north orange county community college...

1

Proposal for

North Orange County

Community College District

OnBase Installation and Migration

February 23, 2015

Prepared By:

Kathryn Ziek Hyland, creator of OnBase

28500 Clemens Road Westlake, Ohio 44145 Office: 440.788.5545 Mobile: 216.469.4609

[email protected]

mailto:[email protected]

2

February 23, 2015

Tom Wallace

North Orange County Community College District

Dear Tom,

On behalf of Hyland, creator of OnBase (“Hyland”), it is with great pleasure that I present North Orange

County Community College District (NOCCCD) with the following roadmap to migrate from Singularity to

the OnBase solution. I would like to take this opportunity to thank you for evaluating the OnBase

solution. The following document provides a proposal to implement a cost-effective solution for

NOCCCD. The open, integrated, and configurable core of the OnBase solution has been developed to meet

the evolving needs of our more than 13,000 customers.

Our price quote was formulated based on the requirements provided by NOCCCD. We are excited about

the opportunity to continue to partner with NOCCCD as a customer. For that reason we are providing up

to $83,000 and $88,000 worth of OnBase Software at no cost. The effect on annual maintenance poses a

cost savings as well. Additionally, we are presenting a point and click configurable and scalable OnBase

solution to transform the district into a “paper-less” environment. The OnBase solution will provide the

flexibility that is needed to accommodate the growing needs of the campus around process automation

and electronic forms processing.

Hyland Software is the only organization that can guarantee a successful conversion from Singularity to

OnBase as a result of the Hershey acquisition and the retention of the Singularity development staff.

Hyland has secured over 60 Singularity conversions and can guarantee validation of every document, file,

annotation and note; the only vendor who has proven they can do so. Hyland Software is a recognized

Leader in the marketplace and for over 20 years has invested in a single product: OnBase. Hyland

Software is invested in our customers and product; a true partner for NOCCCD!

Once again, thank you for your interest in the OnBase solution. Please do not hesitate to contact me if you

have any questions or need additional clarification, I am here to help.

Sincerely,

Kathryn Ziek

Hyland, creator of OnBase Office: 440.788.5545 Mobile: 216.469.4609 [email protected]

mailto:[email protected]

3

Table of Contents

1. Executive Summary ............................................................................................................ 4

2. Why Hyland Software is the Right Vendor to Do Business With....................................... 5

Customer ROI .......................................................................................................... 6

3. Feature Components & Capabilities ................................................................................... 7

Document Management........................................................................................... 7 Document Search & Retrieval .................................................................................. 8 Imaging & Capture ................................................................................................... 9 Records Management ............................................................................................ 10 Workflow ................................................................................................................. 11 Content Management............................................................................................. 14 Integration ............................................................................................................... 15

4. Professional Services Proposal ......................................................................................... 16

Introduction ........................................................................................................... 16 Proposal Terms & Usage ......................................................................................... 17

5. Project Areas ................................................................ Error! Bookmark not defined.

Project 1 – Conversion from Singularity to OnBase and Installation ................... 18

Optional Project 2 – Transcript Capture Solution ................................................ 22 Optional Project 3 – Records Management and Integration for Outlook ............ 29

6. Description of Services ...................................................................................................... 30

7. Description of Deliverables ............................................................................................... 33

8. Pricing Estimate ................................................................................................................ 34

9. Customer Responsibilities/Obligations ............................................................................ 36

10. Software Licensing and Maintenance: .............................................................................. 38

11. Comparable Software Descriptions for Project 1 .............................................................. 39

12. Additional Software Considerations and Descriptions .................................................... 40

13. The OnBase Cloud Costs – Project 1 (Option 2) ............................................................... 41

14. OnBase Training Courses .................................................................................................. 42

15. Hardware and Operating System Requirements .............................................................. 43

16. Appendix A - Corporate Overview .................................................................................... 49

17. Core Values ........................................................................................................................ 50

18. Disclaimer .......................................................................................................................... 51

4

Executive Summary

NOCCCD can partner with Hyland Software’s in-house experienced conversion team for

guaranteed migration and upgrade of the Singularity Imaging System to OnBase Enterprise

Content Management, leveraging best-in-class workflow and integration capabilities.

Of particular interest to NOCCCD, Hyland Software delivers a solution that will meet the needs and solve the business

problems of each department and each campus, individually and collectively as a unit. Your OnBase Upgrade will

assist with the distinct needs of users across campuses and be configurable at the department level, yet transparent

and auditable at the system-level. OnBase will support thousands of users and handle billions of documents in a

single repository, yet is nimble enough to grow at your pace and preference. It will integrate with the rest of the

enterprise’s technology portfolio, maximizing investments in PeopleSoft and other core business systems with no

custom coding required. OnBase is designed for scalability, as your needs grow so can OnBase. Integration and

Workflow Automation is what we do best!

Hyland Software is the developer of OnBase, a market leading Enterprise Content Management (ECM) solution. We

have been outpacing our competition for the past 20 years by enhancing our industry expertise while continuing to

provide configurable solutions that are easy to use. We take great pride in our exceptional customer service standards

and as a result have a 98% customer retention rate. Hyland Software is also the owner of Singularity, LibertyNet and

AnyDoc.

By concentrating on solving business needs that rely on documents, content, and people, OnBase helps customers

operate more efficiently. Hyland Software’s industry specific solutions are built and delivered by people with proven

industry expertise who really understand the business problem. Offering solutions on-premises or via software as a

service (SaaS), customers experience unparalleled out-of-the box capability. OnBase is easy to implement and grows

with your District’s changing needs, departmentally or enterprise-wide. We deliver tailored OnBase solutions to more

than 13,000 customers in more than 63 countries.

At Hyland we offer over 20 years of higher education-specific experience. We have higher education dedicated staff

versed with not only its own products, but the business of colleges and universities (large and small, public and

private). Our higher education developers and technical support staff are experienced in best in breed business

practices, products and databases. They are prepared to support the uniqueness and intricacies of varying

institutional environments. Hyland also supports an active user base which is vertically-aligned by end user groups

that actually drive product development and have direct access to our CTO and VP of Product R&D.

Hyland Software - a “Leader”

We have been outpacing our competition for the past 20 years by enhancing our industry expertise while continuing

to provide configurable solutions that are easy to use, and we bring this “can do” attitude and passion to North

Orange County Community College District. Analyst firm Gartner recognizes Hyland Software as an ECM “Leader,” as

illustrated by Hyland Software’s position on the Gartner Magic Quadrant for Enterprise Content Management, 2014.1

1 Download the Gartner report here: www.onbase.com/MQ

http://www.onbase.com/MQ

5

We conduct ourselves with honesty, integrity and fairness in our relationships with our

partners, customers, employees and shareholders. We deliver configurable business

solutions that are intuitive to use. Our customers are confident when navigating our

solutions. Our customers are our partners.

-Hyland Software Core Values

Why Hyland Software is the Right Vendor to Do Business With

• Hyland is partnered with some of the largest Ellucian Banner customers which ensure that as future Ellucian Banner versions are released and adopted, OnBase will support and integrate with them.

• Supports scalable, point-and-click configurable enterprise expansion without requiring the assistance of Hyland Professional Services, driving down Total Cost of Ownership.

• Leverages investment in software you already own by extending content management and workflow to those applications such as Ellucian Banner and Microsoft Outlook.

• Turn-key deployment options available for Procure-to-Pay, Employee On-Boarding for Human Resources, Financial Aid Verification, Undergraduate and Graduate Admissions Automation, and Transfer Credit Evaluation. All solutions include integration with PeopleSoft for Checklist Updating.

• Hyland Software was awarded the only “Best Practice Award” in Education by The Association for Image and Information Management (AIIM) for its work at Columbia University. AIIM is the industry governing body for enterprise content management, document management, document imaging, and workflow.

• OnBase is the number one converted-to ECM solution in the world. Our in-house Conversion Team has successfully converted nearly every popular document management system into OnBase, including Singularity, Liberty, FileNet, Laserfiche, Docuware, Stellent, and ImageNow.

• Single-line of technical support provided with Team M. This will ensure familiar, consistent and reliable support 24/7.

6

Customer ROI

“As an enterprise standard, the university as a whole contributed to the initial investment, and now

departments can easily add-on to realize the benefits with very little cost…We wanted a solution that

was easy to maintain and configure. OnBase has a great deal of flexibility, but it can also be supported

by only one person.” – OnBase Administrator, Ohio University

During peak processing times, one department has eliminated the need to hire six

temporary staff and now utilizes a single part-time student employee.

