ApplicationsOnline
Response to RFP #C-0414-09-sfw
For University of Michigan
Next Generation Online Admissions Application Project
April 14, 2009
ApplicationsOnline, LLC
500 West University Parkway
Suite 1M
Baltimore, MD 21210
410.243.1015
www.applicationsonline.com
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
1
Tab 1: Table of Contents
Tab 1: Table of Contents
2
Tab 2: Introduction
3
Tab 3: Supplier Information
5
Tab 4: Specifications/Qualifications and Technical Requirements
Specifications/Qualifications
Technical Requirements
17
43
Tab 5: Pricing Information
55
Tab 6: Agreements
58
Tab 7: Alternative Proposal
60
Tab 8: Signature Page
70
Attachment A: Technical Requirements
71
Attachment B: Schedule E, Service Rates
81
Attachment C: Vendor Agreements
82
Attachment D: Financial Statements
86
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
2
Tab 2: Introduction
Thank you for inviting ApplicationsOnline, LLC to respond to the University
of Michigan Request for Proposal #C-0414-09-sfw for the Next Generation
Online Admissions Application Project. We are pleased to provide you with
our solution.
Who we are:
Founded in 1998, ApplicationsOnline, LLC is an application solution provider
specializing in the development of customized, web-based college admissions
applications.
Over the past decade we have been extremely successful in providing webbased applications that are secure, easy to use, and allow ubiquitous access for
both applicants and administrators.
Our software reduces the amount of time and effort required to apply, as well
as the overall cost of processing applications for the colleges. Over the past
ten years we successfully assisted applicants and colleges send and receive
over three million admissions forms.
Most recently, in July, 2007, ApplicationsOnline launched a new online
consortium admissions application called the Universal College Application
(UCA). The UCA is more inclusive and provides for a more diverse applicant
population, including but not limited to applicants who are from low income/high
academic, under-represented, or first generation backgrounds. Currently over 80
colleges and universities from across the United States have joined as members.
The list includes Harvard, Duke, Johns Hopkins, Washington University in St.
Louis, University of Pennsylvania, University of Maine (4 campuses), University
of Miami, University of Rochester, and RPI. Our membership continues to
grow.
In addition to creating and maintaining “consortium” application systems,
ApplicationsOnline has a history of experience with individual institution
“signature” online applications as well. ApplicationsOnline developed the Johns
Hopkins University and St. George’s University online admissions applications.
Specifically, we have grown from processing just over 1,250 submitted
applications in 1998 to a high of over 1.6 million submitted applications and
supplements in the 2006 – 2007 application season.
In addition, during that time, we grew from supporting approximately 50 to
nearly 300 member colleges and universities.
ApplicationsOnline, LLC and the CollegeBound™ software were developed
to support the Common Application consortium. The Common Application is
an online consortium admissions application with over 300 member colleges.
We created the Common Application Online and developed methodologies to
better integrate their technology infrastructure with the database systems of
their member colleges.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
3
Tab 2: Introduction
Our RFP Response:
In this RFP Response, we discuss how our flagship software product,
CollegeBound™ will provide the University of Michigan with a fully
customized, effective solution to meet your online admissions application,
events management, and prospective student information needs.
ApplicationsOnline’s response to your Request for Proposal will explain our
technology solution and will detail how we can serve your complex
admissions environment, including the need for:
A complex application process that requires multiple essays, varied types of
letters of recommendation, transcripts, and multipart application questions that
are dynamic (such as questions based on citizenship and academic interests).
A system which allows decentralized admissions offices to maintain their
individual requirements and allows students to easily navigate and apply
between the many University of Michigan programs
A prospective student information application to handle the over 200,000
requests for information from prospective applicants annually.
An events management system to handle the planning and facilitating of the
various events hosted by the University of Michgan.
A data transfer specification which will allow data to be easily transferred
into the University’s Oracle PeopleSoft Enterprise System.
An online payment interface which can accommodate complex admission
fee requirements
In this RFP response, ApplicationsOnline will provide University of Michigan
with information on our “signature” application solution. We have also
provided information on our “consortium” (one application accepted by
multiple colleges) solution in the Alternative Proposal Section.
While our alternative solution (the Universal College Application) includes both
the software and hosting services, our signature application (primary solution)
does not include hosting services. Instead, we look forward to working with the
University of Michigan Information Systems staff to host the application on your
computer servers. We firmly believe this will give the University more
flexibility with the customization it requires and overall will more closely meet
your needs.
Our Successes:
We truly believe our success comes from our ability to “ask the customer” for
their needs, and then to deliver flawlessly upon those requirements. Delighted
customers are our goal. The results speak for themselves.
ApplicationsOnline licenses its software solutions to our customers. We do not
sell our software. This is done for your benefit.
As the licensor, ApplicationsOnline remains responsible to keep the software
code up and running regardless of changes to such things as computer operating
systems, browsers, or other computer based hardware and software
modifications. This benefits our customers, the licensee, in that the system
remains current, and operates efficiently and effectively.
On behalf of the entire ApplicationsOnline team, thank you once again for this
opportunity. We look forward to hearing from you so we can discuss our next
steps together.
Sincerely,
Joshua J. Reiter, Ed.D. President
Aaron S. Landgraf, Senior Assistant Director
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
4
Tab 3: Supplier Information
4.1 General Corporate and Contact Information
4.1.1
Provide (1) the legal name of Supplier’s firm, (2) the legal form
of Supplier’s firm (3) the state or county where organized, (4)
the address of Supplier’s principle place of business, (5) website
address, and (6) an organizational chart that shows senior
management and functional areas, and (7) description of major
business ventures.
4.1.2
Provide the contact information for the person responsible for
this proposal including (1) name (2) title (3) address (4) telephone
number (5) fax and (6) email address.
1.
Joshua J. Reiter, Ed.d.
2.
President
•
ApplicationsOnline, LLC
3.
500 West University Parkway, Baltimore, MD 21210
•
Limited Liability Corporation
4.
410.243.1016
•
Maryland
5.
Fax: N/A
•
500 West University Parkway, Suite 1M, Baltimore, MD
21210
6.
reiter@applicationsonline.com
•
http://www.applicationsonline.com
•
President: Joshua J. Reiter, Ed.D., CTO: Shaun St. Louis,
Sr. Assistant Director: Aaron S. Landgraf, Assistant
Director: Jay Feldblum
•
Universal College Application
(http://www.universalcollegeapp.com: A consortium online
admissions application (similar to the Common App
Online). Currently applicants can apply to any of the 85
member colleges and universities.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
5
Tab 3: Supplier Information
4.1 General Corporate and Contact Information
4.1.3
If different from the contact information provided above,
provide the contact information for the individual duly
authorized to enter into an Agreement on behalf of Supplier.
4.2.3
Provide a description of Supplier’s qualifications to meet
Specifications and provide the Services/Products requested in
this RFP, including a history of Supplier’s prior experience in
this area.
4.2.4
Describe any specific growth in this service/product area over
the past three (3) years.
Same as 4.1.2.
4.1.4
Provide the last five (5) years of audited financial statements.
ApplicationsOnline does not have audited financial statements. In
lieu of this requirement, ApplicationsOnline has provided the
University of Michigan with copies of the company tax returns. The
information is provided in a separate section at the end of this
document. ALL FINANCIAL DATA ARE CONSIDERED
CONFIDENTIAL AND PROPRIETARY AND ARE NOT TO BE
RELEASED TO THE PUBLIC.
4.2 Supplier Experience
4.2.1
Indicate how long Supplier has been performing the services or
selling the products requested in this RFP.
ApplicationsOnline began providing online application services in
September of 1998
The response for questions 4.2.2., 4.2.3, and 4.2.4 is provided
below question 4.2.4.
4.2.2
Provide a corporate history/management summary showing that
Supplier and/or its officers have been engaged for a minimum of
three (3) years in providing similar services or products as
requested in this RFP.
Founded in 1998, ApplicationsOnline, LLC is an application
solution provider specializing in the development of customized,
web-based college admissions applications.
Over the past decade we have been extremely successful in
providing web-based applications that are secure, easy to use, and
allow ubiquitous access for both applicants and administrators.
Our software reduces the amount of time and effort required to
apply, as well as the overall cost of processing applications for
the colleges. Over the past ten years we successfully assisted
applicants and colleges send and receive over three million
admissions forms.
Specifically, we have grown from processing just over 1,250
submitted applications in 1998 to a high of over 1.6 million
submitted applications and supplements in the 2006 – 2007
application season.
In addition, during that time, we grew from supporting
approximately 50 to nearly 300 member colleges and
universities.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
6
Tab 3: Supplier Information
4.2.2 – 4.2.4 continued
4.2.5
ApplicationsOnline, LLC and the CollegeBound™ software
were developed to support the Common Application consortium.
The Common Application is an online consortium admissions
application with over 300 member colleges. We created the
Common Application Online and developed methodologies to
better integrate their technology infrastructure with the database
systems of their member colleges.
Most recently, in July, 2007, ApplicationsOnline launched a new online
consortium admissions application called the Universal College Application
(UCA). The UCA is more inclusive and provides for a more diverse applicant
population, including but not limited to applicants who are from low
income/high academic, under-represented, or first generation backgrounds.
Describe any specific restructuring, mergers and/or downsizing
with Supplier’s firm that have occurred during the past three years
or is anticipated in the next three years, noting potential impacts
to the Services/Products contemplated by this RFP.
From 1998 to 2007, ApplicationsOnline was the technology provider to
the Common Application. In 2007, ApplicationsOnline launched the
Universal College Application. While the company did not alter its
structure, we did start anew with 13 founding college members, having
previously supported nearly 300 colleges. In less than 2 years, the UCA
now has a membership of 85 colleges and universities and continues to
grow.
4.2.6
Provide information relating to Supplier bankruptcies or
reorganizations due to financial hardship.
Currently over 80 colleges and universities from across the United
States have joined as members. The list includes Harvard, Duke,
Johns Hopkins, Washington University in St. Louis, University of
Pennsylvania, University of Maine (4 campuses), University of
Miami, University of Rochester, and RPI. Our membership
continues to grow.
For less than 4 months in 2008 (August 11 - December 4)
ApplicationsOnline entered Chapter 11 reorganization.
In addition to creating and maintaining “consortium” application
systems, ApplicationsOnline has a history of experience with
individual institution “signature” online applications as well.
ApplicationsOnline developed the Johns Hopkins University and
St. George’s University online admissions applications.
ApplicationsOnline, during the 4 month period, and since that time, has
continued its mission of providing brilliant levels of customer service to
its clients in the higher education industry.
The Chapter 11 case was filed at a time when the company needed court
protection due to various business issues. Less than 4 months later
when protection was no longer required, ApplicationsOnline asked for,
and was granted, a dismissal of the case.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
7
Tab 3: Supplier Information
4.2.7
Does Supplier’s firm partner with any other suppliers for the
delivery of Services/Products requested by this proposal? If
so, please explain each partner, the nature of the relationship
and services/products provided.
ApplicationsOnline does work in partnership with an online
payment provider to allow applicants to pay application fees
online. 1st Financial Bank USA provides colleges with a method
of collecting the fees from the applicants.
This is a relationship between the University and the online
payment provider. ApplicationsOnline does not collect, receive,
process, nor store the online payment information.
4.2.9
Outline the process and timeline when implementing a new
customer. Address your ability to perform a rapid
implementation, including what are the issues, scope
concerns, experiences with previous rapid implementations.
ApplicationsOnline has a wealth of experience in providing
online admissions application solutions to our clients. In fact,
each year we supported the Common Application Online, or
more recently, the Universal College Application, we developed
a stringent process to assure the application went online, on
time, each season.
Our process includes:
1. Gather customer requirements
4.2.8
Explain how current customers load data into their
enterprise systems, how frequently data is extracted/loaded
into their enterprise systems, and how close to real time
loading these customers are experiencing.
2. Convert the requirements into features and functions
Our online admissions application solution provides an
administrative interface allowing customers to export application
and supplementary data to a predetermined file format. Exports
can be customized by the user. Specifically customers can
choose the fields they wish to receive and the file position of
each requested field. Exports can be automated and therefore
“pushed” to the college or are available via a secure FTP
download.
5. Beta test the code (with customer input)
3. Develop the code based on customer requirements
4. Alpha test the code (internally)
6. Make final adjustments
7. Prepare to release the code “live” on the website
Typically, these pushes occur overnight and include all data
submitted the previous day. Applicant data is available
immediately upon registration.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
8
Tab 3: Supplier Information
4.2.10
4.2.11
If selected for this project, when would you be able to begin
working with the University of Michigan?
4.3
Supplier Relationships or Potential Conflicts with the
University.
ApplicationsOnline can begin work on this project immediately
after award.
4.3.1
Describe any business relations that Supplier currently has
or has had with the University; include relationships any
parent, subsidiary, or other affiliate company may have with
the University.
Detail your training plan/approach for new customers.
ApplicationsOnline’s software is easy to use and has been tested
over a decade of use in the higher education admissions
application industry. We can provide training assistance either
over the telephone, via a webinar, or in person. The ease of use
functions clearly describe how to utilize all features of our
software and our clients are able to fully utilize all features
within a very short period of time.
4.2.12
Explain your quality assurance process when implementing a
new customer.
ApplicationsOnline prides itself on providing “brilliant levels of
customer service.” Our software goes through alpha and beta
tests with enough time in between to provide fixes to any issues
that arise.
4.2.12
ApplicationsOnline, LLC has not previously, nor does it
currently, engage in any work with the University of Michigan.
4.3.2
Please indicate if any employees, officers, directors,
members, agents or consultants of Supplier are also an
employee of the University. Please refer to the University’s
Conflict of Interest Policy available on the Internet at the
following address:
http://www.umich.edu/~purch/purch/legal.html
ApplicationsOnline, LLC does not have any officers, directors,
members, agents, or consultants who are also employed by the
University of Michigan.
Address your compliance with ADA and your current web
page development philosophy.
ApplicationsOnline provides various accommodation provisions
in its software. One such development philosophy is to assure
our software can be accessed by persons with visual disabilities.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
9
Tab 3: Supplier Information
4.4
Supplier Client List/References
4.4.1
Provide complete list of higher education institutions that you currently service.
Albright College
Arcadia University
Assumption College
Bard College
Bradley University
Bryant University
Carroll College (MT)
Carroll University (WI)
University of Charleston (WV)
Clark University
Colby-Sawyer College
Concordia College (NY)
Creighton University
University of Dallas
Dean College
Drew University
Drexel University
Duke University
Elizabethtown College
Elmira College
Embry-Riddle Aeronautical University
Fairleigh Dickinson University
Felician College
Florida Institute of Technology
Gonzaga University
University of Great Falls
Guilford College
Hamline University
Hamline University
Hampden-Sydney College
Harcum College
Harvard University
Hawaii Pacific University
Hobart and William Smith Colleges
Hood College
The College of Idaho
Illinois Institute of Technology
Illinois Wesleyan University
Iona College
Johns Hopkins University
Johnson & Wales University
Landmark College
The University of Maine
University of Maine Farmington
