MediaCentre RFP
Where we are, Where we are going
Agenda
• Where we are now• Where we have been• RFP Overview• What’s not in the RFP• Selection Process• Team Discussion• Report Back• Wrap-up
Many details will be settled during detailed design after Greenlight. However, we need to wrap up some lose ends before greenlight
Final Vendor Scope (RFP) & Selection
andRefine Overall Project Scope
Project Greenlight Launch Project & Detail Design
Where we are now…
Question for this Session: Do we have everything we need to move forward with the vendors to do a final selection and final cost?
MediaCentre Requirements(within RFP scope)
Business SystemsRequirements(outside RFP scope)
How the MediaCentre RFP relates
[Insert Eric’s diagram of overall program and how MC is a project within it]
The RFP Story… So Far…
March 2012 – TSL consultant provides Workflow and Content Process analysis, content flow numbers, and recommendations.
June 2012 – RFP written and distributed January 2013 – Involve Procurement, Legal, Risk Management,
InfoSec January 2013 – Validation & Review of Functional Design Jan-Mar 2013 – Decision Process to select vendor
Current Goal: Decision by April 1st
AnalysisMar 2012
RFP ReleaseJun 2012
Final Decision Process
Jan – Mar 2013
Final SelectionApr 2013
Importance of the Worklows
The value of the workflows to the effort cannot be understated.
The entire RFP and wider effort is based on these.
Huge thanks to the entire team for their time, knowledge, and effort to make these comprehensive touchstones.
Initial Downselection
Sony Professional Services and TSL both are capable of doing the project successfully
Initial responses returned
Some vendors excluded due to high costs and poor technical solution
RFP distributed
Went out to 5 vendors(Sony Professional Services, TSL, Globecomm, BCE, & IBM)
Who was given the RFP
RFP Overview - 5 Major Areas in the RFP
TechnicalBuildout
Content & Workflow
Management
System (Workflows)
Regional Requirement
s
Project Managemen
tRequirement
s
Supporting Informatio
n
A compilation of specific technical requirements, workflow diagrams, functional specifications, scenario descriptions, planning assumptions, and project guidelines.
Reference & Test Signals
Status & Alarm
Monitoring
Signal Monitoring & Measurement
Technical Buildout – Central Technical Area“Things that bolt into racks and have LED lights”
Comms/Talkback
External Feeds
Automated QC
Signal Routing
Disk & DatatapeStorage
With HSM
Transcoding
Technical
Buildout
Technical Buildout – Key Items
6 New QC/Version Edit RoomsNew Traffic Area for 8 people
New Playout Area for 3 people
Technical
Buildout
Technical Buildout – Key Items
New Storage Infrastructure 180 terabytes of spinning disk storage
2.1 petabytes of datatape storage
New data networkApprox 1 TB inbound data per day
Transfer of 1.25TB of new content to playout per day365 GB of content to non-linear platforms per day
Extensive Transcoding CapabilitiesApprox 1 TB of transcoded data created per day
Technical
Buildout
Technical Buildout – Key Items
Existing OAP Edit Suites/Seats Existing Graphic/Audio/VO Rooms
Post areas will remain connected to their own dedicated shared storage.
The CWM system will connect and help manage the existing post production areas to improve the process workflow.
Technical
Buildout
CWM helps manage all aspects of preparing
content for air.
