Attachment_1-WEB_Requirement_Analysis.docx

Attachment 1 - WEB Requirement Analysis

Attachment 1: Navy Web Experience Management Forms Platform - Requirements Analysis & Traceability Matrix

1. CONCEPT OF OPERATIONS

1.1 Document overview

The US Navy’s Naval Forms Online (NFOL) engaged Defense Logistics Agency Document Services (DLA DS) to conduct a requirement analysis of the Web Experience Management (WEM) system for NFOL. The project outcome is to refresh the current NFOL solution to a modernized (WEM) platform supported by DLA DS. The requirement analysis is comprised of three key deliverables.

· Concept of Operations – Provides an overview of the current (WEM) for NFOL, its process, recommendation and project plan for a modernized solution

· Systems Requirement Traceability Matrix (SRTM) – Detailed systems requirement analysis

· Market Analysis – Includes a summary and grading of each possible solution

1.2 Points of contact

DLA Document Services (DDS) Executive Sponsor: Shawn Magill

1.3 analysis OBJECTIVE The US Navy’s Naval Forms On-Line (NFOL) leadership team recognizes that the current forms management web portal is not sufficient to support their mission’s business functions. DLA has created a program management team that is comprised of key stakeholders from the department to support the forms management and distribution next generation effort. To ensure that all requirements have been considered, NFOL management engaged DLA Document Services to conduct a requirements analysis of the forms management and distribution process. The outcome of the requirements analysis is to determine the best technology to implement a new, fully functional Web Experience Management (WEM) system, which will benefit Navy’s current and future forms management and delivery mission.

1.4 Current system

naval forms online (nfol) NFOL is an enterprise resource for all official forms generated and used by the Department of the Navy. NFOL works with the Navy Forms On-line (FOL) procurement system in order to provide one stop fulfillment for both electronic and printed stock forms.

NFOL is loosely integrated with Adobe LiveCycle Forms Creation – which is owned by the Navy and used by their Forms Managers. The Forms Managers develop necessary forms and are allowed to upload these forms to the NFOL portal. Users are then able to search for forms by using meta-data that is captured along with the form. In addition to the design tool, Adobe Reader Extensions is utilized so that electronic forms produced in portable document format (PDF) can be filled, saved, and digitally signed by users utilizing the free Adobe Reader.

NFOL has been outfitted with a search engine in order to provide users maximum capability. The search feature allows queries based on form numbers and title key words (e.g.,3130, log) as well as command level (e.g. SECNAV, OPNAV, NAVSO) forms views.

NAVY FORMS

NFOL works with the FOL system, which provides printed stock forms for the Navy. The FOL system is comprised of a WEM built using Cold Fusion. It allows users in the Navy to order forms online to be printed and delivered to the specified destination. This system also provides a series of reports, which allow personnel to monitor stock of printed forms, back orders, inventories, as well as other attributes. The system interacts with DLA’s Enterprise Business System (EBS). DLA’s EBS provides supply chain management capability to administer the procurement, consumer-level-supply, storage and distribution of forms for the Navy.

The Current Naval Forms Distribution System Diagram below depicts the process that is in place today to create, upload, procure and deliver forms for the Navy.

Both of the current systems are loosely integrated together and based on older disparate technologies. NFOL uses LifeRay Portal an open source solution and ColdFusion a commercial rapid web application platform supports FOL. Presently, neither LifeRay nor ColdFusion have substantial support in the Department of Defense (DOD). Many of these systems are and will be decommissioned in place of more modern WEM platforms. The challenges described below in Section 1.5 are the basis for the movement towards decommissioning both the LifeRay and ColdFusion platforms in the DOD.

1.5 SYSTEM CHALLENGES

The current NFOL and FOL forms purchasing platform has created several challenges that limit Navy’s usage of the service. Among the most notable is 1) the older look and feel of the website 2) search reliability 3) access to real time and accurate reports and 4) meeting printed form delivery schedules. The capabilities to alleviate these and other user challenges have been identified in Attachment 1: Web Experience Management Forms Platform - Requirements Analysis & Traceability Matrix.

By documenting these requirements the Navy can design and develop a dependable modern WEM platform with improved functionality to support their forms acquisition process.

