Bid Zip RFP #4548 - Laserfiche WebLink

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that can be embedded on intranets, public websites and from within the Laserfiche Web Client. ECS has broad experience in building and implementing hundreds of Forms and Forms processes. Following is a broad range of some examples: 7 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM • Human Resources Forms o Time-Off Requests Form o Travel and Expense Requests Form o New Employee Onboarding and New Hire requests o Personnel Action Form o Employment Application Form: City of Hesperia: https://permits.cityofhesperia.us/Forms/HR-EmploymentApplication • Public Records Request Form o City of Azusa: https://publicdocs.ci.azusa.ca.us/Forms/pra o City of Diamond Bar: https://edocs.diamondbarca.gov/Forms/PRR o City of Lancaster: http://prr.cityoflancas terca.org/Forms/prr • Accident Report Request: City of Clovis PD: https://cpdonlinereport.ci.clovis.ca.us/Forms/TAR • Agenda Submission Form • Election Nomination Form • Purchasing Departmental Forms o Contract & Amendment Submittal Form o Vendor Information Form • COVID-19 related forms and processes • Universal Funding Request Form, Grant Forms, and many more o Hawai’i County: https://records.hawaiicounty.gov/Forms/NPGrantApplication Laserfiche offers Solution Templates (at no additional cost) which feature pre-built processes and forms tailored for a range of business needs. You can download and use these as templates for your own processes with minimal configuration. ECS has developed a Contract Approval Routing System that is available on the Laserfiche Solution Marketplace, also at no additional cost. ECS Imaging Laserfiche WebLink Clients - See how some of our clients are taking advantage of Laserfiche’s WebLink Public Portal - https://ecsimaging.com/documents-on-demand/ System Integration - Laserfiche provides the ability to easily send and pull data information from itself to other business applications in the organization. The ECS team of professionals has executed successful integrations between Laserfiche and 3rd party applications using multiple tools provided including the SDK toolkit, Out of Box Connector wizard, Workflow, Forms and out of box URL links. Common Integrations including but not limited to: • Financial Systems: Tyler-InCode Technologies, Munis Financial, JD Edwards, Eden Financial, Springbook, QSS, Peoplesoft Financials, SAP • ERP/CRM Systems: Peoplesoft, NeoGov, Datatel, Microsoft Navision & Dynamics, Linux-Based, Green-screen, Banner, SalesForce, Redtail • Permit Systems: Sungard Permits, H.T.E., Accela, Eden, Tyler-Energov* • GIS Systems: ESRI, AutoDesk, Geo Docs • Law and Justice: ISD Court Case Management, HITS (Hawaii Island Tracking System), ECS Custom Upload to District Attorney, Mugshot and Sixpack Applications, Criminal Justice Information Systems (CJIS) • Other Applications: Microsoft Office & SharePoint, PlanetPress Transactional Documents, Psigen capture, DocuSign Digital Signatures, OneSpan eSignatures, Granicus, eScribe • Cloud Hosted: Amazon Cloud, Azure and private • And hundreds more with Laserfiche Connector 8 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM * Tyler EnerGov Integration by ECS Imaging - In 2015, ECS Imaging developed a custom integration with the Tyler EnerGov permit system. The Integration offers organizations the ability to centralize long term and archival storage of EnerGov documents and files in Laserfiche. The integration automates the process for sending documents to Laserfiche in an intelligent way – through dynamic routing – that stores incoming documents and metadata into an easy to browse folder structure in Laserfiche. The seamless integration provides users the ability to easily retrieve documents directly from Energov while being stored in Laserfiche. The Integration works with both the Tyler Energov On-premises and Cloud Versions. Data Conversion / Migration - ECS has performed many data migrations and has the tools and expertise to ensure a smooth transition. We will design a data migration strategy that maximizes the speed of your migration while balancing the need to eliminate downtime. Conversions include documents and associated data such as file names, index values, and annotations. Conversion list. The following provides a list of over 30 different systems converted by ECS to Laserfiche: 1. Questys 2. FileNet 3. LibertyNet 4. AX/OTG/Legato 5. Sire 6. OnBase 7. ImageNow 8. DISC Image 9. Image X 10. Documentum 11. SharePoint 12. Papervision 13. Alchemy 14. Microsoft Access 15. OpenText 16. Minolta 17. Sytech 18. Content Verse 19. DAZEL 20. ImageFlow MuniMetrix 21. HP Trim/Rim 22. Infoworks 23. Exigen – Visiflow 24. Fortis/File Magic 25. Alfresco 26. Stellant 27. ATPAC 