The vendor is required to provide proposes addressing the technical limitations of the current guardian background check system and the related manual processes, by implementing a new solution called the care provider management system (CPMS).
- Care provider management branch (CPMB) conducts these background checks to determine whether individuals should be allowed to be present in a licensed care facility or on registries.
- Currently uses the guardian background check system to manage background checks for care providers, check administrative actions, manage trust line registrations, home care aide (HCA) registrations and renewals, and facility associations/disassociations and rosters.
- Guardian provides a portal for facilities/organizations/agencies to initiate background check applications for prospective employees, receive electronic communications from the CPMB, view background check statuses, and manage facility rosters.
- The system will incorporate a role-based case management model, enabling different levels of access and permissions based on user type and case categories. 
- Additionally, it should offer features such as role specific workflows, role-based access controls (RBAC), task assignments, and reporting capabilities to streamline case management processes and optimize productivity across various teams.
- The system will allow administrators to define and assign user types, roles, configure permissions and establish restrictive views to control access to sensitive information or features within the system based on the user's job function and responsibilities.
- The new system shall provide each department user with access to a predefined distinct dashboard view based on their user roles.
- This dashboard will prominently display workload information tailored to the specific role, including tasks with due dates and case status, adhering to established priority rules.
- The dashboard will feature a role based notifications and alerts system to keep users informed about important updates, deadlines, or changes related to their assigned cases.
- Notifications and alerts will include hyperlinks to the referenced cases, allowing users to directly access the relevant case without the need for manual searches.
- The new system shall include a case status view indicator on each case that displays the real-time status of a case, clearly and self explanatorily indicating the current stage of the background check process based off pre-defined business rules.
- The new system will incorporate an internal chat platform to facilitate real-time communication among users.
- It will also include a mechanism to push ad hoc notifications globally, specific teams / the latest updates received on any case.
- This feature should facilitate real-time communication among users and ensure prompt sharing of important information.
- The system shall integrate an address autocomplete feature that interfaces with a postal service (e.g., USPS) for real-time address validation.
- The new system will implement secure authentication mechanisms to verify the identity of users, ensuring that only authorized personnel are allowed to access sensitive case information.
- The new system will recognize all individual applicants using a unique person id.
- This id will align with the applicant's distinct personal identifiers such as driver's license, social security number, real id and other relevant personally identifiable information (PII).
- System to implement multi-factor authentication (MFA) for login to ensure secure access to the application.
- System to provide different roles (admin, applicant, agency, etc.), each with specific access permissions.
- The system must assign a unique identifier to each profile to facilitate tracking throughout the background check process.
- The live scan results, including any relevant criminal history, identity verification, and clearance status, must be securely attached to the applicant’s profile.
- The system should notify administrators and authorized personnel that the live scan results have been attached to the profile and are ready for review.
- Questions/Inquires Deadline: June 24, 2025