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Phase 1 Project Eden – Document Handling System
Phase Scope
This phase is intended to deliver a corporate Enterprise Content Management (ECM) system across the Defence business and operational domains. The project is expected to select, acquire and implement an Electronic Document and Records Management solution that will meet Defence’s legislated compliance obligations for recordkeeping.
Background
This project is proposed as a solution to improve Defence’s current levels of effectiveness and efficiency in managing its holdings of physical and electronic records and ensure ongoing compliance with legislated and standards-based mandatory Commonwealth recordkeeping obligations.
The project will leverage off additional capability that the selected solution might provide in order to realise additional benefits that contribute towards meeting the information and content management business needs of Defence users accessing the Defence Restricted and Secret Networks.
The deployed solution is intended to overcome deficiencies associated with the use of disparate records and document management systems across the department through utilisation of a standard ECM tool, standardisation of business processes and enhanced capability that enables departmental knowledge management and business intelligence initiatives.
Australian Industry Opportunities
Acquisition
Hardware and software is anticipated to be acquired as Commercial-off‑the‑Shelf (COTS) items available from Australian suppliers. Significant industry opportunity is anticipated for the provision of services that encompass information communications technology (ICT) systems design, integration, installation and commissioning of system components. The project is expected to be a major business change management initiative and significant opportunity for industry involvement is anticipated in the fields of information architecture, business analysis and process engineering, change management and user training.
Phase 1 will be effected through a Request for Tender (RFT). Evaluation will encompass functional demonstration, functional validation and technical qualification assessment of short-listed solutions.
Through-life Support
The through-life support requirements are expected to be heavily influenced by advances in technology and ongoing maturity of the ICT element of the Strategic Reform Program (as set out in the 2009 Defence White Paper).
Industry requirements are expected to be based around developing and maintaining sufficient capability within Australian industry to undertake a full range of through-life maintenance and support activities. Through-life support is likely to be undertaken within the Australian information technology and services delivery sector and these services are likely to be incorporated into the acquisition contract.
Industry Capabilities and Activities
Capabilities and related activities that may provide opportunities for Australian industry in this phase include:
| Activity | Capability |
|---|---|
| Enterprise Content Management | |
| Design | D |
| Education / Training | D |
| In-Service / Through-life Support | D |
| Logistics Support | D |
| Manufacture / Construct | D |
| Modelling / Simulation | D |
| Project Manage | O |
| Refurbish / Upgrade | D |
| Repair and Maintain | D |
| Research and Development | D |
| Software Development / Support | D |
| Systems Definition / Development | D |
| Systems Integration | D |
| Test and Evaluate | D |
| Application Support Services | D |
| Data Cleansing/Migration | D |
| Business Process Analysis/Engineering | D |
Acquisition Category (ACAT)
| ACAT Attribute | Complexity Level Assessment |
|---|---|
| Acquisition Cost | Level 3 Moderate $100m-$500m (Towards the lower end of the band) |
| Project Management Complexity | Level 3 Moderate |
| Schedule | Level 3 Moderate |
| Technical Difficulty | Level 2 High |
| Operation and Support | Level 2 High |
| Commercial | Level 2 High |
The ACAT Level assessed for this Phase is ACAT III.
Planned Schedule Highlights
| First Pass Approval | FY 2010-11 to FY 2011-12 |
|---|---|
| Year-of-Decision | FY 2012-13 to FY 2014-15 |
| Initial Operating Capability | 2013 to 2015 |
Point of Contact
Chief Information Officer Group:Project Director Common Services Document and Records Management (02) 6266 4577 |
