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Migration Assessment Guide Guide to Leading Fortis to DocuWare Migrations
Migration Assessment Guide
Guide to Leading Fortis to DocuWare Migrations
Table of ContentsMAG Introduction......................................................................................................................1
MAG Goals............................................................................................................................1MAG Steps............................................................................................................................1
Discovery..................................................................................................................................2Current System.....................................................................................................................2Migration Tools......................................................................................................................3Current Functionality of the Migration Tools..........................................................................3Manual Migration...................................................................................................................5DocuWare Migration: Cloud vs. On-Premise........................................................................5DocuWare Cloud...................................................................................................................5DocuWare On-Premise.........................................................................................................6Things to Consider................................................................................................................6Migration License Calculator.................................................................................................6Customizations......................................................................................................................6Database Lookups................................................................................................................7
Tools.........................................................................................................................................8System Snapshot Tool..........................................................................................................8System Snapshot Tool Download:........................................................................................8Permissions Tools..............................................................................................................9Contact DocuWare Professional Services...................................................................10
Planning / Determining Effort..................................................................................................11Migration.................................................................................................................................12
Migration Preparation..........................................................................................................12Migration Process................................................................................................................13Migration with Tools............................................................................................................13
Testing / Training....................................................................................................................13Testing.................................................................................................................................13Training...............................................................................................................................14Partner Migration Training...................................................................................................14Providing Training to End Users..........................................................................................14
Terminology.....................................................................................................................14Capture............................................................................................................................14Routing............................................................................................................................15Retrieval...........................................................................................................................15Integration........................................................................................................................15
Tips & Tricks to Help Drive Adoption......................................................................................15Appendix A: Migration Quote Template.................................................................................16
MAG Introduction
Since DocuWare acquired Westbrook in 2013, our strategy has been to leverage the very best technology from the Westbrook and DocuWare products to create a new, even more compelling, software offering. We took an in-depth look at the Fortis and DocuWare technology architectures before we decided to move the Fortis product lines to the DocuWare platform. We’ve taken on a two-plus year development project to create an outstanding combined product and a migration path from Fortis to DocuWare.
This Migration Assessment Guide has been created by the DocuWare Professional Services Team to educate ADPs on the migration process and to help your customers prepare for the transition from Fortis or FortisBlue to DocuWare.
MAG Goals
The goals that this document is designed to achieve are;
Provide a clear and repeatable process for all ADPs to follow that will ensure successful migration of Fortis and FortisBlue customers to the DocuWare platform.
Provide tools and the knowledge required to use them in order to facilitate a successful migration for customers.
Outline standards for collecting information from and providing useful migration information back to customers to ensure they are well informed during the course of the migration process.
MAG Steps
1. Discovery – Understanding and Documenting current system configuration2. Planning / Determining Effort – Using Migration Discovery to help customers
choose the right DocuWare System to migrate to and to provide them with an estimate of effort.
3. Migration – Execution of the migration plan crafted from steps 1 & 24. Testing / Training– Testing the DocuWare System to ensure complete and
successful migration. Training Outline on what to show the customer on their new DocuWare System.
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Discovery
One of the most important steps in any Fortis / FortisBlue to DocuWare migration plan is to understand and document the current system configuration and collect information about the existing data structures and document record counts. This information is vital to being able to effectively estimate the amount of effort to perform the migration and to help in planning out the design of the customer’s new DocuWare System.
Let’s talk about what type of information we recommend you gather as part of any migration discovery.
Current SystemFirst obtain system information to see what the client is using today. This provides a baseline view of what the migration will entail and where to begin. Please refer to the table below for a listing of recommended system configuration data that you should document as part of the discovery process. The table’s second column contains sample data illustrating how we recommend you document the information.
