MegaSystems, Inc., a multinational company specializing in the development of arcade video game technology, was founded in 1990 and now has 12,000 employees located in the United States, Europe and Japan. The company is seeking to replace its file-based messaging system with an enterprise-wide collaborative computing infrastructure that enables the timely and effective sharing of information among MegaSystems employees and between MegaSystems and its customers and suppliers.

Overview

MegaSystems has core offices located in Boston, Manhattan, Los Angeles and Chicago with satellite offices located in Orlando, Atlanta, Dallas and Tulsa (Figure 1). The core offices today have approximately 1,000 users each and the satellite offices have 200-300 users. The international offic es, which have under 50 employees each, and the satellite offices use dial-up connections to access the messaging system. The core locations are connected by T1 lines.

The company today uses cc:Mail as the primary messaging system with pockets of DEC All-in-1 and SMTP mail. MegaSystems desires to replace them with a single enterprise-wide multiplatform clien t. The core locations have AS/400s and approximately 10-14 post offices on 6-8 Novell file servers. The other locations have 2 servers at the most. MegaSystems has a mix of computing platforms including Windows, UNIX and Macintosh workstations. There is no predominant calendar/scheduler, no integrated fax support, no Internet capability, no workflow, no document management and no database connectivity from the cc:Mail messaging system. Also, there is no connectivity between the voice mail system and the cc:Mail system.

MegaSystems would like as cost-effective a solution as possible, because the fragmented current solution is completely unaccep table. The new environment must be scalable and capable enough to carry the company forward another five years.

Statement of Objectives

MegaSystems has the following high level system requirements for the implementation of this enterprise collaborative computing infrastructure. The solution shall provide:

1. An open, client/server architecture that can be integrated with and support other business systems and groupware applications.

2. A strategy that supports industry-recognized messaging and communications standards.

3. Greatly improved performance provided by a reduced complexity in system components; 10-minute or better mail delivery between domestic locations.

4. Message stores capable of supporting very large numbers of users.

5. Improved functionality and usability for Macintosh and UNIX platforms, with no loss of current client features.

6. Administration and management capabilities that are more streamlined and result in lower cost. Integrated management tools shall be provided that enable administration and management to require fewer support people, perform system monitoring, be able to be performed remotely and be more automated.

7. High reliability, availability, serviceability-- a "utility" style service.

8. Scalability across the entire enterprise.

9. Remote access for mail users, from external dial-up locations as well as fro m multiple in-house locations.

10. Full connectivity and addressing capability for pre-existing mail systems.

11. The prospect of leveraging MegaSystems's investment in existing messaging infrastructure components to reduce cost.

12. Enterprisewide directory services with directory synchronization and integration with both Kerberos (Unix) and Novell Directory Services (NDS).

13. A generally available system that is proven in the marketplace.

14. A highly integrated system design.

15. A cost-effective (in terms of implementation, migration and operation) and technically compliant messaging infrastructure.

Curre nt Concerns

MegaSystems is interested in providing a workable solution for the scenarios listed in this section. These scenarios point out common inefficiencies in the current messaging infrastructure. The vendor will specify how the proposed solution will remedy these situations.

Scenario 1: Calendar Support

Corporate secretaries set up meetings for executives on local calendaring applications. The secretaries must then launch the messaging application to send a notice to the executives of the meeting. How will these two applications be integrated?

Scenario 2: Mobile Support

Marketing Representatives spend 70% of their time on the road. They keep in touch with the office by telephone, fax, and e-mail. All of these tools operate separately. What features and functionality are available to support mobile and remote users and integrate their communication tools?

Scenario 3: Pager Access

A Fleet Manager needs to page all the drivers. This is a time-consuming manual p rocess today. How will the solution integrate pager access into the messaging system?

Scenario 4: Large Scale Faxing

Sales and Marketing conducts large scale outbound faxing. Responses are then faxed back. A major benefit would be derived by integrating faxing with messaging. How will this functionality be integrated in the proposed solution? How would fax addresses appear in the directory?

Scenario 5: Database Integration

Human Resources maintains a directory of employees on PeopleSoft. There is no connectivity with the messaging system's directory. How can the collaborative computing infrastructure proposed integrate these two systems?

Scenario 6: Workflow Integration

MegaSystems uses various processes to perform routine administrative tasks such as submission of expense reports, personnel requisitions, and office supply orders. How can all these different processes be consolidated into one location, with a common user interface?

RFP Guidelines

The respons e to this RFP should be structured according to the following example Table of Contents.

Introduction and Overview

Objectives Addressed

Current Concerns Addressed

Technical Description

Solution Summary (500 words)

Solution Conceptual Design Drawing

Product Features Checklist

Cost and Cost Justification

Migration Plan

The response to the RFP must address the objectives in the Statement of Objectives and the scenarios outlined in the Current Concerns sections. The vendor will complete and submit the attached Product Features Checklist. The vendor will also submit a technical description and a 500 word solution summary as described in the cover letter along with a conceptual design drawing.

The solution must have a fault-tolerant design: minimize single-points of failure and have backup/redundant data paths.

To minimize disruption, and for financial reasons, the solution will be implemented in two phases: Phase One would be initiated immediately; Phase Two would follow 12 months later (next year). MegaSystems would like the cost split between the two years as evenly as possible.

Please outline what hardware and software MegaSystems should buy this year that will address the objectives and concerns, and how it would integrate with the rest of the hardware and software purchased next year. The plan must take into account emerging technologies that likely would be rea dy for deployment a year from now. (For example, if the plan calls for purchasing POP3 servers this year and next year upgrading to IMAP4 servers, be certain to address how the hardware and software purchased in Phase One would be upgraded, etc.)

The solution shall provide a two-year migration plan.

The solution needs to be implementable by the limited resources of our IS department, so be sure to address how the new system could be phased in or run side-by-side with the current infrastructure while the upgrades are deployed.