RFP for Region 4 Education Services Center Software … Contract for Website.pdfRFP for Region 4...

Lisa McNeeley Public Procurement Administrator Hyland Software, Inc. 28500 Clemens Road Westlake, OH 44145 Office: (440) 788-5468 www.onbase.com

RFP for Region 4 Education Services Center Software and Related Products and Services

Solicitation #15-04

http://www.onbase.com/

2015 Hyland Software, Inc.

February 26, 2015 Dr. Pam Wells Executive Director Region 4 Education Service Center 7145 West Tidwell Houston, TX 77092 Dear Pam Wells: On behalf of Hyland Software, Inc. (Hyland Software), it is with great pleasure that I provide Region 4 Education Services Center (ESC) with the following response to your Request for Proposal (RFP) for Software and Related Products and Services. I would like to take this opportunity to thank you for evaluating the OnBase solution. Per your request, the following document provides a preliminary, yet solid foundation to implement a cost-effective solution for ESC and the members of The Cooperative Purchasing Network. The open, integrated, and configurable core of the solution has been developed to meet the evolving needs of our more than 13,100 customers. Business processes vary between industries, and each company has its own unique requirements and procedures for managing and retaining their documents, which is why Hyland Software is committed to designing a complete, tailored, and primarily point-and-click configured solution that is specific to our customers requirements. Our response submission was formulated based on the requirements provided in the ESC solicitation document. Once again, thank you for your interest in the OnBase solution. Please do not hesitate to contact Lisa McNeeley at (440) 788-5468 or [email protected] in the event that questions arise during the review process. Sincerely,

Noreen Kilbane Vice President, Controller Hyland Software, Inc. Office: (440) 788-6336 Wireless: (216) 496.4645 E-mail: [email protected]

mailto:[email protected]:[email protected]

2015 Hyland Software, Inc. 1

Table of Contents

TAB 1 ENTIRE SIGNED VENDOR CONTRACT AND SIGNATURE FORM (APPENDIX A) ........................................2

General Terms and Conditions Acceptance Form (Appendix D) ............................................................................................. 3 Completed Vendor Orientation Form (Appendix D) .............................................................................................................. 4

TAB 2 QUESTIONNAIRE (APPENDIX E) ..........................................................................................................5

TAB 3 COMPANY PROFILE (APPENDIX F) ..................................................................................................... 10

Company Profile ................................................................................................................................................................. 10

TAB 4 STATE NOTICE (APPENDIX I) ............................................................................................................. 27

TAB 5 PRODUCT / SERVICES (APPENDIX B) ................................................................................................. 28

TAB 6 REFERENCES (APPENDIX F) ............................................................................................................... 31

TAB 7 PRICING (APPENDIX C) ..................................................................................................................... 32

TAB 8 VALUE ADD (APPENDIX G)................................................................................................................ 33

TAB 9 REQUIRED DOCUMENTS .................................................................................................................. 34

Additional Required Documents (Appendix H) ................................................................................................................... 34

APPENDIX A AUTHORIZED DISTRIBUTERS/DEALERS .................................................................................... 37

APPENDIX B SUPPORTING INFORMATION .................................................................................................. 39


TAB 1 ENTIRE SIGNED VENDOR CONTRACT AND SIGNATURE FORM (APPENDIX A)

Hyland Software has chosen to provide exceptions on the General Terms and Conditions Acceptance Form provided on the following page. Therefore, Hyland Software has elected to provide the signed Vendor Contract Signature Form rather than providing the entire signed vendor contract, with the understanding that the proposed exceptions will be negotiated.

Vendor Contract and Signature Form

SIGNED VENDOR CONTRACT SIGNATURE FORM Vendor Contract Signature Form

Hyland SoftwareFile AttachmentDouble-click paper clip to open attachment


General Terms and Conditions Acceptance Form (Appendix D)

General Terms and Conditions Acceptance Form

SIGNED GENERAL TERMS AND CONDITIONS ACCEPTANCE FORM Terms & Conditions

Acceptance

Appendix D: GENERAL TERMS & CONDITIONS ACCEPTANCE FORM

Signature on Vendor Contract Signature form certifies complete acceptance of the General Terms and Conditions in this solicitation, except as noted below (additional pages may be attached, if necessary). Check one of the following responses to the General Terms and Conditions: We take no exceptions/deviations to the general terms and conditions

(Note: If none are listed below, it is understood that no exceptions/deviations are taken.) We take the following exceptions/deviations to the general terms and conditions. All

exceptions/deviations must be clearly explained. Reference the corresponding general terms and conditions that you are taking exceptions/deviations to. Clearly state if you are adding additional terms and conditions to the general terms and conditions. Provide details on your exceptions/deviations below:

(Note: Unacceptable exceptions shall remove your proposal from consideration for award. Region 4 ESC shall be the sole judge on the acceptance of exceptions/deviations and the decision shall be final.)

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5.2 Termination for CauseHyland Exception: Hyland Software handles the issue of ownership of software and related work products differently. Therefore, Hyland must take exception to the foregoing language and is willing to discuss the same with ESC during final contract negotiations.

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Conditions of Submitting Proposal, XVII. SamplesHyland Exception: Hyland Software is not in a position to give legal advice to its customers (i.e. to advise a customer as to what federal and state mandates such customer is subject to and to advise a customer as to what it needs to do in order to be in compliance with such mandates). That being said, many of Hyland Softwares customers utilize the OnBase software to assist in their compliance effort with various laws, rules, and regulations at the federal, state, and local levels. Hyland Software is willing to entertain any questions that youmay have and to provide you with a detailed description of the functionality of the OnBase software in order to assist you in determining whether the functionality of the OnBase software will meet your compliance needs. Additionally, the request for samples as crafted is not tailored for software. Hyland Software as a business practice does not provide samples of software. With that being said, upon mutual agreement of the parties, the payment of any applicable fees and the parties entering into an appropriate Pilot license agreement, Hylandwill make available Pilot Software providing for such limited use.

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1.5 Customer SupportHyland Exception: Hyland Software provides software maintenance and support subject to the terms and conditions provided in the customer agreements. As such, Hyland must take exception to the foregoing language and is willing to discuss the same with ESC during contract negotiations.

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Offeror's PromiseHyland Exception: Hyland Software acknowledges that such terms may be comparable but are not identical as Hyland Software typically negotiates its contracts on a case by case basis. As such, Hyland must take exception to the foregoing language and is willing to discuss the same with ESC during contract negotiations.

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4.2 Form of ContractHyland Exception: Hyland Software agrees, subject to the parties execution of a mutually acceptable final and binding agreement which may include mutually acceptable revisions to such terms. Forms of Hyland Softwares standard licensing, support and services agreements have been included in the Supporting Information Appendix of our response for your reference and, subject to mutual agreement, will be revised to incorporate such terms.

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13.3 IndemnityHyland Exception: Hyland Software agrees, subject to the parties execution of a mutually acceptable final and binding agreement which may include mutually acceptable revisions to such terms. A form of Hyland Softwares standard licensing and support agreements have been included in the Supporting Information Appendix in our response for your reference and, subject to mutual agreement, will be revised to incorporate such mutually agreed upon terms.

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10.1 Audit RightsHyland Exception: Hyland Software is willing to provide the requested documentation on-site at Hylands office locations or through mutually agreed upon remote access. In addition, Hyland would like to clarify that the cost of this audit is the responsibility of the auditing party, and that such audit may only be done on a mutually agreed upon date and time during normal business hours. Therefore, Hyland Software must take exception to the foregoing language and is willing to discuss the same with ESC during final contract negotiations.

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5.5 Standard CancellationHyland Exception: Hyland Software understands that if Hyland has not offered its entire catalogue of software and services, ESC may request that Hyland add such items if they are within the scope of the project.

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5.3 Delivery/Service FailuresHyland Exception: Hyland Software does not agree to the concept of cover costs. Therefore, Hyland must take exception to the foregoing language and is willing to discuss the same with ESC during final contract negotiations.

