for Procurement of Digital Document Infrastructure · PDF fileProcurement of Digital Document...

Draft Statement of Work for

Procurement of Digital Document Infrastructure

Prepared for

University of Alaska

By

IMERGE Consulting

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Table of Contents 1 Overview ............................................................................................. 4

1.1 Executive Summary ...................................................................................... 4

1.2 Procurement Process .................................................................................... 4

1.3 Open Issues in Statement of Work ............................................................ 5

1.4 Draft Statement of Work Structure ........................................................... 5

2 Draft Statement of Work: Overview of Current Situation ......... 6

2.1 University Overview ...................................................................................... 6

2.2 Information Technology Overview ............................................................. 6

2.3 Statewide ........................................................................................................ 6

2.3.1 Current State .......................................................................................... 6

Server Platforms ............................................................................................... 6

Desktop Platforms ............................................................................................ 6

Network .............................................................................................................. 6

Internet............................................................................................................... 7

Legacy Applications .......................................................................................... 7

2.4 Academic Campuses ..................................................................................... 9

2.4.1 Current State .......................................................................................... 9

Server Platforms ............................................................................................... 9

Desktop Platforms ............................................................................................ 9

Network .............................................................................................................. 9

Internet............................................................................................................... 9

Electronic Mail.................................................................................................... 9

Legacy Applications .......................................................................................... 9

2.5 Project Overview ......................................................................................... 10

2.5.1 Timeframes ........................................................................................... 10

3 Draft Statement of Work: Scope of Services ............................. 11

Software................................................................................................................... 11

Hardware ................................................................................................................. 12

Services ................................................................................................................... 12

PROPOSAL FORMAT INSTRUCTIONS ........................................... 13

4 Draft Statement of Work: Professional Information................. 14

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4.1 Company Information................................................................................. 14

4.2 Proposed Team ............................................................................................ 14

4.3 References .................................................................................................... 14

5 Draft Statement of Work: Functional Requirements ................ 15

General System Requirements...................................................................... 18

Imaging.................................................................................................................. 20

Electronic Document Management .............................................................. 24

Records Management ....................................................................................... 25

Workflow ............................................................................................................... 27

System Management......................................................................................... 31

Security .................................................................................................................. 33

Compliance ........................................................................................................... 33

Hardware ............................................................................................................... 34

Services.................................................................................................................. 35

Installation........................................................................................................ 35

Integrations and Custom Applications ................................................... 36

Technical Support ........................................................................................... 36

Training and Documentation ...................................................................... 37

Warranties and Maintenance ..................................................................... 37

6 Draft Statement of Work: Pricing................................................. 39

Pricing..................................................................................................................... 39

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1 Overview 1.1 Executive Summary Over the past few years, the University of Alaska has encountered a number of problems due to the lack of an organized record management program. UAF was criticized in its last accreditation report regarding its maintenance of historic academic records. UAS barely avoided the flooding of its document “vault” several years ago. Statewide’s microfilming operation and document storage areas are not able to meet the demand for processing HR and other records. In addition to the observed problems, as the University continues to implement electronic solutions, such as Banner, web portals and process automation, the potential benefits of using and managing documents in digital form has become apparent. This document contains a draft for the Statement of Work section of an RFP to procure digital document technology to build an infrastructure that may be used to address these and other needs.

1.2 Procurement Process This Statement of Work is structured with the following assumptions about the future procurement:

1. No need to replace Quest Vista Plus as the ERM solution. 2. Open vendor shoot-off

It permits the comparison of other solutions with opting for Laserfiche or Documentum, each of which the University already has some licenses for.

3. That, since the deployment of SCT Workflow has not begun, vendors may opt to recommend a replacement that fits better with the document repository.

4. The University will purchase and install any hardware; the vendor will install any software, and configure the first application (Admissions).