University of Maine at Machias
Marist College
Marquette University
University of Miami
Monmouth University
Mount Mary College
College of Mount Saint Vincent
Mount St. Mary's College (CA)
University of New Haven
Niagara University
University of Pennsylvania
Prescott College
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
10
Tab 3: Supplier Information
4.4.1
Provide complete list of higher education institutions that you currently service. (continued)
Prescott College
Rensselaer Polytechnic Institute
Rider University
Rochester Institute of Technology
University of Rochester
Saint Mary's University of Minnesota
Saint Peter's College
San Francisco Art Institute
Seattle University
Simmons College
Southern Vermont College
St. Bonaventure University
St. George's University – St. George’s, Grenada
St. Joseph's College - Brooklyn Campus
St. Joseph's College - Long Island Campus
Stevenson University (formerly Villa Julie)
Susquehanna University
University of Tampa
Texas Christian University (TCU)
Ursinus College
Vaughn College of Aeronautics and Technology
Wagner College
Wake Forest University
Warren Wilson College
Washington University in St. Louis
Wesley College
Westminster College (MO)
Whitworth University
Worcester Polytechnic Institute
University of Wyoming
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
11
Tab 3: Supplier Information
4.4.2
Provide at least six (6) references, not including the
University, identifying clients with requirements similar to
those of the University. At a minimum, please provide the
name of the client, contact person, e-mail address, and a
telephone number for such references. The University
reserves the right to contact additional references not
provided by the Supplier. Preference may be given for those
references that are most similar in profile and type
requested.
Mr. Stephen McLaughlin
Sr. Associate Director of Admission
Duke University
stephen.mclaughlin@duke.edu
919.684.0179
Mr. Dan Zupan
Director of Information Systems, Harvard College Admissions
Harvard College
617.496.6904
danzupan@fas.harvard.edu
Mr. David Phillips
Vice Dean
University of Pennsylvania
215.898.6349
davidp@admissions.upenn.edu
Ms. Sharon Beaudoin
Director of Operations
Rennselaer Polytechnic Institute (RPI)
518. 276.6146
beauds@rpi.edu
Ms. Kim Selle
Director of Operations
Washington University in St. Louis
314. 935.6032
kselle@wustl.edu
Mr. John Latting
Dean of Admission
Johns Hopkins University
410.516.8171
latting@jhu.edu
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
12
Tab 3: Supplier Information
4.4.3
Please list any clients that have terminated the same or
similar Services in the past 24 months. Include the contact
name, title, phone number, size of account, date client
became a customer and date(s) of termination. Explain why
client(s) terminated.
Judy Whitman
Program Manager
Common Application, Inc.
703.378.9788
State your company’s status:
According to the SBA, we are considered a Small Business
4.6.2
Does Supplier’s business currently have a Supplier Diversity
Program in place?
No
4.6.3
After nearly a decade as the technology partner to the Common
Application (1998-2007), they chose to go in a new direction.
During the term of our contract we increased the number of
submitted applications from 1252 to over a million in less than a
decade.
4.5
4.6.1
If Supplier answered “yes”, please provide the name and
telephone number of Supplier’s Program Coordinator
Not Applicable
4.6.4
Identify any and all Second Tier Business Relationships or
First Tier Business Relationships Supplier has with Minority,
Women, and Handicapped Owned and operated businesses.
None
Code of Conduct for University of Michigan Vendors.
The University of Michigan has a longstanding commitment
to sound, ethical and socially responsible practices. To
ensure that such practices are codified for the University's
vendors, the President’s Task Force on Purchasing Ethics
and Policies has developed a Code of Conduct for University
of Michigan Vendors. The Code of Conduct can be found at:
www.procurement.umich.edu/files/code_of_conduct.pdf
To promote socially responsible purchasing, UM and
vendors will aspire to follow the Code of Conduct. The Code
of Conduct is not a contractual document but preference
may be given to suppliers, when all other criteria are equal,
who demonstrate compliance with the Code.
We provide brilliant levels of customer service and are
committed to sound ethical and socially responsible practices.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
13
Tab 3: Supplier Information
4.7
Value Added Services. Describe, in detail, other value-added
services available to the University but not necessarily
addressed. Supplier may offer additional products or
services. The University shall determine which value-added
service options shall be most beneficial from both a cost and
service standpoint, and may further negotiate these options
to include or omit dependent on the needs of the University.
Technical Support and Services:
The ApplicationsOnline solution is compliant with all industry
standard technical and functional performance criteria including
compliancy for visually impaired users.
We monitor our applications 24x7x365 and pride ourselves on
providing “brilliant” levels of customer service. Currently, our
manual response time to applicant inquiries is just under 7
minutes.
Online Payment:
As a Value Added Service, ApplicationsOnline offers various
Technical Support and Services.
It is ApplicationsOnline’s philosophy to “ask the customer,” and
provide solutions to meet the end users’ needs. That is a major
reason for our success over the years. Combining knowledge of
customer needs with the experience we have gained developing
consortium applications over the past decade has given us an
expertise in online college admissions. Working with over 300
colleges and universities to implement our software into their
systems has given us a breadth of experience, which will assist
in the migration and redesign of existing content of the new
system.
Our proposed solution is designed to be easy to use. In addition,
ApplicationsOnline tests all internally developed systems for
cross-browser compatibility on all modern W3C compliant
browsers to assure our systems remain current.
At the end of each admission cycle, ApplicationsOnline surveys
the applicants to gather feedback and make improvements for
the coming season.
In addition, we have processed over 3 million forms so we are
confident our systems remain easy to use.
As a Value Added Service, working with our business partner,
1st Financial Bank USA, ApplicationsOnline offers University of
Michigan an opportunity to allow applicants to pay their
admissions application fees online.
Our online payment provider’s system allows University of
Michigan to collect application fees electronically. The payer
simply enters some basic personal and financial information and
selects a payment option. The payment options available are
credit cards, debit cards, and electronic check transactions. Our
business partner transmits the credit card settlement information
to the designated merchant processor for clearing and deposit in
the University of Michigan account. Electronic check files will
be transmitted to the appropriate financial institution for
settlement. Upon completion of a transaction, the payer will
receive a message stating the transaction has been approved or
declined and will then be directed back to their online
admissions application account.
This is a relationship between the University and the online
payment provider. ApplicationsOnline does not collect, receive,
process, nor store the online payment information.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
14
Tab 3: Supplier Information
4.7
Value Added Services continued
Administrative Customer Service:
Benefits of this Online Payment system:
Our business partner can provide University of Michigan with a
single business relationship manager who will act as the central
point of contact for all issues until the system is completely
operational. Once operational, the institution’s departmental
personnel will have access to a general administrative help desk.
Flexible Payment Options:
You have the flexibility of choosing the payment options you
would like to offer your applicants (credit cards, debit cards,
and/or electronic check transactions).
Your relationship is with the online payment provider. To
assure privacy and security of all information,
ApplicationsOnline does not receive, store or process any
payment information. That is all handled by the online payment
provider.
Real-time integration:
The system is integrated real-time with University of Michigan,
therefore passing data securely between the application platform
and the payment gateway. The applicant’s first name, last name,
applicant ID, and application fee amount are populated real-time
within the payment gateway. Payment status is updated realtime once the transaction is complete.
Real-Time Verification:
The system provides real-time validation on the credit cards.
This includes verifying the card number, sufficient credit
availability on the account, and address verification.
Remittance File:
The system provides you with a remittance file that provides
detail on each transaction by department. Therefore, if a unique
identifier (i.e. G/L account #) is needed to track each individual
transaction, we are able to provide this level of detail in the
remittance file.
4.8
Relevant Supporting Documentation. Provide complete
manufacturer’s descriptive literature and/or brochures for
each proposed products or equipment. Literature shall be
sufficient in detail in order to allow for full and fair
evaluation and comparison.
ApplicationsOnline, LLC included all relevant materials and
information on our CollegeBoundTM software within this
Request for Proposal. Therefore, no additional supporting
material is provided.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
15
Tab 3: Supplier Information
4.9
Relevant Litigation/Investigations. Describe any current
lawsuits, legal actions or governmental investigations against
your company including, but not limited to, parties of
dispute, any equipment affected, cause of action, jurisdiction
and date of legal complaint. Include in this section any
problems that your firm or its personnel have experienced
pertaining to training, licensing or certification in the past
five (5) years.
ApplicationsOnline, LLC and The Common Application are
named by CollegeNet, Inc. in a lawsuit alleging patent
infringement. The case was commenced by CollegeNet on
August 12, 2005 in the United States District Court for the
District of Oregon (Civil Action no. : 3:2005-CV-01255-BR).
ApplicationsOnline is indemnifying The Common Application
in this action.
ApplicationsOnline, LLC is named in an action by The Common
Application, Inc. The case is arbitration number AAA No. 16
133 Y 00263 08. April 18, 2008
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
16
Tab 4: Specifications/Requirements
Below, ApplicationsOnline has provided a fully compliant response to the specifications and qualifications required for the University of Michigan
system. Our solution is fully customized to meet your requirements, and can be modified in the future as those needs and requirements change.
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
Additional Comments
5.1
Applications
5.1.1
the capability for admitting offices to determine
content and frequency of applicant notifications
F
System administrators can adjust notification
messages and frequencies through a custom
interface.
5.1.2
dynamic interaction between questions and pages
resulting from specific answers to Questions
F
Questions and pages can be customized to
display, populate, and interact according to
business rules and requirements of the University
of Michigan.
5.1.3
the capability to present unique admission
applications to applicants for up to 10 different
admitting offices
F
After registering, applicants select the career and
program they wish to apply for. Based on this
selection, they are presented with a unique
Admissions application for that program.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
17
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does
not comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
5.1.4
the capability to manage applications
to dual-degree programs, including:
F
Software is customized on behalf of University of
Michigan according to business requirements.
5.1.4.1
the capability to allow application to multiple
programs simultaneously, whether within or
across admitting offices
F
After the applicant indicates a program of interest,
the list of available dual-degree programs will
be displayed. This dynamic update will
prevent selection of prohibited combinations
5.1.4.2
the capability to distinguish between
academic careers and programs that accept
dual or multiple applications and those that
do not
F
Programmed business logic will prevent the
selection of prohibited combinations of
applications. User will be informed their available
options are limited based on previously selected
programs or careers.
5.1.4.3
the capability to notify the applicant per error
message when they have entered a prohibited
combination of applications
F
Program validation will occur on submission as a
final check, blocking prohibited combinations and
alerting the applicant per error message.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
Additional Comments
18
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
5.1.5
the capability to allow the applicant to
work on the application and save inprogress data
F
Applicants can save their work at any point. Work is also
saved automatically when moving from one page of the
application to the next. An auto-save feature saves the
applicant's work every 2 minutes automatically.
5.1.6
the capability to provide an on-line
application audit to ensure submission
of required fields and appropriate
values
F
All required fields and business logic are checked to ensure
completeness and compliance prior to submission.
Applicants are alerted to the missing data and directed to the
appropriate pages requiring updates. Incomplete fields are
highlighted to assist in rapid identification.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
Additional Comments
19
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
5.1.7
the capability to submit completed
applications to the University of
Michigan
F
After all required fields have been completed and verified,
the applicant is allowed to submit. This action marks the
applicant's record as submitted and places the record in the
the appropriate administrator views. The applicant’s
checklist is also updates dynamically to confirm submission.
5.1.8
the capability to accept and process
applicants’ signatures on the
applications
F
Electronic signatures can by typed into the form and dated.
Signatures can also be provided automatically by checking
a box indicating all information provided is factual and
accurate.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
Additional Comments
20
Tab 4 : Specifications/Requirements
5.1.9
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
ease of use for our applicants (e.g., user
friendly interface, no training required,
easy access to the information)
F
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
Additional Comments
The site is designed to be user friendly for traditional and
non-traditional prospective students. At the end of each
admission cycle, ApplicationsOnline surveys the
applicants to gather feedback and make improvements for
the coming season. For instance, midway through
the 2008-2009 application season, these are the survey
results:
90% of the survey respondents reported the online
application was either “Very easy” or “Somewhat easy” to
use.
90% of applicants would recommend the system to others.
In addition, we have processed over 3 million forms so we
are confident our systems remain easy to use.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
21
Tab 4 : Specifications/Requirements
5.1.10
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
privacy and security of personal data and
individual transactions (e.g. authentication,
social security numbers, and financial
transactions), as well as file transfers
F
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
Additional Comments
Authentication:
Our system uses a username/password approach and
is protected via a 128bit Verisign SSL Certificate.
All usernames and passwords are stored in clear text
format and available only to high level system
administrators. Users cannot change the password to
the account themselves, this is only accomplished by
contacting someone at ApplicationsOnline and with
high level database (DB) access privileges.
Accounts are never de-activated unless done so by
the high level DB administrator.
For more information see section 6.7
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
22
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
5.1.11
support of popular browser technologies
such as FireFox, Microsoft Internet
Explorer, Apple Safari, etc. so that potential
users may receive and utilize the application
regardless of their connection speed or
system capabilities
F
We are fully compliant with all browsers and
visually impaired standards
5.1.12
the ability to view prospective applicant
information prior to submission of
application
F
Prior to submission, the applicants’ records will
appear in, and can be previewed from the 'Not
Submitted‘ view from the administrator’s interface.
This data can be exported as well.
5.1.13
the ability to see the progress of application
completion (e.g. percentage complete,
etc.)
F
From the checklist page, an applicant can
monitor which components of the application have
been submitted and which components are still
pending. Administrators can track progress via the
same channel, or through back-end “sort-able”
reporting views
5.1.14
the capability to view all Application data
prior to and after submission of application
F
Applicant data can be viewed at any time from the
administrator site after applicant has registered.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
Additional Comments
23
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
Additional Comments
5.2
On Line Recommendations
5.2.1
easy to use process for applicants to identify
targeted recommenders and invite them to submit
letters/forms on behalf of the applicant
F
Applicants provide email addresses of targeted
recommenders who are then sent an invitation to
participate in the evaluation process
5.2.2
ability to capture recommender information (e.g.
name, address, email address, role, etc.)
F
Recommenders must complete a profile
indicating name, address, email address,
and role prior to beginning work on
their recommendations
5.2.3
capability for applicant to track progress of their
Recommendations
F
