Records Management System

The Vendor is required to provide a subscription license for a commercial off-the shelf (COTS) Software-as-a-Service (SaaS) solution, including configuration, implementation, training, hosting, maintenance, and to support statewide capture, retention, and oversight of drug recognition expert (DRE) evaluation information in a manner that supports program accountability and reporting needs across participating agencies.
- The Academy provides transformative training experiences that equips graduates with the tools they need to serve and protect their communities effectively.
- Objective is to establish a secure, statewide repository for department evaluations, approvals, toxicology follow-up, and program reporting, including department certification and credential tracking, while enabling coordinators to monitor department activity and program performance over time.
- COTS/SaaS Solution Requirements
•    The software shall support standardized data entry and review workflows, timely reporting and export of program information, and the ability to analyze and report on aggregated trends using evaluation and toxicology data as appropriate for program management purposes.
•    Provide a browser-based records management system to serve as the state’s primary repository of DRE evaluation information and related program management functions.
o    System to include certification/credential tracking, dashboards, reporting, and export capabilities.
•    Provide per-user access to online continuing education and reference menu. Access must: 
o    Contain a catalog of asynchronous e-learning on advanced topics related to drug impairment.
o    Track student progress, include learning integrity controls, providing completion documentation, including reference materials, and supporting DRE-candidate development to improve successful completion of DRE School.
o    Allow single per-user licenses that provide access rights to both the records management system and the continuing education and reference platform.
- Access system must:
o    Be delivered as a cloud-hosted SaaS solution hosted within enterprise commercial cloud infrastructure.
o    Be accessible through a standard web browser on mobile devices for live evaluation entry without requiring local software installation or a native mobile application.
o    Contain device-agnostic and support use on modern desktops, laptops, and tablet devices.
o    At minimum, supported browsers must include the current versions of safari, chrome, and edge.
o    Allow statewide deployment across multiple agencies, roles, and user volumes (approximately 125 users initially, with growth over time).
o    Allow role-based access control with a hierarchy of authorization levels and corresponding access levels, including at minimum administrator / state coordinator, regional coordinator, instructor/reviewer, and DRE / user roles.
o    Secure user authentication and provide an option for multi-factor authentication (MFA/2fa) for user access
- Evaluation Capture and User Workflow system must:
•    Allow evaluations to be entered in real time during an event or entered after the fact, including saving work in progress and resuming later.
o    Contain validation controls, including required-field enforcement and format/range checks, to reduce incomplete or out-of-range entries prior to submission.
o    Allow for submission, review, and approval of evaluations by authorized reviewers.
o    Allow reviewers to provide comments, return an evaluation to the originating user for revision, and accept resubmissions through the same workflow.
o    Include an approval inbox or equivalent queue for reviewers to identify and manage evaluations pending review/approval.
o    Support authoring narrative reports associated with an evaluation record, including saving drafts and submitting narratives through the review/approval process as configured.
- Evaluation Data Elements and State-Specific Fields must provide:
o    Fields for all data elements collected in the agency program fact sheet as found in the DRE curriculum.
o    Configuration of additional state-specific data fields without modifying the core application.
o    Configuration of state-specific field attributes, including label, field type, required/optional status, and response options where applicable.
o    A standard implementation that must include configuration of at least ten state-specific fields. The implementation must allow for limitations and change control for state specific fields.
- User Administration and Multi-Agency Support must:
•    Support statewide multi-agency participation to include the ability to associate users and evaluation records to agencies or allow organizational units as defined by the State.
•    Allow authorized administrators to create, update, disable, and remove user accounts and to assign roles/permissions.
•    Grant permission tiers that allow statewide administrators to manage configuration and reporting while limiting access for standard users to their authorized scope.