Attachment 10
3.2 Technical Requirements
Technical Requirements
Scoring for the following sections: 5,3,1,0
Annotation and Redaction
1. Comprehensive set of annotation tools.
2.
User and group specific annotation security profiles including annotation visibility restricted by
authorization level.
3.
Original images in object store remain unaltered by annotations
4.
Flexible, easy to use, secure redaction
5.
Support for attaching OLE and URLs and annotation.
6.
Ability to create or append ‘sticky note’ annotations with full tracking of text entry by date, time,
and user.
7.
Ability to create customizable text annotations.
8.
Ability to highlight portions of an image via annotation with customizable colors.
9.
Ability to customize and apply multiple variations of line based annotation tools such as line,
arrow, rectangle, arrow, and similar including changing size and color.
10. Ability to apply predefined stamp annotations to images and create and apply custom stamps.
11. Ability to automatically apply ‘received’ date/time stamps to defined documents.
12. Ability to rapidly change properties of individual annotations and audit a specific annotation’s
history.
13. Ability to print documents with or without annotations, or only visible annotations.
Scoring for the following sections: 8,5,2,0
Application Interface / Document Exploration
1. Flexible, configurable application toolbar provides easy access to batches, documents, projects,
Not Available
Via
Customization
Via
Configuration
Std.
Functionality
Proposer: Please enter your short response to each requirement directly in the box following the
question and indicate which of the four columns at right best describe that feature’s availability.
Each question must be answered. Questions left unanswered will be weighted as “not available”.
2.
Document exploration window provides easy access to documents based on integration presets,
search batches, and workflow.
3.
Extensive use of ‘drag and drop’ to simplify and enhance the moving of objects within, into, and
out of document management system windows.
4.
Ability to create multiple copies of documents while maintaining a single physical document
reference in support of document reconciliation needs.
5.
Ability to view document relationships such as one file duplicated from another shared key index
values.
Scoring for the following sections: 7,5,3,0
1.
Client
Both web services and thin client options.
2.
Option for embeddable clients which can add document management system functions to the
interfaces of third party applications such as Microsoft Office or SharePoint via Open API.
3.
Ability to interact with documents and participate in workflow via WAN, LAN, VPN, or anywhere
via TCP/IP.
4.
Automatic client logoff initiated by new log on from different location.
5.
Automatic client logoff initiated by time out parameters.
6.
Client can be installed or auto updated from the server.
7.
Automatic log in process to speed access to applications by OS authenticated user.
8.
Ability to temporarily exceed the number of purchased client licenses in compliance with a
predefined license auditing program.
9.
Thin client support. (List all versions, MS Windows, Apple Mac, Linux.)
10. Web services support. (List all versions, IE, Netscape, Safari, Firefox, etc.).
Scoring for the following sections: 10,8,3,0
Computerized Output Laser Disk (COLD) / Enterprise Report Management
1. Automatically capture a wide variety of electronic print output and convert it to searchable, nonproprietary PDF files.
2.
Capture basic and advance print streams in ASCII, EBCDIC text, PDF, IBM AFP, Xerox
metacode, HP PCI, and PostScript formats.
3.
Automatically capture a wide variety of electronic printout and convert to a standard setup
defined by file type.
4.
Monitor a different directory for each type of print stream.
5.
Allow manual searching of enterprise report output.
6.
Allow searches against line item values, not just index values.
7.
Provide user access to select, formatted pages related to records in the business application
such as a single invoice from a large print stream.
Not Available
Via
Customization
Via
Configuration
Std.
Functionality
workflow, capture, management, and integration settings.
Define a different set of graphical form overlays for each type of print stream.
Scoring for the following sections: 14,10,5,0
Collaboration and Project Support
1. Ability to group related documents in user defined categories distinct from their index values in
support of project organization and collaboration.
2.
Interface allows rapid drag-and-drop creation of system ‘shortcut’ icons on the Windows desktop;
each linked to and associated with distinct imaging system entities such as documents, batches,
projects, workflow queues, and search queries supported by systems security.
