The subject of this call for tenders is the procurement of a document management system (DMS) with the pilot area of electronic incoming invoice processing.

The University of Koblenz-Landau intends to procure, introduce and operate a document management system (DMS) with a workflow component for automating and digitizing internal processes (outside special procedures), as well as digitizing and archiving documents. The University of Koblenz-Landau has named two pilot areas for the project: electronic incoming invoice processing and electronic student files.

As subcentral contracting authorities in accordance with EU Directive 2014/55/EU, universities must be able to receive and process electronically-structured invoices from April 18, 2020. In order to comply with this processing obligation, a DMS with a workflow component is to be procured as a suitable IT system for electronic incoming invoice processing.

The second pilot area involves setting up an electronic student file for the legally binding administration of study-related documents. The technical basis for this is the DMS, via whose interface, among other things, the submission of theses, including a connection to the campus management system, is realized. The HIS-GX modules SOS, POS and LSF as well as HISconnect are currently in use, which will be replaced by HISinONE in the future in the period from October 2022 to April 2029.

This software (hereinafter DMS software) is to be made available and implemented by the contractor as an on-premise variant.

The object of this allocation procedure is the procurement, configuration, including the necessary adaptation of parameters to the special requirements of the University of Koblenz-Landau (e.g. customizing), functional provision, introduction and (temporary) operational support of a DMS, as well as the connection of procedures and the training of personnel in the DMS software. Within the introductory project, the following documents are required to be produced in cooperation with the project team of the University of Koblenz-Landau:

- role and rights concept

- process documentation

- training concept

- data protection concept.

The procurement object must be able to represent the functionalities of the pilot areas: electronic incoming invoice processing and electronic student files. In addition, functionalities are queried to ensure future use as a comprehensive DMS. This includes in particular the consideration of being able to use the identical system for construction, project or personnel files, for example.

The DMS software to be provided must cover the following functional areas in particular:

- Electronic incoming invoice processing

- Electronic student file

- Collaborative collaboration opportunities

- archive component

- Scan and OCR components

- workflow component

- individual rights assignment to a variety of user groups.

The complete functional areas that the DMS software to be procured must cover are enclosed as Appendix 603 “Requirement Catalog_Overall Evaluation Matrix”.