{"text_format":"3","workbook":"xlsx","n_sheets":10,"sheets":["Introduction","General & Technical","Non-Functional","Document Mgt","Content Mgt ","Mobility","Support","Knowedge & Training","Change Mgt","luAvailability"],"not_rendered":{"defined_names":12},"read":"whole","date_system":"1900"}

{"sheet":"Introduction","index":0,"n_rows":11,"n_cols":4,"rows_kept":11,"merged":[[1,1,1,3],[2,1,2,2],[3,1,3,3],[4,2,4,3],[5,2,5,3],[6,2,6,3],[7,2,7,3],[8,2,8,3],[9,2,9,3],[10,2,10,3]]}
[]
[null,"1. Enter Basic Vendor Information"]
[null,"Enter Vendor Name to the right:",null,"Vendor Name"]
[null,"2. Availability definition"]
[null,"Code","Description"]
[null,"Y","Functionality is provided out of the box through the completion of a task associated with a routine configurable area that includes, but is not limited to, user-defined fields, delivered or configurable workflows, alerts or notifications, standard import/export, table driven setups and standard reports with no changes.  These configuration areas will not be affected by a future upgrade.  The proposed services include implementation and training on this functionality, unless specifically excluded in the Statement of Work, as part of the deployment of the solution."]
[null,"R","Functionality is provided through reports generated using proposed Reporting Tools."]
[null,"T","Functionality is provided by proposed third party functionality (i.e., third party is defined as a separate software vendor from the primary software vendor).  The pricing of all third party products that provide this functionality MUST be included in the cost proposal."]
[null,"M","Functionality is provided through customization to the application, including creation of a new workflow or development of a custom interface, that may have an impact on future upgradability. "]
[null,"F","Functionality is provided through a future general availability (GA) release that is scheduled to occur within 1 year of the proposal response."]
[null,"N","Functionality is not provided."]

{"sheet":"General & Technical","index":1,"n_rows":113,"n_cols":7,"rows_kept":113,"merged":[[1,1,1,4],[2,1,2,4]]}
[]
[null,"General and Technical"]
[null,"Objective: To ensure that both SharePoint Online Content and Document Management Solution operates consistently and fulfills the technical standards defined."]
[null,"Number","Area","Application Requirements","Priority","Availability","Remarks/Comments"]
[null,1,"Documentation","Ability to provide online software documentation for all software application modules.","H"]
[null,{"$f":"B5+1","v":2},"Documentation","Ability to provide an on-line tutorials.","H"]
[null,{"$f":"B6+1","v":3},"Documentation","Ability to provide all vendor supplied software that is accompanied by sufficient documentation to enable comprehensive understanding of its internal structure and operating procedures. ","H"]
[null,4,"Documentation","Ability to provide Release Notes that document changes between version releases.  These documents must be written in a fashion that is easily understandable by the end user.  The format of the Release Notes must be conducive to analyzing which changes effect the organization.","H"]
[null,5,"Help System","Ability to provide a menu-driven system with comprehensive utility and \"help\" screen capabilities.","H"]
[null,6,"Help System","Ability to provide field-level and screen level help throughout the application that can be configured by trained users.","H"]
[null,7,"Vendor to PPECB Support Portal","Ability to provide a portal solution to the access various on-line information regarding the vendor's solution including:\n* Knowledge base of user documentation\n* Release notes\n* Other documentation","H"]
[null,8,"Vendor to PPECB Support Portal","Ability to provide a process to the solution that allows users to submit enhancement requests and system bugs on-line that allows for tracking of progress on individual items.","H"]
[null,9,"Vendor to PPECB Support Portal","Ability to provide a process to the solution that allows users to query on specific items that they have submitted.","H"]
[null,10,"Error Processing","Ability to log error messages and store for future review and reporting.  Error messages should be meaningful to the user versus being of a technical nature.","H"]
[null,11,"Error Processing","Ability to allow the system administrator or designated end-users to view the error log on-line to provide support for the users.","H"]
[null,12,"Error Processing","Ability to perform error checking to verify the quality of the information being entered and that system balances are maintained.","H"]
[null,13,"Security and Auditing","Ability to use Active Directory (AD) as the source for security credentials. AD shall be used as the primary authentication level for user sign-on into the system.","H"]
[null,14,"Security and Auditing","Ability to limit access to, or updating of, the information stored on the computer through use of a password security system at the terminal, operator, and menu application levels.   Security should additionally revolve around add/update/view/delete access at the transaction level.","H"]
[null,15,"Security and Auditing","Ability to deliver security in a layered format (i.e. data, database, application, network physical).","H"]
[null,16,"Security and Auditing","Ability to log all changes (transactional, master-data, configuration, etc.) in a detailed permanent audit trail, by user ID.","H"]
[null,17,"Security and Auditing","Ability to provide role based and class based system security; must be configurable and must establish rules for editing.","H"]
[null,18,"Security and Auditing","Ability for an administrator to change a user's status to inactive.","H"]
[null,19,"Security and Auditing","Ability to support electronic/digital signatures.","H"]
[null,20,"Security and Auditing","Ability to support the encryption of data communications between the client and the server.","H"]
[null,21,"Security and Auditing","Ability to define specific user access to processes, icons, screens, reports, records and code tables based on individual and group profiles.","H"]
[null,22,"Security and Auditing","Ability to apply security restrictions to report writer utilities.","H"]
[null,23,"Security and Auditing","Ability to apply security restrictions to global update functions.","H"]
[null,24,"Security and Auditing","Ability to apply security restrictions to all ODBC and OLE activities.","H"]
[null,25,"Security and Auditing","Ability to differentiate access between ability to view versus update for specific data elements.","H"]
[null,26,"Security and Auditing","Ability to restrict the accessing of security configuration and audit logs.","H"]
[null,27,"Security and Auditing","Ability to provide single sign on with any third-party products proposed.","H"]
[null,28,"Security and Auditing","Ability to monitor concurrent users to the database.","H"]
[null,29,"Security and Auditing","Ability to track the relevant audit trails and allow \"drill down to the source\" functionality to review the history of all changes to the data.","H"]
[null,30,"Security and Auditing","Ability to allow management to review the system administrator's activities.","H"]
[null,31,"Security and Auditing","Ability to trace transactions through the system using audit reports.","H"]
[null,32,"Archiving","Ability to provide an archiving solution for all data elements which provide configuration options for archiving schedules.","H"]
[null,33,"Archiving","System design provides an “archive” environment for historical data.","H"]