1.6 STAKEHOLDER COMMUNITY AND CHALLENGES

· Enterprise Managers (approximately four users)

· Parent Organization Echelon II (approximately twelve users, up to thirty two)

· Sub-organization (up to three hundred and forty users)

Challenges Enterprise Managers

· The current system is prone to mistakes in managing and distributing forms

· The system is built upon dated technology which makes maintaining and upgrading the system challenging

· The system is prone to technical errors, which can decrease customer confidence

· The system is prone to service outages which can go unreported for long periods of time

· NFOL staff require better visibility throughout the forms lifecycle

· NFOL staff needs to be able to document decisions about forms creation and distribution

· NFOL system needs better interaction with other systems (e.g. Navy Forms, DONI)

NFOL Parent Organizations

· Need visibility to forms publishing and decision making process

· Need better understanding of what decisions are being made and how In summary, the identified challenges have impacted the Navy’s ability to successfully procure, report on and receive printed orders at the level needed for their mission.

2. RECOMMENDATION

DLA will enhance the Navy’s forms procurement experience by upgrading the current system to a modernized WEM platform with improved visual, interactive, personalization, reporting, reliability and delivery of printed forms. The solution will enable developers as well as non-technical users to quickly build and deliver a web application that can be used to distribute electronic forms as well as DoD mandated content to a modern WEM platform.

The updated WEM platform will:

· Consolidate both NFOL and FOL into one integrated forms acquisition and delivery system

· Provide flexibility to customize portal experience by web application developers and business users

· Allow business users and NFOL administrators to update website content without using programming tools such as HTML, XML, or other programming languages.

· Allow business users to update forms with Adobe LiveCycle Forms Developer

· System will work with Adobe Reader Extensions server to maintain meta-data for forms

· Provide an integrated system with full business process support and audit and online notification capability

· Allow scalability to support large quantities of content and high numbers of users

· Allow users to purchase printed stock forms

· Ability to create reports which are timely and detailed (e.g. Form Stock Inventory, Form Stock Usage, Electronic and Stock form usage statistics)

Based on the requirements captured by conducting this analysis, we recommend that the NFOL and FOL systems be consolidated into one WEM platform. Upgrading and consolidating to a new WEM platform would most effectively be achieved by a multi-phased implementation approach.

Phase One – Initial Operating Capability Based on requirements captured in Attachment 1: Requirements Analysis Traceability Matrix, a new WEM system will be installed. A user experience will be developed in coordination with NFOL staff, which will provide a unified, contemporary user and administrator experience for the foreseeable future. There will be reporting capability – giving forms managers and administrators increased capability to more adeptly manage system functions, including the ability to monitor forms consumption and system performance. The system shall also provide a limited workflow processing capability, which will allow some level of integration with the Adobe LiveCycle forms development system currently being used.

The system can be implemented as a Platform as a Service (PaaS) or on-premise. Either service delivery model allows the customer to have virtualized servers and associated services for running existing applications or developing and testing new ones. Initial and ongoing costs can be reduced by the use of infrastructure services from a single vendor rather than maintaining multiple hardware facilities that often perform duplicate functions or suffer from incompatibility problems. Overall expenses can also be minimized by unification of programming development efforts.

Phase One: Modernized NFOL Web Experience Management Systems

Phase Two – Full Operating Capability Phase Two will provide a consolidated integration with the FOL stock forms procurement and print delivery system – providing a unified, scalable system with a consistent look and feel across all of the Navy’s forms requirements. The platform will also provide monitoring capability across the entire system for duplicate forms. Additionally, the enhanced reporting capabilities such as, inventory stock form monitoring, form utilization, to greatly improve NFOL’s ability to serve their customers.

Phase Two: Consolidated Navy Web Experience Management Forms Platform

Project Assumptions

· Number of forms – between 6000 and 9000 total forms developed by Forms Managers, and supported by Navy Sponsors

· Export Script will be provided/developed for migration of forms from existing LifeRay System

· New system will provide some method of object importer such that existing forms, as well as relevant metadata will be imported.

· The primary workflow process is limited to uploading forms created in Adobe LiveCycle to the new portal technology

· Number of users will remain constant (This is contingent upon NFOL and Navy Management).

· All integrations with third party systems (e.g. Oracle, MILSTRIP interactions, EBS) shall be accomplished via Web Services, Restful APIs, ODBC

· Wherever possible, Commercial-Off-The-Shelf (COTS) software should be used, and any customization using programming of compiled code should be minimized.