“Imaging and workflow management saves time and money. Our office is more efficient and provides

quicker responses to inquiries. No more file or transcript search parties.” –Undergraduate Admissions,

Indiana University – Purdue University Indianapolis

Automated file routing and checklist updating directly from their SIS has improved the

processing speed of undergraduate admissions by 400% - without adding staff. Application

review has been reduced from 8 weeks to 2 weeks.

“OnBase revolutionized the way we read applications, share information and make decisions.”

–Admissions, Columbia University

After choosing OnBase in September, Admissions and Financial Aid were full-steam ahead

by mid-October. Columbia University now processes 4,000 more applications in less time

without adding staff. Manual data entry has been reduced by 40%

“We’ve increased undergraduate applications by 60 percent and deliver decisions ahead of schedule.

The earlier students get acceptance letters, the earlier we’re a valid choice for them.” – Enrollment

Management, Case Western Reserve University

Even with a 60% increase in first-year applications, Case is able to deliver decisions two

weeks ahead of schedule and one month earlier than the year prior to implementing

OnBase – without adding staff. Case has eliminated the need to hire four months of

temporary staff.

“Particularly with the recent economic downturn this year, we are looking to make sure our name is the

first name they see. Having OnBase has allowed us to decrease review time, increase accuracy of data,

and routinely meet or exceed our deadlines.” –Enrollment Management, Monmouth University

The entire Enrollment Management Division – Admission Processing, Undergraduate and

Graduate Admission and Financial Aid – was trained and operating at full speed in 90

days. This year, Monmouth’s reliance on OnBase contributed to delivering decisions a

month earlier. Monmouth has virtually eliminated overtime and hiring temporary help

during peak processing.

7

Feature Components & Capabilities

Document Management

The optimal application of OnBase is in operational and administrative business processes where OnBase

enables organizations to safeguard and facilitate the efficient (lower cost) and effective (higher value) use

of digital content through document management. OnBase manages information in digital content and

ensures that content-based information can be delivered through any number of line-of business systems,

enterprise portals or desktop productivity applications. Examples include Accounts Payable, Alumni

Relations, Financial Aid, Human Resources and Registrar Offices.

A content management system like OnBase is designed to fill in gaps between your related processes,

applications and departments. OnBase’s inherent document management capabilities will allow users to:

Capture documents in any format, including: paper, e-mail, mainframe reports and e-forms, etc.

Manage content according to NOCCCD’s business rules and gauge the health of processes in real-time

Store, organize and track your content so documents are there when you need them

Deliver documents as soon as they’re needed so processes run fast and costs stay low

Preserve and protect documents to meet and stay in compliance with internal/external standards

8

Document Search & Retrieval

OnBase Document Retrieval offers an efficient, user-friendly way of displaying any and all documents stored in OnBase so users can, with minimal effort, retrieve the exact document(s) desired.

Keywords allow users to find documents in seconds.

Queries can tailor search results by filtering particular document type groups, document types, document dates and date ranges, as well as keyword values.

OnBase provides several options for retrieving documents including:

Direct search via simple index value (keyword) searching.

Direct search via compound index value searching using Boolean operators (AND/OR, =, >, <, et. al.)

Stored/Saved Searches

Document Cross Referencing: Clicking on a document (or designated area on a document) generates a configured search for documents using one or more values in the document.

Custom Query: A user-defined, custom query provides a faster, more direct way to search for a specific item. For users who repeatedly perform the same searches, custom queries make routine retrievals a simple click away.

9

Imaging & Capture

Document Imaging

OnBase Document Imaging allows NOCCCD to scan paper documents (individually or in batches) into pre-defined scan queues. With scanning performed on any TWAIN, ISIS™, or Kofax™ compliant scanner, scanned pages are saved into standard image file formats. Batches that need to be indexed reside in the Awaiting Index queue. From this queue, documents are indexed while on screen. Users can skip images, delete images, re-scan, or create multiple page documents with simple thumbnail drag and drop functionality.

NOCCCD staff can take advantage of several methods for automating indexing, including Kofax bar code and patch code recognition. In image-enabled line-of-business applications, automated indexing can occur via keyword scraping from application screens. Additional processing options include double-blind indexing, re-indexing and PDF conversion. OnBase also has seamless integrations with forms processing applications offering front-end automated form recognition and indexing.

Printing to OnBase

Appearing as a standard Windows printer, the Virtual Print Driver (VPD) gives NOCCCD the ability to Print (import) documents directly into OnBase from any application with a print function. VPD produces no paper thereby eliminating printing on paper.

When an authorized user sends documents to the virtual printer, the driver renders data that would normally be printed out on paper, into a multi-page TIFF image. Indexing can be performed centrally by sweeping the images into an OnBase scan queue, or documents can be indexed as they are imported via the OnBase Client or Desktop. If the VPD is configured for distributed indexing, the user will be prompted with the OnBase import dialog as soon as the TIFF image is rendered.

10

Records Management

Records Management & Document Retention

OnBase Records Management, which includes Document Retention, uses OnBase Foldering to create managed folders. Each managed folder is assigned a specific retention plan, which controls the retention period of all associated documents included in the managed folder. A retention plan contains a set of rules that enable an organization to manage the complete life cycle of a record from document creation to record declaration through final disposition. Once a record has been cut off, a defined retention period commences according to event-based and/or time-based business rules.

OnBase Document Retention would further satisfy compliance with institutional, external (e.g. government statutes, standards boards, accreditation reviews) and legal requirements mandating that documents be properly secured, retained, and expunged from OnBase repositories. Flexible retention schedules would allow NOCCCD to deploy records management strategies consistently across the university in compliance with the Records Management Policy established at NOCCCD.

OnBase Document Retention provides a system that manages documents as they are created, maintained, and ultimately destroyed. Because documents are created and utilized for varying purposes, criteria for Document Retention can be based on a specified period of time passing or on user intervention and approval before destruction. These criteria define the qualification process as either static or dynamic retention.

Documents and folders associated with a static retention type are automatically marked for deletion after a predefined retention period has been met, based on the document’s creation or process date. For example, an authorized user can designate that a daily production report automatically be purged 10 days after its creation date.

Dynamic retention extends Document Retention to allow documents to be routed through OnBase Workflow or accessed by an external application. Administrators have the ability to define a complex evaluation process, including routing documents through a series of lifecycle queues and actions. For example, an organization may want all documents related to transactions above a particular dollar amount to be reviewed by management prior to destruction and removal from the OnBase repository.

Administrators have the ability to schedule the Document Retention processor to run periodically to purge documents that are marked for deletion. OnBase provides the administrator the option of retaining keywords when deleting the file. A disk scrub function can be executed to write over the file location in a disk group to prevent the file from being retrieved. Authorized users can designate particular documents to be excluded in order to address legal or “hold order” requirements.

11

Workflow

From processing (Admissions) applications, to approving expense reports and managing remittance processing, OnBase Workflow streamlines collaboration and accelerates the completion of critical business tasks. Now coupled with E-forms (electronic HTML forms), NOCCCD can easily implement and realize completely paperless business processes.

Workflow puts the power in process whenever successive points of input or action are required in order to complete a business task, process, or procedure. Workflow actually enables users to accomplish more work faster, more efficiently, and more accurately than with their traditional paper processes by quickly

and automatically routing electronic documents through the business process.

OnBase Workflow is truly point-and-click configurable and offers more functionality than just document routing. The programming required by traditional workflow systems has been virtually eliminated. Workflow is easy to use and 99% of all actions can be accomplished without scripting. This means that your non-programmer employee(s) can learn to maintain, enhance, and build workflows using readily available standard rules and actions. Workflow is easily

configured from the Tree and GUI Configuration windows.

Users and integrators define and configure document states, rules, actions, and life cycles using a comfortable Windows™ interface. Upon configuration, workflow is able to instantly route documents through each increment of user or system work and all work is completed within a queue.

12

Standard internal documents such as decision sheets, faculty grade reports, expense reports, purchase requisitions, vacation requests — virtually any paper document — can be created, stored and routed entirely within the OnBase system. Once processed, e-forms are readily available for future retrieval.

13

Feature Functionality:

Ensures that documents are routed in a standard, controlled, and prompt manner.

Accommodates exceptions to the configured model by assigning specific users with rights to add or exempt stages on an ad-hoc basis.

Forwards documents immediately to each successive phase.

Automatically distributes documents to specific work groups.

Allows documents to be prioritized in each queue. If there is no priority assigned, the documents are sorted by the date and time they enter the Life Cycle.

Audit queues allow periodic review for quality assurance

Supports Internet access for users outside of the immediate office environment.

Processes are easily added or adjusted at the document, process, group, or enterprise level by specified users or administrators.

Point-and-click configuration enables customization of routing and user interface without programming.

Integrates with other modules; incorporating cross-referencing to COLD, image or application documents.

