USAID KM CoP Functional Reqts Matrix

No. MAJOR FUNCTIONAL REQUIREMENT AREA / FUNCTIONAL REQUIREMENTS

1 Content Management
1.1 Submit Raw Data and Upload Documents
1.1.1 Submit text based content through HTML forms.
1.1.2 Upload file types including: .doc, .pdf, .xls, .ppt, .gif, .jpg to the content management system.
1.1.3 Categorize content based on site taxonomy as defined in Requirements Section 6 below.
1.1.4 Associate content with other "knowledge objects" on the site including content, discussions, events, and people.
1.1.5 E-mail notification is sent to user after submitting content.
1.2 Search and Retrieve Content and Documents
1.2.1 Content searching integration into site search as defined in Requirements Section 6 below.
1.2.2 Retrieve content from search to view onscreen.
1.2.3 Print content and "save as…" where appropriate.
1.2.4 "Save content" to a "personalized my content" area where the user can return later and easily access it.
1.2.5 Forward content to a friend by enter friend's e-mail address.
1.3 Archive/Rank Content
1.3.1 Archive content based on time horizon specified by administration and user search parameters to shorten searches.
1.3.2 Rank content on a scale of "1" to "10" based on its usefulness.
1.3.3 Search content based on ranking data.
1.3.4 "Serve" content to users based on ranking data.
1.4 Manage Content Workflow
1.4.1 Administrator can determine whether or not content must follow an approval process.
1.4.2 Administrator can determine whether there are 1 or 2 layers in the approval process.
1.4.3 If 1 level, Administrator can update, approve, or reject content.
1.4.4 If 1 level, if content is rejected it is routed back to original submitter for updating.
1.4.5 If 2 level approval process, administrator can determine who first level approver is before admin approval.
1.4.6 If 2 level approval process, first level approver can update, approve, or reject content.
1.4.7 If 2 level approval process, if content is rejected at either step, it is routed back to original submitter for updating.
1.4.8 After content is approved by administrator it is immediately available on the site.
1.4.9 Notification e-mails are sent to the original submitted when the status of the submitted content changes.
1.4.10 Administrator can "flag" content as important for users, adding it to the top of content lists and searches.
2 Collaboration
2.1 Discussion Boards
2.1.1 Create new discussion threads.
2.1.2 Create new messages.
2.1.3 Reply to messages.
2.1.4 Message author information is available to users.

Prepared by IBM DRAFT - 04/23/2011 Page 1 of 7

 USAID KM CoP Functional Reqts Matrix

No. MAJOR FUNCTIONAL REQUIREMENT AREA / FUNCTIONAL REQUIREMENTS

2.1.5 Elect to post anonymous messages.
2.1.6 Administrator can delete messages.
2.1.7 Administrator can limit user rights to read only or active participant.
2.1.8 Elect to have "discussion board" pushed to his/her e-mail box.
2.1.9 Discussion board acts like a listserve.
2.2 Instant Messaging and Chat
2.2.1 View a list of all users who are currently online / view directory.
2.2.2 Select user to initiate an IM session.
2.2.3 Initiate an IM meeting.
2.2.4 Conduct an IM session conversation.
2.2.5 Export conversation/meeting text records.
2.2.6 Administrator can create "open" chat room(s) with specified topics on the site.
2.2.7 Administrator can determine who has access to IM and Chat functionality.
2.2.8 Administrator can moderate or designate a moderator for selected Chat events.
2.2.9 Archive chat content.
2.3 E-mail Push
2.3.1 New content is pushed to users.
2.3.2 New content is pushed to users based on user preferences.
2.3.3 E-mail push is available in text or HTML.
2.3.4 Other content like events, and people/expertise are pushed via e-mail.
2.4 Web Conferencing/White Boarding
2.4.1 Schedule a web conference.
2.4.2 Integrate live video/video files/ppts into video conferencing.
2.4.3 Draw and diagram using white board functionality.
2.4.4 Invite users to join the conference.
2.4.5 Transfer (send/receive) files of various formats (file sharing).
2.4.6 Share programs.
2.4.7 Share active screen (example: other users can view the screen of any of the participants) / Remote desktop sharing.
3 Expertise Management
3.1 Expert Directory Linked to User Profiles
3.1.1 Administrators can create the data fields to be completed by users for profiles.
3.1.2 Enter personal information when creating a user profile that can be accessed through a skills inventory.
3.1.3 Update user profiles.
3.1.4 Automatically reminded to update profile on a regular basis via e-mail notification.
3.1.5 Administrator can set frequency for e-mail reminders.

