Case Management System

The Vendor is required to provide case management system solution must integrate seamlessly with existing enterprise resource planning (ERP), payroll, and HR systems while maintaining the highest standards for data security, privacy, and accessibility.
- Requirement
1. Audit and security
•    The solution shall enforce a minimum password length of eight (8) characters for standard user accounts and fifteen (15) characters for service accounts, system administrator accounts, and system and application accounts. 
•    Service, system administrator, and system and application account passwords may be configured as non-expiring where justified and approved.
•    Ability to manage access to screens and tables, data elements, functions, electronic documents, or case type.
•    The solution shall comply with the Americans with disabilities act (ADA) and conform to web content accessibility guidelines (WCAG) 2.1 level AA standards, ensuring accessibility for individuals with disabilities across all user-facing components.
•    Provide the ability of security role to manage external user accounts (i.e., log out users, reset passwords, disable log-on).
•    Provides the ability support single sign-on (SSO) for secure internal user authentication.
•    Records unsuccessful logon attempts and allows for automatic lockout of accounts upon five (5) consecutive invalid login attempts.
•    Automatically deactivate user account upon system administrator defined time of inactivity
•    Provide ability to restrict access by IP address. 
•    Ability to generate security reports reflecting authorized use, security breaches or attempts.
•    Disclose whether the proposed solution includes any artificial intelligence (AI) or machine learning (ml) capabilities.
•    The solution must ensure that all data used, generated, processed, or stored by AI components—including training data, prompts, metadata, model outputs, logs, and intermediate datasets—is stored exclusively within the country.
•    Any AI or ml components shall not train on, store, or share state-owned data with external systems, services, or models.
•    Any AI functionality of the system shall be fully or partially disabled if desired.
2. Compatibility
•    The solution must support all major modern web browsers running current stable versions (e.g., Microsoft edge, google chrome, Mozilla Firefox).
•    Compatibility must extend to browsers and environments that incorporate AI-assisted features or agents (e.g., chat GPT-integrated browsers, Microsoft edge with copilot, perplexity comet, and similar tools).
•    The system should support cross-platform compatibility, ensuring equivalent functionality and user experience on desktop, mobile, and web environments.
•    Provide configurable and extensible tools to customize leave types, roles, fields, forms and templates, notifications, and workflows, including granular role-based access and page and data-level configuration.
•    System should have the ability to integrate state branding to all pages.
•    The solution shall provide full compatibility with adobe acrobat, including support for adobe forms, electronic document signing workflows, and extraction of structured data from pdf files.
3. Interfraces
•    Ability to interface (both incoming and outgoing data) with the state's ERP system.
•    Ability to interface with external systems that provide the ability to validate or auto-populate information (electronic signature, email, etc.). 
•    Ability to create custom data feeds using API. 
•    Ability to provide real time notifications via o365 tools or options for email and SMS notifications for high level actions and status changes. 
•    Provide a detailed data dictionary for the data repository and a current entity relationship diagram (ERD)
•    The system must support connections to the database platforms of oracle database, Microsoft SQL server, and cloud-based databases hosted on AWS and google cloud.
•    The solution should include built-in data connection capabilities that enable seamless integration with AI analysis tools
•    These connections should support the ability to generate insights including reports, dashboards, graphs, predictions, and trend analyses.
- Document solutions
•    Ability to store documents by case (including emails, images, etc.). 
•    Ability to retain and destroy documents per records disposition authorization. 
•    Ability to upload documents of multiple file types. 
•    Ability to view and edit documents within the platform.
•    System must have a centralized repository for all case-related documents, with the ability to attach and update files. 
•    System must support mass import of legacy data and documents with automated mapping of existing fields to system fields for consistency. 
•    System should give the option to redact sensitive information before sharing files. 
•    Ability to version control for FMLA request documents by maintaining a record of past requests and tracking actions taken on the case. 
•    Ability to view historical cases based on employee. 
•    Ability to create employee or user checklists to ensure compliance with FMLA requirements. 
•    Ability to create custom document templates by leave type. 
•    Notification templates must be editable by human resources or other authorized personnel. 
•    Ability to create common reusable forms that detail determinations and include specific information for the case. 
•    Ability to bulk download and upload case files.