Integrates easily to other legacy systems utilizing Visual Basic scripting and robust API calls.

When integrated with OnBase Web Server, the benefits of OnBase Workflow with E-forms can be made available via the Internet to users throughout NOCCCD, regardless of their location. The Web Server further facilitates the submission of your online forms, such as, order forms, membership applications, requests for information, etc.; making OnBase the ideal choice for automated forms-based processing on campus. Additionally, OnBase Workflow can easily integrate with and provide the backbone to campus portal applications to support transactions involving faculty, staff, students, alumni, and other constituents.

14

Content Management

Collaboration

As the ECM solution expands, NOCCCD’s OnBase users will need to be able to work together on projects — creating, sharing, editing, and conversing about documents — through virtual workspaces. Depending on their security permissions, users can work together in an ad hoc manner with information stored in one central location and in conjunction with threaded conversations and online meetings.

Accessible through the OnBase Web Client, as well as through the OnBase thick Client or Unity Client, users can interact with items even while geographically disconnected. Users can optionally receive automated e-mail notifications of additions and changes to workspace objects. Integration with the Citrix® GoToMeeting™ online meeting service provides even greater flexibility to coordinate document-centric activities and extend the workspace to include non-system users.

Implementing this functionality in Admissions in conjunction with their current OnBase Workflow will enable them to process more applications, with the same staff, resulting in quicker decisions This enables reviewers to get complete packets to students faster than the competition.

15

Integration

Integration with Ellucian Banner

The OnBase Integration for Ellucian Banner provides the ability to attach and retrieve content directly

from the Ellucian Banner interface with a single click. The Ellucian Banner Integration leverages OnBase

dynamic Foldering and provides full OnBase functionality directly from Ellucian Banner, including:

Retrieval

Attach via File Import

Attach via Scanning

Attach via Bar Codes

Another way to integrate OnBase with Ellucian Banner is with OnBase Application Enabler (AE).

Through the use of screen scraping, AE significantly enhances and increases the life and usefulness of

Ellucian Banner without any programming. 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.

The OnBase Integration for Ellucian Banner also includes a bi-directional data level integration through

the use of a middleware component. This integration can be deployed using API’s. When specific events

happen in either system, the Ellucian Banner integration will recognize the event and subsequently do

something in the other system. Common examples include loading student transcript data from OnBase

to Ellucian Banner updating financial aid or admissions checklists in Ellucian Banner after document

receipt in OnBase, or automatically creating an electronic form in OnBase after a status change for an

applicant or employee in Ellucian Banner.

16

Professional Services Proposal

Introduction

The purpose of this document is to define the goals, scope, and important details supporting the

delivery of professional services related to one or more projects defined in the Project Areas

section. This document is used by Hyland Software to provide services estimates applicable to

the current stage of a project, referencing one of the estimate stages depicted below.

Stage 1 (Budgeting): The content and cost estimates in this stage should be considered high level, and they are provided for initial budgetary purposes only.

Stage 2 (Proposal): The content and costs estimates in this stage are provided so that all involved parties can collaboratively refine and agree on the scope of what the proposed services will deliver.

Stage 3 (Contract): At this stage, the content and pricing estimates have been conceptually agreed to, and this document is attached as an exhibit to a services contract to be executed by both parties.

The applicable project stage for the services estimate(s) contained in this document is

referenced in the Pricing Estimate section of this document.

Stage 3 (Contract) Stage 2 (Proposal) Stage 1 (Budgeting)

17

Proposal Terms & Usage

Hyland Software, Inc.® (“Hyland”) is pleased to provide the following estimate for professional

services related to the use of the OnBase® Software (“Software”) for North Orange County

Community College District (“Customer”) as shown in the Description of Services section of this

document.

This proposal describes the services offered to Customer in conjunction with the use of the

Software for Customer. The content of this document is subject to review and revision by both

Hyland and Customer. After this proposal has been mutually reviewed and agreed to by both

Hyland and Customer, this proposal will be attached to a services contract and delivered to

Customer for final review and signature.

Once executed by both Hyland and Customer, the Hyland solution delivery team will contact

Customer project team to discuss project logistics and potential start dates. Once a project start

date has been determined, resources will be assigned and scheduled to begin delivery of the

services described in this proposal.

18

PROJECT AREAS

PROJECT 1 – CONVERSION FROM SINGULARITY TO ONBASE AND

INSTALLATION

Scope

The scope of this project includes the migration of the Customer’s current Singularity data and

documents to the Software solution. Hyland will extract documents and metadata from

Singularity, format the extracted output, and utilize the Software Document Import Processor

(“DIP”) module to import and index documents and keywords into Software. The following

services will be included:

In-depth discovery to determine document metadata mappings for the following schools and their specific departments:

o Cypress College 1. Admissions and Records 2. Counseling Office;

o Fullerton College Admissions and Records; Counseling Office;

o School of Continuing Education Admissions and Records; and Disabled Students Programs and Services.

Installation of Software in two (2) environments;

Configuration of: o One Hundred (100) document types; o Thirty (30) keyword types; o Up to six (6) AutoFill keyword sets; o Up to three (3) user groups per department; o Up to six (6) scan queues; o Application Enabler up to three (3) screens in Banner; o Distributed Disk Services; and o Document Import Processor (DIP) for one (1) import process.

Configuration of document type and keyword mappings between the Software and the Legacy System(s);

Conversion of a representative sample of the documents, with associated metadata from the Legacy System to the Software for the purpose of validating and verifying the integrity of the conversion process (“Data Conversion Validation Test”);

Creation of Software document taxonomy and import process(es) in test and production environments; and

Extraction, transformation and load Legacy System files and metadata into the Software production system (“ETL process”) in one (1) phase.

Services

Requirements Analysis, Implementation, Project Management

19

Deliverables

Software Solution, Solution Administration Guide, Solution Training Guide,

Conversion Validation Report

Assumptions

This proposal is based upon the below assumptions being true. If for some reason these

assumptions prove not to be true, this could result in a scope change and may have an impact on

the proposed cost and timeline to deliver.

Conversion Assumptions

A. Legacy System contains roughly two million, eight hundred thousand (2,800,000) documents consuming three hundred and sixty-nine (369) GB plus of magnetic storage space;

B. Keyword values exceeding two hundred fifty (250) characters will be truncated unless otherwise specified during the project implementation;

C. Format of extracted files will be natively supported by the Software; D. Hyland will migrate only the latest revision of each document into the Software; E. FDF forms will be converted to PDF documents using the latest revision of the FDF

form; F. Hyland will not be responsible for verifying the correctness or integrity of document

metadata, or the quality of image files associated with the Legacy System; G. Hyland will not be responsible for enhancing or modifying such documents or

document metadata (e.g., rotating documents, enhancing image quality, or correcting metadata), or for converting image and annotations (e.g. redactions, highlights) and audit history metadata unless explicitly stated otherwise in the OnBase Installation Report;

H. Migration does not include conversion of Singularity custom code, workflow, or forms;

I. Notes associated with annotations and identity indexes are exported with the conversion utility. Actual annotations (ellipses, arrows, and highlights only) are exported in one color and placed onto the original document location for regular page sizes. Polygons are transformed into ellipses and lines are transformed into arrows during the conversion;

J. The linkage between metadata in the Singularity System database and the physical files representing the pages of each document is identifiable within the Singularity System database;

K. The project will be comprised of one (1) bulk load of historical documents and three (3) supplemental conversions of newly added or altered documents occurring after an agreed upon cutoff date (“Delta Conversion”).

20

Conversion Customer Responsibilities

A. Identification of: 1. Document type and keyword mappings between the Singularity System and

the Software; 2. Cutoff dates for the initial conversion of each Singularity System application; 3. Date for the final conversion and Delta Conversion for each of the Singularity

System applications; 4. Representative subset of documents to be converted for the purposes of the

Data Conversion Validation Test from each of the Singularity System applications;

B. Validation of the sample provided in the Data Conversion Validation Test and notify Hyland within the time period set out within the project plan of any noted systemic failures of the conversion utility (beyond single document related discrepancies). Hyland will correct its conversion utility to account for any systemic failures noted by the Customer. Customer notification to Hyland regarding suspected systemic failures shall be by electronic mail;

C. Availability of Customer personnel to assist with local workstation support, if needed;

D. Provide remote access to conversion workstation(s) to named professionals at Hyland including database and Singularity System login credentials;

E. Provide Local System Administrator privileges on workstation(s) to Hyland Conversion Engineer for the duration of the project;

F. Allocation of temporary, magnetic storage area capable of supporting a copy of all documents to be converted; and,

G. Creation of Verification Test Plan.

Project Assumptions

1. Application Enabler will be configured in the Customer’s test environment by the project team during the implementation phase in order to determine the level of integration that can be achieved:

a. Included in this estimate is the configuration of Application Enabler on one (1) platform of the third party application;

b. If Application Enabler is going to be used via the web platform, the solution will be configured and tested on one (1) web browser;

2. Customer will provide a delimited index file with keyword information and document file paths if using the Document Import Processor module for importing of documents;

3. The solution will be implemented in one (1) test and one (1) production environment. Once the user acceptance testing period is complete, the solution will be migrated to the live environment. Additional changes requested post go live will require a Change Order;

4. Discovery and Training for all three (3) Colleges will be held at the one location within the same visit from Hyland Software;

5. The solution will consist of a total of two (2) onsite visits from up to two (2) resources from Hyland Software. All other activities will be performed remotely;

6. The User Acceptance Testing period will not exceed two (2) weeks: a. Customer is responsible for documentation and execution of the User

Acceptance Testing plan; and

21

b. Customer is responsible for testing the solution and reporting issues to Hyland during the test period.

