Storage volumes
You should also try and calculate your input and storage volumes. Specifically you need to define your scanning requirements for phases two and three and give indicative figures for the roll out phases. You also need to indicative figures for the numbers of e-mails and new electronic content objects/ documents that may be input into the system for each phase or on a yearly basis.
Existing hardware and software
The next area to cover is the existing hardware and software that the solution will be required to run on or integrate with. You need to ask the suppliers to specify the minimum desktop hardware and operating software specification that their solution is designed to operate on and the recommended specification to achieve good performance.
For the model office you will probably be procuring new hardware and software so you can purchase it to the supplier specification. For the pilot in particular you need to detail the desktop hardware and software that staff currently use and ask the supplier to confirm that the solution will run on the desktops or whether upgrades will be needed. For the roll out you need to indicate the range of desktop hardware and software currently in use and use supplier responses to calculate any required upgrade costs.
If it is the policy of your ICT department that all new desktops must comply with a minimum hardware specification and must run a core set of software then this should be specified here.
You need to specify the current e-mail/messaging system and provide volumetrics. You need to provide details of the current network showing the bandwidth available to staff in all the main buildings. You should specify the numerous ways in which staff are allowed to gain access to network services including remote users.
You should also include details of any specialist hardware peripherals that will need to be interfaced to the solution. These could include existing scanners and large format plotters, facsimile servers etc.
