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UNISYS RESPONSE TO STATE OF MONTANAREQUEST FOR INFORMATION

Unisys Response to State of Montana 1


January 16, 2014

Michele BurchettState of Montana – Department of AdministrationState Information Technology Services Division125 N. RobertsHelena, MT [email protected]

Reference: Unisys Response to the State of Montana Department of Administration – State Information Technology Services Division RFI on Electronic Content Management System.

Dear Ms Burchett:

Thank you for the opportunity to present the Unisys response to the State of Montana Department of Administration – State Information Technology Services Division Request for Information: Enterprise Content Management System (ECMS.). We have reviewed your Request for Information and are submitting a response that we believe best meets your requirements and the business goals driving this initiative.

We know that an Enterprise Content Management System is important to the future of the state of Montana. We also know that Unisys is the company who can provide the State of Montana the expertise to create a Strategy, Implement a Solution and Support an enduring ECMS environment. For 20 plus years, Unisys has been an integrator of large scale, enterprise level implementations, utilizing our own Info Image solution in both on premise and SaaS environments in the Public Sector throughout the United States.

Unisys looks forward to expanding our relationship with the State of Montana to deliver a world class ECMS. For any questions about our response, please contact your Account Executive Kyle Brogan at [email protected] or 970 556-1901.

Sincerely,

Kyle Brogan

Account Executive

Unisys Corporation

7408 Vardon Way

Fort Collins, CO 80528


State Of MontanaRequest For Information

mailto:[email protected]

mailto:[email protected]


970 556-1901

[email protected]

Table of Contents

Contents1. Executive Summary.................................................................................................................3

1.1 Leveraging the WSCA-NASPO Cloud Contract.............................................................41.2 Key WSCA-NASPO Cloud Contract Advantages:.........................................................4

2. Document Overview................................................................................................................63. ECM/ERM Specifications.......................................................................................................7

3.1 Definitions.......................................................................................................................73.2 ECM/ERM Qualifications Submittal Requirements.....................................................103.3 ECMS Specifications.....................................................................................................14

4. Additional Information..........................................................................................................305. Pricing....................................................................................................................................32



1. Executive SummaryUnisys has successfully implemented hundreds of Enterprise Content Management Systems (ECMS) worldwide. We deliver these solutions in multiple ways: as direct project engagements where we integrate with existing systems; as wholly or partially outsourced operations; and in Cloud-based solutions. We feel utilizing our cloud-based solution along with the WSCA-NASPO prime contract which was awarded to Unisys in August, 2012, is the best fit for this RFI. More information regarding our WSCA-NASPO Cloud Contract is below.

Our large enterprise clients have many thousands of end users often requiring complex multi-domain workflows and solutions. Our largest enterprise clients manage more than 1 billion items in their active repositories to support their mission-critical business processes. A large portion of these clients are Public Sector agencies around the globe. In the U.S., Unisys has implementations in nearly half of the U.S. states and in some large county governments. Some key U.S. State Government ECMS and InfoImage software implementations include:

State of California (Labor/Employment, Secretary of State) States of Washington and Oregon (Revenue/Tax, Employment, Human Services) Commonwealth of Pennsylvania (Revenue/Tax, Labor, Retirement, Police-Law

Enforcement, Medicaid) States of Massachusetts (Child Support payments), Michigan (SACWIS and Treasury),

Minnesota (Secretary of State and Bureau of Criminal Apprehension), and Ohio (Employment Services, Tax and Treasury), etc.

These Public Sector agencies have the same high requirements as you: reliability, scalability, availability and security. They depend on Unisys to meet these needs for their ECMS. We feel you can depend on us as well.

Our services and customer implementations span the breadth of ECM, including document imaging, content management, workflow, business process management (BPM), records management, managed services and outsourcing/hosting. Additionally, our experience and expertise has involved many of the leading ECM software suites and tools, such as IBM FileNet, EMC Documentum, Global360, Open Text, SharePoint and our own solution, Unisys InfoImage, which we are proposing for Montana.

For all of our ECMS projects, Unisys provided subject matter expertise not only for implementation and development services, but also for consulting. We provide staff that has years of experience analyzing and documenting existing ECMS architectures, reviewing existing requirements and business processes, facilitating work sessions for gathering ECMS requirements, documenting those requirements and business processes and ultimately recommending a future-state architecture, plan and roadmap to ensure your ECM system will meet your existing and future needs.



1.1 Leveraging the WSCA-NASPO Cloud ContractIn August 2012, the Western States Contracting Alliance (WSCA), now known as WSCA-NASPO, awarded Unisys a prime contract for “Public Cloud Hosting” from a competitive bid pool of over 20 RFP responses. Since award, many States have chosen to use this contract vehicle and trust Unisys to provide the services available in the contract scope including: Cloud Hosting, GIS Cloud Hosting, Cloud Messaging and Collaboration, Assisted Provisioning, and Application Design Services, as depicted in Exhibit 1.

Our experience gained by envisioning, instantiating, and now operating the largest cooperative cloud computing contract for State and Local government in the nation has created a public sector and cloud computing skill set that is second to none. We have achieved this by marrying a risk-averse migration approach and nationwide volume-aggregation incentives to drive an extremely economical adoption model, to deliver industry-best cloud services to our State customers in a programmatic and practical manner.

