Attachment #3: Implementation Approach

1. Please describe in detail, the approach within which the requested CMMS implementation services will be performed. Please elaborate on any standards or general practices on which your methodologies are based.

The vendor should be aware that URI expects to implement new workflows as part of this implementation, using the existing workflows as a starting point. URI does not have existing workflows that define business processes related to the maintenance of various asset types.

The following functionality is out of scope for this implementation: full space planning, capital project functionality, and asset depreciation. URI intends to continue using ArcGIS Indoors for space planning. Capital project management will be supported by a future dedicated platform. Asset depreciation will be tracked in Workday.

The implementation approach should include plans for knowledge transfer so that URI staff can support most administrative and light configuration tasks. URI prefers vendor to train all end users that will use the system for more than just submitting work orders (estimated at about 125 users). Train the trainer can be used for all other user types.

Please also include expected vendor team level of effort, durations at the work package level, and plans for on-site meetings, including, but not limited to, Project Kickoff, Workshops, Testing, and Training, and any activities that your firm recommends for onsite or in-person meetings.

The following elements should be included:

· Planning

· Discovery

· Design

· Development

· Deploy

· Project Management

2. Using the table below, please provide an estimated level of effort for each identified activity or deliverable. Please include the labor categories that would contribute, percent allocation for each resource, and duration of each task. Please note: an asterisk (*) is used to identify project deliverables.

· Initial Project Plan*

· Infrastructure needs

· Cyber security needs

· Process gaps

· Business and functional requirements documents*

· Requirements traceability matrix*

· Infrastructure design document*

· Integration design document*

· Security plan design document*

· Training plan design document*

· Testing plan design document*

· Go live plan design document*

· Critical design review

· Solution design document (as built)*

· Infrastructure development

· Infrastructure design document (as built)*

· Integration development*

· Integration design document (as built)*

· Finalize security plan design document*

· Develop training materials and schedule

· Finalize Training plan*

· Develop test scripts and testing tools

· Finalize Testing plan*

· Finalize Go live plan*

· Deployment readiness review

· End user & admin training*

· Go live dry run

· Go live*

· Hyper support*

· Maintain project plan

· Risk management plan*

· Communication plan*

· Quality assurance plan*

· Resource management plan*

· Organizational change management plan*

3. Please describe your licensing model, including the various types of licenses available, perpetual vs subscription, and concurrent vs named users. Pricing must be excluded from your technical response. For reference, URI has approximately:

a. 2 system administrators

b. 30 occasional users (Managers, Assistant Directors)

c. 125 day-to-day users (Control Center staff, Central Stores, Supervisors)

d. 80 mobile users (this group is a subset of the 125 day-to-day users)

e. 25,000 students, faculty, and employees with URI.edu email addresses who should be able to submit a work request on an as needed basis

f. Approximately 50-60 concurrent users during peak times.