From their checklist, applicants can track
when a recommendation has been started,
declined, completed, submitted, and
downloaded by the University
5.2.4
capability for applicant to request additional
recommenders throughout process, including
after the application is submitted
F
Applicants can invite as many
recommenders as they require at any
point in the application process once they have
registered and selected a program.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
24
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
5.2.5
ease of use for recommenders (e.g.,
user friendly interface, no training
required, easy access to the
information, key relevant data ported
from application without the need for
the recommender to reenter key
data)
F
The interface for recommenders is fully compliant
with all ease of use requirements. No training is
required, key relevant data can be ported from the
application without the need for the recommender to
reenter key data. This feature has been available for
the past application season and has worked
successfully.
5.2.6
privacy and security of personal
data and individual transactions
F
Privacy and security of personal data is of utmost
importance. We do incorporate authentication and
authorization requirements as well as other security
methods. For more information see
section 6.7
5.2.7
ability to see recommender
information including in
progress recommendations
F
As with applicant records, recommender information
and records can be viewed at any time from the
administrator interface after the recommender
has registered
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
Additional Comments
25
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
Additional Comments
5.3
Supporting Materials
5.3.1
ability for applicants to easily upload large
written documents (e.g., essays, personal
statements, resume/CV, research statements,
etc.)
F
Applicant can upload additional documents in
PDF format with a 1MB file limit. Free tools are
Made available for PDF conversion (ie.
PrimoPDF)
5.3.2
capability to categorize between
different types of materials.
F
Applicant can indicate content type of upload
either via dropdown or by uploading on the
appropriate section of the website (ie. Upload CV
here)
5.3.3
capability to provide upload of different
multimedia formats and electronic
Portfolios (e.g. JPEG, video recordings,
sound recordings, art files, etc.) defined
by the Admitting Office
F
We are happy to work with the University of
Michigan to provide the capability to upload files
of any required format. To reduce the amount of
storage required, we propose to allow applicants
to provide links to multimedia and
electronic forms available online.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
26
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
Additional Comments
5.4
External Credentials
5.4.1
ability for applicants and key
recommenders (e.g. high school
counselors) to easily upload transcripts
to be included with application images
F
All files capable of conversion to PDF by
the user and under set size limit
(e.g. 1 MB) can be uploaded.
5.4.2
ability for applicants to easily upload
official documents (e.g. high school
profile, self-reported test scores,
international diplomas, etc.)
F
All files capable of conversion to PDF by
the user and under set size limit
(e.g. 1 MB) can be uploaded.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
27
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
Additional Comments
5.5
Images
5.5.1
the capability to accept and transmit imaged
documents (e.g., application forms, essays,
transcripts, recommendations, and other
documents) compatible with ImageNow
F
We will provide imaged documents in PDF file
format along with the index file. For batches
these will be zipped. Further details on the index
file are required, but we are happy to customize
the solution to meet your needs.
5.5.2
at a minimum, the capability to perform daily
transfer of images to the University of Michigan
for subsequent loading into our database
F
The daily transfer can be provided via many
automated methods; scheduled batches ran
nightly and available for manual download,
scheduled batches ran nightly and "pushed“
via FTP or FTPS or FTP/SSL, or scheduled
batches ran nightly and available as "pulls“
via FTP/SSL.
5.5.3
inclusion of an index file with Unique Identifiers
F
Software is customized on behalf of University of
Michigan according to business requirements.
5.5.4
capability to create summary report Images
F
We provide a cover page to all batches
created which indicates the applicant, term
selected, and email address for contact.
This cover page can be customized to meet
the University of Michigan's requirements.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
28
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
Additional Comments
5.6
Application Fees
5.6.1
the capability to manage and clear
admission application fees, including
those made by credit card,
checking/debit card transactions, and
approved fee waivers
F
ApplicationsOnline partners with 1st
Financial Bank USA to provide online
payment services. Fees can be paid by
credit card, debit card, and electronic check.
Applicants indicating fee waiver intent
on the pages of the application will not
be presented with the online payment option.
5.6.2
the capability to pass appropriate codes
for purposes of tracking fee waivers and
fees not required
F
Applicants indicate their intention to
use a fee waiver while completing the
application. This selection will
prevent payment and flag them as a fee
waiver student throughout the
process.
Custom fees can be set to any amount
for any particular institution.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
29
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
Additional Comments
5.6
Application Fees
5.6.3
the capability to allow for special
application fee amounts due to multiple
applications within a single career or
multiple applications across two or
more careers
F
We are happy to work with the University of
Michigan to determine and implement the
business logic required to allow for special
application fees.
5.6.4
the capability to require different
application fees determined by defined
criteria (e.g. domestic fee versus
international fee, etc.)
F
Custom business logic for fees can be
programmed at the University of Michigan’s
request.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
30
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
Additional Comments
5.7
Data File
5.7.1
at a minimum, the capability to perform
daily transfer of application files to the
University of Michigan for subsequent
loading into our database
F
The daily transfer can be provided via many
automated methods; scheduled batches ran
nightly and available for manual download,
scheduled batches ran nightly and "pushed“
via FTP or FTPS or FTP/SSL, or scheduled
batches ran nightly and available as "pulls“
via FTP/SSL. Data can be provided in a
format specified by the University of
Michigan.
5.7.2
the capability to provide a data file with
fields identified by the University of
Michigan
F
In addition to points made in 5.7.1 we can
provide the University of Michigan with a
customizable option to choose the fields and
order desired.
5.7.3
the capability to load data from distinct
applications into a common file format
F
Distinct applications can be grouped by
program and date range and exported from
the administrator interface. Additional
grouping requirements can be customized at
the University of Michigan’s request.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
31
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
Additional Comments
5.8
Notifications
5.8.1
the capability to automatically notify
applicants and recommenders through
email or other notification methods
when UM defined key milestones have
been met (e.g., in progress applications,
application submission, receipt of data by
UM, recommender submission, etc.)
F
Through customized schedules we are able to provide
custom emails with information required.
Dates/milestones provided by the University of
Michigan can be entered into a database table
(editable by them at any time) to add/adjust milestone
dates. An easy to use interface is provided from the
administrator interface.
5.8.2
the capability for admitting offices to
determine content and frequency of
applicant notifications
F
System administrators can adjust notification
messages and frequencies through a custom interface.
5.8.3
auto-prompting with deadlines by academic
program
F
Deadlines are setup and managed within the global
administrator account and can be set for each term
(fall, spring, summer, winter) and category (first-year
Transfer, graduate, Ph.D, etc.. This can be expanded
to include all programs offered by the University.
Applicants will be alerted to deadlines from the
checklist page and will be prohibited from submitting
their applications once system deadlines have passed.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
32
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
Additional Comments
5.9
Events/Interviews
5.9.1
the capability to create, publish, and manage events
F
We will provide a customizable 3rd
party calendaring / event-registration
system. We will customize and integrate
this software with the rest of the application
system as required.
5.9.2
the ability to create automatic
notifications and communications to
groups and individuals, including
content and distribution control by key
UM staff
F
Through years of experience,
ApplicationsOnline learned that applicants
respond best to communication received
directly from college administrators.
Therefore, we have developed a system
allowing administrators to view email lists
within the “sort-able” data views provided
in our administrator’s view. If personalized
communication is required, administrators can
export name and e-mail information to send
mail-merged notifications to applicants and
“leads.” As the proposed system is to be
hosted with the University of Michigan, we are
happy to sync this service with the institution’s
email client.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
33
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
Additional Comments
5.9
Events/Interviews
5.9.3
the ability to monitor enrolled, open, and
waitlisted statuses of events and
participants
F
Software will be customized to meet the
University of Michigan’s business
requirements
5.9.4
the capability for reporting on trends,
progress, event attendance, event
statistics, real-time participant rosters,
and create nametags for each event
F
Software will be customized to meet the
University of Michigan’s business
requirements
5.9.5
easy to use and configurable event management
features (e.g., managing duplicate registrants, robust
registration capabilities for single or multiple
students, group creation, simple editing/updating
capabilities, calendar display and functionality
options, waitlist options, etc.)
F
Software will be customized to meet the
University of Michigan’s business
requirements
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
34
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
5.9.6
the capability for event
registrant data to be ported
without the student entering
data twice
F
Once registered with the system,
applicant profile information will
populate all fields available to
eliminate the need for redundant input.
5.9.7
the capability to provide a data
file with fields identified by the
University of Michigan
F
Export templates for any combination
of fields available can be produced
within the administrator interface.
5.9.8
multiple levels of security
access for University of
Michigan staff to the vendor’s
site (e.g., some staff may only
view, some may download,
some may only see specific
programs, etc.)
F
Within the administrator's page, University of
Michigan has the ability to create multiple
log-ins for various personnel. The access for
personnel can be adjusted to allow for
only "viewing" capability, or for downloading
capability. Also, administrators can only see
information for their programs.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
Additional Comments
35
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
5.9.9
ease of use for event registrants
(e.g., user friendly interface, no
training required, easy access to
the information)
F
Software will be customized to meet the
University of Michigan’s business
requirements
5.9.10
the capability to charge,
manage, and clear event fees,
including those made by credit
card, checking/debit card
transactions
F
ApplicationsOnline partners with 1st
Financial Bank USA to provide online
payment services. Fees can be paid by
credit card, debit card, and electronic check.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
Additional Comments
36
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
Additional Comments
5.10
Prospective Students
5.10.1
the capability to send an automated yet
personal reply to e-mail inquiries and
application requests for both individuals
and groups
F
See response 5.9.2
A custom interface to send emails to applicants
using either a series of templates (designed and
maintained by system administrators) or an adhoc design for instant delivery can be designed
as requested.
5.10.2
the capability to deliver an appropriate
automated response based on particular
academic career or school/college
queried
F
A customizable table will be provided to
categorize and catalog automated responses.
Customized responses will be made available
for either template or ad-hoc email delivery
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
37
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
5.10.3
the capability to transfer prospective
student data into PeopleSoft in
accordance with the University of
Michigan’s file format
F
In addition to points made in 5.7.1 we can
provide the University of Michigan with a
customizable option allowing them to choose
the fields and order they desire.
5.10.4
the capability to provide an on-line
prospect audit to ensure submission of
required fields and appropriate values
F
Yes. Using both server and client side
validation to ensure all required fields and field
limits/restrictions are met.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
Additional Comments
38
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
5.10.5
the capability for admitting
offices to add new prospect
features at a later date for a predetermined cost
F
Additional programming assistance will be
provided on an hourly basis at a predetermined hourly rate. See Schedule E at the
end of this RFP response
5.10.6
the capability for admitting
offices to work with the vendor
to maintain and improve their
prospect sites on an annual basis
(minimal frequency) and in a
timely manner
F
Additional programming assistance will be
provided on an hourly basis at a predetermined hourly rate. See Schedule E at the
end of this RFP response
5.10.7
support of popular browser
technologies such as FireFox,
Microsoft Internet Explorer,
Apple Safari, etc. so that
potential users may receive and
utilize the application regardless
of their connection speed or
system capabilities
F
Our proposed solution is compatible with all
major browsers. In addition,
ApplicationsOnline tests all internally
developed systems for cross browser
compatibility on all modern W3C compliant
browsers to assure our systems remain
current.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
Additional Comments
39
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
Additional Comments
5.11
Applicant and Recommender Support
5.11.1
if hosted solution, Customer Support
Model 24 hours per day, 7 days per
week (brief routine scheduled outage
periods are acceptable and must be
documented)
Not Applicable
5.11.2
if hosted solution, rapid customer
service response for
applicant/recommender questions or
technical issues
Not Applicable
5.11.3
clear indication to applicants when an
academic program has closed before in
progress applications continue to be
Worked
F
Our solution provides the University of
Michigan with the capability to modify
program deadline information. Once
the deadline date has passed, applicants
will no longer be able to submit their
application.
Applicants can easily identify deadline
information in their "checklist" page
within the application.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
40
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
Additional Comments
5.12
Admitting Office Support
5.12.1
multiple levels of security access for
University of Michigan staff to the
vendor’s site (e.g., some staff may only
view, some may download, some may
only see specific programs, etc.)
F
Within the administrator's page, University of
Michigan has the ability to create multiple logns for various personnel. The access for the
personnel can be adjusted to allow for only
"viewing" capability, or for downloading
capability. Also, administrators can only see
information for their programs.
5.12.2
the capability for each admitting office
to work with the vendor or the software
solution to maintain and improve their
web applications on an annual basis
(minimal frequency) and in a timely
manner
F
ApplicationsOnline prides itself on
providing "brilliant levels of customer
service" to all its clients. We can only
do this if we "ask the customer." We
are happy to work with the University
of Michigan to assure the application
continues to meet all requirements year
to year.
5.12.3
the capability for admitting offices to
add new applications at a later date for a
pre-determined cost
F
ApplicationsOnline is happy to work with the
University of Michigan to add new applications
at a later date for a pre-determined cost.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
41
Tab 4 : Specifications/Requirements
Specifications/
Qualifications
Complies
(F=Fully,
P=Partially,
DNC=Does not
comply)
Explain a Partially
Complies response
(e.g., to what
extent do you
comply, etc.)
5.12.4
the capability for reporting on trends,
progress, and overall processing
F
Customized reporting is available in the system
administration and sub-administration section(s)
based upon user rights granted. Reporting is
presented on-screen, however, they can also be
made available in either downloadable format(s)
or PDF.
5.12.5
client conference calls with
vendor as needed/requested
F
ApplicationsOnline is happy to schedule client
conference calls as needed or requested by the
University of Michigan.
5.12.6
provide archiving features of
application materials both
submitted and unsubmitted
F
Access to archived material is provided for a
period of 2 years (current year plus previous
year/season/cycle). Further backups are available
at a fixed price to cover backup Facility costs.
5.12.7
ability to override deadline in
batch or for individual
applicants as needed
F
A flag will be provided in the administrators
backend to allow an applicant to by-pass