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9.1 Best Price GuaranteeHyland Exception: Hyland Software acknowledges that the pricing offered is comparable but not identical to other cooperative purchasing arrangements because of a difference in required administrative fees. As such, Hyland must take exception to the foregoing language and is willing to discuss the same with ESC during contract negotiations.

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11.6 Warranty ConditionsHyland Exception: The standard warranty Hyland Software provides for its software is set forth in the License Agreement included in the Supporting Information Appendix and the standard warranty for labor/services Hyland provides is set forth in the Blanket Services Agreement included in Supporting Information Appendix. Hyland Software is more than happy to discuss in more detail as part of the negotiation process

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13.5 MarketingHyland Exception: Hyland Software will permit such use of its name and logo within its website, marketing materials and advertisement subject to ESCs agreement to comply with Hylands specific terms of use with respect to uses of our logo. Hyland Software is more than happy to discuss in more detail and address accordingly as part of the negotiation process.

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Completed Vendor Orientation Form (Appendix D)

Vendor Orientation Form

SIGNED VENDOR ORIENTATION FORM Vendor Orientation


TAB 2 QUESTIONNAIRE (APPENDIX E)

Please provide responses to the following questions that address your companys operations, organization, structure and processes for providing products and services.

1. States Covered

Offeror must indicate any and all states where products and services can be offered. Please indicate the price co-efficient for each state if it varies. 50 States & District of Columbia (Selecting this box is equal to checking all boxes below)

Alabama Montana Alaska Nebraska Arizona Nevada Arkansas New Hampshire California New Jersey Colorado New Mexico Connecticut New York Delaware North Carolina District of Columbia North Dakota Florida Ohio Georgia Oklahoma Hawaii Oregon Idaho Pennsylvania Illinois Rhode Island Indiana South Carolina Iowa South Dakota Kansas Tennessee Kentucky Texas Louisiana Utah Maine Vermont Maryland Virginia Massachusetts Washington Michigan West Virginia Minnesota Wisconsin Mississippi Wyoming Missouri

Territories & Outlying Areas (Selecting this box is equal to checking all boxes below)

American Samoa Northern Marina Islands Federated States of Micronesia Puerto Rico Guam U.S. Virgin Islands Midway Islands


2. Diversity Programs

Do you currently have a diversity program or any diversity partners that you do business with? Yes No If the answer is yes, do you plan to offer your program or partnership through TCPN? Yes No (If the answer is yes, attach a statement detailing the structure of your program, along with a list of your diversity alliances and a copy of their certifications.)

Hyland Response: Information about Hyland Softwares diversity initiatives has been provided in response to Diversity Initiatives on page 25. Hyland Software has also provided a list of current partners who are authorized to accept purchase orders and payments under this opportunity, including two of our diversity partners, whose certifications can be provided further into the procurement process. Will the products accessible through your diversity program or partnership be offered to TCPN members at the same pricing offered by your company? Yes No (If answer is no, attach a statement detailing how pricing for participants would be calculated.)

3. Minority and Women Business Enterprise MWBE and (HUB) Participation

It is the policy of some entities participating in TCPN to involve minority and women business enterprises (M/WBE), small and/or disadvantaged business enterprises, disable veterans business enterprises, historically utilized businesses (HUB) and other diversity recognized businesses in the purchase of goods and services. Respondents shall indicate below whether or not they hold certification in any of the classified areas and include proof of such certification with their response. a. Minority Women Business Enterprise Respondent certifies that this firm is an MWBE Yes No List certifying agency: b. Small Business Enterprise (SBE) or Disadvantaged Business Enterprise (DBE) Respondent certifies that this firm is a SBE or DBE Yes No List certifying agency:


c. Disabled Veterans Business Enterprise (DVBE) Respondent certifies that this firm is a DVBE Yes No List certifying agency: d. Historically Underutilized Businesses (HUB) Respondent certifies that this firm is a HUB Yes No List certifying agency: e. Historically Underutilized Business Zone Enterprise (HUBZone) Respondent certifies that this firm is a HUBZone Yes No List certifying agency: f. Other Respondent certifies that this firm is a recognized diversity certificate holder Yes No List certifying agency:

4. Residency

Responding Companys principal place of business is in the city of Westlake, State of Ohio.

5. Felony Conviction

Please check applicable box: A publicly held corporation; therefore, this reporting requirement is not applicable. Is not owned or operated by anyone who has been convicted of a felony. Is owned or operated by the following individual(s) who has/have been convicted of a felony. *If the third box is checked a detailed explanation of the names and convictions must be attached.


6. Processing Information

Company contact for: Contract Management Contact Person: Lisa McNeeley Title: Public Procurement Administrator Company: Hyland Software, Inc. Address: 28500 Clemens Road City: Westlake State: Ohio Zip: 44145 Phone: (440) 788-5468 Fax: (440) 788-5100 Email: [email protected] Billing & Reports / Accounts Payable Contact Person: Greg Kozel Title: Credit and Collections Manager Company: Hyland Software, Inc. Address: 28500 Clemens Road City: Westlake State: Ohio Zip: 44145 Phone: (440) 788-6354 Fax: (440) 788-5100 Email: [email protected] Marketing Contact Person: Terri Jones Title: Industry Marketing Manager Company: Hyland Software, Inc. Address: 28500 Clemens Road City: Westlake State: Ohio Zip: 44145 Phone: (980) 219-1765 Fax: N/A Email: [email protected]

7. Distribution Channel

Which best describes your companys position in the distribution channel:

Manufacturer Direct Certified Education/Government Reseller Authorized Distributor Manufacturer Marketing through Reseller Value-added Reseller Other________________________

mailto:[email protected]:[email protected]:[email protected]


8. Pricing Information

In addition to the current typical unit pricing furnished herein, the Vendor agrees to offer all future product introductions at prices that are proportionate to Contract Pricing.

Yes No

(If answer is no, attach a statement detailing how pricing for participants would be calculated.)

Pricing submitted includes the required administrative fee. Yes No Additional discounts for purchase of a guaranteed quantity? Yes No

9. Cooperatives

List any other cooperative or state contracts currently held or in the process of securing

Cooperative/State Agency Discount Offered Expires Annual Sales Volume

General Services Administration (GSA)

20% off software list price, maintenance rate at 19% off discounted software pricing, 5% off list price for training

March 31, 2016 Approximately

$5,000,000

Ohio State Term 20% off software list price, maintenance rate at 19% off discounted software pricing, 5% off list price for training

March 31, 2017 Approximately

$5,000,000

Pennsylvania COSTARS 20% off software list price, maintenance rate at 19% off discounted software pricing, 5% off list price for training

May 20, 2015 Less than $100,000


TAB 3 COMPANY PROFILE (APPENDIX F)

Company Profile

Please provide the following: 1. Companys official registered name. Hyland Software, Inc. 2. Brief history of your company, including the year it was established. Hyland Software is the creator of OnBase, an enterprise content management (ECM) software solution. Founded in 1991, weve grown to become one of the largest independent ECM software vendors in the world. Today, we continue to meet our customers evolving and unique needs while staying true to our ECM fundamentals. As a result, the company is well respected in the ECM market and highly ranked by industry analysts. By concentrating on solving business needs that rely on documents, content, and people, OnBase helps customers operate more efficiently. Hyland Softwares industry-specific solutions are built and delivered by people with proven industry expertise who really understand the business problem. Offering solutions on premise, subscription-based or in the cloud, customers experience unparalleled out-of-the box capability. OnBase is easy to implement and grows with your organizations changing needs, departmentally or enterprise-wide. Together with our network of more than 300 domestic and international partners, we deliver tailored OnBase solutions to customers in 73 countries. Hyland Software's corporate headquarters are located in Westlake, Ohio. The Company also has offices in California, Florida, Massachusetts, Michigan, Nebraska, North Carolina and Utah, as well as internationally in London (United Kingdom), Sao Paulo (Brazil), Tokyo (Japan), Munich (Germany), Zug (Switzerland), and Belrose (Australia). Additional facts:

More than 1,700 employees worldwide

More than 13,100 lifetime customers

96% customer maintenance program renewal

15% of revenue is reinvested in ongoing product research and development

17% compound annual revenue growth rate since 2008

More than 8,750 customer-driven enhancements since 2009

Sold direct and through channel VARs, OEMs and system integrators

Built and delivered by industry experts in Healthcare, Government, Financial Services, Insurance, Commercial and Higher Education

Partners with Microsoft, HP, Oracle, SAP, Lawson, Esri, Konica Minolta and CITRIX

To learn more, visit www.onbase.com.

http://www.onbase.com/


3. Companys Dun & Bradstreet (D&B) number. Hyland Software's Dun & Bradstreet number is 78-7515550. 4. Corporate office location. Corporate Headquarters: 28500 Clemens Road Westlake, OH 44145 5. List the total number of sales persons employed by your organization within the United States, broken down by market. Please refer to the breakdown provided below:

Commercial = 9

Higher Education = 18

Financial Services = 8

Healthcare = 53

Insurance = 10

Channel/OEM = 22

Government = 12

Capture = 10

International = 24

Strategic Alliances = 6

Solution Engineers = 28 (cover all markets)

Sales Operations = 40 (cover all markets)


6. List the number and location of offices, or service centers for all states being offered in solicitation. Additionally, list the names of key contacts at each location with title and address.

