ITN Document Management Software Solution Questions. Addendum 3
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- Magnus Moody
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1 1. Will you consider a Cloud or SaaS solution? a. If yes, please provide an anticipated number of users to the system and anticipated storage needs FSU will entertain a Cloud/SaaS solution. We would like to know more details. 2. Is there a specific format or template that you would like the pricing proposal to be in? No specific format or template expected Migration: 1. FSU states that a staggered migration from Hummingbird is preferred allowing FSU to manage migration of following departments with little or no vendor provided services. Can FSU please detail the current system architecture to be migrated in the initial endeavor, i.e. (storage volume, SQL data table size including SQL database utilized details, number of stored documents / pages). It would be helpful to have not only details on the first migration effort but on the total effort to assist FSU with migration/design plans. storage volume 650 GB stored documents/pages close to 8 million documents The first numeric column is the current mdf size (the data file), the 2nd numeric column is the current ldf size (log file) of the each database. The log file will fluctuate but it s currently at its high water mark. The data file size is likely an ever increasing number. I can t furnish growth figures because we don t keep statistics on that. Imaging Database Sizes Database Name Data file size (KB) Log file size (KB) ADMIN 21,440 10,176 ADMISSIONS 15,360 5,120 ATHBUSINESSOFFICE 55,296 5,120 ATHLETICS 160,384 92,864 C_N_G 50,944 26,816
2 CCR 145,792 84,416 DISABILITY 15,360 5,120 DOCS 7,998,016 8,062,912 ERP 24, FIN_AID 2,250,176 2,614,848 FINANCIAL 5,776,256 8,207,104 FINANCIAL_TEST 4,339,776 3,480,448 GOV_RELATIONS 15,360 5,120 GRAD_STUDIES 8,384 10,752 INST_RESEARCH 30,080 16,512 IP_STUDENT 544, ,088 JOB_CLASS 235, ,568 MEDICINE 57,600 20,096 MEDICINE_REFERENCE 15,360 5,120 MEDICINE_STUDY 35,840 6,208 OTI 15,360 6,848 PERSONNEL 4,730,432 6,166,080 PORTFOLIO 31,488 16,576 SFS_ADMIN 15,360 5,120 Total: 26,588,352 29,324,536 Data+Log Total: 55,912,888
3 2. Please advise if annotations have been used within Hummingbird and the desires for migration relating to annotations. Redacting is used on a limited basis due to it not meeting the needs of the end users. All versions of documents will need to be migrated to the new system. OCR Functionality via Kofax or Other solution: 1. Can FSU please provide detail on the number of Kofax software licenses and the volume limitations if any associated with the licenses? (21) Kofax Ascent Image Volume 300K/yr (31) Kofax Ascent Workstations 2. Can FSU please provide a listing of document types for which OCR is utilized for indexing currently? Travel Expense Receipts with PeopleSoft generated barcode cover sheet Invoices with PeopleSoft generated barcode cover sheet 3. Can FSU please provide a detailed description of current validation scripts in use? For Accounts Payable & Travel we have a SQL(2005) lookup functionality to an intermediary database that is pre populated by PeopleSoft tables. For Personnel we have an ODBC look up functionality to an intermediary database that is pre populated by PeopleSoft tables. For Financial Aid and Registrar/Admissions we have an IBM UDB DB2 look up functionality to an intermediary database that is pre populated from mainframe. These are three separate lookup databases for each department. Implementation of Admissions & Records: 1. Is FSU going to implement PeopleSoft in Student Services, if yes, what is the time frame?
4 The scope and timeline of the Campus Solutions project is still being determined. The desire is to have all the integrations with the SIS system to be web service based so we can easily integrate with either the legacy system or a new SIS system. Even if the Campus Solutions project starts in 2010 or 2011, the new document management system will be coming online well before Campus Solutions would go live. 2. How many staff key in Transfer Credit? Thirteen, though it is not the primary task for most of those users. 3. It is assumed that FSU receives instate transcripts electronically, if correct does the electronic file upload directly into the system of record or is the electronic data printed out and reentered into the system of record? Uploaded directly 4. Would FSU desire a transcript image generated from the received data to be inserted into the Document Management System? Yes 5. Does the online Application currently load the information into the system of record? If this is the case would FSU desire an image generated from the uploaded data to be inserted into the Document Management System? Yes Implementation of Accounts Payable & Travel: 1. How many Payable Clerks process and/or key in data into PeopleSoft? There are currently 86 people with the ability to key Accounts Payable data into PeopleSoft. 2. What data is currently keyed into the system of record? Please list. Accounts Payable: vendor number; invoice number; invoice date; pulls PO data from receipt (if unencumbered, processor must enter department/ fund/ project/ optional chartfields/ account code); correction of remit address sequence if necessary; special handling changes and comments if requested by department. Not all of these details are used in indexing in imaging system. Travel: No expense report is keyed by the Central Office. Departments must enter traveler employee IDs; comment; reference; dates of travel; departure and return times; expense dates; amount spent; descriptions (where necessary); GL unit; department/ fund/ project/ optional
5 chartfields. Drop downs to select: description; business purpose; expense type; billing type. Not all of these details are needed in indexing for imaging system. 3. Since FSU uses PeopleSoft, can FSU provide a list of screens in the order of the current data entry operation? Accounts Payable: Accounts Payable> Vouchers> Add/Update> Regular Entry> Add a New Value Invoice Information tab enter invoice number; invoice date; pull in receipt from PO Receipt drop down page name VCHR_EXPRESS1 If unencumbered, same page used to enter chartfield information Alternate payment information entered on Payments tab page name VCHR_PAYMENT_PNL Travel: Employee Self Service> Travel and Expenses> Travel and Expense Center> Expense Report> Create> Add a New Value for relevant employee ID Page name TE_SHEET_SPLIT Detail page name EX_SHEET_ERRORS Accounting Detail page name TE_SHEET_DIST
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