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To find answers to common RFP and RFI questions, select a tag, or, search for terms like "security", "performance", etc. You will find common questions and answers grouped together in one record. Follow the tag links to refine your search. Supporting downloads and documentation are available, below.
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Content with tag documentation .
Disaster Recovery
Q:
Is there a plan for Incident Response?
Do you have a Disaster Recovery Document?
Do you have policy and procedures which document your business continuity (BC) and disaster recovery (DR)?
Do you have BC/DR plans that assure the continuity of service and products provided to meet client's RTO and/or RPO?
Are roles and responsibilities documented in the contingency plans?
Do you conduct business impact analysis at least annually?
Do you provide contingency training to your staffs according to assigned roles and responsibilities at least annually?
Have you conducted BC/DR tests/exercises on this system with all appropriate parties in the last 12 months and revise the plans to address changes and problems encountered during implementation and testing?
Is the system included in your organization's business continuity and disaster recovery (BC/DR) plan?
In terms of crash and DR Omegabit offers multiple redundant layers of protection including but not limited to:
In terms of crash and DR recovery Omegabit offers multiple redundant layers of protection including but not limited to:
What type of business continuity and disaster recovery options are included as part of this solution? Is this part of the standard services?
How are the backup data stored?
A:
This is documented in Omegabit Internal Operations Wiki.
This is documented in Omegabit Disaster Recovery Handbook, Section 1.1 to 1.4 and Section 2.3
ref: Omegabit Disaster Recovery Plan TOC
Yes. Per agreed upon SLA.
Yes. ref: Omegabit Disaster Recovery Plan TOC
Yes. ref: Omegabit Disaster Recovery Plan TOC
Yes. ref: Omegabit Disaster Recovery Plan TOC, Omegabit Operations Portal, and Training curriculums
Yes. The DR plan was recently exercised and updated in Q2 of 2017. A certified statement can be provided by executive management certifying this, provided the vetting proceeds to the next round.
ref: Omegabit Disaster Recovery Plan TOC
● Logical and physical redundancy at the VMWare, JVM, repository and other critical layers of the runtime environment stack
● Warm-spare redundant Liferay architecture (proposed)
● Server failover capability
● Rapid nearline backup recovery
● Comprehensive off site DR for catastrophic failure
In the event that a high-availability portal configuration is required, redundant nodes of the HA configuration will be purposefully isolated to discrete server and backend infrastructure as a complement to that logical HA configuration, to the benefit of higher reliability and faster recovery under various logical/physical architecture failure scenarios.
Omegabit operates comprehensive SNMP and service level monitoring of all configured hosts and services. Triggers are adjustable and set by default to detect failures as well as symptoms of imminent failure. Monitor alerts are responded to by live personnel, 24x7x365, and acted upon according to severity, per the terms of our SLA.
The core physical host infrastructure is inherently HA in terms of disk arrays, storage and network paths, physical servers, switching, etc. Omegabit operates a modern VMWare based infrastructure. In the case of most physical failures services are designed to continue transparently with no observable interruption to operations. In the case of logical failures, the VM, JVM, and Liferay backend service configuration is proposed as an HA setup, to practical limits. If a higher level of resilience is required than is proposed, we are able to accommodate that as additional scope. Disaster Recovery (DR) is an inherent component of the regular day-to-day operations performed by Omegabit, as a core function of the hosting operations is supplied for all tenants.
Omegabit offers multiple redundant layers of protection including but not limited to:
● Logical and physical redundancy at the VMWare, JVM, repository and other critical layers of the runtime environment stack
● Warm-spare redundant Liferay architecture (proposed)
● Server failover capability
● Rapid nearline backup recovery
● Comprehensive off-site DR for catastrophic failure
Backups snapshots of the entire VM stack are performed every 2hrs, and the offsite archives of those backups are continuous to a second physical location. Retention for 2hr snaps for 48hrs, dailys for 30 days, and weeklys for 16 weeks. We can accommodate longer retention if necessary. Some of these retention policies impact RPO.
For PCI, you may want logs to last up to 1yr but, that can be accomplished through application design or by depending on our backups. We recommend using both strategies depending on your reporting needs.
Backups should be considered for disaster recovery purposes only. Our retention policy is variable and based upon data volume. Depending upon the environment, rollbacks to the previous day, several days, weeks are available, but with sporadic snapshots between periods. Therefore, a specific point-in-time recovery may not be possible. We are typically able to restore backward up to several weeks depending upon the total size of your store.
