IT services: consulting, software development, Internet and support

Tender description

Electricity Supply Board (ESB) seeks to procure a commercial off-the-shelf software system to facilitate an Automated Invoice Data Capture and Processing Solution. The solution must be hosted on ESB premise, and provide secure access for ESB users. The solution should be capable of managing scanned or imported PDF (or other electronic formats) invoices and other documents (e.g. credit notes) to be processed via OCR (Optical Character Recognition) technology and posted to the relevant processing module of our Enterprise Financial Management System (SAP). Electricity Supply Board (ESB) seeks to procure a commercial off-the-shelf software system to facilitate an Automated Invoice Data Capture and Processing Solution. The solution must be hosted on ESB premise, and provide secure access for ESB users. The solution should be capable of managing scanned or imported PDF (or other electronic formats) invoices and other documents (e.g. credit notes) to be processed via OCR (Optical Character Recognition) technology and posted to the relevant processing module of our Enterprise Financial Management System (SAP). Background: Electricity Supply Board (ESB) receives on average 80,000 invoices per annum of which only 15 % are electronic. The other 85 % of invoices are inputted manually into SAP. As such, ESB wish to procure and implement a solution to automatically process invoices to reduce the amount of manual intervention required. The successful provider will already have delivered a similar solution to industries to the scale and requirements that are being sought by ESB. Requirement: ESB is inviting expressions of interest from COTS (Commercial off the shelf) solution providers to provide, implement and support an automated data capture solution capable of managing scanned or imported PDF (or other electronic formats) invoices and other documents (e.g. credit notes) to be processed via OCR (Optical Character Recognition) technology and posted to the relevant processing module of our Enterprise Financial Management System (SAP). In scope: — provision of a COTS solution with a proven record in organizations of a similar type and scale to ESB, — implementation services to configure the solution to ESB specific requirements, — support services, — the solution must be capable of providing a secure means of extracting PDF files from inbound emails, — integration with the relevant ESB systems (e.g. SAP — Financial Management, Microsoft Outlook — email, Easysoft — document storage), — the solution must be hosted on ESB premise, and — the solution should have the required associated workflow (e.g. Workflow can arise due to a mismatch of Invoice and PO). Out of scope: — hardware and data storage, and — managed services. Please note, if the principal contractor is not the supplier of the product — ESB retains the right to have annual license and maintenance contract directly with the product owner. A full appreciation of the ESB company can be viewed at the following internet address: http://www.esb.ie