The Vendor is required to provide for the implementation, use and maintenance of an enterprise-level calendar scheduling application.
- This application will be crucial in managing the university's diverse scheduling needs and streamlining processes.
- The system will need to integrate seamlessly with Microsoft Office Outlook calendars, allowing for a streamlined experience for external individuals to schedule times directly with Faculty/Staff members.
- Required Scheduling Application Capabilities/Features
• Ability to control the registration type for appointments, i.e. through teams, zoom, etc.
• Ability to have connected workflows to appointments for notifications and additional communications.
• Ability to have custom & automated communication via email or text for both the user and the person requesting the appointment.
• Ability to integrate with CRM platforms to provide data from the application to the CRM.
• Ability to schedule a group meeting for an appointment.
• Application allows a user to collect custom information from the person requesting the appointment.
• Application must allow for university CAS (central authentication service) sign in / two factor authentication.
• Application must be able to read an end user’s outlook calendar for scheduling.
• Application must be ad free.
• Application must be ADA (Americans with disabilities act) compliant [WCAG 2.1aa].
• Application provides multiple methods, such as page callouts or full page registration pages for scheduling.
• Data collected by the application must be stored and secured in accordance with agency information security policies.
• Ability to establish groups and teams.
• Intuitive scheduling interface for the person requesting the appointment.
• Must allow for scheduling preferences such as round robin or availability within a team.
• Role based enumeration - application must allow for users to be granted specific permissions to the different areas of the application.
• The application must allow for custom schedules based on availability by user or a team.
• The application must allow for separate college/department admins since campus wide license is sought after.
• The solution must be able to encrypt all web access (https).
• The solution should allow users to have multiple roles without requiring multiple login accounts.
• The number of users is unknown and will vary.
• The solution should be cloud based.
• The solution should integrate with current university authentication services and protocols.
• The solution should integrate with university institutional information for user account and profile provisioning and de-provisioning (create, update, and delete operations).
• The solution should integrate with existing university services to manage groups, roles, and permissions.
• The solution’s access control model should be flexible and extensible by the university as required to meet business needs.
• The solution should allow configuration of user session controls that meet university security and privacy needs including dual authentication.
• The solution’s web interface should work with chrome, Firefox, safari, edge browsers.
• The solution should address university standards for ADA.
- Preferred scheduling application capabilities/features
• Application should allow for the creation of unique appointment types within a team or with a user.
• Application should be mobile friendly.
• Application should allow for departmental branding.
• Contractor’s technical support of the application should be available during business hours and outside of business hours as needed.
• Application should have embed calendar into blackboard content site.
• Application should generate reports on fulfilled/non-fulfilled appointments for users and teams.
• Presentation of available appointments should be easy to navigate to schedule in the application.
• Application should have seamless ability for requester of appointments to cancel/reschedule appointments.
• The application should have the ability to potentially embed schedules for departments into OU campus (the university’s content management system) website.
- Contract Period/Term: 1 year
- Non-Mandatory Pre-Proposal Date: April 08, 2025
- Questions/Inquires Deadline: April 08, 2025