Request for Information Document Management System

Transcription

1 Mohave Community..., College Request for Information Document Management System RFI October 5, 2015 Submissions are due by November 16, :00 PM (Arizona Time) Submissions shall be submitted to: Mohave Community College President's Office - Amy Curley Building J agerson Ave. Kingman, AZ 86409

2 Table of Contents Mohave Community College Overview RFI Objectives Summary of this RFI Who May Respond How to Respond RFI Response Contact Format of RFI Responses Copyrighted Material Reimbursement Questions Regarding this RFI Review Process Clarification RFI Response Presentations and Demonstrations Schedule Business Requirements Company Background Experience Technical Questions

3 Mohave Community College Overview Mohave Community College (MCC) is a comprehensive community college serving more than 13,000 students each year. It serves the northwest portion of the State of Arizona and its neighboring communities in California, Nevada and Utah. Mohave Community College has campuses in Kingman, Lake Havasu City, Bullhead City and Colorado City, and an extensive distance education program - MCC-Online. The college offers programs that provide students with the skills, training and education they need for rewarding careers, and the academic foundation to go on to a university for a bachelor's degree and higher. Mohave Community College strives to meet the growing workforce needs of business and industry and to provide opportunities for small business development. RFI Objectives To review the Document Management Systems that are available and find the best OMS for Mohave Community College. Summary of this RFI Mohave Community College is seeking information regarding the migration from our current OMS (Nolij) to an alternative one, and the features that might be available in said system. Who May Respond Responses from firms in industry with practical knowledge of Document Management Systems are welcome. How to Respond One electronic (flash drive I memory stick) along with (1) original and three (3) copies ofthe RFI should be submitted. The outside ofthe package must clearly indicate "RFI I Document Management System" and the name of the Proposer. All RFI's must be submitted in sealed packages and must be delivered to the address below: Mohave Community College President's Office- Amy Curley Building Jagerson Ave. Kingman, AZ Responses to this RFI must be received no later than November 16, 2015 at 4:00pm (Arizona Time).

4 RFI Response Contact Firms responding to the RFI shall designate a single contact within that company for receipt of all subsequent information regarding this RFI and any future RFP that may be released. Format of RFI Responses The following outline is offered to assist in the development of your response. You should include: A cover letter-- the cover letter should include a brief summary of your response. The response itself, covering any or all of the areas of information requested by this RFI. Any other supporting documentation. Although MCC does not limit the size of responses, you are asked to consider that MCC will rely upon staff with limited time availability to review these responses. In order to assure that your response receives the attention it deserves, you are asked to consider limiting the size of your response (not counting any supporting documentation) to approximately 25 pages. Copyrighted Material All responses received will be kept confidential by Mohave Community College staff unless prior permission is received from vendor to treat as a public document. Reimbursement Mohave Community College will not reimburse submitters for any costs in conjunction with their responses to this RFI. Questions Regarding this RFI Any technical questions regarding this RFI should be ed to the attention of: Christine Van Vleet, Director of Procurement CVanVIeet@Mohave.edu Please have all questions sent by October 19, 2015, 4:30 pm (Arizona Time). Review Process Mohave Community College's Rfls are issued with the intent to obtain information which may be used in the preparation of future RFP's. Clarification The reviewing group may seek further clarification on any of RFI information provided. This clarification may be requested by phone or . RFI Response Presentations and Demonstrations After reviewing RFI's, the Information Technology Group (ltg) may invite RFI respondents to demonstrate their product.

5 Schedule The following schedule represents dates that respondents should use for planning purposes. Respondents will be notified of any schedule changes via . Date 2014 October 5, 2015 Event Send out RFis October 19, 2015 Deadline for questions 4:30 PM (AZ TIME) Christine Van Vleet- Director of Procurement October 26, 2015 November 16, 2015 Responses to questions ( ed) RFI to be submitted to: Mohave Community College Office of the President Building Jagerson Ave. Kingman, AZ Business Requirements Provide a response for each of the requirements below: 1. Company Background 1.1 Provide a brief profile of your company 1.2 Provide a brief description of your products and services 1.3 When was your DMS first released on the market 1.4 When was your last DMS upgrade/update 2. Experience 2.1 How many independent installations of your DMS do you host or are installed worldwide? 2.2 Roughly, how many colleges currently use your DMS 2.3 Is the DMS you are proposing, and all of the features detailed below, currently live and in production or still in development? Please find below technical questions and let us know if your product has the feature(s), if it is standard or optional, and give us comments regarding this feature. Additional pages for complete answers and explanations are encouraged