deadline restrictions.
5.12.8
Capability for key UM staff to
close applications by academic
program, with ability to set up
pre-determined disable dates
F
The backend administration module will provide
the capability to manually close an application.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
Additional Comments
42
Tab 4 : Technical Requirements
Below, ApplicationsOnline has provided a description of our technical architecture for our Web-based Admission Application and Prospective Student
Inquiry system. We have provided a high-level summary addressing the following points: General Architecture, Performance / Capacity / Scalability,
Reliability / Monitoring, Interoperability, Support / Upgrades, Development, and Security (Authentication & Authorization).
Specifications/
Qualifications
Response
6.1
General Architecture
6.1.1
Provide a high-level technical overview
of your software showing the components
of your application mapped to a logical
server diagram.
See Attachment A: Technical Requirements
6.1.2
Describe how your application exhibits
Service Oriented Architecture (SOA)
design principles.
Service Oriented Architecture (SOA) design principles are applied through
elements, functions, and structures using XML. Accessible data services
can also be provided via the URL using ColdFusion WebServices.
6.1.3
Describe how workflow is utilized in
your application.
See Attachment A: Technical Requirements
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
43
Tab 4: Technical Requirements
Specifications/
Qualifications
Response
6.2
Performance/Capability/Scalability
6.2.1
Describe the hardware requirements for
the various components required
to support your application at various
levels of concurrent usage. Please be
specific as to incremental hardware
requirements at each layer of the
infrastructure.
See Attachment A: Technical Requirements
6.2.2
Does your application provide any builtin performance instrumentation
functionality? Can data be extracted as
both formatted reports and raw, delimiter
separated data that can be imported in
spreadsheets or databases?
We provide views in both the global system administrator and college administrator. System
administrators can view total submitted applications/supplements/additional forms by year,
month, and day. Payment information is also available in a separate view.
For server monitoring and statistical analysis, we recommend Legato. This tool, offered by
our current ISP has provided us with detailed reports on a per server basis of band-with and
system stress.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
44
Tab 4: Technical Requirements
6.2.3
6.2.4
Specifications/
Qualifications
Response
Describe the scalability options of
your offering. (Scale-up and/or Scaleout) Does the infrastructure scale
well vertically and horizontally?
Please include information specific to
each layer of the infrastructure.
Our application is built to scale up where it has been able to handle hundreds of thousands of
applications/supplements/additional forms in a single week period. Scaling up is achieved
through a load balanced environment in application servers and with a SAN (Storage Area
Network) to handle redundancy on database servers.
Is Load-balancing supported by the
application? Please describe.
We recommend using a CISCO load balancer which monitors traffic and using a dynamic load
balancing approach
Scaling out is achieved through design. The model proposed is a shell of an application system
which is comprised of a registration front-end along with a series of forms based upon the
program selected (Law, Engineer, Medicine, etc.) The inner elements are the applications for
programs selected by the applicant. The number of pages, rules, restrictions, and associated
look ups will be independent but able to scale out as more programs are added.
The administrative back end will automatically scale out to accommodate new programs.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
45
Tab 4: Technical Requirements
Specifications/
Qualifications
Response
6.3
Reliability/Monitoring
6.3.1
Describe your disaster recovery
capabilities and back-up procedures.
We recommend handling Disaster recovery through managed backups of both code, server
files (OS, system files, generated files), and database(s). Data can also be recovered
through recommended transaction log backups which occur as daily incremental
backups with weekly full backups.
6.3.2
Does your application support High
Availability or Failover configurations
(such as server clustering and/or session
state replication)? Please explain and
describe the recommended approach to
implement these features.
Using highly encrypted cookies to manage “session state” allows a user to be
transferred to another server in the event of a server overload or failure
without notice.
6.3.3
What redundancy features are built into
the solution? How are they used to
prevent outages? Please include
information specific to each layer of the
infrastructure.
See 6.3.2 for failover usage. We recommend several backup measures for
both power, internet connectivity, database access, hot-swapable drives,
data backups and redundancy in real-time.
6.3.4
What error reporting facilities are available
and what information do they provide? Can
error information generate alerts, messages to
syslog, SNMP traps, email, etc.?
We would suggest a monitoring software such as IPCheck
(http://www.paessler.com/ipcheck) which can provide URL monitoring, PING monitoring,
FTP monitoring, MAIL monitoring, and Network monitoring. To be effective, this
software needs to be placed on servers not at the University of Michigan.
ApplicationsOnline is happy to run the software on our server infrastructure. If any issues
are detected we can be alerted immediately via email or text message.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
46
Tab 4: Technical Requirements
Specifications/
Qualifications
Response
6.3.5
Can maintenance be performed without loss
of application availability? What types of
maintenance require host outages? What
maintenance can be performed without
impact on hosts?
We recommend upgrading operating systems on a staggered approach so that only 1 server is
taken out of the load balanced environment at any one time. Database backups and maintenance
will be done without impact to the live environment.
6.3.6
Describe your software’s ability to
integrate with application monitoring
products available in the market today
We are happy to work with the University of Michigan to identify products capable of
monitoring our application programs. We would suggest a monitoring software such as IPCheck
(http://www.paessler.com/ipcheck) which can provide URL monitoring, PING monitoring,
FTP monitoring, MAIL monitoring, and Network monitoring. To be effective, this
software needs to be placed on servers not at the University of Michigan.
ApplicationsOnline is happy to run the software on our server infrastructure. If any issues
are detected we can be alerted immediately via email or text message.
6.3.7
Do you have recommendations on which
processes should be monitored to ensure the
health of the application?
We recommend monitoring by HTTP, HTTPS, URL monitoring, FTP (if applied), SQL,
Coldfusion, and Server statistics such as CPU – Hard drive utilization/space - and Bandwidth.
6.3.8
Explain your data storage and archiving
methods. How long do you retain data in
your systems?
Our typical system runs on a yearly cycle and therefore archives data so as to not cross-over.
The system is designed to hold an unlimited number of cycles and applicants and is only limited
by storage capacity
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
47
Tab 4: Technical Requirements
Specifications/
Qualifications
Response
6.4
Interoperability
6.4.1
What server operating systems are supported by
your products? Identify the percentages of your
customers by OS Platform. (The MAIS preferred
operating systems are AIX, Red Hat Enterprise
Linux and Windows.) Please be specific as to OS
version and maintenance levels required at each
layer of the infrastructure and describe your
certification process.
WebappServer: Windows 2003 Standard with all the latest service packs.
DatabaseServer: Windows 2003 Standard with all the latest service packs.
6.4.2
What database platforms are supported? (The
MAIS preferred database platforms are Oracle
and MS SQL Server.) Please be specific as to
database versions.
SQL Server 2005 Standard.
6.4.3
Is your application certified to work in a
virtualized server environment (e.g. VmWare,
AIX LPAR’s, Xen, etc.)?
Yes. Virtualization software must support Windows Server 2003
6.4.4
What client operating systems are supported by
your products?
We support any operating system that supports a web-browser. Currently MS Windows,
MAC, and UNIX all support this. A current and up-to-date browser is highly recommended
to support cascading style-sheets used within the application. Our system also supports the
use of visually impaired tools such as JAWS and other screen readers
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
48
Tab 4: Technical Requirements
Specifications/
Qualifications
Response
6.4.5
What client web browsers and versions are
supported by your products?
Any client OS that can install Internet Explorer 8 and above, FireFox, Safari, Opera, Google
Chrome.
6.4.6
What application server framework does your
product support (.NET, J2EE)?
Adobe ColdFusion MX 8, running atop JRun/J2EE.
6.4.7
What web application server products are
supported (e.g. Apache Tomcat, BEA
Weblogic, IBM Websphere, Oracle
Application Server)? MAIS preference is
Tomcat.
Adobe ColdFusion MX 8, running atop JRun/J2EE.
6.4.8
What web server products are supported (e.g.
Apache, MS IIS)? MAIS preference is
Apache.
IIS 6.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
49
Tab 4: Technical Requirements
Specifications/
Qualifications
Response
6.4.9
Describe your applications ability to
integrate/interface with other systems
via standard methods. Describe any
pre-written integrations, web services
or API tools.
Currently, our systems integrates/interfaces with other systems using tab-delimited export files.
The fields and the order in which fields occur is customizable by the University of Michigan to
meet importing requirements. We can provide at the University of Michigan’s request XML
and/or other web services and will work to provide the appropriate services necessary to
facilitate these transactions
6.4.10
Describe the requirements of your
software for job scheduling. Does
your tool integrate with common job
scheduling systems in the
marketplace? Please be specific.
Adobe ColdFusion MX 8 scheduler to schedule tasks written in ColdFusion.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
50
Tab 4: Technical Requirements
Specifications/
Qualifications
Response
6.5
Support/Upgrades
6.5.1
Describe the process of software upgrades and
enhancements. How often do they occur and
what is involved? What type of test environments
are recommended / supported (i.e. Development,
Test, QA, Stress in addition to Production)?
Software upgrades and enhancements occur on a monthly basis depending on feedback
from the University of Michigan. Upgrades and Enhancements are graded on a scale of
Emergency, High, Medium, Low, and Suggestion. Items deemed emergency or high are
handled in a priority state and once fully tested and accepted are deployed
immediately. Those deemed medium or low are delivered monthly. They are delivered via
secure remote access or through email with detail instructions on installation (usually
copying over open text code file on the web-server). We recommend having a staging
environment that replicates the production environment to ensure a smooth and error free
transition.
6.5.2
Describe the default support services for this
application. Explain the level of coverage on a
per environment basis (development environment,
test environment and production environment).
Support is offered on the application and associated files produced including the database
structure, NOT the operating system or database program (MSSQL Server). We will assist
if necessary in setting up both the development and production environments (hardware
and software) but will require assistance from the University of Michigan towards firewall
rules/access and internet connectivity.
6.5.3
Describe the extended support structure for
this application – for example coverage for
Gold, Silver, Bronze support? Explain the
level of coverage on a per environment
basis (development environment, test
environment and production environment).
Support is offered on a single tier basis (GOLD) covering the application and associated
files produced including the database structure. Files which operate the application and
database structure are not to be modified without explicit instructions from
ApplicationsOnline LLC.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
51
Tab 4: Technical Requirements
Specifications/
Qualifications
Response
6.5
Support/Upgrades
6.5.4
Identify the average number of application
patches released for this product over a year.
Do these patches require upgrades of other
infrastructure components? Describe the
methods used to deliver patches to
customers?
Patches can occur on a bi-monthly basis depending on feedback from the University of
Michigan. Patches are graded on a scale of Emergency, High, Medium, Low, and
Suggestion. Items deemed emergency or high are handled in a priority state and once fully
tested and accepted are deployed immediately. Those deemed Medium or Low are
deployed on a monthly basis.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
52
Tab 4: Technical Requirements
Specifications/
Qualifications
Response
6.6
Development
6.6.1
What Application Development
Framework do you support?
Adobe ColdFusion MX 8.
6.6.2
How are code promotion / migrations
handled within your application?
Functional testing on local and/or development-server environments. Then functional
testing on staging environment. Then promote, if code passes both functional tests, to
production.
6.6.3
How is version control implemented in
your application for development
compartmentalization?
We keep code and db-schema in Subversion, as well as install scripts. Releases are tagged.
Mainline development is in trunk, while branches are used for larger projects.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
53
Tab 4: Technical Requirements
Specifications/
Qualifications
Response
6.7
Security (Authentication & Authorization)
6.7.1
Describe your software’s ability to integrate with
directory services such as LDAP, OpenLDAP, X.500
and relational databases.
Software handles its own authentication/authorization in its own database. Integration
with external auth services can be implemented at customer's requests.
6.7.2
Does the Application integrate with the University's
PKI / Token-based authentication / Certificate services?
(Cosign – http://www.cosign.org, RSA)
Integration with single-sign-on can be implemented at customer's request.
6.7.3
Does the Application have an ability to log defined
security events and sends alerts messages to the
appropriate security administrators?
Yes.
6.7.4
Are Firewall rule changes required? (ports need to be
opened. Please describe)
Standard ports for HTTP (80) and HTTPS (443) should be open.
6.7.5
Does the Application allow for secure remote
administration? Please describe.
Yes. Admin-interface/control-panel, accessible over HTTPS, requires
authentication/authorization (username/password).
6.7.6
If Application supplies output via File Transfer, is the
transmission encrypted? Please describe all external
file-based transfer protocols your product supports.
HTTPS, FTPS, SFTP. Transmission is encrypted, whether via pull or push.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
54
Tab 5: Pricing Information
Section 7: PRICING INFORMATION
Supplier must identify all costs, fees or charges for which the University may be billed.
Costs not indicated in your proposal will not be paid. Provide pricing for all delivery options offered by Supplier.
7.1Software License:
7.1.1 License Fees:
Version #
Part / SKU#
List Price
%
Discount
Net List
Quantity
$8.00
18.75
$6.50
~60000
Product Name
License Basis
(user, CPU, site, etc)
Total Cost
(Net List x Quantity)
Application Licensing Fees
Submitted Applications
$390000
Total Application
License Fees:
$390000
Software Licensing Fees*
Coldfusion MX Standard
8
$1299
3
Server
$3897
MS SQL 2005 Standard
4
$5999
4
Processor
$23996
Windows Server Standard
2003
$1199
5
Server
$5995
ActivePDF
4.0
$499
3
Server
$1497
Total Software
License Fees:
Total License Fees:
$35385
$425385
* These products can be purchased directly from the software manufacturer and are not being offered from ApplicationsOnline. Software Licensing
Fees listed are the prices listed on the manufacturer’s website. University of Michigan may be eligible for significant educational discounts.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
55
Tab 5: Pricing Information
7.1.2 Maintenance Fees:
Version #
Product Name
Part / SKU#
Term (in
months)
Period Start
(date)
Period End
(date)
Net List
Quantity
Total Cost
(Net List x Quantity)
8-10
$80000-$100000
Central Admitting Office
Admissions System
12
07/01/2010
06/30/2011
$10000
Central Admitting Office
Admissions System
(Year 2)
12
07/01/2011
06/30/2012
After Year 1 of service,
maintenance fees are
reduced by 50% for the
systems developed in the
initial contract. Therefore,
for the year starting July 1,
2011, maintenance for
each previously available
central admitting office
admissions system will be
reduced to $5000 annually.
Total Maintenance Fees:
$40000-$50000
$80000-$100000
(year 1 only)
$40000-$50000
(year 2 only)
7.2 Hosted Service
Enter monthly rates by volume in the table below. Indicate pricing tiers if there are volume discounts
Not Applicable
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
56
Tab 5: Pricing Information
7.3
Discounts:
7.3.1
Discount Schedule (If discount percentage is based on
quantity or purchase amount specify ALL discount
levels):
7.4
After Year 1 of service, maintenance fees are reduced by
50% for the systems developed in the initial contract.
Therefore, for the year starting July 1, 2011, maintenance for
each previously available central admitting office admissions
system will be reduced to $5000 annually.
7.3.2
7.3.4
ApplicationsOnline, LLC has provided an Alternative Proposal in
Tab 7.
7.5
What price hold percentage discount will be provided for
future purchases of products listed above?
Terms of Payment. Payment will be made within 30 days of
receipt of invoice by the University.
RESPONSE: UNDERSTOOD
7.6
What will be the maximum annual maintenance fee
increase guarantee?
Price/Fee Increases. The University reserves the right to accept
or reject all or any parts of Supplier’s subsequent proposal to
increase a price. At a minimum, any proposed increases in prices
will:
See Section 7.3.4.