28. DocStar 29. Excalibur on VAX 30. IBM Content Manager 31. Versatile 32. Sytech 1DocStop 33. Presynct Technical Experience and Certifications Certifications: ▪ MBA ▪ PMP ▪ CompTIA A+ ▪ CompTIA Network+ ▪ AIIM Capture Practitioner ▪ Laserfiche Platinum Programming Languages: ▪ C++ ▪ C# ▪ Java Script ▪ HTML/HTML5 ▪ VB.NET ▪ Visual Basic ▪ SQL How the ECS Team is here for you: Executive Team ✓ Key Stake Holders ✓ Ensuring (ARO) Accountability, Responsibility, Ownership ✓ Leadership Customer Success Team ✓ Main Point of Contact /Feedback ✓ User Experience and Success ✓ Coordination of Services ✓ Product Consulting Project Management Team ✓ Projects for Business Process Improvements ✓ Automated Workflows & Forms Processes ✓ Laserfiche Integrations ✓ Training on Laserfiche solutions Technical Support team ✓ Technical Support ✓ Updates and Upgrades ✓ Server and Cloud Migrations ✓ Training on products 9 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Organizational Chart - Confidential Past Performance (References) - Confidential ECS is committed to our customer’s success: By providing exceptional and consistent implementation, training, and support services we can ensure that our customers have the tools and knowledge to successfully achieve their document management initiatives. This is reflected in the feedback we have received from our customers through over 90+ 5-Star Google Reviews. Links to Google Reviews and Customer Success Stories. County of Hawai’i 101 Aupuni Street #325, Hilo, HI 96720 Contact: Benjamin McMillan, IT Analyst for Prosecuting Attorney’s Office Phone: (808) 934-3314 Email: Benjamin.McMillan@hawaiicounty.gov System Configuration: The County’s Rio enterprise system is the County-wide standard. Includes over 700 Full Users, 2 Weblink Public Portals with unlimited users for internal and public with view only access, Forms Professional, Forms Portal, Quick Fields Context, Quick Fields Agent, Import Agent, Plus for Publishing, SDK Toolkit, and ScanConnect. Used in 22 Departments County-wide. A separate application server environment is used for the Prosecuting Attorney Dept. which is on a separate domain. Multiple applications are integrated with Laserfiche. 10 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Public Portal access link: https://records.haw aiicounty.gov/weblink/Browse.aspx?dbid=0&startid=24914&cr=1 County of Hawai’i Grant Success Story in 2022 leveraging Laserfiche Forms: https://ecsimaging.com/2022/12/county-of-hawaii-grants-applicat ion-form-and-process/ See Online Grants Application Form https://records.hawaiicounty.gov/Forms/NPGrantApplication Planning Department Success Story: The County of Hawaii’s Planning Department is in Hilo on the Big Island of Hawaii and is responsible for gathering information to assist Planners in evaluating factors pertinent to land use on the Big Island and to provide technical advice to the Mayor, Planning Commission and the County Council on all planning and land use matters. The Department is also in charge of Subdivision and Zoning Codes. Within the Planning Department is the Long-Range Division which handles Legislative Review and Testimonies, General Plan Amendments, Code and Rule Amendments, Community Development Plans, Ordinances and Resolutions, The Land Use Inventory and Consultant Services Contracts. Managing land use responsibilities involves dealing with a lot of documents. Not only did the Planning Department require a quick and easy way to access and retrieve their documents, but they also needed to be able to link all related documents together so they could access all pertinent information at the same time. After networking with other County departments, the Planning Department decided that Laserfiche would be the best solution for their business process requirements. Some of the deciding factors included how seamlessly Laserfiche integrates with Microsoft Office applications, how quickly and easily it can be incorporated into the existing system management infrastructure without a major investment of programming time, the fact that the system can grow with their organization to easily accommodate new departments and an expanding workforce, and ultimately, how easily and quickly information can be shared. Laserfiche was able to maximize efficiency, productivity, and profitability for the Planning Department. Laserfiche has eliminated manual searching for hard copies of correspondence. The best part is having the ability to know where a file is in the process by giving them the ability to search and access documents at any point in the process. It has eliminated costly errors associated with manually processing paper such as misfiling or losing records altogether. Laserfiche is being used by the Long-Range Division to