The University will need to review this document, and make any changes it deems appropriate to the Mandatory / Optional designations. The procurement selection team should include representation from the following areas:

• Several Academic and Research Centers

• Enrollment Management: Admissions and Financial Aid

• Finance

• Grants Management (Office of Sponsored Programs)

• Human Resources

• ITS: Banner Support and Networking

• Records Management

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A lead individual should be designated and chartered to take responsibility for managing the procurement effort. This is a strategic infrastructure procurement, with a number of features listed that will not initially be required, and there are options for vendors to use or replace existing University licenses. Therefore, the University should expect this procurement to be involved and challenging. Comparing the responses will require several weeks of focused attention by the selection committee.

1.3 Open Issues in Statement of Work The following items are incomplete in the statement of work as provided, and will need to be resolved by the University before it issues an RFP:

1. Whether it should implement one or two digital document repositories. 2. The number of seats to be enabled for each implementation phase. 3. Whether or not to procure hardware as a part of the RFP or separately, and

who should install the new hardware.

1.4 Draft Statement of Work Structure The Statement of Work that follows is broken into the following sections:

• Overview of Current Situation This section states the current technology, and the problems being addressed by the procurement.

• Scope of Services Requested This section provides an overview of what is expected from the vendor. It is intended to enlighten the checklist in the functional requirements.

• Response: o Professional Information

Information about the bidder and the vendors he is proposing. o Functional Requirements

Detailed feature requirements (both optional and required) for proposed solutions.

o Pricing Cost information.

The University will want to make a number of documents available on the internet for bidders to review, including appropriate Banner and SCT Workflow documentation, and University LAN and WAN details.

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2 Draft Statement of Work: Overview of Current Situation 2.1 University Overview The University of Alaska comprises all public undergraduate and graduate schools within the state. The University is organized into four units: Three major administrative units (MAUs) and statewide administration. The three MAUs are Fairbanks, Anchorage and Southeast (Juneau). Each MAU consists of a major campus and a number of smaller remote campuses. More details may be found by examining the University’s internet site at (http://www.alaska.edu ). The University operates in a highly distributed manner, with statewide administration providing central services and acting to coordinate similar activities across the system.

2.2 Information Technology Overview The following is a brief review of the technologies and systems in use within the University of Alaska organization.

2.3 Statewide

2.3.1 Current State

Server Platforms The current primary server platform for statewide production systems is HP Tru64 running on HP Alpha machines (Digital Equipment legacies). The target server platform for transitioning statewide systems over the next five years is HP/UX running on HP Itanium servers. Oracle is used by all of the enterprise systems and would be the preferred database for any new applications. The Arctic Region Supercomputing Center operates several supercomputers located in the Butrovich building in Fairbanks. The ARSC systems are used for funded research projects. Access to these systems is through the system LANs and WANs.

Desktop Platforms A variety of Windows on Intel PCs and Apple MacIntosh computers are in use. There is no organized plan for replacement of desktop systems; therefore, a broad range of desktop capability must be supported.

Network The internal network uses TCP/IP and related protocols. Access is provided using 802.11b wireless connections and switched wired connections at either 100 or 10 megabits per second that are run to selected desktops. Two different wireless networks are deployed – one for general usage which does not have encryption, and a second which uses 128 bit WEP. The University WAN uses Fairbanks as a hub. The major campuses of the University – Anchorage, Fairbanks, and Juneau – are connected by OC-3 WAN links. Frame relay

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http://www.alaska.edu/

fractional T1 links running approximately 786K bits per second are used to connect to remote campuses. SUN LDAP is used for directory services by applications that can support it. A unified directory is being developed.

Internet All campuses connect to the Internet through a connection to the WAN hub in Fairbanks.

Legacy Applications A large number of applications are in use by the University. The following list highlights the major solutions that may require integration to a digital document repository, or impact the solution choosen.

Banner The University deployed SCT Banner as a systemwide solution in 1996, and has added modules since that time. Banner now handles admissions, course registration, billing, academic records, and all internal financial activities. Access to Banner is provided through Citrix remote terminal software. Banner is fed by other internal systems, such as the UAA Gradelink system. Banner transaction workflow, QuickFlow, has been purchased but not implemented.

