Pub One

Based on the below description, the DAF is searching for an out of the box tool to manage the publication program. If so, please provide your capability and what tool you reccomend. Please carbon copy: Destinee Narak at destinee.narak@us.af.mil

Updated requirements for PubOne.

1. Content/Document Manager
   
   
   
   1. Central authoritative repository (ability to support DAF enterprise portfolio, > 100K+ contents)
   
   
   2. Content search (smart (google like) search a plus)
   
   
   3. Version control (both major and minor versions)
   
   
   4. Access control
   
   
   5. Audit trail
   
   
   6. Metadata capabilities (data associated with content, similar to library index card info)
   
   
   7. Document relationship, both parent/child (multiple layers) and sibling (to include supersession capability, to itself and other documents)
   
   
   8. Draft/Active/Inactive status, facilitate record management (archiving)
   
   
   9. Collaboration for document building
   
   
   10. Capability for finalizing documents to DAF standards and stylesheet formatting
   
   
   11. Tied to workflow (e.g., able to access the document through workflow, pointing to the source file in the CM/DM system)
   
   
   
   


2. Workflow
   
   
   
   1. Easily design/implement by using Visio type capability
   
   
   2. Execute process with rules and automation
   
   
   3. Ability for sub-screen at decision points (e.g., Rewrite/IC/AC/GM options through a line of simple yes/no questions)
   
   
   4. Access control
   
   
   5. Assign, re-assign, and ability to reclaim tasks
   
   
   6. Process actions/time captured in database
   
   
   7. Monitor process in real time (stand alone or against an established metric/standard)
   
   
   8. Alerts, reminders, and messaging
   
   
   9. Real-time look ups and auto fill
   
   
   10. Ability to tie into external tasking system (* Leave Coord (Formal and Legal) and Cert/Approval process in TMT)
   
   
   
   


3. Database
   
   
   
   1. Data storage
   
   
   2. Multi-relationship tables
   
   
   3. Scalable and high performance (able to reindex a plus)
   
   
   4. Secure
   
   
   5. Able to update/edit/correct data fields through a user interface (via permission rights and no need for a DBA to do it)
   
   
   6. Audit trail
   
   
   7. Ease of backups and restore
   
   
   
   


4. Reporting
   
   
   
   1. Graphical with detailed data reporting (Drill-down dashboard = plus)
   
   
   2. Ability to export report to Excel (data), or PDF/PowerPoint (graphical)
   
   
   3. Real time
   
   
   4. Performance
   
   
   5. Portfolio
   
   
   6. Have library for canned reports
   
   
   7. Ad-hoc capability for layman (not DBA)
   
   
   8. Ability to have scheduled reports
   
   
   
   

Why the ask? A: to obtain a solution that will promote efficiency and effectiveness to the DAF publishing process and management of the DAF publication portfolio.

What are the current systems/tools you’re using? A: Outdated MS SQL system capturing some of the publishing process and the final publishing packages, digitized, in the data base.

Do they have capability limitations? A: Yes, the current solution is over 10 years old and have limitations that can not fulfill the current requirements.

Where is the content located?A: The source content is located in the MS SQL server, digitized in a database.

What data points do we need to connect?A: The data points consists of both the publishing processing data and the meta data (similar to a library index card) associated with the content.

Are there any systems we need to integrate with?A: The system integration is dependent on the vendor’s proposed solution, on the four components listed below: Content management system, Data base, Workflow, and Reporting. The final content and metadata will be pushed to the E-Publishing website and a soon to be named page for CUI publications. No SIPR requirement.

Are there any deployment requirements?A: See above.

Is this a patchwork, or is there a plan to incorporate it into a bigger platform?A: No plan/projection into a bigger platform.

Who are the users?A: During the publishing process, it’s the DAF community that works on developing thepublication. These are members within their OPR for a particular publicization. Est.less thank 2K total world-wide.

Are they the same for all four tools, or does each tool have a distinct user group?A: Yes, the same populations would touch the Content system, data base, and workflowtool. This depends on the solution proposed by the vendor.