Tjene_Technical_Proposal_-_Ohio_Department_Of_Transportation.docx

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Ohio Department of Transportation Staff Augmentation Proposal Nuvolo Connected Workplace

Technical Proposal for Ohio Department of Transportation Nuvolo Staff Augmentation for Connected Workplace

Table of Contents

Organizational Experience & Capabilities Tjene Consulting Corp Tjene Consulting Corp. is pleased to provide a proposal for implementation of the Real Estate Lease Management, Space Management, Move Management and Service Request Nuvolo scoped applications as part of the Connected Workplace Management solution to optimize the operational efficiency and resource utilization to provide the best service to internal clients.

Tjene, is a boutique consulting firm (formed in 2010 from the top 5 consulting firms) focused on modernizing the facilities landscape through process improvement, technology, and strategy. Tjene is a leader in the facilities industry, bringing current technology into the enterprise.

Tjene has an onshore model where our consultants are located in our offices where information and knowledge are shared amongst the team for our US and Canadian clients. The result is a proven implementation methodology backed by an unparalleled record of success. We are committed to providing tangible result-based consulting, quick turnaround on deliverables, open communication, and genuine client relationships.

ServiceNow and Nuvolo Experience Tjene has been a Nuvolo business partner since 2021, actively supporting product development. We have developed our own custom Nuvolo applications for clients by leveraging Nuvolo’s data tables. Additionally, Tjene has successfully implemented several Nuvolo modules, including Space, Facilities Maintenance, and Real Estate. Our clients span a range of industries, including financial services, pharmaceuticals, manufacturing, hospitality, and the public sector.

Staffing Plan Overview Our staffing approach is designed to provide ODOT with qualified, dependable professionals who can seamlessly integrate into existing teams and workflows. While the specific number of resources or hours is yet to be determined, we have proposed a project manager, business analyst, and developer in the table below to address ODOT’s current needs. Additional resources can be onboarded as needed, as Tjene has a pool of over 50 consultants with IWMS experience. We prioritize clear client expectations and ensure strong performance through proactive engagement management.

Key principles of our staffing plan:

· Role-based Matching: Each resource is selected based on technical qualifications and relevant experience.

· Flexible Scaling: Ability to ramp up/down staffing levels in response to project demands.

Real Estate 3+

Real Estate, Reservation 3+

Please refer to the appendix for additional resume details.

References References

Nitish.Khiria@canadalife.com

darren.daley@abcellera.com

Work Plan Minimum Technical Requirements

Tjene’s proven expertise as a premier Nuvolo implementation partner, combined with their deep ServiceNow knowledge and cross-trained consultants, makes them uniquely qualified to deliver a successful Nuvolo deployment for the Ohio Department of Transportation (ODOT). Their ability to configure, customize, and integrate both ServiceNow and Nuvolo ensures a robust, tailored solution that meets ODOT’s complex transportation management requirements.

· ServiceNow Tjene has extensive expertise in ServiceNow serving as a premier implementation partner for Nuvolo, which is built on the ServiceNow platform. Their deep understanding of ServiceNow’s architecture and functionality enables them to deliver tailored solutions that align with client needs. Tjene’s consultants are cross-trained to handle both functional and technical aspects of ServiceNow, ensuring seamless deployments and optimizations for complex environments like ODOT’s transportation systems.

· ServiceNow Access Roles/Groups Roles within each base application are used to control access to Tjene applications and modules. These roles are assigned to groups, and all group members inherit the functions associated with the group. Access to individual records and fields may be further restricted by specific functions or informal roles tied to particular areas of a form. Tjene will support the definition of appropriate groups and roles to manage user access to Nuvolo. During the design sessions, ODOT’s process for creating groups and assigning members in the production environment will be reviewed. Standard roles for accessing the application(s) will also be provided.

· ServiceNow Configuration and Customization Tjene’s team excels in ServiceNow configuration and customization, leveraging their technical and functional expertise to adapt the platform to client-specific workflows. They have a proven track record of implementing customized ServiceNow solutions, where they enhanced features like Facilities Maintenance and Asset Management. This ensures ODOT’s unique transportation management needs are met with precise, scalable configurations.

· ServiceNow Dashboard and Reports Tjene’s experience includes creating advanced ServiceNow dashboards and reports. They can design intuitive, data-driven dashboards and reports tailored to ODOT’s needs, providing real-time insights into transportation assets, maintenance schedules, and operational performance to support informed decision-making. Tjene will review the Nuvolo portal, portal elements, catalog items (request forms), and functionality included with the base Nuvolo software with ODOT. Tjene can update the portal with appropriate ODOT provided branding elements but is limited to:

· Branding logo (system will resize image to required size).

· Color Scheme/page theme.

· Background image and text.

