Housing and Conference Management Software

The vendor is required to provide a web-based technology solution for residence life and housing administration.
- solution that will automate and streamline processes related to residence life and housing administration, including room assignments, occupancy tracking, billing, and communication with students.
- the solution should enhance conference services and event management, covering tasks such as scheduling, registration, invoicing, and post-event follow-up
- The system should also support risk management, planning, reporting, and tracking related to both housing and conference operations.
- Application functionality:
• the features, functionality, and ease of use of the proposed Housing Software System.
• the different modules available that may be of interest to the other stakeholders in Residence Life and Housing Administration, as well as Scheduling, Events, and Conferences.
• End user can create user accounts; create/edit group permissions, and deactivate/delete/archive user account
• The solution should have the capability to archive old data.
• The ability to upload/import data from current solutions.
• The solution must allow end user to easily search for a resident by name, ID number, application number, or application period.
• An end user can manually create an application and contract.
• An end user can edit an existing booking.
• An end user can define fields within the application.
• An end user can create multiple unique application types that can be active simultaneously
• An end user can configure and customize multiple screens, reports, and forms to meet institutional needs 4
• The end user may modify any and all fields and panel labels in both the administrative environment and end user environment
• An end user must have the ability to add custom fields without increased solution cost.
• The capability to track customizations made to the solution
• A process for which end users can go about filling out an online application
• the capability for end users to view and electronically sign an online contract.
• the capability for end users to select an area, building, and room.
• the capability to assign lottery numbers.
• The solution must have an automatic room assignment function.
• The solution must have a roommate matching process, including the development of a preference form.
• Describe documents or supplemental materials (digital files) can be uploaded to the system.
• The solution uses maps, videos, and other media to display buildings/area/rooms.
• The solution shows room setups, shows how they can be changed and how they are setup or modified by term or by date.
• The solution is able to generate records of historical data, such as room configurations.
• The solution must show and track room features
• Describe how ID cards can be utilized for an electronic check-in and check-out process and any associated equipment needed.
• web browsers are compatible with the system.
• mobile devices are compatible with the system.
• include automated notification and correspondence generation features.
• The solution must show and track physical room keys.
• The solution is capable of creating customizable forms able to be completed and submitted by end users.
• The system must be able to track room damages and generate invoices for individual charges.
• the system’s ability to be used offline to continue tracking and processing information when a Wi-Fi connection is unavailable.
• Any data entered or changes made during this offline period will be securely stored locally.
• Once the system reconnects to a Wi-Fi network, the data will automatically sync and upload to ensure everything is up-to-date.
• create comprehensive itemized invoices for a conference, subgroup of a conference, or individual.
• variable conference rates would exist within the system to allow for flexibility in contract negotiations.
• the system’s ability to offer online registration service.
• Provide details on the system’s capabilities in performing the following conferencing functions:
1. Block rooms for specific groups and specific periods of time
2. Determine available room status versus room already assigned.
3. Differentiate between “male” rooms and “female” rooms.
4. Quickly change a rooming assignment for one individual or a group of individuals.
5. Quickly view available rooms across multiple residential halls.
6. Print rooming roster for specific groups or entire buildings.
7. include information on the format and style possibilities of the roster and user’s ability to customize.
8. Upload/Import rooming information/assignments into the system.
9. Differentiate between rooms housing an “adult” versus a “minor”.
10. Indicate which rooms are ADA compliant.
11. Print housekeeping reports and allow for prioritization of the order of room cleaning.
12. Differentiate between available “clean” rooms and which rooms need to be cleaned.
13. Flag rooms for maintenance needs.
14. Indicate rooms with lost keys or lock replacement needs.
15. Indicate which rooms need linen or have linen and the ability to run reports on linen status.
16. Differentiate between “single” room status and “double” room status.
17. Change a room’s status to “offline” and indicate reason.
18. Reserve non-residential spaces within the residential halls for specific events at specific times.
19. Generate reports for residence hall room inspections and indicate any issues with specific rooms.
- Application Technology:
• the method(s) of Banner integration.
• If your solution has multiple modules, outline how the modules function as an integrated whole and detail any limitations in their ability to function independently from other modules.
• the application security features for data, for any modules, and for the solution.
• all low-level security options as well as any field-level encryption available.
• any transactions or functions that are not done on a real time basis and list batch jobs required for this function.