Hyland Softwares US-based locations include:

Location Department Contact Person

Westlake, OH (USA)

3 offices

Hyland Headquarters: Development,

Documentation, Marketing, Global Cloud

Services, Global Services, Imaging Services,

QA, Sales, Tech Support, Training, Offices

of CEO, COO, CTO, CFO

Debbie Connelly

VP, Human Resources

Phone: (440) 788-5062

Andover, MA (USA)

Healthcare Solution Services,

Development, SaaS Services, Technical

Support

Kathleen Fuller

Manager, Healthcare Solution

Delivery

Phone: (617) 517-2510

Charlotte, NC (USA) Development, Sales

Han Pyun

Team Leader, Development

Phone: (980) 321-7984

Irvine, CA (USA) -

Conversions, Development, Marketing,

Professional Services, Sales, Technical

Support, Training

Linda Chezar

Team Leader, Lead Qualification

Phone: (949) 242-3095

Lansing, MI (USA) Imaging Services

Cindy Littlejohn

Manager, Imaging Services

Phone: (517) 481-3306

Lincoln, NE (USA) Technical Support

Ken Malone

VP, Technical Support

Phone: (440) 788-5689

Tampa, FL (USA) Development, Marketing, Professional

Services, QA, Sales, Technical Support

Mike Barlow

General Manager

Phone: (813) 804-7237

Salt Lake City, UT

(USA)

Government Services, Development,

Marketing, Professional Services, QA,

Sales, Technical Support

Kyle Young

General Manager

Phone: (801) 535-3518


7. Please provide contact information for the person(s) who will be responsible for the following areas, including resumes:

a. Sales b. Sales Support c. Marketing d. Financial Reporting e. Executive Support

From a resource standpoint, it is Hyland Software's policy to negotiate the terms of the project and contract prior to providing named resources. Upon execution of the contract, resources will be evaluated and assigned to the project team. The primary point of contact for this opportunity is: Lisa McNeeley Public Procurement Administrator Phone: (440) 788-5468 Email: [email protected] 8. Define your standard terms of payment. Net 30 from receipt of invoice. 9. Who is your competition in the marketplace? Hyland Softwares single product focus, OnBase, and our customer-centric culture have enabled our aggressive growth in the ECM market since our foundation in 1991. Hyland Softwares ECM market share in relation to its competitors is difficult to accurately report because Hyland Softwares ECM-related revenue is almost exclusively coming from OnBase, and the ECM market is typically segmented into three main areastransactional content management, collaborative document management, and contextual content management. Some of our larger competitors include IBM/FileNet, EMC / Documentum, Open Text, and Oracle, but the ECM-related revenues that were reported by these companies are driven from a multitude of different ECM products covering each of the three traditional ECM segments.

mailto:[email protected]


10. Overall annual sales for last three (3) years; 2011, 2012, 2013. Please refer to the table below for a breakdown of our revenue over the past 3 years:

GAAP Measures: 2013 2012 2011

License Revenue $80,482,000 $70,301,000 $72,679,000

SaaS Revenue $19,324,000 $18,030,000 $17,573,000

Maintenance Revenue $130,682,000 $110,050,000 $93,170,000

Services Revenue $44,323,000 $38,317,000 $29,598,000

Total Revenue $274,811,000 $236,698,000 $213,020,000

11. Overall public sector sales, excluding Federal Government, for last three (3) years; 2011, 2012, 2013. Hyland Software is a private company and does not disclose sales by vertical. However, public sector is one of our six primary verticals; with the others being healthcare, financial services, commercial, insurance and higher education. 12. What is your strategy to increase market share? Hyland Software has focused its OnBase ECM platform on transactional content management capabilities for small and midsize businesses (up to 1,000 employees) and mid-tier enterprises (up to 2,500 employees) and increasingly to larger enterprises. Hyland Software primarily sells OnBase directly in select vertical markets, such as healthcare and higher education. Additionally, Hyland Software leverages its broad channel of value-added resellers and OEM partners to extend OnBase for document management, imaging, records management and process management solutions into international markets and for industries such as commercial, community banking, government (local, state and national) and insurance. Hyland Softwares market activities include:

Strong growth in North America as well as growth in international regions including Latin America, EMEA and Asia / Pacific

Frequent and focused M&A actions to obtain market-specific technologies, vertical market presence and professional services expertise

Emphasis on customer satisfaction, moderate deployment costs and integration with vertical market-specific vendors


13. What differentiates your company from competitors? Every vendor has strengths and weaknesses compared to the competition. This list will differ depending on the specific competitors. In general, we differentiate ourselves from our common competitors in three distinct areas: Product, Organization, and Service. Product: OnBase, By Hyland Software OnBase is the only product we develop, and it has been 100% organically grown for more than 20 years. The OnBase suite of functionality has been built from a single codebase, not cobbled together through acquisitions and forced to work with other functionality. This ensures stability in your solution, making support and upgrades easy. Hyland has over 300 developers and testers focused entirely on the ongoing development of OnBase. All of these resources are US-based with more than 90% located at Hylands Global Headquarters in Westlake, Ohio. OnBase is scalable. It can easily scale upwards and downwards in scope, performance, and sophistication. Few, if any, other ECM vendors can use the same suite to compete for business in small organizations like credit unions or small community colleges as well as geographically distributed and multinational deployments in healthcare and higher education. OnBase is a proven, leading ECM suite that can deliver a lower total cost of ownership (TCO) because of our passionate commitment to configurable solutions rather than customizable solutions (i.e., custom code). This approach has been validated by both our customers and industry analysts like Gartner and Forrester. For solutions involving image management, archiving, records management, forms, and workflow, the OnBase solution has proven to be easier to administer, easier to maintain, and faster to deploy than other comparable ECM suites in the market today. Lower TCO means lower software-to-service ratios on ECM projects, and it means less effort, training, and resources required. Scanning: OnBase simplifies the task of scanning. Users scan documents directly into OnBase from any location within the organization and automatically index without a lot of training and in-depth knowledge of scanner functionality. Autofills: Indexing content in OnBase, either as a part of scanning, email import, or form submission, is very easy because of the use of autofills. Workflow: An OnBase Workflow solution is made up of one or more configurable Life Cycles, consisting of Queues that contain Rules and Actions executed through user interaction or performed automatically as System Work. All Document Types and file formats are eligible. Pre-defined document routing, along with related documents and data, ensures processes are consistently followed. Workflow Life Cycles show real-time document and process statuses, while historical data is also available for reporting and display. Workflow actions do not require custom coding and can be changed and updated with point-and-click configurability.


