Geminia Insurance - Inforset PROPOSAL

INFORSET TECHNOLOGIES LIMITED

(ITL)

TECHNICAL PROPOSAL

P.O BOX 73725, 00200 NAIROBI, KENYA

Tel: +254 20 2172 043

www.inforsetltd.com

TABLE OF CONTENTS

INTRODUCTION...................................................................................................................................1Company Overview.............................................................................................................................................. 1Vendor Strategic Partnerships............................................................................................................................ 2Personnel................................................................................................................................................................ 2Proposed Solution................................................................................................................................................. 3

OnBase EDMS System......................................................................................................................5

Functionalities....................................................................................................................................5Access..................................................................................................................................................................... 5Process.................................................................................................................................................................... 8Integrate............................................................................................................................................................... 12Store...................................................................................................................................................................... 13Measure................................................................................................................................................................ 14

TECHNICAL CAPABILITIES.............................................................................................................15System Architecture........................................................................................................................................... 15Configuration....................................................................................................................................................... 16Infrastructure....................................................................................................................................................... 16Scalability............................................................................................................................................................. 17

IMPLEMENTATION AND SUPPORT.............................................................................................................18

Deploy OnBase on-premises.............................................................................................................18Deploy OnBase on-cloud....................................................................................................................18Why the cloud?.....................................................................................................................................18Tech Support........................................................................................................................................19TRAINING............................................................................................................................................................ 20

Matching with future ICT needs

INTRODUCTION

Company Overview

Background

Inforset Technologies Ltd is a privately owned Kenyan IT company, incorporated in 2013 with offices located in Lavington, Nairobi. The company comprises of a Board of Directors and a Management team with a combined experience of 30 plus years in the fields of IT, Research and Marketing.

The firm was established to address gaps in ICT sector with the aim to provide tailor-made IT solutions, storage, training and research to meet customer needs in Kenya, East Africa and the African region.

We pride ourselves in addressing clients’ needs in a professional manner taking into consideration quality, cost and timelines.

Mission

Provide tailor-made IT solutions, storage, training and research to meet customer satisfaction.

Vision

To be the African regional center for IT solutions

Motto

“Matching with future ICT needs”

Core Values

Professionalism Quality Team spirit Accountability Eco-friendly

What we do

Electronic Document Management System (EDMS)

Digitization (Scanning and Indexing) Storage Facilities Services


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IT Hardware and Infrastructure ICT Consultancy IT and Customer care training

Surveys and Market Research Call Center Services

Vendor Strategic Partnerships

We have established partnership with various renowned companies. These companies include:

Hyland Software M-Files Microsoft

Personnel

Inforset has over 15 employees and consultants all dedicated to provide our clients with state-of-the-art solution.

The following are number of employees per department.

Sales and Marketing - 3 Product Development - 3 Client Service - 2 Client Support - 2 Administration and finance – 3 Management - 2


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Proposed Solution

Electronic Document Management System (EDMS)

Inforset Technologies Limited would like to propose the OnBase solution to Geminia Insurance.

OnBase is a software system for organizing and storing different kinds of documents. It is used to manage digital documents that are versions of the original paper documents. It provides efficient central storage and retrieval of large volume of digital documents.

Before storage is done, Geminia Insurance needs to first digitize all registry and archived documents.

Digitization

Digitization is the process of converting any hard copy information such as text, maps, images etc and storing the results in digital form. During conversion, documents are scanned and indexed for preservation, retrieval, access and sharing of information.

Black and white, gray, and color paper records can be scanned. Any kind of record can be scanned including color text documents, photographs, and maps, plans, and engineering drawings.

Scanned records are usually saved as PDF, TIFF files or JPEG.

Project Overview

Inforset Technologies offers digitization services either on-site or off-site. Our primary goal is to provide a seam-less transition from paper to “paperless," allowing you to provide uninterrupted service. Our imaging specialists have all the required experience to move through the process quickly and accurately. Our project life cycle is as follows:

1. Conducting a site visit, review, analysis and compile an Inventory

Inforset team will come to your site to understand the complexities and nuances of your document workflow.