Vista Plus The University is using the Quest Vista Plus 4.3 ERM system to store and manage reports from the Banner system. This has reduced the need to print and distribute paper reports, and provided end-users with the ability to selectively print reports when needed. After a certain number of days reports are compressed using ZIP algorithms and then backed up to tape. The University is considering upgrading to Release 5, which uses a new Java-based interface. The principal users of Vista Plus are Human Resources and Finance.

Financial Edge™ and Raiser’s Edge® The UA Foundation and the various Development offices use Blackbaud Financial Edge™ and The Raiser’s Edge® to manage their activities and funds. Information is manually transferred from these systems to Banner.

Risk Management Database The Risk Management department uses a homegrown application based upon RBASE and Visual Basic, which generates reports in Microsoft Excel format.

LANDVIEW Land Management is using a custom built and outside hosted application called LandView to store its documentation (primarily Adobe Illustrator files).

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Pathlore Corporate Programs is using the Pathlore Learning Management System to manage professional and continuing education records.

EMAS EMAS™ Pro from Educational Systems, Inc is being used to manage recruitment efforts.

ELM All campus Financial Aid departments use ELM Resources to automate Federal Family Education Loan Program (FFELP) and private loan processing through the Internet.

eVision FormFusion FormFusion has been purchased but not implemented as a tool to reformat Banner reports.

Web Portal The University has applied the SCT Banner Web product to support its’ first generation web portal, UA Online. This is being used to permit a number of self-service functions under a secure area (“Wolflink”) which include online registration and grade checks. The other functions of UAOnline are:

Apply for Admissions Distributed Education Gateway Financial Aid Info Information for Tax Credit (1098T) Transcript Requests Transfer Credit Resource Site Campus List Employment Opportunities Student Feedback Employee Feedback

Statewide has just begun deployment of SCT Luminis as a part of the MyUA portal project, which is intended to wrap UA Online functions and other capabilities into a single, user-manageable interface to information.

Web Content Management Statewide is currently using Roxen™ CMS to support the UA Online project. The SCT Luminis product, which has been selected for the MyUA project, contains licensed components of Documentum’s Documentum 5 ECM™ platform for web

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content management. The University has an enterprise license for Luminis. The MyUA team plans to deploy this component late in their project schedule (late 2005).

Workflow The University has an enterprise license for the SCT workflow product, and is currently attempting to pilot automation of several administrative processes.

2.4 Academic Campuses

2.4.1 Current State

Server Platforms Servers are a variety of platforms, with the majority appearing to be Microsoft Windows, Intel architecture based.

Desktop Platforms Desktops are a mixture of both Microsoft Windows and Apple Macintosh systems, with a variety of hardware and chip generations.

Network The UAF LAN is described as operating at its limits, with occasional outages. All campuses raised bandwidth to their remote campuses as a problem. One of the explanations given was the increasing use of streaming video for remote learning.

Internet This is covered as a part of the Statewide review. All campuses are finding increasing Internet usage due to student downloads and access to streaming media.

Electronic Mail A variety of electronic mail servers are being used by the campuses. In some cases, multiple servers are in use within one campus. Most implementations are using Microsoft Exchange. There is no consistent electronic mail naming convention.

Legacy Applications

LaserFiche (UAA) The Anchorage campus has deployed a small LaserFiche imaging system to handle Admissions related paperwork. The system has licenses for 25 full function stations, and 15 simultaneous viewers. It runs on a Microsoft Windows 2000 server using a Microsoft SQL Server database. The server has 36 gigabytes of RAID 5 storage, which is about ½ filled with 150 thousand pages. If this system continues to be a part of the University’s digital infrastructure, several tasks will need to be performed.

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Gradelink (UAA) Currently, UAA uses the Gradelink web-based online grading system to collect grades from instructors. Grades are submitted on optical mark sense (OMR) forms and read using recognition software. The grades are then fed electronically into the systemwide Banner system. Gradelink operates on a Microsoft Windows™ platform.

