2.2_Enterprise_Content_Management_(ECM)_For_RFI_v2.xlsx
XLSX spreadsheet 27 KB Posted
- Solicitation number
- 2023-RFI-160
- Issued by
- Allegheny County, Philadelphia City, Pennsylvania
About this file
The document is an Excel spreadsheet detailing Enterprise Content Management (ECM) needs for the City of Pittsburgh, covering 20+ municipal departments and offices. The city seeks a cloud-based ECM system to capture, manage, store, preserve, and deliver information across various departments, with specific scanning, indexing, retrieval, and workflow automation requirements. Departments range from Mayor's Office and City Council to Public Works, Police Bureau, and Finance, each with unique document management needs including digital and physical document processing, with estimated document volumes and formats varying by department.
The project involves migrating existing content, implementing interdepartmental workflows, and transitioning from current disparate systems to a unified ECM platform. Estimated document growth suggests significant digital transformation, with departments like Permits, Licenses and Inspections projecting around 5TB of data migration. The system must support multiple file types including PDFs, Word documents, Excel spreadsheets, images, videos, and various specialized formats like CAD drawings and body-worn camera footage. While no specific budget is outlined, the Request for Information indicates the city is seeking vendor pricing and capabilities for a comprehensive, scalable enterprise content management solution that can standardize document management across municipal operations.
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| File | Type | Posted |
|---|---|---|
| Breakdown_of_Microsoft_365_Licenses_by_Product.png | PNG image | |
| Tech_Functional_Requirements_ECM_RFI.xlsx | XLSX spreadsheet |
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Needs by Department_Shareable
| Enterprise Content Management (ECM) is a dynamic combination of strategies, methods, and tools used to capture, manage, store, preserve, and deliver information. It supports critical organizational processes and business goals, ensuring information is easily accessible at any point throughout the content lifecycle. ECM extends the concept of content management (see CMS) by adding a timeline for each content item and, possibly, enforcing processes for its creation, approval and distribution. Systems using ECM generally provide a secure repository for managed items, analog or digital. They also include one (or more) methods for importing content to bring manage new items, and several presentation methods to make items available for use. ECM is distinguished from general content management by its cognizance of the processes and procedures of the enterprise for which it is created. A Content Management System (CMS) is a set of processes and technologies that supports the collection, managing, and publishing of information in any form or medium. When stored and accessed via computers, this information may be more specifically referred to as digital content, or simply as content. A Document Management System (DMS) is a system or process used to receive, track, manage and store electronic documents such as PDFs, word processing files and digital images of paper-based. A system that reduce the use of paper. Most systems are capable of keeping a record of the various versions created and modified by different users. | |||||||
| Department | Scanning | Workflow | Comments | Document Types/Content Info | Estimated Growth & Consumption over Next 12 Months | Project Initiative Comments | Requested Completion Date |
| Innovation & Performnce | x | x | Automated workflow for all elements of the purchasing process and Scanning, indexing, and retrieval of all associated documents | ||||
| Mayor's Office | x | Scanning, indexing and retrieval of documents | |||||
| Office of Management and Budget | x | Contract and Purchasing Workflow | CD team averages ~150 contracts a year | ||||
| CitiParks | x | x | Scanning, indexing and retrieval of documents |
(Physical and Digital/ PDF, CMS-RecPro)
(Digital/ PDF, Word, Excel, CMS N/A)
(Physical and Digital/ Excel, CMS N/A)
(Digital/ Access, CMS N/A)
(Digital/ JetPay Report, CMS- JetPay)
City Clerk's Office City Council x x Scanning, indexing and retrieval of documents (Digital/PDF, CMS- Legistar)
(Digital and Physical/ usually Word, PDF, and PowerPoint, CMS N/A)
(Physical/ Possibly Digital-PDF, CMS N/A)
City Controller x x Exisiting Contract and Purchasing Workflow, scanning, indexing and retrieval JDE and OnBase / Spreadsheet Server / Fiscal Focus/ Openbook/ Campaign Finance reports/ PGH Watchdog/ All but Spreadsheet Server and Onbase are run within the Controller's office website located at pittsburghpa.gov/controller/index.html/
[*Currently Scanned into OnBase-
Under Cash Sheets in OnBase:
General Fund Deposit Slips General Fund Receipt & Report Trust Fund
Under Controllers Office in OnBase:
Annual Report Audit Reports-Departmental Check Documents Checks Contracts Invoice Supporting Documentation Payment Attachments Virtual Payments Vouchers/Invoices]
(CMS- OnBase?)
(Digital/PDF- [they may be submitted as physical, but Caitlin thinks they scan them], CMS: N/A)
(Digital, CMS- OnBase) tc={95FE4BFB-0829-4087-B3B5-0C5BDB1ECBAD}: [Threaded comment]
Your version of Excel allows you to read this threaded comment; however, any edits to it will get removed if the file is opened in a newer version of Excel. Learn more: https://go.microsoft.com/fwlink/?linkid=870924
Comment:
The black text was in the spreadsheet before I added to it, and I'm not sure exactly how to boil it down into document types, so I did not delete it.