No Dependence on Scripting: Competitive solutions can deliver much of the same functionality of OnBase, but only with the use of scripting on their forms or in their workflow processes. OnBase does not require knowledge of scripting and will not itemize out specific charges for scripting because the same functionality is likely a configurable option in OnBase. Mobile Device Access: Competitive solutions are browser-based, not optimized using the native features of the devices operating system, such as the ability to pinch zoom, slide, upload from the device, etc. Foldering: OnBase Folders allow users to view and organize documents just as they would with a folder of paper documents. Folders can be automatically created and populated without user interaction, based on business needs and categories. Users are able to access related documents in a way that is familiar, intuitive, and easy to use. Records Management: OnBase Records Management (RM) controls the retention of all associated business records securely organized within the OnBase Folders interface. The retention cycle of a folder is triggered by an event (or the passage of time), which ties records management strategies into organizational business processes. The RM solution provides cutoff periods, retention plans, and multiple destruction options. OnBase Records Management also offers exception handling and an administrative management interface. Integration with Outlook: For so many customers, the true system in which users do the majority of their work is Outlook. Forcing users to leave this interface is not the best way to drive user adoption. OnBase fully immerses the OnBase experience into Outlook, allowing users to easily import emails, act on workflows, and search and retrieve documents from the familiar Outlook interface. Other solutions will have integration points that link to the external imaging application. Organization: Hyland Software Enterprise Content Management is what we do. Hyland does not offer other solutions or have any other business interests that would take our focus away from this. All of our time, energy, and resources are dedicated to ECM. Hyland Software is a leader in ECM, according to the 2014 Gartner Magic Quadrant for Enterprise Content Management. We are also a very stable organization. After 23 years, financial analysts still view Hyland as a Growth organization, a stamp usually only placed on new companies in their infancy. Our compound annual revenue growth rate has been 17% since 2008. Service Hyland has a dedicated 24/7 Technical Support department that has a same day closure rate of 70% and a two day closure rate of nearly 80%. None of our support is outsourced, and each technical support representative goes through the same OnBase training as developers, quality assurance representatives, installers, and consultants. 14. Describe the capabilities and functionality of your firms on-line catalog/ordering website. Not applicable


15. Describe your companys level of expertise with web-based procurement providers such as ESM, SciQuest, Lawson, Oracle, SAP, Peoplesoft, and all others your company has successfully interfaced with a public agency. Hyland Software provides several methods to allow organizations to extend existing OnBase functionality, as well as create custom applications. OnBase offers a universal tool for integrating business applications with the OnBase system. Application Enabler allows OnBase to enable virtually any business application for document retrieval and document management functionality without programming. Application Enabler takes advantage of programming standards to interrogate and use the information from third-party application clients, sometimes referred to as a screen scraping methodology. The applications can be based on almost any platform, including Windows, Java, Mainframe / UNIX, and Web / HTML. Because Application Enabler offers multiple configuration options for integration, it is not limited by font, screen size, screen resolution, or other factors that cause some "screen scraping" integrations to fail. Another option is the OnBase Enterprise Integration Server (EIS). EIS provides bi-directional flow of data from line-of-business systems to OnBase without custom programming. It reduces data entry errors, minimizes time spent on data entry, and provides OnBase real-time access to line-of-business data directly. With the included visual mapping tools, EIS can provide implementers and administrators the ability to deploy solutions faster, ease administrative tasks, and reduce system-to-system data mapping by handling data formatting, manipulation, data joins, and repeating line items. Standard out-of-the-box tasks include archiving documents, getting document information, updating document metadata, updating document keysets, and creating electronic forms. In addition, OnBase has a complete set of API level libraries available in COM/.NET, Java, and SOAP/Web Services that allow programmers to leverage OnBase functionality from custom-built applications. These technologies allow OnBase to be tightly integrated with business applications that allow these types of integrations that meet specific requirements of a business. Lawson Hyland has successfully been integrating with Lawson for over a decade. As a Certified Lawson Partner, Hyland conservatively estimates we have more than 100 implementations that utilize OnBase with Lawson in varying capacities. The OnBase Integration for Lawson provides a comprehensive integration between OnBase and Lawson S3 product offerings. Users are able to access OnBase content and functionality from the Lawson Portal (transaction screens and/or Drill Around), Lawson Smart Office, Landmark and LID (Lawson Interface Desktop) clients. The product provides the ability to attach and retrieve content directly from the Lawson interface with a single click, and leverages OnBase dynamic foldering, providing full OnBase functionality directly from Lawson, including:

Retrieval of documents and folders

Attach via File Import

Attach via Scanning

Attach via Bar Codes

Direct access to Workflow

Creation of electronic forms

Population of preconfigured documents/letters (templates)


In addition to document level integration, OnBase provides for data level integration capabilities and fosters bi-directional data exchange between OnBase and Lawson:

The ability to send data to Lawson to create a transaction such as an invoice entry

Updating HR interfaces such as HR11 and PA52 (among others)

The ability to integrate with and notify/update Lawson Process Flow The integration is completed with a tool that significantly enhances and increases the life and usefulness of Lawson without any programming using screen recognition technology. Customers can create the integration in-house without any specialized programming skills required. End-user productivity levels increase and at the same time, the data entry error factor is dramatically reduced translating into greater efficiency, cost savings, and ultimately greater customer satisfaction. Oracle Hyland Software is a member of the Oracle PartnerNetwork and has received official validation from Oracle for its integration with the Oracle E-Business Suite 11i. Validation through the Oracle PartnerNetwork Application Integration Initiative gives customers confidence that integrations between Oracle Applications and complementary ISV solutions have been validated and the products work together as designed. This can reduce risk, improve system implementation cycles, and provide for smoother upgrades and simpler maintenance. Validation through this initiative is available to qualifying partners in the Oracle PartnerNetwork, and applies a rigorous technical process to review the integrations of third-party software to Oracle Applications products. Oracle (NASDAQ: ORCL) provides tools, resources and training to assist partners in the integration. The OnBase Integration for Oracle E-Business Suite augments the functionality of the Oracle E-Business Suite applications by connecting documents, content and e-forms stored outside of Oracle to corresponding transaction records. By enabling business users to retrieve and process transaction-supporting content without leaving their familiar Oracle environment, this validated integration helps drive efficiency and foster more accurate decision-making. The integration also helps to eliminate the risk of error and reduce the cost of paper storage, while providing a secure content repository that supports the Oracle E-Business Suite as a system of record. Across various business units, functions and roles, the integration between OnBase and the Oracle E-Business Suite can translate into improvements in cash flow, customer service, supplier relationships and the organization's ability to recruit the most desirable candidates ahead of the competition. SAP Hyland Software is proud to offer the OnBase Connector for use with SAP ArchiveLinka certified integration with SAP R/3 4.5 and higher and SAP NetWeaver 6.1 and higher. OnBase offers the ability to store documents, SAP print lists, and SAP data archives. Related documents can be viewed from either the SAP interface or one of the OnBase clients. Also, the OnBase Business Indexing Connector offers the ability to automatically index and update keywords on related documents using metadata from SAP. OnBase also offers an integration platform called Enterprise Integration Server. It has the capability to call into any externally facing BAPI residing in SAP. The access to these BAPI's is out of the box functionality, and then there are minimal configurations to map the SAP data elements to the OnBase elements. All of OnBase integration components can work directly with SAP via RFC, or can be used to integrate with SAP XI/PI.


