Enterprise Content Management (ECM) RFP for Perspectives Charter Schools
- This RFP had a pre-bid event.
- This RFP was uploaded by the owner.
Perspectives Charter Schools (PCS) has determined that the need for an enterprise content management (ECM) is necessary in order to digitally store student, staff and accounting data/documents in an easily accessible location. Existing procedures for gathering and storing these various types of data and documents are time consuming and the need to automate some of these manual processes has become evident.
The three main pain points of the existing process involve:
Student document processing (receiving, organizing, printing, sorting, hand-keying information, filing).
Staff document processing (receiving, organizing, printing, sorting, hand-keying information, filing).
Accounts payable document processing (receiving, organizing, printing, sorting, hand-keying information, filing).
Perspectives has identified the following as key project objectives:
A solution is needed to digitally store student, staff and accounting documents. The system should integrate with existing PCS systems including the student information system (SIS), HR system and financial system. Up to 100 staff members would need access to the document management system.
SIS Integration- System should fully integrate with web-based SIS, currently PowerSchool. When viewing a student record within the SIS via the web-browser a user should have the ability to quickly retrieve documents from the document management system related to that student's name or ID number.
HR Integration- System should fully integrate with web-based HR system, currently Paycom. When viewing an employee record within the web-based HR system a user should have the ability to quickly retrieve documents from the document management system related to that staff member's name or ID number.
Financial System- The solution should have functionality for scanning a stack of invoices directly to the document management system which then automatically uses optical character recognition (OCR) to input the data directly into the accounts payable system, currently Blackbaud's Financial Edge, and create a permanent link between the AP system and the document management system to ensure quick and easy retrieval of the scanned invoice via the AP system. When viewing a record within Financial Edge a user should have the ability to quickly retrieve documents related to that record from the document management system.
The system should integrate with our Xerox MFP copiers in order to scan documents directly into the document management solution. This Xerox integration should also allow custom workflows directly at the MFP device via the touchscreen interface. The solution should have functionality for scanning a stack of invoices directly to the document management system which then automatically uses optical character recognition (OCR) to input the data directly into the accounts payable system and create a permanent link between the AP system and the document management system to ensure quick and easy retrieval of the scanned invoice via the AP system.
Download the Enterprise Content Management RFP for more details, including response requirements and timeline for submission.
