Development Of Document Management System
The Housing Authority of the City and County invites all interested vendors to submit proposals to
provide software to meet the needs for a Document Management System.
The proposed solution should address the key technologies and functionality, including but not limited to:
Document Management
o File creation
o Document filing
o Document indexing
o File retrieval
Electronic Records Management
Workflow
Imaging
Collaboration - multiple users working on the same document or set of documents at the same time
Web Content Management
Content Security
Search Features
Browsing/Folders
AHA plans to implement the selected system in a phased approach and will start by implementing the
Section 8 Programs, including:
Current participant files
The following programs will be in the second and third phases:
Property Management, including:
Current participant files
Finance, including:
Requisitions
Contract
Invoices
Checks/Direct Deposits
Receiving Documents
AHA is seeking a solution that will address the key requirements for the programs' processes including document
management, imaging, content security, search, and folders; and can address broader Enterprise Content Management
requirements in the future. One of the key requirements is the ability to interface the proposed solution with our
housing authority business software provided by YARDI Voyager Software.
AHA intends to implement software modules in a phased approach as listed above and future phases or projects will
include but are not limited to:
Human Resources
Development
It is expected that all proposals include formal training and include qualified software support for three (3) years
following successful implementation as determined by AHA.
1.2 Current Information Technology Environment
Major Application Software
YARDI Voyager software line.
YARDI Inspector General
Server Environment
One Dell Server running Windows 2007 (with plans to migrate several servers to Windows Server 2010)
Workstations
Dell desktops running Windows 2007:
o Section 8: 13
o Property Management: 8
o Finance: 7
Microsoft Office 2007
Documents
AHA currently stores documents on and off site. Estimated documents on site to be included in document management
system:
Section 8 Programs:
Current participants, current year: 2000 files
o Initial lease up: 80 pages per new admission (estimate 100 - 150 new admissions per year) (12,000
pages per year)
o Annual recertification: 35 pages per participant per year (70,000 pages)
o Annual inspection: 15 pages per inspection per year (42,000 pages)
o Other inspections: 15 pages per inspection per year (7,500 pages)
o Interim certification: 25 pages per interim (30,000 pages)
o Move: 50 pages per move (45,000 pages)
o Termination: 15 pages per termination (3,000 pages)
o Other actions/documents: 10 pages per participant (20,000 pages)
Backlog Scanning: 2000 files
o Current participants, one previous year: 250 pages per participant (500,000 pages)
Annual Growth: 50 participants per year (5,000 pages)
Property Management:
Current residents: 1,100 files
o Initial lease up: 80 pages per new admission (estimate 100 new admissions per year) (8,000 pages per
year)
o Annual recertification: 35 pages per resident per year (38,500 pages)
o Annual inspection: 15 pages per inspection per year, 2 inspections per year (33,000 pages)
o Interim certification: 25 pages per interim (13,750 pages)
o Transfer: 25 pages per transfer (3,000 pages)
o Eviction: 15 pages per eviction (3,000 pages)
Backlog Scanning:
o Current residents, one previous year: 250 pages per resident (275,000 pages)
Annual Growth: 50 participants per year (5,000 pages)
Finance
Invoices
o Invoices processed estimate 500/month, 6,000 annually
1.3 The Aurora Housing Authority Objectives
Aurora Housing Authority's objectives for the proposed solution include the following:
The proposed solution should use nonproprietary file formats (documents are stored in an "open" format
allowing us to connect it to another system) and be scalable (system can support 1 user or 1,000 users without
major changes.)
Streamline the processing of documents and information, including the ability to capture the following
document types: inbound emails and attachments, faxes, scanned images, existing electronic documents, other
paper documents such as: applicant, client, resident and landlord records, requisitions, quotes, invoices,
vouchers, employee records, etc. and to store the captured objects (image/documents) by indexing into a single,
electronic repository which allows the retrieval of the objects from anywhere via WAN, LAN, VPN, intranet or
internet (any TCP/IP Route)
Provide an Enterprise Content Management System (ECM) solution integrated with core business and
operations applications such as YARDI without requiring additional programming.
Provide options for both programmatic and nonprogrammatic integration to other business and operations
applications without requiring additional software.
Provide direct access to documents from the display of YARDI and other business and operations applications
through some form of application enabler.
Compatible with AHA's Server.
Provide users with simple electronic access to documents, records and information using folder concepts.
o Retrieval sorting requirements include retrieval by name, social security number, tenant number,
address, action and document, including but not limited to the following specific tasks:
Section 8 Programs
New Lease Up
o Application
o Request for Tenancy Approval
o Landlord documents
o Verifications
o Calculation worksheet
o HUD Form 50058
o HUD Form 9886
o Rent reasonableness
o Rent burden
o Lease
o HAP Contract
Annual recertification
o Application
o Verifications
o Calculation worksheet
o HUD Form 50058
o HUD Form 9886
Inspections
o Annual
Booklet
Letters/certifications/extensions
HUD FORM 50058
o Initial
Booklet
Letters/certifications/extensions
HUD FORM 50058
o Special/complaint
Booklet
Letters/certifications/extensions
HUD FORM 50058
o Quality control
Booklet
Letters/certifications/extensions
HUD FORM 50058
Interim certification
o Application
o Verifications
o Calculation worksheet
o HUD Form 50058
o HUD Form 9886
Move
o Notice
o Request for Tenancy Approval
o Landlord documents
o Calculation worksheet
o HUD Form 50058
o HUD Form 9886
o Rent reasonableness
o Rent burden
o Lease
o HAP Contract
Rent increase
o Notices
o Rent reasonableness
o Rent Calculation
o HUD Form 50058
o Lease
o HAP Contract (if applicable)
Termination
o Termination letter
o Termination documentation
o Hearing letters
Other forms
o Vouchers
Extensions
o Birth certificates
o Social security cards
o Citizen forms
o Reasonable accommodations
Communication
o Letters
Property Management Programs
Provided in Phase 2
Finance
Provided in Phase 3
Provide our staff with instantaneous and simultaneous access to documents from anywhere via WAN, LAN, VPN,
intranet or internet (any TCP/IP Route).
Print to any print device, a standard desktop or network printing service.
Ability to import any document, report or other content that is printable from a Windows Application directly
into the Document Management System.
Allow distribution of the captured objects via print, fax or email. Create quality images of handwritten or
electronically created documents.
Provide audit capabilities such as who viewed, deleted, changed, annotated, faxed, printed or reindexed an
object, where the user connected from, and when the user performed the action.
Provide access control with internal security or Active Directory single sign on.
Provide concurrent user licenses for accessing the Document Management System.
Provide one (1) workflow license for testing purposes for future use.
Provide ability to create eForms.
Scanning capabilities for the following: Two (2) production scanner licenses for high speed scanning in excess of
30 ppm; Two (2) disconnected scanning licenses for offline scanning; Two (2) desktop document image scanning
licenses for departmental scanning (less than 30 ppm).
COLD (computer output to laser disc)/Enterprise Report Management capabilities.