Exhibit 1 - Unisys Components of the WSCA-NASPO Contract Vehicle

We invite the State of Montana to consider simply signing up to leverage the WSCA-NASPO Cloud Contract for their immediate and long term Enterprise Content Management System needs rather than going through the process of re-competing this capability solely for your State.

1.2 Key WSCA-NASPO Cloud Contract Advantages: Ability to add or change contract terms to tailor to Montana’s laws and requirements



Easy sign up process, start using the cloud now rather than waiting on another procurement cycle

Montana ITSD may download an easy to understand Participating Addendums template available at: http://www.aboutwsca.org/content.cfm/id/wsca_cloud_unisys.

Power in numbers – Join your State peers in sharing best practices, solution stacks, and aggregated pricing discounts.

We look forward to discussing anything related to the Unisys ECMS RFI proposal with the State of Montana. We believe we have a solution that allows you a rapid implementation, utilizing the capabilities of the Unisys InfoImage ECMS, while reducing up front capital cost!

Adding to this Cloud based InfoImage solution is convenient mobile access to critical documents and process enhanced collaboration with partners and improved availability of content across multiple State of Montana organizations all securely hosted in Unisys data centers throughout the U.S.



2. Document OverviewThe remainer of this document will attempt to cover our RFI response as follows:

Section 3 – This section contains our response to section 3 of the original RFI document. It contains our response to selected definitions and response to several RFI requirements in section 3.2 of the RFI Document. Additionally, this document also includes our response to the ECMS Specifications Matrix in section 3.3 of the original RFI Document.

Section 4 – This section includes our response to section 4 of the original RFI Document.

Section 5 – This section details our detailed pricing model.



3. ECM/ERM Specifications

3.1 Definitions

RFI Requirement:3.1.1. Enterprise-wide Solution – a single solution that will support all agencies, offices, and commissions described in sub-section 1.2.

Unisys Response:Unisys ECM Solutions have been used effectively and successfully in a broad array of Government business use cases, such as:

■ Tax and revenue applications and work processes across both full-page and check/remittance types of use cases, across various kinds of Tax applications (Income, Sales, Use, Liquor, etc.)

■ Claims and Justice/Courts records,

■ Permits, licensing and inspections,

■ Law Enforcement/Policing records (case docs, fingerprints, offender registry, etc.)

■ Employee insurance claims, disability and workers compensation

■ Court docket filings and proceedings,

■ Adult, family and child services operations in HHS agencies, including welfare case management.

Unisys has served many state and international government agencies across numerous Tax/Revenue, Human Services, Secretary of State, Employee/Labor and Courts/Justice operations and agencies with solutions, systems, applications and services for many years. This includes projects and solutions based around our ECM solutions for child and adult services, employment, labor, disability, welfare and support services and operations, and often includes the content and document management solutions. States in the US that we often reference for such activities include California, New York, Oregon, Pennsylvania and Michigan.



Internationally, we have implemented Government ECM/EDMS solution for various national ministries, large cities and agencies that span law enforcement/policing, justice/courts, social services, and numerous government use cases and apps. An example is the Government of the Philippines, where we manage and operate their ECM Solution and environment that captures, stores and manages all the citizenry Vital Records and Registry.

RFI Requirement:3.1.2 Enterprise Content Management System (ECMs) - a formalized means of organizing and storing an organization's documents, and other content, that relate to the organization's processes. The term encompasses strategies, methods, and tools used throughout the lifecycle of the content, including records management functionality.

Unisys Response:Unisys fully agrees and endorses the state’s view of ECM. Our mission is to serve and grow our ECM clients with valuable business solutions, by remaining focused on specific markets, applying best practices, domain expertise and our blueprinting methodology to build, implement and support solutions with leading ECM platforms. We provide quality consulting and technical services to our clients around the globe; and we deliver value-producing client business solutions and services that are mission-critical and mission-supporting.

ECM includes imaging, workflow, business process management, document and records management, collaboration, search and portals.

ECM helps knowledge workers capture, create, store, deliver, manage, archive and dispose of digital content related to organizational processes.

ECM manages an organization's "unstructured" information -- documents, forms, emails, XML files, images, audio files, video files, etc.

ECM employs methods, policies, metrics, governance practices and software tools to manage the lifecycle of information.

Transactional ECM is targeted for high volume externally (an internally) generated content such as case files, benefits and claims documents, tax and revenue documents, etc..



Cloud and SaaS based ECM provides a hosted, managed and secure ECM Solution, paid for by clients in a simple and cost-effective monthly subscription contract based upon users and volume of transactions/documents and storage.

Unisys offers a full suite of Services around our ECM Solutions, and strive to help our clients evolve to paperless environments and improve their (digital) work processes, while also assisting them achieve benefits and value in Cost reduction/control, Compliance, and Citizen service. Our Services span the areas of Strategy, Operations, Applications and Technology, and can be depicted in the following graphic.