7. Project will go live in three (3) phases by campus; 8. Go-Live support will not exceed a period of one (1) week per campus. Following Go-Live

support, the solution will be transitioned from the Services team to Technical Support.

22

OPTIONAL PROJECT 2 – TRANSCRIPT CAPTURE SOLUTION

Scope

The Transcript Capture solution enables the processing of paper transcripts, which will be

scanned into the Software and enter a recognition process where an OCR engine will read each

transcript according to a configured template, and save the course and student data it finds.

Once the OCR process is complete, each transcript enters a verification process where a user will

review the results and make changes to indexing data as needed.

The solution offers course filtering to excluding courses from the uploads. Course filtering will

exclude all courses of a particular grade (i.e. delete courses with grades = D, F, W, I) or all

courses above or below a certain number (i.e. delete course below 101 or above 499). This logic

applies to all external organizations universally.

The solution also offers translation of the following fields within the Advanced Capture process:

Term, Year, and Grade. The following are the parameters for each translation:

1. Letter grades – OnBase will drop a plus or minus 2. Number grades – translate to appropriate letter grade as per the table

below: Captured value Replacement

Value 4.0-3.5 A 3.4-2.5 B 2.4-1.5 C 1.4-1.0 D 0.0 F 3. Term Captured value Replacement

Value 'Anything containing 'SUMMER'

SUMMER

'Anything containing 'FALL'

FALL

'Anything containing 'WINTER'

WINTER

'Anything containing 'SPRING'

SPRING

'Anything starting with JUN, JUL or AUG’

SUMMER

23

'Anything starting with SEP, OCT, NOV, or DEC’

FALL

'Anything starting with JAN, FEB, or MAR’

WINTER

Anything starting with APR or MAY’

SPRING

06-08 SUMMER 09-12 FALL 01-03 WINTER 04-05 SPRING FA, F1, FL FALL WT, WN WINTER SU SUMMER

4. Year – For any value listed below, the customer will choose one of the

years listed. Captured value Replacement

Value FALL 2013-14 2013 OR 2014

FALL 2013-2014 2013 OR 2014 SUMMER 2013-14 2013 OR 2014 WINTER 2013-14 2013 OR 2014 SPRING 2013-14 2013 OR 2014 SUMMER 2013-2014

2013 OR 2014

WINTER 2013-2014

2013 OR 2014

SPRING 2013-2014 2013 OR 2014

The Transcript Capture Solution is implemented in a succinct timeframe of ten (10) weeks. The project includes an onsite solution verification session, wherein the Hyland project team will review the predefined solution and discuss the specific configuration options included. The Customer Team is expected to come to agreement on these decisions during the Solution Verification session. Once this session is complete, the project team will document the decisions and review once more with the customer team.

Customer deliverables must be completed within five (5) business days of the Solution Verification session. Once documentation has been approved, Workflow implementation will begin. After the solution has been imported, configured and unit tested, the project team will complete an onsite train-the-trainer and User Acceptance Testing kick off session. At the completion of the session, the Customer team will spend ten (10) business days testing the solution and reporting any issues to Hyland. Five (5) business days will then be spent on correction of issues and regression testing, and then the solution will be migrated into the production environment.

24

The scope of this project includes the following services:

A. Onsite solution verification session; B. Implementation of preconfigured items (see “Preconfigured Items” section); C. Configuration of:

1. One (1) AutoFill Keyword Set of student demographic data that will be populated via a delimited flat file import of data extracted from the Student Information System (“SIS”);

2. One (1) AutoFill Keyword Set to hold Ext Organization Address and ID data populated via a delimited flat file import of data extracted from the SIS;

3. Ten (10) transcript templates which will be selected prior to the onsite Solution Verification session;

4. One (1) scan queue; 5. Security - import of users, user groups and permissions. Customer must submit

users via comma separated quote delimited file that contains the following: a. User name b. Password (will default) c. Real name d. Email address

D. Two (2) days of onsite training: 1. One (1) day of train the trainer and administrator training on Software solution

for up to five (5) attendees; and 2. One (1) day of onsite training for up to five (5) designated resources on creation

of templates using Advanced Capture.

Preconfigured Items

The following items are preconfigured within the solution:

A. One (1) College Transcript document type with the following standard keyword types (asterisk indicates keyword is captured by OCR):

1. First Name 2. Middle Name 3. Last Name 4. ID 5. SSN 6. Date of Birth 7. Email Address 8. Ext Course Title* 9. Ext Course Grade* 10. Ext Course Credits* 11. Ext Course Number* 12. Ext Course Subject* 13. Ext Course Term* 14. Ext Course Year* 15. Degree Status 16. Degree Level 17. Degree Date 18. Degree Code

25

19. Cumulative GPA 20. Ext Organization Name 21. Ext Organization ID 22. Ext Organization Address 23. Ext Organization City 24. Ext Organization State 25. Ext Organization ZIP 26. Ext Organization Country

B. Export course and External Org (transferring institution) data to the Student Information System (SIS) via a flat delimited text file.

C. Export images with a flat delimited text file containing the document keywords and a reference to the image for import into another document management system; and

D. Deletion of images and keywords out of Software.

Services

Solution Verification, Implementation, Project Management

Deliverables

Software Solution, Solution Requirements Document, Solution Administration Guide,

Solution Training Guide

Customer Deliverables and Responsibilities

The items in the table describe Customer responsibilities, and expected completion timelines.

Deliverable/Action Description Expected Completion

Update Frequency

Sample AutoFill Keyword set export file

Flat file containing student demographic data and data points necessary to be displayed on review sheet or for routing.

Within 5 Business Days after Solution Verification Session

As needed

Hardware/Software Configuration

Configuration of servers, prerequisite software, scanners, etc.

Prior to the onsite Solution Verification Session

Once

Transcript Sample Deliver 10 transcript samples per template

Prior to the onsite Solution Verification Session

Once

26

Deliverable/Action Description Expected Completion

Update Frequency

Testing of Solution User Acceptance Testing of the solution and reporting back of any questions or issues.

Within 10 business days of training session

Once

Assumptions




A. If Customer requires changes to pre-configured objects or would like to substitute additional functionality for a feature that comes preconfigured, a Project Change Order will be processed to add time and budget;

B. Customer SIS is live within the production environment; C. Fields to be exported from the Software will not exceed two hundred and forty-nine

(249) characters; D. Each form type will be received with the same aspect ratio and dimension; E. Success rate of OCR is dependent on the quality of the image. The background of forms

must be free of extraneous images, patterns, handwriting, circles, highlighting, or any other formatting that will interfere with the data;

F. Source documents must be scanned into OnBase from original paper format or imported from original digital rendition. Using facsimile, photocopy, and other reproductions of an original may result in lower recognition rates;

G. Borders will not be added to images, or removed from images, so that the resulting scanned image matches the original as closely as possible;

H. Back sides of transcripts may be scanned separately as a separate document type as the cross-referenced legend;

I. The solution will be configured and used the same way across the organization. The project scope does not include modifications to account for different campuses, districts, etc.;

J. OCR misreads will be identified and corrected manually by the customer; K. The solution does not include additional data modification, translations or calculations

from what is described within the scope. Users are responsible for reviewing data and modifying as necessary; and

L. Course filtering can be configured at either the template or Workflow level; Customers must decide on one approach for their solution.

Project Assumptions

A. This project is based on the assumption that the installation of OnBase is included in Project One (1);

B. This scope includes implementation at one (1) campus, or assumes that transcript processing will be done centrally for all campuses;

27

C. The Solution Requirements Document will be completed following the onsite solution verification session. It must be reviewed and approved by the Customer project team within five (5) business days of delivery.