· Activate or de-activate the Nuvolo out-of-the-box request form parameters below as directed by ODOT

· ServiceNow Inbound/Outbound Data Integrations Tjene has the technical expertise to manage ServiceNow’s inbound and outbound data integrations, ensuring seamless connectivity with external systems. Their work with Nuvolo’s platform, which requires integration with ERP, financial, and procurement systems, demonstrates their ability to build robust data workflows. For ODOT, Tjene can integrate ServiceNow with existing transportation management systems to streamline data exchange and enhance operational efficiency. Here is a sample video of Tjene’s integration with Outlook for reservation Tjene - Nuvolo - Reservation Outlook Integration.

· Nuvolo (All Modules) As a premier implementation partner for Nuvolo, Tjene has comprehensive expertise across all Nuvolo modules, including Facilities Maintenance, Asset Management, Real Estate, Capital Projects and Space. Their close ties to the product advisory team highlight their ability to implement and optimize these modules, making them well-equipped to deploy a fully connected workplace solution for ODOT’s diverse transportation infrastructure needs.

· Nuvolo Mobile 1.0 Tjene’s familiarity with Nuvolo’s mobile architecture positions them to effectively deploy and support up to the latest Nuvolo Mobile 23.0.0. They can ensure ODOT’s field teams have access to intuitive, offline-capable mobile tools for asset management and maintenance, improving efficiency and responsiveness across Ohio’s transportation network.

· Nuvolo Configuration and Customization Tjene’s expertise in Nuvolo configuration and customization is demonstrated by their ability to tailor Nuvolo’s features, such as Planned Maintenance and Transaction Management, to client needs. For ODOT, Tjene can customize Nuvolo to align with specific transportation workflows, such as asset tracking and maintenance scheduling, ensuring a solution that enhances operational visibility and control.

Resource Expertise Tjene Consulting will assign certified ServiceNow and Nuvolo SMEs, including a Lead Architect, Nuvolo Functional Consultant, and Integration Expert, each with extensive experience in ServiceNow, all Nuvolo modules. Tjene’s SMEs, backed by a premier Nuvolo partnership, will ensure a tailored efficient deployment for ODOT’s transportation needs.

As part of Tjene’s support model, we bring one single point of contact for the client. We form a relationship with you and conduct regular meetings for defect intake, updates, and closure of tickets.

Should tickets or requests become simple enhancements or smaller projects, Tjene’s support team is able to scale up to deliver under agreed upon scope.

Our 4 key capabilities are:

Contract Resumes Please see the appendix for all resumes from the Tjene Consulting team members.

Nuvolo Points of Contact Tjene has been a business partner who has supported Nuvolo product build in the past. Tjene continues to have close ties and insight into Nuvolo product roadmap. Below are a few key Nuvolo contacts:

Contractor Resource(s) Available for ODOT Staff Contact

· Tjene will designate a dedicated and appropriate resource(s) to meet ODOT’s needs.

· Subject matter experts (SMEs) with deep expertise in ServiceNow and Nuvolo will be assigned.

· These SMEs will be readily available to:

· Address product questions.

· Discuss enhancements, upgrades, and solution options.

· The goal is to ensure seamless collaboration and alignment with ODOT’s operational objectives.

· Tjene will operate under the assumption that regular business hours are Monday through Friday, from 8:00 AM to 5:00 PM EST.

· All training and development work shall be conducted remotely unless requested by ODOT whereby the client will approve the necessary and proposed travel expenses incurred by Tjene resources.

Create and/or Update ServiceNow Agile Stories

· Tjene will gather requirements and identify special cases.

· Collaborate with ODOT to create user stories based on their input.

· Share data templates (around 10 files with multiple tabs) for ODOT to complete and upload.

· Review the project plan, including task dates and dependencies.

· Track project responsibilities, including:

· Estimating requirements and updating timelines

· Updating the storyboard with development progress, effort estimates, and schedule

· Based on Nuvolo deployment experience, Tjene will:

· Clearly define user stories

· Align them with ODOT’s Nuvolo implementation needs

· This approach promotes efficient project management and transparency.

Contractor Resource(s) Grooming/Refining ODOT Nuvolo Stories

· Tjene will assign skilled consultants to groom and refine ODOT’s Nuvolo stories, working closely with ODOT’s team to prioritize user stories for development sprints. Our expertise in backlog refinement, honed through successful ServiceNow and Nuvolo projects, ensures that ODOT’s transportation-focused requirements are prioritized effectively, driving a streamlined and impactful deployment.

Contractor Resource(s) Attend Weekly Agile Meetings

· Tjene’s ServiceNow Developer and/or Business Analyst will attend a minimum of one day per week to review and update agile sprint stories, backlog stories, and priorities, with flexibility to schedule additional meetings as needed. Our commitment to regular, collaborative engagement ensures ODOT’s Nuvolo deployment stays on track with clear communication and alignment on project goals and timelines.

