Specifications include, but are not limited to: A central goal of this project is to streamline the document distribution process for the ARO Administrative Staff. Eliminating scanning and printing activities will save both time and resources. Automated routing and tracking will eliminate the need to manually log each step of the process. Automated email notifications will also eliminate the need to draft emails with bulky file attachments. Dashboards/Status Reports will also reduce the time taken to respond to status inquiries. Automation should reduce the chances for error and lost physical documents. Business Goals: 1. Increase throughput of ARO a. Number of requests processed b. Decreased processing time 2. Address document workflow bottlenecks: a. Reduce time from when request is received until it’s passed to next stakeholder b. Automate manual document tracking log updates c. Eliminate manual scanning of documents d. Automate document filing 3. Reduce paper handling and printing 4. Increase workflow process visibility 5. Provide long-term, indexed, secured, backed up, document repository; Project to Include: 1. Software License/Subscription Purchase. a. Cloud/SAAS subscriptions are preferred, but on-prem options will be considered. 2. End to End Implementation/Configuration Services Procurement including but not limited to: a. Project management b. Requirements gathering with guided discussions and documentation c. New system design/documentation d. Product configuration/customization e. Unit testing f. Facilitating user acceptance testing i. Providing test script templates ii. Test script review/recommendations iii. Providing action item/ticket system g. Post go-live support services for 30 days h. User training i. Administrator training including: i. Workflow configuration ii. Security configuration iii. Custom code review j. Documentation i. All customization/configuration formulas, coding with comments, etc. ii. User How-To Guide including customized functions/workflows iii. Administrator Guide 1. Security Settings 2. Customized Workflow guide 3. Customized Code guide 3. Ongoing support services. 4. Seamless integration with Adobe Sign or other electronic signature software.