Content and Workflow Management System
IngestVoiceove
rQC
PlayoutDistributio
n
Localisation
Compliance
On-AirGraphics
PromoProduction
Content & Workflow Management System “Getting the raw content ready for air” Content &
Workflow Managemen
tSystem
(Workflows)
CWMKey features and benefits
Automates transcoding
to needed formats
Central tracking of all assets
Common system for all content preparation
Automation of file movement
Coordination of the QC process
Manages ingest of all files from the variety of
sources
Push to playout systems
Direct integration with
Vision/BMS/Landmark
Content & Workflow Management SystemContent & Workflow
Management
System (Workflows)
Regional Requirements “What happens in Budapest & Madrid”
Content preparation for linear & digital would
occur at the MediaCentre, as
requested by channel office personnel using
the CWM
Opportunity to share content and resources
across the region
Standardized workflows in place at
channel offices managed by the
CWM
Regional Requiremen
ts
Project Management Requirements“Best Practices and doing it the Sony Way”
Supporting Information“Large amounts of complicated workflows and spreadsheets”
Program and Management Requirements
Standards, Formats, & Specifications
Consulting/Design Requirements
Installation Requirements
Volumetric information on Program, Commercial, and Promo elements
Project Managemen
tRequiremen
ts
Supporting Informatio
n
Tweaks to plan not reflected in the RFP
Majority of MediaCentre equipment & racks to be hosted at a datacenter location
Removed playout monitoring/DR playout suite
Playout centres will remain in LondonThe Singapore transition is delayed
Various changes to routing, videotape equipment, multiviewer, and talkback capability modifications
Not In RFP
What’s not in the RFP
Business Systems / SPE Enterprise Systems Detail
GPMS
EAGL/DMR
CineShare
Digital Backbone
Vision
Broadcast Master
Landmark
Crackle
Over The Top
MediaCentre (within the RFP)
Content Workflow Management
Technical Buildout
MediaCentre is part of the larger effort toward improvement.Multiple interfaces with existing systems are required but this effort is intentionally not in the RFP.
Not In RFP
Implementation Partner Selection Approach
Current Decision
Date: April 1st
Provide a Transparent,
objective, fact driven approach
Utilize RFP response
evaluation tools and methods (see
next page) Involve other key Sony resources
such as: Procurement,
Legal, Risk Management, Information
Security
DRAFT: Selection Process Going Forward
Identifies requirements to
be evaluated
Team members complete scorecardSome experts on specific areas may not complete entire scorecard
Rates requirements on a 0-4 scale4.0 Excellent / Exceeds Expectations
3.0 Good
2.0 Average / Meets Expectations
1.0 Fair
0.0 Poor / Does Not Meet Expectations
Scores averaged and
weighted
Generates a more consensus driven evaluation
Helps identify show-stopper issuesAvoids Bias
Scorecard Tool
Finalize scope changesDocument RFP amendments
InvolveProcurement,
Legal, Risk Management, Information
Security
Develop scenario & use test casesDevelop evaluation requirements
Contact vendors• Present
amendments• Solution
Demos
Review ResponsesUtilize Scorecard Tool
EXAMPLE: Scorecard Method – A Tale of Two Toasters
Category Weight Comments Rating Score
1 Size of toaster 20.0 Average 2.0 10.0
2 Controls 20.0 Good 3.0 15.0
3 Speed of toasting 20.0 Rapid 3.0 15.0
4 Browning 20.0 Uneven 1.0 5.0
5 Price of toaster 20.0 Average 2.0 10.0
Total (Actual) 100.0 55.0Total (Possible) 100.0Percentage/Weighted Score 55.0%
Category Weight Comments Rating Score
1 Size of toaster 20.0 Small 3.0 15.0
2 Controls 20.0 Good 3.0 15.0
3 Speed of toasting 20.0 Average 2.0 10.0
4 Browning 20.0 Superb 4.0 20.0
5 Price of toaster 20.0 High 1.0 5.0
Total (Actual) 100.0 65.0Total (Possible) 100.0Percentage/Weighted Score 65.0%
Toaster #1 Toaster #2
Team Discussion
• What was addressed well in the RFP?• What areas of the RFP would benefit from additional clarification?
(to allow us to accurately scope the project for Greenlight and to write accurate SOWs with the selected Vendor?)– What sections would you want to make sure address in more detail this
week?– What assumptions were made that you think we should revisit or were not
addressed– What critical information or workflow process are we missing? What do
we risk if we don’t get this additional detail
• What other Sony groups can benefit from the MediaCentre project and need to be included?– How do you see them being benefited?
• What are your key points about how to best move the selection process is conducted going forward?– What do you want to make sure happens?– What do you believe will be the key differentiating selection criteria?
Report Back
• What was addressed well in the RFP?• What areas of the RFP would benefit from
additional clarification? (to allow us to accurately scope the project for Greenlight and to write accurate SOWs with the selected Vendor?)
• What other Sony groups can benefit from the MediaCentre project and need to be included?
• What are your key points about how to best move the selection process forward?
Wrap-up and Review
• What do we need to address in the RFP
• What of these additional questions are can be addressed by the