EDM System Analysis Customer: Paperless and Co Product Name / Version Fortis 2.5.0 SP3Product Serial Number 2199999Number of Concurrent User Licenses 2 Scan, 3 Edit, 5 View (10 Total)Licensed Modules Barcode, Full Text, Image Enhance, OCRServer OS Windows Server 2008 R2Server CPU / RAM Intel Xenon E3-1280 3.6GHZ / 12 GB RAMDatabase Platform / Version Microsoft SQL Server 2008 SP2Document Archive Storage Used 5.1 GB / 100,472 filesNumber of Scan / Import Scripts 5 Scan / 5 ImportNumber of In Baskets / Inboxes 5Authentication Method (Fortis / LDAP) Fortis Username / PasswordWorkflow / Number of Processes Fortis Webflow / 1 Process / 9 StepsCustom Apps / Integrations ImageIt provides lookups on PO Number in MS
Dynamics. Database Lookup populates 3 fields from MS
Dynamics
There are also several tools that will be made available by the DocuWare Professional Services team which will gather additional vital discovery documentation about the databases, document types, folder structure and security / permissions settings. It is essential for any migration discovery that the output files from these tools are included along with the information detailed above. The tools themselves are called System Snapshot Tool and Permissions Tool and are discussed in more detail in a later section of this document.
Once all of the migration discovery documentation is gathered the next step is to determine when the customer would be a good candidate for migration to the new environment. To do
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that we need to talk briefly about the two types of migrations that will be available and the limitations of each.
Migration ToolsThis type of migration will become available with the release of Fortis / FortisBlue / DocuWare 6.9. A migration tool will be included with Fortis / FortisBlue 6.9 that will partially automate the migration process to a target DocuWare 6.9 System either Cloud or On-Premise. The migration steps with the tools are slightly different and the expectation is that the automated portion of the migration will reduce the amount of labor required to perform it.
1) Migration Discovery2) Migration Planning3) Install / Configure DocuWare4) Run the Fortis / FortisBlue Migration Tool5) Post Migration Tool DocuWare Configuration Updates6) Verification and User Acceptance Testing7) DocuWare moved to Production
Current Functionality of the Migration ToolsThe following is a list of known features of the current migration tools and a rough milestone estimate if / when each new feature might be addressed with updated tools.
Included in Migration Tools NotesSystem: Database Maps to File Cabinet
Document TypeMaps to Search, Store, Results and Info Dialogs.A Select list of Document Types is created
Fields Added as “Doctype – Field Name” ex: AP Checks – Check Number
Picklist Now called Select Lists, will be applied to appropriate fields in dialogs
Users All active users are created
Groups All groups are created as Roles, including membership
Inboxes / In Baskets Create as Document Trays
Queries Search Dialogue per Doc Type, also create Default Search dialog with all Fields in File Cabinet
Documents: Versions All versions are copied to the document history
Index DataIndex data will be copied to the new fieldsException: FortisBlue Field groups cannot be migrated
FolderMaps to index fields “Level 1: Accounts payable, Level 2: Checks, etc. “(can be used to set security in new system)
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AnnotationsAnnotations are copied with the exception of Signatures in Fortis and FortisBlue, and Redactions in Fortis
Not Included in Migration Tools Action to Recreate / Expected inclusion in Migration Helper
Fortis / FortisBlue Security & Permissions Reassignment Required
Nested Pick Lists
Recommend a consultation with DocuWare Professional Services (Manual Rebuild with new multi-column select lists –does not automatically migrate)
Pick List Alias Columns Recommend a consultation with DocuWare Professional Services
Database Lookups / Data Entry Assistant Reconfiguration RequiredImport / Scan Scripts Reconfiguration RequiredFormat Masks Reconfiguration RequiredRelated Links Reconfiguration Required
RedactionsFortis: Manual Export / ImportFortisBlue: Supported
Fortis Office Reconfiguration Required using Connect to Mail/Outlook or DocuWare Printer
Fortis ERM Documents Manual Export / ImportOptions:
ImageIt Reconfiguration Required using DocuWare SmartConnect
Fortis EnableItRecommend a consultation with DocuWare Professional Services. DocuWare SmartConnect may work for some use cases.
FormIt Reconfiguration Required
Fortis / FortisBlue Workflow (includes ApproveIt, Inflo and Webflow)
Reconfiguration using DocuWare Workflow or Task Manager Required
Fortis Planet Reconfiguration RequiredeCopy Connector Recommend contacting Nuance Communications
Fortis / FortisBlue Customizations Recommend a consultation with DocuWare Professional Services
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Manual MigrationThis type of migration is available today and is the most labor intensive, but the advantage is that there is complete control over the redesign and implementation of the DocuWare System. With a manual migration, we strongly recommend adequate time is allocated to planning out the DocuWare System design using the migration discovery data to ensure that the DocuWare System is going to meet the business needs of the customer.
NOTE: There may be scenarios / considerations for doing a Manual Migration. If you encounter a scenario where you think Manual Migration may be a good solution, we recommend you consult with DocuWare Professional Services and we will be happy to advise you.
