Electronic Forms Management System

The vendor required to provide electronic forms management system (EFMS) to evolve the existing platform into a modernized, high-performance end-state that maximizes operational efficiency, strengthens data security, and delivers an exceptional user experience.
- This engagement will include implementation support, system integration, and optimization services to ensure a seamless transition and full realization of the platform’s capabilities.
- Objectives
•    A modernized and sustainable electronic forms management system built upon agency existing work. 
•    Documented processes and system architecture to support future enhancements. 
•    Accelerated electronic form development and deployment timelines. 
•    Improved accessibility, compliance, and maintainability. 
•    Strengthened agency capacity for independent system support and evolution.
- Requirement:
1. The six-step process:
•    Layout capture: extracts structural hierarchy, positioning, and formatting. 
•    Component mapping: translates pdf fields and controls into react component equivalents. 
•    Field validation processing: applies or generates rules based on the source form’s metadata. 
•    Template generation: produces standardized react templates and logical scaffolding. 
•    Code formatting: normalizes structure to meet organizational coding conventions. 
•    Output packaging: bundles components, assets, and configuration files for deployment.
2. Capabilities and handling:
•    Multi-page documents and conditional and dynamic sections.
•    Repeating rows and complex data tables.
•    Older forms created under obsolete design standards.
3. Human-in-the-loop workflow: 
•    Draft generation: the model produces an initial UI layout, field definitions, and database mappings.
•    Technical review: a reviewer applies targeted corrections (coding, mapping, spacing, renaming, validation tuning, and business logic alignment).
•    Iterative refinement: the model incorporates revisions and regenerates the form at high fidelity, maintaining strict alignment with organizational standards.
- Organizational change management
1. Stakeholder buy-in and sponsorship
•    This involves conducting a thorough stakeholder analysis to identify groups by their level of impact, influence, and readiness. 
•    We will establish a formal sponsorship roadmap and regular steering committee meetings to ensure alignment, resolve issues swiftly, and maintain high-level accountability for the change.
2. Strategic communication planning
•    Communication strategy will be developed, outlining key messages, delivery channels (e.g., newsletters, town halls, intranet updates), and a release schedule. 
•    Communications will address the "why" (the benefits and necessities of the change), the "what" (the specific changes), and the "how" (what users need to do), fostering transparency and managing expectations.
3. Comprehensive user training
•    The vendor will develop a multi-modal training curriculum, which may include role-based training sessions (both in-person and virtual), self-paced e-learning modules, and detailed user guides and documentation.
4. Adoption measurement and sustainment
•    We will define clear adoption metrics (e.g., utilization rates, task completion time, error reduction) and establish a feedback mechanism (surveys, focus groups) to identify and address resistance points early. 
•    A post-implementation support plan will be put in place, including dedicated change champions, an enhanced help desk, and regular refreshers, to ensure the new way of working is successfully adopted and sustained over time.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: February 19, 2026