3.
Ad hoc shared document viewing: Ability for one user to invite another user to simultaneously
view a document on screen without first closing or putting the document in workflow.
4.
Predefined user security document classification, eForm, and workflow setup options for fast
configuration.
Scoring for the following sections: 10,8,3,0
Document Control
1. Industry standard document library services.
2.
Document control incorporates Digital Signatures based on stringent Suite B and PKI standards.
3.
Document control flexibility which allows individual use or group collaboration.
4.
Document control offers options for multiple client types and extends document control and
Digital Signatures directly to interfaces of third party applications such as Microsoft Office.
5.
Extend document control and Digital Signatures to other platforms and their applications.
6.
Track document control activities.
Scoring for the following sections: 8,6,1,0
Document Viewer
1. Document Viewer can display a wide variety of digital object types in their native formats,
including Microsoft Office, PDF, JPEG, TIFF, HTML, XML, DWG, and DXF. List all supported
document and image types.
2.
Document View allows flexible, user-configurable display of index keys, document properties,
predefined tasks, page thumbnails, document notes, and toolbars.
3.
Ability to display documents side-by-side with records in the business applications.
4.
Single page viewing.
5.
Multi-page (MDI) viewing – display two or more images simultaneously on the user’s screen.
6.
Multiple options for zooming in Document Viewer.
7.
Easily select preset page region views, both system and user defined.
8.
Automated zooming allows Document Viewer to auto-position view of newly opened page based
on document type.
9.
Multiple view panning options to easily adjust current position of viewed area on magnified view.
10. Apply document annotations such as stamps, stick notes, text, and redactions to bitmap images
directly within the document viewer.
Not Available
Via
Customization
Via
Configuration
Std.
Functionality
8.
12. Integrated view enhancement options such as on-screen inversion (reverse black and white) and
smoothing.
13. Ability to reorder pages within the document viewer interface and add pages via drag-and-drop.
14. Perform common operations such as re-index, copy, email, export, print, and delete pages from
the document viewer.
15. Copy or move pages from one document to another from within the document viewer.
16. Document viewer interfaces with existing desktop email software for simplified sending of images
to email recipients outside of the ECM system’s workflow.
17. Email document or link to document directly from view interface, with options for page selection,
annotation inclusion, multi-page TIFF generation, selectable headers and footers, and file
renaming.
18. Convenient and flexibly page selection from within the document viewer.
19. Ability to open a viewer-displayed document in an associated application for viewing or editing.
20. Ability to designate documents for collection into user-defined project groupings directly from the
document viewer without using index values.
21. Ability to add documents to workflow or route documents within workflow directly from document
viewer.
22. Option to open document in native application, if installed, directly from document viewer.
Scoring for the following sections: 12,9,4,0
1.
eForms
Integrated feature to capture additional document information using fully customizable,
formatted, electronic data collection forms (eForms) associated with specific documents and
projects in the system.
2.
eForms features available in web services and thin clients.
3.
eForms can be associated with projects.
4.
eForms use industry standard HTML, XSLT, CSS, and JavaScript for design, navigation, data
collection and validation processing.
5.
Validation of user-entered eForm data from external ODBC data source and resulting autopopulation of defined fields in eForm.
6.
Collected eForm data can be used to populate document index values and custom properties to
share with external ODBC data sources.
7.
eForms can be associated with documents inside or outside of workflow.
8.
eForms can be moved, resized, hidden, and docked to the document viewer window.
9.
Ability to print eForms as hard copy, electronic formats, or document management system files.
10. eForms source files used by multiple worksheets can be uploaded once and shared for
increased efficiency, look, and feel.
Not Available
Via
Customization
Via
Configuration
Std.
Functionality
11. Rotate documents in document viewer and save rotated view.
12. Prebuild sample eForms are included to illustrate eForms methods and features such as
dynamic navigation, data management, and validation.