DocuWare Migration: Cloud vs. On-PremiseAn equally important part of the Migration Discovery is a conversation with the customer about what type of DocuWare system is best suited for their business needs. There are two main system types to choose between and it is possible to migrate to either one. Here is a brief description of each and some information about a few differences that could impact the customer’s decision.
DocuWare CloudUnique to DocuWare – the cloud system is full-featured with the same core functionality as in the on premise software. In two of the three subscription plans available, the price is based on amount of storage used with an unlimited number of users permitted. DocuWare is the first and – continues to be the only - established ECM provider to offer true “Software as a Service” on the cloud. Fifteen years ago, the company began moving in this direction, setting the stage for today’s DocuWare software that is multi-tenant, service-oriented and scalable. Thanks to the early migration to browser-based technology, DocuWare has comprehensive experience in the cloud arena, which 4,000 users are currently benefiting from. The collective use of a highly scalable cloud system typical of SaaS offers tremendous cost advantages that DocuWare is able to pass along to its users. Since the same technology is used for both cloud and in-house systems, there is no need to develop on separate tracks and every expansion or improvement benefits both cloud and in-house systems equally. Some of the key benefits are;
User-friendly interface
Simple administration
Rapid integration
Absolute data security
Flexible scalability
Secure future
https://www.docuware.com/document-management-products-and-services/docuware-cloud
https://www.docuware.com/sites/default/files/DocuWare_Cloud_Whitepaper_EN.pdf
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DocuWare On-PremiseDocuWare is a modern document management system for professional enterprise content management. Install the on premise solution on your servers and use it throughout the company. Our flexible license model and various software modules allow you to perfectly tailor the software to your work processes and company requirements.
https://www.docuware.com/document-management-products-and-services/docuware-software-overview
Things to ConsiderDocuWare On-Premise and DocuWare Cloud sharing a single common development track means that for virtually all customers either solution will provide customers with a powerful document management system for many years to come. However, there are a few things to be aware of that may impact the customer’s decision.
What is the customer’s current IT infrastructure? Are the hardware, OS and platforms current and up to date? Will the customer have to spend a significant amount of money to upgrade their infrastructure to properly support DocuWare On-Premise? If so, then we recommend they seriously consider looking at DocuWare Cloud as a cost effective alternative.
Customers who require complex integrations, particularly with database connections may want to consider choosing DocuWare On-Premise. Direct database integration and customizations can be very tricky with any SaaS based application. If DocuWare Cloud is still the best solution for the customer, please consult with DocuWare Professional Services about any potential integration projects before proceeding. Our team has a wealth of experience in performing complex integrations with both DocuWare Cloud and On-Premise solutions.
Migration License CalculatorOur team has put together an online tool that will allow you to enter information about the customer’s current Fortis / FortisBlue licenses and modules and then give you the option to select either Cloud to get an estimated monthly subscription cost or choose On-Premise to get an estimated annual maintenance and support cost. You can find the tool by logging into the DocuWare website partner portal and be using the URL below:
https://www.docuware.com/document-management-partners/fortis-channel-partners
CustomizationsDocuWare has a powerful REST-based API providing functions very similar to the functions provided by the Fortis FCOM and Fortis Web Services APIs. Detailed documentation can be found at: https://saas.docuware.com/DocuWare/Platform/Home/XSL.
In some cases, one or more DocuWare standard products like AutoIndex and SmartConnect may eliminate the need for a customization.
DocuWare Professional Services has the source code for any Fortis customizations developed and supported by DocuWare. A DocuWare Professional Services consultant will
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examine the code, determine the level of effort and provide a quote to rebuild it using the DocuWare API. In the case of Fortis customizations for which the source code is not available the DocuWare Professional Services consultant will need to gather detailed information about how the customization works in order to determine the effort to migrate it.
Unlike Fortis, DocuWare does not support a DDE API. This means that customizations built around this toolset, such as Fortis EnableIt, will need to be re-engineered rather than migrated. The DocuWare Professional Services consultant will architect a blend of standard DocuWare products and custom code to meet the business requirements.
Database LookupsDatabase Lookups can be accomplished in DocuWare but it will require a little effort. Please make sure your discovery documentation includes information about the data source like what the host application is, what credentials if any are required to access the data, and the specific table(s) and row(s) in the data source that are being used. It is also important to note the target(s) within the current Fortis / FortisBlue system and how the data is currently being used.