Create and/or Enhance ServiceNow Nuvolo Reports

· Tjene’s ServiceNow and Nuvolo SMEs will develop and enhance Nuvolo reports based on ODOT Facilities’ story requirements.

· Reports will provide actionable insights tailored to ODOT’s transportation management needs.

· Tjene will review standard reports and dashboards included in the implemented release.

· Report filter conditions provided by ODOT will be updated using standard out-of-the-box reporting configuration options.

· Standard dashboards will be updated using built-in configuration options.

Backup and Restore Nuvolo In-Progress Changes and Data

· Tjene will back up development and test Nuvolo in-progress changes and data before bi-monthly PROD to DEV/TEST clone-downs.

· Certified ServiceNow consultants will restore data post-clone, ensuring continuity and integrity.

· Processes will adhere to ODOT’s protocols for seamless development and testing.

Provide Nuvolo Product Upgrades and Fixes

· Tjene will support Nuvolo upgrades and fixes within ODOT’s ServiceNow environments.

· SMEs will ensure timely issue resolution and updates, following ODOT’s change control policies.

· Expertise in Nuvolo and ServiceNow guarantees reliable system performance for ODOT operations.

Support with Testing/Validation of Nuvolo as Part of Annual ODOT ServiceNow Platform Upgrade Tjene’s ServiceNow-certified consultants will provide comprehensive support for testing and validating Nuvolo during ODOT’s annual ServiceNow platform upgrade. Tjene will conduct thorough functional and regression testing to ensure Nuvolo’s modules operate seamlessly within the upgraded ServiceNow environment, minimizing risks and ensuring continuity for ODOT’s transportation management processes.

Implement Nuvolo Software Upgrades

· Tjene will work with ODOT to implement spring and fall Nuvolo releases, following n-2 ServiceNow upgrades.

· Coordination with ODOT stakeholders ensures aligned timelines and minimal disruption.

Support with Testing/Validation of Nuvolo Software Upgrades

· Tjene will test/validate Nuvolo software upgrades (spring/fall releases) for compatibility and performance.

· SMEs will execute detailed test plans and resolve issues, leveraging Nuvolo upgrade experience.

· Validation ensures a stable, optimized Nuvolo solution for ODOT’s operations.

Implement and Unit Test Nuvolo Changes and Enhancements

· Implement and unit test Nuvolo changes in ODOT’s DEV/TEST environments per ODOT direction.

· Coordinate and document changes with ODOT’s ServiceNow admin for production deployment.

· Provide access to configuration documentation in Nuvolo’s software development life cycle (SDLC) instance.

· Create functional test cases for user story validation.

· Design and implement unit tests for individual software modules to verify functionality against defined requirements, ensuring code correctness, robustness, and reliability through automated test execution and validation.

· Package update sets and relevant XML data for each Development Sprint and provide them to ODOT.

· Conduct daily check-ins with ODOT to review testing progress and document issues.

· Categorize and address reported issues as follows:

· Defect: Configuration flaw to be corrected by Tjene.

· Training: Misunderstanding of functionality to be addressed through training.

· Enhancement: Request outside agreed scope and not previously configured.

· Prioritize remediation of defects to allow sufficient time for ODOT to retest before go-live.

Implement and Support Configuration/Testing/Validation of Nuvolo Mobile Application Upgrade

· Tjene will configure, test and validate Nuvolo Mobile upgrades, providing scoping and effort estimates.

· Nuvolo Mobile SMEs will ensure field-ready, offline-capable workflows.

· Upgrades will meet ODOT’s mobile needs for transportation asset/maintenance management.

Project Schedule

Ohio Department of Transportation Staff Augmentation Proposal Nuvolo Connected Workplace

The staff augmentation contract will be from July 1st, 2025 to June 30th , 2026, with the ability to draft an extension if requested by ODOT

Budget The fees represent Tjene’s resources to conduct requirements, design, and configuration of the Nuvolo product for ODOT’s needs. The staff augmentation contract billing will be based on a time and materials basis. The total project cost for the fiscal year shall not exceed $300,000 USD without prior written approval from ODOT. See pricing file for details.

Appendix Resumes (RFP item #7) Ronald Lwin 117 Peter Street , Unit 300 Toronto, ON, M5V 0M3 ronald.lwin@tjene.com

Profile Ronald has a background in software development. His expertise includes implementing, configuring, and customizing ServiceNow and Nuvolo modules to enhance service delivery, automate workflows, and ensure platform scalability. He is adept at working with cross-functional teams and providing strategic consulting to align technology solutions with business goals.