BusinessStrategy

Strategy and Consulting Services

• Discovery Workshops• Governance Plans & Models • Strategic / Technology Roadmaps• Business Case Development• ECM Enterprise Strategy

Operational Processes

Functional/Process-Centric

Solutions

• Business Process Modeling & Outsourcing• Process Flows and User Roles• Workflow Modeling & Redesign• Business Rules and Tasks Management• Analysis and Artifacts Definition

ECMApplications

ECM Core Solutions

• Content Architecture & Taxonomy• Content / Document Management Design• Records Management and Retention Services• Systems Integration and Security Services• ECM & BPM Implementation & Managed Services

Technology Infrastructure

Technology Infrastructure & Platforms

• Records & Content Management Architecture• Information Lifecycle Management (ILM) Services• Managed Services, Outsourcing and ECM Hosting• ECM hardware and platform architecture • Software as a Service

Exhibit 2 - Full Suite of ECM Solutions

Finally, we have built up a set of global ECM Best Practices and a consistent and comprehensive methodology for deploying ECM Solutions successfully for our customer organizations. These Services and Best practices have been achieved through almost two decades of successful deployments, and experience with hundreds of major organizations, across 30 countries.



3.2 ECM/ERM Qualifications Submittal Requirements

RFI Requirement:3.2.1. Company Qualifications: Indicate your company’s qualifications and experience as an ECM/ERM provider. Include information on the following:

Company Background

Similar Projects

Customer References

Unisys Response:Unisys response is addressed in the Executive Overview section as well as in Section 3.1.

RFI Requirement:3.2.2 Solution Overview: Provide an overview of your solution based on the requirements outlined below. Discuss options for migrating legacy ECMS systems listed in Section 1.4 and in Attachment A – State of Montana Agency ECMS Survey.

Unisys Response:Leaders from the public sector have embraced Unisys ECM and InfoImage solutions and services for:

■ End-to-end Solutions: Complete solution with software, hardware, services (consulting, integration and application hosting and managed services), and public sector specific resources and assets (e.g. frameworks, templates and IP) that can be readily supplied around the globe.

■ Unisys InfoImage ECM: Transactional content management solution for Public Sector agencies looking to significantly improve automated and manual processes that are heavily dependent upon high volume paper and digitally-borne documents, generated from internet transactions, and other electronic documents (e.g. account opening materials, invoices, loan packages, client statements, claims).

■ InfoImage SaaS or On-Premise: Deploy your InfoImage and ECM solutions the way you want and need to help you meet government mandates, save costs and improve access across multi-site operations and locations.



■ Unisys provides you with the frameworks, templates and services to take advantage of the cloud and easily migrate from On-Premise to Cloud-Hosted to SaaS in order to help shift your budget from CAPEX to OPEX.

By combining Unisys InfoImage ECM solution, Unisys government domain expertise and pre-built industry templates, and incorporating disruptive technologies such as the InfoImage mobile and iPad app into process redesign, Unisys is able to help agencies maximize the impact and value generated from the content-process union. This enables organizations to better manage regulatory compliance, increase complex-process efficiencies, reduce overall costs, and improve citizen services.

RFI Requirement:3.2.3 Software Modules: Indicate any modules (with descriptions of functionalities) necessary for the solution to meet these requirements.

Unisys Response:Unisys will recommend that the State of Montana implement our ECM SaaS (Software-as-a-Service) cloud-based solution, utilizing Unisys InfoImage ECM software as the underlying ECM software suite. This suite is especially suited to large-scale, document intense and transactional content kinds of government use cases found extensively throughout State Governments. The SaaS offering employs our Enterprise software licensing constructs which provide capabilities for:

■ Document Imaging, Scanning/Capture, Ingestion, Storage, Retrieval and work-in-process and long-term Archiving;

■ Workflow and BPM capabilities/tools to tailor/configure appropriate workflows, business rules and access roles and rights, independently for each agency and major work process;

■ Unlimited departmental and agency linkages, workflows, content types and process flows supported across the state’s “enterprise.”



InfoImage ECM SaaS: Unisys InfoImage ECM SaaS (Enterprise Content Management Software as a Service) Solution delivers all of the benefits of ECM technology but at distinctively lower risk and lower TCO (Total Cost of Ownership) of implementation than offered by other ECM service providers. Our deep domain expertise, trusted methodology, software and services expertise, and proven ECM competencies are derived from 18+ years of ECM delivery experience, across hundreds of large-scale ECM clients, and over 1,000 project implementations. InfoImage ECM SaaS provides all the typical SaaS economies of scale, reduced TCO’s and reduced capital expenditures, but with a reliable, resilient, robust and scalable platform and set of Managed Services.

We offer customers the distinctive advantages of the proven experience, deep domain expertise, trusted deployment methodology, and long-term support services required to mitigate risk and optimize value of an ECM investment.

RFI Requirement:3.2.4 Licensing Options: Explain how your solution licensed, i.e. named user, concurrent user, enterprise license, server/processor, Storage capacity, etc. The State may require an enterprise-wide system that supports up to 5,000 users.

Unisys Response:Unisys SaaS ECM and InfoImage ECM software suite is typically licensed based upon numbers of users (actual end-users, e.g. human users, and programmatic or robot automated users and interfaces). For purposes of large-scale implementations, such as the state of Montana is requesting, Unisys employs an Enterprise Licensing construct that bundles appropriate modules and large volume user licenses together for an “Enterprise”. Certain and specific specialty modules may be licensed by Server, or as a single instance supporting the “Enterprise.” Within our SaaS offering and subscription-based hosted fee arrangement Unisys packages and bundles in the appropriate software modules to meet the client’s business, volume and user requirements into an easy to administer and manage monthly fee.



