Docuware Q&A.pdf

Licensing and Users

1. Please provide the anticipated number of users by type: system administrators, full/named users, workflow or occasional users/approvers, read-only users, external users, and service/integration accounts. Initially it is anticipated that 8 HR staff will need user access. IT may require limited access to be able to support internally to the extent necessary and appropriate. Possible growth to 2-3 read-only users from our business office.

2. Will users outside Kent ISD require DocuWare access, such as constituent districts, parents/guardians, vendors, auditors, or other third parties? If so, please provide the anticipated number and intended use cases. No, that outside access is not anticipated to be needed.

3. Please identify Kent ISD’s current identity provider and whether SSO and MFA are required for DocuWare.

a. Kent ISD uses Microsoft Entra ID and Cisco Duo.

b. SSO is preferred, MFA will be required if SSO is not available.

OnBase Environment and Migration

4. Please provide the current OnBase version and supporting database platform/version.

a. SQL Server 2019

b. OnBase version 21.1.13.1000

5. Please provide the number of active OnBase document types and associated keyword/index fields. If available, could Kent ISD provide a configuration or inventory report? There are just over 60 current document types, we would likely combine a few.

We have 7 keyword fields, employee number or SSN trigger the remaining fields. Kent

ISD does not have access to the OnBase configuration report.

6. Should bidders assume all 321,105 files identified in the RFP will be migrated, or will any records be archived, deleted, or otherwise excluded beforehand? Assume all files would migrate over.

7. Is migration required for all historical document versions or only the current version?

Is historical OnBase audit information/document history required to be migrated or otherwise preserved? It is the intention to have existing OnBase records migrated into the new DocuWare structure.

8. Are OnBase annotations, notes, stamps, redactions, renditions, relationships, or other system-specific attributes required to be preserved or migrated? Should be minimally applicable.

9. Should the existing 975-folder hierarchy be reproduced in DocuWare, or may bidders propose an alternative file-cabinet/index-based architecture?

a. May propose an alternative, but prefer OnBase records be migrated into the

Docuware architecture determined by the client.

10. Will Kent ISD, its incumbent OnBase provider, or the selected vendor be responsible for producing the source-system export?

a. The selected vendor would be responsible.

11. What export formats can the existing OnBase environment provide for documents, metadata, versions, and audit information? We are able to export documents and a separate csv file with meta data.

12. Will the selected vendor receive access to the source environment/database or a completed export? Yes - either through VPN or managed remote access

DocuWare Configuration

13. Please identify the departments or business units included in the initial implementation and, if known, the anticipated number of file cabinets/repositories.

a. Human Resources will be the primary business unit

b. Number of repositories: Undetermined at this time, estimate 4-6 cabinets, depending on capability and design

14. Are separate access-control requirements expected by department, document type, school/location, user group, or record category? Yes, the initial design will be for HR use with most HR users having similar user access. There may be some document types that are restricted based on security / access rules. At some point, it is possible that use extends beyond HR alone…TBD.

15. Are automated retention or disposition rules required initially? If so, will Kent ISD provide the applicable approved retention schedules and legal-hold requirements? It is anticipated that design and training factor in opportunities to align record retention to

Michigan requirements. We want to be able to utilize tools that phase out documents when retention is no longer required. We expect that those determinations will be made as part of the design, implementation and training.

Workflows and Forms

16. Please provide the number of existing OnBase workflows Kent ISD expects to recreate, replace, or redesign in DocuWare. If available, please include a brief description of each workflow, including approval levels, routing, notifications, and integrations. There are no current workflows in OnBase, but we plan to create several workflows as we learn the system

● New Hire Employment Packets - sent to new hire, once completed sent to HR, before going into employee file

● Certification Processing - Once a certification is imported (by HR), it would go to someone in HR to review and add endorsements as needed for reporting before going to employee file

● Professional Conduct - ability to send one of the new hire documents to former employer to be completed (or form) and returned to HR for review before going to employee file

● Request for Fingerprints (3rd party) - ability for external user to fill out a form indicating one of their staff members needs to be fingerprinted, sent to our fingerprint person for review, ability to upload completed live scan/waiver and/or release form, prior to going into a non-employee file.

● Employment Contracts/Wage Notices - ability to send contracts to an employee for them to sign and return, prior to going into their employee file.

17. Please provide the number of existing electronic forms that must be recreated or replaced and identify whether any require external/public submission. None currently exist

Integrations

18. Existing OnBase integrations expected to be recreated? If so, please provide an inventory or description.

a. Direct scanning from copier (PaperCut)

b. Direct scanning from desktop scanner

c. Employee Import/Update, currently manual, but would prefer automatic with Tyler

Tech ERP.

d. (future desire - integration with PowerSchool, Informed K12, Tyler Tech)

Capture, Processing and Storage

19. Please provide the estimated monthly or annual volume of new documents/pages expected in DocuWare, including approximate volumes from scanners/MFPs, forms, email, desktop upload, and system integrations where available. 9,000 were done in

2024, 11,000 were done in 2025, 12,000 so for in 2026 (as of 10/26/26)

20. Does Kent ISD require OCR/full-text recognition, automated document classification, or intelligent indexing? If so, please identify applicable document types and anticipated volumes. Not required, but include as an alternate bid.

21. Please provide the estimated annual document/storage growth rate or the cloud-storage quantity bidders should use for the three- and five-year pricing models.

a. 15% annual growth

Implementation, Training and Support

22. Does Kent ISD have a required production go-live date or preferred migration approach, such as a single cutover versus phased rollout? Please also provide the anticipated number of administrators, workflow designers, end users, and help-desk/champion users requiring training, along with the preferred remote, onsite, or blended delivery method.

There is not a required go live date. Thoughtful design and set-up planning is favored over hasty implementation. Training for the 8 current HR staff, most prefer on-site.

Commercial Pricing Assumptions

23. For the required three- and five-year pricing, should bidders assume the same baseline user quantities, configuration, storage, workflows, integrations, and processing volumes throughout the contract term, subject to clearly stated growth assumptions and optional-capacity pricing? Yes, with possible increase in workflows and forms as we learn the system and determine if it is a better fit than currently used options.