Web Portal Most campuses, large or small, design and operate their own web site. These web sites are independently managed, and use different server products. Often, these sites act as front-ends to common functions, such as the distance learning system, UAOnline, and Wolflink.

Collaboration Tools Anchorage provides a web site called UAAOnline to provide access to Blackboard for distance learners.

2.5 Project Overview The University of Alaska wishes to establish a strategic partnership with a vendor for its digital document needs. The initial focus will be on document imaging, with later attention on process automation and web content management. The implementation of products will be completed in four major phases: Phase 1 will involve enhancing the Enrollment process, including Admissions and Financial Aid, with scanning and electronic folders. As a future step, workflow will be added to automate the review process. Phase 2 will address automation of the research grants and contracts processes. Phase 3 will address automation of a number of University-wide approval processes, including Accounts Payable, Human Resources functions, and Expense Reimbursement. Phase 4 will use the base of digital document technology to permit departmental solutions to be implemented as deemed appropriate. In parallel, the University is initiating a formal records management program. Records added to the new system will have retention assigned, and it is expected that it will permit their monitoring and control. This solution should allow us to meet regulatory requirements for record retention and scale for future growth.

2.5.1 Timeframes Phase 1 is expected to start within one month of vendor selection, and take no longer than three months. The entire rollout is expected to span a period of at least three years.

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3 Draft Statement of Work: Scope of Services The procurement and implementation of an integrated electronic document management system, referred to in this document as the “Proposed System”, encompasses the scope of services for this RFP. Functionality desired as a result of this acquisition includes the requirements outlined below and as defined in the Functional Requirements table. Since the University is intending to pick a strategic vendor for the construction over time of a digital document technology infrastructure, a number of features are listed which will not initially be procured. Software

• Imaging The University needs to support a range of scanning options, including different densities and document sizes. The vendor should identify the image enhancement capabilities of the capture systems. While most documents are black and white and 8 ½ inches by 11 inches in size, it must be able to:

Capture photographs,

Capture documents that are not black on white, and

Scan documents sized between 8 ½ inches to 14 inches and slips smaller than a standard check.

The University needs to retain and access student records and documents for the life of the institution. Therefore, the solution proposed should support the generation of archival film, either through a connected device or the use of an outside service bureau. The entire system should be integrated with the University’s technology infrastructure in the following ways:

• Users should only need to supply a single logon once to access systems.

• SCT Banner screens should be image enabled, so that a function key will provide access to the relevant stored images. The solution may not require changes to the Banner user interface or screens.

• Document capture should validate against Banner data.

• Electronic Document Management The University would like to use the proposed solution to store desktop files, such as those produced by word processing, spreadsheet, and graphics tools.

• Workflow

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The University’s current expectation is to continue to use its enterprise license of SCT Workflow, which is a stand-alone product. A vendor may propose a replacement product, but it should be priced separately, and a case presented for replacing it. In addition, a solution for integration of the alternate with SCT Banner should be presented.

• Enterprise Report Management The University’s current expectation is to continue using Quest Vista Plus for its print management and ERM needs. No current requirement is observed to link Vista Plus with any of the digital document infrastructure. A vendor may propose a replacement product, but it should be priced separately, and a case presented for replacing Vista Plus.

Hardware

• The University is currently planning to procure all hardware separately from this RFP. Provide hardware (or specifications for hardware) for all necessary components including, but not limited to, the following:

• Desktops, both MS Windows and Apple Macintoshes (specifications only)

• Server(s) (specifications only)

• Scanners

• Other hardware identified by the vendor Services

• Perform setup of the Proposed System (software and hardware), and configuration of the first applications.

• Possibly provide system integration with Banner.

• Train selected staff on all aspects of the system from end-user to system administration functions.

• Provide customized documentation.

• Provide on-going support services.

