Autonomy implementation options 052013
- 2. Overall Objective for Implementing CMS Efficiency: Free up ITD resources to build and redesign websites while business maintains content Capability: ITD can apply foundation level changes to all websites as mass updates Modernization: Upgrade tools and infrastructure to be contemporary, scalable, reliable, and secure
- 3. Project Objective Build a website with Autonomy Maintain that website and develop other websites using internal resources Leverage SSA’s TeamSite license Project Issues Autonomy license Need to carry-over websites history for SSA Change in Infrastructure design Lack of sufficient Autonomy skillset among internal resources
- 4. Steps Taken to Mitigate Project Issues Met with HP to update them on project status, get their commitment for project success HP did a half-day project review and provided their analysis on gaps and solution to address them HP has provided cost estimate to implement the SSA’s staff website Met with GSPAAN on requirements review and get estimate for implementation of SSA’s staff website Talked to independent consultant (thru Savitartech) regarding implementation Spoke to Gartner regarding Autonomy, implementation approach and support model Discussed with Digital Strategy & Services (DSS) team on addressing the project issues and commitment Ram became more educated on this project Have daily touch base meeting to resolve open issues
- 5. Key Facts Learned We didn’t allow enough time with implementation partner for acquiring the development skillset Resource with programming background (JAVA, XML, XSLT) is required for this project and future support Project team would require resource(s) to develop HTML, CSS, .pages in Autonomy besides other development work
- 6. Project Issues – Mitigation Autonomy license - $605+ Bridge license until May 31, 2014 - $605 ($500 + 21% of $500) After twelve months there is a monthly fee of $4,840 ($4000 + 21% of $4K). If existing SSA websites are migrated to Enterprise TeamSite v7.3.2 before May 31, 2014, we would not require this monthly extension Need to carry-over websites history for SSA - $87,500 Cost estimate from GSPAAN for migrating sites – $56,000 Software license cost for creating separate Intranet infrastructure – $31,500 (2 Open Deploy Receivers - $6K, 3 ColdFusion Std. ed. - $25.5K) Cost of server virtual instance - $(ask Geoff) Change in Infrastructure design HP recommend we implement TeamSite v7.3.2 instead of v7.3.1. Requires minor upgrade. Middleware team would do the software install/upgrade. They would like the external partner to review & help resolve issues from TeamSite/LiveSite install/upgrade Cost part of GSPAAN/HP implementation quote (cost provided in subsequent slides) Lack of sufficient Autonomy skillset among internal resources Gap due to combination of missing skillset and needing addition project resources with different skillset Multiple options for acquiring missing skillset reviewed in the following slides
- 7. Acquiring Skillset - Options Option 1: External Help Option 2: Internal Only Approach Leverage Consulting resources (vendor or independent) to build the first site Take the most complex website (SSA’s Staff site) and implement it first ITD would acquire knowledge transfer incl. few hands-on experience as passive partner Purchase consulting/support hours from vendor to assist, if needed, when ITD build new site on their own ITD takes a simple website and implements it On successful completion, develop other websites in the increasing order of complexity
- 8. Acquiring Skillset – Options – Contd. Option 1: External Help Option 2: Internal Only Pros A working website in relatively short time ITD learn methodology, best practices from implementation partner ITD will have library of code line to use for new sites External partner would review the software install/upgrade ITD has external help for guidance/development, if need be, when developing other sites internally Cost no money Retention of knowledge acquired is high Cons Expensive option Internal staff may be slow initially to build the first couple of sites post-transition No guarantee we’ll have a working website Rework and inefficiencies due to lack of awareness of best practices Resource constraints due to longer duration of this project with other future concurrent projects
- 9. External Resources – Options GSPAAN HP Professional Services Independent Consultant Pros Knows the County environment better than the other two Possibly more accommodating to our questions and demands May have best expertise of the three Ensures HP has deeper commitment to the project/product success Works at a pace conducive for internal resources to learn Autonomy Cons With John leaving, may not have the top notch consultant Expensive option Possibly less accommodating to our questions and demands Internal resources have to take more share of project workload Will take longer to implement a site compared to the other two High hourly rate. May end-up more expensive that GSPAAN after six months Cost $129,920 ($114,400 + $15,520) 1,048 hrs. incl. 128 bank hours $241,120 1,096 hrs. incl. 80 bank hours $126/hr (1040 hrs. - $131,040)
- 10. Acquiring Skillset - Options – Recommendation Option 1: Utilizing external resource, GSPAAN, to implement framework for one site (SSA’s Staff site) Have a working and complex site framework developed1 using Autonomy in relatively short amount of time ITD would acquire KT and reusable code line for subsequent implementations ITD would have consulting hours with vendor, if need be, for guidance and for issue resolution when developing subsequent websites in Autonomy GSPAAN has a good understanding of the County environment, project requirements and can hit the ground running 1 The site framework would be developed to the point where SSA can migrate content to make it a fully functional website
- 11. Implementation Approach and High-level Timeline Autonomy Implementation High-level Timeline Major Activities Jul Aug Sep Oct Nov Dec Jan Feb Mar Migrate SSA Sites for History Staff Site HR EBC Site ITD ITD Tasks Business Tasks
- 12. DSS Team Autonomy Support Model Role Resource Architect Michael Rock TeamSite, LiveSite Support (Layouts, Templates, Straight-forward components) Michael R., Tess, Dinesh, Mike K. New complex components, Workflow changes, Java, XML, XLST, etc. support New Hire HTML, CSS, etc. Michael R., Tess, Dinesh, Mike K.
- 13. Cost Breakdown for Recommended Option Item Cost Comments Migrate SSA sites to Enterprise Teamsite v7.3.2 $ 56,000 Brings history and license Software license for intranet servers $ 31,500 SSA would like to separate internet and intranet SSA sites migration Total $ 87,500 GSPAAN cost for Staff site development $ 129,920 Bridge license cost $ 605 Autonomy Implementation Cost $ 130,525 Grand Total $ 218,025 New developer resource for ongoing support $120,000/yr
- 14. Next Steps Establish project timeline Identify additional internal resources required Hire Java programmer preferably with TeamSite experience Complete paperwork with GSPAAN Include SSA resources in core project team Establish project team working model