality
. Plan, obtain & coordinate SBPD resources
in accomplishing business tasks in
alignment with project plan
priorities/tasks
. Identify obstacles and escalate to
appropriate level for resolution
. Ensure Adherence to IT Project
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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Methodology
. Plan, obtain & coordinate IT resources in
accomplishing IT tasks and set priorities
. Manage IT Purchasing participation
. Manage acquisition of software licensing
. Perform user acceptance testing
Jason Suarez Customer . Create copy of existing MO data Phases 1-2
IT Analyst . Validate integrity of existing MO data
. Document data corruption issues for
further review
Debbi Bodewin Vendor . Finalize contract negotiations and Phases 1-2
Account commitment of ECS Imaging, Inc. to
Manager Project
. Monitor Vendor Project Manager
accou nta bilities
. Monitor Vendor IT Manager
accountabilities
. Maintain active relationship with
Customer Project Sponsor
James Green Vendor . Provide progress updates according to Phases 1-2
Project communication plan
Manager . Provide structured conversion
methodology
. Import converted data into Laserfiche
Chad Rodriguez Vendor . Deliver and install converted data Phases 1-2
Technical
Manager
Jami Shore Office . Coordinate the availability of vendor staff Phases 1-2
Manager to meet requirements of Project Plan.
Tommy Ting Vendor . Provide custom applications and scripting Phase 1-2
Application as required to implement overall solution
Developer
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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The information contained within the Project Plan will likely change as the project progresses. While
change is both certain and required, it is important to note that any changes to the Project Plan will
impact at least one of three critical success factors: Available Time, Available Resources (Financial,
Personnel), or Project Quality. The decision by which to make modifications to the Project Plan
(including project scope and resources) should be coordinated using the following process:
Step 1: As soon as a change which impacts project scope, schedule, staffing or spending is identified,
the Project Manager will document the issue.
Step 2: The Customer and Vendor Project Managers will review the change and determine the
associated impact to the project and will forward the issue, along with a recommendation, to the
Customer Project Sponsor for review and decision.
Step 3: Upon receipt, the Customer Project Sponsor should determine whether to approve, reject or
modify the request based upon the information provided by the Project Managers and their own
judgment.
Step 4: Following an approval or denial (by the Customer Project Sponsor), the Project Manager will
notify the original requestor of the action taken. There is no appeal process.
We must assure open and timely communication for the organization by providing appropriate
information to the people who need it, when they need it. By embracing the organization-wide
commitment to this project, each individual must do his or her part to ensure its success. This plan
provides a framework for informing, involving, and obtaining buy-in from all participants throughout the
duration of the project.
This communication plan is for the following audiences:
· Customer Project Sponsor
· Customer Project Manager
· Customer IT Analyst
· Customer Stakeholders
· Vendor Account Manager
· Vendor Project Manager
· Vendor Technical Manager
· Vendor Office Manager
Communication cannot be limited to anyone method or vehicle. It comes in many forms and must
follow guidelines and an appropriate level offormality to ensure knowledge and information transfer.
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc" This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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The following is a list of vehicles that will be found within the communication plan. This list is not
extensive and may grow throughout the life of the project.
. Email
· Informal word of mouth
· Team meetings
· Conference calls
· Web Meetings
. Paper
Weekly Status Reports
The Customer Project Manager and Vendor Project Manager will have one conference call per week
until the completion of the project. These calls will serve to set priorities for the week based on the
Milestones defined in the project plan. The result of these meetings will be complied into the Monthly
Status Report. Milestones, their dependences, hours, and delivery date may be updated during the
conference call. It is expected that the Customer Project Manager effectively communicate any changes
to all affected staff within the San Bernardino Police Department. The Vendor Project Manager is
responsible for communicating any changes to all affected project staff at ECS Imaging, Inc.
Monthly Status Reports
The Vendor Project Manager, with the assistance of the Customer Project Manager, will provide
monthly (in person) written status reports to the Customer Project Sponsor and Vendor Account
Manager. The reports shall include the following information tracked against the Project Plan:
· Summary of tasks completed in previous month
· Summary of tasks scheduled for completion in the next month
· Summary of issue status and resolutions
· Summary of Project Sponsor decisions that must be made, by what time
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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I have read the above Project Plan and will abide by its terms and conditions and pledge my full
commitment and support for the Project Plan. Customer approval for project is included as an
attachment to the Project Plan under Vendor Services Agreement.