PeopleSoft As a PeopleSoft Product Partner, Hyland Software, Inc. has co-developed integration between the PeopleSoft suite of technologies and the OnBase ECM system. The partnership passes a tremendous amount of value to the end user in that the development and future direction of the integrated solution is driven by customer feedback and requests. As new versions of the PeopleSoft technologies are released, the integration and development initiatives have already been tested and approved by both parties. PeopleSoft and OnBase have dozens of successful shared customers and references are available upon request. The Integration for Oracle's PeopleSoft Enterprise automatically connects transactions managed in PeopleSoft with associated documents and processes in OnBase. Seamlessly integrated into the PeopleSoft interface, OnBase controls allow users to retrieve and attach documents to data records without requiring extensive training. System-level integrations facilitate data exchanges between OnBase and PeopleSoft to keep data and processes in sync. 16. Describe your companys ability to create and maintain a dedicated TCPN page on your companys website, as well as any other capabilities your company may have of promoting the contract online. Hyland Software has an in-house web team to create, manage and revise any necessary website pages. Responsibility for maintaining the website content will reside with the Government Marketing Manager. 17. Describe your companys ability to maintain a vendor page on TCPNs website including always up-to- date contact information and promotional materials. Responsibility for maintaining the website content will reside with the Government Marketing Manager. Typically this content is refreshed on an annual basis to coincide with new and updated solution offerings. 18. Describe your companys Customer Service Department (hours of operation, number of service centers, etc.). Hyland Softwares Technical Support department provides first class technical support services to our customers and solution providers. To support the needs of our diverse customer base, Technical Support analysts work day, evening, and night shifts to ensure 24/7 availability. Support analysts are OnBase Certified Installers (OCI). They can be reached via e-mail ([email protected]) or by calling the department directly at (440) 788-5600. Technical support is included in the annual maintenance of the software. Additional Details:

No support is outsourced

All support is done by full-time Hyland Software employees

Average length of support teams experience at Hyland Software is 3.9 years

Organized in small teams, each supporting a select group of resellers and customers on a habitual basis

Support staff are located in our Ohio headquarters, Nebraska (for extended services hours and redundant support infrastructure), California, Massachusetts, Florida, Tokyo, Brazil and the UK


19. Provide information regarding whether your firm, either presently or in the past, has been involved in any litigation, bankruptcy, or reorganization. Although Hyland Software has been involved in litigation, no litigation exists that would impact Hyland Software's ability to provide the products or services proposed in Hyland Software's RFP response. Hyland Software has not declared bankruptcy or reorganized in the past and is not currently involved in either activity.

Marketing / Sales

20. Detail how your organization plans to market this contract within the first ninety (90) days of the award date. This should include, but not be limited to:

a. A co-branded press release within first 30 days b. Announcement of award through any applicable social media sites c. Direct mail campaigns d. Co-branded collateral pieces e. Advertisement of contract in regional or national publications f. Participation in trade shows g. Dedicated TCPN and Region 4 ESC internet web-based homepage with:

i. TCPN and Region 4 ESC Logo ii. Link to TCPN and Region 4 ESC website iii. Summary of contract and

services offered iii. Due Diligence Documents including; copy of solicitation, copy of contract

and any amendments, marketing materials Upon award, Hyland Software will execute on each of the above requirements excluding direct mail. Hyland Software uses best practices email campaigns to ensure better delivery of content and will include the TCPN option within its 15-18 email campaigns per year. 21. Describe how your company will demonstrate the benefits of this contract to eligible entities if awarded. In addition to the website, participation in TCPN will be added to existing sales playbooks and communicated to partner sellers. Hyland Software has already created a number of pieces that address the burdens of traditional procurement and this can be updated to reflect the TCPN purchasing vehicle.


22. Explain how your company plans to market this agreement to existing government customers. In addition to the website, participation in TCPN will be added to existing sales playbooks and communicated to partner sellers. These sellers can notify their accounts of this option going forward. Hyland Software also maintains an active online community of government end users who will be notified through the online forum of this option and the resource center can be updated with details of using TCPN for their next purchases. 23. Provide a detailed ninety (90) day plan describing how the contract will be implemented within your firm. The contract will be implemented within the guidelines of the 90 day marketing plan. We will also provide education to Account Management teams in order provide next level education opportunities to existing customer base. All current opportunities will be reviewed for potential use of the Region 4 ESC agreement. 24. Describe how you intend to train your national sales force on the Region 4 ESC agreement. Training will be completed onsite and through webinar formats by Sales Management and the Public Procurement Administer. Future training for new employees will be performed through recorded media and placed within companys internal Sales Academy training website. 25. Acknowledge that your organization agrees to provide its company logo(s) to Region 4 ESC and agrees to provide permission for reproduction of such logo in marketing communications and promotions. Acknowledged. 26. Provide the revenue that your organization anticipates each year for the first three (3) years of this agreement. $____in year one $____in year two $____in year three $0-500K in year one $500K-1M in year two $1-1.5M in year three *Figures provided above are current estimates based on minimal customer level adoption.


Administration

27. Describe your companys implementation and success with existing cooperative purchasing programs, if any, and provide the cooperatives name(s), contact person(s) and contact information as reference(s). Almost 20 years ago, Hyland Software applied for and received its first General Services Administration (GSA) Schedule 70 contract that has been successfully implemented and managed since its award. Additionally, Hyland Software has experience managing and reporting on state term contracts, including Ohio (since 1997) and Pennsylvania (since 2013).

Cooperative Name Contact Information

General Services Administration (GSA) Deni Carleton-McVay

Contract Specialist

General Services Administration

1500 E. Bannister Road, Room P04A2

Kansas City, Missouri 64131

Email: [email protected]

Phone: (816)-823-3415

Fax: (816)-823-5902

Ohio State Term Jim DeLong

Contract Management

Office of Information Technology

30 E. Broad Street, 39th Floor

Columbus, OH 43266


Phone: (614)-728-8837

Pennsylvania COSTARS

Roxann MacAvoy

COSTARS Commodity Specialist

Department of General Services

555 Walnut Street, 6th Floor

Harrisburg, PA 17101


Phone: (717)-346-2680

Fax: (717)-346-3820

28. Describe the capacity of your company to report monthly sales through this agreement. Hyland Software has an accounting and finance department with team members experienced in reporting GSA and state term schedule sales and fee remittance. A compliance plan will be created and implemented to ensure that all orders received under this opportunity are appropriately reported and the corresponding fees remitted to TCPN.

mailto:[email protected]:[email protected]:[email protected]


29. Describe the capacity of your company to provide management reports, i.e. consolidated billing by location, time and attendance reports, etc. for each eligible agency. Hyland Software produces management reports to comply with the reporting requirements of its current cooperative contracts. Hyland Software has every reason to believe that the management reports required for the administration of this contract can be created and maintained throughout the life of this opportunity. 30. Do you have a policy or policies requiring compliance with all federal, state, international and applicable local laws? Please attach or provide a link: Hyland Software has many policies in place which are intended to require compliance with various federal, state, international and applicable local laws. If there are specific areas of compliance concern, Hyland Software is happy to discuss the same with you and provide information on such policies. 31. Do you have a compliance department? If so, please list the standards this department monitors compliance with (e.g. applicable federal and state laws, internal policy, ISO processes, GSA regulations, etc.). At Hyland Software, compliance is a function of many different departments and is not currently centralized. If there are specific areas of compliance concern, Hyland Software is happy to discuss the same with you and provide information on such policies. 32. Within the past 5 years, has your organization been made aware of any investigations involving your organization for violation(s) of a law or laws, the legally authorized penalties for which exceeded $500,000? If yes, please list all such investigations and their outcomes: No, Hyland Software has not been made aware of any investigations involving our organization for violations of a law or laws, the legally authorized penalties for which exceeded $500,000. 33. Please provide any suggested improvements and alternatives for doing business with your company that will make this arrangement more cost effective for your company and Participating Public Agencies. We have no suggestions at this time.