Prepared by IBM DRAFT - 04/23/2011 Page 2 of 7

 USAID KM CoP Functional Reqts Matrix

No. MAJOR FUNCTIONAL REQUIREMENT AREA / FUNCTIONAL REQUIREMENTS

3.2 Searchable Expert Directory
3.2.1 Searchable by last name and first name.
3.2.2 Searchable by key criteria defined by the administrator.
3.2.3 Advanced search available to search by every field in the directory.
3.2.4 Retrieve search results and view onscreen.
3.2.5 Search and view contact information - integrated with user profile.
3.2.6 "Save person" to a "personalized my content" area where the user can return later and easily access it.
3.3 Resource Matching Capabilities
3.3.1 Search interface catered toward matching; including adding resource availability to the expert directory.
3.3.2 Post description of need for an expert.
3.3.3 Search descriptions of needs for an expert.
3.3.4 Respond as an expert to a need.
3.3.5 E-mail push of expert needs; user can sign-up to receive e-mail notification when another user requests skill.
4 Personalization
4.1 User Can Create "myCoP" Page
4.1.1 Create "myCoP" page accessible via a username and password.
4.1.2 Elect to include certain functions on the "myCoP" page, examples: content updates, experts, disc. boards etc.
4.1.3 Elect to include certain topics from the taxonomy on the "myCoP" page: example include any HIV/AIDS-Africa item
4.1.4 Access to "myCoP" page templates based on groupings within the CoP
4.1.5 Administrators can customize the "myCoP" templates.
4.1.6 Administrators can specify functions that must appear on every "myCoP" page.
4.1.7 Administrators can specify certain topics from the taxonomy that must appear on every "myCoP" page.
4.1.8 Clustering of content and modules based on user profile, preferences, and actions on the site.
4.2 User Profile Management
4.2.1 Create user profile.
4.2.2 Update user profile.
4.2.3 Administrator can update user profiles.
4.2.4 Administrator can create user groups with customized rights.
4.2.5 Administrator can assign users to specified user groups.
5 Events, Scheduling & Tasks Management
5.1 Events Calendar (submit and read)
5.1.1 Submit events through HTML forms.
5.1.2 Categorize events based on site taxonomy as defined in Requirements Section 6 below.
5.1.3 Associate events with other "knowledge objects" on the site including content, discussion threads, and people.
5.1.4 E-mail notification is sent to user after submitting event

Prepared by IBM DRAFT - 04/23/2011 Page 3 of 7

 USAID KM CoP Functional Reqts Matrix

No. MAJOR FUNCTIONAL REQUIREMENT AREA / FUNCTIONAL REQUIREMENTS

5.1.5 Event searching integration into site search as defined in Requirements Section 6 below.
5.1.6 Retrieve event from search to view onscreen.
5.1.7 Print event and "save as…" where appropriate.
5.1.8 "Save event" to a "personalized my content" area where the user can return later and easily access it.
5.1.9 Forward event to a friend by enter friend's e-mail address.
5.1.10 View events in an interactive calendar.
5.1.11 Administrator can elect whether to force events through workflow (see content workflow options).
5.2 E-mail Reminders and Integration
5.2.1 E-mail reminders sent when general events are scheduled.
5.2.2 Decide whether to receive these updates.
5.2.3 E-mail reminders sent for events in "personalized content list."
5.2.4 E-mail reminders sent for personal tasks about to be due.
5.2.5 Send broadcast e-mail about tasks on an ad hoc basis.
5.3 Task Management
5.3.1 Enter personal tasks.
5.3.2 Assign tasks to user.
5.3.3 Track task completion.
5.3.4 View task completion reports for assigned users.
5.3.5 Tasks integrated with interactive calendar.
5.3.6 Associate tasks with site taxonomy.
5.3.7 Associate tasks with knowledge objects.
6 Global Search, Taxonomy & Data Management
6.1 Global Site Search of all Modules and Content
6.1.1 Search based on content types.
6.1.2 Search based on modules.
6.1.3 Search based on module specific parameters
6.1.4 Search based on global taxonomy parameters.
6.2 Simple and Advanced Search Capabilities
6.2.1 Search based on simple text based search.
6.2.2 Search based on advanced search allowing user to set values for all available fields.
6.2.3 Search based on natural language queries.
6.3 Customizable Taxonomy/Metadata Attributes
6.3.1 Administrator can set and manage global taxonomy.
6.3.2 Administrator can set and manage taxonomy for each module/content type.
6.4 Data Mining and Warehousing

