AIIM-TR27-1996.pdf

8111 1012348 0501157 609 ASSOCIATION FOR INFORMATION ANO IMAGE MANAGEMENT INTERNATIONAL 1100 Wayne Avenue Suite 11 O0 Silver Spring, Maryland 2091 O AIIM 301-587-8202 Copyright AIIM International Provided by IHS under license with AIIM Licensee=IHS Employees/1111111001, User=Wing, Bernie Not for Resale, 04/18/2007 03:59:55 MDTNo reproduction or networking permitted without license from IHS -,-,- ANSUAIIM TR27- 1996 O by Association for Information and Image Management International 1100 Wayne Avenue, Suite 1100 Silver Spring, MD 20910-5603 Tel: 301/587-8202 Fax: 301/587-2711 ISBN 0-89258-222-7 Printed in the United States of America Copyright AIIM International Provided by IHS under license with AIIM Licensee=IHS Employees/1111111001, User=Wing, Bernie Not for Resale, 04/18/2007 03:59:55 MDTNo reproduction or networking permitted without license from IHS -,-,- LOI12348 050L159 481 ANSVAIIM TR27-1996 Technical Report for Information and Image Management - Electronic Imaging Request for Proposal (RFP) Guidelines An ANSI Technical Report prepared by the Association for Information and Image Management International Abstract : This document provides guidelines for developing requests for proposals (RFPs) for electronic image management (EIM) systems. It can also be used for non-EIM systems. Copyright AIIM International Provided by IHS under license with AIIM Licensee=IHS Employees/1111111001, User=Wing, Bernie Not for Resale, 04/18/2007 03:59:55 MDTNo reproduction or networking permitted without license from IHS -,-,- - - m 1012348 050LLhO 1T3 m ANSVAIIM TR27-1996 Technical Report for Electronic Imaging Request for Proposal (RFP) Guidelines Contents - Foreword . i - 1 Purpose, scope, and background . 1 2 References . 1 3 Definitions 2 4 Abbreviations 2 5 Project planning 2 7 Writing RFP requirements .2 1 8 Formatting requirements 21 9 Organizing the technical requirements 22 10 Evaluation guidelines for vendor proposals . .34 6 RFP organization 9 Figures Figure 1 Sample RFP outline . .16 Figure 2 System management requirements . 19 Figure 3 Factors to consider when pricing 20 Figure 4 Current paper document processing characteristics 24 Figure 5 Manual document processing cost analysis objectives 26 Figure 6 Hardware and software specifications 31 Figure 7 System integration and support requirements 33 Figure 8 An example of proposal criteria . 37 Annexes Annex A Sample RFP administration section . 39 Annex B Sample proposal guidelines . 44 Annex C Suggested reading 47 Foreword This technical report (TR) provides guidelines for developing request for proposals (RFFs) for electronic image management (EIM) systems that are used for document storage and retrieval, and for systems used for document storage and retrieval in non-EIM environments, i.e., non-digital imaging applications. These guidelines provide step-by-step procedures for analyzing system requirements, developing functional specifications, and evaluating configuration alternatives. Guidelines have also been included for developing the administrative sections of an RFP. The purpose of this TR is to provide the reader with an overview of the RFP process, including administrative requirements, non-technical requirements, and technical requirements. This TR identifies the fundamental steps in EIM, including receiving, sorting, scanning, storing, indexing, processing, and printing; but it does not provide formulas for defining configurations or for determining system capacity and size. Office-type documents are the primary focus of this TR. The specialized needs for engineering drawings and other document types are not considered. However, the basic principles for developing an RFF that - - - - are outlined in this document apply to a variety of electronic image-based projects . This TR makes certain suppositions about the readers knowledge and familiarity with EIM. It is assumed that the reader has a general knowledge of EIM, computers, and the procedures required for processing work through a system. Annex C contains a bibliography of related information sources for those readers who wish more technical detail. AIIM believes this TR is very timely and needed by the imaging industry. EIM is still a new and evolving discipline with many new companies entering the market, new products being developed, and new uses for electronic imaging being developed for already instailed systems. As the image industry matures, those people considering an EIM system need to be knowledgeable about the technology during the planning stages, in addition to understanding EIMs role within an organization. Hence, better procedures for developing and documenting the requirements for an EIM system are needed. These guidelines will provide a starting place for writing an RFP. The reader is advised that not all elements described will be required in a specific RFP. This