Appel D'offres PE-EFI-IMPR-2013/012-MIS

Invitation to Tender PE-EFI-IMPR-2013/012-MIS Annex I.C Web2Print Integration - MIS

Introduction

The European Parliament uses a workflow solution to take orders, which it wants to connect with the proposed MIS solution. It is EFI’s Digital Storefront (DSF) portal. This portal is an online storefront that allows the client to choose various types of products from a catalogue.

The tool allows the client:  to create personalised online storefronts for different entities  to establish lists with unlimited prices. DSF has a price-calculating module. A client can therefore: o select products for which DSF can automatically calculate a price. In this case, the client can approve their order, which can go directly to print. o choose a product which requires a quote. The printer then fills in the DSF ‘request a quote’ form. The client can approve or reject it. If approved, the order can go directly to print.  Different kinds of products are available, such as various personalised products, unprinted products, static products, orders where the client sends a PDF and specifies printing and finishing options, VDP (variable data processing)...  Different billing methods  Different delivery methods

Clients access the portal using their EP login and password (single sign-on). At each login, the connection verifies if a record of the user exists. For new clients, a record is automatically created in the Digital Storefront database and the user profile is filled in with details from the Parliament user database: name/surname/main address/e- mail/organisation (generally, DG) and department. For existing clients, the user profile is updated. During application set-up, users are grouped by organisation. The department field for the user’s profile is only used as supplementary information. Integration The tenderer will ensure that its solution is interfaced to accept orders made in DSF and will ensure that they are produced. DSF (the version currently installed) can communicate with external systems in two ways:  DSF allows the user to submit a job to an external outfit via a JDF connector. In the case of a non-EFI outfit, the JDF job ticket will be labelled ‘intent’.  DSF can also communicate with external systems via External System Connector (ESC). At certain times during the lifecycle of an order or request for quotation (during status changes), DSF can send data in XML format to a user-defined web service, which must be written according to ESC specifications. This communication is made in one-way mode. The recipient department may extract data concerning the order and the user for its own use.

Invitation to Tender PE-EDI-IMPR-2013/012-MIS Page 1 of 3 Annex to the specifications – Web2print – MIS Integration Integration must, as a minimum, follow the basic specifications described below, but the tenderer may suggest solutions which go beyond these specifications to allow better integration.  The minimum level of integration between DSF and the MIS must allow the user to automatically register each order in the MIS, without manual coding. Where an order form contains several products, the MIS must be capable of registering each product that is ordered. Registration must contain all the DSF specifications. The price which has been defined in DSF must take priority over the MIS price and must be taken up at billing. This registration must allow an automatic work transformation, without human intervention, for as long as all the necessary elements are included in the printing order. If this transformation is impossible due to missing elements, the MIS user must be notified and must have the option to intervene manually. The MIS user must, at any time, have the option to see whether a print order or job comes from DSF and which DSF order it is linked to. The following data must be sent from DSF to the MIS:

a) client data: user profile data b) data about the order: date of order, date of delivery, payment method, delivery method, amount, delivery address, printing and finishing options, files to be printed  A better level of integration would include the minimum level of integration in addition to the following options: a) applying a DSF job status in the MIS: the level of integration must, as a minimum, be able to manage the following status: a. user approved/approved: status of an order submitted by the user b. manual quote required status of a price request c. rejected: status of a price request or rejected order d. shipped: status of a finished order b) automatic registration of price requests coming from DSF. The MIS user calculates the price request in the MIS and, in DSF, manually fills in the price request with the price calculated by the MIS. When the client accepts the order in DSF, the integration must be capable of transforming this price request into a job. If the price is rejected, the price request must be given ‘rejected’ status. c) define a link between an MIS-type product and a DSF product. When a link exists, the MIS product information must be used to create the job. When an order is for a product not linked to an MIS product, the job specifications will come from DSF.  Total integration must contain the points outlined above but will also allow two-way communication between DSF and the MIS. Status changes during production will be visible in DSF. Also, the integration will allow

Invitation to Tender PE-EDI-IMPR-2013/012-MIS Page 2 of 3 Annex to the specifications – Web2print – MIS Integration management of the catalogues of products offered in DSF, price sheets, and price requests from the MIS. The tenderer will ensure that client data is also available to the estimators who must encode a job request by telephone or e-mail. This can be done via an import. Servicing Any adaptation of the DSF-MIS integration module linked to the evolution of DSF software, and for which the designated tenderer is not a DSF owner, will be considered as a new project. This consultancy will be the subject of a separate order based on rates set out in the financial schedule. An evaluation of the workload forecast will be made before creating an order form. Encl.  Digital StoreFront-JDF with Non-EFI JDF-Enabled Devices FAQ.pdf  Digital StoreFront-JDF with Non-EFI JDF-Enabled Devices Hot Folder FAQ.pdf  DSF_External_System_Connector_Guide  http://w3.efi.com/WebToPrint/eCommerce-Web-to-Print-Software/Digital- Storefront

Invitation to Tender PE-EDI-IMPR-2013/012-MIS Page 3 of 3 Annex to the specifications – Web2print – MIS Integration