Figure 1 Database Lookup Discovery Example
Database Lookups / Integration is another item to be aware of as part of the DocuWare Cloud vs. DocuWare On-Premise decision making process. Using the DocuWare AutoIndex module in the Cloud System is a little more complex as you must package the data to be used by AutoIndex into one or more files and then an FTP connection must be configured and used to upload the data files to the DocuWare Cloud so that AutoIndex can make use of
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them. This is not a problem per se but this type of configuration should be performed by a DSC Certified ADP or by DocuWare Professional Services.
ToolsThe DocuWare Professional Services team has developed two migration tools to access the current Fortis configuration and help in planning the migration.
System Snapshot ToolThe first tool runs on a Fortis workstation. The tool prompts for an administrative username and password and then presents a list of databases. The user selects a database and specifies a location for the results. The tool then gathers configuration data into multiple CSV files zipped into a single file.
For each database, the resultant CSV files detail:
The folders with number of documents in each folder and the total number of documents
The query sets, queries and results fields The document types and index field details and the total number of documents per
doctype The picklists
The CSV files are designed to be opened using Excel and stored as worksheets within a workbook.
Figure 2 System Snapshot Tool Example – Document Types
System Snapshot Tool Download: http://cdn.westbrooktech.com/dwmigration/SystemSnapshotTool.zip
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Permissions ToolsThe second tool uses a two-step process. The first step is to use the Fortis System Administration tool, Output Security option to create an XML file containing the permissions for the Fortis installation. This XML file is then sent to DocuWare Professional Services for processing.
Email for sending XML File: [email protected]
Professional Services uses the second tool to extract the permission data into a series of CSV files stored within a single ZIP file. This ZIP is returned to the partner or customer.
The tool reads the XML file and creates a CSV file for each Fortis user. Each CSV contains the System Feature Access (admin and user), Database Feature Access (admin and user), Database Access, In Basket Access, Folder Access, Query Set Access and Document Type Access settings for that user.
Figure 3 Permissions Tool Example – User Security Output
The tool then creates similar CSV files for each Fortis group. Finally, the tool zips the user CSVs into one ZIP file and the group CSVs into another.
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Figure 4 Permissions Tool Example – Group Security Output
Contact DocuWare Professional ServicesThe best way to contact DocuWare Professional Services to send Migration Discovery documents or to inquire about DocuWare Migration on behalf of customers it to email us: [email protected]
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Planning / Determining Effort
Now that we have uncovered the use case, system details and permissions, we can put together a price quote on the Professional Services work to do the migration. Customers are already starting to try and plan a budget for the migration so being able to provide them with a quote is an important part of the process. DocuWare Professional Services has put together some general guidelines based on actual project data of migrations we have performed. The formulas below describe how we are currently estimating migration projects using the documentation collected as part of the migration discovery. Depending on the complexity of the current system you may need to adjust the baseline estimate for each task up or down accordingly. It also includes a sample calculation for illustration purposes.
Migration Task Baseline Estimate CalculationFortis / FortisBlue Upgrade to Current Version
1 hour / version upgrade. If customer is on Fortis 2.5.0 then upgrade 2.6.0, 2.7.0, 2.8.0, 6.8.0 and 6.9.0
5 versions = 5 hours
Install DocuWare On-Premise / Configure DocuWare Cloud
4 hours (can extend to 8 hours for more complex systems)
4 hours
# of Fortis / FortisBlue Databases: 1
4 hours / database which includes creation of DocuWare File Cabinet + Fields, Select Lists, Search / Store Dialogs and Basic Permissions
1 X 4 = 4 Hours
Total number of documents stored in current system: 100k
*Baseline Throughput is calculated @ 10k documents / hour total for export and import
100k / 10k = 10 Hours (machine time estimate 25% for human interaction) = 3 Hours
Workflow Processes: 1 8 hours / process (may need to adjust based on complexity)
8 Hours
User Training Customize based on DocuWare modules being used
4 Hours
Total Number of Hours 28.0 HoursPS Hourly Rate $150Migration Price Estimate $4200
* NOTE: Document Import Throughput is based on a 5-page scanned doc @ 250Kb. A number of factors can impact import throughput including document size, available CPU / memory of the PC running the import, network speed and storage media read/write speed.