[null,34,"Integration and Interfacing","Ability to import / export non-configuration data (e.g. transaction data) to/from a common data interchange format (e.g. ASCII, XML, JSON etc.) JSON is mandatory","H"]
[null,35,"Integration and Interfacing","Ability to import / export configuration data to/from a common data interchange format (e.g. ASCII, XML, etc.) ","H"]
[null,36,"Integration and Interfacing","Ability for all data import functions in the system to observe all pre-set data validation rules to enforce data / database integrity.  ","H"]
[null,37,"Integration and Interfacing","Ability to generate an exception or data completeness report for all data import functions.","H"]
[null,38,"Integration and Interfacing","Ability to support web services/api as a means of real-time data exchange with other applications.","H"]
[null,39,"Integration and Interfacing","Ability to apply security restrictions to all imports performed by a user.","H"]
[null,40,"System Installation","Ability to provide capabilities for system to be deployed with an \"agentless client\" (i.e. no software on the desktop).","H"]
[null,41,"System Installation","Ability to retain user preferences when installing new releases of the vendor's software.","H"]
[null,42,"System Installation","Ability to support the following environments during system implementation including:  DEV, TEST, TRAIN, LIVE.","H"]
[null,43,"System Installation","Ability to provide a configuration management solution to allow for easy management of moving data and programs between the various environments.","H"]
[null,44,"System Operations and Administration","Ability for application to be operated in a hosted environment.","H"]
[null,45,"System Operations and Administration","Ability to supply various utilities to facilitate file maintenance, data manipulation, and backup/recovery.  These may include, but are not limited to, sorts, file generators, and file-to-file copying utilities.","H"]
[null,46,"System Operations and Administration","Ability for system to include the appropriate administrative and programming toolsets to configure, and modify the software applications.","H"]
[null,47,"System Operations and Administration","Ability for the software vendor(s) to have the facilities to diagnose and maintain the application software and database remotely.","H"]
[null,48,"System Operations and Administration","Ability for the vendor to provide ongoing software maintenance and new software releases periodically to meet all Legislative requirements at no additional charge.","H"]
[null,49,"Technical Standards & Preferences - Applies to ALL products being proposed by the vendor","Ability to provide system components that operate under a JAVA or .NET solution environment.","H"]
[null,50,"Technical Standards & Preferences - Applies to ALL products being proposed by the vendor","Ability to provide a system that operates under a Service Oriented Architecture (SOA) environment.","H"]
[null,51,"User Interface","Ability for system to ensure that all features and functions within the application will be available and operate identically regardless of the user interface that is used (i.e., web-based or mobile-based).","H"]
[null,52,"User Interface","Ability for system to provide a Web-based interface that uses \"point and click\" device functionality to choose between pull down menus and options.","H"]
[null,53,"User Interface","Ability for system to ensure a consistent use of command keys and screen layouts across the application.  System must be responsive in terms of screen layout.","H"]
[null,54,"User Interface","Ability to allow any screen to be modified to use the configured terminology.  System must have the ability to handle passive refresh of screens for e.g by means of asynchronous integration/message handling","H"]
[null,55,"User Interface","Ability to modify pull down menus and pick lists.","H"]
[null,56,"User Interface","Ability for system to display all currency amounts formatted with currency signs and commas.","H"]
[null,57,"Data Entry","Ability to control entry of data to ensure user enters data into all required fields on the screen through the setting of mandatory fields.","H"]
[null,58,"Data Entry","Ability to have data entry fields automatically default to a specific value (e.g., date fields should default to current date).","L"]
[null,59,"Data Entry","Ability to perform batch data entry of uploaded documents.","H"]
[null,60,"Data Entry","Ability for system architecture to support distributed data entry by authorized users.","H"]
[null,61,"Data Entry","Ability to configure tabbing order on all data entry screens.","L"]
[null,62,"Data Entry","Ability to “auto fill” fills in field level information (i.e. – document classification, document type).","L"]
[null,63,"Data Entry","Ability for back-ups or other transactions in one module to not block, delay, or otherwise interfere with transactions in other modules.","H"]
[null,64,"Data Entry","Ability for the system, excluding complete system backup activities, to be available 24 hours a day.","H"]
[null,65,"Data Entry","System provides record locking functionality which only allow viewing, and query access to system records by users, while a user is making edits to the record.","H"]
[null,66,"Data Entry","Ability for system to provide free form comments fields for all transactions – prior to posting, after the fact (multiple un-editable comments with user stamping and date stamping)","H"]
[null,{"$f":"B70+1","v":67},"Central Document / Workflow Engine","Ability to provide workflow functionality, automating business processes within the system that can be configured and managed by a trained end-user. ","H"]
[null,68,"Central Document / Workflow Engine","Ability for the workflow to route based on roles defined in the system.","H"]
[null,69,"Central Document / Workflow Engine","Ability for the workflow to be assigned to each user and rules determining how a process is handled and works consistently across all modules and user interfaces within the application.","H"]
[null,70,"Central Document / Workflow Engine","System provides audit trail history of approvals.","H"]
[null,71,"Central Document / Workflow Engine","Ability to set ad-hoc approval rule for individual transactions.","H"]
[null,72,"Central Document / Workflow Engine","Ability to provide workflow functionality that is role based such that departments can perform approvals in a “person independent” manner.","H"]
[null,73,"Central Document / Workflow Engine","Ability to provide reminder functionality throughout the system that could be set to trigger based on certain events (e.g., more than 2 weeks have passed and you are responsible for completing this step, contract is going to expire soon, etc.).  Optionally, be able to trigger a standard email to be sent through Outlook.","H"]
[null,74,"Central Document / Workflow Engine","Ability to provide the same workflow rules and engine regardless of the user interface that is used (i.e., web-based or mobile-based interface).","H"]
[null,75,"Central Document / Workflow Engine","Ability to provide workflow functionality that allows a user to enter comments justifying their approval/denial.","H"]
[null,76,"Central Document / Workflow Engine","Ability to provide workflow functionality that allows a user to forward workflow items for a user-designated period of time to another user who will act as a surrogate in being able to review, approve and reject all workflow items in the first user's absence.","H"]
