Request for Proposal RFP NO R-19184-19 ISSUED 10/09/18 CLOSING DATE 11/07/18 CLOSING TIME 2:00 PM CST Request for Proposal to the Board of Regents of the University of Oklahoma (OU) for Graduate College Electronic Forms Note: If your company will not be responding, please notify Purchasing and no further addenda will be sent. See original Request for Proposal for Purchasing contact name, telephone and fax numbers for this Solicitation. ADDENDUM 3 dated 10/23/18 Q1: Please clarify the purpose of the RFP. Is the desired software platform to be data collection for individual graduate students, including student information? Will student information to be stored in the form fields? A1: The Graduate College is currently a paper-based operation and have about 6000 active students. We are looking for a solution to convert all of our paper forms and processes to an electronic workflow with approvals. As part of that, each student would need a repository for the forms associated with their student record. Ideally, the student s electronic record could be access by the Graduate College and certain users in the department, as well as the student, with varying levels of access. Yes, we will be collecting data for individual students via forms. Yes. Additional information on this topic can be found in section 5.1, page 30 of the RFP, Addendum 1 and the attachments. Page 1
Q2: Does the solution need to be HIPPA compliant? Is there PHI involved? If so, please provide specifics. A2: The answer to both questions is no. Additional information can be found in sections 2.10 to 2.12 of pages 10-12 of the RFP which cover our HIPAA, FERPA, and PHI. Q3: Is the user count 8000? How many of the 8000 will regularly use the platform? How many times per week? How many times per day? How many of them will use the platform on a limited basis (1-10 times total)? A3: Yes, 8000 people will use this program. Please see section 5.13 (page 36). An estimated 200 users will regularly use the platform. Those 200 users who regularly use the platform will probably access daily on working days. They will use it multiple times per day. This will vary depending on the number of students in a department. The rest of the users will use on a limited basis to initiate, approve, and view forms. I estimate students will use the platform less than 20 times total (6000 students), and the faculty other staff will use the platform less than 30 times per year, but this varies by department with 1800 faculty and staff. Q4: Is a budget built out for this? If so what is the budget? A4: Not applicable at this time; however, alternate pricing options can be included in your response. Q5: Once online forms have been submitted to the University, would it be possible to provide more detail around the number of users who would need access to the completed forms from within the ECM solution? A5: The 8000 estimated users will need to have access to the forms with varying level of access by department. The 6000 student users would only need access to forms they ve submitted. Each department and faculty user will need access to forms for students in their department. Q6: Do you want to require the users to log in to fill out the forms? A6: Yes, we would for the majority of our forms. We also like to be able to pre-populate some of the form fields with student information. Page 2
Q7: What percentage of forms transactions would be either using data from Banner or pushing data to Banner? A7: We estimate about 95% of our forms will use data from Banner to pre-populate forms. Currently, none of our forms would need to push data to Banner. Q8: Integration with PeopleSoft is mentioned in the RFP. What kinds of transactions would involve PeopleSoft? A8: Employee information for graduate students and graduate faculty. Q9: What kinds of personnel do they envision creating the forms (e.g. IT resources, office administrators, business analysts, and faculty)? A9: Office administrators Q10: Is the College s expectation to identify a tool that can be primarily configuration-based or is the expectation to have developers use the tool to create forms? A10: The expectation is to use the tool to create custom forms. Q11: Would the forms and the form tool be expected to be supported by the Banner team? A11: No Q12: Would the solution need to be integrated with multiple instances of Banner and, if so, what does that architecture look like? A12: We are on two different versions of Banner currently and each module has a release number. Attachment F has Banner specifications. Q13: Our solution offers different levels of licensing for it users. We have selected a recommended license type for each user type indicated in the RFP. What user type described below would you like us to use for the 74 graduate liaison users? Page 3
License Types a. Full Users: Provide the entire array of functionality in one user type with read/write repository access and the ability to participate in, create, and administer Forms processes and workflows. Recommended for high-level users and administrative assistants. b. Educations Users: Provides read-only repository access and ability to participate in forms processes. Special block pricing for accredited educational institutions. Recommended for all other users due to block pricing. c. Process Users: For users in need of read-only repository access and full forms and workflow capabilities (participate in, create, and administration). d. Participant Users: For users in need of read-only repository access and the ability to participate in forms processes (cannot create forms or workflows). A13: Option b Education Users. Q14: For the 52 administrative assistant users: do they need the ability to add content directly to the document repository, or would a form to submit documents be sufficient? A14: Yes, we would prefer they have the ability to add content directly to the repository. Q15: For forms and workflow development, will the selected vendor be responsible for building the required forms and workflows, or will the proposer s staff be performing development after proper training? a. If vendor development is preferred, please provide an estimated count for cost estimation purposes. Samples were previously provided by the proposer. A15: Both questions depend on the ease of use for building forms and workflows and also on the adaptability of the forms. Q16: Has the issuer already considered any other systems? a. If so, which? b. Have you seen demonstrations? c. Do you have any feedback on any systems under consideration? Page 4
A16: We put out the Request for Proposal so we can consider the best solution for the University. The rest are not applicable. Q17: Will any applications, besides the Banner integration mentioned in the RFP, need to be integrated? a. Which applications (including version if possible) will require integration and how would you like them to interact with our system? A17: Yes. PeopleSoft 9.2 to pull in student employment information and faculty titles. Q18: If we are not selected, will there be any opportunity for a debriefing or other feedback? A18: Their will be no debriefings, but information from the RFP can be obtained from the Open Records Office once the RFP has been awarded. All requests must be in writing and submitted to the Open Records Office. Written requests will be accepted via email, regular mail, by fax, or can be dropped off in person. The request must include the Bid or RFP#, and should specify the nature of the request (e.g. copy of bid summary, name of awarded vendor, copy of winning proposal, etc.). Q19: Our customers generally prefer remote training due the ease of scheduling and travel savings. Remote training sessions are recorded and provided to the customer to allow them to reuse as needed. Is this approach acceptable, or would you prefer on-site training? A19: This is acceptable but we may want the option of on-site training depending on the complexity of the solution. Q20: Does your current anti-virus solution support web services? A20: According to our IT Security Team, yes, our antivirus software will run and support web services on a server. Q21: Can conference calls and web meetings be used for this project, or is on-site attendance a requirement if we are given the award for the RFP? A21: On-site attendance is not a requirement, but may be preferred depending on the complexity of the solution. Page 5
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