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MigrationThis section of the document is dedicated to describing the process of performing the migration including any additional planning and preparation that is required before starting any migration tasks.
Migration PreparationBefore beginning any migration from Fortis to DocuWare there are a few key things you need to do in order to ensure that the migration process runs smoothly and provides for the greatest probability of a successful result. Below is a list of steps that we believe are an essential part of preparing for a successful migration.
1) Upgrade the current system to the latest and greatest version. This step is absolutely mandatory if you will be using the Migration Tools as they are designed so that Fortis / FortisBlue are in lock step with the version of DocuWare that the customer is migrating too. If they are migrating to DocuWare 6.9 then you must upgrade the current system using the proper upgrade path up to the Fortis / FortisBlue 6.9 version.
2) Once you have completed the upgrade process you should run a Verify Database on each of the Fortis Databases from within the Fortis Database Administration Station. At a minimum you want to run a Standard Level verify with Repair Errors found enabled. If you would like to identify ahead of time if there are any database records that are missing the corresponding document file in the archive, then you should run the Document File Level verify instead.
NOTE: The Document File Level Verify will check for the existence of a document in the archive for all of the database records. This requires that the entire document archive be online and accessible during the Database Verify and for very large databases this process can take an extended period of time i.e. days or even weeks for extremely large databases. If the Database Verify identifies records that are missing document files you may wish to contact Fortis Software Support for assistance with identifying the specific files that are missing so that you can check any existing backups to possibly restore the missing document files.
3) Once all databases have been verified and any problems identified and corrected the next step is to add a DocumentID field to each of the Fortis Document Types in all databases. The DocumentID field will be used to verify that each data record is unique and will allow you to track down any records if an error should occur during migration. Another benefit of adding DocumentID is that if desired, we can use it outside of the migration tools as a match code for the DocuWare AutoIndex module to populate Fortis records into the destination DocuWare File Cabinet.
4) We will also need to run the Fortis Database Administration Tool “Update System Fields” for each document type to update all the data for the newly added DocumentID field.
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5) Once all the document types have a populated DocumentID field make a full backup of all the Fortis databases and we also recommend making a full backup of the document archives.
6) Once all backups are completed and verified our last step is to check each database for Audit_Log entries. If Audit_Log entries exist, we must verify with the customer if they need to migrate their Fortis Audit information into DocuWare for historical reference / compliance requirements. If the answer is yes, then we recommend creating a separate DocuWare file cabinet to contain the Fortis Audit data.
Migration ProcessThis section will provide a high-level overview of the migration process to DocuWare.
Migration with Tools1) Migration Discovery2) Migration Planning3) Install / Configure DocuWare4) Run the Fortis / FortisBlue Migration Tool5) Post Migration Tool DocuWare Configuration Updates6) Verification and User Acceptance Testing7) DocuWare moved to Production
Let’s talk a little bit about step four, running the migration tool. The migration tool is self-guiding so you can just click on the tool and follow the prompts. Here is basic overview of how the migration tool will work.
1) Run a query or a browse that will return the documents you wish to migrate into DocuWare.
2) Click on the “Copy to DocuWare” Button.3) You will be prompted to provide some information about the DocuWare Cloud / On-
Premise system that we will be migrating the data to.4) Click on “Start Migration”5) Verify your Fortis Password6) The migration tool will proceed to copy your Fortis system settings (Document Types,
Fields, etc.) to a DocuWare File Cabinet. Documents and Index Data from the query results are also moved over during this process.
7) When the migration tool is complete you choose either “Next Steps” or “Open DocuWare” and the migration tool will exit.
Testing / TrainingTesting
Your goal in testing is to ensure that everything needed to be migrated to DocuWare has been successfully copied. We recommend that you use the data files generated by the System Snapshot Tool as a post-migration checklist. Below is a list of the items you should verify as completed in DocuWare and deliver to the end user as a completion of work validation
File Cabinets
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o Verify that for each Fortis / FortisBlue Database there is now a DocuWare File Cabinet.
o Verify within each File Cabinet that all of the fields from the document types have been created in the File Cabinet.
o Using Search Dialogs verify that the number of records / documents per document type in DocuWare matches the number of documents from the source system.
Dialogso Verify that there is one Search and one Store Dialog for each document
type migrated from the source system.o Verify the Search Dialogs against the list of queries from the source
system. Select Lists
o Verify for each file cabinet that a select list and all appropriate values exist for each pick list that was migrated from the source system.
