Springfield, OH Intellivue Installation & Integration with Gatekeeper & Infallible Software Presented By: Jim Perry Date Presented: 4/23/15 No part of this document may be reproduced or transmitted in any form for or by any means, electronic or mechanical, including photocopying or recording, for any purpose without the express written permission of Intellinetics. Any software described in this document is furnished under a license agreement or nondisclosure agreement. It is against the law to copy the software on any medium except as specifically allowed in the license or nondisclosure agreement. Any pricing included in this proposal will be honored for 60 days from the date above. Copyright 1996-2011 Intellinetics, Inc. All rights reserved
Date April 23,2015 Client Clark County Board of DD Project Name Prepared By: Jim Perry Overview: Clark County Board of DD is considering the implementation of a document management solution to seamlessly integrate with Gatekeeper & Infallible Software in order to streamline processes and create greater efficiencies within their organization. Clark County Board of DD has Gatekeeper & Infallible Software installed and has expressed interest in installing Intellivue Electronic Document Management Solution. Clark County Board of DD has identified the potential for tactical and strategic improvements with enhanced document management tools and policy. Purpose and Description: Intellinetics will implement, with Clark County Board of DD s assistance, an electronic document imaging/management system Intellivue integrated with their current Gatekeeper & Infallible Software. The system will utilize Intellivue Enterprise Document Management Software to capture, index and store all documents into Intellivue. By implementing the Intellivue Document Management platform, Clark County Board of DD will be able to: Reduce time and energy lost to document search / retrieval from Gatekeeper & Infall Screens Automate the indexing and storage of scanned and faxed documents by utilizing Intellivue. Minimize costs related to file storage Shrink document processing cycle time(s) through better workflow and collaboration Improve compliance through powerful security and auditing features Increase disaster recovery capabilities through anytime / anywhere document access Reduce legal risk / exposure to document loss through fire / water / theft through security and audit features Improved internal and external service levels through anywhere / anytime document access Solution and Approach: Solution (Gatekeeper): Intellinetics, working with Primary Solutions, shall integrate the Electronic Document Management System, Intellivue, such that users of Gatekeeper can select Document Imaging on the Main screen to automatically retrieve documents from Intellivue, or select the Gatekeeper Demographics screen and utilize a View Images button to launch the Intellivue Document Viewer for that specified consumer. Primary Solutions is responsible for providing the View Images button within its software and providing the link to the Intellivue viewer along with the associated metadata to retrieve the correct folder. A Local ID# that is generated by Gatekeeper as a unique identifier for each consumer will be printed from Gatekeeper and utilized by Intellivue to automate the indexing process of all captured documents. Documents will be captured by Intellivue, auto-indexed, and the appropriate sub-folder can be selected for storage into Intellivue with minimal human intervention. Intellivue capture will be integrated and configured to recognize the Local ID#, look up and recognize a consumer within the Gatekeeper Page 1
database and automatically assign additional indexing information to those documents. This process will eliminate the need for human keying of index information and reduce the risk of human error. Clark County Board of DD will have the ability to retrieve documents by simply selecting the Document Imaging line from the Main Screen and performing a query, or by selecting the Demographics Screen and selecting View Images button to launch the Intellivue viewer and consumer sub-folder view. The applications included in the integration between Gatekeeper and Intellivue are: SSA/AS EI Transportation Residential Gatekeeper Home Screen User Selects Gatekeeper Document Imaging module while on the Main Selection Screen to Launch Intellivue Main Query, or Demographics Module to Launch Intellivue and View Folders for a Specific Consumer Page 2
Gatekeeper Demographics Screen Intellivue- Gatekeeper View of Imaged Document Page 3
