Technology Evaluation Centers Inc. Request for Information/Proposal Requirements Research
Instructions
Rating Legend Format
● The top of the RFI tab contains six response columns. ● TEC analysts developed the RFI based on past experience and research into the widest and deepest range of possible requirements. 3RD Response Explanation SUP Supported as delivered "out-of-the-box" MOD Supported via modifications (screen configurations, reports, GUI tailoring, etc) Supported via a third party solution Supported via customization (changes to source code) Will be supported in a future release Not supported 0 to 10, where 10 is most important
Priorities
Must Have = 10 Very Important = 8 Important = 6 Nice to Have = 4 Not Important = 2 No Need = 0 Note this file contains multiple sheets (tabs). This sheet contains instructions only. Click the tabs at the bottom of the window to access the criteria.
CST FUT NS Priority
Mandatory Yes, only for "must-have" factors
RFI Example Vendor Responses
● Complete the RFI worksheet by placing an X in the appropriate column for each criterion. ● The Xs must represent the current state of a product or service. 1 1.1 1.1.1 1.1.1.1 1.1.1.2 1.1.1.3 1.1.1.4 1.1.1.5 1.1.1.6 Hierarchy Module 1 Category of Module 1 Subcategory of Category 1 Criterion 1 Criterion 2 Criterion 3 Criterion 4 Criterion 5 Criterion 6 Criterion
© Technology Evaluation Centers Inc. 2007. This document may only be used for internal purposes. Reproduction and
User Responses
● Use the Priority column to indicate how important a particular criterion or entire group of criteria (module or category) is for your organization. ● The Mandatory column is useful for indicating absolute requirements. Note that a "Yes" would mean a vendor/provider fails if it does not support that criterion or group of criteria. It is often useful to use "No" as the general default response and only change to a "Yes" for an absolutely critical item. Don't forget to indicate your priorities and mandatory requirements for modules, categories, subcategories, and criteria.
RFI Example
Priority (0-10) 8 4 10 1 6 4 10 8 8 Mandatory (Y/N) N N N N Y N N N Y X X X X X X SUP MOD 3RD CST FUT NS
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Technology Evaluation Centers Inc. Web Content Management (WCM) System Criteria Worksheet
Hierarchy 1 Content Authoring Criteria
Priority Mandatory SUP MOD 3RD CST (0-10) (Y/N)
1.1 1.1.1 1.1.2 1.1.3 1.1.4 1.1.5 1.1.6 1.1.7 1.1.8 1.1.9 1.1.10 1.1.11 1.1.12 1.1.13 1.1.14 1.1.15 1.1.16 1.1.17 1.2 1.3 1.4
Content Editor and Creation Authoring is fully web browser-based Content editor supports Microsoft Internet Explorer Content editor supports Mozilla or Firefox Content editor supports Netscape Content editor supports Konqueror Content editor supports Safari Content editor supports Opera Own proprietary web browser environment Thin client application for content editor Embedded HTML editor for content editor Template or form editing Java applet content editor OCX object content editor The content editor employs DHTML/JavaScript to operate The content editor has been developed by the vendor for use within the ECM The content editor is a third party product The content editor provides its own API Content Editor Presentation This category contains 9 criteria below it. Content Editor Toolset This category contains 44 criteria below it. Content Editor File Manipulation and Management This category contains 9 criteria below it. Content Editor Internationalization and Compliance This category contains 14 criteria below it. Languages supported by content editor This category contains 28 criteria below it.