Green Initiatives

We are committed to helping to build a cleaner future! As our business grows, we want to make sure we minimize our impact on the Earth's climate. So we are taking every step we can to implement innovative and responsible environmental practices throughout Region 4 ESC to reduce our carbon footprint, reduce waste, promote energy conservation, ensure efficient computing, and much more. We would like vendors to partner with us in this enterprise. To that effort, we ask respondents to provide their companies environmental policy and/or green initiative. 34. Please provide information about your current environmental or sustainability initiatives. Hyland Software is dedicated to helping our community, and with this dedication, Hyland Software recognizes that it has a responsibility to the environment beyond legal and regulatory requirements. We are committed to reducing our environmental impact and continually improving our environmental performance as an integral part of our business strategy and operating methods. Whether it's how we build our facilities or dispose of waste, or through the vendors we use, Hyland Software supports practices that intelligently recycle and reuse materials. Preserving resources and logically reducing waste is critical in all parts of our community, and Hyland Software is proud to support initiatives that contribute to a clean environment. Hyland Software endeavors to:

Comply with or exceed all relevant regulatory requirements

Continually improve and monitor environmental performance

Continually improve and reduce environmental impact

Incorporate environmental factors into business decisions when appropriate

Increase employee awareness with respect to environmental responsibility Paper

We will minimize the use of paper in the office

We will reduce and recycle packaging when appropriate

We will buy recycled and recyclable paper products when possible

We will reuse and recycle paper products Energy and Water

We will seek to reduce the amount of energy used by Hyland Software

Lights and electrical equipment will be switched off when not in use

Heating will be adjusted with energy consumption in mind

The energy consumption and efficiency of new products will be taken into account when purchasing


Office Supplies

We will seek to buy from environmentally friendly vendors

We will evaluate and monitor how to better reuse and recycle office supplies Transportation

We will promote the use of travel alternatives, such as email and video/phone conferencing

We will make additional efforts to accommodate the needs of those using public transportation or bicycles

Maintenance and Cleaning

Cleaning materials will be as environmentally friendly as possible

We will seek to reuse materials when completing an office refurbishment

We will only use licensed and appropriate organizations to dispose of waste Monitoring, Improvement, and Culture

We will publish internal posts containing sustainable living suggestions

We will make continuous efforts to evaluate practices and identify potential improvements

We will update this policy in consultation with Hyland Software staff as appropriate 35. How do you ensure and measure the success of your sustainability policy and initiatives? Our sustainability initiatives and plan are reviewed regularly by our Director, Operations to ensure we are meeting or exceeding our goals relating to the specific initiatives that have been noted in response to question 34.

Diversity Initiatives

36. Please describe any diversity programs and/or partnerships that your company has currently implemented. Hyland Software has partnered with the organization We Can Code IT to provide a Diversity Focus Award to a student that meets one of the following criteria: Woman, African American, Hispanic, Native American or earn less than $47,500 annually. Hyland Software works closely with the organization to hire students that have graduated from the programming boot camp into full-time positions within our technical departments. Through Hylands job distribution vendor, all domestic opportunities at Hyland are posted on the following job sites:

State Job Bank

Be a Hero Hire a Hero

Hispanic Today

Job Opportunities for Disabled American Veterans

VetJobs

Veterans Enterprise

disABLED Person

Black Perspective

Women in Business


Hyland Software has partnered with the Cuyahoga County Board of Developmental Disabilities to employ individuals with disabilities in our Imaging Services departments. These will be both full-time and temporary positions. 37. What policies and initiatives promoting diversity within your workforce do you have? Please attach copies of the policies or provide links: Hyland Software has Affirmative Action Plans in place for women and minorities, individuals with disabilities, and covered veterans. This plan is confidential and cannot be shared in an RFP response. Hyland Softwares Equal Employment Opportunity statement located in our Employee Handbook states, Hyland Software is committed to equal employment opportunity for all qualified job candidates and employees. No job applicant or employee will be discriminated against because of race, gender, age, disability, national origin, veteran status, or any other characteristic protected by applicable law. 38. What policies and initiatives promoting diversity within your supplier base do you have? Please attach copies of the policies or provide links: We do not have any current policies or initiatives specific to our supplier base that promote diversity. We continue to evaluate and enhance our promotion of diversity on a regular basis, so in the future we may have more specifics to share regarding this topic.

Vendor Certifications

Provide a copy of all current licenses, registrations and certifications issued by federal, state and local agencies, and any other licenses, registrations or certifications from any other governmental entity with jurisdiction, allowing respondent to perform the covered services including, but not limited to licenses, registrations or certifications. M/WBE, HUB, DVBE, small and disadvantaged business certifications and other diverse business certifications, as well as manufacturer certifications for sales and service must be included if applicable. To the extent applicable or required, Hyland Software does maintain corporate registrations and licenses in numerous states and jurisdictions throughout the country and to the extent ESC requires specific licenses, registrations and certifications, Hyland Software is willing to discuss those requirements with ESC to determine Hyland Softwares status with respect to such requirements and where applicable, provide copies of such registrations and licenses.


TAB 4 STATE NOTICE (APPENDIX I)

Hyland Software acknowledges the scope of work that is detailed in Appendix I: State Notice, the first page of which has been provided below:

Appendix I

STATE NOTICE State Notice

Appendix I: STATE NOTICE

Pursuant to certain state notice provisions, including but not limited to Oregon Revised Statutes Chapter 279A.220, the following public agencies and political subdivisions of the referenced public agencies are eligible to register with TCPN and access the Vendor Contract award made pursuant to this solicitation, and hereby given notice of the foregoing request for proposals for purposes of complying with the procedural requirements of said statutes: Nationwide:

StateofAlabama StateofHawaii StateofMassachusetts StateofNewMexico

StateofSouthDakota

StateofAlaska StateofIdaho StateofMichigan StateofNewYork

StateofTennessee

StateofArizona StateofIllinois StateofMinnesota StateofNorthCarolina

StateofTexas

StateofArkansas StateofIndiana StateofMississippi StateofNorthDakota

StateofUtah

StateofCalifornia StateofIowa StateofMissouri StateofOhio StateofVermontStateofColorado StateofKansas StateofMontana Stateof

OklahomaStateofVirginia

StateofConnecticut

StateofKentucky

StateofNebraska StateofOregon StateofWashington

StateofDelaware StateofLouisiana

StateofNevada StateofPennsylvania

StateofWestVirginia

StateofFlorida StateofMaine StateofNewHampshire

StateofRhodeIsland

StateofWisconsin

StateofGeorgia StateofMaryland

StateofNewJersey StateofSouthCarolina

StateofWyoming

DistrictofColumbia

Lists of political subdivisions and local governments in the above referenced states/districts may be found at http://www.usa.gov/Agencies/State_and_Territories.shtml and http://www.usa.gov/Agencies/Local.shtml Certain Public Agencies and Political Subdivisions: Cities, Towns, Villages, and Boroughs in California including but not limited to: LOS ANGELES CITY HALL COMMERCE CITY HALL VERNON CITY HALL WEST HOLLYWOOD CITY HALL CITY OF BELL BELL GARDENS CITY HALL CUDAHY CITY HALL BEVERLY HILLS CITY HALL CITY OF COMPTON CULVER CITY CITY HALL DOWNEY CITY HALL

EL SEGUNDO CITY HALL GARDENA CITY HALL CITY OF HAWTHORNE CITY OF HERMOSA BEACH HUNTINGTON PARK CITY HALL LAWNDALE CITY HALL LYNWOOD CITY HALL MALIBU CITY HALL MANHATTAN BEACH CITY HALL MAYWOOD CITY HALL PALOS VERDES ESTATES CITY HALL

56 of 154



TAB 5 PRODUCT / SERVICES (APPENDIX B)

It is the intention of Region 4 ESC to establish an annual contract with highly qualified Vendor(s) for Software and Related Products and Services on a national basis for education agencies and other public entities. Vendor(s) shall, at the request of Region 4 ESC and/or TCPN members, provide these covered products and associated services under the terms of this RFP and the contract terms and conditions. Software may be offered as out-of-the-box, Platform-as-a-Service (PAAS) or Software-as-a-service (SAAS). Region 4 ESC is seeking a variety of software applications pertaining to public agencies needs, including but not limited to:

Operating Systems and Utilities

Office Productivity Software

Creative Software

Financial Management Software

Language Learning Software

Enterprise Content Management Software

Mass Communications Software

Workforce Management Software

Research-Based Data Analysis Software

Anti-virus and Computer Security Software Peripherals having to do with software offered for this RFP (such as headsets that may be paired with language learning software) may be offered as value add. All such peripherals must be auditably priced and follow the same guidelines listed in Appendix C as the main offering of software does. The following software offerings are excluded from this RFP and will not be accepted if they are offered:

Oracle Software

Safety Information Management System Software

Curriculum Software

Facility Security or Vehicle Security Software These are adequately handled by other contracts or pending solicitations. Hyland Software is the creator of OnBase, an enterprise content management (ECM) software solution. Founded in 1991, weve grown to become one of the largest independent ECM software vendors in the world. Today, we continue to meet our customers evolving and unique needs while staying true to our ECM fundamentals. As a result, the company is well respected in the ECM market and highly ranked by industry analysts.