Our team will inventory your information and provide a detailed tracking manifest of all of the information we've received. This provides a preprocess inventory used as a quality control measure to reconcile with post conversion output.

2. Document Preparation


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Preparing documents for scanning is a time-consuming part of the process. Our experts will remove all staples and fasteners, repair any ripped or torn pages, and carefully sort out the different sections of all files, ensuring that you can access the information you need, when you need it.

4. Imaging

Our high speed document imaging department is equipped with technologically advanced equipment that can provide excellent data capture and character recognition services. Each page can have an imprinted DCN (Document Control Number) ensuring a 100% conversion rate.

5. Quality Control

When scanning clients’ records, and specifically claims file, quality control is essential. We review every image to ensure readability and quality. Each image is carefully analyzed to ensure that nothing is missed during the scanning process, and our indexing metrics target a 100 % accuracy rate.

6. Indexing

Inforset will work with Geminia Insurance team to tag all your records with pertinent information so that you can access the scanned images through OnBase EDMS. We can index your files based on last claim, claim number, first and last name, and any other information necessary.

7. Importing your data into Onbase system

Inforset team will integrate all the imaged data to Onbase platform. Your backfile conversion will merge with current images providing a seamless record database for easy access and secure storage.

8. Inventory of your documents and disposition

Geminia Insurance may want to preserve the physical paper for unforeseen historical or legal issues, or for other internal business controls. Inforset offers secure document storage to archive your information for as long as it's needed.


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OnBase EDMS System

Functionalities

Access

Client User Interface

1) Users can easily navigate and perform their primary job tasks with little-to-no training and with intuitive ribbon-style toolbars, tabs, and easy access features that are based on the familiar look and feel of Microsoft Office products.

2) Offers capabilities for users to personalize their user experience (e.g., personalized home page that opens to personal workflow lifecycles, stored favorite retrievals, etc.).

3) Displays all of the associated information about a document right alongside the image itself – displaying index values, notes, related documents, revisions, discussion threads, and document history.

4) Provides ability to display the document being indexed in a preview pane during the indexing process.

5) It provides ability to auto-import camera images and media files directly from a connected device.

6) Users can play, stop, and pause multimedia files (audio / video) with the native viewer.

Web Client Interface

1) Has a dashboard component to create and manage personalized interfaces that present end users with access to priority content and tasks (e.g., workflow status report, commonly used document searches).

2) Offers full support for the Internet Explorer and Mozilla Firefox browsers on the Windows platform as well as full support for the Mozilla Firefox browser on the Macintosh platform.

Search Experience

1) Solution enables users (not administrators) to create their own personalized saved searches.

2) Meaningful document names appear in a search results list that contain both static text as well as defined index values, offering a more detailed description of the documents returned.

3) Allows advanced full text search capabilities including fuzzy, inflectional, thesaurus, Proximity, wild card, and SOUNDEX.

4) Provides ability to utilize full text searching alongside index value search. Provide a screen shot depicting this capability from a single interface.


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5) Allows users to search for multiple document types (e.g., text / COLD, image, PDF, Word, etc.) in one search.

Search – Microsoft Office

OnBase provides capabilities to not only retrieve and archive to the EDMS system from the native office toolbar, but also search and retrieve EDMS stored content from directly inside the native office application.

Retrieval

The EDMS (OnBase) has the ability to automatically link related documents of similar or different file types to each other (e.g., a mainframe-generated text file to a TIFF image).

Integrated Workflow

OnBase’s workflow experience is integrated to provide task buttons and user interaction on a menu right from selected or open documents through standard document retrieval (i.e., user does not need to enter the workflow client). Provide a screen shot depicting this embedded workflow functionality in your viewer.