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PROPOSAL FORMAT INSTRUCTIONS Proposers must follow the following format for their responses, or risk being deemed unresponsive, and their proposal rejected. Submissions should be on 8 ½ x 11 inch paper, single sided, and all pages should be bound or fastened to prevent pages from being lost. Please use a single font in 12 pt size for all text.

• The professional section of the response, which covers vendor information, staffing, and references.

• The technical section of the response should be arranged as follows:

1) Narrative description of the proposed solution (please limit this to no more than three pages)

2) Response to the Functional Requirements, in the order supplied below.

• The Pricing section

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4 Draft Statement of Work: Professional Information 4.1 Company Information Please provide the following information on your company:

• Legal structure and ownership.

• Senior Management.

• History, including years in business, and predecessor companies or names.

• Financial status (D&B number or other credit history).

• Information on all proposed products and their vendors: o Years in Business o Years product has been available

4.2 Proposed Team Please identify the staff you are proposing to install, configure and train University staff. Provide resumes for each individual, and specific experience relevant to this project. Describe project organization, and

4.3 References Provide at least three references for projects of similar size and duration. Please indicate your experience with serving institutions of higher education.

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5 Draft Statement of Work: Functional Requirements Proposers will answer the following requirements in sequence, providing the section and item number with each response. The table format given is not required. Each answer should start with one of the following responses:

Yes - The proposed system currently meets all the requirements of the section and is included in the proposed system, at the proposed cost. Note: It is not acceptable for the vendor to answer “Yes” to a specification when the functionality exists only in a product currently in development. It is expected that any yes answer will be functionality currently installed and running at an agency where a site visit could be performed. No - The proposed system does not currently meet all of the requirements of the section, the non-complying functionality is not included in the proposed solution, and the vendor does not anticipate development to address this requirement. User = The user can provide this functionality using commercially available tools, or tools proposed. The tool and configuration settings required to provide the functionality must be described. Alternate (Alt) - The proposed system meets the intent of the section but does not accomplish it in the same manner as it has been described. Provide a description of the method in the “Description” column for accomplishing the requirement. If necessary, attach a separate addendum (with the appropriate line reference from the spreadsheet) to the end of the section explaining in detail how their product meets the intent of the requirement. Modification Required (MR) - The proposed system does not currently meet all the requirements of the section, but the vendor will address the requirement through new development. When using this answer the vendor is committing to deliver the function as a part of this project (i.e. it is required for final acceptance). If the vendor is charging the participating agencies for developing this functionality the additional cost shall be clearly stated in a pricing proposal. (F) – A planned and scheduled future release of the product will provide this functionality. The announced release date, any additional charge to obtain the feature and costs for additional items required for the function must be provided. If mentioned in the quote, delivery of the functionality will become a contractual obligation if the proposal is accepted.

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The response should be followed by a description of how the requirement is satisfied. There must be an answer supplied in both the “Response” and “Description” entries for each line item.

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Item Numbers followed by an “M” are mandatory requirements; responses which do not provide the feature are not acceptable. Those followed by an “O” are optional; responses which do not support the feature are acceptable. Response Key (As explained above): Y = This feature is provided. N = This feature is not provided. U = The proposed user tools can be used to include this feature. A = Alternative method proposed to satisfy requirement. F = There is a future plan to provide this feature - include and note anticipated release date. M = Modification would be required at an additional cost. Costs, itemized per customization, must be provided in the cost proposal. Comments: Add short comments in this column indicating how the requirement will be met. Extended comments may cross reference additional documentation. Cross referenced material must be clearly identified or it will not be considered in your response.

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Requirement Response (Y,N,U,A,F, or M)

Comments (Response required for all entries except “N”)

1. General System Requirements 1.1. M System Architecture 1.2. M Required supporting software or operating

system features

1.3. M System is compatible with the existing University network and operating systems. Please describe the recommended operating system.