1.5
1.6
1.7 1.8 1.9 1.10 1.11 1.12
1.13 2 2.1 2.1.1 2.1.2 2.1.3
Content Editor Relationship Management This category contains 10 criteria below it. Template Editor Creation and Management This category contains 13 criteria below it. Template Editor Style Sheet Management This category contains 14 criteria below it. Metadata Editor and Creation This category contains 20 criteria below it. Metadata Editor Standards Support This category contains 10 criteria below it. Metadata Editor Taxonomy Creation and Management This category contains 24 criteria below it. Metadata Editor Configuration and Management This category contains 6 criteria below it. Content Acquisition Content Capture and Import Distinguishes mandatory and optional fields to authors. Imports single and multiple content objects simultaneously Matches data on field types
2.1.4 2.1.5 2.1.6 2.1.7 2.1.8 2.1.9
Configurable data validation rules Fields may be validated to ensure entered values are unique against existing values to prevent duplication Provides field tab ordering that can be set for data entry Customizable error messaging Specific terms can be barred from being entered, through a customizable stop-words list Actions such as import, export, move, delete, relate, contain, status update, and metadata element value updates can be performed on selected single or multiple content objects Graphical selection of content objects to change the objects' attributes Single action on content collections for associating workflows Single action on content collections for associating thesauri Imports content collections by pointing to one, or multiple locations, and set an automated uptake queue or routine System administrators can set the date and time for automated uptake queue or routine to be performed Imports content objects using a web-based form
2.1.10 2.1.11 2.1.12 2.1.13
2.1.14 2.1.15
2.1.16 2.1.17 2.1.18 2.2 2.3 3 3.1 3.1.1 3.1.2 3.1.3 3.1.4 3.1.5
Imports content objects using a desktop client application Renders thumbnail previews of images that are imported Imports attachments (including digital video and audio) Metadata Capture This category contains 27 criteria below it. Supported File Formats This category contains 23 criteria below it. Content Aggregation Syndication Management Process to separate the authoring from publishing XML vocabulary focuses on the structure of documents and content Provides an environment to create and manage of XSLTs Provides an environment for version controlled XSLTs Provides environments to control the security over XSLTs Provides an environment to create vocabularies Displays HTML Displays XHTML Displays WML Displays Open eBook Internet Content Exchange (ICE) protocol ebXML standard RosettaNet standard Manages inbound and outbound content syndication Provides content abstract within the repository or DAM environment Defines a suitable management process for content useable by third party syndicators Blogging environment Environment for generating RSS feeds Provides an environment for transforming incoming RSS feeds in XML to HTML Provides administration environment for viewing abstracts of content within the repository/DAM environment Web Services Management This category contains 19 criteria below it. Output and Content Presentation HTML Presentation
3.1.6 3.1.7 3.1.8 3.1.9 3.1.10 3.1.11 3.1.12 3.1.13 3.1.14 3.1.15
3.1.16
3.1.17 3.1.18 3.1.19 3.1.20
3.2 4 4.1
4.1.1 4.1.2 4.1.3 4.1.4 4.1.5
Output of web page content compliant with HTML 4.01 Output of web page content compliant with XHTML Basic Output of web page content compliant with XHTML 1.1 referred to as Module-based XHTML Output of web page content compliant with XHTML 2.0 Renders HTML that is compliant with the W3C Web Content Accessibility Guidelines 2.0
4.2 5
XML Presentation This category contains 16 criteria below it. Workflow Management
5.1 5.1.1 5.1.2 5.1.3 5.1.4 5.1.5 5.1.6 5.1.7 5.1.8 5.1.9 5.1.10 5.1.11 5.1.12
Workflow Design Non-technical authors can create workflows Workflows can be graphically designed Draw or drag-and-drop workflow steps in a graphical workspace Split and re-link or join workflow steps Imports workflow step designs from external products Workflow does not require additional engine/plug-ins Third party or external workflow engines can be integrated Workflow software does not require purchase of additional licenses System calendar distinguishes work days, holidays, and start and end times for the workflow engine User update-able calendar to ensure workflows are not assigned to absent staff Restricts workflows to specific content object types Allows access to user profile and location values for selection, filter, and update Workflow steps accessible the related content object
5.1.13
5.1.14
Workflows are triggered by discovery of a content object type instance Assigns a mandatory or optional status to a workflow or workflow step Workflow instances are rerouted manually
5.1.15 5.1.16
5.1.17 5.1.18 5.1.19 5.1.20 5.1.21