The red text was information obtained from the Controller's Office, but I don't know they document types for these, so I did not delete them.
Commission on Human Relations x x Scanning, indexing and retrieval of documents Case files (DOC, PDF, JPEG, PNG), audio and video files from meetings, financial files (DOC, PDF, XLSX)
(Digital/PDF, CMS N/A)
(Physical -at least the majority are- Caitlin doesn't think they're digital yet, CMS N/A)
(Physical, CMS N/A)
(Digital/ PDF & video files, CMS N/A)
| Community Affairs | ||||
| Equal Opportunity Review Comission | Scanning, indexing and retrieval of documents | |||
| Finance | x | x | Scanning, indexing and retrieval of documents, payment processing | Business registrations and various supporting documents for tax returns have been and will continue to be scanned as PDFs using Onbase. Most of our tax return documents are being scanned directly into CSS by our Remittance team through the RTL process but some returns require manual review/adjustments and those get scanned through Onbase instead. |
(Digital/ PDF, CMS- CSS/OnBase) tc={A2F651F1-C651-4C06-8616-7B23EF3805C0}: [Threaded comment]
Your version of Excel allows you to read this threaded comment; however, any edits to it will get removed if the file is opened in a newer version of Excel. Learn more: https://go.microsoft.com/fwlink/?linkid=870924
Comment:
The black text was in the spreadsheet before I added to it, and I'm not sure exactly how to boil it down into document types, so I did not delete it. Business registrations have increased due to an increase in remote workers and increases in location flexibility that come with remote working. It is hard to discern long-term patterns at this point but their has been an increase in Business Registrations since the start of the pandemic and this trend will most likely continue in the short-term. Finance would love to utilize interdepartmental workflows since we continually interact with many other departments. This would help expedite processes that are shared between Finance and other departments.
Law x x Scanning, indexing and retrieval of documents (Digital/Probably PDF Stored on CityLaw CMS)
(Digital/ E-mails [possibly saved as PDF's], CMS N/A)
(Physical, CMS N/A)
(Digital/ PDF [older contracts may be physical, CMS N/A])
(PDFs, CMS N/A)
(Digital and physical/ PDFs, Word documents, etc., CMS N/A)
OMI (Physical and Digital?/PDFs?, CMS N/A)
(Digital or Physical [Caitlin assumes she's sending e-mails, but they could be physical letters]/ PDFs, CMS N/A)
(Physical and Digital/ [camera footage, court dockets, interviews, correspondence, pictures, medical records, and final reports], CMS unclear- Caitlin knows she uses a CMS/ database but doesn't know which one)
| Personnel | x | x | Scanning, indexing and retrieval of documents along with workflow development | |
| Public Safety | Scanning, indexing and retrieval of documents | |||
| Public Works | x | x | Scanning, indexing and retrieval of documents, workflow (potentially automated) process, payment processing | Permits, Licenses/Agreements, Architectural drawings, Financial records, photos |
(Digital/ PDF, CMS- RecPro): Park Facilities Permit Records, Additional Equipment Permit Records, General Permit Records, Special Events Permits;
(Physical and Digital/ PDF, Word, pictures- JPG, TIFF; CMS N/A): Building Files, Site Files;
(Digital/ PDF, CMS N/A)
(Physical and Digital/ PDF, Word, CMS N/A)
(Physical and Digital/ Excel, CMS N/A)
(Digital/ PDF, Word, Excel, CMS N/A)
(Digital/ PDF, Excel, CMS N/A)
(Digital, CMS/ OMS-Cartegraph, Archivist thinks these are filled in in Cartegraph rather than being an attachment, so they could run a PDF report)
(Digital, includes PDF/Word/Photos, CMS- I Drive)
Investigate RecPro replacement opportunities; digitize garden application/payment, digitize memorial bench application/payment, digitize architectural drawings
City Planning x Scanning, indexing and retrieval of documents, images and videos.
Automated Workflow for multiple processes. Some Internal tracking manual processes (DCP requesting to mirror PLI) (Primarily Physical, maybe digital? / PDF, CMS N/A)
(Digital/PDF, CMS N/A)
(Digital/ Video Files, CMS N/A)
(Digital/ PDF [they may be PowerPoints when submitted, but staff makes them into PDFs, CMS N/A)
(Digital/ Audio Files, CMS N/A)
(Digital/ PDF, drawing files?, CMS N/A)
(Digital/PDF, Word, CMS N/A)
(Physical and digital/ PDF and pictures [JPG, TIFF], CMS N/A)
(Digital/ PDF, Excel?, CMS N/A)
(Digital/ PDF, Word, CMS N/A)
(Physical [at least the older ones are; newer might be digital- if so, would include PDF, Word, picture- JPG, TIFF], CMS N/A)
Permits, Licenses and Inspections x Scanning, indexing and retrieval of documents Permits, Licenses, Architectural drawings, Financial records
(Digital/ ?, CMS- Computronix)
(Digital/ PDF, CMS N/A)
(Digital/ ?, CMS- Accela/OnBase) tc={7147D8F6-23FF-457A-B967-86C4AA96E046}: [Threaded comment]
Your version of Excel allows you to read this threaded comment; however, any edits to it will get removed if the file is opened in a newer version of Excel. Learn more: https://go.microsoft.com/fwlink/?linkid=870924
Comment:
The black text was in the spreadsheet before I added to it, and I'm not sure exactly how to boil it down into document types, so I did not delete it.