1.4. M System uses a database compatible with University infrastructure. Oracle is preferred. Specify product recommended and versions

1.5. M Specify storage required, divided by software, database, and document storage.

1.6. M System can grow from ?? users to ???? users? How?

1.7. M System can grow from 100,000 documents to millions? How?

1.8. M Describe desktop environments supported. 1.9. M System supports MS Windows, Apple

Macintosh, and Citrix clients.

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1.10. M Standard TIFF Version 6, multi-page image format with CCITT G4 Facsimile compression must be used. Vendor will discuss variances from this standard. TIFF must be viewable in standard windows and web TIFF viewers.

1.11. M Scanned document image storage, retrieval and backup must be tightly controlled by the Proposed System. Describe how your solution manages images, the ability of the image files to be manipulated with standard operating system tools and the backup method controlled by the system.

1.12. M System integrates with Sun Directory Services or LDAP to provide single logon.

1.13. M System integrates with SCT Banner screens. 1.14. M System is easy to configure and administer. 1.15. M System provides support for image to film. 1.16. M List any other products required for desired

functionality.

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2. Imaging

2.1. General Features

2.1.1. M Has hierarchical storage support.

2.1.2. M Holds enough media to hold 2 years of documents online.

2.1.3. M Supports the generation of archival film

2.1.4. M The system must support centralized and distributed scanning and centralized and distributed indexing in any combination.

2.2. Document Capture - Centralized

2.2.1. M Solution permits scanning of documents sized up to 8 ½ x 14 inch.

2.2.2. M Solution permits scanning of double sided documents.

2.2.3. M Solution permits scanning of photographs.

2.2.4. M Solution validates index information against Banner data.

2.2.5. M Solution permits scanning of E size drawings

2.2.6. M Capture application must allow the user to perform image QC with visual verification of

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each page of each document image

2.2.7. M Scanning controls must be accessible to users through the capture application software for any manual adjustments that may be necessary, such as deskew, despeckle, removal of borders, contrast, brightness, etc.

2.2.8. M Capture application must provide ability to delete, re-scan and replace poor quality images and missing pages

2.2.9. M Capture must provide ability to sight verify index values and be able to easily make changes if necessary

2.2.10. M Capture must support a variety of document scanners including flatbed, automatic feed, high-speed duplex scanners, and large format scanners from multiple manufacturers.

2.2.11. M Capture supports document and batch separator pages, bar code recognition?

2.2.12. M Capture supports forms recognition and OCR?

2.3. Document Capture - Distributed

2.3.1. M Solution permits scanning of documents sized up to 8 ½ x 14 inch.

2.3.2. M Solution permits scanning of double sided

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documents.

2.3.3. M Solution permits scanning of photographs.

2.3.4. M Solution validates index information against Banner data.

2.3.5. M Solution permits scanning of E size drawings

2.3.6. M Capture application must allow the user to perform image QC with visual verification of each page of each document image

2.3.7. M Capture application must provide ability to delete, re-scan and replace poor quality images and missing pages

2.3.8. M System must provide ability to sight verify index values and be able to easily make changes if necessary

2.3.9. M System must support a variety of document scanners including flatbed, automatic feed, high-speed duplex scanners, and large format scanners from multiple manufacturers.

2.4. Facsimile

2.4.1. O Permits capture of Facsimiles

2.4.2. O Permits entry of facsimiles into capture

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recognition and indexing stream.

2.5. Image Viewers

2.5.1. List desktop environments Viewer is provided for. (MS Windows, Macintosh, Linux, Web, Citrix)

2.5.2. M Viewer accepts TIFF images of any size.

2.5.3. M Viewer permits image size and rotation adjustments.

2.5.4. M Viewer permits image annotation

2.5.5. M Viewer supports independent annotations, with individual security.

2.5.6. Describe any features not available in all viewer environments

2.5.7. M Viewer accepts Desktop application files. Please list applications supported.

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3. Electronic Document Management 3.1. O Integrates with current releases of Microsoft and

Netscape web browsers.