3. PROJECT PLAN

TASKS

Requirements Analysis

Requirements Site Analysis w/NFOL Team (Kick Off - On Site Face to Face/Calls) Presentation of NFOL CMS Requirements Analysis

Design & Build Phase

Site Design (Site Theme Development) Searching Forms Ingestion Reporting

NFOL Development Build

Migration testing using sample data Development Environment for Initial Operational Capability (IOC)

Test Phase

Migration Testing using production (or subset of) data

- QA Migrated Data

External and Internal User - Initial Operation Capability (IOC) Testing

Small Group External and Internal User Training

Deployment Phase

NFOL Installation & Configuration

USER training

Production Services Available

- QA and System Acceptance

- Service switch-over

Sustainment Phase

Monthly Program Management Session

- Application Improvement Feedback

- Additional Functionality Workshops

Quarterly Executive Briefing

Phase One

Phase Two

Increased features and form distribution functionaility

Update NFOL to modern WEM platform

High availabilty

Easy admin and maintenance

Advanced Reporting and System Admin capabilities

Basic Reporting Capabilities

Integration with Navy Forms

Easy access to FOL image2.emf image3.JPG image4.jpg image5.emf

Copy of Attachment 1 - Navy Web Experience Management Forms Platform - Requirement Analysis and Traceability Matrix.xlsx Sheet1

SERVICE REQUIREMENTS OUT OF THE BOX CONFIGURATION THIRD PARTY DACS MODULE TO BE TESTED TEST VERIFICATION MODIFICATION COMMENTS

2.1 FUNCTIONAL

2.1.1 Forms Upload

Phase 1 - Initial Operational Capability

2.1.1.1 Ability to upload with Adobe LiveCycle Forms Developer. Load forms, provide tagging and locking capability

2.1.1.2 Forms administrators will have the ability to keep forms locked (inaccessible by anyone other than Forms Managers) or Open where required

2.1.1.3 Integrate with Adobe Reader extensions and tagging

2.1.1.4 Create Forms manager library, training documents, include a "how-to guide" for end users

2.1.1.5 Forms managers should be able to load tagged forms up to the portal in one step

2.1.2 Web Experience Management Capability

Phase 1 - Initial Operational Capability

2.1.2.1 Ability to capture an unlimited number of forms/meta-data search capability. Stock forms need stock number as meta-data

2.1.2.2. All system users should have a simple interface that allows for ease of use across all functionality

2.1.2.3 Ability for NFOL Administrators to be able to easily modify Portal by adding portlets and content

2.1.2.4 Customers who need to access forms should be able to access technical support via email directly to administrators

2.1.2.5 Forms Customers should be able to have access/view all forms. Security should be provided such that forms should be locked down for all non Form Managers

2.1.4.6 Online help capability

2.1.2.7 Portal Administrator should have the ability view all Command Activities

2.1.2.8 Portal Administrators should have the ability to add portal elements and change the look and feel of the site

2.1.2.9 System should support 360 administrators. All Forms administrators should be able to update content in forms, as well as meta-data associated with forms

2.1.2.10 Repository should be able to support a library of up to 9000 forms

2.1.2.11 System should allow for cross network login and certification

2.1.2.12 Administrators will be able to initiate bulk actions across the system, including deletion of forms

Phase 2 - Full Operational Capability

2.1.2.13 The system should allow for forms to be monitored and controlled by appropriate security officers.

2.1.2.14 Portal should be able to monitor for duplicate forms

2.1.3 eCommerce Capability

Phase 2 - Full Operational Capability

2.1.3.1 Ordering warehouse items through this site will include a Virtual Shopping Cart.

2.1.3.2 Navy forms/items will be available either as a digital online file or as a warehouse item. Each item in the the search result screen will be marked to indicate a digital or a warehouse item.

2.1.3.3 System should allow for Web Services or other interface with the Navy Forms Online (FOL) system to search for and find warehouse forms to be printed in bulk

2.1.3.4 System will allow customers to New Government customers and commercial contract customers with assigned DoD Activity Address Codes (DODAACs) to register and establish a customer account before ordering warehouse forms.

2.1.3.5 Government customers should have the option to pay for their purchases by either Fund Code or IMPAC Card.

2.1.3.6 FOL system should allow for a shopping cart feature which allows for customer information, including shipping address, billing address, as well as other customer information to be determined at design phase.