Scoring for the following sections: 7,5,2,0
Electronic Capture and Object Support
1. Capture a variety of physical and digital objects – paper documents, digital photos, faxes, email,
COLD output, native document files, and the print output of any Windows application with a print
function, into a single electronic repository.
2.
Import, store, and display a wide variety of digital object types in their native formats including
Microsoft Office, PDF, JPEG, TIFF, HTML, XML, DWG, and DXF. List all supported types.
3.
Automatically import single files or batches and send them directly into the imaging system’s
workflow environment.
4.
Import files into the imaging system on demand using desktop client software.
5.
Provide multiple methods for automatically indexing imported files.
6.
Split or un-bundle multi-page TIFFs on import.
7.
Automatically import email and attached files. List supported email servers/clients.
8.
Provide multiple methods of automatically importing faxes.
9.
Ability to ‘print’ documents from typical desktop business applications (email, MS Office, Acrobat,
proprietary applications that offer a print command) directly to the imaging system without
manually printing and scanning.
10. Ability to ‘print’ documents in bulk directly to the imaging system from printing activity triggered
by Windows batch scripts, or applications that schedule their own output and perform text
extraction without OCR.
Scoring for the following sections: 14,10,5,0
Forms Processing
1. Provide option to collect data from scanned forms using advanced OCR functionality.
2.
Distinguish between forms types (i.e. invoices versus transcripts) and identify variations within
type (i.e. Company A invoice versus Company B invoice).
3.
Automatically index forms based on extracted data.
4.
Ability to process both structured and semi-structured forms.
5.
Ability to extract line item data from forms.
6.
Provide group verification of uncertain figures.
7.
Provide context verification of text field contents for uncertain characters.
8.
Provide tools to configure recognition for a wide range of structured and semi-structured
documents, as well as custom forms design.
9.
Share validated data with third party applications in a variety of formats.
10. Automatically route captured and validated forms into workflow module of imaging system.
Not Available
Via
Customization
Via
Configuration
Std.
Functionality
11. Multiple eForms can be associated with each document.
12. Library of forms recognition templates for a variety of both structured and semi-structured forms,
backed by an on-going program of user-driven form library development.
13. Tight integration of forms processing and imaging system.
Scoring for the following sections: 10,8.5,0
Indexing / Advanced Metadata
1. Flexible, customizable indexing options.
2.
Designated ‘Document Type’ index keys to help classify documents and control security.
3.
Creation and assignment of custom properties based on document type.
4.
Ability to distribute indexing tasks among workstations and locations.
5.
Configure document key assignments via user prompt for scanning.
6.
Automatic scan-time indexing via barcode.
7.
Automatic scan-time indexing via OCR.
8.
Index documents to records in existing business software without manual entry.
9.
Use single keystroke to index multiple fields during batch processing.
10. Ability to re-index document via manual entry or single click associated with host records.
11. Ability to configure and select pre-defined index values via drop-down menu or pick list.
12. Index document with non-dynamic data not taken from host application such as date/time,
unique ID, serial number, or free form user entry.
13. Index multiple documents as a group without re-entering index values for each page.
14. Automatically index documents based on a single known index key through the retrieval and
application of related index values from an external database.
15. Automatically and periodically validate existing document keys against an external database.
16. Individual documents can easily be indexed “same as last document”.
Scoring for the following sections: 14,10,5,0
1.
Integration
Options for both programmatic and non-programmatic integration.
2.
Direct integration with any core business system without programming.
3.
Extended integration functionality that allows placement of imaging application icon in screens of
business applications to prompt calls to the imaging system via scripting.
4.
Non-programmatic integration with Windows applications.
5.
Non-programmatic integration with browser delivered applications.
6.
Prior history of integration with PeopleSoft applications.
Not Available
Via
Customization
Via
Configuration
Std.
Functionality
11. Flexibility to purchase sets of recognition templates or individual recognition templates
customized to specific business applications.
Prior history of integration with Primavera applications.