3.2. M Permits definition of document classes with different sets of indices.

3.3. M List desktop applications that are supported. 3.4. M List desktop applications that are integrated. 3.5. O Supports versioning of documents. 3.6. O Supports automatic archive and/ or destruction

of older versions

3.7. O Provides document level security. 3.8. M Provides folders. 3.9. Search capabilities (applies to both Desktop

application files and Images)

3.9.1. M By any index or Boolean combination of indices. 3.9.2. M Allows wildcards in searches 3.9.3. O Supports text search 3.9.4. O Supports text search of images. 3.9.5. O Supports mixed search (indices and content) 3.9.6. M Supports saving queries and reusing them.

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4. Records Management 4.1. M The system should support records

management functions (e.g.: prohibit editing on defined documents). Describe.

4.2. M Describe what algorithms are available in your product to intelligently identify and enforce our record retention policies.

4.3. M Does your record management solution require the managed records be moved into your repository?

4.4. M Describe the tools provided for maintaining retention schedules, applying and removing holds, producing destruction lists and initiating a destruction cycle.

4.5. M Can your record management solution manage records kept in other systems?

4.6. M What reports are provided to the records management staff?

4.7. O Explain how your product supports the retention and lifecycle management of email as a business record.

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4.8. O What tools do you have to separate email spam from true business records. Please relate to above.

4.9. M How does your company keep pace with upcoming regulatory changes?

4.10. O Does your product support the management of paper documents as well as electronic?

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5. Workflow 5.1. If New Product being recommended 5.1.1. O Is a separate workflow product provided? Is it

needed? Can it be used for more than information capture?

5.1.2. M Does the workflow use the same security system as the document and image system?

5.1.3. M Does the workflow support assignments to a group?

5.1.4. M Does the workflow support parallel processing tracks (split and join)?

5.1.5. M Does it support flexible voting (one to all)? 5.1.6. M Does the workflow support reassignment of

tasks by authorized individuals?

5.1.7. M Does the workflow support deadlines? 5.1.8. M Is the workflow linked to the document/image

system?

5.1.9. O Does the workflow system support email notifications?

5.1.10. M What reports does the workflow system supply? Are custom reports possible?

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5.1.11. M How is the workflow system administered? 5.1.12. M Describe the process of creating a workflow. 5.2. If SCT Banner workflow being proposed 5.2.1. M How do you propose integrating your document

repository with the Banner workflow product?

5.2.2. M What limitations would a workflow user have in terms of adding, viewing, annotating or removing repository documents to/from a workflow instance?

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6. Collaboration

6.1. O UA would utilize collaboration functionality, such as whiteboarding, message boards, and document sharing, potentially throughout the enterprise. While this is envisioned as technology useful for collaboration with outside groups, it is viewed as key for easing the challenges of a geographically distributed organization. Describe the range of options available.

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7. Integration

7.1. M What Application Programming Interfaces do you supply? Are they open API?

7.2. M What fees might be involved in obtaining development kits, use licenses, appropriate training?

7.3. M What training is available for custom development?

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8. System Management 8.1. Administration & Maintenance 8.1.1. O System Administration may be performed from

Administrator’s desktop MS Windows, Apple Macintosh, Linux?

8.1.2. M System provides the ability to monitor performance. Please describe.

8.1.3. M System performance may be adjusted. Please describe.

8.1.4. O Configuration changes are permitted while system is active

8.1.5. M Describe System Backup and Restore Processes

8.1.6. M Describe how software patches and new releases are applied. Does the system need to be shutdown?

8.2. Application Creation 8.2.1. M Describe how a new library is implemented. 8.2.2. M Describe how new document classes are

implemented.

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8.2.3. M Describe how document classes may be modified?

8.3. Reporting 8.3.1. M Reports are provided with the system. Please

describe.

8.3.2. M System has custom reporting features. Please describe.

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9. Security 9.1. M Product integrates with LDAP 9.2. M Product provides access security. Describe in

detail.

