Question #
RFI Requirement Statement Question Response
1 Discussion of Data Stores and amount of data What version of DB2 are you using?
Version 9 in production, and version 10 testing.
2
Discussion of Data Stores and amount of data Approximately how many DB2 Stored procedures are you using and what types of functions do they perform?
Three – all are “Inserts” to insert records into the DB2 tables on the mainframe
3
Discussion of Data Stores and amount of data Do you have any Share Level 4 access to VSAM files (multiple processes updating such concurrently)?
3.3 and 2.3
4
Discussion of Data Stores and amount of data Approximately how many of the VSAM files are under the control of CICS and how many VSAM files are used in Batch
processing?
There are 381 application VSAM files associated with production CICS and all of them appear to be referenced in batch at some point. The test CICS region has 445
application VSAM files and none of them are utilized in the production batch environment however, the application group does run processes against them to mirror the production batch cycle and to verify their CICS changes.
5
Discussion of Data Stores and amount of data What is the batch window (hours that batch applications run)?
Most batches start at Midnight and run through till 5 AM. At 5 AM there is a minor trickle of batches that run, because at 5 AM production starts again.
6
Discussion of Data Stores and amount of data You list nearly 3000 “flat files” (QSAM?):
a. What is the approximate percentage of fixed length record files vs. variable length?
b. Of these files, how many of these are used in support of the CORE business
functions?
99%
90%
7
Discussion of Data Stores and amount of data You list 604 VSAM files:
Of these files, how many of these are used in support of the CORE business functions?
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8
Discussion of Data Stores and amount of data You list nearly 10,000 Generation Data Groups (GDG) files:
Of these files, how many of these are used in support of the CORE business functions?
90% to 95%
9
Discussion of Data Stores and amount of data Of the current 4.1 TB of data storage, what percentage do you envision may be reduced by cleansing and/or archiving?
Unknown. Determining an accurate percentage would require extensive research and potential monitoring.
10
Financial Services Division Is processing of payments (centrally or Point of Sale) in either the core scope or in the non-core scope of the project?
This is out of scope for this RFI, Financial Services will be migrating to Oracle’s PeopleSoft in the future, but date is unknown at this time.
11
Financial Services Division Does the agency have a
Credit/Debit Processing agent and are they retaining/changing them?
This is out of scope for this RFI, Financial Services will be migrating to Oracle’s PeopleSoft in the future, but date is unknown at this time.
12
Financial Services Division Does the agency process checks locally, centrally, externally or a combination of any of those?
This is out of scope for this RFI, Financial Services will be migrating to Oracle’s PeopleSoft in the future, but date is unknown at this time.
13
Financial Services Division Does each MLA run their own Point of Sale System?
This is out of scope for this RFI, Financial Services will be migrating to Oracle’s PeopleSoft in the future, but date is unknown at this time.
14
General Questions To better understand the breadth
of current users, how many users currently use the applications running on the mainframe? (This would include groups like MLAs, front office examiners, managers, supervisors, back office
processors of data, external agencies with login capabilities to the application, etc.)
There are approximately 1,500 employees within DPS and 280 MLA’s with one login access each.
15
General Questions Is there State supported Data
centers available to support the hardware required to run a new proposed solution?
Yes, here at the main DPS facility as well as located at the OMES facility.
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16
General Questions Does the State anticipate the
ability to leverage a Virtualized environment to support a proposed solution?
Yes, we are open to virtualization. The purpose of the RFI was to determine what type of solutions were available.
17 General Questions What Virtualization software does
the State employ?
We currently use VM ware but are not committed to any particular product.
18
General Questions What are the current State
standards for High Availability and Disaster Recovery for mission critical applications?
Currently systems deemed to be mission critical are clustered with full power and network redundancy. VM clusters are the standard at this time.
19
General Questions With no direct reference around
Queuing technologies used in the current process, are there any plans to introduce this process --or would it possibly be part of the modernization efforts included in this RFI?
Yes, there are plans to introduce this process. Include as a supplemental option in the response.
20
General Questions Is there a current solution
deployed with your document management system that manages the correspondence process to your customers?
Yes, but is only automated in some places. RM , CDL , and some of DC use the Print Machine which creates the letter as well as a TIFF compressed 3 and automatically moves and indexes it in to OnBase (our document management system). We definitely need this to be more automated in Legal and Driver Compliance and may find other places as well, we would be open to any suggestions here.
21
General Questions Are there static and dynamic
template management capabilities or would that need to be included in the proposed solution?
If this is referring to letters and documents being stored as data versus an image then we currently only have images of documents and letters. OnBase has the capabilities to build templates and store them as text and display the template to view and or print. DPS had not yet used these portions.
22
Current Technical Architecture - Lotus Notes is the enterprise product used for email and messaging by all staff at DPS. Lotus
Notes Domino is deployed in select business areas for customized databases.
Upon implementation how many employees will use the email functionality to interact with internal and external customers?
There will be approximately 1,500 employees utilizing Lotus Notes and its replacement, MS Exchange.
23
Interfaces - Interfaces/Third Party Systems The DPS interfaces with the following internal and external applications. The new system must accommodate or replace these interfaces
The intended interfaces are uni-directional or bi-uni-directional.
There is a mix of uni- or bi- directional. Each one will need to be evaluated.
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24
External Software - PeopleSoft What is the role of PeopleSoft in the current system?
Will the state continue to utilize PeopleSoft in the future?