D. This solution is meant to be implemented in a timeframe of ten (10) contiguous weeks. The project team should be prepared to make quick and timely decisions throughout the implementation. Customer must alert the Hyland project team of Customer project team vacation or other project scheduling conflicts at the start of the project. If there are significant project gaps due to Customer resource availability, a change order will be executed to account for additional cost;

E. Discovery of additional processes not listed within this proposal is considered a change in scope and will require a change order;

F. The solution will consist of a total of two (2) onsite visits from up to three (3) resources from Hyland Software. All other activities will be performed remotely.

1. Trip 1: Two (2) business days, Solution Verification and installation 2. Trip 2: Two (2) business days, User Acceptance Test kick off and training sessions

G. The User Acceptance Test period will not exceed ten (10) business days; 1. Customer is responsible for documentation and execution of the User Acceptance

Testing plan; 2. Customer is responsible for testing the solution and reporting issues to Hyland

during the test period; H. Project will go live in one (1) phase; I. Project scope assumes a day-forward implementation; J. Go-Live support will not exceed a period of five (5) business days:

1. Following Go-Live support, the solution will be transitioned from the Services team to Technical Support;

2. The Customer OnBase System Administrator must participate in the migration to production.

Customer Responsibilities

The Customer is responsible for the following: A. Providing a delimited data file from the SIS to be used to populate the AutoFill Keyword

Set. Customer will provide this file to Hyland for testing immediately following the onsite Solution Verification session;

B. Providing scanning hardware and associated software/drivers, ensuring scanners can perform 300 dpi color scanning and that Kofax VRS or Fujitsu PaperStream software is installed on the devices;

1. Configuration of scanners and scanning workstations that will be used for live processing prior to the onsite Solution Verification session;

2. Customer will use consistent scanning hardware campus-wide; 3. Customer will ensure that scanners are in proper working order and cleaned

regularly; 4. Customer must use a consistent scanning process;

C. Manually deleting the courses from within the indexing panel that should not be uploaded or stored;

D. Managing course equivalency data and the rules used for data match between course data loaded from transcripts through OCR and course data that exists in the Customer's course equivalency database;

28

E. Providing data and images that will be used to configure the templates in 300 dpi color; F. Providing a representative sample of documents and data for testing/validation of the

configured template. To ensure the best possible capture results, no less than ten (10) examples of each school transcript shall be provided to Hyland. Complete information should be present in all desired fields to be captured, including information in multiple columns; and

G. Manual correction of OCR misreads.

Exclusions

The scope of the project does not include:

A. Configuration of high school, military, and multi-district transcript templates; B. Configuration of logic to convert fields captured with null values to actual values; C. Image modification; and D. The following modules will not be implemented:

1. XML Tag Import Processor; and 2. EDI TS 130 Processor.

29

OPTIONAL PROJECT 3 – RECORDS MANAGEMENT AND INTEGRATION FOR

OUTLOOK

Scope

Hyland will implement the following modules within the Solution:

A. Records Management for one (1) managed record and one (1) retention plan; B. Integration for Microsoft Outlook; C. Document Retention for one (1) plan.

Services

Requirements Analysis, Implementation, Project Management

Deliverables

Software Solution

Assumptions




A. Integration for Microsoft Outlook will be implemented concurrently with Project One; B. Records Management will be implemented in a separate phase; C. The Records Management purge process will be manual; D. This project does not include the implementation of Workflow for Records Management.

30

DESCRIPTION OF SERVICES

The types of services outlined below are included in one or more of the project areas covered in

this services proposal, and are encompassed in Hyland’s standard engagement methodology.

Please refer to the specific project described in the Project Areas section of this document to

determine which of these services are in scope for a particular project.

1. Requirements Analysis a. Project Initiation: Hyland and Customer allocate project resources, and create the

initial project timelines. Hyland provides Customer with requirements preparation materials, and customer returns completed materials to Hyland in advance of on-site engagement;

b. Requirements Capture: Hyland collaborates with the Customer’s project team to discover and define the detailed requirements of the solution. Discussions focus on the requirements to meet Customer’s business objectives, including any integrations that may be in scope for the project;

c. Requirements Documentation: Hyland composes formal documentation containing the requirements of the solution. Additional follow up items may be discussed with the subject matter experts to close any gaps in the understanding of the captured requirements during the Requirements Capture. Once complete, the documentation is delivered to the Customer’s project team for review; and

d. Requirements Review: Hyland reviews the requirement documentation with the Customer’s project team to validate the requirements. Modifications to the document are made as necessary and a finalized document and refined implementation estimate is delivered to the Customer’s project team for final approval.

2. Implementation

a. Solution Design: Hyland designs the solution based on best practices and the agreed upon requirements documentation;

b. Solution Implementation: Hyland configures the solution to fulfill the requirements captured in the requirements documentation;

c. Solution Unit Testing: Hyland will validate that the Solution conforms to the approved Solution Requirements Document. Upon completion of unit testing and incorporation of any changes to the solution, Hyland will inform the Customer unit testing is complete;

d. Training Material Generation: Hyland will compose training materials specific to the configured solution for use by Customer’s designated trainers. Customer trainers may modify the document to meet Customer personnel needs;

e. Training: The Hyland team trains the customer’s designated system administrators, testers, and trainers responsible for educating their user-community. This training is oriented towards the Customer’s specific solution, and therefore, foundational Software training is expected to have been completed by the Customer’s resources prior to receiving this solution-specific training and knowledge-transfer. “Train-the-

31

trainer” session executed for up to ten (10) Customer designated testers and/or trainers;

f. Customer Testing Support: Hyland will support the Customer’s testing of the configured solution. Customer-created business test cases are used by Customer’s resources to test the Solution. Customer should prepare for these activities by defining test plans and scripts early in the project process, for example following Requirements Analysis phase. Hyland will make any required changes to the Solution to fulfill any items that are prohibiting the Solution from functioning in accordance with the Solution Requirements Document. Requested changes, which are not documented in the Solution Requirements Document, may result in a change order;

g. Administrator Manual Generation: Hyland will compose a manual specific to the configured solution, which provides guidance to the Customer’s system administrators on the support and maintenance of the solution;

h. Solution Migration: Hyland will migrate the Solution from the environment used for testing to the production environment; and

i. Go Live Support: Hyland will provide support to the Customer during initial production usage of the Solution to address issues and answer questions from the Customer.

3. Project Management

Project Management services cover the overall management and coordination of Hyland

team resources, project schedule, scope, issues and general coordination of solution

delivery. Services in the OBS include the following. If additional project management

services are required, a change order will be executed.

a. Provide a project Kickoff and review the scope at the onset of the project in order to establish a mutual understanding of the services to be provided;

b. Create and maintain a project Status Portfolio which will be reviewed each week during a 30 minute review call;

c. Coordinate activities with Customer’s designated project manager/lead to facilitate successful management of the project within the defined scope;

d. Coordinate activities of the Hyland resources within the defined scope; and

e. Provide supporting activities as deemed appropriate and relevant.

Portfolio Item

Recipients Responsibilities Update Frequency

Status Report Project Team Hyland Project Manager, Customer Project Manager

Weekly

Issue Log/Action List

Project Team Hyland Project Manager, Customer Project Manager

Weekly

Project Schedule

Project Team, Project Sponsor

Hyland Project Manager As Required

32

4. Solution Verification

Solution Verification covers the project initiation and review of the Software solution(s) and

includes the following major activities:

a. Resource allocation and creation of the initial project timelines by both Hyland and Customer;

b. Project kickoff meeting; c. Solution demonstration with Customer subject matter experts from the business

areas and technical experts from IT, interfaces and applications; d. Review of the solution questionnaire with Customer experts; and e. Sign off on configurable items.

Project Charter

Project Team, Project Sponsor

Hyland Project Manager Once

33

DESCRIPTION OF DELIVERABLES

The types of deliverables outlined below are included in one or more of the project areas covered

in this services proposal, and are encompassed in Hyland’s standard engagement methodology.

Please refer to the specific project described in the Project Areas section of this document to

determine which of these deliverables are in scope for a particular project.

1. Software Solution: a. The implementation of the requirements defined during discovery sessions with

Customer.

2. Solution Administration Guide: a. A technical reference document containing critical details related to the delivered

solution and/or service engagement. This document is intended for Software solution administrators and IT management/support and is meant to be an aid in the ongoing support of Software.

3. Solution Requirements Document: a. Composed as a result of the gap analysis and requirements gathering process; b. Contains all requirements related to the base installation, configuration, and

deployment of the Software. Generally the focus in this document covers the ingestion, archival and retrieval requirements of the documents;

c. Describes the proposed business requirements of the Workflow solution; d. Contains a series of use cases detailing the process flows which comprise the

Workflow solution; and e. Outlines tasks and expectations which are the responsibility of Hyland as well as the

Customer.