[null,77,"Central Document / Workflow Engine","Ability to provide workflow functionality that allows for items to be put into workflow with a combination of parallel or sequential approvals.","H"]
[null,78,"Central Document / Workflow Engine","Ability to provide workflow functionality such that supports parallel approvals.","H"]
[null,79,"Central Document / Workflow Engine","Ability to provide workflow functionality that allows for reporting on how long each step in a workflow is taking to perform.","H"]
[null,80,"Central Document / Workflow Engine","Ability to provide workflow functionality with the following options when reviewing an item: As a minimum\n* Approve\n* Forward\n* Hold\n* Reject","H"]
[null,81,"Central Document / Workflow Engine","Ability to provide workflow functionality that allows for notification of the results of a workflow step to be sent to a user via email or be viewable internally within the application.  The type of notification (email or internal to application) can be customizable for each individual user.","H"]
[null,82,"Central Document / Workflow Engine","Ability to provide workflow functionality that allows for users receiving workflow updates via email to click on a link provided within the email that takes the user to the appropriate area within the application to perform the next steps on that workflow.","H"]
[null,83,"Reporting and Printing","Ability for system to have an ad-hoc report writer with the following features:","H"]
[null,84,"Reporting and Printing","Ability for system to have an ad-hoc report writer with file organization structure consistent between all application modules","H"]
[null,85,"Reporting and Printing","Ability for system to have an ad-hoc report writer with Integration with all other application modules on the same processor for custom report creation","H"]
[null,86,"Reporting and Printing","Ability for system to have an ad-hoc report writer with Flexible report formatting capabilities","H"]
[null,87,"Reporting and Printing","Ability for system to have an ad-hoc report writer with Mailing list and label generation capability","H"]
[null,88,"Reporting and Printing","Ability to retrieve information from multiple tables / files","H"]
[null,89,"Reporting and Printing","Ability to specify desired subtotal breaks and totaling fields","H"]
[null,90,"Reporting and Printing","Ability to obtain reports in different sort sequences","H"]
[null,91,"Reporting and Printing","Ability to make minor alterations to previously defined reports.","H"]
[null,92,"Reporting and Printing","Ability to set up menus of created reports for easy access and printing","H"]
[null,93,"Reporting and Printing","Option available to send report to the screen, a printer, or to a file.","H"]
[null,94,"Reporting and Printing","\"Wildcard\" and/or “Keyword” capability to allow easy accessing of a range of values when creating reports","H"]
[null,95,"Reporting and Printing","Sequentially numbered pages on reports","H"]
[null,96,"Reporting and Printing","Shows current date and reports \"as of\" date","H"]
[null,97,"Reporting and Printing","Data fields include commas, decimal points, dollar signs, +/- signs, etc. and are right or left justified as appropriate","H"]
[null,98,"Reporting and Printing","Ability to select any department (or cost center) or range(s) of departments (or cost centers) for inclusion or exclusion in/from reports","H"]
[null,99,"Reporting and Printing","Ability to create visual aids (charts, graphs) to supplement the report statistics/measures generated","H"]
[null,100,"Reporting and Printing","Ability to provide a simple, easy drill down / drill around – with minimal keystrokes.","H"]
[null,101,"Reporting and Printing","Ability to output electronically (e.g. file or ftp) to all governmental entities as required by law.","H"]
[null,102,"Reporting and Printing","Ability for reports to be scheduled to run.","H"]
[null,103,"Reporting and Printing","Ability to execute reports with an \"as of\" date.","H"]
[null,104,"Reporting and Printing","Ability to allow search criteria on reports to be not-exact matches, partials, or similar (e.g., soundex).","H"]
[null,105,"Reporting and Printing","Ability to automatically route reports via a workflow.","H"]
[null,106,"Reporting and Printing","Ability for system to allow users to perform inquiries and searches by any field available for data entry.","H"]
[null,107,"Reporting and Printing","Ability to allow formatted output to be matched to printer device characteristics without intervention by the user.","H"]
[null,108,"User Management","Need a JML functionality, probably this will be in the HR modules, this then needs to send some notification to the relevant parties when a new employee joins, so that they can be given access to systems as indicated by the line manager. This can also integrate down the line to the particular system for automatic onboarding. The reverse process also needs to occur when an employee is terminated.","H"]
[null,109,"User Management","Single sign-on integration with Microsoft Azure Active Directory (in accordance with the PPECB password policy)","H"]

{"sheet":"Non-Functional","index":2,"n_rows":34,"n_cols":7,"rows_kept":34,"merged":[[1,1,1,4],[2,1,2,4]]}
[]
[null,"Non-Functional"]
[null,"Objective: To ensure that both SharePoint Online Content and Document Management Solution consist of all the element to ensure desired functionality?"]
[null,"Number","Area","Operational Requirements","Priority","Availability","Remarks/Comments"]
[null,1,"Client","Browser based (JavaScript, ActiveX, HTML) (Preferred, performance permitting) Internet Browser ","H"]
[null,2,"Hardware","Client: On standard hardware (Intel, Dell, HP, IBM) ","H"]
[null,3,"Usability","Cloud services and products should be able to be effectively installed, administered and operated by competent system administrators and operations personnel accustomed to Windows Server administration in a production environment","H"]
[null,4,"Usability","Cloud services and products should be able to be effectively installed, administered and supported by competent field personnel accustomed to Windows, Web and Mobile based solution implementation and support. Client application software should be intuitive and easily operated by business personnel with minimal technical understanding and a high school education.","H"]
[null,5,"Availability","Cloud services and products are required to be available 24 hours a day, 365 days a year, with minimal downtime. Availability levels of 99.9 percent uptime are expected.","H"]
[null,6,"Availability","Cloud services and products are expected to exhibit high availability during normal working hours (which can include shifts, weekends and holidays). During work hours for the community served, client components are expected to deliver 99.9 percent availability. Normal work times are between 07h00 and 22h00 daily (including weekends and public holidays). Cloud services and products are also expected to exhibit 99.9 percent availability after hours to cater for our inspectors to submit their timesheets.","H"]
[null,8,"Performance","The application should be able to scale easily and cost effectively without interruption to production and without architectural change.","H"]
[null,9,"Performance","Efficiency: The solution should use available resources (CPU time, memory, disk space, network bandwidth) efficiently.","H"]
[null,null,"Performance","The SharePoint Online solution must meet the standard performance in terms of the user base to ensure uptime and accetpable latencies are met."]
