RFP3148 Enterprise Dcument Management Sftware Questins and Answers 1.) Is the autmatin f transfer student curses part f this RFP? This autmatin is nt fficially part f this RFP. Hwever, if this ffering is part f yur slutin, please include infrmatin describing this feature and the csts/implementatin changes assciated with ding s. 2.) What email client(s) are supprted and expected t be integrated with at FLC? E-mail integratin fr Outlk 2013 is desired within a Micrsft Exchange envirnment. We are als wrking t implement Office 365, s any infrmatin relevant t that envirnment wuld als be helpful. 3.) In regards t the requirement Dcument access cntrl via lgical filing hierarchy, can yu prvide an example f what yu are lking t achieve here? Frt Lewis Cllege wuld like t maintain a lgical rganizatin f dcuments bth fr security purpses as well as t ensure that end users can quickly and efficiently find the electrnic dcument they need. Currently we utilize the fllwing security levels: All dcuments are stred within applicatins which are specific t functinal areas. Fr example, Admissins, Human Resurces, Finance, etc. Sme users have access t all dcuments within their functinal area. Fr example, Admissins prcessing staff wuld have access t all Admissins dcuments. Hwever, they wuld nt have access t Human Resurces dcuments. In certain cases, users have a need fr nly particular types f dcuments within a functinal area. Fr example, Advising may need t view high schl transcripts frm the Admissins applicatin. In this case we grant access t nly the High Schl Transcript dcument type. 4.) Regarding the imprt f faxes, des FLC want direct fax integratins r just a means fr imprting faxes? If s, please prvide the name f the third-party fax sftware. At the mment, Frt Lewis Cllege des nt have a mechanism fr direct fax integratin, but this may be smething that we pursue in the future t reduce paper prcessing further. Please prvide infrmatin n supprt direct integratins (if applicable). We understand that scanning the paper dcument wuld be an alternative and wuld welcme suggestins fr ther alternatives where apprpriate. 5.) Hw many departments and which departments they are lking t deply fr the initial implementatin as well as future deplyments? Department Estimated Cncurrent User Cunt # f Scanning Statins Academic Advising 5 1 Cntrller s Office 5 3 Financial Aid 6 2 Office f Admissin 6 2 Office f Advancement 4 2 Registrar s Office 8 4* Teacher Educatin 1 1 Testing Center 1 1 Ttals 36 12 All departments listed abve will need t be part f the initial implementatin plan, and the cllege anticipates abut a 5 10% grwth per year f the user base. P.1 2/13/15
RFP3148 Enterprise Dcument Management Sftware 6.) Can yu prvide the number f BDM licenses the Cllege currently wns? Our current licensing allws fr the fllwing cncurrent cnnectins, and smething cmparable wuld be apprpriate fr the new system. 159 cncurrent desktp imaging client users (includes indexing) 9 cncurrent scanning users (Please include pricing fr 20 cncurrent scanning users as we have an immediate need fr grwth here) Unlimited cncurrent web client users 7.) Des the Cllege have a desired implementatin plan? Hw many departments des the Cllege anticipate being part f the initial implementatin plan? Future phases? The Cllege des nt have a desired implementatin plan we are lking fr a respnse that includes a best-practice type f implementatin plan, as well as a plan fr migrating all f ur current data int the new system. All departments listed abve will need t be part f the initial implementatin plan, and the cllege anticipates abut a 5 10% grwth per year f the user base. 8.) The RFP references the need fr the system t supprt mre than 100 cncurrent users. Hw many users des the Cllege anticipate being part f the initial implementatin plan? Future phases? Please see abve 9.) Please prvide several real-life integratin scenaris with Banner. Please prvide ther business applicatin integratins yu wuld want with new ECMS. At Frt Lewis we have many users that view dcuments frm a variety f Banner frms. Using the cntext determinatin rules available with Banner Dcument Management, users are presented with a particular dcument r a filtered list f dcuments depending n the frm they re using. Included belw are sme examples f this interactin. Please nte that fr each f these scenaris, validatin against Banner data fr relevant indexing criteria (invice number, persn ID number, etc.) is required and assumed t exist. Finance receives a paper invice frm a vendr which is scanned and indexed against the crrespnding invice in ur system (Banner). Frm the invice inquiry frms in Banner, a user can click the view dcument buttn t see the supprting dcumentatin fr that invice. Admissins receives a paper high schl transcript. This dcument is scanned and indexed t the student and is nw viewable frm a variety f frms within Banner based n the user s access. Health Center receives a paper cpy f a student s immunizatin recrds. This dcument is scanned and indexed t the student. Thrugh a custm prcess, nce the dcument has been indexed the student s immunizatin status is updated in Banner t shw cmpliant r nn-cmpliant. Registrar s Office receives a paper add/drp slip with instructr permissin t enrll the student in a curse. Once the Registrar s Office staff prcess the registratin change, the dcument is scanned and indexed and becmes part f the student s fficial recrd. Registrar s Office receives a transcript request fr a student that attended Frt Lewis befre Banner was implemented. The Registrar s Office staff lcated the apprpriate micrfilm and then scan and index the crrespnding dcuments against the student s ID s they can be accessed in the future withut the micrfilm. A P-Card hlder receives an e-mail r scans a paper receipt which needs t be stred as supprting dcumentatin. T simplify this prcess, this individual might cmplete a web frm and t uplad the dcument. This web frm wuld cntain the apprpriate indexing criteria s that the dcument can be autmatically indexed. P.2 2/13/15