9.3. M Does the product provide user and group security?

9.4. M Can functions be restricted by user and group? 9.5. M Is there one security system for all parts of the

solution?

9.6. O Can security be applied to individual documents?

9.7. O Can security be applied to individual folders? 9.8. O Can security be applied to a folder hierarchy? 9.9. M Can a user or group be excluded from seeing a

document or folder?

10. Compliance 10.1. M Solution complies with FERPA. 10.2. M Solution complies with HIPAA?

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Hardware Recommendation (make/model) or Technical Specification

Provide a recommendation for hardware or hardware specifications for all necessary components:

1 M Desktops (specifications only)

2 M Server(s) (specifications only)

3 M Document Scanners

3.1 High Quantity

3.2 Distributed

3.3 Casual

4 M Other hardware identified by the vendor

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Services Comment 1. Installation 1.1. M The successful vendor must assume the major

responsibility for installing all software components of the system. University personnel may assist in the installation, but ultimately the successful vendor is responsible. The vendor shall assist University in planning the details of installation.

1.2. M System installation will be considered complete only after the system has passed acceptance testing by the University. Acceptance tests include testing all requirements reported in the vendor’s proposal, contract and published specifications.

1.3. M Provide a draft implementation plan for this solution.

1.4. M Provide a list of proposer’s personnel who would be involved in the procurement, their expected roles, and their resumes.

1.5. M Describe the University resources expected to implement the solution.

1.6. M Provide three references for whom you have completed implementation of a similar solution in the past three years.

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2. Integrations and Custom Applications 2.1. M Provide details of integration between Banner

and imaging.

2.2. M Provide details of integration between workflow and document repository.

2.3. M Provide details of capture validation data implementation.

3. Technical Support 3.1. M Indicate length of terms of the support services

3.2. M Provide details on level of support provided

3.3. M Indicate hours of support

3.4. M For each proposed component, specify if subcontractors or business partners will perform support services.

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4. Training and Documentation 4.1. M What vendor classes are available (provide

descriptions), at what locations and on what schedule for the next twelve months? What are the prices?

4.2. M What on-site training can the vendor provide? What would be the cost, maximum class size and resource requirements from the University for these classes?

4.3. M The University will expect the vendor to train its IT administrative staff, and assist its training department in the development of end-user training classes.

4.4. M Vendor is to provide customized training documentation in paper and electronic format for University to reproduce as needed.

5. Warranties and Maintenance 5.1. M For each proposed component, specify if

subcontractors or business partners will perform warranty and maintenance services.

5.2. M Provide detail on warranty coverage periods and coverages for all software and hardware.

5.3. M Describe the policy for upgrades to all software, the upgrade approach, and estimated release dates for such upgrades.

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5.4. M Describe the maintenance contract. Will it be provided through the proposing vendor, single third party or multiple sources?

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6 Draft Statement of Work: Pricing Pricing Guidelines: 1 If you are bidding either Laserfiche or Documentum products, please provide only the incremental costs to the

University. 2 Please provide information for enterprise licensing or quantity discounts, and how the initial phase 1 purchases will be

credited in such an arrangement. 3 Under each Item, please itemize the costs for every distinct product being proposed. For example, under Document

Capture, indicate the different products that are being offered for Centralized, Distributed, and Casual Use; under Image Repository, indicate server, named seats and simultaneous access pricing.

Pricing (Please note any licenses or products needed but not included)

Item PriceCore Imaging System

Image Repository

Records Management

Workflow (if being proposed)

Document Capture Solution

Hardware (estimate)

Custom Development

Maintenance and Product Upgrade Assurance

Year One

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Pricing (Please note any licenses or products needed but not included)

Item PriceYears Two through Five

Services

Implementation

Training

Support

Image Enabling Seats

Initial 35 seats

Expansion to 300 seats within 2 years

Maintenance and Product Upgrade Assurance for Seats

Year One

Years Two through Five

Describe any leasing options for your solution

Date post:	17-Mar-2018
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