tc={95FE4BFB-0829-4087-B3B5-0C5BDB1ECBAD}: [Threaded comment]
Your version of Excel allows you to read this threaded comment; however, any edits to it will get removed if the file is opened in a newer version of Excel. Learn more: https://go.microsoft.com/fwlink/?linkid=870924
Comment:
The black text was in the spreadsheet before I added to it, and I'm not sure exactly how to boil it down into document types, so I did not delete it.
| The red text was information obtained from the Controller's Office, but I don't know they document types for these, so I did not delete them. | Estimate is 5TB. A very small population would need to be retrieved daily/as needed per RTK requests. PLI receives 50% of the RTK requests from the Law dept. | Migration of digitized microfiche, microfilm and aperture cards by Avenu into Onbase | |||
| Animal Control | (File Formats and CMS not specified) | ||||
| Emergency Management | |||||
| Emergency Medical Services | |||||
| Fire Bureau | |||||
| Police Bureau | X | x | Automated workflow for multiple processes | Older reports in Records room, Electronic forms with automated workflows |
[File Formats and CMS not specified. Includes several Body Worn Camera (BWC) video files. See PBP Sheet here: https://cityofpittsburgh.sharepoint.com/:x:/r/sites/IandP/_layouts/15/Doc.aspx?sourcedoc=%7B40FECAFC-198A-4D13-B49E-0BB92A36C26D%7D&file=1.1%20Record%20Schedule%20Draft%203.29.23_I%26P.xlsx&action=default&mobileredirect=true ]
Citizen's Police Review Board (Digital/ PDF, CMS N/A (website)
(Digital/PDF, Word, or Excel, CMS N/A)
(Digital/PDF, pictures -JPG,TIFF, video files, CMS N/A)
| Municipal Pension Office (Completed with OnBase) | x | Scanning and indexing of all current and historic documents | |||
| Office of Community Health & Safety | X | X | Scanning, indexing and retrieval of documents along with workflow development and contract and purchasing workflow. Some automated workflow | JDE, Google Docs (migration of data), Dayforce (entering time) | Minimal, data requested for the workflow and processes is mainly text |
| DOMI | x | X | Scanning and indexing of all current and historic documents |
(Digital/ PDF [may include some mapping files or photos], CMS N/A)
(Digital/ PDF, CMS- N/A)
(Digital/ PDF, CMS- OneStop)
(Physical [should be digitized], CMS N/A)
(Physical and Digital/ PDF, CMS N/A)
(Physical; will be digital [on the contract to be digitized], CMS- will be on OnBase)
(Physical? And Digital/ PDF, CAD/Drawing Files, Word?, CMS N/A)
(Physical and Digital/ PDF or Word, CMS N/A)
(Digital/ Webpage, CMS N/A [City Website])
(Digital/PDF, CAD/Drawing files, Word?, CMS N/A)
(Digital/E-mail [saved as PDFs?], CMS N/A)
(Digital/ Excel, CMS N/A)
(Digital, CMS- Cartegraph)
(Digital, CMS N/A [wanted to move to SharePoint])
(Digital/Photos [maybe TIFFs or JPGs?], CMS N/A [wanted to move to SharePoint])
(Physical, CMS N/A)
Ethics Hearing Board ? ?
(Digital and Physical/ PDF, CMS N/A)
(Digital/PDF, PowerPoint, CMS N/A)
(Physical, CMS N/A)
(Digital/ PDF, CMS N/A)
(Digital and Physical?/PDF, pictures -JPG, TIFF, audio files, CMS N/A)
(Digital/Excel, CMS N/A)
(Digital/ Unclear, CMS N/A)
Department of Human Resources and Civil Services ? ?
(Physical, CMS N/A)
(Physical and Digital/ PowerPoint, CMS N/A)
(Digital, CMS: Ceridian)
(Unclear- Pittsburgh Partnership is somewhat separate, CMS Unclear)
(Digital/ Excel, CMS N/A)
General ? ? (Usually Digital [PDF/Word])
(Usually digital [PDF/Word]; sometimes physical)
(Physical; may be digital [PDF/Word/pictures- for photos/ newspaper clippings])
(Usually digital [Excel])
(Usually digital [PDF])
File details come from the government source that posted it. Updated .