The Vendor is required to provide complaint management software options that may increase efficiency for agency staff, improve complaint management, and facilitate collaboration with other offices.
- They work closely with other departments including human resources (HR), the dean of students’ office (dos), the general counsel’s office, academic affairs, and others to respond to complaints.
- System include:
• The system shall be user friendly and reliable for administrators, investigators, and other parties.
• The system shall provide employees, students and visitors with the ability to log concerns and offenses electronically via an online form on the university’s website and/or form outside of the university.
• The system shall support anonymous reporting (e.g. opportunity will not require a name or identifying information in order to make a report).
• This functionality shall support both the university and external users.
• The system shall allow the assignment of complaints.
• The system shall allow the ability to create and save searches.
• The system shall provide the ability to group and organize documents within a complaint.
• The system shall provide the ability to preview a file that will not require a user to download it.
• The system shall allow auto email notifications on upload and other actions taken in the investigative process.
• The system, as a service, must be compatible with all browsers, and available for secure remote access using university-issued hardware in accordance with applicable university policies and procedures.
• The interface must be simple and easy to use.
• The system shall provide integration to HCM (oracle fusion) and county banner to provide access to employee and student information (e.g. contact information, work location, job title, etc.).
• The system shall be compatible with the use of Microsoft outlook for email and calendaring.
• The system shall have accurate and searchable record retention consistent with investigative workflow and timelines.
• The system shall have the ability to provide data regarding trends and evaluate possible solutions that promote equity and compliance with anti-discrimination laws.
• The system shall allow tracking and reporting of key metrics regarding data for analysis; describe all reporting available including reports.
• The ability to create customized dashboards for different audiences is preferred.
• The system shall record user access of the system (access history).
• The system shall allow opportunity staff to view the timeline of data loaded in platform and drill into data from timeline.
• The system shall allow the university control of data and documents stored in the system and ability to easily extract the data in bulk.
• The system shall allow sharing of matters and documents with individuals internal to the university.
• The system shall allow for collection capability or transfer from office 365/outlook, including drag-and-drop capability.
• The ability to send emails through the complaint management system and have them automatically filed is preferred.
• The system shall include robust search capacities of documents and form fields including sorting by tags, dates, and all categories of data in the system.
• The system shall be compatible with most mobile devices, iPad, etc.
• The system shall allow assignment of different permission levels for access to data.
• The system shall allow twenty-four (24) hour web enabled access to incident/event information for all user types.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: May 28, 2025