8.
Prior history of integration with ‘college-developed’ or other third party applications. List.
9.
Ability to demonstrate integration capabilities during this RFP process by performing an actual
integration demonstration – applicable to vendors making final analysis stage.
10. Secure non-proprietary metadata storage accessible by third party tools.
11. Ability to produce standard ANSI X12 TS 130 formatted output file or EDI transaction.
12. Optional integration via web services standards (including Web 2.0, AJAX, and similar).
Scoring for the following sections: 4,3,1,0
Printing, Faxing, Output
1. Print to any device within a platform’s standard desktop/network printing environment.
2.
Print multiple pages. Print selected pages within a multi-page document.
3.
Print document from a list view such as a search result or workflow queue without opening them.
4.
Print a list of documents rather than the documents themselves from a list view such as a search
result or workflow queue.
5.
Option to selectively overprint relevant document values such as page numbers, date and time,
and document keys on each page.
6.
Option to selectively overprint watermarks and other selectable text or images.
7.
Control printing permission through application security.
8.
Integrated outbound faxing.
9.
Automated printing and exporting triggered by workflow events, server APIs, other application
modules, or values generated by external applications.
Scoring for the following sections: 7,5,2,0
1.
Reporting
Comprehensive workflow, security, and user activity reporting. Describe in detail.
2.
Can restrict reporting to authorized users.
3.
Report scheduling.
4.
Report development via non-proprietary report generators and including at least Oracle OBIEE)
5.
Comprehensive report library with on-going report definition development based on user input.
Scoring for the following sections: 8,6,3,0
Retrieval and Search
1. Integrated document retrieval directly from business application; single-click access to
documents from any customer/employee/vendor/student record displayed with security
enforcement and selective redaction.
2.
Document retrieval without manual entry of search terms.
3.
Manual image/document retrieval via simple index search.
Not Available
Via
Customization
Via
Configuration
Std.
Functionality
7.
Build complex, multi-field queries using Boolean search terms and ranges.
5.
Search by any combination of custom properties and project properties, with ability to save such
queries for future use by end user (central query store and user store).
6.
Full text search the contents of scanned documents and a wide range of native document
formats simultaneously with both full text and natural language search options and a variety of
concept, proximity, and evidence operator.
7.
Build and execute searches for enterprise/COLD reports from the same interface as simple,
advanced, and full text searches.
8.
Restrict any search by creation date using your own values or predefined menu options for
common intervals such as last 30 or 60 days.
9.
Integrated display of documents that are related to the current document through shared index
value or shared source document.
10. Determine document sort order before or after a search using any combination of document
metadata individually designated as ascending or descending.
11. Save, load, and execute queries from either the client or the server. For each saved query,
system lets the user configure the data is sorted upon return. Saved queries can prompt users
for a value to use when executing the query. Saved queries can extract values from the
business application record displayed on screen for integrated searches.
Scoring for the following sections: 8,4,1,0
Scanning and Quality Assurance
1. Save scanned images in open, industry standard graphics format. Provide detail description.
2.
Batch scanning capabilities for high volume production environment.
3.
Supports both centralized and de-centralized scanning operations including remote scanning
from remote locations via TCP/IP.
4.
Supports both centralized and de-centralized scanning operations including remote scanning to
separate entity data stores.
5.
Upload scanned batches directly to server.
6.
Scan batches locally and upload batches to server at a time the user specifies.
7.
Scan batches locally and upload batches to server in the background automatically, based on
network traffic and/or QOS.
8.
Direct scanning output directly to workflow.
9.
Easily configure, name, select, and distribute capture settings such as document source,
proposed index keys, workflow routing, or OCR and page context indexing.
10. Configure, save, and apply scanner settings such as resolution, page size, orientation,
brightness, threshold, and image processing.
11. Support for a full variety of entry level through high speed scanners from a choice of
manufacturers with options including simplex, duplex, monochrome, and color.