guideline attempts to be comprehensive and thus provide information that can assist in the procurement of small-, medium-, and large- scale systems. Suggestions for improving this technical report are welcome. They should be sent to the Chair of the AIIM Standards Board, Association for Information and Image Management, 1100 Wayne Avenue, Suite 1100, Silver Spring, MD 20910. The AIIM Standards Board had the following members at the time it approved this Standard Recommended Practice: Name of Representative Owanization Represented Judy Kilpatrick, Chair Association for Information and Image Management International John C. Gale Information Workstation Group Tom Heltzel Consultant Bruce A. Hohoyd Eastman Kodak Company James Meyer Interleaf Roy Pierce Xerox Corporation Charles A. Plesums The Continuum Company, Inc. Fernando L. Podio National Institute of Standards and Technology Shahzad S. Qui Eastman Kodak Company Michael L. Thomas MSTC, Inc. Stephen Urban Delta Information Systems i Association for Information and Image Management International Copyright AIIM International Provided by IHS under license with AIIM Licensee=IHS Employees/1111111001, User=Wing, Bernie Not for Resale, 04/18/2007 03:59:55 MDTNo reproduction or networking permitted without license from IHS -,-,- - M 1012348 050LLb1 03T ANSVAIIM TR27-1996 Technical Report for Electronic Imaging Request for Proposal (RFP) Guidelines This technical report was developed by the AIIM C15 Electronic Imaging/RFP Committee and was written by Bud Porter-Roth. The committee had the following members at the time it approved this standard: Name of Representative Betsy A. Fanning, Chair Don M. Avedon Brant Bady John B allock Avi Bender Pete Bennett Bob Blackwelder Robert Blatt John B. Breeden William C. Brown Lois R. Bruss Paul Conway Robert W. Cook William A. Cozzens Donald P. DAmato Jim Daly Richard Donaldson Eric Erickson Bruce Evans Tom Fine James G. Fruscione Bruno B. Glavich Bill Golstein Larry Greenberg Berne Grush Dexter S. Holt Buck Horyn Clare F. Jehle Brian Johannesson Bohdan Kantor Paul Kennedy Organization Represented Data Management Design Avedon Associates, Inc. B.C. Archives it allows for evaluating many solutions; and it provides a vehicle for establishing and monitoring the performance I of the winning vendor. An RFP also represents a significant opportunity for vendors to sell their products, systems, or services. An RFP provides a stable set of specifications and requirements for vendors to work from, it provides them a platform for describing and promoting products, and it allows vendors a chance to interact with the sponsoring organization. To enable vendors to provide the proper solution, the RFP must represent a clear understanding of a l l the issues (Technical Section), it must provide a method for responding to and managing those issues (Management Section), and it must provide the vendor with an acceptable method for doing business (Contract and Price Section). Many RFTs are not successful because they fail to properly communicate one or more of the above issues, resulting in a problem contract or no contract. Developing and writing an RFP serves numerous purposes. First, the RFT process dows an organization or company to develop a detailed analysis of current operations, existing operational problems, and potential operational problems. Second, once the operational problems of an organization are understood, they can be communicated clearly by members of that organization to potential vendors. Third, communications between all parties can be crisp, based on a mutual understanding of the requirements. Fourth, a contract between customer and vendor is more likely to be successful because expectations have been established and agreed upon. 2 References All technical reports are subject to revision. When the following documents are superseded by an approved revision, that revision may apply. 2.1 Related international standards ISO/IEC 91 71 -I: 1990, Information technology - 130 mm (5.25-inch) optical disk cartridge, write-once, for information interchange - Part 1: Unrecorded optical disk cartridge. ISO/IEC 91 71 -2: 1990, Information technology - 130 mm (5.25-inch) optical disk cartridge, write-once, for information interchange -Part 2: Recording format. ISO/IEC 10089: 1991, Information technology - 130 mm (5.25-inch) rewritable optical disk cartridges for information interchange. IS0 9660: 1988, Information processing - Volume and $le structure of CD-ROM for information interchange. ISO/IEC 10149: 1989, Information technology - Data interchange on read only 120 mm (4.72-inch) optical data disks (CD-ROM). 