|
roles, and record “ownership” to provide robust, flexible, and configurable security, employing Principle of Least Privilege (PoLP). A security role defines how different users, such
<br /> as prosecutors, control/access/edit records within JusticeNexus. To control access to data, County system administrators can create or modify existing security roles and configure which
<br /> security roles are assigned to each user. Each user can have multiple security roles with overlapping permissions based on their responsibilities within the County. Organizational
<br /> Units drive the role-based security in coordination with the roles assigned. Business units and Teams can be synced to existing Azure AD groups to leverage existing structure, created
<br /> independently, or both. These org units allow for separation of access to cases and records that waterfalls down in permissions to access, as well as views, dashboards, and documents.
<br /> Aeon Nexus typically does an in-depth review of the security requirements with our customers to configure based on specific needs. 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA
<br /> 90245 |Tel: 213.866.AEON Fax: 866.252.1251 Web: www.aeonnexus.com Page | 25 Search Capabilities JusticeNexus includes powerful search capabilities. Data, documents, and records associated
<br /> with each case can be searched for by keywords, name, characters, or by using Boolean and fuzzy logic. JusticeNexus includes an “Advanced Filters” feature that allows users to create
<br /> queries, save them, and share them as views with other County users to increase cross-team collaboration. Users can easily create complex reports and queries to be printed, exported,
<br /> or shared with others using the Advanced Filters feature. This feature allows properly permissioned County users to create queries that can be run, saved, and shared as views with other
<br /> users for cross-team collaboration. This tool allows users to execute ad hoc queries against the database and return the applicable columns in a grid format. Related entities may also
<br /> be included in queries as well as AND / OR clauses and grouping. Users can utilize this tool to create views of data that meet certain criteria and save those views for personal use
<br /> and to share with others. Results are security trimmed and based on role. 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA 90245 |Tel: 213.866.AEON Fax: 866.252.1251 Web: www.aeonnexus.com
<br /> Page | 26 The solution offers the ability for County users to perform searches and queries against all records in the solution; results are security trimmed and based on user and role-based
<br /> access rights. Sensitive case information, people records related to confidential cases, and any other information housed within JusticeNexus can be designated as confidential, discoverable,
<br /> or non-discoverable, using flags that determine user access, inclusion in queries, etc. This search capability includes all fields and tables in the JusticeNexus database. Users can
<br /> include any columns and can include data from related tables. Users do not need to know table values, as those are provided by the solution when building the query. Operators dynamically
<br /> change based on data type. Users can filter categorized search results based on entity type. Users can filter search results by keyword and can sort by any column header. Results are
<br /> security trimmed based on user role. Advanced Analytics Aeon Nexus can provide advanced data analytics through Microsoft Power BI, Microsoft’s business intelligence and data analytics
<br /> tool within the Power Platform. Microsoft Power BI can produce vivid, dynamic, and interactive business intelligence reports. Microsoft Power BI provides feature-rich, dynamic reports
<br /> that can include data from disparate sources external to JusticeNexus. Power BI allows users to interact with reports to highlight specific data within a dashboard and see that data
<br /> reflected in other dashboards. It allows users to drill through and into aggregate data to expose more granular details: 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA 90245 |Tel:
<br /> 213.866.AEON Fax: 866.252.1251 Web: www.aeonnexus.com Page | 27 Mobility Our proposed JusticeNexus solution is completely web-based and browser-agnostic supporting Windows, OSX and
<br /> OSS operating systems. It also includes support for mobile browsers and native apps for Android, iOS, and Windows smartphones and tablets, allowing access from virtually any device
<br /> from anywhere in the world, 24/7/365. The solution includes a web-based external facing portal to allow the public and other unlicensed users access to specific case data, including
<br /> a knowledge base. This portal can be customized to service specific County audiences including external justice partners, meeting the branding and functional requirements of the County
