Professional Services Scoping Questionnaire

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Professional Services Scoping Questionnaire

Company Name:

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Core SmartSearch Engagement Requirements

1. Please list customer’s Company name, and the contact information (name, phone and email) for both the primary and secondary customer contacts. List the customer’s technical contact as well.

2. Please list the reseller account name along with the primary sales representative’s name.

3. Please list all software modules being proposed;

4. Describe the Applications that will need to be created and the project objective:

For Example: Accounts payable, human resources, contracts, etc.

5. How many users will need the application installed?

6. Is installation remote or onsite?

7. Describe capture method:

For Example: Email to archive, MFP scan to inbox, desktop scanner to archive, etc.

8. List the Document Types to be captured

6. Please describe any capture automation requirements (OCR, Barcode, Document Separation)

7. How many users will need training?

8. Will any integration with an outside system be necessary?

For Example: Pull GL account codes from AP system or release a file for AP system. If so, please complete integration section

9. Additional Notes:

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Workflow Engagement Requirements

1. Describe the workflow approval process:

For Example: This workflow is for retention scheduling or invoice approval. If an approval workflow, give a description of the actions a user can perform (i.e. approve, reject, hold, etc.) as well as different conditions the workflow should take into account (for invoices over $5000 go to here for approval, for less go to another person, etc.).

2. How many users/departments will be involved in the workflow process manually executing workflow?

For Example: A user who would enter information or click an approve button in a workflow would be an involved user.

3. What types of escalation rules are necessary?

For example: If a document is not touched within 24 hours, send an email; if a document isn’t touched within 48 hours, move to the next step in the process.

4. During anytime in the workflow process will a user need to dynamically route the document somewhere into the prior steps?

For example: If in an approval workflow at step 5 a user would need to route the document back to step 2.

5. Do you have workflow diagrams?

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GlobalForms Engagement Requirements

1. What paper based forms do you intend to have served by GlobalForms (please list and provide samples of paper copies)?

For Example: New account form, PTO request, etc.

2. What fields within the form need to be indexed into SmartSearch?

3. Do you intend to provide public access to forms?

4. How will users be authenticating to GlobalForms?

For Example: Through AD, Frevvo authentication, etc.

5. Please detail any data validation or special rules that need to be developed for each form.

For Example: Vendor name needs to be validated against a SQL server data source and supplier number will be populated into form.

6. Is an electronic version of the paper form available?

If so, in what format (i.e. Word, XLS, PDF)?

7. When the form is submitted, what actions are required?

For Example: Email of form as attachment must be sent to requestor or sent to manager for approval in GlobalForms flow.

8. Is electronic or physical signature of form required?

9. Is it required that a form be saved for future modifications (i.e. save and return later)?

10. Will we have to train the customer on form design and flow creation?

11. Any integration with outside applications?

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Integration or Data Merge Requirements

SmartSearch has been integrated with many line-of-business systems such as Microsoft Axapta, GP, Navision, SAP and the like. Each and every application and version of application has its own challenges. Please help prepare for the install by completing the following items:

1. Name of business application:

2. Version of application:

3. Is the system hosted or on-premise?

4. Will we push or pull data and how will it be used?

5. Can data be provided in ASCII text format and dropped to a pre-defined directory?

6. What type of data or data source can we need to integrate with?

For Example: XML, HL7, ASCII text, CSV, database (i.e. Oracle, Sybase, Pervasive)

QuickBooks Integration Requirements

1. Where is QuickBooks located?

2. What version of QuickBooks are you on?

3. How many company files do you use?

Please Note: We can only integrate with one.

4. What fields are you looking to push?

Please Note: We can only push AP index data (i.e. invoice header data and GL codes).

5. Is the customer looking to access documents from QuickBooks (i.e. QuickLinks)?

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Variable Data Printing Requirements

1. Please list the number of forms and types of forms to be converted by PlanetPress.

2. What type of data is available to use with PlanetPress?

For Example: Preformatted printer text, ASCII comma delimited, ODBC, XML, PS, etc.

3. Do you have a sample output of the data we will use with PlanetPress?

4. How will data be delivered by host system?

For Example: LPD/LPR, directory watch or ODBC.

5. Is it required to have PlanetPress variably print documents into SmartSearch?

If so, which format (PDF or TIFF)?

Provide any additional details that might be helpful in scoping this project.

Advanced Capture Requirements

1. Please provide a high level overview of the project.

2. What type of extraction will we be doing?

For Example: Handwritten text, typed documents, computer generated text from a static form, etc. (please provide as many sample documents as possible).

3. How many possible documents will we encounter?

4. Do we need to extract line item data?

If we need to extract line item data, ensure as many possible samples are provided for multiple lines, single lines, multi-page documents, etc.

5. If extracting line item data, do we need to do any mathematical totaling?

6. What is the destination?

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7. Do we need to do contextual classification?

8. Any custom scripting or development services necessary?

Professional Services Scoping Questionnaire