2.1.3.7 The system will provide MILSTRIP validation for all items purchased

2.1.3.8 The system will provide an offline forms requisition process (warehouse forms) for emergency procurement. * New system may eliminate need for this requirement

2.1.4 Reporting Capability

Phase 1 - Initial Operational Capability

2.1.4.1 Forms administrator will be presented with a reason for form cancellation as a pop-up in the graphical user interface (GUI)

2.1.4.2 Portal and Forms Administrators should be given Reports of stock-forms inventory from a web-based dashboard which provides notification of forms that have been cancelled

2.1.4.3 View list of command (group) activities

2.1.4.4 View list of meta-data for forms and activities

2.1.4.5 Users and all administrators will be able to view all forms and meta-data with a web browser.

2.1.4.6 Report on number of website hits for particular forms

2.1.4.7 Form Purchase activity Phase 2

2.1.4.7 PII or SSN tagged forms

2.1.4.8 Portal Managers will have the ability to view the entire portfolio of forms, as well as the ability to grant access to appropriate parties when necessary.

Phase 2 - Full Operational Capability

2.1.4.9 Need to provide reports to OMB.

2.1.5 Wofklow Capability

Phase 1 - Initial Operational Capability

2.1.5.1 Form approval prior to being uploaded to web site

2.1.5.2 Workflow will be able integrate with Adobe LifeCycle Forms Developer

2.1.5.3 Forms managers will have the ability to initiate ad hoc workflow for compliance checking to sponsors and compliance officers

2.2 OPERATIONAL REQUIREMENTS

2.2.1 Systems Administration

Phase 1 - Initial Operational Capability

2.2.1.1 All technical administration (including system provisioning, development, and configuration) shall be developed for NFOL according NFOL’s specifications.

2.2.1.2 NFOL Portal Administrators shall be granted all administrative rights to the system.

2.2.1.3 Ability for Forms Consumers to email admin team for technical support

2.2.2 Audit and accountability

Phase 1 - Initial Operational Capability

2.2.2.1 Authorized users shall have transparency within the system so they can find out where the document sits in the process/workflow (needed for status checks).

2.2.2.2 Authorized users shall have the ability to audit all actions performed on forms within the portal.

2.3 COMPLIANCE AND STANDARDS REQUIREMENTS

Phase 1 - Initial Operational Capability

2.3.1 System shall go through appropriate Information Assurance Certification & Accreditation (C&A).

2.3.2 System shall comply with Security and Technical Information Guide (STIG) requirements according to DoD regulations.

2.3.3 System STIG, patches and other updates shall be applied so that system is current.

2.3.4 Identification of Section 508 Compliance requirements will be defined during the Design Phase.

2.4 SECURITY AND PRIVACY REQUIREMENTS

Phase 1 - Initial Operational Capability

2.4.1 Protect information through secure access, with different levels of authorization based on Echelon

2.5 PHYSICAL REQUIREMENTS

2.5.1 Storage Requirements

Phase 1 - Initial Operational Capability

2.5.1.1 Provide 3TB amount of space for storage of documents (To be defined during Design Phase).

2.5.2 Server Architecture Requirements

Phase 1 - Initial Operational Capability

2.5.2.1 System will reside on a DOD certified 3-Tiered Service Based Platform.

2.5.3 Network and Bandwidth Requirements

Phase 1 - Initial Operational Capability

2.5.3.1 System shall run on a DOD network certified.

2.6 SYSTEM DOCUMENTATION REQUIREMENTS

Phase 1 - Initial Operational Capability

2.6.1 Forms and WEM administrators shall be provided custom documentation for all system functionality

2.6.2 Provide Help functionality/User Guide.

2.6.3 Provide Help information/SOP for NFOL authorized users who will process information in the input system.

2.6.4 Provide Help information/SOP for administration and management of system.

2.6.5 Specific disaster recovery guidelines will be included in the NFOL Disaster Recovery Plan.

2.6.6 Provide Documentation/SOP on disaster recovery steps .

2.7 SERVICE LEVEL AGREEMENT REQUIREMENTS

Phase 1 - Initial Operational Capability

2.7.1 The system will provide contingencies against accidental loss or destruction of any/all forms or meta-data stored.

2.7.2 NFOL’s forms system residing in the Forms Portal should be available 365 days per year and 24 hours a day for external and internal authorized users.

2.7.3 System shall accommodate any surges in usage (multiple large submissions).

2.7.4 We will work with NFOL to develop appropriate Disaster Recovery or Continuity of Operations (COOP) plans.

2.7.5 System hardware and software shall be kept up to date to ensure optimal functioning of the system.

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