Designers configure modifications to various roles/individuals based on workflow status Reroutes workflow automatically if not responded to within a certain time frame All supported content object types can be attached to a workflow Title and number is assigned to a workflow and workflow instance Target date and times are assigned to a workflow
5.1.22 5.1.23 5.1.24 5.1.25 5.1.26 5.1.27
Scheduled dates and times are assigned a workflow instance and individual workflow steps A variety of user roles within a workflow can be established Assigns workflow based on the type of content object Assign workflow to roles Assign workflow to users Trigger the designer in assuring the assigned user or role has sufficient rights to execute the workflow action Provides workflow processes that support sequential actions Workflow processes support parellel actions for author/review processes Workflow processes support parelel actions for approval/publish processes Workflow processes support parellel actions for archive processes Workflow Use This category contains 11 criteria below it. Workflow Notification This category contains 16 criteria below it. Workflow Management This category contains 14 criteria below it. Workflow Reporting This category contains 11 criteria below it. Content Approval Process This category contains 7 criteria below it. Content Approval Workflow This category contains 17 criteria below it. Version Control and Management
5.1.28 5.1.29 5.1.30 5.1.31 5.2 5.3 5.4 5.5 5.6 5.7 6
6.1 6.1.1
Check-in/Check-out Chooses single content objects and content collections, and checks them out
6.1.2
Select single content objects and content collections, and checks them out Select single content objects and content collections, and checks them in Select a content object and views a list of versions available Select a collection of content objects and views an aggregated list of the versions Assigns comments to any particular version on check-in
6.1.3
6.1.4 6.1.5
6.1.6
6.1.7
Select upon checking in for a minor revision or a major revision
6.1.8
Stores the name, group, and role of author, the date/time, within the version of the content item
6.1.9 6.1.10 6.2 6.3 6.4 7
ECM solution employs a third party version control application Allows authors to check in content from their desktop environment Version Labelling This category contains 10 criteria below it. Rollback and Restore This category contains 10 criteria below it. Version Reporting This category contains 5 criteria below it. Security Management
7.1 7.1.1
Security Provides role-based security for individual authors
7.1.2
Provides role-based security for group of authors
7.1.3
Provides role-based security for organizational unit of groups
7.1.4
Provides role-based security for individual domains/sites
7.1.5
Prevents "un-authorized viewing/access" after permanent deletion Prevents viewing of expired content
7.1.6
7.1.7
Allows access to checked-out content from a secure location Creates view-only format for content
7.1.8
7.1.9
Immediately revokes all access and view privileges
7.1.10
Restricts access based on profile
7.1.11 7.1.12 7.1.13 7.1.14 7.1.15 7.1.16 7.1.17
Restricts access based on document Applies a security category to a file folder Applies a security category to a document Applies a security category to a record Applies a security category to a user Applies a security category to a group Provides lower or equal security level in file structure
7.2 7.3 7.4 7.5 7.6
Authentication This category contains 11 criteria below it. Directory Management This category contains 4 criteria below it. Role Management This category contains 8 criteria below it. Password and Privilege Management This category contains 10 criteria below it. User Profiles This category contains 21 criteria below it.
8
Product Technology and Support
8.1 8.1.1 8.1.1.1 8.1.1.2 8.1.1.3 8.1.1.4 8.1.1.5 8.1.1.6 8.1.1.7 8.1.2 8.1.3 8.1.4 8.1.5 8.1.6 8.1.7 8.1.8 8.1.9
Technology Overview Client Apple Macintosh OS 8/9 Apple Macintosh OS X GNU/Linux (such as Debian, SUSE, or Red Hat) Java Virtual Machine (JVM) Unix Microsoft Windows (such as 95, NT, or XP) Other Server Platform This category contains 15 criteria below it. Web Application Server This category contains 9 criteria below it. Database This category contains 9 criteria below it. Application Architecture This category contains 10 criteria below it. Web Browser This category contains 6 criteria below it. Portal This category contains 12 criteria below it. Web Services This category contains 6 criteria below it. Messaging This category contains 4 criteria below it. LDAP Support This category contains 4 criteria below it. Product Installation This category contains 29 criteria below it. Product Support This category contains 10 criteria below it. Support matrix (overview of contracts, consulting fees) provided
8.1.10 8.2 8.3 8.3.2.5
riteria Worksheet
FUT NS Comment Description
Authoring content is the ability to create content through an content editor, import of content, aggregation of items, and the capability to deploy and present the content. 100 percent of the content authoring process is undertaken using a web browser.