<br /> while offering external users the ability to upload notes, documents, and other digital assets. Including QR code support, Aeon Nexus envisions utilizing the JusticeNexus mobile app
<br /> to allow County users to collect signatures or make updates to legal cases in court, or to collect any other data that is pertinent to the County’s processes including expenses, case
<br /> details, statements, photographs, etc. Using the mobile app on any smartphone or tablet, attorneys can make updates to any aspect of a case from anywhere permissible in the world,
<br /> including the ability to update calendars while in court. As a hosted solution, there is no need for the County to obtain, maintain and administer server hardware to utilize JusticeNexus,
<br /> beyond what is necessary to provide internet access to County users. Our solution is entirely web-based, using responsively designed web pages to support an operating system and browser-agnostic
<br /> solution. Desktops and laptop computer users can access the solution using a web browser. Available browser versions are dictated by computer operating systems compatibility. With a
<br /> fully GCC-hosted solution, internet connectivity and a web browser on practically any device are all that are necessary for County staff to access the JusticeNexus solution from anywhere
<br /> in the world, 24/7/365. The County need not concern itself with server hardware, patches, upgrades, or security and vulnerability patching with a hosted solution, as all of this is
<br /> taken care of by Microsoft in the GCC environment. 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA 90245 |Tel: 213.866.AEON Fax: 866.252.1251 Web: www.aeonnexus.com Page | 28 Security
<br /> and Encryption Microsoft’s GCC delivers a cloud platform built upon the foundational principles of security, privacy and control, compliance, and transparency. Public sector entities
<br /> like the County receive a physically isolated instance of Microsoft Azure that employs world-class security and compliance services critical to the US government for all systems and
<br /> applications built on its architecture. These services include FedRAMP Medium, High and DoD compliance certifications, CJIS state-level agreements, the ability to issue HIPAA Business
<br /> Associate Agreements, and support for IRS 1075. Operated by screened US persons, Microsoft’s GCC supports multiple hybrid scenarios for building and deploying solutions on-premises
<br /> or in the cloud. Public sector entities like the County can also take advantage of the instant scalability and guaranteed uptime of a hyper-scale cloud service. GCC Primary and Backup
<br /> Data Centers exist only in the continental US. All data stored in JusticeNexus is encrypted. Data in transit between JusticeNexus users and Microsoft Azure is encrypted using Transport
<br /> Layer Security (TLS) 1.2. TLS is a cryptographic protocol designed to provide communication security over a computer network, providing privacy and data integrity between two or more
<br /> communicating computer applications. JusticeNexus utilizes Microsoft SQL Server Transparent Data Encryption (TDE) to perform real-time encryption of data when written to disk (at rest),
<br /> using 2048 RSA or RSA-HSM encryption key types. All cipher suites supported by JusticeNexus use algorithms acceptable under Federal Information Processing Standard (FIPS) 140-2. Office
<br /> 365 inherits FIPS validations from Windows, through Secure Channel, a security support provider that contains a set of security protocols to provide identity authentication and secure,
<br /> private communication through encryption. 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA 90245 |Tel: 213.866.AEON Fax: 866.252.1251 Web: www.aeonnexus.com Page | 29 Office 365/Microsoft/Azure
<br /> Groups Cases, tasks, appointments, and other events can be assigned to an individual or County team previously defined within the solution. Using Office 365 or Azure Groups integration,
<br /> properly permissioned County users can even create optional Azure AD-based teams to collaborate on specific cases. These teams can be automatically granted certain permissions to access
<br /> or manipulate case-related data and documents, share a team calendar related to the case, and communicate notes and information using a group conversation that is available from both
<br /> JusticeNexus and from within Microsoft Teams. Autonomy As proposed, the County directly owns the hosting relationship with Microsoft and may access, download, and transfer its data
<br /> out of the system at any time, without requiring vendor interaction. As the County owns the relationship with Microsoft, the GCC hosting provider, the County has access through standard
<br /> tools to directly download its data in standard formats at its discretion. The County can also access County data, metadata, and granular subsets of the data in a usable, encrypted
