Content management software package

Tender description

Network Rail have previously relied on a complex array of management controls that are currently recorded in many independent “Management Systems” (for example, the Health and Safety Management System, the Environmental Management System, the ISO9001 accredited Quality Management System in IP and the standards and controls management system). As a solution, we are undertaking a project which will identify all this content and moving it, where possible and consolidate it to one content management system. The High-level requirements can be stated as: — to be able to support process visualisation, where documented information can be associated with both the Organisational Model and Operating Model, and a user can enter by either view and see the content, so that Network Rail can evidence how it is controlling the risk, — to be able to print text content on Network Rail templates so that Network Rail documentation can be produced in a configurable, templated document format, — to be able to manage templates that are configurable by business users so that they can change the templates where appropriate without having to contact the supplier, — provide standardised and validated content across Network Rail within the context of the process architecture, so that trusted information can be accessed in an easy to find format, — link to legislation databases e.g. Government websites so that Network Rail can identify when documented information meets legislation, and if it changes, what information needs to be reviewed, — to be able to create, author, publish and dispose of information mapped to the Network Rail process architecture, — manage multimedia content e.g. word, excel, PDF, video so that information stored in varied formats can be catered for, — to be able to search and retrieve information with the ability to refine the search, — manage text content so that a user can search for information and obtain a dynamic response, based on the search and their place in the Organisation and/or Operating Model, — to be able to manage the history of changes to enable audit and tracking of changes including who, what, when and why, — to be able to share documented information with users across multiple sites from a single point, — to be able to report on content such as what has been accessed, when it has been accessed, information currency, and view/edit a dashboard to ensure the administrators and information owners can easily manage the information, access and configuration, — to be able to customize a workflow process so that a piece of content can progress through several stages before being published, — to be able to customize content permissions and user roles to ensure that only authorised people can access the information, — ease of use: the solution shall be easy to use for general users, content editors and administrators to ensure the minimum of instruction is required, — upgrades: the solution shall be easily upgradable so that the impact on users is minimised, — Product Roadmap: there will be a clear product roadmap to ensure the future of the solution is known and supportable, and that the Supplier's Organisation has a vision for the product, — connectivity: the solution shall be able to connect with other platforms and applications so that functionality can be added that is not necessarily already part of the provided solution, — supportability: there will be a flexible support model to enable changes to be made with the minimum of supplier interaction, but fully supported where required — linkages: the solution shall link to external IT platforms and sites to link to other regulatory bodies' websites, i.e. RSSB, — scalability: there will be demonstrable ability to scale to allow for growth over time for the number of users, organisational change or where new functional requirements are identified, — platforms: the solution shall support multiple platforms and technologies e.g. mobile devices including optimisation, to enable users to access the solution using a variety of tools, — accessibility: the solution shall be available online and offline to ensure users can access critical business information even when they don't have access to the Internet, in a controlled manner, — accessibility: the solution shall control access with an option for external non-network rail access so that some of Network Rail's external contacts can access the information in a controlled manner, in line with GDPR and other company policies.