Training
Partner Migration TrainingAs the time of the DocuWare 6.9 release approaches and we are able to make the software available to partners we will also be providing details about Migration training for QFP / CFBE certified partner staff.
Providing Training to End Users A vital part of any migration from Fortis / FortisBlue to DocuWare must include training the end users in the usage of DocuWare. Many of the concepts are the same but DocuWare does have a number of key differences in terminology and user interface.
Plan to spend at least a few hours with the end users to demonstrate the differences in how DocuWare can be used to Capture, Route and Retrieve documents. Let’s talk about a few examples that you might want to consider in training that you provide to customers. The outline below is an example but end user training should always be tailored to the specifics of how the customer will be using DocuWare within their organization.
Terminology Provide users a foundation of terminology, explain things like document tray, file
cabinet, store / search dialogs, etc. A basic understanding of terminology will help the rest of training go more
smoothly.
Capture DocuWare Desktop Apps
o Scano Importo DocuWare Printero Connect to Outlook
Mobile Apps
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o PaperScano DocuWare Hub
Othero MFP Integration
DW Forms
Routing Task Lists Stamps
Retrieval Search Dialogs Related Links Full Text
Integration SmartConnect
o Searcho Index
Tips & Tricks to Help Drive Adoption Align the view to look like a Fortis View Renames to Search Dialogs to replicate queries Show multiple searches at once. Document Trays like In Baskets Show Clip/Staple vs. Burst Show PaperScan
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Appendix A: Migration Quote Template
Migration Quote Template
For
<Enduser Company>
<Enduser City >
<Enduser Logo>
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Table of ContentsGeneral Information..................................................................................................................1
Goal.......................................................................................................................................1
Binding Scope of requested Services...................................................................................1
Scope of Services.....................................................................................................................2
Round Table Results.............................................................................................................2
Configuration Development...................................................................................................3
Migration Scope.................................................................................................................3
Software Requirements for Custom Programming............................................................3
Documentation...................................................................................................................3
Acceptance Test Plan........................................................................................................4
Training Plan......................................................................................................................4
Project Management.............................................................................................................6
Additional Services................................................................................................................6
Fortis / FortisBlue Forms Migration....................................................................................6
Fortis / FortisBlue PlanetPress Migration..........................................................................6
Calculation................................................................................................................................7
Project Plan – Estimated...........................................................................................................8
Order.........................................................................................................................................9
Appendix.................................................................................................................................10
List of responsible contacts for Round Table and Project Leaders.....................................10
List of responsible contacts for User Acceptance Testing..................................................10
List of Attendees for Admin / Power User Training.............................................................10
List of Attendees for User Training......................................................................................10
Project Management Group................................................................................................10
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General Information
Goal
The customer plans to migrate their <Fortis / FortisBlue> document management system to a new system based on DocuWare. To guarantee a smooth flow of planning, configuration and roll-out of the system <DocuWare Corp> will provide the following services as part of Professional Services.
Binding Scope of requested Services
1. Process Analysis for the following document types
<Insert List of Document Types for each database from System Snapshot Tool>
2. Configuration development based on an existing and approved Process Analysis including the following documents
a. Round Table Discussion Resultsb. Install Manual
i. Reconfigurationsii. Rebuiltsiii.
c. Database Triggers, Customizationi. <Programming A>ii. <DB Trigger>iii. …
3. System test and final approval based on an existing and approved user acceptance test plan
4. Training plan a. Creation of Training plans for Power Usersb. Creation of Training plans for Regular Users
5. Additional Services<Delete elements which are not applicable >
a. Fortis / FortisBlue Workflow Migrationb. Fortis / FortisBlue Forms Migrationc. Fortis / FortisBlue PlanetPress Migrationd. Other Services (please specify)
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Scope of Services
Round Table Results
During Process Analysis DocuWare evaluates the following topics for each document type listed under “Binding Scope of requested Services”
1. Source of the documentWhere is the document generated or how does it arrive at the organization. Samples are
a. Mailroomb. Faxc. Created with Accounting Package d. Created with Office-Package
2. Requested meta data for later queries3. Detailed workflow for internal processing of document4. Access Rights5. Integration of queries in 3rd-party applications6. Retention of document
The result of the evaluation is summarized as text and a graphical process.