[null,10,"Integration ","Modular solutions using a service oriented architecture (SOA) and web oriented architecture (WOA) and providing a formal standards-based application programming interface are preferred. It will be advantageous if the application:","H"]
[null,11,"Integration ","Supports import and export of data and meta data via JSON and related technologies (e.g. XMI, XML)","H"]
[null,12,"Integration ","Supports and uses a robust industry standard component model such as CORBA, J2EE or .NET","H"]
[null,13,"Integration ","Supports Internet interfaces with standard web technologies using secure and lightweight client technologies e.g. HTML, CSS, Java/ECMA Script, HTTP/S","H"]
[null,14,"Integration ","Database content should be accessible via a transaction level API, or in read only mode via SQL or similar query tools","H"]
[null,15,"Security ","Confidentiality - how critical it is to ensure information is only disclosed to authorised users and how this is managed","H"]
[null,16,"Security ","Integrity - how important it is that information is accurate, up to date and congruent and measures to ensure this","H"]
[null,17,"Security ","Availability - how critical it is that information is and remains available and measures to ensure that interruptions to access are minimised or eliminated","H"]
[null,18,"Security ","Must support the dominant and standards compliant security products on the implementation platform, e.g. Active Directory; Windows Security; LDAP","H"]
[null,19,"Technical/Architectural ","A layered, service oriented, web client solution with explicit and standards compliant transactional application programming interfaces (APIs) is preferred. ","H"]
[null,20,"Database Management System","Relational DBMS, SQL Server preferred","H"]
[null,21,"Network Protocols","TCP/IP; HTTP; HTTPS","H"]
[null,22,"User Interfaces","Internet Browser; Windows Workstation; Mobile Devices","H"]
[null,23,"Middleware and Messaging","Message Queuing environment with persistence preferred","H"]
[null,24,"Directory Services","Active Directory; LDAP","H"]
[null,25,"Import/Export and data exchange","Active Directory; Windows Security; LDAP.","H"]
[null,26,"Separation of concern","The application should clearly separate the following issues in separate architectural layers:","H"]
[null,27,"Separation of concern","User Interface","H"]
[null,28,"Separation of concern","Business Logic","H"]
[null,29,"Separation of concern","Domain Model Management (Business Objects, Persistence, Storage)","H"]
[null,30,"Separation of concern","Utility and Service functions ","H"]

{"sheet":"Document Mgt","index":3,"n_rows":25,"n_cols":7,"rows_kept":25,"merged":[[1,1,1,4],[2,1,2,4]]}
[]
[null,"Document Management"]
[null,"Objective: To ensure that both SharePoint Online Content and Document Management Solution consist of all the element to ensure desired functionality."]
[null,"Number","Area","Application Requirements","Priority","Availability","Remarks/Comments"]
[null,1,"Document Management / \nWorkflow Management","> Approval Workflows:\n- Routing of documents and other forms of content to a group of people for approval.\n- Notification of relevant users based on role allocation and authority level.\n- Notification of relevant approvers of the outstanding or pending approval requests.\n- Ability to set, measure, report on activity time allocation and duration parameters.\n> Collect Feedback Workflows:\n- Reviewers should be able to provide feedback, which is then compiled and sent to the user who initiated the workflow.\n- Reviewing, commenting and distribution of documents through workflow management.\n- Setting conditions for task allocation and coordination.\n> Collect Signature Workflows:\n- Implementation of collect signatures workflow for digital signature on documents in transit for workflow\n- Monitoring of progress and adjust (if needed) from a single, central Workflow Status page.\n- The use of digital signatures within SharePoint Document Management Solution will be provided by a third-party service provider and integration thereof will need to be possible.\n> Workflows must be accessible from different devices and platforms.\n> Custom Workflows for Confidential Document Workflows.\n> Workflow for document management system.\n> Workflow escalations.\n> Notifications to approve, reject, review, published and receipt of documents.\n> If a document is rejected, the reason must be given, and the process owner should be notified.\n> Notifications for annual or biannual review of documents.\n> Automatic review/notifications for newly uploaded documents.","H"]
[null,{"$f":"B5+1","v":2},"Document Management / \nMigration of M-Files to SharePoint Online Document Management","> All documents active and archived needs to be migrated to the SharePoint Online Enterprise Document Management Solution.\n> Ensure no documents active and archived are lost or overlooked a complete migration must be done that maps into the new Enterprise Document Management System within SharePoint Online.\n> These documents must be incorporated into the document plan for SharePoint Online Enterprise Dcoument Management Solution.","H"]
[null,{"$f":"B6+1","v":3},"Document Management / \nMigration of Document Warehouse Imaging System","> All active and archived images currently housed within Document Warehouse’s online imaging solution must be migrated over to the Enterprise Document Management System within SharePoint Online.\n> These are images of documents that have been scanned into either at head office or regional offices that are viewable via the online scanning tool by Document Warehouse.\n> These documents must be incorporated into the document plan for SharePoint Online Enterprise Dcoument Management Solution.","H"]
[null,{"$f":"B7+1","v":4},"Document Management / \nVersion Control and Auditability Management","> Tracking of document and content versions control management.\n> Tracking and monitoring of user access of documents and content changes.\n> Monitoring, tracking, and reporting on content access, amendment, storage.\n> Document and content lifecycle management.\n> Security measures to secure confidential documents.\n> Accurate audit trail of reviews, changes, and approvals\n> Scheduling of audits calendar","H"]
[null,5,"Document Management / \nDocument and Content Storage","The approximate storage usage for M-Files as of 22 June 2022 stood at 670GB in the live production environment.\n> Ability to store document and content securely.\n> Ability to set parameter for content retention lifecycle.\n> Ability to track and alert users on which content has come to the end of retention lifecycle in line with compliance requirements.\n> Ability to retain content and documents in the following formats as a minimum list:\n- Microsoft Word (all versions).\n- Microsoft Excel (all versions).\n- Microsoft PowerPoint (all versions).\n- Microsoft Visio (all versions).\n- Microsoft Project (all versions).\n- Portable Document Format (“PDF”, all formats i.e., adobe; etc…).\n- Image Files (all formats i.e. .jpg, .png, etc…).\n> Ability to set security controls on important document or sensitive information.\n> Ability to create document sets and/or groups.\n> Creating document groups (Projects, Contracts, EIMS, Policies, etc...).\n> Uploading of non-conformances and self-assessment documents (operations).\n> Declaration of interest (completion by staff; Legal).\n> Supplier Evaluation documents (Procurement).\n> Supplier Contracts (Procurement)","H"]