<br /> format directly from the system. The County will experience no limitations regarding its ability to transfer its data out of the system at any time. With Aeon Nexus’ proposed solution,
<br /> the County’s data is stored in the GCC; Aeon Nexus will never store County data. JusticeNexus is a proven solution, having successfully supported similar clients in production since
<br /> 2017. We are confident we can exceed the expectations of the County and deliver an end-to-end solution that provides precisely the type of secure, enhanced functionality, accessibility,
<br /> and efficient automation that the County desires. 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA 90245 |Tel: 213.866.AEON Fax: 866.252.1251 Web: www.aeonnexus.com Page | 30 Third
<br /> Party Software As proposed, the County will host JusticeNexus in its Microsoft GCC tenant. Aeon Nexus directs the County to its existing Microsoft EA for terms and pricing. Aeon Nexus
<br /> also relies on third-party products that are necessary for Bates stamping and OCR. Aeon Nexus is an Encodian partner and acts as first line of support. A copy of Encodian’s base end
<br /> user agreement has been included with this response as Appendix A. 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA 90245 |Tel: 213.866.AEON Fax: 866.252.1251
<br /> Web: www.aeonnexus.com Page | 31 Implementation, Project Management, Training, and Ongoing Support Aeon Nexus acts as a Systems Integrator (SI), and we specialize in implementing, planning,
<br /> coordinating, scheduling, testing, improving, and maintaining the JusticeNexus legal case and document management solution on the Microsoft Azure GCC Power Platform. We employ a proven
<br /> Secure Software Development Life Cycle (SSDLC) that adheres to an adaptive Agile-Waterfall hybrid delivery methodology, combining the best aspects of both methodologies, including:
<br /> Planning – Identifying and documenting user stories Sprints – Developing code, test cases and performing code review Deployment – Functional verification Aeon Nexus has adhered
<br /> to this approach to deliver many successful projects on time and under budget. This development approach provides the County with a faster turnaround regarding development times; it
<br /> puts working solutions in the hands of County staff sooner and involves the County more intimately throughout the implementation. Using the concept of a Minimum Viable Product (MVP),
<br /> the Aeon Nexus team will provide County staff with regular updates to share development progress throughout all phases of this engagement, gather feedback, and ensure that expectations
<br /> are met. Aeon Nexus’ hybrid model provides the flexibility of Agile to work quickly and autonomously, while still staying abreast of the end software product level of quality and design
<br /> to meet County expectations and timelines. Aeon Nexus will assign a Vendor Project Manager (VPM) to work with the County’s Project Manager throughout the implementation. The VPM will
<br /> be responsible for gathering and creating detailed requirements, functional and technical specification documentation. The VPM will facilitate and document configuration, customization,
<br /> testing, training, and Go-Live of JusticeNexus, as well as the provisioning and deployment of TEST and PRODUCTION environments in the County’s GCC tenant. Aeon Nexus’ VPM will host
<br /> regular status meetings and milestone meetings, at a cadence agreed to by the County’s Project Manager. The VPM and Aeon Nexus Business Analysts will meet with County SMEs to review
<br /> and document existing business functions and existing information systems. Aeon Nexus utilizes Microsoft Teams to securely support remote collaboration, recorded video meetings, chat
<br /> functionality, calendar, file, and activity tracking. 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA 90245 |Tel: 213.866.AEON Fax: 866.252.1251 Web: www.aeonnexus.com Page | 32
<br /> During the Project Kickoff and Requirements/Design phases, Aeon Nexus staff will work with County IT and SMEs to create a detailed project plan that includes all deliverables as described
<br /> in this RFP response. This detailed project plan will be created and agreed upon by the County and Aeon Nexus teams. Aeon Nexus resources will work with County IT staff and SMEs to
<br /> understand and document all necessary functionality, “as-is” workflows and processes in production today, as well as all outputs, including reports and data feeds to and from external
<br /> systems. As part of the Requirements/Design phase, Aeon Nexus will deliver functional requirements and technical specification documentation that will include all aspects of deliverables
<br /> and project artifacts included as part of this implementation. Aeon Nexus associates take a consultative approach to Requirements/Design, to ascertain why processes exist as they do,
