Defense Supply Service-Washington, 5200 Army Pentagon, Washington, D.C. 20310-5200

74 -- INTEGRATED DOCUMENT MANAGEMENT AND WORKFLOW SYSTEM POC Point of Contact -- Linda K. Heartley on 703/697-6258 E-MAIL: Defense Supply Service-Washington, Washington, D.C., 62645027@eln.attmail.com. The Defense Supply Service-Washington, intends to negotiate on a sole source basis with Meridian Resources, 4451 Parliament Place, Suite J, Lanham, MD 20706 on behalf of the US Army Research Institute, Alexandria, VA for services for an integrated system to facilitate workflows and electronic document management. 1. INTRODUCTION: For years ARI has been investing in the software development of a system which will track ARI publications. Now with the Information Technology explosion, new Commercial-Off-The-Shelf (COTS) products have become available in the marketplace which appear to be able to provide the interfaces to our clients-server network architecture that is needed to satisfy the requirement for each of use, and much more. These systems can integrate the electronic forms requirements by automating business enterprise work flow processes and seamlessly manage and handle any electronic file which can come in as an E-mail message/attachment or electronic facsimile over the Local Area Network (LAN).Hardcopies can also be scanned for electronic storage and retrieval. 2. System Requirements: The requirement can be divided into four components which interface together for a total solution. The subsystems are (a) electronic forms, (b) scanners and facsimile server, (c) workflow COTS, and (d) document management (optional). a. Electronic Forms- ARI has been using Delrina Formfiller for Windows 3.1 and has not taken advantage of the enhancements to the current product releases. Formfiller and Designer, trademark products, were sold to JetForm who improved user interfaces and functionality under JetformFiller and Design for Windows 95. Refined government form templates available for these new products through the Department of Army under a site agreement cannot be used with older software products. Deliverable: Integrate electronic forms with the workflow product (2 designer licenses and 140 end-user licenses). (b) Scanners and Fax Server: Many of the old flatbed Microtek scanners in place have 300 dpi resolution and do not satisfy current requirements for higher quality resolution in presentations material such as the ARI newsletter. More cost effective products can provide enhancements to current capabilities at a very reasonable price. These scanners can be deployed as network peripherals showing the staff to scan hardcopies and store those documents in electronic form. The fax server should provide the additional capabilities to reduce the need for hardcopies. This would be consistent with the government initiatives to reduce paper flow in the office environment. Deliverable: Install scanners and setup FAX server. (c) Workflow: Over the past few years, more and more workflow products have appeared in the marketplace as software developers attempt to add more capabilities at the desktop level to exploit advances made in the PC hardware technology arena. Increased CPU speeds, larger more compact hard drives, and increased capacity for computer memory -- all make for implementation of additional features in software products which could not be possible 1-2 years ago. Deliverable: Install workflow commercially off the shelf, customized for ARI end-users and administrators. Integrate into ARI Windows NT client-server network infrastructure along with Microsoft Exchanges. Set-up workflow with Publications Tracking Systems (PTS) datasets, and business rules. Coordinate set-up with Scientific and Technical Information Officer (STINFO). Include users from all ARI remote research units and end-users on the ARI HQ LAN. Provide weekly progress report orally to STINFO. Conduct demonstration to ARI proponent and make any necessary modifications. (d) Document Management Software: With more sophisticated electronic mail capabilities than ever before realized under Microsoft Exchange, ARI has a requirement to better manage and file documents. The volume of electronic and associated attachments has increased exponentially. Everyone basically has their own preferences in terms of how they file and where they file. Some end-usersfile according to records management procedures, others might file under subject matter, while yet another may file according under sender s organization or name. If you are a person looking in someone else s filing system for a document, chances are you will not find it. ARI has a need, particularly with the downsized administrative staff to acquire a turnkey system which will provide for user-friendly full text search and retrieve. Deliverable: Install and integrate document management system with Windows NT client-server network to work with scanners and FAX server. This item will be separately prices as an option. 2. Training Requirement: (a) Systems Administrators- Provide two days of training to no more than five designated ARI employees in the ARI training room or where equipment will be located. This will include a complete walk-through on how to use the scanners, FAX server and workflow COTS. Sufficient information will be provided on how to setup and configure the FAX server for optimum performance. Training will include how to setup and manage a workflow process with multiple users. Deliverables: On-site hands on classroom training. (b) End-user Training -- Provide training to end users on how to use workflow system. In particular, how to use the PTS workflow product which has been set-up. All modules and components of the workflow product must be covered in training. Deliverables: On-site hands on classroom training. (c) Provide training to end-users on how to use document management systems. This includes documents which may come in as an E-mail message/attachment or a FAX document, store and retrieve. All modules and components of the document management system must be covered in training. Deliverables: On-site hands on classroom training. (AC0917038-09) (0261)

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