[null,6,"Document Management / \nScanning, Uploading, Imaging, and Indexing","The approximate storage usage for Document Warehouse as of 24 June 2022 stood at 60GB in the live production environment with an estimated increase of 12% per annum.\n> Scanning and storing of document and content directly to the repository.\n> Imaging of document and content into the repository.\n> Indexing of content in a standard way and format.\n> Ability to store indexed content in a structured format aligned to taxonomy.\n> Searching based on indexing and parameters in a specific format.","H"]
[null,7,"Document Management / \nRecords Management","> Records retention and lifecycle management.\n> Tracking, monitoring, and controlling of records in the repository.\n> Setting of various parameters for records retention.\n> Retaining of content and records in various formats.\n> Checking and validating of content data quality from initial capturing and creation.\n> Validation and verification of content data quality from scanned and imaging content.","H"]
[null,8,"Documemt Management / \nContent Security","> Storing content and documents securely.\n> Restrict and grant access to authorized users only.\n> User access management and lifecycle management.\n> Ability to align with PPECB Azure Single Sign On and Azure AD; to best practices and internal security measures.\n> Allocation of different user groups to folders and structures in the repository.","H"]
[null,9,"Document Management / \nTraceability","> Generation of unique identifier for document and content.\n> Tracking and monitoring of content and data from initial creation and capturing through the entire lifecycle.\n> Monitoring of user access and changes to data and content in the repository.\n> Monitoring and tracking content related to various document, records, data, and information.","H"]
[null,10,"Document Management / \nReporting","> Reporting on document and content access, amendment, creation, capturing, data quality, cases, resource allocation, compliance, and risk aspect\n> Producing of various reports relating to types of content, document types, time and periods\n> The solution should enable the user to create interactive reports such as pie charts, bar charts, bubble charts, line charts, and many others\n> Usage Reports\n> Audit log reports\n> Corrective action registers.\n> Management reports.\n> Unused documents report.\n> Document edited reports.\n> Trend analysis reporting.\n> User experience trend analysis.","H"]
[null,11,"Document Management / \nAdministration and Features","> Ability to create, access, store, amend, retrieve, and delete documents.\n> Tracking, monitoring, controlling, and reporting on the documents through the lifecycle.\n> Lifecycle management of documents and content.\n> Importing, scanning, uploading, and downloading of documents in various formats.\n> Ability to add, move or remove folders. --alternative to use a non-folder structure/document types.\n> Change folder names. --alternative to use a non-folder structure/document types.\n> Multiple file uploads capability via all device platforms.\n> Bulk document uploaded to be able to set all documents to \"done\" state.\n> Document/Group owners to assign contributors to documents/groups.\n> Electronic document register.\n> Various document audiences created with allocated permissions such as read only, edit, contribute etc.\n> The system should provide both revision and version control.\n> Archiving of previous document version.\n> PDF conversion and ability to save and print documents from the system.\n> Takeover of current documents into new application.\n> Creating, editing, reviewing of documents.\n> Customized document numbering and version control.\n> Electronic completion forms via mobile devices.\n> PDF format compatible via mobile devices.\n> View and Edit document via mobile devices.\n> Documents register on all documents loaded, created, edited, deleted, shared with version history.\n> Information Rights Management.\n> Information Management Policies.\n> DocumentID Provider.","H"]
[null,12,"Document Management / \nEnterprise Search Capability","> Ability to search based on indexing format.\n> Advanced search engine.\n> Metadata enabled for all documents, types, including excel format documents.","H"]
[null,13,"SharePoint Online / \nIntegration","> Ability for SharePoint Online to allow for integration by PPECB’s:\n> Dynamic 365 ERP System.\n> Azure Backend Storage for Dynamic 365.\n> Document archiving from other systems under the PPECB such as TITAN® 2.0 or even our future Human Capital Suite.\n> All internal and external links that are currently housed on the PPECB Intranet need to be carried over to SharePoint Online.\n> A future need for capability to retrieve scanned in offline document storage from the 3rd Party Service Provider.","M"]
[null,14,"SharePoint Online / \nSupport and Maintenance","> A support contract needs to be defined to propose levels of support, costing, and hours. \n> The following items need to be covered in this contract:\n> Support\n- Full Application Suite Management.\n- 1st line support done by PPECB\n- Provide technical and admin train the trainer training to allow PPECB to become 1st and 2nd Line Support for monitoring, and resolution of errors or escalation next level of Support. \n- 2nd line support cover by vendor?\n- Minor enhancements to the Document Management portal, Intranet etc.\n> Maintenance\n- Providing maintenance and support on the system.\n- Preventative Maintenance on the application and document repository.\n- Overall SharePoint Online Patch Management (In accordance with Microsoft Release Cycle).\n- “Microsoft Release Management”\n- Installation of Hot Fixes.\n- Break Fix Support.","H"]
[null,15,"SharePoint Online / \nKnowledge Transfer and Training","> A training environment is to be deployed for training to take place before Go-Live.\n> Training materials for SharePoint Online Document Management, Content Management and SharePoint Online.\n> Training material will remain the IP of the PPECB and shall remain with the PPECB post implementation.\n> Refresher training to be provided as and when required for the duration of the contract together with super / full user.\n> An overall description of training methods, including the following:\n- General timeframes in which training will be conducted\n> The Bidder must list the nature, level, and amount of training to be provided in each of the following areas:\n- ICT Support training \n- Functional super / full user training\n- End User training - operational areas\n- End User training - support areas and administrative staff\n> Outline how the following issues will be dealt with during the training phase:\n- Version control of material.\n- Changes to training material – last minute changes due to e.g. configuration changes","H"]