4. Solution Training Guide : a. An end user training reference containing descriptions of the user interface (“UI”)

components configured for a specific solution; b. Intended to be republished by the Customer’s internal software training/education

staff to comply with internal training delivery requirements; and c. Guide is provided as a Microsoft Word document to allow Customer trainers to

extract, modify or reformat the content as needed.

5. Conversion Validation Report: a. Signifies completion of activity on the conversion project; b. Final deliverable report with legacy system and converted Software document

counts; complete reconciliation, accounting for 100% of documents; and c. Exception documents are noted along with specific reason for failure.

34

PRICING ESTIMATE

Customer acknowledges that the services estimated are based solely on the information

provided to Hyland and referenced in the above Project Area(s).

Project Name Estimate Type Estimated Hours Amount

Project 1 - Conversion from

Singularity to OnBase and

Installation

Time and

Materials

686 $125, 760.00 USD

Optional Project 2 -

Transcript Capture Solution

(These services are for the

Transcript Capture

Solution only they are not

required for migration

from Singularity to

OnBase)

Time and

Materials

226 $37,520.00 USD

Optional Project 3 - Records

Management and

Integration for Outlook

(These services are for the

Records Management and

Integration for Outlook

Solution only they are not

required for migration

from Singularity to

OnBase)

Time and

Materials

54 $10,360.00 USD

Total $173,640.00 USD

Resource Hourly

Rate

Technical Consultant $190.00

Project Manager $200.00

Business Consultant $215.00

35

Pricing and Project Assumptions

The cost estimates were created using the following assumptions:

a. Services described above will be delivered in accordance with the terms of the current services contract for blanket services in place between Hyland and Customer, contract # xxxx-xxxxxx-xxxxx;

b. Pricing represents a time and materials services estimate. Customer will be billed monthly for actual hours incurred. Travel and expenses are additional to this cost.

c. Project start date(s) are subject to a mutually agreed upon schedule after execution of contract;

d. The above pricing estimate includes estimated services fees only; e. Where applicable, travel time for services personnel is charged at ½ (one half) applicable

services rates and will not exceed eight (8) hours per one-way trip; f. Where applicable, travel expenses are not included in this estimate and will be charged

separately; g. Each deliverable created during this project will use Hyland’s standard deliverable

templates. Customer requested changes to the deliverable template may increase project costs or introduce timeline delays;

h. The solution is intended to be implemented in a timeframe of contiguous weeks. Scheduling delays that impact the project timeline will result in changes to project cost;

i. It is the Customer’s responsibility to ensure that Hyland Consultants will be able to remotely and independently access their environment;

j. Changes to the scope of the project will be documented in a Project Change Order which will be executed by the Customer;

k. Train-the-trainer session incudes instruction on one (1) OnBase client.

36

CUSTOMER RESPONSIBILITIES/OBLIGATIONS

To facilitate Hyland’s performance of the above services, Customer agrees to the following:

1. Project Management

A single point of contact whose responsibilities include but are not limited to:

a. Collaboration with Hyland resources on the project schedule; b. Coordination of key departmental decision maker(s), subject matter expert(s), end-

user representative(s), third party software application resources, project team representative(s) related to the project area, steering committee, project sponsorship;

c. Facilitate timely decision making and resolution of issues; d. Coordination of Customer resources for the testing and regression testing cycles of

the configured Software solution; e. Tracking and reporting test results; and

f. Arrange for physical workspace and tools (desks, meeting rooms, training rooms, conference phones, etc.) for duration of the project to accommodate scheduled onsite activities.

2. Installation and Deployment a. Properly setup environment in accordance with Hyland’s prerequisites. Setup will

consist of the installation, configuration, and administration of, but not limited to, all hardware and operating systems, database instance(s), networking, and required third-party software;

b. Local and remote access through the use of dedicated user account(s) with appropriate privileges to the Software and relevant third party systems for the engaged Hyland project team;

c. Setup, execution, and validation of the database maintenance plan for each Software instance;

d. Perform routine scheduled backups and maintain disaster recovery and contingency plans;

e. Packaging and deployment of the client Software. Deployment of supporting client hardware (e.g. scanner, signature device) and related third party software (e.g. drivers, licenses) for the Software solution;

f. All scanning devices (MFP, MFD, high volume scanners) will be installed, configured and performing to manufacturer’s specifications;

g. The same scanner make/model used in production-level scanning will be available in the test environment;

h. Customer is responsible for the installation or configuration of third party software;

i. All necessary components including, but not limited to, power, lighting, network connections and environment controls deemed necessary for the proper functioning of the system;

j. Installation and support of all hardware and operating, database, and application software; and

k. Customer will provide systems access and include third-party vendors or subject /technical matter experts as required.

37

3. Software Integrations a. Local and remote access (VPN) through the use of dedicated user account(s) with

appropriate privileges to the Software; b. Remote access must be provided prior to Hyland’s arrival at Customer facilities;

c. Provide interface specialists and technical resources deemed necessary; and

d. Third party application setup (i.e. install, configuration), testing, training, and go-live support related to the integration with the Software.

4. Testing/Training a. At least one (1) Software system administrator will or has attended Software system

administrator training and will participate actively in the entire project lifecycle for knowledge transfer. The Customer system administrator will support all Software environments, and solutions;

b. At least one (1) Software Workflow administrator will or has attended Software Introduction to Workflow training and will participate actively in the entire project lifecycle for knowledge transfer. The Customer Workflow administrator will support all Software environments, and solutions;

c. Setup of the Software testing/training workstation(s) (e.g. PC and scanner) including the installation of all necessary software;

d. Customer is responsible for the creation, development and execution of test cases;

e. Customer is responsible for end-user training on the use of the Software.

5. Project Personnel a. Customer will assign a project sponsor, who will be actively involved in the project

and is the final escalation point for all issues and decisions; b. Customer is responsible for designating the appropriate Customer personnel to

attend and contribute to all project meetings for the duration of the project; c. Customer is responsible for timely completion of deliverables and action items

throughout the course of the project; d. Customer project resources will not change through the duration of the project;

e. Customer will assign and Hyland will have access to the appropriate business process owners and resources for the project in a timely manner when requested;

f. Database administrator, network administrator, subject matter experts, etc., will be available in a timely manner on an as-needed basis;

g. Customer will assign and Hyland will have access to the appropriate technical resources for the project in a timely manner when requested;

h. At least one (1) Information Services (“IS”) / Information Technology (“IT”) representative to assist with the installation with regards to network and system administration; and

i. At least one (1) Software Administrator to assist in establishing network rights to appropriate disk groups on Customer’s file servers for Customer’s users.

38

Software Licensing and Maintenance:

Software Maintenance must be paid and current in order to be eligible to receive comparable software discount.

PROJECT 1: Conversion from Singularity to OnBase and Installation

OPTION 1: ON-PREMISE Comparable Software Discount Table

OnBase Software

OnBase Product Name Quantity License

Cost Singularity

Credit Total Annual Maintenance Price

Multi-User Server 1 $8,000 $8,000 $1,600

Web Server 1 $10,000 $10,000 $2,000

Disconnected Scanning (1) 1 $5,000 $5,000 $1,000

Disconnected Scanning (2+) 5 $10,000 $10,000 $2,000

Concurrent Client (Quantity 1-100) 25 $30,000 $30,000 $6,000

Application Enabler 1 $15,000 $15,000 $3,000

Distributed Disk Services 1 $5,000 $5,000 $1,000

Document Import Processor 1 $5,000 $5,000 $1,000

Software Licensing Total

*$88,000

Discounts Total (Credit) ($88,000)

Annual Maintenance Cost

**$17,600

PROJECT 1: Conversion from Singularity to OnBase and Installation

OPTION 2: HOSTED Comparable Software Discount Table

OnBase Software

OnBase Product Name Quantity License

Cost Singularity

Credit Total Annual Maintenance Price

Multi-User Server 1 $8,000 $8,000 $1,600

Web Server 1 $10,000 $10,000 $2,000

Disconnected Scanning (1) 1 $5,000 $5,000 $1,000

Disconnected Scanning (2+) 5 $10,000 $10,000 $2,000

Concurrent Client (Quantity 1-100) 25 $30,000 $30,000 $6,000

Application Enabler 1 $15,000 $15,000 $3,000

Document Import Processor 1 $5,000 $5,000 $1,000

Software Licensing Total

*$83,000

Discounts Total (Credit) ($83,000)

Annual Maintenance Cost

**$16,600

*Note: The total comparable software is provided to North Orange County Community College District at no cost as comparable to ongoing Singularity

licenses covered under maintenance.