Omegabit can provide additional backup and archival services to meet specific requirements on a needs basis. Please contact your sales representative for more information.
Omegabit features a comprehensive alternate-site DR recovery plan that includes regular off-site archives using Omegabit owned and managed equipment. Backup to the public cloud (e.g. Amazon), is optional but requires special arrangement and may not be compatible with some PII/HIPAA requirements. Specific features for disaster recovery vary by tier of service; please see the SOW for complete details on RTO/RPO times and obligations.
Information Architecture
Q:
What is your methodology for developing the IA for the new website?
A:
The strategy proposed will focus around the experience of the user and how we can build a site that is familiar to culture and lhistory of your users. With a strong focus on user experience, the proposed updated site will be centered on conforming to today's web browsers standards and the diverse types of media available to be displayed on. We will work with your staff to review and analysis the user traffic patterns to determine the focal point of the taxonomy of the site. We will also look at customer feedback from both residential and commercial users to focus on the key driving factors for visiting the site. We will also work with the you and come up with a comprehensive plan to drive more user traffic and make content easier to find with the least amount of effort.
The user experience is important to the overall reception of the the new site. The development team will use its experience in Analytics and User Interface Experience to provide a comprehensive report on where users are focusing their attention and work with you to provide a better marketing of initiatives you are focused on. The SSAI Team has experience in developing strategies around campaigns and analysis of web sites. The development team has experience in providing feedback for many high-profile websites, both on the consumer level and government level.
Our information architecture process is as follows:
Establish Website Goals
Our information architecture process begins with identifying the business objectives of the website. The team will meet with the key stakeholders to determine the goals and central purpose of website to devise an effective user-centric solution. We'll discuss the current features and limitations of the current website to determine the desired user experience objectives and recommended website design elements/functions. We'll work with your staff to identify customer experience objectives and establish a project timeline.
Deliverables: Business Objectives Summary that outlines the the top level goals and objectives.
Define User Intent
Good information architecture greatly influences the user experience. Knowing the users and their intent on the website will guide the IA team on how to structure the website to satisfy the needs of the customer and insure a rewarding experience. To identify the various users of the website and their information-retrieval behavior, the AI team will conduct user-interviews, create personas and develop user scenarios or stories to establish the ‘big picture' of who the users are and their key site objectives.
Deliverables: Personas / User Profiles of each site user type
Assess the Content
The IA team will do a full analysis of the existing site content to gain a thorough understanding of the current website's purpose and structure. The AI team will review and familiarize him/herself with the layout and organization of the current website focusing on accessibility, content presentation, navigation structures, organizational architecture, content placement, etc. Using a content analysis tool, all content is stored in an inventory documentation system and used for content assessment, categorization and migration.
Deliverables: Inventory Documentation System
Organize the Content
Based on the user analysis, site analytics and business goals, the IA team will conduct a card sorting session and other taxonomy technics with key stakeholders and users to define section labels and key metadata to group the content into appropriate categories. Content prioritization and hierarchies are established. The final product is a complete site map that identifies the entire structure and organization of the website.
Deliverables: Site Map
Define Navigation and Site Flow
Once the site structure is established, how users navigate the website needs to be determined. Some users want to find content quickly with minimal clicks, others may want to do exploration. The key is to provide methods of navigating the site that users can quickly understand. Using the priorities and hierarchies established in the content organization session, the IA team creates a navigation system using interactive wireframes. Wireframes allow a customer to understand how a site or tool will interact before it is built, and helps further capture, refine and confirm requirements. We use a wireframing tool called Axure RP which creates clickable/interactive wireframes that can be exported as system specification which provide information to developers and further define system interactions. These wireframes serve as the visual blueprint for how a user will navigate and find important content. Only layout and content placement is determined, design elements such as color and graphics are not considered.
Deliverables: Interactive Wireframes
Conduct Usability Testing
Key stakeholder and users provide feedback on the functionality and navigation of the new website by doing usability testing. Using test plans, users will complete typical tasks using the wireframes while the IA team observes and take notes. The goal is to identify any usability problems, collect qualitative and quantitative data and determine the participant's satisfaction with the site layout and navigation. A usability report summarizing the results is produced.
Deliverables: Usability Report
Information Security - Change & Configuration Management
Q:
Change Management Policy?
Configuration Management Policy?