Solution (Infallible Software): For financial documents, a Voucher Number will be generated by Infallible Software and utilized by Intellivue. Documents will be captured by Intellivue during the scanning process, auto-indexed, and the appropriate folder/sub-folder can be selected for storage into Intellivue with minimal human intervention. Intellivue capture will be integrated and configured to recognize the Voucher #, look up and recognize a consumer within the Infall database and automatically assign additional indexing information to those documents. This process will eliminate the need for human keying of index information and reduce the risk of human error. This same process will be used for the Human Resources application with Employee ID# being utilized for auto indexing and automated lookup. Clark County Board of DD will have the ability to retrieve documents by simply selecting the Voucher Number or Employee ID # and performing a query (Hot Key- Alt+Q ) to launch the Intellivue viewer and Vendor s or Employees folder/ sub-folder view. The Infallible application included in the integration with Intellivue is: (Additional Sub Folders or Sub-Sub Folders can be created after Discovery) Financial Human Resources Page 4
Infallible Software Imaging Button Infall Voucher Screen Alt + Q -Hot Key Page 5
Intellivue -Infallible View of Imaged Document Intellivue Features Sub-Folders that appear green are populated with documents. Red folders illustrate that they are empty. Notes Page 6
Notes can be added to documents and viewed only by those users with appropriate security. Not Notes Redaction of Sensitive Documents can be selected from the screen to be emailed, printed, faxed or saved. Print, Copy, Email, Fax Page 7
Approach: Intellinetics employs a project management approach to the implementation of Intellivue. Intellinetics will work with the Clark County Board of DD and the Gatekeeper and Infallible Software Project Team to implement the Intellivue platform in a methodical manner, with approval at each step of the process. Methodology MAINTENANCE & SUPPORT PROJECT KICK-OFF MEETING TRAINING: ADMINISTRATIVE AND END USER ` DISCOVERY: BUSINESS PROCESS / WORKFLOW / TECHNOLOGY CONFIGURATION AND DEPLOYMENT ` ` APPLICATION AND SECURITY DESIGN ` ` APPLICATION TESTING DEVELOPMENT AND APPLICATION BUILD Our approach and methodology consists of the following project phases: 1. Discovery 2. Design 3. Development 4. Test 5. Deployment 6. Training. 7. System Maintenance and Support Page 8
Deliverables: Intellinetics will install and configure the Intellivue document management software platform to integrate directly with Gatekeeper and Infallible Software Business Application. As part of this task, Intellinetics will perform the following subtasks: Setup the Intellivue Server Software for 50 Concurrent Users. Install Intellivue Software on 10 client workstations and simultaneously provide training to Clark County Board of DD IT team for installation of remaining workstations. Add a polling directory in order to support unlimited scan queue polling. This will provide Clark County DD the ability to add 6-8 Scan station to the solution. The scan stations will have the ability to scan to a single network or drop folder, and have an automated service place documents or a batch of documents into a scan queue or queues to be indexed. Work with Gatekeeper and Infallible to configure integration of Intellivue, Gatekeeper & Infallible Software Configure the following Intellivue applications: o Consumer- SSA, AS (Integrated with Gatekeeper) o Early Intervention (Integrated with Gatekeeper) o Accounts Payable (Integrated with Infallible) o Human Resources (Integrated with Infallible) o Transportation (No Integration) o Residential (No Integration) Configure Intellivue to capture scanned documents from (10) existing MFP devices currently owned by Clark County Board of DD. Clark County Board of DD will configure the MFP to send documents to a designated folder on the network and Intellivue will provide a tool to monitor the folder and sweep the documents into Intellivue Scan queue. Details to be determined during discovery. Assumptions: This will be a Premise based solution and reside on a customer supplied server at the customer s facility in Springfield, OH. Clark County Board of DD will utilize an existing MS SQL- 2005 or 2008 database, or later. No database software is provided. (Server Specs will be provided by Intellinetics) Nightly backup will be performed by Customer using an existing Customer server-connected backup subsystem. No new backup software or hardware will be included. Gatekeeper View Image feature is enabled. The Infallible View Image feature is enabled. The majority of the work can be performed remotely by Intellinetics. Client Responsibilities: Clark County Board of DD will provide a project point of contact to work with