OnBase provides organizations the ability to take control of their important business content and information by providing solutions in the following areas: Capture Your Documents and Data into One System Regardless of where your documents are located or what format they come in, OnBase captures them right at the source and organizes them into a single system with minimal human interaction. Revolutionize Your Processes With business process modeling and management (BPM), OnBase automates many of the predictable, repeated steps in your processes. By providing useful tools to search for and work with your information, OnBase facilitates the tasks and actions to save time and improve customer service. Access Your Content Easily, from Anywhere OnBase makes content available to the people who need it wherever they are from almost any device or application. Integrate OnBase with Your Other Applications Your business applications are at the heart of your everyday operations whether its your ERP, accounting, HR, claims, lending, EMR, SIS or other critical system. When working within those business applications, users frequently rely on information stored elsewhere to make decisions. Thats where OnBase comes in. The documents and data you capture in OnBase directly relate to the information and activities in these other business applications. OnBase acts as a central repository, intelligently linking the documents and data within OnBase to the transactions and activities in other applications. Monitor Your Process and System Performance Transparency. Visibility. Control. These are the benefits of having all of your information stored in one central place. OnBase allows you to better understand the status of your content and processes. Securely Store, Protect and Destroy Your Content Storing important information in one centralized place grants you complete control over it and unique records management and retention requirements are now well within your grasp. By consolidating all of your important content into one system, OnBase solves the problems associated with managing content across a variety of databases, systems and physical storage locations. OnBase is tailored for departments but comprehensive for the enterprise, designed to give you what you need today and grow with you over time. Because the functionality within OnBase isnt cobbled together from separate, disconnected products, you dont require expensive custom coding or services costs to grow your solution. Developed in-house for the last 20 years, OnBase is point-and-click configurable. Users quickly create and expand solutions by using simple checkboxes, menus and radio buttons. This ability to customize without code means that you can tackle your enterprise needs one phase at a time, and the opportunities to grow your ECM solution are limitless.


You can deploy OnBase on-premises or as a cloud (Software as a Service) solution. No matter how you deploy OnBase, you get all of the functionality you require. You have the flexibility to migrate your OnBase system from on-premises to the cloud and vice versa. We are there for you when your requirements change. For over 20 years, Hyland Software, the creator of OnBase, has helped our more than 13,100 lifetime customers by providing real-world solutions to everyday business challenges. Hyland Software is the pioneer of cloud-based enterprise content management (ECM). For more than 10 years, the cloud-based deployment of OnBase, OnBase Online, has supported customers around the world. For additional information about the OnBase product, please refer to the OnBase Product Brochure provided below:

Brochures

ONBASE PRODUCT BROCHURE OnBase Product

Brochure

2 | OnBase Product Brief

ONBASE // PUTS YOUR WORLD

OF INFORMATION IN YOUR HAN

DS

OnBase Product Brief | 3

product categories

Capture

Process

Access

Integrate

Measure

Store

100110100001001101110101001

Puts Your World of Information in Your HandsDo you want to reduce operating costs, improve customer service and minimize risks associated with audits, litigation and disasters?

OnBase centralizes important business content in one secure location, drives it through your processes at the speed of light and works with your other applications to deliver your information whenenever and wherever you need it. Once your information is under control, you have total visibility into the status of processes, documents and information, as well as legal retention requirements may be implemented automatically. This improves your organization in the following ways:

Improve customer service Recovers time spent searching in multiple locations for documents and waiting

for files to be pulled and delivered

Allows customers, constituents and students to complete forms and make requests online

Provides online real-time visibility into status of requests, transactions and orders

Reduce operating costs Eliminates the costs of printing, shipping and storing paper because content is

captured electronically

Improves productivity by providing instant access to content and processes from anywhere, even a mobile device

Speeds up processes by automating predictable decisions and providing useful tools to manage all the surrounding tasks, activities and case work, allowing you to increase productivity without increasing staff

Minimize risk Allows easy enforcement of your security policies and tracks access and activities

Facilitates reporting and auditing on the information you do and dont have

Automates your retention and records management requirements

Flexible Deployment Options You can deploy OnBase on-premises or as a cloud (Software as a Service) solution. No matter how you deploy OnBase, you get all of the functionality you require. You have the flexibility to migrate your OnBase system from on-premises to the cloud and vice versa. We are there for you when your requirements change.

Hyland Software is the pioneer of cloud-based enterprise content management (ECM). For more than 10 years, the cloud-based deployment of OnBase, OnBase Online, has supported customers around the world.

Overall, weve saved more than $2.9 million, mostly in paper costs alone.Tim Arthur, IT director Emerson Climate Technologies

Members are everything to us. The number one benefit of OnBase is that it has helped us increase member satisfaction.Sarah Lawson, IT specialist Alcoa Tenn Federal Credit Union

If it wasnt for OnBase and a disaster struck Pinal County, wed be back on pencil and paper for days. This is the best disaster recovery service weve ever seen.Doyle Johnson, business application development and support services manager, Pinal County

Solutions As Unique As Your OrganizationWith OnBase, its easy to design solutions to meet the needs of your organization. OnBase is one of the most flexible and easy-to-use enterprise content management (ECM) applications on the market today. Tailored for departments but comprehensive for the enterprise, OnBase gives you what you need today and grows with your organization over time.

One Core Product OnBase is one unified product comprised of individual modular components. Think of these modules as building blocks. Used in combination, they create solutions to meet the specific needs of your department, enterprise and industry.

We dont employ a one-size/one-price fits-all approach to ECM. With OnBase, you only pay for the software you need.

Customize without Code Because the functionality within OnBase isnt cobbled together from separate, disconnected products, you dont require expensive custom coding or services costs to grow your solution. Developed in-house for the last 20 years, OnBase is point-and-click configurable. Users quickly create and expand solutions by using simple checkboxes, menus and radio buttons.

This ability to customize without code means that you can tackle your enterprise needs one phase at a time, and the opportunities to grow your ECM solution are limitless.

In this brochure, you will discover exactly what OnBase can do for you, from the moment content is captured until it expires. We have organized the vast capabilities of the OnBase product into six main categories.

These categories make up the structure of your solution. As you examine each one, you will find that there is a world of opportunity for you to improve your organization by working smarter with your content.

Our Customers are our PartnersHyland Softwares certified experts develop, implement and support OnBase. They understand the challenges facing your industry and departments. This expertise is one reason why Hyland is recognized as a leader in the ECM industry.

One of our greatest resources is our community of OnBase professionals. We work in collaboration with our customers and partners to develop OnBase. Customer-driven development at Hyland means we create consistent ways to hear from our users and utilize that feedback to evolve our solution.

With 100 percent of our research and development dedicated to OnBase, our product is constantly evolving to meet our users needs and exceed their expectations. Over the last 20 years, Hyland has invested two millennia of work hours into the development of OnBase, resulting in regular software releases that keep our product new, fresh and innovative.


OnBase Product Brief | 54 | OnBase Product Brief 4 | OnBase Product Brief OnBase Product Brief | 5

OnBase | ProcessOnBase | Capture

Capture Your Documents and Data into One SystemRegardless of where your documents are located or what format they come in, OnBase captures them right at the source and organizes them into a single system with minimal human interaction.

Scan paper documents: Whether its a single page or thousands of documents, capture them where you receive them, saving the time and expense associated with transportation.

Import electronic documents and information: Automatically capture important electronic documents in their native format, directly from the applications you use on a daily basis.

Extract data from your documents: As documents are captured, OnBase pulls the relevant data off the page and then shares it with your other systems saving time associated with manual data entry.

The OnBase AdvantageOnBase offers an extensive array of capture tools, which preserves the natural file type of captured documents and never forces you to use a proprietary file type.

OnBase capture goes beyond scanning. Capture text and PDF streams with the COLD import processor. Migrate large quantities of pre-indexed documents into OnBase en-mass with our Document Import Processor. Ingest XML, HL7 and EDI data during the course of business.

There is no need to purchase additional third-party applications. All these capture components are natively part of the OnBase platform and available to OnBase users upon install. Capture all your documents and data into one system with OnBase.