12. Support for deletion of blank pages during scanning.
13. Support for a wide range of scan-time image processing filters. Provide detail.
Not Available
Via
Customization
Via
Configuration
Std.
Functionality
4.
15. Distribute quality assurance of scanned batches to locations/resources outside of the scanning
location.
Scoring for the following sections: 10,8,4,0
1.
Security
Encrypted communication between server and clients.
2.
Option for Secure Socket Layer (SSL) encryption between application server and browser based
client.
3.
Server storage subsystem include encrypted object path metadata, secure object store
connectivity, (no client level direct access or drive mapping required) and the availability of
volume level encrypted storage.
4.
Comprehensive designation of system privileges by user and group job role (role based security)
5.
Document access control vial logical filing hierarchy.
6.
Control user’s actions on documents based on defined ‘document type’ value.
7.
Control users’ batch access.
8.
Control access to integration presets.
9.
Control document access via workflow queue; allow user access to only those documents
currently residing in workflow queues to which they have permission.
10. Multiple user authentication options which build on Peralta’s existing security infrastructure: local
domain, network domain, LDAP, active directory, Sequel Server authentication, and PeopleSoft
role based security.
11. Configurable, automatic user logoff due to inactivity.
12. Audit specific actions of defined clients from the administrative interface.
Scoring for the following sections: 6,4,1,0
Server Architecture
1. Flexible n-tier client-server design that supports centralizing or distributing processes via any
combination of Microsoft server platforms.
2.
Multi-threaded server design for maximum scalability.
3.
Secure single port client/server TCP/IP communication for efficient performance across firewalls.
4.
Integration with a variety of existing authentication schemes for streamlined and secure user ID
and password validation: local machine, Windows domain security, LDAP, Active Directory, and
Sequel Server.
5.
Design that eliminated drive mapping from client for storage or retrieval of objects.
6.
Encryption of object storage path for enhanced document security on server file system.
7.
Use of platform specific database drivers for maximum performance.
8.
Server side extensibility including scripting and web services.
9.
Supports a wide variety of non-proprietary storage options including at a minimum EMC SAN.
Not Available
Via
Customization
Via
Configuration
Std.
Functionality
14. Options to provide quality assurance (QA) on images at scan time and bypass QA if desired.
11. Consistent browsing and retrieval performance regardless of user load.
1.
Server Administration
Graphical administrator interface on Windows or MS Sequel Servers.
2.
Ability to configure all server settings on one screen.
3.
Ability to automatically distribute capture and device profiles to clients.
4.
Ability to send messages to individual system users or all users currently logged on directly from
the administrative interface.
5.
Monitor workflow queues from the administrative interface.
6.
Ability to disable user accounts without deleting them.
7.
Monitor license usage and availability from administrative interface.
8.
View real time interaction between logged-on clients and the server for real time auditing and
trouble shooting.
9.
Audit specific actions of defined clients from the administrative interface.
10. View all database tables and their properties directly from the administrative interface.
11. View server log files from the administrative interface.
12. Graphical interface for document repository configuration such as mirroring, spanning, set
creation, tree creation, tree properties.
13. Add new users in bulk from the Windows domain, LDAP server, Active Directory, text file, or
local machine.
14. Available automatic synchronization of image system users and groups with those on an LDAP
server or Active Directly server.
Scoring for the following sections: 10,8,2,0
1.
Storage
Data storage subsystem uses industry standard file formats, file systems, and storage devices.
2.
Support for multiple object stores including spanning object stores (represent several drives as
one logical drive).
3.
Support for mirroring object stores. Distribute duplicate object storage structures to multiple
sites.
4.
Support for moving images and data to permanent off-site storage and updating indexes and
searches to reflect the off-site storage.
5.
Support for reloading off-site stored data and images to the active system without manually
rebuilding indexes, annotations, etc.
6.
Support for data set management – move, copy, delete data storage structures based on
business rules.
Not Available
Via
Customization
Via
Configuration
Std.
