FY26 Enterprise eLicensing Platform

The Vendor is required to provide be executed as a multi-phase implementation to deliver an enterprise permitting platform for office.
- Core platform build and common components
• Adapt user authentication SSO
• Contact model, organization profiles, contact management, delegate users.
• Permit application submission forms (configurable), visual form builder, field types and validation, dynamic logic.
• Permit record management, unique ids, statuses, history, audit log, comments, internal notes, activity timeline.
• Workflow engine, configurable and provide end-to-end automation for the permit review cycle.
• Notification and correspondence model that centralizes and automates all system and user communications.
• Document and attachment management
• Reporting and dashboards
• Third party online payment integration
• Admin console
- Permit model
• Activities – track actions, reviews, required follow-ups, and events tied to a record.
• Authorization – represent permits, licenses, or other authorizations with defined lifespans, including support for renewals, amendments, and expirations.
• Comments – capture both internal staff notes, and external and public comments linked to a record.
• Conditions – apply flags or requirements that must be acknowledged or satisfied.
• Conditions can be advisory or blocking, preventing progression until resolved.
• Contacts – manage individual and organizational contacts associated with a transaction, with role-based linkage to records.
• Custom fields and tables – allow programs to store program-specific data, while maintaining reusable collections of shared fields and tables across record types.
• Documents – store, classify, and manage uploaded or generated documents and media files.
• Third party online payment integration – integration with approved third-party payment provider to support secure online fee collection and payment processing.
• Location – associate transactions with location-related data, including addresses, facilities, and other geographic information.
• Notifications – log and manage all communications related to a record, including system-generated and manual notices.
• Public user access – enable external users to apply for, view, and manage permits associated with their accounts.
• Records – represent the core authorization or transaction object (application, renewal, amendment, etc.) within the system.
• Reference data – provide validated picklists such as reference companies (by program/agency) or reference locations (e.g., dep facilities, DCR facilities, and waterbodies).
• Related records – link connected transactions, such as applications, amendments, renewals, and parent authorizations.
• Signatures – capture and store electronic signatures for applications, amendments, and official approvals.
• Transactions – represent applications, amendments, renewals, and notifications, with states for draft, submitted, reviewed, or modified.
• Workflow – manage step-by-step process flows for each record type, with complete history and audit logs of all actions taken.
- Data mapping and migration
• Data mapping and transformation
• Data cleansing and validation
• Migration of pilot-related records
• Quality assurance and reconciliation
- Go live preparation and deployment
• Cutover planning and execution
• Data validation and readiness checks
• Training materials and communications
• Production deployment support.