|
June '05 -- Bruce Maas (UWM Interim CIO) requests that Jacques du Plessis head the e-mail/calendaring core service team.
June '05 -- research begins with obtaining information on solutions at other campuses.
June '05 -- Jacques meets with Denise Babin, chair of previous core serivce team that did work on assessing campus needs.
June '05 -- List of individuals interested in joining team developed.
July 6, '05 -- Learned that UW-Parkside is going through a similar process at this time; suggested some of the team attend vendor presentations at Parkside next week; also suggested to explore possibility to collaborate with UW Parkside on a unified solution; team Web site launched with URL: collaborationteam.uwm.edu; members are being recruited for the team.
July 6, '05 -- Open invitation to join the team; individuals suggested for team are contacted to determine their interests, experience and willingness to participate.
July '05 -- Team members attend presentations of vendors under consideration for UW-Parkside solution.
Aug 5, '05 -- Discussions with Bruce Maas and Bob Beck to find a representative group for the email team.
Aug. '05 -- Discussion with Deb McMurray from the Newman Group about CommuniGate; this vendor added as vendor to consider.
Aug. '05 -- Research the list of candidate vendors complete; other vendors will be considered.
Aug. '05 -- Vendors for the following products have been hooked up to the intranet (only their own folder): IBM, Oracle, Mirapoint, CommuniGate, Novell; Microsoft and Sun vendors still to be contacted.
Aug. '05 -- Meeting was held with Provost Rita Cheng, her assistant, Laura Pedrick, interim CIO, Bruce Maas, and committee chair, Jacques du Plessis to explore possible options and timing of these options for future campus integration; campus units not using PantherMail will be invited to consult on the best fit for the future solution.
Sept 2. '05 -- Core Service Team chair du Plessis has phone conversation with Dan Cahill, IBM rep for Wisconsin (Gov and Edu).; he will be working with Marcie Kane, the Collaboration Suite expert; Cahill and Kane will be by next week to see how they can communicate their products on the intranet.
Sept 7, '05 -- du Plessis and Dan Cody meet to discuss Cody's insights and priorities; requested that Cody do a blog about his experience and impressions; team members are welcome to share thoughts and experiences in a blog; goal to complete a list of team members and schedule a meeting for next week.
Sept 16, 05 Kickoff meeting scheduled at 14h15 in Bolton 521.
Focus is to set the timeline to address 3 core issues:
a) First, examine current situation; Dan Cody (in charge of PantherMail) will inform members via the service team Web site of our current setup and situation; vital that the committee members understand what current setup looks like, what it can do, what it could do, and what it can't do; others from campus community to add to the information; first step is not to debate, but to become informed.
b) Second step is to look at alternatives; Intranet will be used to communicate with each vendor privately; this system to be demonstrated in the meeting; second phase to explore the options, with a very specific focus on cost of ownnership.
c) Final step to compare the information from Step 1 and Step 2 in order to determine what solution best suits our campus needs. We will have each vendor submit a RFP (Request for Proposal).
VENDOR INTEREST THUS FAR:
CommuniGate
Groupwise (Novell)
IBM (Lotus Notes)
Mirapoint
Microsoft
Oracle
SUN
Sep. '05 -- Team divided into 2 focus groups: User Needs and Cost of Ownership; all members part of the Best Fit group; teams now developing questions and issues for RFP.
Sept-Oct '05 -- Got feedback from every email configuration on campus about user needs.
Oct-Nov '05 -- team participated in the creation of the RFP.
Nov '05 -- Cody, Lyttle-Grahman and du Plessis refined RFP and submitted it to Ed Seeberg (Purchasing) for their input.
Feb '06 -- Seeberg's group ready to work with team on RFP; meeting attended by Seeberg, Kathy Heath, Lyttle-Graham, du Plessis and Cody.
Feb '06 -- Committee makes revisions and meets with Ed Seeberg again. Ed Melchoir joined the discussion and helped with the assignment of weights for different questions.
March '06 -- Cody and Lyttle-Graham reexamine sections of RFP to assign weights to each area to facilitate analysis.