be limited to one time annually
If you will not guarantee a maximum fee increase, what
have been the fee increases for the products listed above
for the past five years?

will be effective only upon at least thirty (30) days prior
written notice and written acknowledgement by the
University
Over the past 5 years the costs to maintain our systems has
remained the same.

must be capped by the annual increase in the local or
national consumer price index, whichever is lower.
Not Applicable.
7.3.3
Suppliers electing to propose pricing on additional products or
services must submit additional items on a separate list. The list
must be labeled as “Additional Items” in an “Alternative
Proposal” included in Tab 7. The University retains the right to
accept or reject additional items in part or in whole.
RESPONSE: UNDERSTOOD
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
57
Tab 6: Agreements
Section 8: AGREEMENT/MISCELLANEOUS TERMS AND
CONDITIONS
8.0
In addition to the Specifications of Section 5 and the Pricing Terms
of Section 6, any exceptions to the remaining RFP Terms and
Conditions must be clearly and completely indicated. Exceptions
included may negatively impact a Supplier’s proposal. In the
absence of an objection, the term and condition will be deemed
acceptable to the Supplier and not open to further negotiation.
As a result it cannot be assigned to the University of Michigan.
Therefore, as ApplicationsOnline licenses the software, the
product(s) is/are not considered a work for hire and
ApplicationsOnline retains all rights to the products offered in
this RFP.
9.4
ApplicationsOnline does not maintain automobile coverage for
its employees, other than the coverage provided by the car
rental company, or the company credit card used in the rental
agreement. If this coverage is not sufficient,
ApplicationsOnline will be happy to find a mutually beneficial
solution.
9.5
ApplicationsOnline is not familiar with this type of insurance.
ApplicationsOnline, LLC does maintain Worker’s
Compensation limits of $100,000 per occurrence/$500,000
maximum. It is unclear if this meets your requirements. If it
does not, ApplicationsOnline is happy to discuss this with you
to better understand what coverage is required.
9.6
Not applicable. ApplicationsOnline will not be handling
negotiable instruments or property.
9.9
ApplicationsOnline will add University of Michigan as an
additional insured and will meet the other requirements in this
section.
Attachment C: ApplicationsOnline makes the following comments to
the items in the agreement for consulting services between the Regents
of the University of Michigan and the supplier
4.7
To the best of our knowledge, the solution proposed by
ApplicationsOnline does not infringe upon the copyright,
patent, or other proprietary rights of others.
4.8
ApplicationsOnline will not be taking possession of any funds
on behalf of the University of Michigan. As such, to the best
of our knowledge, this requirement is not applicable. If we
misunderstood this requirement, please let us know and we will
be happy to look into this further.
8.0
ApplicationsOnline, LLC takes exception to the entirety of
Section 8.
ApplicationsOnline, LLC does not sell software, it licenses its products.
This is done for your benefit. University of Michigan is assured
ApplicationsOnline keeps the software up to date, with all the latest
features and functions in the online application industry. In addition,
you can rest assured the program works with new browsers and
operating systems used by your applicants. In addition, the software for
this project has already been partially written by ApplicationsOnline,
LLC, and is also used in other applications.
10.0
ApplicationsOnline, LLC will indemnify University of
Michigan for any willful conduct/gross negligence up to the
dollar amount received from the University from one year of
the contract term.
If this does not adequately respond to this request,
ApplicationsOnline is happy to discuss alternative solutions with the
University of Michigan.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
58
Tab 6: Agreements
Section 8: AGREEMENT/MISCELLANEOUS TERMS AND
CONDITIONS continued
8.1
It is the University’s position that the procurement of the
Services contemplated by this RFP does NOT qualify
Supplier as a “Business Associate” of the University as
defined in regulations promulgated under the Health
Insurance Portability and Accountability Act of 1996,
(“HIPAA”). In the event the scope of Supplier’s services
changes or HIPAA changes (including governmental
guidance offered on HIPAA) such that the University
concludes further documents must be executed to ensure
the University’s compliance with HIPAA, the parties
agree to promptly take all actions necessary to ensure
University compliance with HIPAA.
8.3
ASP/Hosting Agreements. The University intends to use
the University of Michigan Application Service Provider
Hosting Agreement – Attachment E. As this standard
agreement is used by the entire University, including the
medical center, some terms (e.g., HIPAA) will not be
applicable which will be indicated on the first paragraph
of the agreement. NOTE: the University’s hosting
agreement has attachments which are part of that
agreement. Do not confuse the attachments to the hosting
agreements with the Attachments to this RFP.
RESPONSE: UNDERSTOOD
RESPONSE: UNDERSTOOD
8.2
Consulting Services. The University intends to use the
Consulting Services Agreement (Attachment C) for any
agreement for consulting services resulting from this RFP.
The Agreement is to be signed upon award.
RESPONSE: UNDERSTOOD
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
59
Tab 7: Alternative Proposal
ApplicationsOnline Response to
University of Michigan RFP C-0414-09-sfw
Online Admissions Application Project
Alternative Proposal
April 14, 2009
ApplicationsOnline, LLC
500 West University Parkway
Suite 1M
Baltimore, MD 21210
410.243.1016
www.applicationsonline.com
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
60
Agenda
1.
2.
3.
4.
5.
6.
Tab 7: Alternative Proposal
Introduction
ApplicationsOnline Background
Solution Overview: UCA
Required Features
Additional Features
Additional Information/Pricing
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
61
Introduction
Tab 7: Alternative Proposal
ApplicationsOnline wishes to thank the University of Michigan for giving us
this opportunity to provide you with our alternative solution to meet your
online application needs for the Undergraduate program. As mentioned in
our cover letter, ApplicationsOnline is proposing a “consortium application”
solution to meet your undergraduate online application needs. Our solution is
flexible and provides you with all the features and functions you require. At
the same time, our solution is cost effective and will provide you with a
solution which will be online on or before July 1, 2009.
Our online solution is for University of Michigan’s undergraduate program
to join the Universal College Application (UCA). The UCA is an online
consortium admissions application which is already “up and running” online
and is accepted by over 80 of our college and university members including
Harvard, Johns Hopkins, Duke, Washington University in St. Louis,
University of Pennsylvania, RPI, Illinois Institute of Technology, Rochester
Institute of Technology, University of Miami, Marquette and many others
from across the USA.
There are numerous benefits to our proposed solution. The UCA has been
created and is already online and you can begin to accept applications
starting in late June, 2009. University of Michigan could join immediately
and not only have applicants submit, but also would be provided with “crossover” applicants. These “cross-over” applicants may be applying from other
geographic areas and may not have previously considered your institution.
You only pay a yearly membership fee and a per submitted application fee.
This provides you with a cost effective solution.
ApplicationsOnline has a long history of creating, supporting and maintaining
online admissions applications for the higher education industry. We have been
creating and supporting online admissions applications since 1996.
In fact, from 1998 to 2007 we were the online technology provider for the
Common App Online system and helped to build that application into the premier
online admissions application throughout the United States.
We invite you to review the following websites to gain a better understanding of
not only our capabilities to develop online systems, but also to learn more about
our commitment to the customer and our “brilliant levels of customer service.”
Universal College Application
https://www.universalcollegeapp.com
Johns Hopkins University
https://jhu.applicationsonline.com
(The Johns Hopkins application is not available for registration as the application
season has ended. However you can view the online application concept. If you
wish to access registration, we can provide that, as appropriate from a
demonstration site)
Within this bid response, you will see how our solution provides University of
Michigan with the ability to process First-Year and Transfer applications, as well
as the options for Early Decision and Early Action.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
62
ApplicationsOnline Background
Founded in 1998, ApplicationsOnline, LLC is an application solution
provider specializing in the development of customized, web-based college
admissions applications.
Over the past decade we have been extremely successful in providing webbased applications that are secure, easy to use, and allow ubiquitous access
for both applicants and administrators.
Our software reduces the amount of time and effort required to apply, as well
as the overall cost of processing applications for the colleges. Over the past
ten years we successfully assisted applicants and colleges send and receive
over three million admissions forms.
Tab 7: Alternative Proposal
Most recently, in July, 2007, ApplicationsOnline launched a new online
consortium admissions application called the Universal College Application
(UCA). The UCA is more inclusive and provides for a more diverse applicant
population, including but not limited to applicants who are from low income/high
academic, under-represented, or first generation backgrounds. Currently over 80
colleges and universities from across the United States have joined as members.
In addition to creating and maintaining “consortium” application systems,
ApplicationsOnline has a history of experience with individual institution
“signature” online applications as well.
Specifically, we have grown from processing just over 1,250 submitted
applications in 1998 to a high of over 1.6 million submitted applications and
supplements in the 2006 – 2007 application season. In addition, during that
time, we grew from supporting approximately 50 to nearly 300 member
colleges and universities.
ApplicationsOnline, LLC and the CollegeBound™ software were developed
to support the Common Application consortium. The Common Application
is an online consortium admissions application with over 300 member
colleges. We created the Common Application Online and developed
methodologies to better integrate their technology infrastructure with the
database systems of their member colleges.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
63
Solution Overview: UCA
Tab 7: Alternative Proposal
Our Solution:
New Ways to Increase Diversity:
In response to the RFP from University of Michigan, ApplicationsOnline is
pleased to bid the Universal College Application (UCA).
1. Include more colleges and universities – Diversity is a major concern surrounding
college admissions. Every college is searching for a more economically and socially
diverse applicant pool. Including more colleges in a consortium’s membership will
allow colleges a wider reach. For example, applicants who may only consider applying
to private colleges, now have the opportunity to submit to large public institutions with
the same application.
What is the UCA?
The Universal College Application is an online consortium admissions
application for undergraduate institutions which allows applicants to use
one application to apply to multiple colleges and universities.
As background, our company was the technology provider for the
Common Application for nearly a decade and successfully processed over
3 million applications and supplements. Recently, ApplicationsOnline
created a new online application called the Universal College Application
which currently has over 80 member colleges.
2. Partnerships with organizations to provide computer access to applicants who
otherwise would not be able to apply online.
3. Working with not-for-profit organizations such as Princeton University Preparatory
Program, ApplicationsOnline hopes to improve access and awareness of online
admissions applications to students of varying social and economic backgrounds.
We are more inclusive, more flexible, and attract a broader and more
diverse applicant pool, including under-represented populations and low
income, high academic students. We are also reaching out to colleges and
applicants outside the United States.
The Universal College Application improves the following:
You can also learn more about us at the website,
http://www.universalcollegeapp.com, and if you click on the COLLEGES
link, you will see an option to click on PRESS. There you will see the
articles being published about the UCA.
2. More interaction between colleges and applicants – The Universal College
Application is a full-service application which allows colleges to contact prospective
applicants regarding important admissions deadlines and updates. Applicants must optin to receive communication from various colleges.
A new vision for college admissions.
3. Simpler method of importing data into admissions systems – Over the past decade,
ApplicationsOnline worked with nearly 300 colleges to perfect our application
export/import.
The Universal College Application is a full-service online consortium
admissions application which simplifies the college admissions process. It
allows all accredited four-year colleges and universities to accept one
application.