RFI Requirement:3.2.5 Estimated Costs: Provide an explanation of your price/cost model and estimated cost range (i.e. $100,000 to $200,000) based on 5,000 users for your solution as described in sub-section 3.2.2

Unisys Response:Please refer to Section 5 Pricing.



3.3 ECMS Specifications

Document Imaging Specifications Out of the Box

Customization Required

3rd Party Application

Comments

1. Does the ECM provide imaging software to import basic scanned documents?

X We have several capture and archiving solutions depending on the type of content and long term storage needs. InfoImage supports Image documents in various formats like TIFF, JPG, PNG, GIF, BMP and PDF with an embedded TIFF and/or GIFF. And archiving of files/documents as attachments is also supported. InfoImage has several archiving methods depending on requirements: WORM optical media, magnetic storage with support for third party Hierarchical Storage Systems, and WORM-type magnetic, like EMC Centera and NetApp devices are all supported.We have customers with InfoImage ingesting input of Fax, traditional Scanned Documents, inter-system documents, email, and an available and full Mobile (iPad) Client input/capture module. InfoImage provides import, storage and management of documents that can be imported via our configurable Rapid Batch Entry facility, via XML, and via release scripts form many typical Capture solutions like Kofax and Captiva, etc.

Underlying architecture and philosophy of InfoImage embodies the concept that content and process are tightly integrated and both equally important to customer business applications. The solution incorporates key underpinning technologies, code and integration of the typical and key core content and process elements and services. This provides exceptional high volume and high performance attributes for transactional processing environments, which is the InfoImage strength. And Scanning/Capture operations can be distributed, remote or central, no limitations.

2. Does the ECM support the InfoImage is integrated with the ABBYY OCR engine for forms based






Comments

following imaging capabilities:

and full-text OCR. ABBYY is known for its leading positions in the OCR and linguistic software markets. ABBYY FlexiCapture Engine 9.0 performance rests on the broadest OCR/ICR language support. It includes more than 195 languages for OCR and about 112 languages for ICR as well as reliable checkmark and barcode recognition.

Optical Character Recognition (OCR)

X

Intelligent Character Recognition (ICR)

X

Optical Mark Recognition (OMR)

X

Optical Bar Code Reader (OBR)

X

Mobile Capture – smart phones and other mobile devices

X InfoImage Mobile Work Manager (MWM), a mobile app for Android device, iPad and iPhone, fully supports document creation, indexing and image capture via the picture folder or the camera. When an image is added to the “Content” section of a document, the file is imported as a TIFF file; when the image is added to the “Import” section of a document, the file is imported as a color PNG file, allowing the user a choice between standard bi-tonal content and color content. Any number of files may be added in this way.

Integrated support for email integration within the app will be added in the next major release.

3. Is the system compatible with Multi-functional Devices (MFDs) i.e. copiers, mobile device capture, fax server, email, and file import?

X Scan Manager (SM) supports industry standard TWAIN interface. Any TWAIN compatible multi-function device can work with InfoImage.

Connectors are available for email and fax systems which will allow for input of emails and faxes into the workflow.

4. Does the system have the capability to do batch scanning and indexing?

X Unisys Scan Manager (SM) is used for scanning, assembling batches, QC, indexing, etc. SM provides bar-code recognition and batches can contain one or many auto classifications.

Indexing capabilities include comprehensive manual data entry if required, workflow-controlled updates/indexing and auto indexing via barcodes, import of metadata/indexes via Rapid Batch Entry (RBE) or other Capture solutions (e.g. Kofax, Captiva, Impression), and full






Comments

text OCR (ABBYY) features for certain business applications.5. Does the system provide

the ability to capture index information from scanning/capture software?

X Rapid Batch Entry (RBE) can provide import of metadata/indexes with ingestion batches, and Full Text or Zone OCR (ABBYY) features for certain business applications can be implemented.



Content Management Specifications

Out of the Box



Comments

1. What kind of navigational capabilities does your solution support: Folders (similar to MS Windows Explorer)

X InfoImage supports a folder structure for content items. Folders can contain 0 or more image documents, 0 or more attachments, and 0 or more subfolders, which can be nested to any depth. Folders also have their own index form and notes. InfoImage does not support a storage folder hierarchy similar to MS Windows Explorer. Structured storage can be defined though the use of content folders and indexing fields.

K Key word search X Full Text is currently supported for Image documents and will support PDF/A, Word and Excel in the next release. Image documents are OCR'd and the resulting text document is indexed using Microsoft index services. A PDF rendition if the file is created to allow the text strings to be displayed to the user in context. Users can search by phrase, and the results are in the form of a document list, along with the page numbers in that document where the phrase is located.

F Formal taxonomy using document types and classes

X Indexes and metadata are unlimited. For practical purposes most user organizations typically manage and maintain 4-10 indexes or metadata elements per document/content. Indexes would often be elements like (citizen) name, address, TaxID / SSN, date, document type/class, etc.Document types and classes can be 1-n in numbers, and Indexes also 1-n in quantity.Indexes can be alpha, numeric, mixed, etc.