Intellinetics in the implementation of Intellivue. Clark County Board of DD will provide Intellinetics access to the appropriate systems, staff, and information necessary to perform the services outlined in this Proposal. Clark County Board of DD will provide Intellinetics with workspace, if required, at Clark County Board of DD s offices for purposes of implementation of Intellivue. Clark County Board of DD will provide remote access to Intellinetics and the SQL server where Intellivue will be remotely installed configured, integrated with Gatekeeper and Infallible Software and tested. o Remote access can be via VPN tunnel or via a secure remote access tool such as LogMeIn Rescue using HTTPS 256-bit SSL encryption. Page 9
Clark County Board of DD will provide an IT resource with complete working knowledge of existing MFP device(s) to set up needed network folder to select and direct scanned images. Intellinetics Responsibilities: Provide project management and related support needed to bring solutions on-line. Provide access to all needed modules of the Intellivue platform. Provide end-user, scan station and System Administrative Intellivue training. Provide comprehensive help desk support. Maintain timely and accurate project communication, written and verbal, to ensure the Project Team is aware of project status at all times. Work with the Project Lead to resolve any concerns and/or changes to the scope of this implementation. Configure and install all software in accordance with this proposal. Any services or deliverables not listed as Intellinetics Responsibilities are out of scope for this project. Training: Intellinetics will provide a combination of webinar and on-site training classes at the customer s facility. We will provide three distinct classes: User training, Scan/Validation Training, and Admin Training. The User Training will focus on general use of the system. It will cover topics such as searching, viewing, printing, notes and annotations. The Scan/Validation training will focus on the use of the scan subsystem. This includes operating the scan software and the related screens for Quality Assurance and data validation. System Administrators will attend an on-site Sys Admin training session to learn all aspects of system configuration and change requirements. Clark County Board of DD will also be provided complete system documentation for future user, scan station and Admin reference. Pricing: The table below provides pricing for Intellinetics to install Intellivue on a Clark County Board of DD s Server, integrate with Gatekeeper, Infallible Software and create the Intellivue applications as specified earlier. Board of DD Package Pricing: 5 Concurrent Licenses - $10,000 10 Concurrent Licenses - $15,000 15 Concurrent Licenses - $18,750 20 Concurrent Licenses - $20,000 25 Concurrent Licenses - $22,500 30 Concurrent Licenses - $25,500 35 Concurrent Licenses - $28,875 40 Concurrent Licenses - $32,000 Page 10
Scenario 1 Purchase Option Software Qty Price Intellinetics Intellivue Platform Licensing Integrated with 40 Concurrent User $32,000 Gatekeeper & Infallible Software for (40) Users in DD Department *(2 nd Quarter Discount) 5 Concurrent License FREE Licenses Intellivue Scan Stations- One Complimentary License included with purchase Provides scanning connections integrated with Gatekeeper & Infallible into an Intellivue System. 1 N/C Additional Scan Licenses ($995 each) 0 $0 Intellivue Integration Suite- Provides Seamless Automated Indexing of Documents into Intellivue. Provides Database Lookup from the following database tables: 1 $1,500 Infallible Software Gatekeeper Software Services Qty Price Installation of Intellivue & Integration with Gatekeeper & $10,000 Infallible Software including: One Time Fee Intellivue Viewer and Documents can be launched and viewed by selecting the View Images button on the Gatekeeper Demographics Screen and ALT+Q selection and Launch of Intellivue from Infallible Software s Main Screen. Integrated Gatekeeper Modules include: o Consumer- SSA, AS (Integrated with Gatekeeper) o Early Intervention (Integrated with Gatekeeper) Applications with No Integration include: o Transportation (No Integration) o Residential (No Integration) Integration with Infallible Module includes: o Accounts Payable (Integrated with Infallible) o Human Resources (Integrated with Infallible) Read, index and direct documents into Intellivue repository folders for retrieval. Add a polling directory in order to support unlimited scan queue polling. This will provide Clark County DD the ability to add 6-8 Scan station to the solution. The scan stations will have the ability to scan to a single network or drop folders, and have an automated service place documents or a batch of documents into a scan queue or queues to be indexed. User, Scan Station and System Set up and configure (Up to 1) scan stations remotely to scan documents into Intellivue Annual Maintenance and Support Includes support and software updates Billed Annually 20% of software costs TOTAL $6,400 $49,900 Page 11