Do you have a formal change management program which document, test the changes to determine potential security impact, validate and approve changes to the system before implementing the changes on production?
A:
(Yes to all)
Change management is documented with visibility by the customer and application sponsors via security ticketing system supplied by Omegabit for the purposes of approval workflow, audit, and historical record. Customer specific Wikis are also maintained to help document information that is proprietary to the Client implementation and that is important to all parties.
Configuration management is documented with visibility by the customer and application sponsors via security ticketing system supplied by Omegabit for the purposes of approval workflow, audit, and historical record. Customer specific Wikis are also maintained to help document information that is proprietary to the Client implementation and that is important to all parties.
Security Documents
Q:
Does your organization have explicit security documentation on the components, configuration and settings for the system for the purposes of installation, review and testing?
A:
Omegabit provides a highly secure default configuration as well as advice and guidance on the specific settings relevant to the Client implementation. This is documented extensively in Omegabit Operations Wikis and Customer Wikis for properetary confiugrations, where applicable.
Staff Training and documentation on new website
Q:
What is your proposal for staff training and documentation
A:
Overview
Our team will provide in-person and online training via teleconferencing to the designated personnel on how to manage the new website using the proposed Liferay CMS system.
We will identify times to meet with and coordinate training with your staff. Options may include one-time training, or optionally through a regular/weekly seminar depending on need.
We will provide training and technical support as needed for Web Content Management System users. During an initial rollout we provide high level one on one support and/or on call support to help ensure adoption and success.
After training, we will seek feedback from the Berkeley staff to validate and improve training materials. Based on questions and requested walkthroughs, we will enhance materials to cover common question areas, and further build out areas that may provide limited information.
We will provide training and documentation materials as needed in support of major system changes or upgrades for the site and applications we support for the website.
We will work with you to define and support the creation of additional training material as requested and as time and staffing permit.
Training Methods and Materials
-
Classes will include complete training documentation in PowerPoint and PDF formats and will be available online.
-
Online presentations will be recorded.
-
Training documents will be stored in a common and available location which is accessible to end users, supports versioning and tracking and will be maintained by training and/or help desk staff.
-
The training will be a hands-on learning environment with training lessons demonstrated followed by the your admin users trying it out on a training website. Video tutorials will also be available to supplement the classroom.
The training will cover the following areas:
Page and Site Structure Management
The CMS system allows site administrators to easily add and manage pages on the website. Create pages using custom site and page templates and layouts developed specifically for your website. Re-ordered pages quickly using a drag-in-drop method.
Content Management
Learn how to add the different content types (news, events, calendars, reports, blogs, profile media slideshows, custom types, etc.) to the website through the CMS system.
User, Roles and Permissions
The new website will be a permission-based system with users granted certain functions and privileges based on roles. During the training, we will review how to create and manage roles and permissions and discuss other topics such as user groups and workflows.
Media and Documents
Easily manage photos, videos, presentations, documents, and other media types within the Liferay system. The training sessions will include specific steps on how manage these assets including how to link to outside systems such as YouTube and other media sites.
System Configuration
Q:
Do you have documented configuration management policy and procedures?
Do you have and maintain current baseline configurations for each type of system?
If yes, do you review and update it at least annually?
If yes, do you review and update when significant changes?
If yes, do you review and update as an integral part of system component installations and upgrades?
Do you retain older versions of baseline configurations as deemed necessary to support rollback?
Do you conduct security impact analysis for changes to systems by qualified security professionals prior to change implementation?
A:
(Yes to all)
This is inherent to our regular mode of operations and procedures; see previous answers concerning change management and control, documentation and procedure; the same answers apply. ref: Omegabit Operations Wiki
This is inherent to our regular mode of operations and procedures; see previous answers concerning change management and control, documentation and procedure; the same answers apply. ref: Omegabit Operations Wiki
These templates and images are continuously improved and updated as new information becomes relevant to operations (monthly, typically)
System issues tracking
Q:
Do you have a defined process to identify, report, and correct system flaws? If yes, do you test updates before installation; and incorporate into configuration management process?
Do you have an automated system to track flaws, plan for remediation and/or exceptions?
A:
All issue resolution is documented in Customer trouble ticket system for historical reference, indefinitely.
Liferay provides the LESA trouble ticketing system for Liferay-specific issues. Omegabit provides it's own online customer ticketing system to track incidents and requests and is also able to receive requests by email (which, will be logged in the ticketing system).