Offline Client Experience

Mark for Offline Availability function is used to specify the documents and other objectsto be available without a network connection. The selected documents will be shown in the Offlineview

Mobile Devices

OnBase provides natively built interfaces to standard mobile devices - BlackBerry, iPad, iPhone, Windows Phone, and Droid.

Client Deployment

The EDMS offers a ClickOnce deployable solution for the client interface, minimizing administration overhead and supporting IT policies.

E-Mail Integration

1) Allows drag-and-drop import of messages into the EDMS using e-mail client folders in order to automate the classification and indexing of e-mails and attachments (e.g., a user could create a folder for purchase orders, one for invoices, another for resumes, etc.).


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2) Allows e-mails and attachments to be automatically imported and fully indexed into the system without any user intervention or data entry.

3) Provides integration with Lotus Notes.

E-Mail Integration to Workflow

OnBase allows the user to access the EDMS system’s workflow processes from the e-mail client interface, with the ability to decision items (execute tasks) and view related documents directly from the e-mail message notification.

E-Mail Archive

1) Availability of an E-mail Archive that offers the ability to assign time-based retention to e-mails with the ability to put an e-mail or group of e-mails “on hold,” preventing automatic destruction.

2) It supports single instance storage of both e-mail and attachments. For example, e-mails and attachments are only stored once in the E-mail Archive, with the sender and all recipients pointing to one record / file.

3) The ability for users to access an e-mail in the archive directly from their client.4) The ability to search on e-mail index values and / or perform a full-text search on e-

mail and attachment content.


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Process

User Environment

The workflow configuration and user interface environments are integrated with the rest of the EDMS solution (i.e., you can access the workflow interface from within the client environment).

Process Initiation

OnBase allows documents to be added to a workflow in several different ways, including:

Scanning Enterprise text report processing Electronic forms processing Document import processing API E-mail interface Drag and drop from a line-of-business application screen Adding documents already stored within the solution’s repository to a

workflow process at a specific point-in-time

Immediately upon import, based on the document type, OnBase automatically identifies with which workflow processes to associate a given document.

Configuration

OnBase provides ability for the workflow process to interact directly with defined Web services, allowing external data received to be used as part of a workflow process (i.e., confirm a delivery date from a website such as ups.com). This is to be accomplished out-of-the-box with point-and-click configuration.

Work Distribution

The automatic distribution and sorting of work based on load balancing rules is a reality in OnBase. Rules include role, availability, percentage, order of arrival, index values, or the size of existing workloads for users, as well as custom- built work distribution rules. This load balancing also allows for the rebalancing of work to users if inequity is discovered within the workflow processes.

User Experience

Customized instructions are displayed within the workflow application, directing the end user on what functionality they can or should execute.


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Decision Making

1) The ability to perform parallel processing by automatically routing a single document through multiple business processes simultaneously and allowing multiple users to access and work on the same document is provided.

2) Upon execution of a task within a workflow process, solution provides the ability to automatically present a prompt requesting additional information for downstream processing (e.g., hiring manager determines a candidate as a “no fit” for a given position and is prompted for feedback on candidate’s positioning for a role elsewhere in the organization). This is to be accomplished out-of-the-box with point-and-click configuration.

Routing

Many workflow processes require the user to select a simple decision task such as “approve” or “deny.” It offers additional out-of-the-box tasks to users, allowing them to execute more business-specific functions (e.g., simple tasks such as print, annotate, and email; advanced tasks such as calling out to external systems, advanced routing, document composition, or the creation of an e-form).

Integration

OnBase provides the ability to present and access workflow from the locations noted below. This should be accomplished out-of-the-box or through a productized offering.

BlackBerry iPad iPhone Windows Phone Droid Standard Client

Outlook Web Client Line-of-Business Application SharePoint URL string


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Process Modeling and Analysis

1) The system includes native capabilities to provide, or have partnerships for business rules engine, process modeling, process simulation, and process reporting.

2) It supports, out-of-the-box, the graphical design of workflows with a BPMN compliant designer.