**Note: The ongoing maintenance for the OnBase comparable licenses will be required to be paid at the execution of contract.

39

Comparable Software Descriptions for Project 1

Multi-User Server:

Provides utilities, OnBase Configuration, Basic Text Search and Print Servers, three-tier OnBase Broker and a License

to use the copyrighted OnBase Database in conjunction with a supported SQL Database Management System (DBMS)

in a single instance, multi-user environment.

Web Server:

Provides an ActiveX or HTML browser interface to access documents stored in an OnBase database via the Internet,

Extranet, or corporate Intranet. Each physical Web Server connecting to an OnBase database requires a separate

Web Server license.

Concurrent Client License:

Provides retrieval, viewing, printing, and management of documents. As a “rule of thumb,” concurrent client licenses

are issued on a 1:4 ratio of licenses to users requiring access.

Disconnected Scanning

Provides users with a robust document capture solution that is used while disconnected from OnBase. Supports

Kofax, ISIS, and TWAIN scanning

Application Enabler:

Provides image enabling to third-party software applications that are GUI, browser, or text-based. Due to the variety

of applications, Solution Providers must verify that an application can be enabled prior to selling this module. As part

of the verification, Solution Providers are also required to complete a pre-qualification form located on

www.teamonbase.com. Please make no assumptions. If verification is unsuccessful, Hyland can be contacted for

assistance.

Distributed Disk Services (for on premise option):

Regulates public access to a server through middleware software that acts as a proxy for accessing Disk Groups.

Because communications with the OnBase Client are handled through TCP/IP, administrators are not required to use

Windows Shares or UNC paths for Disk Group access.

Document Import Processor:

Imports documents (scanned or other) and their respective index information. This module is often used in

conjunction with third party forms processing software as well as data conversion utilities.

40

Additional Software Considerations and Descriptions

OnBase Software

Optional Project 2 Software Considerations

OnBase Product Name Quantity License Cost Total Annual Maintenance Price

Transcript Capture and Transfer Course Evaluation Outcome-Based

Solution (REQUIRED) 1 $90,000 $18,000

TC/TCE Process Automation for Banner (OPTIONAL) 1 $48,000 $9,600

Optional Project 3 Software Considerations


Records Management (REQUIRED) – Provides utilities, OnBase

Configuration, Basic Text Search and Print Servers, three-tier OnBase

Broker and a License to use the copyrighted OnBase Database in

conjunction with a supported SQL Database Management System

(DBMS) in a single instance, multi-user environment.

1 $20,000 $5,000

Integration for Microsoft Outlook 2013 (REQUIRED) – Allows a Microsoft Outlook 2013 user to interact with an OnBase system through the familiar Outlook client. Provides users the ability to save e-mails and/or any associated attachments by simply dragging the e-mail to the “OnBase” folder. Users can also retrieve documents from the interface.

1 $5,000 $1,000

Additional Software Considerations (not required for the outlined projects but may be desired in the future)


Workflow Concurrent Client SL (1-20) - Provides electronic document routing through a configurable work process. Includes pre-configured rules, actions, transitions, and notifications and additional capabilities for Visual Basic scripts. Provides access to Workflow functions in order to perform work and complete tasks on documents. Includes E-Forms.

1 $1,600 $320

Concurrent Client SL (1-100) - Provides retrieval, viewing, printing, and management of documents. As a “rule of thumb,” concurrent client licenses are issued on a 1:4 ratio of licenses to users requiring access.

1 $1,200 $240

Disconnected Scanning - Provides users with a robust document capture solution that is used while disconnected from OnBase. Supports Kofax, ISIS, and TWAIN scanning.

1 $2,000 $400

41

The OnBase Cloud Costs – Project 1 (Option 2)

*Annual Maintenance reduces to $16,600 with the hosted option because Distributed Disk Services will

not be required. Please note that this is for the Project 1 – Conversion from Singularity to OnBase

Installation project only. Any additional solutions or software modules may increase the hosting costs.

**The Total Ongoing Monthly Cost includes the OnBase Cloud Monthly Hosting Fee, the Sandbox

Environment and the estimated fee for additional consumption over the 83GB that is currently allocated.

42

ONBASE TRAINING COURSES

Course Title Fee Course Description

System Administration

Hyland Software does

recommend at least one

Individual at the Colleges

completes

OnBase System

Administration training.

$2,800 Per person at

Hyland

$16,800 On-site, plus

T&E

The System Administration course is

designed to introduce new and

existing system administrators to the

use, maintenance, and administration

of OnBase. The class provides in-

depth, hands-on experience based on

using actual business scenarios. The

class also investigates technical

support processes, effective

maintenance strategies, online

documentation, and other resources

available to OnBase system

administrators.

Duration: 5 days

Introduction to Workflow $2,800 Per person at

Hyland

$16,800 On-site, plus

T&E

The Introduction to Workflow course

introduces OnBase partner technical

staff to the processes and tools

associated with creating, modifying,

and troubleshooting OnBase workflow

implementations. Training scenarios

require students to employ multiple

functions within their Workflow

design. The course employs a hands-

on approach to understanding

Workflow interactions and design

possibilities.

Duration: 5 days

43

Hardware and Operating System Requirements

NOTE: The following are recommended requirements for use with OnBase version 10.0.

OPERATING SYSTEM ONBASE CLIENT

WEB/ APPLICATION

SERVER

WEB CLIENT / DESKTOP

UNITY CLIENT

JAVA WEB CLIENT

WINDOWS XP SP3

(OR LATER SERVICE PACK) X N/A X X X

WINDOWS SERVER 2003 SP2

(OR LATER SP)

X X X X X

WINDOWS VISTA SP1

(OR LATER SP) X N/A X X X

WINDOWS SERVER 2008

(OR LATER SP) X X X X X

WINDOWS SERVER 2008 R2 X X X X X

WINDOWS 7 X N/A X X X

APPLE MAC OS X

(VERSION 10.4 OR LATER) N/A N/A N/A N/A X

44

CLIENT RETRIEVAL WORKSTATION

RECOMMENDED REQUIREMENTS

CPU 2 GHz or faster

MEMORY 1GB or greater (2 GB or greater for Vista and later versions of Windows)

FREE HARD DISK SPACE 500 MB

VIDEO RESOLUTION 1280 X 1024 (1440 X 900 widescreen)

OCR PROCESSING WORKSTATION


CPU 2 GHz or faster




SCANNING WORKSTATION


CPU 2 GHz or faster


FREE HARD DISK SPACE 1 GB for system files and OnBase software

SCANNER TWAIN compliant


CD AUTHORING WORKSTATION


CPU 2 GHz or faster


FREE HARD DISK SPACE

1 GB for system files and OnBase software

1 GB for ISO image

1 GB if exporting/publishing, for the Export directory structure

SUPPORTED CD WRITER For a complete, up-to-date listing of the supported CD writers, contact

your authorized service provider.


45

DVD AUTHORING WORKSTATION


CPU 2 GHz or faster


FREE HARD DISK SPACE

1 GB for system files and OnBase software

6 GB for UDF image

1 GB if exporting/publishing, for the Export directory structure

SUPPORTED DVD WRITER For a complete, up-to-date listing of the supported DVD writers, contact

your authorized service provider.


Please note that as of release 7.2, OnBase no longer supports the use of the Windows® NT 4.0 and

Windows® 98 operating systems. This is the direct result of Microsoft’s decision to retire its support of

Windows NT 4.0 on January 1, 2005 and Windows® 98 on July 11, 2006. Microsoft no longer offers

technical support or security updates for the operating systems.

DESKTOP RECOMMENDED REQUIREMENTS

MICROSOFT .NET FRAMEWORK

Local mode:

.NET Framework 4.0 (Full Profile/Extended)

Remote mode:

.NET Framework 4.0 (Client Profile)

MICROSOFT MSXML Microsoft MSXML 4.0 SP2 or later

E-MAIL PLATFORM MAPI 1.1 Compliant Email Client connection and supporting Active

Messaging DLLs.

CPU 1 GHz

SYSTEM MEMORY 1GB or greater (2 GB or greater for Vista and later versions of Windows)


SCREEN RESOLUTION 1280 X 1024 (1440 X 900 widescreen)

46

DATABASE MINIMUM REQUIREMENTS

SUPPORTED DATABASES

SQL Server 7.0*

SQL Server 2000* (SP4 is recommended)

SQL Server 2005* (S_2 or later recommended)

SQL Server 2008 (RTM and SP1; SP1 is recommended)

SQL Server 2008 R2

Oracle 8: 8.0.5.0 or greater (third-party ODBC driver is recommended)

Oracle 8i: 8.1.7.7 or greater (ODBC drivers should be 8.1.7 or greater)

Oracle 9i: Release 1 and Release 2 (9.2) (Oracle Client Driver 10.2.0.3

recommended)

Oracle 10g: Release 1 and Release 2 (Oracle Client Driver 10.2.0.3

recommended)

Oracle 11g Release 1 and Release 2

Sybase SQL Anywhere 5.5.04, 7.0.0-7.0.3, 8.0.1, 9.0, 10, and 11**

*Microsoft SQL Server 7, 2000, and 2005 must be running in compatibility mode 7 or greater.