Doc Type Capture SearchingInvoice Email & Scanning AP Invoice Query
In addition, a test plan will be defined during the Round Table Review.
Responsibility of CustomerCustomer guarantees availability of employees who can provide the required information for each document type about the current situation and the expected solution at any day of the Process Analysis. Please add the names to the list in the appendix.
In addition, customer guarantees access to at least one employee who can provide any required information about the IT infrastructure of the organization. Please add the names to the list in appendix.
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Configuration Development
Migration Scope
Based on the findings of the Round Table Discussion and System Review, the next step is to define the following details:
1. Installation of software on customer’s servers (On-Premise only)a. Distribution of DocuWare components on different physical or virtual serversb. Distribution of DocuWare databases on different database server
2. Configuration of Systema. Migration of Users
i. Users, Groups, Rolesii. Sync with user directories
b. Migration of Document Typesi. Grouping of document types to file cabinetsii. File cabinet index structureiii. Migration of all document recordsiv. Pick Lists migrated to Select Listsv. Search, Store, Info Dialogs
c. Configurations for automated tasksi. Import of Documentsii. Automatic Indexing
1. During Import2. While printing
d. Detailed description of processes configured with DocuWare Workflow Manager if applicable.
Software Requirements for Custom Programming
Software Requirements are a detailed description of software that is custom programmed to solve specific requirements of the prospect. In particular, it contains:
User-Interface, to handle user input Configuration Output of Program Logging
Documentation
For this particular project the following additional documentation is requested:
Fortis Migration Assessment Outputo Doctypes.csvo DocumentCountsByDoctype.csv
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o Picklists.csvo Folders.csvo Queries.csvo Security/Permissions Reports
Users Groups
Database Integration / Lookup Discovery (If Applicable) <add additional documentation here>
Acceptance Test Plan
For each project DocuWare generates a test plan based on the findings and current use cases. This test plan will be performed with the Customer’s designated test team. The plan defines amongst other topics items that need to be verified after the migration.
Verify that for each Fortis / FortisBlue Database there is now a DocuWare File Cabinet.
Verify within each File Cabinet that all of the fields from the document types have been created in the File Cabinet.
Using Search Dialogs verify that the number of records / documents per document type in DocuWare matches the number of documents from the source system.
Dialogso Verify that there is one Search and one Store Dialog for each document type
migrated from the source system.o Verify the Search Dialogs against the list of queries from the source system.
Select Listso Verify for each file cabinet that a select list and all appropriate values exist for
each pick list that was migrated from the source system.
Training Plan
Training Plan for Power User
A Training plan for administrator users and power users defines the content for specific training for named employees of customer to maintain a DocuWare system. Optional topics are:
Planning of file cabinets Configuration of certain DocuWare Modules
o DocuWare Printero DocuWare Importo DocuWare Barcode&Formso DocuWare SmartConnecto DocuWare Connect to Outlook/Connect to Mail
Creating Workflows with DocuWare Workflow Designer
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Responsibility of CustomerCustomer provides a binding list of attendees for admin training and guarantees that these attendees are fully available on the dates of training. This is the only way to guarantee the success of the training.
Please add the names of attendees for admin training in the amendment.
Training plan for Users
The training plan for users defines the measures to introduce a list of named users to work with DocuWare. Special emphasis of training is that different groups learn the essentials of DocuWare they need to succeed with their tasks. Ideas for groups are e.g.
Users mainly searching and processing filed documents (edit, mail, print) Users who capture and store documents Users who want to configure elements to optimize their daily work.
Possible content:
Terminologyo Provide users a foundation of terminology, explain things like document tray,
file cabinet, store / search dialogs, etc.o A basic understanding of terminology will help the rest of training go more
smoothly. Capture
o DocuWare Desktop Apps o Scano Importo DocuWare Printero Connect to Outlook
Mobile Apps o PaperScano DocuWare Hub
Othero MFP Integrationo DW Forms
Routingo Task Listso Stamps
Retrievalo Search Dialogso Related Linkso Full Text
Integrationo SmartConnect
Search Index
Configuring specific DocuWare modules
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o DocuWare Printero DocuWare Importo DocuWare Barcode&Formso DocuWare SmartConnecto DocuWare Connect to Outlook/Connect to Mail
Responsibility of Customer
Customer provides a binding list of attendees for user training and guarantees that these attendees are fully available on the dates of training. This is the only way to guarantee the success of the training.