Scenario 2 Premise Rental Option Intellinetics Intellivue Platform Licensing Integrated with Gatekeeper & Infallible Software for (50) Users in DD Department *(2 nd Quarter Discount) Intellivue Scan Stations- One Complimentary License included with purchase Provides scanning connections integrated with Gatekeeper & Infallible into an Intellivue System. (Hardware Scanners- Sold Separately- See Below) Intellivue Integration Suite- Provides Seamless Automated Indexing of Documents into Intellivue. Provides Database Lookup from the following database tables: Infallible Software Gatekeeper Software Qty 50 Concurrent User Licenses Price $1,000/Month 36 Month Agreement 1 N/C 1 $1,500 (One Time Fee) Services Qty Price Installation of Intellivue & Integration with Gatekeeper & $10,000 Infallible Software including: One Time Fee Intellivue Viewer and Documents can be launched and viewed by selecting the View Images button on the Gatekeeper Demographics Screen and ALT+Q selection and Launch of Intellivue from Infallible Software s Main Screen. Integrated Gatekeeper Modules include: o Consumer- SSA, AS (Integrated with Gatekeeper) o Early Intervention (Integrated with Gatekeeper) Applications with No Integration include: o Transportation (No Integration) o Residential (No Integration) Integration with Infallible Module includes: o Accounts Payable (Integrated with Infallible) o Human Resources (Integrated with Infallible) Read, index and direct documents into Intellivue repository folders for retrieval. Add a polling directory in order to support unlimited scan queue polling. This will provide Clark County DD the ability to add 6-8 Scan station to the solution. The scan stations will have the ability to scan to a single network or drop folders, and have an automated service place documents or a batch of documents into a scan queue or queues to be indexed. User, Scan Station and System Set up and configure (Up to 1) scan stations remotely to scan documents into Intellivue Annual Maintenance and Support Includes support and software updates Purchase Option After 36 Months Rental Option Software Purchase Option after 36 Month Rental Software Annual Maintenance Included in Monthly Fee One Time Charge Invoiced Annually $0 $4,995 $6,400 Page 12
Hardware Qty Price Fujitsu fi6670 Scanner 80 ppm/160 ppm (300 dpi) 200 page Auto Feed Control Panel, VRS Professional, Ultrasonic Double Feed Protection With Intelligent Multi- Feed Function USB 2.0, Adobe Acrobat 8 Std. @ $4,295 Fujitsu fi7160 Scanner 30 ppm/65ppm (300 dpi) 50 page Auto Feed Card Scanning, VRS Professional Ultrasonic Double Feed Protection USB 2.0, Adobe Acrobat 8 Std. @ $1,095 Page 13
Estimated Timeline: The project kickoff and discovery meeting will be scheduled within ten (10) days of the acceptance of this proposal. The actual implementation timeline will be established during the discovery process. Payment Terms and Milestones: Scenario 1 Premise Purchase Option 100% of Software, Maintenance, and 50% of Services Invoiced after Signing of Proposal. Remaining 50% of Services Invoiced after Signed Acceptance of Installed Project. Scenario 2 Premise-Hybrid- Rental Option 50% of services after signing of proposal, Remaining 50% of services and first month s rental fee due after signed acceptance of installed project. Hardware due upon delivery. Terms: Terms are Net 30 days. Third party software or hardware costs are due upon delivery. (This offer is valid for 120 days from the proposal date) Authorization and Acceptance: I have reviewed this proposal in its entirety and agree to the scope and terms described. As an authorized representative of my organization, I authorize Intellinetics to begin the project as described. Client Signature (Clark County Board of DD) Date Signed Client Printed Name & Title Intellinetics Signature Date Signed Printed Name & Title Page 14