manage permits and related correspondence. Incoming correspondence is scanned into Laserfiche and dropped into the Long-Range repository that was built from scratch to store all correspondence relating to permits belonging to her section. At that time the correspondence is then updated with metadata with additional information that can be viewed at-a-glance to see who is working on that file. In Laserfiche, all related permits are combined to this file by creating a short-cut which connects the files together as cross-referenced documents. Signed letters are also scanned into a file that was created and the signed letter is immediately mailed out. Laserfiche even catches numerical errors before the hard copy is mailed out. When the documents are scanned into the appropriate folder in Laserfiche, the numbers must match. If they do not, they are shown to the Planner for corrections. Documents can be emailed directly from Laserfiche as either a link to internal users who have access to Laserfiche or as an attachment to recipients who do not have Laserfiche. It removes the obstacles of 11 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM sharing information. Not only is Laserfiche less expensive than the previous system, but the amount of physical labor also required to index the documents decreased substantially. Laserfiche is a pragmatic cost-efficient solution with the benefits of Laserfiche content and business process management distributed throughout the organization. And, because Laserfiche simplifies many business processes, employees work less overtime, experience less stressful situations, and are generally healthier and happier. The goal for the Planning Department is to educate all staff on how to use Laserfiche most effectively. To have users know that they can travel from workstation to workstation and be able to access the information stored in Laserfiche at any location empowers staff to use their time more efficiently. San Bernardino County Behavioral Health 303 E. Vanderbilt Way, San Bernardino, CA 92415-0026 Contact: Anjy Divine, Business Systems Analyst Phone: (909) 383-3993 Email: Angelie.Divine@dbh.sbcounty.gov Project Description: Customer since 2023, Laserfiche Subscription Business Tier with 37 Full Users, Forms Professional, Forms Portal, Audit Trail, Weblink Public Portal, 30 Participant Users (read-only repository access and participate in Forms processes, e.g. contract review and approval), Quick Fields Complete w/ Agent, Import Agent, Direct Share (secure file share up to 200 MB for 30 days), Sandbox w/ 10 Users, Connector, and SDK. Below are examples of Health Case Management Forms for SBCBH: See 4 Tabs: Case Info, Tasks, Recent Cases, Resolve Case. Once all the tasks are completed, and the case resolves, then form closes and files into repository. 12 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Automated Process can also fill out fillable PDF Form and save to repository. 13 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM County of Ventura Public Defender 800 S. Victoria Ave L#1920, Ventura, CA 93009-1920 Contact: Araceli Correa, Public Defender Office Coordinator Phone: (805) 477-7138 Email: Araceli.Correa@ventura.org Project Description: ECS installed a Laserfiche Avante system in 2014. In 2017, the County upgraded to Laserfiche Rio. The system now includes 530 Full Users, 50 Forms Authenticated Participants (users who can participate in Forms processes with read-only repository access), 20 Hybrid Users, Direct Share, Forms Professional, Forms Portal (allows submission of web-based fillable forms by the public), Starter Audit Trail, Import Agent, Quick Fields Agent (for automated data capture), and the SDK. Customer Success Story - Using Laserfiche Forms and Workflows to Streamline Legal Processes: https://ecsimaging.com /2022/08/ventura-county/ City of Lake Elsinore 130 S Main Street, Lake Elsinore, CA 92530 Contact: Candice Alvarez, City Clerk Phone: (951) 674-3124 xt 262 Email: calvarez@lake-elsinore.org Project Description: Customer since 2008 when ECS installed a Laserfiche system with 7 users. The City has added additional licensing and expanded their system with an upgrade to Avante performed by ECS in 2012. ECS currently supports the City’s Laserfiche Avante system with 40 Full Users, Forms Professional, Forms Portal, 5 Forms Participant Users, Starter Public Portal, Quick Fields Real-Time Lookup and Zone OCR, and Import Agent. ECS also provided services to convert 40 GB of data to Laserfiche. We have also provided scanning services to the Engineering and Building and Safety Departments. Customer Success Story: https://ecsimaging.com/2022/02/city-of-lake-elsinore/ Public Records Request: https://lookout.lake-elsinore.org/Forms/Public -Records-Request Weblink Public Portal: https://lookout.lake-elsinore.org/WebLink/Welcome.aspx?cr=1 City of Dublin 100 Civic Plaza, Dublin, CA 94568 Contact: Marsha Moore, City Clerk Phone: (925) 833-6650 Email: marsha.moore@dublin.ca.gov Project Description: ECS acquired the City through a VAR transfer in 2003, performed a database migration and conducted several upgrades. The City’s current Laserfiche system includes access for 60 users, Plus Plug-In and Weblink (both added in 2006), Import Agent (added in 2008), and ScanConnect for use with MFPs (Multi-Function Peripherals). Customer Success Story: https://ecsimaging.com/2023/10/city-of-dublin/ Weblink Public Portal: https://citydocs.dublin.ca.gov/WebLink/Welcome.aspx?cr=1 14 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM 15 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Laserfiche Qualifications Laserfiche Leads in Local Government ▪ Laserfiche began in 1987 and is used by more than 40,000 customers worldwide. ▪ Laserfiche has over 30 years of experience in the local government market and is used by thousands of government agencies worldwide including over 3,000 Cities and 1/3 of the Counties Nationwide. ▪ Laserfiche is the enterprise content management (ECM) of choice for the majority of CDG’s top digital cities and counties. Laserfiche Document Management Software is an enterprise suite designed with the same look and feel throughout. It is easy to install, easy to learn, and easy to use. It provides complete control over what type of information is stored, where it is stored, how long it is kept, and who can view that information. Granular security provides multiple levels of protection against unauthorized access to information. Users can benefit from a multitude of powerful search methodologies, including full-text, metadata, annotation, or folder/file tree search. Workflow and Forms can be used in conjunction to automate virtually any business process. Forms Portal and Public Portal extend access to users outside the organization to submit online fillable forms and access publicly available documents. Robust analytical tools provide metrics on system usage, governance, and compliance requirements. While automated extraction tools allow users to simplify the capturing and storage of data. Laserfiche Server is an extremely efficient and robust application that creates a very small network footprint yet can scale to support thousands of users, multiple databases, and an abundance of information. The base server is a security gateway to the suite of Laserfiche products. Images and OCR text are stored natively as TIFF documents and ASCII files (Group IV Compression) to guarantee document integrity as well as future availability. Laserfiche is optimized for Microsoft SQL Server database platform. Metadata information is stored within the database server to allow for scalable quick access. Since Laserfiche utilizes Microsoft SQL database as its backend, it is fully ODBC compliant, meaning it can communicate with most any standard data source. Laserfiche Solution Highlights Content Management: Document Management Content Capture and Imaging Any File Type content Process Automation: Business Process Automation Robotic Process Automation Electronic Forms Reporting and Analytics Platform Services: Records Management (50515.2) Security and Compliance Cloud Content Management ECM Integrations 16 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM ▪ Workflow & Robotic Automated Processing ▪ Electronic Forms ▪ Electronic Signatures ▪ WebLink Public Portal ▪ Content Management ▪ Records Management ▪ Access via Desktop, Web, Mobile ▪ Audit Trail & Reporting ▪ Redaction & OCR ▪ Desktop & Web Administration ▪ Advanced Capture Tools ▪ Integration Tools & SDK ▪ Trusted Systems Compliance ▪ Cloud & Self Hosted Laserfiche has excelled at winning awards throughout its legacy since 1987. Here’s a few recent very accomplished accolades. • Gartner Peer Insights - Laserfiche Named a 2020, 2021, and 2022, 2023 Gartner Peer Insights Customers’ Choice for Content Services Platforms. The “Voice of the Customer” • Laserfiche Named a 2021 Product of the Year Award Winner by Cloud Computing Magazine. • Gartner Peer Insights shows 95% would recommend Laserfiche and overall rating of 4.7 of 5. • Net Promoter Score of 60, ranked higher than Apple, Adobe, and Microsoft. • Nucleus Research Traditional old-style enterprise content management (ECM) was an inflexible product designed purely for document storage and simple retrieval. Today, modern ECM includes advanced technologies such as artificial intelligence (AI) and machine learning (ML) that automate business processes, improve data capture and classification, provide contextual search capabilities, and deliver