This is not intended to represent an exhaustive list of features and functionality.

After consultation and review with our partners, the following requirements for an ECM solution at Queen's were defined:

 

• Clients can upload/send documents into the system via email/web portal
• Documents can be automatically matched/sorted
• Unmatched documents can be held in a common folder and verified by staff
• User-customizable workflow (no programming knowledge required)
• Can handle batch scanning of   documents
• Integrates with PeopleSoft
• Can attach document requirements to an application
• Ability to upload decisions to PeopleSoft (future)
• Client communication system
• Application progress   notifications
• Ability to easily create application status reports
• Ability to annotate documents
• Searchable annotations
• Retrieve student documents via PeopleSoft
• Organized/colour-coded file document tabs
• Time to implement
• Graphical User Interface (ease of use)
• Ability to create custom scripts/rules for workflow
• Can send branded/customized emails
• 24/7 tech support
• Ability to create and input data to student files via e-forms
• Integrates into Microsoft Office (can file documents from within MS Office)
• Ability to function/implement without QUASR resources
• AutomaticallycCreates files for new applicants
• WEBDAV (check-in/out system for multiple users to look at the same file simultaneously)

 

Narrowing the Options

 

We consulted Gartner materials and reviewed their “Magic Quadrant” in an effort to better determine the market players:

Gilbert, Mark et al. “Magic Quadrant for Enterprise Content Management”, Gartner.com, 13 Oct 2011, ID: G00219745, 9 Dec 2011,http://www.gartner.com

 

 

There is a real risk that individual units/departments/faculties will be impatient for a central solution and will move forward to address only their own immediate needs.

 

Updated October 2012