3) BPMN compliant designer is able to produce BPEL standard language.

Reporting

OnBase produces reports utilizing custom transactions (e.g., approval time stamps added by a specific user during a transaction).

It provides preconfigured workflow reports that detail processing information such as:

Average Time to Process Document per Lifecycle Daily Workflow Usage Document Process Time per Workflow Queue Documents Processed per Queue Documents Resident per Queue High or Low Document Processing Identification Queue Processing Time per User in Minutes

Electronic Forms

1) Workflow solution will include, at no additional cost, your native electronic forms application.

2) It supports the use of electronic forms natively without requiring the purchase of any proprietary forms software.

3) It’s electronic forms offering will be architected in a way to interact with other parts of your EDMS repository including:

Document import capture Web (online form submission) Web portal and SharePoint (form creation / submission through portal) Index value design and structure Cross-referencing Notes / annotations Workflow (form auto-triggers a workflow process) E-mail (form viewed as attachment)

4) In addition to your native electronic forms solution, OnBase will provide for integrations with popular forms software like Microsoft InfoPath and Adobe


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LiveCycle to allow users to complete forms created with these products, and process them directly into the system repository.

5) It maintains revision control on electronic forms to offer flexibility to display forms in their submitted state or with a new layout, allowing business processes to advance.

6) While completing an electronic form, users have the ability to attach documents to it, allowing those documents to automatically be associated with the form.

Case Management

1) OnBase facilitates case management.2) It provides structured and unstructured information in a single view.


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Integrate

Non- Programmatic Integration

1) From a data-centric business application, based on account / record information presented on the screen, Onbase allows users to retrieve EDMS stored documents without custom programming, API programming, scripting, or modifications to the existing application.

2) It provides the ability to execute separate and distinct document retrievals from sections/fields on the screen.

3) Beyond retrieval, it allows for other EDMS functions to be performed, non-programmatically (i.e., point-and-click configurable), within the business application. This includes the ability to execute ALL of the following EDMS functions from a single screen:

Index EDMS stored documents using data on the business application screen

Present user with a workflow step in context with the business application screen

Launch a complete set of related documents presented in a tabbed folder view

Launch scanning interface to perform ad hoc capture related to the account / record

Create a scanning cover sheet with bar codes using data from the business application screen

Retrieve documents based on a custom query from the business application screen

Index captured documents using data from more than one screen within more than one business application

Launch and complete an electronic form to track an event or start a workflow process

Create a form letter, based off of a Microsoft Word template, using data on the business application screen

4) It provides integrations with email clients like Microsoft Outlook, Lotus Notes, and Novell GroupWise, allowing users to access EDMS functionality and import emails and attached documents into the repository directly from their email interface.

5) Non-programmatic configuration enables your system to be auto-aware of any business application that is integrated for document retrievals (meaning a user does not have to manually declare the business system in which they are working).

6) And finally it provides http url requests to retrieve documents, present workflow interfaces, and present a folder interface in lieu of custom programming.


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Synchronization

OnBase offers the ability to synchronize data in real-time behind the scenes.


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Store

Records Management

1) Records management functionality provided by the solution is native without requiring integration with a third-party or external RIM tool.

2) Documents are automatically declared as records without any user interaction.3) Multiple documents are grouped together and treated by the system as a single record,

with a single retention plan.4) In addition, OnBase provides the ability for a document(s) to be dragged-and-dropped

into a record (folder of documents) and have this new document automatically inherit the records management policy.

Record Types

Users can capture, declare, and store electronic records (documents) in their native formats, including e-mail, electronic forms, physical items, images, text files, and Office documents.

Hold

OnBase has the ability to place a hold (or multiple holds) on a record, as in the case of an audit or legal discovery.

Auditing

OnBase is capable of identifying both complete and incomplete records across the entire repository.

Purging

A variety of destruction options, including the ability to keep both index values and files permanently, keep only index values, or purge both index values and files with or without a history log (certificate of destruction) is provided.