information governance. The Nucleus Research ECM Technology Value Matrix 2018 reflects advances made this past year, evaluating vendors for functionality, usability, and the value that a vendor’s solution brings to the client. • Nucleus Research analyzed the experiences of several Laserfiche clients to understand why they chose that vendor’s enterprise content management (ECM) software solution, and what factors contributed to the continued relationship. Our research found that customers selected Laserfiche for three key reasons over its ECM competitors: user friendly interface, sophisticated functionality, and superior customer support. Nucleus also determined that the Laserfiche client retention rate for this survey was greater than 90 percent. (2017) • Infotech Research Group – Recognized by leading analysts for expertise in serving the government market. • Center for Digital Government – Regularly published in Center for Digital Government trend reports on process automation and shared services. • Government Executive – Featured though leader in Government Executive publication. • Computer World - Best Places to Work • Best in Biz Awards 17 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Technical Specifications and Functional Requirements Mandatory Requirements – Confidential A. Document management system compatible with Laserfiche, Microsoft Windows 10 and 11, Exchange/Outlook, Word, Teams and Adobe Acrobat Reader and Pro, for a variety of practice areas, including but not limited to litigation, long term projects, contract review, and transaction matters. Laserfiche is compatible with the following Desktop Operating Systems: • Windows 10 and 11 Laserfiche has a built-in integration with Microsoft Office suite applications including Outlook, Word, Excel and more. MS documents formats can be stored in the repository as well as PDF files. Users can send documents to Laserfiche from within the MS Office suite, fill in metadata without having Laserfiche open. There are automated ways to send to Laserfiche as well including archiving emails with attachments. The integration provides all the MS Office functions from within Laserfiche repository, Forms and simultaneous editing in the Online version. Case Management, Work Control, Litigation and Claims In 2007, ECS built a custom application for the Hawaii County Corporation Council needs to manage workload, cases, and claims. Many of the functions needed were not available in Laserfiche at that time, but today the functions are readily available using Laserfiche out of box features. ECS can leverage the existing technology and licensing the County already owns to accomplish all the desired goals of this RFP. We understand the Corporation Counsel’s needs and will configure a solution to create a modern solution satisfying every need. Laserfiche Forms and Workflow are completely customizable tools reducing staff efforts with automation and allowing manual ad-hoc collaboration. Some of the Laserfiche automated tools include: • Laserfiche Forms, Workflow, database lookups, out of box and custom reporting within the Forms application, Workflow and Client interfaces. • Laserfiche has a built-in one-way Integration with the MS Office suite including Outlook to send emails to the Laserfiche repository. Additional customizations are available using Laserfiche workflow tools to update calendars for example or Import Agent to automatically import emails to Laserfiche. • Provides Mobile access, review processes, tracking and statistics. • Leveraging Laserfiche would not require any data to be converted out of the system. • The County is already licensed for the Laserfiche public portal to provide records to the public. The process of choosing which records to display to the public can be automated or selected individually using the security within the system. A Public Records Request process is also possible using Laserfiche Forms and is a very common solution for our customers. The City of Lake Elsinore success story referenced in past performance demonstrates how this can work. • Several examples in our past performance section demonstrate how to use Laserfiche Forms and Workflow to manage cases: Ventura County Public Defender and District Attorney, San Bernardino County Behavioral Health, and City of Dublin for Contracts Management. 