1. Easier matching of applications and supplements – The Universal College
Application eases the process of matching an application and supplement.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
64
Required Features
Tab 7: Alternative Proposal
The ApplicationsOnline solution proposed (UCA) allows University
of Michigan the flexibility to accept Freshman and Transfer
Applications, including any additional online forms, such as
transcripts and recommendations. In addition, University of
Michigan can also include a supplement which can either be
submitted online or via paper.
Through the use of a supplement, the University can ask additional,
specific questions to provide more information from the applicants.
2. The ability to print a hard copy of the application for data entry purposes
RESPONSE:
The Universal College Application provides administrators with a wealth of features and
functions to allow you access to your applicant data. One such feature is the ability to print
applications either one at a time or in batches.
3. The ability to communicate by email based on various stages of completion by student
during the application cycle.
Required Features:
RESPONSE:
1. The ability to easily access the online application through the
University of Michigan website.
RESPONSE:
The Universal College Application is hosted on servers provided by
ApplicationsOnline. University of Michigan will provide applicants
with a direct link on the college website to the UCA application site.
There, applicants can start, edit, and complete their application for
admission.
In addition, applicants can access the UCA directly at
http://www.universalcollegeapp.com to apply to the University of
Michigan.
Through years of experience, ApplicationsOnline learned that applicants respond best to
communication received directly from college administrators. Therefore, we have developed a
system allowing administrators to view email lists within the “sort-able” data views provided in
our administrator’s view. If personalized communication is required, administrators can export
name and e-mail information to send mail-merged notifications to applicants and “leads.”
4. The ability to archive and retrieve completed applications
RESPONSE:
The administrator’s website will allow University of Michigan access to any of their submitted
applications throughout the application season. In addition, ApplicationsOnline typically
provides the college members with online access to application data from the most recent year
as well.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
65
Required Features (Continued)
5. The ability to easily control the availability of the online
application by calendar date.
Tab 7: Alternative Proposal
6. Aggressive delivery schedule. Can be online before July 1, 2009
RESPONSE:
RESPONSE:
The Universal College Application provides administrators with
many capabilities to modify specific college information, such as
deadlines.
In particular, the UCA provides colleges with the ability to include a
“public” deadline for the various applications (ED, EA, First Year,
Transfer, Spring, Fall, Summer etc), as well as a “system” deadline.
The public deadline is what the applicant sees when accessing
specific information about University of Michigan. The system
deadline provides the cut-off dates when applicants will no longer be
allowed to submit applications. The system deadline is not seen by
the applicant.
Our solution, the Universal College Application, will be online by July 1, 2009. Therefore,
University of Michigan’s application will be available at that time.
Meeting this aggressive deadline is an additional benefit of selecting the UCA as your online
application provider. It also provides the University of Michigan with the knowledge your
undergraduate application needs will be met, and fully supported for the upcoming admissions
season.
There are many more beneficial features and functions of the UCA. The next pages discuss just
some of them.
We are happy to provide you and your team with a demonstration of the Universal College
Application system, in addition to allowing you to test the application on your own as well.
If this is of interest, please let us know and we will schedule it.
In both instances, the college can modify the access to the application
simply by altering the system deadline information.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
66
Additional Features
Tab 7: Alternative Proposal
Exporting Data:
Applicant Help and Instructions:
Our online admissions application solution provides an administrative
interface allowing college administrators to export application and
supplement data to a tab delimited file format. Exports can be
customized by the user. Specifically colleges can choose the fields they
wish to receive and the file position of each requested field. Exports can
be automated and therefore “pushed” to the college or are available via a
secure FTP download.
Users can search through an extensive list of FAQs. The FAQ system has been
developed over the past decade and contains information on typical questions and
answers. If a user cannot find an answer in the FAQs, they are directed to the
Technical Support form which emails our technical support staff. Our tech staff
monitors the website 24 hours a day, 7 days a week. The average response time to
Technical Support requests is currently under 7 minutes.
College Specific Questions:
Data Storage:
All data is stored in our central database (DB) and accessible via a webbased administrative interface. After clicking submit, the applicant data is
instantly provided to the chosen institution (and only that chosen
institution) for both printing, exporting, and responding via email.
Data Reports:
Application data for both submitted and not submitted forms can be
analyzed and tracked from the administrator pages of the UCA.
Applications are available in separate “views” based on their status (e.g.,
submitted, printed, exported). These views can be further sorted by
submission type (first-year, transfer), payment type, applicant name, and
date range. Administrators have the ability to view, print and export
application data directly from these pages or can work with the
ApplicationsOnline staff to have these processes run automatically.
Reports can be customized to provide graphical or statistical
representations of the data captured.
Institution-specific questions not appearing on the “universal” form are asked on a
supplement. Supplements can either be hosted by ApplicationsOnline or the college
itself. Either proposed system alerts the applicant to submit both the application and
the supplement (as appropriate) before the process is considered complete. Once the
forms have been submitted, they become available for viewing on the administrator
pages. All applicant data is held on secure database servers and is transferred only
when a designated college official chooses to access the information.
University of Michigan College Information:
Institutions and organizations can include their own information on the Web pages of
the consortium application with institutional logos and colors through the College
Information pages and institution specific supplements. The application also links to
any of the “branded” external sites for information and college/applicant interaction.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
67
Additional Features (Continued)
Ease of Use Functionality:
Tab 7: Alternative Proposal
Security Requirements: The system meets the following security
requirements.
Browser Compatibility:
Authentication:
Our proposed solution is compatible with all major browsers. In addition,
ApplicationsOnline tests all internally developed systems for cross-browser
compatibility on all modern W3C compliant browsers to assure our
systems remain current.
Ease of Use:
The site is designed to be user friendly for traditional and non-traditional
prospective students. At the end of each admission cycle,
ApplicationsOnline surveys the applicants to gather feedback and make
improvements for the coming season. For instance, midway through the
2008-2009 application season, these are the survey results:
90% of the survey respondents reported the online application was either
“Very easy” or “Somewhat easy” to use.
90% of applicants would recommend the system to others.
In addition, we have processed over 3 million forms so we are confident
our systems remain easy to use.
Our system uses a username/password approach and is protected via a 128bit
Verisign SSL Certificate. All usernames and passwords are stored in clear text
format and available only to high level system administrators. Users cannot
change the password to the account themselves, this is only accomplished by
contacting someone at ApplicationsOnline and with high level database (DB)
access privileges. Accounts are never de-activated unless done so by the high
level DB administrator.
Authorization:
Our system uses “flagging” to identify an applicant, college administrator,
support personnel, and system administrator. Applicants are directed to a
cluster of systems which do not have access to administrative capabilities.
Administrators (both System, College, and Support) are directed to a cluster of
systems which do not have access to applicant capabilities. College
administrators can create sub-accounts to allow other staff members access to
exporting, batching, and printing capabilities.
Delegation of Capabilities to Other Users
Accessibility:
The UCA is accessible to persons with disabilities. The
ApplicationsOnline solution is compliant with all industry standard
technical and functional performance criteria including compliancy for
visually impaired users.
Our system allows “college administrative super users” to create sub-accounts
to individuals for access to exporting, batching, or printing. For security
purposes, the proposed system does not allow an applicant to grant access to
his/her account to others.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
68
Additional Information/Pricing
Audience:
Tab 7: Alternative Proposal
Pricing:
As identified, the Universal College Application provides features and
functions for applicants, teachers, counselors, and University of Michigan
administrative admissions staff.
Collaboration:
ApplicationsOnline prides itself in its ability to consistently “ask the
customer” and to provide “brilliant levels of customer service.” We
believe this is the major reason we have been so successful over the years.
We look forward to working with the University of Michigan admissions
staff, communication staff, enrollment staff and information technology
staff to understand requirements, and then to deliver upon those flawlessly.
The Universal College Application encompasses three fees.
Annual Membership Fee: $500.00
Submitted Application Fee: $4.00 (if University of Michigan either does not
host a supplement with the UCA or hosts the supplement on their own website)
Submitted Application Fee: $4.50 (if University of Michigan chooses to have
the UCA host their supplement
Applications submitted over 10,000 are discounted by $1.00.
Therefore, over 10,000, the submitted application fee is either $3.00 or $3.50
One-Time Supplement Development Fee (Optional):
1-2 page supplement: $1250.00
3-4 page supplement: $1750.00
5-7 page supplement: $2250.00
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
69
Tab 8: Signature Page
Section 10: SIGNATURE PAGE
By virtue of submittal of a proposal, Supplier acknowledges:
1 That all of the requirements of this RFP have been read and understood.
2 That the Agreement has been read and understood.
3 That compliance with the Requirements/Qualifications and Agreement and any applicable Supplemental Terms and Conditions will be assumed by the University
if not otherwise noted in the submittal.
4 That Supplier is not delinquent on the repayment of any Federal debt.
5 That Supplier is presently not debarred, suspended, proposed for debarment, declared ineligible, nor voluntarily excluded from covered transactions by any
Federal department or agency.
6 Any responses, materials, correspondence, or documents provided to the University are subject to the State of Michigan Freedom of Information Act and may be
released to third parties in compliance with that Act without advance notice to Supplier. EXCEPT FOR FINANCIAL INFORMATION ABOUT
APPLICATIONSONLINE AND PRICING INFORMATION. BOTH ARE DEEMED CONFIDENTIAL AND PROPRIETARY AND ARE NOT TO BE
RELEASED TO THE PUBLIC.
7 The individual signing below has authority to enter into this on behalf of Supplier.
Corporate Name: ApplicationsOnline, LLC
Authorized Signature:
Date:
Print Name: Joshua J. Reiter, Ed.D
Title: President
Address Line 1: 500 West University Parkway
Address Line 2: Suite 1M
City, State, & Zip: Baltimore, MD 21210
Phone #: 410-243-1016
Fax #: N/A
Email Address: reiter@applicationsonline.com
TIN or SSN:52-2117652
*Tax Identification Number (TIN) or Employer Identification Number (EIN); Social Security Number (SSN). The Internal Revenue Code requires recipients of
payments which must be reported on Form 1099 to provide their tax identification number.
NOTE: If the address to submit purchase orders, remit payment or send additional request for proposals is different from the above address, please indicate those
addresses on a separate sheet and include with your response.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
70
Attachment A: Technical Requirements
Server / System Layout
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
71
Attachment A: Technical Requirements
Our system consists of three basic areas: Applicants, Evaluators, and Administrators
Applicants – Users who are required to register prior to accessing the internal application arena. Once registration is completed and login successful, an applicant
can begin one single application. Upon a successful submission subsequent applications can be started and remain at various stages of completion.
Applicants can view their application progress and status, evaluation submissions and status, supplemental submissions and status, payment submissions
and status all through easy navigational menus and guidance.
Features available are (but not limited too)