Physical Records Management

Ability to provide a holistic view of both digitally-stored content and physically- stored content in a single search results list.


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Administrative

Provides an administrative view of physical record locators either pending check out (requested) or currently checked out with appropriate location information (item name, user in possession, expected return date, identifier, repository, repository name).

Searching

It provides an easy way for administrators to locate / filter records.

Measure

Auditing

1) Has the ability to access a document-level audit trail directly from the document.2) System administrators can perform an ad hoc audit on system-related activities

from within the client (e.g., identification of all documents accessed by a recently released employee).

3) An administrator can create custom audit log entries tied to workflow progress for the purpose of generating business process reports.

Reporting

1) The reporting tool directly integrates with Microsoft Excel, allowing users to build reports natively in Excel utilizing the EDMS system attributes.

2) It (OnBase) provides, within Microsoft Excel, point-and-click data mining and modeling of text-based reports stored within your repository.

Exception Reporting

1) An out-of-the-box (with no custom coding) report that identifies matched, unmatched, or missing numeric and / or character index values between a primary document and secondary document(s) (i.e., automated reconciliation report) is available to the users.

2) Based on the exception identified, OnBase automatically routes exception items from the exception report to a workflow for proper resolution. This should be accomplished without any coding.

Visibility

1) OnBase provides real-time visibility without involving internal technical resources.2) It provides the ability to access dashboards from anywhere.


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TECHNICAL CAPABILITIES

System Architecture

Index Value Configuration

1) OnBase supports an unlimited number of index values per document.2) Offers an overview of the different metadata types you support (e.g., date, date and

time, currency, specific currency, alphanumeric, numeric, floating point, etc.).3) It provides point-and-click configuration for index values, with multiple pre-

configured formats (e.g., date: dd/mm/yyyy, month/dd/yy, mm-dd-yy).

Index Value Grouping

OnBase has the ability to store index value sets that can later be used to auto-index documents by entry of only a single primary value. This enables simplified indexing and more flexible retrieval by allowing users to enter a single index value and have all related index values auto-populate.

Index Value Updates

1) OnBase can re-index documents, at a global level, without programming. It provides for index values to be updated or replaced on multiple documents at once without custom programming or scripting.

2) It provides a means of purging, with just a few clicks, those index values that are no longer being used (saving database space and optimizing performance).

Document Linking

An underlying ability to easily pre-define document relationships for use in search and retrieval is available on OnBase.

Storage Options

It allows the archiving of documents to various media, including:

Windows file servers, to allow the leveraging of Share and NTFS permissions

Archiving of documents to Linux file servers Archiving of documents to Unix file servers Integrate with IBM Tivoli Storage Management Integrate with EMC Centera NetApp Plasmon Archive Appliances


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CD, DVD or Blu-ray

Off-line

Users have the ability to check documents out of the system for access via a localized copy that can be worked on, checked back in, and processed automatically.

Administration

For increased efficiencies in backup and database sizing, content is stored with pointers in the database to file storage locations, as opposed to a blob in the database.

Fail-Over / Redundancy

OnBase’s storage architecture allows for documents and images to be stored at one too many different physical locations for the purpose of redundancy. If one of the locations were to have a failure, there would be no interruption of access to the documents.

Encryption

OnBase has the ability to encrypt data at the database level and at the file storage level, as well as content that has been backed up / at rest.

Configuration

Administration Interface

1) A single interface for the configuration and administration of all major system components (e.g., import processing, document type configuration, index value configuration, workflow, user groups and rights, storage structure, scanning, records management, foldering, scripting, etc.) is provided.

2) It allows for ease of configuration, in that most administrative tasks (e.g., adding new document types and index values, user administration, configuring workflows, etc.) can be done by an internal resource as opposed to a third-party software expert.

Infrastructure

Database

Your database environment is not just the core of your OnBase system, it is critical to supporting enterprise growth, new market opportunities and the multitude of business


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processes that must consistently execute effectively. The database architecture supports multi-vendor platforms, including Oracle®, Microsoft® SQL Server® and Sybase®.