Functionality
10. Consistent browsing and retrieval performance regardless of document quality.
1.
Web Services
Web services based data exchange with external applications over firewall-friendly HTTP or
HTTPS.
2.
Place documents in workflow from any location using any Windows-based business application.
3.
Develop interactive applications using standards such as SOAP, XML, WSDI.
4.
Allow development of interactive applications based on Web Services Interoperability (WS-I)
standards maximizing opportunities for development environments and platforms.
5.
Asynchronous messaging option to reduce complexity of real world integration projects.
Scoring for the following sections: 10,8,1,0
1.
Workflow
Integrated workflow environment at no extra cost.
2.
Drag and drop graphical workflow design tool.
3.
Point and click interface for assigning users and groups to queues and defining detailed routing
privileges.
4.
Ability to structure workflow efficiently in support of staff absences, turnover, and work load
balancing.
5.
Ability to use workflow independently without integration into business applications.
6.
Ability to use the document management system independently without requiring users to take
advantage of workflow features.
7.
Ability to create advanced workflow logic using non-cryptic syntax, meeting many workflow
objectives without scripting.
8.
Ability to automate workflow routing based on defined index values, priority, creation time,
document type, length of time in queue, user/group who routed the document, previous queue,
custom properties and project type.
9.
Ability to create and apply custom scripts written in industry standard scripting language to
automate queue actions on current inbound our outbound documents.
10. Ability to create workflow alarms based on triggers such as number of documents in queue,
defined index values, document type, length of time in queue, custom properties, previous
queue, and project type.
11. Ability to create workflow alarms that are centralized, reusable, and provide multiple notification
styles.
12. Ability to dynamically display queue-specific workflow status, workflow alarms, and
administrator’s messages on each client’s workstation.
13. Full range of route types including sequential, sequential automatic, conditional, parallel,
conditional parallel and inter-process routes.
14. Availability of a workflow queue type that contains a collection of distinct sub-queues which
perform the same workflow function reducing the number of alarms, routes, and rules that are
needed.
15. Ability to route not only scanned paper but electronic objects such as emails, faxes, PDFs, Office
documents and more.
Not Available
Via
Customization
Via
Configuration
Std.
Functionality
Scoring for the following sections: 8,4,1,0
Not Available
Via
Customization
Via
Configuration
Std.
Functionality
16. Ability to capture workflow user actions and document route including the queues a document
has been in, user interaction with the document, and additional relevant data for reporting and
audit trail.
17. Ability to assign specific workflow processes and queue management roles to defined users and
groups.
18. Ability to remove documents from workflow but retain their workflow history.
19. Ability to route items that are only partially indexed.
20. Ability to link document index values to a host application within a queue or validate document
index values while routing forward or back.
21. Ability to send documents and projects into a specific workflow queue by dragging and dropping.
The following table shows the maximum possible score for each of the 22 sections above ranked
according to the weighting given by the District.
Maximum
Section
Score
Pcnt
weighting
1
Workflow
210
10%
2
Forms Processing
182
9%
3
Document Viewer
176
8%
4
Integration w PeopleSoft
168
8%
5
Indexing / Advanced Metadata
160
8%
6
eForms
144
7%
7
Scanning and Quality Assurance
120
6%
8
Security
120
6%
9
Retrieval and Search
88
4%
10
Server Administration
84
4%
11
Computerized Output Laser Disk (COLD) / Enterprise Report Management
80
4%
12
Client
70
3%
13
Electronic Capture and Object Support
70
3%
14
Server Architecture
66
3%
15
Annotation and Redaction
65
3%
16
Document Control
60
3%
17
Storage
60
3%
18
Collaboration and Project Support
56
3%
19
Application Interface / Document Exploration
40
2%
20
Web Services
40
2%
21
Printing, Faxing, Output
36
2%
22
Reporting
Max total points (to be converted to a percent and applied to max 500 points)
Maximum
Section
Score
Pcnt
weighting
35
2%
2130
100%