RFP3148 Enterprise Dcument Management Sftware 10.) Are wrkflws used with the current dcument management systems? If s, please identify. N, FLC des nt have established wrkflws with the current system. Wrkflws will likely be built based n business prcesses fllwing an internal prcess review. 11.) Are there certain business prcess wrkflws that yu wuld like t start with in the initial prject? Please list several examples. We have nt settled n any particular wrkflw fr this initial prject yet. Hwever, here are a cuple ptins that culd be demnstrated. A student petitins thrugh Admissins t have in state residency which has been apprved. If the student is already enrlled, Admissins requests that the Registrar s Office update their residency. If the student is nt registered, they cmplete the update and ntify the Registrar s Office. Prcurement receives a request fr a new P-Card. T cmplete this setup, Purchasing must cmplete the fllwing in rder. Request the new P-Card frm the Bank Purchasing requests IT t setup the re-allcatr access t the re-allcatin frms in Banner. Purchasing requests that the Cntrller s Office setup the re-allcatr with the apprpriate fund/rganizatin access in Banner. 12.) Please prvide any OCR requirements the Cllege has. Please prvide a few examples, if any. OCR is nt required fr this initial implementatin, but we wuld like t knw ur ptins. The mst likely candidate fr an initial rllut wuld be autmating indexing f dcuments with the same frmat. Fr example, Financial Aid generates award letters which all have the same frmat and cntain the indexing criteria. These wuld be read and indexed against the student s recrd. 13.) Which department and wrkflw prcess d yu see requiring OCR, if any? D different departments require different levels (summary data, cursewrk, invice line item, barcdes, full text search, etc)? See previus item. 14.) Hw are admissins applicatins received by the Cllege? Hw is the data frm the applicatin entered int Banner? The majrity f applicatins fr admissin are received electrnically via ur nline web applicatin. These applicatins are handled using baseline Banner prcesses. Sme applicatins are received via paper fr students that d nt have Internet access r are unable t cmplete the nline applicatin. In this case, Admissins prcessing staff enter the applicatin int Banner and then scan/index the applicatin t be stred with the student s ther recrds. 15.) What is yur prcess fr matching data t existing electrnic recrds? We typically use Banner Cmmn matching t match new recrds t existing recrds whenever the prcess is autmated r when a new persn/entity recrd is needed. In sme cases, manual matching is perfrmed by campus staff by searching fr the apprpriate ID number(s). 16.) Des yur current uplad prcess create duplicate recrds? Occasinally, but we have business prcesses in place t catch and crrect these duplicates. P.3 2/13/15
RFP3148 Enterprise Dcument Management Sftware 17.) Hw are applicant test scres received by the Cllege? Hw are the scres entered int Banner? ACT and SAT scres are received electrnically and laded int Banner using a baseline prcess. Sme ther scres including CLEP are currently received via paper and evaluated by the Registrar s Office. Once the evaluatin prcess is cmpleted, these dcuments are scanned and indexed as part f the student s recrd. Nte: We are wrking twards receiving these scres electrnically using the same prcess as the ACT/SAT. 18.) Des the Cllege prefer a traditinal, perpetual deplyment? Is the Cllege investigating a hsted (SaaS) mdel? Please prvide details n each deplyment mdel and the assciated csts fr review by Frt Lewis Cllege. 19.) Sectin IV.C. Prpsal Submissin, 5. Requirements, Scpe, Apprach, and Methdlgy 1 st paragraph, last bullet and fllw n paragraph n Migratin, page 8 We wuld like sme further infrmatin cncerning the type f dcumentatin that need t be migrated t the new EDMS. Are the dcuments just the dcuments themselves r d they cntain ntes, anntatins, sticky ntes, and dcument histries? Please advise. [Technical] In general we wuld be lking t mve the actual dcuments alng with the assciated indexing. Images are stred in BIN frmat and indexed using tables in an Oracle database. In general we have nt used anntatins, s I dn t think we ll need t wrry t much abut this. There may be sme, but it wuld be the exceptin rather than the rule. 20.) Sectin IV.C. Prpsal Submissin, 5. Requirements, Anntatin/Redactin page 9 - Des FLC want the capability fr autmated redactin, r is manual redactin acceptable? Please advise. [Technical] Manual redactin wuld meet ur needs right nw. If autmated redactin is available, it may be useful based n pre-defined templates. 21.) Sectin IV.C. Prpsal Submissin, 5. Requirements, Cllabratin, page 9 Des FLC require electrnic signing (additinal mdule)? Please advise. [Technical] Nt needed as part f the riginal implementatin, but please prvide infrmatin n features and price breakdwn. 