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Scalability

Deployment

OnBase supports ClickOnce deployment to ease the use of installation and configuration updates.

Test Environments

It allows for development, test, and disaster recovery environments with no additional licensing fees.

Redundancy

Onbase allows web servers with a load balanced configuration environment for redundancy.

Index Values

1) Supports an unlimited number of customer-defined, first class, index value fields per document within one storage structure. These fields should be of various formats, including date, currency, alphanumeric, and numeric. (Second class index value fields would include any additional information stored about a document separate from the primary document index structure.

2) Also support the ability to store multiple values for the same index value instance (e.g., Client Name = Sarah Odhiambo and John Odhiambo). The population of an additional value(s) should be accomplished with a single mouse click or keyboard short cut.

Image Storage

It utilizes a file storage system to store documents, as opposed to storing directly into the database.


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IMPLEMENTATION AND SUPPORT

Implementation

Inforset provides you with the flexibility to deploy your OnBase solution the way you want. Should your business needs change, it's easy to migrate from one option to another.

Deploy OnBase on-premises

With this method of deploying OnBase, you utilize your own resources and expertise to maintain your OnBase environment within your own infrastructure.

Use Your Existing Infrastructure

OnBase has a straightforward approach to the architecture and infrastructure needed to support the solution. The OnBase software has been designed to run within a Microsoft Windows environment and we support Linux and Unix operating systems for certain server roles. OnBase can utilize Microsoft, Oracle or Sybase database products and has options for other database integration and both proprietary and in-house software, catering to your preference. OnBase can run on physical machines or virtual environments and is both Citrix Ready and VMware Ready certified. OnBase can easily integrate with Active Directory or other LDAP security designs.

Deploy OnBase on-cloud

As you consider your document management options, a key question to ask is whether to manage your own infrastructure and software with on-premises servers, or to outsource it via a cloud solution. The answer depends on a variety of factors that will be unique to your organization.

Why the cloud?

Cloud computing has moved from an IT buzzword to one of the most important business and technical capabilities available to organizations today.

Rapid deployment, reduced up-front capital expenditure, enhanced security and disaster recovery capabilities are all cited as some of the many benefits of moving to the cloud.

From document management perspective, the cloud can provide storage, processing and deployment functionality. The OnBase Cloud, a platform built specifically to deliver document management in the cloud, not only provides access to content via web and


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mobile interfaces, but also provides two-way document management functionality such as workflow, content editing, reporting, capture and more.

Tech Support

OnBase is user friendly and our Tech Support will always be available to help in analyzing and diagnose common issues Seven days a week, 24 hours a day. Our Tech Support team is certified OnBase Installers, equipped with constantly expanding OnBase knowledge and training. We understand the importance of responding promptly to request for assistance so that you stay productive and continue making the most of OnBase.

Our Tech Support is never outsourced to third parties or overseas. We will have a dedicated point person from the moment you reah out for our help until the issue is resolved. Our Tech Support team will develop strong relationships with your company’s technical staff, helping them quickly identify a plan to effectively solve any challenges you may experience when configuring or using OnBase.

By taking ownership of issues and being advocates for you, our Tech Support analysts approach each call as an opportunity to grow expertise in OnBase and help users make the complex simple.


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http://www.hyland.com/en/product/the-onbase-cloud/~/link.aspx?_id=8023E3138BF349A387B59BA16B0C0659&_z=z

TRAINING

Training

At Inforset, we meet the real-world training needs of customers —from all industries. Our training designed to directly address both business and IT requirements, and our world-class trainers include OnBase technical experts, document management leaders, and industry-specific business process analysts.

We put you in control of your training. Our mission is to provide you the information when you want it and in the way that is best for you, both learning style and in the time you—and the members of your organization—have available for it. Additionally, we documentation & train the trainer training.


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Geminia Insurance - Inforset PROPOSAL

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