18 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Contract Management Process Example The following is an example of a multi-step forms process for managing and reviewing contract processes including the receipt, review, and approval. The Workflow can send email notifications at any time in the process to remind staff when a task is due. For a contracts renewal process a list of all expirations occurring in 0-30 days, 31-60 days, 61-90 days, or the preferred time frames required by the organization. As an option, we can include a special license type called Participant User License for users involved in the forms process only, external users and/or outside persons. This license type allows limited functionality for users involved in Forms processes. These Users can submit forms, start processes, and complete user tasks and have View access in the repository. Users would login with the email address assigned to the license. These license types can be purchased at any time based on the number of users/vendors who would be involved in the Contract Management process. The Forms Landing Page can include all Forms processes by department or contract type, giving users quick and easy access to all Contract Processes available throughout the organization in one location. Access to these forms processes can be limited through security. The Forms can also include collapsible sections for easier navigation. In the Forms examples below, each blue bar can be minimized. Some of the key features of this Forms process include: • Making Fields Required (* red asterisk) • Field type constraints • Database lookup to auto populate fields • Calculations • Multiple pages with expandable pages • Ability to Upload Attachments • Preview Attachments within Form • Automated Email Notification • Automated Retention Calculation • Automated Routing to Users • Contract Expiration Notification • Automated Destruction Notification • Forms Reporting • Ability to add Signatures Contract Management Form New Contract or Contract Amendment 19 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM The form on the right shows the collapsed/expandable sections from the form on the left. 20 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Email Notifications When a contract is submitted an email notification is sent to designated staff responsible for processing contracts. The body of the email can be customized with messages, links to documents, and any information from the Form itself. Automated Destruction Notification The email destruction notifications can be automated to send at regular intervals and/or run on an ad hoc basis. Document Name is a link to the document in the repository. Following is an example of the email with links. 21 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Action History Shows all actions taken during a Forms Workflow process. The information includes who performed the task, what task was performed and the date and time the action occurred. Reporting Capabilities Below is an example of how Forms provides reporting details on processes that have run. The contents of these reports can be customized to include any information/details from the processes and/or forms. 22 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM All forms and supporting documentation can be automatically filed away in the Laserfiche repository. If a folder does not exist for a particular vendor or document, workflow can create one. If supporting documentation is stored in various folders throughout the repository, each file can be linked as a group allowing users to access any document from any other document in the link group. The list of documents in the link group is displayed in the document viewer next to the document. Forms Designer 23 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Note: Solution Templates contain pre-built forms and processes that can be downloaded and used with minimal amount of configuration. ECS is always available to assist and provide best practices with this process. B. Case and data conversion compatible with Laserfiche. By leveraging the County’s existing investment in Laserfiche, neither conversion nor integration with a case management system would be necessary. C. Security features to protect confidential information. Laserfiche security provides fine control of user actions within the repository and what level of information they can access. Users can be authenticated to Laserfiche through username and password or through Windows Authentication (Microsoft Active Directory) and/or LDAP. To make security rights management more efficient, it is recommended that security profiles be created at the group level and all groups be tied to Windows groups through Active Directory. This strategy will automatically provide appropriate access to new users who are added to the domain and will remove access from users as soon as their network login is deactivated. Redaction - Images and/or text associated with a document can be redacted, allowing you to hide sensitive material from unauthorized users. Only users with sufficient security rights can view redacted material, which will appear highlighted in gray.