<br /> and what the expected outcomes and requirements dictate. In this way, Aeon Nexus is best positioned to leverage our knowledge of automation and existing Power Platform tooling to meet
<br /> the County’s requirements, while automating routine tasks. Our team utilizes Microsoft Teams for keeping all project tasks, resources, milestones, documentation, messages, documentation,
<br /> risks, issue management and costs in one place for both teams to collaborate and work in real-time. Microsoft Teams is a web-based collaboration tool that lets both teams know what
<br /> they must do, when it must be done, and who needs to do it. At project kickoff, the County will be granted access to this tool with quick training on how to manage the project effectively
<br /> and efficiently with this tool. Microsoft Teams is accessible via any web-based browser and offers integration with many other plugins and toolsets. Timeline Aeon Nexus has considered
<br /> the effort necessary to complete a project of this size, complexity, and magnitude, targeting an implementation that begins on or around August 5th, 2024, and Go Live approximately
<br /> four (4) months later at the end of 2024. Depending on holiday schedules, this timeline can be adjusted. This timeline is meant to illustrate our approach to ensure a timely, efficient
<br /> implementation. This timeline is flexible and can be customized further to reflect the County’s expected implementation approach, resource availability and holidays, and assumes that
<br /> some of the milestones below can be accomplished concurrently (shown in a linear format) and would be further refined during the Fit Gap phase of the implementation. 2121 Rosecrans
<br /> Avenue, Suite 2390 El Segundo, CA 90245 |Tel: 213.866.AEON Fax: 866.252.1251 Web: www.aeonnexus.com Page | 33 Aeon Nexus proposes the following high-level project milestones and deliverables
<br /> to ensure adherence to an agreed-upon project plan: Milestone Description Kickoff During Kickoff, Aeon Nexus will define project roles and responsibilities, and will outline the frequency
<br /> and type of meetings as well as additional project communication. Establishing consistent communication with the proper individuals and teams ensures that timelines and expectations
<br /> are met. Additionally, our teams will review the Statement of Work (SOW) to ensure that the scope is clearly defined. Fit Gap During Fit Gap, Aeon Nexus will work with County user groups
<br /> to document the “as-is” processes (workflow), templates, forms and reports and document any additional requirements outlined in the SOW. Simultaneously, our technical team will work
<br /> with the County’s IT teams to establish, configure, test, and deploy the environments. Aeon Nexus will provide functional and technical requirements documents that will be reviewed
<br /> and approved by the County’s team. This phase will require regular interaction with the system end-users to ensure all system requirements are captured. Development During the Development
<br /> phase, Aeon Nexus will configure JusticeNexus to meet the requirements outlined in the Requirements/Design phase. All forms, templates, workflows, and reports will be created during
<br /> this milestone, including integration. Aeon Nexus will work with the County technical teams to document, map, and script data integrations with both internal County systems, as well
<br /> as external, non-County systems. Migration/Integration During the Migration and Integration phase, Aeon Nexus will work with the County technical teams to document, map, and script
<br /> data migration from legacy systems, as well as the integrations with both internal systems, as well as external systems. User Acceptance Testing During User Acceptance Testing (UAT),
<br /> a group of end users will be selected by the County (typically “super-users”) and will proceed through test scripts to ensure the new solution is operating as required. Any errors or
<br /> issues are resolved through an iterative process until no errors are documented. 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA 90245 |Tel: 213.866.AEON Fax: 866.252.1251 Web: www.aeonnexus.com
<br /> Page | 34 Training Training is conducted on-site by Aeon Nexus personnel. Training is provided to end-users to ensure that every user is familiar with both Microsoft Power Platform
<br /> tools and the JusticeNexus implementation as configured for the County. Additionally, Aeon Nexus provides System Administrator training to the County’s designated staff to ensure high
<br /> user-adoption. Go-Live During this 3-day event, the new system will go live and become the new system of record. During the 30 days following Go-Live, Aeon Nexus staff will support
<br /> the County’s staff with any system issues while they are getting used to the new system. Should the County also purchase annual support, Aeon will transition the County to support immediately
