Consultants to KESDH<
P xmlns="http://publications.europa.eu/resource/schema/ted/R2.0.8/publication">The agreement concerns consultancy services for the operation, maintenance and development of KESDH. The consultancy services include project management, test management, case management, counselling and guidance.
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The Danish Defence consists of a number of services, commands, agencies, staffs and authorities under the Ministry of Defence (hereinafter referred to as the "Group"), each of which performs specialised tasks as part of the Group's overall business purpose. The Danish Defence is a complex organisation that handles many different tasks. KESDH constitutes the Danish Defence's Group-wide Case and Document Management System (hereinafter referred to as the "Application"). The application is used for case and document management, in which the Buyer's relevant incoming and outgoing documents and internal notes are registered, i.e. both physical and electronic documents and e-mail correspondence. The application provides a common platform for storing, retrieving and supporting processes, including sending and receiving digital mail and processing information that is to a certain extent classified, cf. the Ministry of Justice's Security Circular, CIR no. 10338 of 17 December 2014, but not more than the classification level For official use (TTJ).
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The Group is subject to legislation and guidelines on good administrative behaviour, including the rules on record-keeping and note-taking, which require adequate registration. This includes, inter alia, that the following documents are registered in the Application:
• All documentation leading to the decision of a case.
• All incoming mail used for administrative proceedings.
• All material included in the case processing or in the Group's activities in general.
• All mail deleted as part of administrative proceedings.
• All documents that support the case processing, e.g. telephone notes, reports, photos, etc.
• All events that describe progress and status in a case, e.g. notes about visits, telephone conversations, responses, etc.
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Registration is also done in order to retrieve and share relevant data and information. It is up to the individual caseworker to decide which elements should be registered on the individual case, in addition to the material prescribed by administrative laws and regulations and good administrative practice. The application is based on the standard ESDH system WorkZone from KMD. WorkZone includes functionality to support the Buyer's business tasks regarding electronic case processing and document management, including for management purposes. In addition, over time, functionality has been developed specifically for the Buyer to support the Buyer's special needs and processes.
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With the offer of the Agreement, the Buyer wishes, among other things, to obtain support for:
• The ability to ensure that the quality of services and deliveries is high and complies with the necessary agreements and service objectives, both for commercial and security criticality,
• Improved access to necessary competencies from external specialists as well as strengthened cooperation between the Buyer and KESDH suppliers,
• Increased contract flexibility to avoid being locked into one supplier and with the possibility of repatriation and scalability in relation to resources and competencies,
• Increased delivery speed on development and maintenance tasks, including smoother transition to commissioning and faster adoption of new technology,
• The opportunity to work from an agile approach and in the long term DevOps,
• The possibility of eventually adopting or utilizing cloud-related technologies in the operation of the System,
• The possibility of eventually transitioning to the use of Linux as an operating system on database servers, and
• Possibility of establishing additional environment(s), e.g. on a higher classified network.
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The supplier will be part of a multi-vendor setup, where other KESDH suppliers will be responsible for the Technical Maintenance of the System and Application Maintenance. Therefore, in addition to the cooperation with the Buyer, the Supplier will have to enter into cooperation with Other Suppliers in relation to the System. In this connection, the Supplier must participate in a joint cooperation organization with the Buyer and the Buyer's other Suppliers.
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The collaboration model is operationalized through a number of collaboration forums such as collaboration forum, application group meeting, architecture coordination, KESDH Change Advisory Board (CAB) and Problem and (parent) Incident meeting, etc., where the Buyer has the controlling role. The Buyer handles the overall service integrator function, which includes that the Buyer is responsible for ensuring cross-disciplinary cooperation between the respective suppliers and the Buyer's own IT organization. In addition to the technical maintenance of the system and application maintenance, smaller or larger maintenance and development projects are carried out on an ongoing basis. The Armed Forces Agencies are continuously undergoing minor or major reorganizations.
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The consultants offered will be part of the daily operation of WorkZone in close cooperation with the ESDH Section (ESDHSEK), which is organizationally subordinate to the Ministry of Defense's Materiel and Procurement Agency, CyberDivisionen.