Housing Management Software

The vendor is required to provide housing management software to software with a proven implementation track record of schools with over 5000 beds and 24/7 365 live technical customer support and accessibility to non-technical users.
- Requirements:
1. Accessibility
•    Product must have documentation demonstrating accessibility compliance or better.
2. Administrative portal
•    Fully web-based client with no local dependencies (i.e., java) with user and role-based security and granular feature access controls. 
•    Ability to manage past, present and future student records, applications, rooms, rates, bookings, accounting transactions, bulk editing of student and room records, data import of external lists for filtering.
3. Advanced report designer
•    Ability to create, customize and design complex reports on any field in the database for business intelligence and analytics. 
•    Support Boolean logic and SQL logic for filtering. 
•    Reporting interface must be presented as a drag and drop and click select GUI easy enough to use for essential reporting (rosters, arrivals, etc.) for non-technical staff with basic training, but be capable of scaling to advanced operations such as outer joins and order of operations in filtering.
4. Appointments
•    Ability to manage multiple appointment processes such as check-in, move out inspections, employment interviews, room reservations, staff appointments, and more.
5. Assignment auto-allocation
•    Provide a highly-configurable tool to a) filter specific cohorts of students meeting specific criteria and b) filter available room spaces meeting specific criteria and c) assign the filtered students to filtered rooms for one or multiple semesters based on a configurable algorithm accounting for a students' room preferences from their application, roommate choice and specific room criteria (ex. only chem free students allowed in chem-free rooms). 
•    Process must be configurable to house students in both a specific order (ex. by housing application date) or in completely random order. 
•    Process must be configurable to either require or ignore specified criteria (i.e., ignore chem-free request matching when only chem-free rooms remain), preference roommates together or ignore roommates when no double vacancies remain. 
•    Provide a mechanism to review auto allocations, including unassigned and reason for failure prior to committing.
6. Automated housing prorate billing tools
•    Automated tools automatically creating charges and prorated adjustments for housing bookings, according to the applicable rates
7. Automation
•    Ability to optimize operational efficiency by automating frequently repeated tasks when a specific trigger occurs based on database events
8. Conference - group bookings
•    Group bookings allows managing multiple individuals as a group for all housing processes such as: room assignment, billing, check in, and check out
9. Custom functions
•    Set student classification as "new student", "transfer student", "returning student" based on custom criteria logic in coordination with the student demographic load.
10. Demographic import
•    Interface to bring in student demographic information from banner. 
•    Including holds from student accounts and health services.
11. Dynamically scalable
•    System must be able to support at least 250 simultaneous user sessions under load conducting housing self-selection operations and have support to rapidly increase (with license addendum) the supported load.
12. Email templating
•    GUI designer for richly-formatted dynamic data-based html-based email templates with the ability to insert based on else and SQL logic any item in the database (i.e., student's fall room assignment, mailbox and po combo, arrival appointment date and time with custom date and time formatting. 
•    Basic templating fields (last name, preferred name, etc.) should be accessible to non-technical end users as drag and drop items.
13. Emotional support animal
•    Support tracking of emotional support animals including animal name and species. 
•    Provide visual indicator to records to indicate those that have an affiliated ESA.
14. Events management
•    Solution can track all details of events including name, location, times, attendees, contacts, deposit details, charges, function details, catering, etc. 
•    Manage facility resources such as function rooms, audio visual equipment, chairs, etc.
15. Financial export
•    Financial export interface to send credits, debits, and waivers to student accounts.
16. Generic forms
•    Forms that can be configured so that entries may update, insert, or display information. 
•    Fields can be set to show a default value, be read only, be required
17. Housing applications
•    Online housing application process will provide the ability to configure multiple housing application processes such as new student applications, returning and continuing applications, family applications, or graduate applications. 
•    The online processes can be configured to match specific needs with different pages, rules, and settings. 
•    The housing process must include the ability to agree to terms, accommodate detailed roommate preferences
18. Import tool
•    ability to bring data natively into the solution from standard import formats.
19. Load monitoring
•    System must have tools, or support external reporting with tools such as google analytics, to monitor the health and activity of the web-based applications under load.
20. Multiple room configuration support
•    Ability to manage multiple room configurations for rooms, semester-semester (male room this semester, female room next semester) without future configurations disrupting current occupants billing and room gender etc.
21. Room inventory and inspections mobile
•    Mobile app that allows staff to update room inventory details during the room inspection process. 
•    Inventory images can be taken, and damages can be recorded and processed for charging.