All of the above2. Does your solution

support remote access to the ECM system, i.e. for staff that work in the field and have the need to enter documents from the field?

X InfoImage Mobile Work Manager (MWM), a comprehensive mobile app, enables mobile users to organize enterprise documents so they can process work and inquiries. Users can access documents through queries and via assigned workflow queues, and access/edit all metadata and markups. Major client functions are supported using a cross platform development environment, providing InfoImage power with mobile flexibility and convenience on IOS and Android devices.

Key features include:• Native iPad App; iPhone and Android support;• Securely connects to InfoImage via HTTP, VPN, or in 2013, HTTPS;• Access and password control is centrally managed through InfoImage administration;• An added layer/level for password protection included; • Retrieves workitem(s) from File Cabinet or from Inbox Queues;




Out of the Box



Comments

• Full display of workitems by hiding/unhiding metadata and list panes;• Add/Edit markups and annotations (e.g. highlighting and stamps);• Content Capture & Creation, with Camera Support.

InfoImage Work Manager (IWM) is a browser-based client that can also be used by remote users in the field.

3. Does your solution provide access to documents on a public-facing online system?

X InfoImage data/content can be shared externally, outside a primary organization. An example is a US state Offender registry InfoImage site, with secure authenticated web portal interface for any/all law enforcement agencies in the state; solution deployed very cost-effectively, supporting inquiries from many bureaus/groups, without need/cost of discrete licenses for all users/retrieval requests.

Another case is a Canadian provincial consortium, sharing InfoImage across a variety of web-based agencies and various ‘apps’ like workers comp and disability cases, licensed as one enterprise, supporting numerous secure agencies and apps.

No restrictions in system for database, transaction, file size, servers, users; we can support 1-to-n users, locations, processes, queues, roles, rules, doc volumes. Administration of systems fully under IT control (or Unisys if outsourcing). But no specific module or capabilities like the Syncplicity solution from EMC for comprehensive sync/share capability.

4. Does the ECM support multiple naming and archiving processes?

X Archiving processes can be defined by workflow rules or server based rules. Workflow archiving allows a content item to be archived at specific points during the process. Server rules allow content items to be archived immediately after they have been updated or at some later time. Both approaches can be defined based on workitem Class, allowing any number of different archiving processes to be created.

We have several archiving solutions depending on the type of long term storage - WORM optical media, magnetic storage with support for third party Hierarchical Storage Systems, EMC Centera, VNX and NetApp devices. InfoImage supports archiving of Image documents in various formats like TIFF, JPG, PNG, GIF, WMF, BMP and PDF with an embedded TIFF and/or GIFF etc. It also supports archiving of files and documents as attachments.




Out of the Box



Comments

5. Does the ECM fully integrate with Microsoft Office applications (Word, Excel, PowerPoint, etc.)?

X Allows a user to access InfoImage import content directly from within File menu in Microsoft Word, Excel or PowerPoint.

6. Does the ECM fully integrate with Microsoft Exchange?

X Connectors are available for email systems which will allow for receiving and sending emails at key points within the workflow.

7. Does your solution support email archiving and management capabilities?

X InfoImage can be used to archive email messages that have been received. InfoImage is not an email archiving and management system.

8. Does the ECM allow access to documents by an Apple iOS or Android device?

X Yes, the Mobile Work Manager (MWM) has versions for both Apple IOS and Android devices.

9. Does the ECM allow access to documents via web browser? If so, list the compatible browsers and versions in the Comments section.

X Supported web browsers include Internet Explorer 9 & 10, Google Chrome 29 & 30 and Safari 6 & 7. Unisys will work with customers on supporting other browsers as needed.

10. How does the solution manage documents with a retention policy?

X Retention policies are for documents will be managed by declaring the document as a record, putting it under the control of the Records Management System. The file plan created for a specific document type will include what type of document management is needed for that document type (i.e. deletion, notification, etc.).

11. Provide examples of reports that can be used to ensure retention policies are being adhered to.

X Reports will be generated to indicate what documents are due for record destruction as well as those up for obtaining approval for destruction. These are described in more detail below.

12. Search CapabilitiesWill the system accommodate full text OCR to search for and

X Provides the ability to index all words in an image page, and supports phrase searching. Current version supports only image content, an update available soon will provide full text searching of Microsoft Word and Excel files, as well as the




Out of the Box



Comments

retrieve files? PDF/A document format.

Does the ECM offer web-based and desktop client interface search and retrieval?

X Numerous User Interfaces (UI’s) are available, from rich/thick to thin to casual view to mobile, and priced/licensed accordingly.

The rich/thick Client Work Manager has some user control over component and screen landscape display. The interface can be highly customized and optimized for application value with the addition of client-side scripting logic similar to VBA.

InfoImage Work Manager (IWM) is a server/web-based client that provides similar user functionality and layout customization, and various web connector, view server and web access kits provide capabilities for custom user-established displays and formats to blend into their corporate environments.

InfoImage is implemented using double-byte character sets for the user screens and metadata and so is fully capable to support globalization/localization. Unisys and our customers have implemented many language display options for end-users.