March '06 -- Process put on hold because of problems with another state-level unsuccessful process that was highly visible in the media.
April '06 -- Rita Cheng (Provost) gives green light to proceed with the RFP.
April '06 -- du Plessis, Lyttle-Graham, and Cody complete RFP; interim CIO Maas requested that Edward Melchior and Michelle Schartner join the team to ensure a solid RFP.
April '06 -- Lyttle-Graham, Schartner and Melchoir meet to discuss next steps.
June '06 -- RFPs released and questions answered; evaluation committee being formed.
June '06 -- The evaluation committee evaluated 6 responses received from the RFP; committee meets three times to complete the evaluation of all the questions.
Aug '06 -- Committee examines vendors' financial information and references.
Aug '06 -- Planning meeting to communicate effectively with campus community in the Fall.
Sept '06 -- Meeting with CIO to review the process
Sept '06 -- Meeting with the provost to review the process
Sept/Oct '06 -- (DONE)
1. Meetings with campus groups to inform them about the RFP process, and to share RFP findings.
Nov 10 '06
Vendor finalists have been notified and instructed to prepare a demonstration on Nov. 10, 2006. During this demonstration, the vendors will be required to perform a set of tasks specified by campus e-mail and calendar users (the tasks were suggested by faculty, staff, and students attending information sessions or sending e-mail to the selection team). Vendors will also do regular presentations and answer questions from the audience.
Each vendor host a booth on the same day as the demo, for informal one-on-one interaction with faculty, staff and students.
Students, staff and faculty will be encouraged to attend the events and to submit feedback regarding the products demonstrated.
|
Dec. '06 / Jan '07
Each finalist has provided the campus access to test accounts so campus community members can get hands-on experience with the products and give feedback to the selection team. This process will run through Jan. 10, 2007, with evaluations due in by Jan. 12, 2007.
Feb. '07 -- Email/Calendar committee will review all the feedback and develop a report to submit to UWM's provost.
Completion Activities to Make Recommendation:
1. Selection of Evaluation Committee. (DONE)
2. Response to vendor’s questions by Wed., June 7, 2006. (DONE)
3. Finalize questions to ask each vendor reference. (DONE)
4. Proposals due from vendors by Tues., June 20, 2006. (DONE)
5. Evaluation committee grade proposals including checking vendor references from June 21-30, 2006. (DONE)
6. Follow-up call with Gartner on RFP’s submitted. Provide Gartner a summary of each vendor.
7. Select finalists and send the list of finalists with justification to the CIO and Provost. (DONE)
9. Purchasing to notify vendors of the finalists selected. (DONE)
10. Develop an evaluation form for oral presentations/demonstrations. (DONE)
11. Develop evaluation forms for user and trial testing. Develop one for the user evaluation and one for the selection committee evaluation. (DONE)
12. Submit detailed specifications to each vendor concerning the required elements of each demonstration. (DONE)
13. Submit detailed specifications concerning the user trial and tests UWM will exercise with the vendor’s program. (DONE)
14. Demonstrations to campus by invited vendors (DONE). Attendees to complete an evaluation form.
15. User trial and testing of invited vendor’s systems from late Fall, 2006. Users to complete an evaluation form of each system tested. (ONGOING)
17. Evaluation committee grade user trial finalists based upon demonstration and user testing Feb. '07. Committee will reaffirm that each vendor finalist meets the 50 required items. Grading will include evaluation feedback from users during the demonstration and user and trial testing. (FEB. '07)
18. Submit final vendor selected with justification to the CIO and Provost.
(Feb. '07)
19. Confirmation of support of vendor selected from the CIO and Provost. (Feb. '07)
16. Purchasing to contact final vendors for best and final offer. (Mar. '07)
20. Purchasing to send notification of intent to award to vendors. (Mar. '07)
21. Purchasing to issue purchase order for early 2007 contract start date.
RFP Evaluation commitee (Summer 06):
Jacques du Plessis,
Ed Melchior,
Paula Lyttle-Graham,
Dan Cody,
Brad Bonczkiewicz,
Mark Talatzko
Dan Loosen |