Save data work in progress

Perform Data Validation During Data Entry/Recording

Accommodate Institution's Admission Cycles

Use Common Declaration Statements

Permit Multiple Program Applications to Multiple Institutions

Provide Applicant Authentication

Auto-Save at Specific Intervals

Indicate Mandatory/Optional Application Information

Allow Submission of Application without Payment

Allow Submission of Application without Transcripts

Lock Applicable Pre-Populated Data Fields

Access to Change Certain Student Information

Advanced Dynamic Help Features

Submit evaluations to teachers and counselors
•
View status of application, supplements, additional forms, and payment
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
72
Attachment A: Technical Requirements
Administrators – This group consists of system administrators (those who govern the system as a whole), system support services, college administrators, college
sub-administrators, and evaluators. Each group has restricted access to those areas specifically for their purpose. College administrators can setup and
maintain college sub-administrative accounts for the sole purpose of batch processing (printing and exporting). Evaluators is a global term for both teacher
and counselor evaluations.
Features available are (but not limited too)

Perform Data Validation During Data Transmission

Effective Data Transfer to Institution

Provide a Common Data Dictionary

Batch Data Updates

View submitted/un-submitted applications

View submitted/un-submitted supplements

Contact applicants

View payment details

Export data

PDF Batch data (application, supplements, additional forms)
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
73
ACCESS FLOW CHART: Registration/Login
LOGIN
Yes
Valid Registration?
Register
Home Page
No
Yes, return to login screen w/on-screen message
Forgot Password
Administrator?
Yes
No
College Admin
Applications
Supplements
Yes
No
Evaluator
Applications
Supplements
Yes
No
Instructions
Reports
Help Desk
Yes
No
Applications
Supplements
Applicant
Yes
No
Instructions
Email address
requested
within 15 mins?
Application
No
Invoice and Billing
Hand-in-Hand
Tools
Tools
Supplements
Email sent
Tools
Tools
Reports
Payment
Reports
Payment
School Forms
Payments
Export
Checklist
Log Out
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
74
APPLICATION FLOW CHART
Applicant /
Application
Saved
Application?
Yes
More than 1
app?
No
Yes
Page 1
Choose app
from dropdown
Supplements
Instructions
School Forms
App
Submitted
Submit, ReSubmit, View
Evaluation
Request
Checklist
Yes
Yes
No
Payment
Page 2
Hosted
Supplement
Link to
Supplement
Page 3
1 or more
selected
Page 4
No
Offsite
Payment
Yes
Hosted
Payment form
Page 5
Page 5
Page 6
Print/Preview
Submit
Log Out
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
75
APPLICATION SUBMISSION FLOW CHART - Page #1 Sample
Submit
Application
Page 1
Validation
If blank
Firstname
If blank
Lastname
if blank
Gender
Month?
DOB
If blank
If blank
Day?
email validation
Valid email?
ct-validemail
Address 1
If blank
Email
If blank
App City
If blank
Country
If USA
State
USA or Canada
Zip/Postal Code
If blank
AreaCode/Phone
February?
DOB Day > 29?
Yes
Leap Year?
Yes
Year?
5 or 10 digits?
USA or Canada?
Yes
Zip/Postal Code?
State?
USA
Checked
Checked
Checked
If blank
Citizenship
Marital Status
US Citizenship (1)
Checked
Divorced
Ethnic
Checked
If NOT blank
Other
Eq 3?
Race?
If NOT blank
US Perm
Resident?
Other
Citizenship
Other
Citizenship
if blank
If blank
Visa Type
If NOT blank
Yes
Eq 4?
Dual Citizenship
Origin?
Divorce date?
If NOT blank
If blank
Eq 2?
Dual Citizen
Origin
You selected 'U.S.
Dual Citizenship'. You
must specify the other
country of your
Citizenship.
if blank
Alien Reg Num?
Visa Type
if blank
If ALL blank
Time in US?
If ALL blank
Checked
Native Amer
If NOT blank
Yes
US Perm
Resident
Other
Citizenship
If NOT blank
You selected 'U.S. Permanent
Resident'. You must specify the
other country of your
Citizenship, Green Card (Alien
Registration Number), and How
many years have you been in
the country.
Tribe?
Checked
If NOT blank
Alien Reg. Num
If NOT blank
Time in US
Visa Type
Asian Amer?
Yes
Country?
US Perm
Resident
You selected 'Other' for
your citizenship. You
must specify the Other
country of your
Citizenship and Visa
type.
Dual Citizenship
Origin
If NOT blank
Checked
US Perm
Resident
Asian?
Yes
Country?
You selected 'U.S.
Citizenship'. All other
Citizenship fields must be
blank.
Checked
Hispanic?
Yes
Dual Citizenship
Origin blank?
Alien Reg. Num
If NOT blank
Time in US
Alien Reg.
Number
Other
Citizenship
blank?
Country?
If NOT blank
You selected 'U.S. Dual
Citizenship'. All other
Citizenship fields must be
blank except Dual
Citizenship country.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
Visa Type
blank?
You selected 'U.S. Permanent
Resident'. You must specify the
other country of your
Citizenship, Green Card (Alien
Registration Number), and How
many years have you been in
the country.
You selected 'Other' for your
citizenship. All other
Citizenship fields must be
blank except Other country of
your Citizenship, Visa type,
and How many years you've
been in the country.
76
APPLICATION SUBMISSION FLOW CHART - Page #2 Sample
Submit
Application
Page 2
Validation
If blank
Student Type
Undecided
if blank
If blank
Dept. Major
If blank
Financial Aid
Yes/No?
Transfer
If blank
High School name
If blank
High School
entry date
If blank
High school type
If blank
High school country
If blank
Guidance
counselor name
If NOT blank
Guidance
counselor email
check
If blank
High school phone
If checked
Not attending
school
Other
equals 990
You chose 'Other' for your 'Possible
academic concentration/major'. You must
enter something in the 'If other, please
specify' field.
if blank
Filed
Yes
High school
grad date
No
CEEB
Yes
CEEB
USA or Canada
if blank
if blank
Zip/Postal
Code
6 digits
4 digits
USA
5 or 10 digits
State
Not attending
school text
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
77
APPLICATION SUBMISSION FLOW CHART - Page #3 Sample
Submit
Application
Page 3
Validation
Parent or
Guardian #1
Alive?
No
Deceased date
Occupation
Text?
Occupation?
Yes
Firstname?
Lastname?
Gender?
Type?
Country?
USA or Canada?
Yes
Zip/Postal
Code?
USA
5 or 10 digits?
Home email?
Parent or
Guardian #2
State?
Alive?
No
Yes
Deceased date
Occupation
Text?
Occupation?
Permanent
Home?
Firstname?
Other
relation
Other text
Lastname?
Gender?
Parents marital
status?
Type?
Divorced
Divorced
date
Country?
USA or Canada?
Yes
Zip/Postal
Code?
USA
5 or 10 digits?
Home email?
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
State?
78
APPLICATION SUBMISSION FLOW CHART - Page #4 Sample
Submit
Application
Page 4
Validation
< = 6000 characters
<= 6000 characters
Short Answer
Personal Statement
Other Required Info
Yes / No
Disciplined?
Yes
Explanation
Yes / No
Convicted?
Yes
I certify that all information in my application,
including my Personal Essay, is my own
work, factually true, and honestly presented
I certify that I have Print Previewed all
information in my application
and verify it is displayed properly
I authorize all secondary schools
or colleges/universities I’ve attended to
release all requested records and
authorize review of my application
for the admission process indicated
on this form
Yes / No
Do you plan on using a
counselor-approved fee waiver?
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
79
OVERALL USE CASE DIAGRAM
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
80
Attachment B: Schedule E
Service Rates
Job Category
Hourly Rate
Software Programming/Customization for items not identified in this RFP
$250
The above rates will not change for a period of two (2) years from the Effective Date, after which time, such rates shall not be increased greater than the CPI, with a
cap of three percent (3%) for any twelve (12) month period. Any increases shall not be cumulative, meaning that if Vendor fails to increase the rates during any
particular twelve (12) month period, it will not be able to cumulate the CPI amount in the next year. In determining Service Rates for resources, Vendor shall not
differentiate Service Rates within a single job or resource classification, and if Vendor's business practices nonetheless make this distinction, Vendor shall use the
lesser of the given rates. Additionally, Vendor shall bill UNIVERSITY in increments of one-quarter (1/4) hour. Vendor shall not charge UNIVERSITY for travel
time.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
81
Attachment C: Vendor Agreements
Include all software license and support/maintenance agreements and
all ordering documents necessary to complete purchase.
EXHIBIT A
ApplicationsOnline Software End-User License
Agreement For ApplicationsOnline, LLC Software
Software License:
The End User License Agreement is provided on the following pages.
Support and Maintain the ApplicationsOnline Online Admissions
Application:
Such services will involve application development and consulting
services to resolve any defects or "bugs" in the software application;
application development and consulting services for minor cosmetic
corrections or modifications; consulting services (less than 30 minutes)
prior to the start of each application "go live" date to ensure the
software application is configured correctly to support the application.
IMPORTANT-READ CAREFULLY: This ApplicationsOnline, LLC EndUser License Agreement (EULA) is a legal agreement between
you (either an individual or a single entity) and
ApplicationsOnline, LLC for the ApplicationsOnline, LLC
software product identified above, which includes computer
software and may include associated media, printed materials,
data dictionaries, and “online” or electronic documentation and
enhancements made available to users provided all required fees
are paid (collectively the “SOFTWARE PRODUCT”). By
installing, copying, or otherwise using the SOFTWARE
PRODUCT, you agree to be bound by the terms of this EULA.
SOFTWARE PRODUCT LICENSE
The SOFTWARE PRODUCT is protected by copyright laws and
international copyright treaties, as well as other intellectual
property laws and treaties. The SOFTWARE PRODUCT is
licensed, not sold. Applicable fees for the licensing of the
SOFTWARE PRODUCT are outlined in the LICENSE
AGREEMENT.
The grant of license is conditional and based upon the compliance with all
of the terms and conditions set forth in this EULA and the
LICENSE AGREEMENT, including the timely payment of all
charges and other fees set forth in the LICENSE AGREEMENT.
The failure to comply with the terms and conditions of this EULA
and/or the LICENSE AGREEMENT will be grounds for
immediate termination of the license for the SOFTWARE
PRODUCT.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
82
Attachment C: Vendor Agreements
1.