Prepared by IBM DRAFT - 04/23/2011 Page 4 of 7

 USAID KM CoP Functional Reqts Matrix

No. MAJOR FUNCTIONAL REQUIREMENT AREA / FUNCTIONAL REQUIREMENTS

6.4.1 Administrator can perform detailed ad hoc reporting and analysis.
6.4.2 Administrator can export data into another format.
6.4.3 Administrator can access backend database and link to 3rd party tool (like Crystal Reports).
6.4.4 Advanced reporting module available
6.5 Linguistic/Semantic Analysis
6.5.1 Simple linguistic/semantic analysis managed by Administrator
6.5.2 Integrated with USAID taxonomy/thesaurus.
7 Technology Integration & Flexibility
7.1 Integration with MS Outlook
7.1.1 E-mail integration with MS Outlook.
7.1.2 Calendar integration with MS Outlook.
7.1.3 Tasker integration with MS Outlook.
7.2 Distance Learning (offline from internet and network)
7.2.1 Access while connected to internet, but not to USAID network.
7.2.2 Access and work with data without any internet/network connection.
7.2.3 Download significant content portions.
7.2.4 Upload content.
7.3 Technology is 508 Compliant / Accessible
7.3.1 Web-based technology is certified as 508 compliant.
7.3.2 Passes IBM Homepage Reader test as proxy for accessible technology.
7.3.3 Passes simple tests like the use of "alt" tags for all images, table layout, and style orientation (css) method.
7.4 Technology is Easy to Use
7.4.1 Pages are easy to understand and use.
7.4.2 Font is legible.
7.4.3 Do not need extensive training to learn how to use the tool.
7.5 Customizable to CoP Brand
7.5.1 Administrator can customize page colors to match CoP brand.
7.5.2 Administrator can upload a logo that represents the CoP.
7.5.3 Administrator can customized the header of all pages.
7.5.4 Administrator can customize the footer of all pages.
7.5.5 Administrator can customize the style sheet.

Prepared by IBM DRAFT - 04/23/2011 Page 5 of 7

 USAID KM CoP Non-Functional Reqts Matrix

No. MAJOR FUNCTIONAL REQUIREMENT AREA / FUNCTIONAL REQUIREMENTS

A Training
A.1 Robust Online Help
A.1.1 Help section is pre-existing on the site.
A.1.2 Help section is robust and matches offline documentation (meaning there is not need to access offline materials).
A.1.3 Administrator can update Help section.
A.1.4 Simple FAQ list is available in the Help section out of the box.
A.1.5 Administrator can create a custom FAQ based on CoP needs.
A.1.6 Online help content is downloadable in .doc or .pdf format.
A.2 Robust Offline Help/Documentation
A.2.1 Offline user documentation is pre-existing and available.
A.2.2 Available in a one pager quick reference guide.
A.3 Training / Brown Bag Workshops Available Out of the Box
A.3.1 Vendor provided content for training/brown bag workshops is available.
A.3.2 Vendor provided training workshops for site administrators.
A.3.3 Vendor provided training workshops for users (note that the system should be usable w/out extensive training).
B Implementation Costs and Scalability
B.1 Software Costs / Technical Environment
B.1.1 Compatible platforms
B.1.2 Cost of main "server" licenses for the software.
B.1.3 Cost of initial "seat" licenses for users within a single instance.
B.1.4 Cost for additional "instances."
B.1.5 Cost of seats for additional "instances."
B.1.6 Equation for determining license seats (price breaks for number of seats, etc.).
B.1.7 Discounting opportunities.
B.1.8 Data conversion costs with this package.
B.1.9 USAID owns current licenses?
B.2 Hardware Costs
B.2.1 Hardware environment specifications.
B.2.2 Estimated cost to purchase hardware.
B.2.3 Hardware can be supported on existing USAID infrastructure?
B.3 Scalability (to more users within a CoP and to more CoPs)
B.3.1 Software is easily scalable to additional users within a CoP.
B.3.2 Software is easily scalable to maintaining multiple CoPs with separate configuration.
B.3.3 Software has defined "load" requirements provided by the vendor.
B.3.4 Performance does not degrade based on target number of users.

Prepared by IBM DRAFT - 04/23/2011 Page 6 of 7

 USAID KM CoP Non-Functional Reqts Matrix

No. MAJOR FUNCTIONAL REQUIREMENT AREA / FUNCTIONAL REQUIREMENTS

B.4 Vendor Stability
B.4.1 Vendor provides similar qualifications.
B.4.2 Vendor has a stable history (x years).
B.4.3 Vendor is in good financial health.
B.4.4 Vendor has provided similar software to other US Federal government agencies.
B.4.5 Vendor has provided similar software to other non-US Federal government clients.
B.5 Agency Enterprise Architecture Fit
B.5.1 Software is part of existing agency property.
B.5.2 USAID has existing relationship with the vendor.
B.5.3 If not part of current architecture, software provide a unique fit and is compatible.
B.6 Security
B.6.1 Software can be reasonable accessible from behind the USAID firewall.
B.6.2 Leverages existing architecture security standards (network logons, etc.).
B.6.3 Software meets all USAID agency security requirements.
B.7 Ongoing Maintenance
B.7.1 Vendor provides warranty/maintenance support for X years.
B.7.2 Vendor maintains online knowledge bases for support issues.
B.7.3 Maintenance is estimated to be less than 40 hours / year.
B.7.4 Maintenance can be conducted in-house at USAID.

Prepared by IBM DRAFT - 04/23/2011 Page 7 of 7