Administrative Matters: Intellinetics Contract Framework The Intellinetics contract framework includes the following key documents: Proposal or Statement of Work (SOW) Software License Agreement Master Support and Maintenance Agreement Optional Software Escrow Agreement Each agreement is explained in further detail below. Our experience has shown that this contract model successfully accommodates our client s interests and concerns that may arise not just during implementation but throughout the relationship. Proposal or Statement of Work (SOW) Upon receipt of a signed Proposal Acceptance a project manager and project team will be assigned to the project. Project work will officially begin upon the receipt of a Purchase Order from the client. The Proposal or Statement of Work outlines the project deliverables, project assumptions, client and Intellinetics responsibilities, and payment terms and milestones. Software License Agreement The Software License Agreement authorizes clients to perpetually use the software and must be signed and executed before physical implementation of hardware or software can be performed. A sample Software License Agreement will be provided upon request. Master Support and Maintenance Agreement Clients become eligible to participate in the Intellinetics Annual Maintenance program upon receipt of signed Solution Acceptance. Our annual program of software support and customer service provides direct telephone access to experienced system and application technicians. Any customer needs or system problems are handled promptly and directly. Intellinetics will correct software defects and assist authorized system administrators in identifying imaging procedural problems during system operation. Support response will be 8:00 AM to 5:00 PM, Eastern Time. Point releases of the Intellivue software occur occasionally and are included free of charge. These releases provide additional functionality and new features as necessary. The Intellinetics Annual Maintenance Program is governed by a Master Support and Maintenance Agreement. This is a renewable agreement for access to Intellinetics technical support resources outlines this direct relationship between Intellinetics and the client. A sample Master Maintenance Agreement will be provided upon request. The annual software support fee for Year One will is invoiced at proposal acceptance and the covered period is as follows: o For projects started before the 15 th of the month, the first year s maintenance begins on the first day of the month in which the project was started. For projects starting on the 15 th of the month or afterwards, the first year s maintenance begins the first day of the following month. Program fees for future years are billed 60 days in advance, payment due Net30 for the period covered. Optional Software Escrow Agreement Intellinetics will provide an annual source code escrow agreement as a part of this project if requested by the client. Intellinetics keeps current versions of all source code with a single escrow provider. Annual fees are paid by clients to cover administrative costs for access to copies of the Intellivue source code should it be required. A sample Software Escrow Agreement will be provided for review upon request. Page 15
Third Party Hardware and Software Warranty Third party hardware and software, whether existing or purchased in conjunction with this system, is warranted by the manufacturer for their specified period of time. Please refer to the manufacturer s warranty for specific terms and conditions. Page 16
Minimum Server Recommendations to Support Intellivue GX : Component CPU 1 Quad Core Operating System Memory Power Drive Space SQL Internet Browser Backup Recommended 2.0 Ghz or higher 32 or 64 bit OS Windows 2003 or 2008 R2 Standard Edition Microsoft IIS.NET 3.0 framework 4 GB or higher Redundant Power Supplies 100 GB or higher (file size is 50K for a single page scanned tiff document.) SQL Server 2005 or 2008 or Later Standard Edition Internet Explorer 6.0 or higher Internal Tape Drive or External Backup Solution Retrieval Workstation Recommendations: Component CPU Operating System Memory.NET Framework Internet Browser Recommended 1.0 Ghz or higher Windows XP or higher 1.0 GB.NET 3.5 Framework or higher Internet Explorer 6.0 or higher Scan Station Recommendations: Component CPU Operating System Memory Display Network Internet Browser Scanner Interface USB Slot Recommended 2.0 Ghz or higher Windows XP or higher 1.0 GB 19, 1024x768x256 colors 10/100 NIC with proper protocols Internet Explorer 6.0 or higher USB Slot 2.0 Page 17
Jim Ray, Business Manager Belmont County Board of DD jray@bcbdd.org 740-695-0407 Gloria Steiner-IT Manager Stark County Board of DD steinerg@starkmrdd.org Liz Wagner, Business Manager Champaign County Board of DD l.wagner@champaigncbdd.org 937-653-5217 Robert Jennings, Director of Information Systems CareWorks Robert.jennings@careworks.com 614-760-3519 Alan Shellhause, Chief Information Officer State of Ohio, Department of Commerce Alan.shellhause@com.state.oh.us 614-466-2414 Jeanine Stephen, IT Manager Ohio Department of Insurance Jeanine.stephen@ins.state.oh.us Penny Underwood Champaign County Clerk of Courts punderwood@co.champaign.oh.us 937-484-1047 References Page 18