Website and Sourcebook Services

The vendor is required to provide website, move the application to a more reliable and resilient, secure platform, and add functionality.
1. Modernize association website
- Website structure
• Web pages for the international association of directors of association
• Web pages for the association
- General description of the existing application
• Currently the application is hosted at a small data center in Indiana.
• There it is subject to local events which have interrupted service on a number of occasions.
• Those events include electrical power outages in the area, cut fiber cables and unidentified problems at the local ISP.
• The basic application was developed in 2018, and association staff has added pages to the basic system over the years
• The association staff editing interface is DotNetNuke, which is somewhat limited in what it allows us to do and is outdated.
a. The online application consists of three components:
• Association informational pages (most open to the public, some for-association members only)
• Association informational pages and blog (password required)
• Association administrative pages for managing membership (admin password required)
• There are approximately 75 public-facing informational pages, most carrying multiple links for downloading documents and some small videos or small executable programs.
• Much of the code for these pages can be copy/pasted to the new application, though recreating the links to underlying files will be a tedious task.
• The code for the page could be copied along with the associated directory to save time with only a few adjustments, perhaps, to the path
• There are approximately 700 association members, and 7,000 NLEARN users.
• According to google analytics, the website receives 60,000 to 70,000 page views per month
- Special cases association website
• Although most of the pages can be simply copied to a new application there are a few special cases to be considered.
a. Association members-only pages
• association has a variety of documents on file that are password protected for the benefit of IADLEST Members.
• The four principal sections are committee reports, surveys, IADLEST documents and jobs. DotNetNuke offers few options for posting documents.
• Since the list of documents continues to grow, we would like to see a solution that allows for easy upload by staff and enhanced search capabilities by users.
b. Association administrative pages:
• A principal function of the admin pages is to manage membership applications and dues payments.
• When a new user applies for membership and the membership form is completed and payment information is collected.
• Some applicants are required by their agency to pay on an invoice.
• The system needs to be able to generate an invoice upon request by the applicant.
• When this part of the transaction is completed, the user receives an automated email confirming receipt of the application and the association staff receives an email alerting them that an application is awaiting review.
• Upon acceptance of the application by staff, the applicant credit card transaction is executed. our system connects with stripe to process the credit card transaction.
• We also have processing capability through our online store at wix.com.
• The new membership has start and end dates. our system automatically emails reminders of membership expiration 30, 15 and 1 day prior to expiration.
• The new member’s profile includes his state residence and automatically includes him in one or more email lists through google under our association. group domain.
c. Additional business rules for membership management:
• When a new member joins, the program automatically puts them into the membership listserv, then the regional listserv depending on their state. if they are an academy director or post director, it also puts them into that listserv.
• If a member joins as post director member, the program automatically gives them 2 complementary memberships available
• If a member joins as academy director member, the program automatically gives them 2 complementary memberships available
• If a member joins as general member there are no complementary memberships.
• If a member joins the small corporate membership, the program automatically gives them 5 complementary memberships available
• If a member joins the medium corporate membership, the program automatically gives them 10 complementary memberships available
• If a member joins the large corporate membership, the program automatically gives them 20 complementary memberships available
• When a member joins or renews, the program gives them an option of getting a receipt by email
• When a person wants to join or renew, the program gives them an option to print an invoice that they can take to their agency for payment.
d. Organization management
• The IADLEST admin pages also serve to manage the organizations associated with each user.
• New users are required to identify the organization they belong to as part of the application process.
• They are directed to select their organization from a drop-down list of organizations registered on the site.
• If their organization does not appear, they manually enter the information.
• This results in some duplication as a department may be entered as “department,” “St. Pete pd,” “SPPD,” etc. IADLEST admins need to be alerted via an automated email when a new organization is created and have the capability of merging information from one duplicate organization into another.
- Special cases IADLEST website
• The mission of NLEARN is to provide resources to police instructors, educators and administrators to augment their training programs.
• In addition to the blog there are three informational sections: web resources with web links to other resources.
• Training programs with links to training, documents stored on our website, and a few small videos and executable training programs.
• Information portal with links to resources on our website consisting of documents stored on our website.
• A key component of associations the “training resources & news” blog.
• Every week five articles are posted informing our users of training opportunities, news media items that instructors can use in their classroom to illustrate points in the lessons, and resources for instructors to improve their training skills.
- Email services
• As indicated throughout the document above, there are a number of actions by association staff or users that trigger an email notification
• Email services on the new system need to be robust and configured so as to assure that the outgoing messages will be accepted by government and military email systems.
• Association staff needs to be able to edit the text in all email notices the system sends out.
- Additional services
a. Google analytics
• Tracking usage is an important aspect of our operations.
• The system does not have to be google analytics which counts page hits, but not file downloads or links clicked
b. Google translate
• Associations an international organization and webpage translation services are required.
2. Association online sourcebook
- Description of the existing print version of the sourcebook
• The sourcebook has been produced manually by association in several editions over the years.
• It serves as an invaluable resource for post directors and others who are faced with issues which may have been managed or resolved by other jurisdictions.
• The sourcebook allows them to see at a glance the policies and procedures in use at post agencies throughout the nation.
• This information is useful when developing new regulations, or for lobbying legislators for additional authority or budget increases.
• The current sourcebook is comprised of 350 survey questions and runs 414 pages in print.
- Requirements for an online version of the sourcebook
• The sourcebook should be password protected, made available to association members only.
• Post directors should have added, delete and modify rights to the data pertaining only to their state.
• Post directors should be able to designate a co-admin to assist in data entry with add, delete and modify rights only for their state
• The sourcebook is divided into topic areas such as: administration and funding, selection and training standards, basic law enforcement training, etc.
• There are 16 sections.
• It should be easy for users to navigate to a specific section or question.
• association admins should have the ability to add, delete or modify sections and questions.
• When association admins add a question, there should be an option to send a personalized email to all post directors inviting them to come to the site and respond to the survey question.
• The answers to some questions will trigger a fork to another question.
• If a user is entering data and logs out.
• The system should return the user to the same location in the document when they log back in.
• When data is added, deleted or modified by a post user, an email should be sent to the association admin alerting them to the change.
• Some charts and graphs will be designated to pull current data from the database to populate the graphic, chart or graph.
• Association admins should have the ability to insert text pages and graphics into the sourcebook.
- Questions/Inquires Deadline: March 27, 2025