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 workflow component for automation and digitization of internal processes, as well as digitizing and archiving documents. The University of Koblenz-Landau has named a pilot area for the project: electronic incoming invoice processing. Universities must be able to receive and process electronically structured invoices as subcentralized contracting authorities in accordance with EU Directive 2014/55/EU from April 18, 2020. In order to comply with this processing obligation, a DMS with workflow component is to be procured as a suitable IT system for electronic incoming invoice processing. This software (further DMS software) is to be made available as an on-premise variant by the service provider.

The subject of this procurement process is the procurement, configuration, including the necessary adaptation of parameters to the special requirements of the University of Koblenz-Landau (e.g. customizing), the functional provision, introduction and (temporarily) operational support of a DMS, as well as the connection of methods continued to be used and the training of key users into the DMS software. Within the introduction project, the following documents must be compulsory in collaboration with the project team of the University of Koblenz-Landau:

- role and rights concept

- process documentation

- training concept

- data protection concept.

The contractor must supply a DMS with a workflow component for the electronic processing of incoming invoices; in addition, the DMS must be able to map construction, personnel, project, applicant and student files and other functionalities mentioned in the SOW.

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

- Electronic incoming invoice processing

- Collaborative collaboration opportunities

- archive component

- Scan and OCR components

- workflow component

- individual rights assignment to a variety of user groups.