Case Management Software Solution for Student Conduct Cases

The Vendor is required to provide  case management software solution for student conduct cases project background as case management evolves, with intersections across cases, there is a need for increased efficiency in case management implementation, and a centralized and secure location to house and provide access to multiple uses.
- Through digital innovation, we will achieve a more connected, efficient, and secure conduct system.
- case management software solution that provides a streamlined process while supporting students on concern in compliance with university policies, to track, manage, and resolve non-academic misconduct investigations quickly, improve operations, identify trends, and prepare reports.
Implementation of a case management solution to streamline processes resulting from violations of the Policy on Non-Academic Misconduct
• Deployment of new case management cloud-based system.
oCase creation
oWorkflow development
oAccess configuration
• Training and testing
- Implementation of a robust case management solution will meet the following objectives:
• Modernize case management to track, manage, and resolve investigations
• Improve administration processes through efficiency with a clear, centralized platform for submitting, tracking, and resolution of conduct cases.
• Enhance transparency and consistency through consistent application of rules and policies across departments, minimizing biases.
• Strengthen compliance by ensuring adherence to legal requirements and internal policies through automated processes.
• Data-driven decision making with the ability to generate reports, analyze trends, and improve policy implementation.
• Licensing for the software solution;
• Professional services required to implement the solution, including setup, configuration, data migration, system integrations and testing;
• Initial user training;
• Ongoing technical support and maintenance, including updates, patches, troubleshooting.
- Cloud Based Solution
• Proposed solution must be cloud based.  Responses including on premise hosted solutions will be disqualified.
- Web and Mobile
• Proposed solution must offer a case management for both web and mobile.
- Integration with third party applications
Proposed solution must be able to integrate with third party applications using industry standard Application Programming Interface (API’s)
- Solution Requirements
The University requires a case management solution that will provide:
• Case creation: varied sources for case entry into the system, for example manual creation, web forms, email to case, etc.
• Workflows: automating workflow processes
oWorkflows that include respondent, complainant, and witness to ensure representation and effective communication.
oTemplate generation
• Mobile reporting
• Role-based access permissions: clearly define, implement and update various roles.
• Configurability: modify existing and create new fields, forms, workflows, access controls, and more.  
• Files and attachments: store attachments and digital evidence.  
• Notifications: configurable notifications to ensure that users are kept informed of relevant information and changes.  
• Escalation: flag cases for additional review and oversight and define an escalation scheme.  
• Dashboards: configurable displays of case information in dynamic grids.
• Search: find case content using keywords.  
• Integration: connect provider software with other required software in use at University of Guelph.
• File retention: set file retention periods, dates and rules.  
• Reporting: robust business intelligence and reporting analytics with various distribution options to parties.

- Contract Period/Term: 5 years