Vendor Account Manager
Signature
Vendor Project Manager
Signature
Vendor Technical Manager
Signatu re
. ECS Partner Contract
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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Date
Date
Date
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Statement of Work for
ECS Imaging &
City of San Bernardino Police Department
Document Conversion from FileNet to Laserfiche
August 10/ 2010
Proposed by Southern Technology Group (STG)
619 Fagan Springs Dr., Suite 2
Huntsville, AL 35801
256532-1991 x201
I ntrod uction
ECS Imaging has requested that STG review and execute the conversion of an existing FileNet document
management system to Laserfiche. The system is located in the City of San Bernardino Police
Department headquarters, hereto referred to as SBPD. This system contains approximately 500GB of
data (presumably police cases) scattered across about 57 magneto-optical (MO) discs housed in an HP
library that is running on a marginal basis because of its age. The city has determined it is critical to get
this information off the Mas as quickly as possible on to a more current and reliable media. In addition,
SBPD is implementing the installation of a Laserfiche document management system and would like
their entire repository of information housed on the FileNet system to transferred the Laserfiche system
with all images and indexes intact.
STG has executed numerous conversions for ECS over the years and is ready to implement this
conversion with the same level of excellence we have accomplished on past conversions.
Methodology
There are five steps to implementing this conversion:
1. Moving the data from the Mas to a USB 2.0 disc. STG recommends using a disc 3 times the size
of what is needed to store the original repository.
2. Structuring the FileNet data so that it can be extracted with associated indexes
3. Mapping the exported FileNet data in Laserfiche repositories
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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4. Cross checking document and image counts where possible to assure all information has been
imported properly
5. Moving the converted data into the new LF repository.
Step 1 as we understand it will be executed by SBPD. It is imperative that the file name and structure be
preserved exactly has it is on the present FileNet system. Once all of the files are transferred to the USB
2.0 drive, STG will need to log onto the system and create a SQL backup ofthe index structure that will
also be placed on the image disc. At this point the disc can be shipped to STG.
Mas can be very temperamental, especially older hardware, so patience will be needed as the Mas are
writing the data. Since there are several drives in the library, it may be necessary to force the discs in
certain drives that are believed to be in better writing condition than others. If one begins to get a lot of
read errors on one drive, this would be an indication to isolate that drive and call support for a head
alignment. Depending on many factors, it can take 4-8 hours to read one MO disc completely. It is
imperative that a careful log be kept of each disc being read and transferred and associated read
references be kept so that if problems are occurring during the conversion, this will be one source of
information to help determine what needs to be done.
Step 2-4 will be done by STG. Since SBPD must keep their system live until the conversion is finished,
STG agrees to a second small conversion of documents that have been added to the system since the
conversion began. SBPD must agree to freeze the system at that point. STG will know exactly where the
last exported document left off and the rest began so will be able to guide SBPD where the final image
copy must begin.
It will be the responsibility of ECS in conjunction with SBPD to provide STG with the proper template in a
Laserfiche briefcase before the conversion begins. This template should be an exact replicate of the one
being used in the LF system and SBPD must agree to no template changes until the conversion is
finished. This is CRITICAL to the successful import of the final system into LF. If STG has to rerun the
conversion because of index changes there may be a second bill to cover this expense.
Step 5 will be accomplished by ECS. In order to minimize the loss of a whole repository during a
conversion of this magnitude, STG breaks up the tasks into smaller repositories. We will then build
briefcases of the final documents from these smaller repositories for import into the new LF repository.
This will provide maximum flexibility to ECS to be able to move data within the new repository to some
extent if desired.
STG provides a complete audit sheet of all images and documents plus numerous log files depending on
the type of conversion so the client can verify where information is during their review of the data.
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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Unreliable Data
STG will not be responsible for the quality and reliability of the images and indexes it receives. STG has a
number of tools that may assist in cleaning up bad data and we will do so if directed. Since it is not
predictable as to how some of this data may come to us, we will notify either ECS or C of SBPD of the
situation in writing and give our best estimate of how we may be able to recover bad information. This
process will be billed at a rate of $150jhour billed bi-monthly and will need to be authorized by an
appropriate source. Any time taken for this cause will mean delays in the final estimated delivery date.
On Site Requirements
STG may need admin access to the FileNet server via remote connection to verify any suspect
information. It would be our preference to have our own user name and password for access, but could
also use LogMeln Rescue if necessary. We will need specific access to the SQL repository. It is in
everyone's best interest that a current NDA be signed by STG with ECS and or SBPD before beginning
this project.
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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Completion Time
It is anticipated that this project can be completed within 5-6 weeks of receipt ofthe order and the
completion of Phase 1.
Signatures
STG
Robert McCoy
Date
Ese Imaging, Inc.
Date
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer
and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and
constitutes trade secrets of ECS Imaging, Inc.. This information shall not be published, communicated, disclosed
or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written
consent of ECS Imaging, Inc. Management.
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