The cost reduction associated with paper includes eliminated courier fees, floor space and paperwork, and it is already estimated in the hundreds of thousands of dollars per year.Glenn Vose, information technology manager Budget and Control Board State of South Carolina

Revolutionize Your ProcessesWith business process modeling and management (BPM), OnBase automates many of the predictable, repeated steps in your processes. By providing useful tools to search for and work with your information, OnBase facilitates the tasks and actions to save time and improve customer service.

Improve processes and facilitate case management: By automating predictable decisions and routing exceptions to the correct individuals, your processes run at optimal speed. Manage tasks, conversations and reminders surrounding your processes in the same system and accomplish more without adding staff.

Working digitally benefits your organization: Retrieve documents by searching for any word or phrase within them. Create and track multiple revisions of documents and sign them with a signature pad or tablet.

Automate document composition and distribution: Automatically generate letters, statements, and documents based on business decisions and distribute them to your customers and constituents.

The OnBase AdvantageOnBase enables you to build your own processes without extensive training or expensive services. A selection of logical rules and actions are combined to form tailored solutions that meet your needs without relying on custom coding minimizing time spent on implementation.

OnBase helps you ensure consistent productivity because work can be load-balanced across groups of people by name or role. Multiple people can work on the same document at the same time, eliminating bottlenecks from a linear process. And when workloads or requirements change, you can alter processes on the fly.

With OnBase, your processes extend outside the four walls of your organization. From a mobile device or laptop, your decision makers execute decisions wherever they are connected or disconnected. Your customers can submit forms and track their status online. Revolutionize your processes with OnBase.

The other vendors said wed have to change our process to fit their software. OnBase was the only software that could fit to our processes and wouldnt change how we already worked. By automating just one process with OnBase, we avoid $30 million in costs each year.Paul H. Alpaughl, director of UC Disbursements Pennsylvania Treasury Department

OnBase Product Brief | 54 | OnBase Product Brief

XMLHL7EDI

Mainframes & Data StreamsFiling Cabinets, Boxes & Intrays

Email and Fax Servers & Inboxes

SharePoint & Fileshares Documents & Forms

Mobile Devices

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100110100001001101110101001100110100001001101110101001

CaseManagement

UnstructuredInformation

StructuredProcesses


OnBase | Integrate

Access Your Content Easily, from AnywhereOnBase makes content available to the people who need it wherever they are from almost any device or application.

Options for Everyone A personalized user interface supports how users work: They can put the

documents, forms, business processes and reports that are important to them right at their fingertips.

Working in another application? Stay there: OnBase integrates with other business application so users access content directly from within familiar screens

Away from your desk? Your information goes with you: Use OnBase mobile applications to access your information, make decisions and monitor your processes while on the go.

No network access? Use OnBase while offline: Give field workers the ability to retrieve, create, and update documents, complete forms and upload photos.

Extend your content beyond your organization: OnBase improves the experience of your customers, constituents and students by submitting forms, track their status and access documents online.

The OnBase AdvantageWith OnBase, you can use all types of hardware, devices and browsers to access your content. Because all of these interfaces point to the same central OnBase repository.

Access to OnBase can be granted at a very granular level, from single documents all the way to the entire system. You gain total visibility with a sophisticated audit trail, as OnBase records the exact time a document is accessed, by whom and what they did.

Access your content easily, from anywhere, with OnBase.

With OnBase, users pull up the exact document in only one to three seconds. Thats a 237 percent improvement. We save more than $600,000 [per year] just with faster retrieval.Brian Mueller, ECM program manager Colorado Housing and Finance Authority

Integrate OnBase with Your Other ApplicationsYour business applications are at the heart of your everyday operations whether its your ERP, accounting, HR, claims, lending, EMR, SIS or other critical system. When working within those business applications, users frequently rely on information stored elsewhere to make decisions. Thats where OnBase comes in.

The documents and data you capture in OnBase directly relate to the information and activities in these other business applications. OnBase acts as a central repository, intelligently linking the documents and data within OnBase to the transactions and activities in other applications.

The OnBase AdvantageOnBase has integrated with more than 500 applications with no time or money spent on custom coding, making it one of the easiest and fastest ECM solution to integrate. It also offers a variety of integration tools, from our point-and-click configuration tool to our application connectors and packaged APIs.

Integrations are about more than accessing documents. Using information on the applications screen, OnBase can automatically fill out eforms, launch workflows, print barcode cover-sheets for scan jobs, dynamically compose documents (such as offer letters and policies) and more.

OnBase also provides integrations with leading industry solutions such as SAP, Lawson, Oracle E-Business Suite, PeopleSoft, JD Edwards and ESRI. One long-time customer integrated OnBase with 12 different applications in one day.

Save time and reduce errors by integrating OnBase with your other applications.

They were blown away when they saw how much easier their lives just got [after we integrated with OnBase]they were amazed; they thought it was fantastic.Tim Oliver, assistant director of IT/GIS Horry County

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Monitor Your Process and System PerformanceTransparency. Visibility. Control. These are the benefits of having all of your information stored in one central place. OnBase allows you to better understand the status of your content and processes.

Improve process speed and accuracy: OnBase provides real-time visibility into processes, including notifications of volume thresholds and aging content giving you the ability to identify and eliminate bottlenecks and make timely decisions.

Audit readiness: OnBase eliminates the time-consuming and error-prone process of manually verifying documents. You can further speed up the process by giving auditors appropriate rights to access OnBase through a web portal, allowing them to perform the audit without coming on-site.

Track, prove and document ROI: By identifying and measuring your key metrics, you can track the return on investment (ROI) OnBase supplies from day one and provide documented proof as it happens helping you cost-justify future projects.

The OnBase AdvantageRun reports without involving IT. Using an intuitive reporting interface, you can run the reports you need, whenever you need them, without requiring a database administrator to do it for you.

Take advantage of the extensive set of 180 reports, pre-configured and optimized for the OnBase system. If additional reports are required, an intuitive, wizard-driven tool helps you create, manage and run the reports you need. You can access the report dashboards within OnBase from anywhere as websites, SharePoint portals or from a mobile device.

Monitor your process and system performance with OnBase.

OnBase lets us see exactly what is happening in our processes. When we find a problem, we can fix it before it gets out of hand.Marti Lattimer, content management manager Grinnell Mutual Reinsurance

Securely Store, Protect and Destroy Your ContentStoring important information in one centralized place grants you complete control over it and unique records management and retention requirements are now well within your grasp.

By consolidating all of your important content into one system, OnBase solves the problems associated with managing content across a variety of databases, systems and physical storage locations.

Secure: With OnBase, you have one place to implement security policies and control who can access information and exactly what they can do with it.

Protect: OnBase protects you from disaster by maintaining electronic copies of all documents across multiple servers and locations.

Destroy: Retention plans and policies are easy to implement with OnBase. OnBase can declare single documents and complete folders as records, protecting them until their official retention period expires.

The OnBase AdvantageThe OnBase architecture helps you protect your data without requiring third-party software and does not require you to purchase additional software or hardware to ensure that your system has online redundancy. OnBase utilizes any network discoverable file share, from simple Windows, Linux or Unix- based file servers all the way through to dedicated storage devices that you already own.

OnBase also helps you manage physical items such as documents and records that support processes and regulatory compliance. OnBase tracks the location and status of these in one central interface, allowing you to mitigate risk and reduce manual work.

Before OnBase, our DR plan was to back everything up on tape and keep one copy of the tape in the vault at our main location and a second in storage about five miles away. With OnBase managing our DR, I dont worry about anything.Sarah Lawson, IT specialist Alcoa Tenn Federal Credit Union

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Be Confident in OnBaseInvesting in any ECM product is a long-term commitment and you need to have confidence in what you are buying. Not just the product you choose on day one, but what the total cost of ownership will be, what your experience will be like working with the vendor, and that the product you choose today will meet your needs tomorrow.

Here are a few reasons why you can be confident in OnBase:

Low Total Cost of OwnershipIn almost every instance, selecting OnBase costs you less than what you will

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