Any packaged templates and UI use case scenarios will be available through the various LOB applications.

Does the ECM accommodate “Full Text Indexing” (i.e. OCR) to search for and retrieve files?

X Full Text is currently supported for Image documents and will support PDF/A, Word and Excel in the next release. Image documents are OCR'd and the resulting text document is indexed using Microsoft index services. A PDF rendition if the file is created to allow the text strings to be displayed to the user in context. Users can search by phrase, and the results are in the form of a document list, along with the page numbers in that document where the phrase is located.

Does the ECM allow users to configure custom searches that they commonly use?

X Custom queries could be created and assigned to individuals to represent their most common searches. This is typically assigned at the Role level but could be configured to be assigned to a single individual.



Automated Workflow Specifications

Out of the Box



Comments

1. Does your ECMS support document-centric, author-review-approve automated workflow capabilities?

X Our solution includes the tool "Workflow Designer" that is used to define the rules by which work items move between the work steps and some of the actions that take place at the work steps. Using Workflow Designer, you can create all aspects of the workflow. The design starts with the drawing of a map where icons represent processing steps and arrows represent potential paths through the workflow. The workflow designer tool uses dialog boxes to specify:Rules that define the path a work item will follow.Statements that conditionally modify form data associated with a work item.Work sets associated with each work steps queue.Rules that select and sort work items into these work sets.Numerous government agencies use this tool and software suite to manage vital records, “Case” files, approvals and routing of case information, etc.

2. Does your ECMS support workflow automation for processing:E-forms for internal purposes

X E-Forms use is extensive in InfoImage, as all documents/classes have forms, crafted via Forms Creator, associated with them, for capturing/displaying/updating all metadata linked to digital content. E-Forms also can be presented/captured in conjunction with the various UI’s, such as our web access kit, CWM rich thick client, e-WM web-based client and MWM, mobile client.

E-forms for external customer purposes

X

Work items (documents, reports, etc.)

X InfoImage is a comprehensive document management solution for capturing, indexing, storing and sharing information across the enterprise. The basic (content) unit on which work is done is called the workitem. There are two types of workitems:

Folders - A folder is a container that can hold one or more workitems (but can also be empty). The items in a folder can be documents, attachments, or other folders.Documents - An image document consists of one or more electronic images called pages. These image pages are created at a scanner, ingested into the system by a variety of methods like emails, faxes, imports or batch programs, etc.A form is structured data associated with a workitem and used to maintain standardized information about that workitem. Any business related item like scanned images, imported files from the desktop, reports, and pure data can be used within the workitems for automated routing.

Automatic notifications and emails

X InfoImage can archive and manage emails via the email connector, as well as records generated from other systems. This connector can also provide email notifications at key points within the workflow.




Out of the Box



Comments

Workflow status tracking X InfoImage logs all access with content ID, User ID and times stamp whenever a user accesses a document, changed metadata, logs in and out of the system, etc. Additional logging functionality is being added incrementally in the next several releases.

3. Does the system allow users to perform workflow activities using a standard web browser such as Internet Explorer and Mozilla Firefox?

X Supported web browsers include Internet Explorer 9 & 10, Google Chrome 29 & 30 and Safari 6 & 7. Unisys will work with customers on supporting other browsers as needed.

4. Does workflow allow users to define conditions?

X Users can influence conditions by setting form fields (which can include checkboxes, dropdowns or variables), but users are not allowed to change the workflow logic.

Workflow conditions can be modified by business analysts.5. Can workflow be

automated for a specific document type and workflow template?

X The InfoImage Workflow Creator allows for creating a structured workflow that can be centered on document types and specific business processes:

6. Does the workflow include X Annotation capabilities within the document viewer include creation of a user signature




Out of the Box



Comments

E-signature capabilities? markup that is attached/linked to the image. Also Records Management will support e-signature, see below.



Records Management Specification

Out of the Box



Comments

1. Include the use of back end migration to optical storage or similar technology that meets the State of Montana legislative compliance requirement for permanent records storage of documents. There should be assurance that records stored in the system cannot be altered.

X InfoImage supports optical storage, EMC Centera, and NetApps Snaplock as standard integrated archival devices.

An architectural audit as well as standard practice IT security measures can assure and validate that records stored in the system cannot be altered.

InfoImage Records Management will support e-signature, which creates a secure checksum on each of the content item component and can validate at any time that the content has not been altered.

2. Create, edit and manage a corporate “file plan” / records retention schedule, which contains information used to classify records.

X Yes, will be fully supported. Any number of file plans may be defined.

3. Create and manage the record folders (and folder volumes) that are available to help organize the file plan.

X Yes, any number of record volumes and folders may be defined and maintained.

4. Configure the system to easily declare objects as records in native authoring tools and specify which object classes and properties to manage.

X Yes, record declaration will be completely flexible and can be performed by the system based on content class and field values, or can be done manually where a user makes the decision as to what content items will be declared as records.

5. Create and manage records retention rules.

X Yes, will be fully supported for authorized users.

6. Create and manage physical boxes, folders and records.

X Content items and records can be created that can be used to manage physical boxes, folders and records.




Out of the Box



Comments

7. Search for categories, folders and records.

X Yes, searches will be fully supported.