Please add the names of attendees for user training in the amendment.
Training time is not part of this proposal and will be proposed with separate proposal based on training plan.
Project Management
As part of project management DocuWare provides reports about delivered services and current status of the project in a bi-weekly period. This report is presented, discussed and approved to and by named contacts. Please add the receivers for the report and the attendees of the presentation in the amendment.
Additional Services
Fortis / FortisBlue Workflow MigrationCustomers migrating from Fortis / FortisBlue to DocuWare that are using any of the workflow products available for Fortis / FortisBlue will need to have those workflows migrated to DocuWare. A Workflow migration starts with a Process Analysis of the existing workflows and follows the process of planning, configuring and testing new workflows in DocuWare.
Fortis / FortisBlue Forms MigrationCustomers migration from Fortis / FortisBlue to DocuWare that are using the Forms product (FormIt) will need to have those forms migrated to DocuWare. Forms Migration starts with a Process Analysis of the existing forms and follows the process of planning, configuring and testing the new forms in DocuWare.
Fortis / FortisBlue PlanetPress MigrationCustomers’ migration from Fortis / FortisBlue to DocuWare that are using PlanetPress will need to have those PlanetPress jobs migrated to DocuWare. PlanetPress Migration starts with a Process Analysis of the existing jobs and follows the process of planning, configuring and testing the new PlanetPress configurations in DocuWare.
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CalculationMigration Task Baseline Estimate CalculationFortis / FortisBlue Upgrade to Current Version
1 hour / version upgrade. If customer is on Fortis 2.5.0 then upgrade 2.6.0, 2.7.0, 2.8.0, 6.8.0 and 6.9.0
5 versions = 5 hours
Install DocuWare On-Premise / Configure DocuWare Cloud
4 hours (can extend to 8 hours for more complex systems)
4 hours
# of Fortis / FortisBlue Databases: 1
4 hours / database which includes creation of DocuWare File Cabinet + Fields, Select Lists, Search / Store Dialogs and Basic Permissions
1 X 4 = 4 Hours
Total number of documents stored in current system: 100k
*Baseline Throughput is calculated @ 10k documents / hour total for export and import
100k / 10k = 10 Hours (machine time estimate 25% for human interaction) = 3 Hours
Workflow Processes: 1 8 hours / process (may need to adjust based on complexity)
8 Hours
User Training Customize based on DocuWare modules being used
4 Hours
Total Number of Hours 28.0 HoursPS Hourly Rate $150Migration Price Estimate $4200
Process Analysis / Discovery: $1,200.00
Sub total: $ 4,200.00
All topics listed under Process Analysis, Configuration and Project management (if applicable) are offered on a price of
Process Analysis on Premise/Conference Call (x days) Process Analysis Documentation Presentation and approval of process analysis via conference call Configuration Development Presentation and approval of configuration development via conference call Installation and Configuration (on-Premise/Remote) Test and approval based on test plan (on-Premise/Remote) Training
Services Total: $ 5,600.00
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Product Support Total (From License Calc) $ To Be Calc
Project Plan – EstimatedDates to be confirmed during project kick-off call. The individual steps are executed based on the following process flow
04/0
4/20
16
04/0
5/20
16
04/0
6/20
16
04/0
7/20
16
04/0
8/20
16
04/1
1/20
16
04/1
2/20
16
04/1
3/20
16
04/1
4/20
16
04/1
5/20
16
04/1
8/20
16
04/1
9/20
16
04/2
0/20
16
04/2
1/20
16
04/2
2/20
16
04/2
3/20
16
Migration AssessmentMigration Estimate QuoteProcess Analysis Fine tuning process analysis and final approvalConfiguration development Implementation Testing Training Production
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Order
Hereby Customer orders the services listed in SoW-Nr <Insert project number> for a total of <add the total here> accepting the terms and conditions listed in this SoW.
<company Name of customer>
Order number of customer: ________________________________
Date, City
___________________________________________________
(Signature)
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AppendixList of responsible contacts for Round Table and Project Leaders
Name Function/Title Doctypes/Department
List of responsible contacts for User Acceptance Testing
Name Function/Title Doctypes/Department
List of Attendees for Admin / Power User Training
Name Function/Title
List of Attendees for User Training
Focus Name Title/RoleSearch and Edit
Capture and Store
Basic-Configuration
Project Management Group
Name Report Conference Call
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