Experience ServiceNow Developer, Tjene Consulting Corp; Toronto, Ontario, April 2022 – Present Management and Technology Consulting Client: Investment Firm – Nuvolo Space, Move and Facilities Role: Developer

· Install and configure Nuvolo application on the ServiceNow platform

· Update and load AutoCAD floorplans

· Design reports and dashboards to suit the client needs

Client: Pharmaceutical – Nuvolo GxP Asset Management and Facilities

· Install and configure Nuvolo application on the ServiceNow platform

· Build custom onboarding and offboarding process for Assets

· Design reports and dashboards to suit the client needs

Client: Pharmaceutical – Nuvolo GxP Asset Management and Facilities

· Install and configure Nuvolo application on the ServiceNow platform

· Configure ServiceNow platform

· Build custom onboarding process for Assets

· Modify and create new security access controls to meet business requirements

Skills

· Facilities Asset Management

· GxP Asset Management

· ServiceNow WSD

· ServiceNow CSA

· Java

· SQL

· ServiceNow WSD

· AutoCAD

· Nuvolo

Education BA Management Studies, Minor Human Resources Management, University of Waterloo, Waterloo, Ontario, 2018 Certifications ServiceNow Certified System Administrator, ServiceNow Certified Application Developer, IBM Certified Application Developer

Jonathan Yip 117 Peter Street , Unit 300 Toronto, ON, M5V 0M3 jonathan.yip@tjene.com Profile With 5 years of experience in Information Technology, Jonathan comes with experience in providing technical support within different industries. Within the past two years, Jonathan has been focusing on applying his extensive technical knowledge through system implementations and ongoing support work within the Capital Projects and Lease Administration modules in IBM TRIRIGA’s Integrated Workplace Management System (IWMS).

Experience Manager, Tjene Corp, Toronto, Ontario, October 2019 – Present Management and Technology Consulting Client: Biotechnology – Nuvolo Space, Asset and Facilities Management Module Role: ServiceNow WSD Project Manager Details:

· Responsible for managing project deliverables, project resources and project schedule

· Liaise with client

· Identify and issue weekly RAID (Risk, Actions, Issues and Decisions) log Client: Canadian Financial Institution – TRIRIGA Capital Projects, Lease and Facilities Module Role: TRIRIGA Production Support Details:

· Responsible for ongoing production support with data fixes and system enhancements in their Capital Projects and Lease module

· Designed and implemented the Facilities Management module for our client

· Consult clients on system improvements Skills

· Real Estate Asset Management

· GxP Asset Management

· Space and Move Management

· Reservation Management

· ServiceNow WSD

· MS Office Specialist

· Desksite/iManage

· Active Directory

· IBM TRIRIGA

· ServiceNow WSD

· Nuvolo

Bachelor of Science, University of Toronto, Toronto, Ontario, 2016 Certifications ServiceNow Certified System Administrator, Project Management Professional, IBM Certified Application Developer

Anisha Mathur 117 Peter Street , Unit 300 Toronto, ON, M5V 0M3 anisha.mathur@tjene.com

Profile Anisha has 4 years of experience in IT and comes with experience in providing technical support within different industries. She is detail-oriented, organized, reliable, learns and adapts quickly, works well in teams, and takes pride in her work. She excels in problem-solving and collaborating to provide the best solution.

Experience Business Analyst, Tjene Corp, Toronto, Ontario, July 2022 – Present Management and Technology Consulting

Client: US State Department – ServiceNow WSD Space Management Module Role: Business Analyst Details

· Gather and analyze business requirements from stakeholders and end-users.

· Translate business needs into functional specifications and technical requirements.

· Collaborate with cross-functional teams including developers, QA, project managers, and end-users.

· Facilitate and participate in user acceptance testing (UAT) to validate implemented solutions.

· Identify gaps and areas for improvement in current processes and proposed solutions.

· Provide training and support to end-users during and after software deployment.

Client: Global Carrier – TRIRIGA Capital Projects and Real Estate Management Module Role: Functional Analyst and Testing Lead Details

· Lead system design sessions with the client project team, business users, and stakeholders to ensure requirements are met while aligning with global company standard

· Analyzed existing data from legacy systems, consulted on how data will be migrated to IBM Tririga and how it will interact with the boundary system, Oracle Cloud

· Created training resources for end users, and led training sessions to various groups in US, Canada, Europe and South America

· Developed test scripts and use cases for user acceptance testing, working closely with clients to capture scenarios that end users would encounter

Skills

· Client Relations

· Business Process Design

· Data Management

· Lease Administration

· Requirements Analysis

· Nuvolo

· ServiceNow

· IBM Tririga

· Oracle Cloud

· SAP

Bachelor of Business Administration, Information Systems – ERP, Georgia Southern University 2019

Certifications ServiceNow Certified System Administrator image1.png image3.png image2.jpg