1 Association for Information and Image Management International Copyright AIIM International Provided by IHS under license with AIIM Licensee=IHS Employees/1111111001, User=Wing, Bernie Not for Resale, 04/18/2007 03:59:55 MDTNo reproduction or networking permitted without license from IHS -,-,- - 1012348 0501163 902 ANSUAHM TR27-1996 Technical Report for Electronic Imaging Request for Proposal (IUT) Guidelines 2.2 Referenced publications ANSVAIIM TR2-1992, Technical Report for the Association for Informution and Image Management - Glossary of imaging technology. 23 Related pubiications ANSI/AIIM TR21 -1 991, Recommendations for identifying information to be placed on Write-Once-Read-Many (WORM) and rewritable optical disk cartridge label(s) and Optical Disk (OD) cartridge packaging (shipping containers). AIIM TR25-1995, Technical Report for the Association for Information and Image Management - The use of optical disks for public records. 3 Definitions Terms that appear in this technical report are defined in ANSVAIIM TR2, Technical Report for Information and Image Management - Glossary of imaging technology. 4 Abbreviations 4GL ADF ASYNC BISYNC CCITT CPU DIS DPI ECC EIM GUI ICR IEC IRR IS MTBF MTTR NIST NPV OCR PPm RAM RFI RFP RFR ROI Fourth-Generation Language Automatic Document Feed Asynchronous Bisynchronous International Telegraph and Telephone Consultative Committee Central Processing Unit Draft International Standards Dots per Inch Error Correction Code Electronic Image Management Graphical User Interface Intelligent Character Recognition International Electrotechnical Commission Internal Rate of Return Information Systems (or Information Services) Mean Time Between Failure Mean Time to Repair National Institute of Standards and Technology Net Present Value Optical Character Recognition Pages per Minute Random Access Memory Request for Information Request for Proposal Request for Recommendation Return on Investment 5 Project planning Prior to developing an RFP, a planning process needs to be undertaken. As an image system might be departmental or enterprise-wide within an organization and will have significant impact on the business operation, planning is essential to a successful RFP effort and system implementation. Project planning should include the following key areas: - project organization - project schedule - budget development - process reengineering - backfile conversion 5.1 Project organization The image project team should include an equal balance of skills among three business departments. The three departments are - operations - information systems - procurement Operations is generally considered to be the department that conducts the business. This group is responsible for using the information that arrives via paper or fax or electronic mail; they make decisions based on the information received; and they track and store that information using corporate databases, personal databases, and central filing areas. Operations understands the basic day-to-day operations of their departments. Operations people know how they use information and what the current problems are in a business process. In planning for an image system, Operations should be the group that determines what work steps the new system should provide, how the information should be presented, and how a new system would improve upon the old work methods. As part of the image project team, the Operations group will be responsible for mapping the current workflow, analyzing the current volume of input documents, defining the current bottlenecks to processing work, and mapping out the costs of the current operations systems. This group is responsible for making the vendors understand how the organizations employees do business in their current paper-based environment. These same people in Operations should also be responsible for understanding how image technology will resolve current issues or problems. The Operations group needs to become familiar enough with the technology to assess how it would impact their current processes and what benefit it would provide. Operations should not be overlooked during the planning of the image system. 2 Association for Information and Image Management International Copyright AIIM International Provided by IHS under license with AIIM Licensee=IHS Employees/1111111001, User=Wing, Bernie Not for Resale, 04/18/2007 03:59:55 MDTNo reproduction or networking permitted without license from IHS -,-,- LOL234B 050LLb4 849 ANSUAIIM TR27-1996 Technical Report for Electronic Imaging Request for Proposal (RFP) Guidelines Operations would typically provide the following types of information: breakdown of workflow within the organization (this information can describe either the major process or steps and tasks or both) operational problems that limit the amount of work processed operational processes that may not be changed how operational processes can be changed or image enabled analysis of work volume and throughput requirements, e.g., counting of paper, processing times description of internal resources required (mainframe access) description of ex