8. Place holds against record categories or search results.

X Yes, records may be placed on hold.

9. Identify appropriate metadata for all formats and sources.

X Yes, metadata for records will be able to be defined in a flexible manner.

10. Manage various record image / formats in an integrated manner.

X Yes, this will be fully supported.

11. Maintain the relationships between records and files, between file series and the file plan.

X Yes, records and files relationship will be manageable and fully audited. Any changes made to the relationships will be fully tracked and under security control.

12. Retrieve information for personal use or to comply with Freedom of Information Act / discovery requests.

X The “personal use” case needs to be better defined. Records management access will be under security control and auditable. Freedom of Information Act requests would need a review process to validate that the records being released meet the security requirements.

13. Construct and manage audit trails and track system usage by department and user.

X Yes. The system will be fully auditable and audit trails can be reported on in a variety of ways.

14. Manage the integrity and reliability of records once they have been declared as such.

X Yes. Records will have digital signature security to validate the integrity of the records.

15. Identify records that are due for disposal when their prescribed retention periods elapse, managing the disposal process.

X Yes, reporting and approval processes will be part of record destruction.




Out of the Box



Comments

16. Provide a seamless integration of the ERMS (providing the records management logic) with an ECMS,

X InfoImage ECM and Records Management will be completely integrated.

17. Records Manager Application will be a 100% Web-browser based application.

X Yes, Records Management will be 100% browser based.

18. Views file plans and retention and disposition policies.

X Yes, will be fully supported.

19. Provide interface capabilities to existing systems that create electronic records, via an application program interface (API) to integrate properly with the proposed ECMS.

X APIs and web services are part of the overall ECM and RM system, allowing extension and integration with other systems.

20. ERP integration: support enterprise resource planning (ERP) systems APIs.

X InfoImage can easily be integrated with ERP systems using the available APIs and Web Services.

21. Typical Reports: Including, but limited to, the following:o Ready for Destruction report

X Yes, Ready for Destruction report will be a standard report

o Future Disposition Schedules report

X Reports showing Existing and Future dispositions will be available. Additional reports can easily be created using 3rd party reporting tools.

22. Maintain the relationships X Yes, fully supported and auditable.




Out of the Box



Comments

between records and files, between file series and the file plan.

23. Retrieve information to comply with Freedom of Information Act / discovery requests.

X As described above, yes.

24. Associate the contextual and structural data within a document.

Need additional information on the type(s) of association mentioned here.

25. Construct and manage audit trails and track system usage by department and user.

X Yes, audit trails will be fully definable and manageable.

26. Manage the integrity and reliability of records once they have been declared as such.

X Yes, as described above.

27. Identify records that are due for disposal when their prescribed retention periods elapse, managing the disposal process.

X Yes, as described above.

E-Form Specifications

Out of the Box Customization Required


Comments

1. Do your E-forms support the need to retain the look and feel of paper forms?

X InfoImage can be integrated with 3rd party E-Forms solutions

2. Do your E-forms support E-signatures?

X Depends on the product

3. Does your solution support public-facing E-

X Depends on the product.



E-Form Specifications

Out of the Box Customization Required


Comments

forms that can be filled out and submitted on line?



4. Additional Information

RFI Requirement:

Provide any additional information that may be of interest to the State regarding your solution (section 4)

Unisys Response:InfoImage SaaS provides a unified, comprehensive, end-to-end solution with software, services, hosting and resources in a cost-effective pricing and deployment model. As industry, business and departmental requirements change, Unisys provides the services, frameworks, and templates to easily migrate from On-Premise to Cloud-Hosted to SaaS and/or to maintain a hybrid architecture.Key Capabilities:

Provision the InfoImage ECM software to allow new implementations to be rapidly deployed, tailored, and then enhanced to meet specific ECM needs

Utilizes n+1 redundant virtual Blade servers, hot standby clustered database servers along with replicated, provisioned and secure storage.

Superior security through Secure Private CloudTM and option to add our leading Unisys StealthTM capability

Benefits Designed to… Lower initial and manage on-going costs through a

simplified monthly-fee subscription model. Shift ECM budget from CAPEX to OPEX Avoid complex procurement effort Achieve better information availability across multi-site and

faster time to production

High level architectural diagrams for Unisys InfoImage SaaS and Hybrid-SaaS solutions are depicted in figures 2 and 3 respectively.



Exhibit 3 – InfoImage SaaS Architecture

Exhibit 4 – InfoImage Hybrid-SaaS Architecture



5. Pricing

RFI Requirement:Estimated Costs: Provide an explanation of your price/cost model and estimated cost range (i.e. $100,000 to $200,000) based on 5,000 users for your solution as described in sub-section 3.2.2

Unisys Response:

Budgetary Estimates Included Herein:This budgetary estimate is not a contract or an offer to contract. The materials contained herein are presented to you in confidence for the sole purpose of enabling further discussions and evaluation by the parties of the Unisys solution/services described herein.

Any pricing or description of services are based on incomplete information, are provided for your budgetary/planning purposes only, are preliminary, non-binding and subject to change at any time. This Unisys budgetary estimate is conditioned upon a period of due diligence and discovery about the scope of the solution, requirements and a negotiation before the execution of any formal contract. The State of Montana and Unisys will not be legally obligated to each other for services described in this document until a definitive written agreement has been executed on behalf of an authorized representative of each party.

