CHECKLIST Workflow Management Software. Hardware Requirements: System History:

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Isabel Neal
10 years ago
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1 What are you looking for in a workflow management system? Since each system has its own unique features, doing a side-by-side comparison is sometimes difficult if you don t know what questions to ask. Use this list of questions as a guide; each provider should be able to assist you in completing it. Hardware Requirements: Is the data for the system housed on-site or in the cloud? If internal servers are used what are the hardware requirements? On-site Servers Cloud List requirements and estimated cost: Are there any software restrictions? Which operating systems or environments does the system run on? What is the back-up process and disaster recovery plan? Is there a band width requirement? Microsoft.NET Framework 4.0 Windows XP Service Pack 3 or greater, Windows Vista, Windows 7 Terminal Services Environment Mac Operating Systems Have documented plan and a copy is attached formal plan but procedures are in place. Internal Servers firm maintains plan Modern Broadband Internet Connection Other System History: How long has your system been operational? How many licensed firms are currently using your workflow system? Less than 1 year 1-2 years 2-5 years 5 or more years 1-25 firms firms firms More than 100 firms

If internal servers are used what are the hardware requirements? On-site Servers Cloud List requirements and estimated cost: Are there any software restrictions?

2 How many plans are currently running on your system? How many employees does your largest licensing firm have as users on your system? less than 15,000 plans 15,001 35,000 plans 35,001 75,000 plans More than 75,000 plans Unknown, systems run internally at licensing firms less than 5 employees 5 20 employees employees 50 or more employees Unknown, systems run internally at licensing firms Customer Support and Consulting Services: Do you have a dedicated customer support team or helpdesk? How many employees work on your dedicated customer support team or helpdesk? Do you offer assistance with the installation processes including any of the following? Check all that Do you offer any additional IT Support and Consulting Services outside of the installation process by licensed or ASPPA/NIPA accredited personnel? We don t have dedicated personnel for our helpdesk or do not offer one or more Online manual Training videos Installation Timeline Development System Configuration Guidance Database Construction and Data Importing Project Development Training and Review Full Staff Training Consulting Support IT Services and Professional Consulting for Process Development System Features: Does your system offer project creation functionality?

more employees Unknown, systems run internally at licensing firms Customer Support and Consulting Services: Do you have a dedicated customer support team or helpdesk?

3 Are the projects predefined in the system or created by the End User? Are there sample projects available in a library that can be used as a basis for development of a project? Can the projects have more than one user assigned to perform tasks with in it? Can tasks be reassigned to other users after a project has been initiated? Who can view active tasks for a plan? Check all that Does your system offer Time Tracking? Check all that Does your system track CRM information? Check all that Does your system offer billing features? Check all that Does your system offer document storage capabilities? Check all that Does your system track plan document features? Check all that Predefined in the system Created by the End User The assigned user Manager of the assigned user Team of the assigned user All Users with Appropriate rights By Task By Project By User By Client By Plan By Contact associates with a Plan By Task By Fee Schedule By Project By User By Project (i.e. Annual Report) By Plan Document Type By Plan Form Type, manually entered by user, with data interfaces with multiple documents providers

Check all that Does your system offer Time Tracking? Check all that Does your system track CRM information? Check all that Does your system offer billing features?

4 Do you offer special projects? Check all that Does your system offer standard reports? How many standard reports are offered? Does your system offer custom reporting? Can you export reports in multiple file formats? Does your system offer communication tools? Check all that Does your system offer a secure interactive plan sponsor/contact website? If yes, which features does it offer? Check all that Does your system provide for use via a mobile device? If yes for mobile, what information is available? Check all that Special projects such as customer inquires Participant projects such as distributions and loans Anything you can develop projects for any process in your firm ne 1-20 Reports Reports More than 50 Reports (individual to contacts and clients) (group blasts to multiple contacts) Website postings for announcements Data Collection Customized data collection by plan Type and request type Benefit Payment Initiation Plan document, Plan Forms, and Report Delivery Secure File Transfer Communication of Newsletters and Bulletins Tasks Status Project Status CRM information Initiate s Initiate phone calls Identify responsible parties internally

If yes, which features does it offer? Check all that Does your system provide for use via a mobile device? If yes for mobile, what information is available?

5 Identify responsible parties externally tes Do you have a Sales Module that interfaces with your system? Do you have an accounting system that interface with your system? Do you have profitability measurement tools in your system?, but one will be available within the year., but one will be available within the year. Licensing Terms: How is your system licensed? How long is your licensing agreement term? Do you guarantee a service level standard? Flat fee annually Flat fee by number of users Flat fee by number of plans Graded fee by number of users Graded fee by number of plans Month to month 1 year automatic renewals 3 years 5 years

, but one will be available within the year., but one will be available within the year. Licensing Terms: How is your system licensed?

quality of service Screenshots

versasrs HelpDesk quality of service Screenshots versasrs HelpDesk Main Screen Ensures that your internal user issues remain visible until resolved. Prevents problems from falling through the cracks. Send