<br /> after GoLive. Aeon Nexus proposes a “big bang” implementation that includes all aspects of the requirements outlined in this RFP. The County will experience the following benefits
<br /> with a big bang implementation, rather than a phased implementation: It will assist in overall adop�on, as users do not cling to or rely on legacy solu�ons, It boosts use and acceptance
<br /> of the new system overall as a single, cohesive solu�on, promo�ng a beter understanding among staff of the en�re pla�orm capabili�es while increasing user adop�on, suppor�ng more healthy
<br /> Organiza�onal Change Management, It offers less complicated dependencies during ini�al roll-out, since all func�onality is included in one solu�on, and Jus�ceNexus does not have to
<br /> communicate with legacy solu�ons during the interim, reducing the need for duplica�on of effort, It does not use resources to build ‘throw-away’ connec�ons to legacy systems, freeing
<br /> those resources to assist in providing quicker implementa�on �meframes for the new solu�on, It removes any risks associated with outdated security models that may be built into legacy
<br /> solu�ons, and No informa�on is ever lost when moving from one solu�on to another. Aeon Nexus an�cipates requiring access to and involvement from the following County resources during
<br /> the various phases of the implementa�on as follows: Phase Staffing (Number/Type) Capabilities, Skills, Knowledge Project Kickoff 1 or more County Executive stakeholder(s) Knowledge
<br /> of overall County project goals and strategy 1 County Project Manager Project Management experience 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA 90245 |Tel: 213.866.AEON Fax: 866.252.1251
<br /> Web: www.aeonnexus.com Page | 35 1 or more County System Administrators Experience administering the County’s legacy case management systems to be replaced by in this implementation
<br /> 1 or more County business administration users Knowledge of existing the County’s legacy case management systems, processes, reporting, business roles, etc. Fit Gap 1 or more County
<br /> business administration users Knowledge of existing the County’s legacy case management systems, processes, reporting, business roles, etc. 1 or more County System Administrators Experience
<br /> administering the County’s case management systems to be replaced by in this implementation Development 1 or more County System Administrators Aeon Nexus anticipates the need for intermittent
<br /> access to the County’s System Administrator users with knowledge of legacy case management systems to be replaced by in this implementation as well as systems for integration, preferably
<br /> with integration experience. 1 or more County business administration users Aeon Nexus anticipates the need for access to one or more County business administration users and SMEs that
<br /> have the deepest understanding at the County of fields, processes, and most importantly, intent and expected outcomes. 1 County Project Manager We expect the involvement of the County
<br /> Project Manager to track progress and address hurdles as necessary throughout this phase. Migration/Implementation 1 or more County System Administrators During the Migration and Implementation
<br /> phases, Aeon Nexus will work with the County technical team(s) to document, map, and script data migration from legacy systems, as well as the integrations with both internal County
<br /> systems, as well as external, non-County systems. User Acceptance Testing 1 or more County business administration users Knowledge of existing County systems, processes, reporting,
<br /> business roles, etc. 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA 90245 |Tel: 213.866.AEON Fax: 866.252.1251 Web: www.aeonnexus.com Page | 36 1 County Project Manager Project Management
<br /> experience Training County end users All County end users expected to utilize the new solution 1 County Project Manager Project Management experience 1 or more County System Administrators
<br /> Knowledge of existing County legacy solutions 1 or more County business administration users Knowledge of existing County systems, processes, reporting, business roles, etc. Go-Live
<br /> All County users N/A Issue Resolution Aeon Nexus utilizes a Risk and Issue Management Plan for each JusticeNexus implementation. Our existing issues management methodology implements
<br /> a comprehensive process for identifying and documenting issues and problems that may occur before, during, and after the implementation. It allows for project management to quickly
<br /> evaluate issues, assess impact, and construct a strategic plan for resolution. Using industry standard software development frameworks, our team leverages Microsoft Power Pages, Teams,