[null,16,"SharePoint Online / \nKnowledge Transfer and Training","> End User Training Approach: All end-user training to be conducted remotely and a blended approach (on-site and remotely) if necessary. \n- End user implementation training will be provided by the Bidder and include joint participation by the relevant PPECB SMEs supporting the process area in the new software system; and \n> Implementation of training will include the transfer of knowledge to the PPECB Learning and Development Department \n> Assessments are required to be conducted via MS Teams and LMS \n> Design and provide quick user guides / job aids / videos for end users – the guides / job aids / videos should preferably be online to be housed on the Learning Management System and MS Teams\n> Number of permanent end users to undergo training – 556, and the remaining temporary users with the bidder’s assistance","H"]
[null,17,"SharePoint Online / \nKnowledge Transfer and Training","> Super / Full user and application support desk training: The Vendor will incorporate a “train the trainer” approach where the PPECB super users will be trained through implementation on the modules. The Vendor will provide:\n> Training to super / full users for each module\n> Training materials to be used by super / full users for training of staff with the support of the bidder post implementation\n> Assessments are required to be conducted via MS Teams and SharePoint Online for super / full users to train new staff in the future\n> The resources above should also remain available post implementation for the super / full users to train new team members and as a refresher to existing staff.\n","H"]
[null,18,"SharePoint Online / \nKnowledge Transfer and Training","> Training modules are to include, but are not limited to:\n- Generic overview of Document Management\n- Generic overview of Content Management\n- Generic overview of Sharepoint Online\n- Job Role specific (employee, Business Audit staff, Marketing staff, Human Capital staff, application support desk staff)\n> Simulation / online tutorial per job role after the initial roll out to be available for the PPECB Staff and Super / Full users to conduct training\n> Job aids\n– That stays with staff post training per job role; preferably online.","H"]
[null,19,"SharePoint Online / \nChange Management","> Approach towards Change Management including any unique approaches, processes, or tools that will be used.\n> Collaboration with the PPECB's Change Management Team.\n> Migrating from current systems to SharePoint Online\n> Manual business processes to automated workflows.\n> Updates regarding project progress, communication regarding challenges and the like should be communicated to the PPECB Project Manager and change management team for incorporation into the plan; and\n> The change management plan and rollout will be aligned to the project milestones.\n> Engagement and Adoption management","H"]
[null,20,"Document Management / \nOther Requirements","> Factory testing of solution.\n> User Acceptance Testing of solution.\n> Allow for PPECB branding.\n> Application to include PPECB brand identity.\n> User responsiveness.\n> Responsive design and layout for Laptop, Smartphones, Tablets and Desktop devices.\n> Accessible with compatibility via mobile devices android, iOS, and windows.\n> Content Management for The SPO Online.\n> User friendly interface on mobile devices.\n> Migration of existing documents from multiple sources such as SharePoint and M-Files as a minimum into our SharePoint Online Document Management System.\n> Always available with no throttling risk.","H"]
[null,{"$f":"B24+1","v":21},"Document Management / \nBranding and Style","> All branding and styling are to adhere to the PPECB's guildelines for brandering and styling.\n> Ensure all branding and styling are approved by the PPECB prior to any releases.","H"]

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[]
[null,"Content Management"]
[null,"Objective: To ensure that both SharePoint Online Content and Document Management Solution operates consistently and fulfills the technical standards defined."]
[null,"Number","Area","Application Requirements","Priority","Availability","Remarks/Comments"]
[null,1,"Content Management / \nMigration of Intranet Portal","> Migration of the PPECB Intranet from SharePoint On-Premise Clouded Hosted to SharePoint Online.\n- Assessment of the existing intranet will be needed in order to do a proper and functional migration to SharePoint Online.","H"]
[null,{"$f":"B5+1","v":2},"Content Management / \nDevelopment of Intranet Portal","> Development, enhancement and upgrade of the PPECB Intranet:\n- Creation of pages for news and information on the PPECB's TITAN 20 software application.\n- Blog Sections within pages.\n- Document Section within pages.\n- Urgent Communication Pop-Up Sections within pages.\n- Automatic or Manual triggered email alerts to all PPECB staff when content is updated or news articles are added.\n- Human Resources pages that contains necessary documents and information to related Human Resources for PPECB employees.\n> Micro-sites or links to Regional sites developed based on Role access.\n> Custom company calendar.\n> Colleague recognition platform.\n> Employee recognition platform.\n> New appointments, position and promotions.\n> Links to 3rd party systems used within the company.","H"]
[null,{"$f":"B6+1","v":3},"Content Management / \nDashboards on Intranet Portal","> Dashboards reporting statistics based on the PPECB's TITAN 2.0 System and other PPECB business related areas.\n- Dashboards to have the ability to present information in realtime (live).\n- Dashboards to have the ability to present information in non-realtime.\n- Dashboards to have the ability to be updated automatically.\n- Dashboard to have the ability to be updated manually.\n- Dashboards to have ability to be emailed all employees as static view but linked to open the dashboard in SharePoint Online.","H"]
[null,4,"Content Management /\nInnovation Portal","> Creation of an Innovation Portal:\n- Ability for PPECB Employees to upload innovative ideas.\n- Ability to upload images, supporting documentation, idea details, and employee information submitting the idea.\n- Ability to apply multiple filters on submitted innovation ideas\n- Ability to display latest innovation ideas on the Innovation Portal home page i.e. As a Carousel.\n- Search functionality must allow PPECB employees to search on innovations.","H"]
[null,5,"Content Management / \nLibrary for Content\n","> Library:\n- Must be able to store PDF Documents and Videos.\n- Must be able to upload, view and display photos i.e. Image Gallery.\n- Ability to create photo albums without just putting them in a folder.\n- Ability for documents and image to be tagged either individually or as a batch.","H"]
[null,6,"Content Management / \nEmployee Directory","> Employee Directory:\n- Provide a user friendly and visually appealing employee directory for PPECB Employees.\n- To view and search for colleagues.\n- Needs to link to Active Directory.\n- Automatic updating of employees when they start or teminated and/or position changes.\n- Typically a modern office concept to enahce collaboration.","H"]
[null,7,"Content Management / \nDesign Services","> Service provider is to have an in-house Graphic Designer and a User Interface Designer; who will be responsible for all design required \n- Mock-ups of the designs are to be provided for sign off prior to the commencement of development.\n- PPECB branding is to be applied to all designs.\n- All design is to be responsive.","H"]