22.) Sectin IV.C. Prpsal Submissin, 5. Requirements, Electrnic Capture and Object Supprt, page 10 Des FLC have a fax server tday? If yes, please prvide the technical details f that server(s). [Technical] N, FLC des nt have a fax server in place tday, but may be cnsidering ptins fr the future. 23.) Sectin IV.C. Prpsal Submissin, 5. Requirements, Integratin, page 11 Beside Banner, what ther FLC applicatins d yu need the EDMS t integrate with? Please advise. Als, what parts f Banner des FLC need the EDMS t integrate with? [Technical] Banner is the critical system t which integratin must be implemented and we wuld need the ability t integrate within each majr functinal area (i.e. Imaging shuld nt have a standalne integratin r single pint f access). If an API is available that wuld allw us t integrate with ther external systems as needed, we wuld lk t utilize that, but it is nt a requirement. P.4 2/13/15
RFP3148 Enterprise Dcument Management Sftware 24.) Sectin IV.C. Prpsal Submissin, 5. Requirements, Scanning and Quality Assurance, page 11 Hw many scanning statins des FLC have that are part f the prject scpe? Des the vendr need t price and prvide any scanners in ur prpsal? Please advise. Als, des FLC perfrm desktp r batch scanning, r a cmbinatin f bth? If bth, please prvide the percentage f each. [Technical] We currently supprt 19 scanners with ur Imaging system. The make and mdel f the scanners is included belw. Fr yur system, please prvide recmmended lw, medium, and high vlume scanners with an assciated estimated r current market price. Fujitsu fi-4120c Fujitsu fi-4340c Fujitsu fi-5110c Fujitsu fi-6110 Fujitsu fi-6240 Knica Minlta MS7000 MKII 25.) General please prvide yur apprved budget amunt fr this prject r at least a dllar range fr yur budget. [Administrative] FLC will be evaluating prpsals ver a 5 t 10 year ttal cst f wnership (TCO). Cst is ne factr f the evaluatin and will be benchmarked against the TCO f cntinuing with ur current slutin using Ellucian Banner Dcument Management and the EMC Applicatin Xtender suite. 26.) Page 8. Please explain level f integratin with Banner system? Exprt/imprt? Dynamic calls? There are tw cmpnents t ur expected Banner integratin. First, indexing criteria shuld be validated against Banner infrmatin. Fr example, if indexing dcumentatin t supprt and invice r a purchase rder, the invice and/r PO number shuld exist in Banner. Secnd, ur users expect cntext specific integratin frm Banner. Fr example, if yu re viewing a purchase rder and chse t view the assciated dcuments, it shuld shw yu the dcuments assciated with the purchase rder yu re viewing. 27.) Page 9. What are the 11 delivery and custm applicatin? These applicatins crrespnd t specific functinal areas. Fr example, Human Resurces, Admissins, Student Recrds, etc. The differences between the applicatins is primarily fr indexing purpses. Fr the purpses f this RFP, think f these applicatins simply as cntainers fr dcuments which share the same indexing criteria. 28) Page 9. What is the frmat f the repsitries? Legacy systems? The existing repsitries utilize the EMC Applicatin Xtender Suite. Images are stred in BIN frmat and indexed using tables in an Oracle database. 29.) Page 9. Hw is data accessed and used? Data is accessed primarily frm Banner using cntext specific rules (see integratin questin frm Page 8). Alternatively, users can query dcuments directly frm a vendr supplied Windws client r Web Applicatin. The use f this infrmatin varies by cntext. Generally dcuments in the imaging system are supprting dcumentatin fr sme activity such as a request t generate a purchase rder r high schl transcripts fr a prspective student. 30.) Page 9. What platfrms and yu lking t install the clients n? The client will primarily be installed n Windws wrkstatins using Windws 7 r higher. Hwever, we wuld als like the ptin fr a web applicatin that is platfrm agnstic. P.5 2/13/15
RFP3148 Enterprise Dcument Management Sftware 31.) Page 10. What des yur current faxing slutin lk like? At the mment, Frt Lewis Cllege des nt have a mechanism fr direct fax integratin, but this may be smething that we pursue in the future t reduce paper prcessing further. Please prvide infrmatin n supprt direct integratins (if applicable). We understand that scanning the paper dcument wuld be an alternative and wuld welcme suggestins fr ther alternatives where apprpriate. 32.) Page 11. Please elabrate n the flexible, custmized indexing ptins. The criteria we use t index dcuments is based n identified business needs which can change ver time. Our hpe with the prpsed system is t have the flexibility fr us t chse hw dcuments within a particular cntext are indexed. Sme may be attached t a persn while thers may be attached t dcuments, etc. 33.) Page 11. What are the existing business sftware systems yu want t aut index the dcuments? OCR is nt required fr this initial implementatin, but we wuld like t knw ur ptins. The mst likely candidate fr an initial rllut wuld be autmating indexing f dcuments with the same frmat. Fr example, Financial Aid generates award letters which all have the same frmat and cntain the indexing criteria. These wuld be read and indexed against the student s recrd. 34.) Page 11. In what frmat are they stred? Assuming this questin is paired with the previus questin, dcuments wuld arrive in a variety f standard image frmats including TIFF, PDF, etc. They may als arrive as part f a mail merge in DOCX frmat. P.6 2/13/15