*Sybase SQL Anywhere 11 - Some OnBase modules are not available when using a Sybase SQL Anywhere

11 database. For updates on the status of Sybase SQL Anywhere 11 support, please contact Technical

Support.

WEB SERVER RECOMMENDED REQUIREMENTS

Web Servers must be dedicated purpose servers; not used as a domain controller, DNS server, non

OnBase web server, email server, print/database/file server, index server, proxy server, network backup

server, jukebox manager, network performance monitor, Client processing workstations or

Workflow/API Client brokers. Network and disk I/O hardware should be optimized for performance and

redundancy. A Gigabit Ethernet connection to the file server and minimal latency connection to the

database server are recommended.

CPU Intel Xeon processor with multiple cores or processors

MEMORY 4 GB

IIS Microsoft IIS 6.0, 7.0 and 7.5

SERVER .NET/XML /RUNTIME LIBRARIES

Microsoft .NET Framework 3.5 SP1 or later SP AND Microsoft.NET

Framework 4.0 (Full Profile/Extended)

Microsoft MSXML 3.0 (SP 5 or later) AND MSXML 4.0 SP2

Microsoft Visual C++ 2008 Redistributable Package (x86)

FREE HARD DISK SPACE 1 GB

NETWORK CARD Gigabit Ethernet

WEB BROWSERS Microsoft Internet Explorer 8.0

47

WEB CLIENT RECOMMENDED REQUIREMENTS

WEB BROWSER Microsoft Internet Explorer 6.0 SP1 or later, 7.0, 8.0

MICROSOFT MSXML Microsoft MSXML 3.0 SP5 or later

E-MAIL PLATFORM MAPI 1.1 Compliant Email Client connection and supporting Active

Messaging DLLs.

CPU 1 GHz

SYSTEM MEMORY 1 GB



UNITY CLIENT RECOMMENDED REQUIREMENTS

WEB BROWSER Microsoft Internet Explorer 7.0 or 8.0

E-MAIL PLATFORM Microsoft Outlook 2007

CPU 1 GHz

GRAPHICS CARD 256 MB and DirectX 9.0c support

SYSTEM MEMORY 1GB or greater (2 GB or greater for Vista and later versions of Windows)



JAVA WEB CLIENT RECOMMENDED REQUIREMENTS

WEB BROWSER

For Macintosh:

Safari 4.x and 5.x

Firefox 3.5x and 3.6x

For Windows:

Firefox 3.5x and 3.6x

Internet Explorer 7.0 and 8.0

JAVA PLATFORM Java 2 SE Runtime Environment, 1.5 or later

48

VIRTUAL ENVIRONMENTS

Hyland Software develops, tests, and supports the OnBase suite of products on specific Operating

Systems, not specific hardware configurations. When OnBase is operated in a virtual environment

(such as Citrix, VMware, Hyper-V or Windows Terminal Server), there may be limitations or subtle

differences imposed by the environment. The customer and the virtual environment vendor will be

responsible for any interactions or issues that arise at the Hardware or Operating System layer as a

result of their use of a virtual environment.

When it appears that an OnBase performance-related issue is either caused by (or is unique to), the

virtual environment, organizations may be asked to validate that the issue occurs in a non-virtual

environment. Hyland Software will make this request if there is reason to believe that the virtual

environment is a contributing factor to the issue.

Each OnBase site is unique. Hyland Software depends on the customers who deploy OnBase in

virtual environments to do so only after careful design and adequate planning (that takes into

account the workloads of your organization), and in accordance with recommendations provided by

the virtual environment’s vendor. As with any implementation, Hyland Software strongly

recommends that any customer deploying an OnBase solution in a virtual environment thoroughly

test the solution before putting it into production.

For information about using OnBase in a Citrix, and Terminal Server environment, please see the

OnBase in a Citrix and Terminal Server Environment reference guide, available from your solution

provider.

64-BIT SUPPORT STATEMENT

The OnBase suite of products is tested on 64-bit systems and is capable of being deployed on 64-bit

systems using the Windows 32-bit on Windows 64-bit Emulator (WOW64) layer.

For the OnBase Client, 64-bit HASP drivers are available, allowing modules that require a HASP to

operate on a 64-bit system. Supported database versions that are deployed on a 64-bit database server

are also supported.

64-bit Oracle and SQL Server database servers are supported. For more information, contact your

solution provider.

49

APPENDIX A - CORPORATE OVERVIEW

HYLAND SOFTWARE, INC.

Purpose

“To enable organizations to operate more efficiently and effectively."

Overview

Established in 1991, Hyland Software is a software development company located in Westlake,

Ohio (fifteen miles west of Cleveland) and is a leading U.S. provider of electronic document

solutions. Hyland Software develops software that addresses an end user's electronic document

management needs at the department and enterprise levels. We continue to provide solutions

that are designed to allow our customers to gain new efficiencies and maintain a competitive

advantage in their respective industries.

Our business revolves around our customers. We provide organizations with solutions that help

them streamline their work processes and share information among their employees, business

partners, and customers. We address our customers' needs with software that contains out-of-

the-box functionality and people who exhibit responsiveness, honesty, and integrity.

Vision

Hyland Software’s solutions enable a broad spectrum of organizations of all sizes to improve

operational efficiencies and effectiveness. We allow organizations to manage digital content and

automate business processes that require the exchange of information, including scanned paper

documents, faxes, print streams, application files, electronic forms, web content, multi-media

files, and emails. Our customers use our solutions to archive, manage, and deliver digital

content in a secure and reliable infrastructure across the enterprise. We enable our customers

to address important organizational objectives and industry-specific requirements by delivering

configurable technology that can be deployed, integrated, and maintained in a cost-effective

manner.

50

Core Values

We attribute Hyland Software’s continued success to our core values

HYLAND SOFTWARE’S CORE VALUES

We attribute Hyland Software’s continued success to our core values:

“We conduct ourselves with honesty, integrity, and fairness in our relationships with our partners, customers, employees, and shareholders.”

All dealings with the outside world and with each other as employees are rooted in honesty. We strive to

avoid even the appearance of a conflict of interest. We maintain our integrity when faced with fierce

competition or disappointing news. Our decisions will be fair for all parties involved.

“We deliver configurable business solutions that are intuitive to use.”

Our customers are confident when navigating our solutions. Our customers do not require significant

training on the user interface because it flows naturally. Our customers are able to configure a robust,

rapidly deployable solution without programming.

“Our customers are our partners.”

We approach each business relationship with the mindset that all parties involved have a common goal and

we will reach that goal faster working in collaboration as partners. We approach technical and businesses

hurdles “shoulder to shoulder” with our partners and reject failure as an option. We share our ideas and

knowledge to the benefit of the partnership as a whole.

“Our employees are our family.”

We want each employee to reach his or her maximum personal potential while maintaining a healthy work-

life balance. Our decisions are rooted in a deep sense of care for the individuals that work here and their

families. We maintain a respectful and safe environment for all employees. We are interested in the well-

being of every employee. We value the diversity of our employees, and the different skills and viewpoints

that this diversity brings.

“We are motivated people passionately dedicated to the success of the company.”

Our employees put the success of the company before personal gain. Our employees believe they are part of

something great and that it is their privilege to be here. Our employees are pro-active and excel at self-

direction. Our employees reject cynicism and complacent attitudes. Our employees align their actions with

the goals of the company, but stay vigilant in pursuing constant improvement through constructive feedback.

51

Disclaimer

©2014 Hyland Software, Inc.

All Rights Reserved

Information in this document is subject to change without notice and does not represent a

commitment on the part of Hyland Software, Inc.

All data, names, and formats used in this document’s examples are fictitious unless noted

otherwise.

If Hyland Software, Inc. and you have entered into a nondisclosure agreement, then this

document or accompanying materials provided by Hyland Software, Inc. contains certain

information which is confidential information of Hyland Software, Inc. and which may be used

or copied only according to the terms of such nondisclosure agreement.

Hyland Software® and Singularity® are registered trademarks of Hyland Software, Inc. All other

trademarks, service marks, trade names, and product names used herein are the property of

their respective owners.