[null,8,"Content Management / \nTesting of Development, Enhancements or Fixes","> All development, changes, enhancements, fixes are to undergo: \n- Factory Testing\n- User Acceptance Testing","H"]
[null,9,"Content Management / \nTraining","> Training is to be provided to PPECB administrative staff (maximum of 10 individuals):\n- Following any redesign and enhancements on how to utilise the intranet and update information.\n- Following any significant change to functionality training is to be provided.\n- Training Manuals to be provided.","H"]
[null,10,"Content Management / \nSupport, Maintenance and Development","> Ability to provide support and development for Ad-Hoc Requests.\n> Services to include:\n- Ad Hoc Support.\n- Graphic Design.\n- User Interface Design.\n- Content Updates.\n- Upgrades.\n- Development.\n- Reporting.\n- Other Services that the PPECB may require in relation Content Management.\n> The allocation of a customer service representative/account manager:\n- For all PPECB Support Requests.\n- Contact to be available through email and telephone without the need to log a request.\n- To ensure consistency of the service representative.\n> Retainer support and development: Number of hours of ad hoc support and development services per month.\n> Retainer hours are to be utilised for ad hoc support, graphic design, user interface design.content updates, upgrades, development, reporting and other services that the PPECB may require from time to time","H"]
[null,11,"Content Management / \nBranding and Style","> All branding and styling are to adhere to the PPECB's Corporate Identity Guildelines for brandering and styling.\n> Ensure all branding and styling are approved by the PPECB prior to any releases.","H"]
[null,12,"Content Management / \nIntegration and Ongoing Management of existing and new PowerApps and Forms","> Analysis and assessment of the PPECB’s existing PowerApps and Forms residing on SharePoint Online to integrate into the proposed solution.\n> Development and new Forms standard and dynamic (PowerApps).\n> Maintenance/Enhancements of existing and  new Forms standard and dynamic (PowerApps).","H"]
[null,13,"SharePoint Online / \nKnowledge Transfer and Training","> A training environment is to be deployed for training to take place before Go-Live.\n> Training materials for SharePoint Online Document Management, Content Management and SharePoint Online.\n> Training material will remain the IP of the PPECB and shall remain with the PPECB post implementation.\n> Refresher training to be provided as and when required for the duration of the contract together with super / full user.\n> An overall description of training methods, including the following:\n- General timeframes in which training will be conducted\n> The Bidder must list the nature, level, and amount of training to be provided in each of the following areas:\n- ICT Support training \n- Functional super / full user training\n- End User training - operational areas\n- End User training - support areas and administrative staff\n> Outline how the following issues will be dealt with during the training phase:\n- Version control of material.\n- Changes to training material – last minute changes due to e.g. configuration changes","H"]
[null,14,"SharePoint Online / \nKnowledge Transfer and Training","> End User Training Approach: All end-user training to be conducted remotely and a blended approach (on-site and remotely) if necessary. \n- End user implementation training will be provided by the Bidder and include joint participation by the relevant PPECB SMEs supporting the process area in the new software system; and \n> Implementation of training will include the transfer of knowledge to the PPECB Learning and Development Department \n> Assessments are required to be conducted via MS Teams and LMS \n> Design and provide quick user guides / job aids / videos for end users – the guides / job aids / videos should preferably be online to be housed on the Learning Management System and MS Teams\n> Number of permanent end users to undergo training – 556, and the remaining temporary users with the bidder’s assistance","H"]
[null,15,"SharePoint Online / \nKnowledge Transfer and Training","> Super / Full user and application support desk training: The Vendor will incorporate a “train the trainer” approach where the PPECB super users will be trained through implementation on the modules. The Vendor will provide:\n> Training to super / full users for each module\n> Training materials to be used by super / full users for training of staff with the support of the bidder post implementation\n> Assessments are required to be conducted via MS Teams and SharePoint Online for super / full users to train new staff in the future\n> The resources above should also remain available post implementation for the super / full users to train new team members and as a refresher to existing staff.","H"]
[null,16,"SharePoint Online / \nKnowledge Transfer and Training","> Training modules are to include, but are not limited to:\n- Generic overview of Document Management\n- Generic overview of Content Management\n- Generic overview of Sharepoint Online\n- Job Role specific (employee, Business Audit staff, Marketing staff, Human Capital staff, application support desk staff)\n> Simulation / online tutorial per job role after the initial roll out to be available for the PPECB Staff and Super / Full users to conduct training\n> Job aids\n– That stays with staff post training per job role; preferably online.","H"]
[null,17,"SharePoint Online / \nChange Management","> Approach towards Change Management including any unique approaches, processes, or tools that will be used.\n> Collaboration with the PPECB's Change Management Team.\n> Migrating from current systems to SharePoint Online\n> Manual business processes to automated workflows.\n> Updates regarding project progress, communication regarding challenges and the like should be communicated to the PPECB Project Manager and change management team for incorporation into the plan; and\n> The change management plan and rollout will be aligned to the project milestones.\n> Engagement and Adoption management","H"]

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[]
[null,"Mobility"]
[null,"Objective: To provide access to the system and information from the system anywhere, anytime, via any device (including mobile devices)"]
[null,"Number","Area","Application Requirements","Priority","Availability","Remarks/Comments"]
[null,1,"General","Ability to action workflow messages via a mobile device","H"]
[null,2,"General","Ability to view all reports via a mobile device","H"]
[null,3,"General","Ability to operate on a IOS, Android and Windows Mobile platform","H"]
[null,4,"General","Ability to integrate with an sms gateway","H"]
[null,5,"General","Ability to ensure to user authentication on a mobile device","H"]

{"sheet":"Support","index":6,"n_rows":8,"n_cols":7,"rows_kept":8,"merged":[[1,1,1,4],[2,1,2,4]]}
[]
[null,"Support"]
[null,"Objective: To ensure that both SharePoint Online Content and Document Management Solution consist of all the element to ensure desired functionality."]