The content editor comes with its own proprietary web browser environment. The content editor is installed as a thin client application on the authors PC. Content authors undertake content editing using an embedded HTML editor. Content authors undertake content editing by completing fields in a form. The content editor is a Java Applet that is embedded in a popular web browser. The content editor is an OCX object (Microsoft object linking and embedding custom control).
The ability to gather content through import or metadata
The ECM solution shall provide data matches on field types (e.g. enforce alphanumeric entry and set defaults).
The process of bringing different information sources into one overall structure
Support an XML vocuabulary that focuses on the structure of documents and content.
Provides an environment that allows administrators to control the security over which XSLT's can be utilised by certain authors or roles.
The ECM provides an environment that allows administrators to view an abstract of the content within the Repository/DAM environment. Abstract allows administrators to define a suitable management process that enables content to be made useful by third party syndicators. Provides a blogging environment to setup and managethe blog, and supports built-in RSS tools.
Different ways of presenting the content through HTML or XML
The World Wide Web Consortium (W3C) is responsible for developing common protocols that promote and ensure the evolution of the World Wide Web. (www.w3.org/TR/WCAG20/).
Managing the processes to create flows of sequential and parallel tasks that must be accomplished Non-technical authors can create workflow design without scripting or programming.
The ECM solution allows workflow steps to access user profile and location values from the directory for the purposes for selection, filter and update. The ECM solution allows workflow steps to access the related content object, the content object's metadata schemas, metadata elements, and metadata element values (including linked or related content objects), with the ability to update metadata element values. Workflows can be triggered by the discovery of a content object type instance, or the change of a content object's metadata element value.
The ECM solution allows target date and times to be assigned to a workflow, including a time range (e.g. within ten days from tomorrow).
Version control lets multiple users make simultaneous changes to content, and keeps track of these changes. The ECM solution provides a web-based environment for managing the versioning on content objects and content collections stored within the DAM or repository environment.
Authors can choose single content objects and content collections, and check them out of the DAM or repository environment. Authors can choose single content objects and content collections, and check them into the DAM or repository environment. Authors can choose a content object and view a list of versions available for each content item. Authors can choose a collection of content objects and view an aggregated list of the versions available for each content item. When checking in a content object, content collection, or both the author is provided with the ability to assign comments to any particular version. These comments are browser-based text commentary that other authors are able to read. When checking in a content object, the ECM solution enables the author to choose whether the item they are checking in is a minor revision or a major revision. The ECM solution records the author's name, the group and role they are associated with; the date and the time; and stores this within the version of the content item.
Control access to the content through authentication, role and directory management, access control settings, and passwords.
The ECM solution provides role-based security across all content objects, content collections, pages, downloadable files, forms, metadata, and templates for individual authors. The ECM solution shall provide Roles based security across all content objects, content collections, pages, downloadable files, forms, metadata and templates for group of authors. The ECM solution provides role-based security across all content objects, content collections, pages, downloadable files, forms, metadata and templates for organizational units of groups.
The ECM solution provides role-based security across all content objects, content collections, pages, downloadable files, forms, metadata, and templates for individual domains/sites The ECM solution provides a mechanism for sensitive content to be deleted, to prevent un-authorized viewing/access after permanent deletion The ECM solution prevents expired content objects and content collections from being viewed after the specified date and time. The ECM solution makes "checked-out" content objects and content collections accessible from a secure location only. The ECM solution renders nominated content objects and content collections into a suitable, view-only and a "non-printable" format/ This prevents all other actions for specified types of classes of content objects and content collections. The ECM solution immediately revokes all access and view privileges across an organizational unit (group of groups), a specific group (of authors), or individual. The ECM solution restricts access when the security category in an author'ss profile is less than that in the document object.
Documents and records within a file folder should have a security category lower than or equal to the file folder.
This category defines the technical architecture of the product, and the technological environment in which the product can successfully run. Criteria include product and application architecture, software usability and administration, platform and database support, application standards support, communications and protocol support and integration capabilities
The ECM solution shall support messaging protocols.