Project Management Software Platform

The Vendor is required to provide on project management software (PMS) platforms that can support the county’s enterprise-wide project tracking, collaboration, reporting, and portfolio oversight needs.
- The ideal PMS system will provide:
•    A unified project and program tracking
•    Customizable dashboards and reporting at all organizational levels
•    Task-level detail management with timelines and status updates
•    Seamless collaboration across departments
•    Integration with existing tools like Microsoft Office, Outlook, and SharePoint
•    Support for resource allocation and man-hour tracking
•    Clear Responsible, Accountable, Consulted, and Informed (RACI) matrix integration and role assignment
•    Light budgeting tools or external budget system integration
- Core Project Management Capabilities
•    Task creation, ownership, status, dependencies
•    Gantt charts, Kanban boards, calendars
•    Customizable templates for common project types
•    Portfolio and program tracking (multiple projects under one umbrella)
•    Milestone and goal tracking
- Collaboration and Communication Tools
•    Shared document management (commenting, version control)
•    Real-time chat or threaded discussions per project/task
•    Notifications, reminders, and subscription settings
•    Role-based access controls and permissions
- Dashboards and Reporting
•    Customizable dashboards for project managers, executives, and departments
•    Key performance indicators (KPI) tracking, heat maps, risk indicators
•    Export options [portable document format (PDF), Excel, PowerPoint]
•    Report scheduling and email delivery
- Resource and Time Tracking
•    Man-hour tracking per task/project/person
•    Workload balancing and forecasting
•    Integration with human resources (HR) or scheduling tools (optional)
- Budgeting and Financial Features
•    Native budgeting tools with light-to-moderate capabilities
•    Integration with external finance/budget systems
•    Tracking of planned vs. actual costs, estimates, and funding sources
- RACI Matrix and Governance Tools
•    Ability to create, assign, and track RACI roles
•    Governance workflow configuration (e.g., approvals, stage gates)
•    Audit trail and change logs
- Integration and Application Programming Interface (API) Access
•    Native integration with:
•    Microsoft Office Suite (Word, Excel, Outlook)
•    SharePoint, Teams, OneDrive
•    Open API access for custom or third-party system integration
- Security and Data Management
•    Role-based access control (RBAC)
•    Single sign-on (SSO) and multi-factor authentication (MFA)
•    Data backup, retention policies, and disaster recovery options
- Deployment Model and Support
•    Cloud-based, on-premises, or hybrid options
•    Mobile and browser-based access
•    Support tiers (standard, 24/7, emergency response)
•    Training options [live, recorded, learning management system (LMS) access]
•    Maintenance, patching, and upgrade procedures
- Solution will support program level visibility, individual task accountability, interdepartmental collaboration, and executive level dashboards across multiple teams and initiatives.