Faculty Activity and Reporting System

The vendor required to provide faculty activity and reporting system (FARS) will serve as the centralized platform for tracking and reporting on faculty workload, performance, and achievements, fundamentally prioritizing user experience, automation, and role-based security.
- This system must be designed to cater to multiple audiences (faculty, administrators, dean and chair) and must prioritize user experience, automation, and role-based security.
- Objectives for the new system:
•    Streamline faculty reporting: significantly reduce the time and effort required for faculty to submit reports and for administrators and chairs to review and approve them by automating workflows 
•    Improve data quality: centralize faculty activity data to ensure institutional consistency and accuracy, enabling reliable and standardized reporting 
•    Enhance user experience (UX): deliver an intuitive, user-friendly, and accessible interface to maximize user satisfaction and adoption.
- Required development activities
1. Discovery, architecture, and planning - ETC 01/26
•    Requirement’s elicitation: conduct detailed workshops to finalize and vet technical requirements 
•    System architecture: design a scalable, secure, and maintainable architecture, ensuring alignment with university existing technology standards, utilizing MS power platform technologies 
•    Environment: work with university its infrastructure and security and licensing teams to build the required environment 
•    System design: create and document a detailed application system design that is aligned to the system architecture 
•    Prototyping and UX/UI design: develop mockups and interactive prototypes for key user flows (e.g., data entry, approval workflow, report generation) to validate the enhanced UX before development begins.
2. Application development (the build) - ETC 03/26
•    Core feature development: build the faculty annual reporting application, focusing on the following key modules: 
o    Role-based security: implement robust authorization for faculty, administrator, and dean and chair roles 
o    Data entry module: intuitive interface for faculty to input annual activity data 
o    Workflow engine: automated routing and notification system for report review and approval
•    Deployment pipeline: create the pipeline and deployment process 
•    Collaborative code and integration development: work alongside the university development team to establish code standards, deployment processes, data integration and conduct paired programming sessions to facilitate early knowledge transfer 
•    Testing: implement unit, integration, and user acceptance testing (UAT) protocols
3. Deployment readiness and knowledge transfer - ETC 04/26
•    Deployment guidance: provide technical expertise and hands-on guidance to the university team for setting up the production environment and deployment, including required code repositories (GITLAB) 
•    Governance: provide guidance related to data loss prevention (DLP) policies and overall data governance within the platform 
•    Full system documentation: deliver comprehensive documentation, including:
o    Technical architecture and application design documents
o    Source code documentation (API, component libraries)
o    Its deployment runbook
o    Its operational process runbook(s) if required
o    End-user guides (role-specific)
•    Ongoing maintenance requirements: deliver a detailed report outlining the technical stack, required infrastructure, and staffing and skillset requirements necessary for the university team to successfully maintain and evolve the FARS application post-launch 
•    Training and transition: conduct dedicated training sessions for the university development team covering codebase maintenance, bug fixing, feature expansion, and database management, ensuring complete self-sufficiency.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: November 27, 2025