1. AUTONOMY IMPLEMENTATION

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