Specifications include, but are not limited to: The product must integrate with the university Banner ERP system with the ability to pull data from Banner as well as push data into Banner using APIs, Ellucian Ethos, or some other technology. Support for multiple roles. Administrator University form builders who can build forms for any department. University workflow builders who can build workflows for any department. Dept. Form builders who will build forms specifically for their department. Dept. Workflow builders who will build workflows specifically for their department. Form building must be intuitive, without IT knowledge. Each form must have an associated workflow for review. Forms/documents must be able to be reviewed by multiple reviewers. Allow groups to be defined for review of documents. This will allow a form to be sent for review to a pool of reviewers. Approval or rejection must be by an individual of that group. Approvals/rejections for each form must store the following information. Names of all reviewers Date and time of each review If rejected a reason for the rejection is required. Workflow for each form must be able to be routed for review to multiple reviewers either in parallel or sequentially or both. Allow reviewers to edit the document without the need to return the document to the originator. Workflow will allow comments without the originator or prior approvers being notified. Comments will be viewable to all reviewers and the originator. The workflow will allow specific reviewers to change/input specific fields on the form without the need for returning to prior approvers to review. Reviewers must be able to designate a delegate for a specific date range. Each form must allow for an escalation of a review if a review sits idle for a specific number of days. The product will support a default idle time before escalation for all forms. Each workflow will have its own idle time escalation that will supersede the default escalation time. The escalation reviewer should be determined from the organization structure in Ellucian Banner. The completed form must be stored as a permanent record. Able to be stored in the university document management system, Ellucian Banner Document Management. Must have a way for reviewers to see the list of documents waiting for their review. Must alert reviewers by email that there is a document submitted for their review. Originator of the form must be able to see a history of the form. Who has approved and who still needs to approve. Reviewers should also be able to see the history. Must allow attachments to the online form. The product will support roles such that forms built by a department can only be modified by members of that department. Allow form templates to be built so that all departments can access these templates. Easy for workflow editors to change reviewers within a workflow. Able to overwrite information and approvers obtained from Banner in case a workflow needs to skip a level of organization. Must support Single Sign On/MFA. Intelligent design for mobile devices. Ease of use on a mobile device. Originator should be able to preview the form prior to submitting for review. Support for disclaimer headers and footers on each form. Support for additional informational and instructional text on a form. Support for notifying the originator of next steps. The product should use WYSIWYG form editor and Rich text editor for form creation. Does the product support the creation of radio buttons, check boxes, date/time entries on a form? Form can allow for a designated reviewer to be input by the originator. Form to allow auto fill info from Banner. Such as a student’s advisor. Allow a method to allow a student to input information on the form if prepopulated information on the form is missing or inaccurate.