[null,"Number","Area","Application Requirements","Priority","Availability","Remarks/Comments"]
[null,1,"Support Service / \nSupport, Maintenance and Release Management","> A support contract needs to be defined to propose levels of support, costing, and hours. \n> The following items need to be covered in this contract:\n> Support\n- Full Application Suite Management.\n- 1st line support done by PPECB\n- Provide technical and admin train the trainer training to allow PPECB to become 1st and 2nd Line Support for monitoring, and resolution of errors or escalation next level of Support. \n- 2nd line support cover by vendor\n- Minor enhancements to the Document Management portal, Intranet etc.\n> Maintenance\n- Providing maintenance and support on the system.\n- Preventative Maintenance on the application and document repository.\n- Overall SharePoint Online Patch Management (In accordance with Microsoft Release Cycle).\n- “Microsoft Release Management”\n- Installation of Hot Fixes.\n- Break Fix Support.","H"]
[null,{"$f":"B5+1","v":2},"Support Service / \nSupport, Maintenance and Release Management","> Ability to provide support and development for Ad-Hoc Requests.\n> Services to include:\n- Ad Hoc Support.\n- Graphic Design.\n- Content Updates.\n- Upgrades.\n- Development.\n- Reporting.\n- Other Services that the PPECB may require in relation Content Management.\n> The allocation of a customer service representative/account manager:\n- Contact to be available through email and telephone without the need to log a request.\n> Retainer support and development: Number of hours of ad hoc support and development services per month.\n> Retainer hours are to be utilised for ad hoc support, graphic design, content updates, upgrades, development, reporting and other services that the PPECB may require from time to time","H"]
[null,3,"Support Service / \nSupport, Maintenance and Release Management","•\tOnsite support (e.g. system tuning, application configuration, interface issues, report development, network optimisation, user training and tips to optimise the user experience);\n•\tLimited number of users will utilise the below services:\no\tTelephonic support;\no\tHelp Desk services (If there is a service level agreement for your help desk, please provide a copy with your RFP response.); and\no\tToll-free support line.\no\tPPECB support hours are deemed to be 7h00 to 22h00 which includes weekends and public holidays","H"]
[null,4,"Support Service / \nService Level ","A Service Level Agreement Proposal.\n- Service Level Type\n- Time to Respond\n- Time to Resolve\n- Target for call resolution as measured against calls logged per month\n- Typical PPECB Description","H"]

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[]
[null,"Knowledge and Training"]
[null,"Objective: To ensure that both SharePoint Online Content and Document Management Solution consist of all the element to ensure desired functionality."]
[null,"Number","Area","Application Requirements","Priority","Availability","Remarks/Comments"]
[null,1,"SharePoint Online / \nKnowledge Transfer and Training","> A training environment is to be deployed for training to take place before Go-Live.\n> Training materials for SharePoint Online Document Management, Content Management and SharePoint Online.\n> Training material will remain the IP of the PPECB and shall remain with the PPECB post implementation.\n> Refresher training to be provided as and when required for the duration of the contract together with super / full user.\n> An overall description of training methods, including the following:\n- General timeframes in which training will be conducted\n> The Bidder must list the nature, level, and amount of training to be provided in each of the following areas:\n- ICT Support training \n- Functional super / full user training\n- End User training - operational areas\n- End User training - support areas and administrative staff\n> Outline how the following issues will be dealt with during the training phase:\n- Version control of material.\n- Changes to training material – last minute changes due to e.g. configuration changes","H"]
[null,{"$f":"B5+1","v":2},"SharePoint Online / \nKnowledge Transfer and Training","> End User Training Approach: All end-user training to be conducted remotely and a blended approach (on-site and remotely) if necessary. \n- End user implementation training will be provided by the Bidder and include joint participation by the relevant PPECB SMEs supporting the process area in the new software system; and \n> Implementation of training will include the transfer of knowledge to the PPECB Learning and Development Department \n> Assessments are required to be conducted via MS Teams and LMS \n> Design and provide quick user guides / job aids / videos for end users – the guides / job aids / videos should preferably be online to be housed on the Learning Management System and MS Teams\n> Number of permanent end users to undergo training – 556, and the remaining temporary users with the bidder’s assistance","H"]
[null,{"$f":"B6+1","v":3},"SharePoint Online / \nKnowledge Transfer and Training","> Super / Full user and application support desk training: The Vendor will incorporate a “train the trainer” approach where the PPECB super users and application support desk staff will be trained through implementation on the modules. The Vendor will provide:\n> Training to super / full users for each module\n> Training materials to be used by super / full users for training of staff with the support of the bidder post implementation\n> Assessments are required to be conducted via MS Teams and SharePoint Online for super / full users to train new staff in the future\n> The resources above should also remain available post implementation for the super / full users to train new team members and as a refresher to existing staff\n> Application Support desk staff are to be trained on user administration/support utilising the same methodology, including assessments\n> Application Support Desk staff","H"]
[null,4,"SharePoint Online / \nKnowledge Transfer and Training","> Training modules are to include, but are not limited to:\n- Generic overview of Document Management\n- Generic overview of Content Management\n- Generic overview of Sharepoint Online\n- Job Role specific (employee, Business Audit staff, Marketing staff, Human Capital staff, application support desk staff)\n> Simulation / online tutorial per job role after the initial roll out to be available for the PPECB Staff and Super / Full users to conduct training\n> Job aids\n– That stays with staff post training per job role; preferably online.","H"]

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[]
[null,"Change Management"]
[null,"Objective: To ensure that both SharePoint Online Content and Document Management Solution consist of all the element to ensure desired functionality."]
[null,"Number","Area","Application Requirements","Priority","Availability","Remarks/Comments"]
[null,1,"SharePoint Online / \nChange Management","> Approach towards Change Management including any unique approaches, processes, or tools that will be used.\n> Collaboration with the PPECB's Change Management Team.\n> Migrating from current systems to SharePoint Online\n> Manual business processes to automated workflows.\n> Updates regarding project progress, communication regarding challenges and the like should be communicated to the PPECB Project Manager and change management team for incorporation into the plan; and\n> The change management plan and rollout will be aligned to the project milestones.\n> Engagement and Adoption management","H"]

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["Y",null,"DO NOT DELETE SHEET."]
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["T"]
["M"]
["F"]
["N"]