Data Management and Reporting System

The vendor is required to provide that data management and reporting system to manage its animal health regulatory programs, state veterinarian’s office and veterinary diagnostic laboratory.
- Agency includes multiple, synergistic functions:
• The state is responsible for setting policy and monitoring the overall health of the state’s livestock and poultry; while the veterinary licensing accreditation programs are department responsibilities, the department handles most violations.
• The state monitors notifiable diseases and reports to various regulatory agencies, including department.
• Animal disease traceability, livestock market permitting and inspection, livestock law enforcement including enforcement of the swine garbage feeding ban, and scrapy registration and enforcement.
• The agency provides pathology services, general and regulatory diagnostic laboratory testing, foreign animal disease testing, outbreak response testing, and specialized meat safety testing for department.
- Laboratory data system
• Record receipt of samples
o Allow attaching scanned or electronic submission forms to the accession
o Retrieve any pre-accessioning info from on-line orders, etc.
▪ Client portal
o County of animal location documentation
o Assign unique accession number
o Assign accession to one or more client entities; some of these involve very complicated relationships between entities.
o Assign accession to a veterinarian and or practice; again, some of the relationships are complicated such as veterinarian’s that work at multiple practices.
o Assign other associate parties, such as state regulatory officials, federal officials, and department coordinators, to receive reports.
o Print sample tracking bar code
o Print case tracking bar code label with human readable characters o assign to section
o Fields to document sample collection date, submission date, premises id, etc.
• Assign tests to samples or samples to test
o For pooling of samples
o recording of pooling samples performed prior to/post submission
• Manage workflow in lab sections
o Display worklist by section, and or by test
o Display individual samples by bar code id
o Enter results by individual sample and by more efficient bulk resulting
o Provide for instrument interfacing with laboratory instruments
▪ Export worklist to modality
▪ Import results from modality
o Assist with department plate assignment and layout
o Assist with department plate layout for a test or multiple tests
o Explicit steps for sign-off and release of results to client
o Provide workspace for creation of pathology reports with appropriate sections and report layout
o Provide means for pathologists to easily enter structured disease classification
• Document and report referral lab test requests and results. data analytics tools, e.g., antibiograms, to generate custom disease prevalence reports based on the geographical location and department mapping or time period, such as salmonella detection and resistance/susceptibility patterns for a county in a specific time, etc.
• Record actions by each technician based on department login.
• Produce and distribute lab reports
o Individual client reports that meet all iso 17025 and/or department requirements
o Custom reports such as mean and distribution of grouped results
o Custom reports of antibiotic susceptibility testing by sample and group
o Custom report organization with access to edit font color/type/size (such as red font for high-priority positive results)
o If a report is amended, the reason for the amendment should appear in the report.
o Electronically distribute reports, email, client portal, etc.
o Able to fax reports or print reports for mailing, etc.
o Message results to department and others using department protocol
▪ handle any messaging failures, either http level or acknowledgment status other than “aa”.
o Send an alert to state or federal officials and the department office for department scope disease positive results.
• Track billable charges based on sample test results and additional charges
• Produce and distribute invoices and monthly statements.
o Provide means of producing the highly customized report for the university bursar’s department.
• The department is a major internal client of the laboratory. management of this program relies on summary reporting of food safety testing to ensure adequate testing frequency for each facility under each control program.
• All the following depend on significant configuration and background data
o Maintain client lists with relationships
o Maintain veterinarian and practice lists with relationships
▪ Links to license and accreditation data
o Maintain test catalog with result structures and fee schedules
o Maintain taxonomy list
o Maintain specimen type list (ideally type and source)
o Maintain mappings to incoming and outgoing data standards such as department
• Provide laboratory privileges to edit the following data sets such as (and not limited to):
o Laboratory client list
o Laboratory veterinarian and practice list
o Laboratory test list\catalog
o Laboratory fee schedule
o Laboratory taxonomy list
o Laboratory specimen types
o Laboratory department code mappings (and others)
o Premises list
o Contact list with relationships
- Animal health data system
• Manage premises registration process
o Obtain premises identification number (pin) from animal disease traceability (ADT)
o In addition to primary contact record other contacts such as
▪ Integrator company
▪ Manager
▪ Other
o Generate maps of premises with base map and labels sufficient for owners and integrators to confirm location of farms from map. filtered by integrator, this provides vital quality control.
o Export data that can be used to generate (merge print) pin identification cards, letters, etc.
• Manage official animal identification tag inventory and distribution
• Manage permitting of livestock markets, events, poultry testing technicians, etc.
o The validity dates must be assigned as fixed date rather than relative to issue date.
• Manage veterinarian and practice data
o Licenses from state licensing board (excel sheet)
o Accreditation from department (if they have opened a download option, use that)
o Integrate with laboratory to, for example, flag veterinarians with lapsed license or accreditation
• Record disease reports from owners, veterinarians, laboratories, etc.
o Generate analytic reports and graphs of above
o Generate maps of affected premises
o Manage movement restriction zones including mapping
• Manage issuance and release of premises quarantines
• Manage workflow for department program staff assignments
o Includes, and is not limited to, assigning project to staff, record instances of livestock law violations, input evidence from investigation, track investigation progress, schedule investigator follow-up, schedule livestock market activities and follow-up, etc.
