Group Communication, Resource, and Scheduling Application

The Vendor is required to provide solution must enable effective communication and coordination among authorized users, including student-athletes, full-time athletics staff, academic advisors, athletic trainers, managers, graduate assistants, and others approved by the Department.
- Because users may be dispersed across locations and use different communication methods, the Department seeks a centralized hub that supports day-to-day operations of an intercollegiate athletics program.
- Objective
•    Quickly create, update, and communicate group events and itinerary changes when advance notice is limited (e.g., weather or travel-day changes).
•    Support NIL and revenue-sharing workflows, including roster maintenance, student athlete payments, and a secure, encrypted contract repository.
•    Support athletics camps, including attendee management, payments, staffing, and scheduling.
•    Track student-athlete health metrics (physical, mental, and nutrition), as applicable.
•    Maintain a centralized repository for student-athlete information, required forms, and resources to reduce administrative effort and better support academic and athletic performance.
- The platform must include a mobile app available at no cost to users on widely used devices, including iOS (iPhone) and Android. If another mobile operating system achieves broad market adoption, the vendor must use reasonable efforts to support it to ensure continued access for constituents.
- The solution must scale as the number of user profiles grows. The vendor must describe the licensing model and any practical or contractual limits on adding users.
- Access must be role-based. Users may have multiple roles, and permissions must control each user’s ability to view, add, or edit information and features, including tiered access levels by role.
- Multi-Format Reporting – Reports must be available in multiple formats. Most reports should be viewable on-screen with options to download in Excel, PDF, CSV, DOC/RTF, or access via API.
- Custom Field Creation – The system must allow select users and system administrators to create custom fields. If this functionality is restricted, the vendor must provide technical support personnel to implement custom fields as needed.
- Detailed Reporting Functionality – The bidder must provide a comprehensive explanation of the system’s reporting capabilities, including customization options, filtering, and data visualization tools.
- Advanced Monitoring & Aggregation – The system must allow for monitoring and reporting based on multiple factors, enabling individualized tracking as well as aggregated and summarized reporting.
- File & Document Uploads – Users must be able to upload documents and images in multiple formats, including but not limited to .png, .jpg, .jpeg, .pdf, .tif, and .tiff. 
- Vendor-Supported Report Development and Assistance– The vendor must provide a dedicated consultant for custom report writing and custom dashboard creation. This dedicated reporting consultant would schedule and burst reports to various university populations on a recurring basis, as needed.
- AI/ML Anomaly Detection – The system must incorporate artificial intelligence (AI) and machine learning (ML) capabilities to detect irregularities in expense reporting.
- Role-Based Report Access – Report access must be clearly defined based on user roles, such as Business Author, Consumer, and Manager, ensuring appropriate data visibility.
- Annual System Configuration Review – The system must include an annual review of its configuration to ensure optimal performance and alignment with institutional needs.
- The application should provide the following capabilities:
•    Ability to send mass email, text (via long code), and voice communications, including the ability to schedule messages for future delivery.
•    Ability to provide granular access to all support and coaching staff.
•    Ability to audit individual user usage and track delivery of text messages and voice communications and track open/read status of emails.
•    Ability to securely store and share documents, scouting reports, playbooks, forms, and other team-related information.
•    Ability to construct/maintain centralized team calendars (i.e., practice, meals, travel, meetings, etc.) and calendars for all major support groups.
•    Ability to sync with MS Exchange, Google Calendar, Office 365, and iCloud to a user calendar within the platform.
•    Ability to generate automatic communications for appointments and generate custom reporting for communications.
•    Centralized location for student-athlete data.
•    Ability to add custom notes and strong reporting capabilities.
•    Ability to restrict access to data to maintain FERPA, etc. compliance.
•    Ability to execute travel planning (e.g., itineraries, task lists, rooming lists, travel rosters, etc.) in one centralized location.
•    Ability to gather information through digital forms with DocuSign integration or through a form builder.
•    Ability to build custom forms through a form builder and have certain responses flagged and alerted to designated staff.
•    Ability to send, receive, approve/deny Complimentary Admissions.
•    Ability for staff and student-athletes to sign up competition guest list approvals through a workflow process.
•    Ability for users to choose a pre-selected time slot which automates appointment creation with preset reminders and alerts.
•    Ability to export calendars to an external display monitor through a live-updated URL.
•    Ability to integrate with Retain Academics
o    Single sign-on capabilities
o    User management across both platforms
•    Ability to manage rosters for the department’s teams, ranging from current, prospective, and previous student-athletes.
•    Ability to track all inventory the department procures/acquires and ability to track within one system. Including but not limited to all athletic apparel, computers, office furniture, etc.
•    Ability to track student-athlete nutrition and share information on a shared cloud with the necessary support staff, all while maintaining privacy of sensitive information.