ICT - EOI - Process Mapping Solution

Overview Ipswich City Council is requesting Expressions of Interest (EOI) for a Process Mapping Solution. Purpose Council is seeking to better understand contemporary solutions available in the market that enable the creation, management, publication and maintenance of business process documentation while promoting user engagement and organisational consistency. Council is seeking information from suitably qualified suppliers on Process Mapping Solutions that can support the organisation's business process management, governance, continuous improvement and digital transformation objectives. The proposed solution should provide a modern, user-friendly and scalable platform that enables the creation, management, publication and maintenance of business process documentation across the organisation. Council is seeking a solution that can be adopted broadly by business users with varying levels of process management experience, while providing the governance, reporting and administration capabilities required to support enterprise-wide process management. Council is particularly interested in solutions that promote collaboration, process standardisation, organisational consistency and user engagement, while supporting integration with Council's existing technology environment. Responses should also identify any innovative or emerging capabilities available within the solution, including Artificial Intelligence (AI), process discovery, intelligent search, automation and analytics functionality. Scope Council has outlined expected functional, implementation, integration, migration and licensing requirements for the solution. Suppliers should address each requirement and provide details to demonstrate how their solution meets Council's current and future business needs. Where a requirement cannot be met, suppliers should identify limitations, workarounds or alternative approaches available. The functional requirements include: Provision of a central repository for process maps A user-friendly platform requiring no coding or BPMN experience Ability for users to provide feedback on a process map Ability to create, schedule and run reports, including dashboards and visualisation of selected data for monitoring Process mapping version control and change logs Accommodation of workflow review and approval processes Single Sign On Ability to extract and/or print process maps, individually or in bulk, in a variety of formats including PDF, XML, BPMN and XPS Self-service user creation and profile management, including via Active Directory Ability to change configuration locally without requiring external support Ability for process maps to be viewed without requiring a licence AI overlay functionality to search and create maps Import capabilities from Council's existing software system Implementation, Training and Support The supplier would be required to provide training on the proposed system, including: Support and guidance with the technical implementation of the solution Ability to verify solution compliance with requirements and design prior to release Ability to conduct deployment, transition and go-live planning A fixed cost of training defined up front Ability to provide training tailored to specific user groups or business areas Guides and manuals to meet user needs and requirements for effective and efficient utilisation of the solution Online help and tutorials Australian support presence Scheduled maintenance and updates or upgrades occurring outside of business hours Prior notification of scheduled outages required for maintenance and updates or upgrades Information Requested Integration Responses should identify whether the solution has existing integrations to: Objective ECM Microsoft Outlook Other Microsoft Office applications SharePoint Online Oracle Fusion Suppliers should also identify any integration methods available, including APIs, connectors or middleware requirements. Data Migration Data will need to be migrated into the solution from the current solution. Vendors should include how data migration will be performed and what format the migration will take, for example data imports using SQL or Excel spreadsheet upload. Licencing Vendors should provide information around licencing types and cost, including flexible licencing arrangements covering a limited number of admin or super users, a number of regular users, and up to 1,600 other users (viewers). Council is particularly interested in flexible and scalable licensing arrangements that support future organisational growth while maximising value for money.