This preliminary budgetary pricing set forth herein is based on the limited assumptions in the State’s RFI material and Unisys standard InfoImage ECM SaaS offering, including Unisys standard scope, standards, specifications, service levels and terms for the service. Prices exclude any add-on options or unique, customer-specific requirements. All prices and charges quoted in this proposal are in U.S. dollars and are exclusive of applicable taxes.

Implementation Costs:A) For traditional “on-premise” implementation, with the State “acquiring” a “state-wide” enterprise ECM system and solution, and all aspects, including hardware, software and services, for 5,000 end-users, we estimate the following.



Implementation Costs

Item General Requirements Description Cost1 Installation/Implementation Range of $1,500,000 - $2,500,0002 Hardware Range of $250,000 - $500,0003 Software/Licenses Range of $1,000,000 - $2,000,0004 Project Management Range of $250,000 - $500,0005 Other Professional Services

(Technical, Business Analysts, Training, etc.)

Included in Installation/Implementation section above.

B) For our Unisys SaaS/Cloud-based offering style of implementation, with Montana contracting for a “Service” as an on-going expense, rather than the capital budget/outlay of a traditional system, we estimate the following.

Unisys SaaS/Cloud-based offering style of implementationItem General Requirements Description Cost1 Installation/Implementation Range of $250,000 - $350,000; either paid up-front, or

amortized and included in Monthly Fee through year 12 Hardware Included in SaaS Fee Schedule.3 Software/Licenses Included in SaaS Fee Schedule.4 Project Management Included in SaaS Fee Schedule.5 Other Professional Services

(Technical, Business Analysts, Training, etc.)

Included in SaaS Fee Schedule; including full Application Management Services (AMS) for ECM software suite administration & management.

Estimated On-Going Annual Costs:A) For traditional “on-premise” implementation with the State of Montana “acquiring” the system and solution, and all aspects, including hardware, software and services, for 5,000 end-users, we estimate the following.

For traditional “on-premise” implementationItem General Requirements Description Cost1 Annual Maintenance Agreement Range of $350,000 to $500,000 per year. 2 Hosted Cloud Provider service, if

applicableNot Applicable.

3 Hardware Range of $50,000 to $100,000 per year.4 Software/Licenses Perpetual software licenses provided initially, so no on-

going license fee. +5 Consulting/On-going Professional

ServicesDetermined based upon State’s change control and future requirement needs.



B) For our Unisys SaaS/Cloud-based offering style of implementation, with Montana contracting for a “Service” as an on-going expense, rather than the capital budget/outlay of a traditional system, we estimate the following:

Unisys SaaS/Cloud-based offering style of implementationItem General Requirements Description Cost1 Annual Maintenance Agreement Included in the SaaS Fee Schedule2 Hosted Cloud Provider service, if applicable Range of $48,000 to $56,000 per month, over 60-

month term. Variables: Term, User Count, Document Volumes

3 Hardware Central/SaaS/Cloud Infrastructure and Hardware Included in the SaaS Fee Schedule

4 Software/Licenses Included in the SaaS Fee Schedule+5 Consulting/On-going Professional Services Included in the SaaS Fee Schedule

A limited detail of cost estimates are provided herein, per the State’s request. The budgetary estimates provided have been based upon the initial number of 5,000 end-users as provided by the State of Montana, and with some assumptions and document/volume calculations based on the page and limited document volume data presented in your Montana agency survey.

We provided estimates above for both traditional on-premise system/implementation and a SaaS/Cloud-based approach as well. The SaaS/Cloud approach is based upon a 5-year term and SaaS/Cloud based solution and environment, with Unisys providing a full suite of Services, including solution set-up/implementation and on-going solution/software administration and maintenance over the course of the five-year agreement. The fees presented are examples and are representative, and other agreement terms (e.g. 1-4 years) and Services approaches can be proposed in addition or as alternatives. The key variables to fee structure in a SaaS/Cloud based approach are numbers of users, documents/storage and length of term/contract. The complexity and numbers of workflows/processes will determine the time, effort and cost of Services for the set-up and implementation Services.



While pricing has been indicated for the full 5,000 end-user implementation, along with the complete estimate of document/page volumes, the reality is that the implementation and deployment will grow and evolve into the full 5,000 end-user environment. For example, on day 1 there may be 1-3 pilot operations/agencies “going live”, with the full set of agencies and end-users adopting and moving into production environments over the course of 1-3 years. Given this, it is important for the State to understand that under a SaaS approach the annual/monthly costs will also grow, evolve and rise in concert with the deployments and usage. This means that Year 1 costs would be much less, with rising fees year over year until the full complement of document volumes and end-users are moved into production status. With a SaaS approach you only pay for what you need and use over time, as opposed to acquiring a large set of software up-front as a capital expenditure. With this in mind, the pricing table shown indicates the full and comprehensive cost for the entire requirement as indicated by the State of Montana, but in reality those SaaS fees would most likely be much smaller in the early years of the engagement/contract, growing over time/years to the rates indicated in the table.


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