<br /> and Azure DevOps to assist with the capture of details for each identified issue. This process allows for the entire project team to efficiently collaborate on an issue, check its status,
<br /> and identify resources responsible for resolution, providing both our team and our clients with a comprehensive plan to deal with issues quickly and effectively. The following general
<br /> procedures will be used to manage active project issues and risks during the project: • Identify: Identify and document project issues (current problems) and risks (potential events
<br /> that impact the project), • Analyze & Prioritize: Assess the impact and determine the highest priority risks and issues that will be actively managed, • Plan & Schedule: Decide how
<br /> high-priority risks are to be managed and assign responsibility for risk management and issue resolution, • Track & Report: Monitor and report the status of risks and issues and communicate
<br /> issue resolutions, and • Control: Review the effectiveness of the risk and issue management actions. 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA 90245 |Tel: 213.866.AEON Fax:
<br /> 866.252.1251 Web: www.aeonnexus.com Page | 37 Aeon Nexus follows a well-defined internal change management process. The purpose of our change management process is to protect the achievability
<br /> of the approved project scope. When the original project scope is defined, assumptions and agreements are made as to what the project is going to produce. If deliverables change during
<br /> the project, the estimates for cost, effort, and duration may no longer be valid. However, if the County’s project sponsor(s) agrees to include requested changes into the project scope,
<br /> the cost, effort hours and/or duration should be modified to reflect any additional work. This new cost, effort, or duration now becomes the approved target. During the project, either
<br /> party may request in writing additions, deletions, or modifications to the services described in the Statement of Work (SOW). Our processes defined in our change management plan identify
<br /> how change requests are recognized and reconciled, and ultimately, the plan must be rigorously executed. Aeon Nexus will work with the County during the Discovery period to execute
<br /> a mutually agreed upon plan. Qualifications of Key Personnel Aeon Nexus will utilize only qualified, Microsoft-certified full-time employees to fulfill the obligations described in
<br /> this RFP response. No subcontractors or sub-consultants will be used to deliver the items described in this response. Below, please find an organizational chart that depicts the resources
<br /> Aeon Nexus anticipates utilizing to deliver the services and functionality described in this response. Please find below a brief resumé and bio describing the experience and qualifications
<br /> of each Aeon Nexus team member to be assigned to this project, including anticipated project role and length of service with Aeon Nexus. Aeon Nexus anticipates an Engagement Manager,
<br /> full-time Project Manager, two or more Business Analysts (BA), and two or more developers (depending on phase and workload) will be responsible for implementation deliverables. Aeon
<br /> Nexus will utilize other Aeon Nexus associates as necessary to meet timelines and deliverables expectations. 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA 90245 |Tel: 213.866.AEON
<br /> Fax: 866.252.1251 Web: www.aeonnexus.com Page | 38 Omar Usmani Anticipated Role: Project Oversight and Subject Matter Expert SUMMARY OF EXPERIENCE Mr. Usmani has over 25 years of
<br /> solutions delivery experience in the public and private sectors. He is a seasoned professional who has worked with Fortune 100 corporations and leading government organizations including
<br /> the United States and Allied Governments, as well as varied international military organizations. Mr. Usmani is responsible for the overall success of all projects with oversight into
<br /> client requirements and the solutions Aeon Nexus delivers for its clients. Mr. Usmani’s experience has delivered significant savings to clients through management consulting and software
<br /> solutions deployed across federal, state, and local organizations. In the private sector, he has worked with enterprise clients in the telecommunications, manufacturing, construction,
<br /> pharmaceutical, and energy industries to manage over 600 billion dollars of spend by utilizing industry leading software and spend management tools. Mr. Usmani uses these tools to facilitate
<br /> highly successful and cost-effective eProcurement and financial analyses for procurement leaders leveraging data and technology for efficiency and savings. Mr. Usmani is directly responsible
<br /> for implementing highly visible mission-critical Enterprise Resource Planning (ERP) and Customer Relationship Management (CRM) systems, reducing costs and inefficiencies with justifiable
<br />
|