PeopleSoft is the primary OMES interface for Finance, Human Resources, Fleet Management, Payroll, Equipment Management (non IT). Due to this, yes is the answer.
25
Business Functions - Develop DLS website requirements
Can DPS Assuming the question is “Can DPS develop the DLS website requirements”. It is presently contemplated that OK.gov will build such a site. The DPS IS staff is extremely under manned, if required they can, but it will extend the time to completion.
26
Records Management - Records Management is the recipient and DPS repository of all outside citation, collision and court data.
Could the state please provide volume of data per month/year for the current system
Collisions FY13: Manual entry 36,089 Electronic TraCS 20,738 PDF/Tulsa 11,555 Incidents 6,312 Convictions FY13: Manual entry 210,407 Electronic 221,255 27
Records Management - Reports Could the state please provide the number of reports that are
currently generated through the available systems?
RM requests reports from IT for stats on collisions, convictions, incidents as listed above. Requests # of MVRs ran/sold by DPS, Tag Agents & OK.gov. Also requests reports for stats on specific violations/convictions for a specific time period.
28 Records Management - Scan Documents Can DPS provide approximate number of scan documents?
FY13 = 3,200,000
29
Board of tests (BOT) for alcohol and drug influence - Convert data to Corel Paradox database for internal queries
Process Open Records Requests
Can DPS provide the volume of the data?
BOT is out of scope, however their data needs to be able to integrate into the solution and be accessible and usable by various divisions.
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Communication Section
4.19.3 Interfaces - Telephone queries from local and transitory motorists
Telephone queries from communities Telephone queries from local news agencies
Has DPS established a call center to handle these telephonic calls? If Yes, how many CSRs are employed?
This is out of scope for this RFI, Communications personnel do handle the calls and their systems will be modernized in the future, but date is unknown at this time.
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6. Conditions - The system and corresponding data will be hosted and maintained by the State
Will the State provide the requisite APP, Development, Staging and Production servers?
It depends on the totality of the solution presented; however, the state is undermanned and such a solution could result in unacceptable delays.
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7.15 - Data Conversion Can DPS provide the data in CSV or Excel format?
No, some of the data is currently in Paradox, FoxPro, or Lotus Notes formats. DPS has been converting some data over to other formats but staffing precludes us from being able to do this entirely in timely fashion.
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7.16 - Current IT Environment Will the selected vendor be required to maintain the current system too?
This will need to be addressed as part of your solution proposal, as a minimum, we will need access to technical support 24/7.
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8.3 - Past performance Can a company and its affiliates have implemented similar size of projects as well as implemented few of the requirements of the RFI in parts. Is it mandatory to have implemented a full blown DMV system to be eligible to respond to this RFI?
No; however, similarity of experience with the proposed DPS modernization can be a consideration in the agency's analysis of your response.
35
General Q. External Interfaces: Are there
any other external interfaces to consider for the solution other than mentioned in the RFP?
We believe that we have listed them, however, as part of discovery more may be found.
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General Q. Internal Interfaces: What are
the other interfaces to consider? For example: Document
capture/storage/management/retr ieval
We are open to suggestions for improvement or updating of processes.
37
General Is there a requirement for
co-browse functionality to resolve any issues in real-time? Is there a dual user interface requirement for internal users?
If your solution proposes the capability then we will consider it. Then main idea is to have the tools necessary to perform job functions available to each user upon log in.
38
General Q. Does the budget include
licensing + implementation + hosting + requisite hardware + initial support?
Yes, as much as possible.
39
General Q. Data conversion/Import details:
What is the complete data volume to be imported into the system?
Within the core areas, 90 to 95% of the data, 99 to 100% of the mainframe data. There will be some data that will not need to be converted. This data resides mostly within Lotus Notes or other databases.
40
General Q. Please list specific data
elements that are considered to be “sensitive data.”
All privileged, confidential, and protected data that is protected under federal and Oklahoma law.
41
General Q. How many State SMEs and
other resources will be assigned in a full time capacity throughout the implementation phase?
Each division will have SMEs identified but this will be in addition to their normal duties. They will not be available the entire time but will be available as much as their work schedules allow.
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42 General Total number of Users who will
use the application
1,500 with scalability to increase or decrease as needed.
43
General - CTI / IVR integrations Is DPS willing to integrate the CTI-IVR with the proposed solution?
If your solution proposes the capability then we will consider The main idea is to have the tools necessary to perform job functions available to each user upon log in.
44
General - Call Center Is there any State owned Contact Center in existence? If yes could the state please provide more details in terms number of agents, calls attended and resolution types.
The only Contact Center is the OMES ISD Help Desk which provides help desk functions for IT users. The OMES ISD Help Desk provides very limited support to DPS. DPS does have their own Service Center for IT clients.
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General - SSO Functionality Could the state please provide further requirements and technical specifications on SSO
functionality?
SSO will be provided through Active Directory, however, the state is considering utilizing two-factor authentication. DPS currently has a few hundred finger print systems. The preference will be centrally managed fingerprint but we are not dedicated to any format.
46
General - Overall Locations How many locations does the DPS manage? Could the state please provide location-wise user volume?
All of approximately 1500 users will utilize the solution at over 100 locations. A handful of locations are utilized a few days a month while others operate 24/7. An exact location versus user volume is not available at this time.
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General - Multi-Channel What are the various channels that the state would use to interact with citizens?
Example: Phone, Chat, Email, portal etc..
Phone, email, and web site. We are anticipating expanding our connectivity.
