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