• menus are used within the solution and if menus are customizable and/or configurable.
• Define what modifiable, customizable and configurable mean for your solution.
• the extent to which the user can configure or customize all forms, reports, input/output screens, formats, etc. to brand the application for the University.
• modifiable, customizable and configurable mean for your application.
• the tools and expertise which university technical staff would use to support, troubleshoot, configure or customize the application.
• Describe workflow functionality included with application and provide a list of any function for which workflow is already built and delivered.
• Describe other customizations available and associated cost, i.e., hourly and fixed fee.
• Configuration and customization will affect future releases of software.
• The ability of the solution to interface with our credit card processors Cashnet
• Ability to provide all hardware, software, and services to receive, process, and return credit card payment transactions and electronic check transactions via a link from the university’s website(s).
• The university’s e-mail system would be incorporated with your system’s operation.
- Reporting:
• The tools used and process for creating, viewing, and printing reports.
• Provide a list of all canned /”out of the box” reports delivered as part of the base product including a short description of each.
• Also include a sample of several reports for review.
• Describe how canned/”out of the box” reports can be modified.
• Describe application approach/strategy for reporting including the approach to ad-hoc reporting for power users as well as the occasional user.
• Describe reporting output formats available.
• the types of reporting that would typically require Information Technology staff support.
• Describe the support for creating and customizing new reports.
• Describe financial reconciliation process including applicable reports between housing software system and Banner.
- Technical:
• Provide a detailed diagram of the typical architecture/technical environment required for the system. List all protocols and ports used for communications and indicate which components are clients and which are servers and whether the communications are fully, partially, or not all encrypted.
• Specify any communications paths where unencrypted authentication or other sensitive data are passed.
• List all third-party dependent integration points and data paths including any web content included from or sent to outside parties.
• the toolset from which your application is derived.
• Describe hardware and software requirements for proposed system(s) along with any sizing assumptions made to arrive at those requirements.
• Describe supported server hardware platforms.
• Describe support for the following operating systems: UNIX, Linux, and Windows.
• Describe support for load balancing and system failover including any contractor-specific preferences. Also, include any contractor-specific configuration guides.
• Describe how scalability is accomplished as the criticality of the system(s) and the number of users increases
• the system capabilities and options for the backup and restoration of the database.
• Describe the average client response time for all the various functions of the proposed system.
• Describe services not available during scheduled backups.
• Describe the staffing required by the University to support the system including performing backups, installing new releases, creating reports, etc.
• Describe any standard and proprietary API’s, integration/connection resources, and development languages and tools that extend your toolset.
• Describe the client operating system and browser requirements for your toolset.
• List any additional client-side software required for the development/management of your toolset.
• Describe any aspects of your application that are OS specific.
• Describe any changes to default browser or client security settings if needed.
• Describe any functionality loss, installation problems, upgrade problems, or other difficulties if client applications are run using a regular user account.
• Describe requirements for application servers.
describe specific platform recommendations or requirements for certified configuration including either a specific application server version or the required J2EE version.
• Describe support for web servers
• Describe the supported database platforms and include any information on additional features required of the department needed to support the functionality of your system as proposed.
• Provide an overall compatibility matrix of software required to operate your system.
• As appropriate, and at a minimum, this should include operating systems, drivers, browsers, JDKs, and compilers.
• Describe support for real-time access to data through some other method
• Describe support for integration with the university’s existing systems listed in the background statement including pricing, availability of API’s, toolkits for creating connectors, available services, etc. Provide a full list of application connectors. Describe any other methods of integration supported.
• Describe the ability for your product to create consumable web standards-based content and the ability to pull XML based content from your system and any API's supporting the delivery of such data/content.
• Describe storage including file formats.
• Describe technical reporting capabilities.
• Include the handling of the application, operational, content, access, and storage metrics and the method for obtaining them
- Services:
• Describe your training options and include a catalog of training offerings and their associated costs.
• The response should include differentiation between technical staff and end-user training.
• Describe user discussion groups and how they function.
• Describe services available from your company and/or partners including pricing information that may be included in the final contract.
• Services that could be included are:
1. Implementation
2. Development
3. Project Management
4. Architecture and Design
5. Capacity Planning
6. Installation and Configuration
7. Performance and Scalability
8. Conversion
- Contract Period/Term: 2 years
- Questions/Inquires Deadline: March 03, 2025