2.



GRANT OF LICENSE. This EULA grants you the following nonexclusive rights:
Applications Software. You may install and use one copy of the
SOFTWARE PRODUCT, or any prior version for the same
operating system, on a single computer. The primary user of the
computer on which the SOFTWARE PRODUCT is installed may
make a second copy for his or her exclusive use on a portable
computer.
Storage/Network Use. You may also store or install a copy of the
SOFTWARE PRODUCT on a storage device, such as a network
server, used only to install or run the SOFTWARE PRODUCT on
your other computers over a network; however, you must acquire
and dedicate a license for each separate computer on which the
SOFTWARE PRODUCT is installed or run from the storage
device. A license for the SOFTWARE PRODUCT may not be
shared or used concurrently on different computers.
DESCRIPTION OF OTHER RIGHTS AND LIMITATIONS
Not for Resale Software. You may not resell, or otherwise transfer,
the SOFTWARE PRODUCT.
Acknowledgement. You acknowledge that the SOFTWARE
PRODUCT is the property of ApplicationsOnline, LLC. You agree
to take reasonable steps to prevent your employees from printing,
copying, or otherwise making available, in whole or in part, the
SOFTWARE PRODUCT, except as expressly permitted herein.
You also acknowledge that ApplicationsOnline, LLC or its
representatives will have the right to access and verify the number
of applications completed with the use of the SOFTWARE
PRODUCT.
Limitations on Reverse Engineering, Decompilation, and
Disassembly. You may not reverse engineer, decompile, or
disassemble the SOFTWARE PRODUCT.




Separation of Components. The SOFTWARE PRODUCT is
licensed as a single product. Its component parts may not be
separated for use on more than one computer.
Rental. You may not rent, lease, or lend the SOFTWARE
PRODUCT
Support Services. ApplicationsOnline, LLC may provide you
with support services related to the SOFTWARE PRODUCT, as
outlined in the LICENSE AGREEMENT. All such services will
be charged to you as per the LICENSE AGREEMENT, or in the
absence of a LICENSE AGREEMENT, at ApplicationsOnline,
LLC’s standard fee schedule in effect at that time. Any
supplemental software code provided to you as part of the Support
Services shall be considered part of the SOFTWARE PRODUCT
and subject to the terms and conditions of this EULA. With
respect to technical information you provide to
ApplicationsOnline, LLC as part of the Support Services,
ApplicationsOnline, LLC may use such information for its
business purposes, including for product support and
development. ApplicationsOnline, LLC will not utilize such
technical information in a form that personally identifies you,
without your written permission.
Software Transfer. You may permanently transfer all of your
rights under this EULA, provided you retain no copies, you
transfer all of the SOFTWARE PRODUCT (including all
component parts, the media and printed materials, any upgrades,
and this EULA), and the recipient agrees in writing to be bound to
the terms of this EULA. If the SOFTWARE PRODUCT is an
upgrade, any transfer must include all prior versions of the
SOFTWARE PRODUCT.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
83
Attachment C: Vendor Agreements

3.
4.
Termination. Without prejudice to any other rights, either party
may terminate this EULA if the other party fails to comply with
the terms and conditions of this EULA after written notice and a
reasonable opportunity to cure such non-compliance (other than
the failure to pay monetary amounts which is not subject to this
right). In such event, you must return all copies of the
SOFTWARE PRODUCT and all of its component parts.
UPGRADES. If the SOFTWARE PRODUCT is an upgrade, you
must be properly licensed to use a product identified by
ApplicationsOnline, LLC as being eligible for the upgrade in
order to use the SOFTWARE PRODUCT. A SOFTWARE
PRODUCT which is an upgrade replaces and/or supplements the
product that formed the basis for your eligibility for the upgrade.
You may use the resulting upgraded product only in accordance
with the terms of this EULA.
COPYRIGHT. All title and copyrights in and to the SOFTWARE
PRODUCT (including but not limited to any images, photographs,
animations, video, audio, music, text, and “applets” incorporated
into the SOFTWARE PRODUCT), the accompanying printed
materials, and any copies of the SOFTWARE PRODUCT are
owned by ApplicationsOnline, LLC or its suppliers. The
SOFTWARE PRODUCT is protected by copyright laws and
international treaty provisions. Therefore, you must treat the
SOFTWARE PRODUCT like any other copyrighted material
except that you may install the SOFTWARE PRODUCT on a
single computer provided you keep the original solely for backup
or archival purposes. You may not copy the printed materials
accompanying the SOFTWARE PRODUCT.
5.
DUAL-MEDIA SOFTWARE. You may receive the
SOFTWARE PRODUCT in more than one medium. Regardless
of the type or size of medium you receive, you may use only one
medium that is appropriate for your single computer. You may
not use or install the other medium on another computer. You
may not loan, rent, lease, or otherwise transfer the other medium
to another user, except as part of the permanent transfer (as
provided above) of the SOFTWARE PRODUCT.
MISCELLANEOUS
If you acquired this product in the United States, this EULA is governed by
the laws of the State of Maryland.
LIMITED WARRANTY
LIMITED WARRANTY. ApplicationsOnline, LLC warrants that (a) the
SOFTWARE PRODUCT will perform substantially in accordance
with the accompanying materials for a period of ninety (90) days
from the date of receipt, and (b) any Support Services provided by
ApplicationsOnline, LLC shall be substantially as described in the
applicable written materials provided to you by
ApplicationsOnline, LLC, and ApplicationsOnline, LLC support
staff will make commercially reasonable efforts to solve any
problem issues.
CUSTOMER REMEDIES. ApplicationsOnline, LLC’s and its suppliers’
entire liability and your exclusive remedy shall be, as mutually
agreed upon by the two parties, either (a) return of the price paid
for the customization of the software as set forth in the Statement
of Work for the SOFTWARE PRODUCT, if any, or (b) repair or
replacement of the SOFTWARE PRODUCT that does not meet
ApplicationsOnline, LLC’s Limited Warranty and which is
returned to ApplicationsOnline, LLC. The remedies are not
available if failure of the SOFTWARE PRODUCT has resulted
from accident, abuse, or misapplication.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
84
Attachment C: Vendor Agreements
Any replacement SOFTWARE PRODUCT will be warranted as set
forth above for the remainder of the original warranty period or thirty
(30) days, whichever is longer. Outside the United States, neither
these remedies nor any product support services offered by
ApplicationsOnline, LLC are available without proof of purchase.
NO OTHER WARRANTIES. TO THE MAXIMUM EXTENT PERMITTED
BY APPLICABLE LAW, APPLICATIONSONLINE, LLC AND ITS
SUPPLIERS DISCLAIM ALL OTHER WARRANTIES AND
CONDITIONS EITHER EXPRESS OR IMPLIED, INCLUDING,
BUT NOT LIMITED TO, IMPLIED WARRANTIES OF
MERCHANTABILITY, FITNESS FOR A PARTICULAR
PURPOSE, TITLE, AND NON-INFRINGEMENT, WITH REGARD
TO THE SOFTWARE PRODUCT, AND THE PROVISION OF OR
FAILURE TO PROVIDE SUPPORT SERVICES.
LIMITATION OF LIABILITY. TO THE MAXIMUM EXTENT
PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL
APPLICATIONSONLINE, LLC OR ITS SUPPLIERS BE LIABLE
FOR ANY SPECIAL, INCIDENTAL, INDIRECT, OR
CONSEQUENTIAL DAMAGES WHATSOVER (INCLUDING,
WITHOUT LIMITATION, DAMAGES FOR LOSS OF BUSINESS
PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS
INFORMATION, OR ANY OTHER PECUNIARY LOSS) ARISING
OUT OF THE USE OF OR INABILITY TO USE THE SOFTWARE
PRODUCT OR THE PROVISION OF OR FAILURE TO PROVIDE
SUPPORT SERVICES, EVEN IF APPLICATIONSONLINE, LLC
HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH
DAMAGES, IN ANY CASE, APPLICATIONSONLINE, LLC’S
ENTIRE LIABILITY UNDER ANY PROVISION OF THIS EULA
SHALL BE LIMITED TO THE GREATER OF THE AMOUNT
ACTUALLY PAID BY YOU FOR THE CUSTOMIZATION FOR
THE SOFTWARE PRODUCT OR U.S.$5.00.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
85
Attachment D: Financial Statements
RFP C-0414-09-sfw Online Admissions Application
•
As previously identified in this RFP Response, the Pricing Information
provided in Tab 5, as well as the Financial Information provided in the
following pages are both considered to be CONFIDENTIAL AND
PROPRIETARY AND ARE NOT TO BE RELEASED TO THE
PUBLIC.
•
The information is provided specifically in response to this RFP and
upon the completion of the review process, all copies of the PRICING
INFORMATION AND FINANCIAL INFORMATION are either to
be shredded or returned to ApplicationsOnline.
•
To maintain the security of this sensitive information, the Financial
Information is NOT included in the CD version of this response. This
will provide University of Michigan with more control of the
information provided.
•
We appreciate your understanding and for safeguarding this important
information.
Prepared by ApplicationsOnline, LLC
For University of Michigan - CONFIDENTIAL
86