Document Management and Retention Solution

Document Management and Retention Solution that include:
A. Implementation Planning
• Evaluate infrastructure environment for set up of development, test/training, and production environments. This includes requirements for remote installation.
• Creation of a detailed implementation plan with task assignments & tracking, dependencies, milestones, etc.
• Install software and configurations in all environments.
B. Application Design
1. Conduct Joint Application Development (JAD) sessions with stakeholders and subject matter experts (SMEs) representing the following groups:
• Board
• Communication
• Customer Service
• Engineering
• Environmental Health & Safety
• Executive
• Finance
• IT
• Legal
• Purchasing
• Laboratory
• Purification
• Maintenance
• Distribution
• Pump Station
2. Configure applications per JAD specifications. Note, the application design and configuration may be conducted in a phased and prioritized approach, pending agreement with PVWC. The configurations should include the repository structure (metadata fields, drop-down lists, etc.), workflows, task assignments, pre-configured searches, and reporting design.
3. Conduct quality initial testing
• User access
• Application design functionality
• Enforcement of user and group security
• Functionality of workflows
• Presentation of reporting and analytics
4. Present application design and functionality to group stakeholders and adjust the configuration based on initial feedback.
C. Document Migration Planning
• Identify sources of documents to be migrated
• Develop a plan to migrate documents and associated metadata (based on document
attributes such as folder & file names, file types, and dates).
• Conduct preliminary migration testing
• Finalize plan for document migration in coordination with departmental implementations
D. User Acceptance Testing
• Facilitate and support testers throughout the testing period
• Log and track issue reporting, resolution, and retest
E. User Training
• Prepare custom user guides
• Prepare user training materials
• Conduct user training
• Complete document migration for the training users in a way that their active documents are available upon completion of the training and the transition to a go-live state
F. Go-Live Support
• Conduct 2 30-minute Q&A sessions per week for 3 weeks after training
• Provide post go-live support as needed for 30 days after each department transition to golive.