The Vendor is required to provide an all-inclusive, user friendly, cloud-based software for policy and procedure development, review and storage, document management, lifecycle management, document collaboration, workflow automation, staff training learning management system (LMS), and compliance tracking, with integration between the various elements of document management, reports and LMS functions on a single software as service (SaaS) platform.
- Transition electronically all documents, including retaining the links and all metadata from existing system including archived items, in the current document management and LMS software.
- Execute the initial setup, system configuration, and data migration to ensure a smooth transition from existing system.
- Work closely with system administrators and it staff to ensure the system is properly integrated with other hospital platforms, such as human resource systems and compliance tracking tools.
- Responsible for the rollout process, including system testing, troubleshooting, and go-live support.
- Provide training and documentation to all users for initial implementation of document management and LMS software.
- Training options shall include live virtual sessions, on-site training (if applicable), recorded tutorials, and electronic user manuals for ongoing reference.
- Conduct refresher trainings and updates when new system features or enhancements are introduced.
- Available for contact throughout the duration of the contract to address questions, troubleshoot issues, and provide technical support.
- Support and include a dedicated helpdesk or customer service team, telephone and email address with response times based on service level agreements (e.g., within 24 hours for non-urgent issues, immediate response for critical failures).
- Provide regular check-ins with hospital staff to ensure system satisfaction, address feedback, and make necessary optimizations.
- Notify authorized users in advance if the system will be offline for general maintenance including estimated time allotment.
- Complete nightly back-ups of the system.
- A fully functional and comprehensive document management system and LMS.
- Transition approximately 17,000 archived documents (which includes each version of an updated document) to the new system.
- Transition approximately 7,000 published documents to the new system (includes documents currently in workflow management).
- Transition approximately 800 active user profiles.
- System shall support hospital accreditation processes by providing automated tracking and reporting tools for compliance readiness.
- System must allow all users to complete training 24/7 while tracking progress in real-time.
- System shall deliver a comprehensive platform that includes, at a minimum: LMS and Policy and Procedure / document management: Creation, workflow automation, collaboration, lifecycle management / version control, document linking, and compliance tracking.
- Provide a flexible review and approval workflow that can be customized at any time for any document, allowing for sequential or parallel reviews and approvals.
- Notify assigned collaborators, reviewers and approvers automatically via email and on the application landing page when a document is submitted for collaboration, review or approval and when there are comments added to the discussion board.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: June 05, 2025