6 Key System Requirements I I I The Document Management System has multiple methods to import existing documents from existing 3rd party applications, desktops, network drives and file servers. Importation can be done en masse. The Document Management System provides both a Web browser and a Desktop Client Interface. The Document Management System allows navigational security, with multiple layers of user definable security to limit access at department, user, system, function, and file levels. Role based security model includes ability to establish exceptions. Additionally, access can be limited to "read only" at the user level. The Document Management System is fully integrated with Microsoft Office applications (Word, Excel, PowerPoint, OneNote, Visio) and add , including attachments (Outlook) to the library. The Document Management System allows to attach documents directly to outgoing using Microsoft Outlook. The Document Management System has the ability to classify documents with metadata to make them easier to search and retrieve in the future. The number of metatags and document types should be unlimited. The Document Management System ensures a mandatory amount ofmetadata is captured for each document or record in the library. As new documents are added, the user is prompted to classify the file using required metadata fields as defined by the controlled vocabulary, menus, and text fields

7 The Document Management System has the ability to process e-forms and automatically extract metadata values. The Document Management System has the ability to track the location of hardcopy paper documents and physical records. Physical documents can be located via search. The Document Management System has the ability to "check out" both electronic document and physical records. The Document Management System has the ability to automatically increase the version number of the document upon check in. Previous versions of documents are maintained by the system in the event that a rollback is required. The Document Management System provides check in I check out ability preventing documents from being overwritten or deleted as documents are updated. The Document Management System librarian can review the status of all documents checked out and check a document back in on behalf of another user. The Document Management System can store virtually any kind of document in its native file format. The Document Management System is capable of importing audio content files (MP3, wav, etc.) and launching appropriate media viewers for retrieval. Ability to capture, store, retrieve, and reproduce irregular-sized (e.g., larger than 8 ~ x 11) documents. Electronic signature management - support for inserting signatures and managing records content and access

8 The Document Management System has document to document linking to allow users to bundle files into logical groups and integrated viewing capability to display all linked files screen. User can point and click on the linked file and the system will take user to that record set. The Document Management System has the ability to create bookmarks to documents frequently accessed such as a "My Favorite" list. Users can subscribe to be notified of edits I changes I version updates to files or changes to folders they are watching. When an existing file is updated or a file is added to a folder, the user receives notification that the change has occurred, who has changed it, and a secure link to directly access the document. Users can set alerts and reminders on documents that need attention in the future. (i.e. contract renewals) The Document Management System allows users to combine and aggregate files into their own personal "virtual" folders. For example, a Project Manager might have a folder for project documentation, project legal contract documents, invoices, design documentation and s from their customer all in one "virtual" folder, even though each individual piece of information is stored in various locations throughout the library. The Document Management Systems can send secured links to documents directly to team members, partners, suppliers, or customers. File security is maintained as only authorized users can retrieve the file by using the link. The Document Management System provides the ability to personalize user preferences, the views, alerts, workflow preferences and others. Retention polices for converting to a record, archiving and deletion can be set on a document type and done automatically based on a determined date. L

9 The Document Management System has the ability to automatically tag documents (add metadata) simply by dragging the documents into a folder. This feature is called 'Matter Centric" filing in the legal industry. Users may retrieve copies of records but not the original records themselves. Documents accidentally deleted by users (with delete permissions) can be quickly recovered by Library Administrators. The Document Management Systems has the ability to create and print specialized document and version control numbers on engineering or R&D documents. The Document Management System provides adherence document and record naming conventions or standards. As documents are added to the library, they are automatically renamed according to the naming pattern determined by the Library Administrator. The Document Management System records a detailed permanent audit log of all actions performed on a document including user and time stamp. The Document Management System is capable of exporting documents out of a demo system and importing into a production system. The Document Management System is a highly available, scalable, redundant platform on which to support a library containing millions of files and documents. All Administrative functionality can be accessed remotely using a Web browser over the Internet or through the companies LAN or WAN. SSL and VPN support further secure remote user and administrator access. The network operating system under which the Document Management System runs must be Windows 2008 server based or higher. -

10 The network operating system under which the Document Management System runs must be Windows based. The Document Management System Desktop Interface client must be fully certified with Windows XP Professional or higher in a managed environment. Allows for enterprise licensing model. Allows for concurrent and named user licensing. The Document Management System must have a tool that checks server configuration and health settings to ensure the document repository is running properly and without errors. The system has HTML 5 based Mobile Document Management allows users to access your documents, add files, and approve and review workflow tasks while on the go. The system has Centralized Management Options to allow System Administrators to globally manage alert preferences, workflow preferences, FastFind preferences, FDA advanced settings, advanced search settings and other miscellaneous preferences for all users of the document management system. A system administrator can set the default value for all preferences and then be changed by the end user if desired or the preferences can be set and then "enforced" meaning that the end users cannot modify the option. The system has Document Folder Colors The system has PDF Forms Metadata Extraction The system has User Defined Events

11 The system has Server Side Document Importation allows automatically import documents to the library Searching The Document Management System offers a Web based and Desktop Client Interface search and retrieval client. The search capability can search the metadata associated with the document as well as the actual content of the document. The search capability has the ability to extract and search the content from file types including PDF, Microsoft Office, Zip and many more. The search capability can be quickly restricted to a specific area of the library (e.g. Cabinet or Folder). The full text search capabilities supports Fuzzy, Synonym, Phonic, Boolean, Wild Card. The Document Management System can export search results and import them into an analysis tool, such as Excel. Users can only search for and find (retrieve) find documents they are authorized to access. The Document Management System has the ability to save searches for re-use

12 Must be able to perform queries from 3rd party systems to retrieve documents from the Document Management System. For textual and numeric fields, the retrieval software should permit index searches based on exact or partial matches of specified field values. For numeric fields, the retrieval software should permit index searches based on ranges of field values specified by the following relational expressions: greater than, less than, greater than or equal to, and less than or equal to. Ability to retrieve documents by document title, classification, type, address, customer name, number, or any other user-defined index value. When doing a search on a significant portion of the database, the Document Management System will display all file names that the search identified. User can point-and-click on any file(s) displayed to retrieve. Users should be able to see the various lines and pages where the search word appears, before deciding to view the image. Accommodates "Full Text Indexing" (i.e., OCR) to search for and retrieve files. Ability to retrieve documents using multiple index words, numbers, dates, etc., simultaneously. Accommodates Boolean (True, False) logic to assist searches. The system has Quick search templates that allows you to leave a single variable in the advanced search template empty. When a user runs a quick search, they are required to enter the search term for the empty variable that was set

13 up in the template. The search results that are returned meet the advanced search terms plus the quick search term that the user entered. The system has Proximity searching The system has Empty saved search templates where the values in the query are left blank. I I I Workflow Users can quickly create staging and collaboration areas for documents as they are being worked on. Once reviewed and approved, documents can be moved or linked to publishing folders for wider spread distribution. The Document Management System provides a document review and approval workflow for documents needing to pass through several authors, reviewers and approvers before being ready for general distribution. The review process can be triggered directly from Microsoft Office applications.. The Document Approval workflow allows documents to be sent to one or many users for sign off. Approvers are able to approve (or reject) the document providing comments and feedback where required. A sign-off top sheet for each document version is maintained so users can see who approved or rejected the document and the feedback they provided. Individual document versions can be restricted from broader circulation until they have been approved by appropriate parties. The Document Management System has approval based publishing so that when the first version of a given document is added all files of that type must be approved before becoming publicly available.

14 Provides the ability to delegate review and/or approve tasks and signing authority to other users for individual tasks or for all tasks over a given time period. The Document Management System allows specific users to act as observers of review or approval workflows. Observers can track the progress of documents as they proceed through the workflow and view any comments and feedback as its provided. Users participating in review or approval workflows are provided with a personalized task list for all tasks assigned to them. Users can see at a glance their tasks, a description of the work to be done, who assigned the task and it needs to be completed. Users can easily access the Document Management System to perform workflow activities using a standard web browser such as Internet Explorer and Mozilla Firefox. Workflow features integrate through Microsoft Outlook . Workflow has automatic event notification via . Workflow has routing protocols. Workflow allows users to define conditions. Work flow must provide support for ad-hoc and rules based work flows. Workflow can be automated for a specific document type and workflow template. Workflow creates an audit trail. Includes electronic signature capabilities. Workflow tasks can be viewed in a Calendar

15 Allows user involvement during the process instances, e.g., enactment of a process on-line, to re-assign work tasks, re-prioritize tasks, and monitor audit trail. The workflow can automatically start when a document is added The workflow can be Restarted when required Users are able to clone a workflow template The workflow template can be renamed upon initiation if the "Allow initiator to Define" check box is turned on by an administrator in the template. The system has an option called "Postpone Approval" to be used in conditions when the workflow can be restarted on the same document version. The system allows a Library Administrator to create a workflow template and decide if only one user out of a group of participants needs to complete a task by enabling the 1 of X check box in the template For the task due by time the system allows the number of hours and/or days can be specified for each workflow task. A document under a workflow process can be checked out by a participant in the active workflow activity.

16 Multiple document workflows allow a single workflow instance to be initiated for many documents. All documents can be approved in a single step Document Viewer Functionality The Document Management Systems can "redact" documents. That is to black out sensitive information in a document and password protect it so that it cannot be seen. (an example might be driver license numbers) The Document Management System will allow users to look at CAD files without having CAD software installed. Certain engineering functionality like measure and magnify should be available. The Document Management System will allow user to do: Mark up, Annotation, and make Sticky Notes on documents without having to open them in native software. These notes can be saved but do not impact the original documents. The Document Management System will allow users to look at documents without having the native software installed. For example, a user may have old "Word Perfect" files that could be looked at sung the software viewers The Document Management System must support and store multiple layers of annotations separately. Ability to print out annotations on images at user's option. The ability to view multiple pages of a file or multiple files on screen at the same time. Ability to manipulate image displays by scaling, magnifying, or panning. The system has a Web Viewer that can display image files Gpg, png, bmp, gif, tift), Microsoft Word, and PDF documents in the Web Client.

17 Integration and Customization l The Document Management System integrates with Microsoft SharePoint as a web part to give users the best of all worlds, portals, wikis, collaboration and structured document management The Document Management System synchronizes users or groups from objects in Active Directory, LDAP or NT Domain directory servers. Once integrated, both users and groups can then be assigned to functional roles. The Document Management Systems should have an industry standard and well documented API that allows integration with third party applications The Document Management System uses SQL reporting services to generate an infinite array of reports. The software interfaces a virtual printer to allow importing of documents from any Windows based application with the print function. The Document Management System allows for the expansion of document repositories while remaining seamless to the user. The Document Management System can be "localized" by the act of changing resource file titles to the language of choice. Once localized in the language of choice the user will be automatically identified and presented with the application in that language. The Document Management System can be rebranded. I The Document Management System can be customized so that appearance resembles that of an organization's own look and feel. The Document Management System has a "portal" in which casual users can access specially designated information in the library without having the need to login. I I

18 The Document Management System can take documents and file them into appropriate folders based on predefined values in customized scripts. The system has Drop-down database lookups metadata fields that support multiple data providers such as ODBC, OLE DB, Oracle and SQL Server. The system has Schema level database lookups that allows a query to be executed on an external database to retrieve additional values that are mapped to the other metadata fields in the schema. The system has a Manage imports tool can perform server side lookup of metadata or perform a lookup of metadata from another database. i The system has the ability to watched Folders in Microsoft Outlook Document Scanning The Document Management System has simple Integration with 3rd party scanning and imaging software to import basic scanned documents. The Document Management System supports both simple and complex scannmg. The Document Management System supports advanced scanning features such as: image enhancement, OCR, viewing, annotation, printing, and storing images for both black-and-white and color pages, barcode and patch code recognition for automatic document separation when processing large numbers of documents.

19 The software is configurable to watch for files created by the scanning process and streamline the indexing and addition of scanned files to the library. Provide compatibility with desktop and production scanners. The Document Management System provides the ability to import images and indexes provided by an external vendor and for import into the Document Management System. The system has the capability to run multiple scanners concurrently with multiple PCs, all networked into a common imaging server. Capability to do batch scanning and indexing. The software accommodates Full Text OCR to search for and retrieve files. The Document Management System interfaces with a network facsimile system. The software has the ability to employ OCR technology at scan time to populate index values from a full page OCR scan. The system has Server Side OCR that allows documents in TIFF or image PDF to be automatically OCR'd The system can Scan documents to the Cloud with any web browser