• Manage certificate of veterinary inspection (cvi) data from both electronic and legacy paper department.
o Import and export department standard department xml data
o Mechanism to note errors on submitted department
o Track error rates by issuing veterinarian
• Manage livestock brands and earmarks information
o Import images of livestock brands and earmarks with their applicant’s data, mark id, registration date, etc; that are registered with state secretary of state’s office
o Correlates images with pins in database to increase department
o Must be able to display images as part of the search function in the database
• Manage poultry movements on department 9-3 forms both electronic and legacy paper
• Manage department programs
o Manage department authorized testing agents, such as contact information, type of tester, creation of unique license number, certification/recertification date testing supplies, availability to pullorum test at auctions or other flocks, distribution of testing forms,
o Manage department poultry identification tag inventory and distribution
o Manage the different department program participants, such as contact information, status, department flock number (not created in database), department disease classifications/level/expiration dates, production type, department participation type, egg and bird capacity, veterinarian and poultry tester contacts, inspection
dates/results, test results search (connected to lab database or entered)
• Manage swine health improvement programs (ship)
o Like the department program requirements listed above.
- Information retrieval for management
• Produce a variety of management reports based on all the above data.
o Examples:
▪ Lab turnaround time
▪ Lab test volume over time
▪ Lab human-readable fee schedule
▪ Various department test by plant summaries
▪ Premises registrations by type, species, etc.
o Currently used reports are included in the appendix
▪ Provide evidence that the proposed solution is capable of producing similar output
• Produce complete accession data exports
o By accession range, date range, etc.
o Export output options would include csv, excel, pdf, etc.
• Data retainage
o Maintain data indefinitely
o Laboratory privileges to end date
•Data backup
o Backup of data to one or more storage facilities
▪ Within united states
▪ Not within geographical proximity to main database facility
Implementation/installation/setup
- • Once provided with templates for legacy data, department will populate and upload these.
• The vendor will then develop any necessary transformation and load scripts. once tested and approved, department will extract and upload fresh data to be loaded for production.
• data to transfer
o Laboratory client list
o Laboratory veterinarian and practice list
o Laboratory test list
o Laboratory fee schedule
o Laboratory taxonomy list
o Laboratory specimen types
o Laboratory department code mappings
o Laboratory accession list (past three years)
o Laboratory final reports (past three years) (archive interim reports)
o Laboratory financial records and reports, and client invoices (past seven years)
o Premises list
o Contact list with relationships
o Animal health veterinarian and practice list
o Animal health program participation
• Animal health program participant test history (at least most recent)
o Animal health active disease and law violation investigations (archive historical)
o Animal health permit types
o Animal health active permits (archive historical)
• Data to redefine during transition
o Laboratory test definitions, result types, etc.
o Laboratory fee schedule definitionsThe vendor is required to provide that data management and reporting system to manage its animal health regulatory programs, state veterinarian’s office and veterinary diagnostic laboratory.
- Agency includes multiple, synergistic functions:
• The state is responsible for setting policy and monitoring the overall health of the state’s livestock and poultry; while the veterinary licensing accreditation programs are department responsibilities, the department handles most violations.
• The state monitors notifiable diseases and reports to various regulatory agencies, including department.
• Animal disease traceability, livestock market permitting and inspection, livestock law enforcement including enforcement of the swine garbage feeding ban, and scrapy registration and enforcement.
• The agency provides pathology services, general and regulatory diagnostic laboratory testing, foreign animal disease testing, outbreak response testing, and specialized meat safety testing for department.
- Laboratory data system
• Record receipt of samples
o Allow attaching scanned or electronic submission forms to the accession
o Retrieve any pre-accessioning info from on-line orders, etc.
▪ Client portal
o County of animal location documentation
o Assign unique accession number
o Assign accession to one or more client entities; some of these involve very complicated relationships between entities.
o Assign accession to a veterinarian and or practice; again, some of the relationships are complicated such as veterinarian’s that work at multiple practices.
o Assign other associate parties, such as state regulatory officials, federal officials, and department coordinators, to receive reports.
o Print sample tracking bar code
o Print case tracking bar code label with human readable characters o assign to section
o Fields to document sample collection date, submission date, premises id, etc.
• Assign tests to samples or samples to test
o For pooling of samples
o recording of pooling samples performed prior to/post submission
• Manage workflow in lab sections
o Display worklist by section, and or by test
o Display individual samples by bar code id
o Enter results by individual sample and by more efficient bulk resulting
o Provide for instrument interfacing with laboratory instruments
▪ Export worklist to modality
▪ Import results from modality
o Assist with department plate assignment and layout
o Assist with department plate layout for a test or multiple tests
o Explicit steps for sign-off and release of results to client
o Provide workspace for creation of pathology reports with appropriate sections and report layout
o Provide means for pathologists to easily enter structured disease classification
• Document and report referral lab test requests and results. data analytics tools, e.g., antibiograms, to generate custom disease prevalence reports based on the geographical location and department mapping or time period, such as salmonella detection and resistance/susceptibility patterns for a county in a specific time, etc.
• Record actions by each technician based on department login.
• Produce and distribute lab reports
o Individual client reports that meet all iso 17025 and/or department requirements
o Custom reports such as mean and distribution of grouped results
o Custom reports of antibiotic susceptibility testing by sample and group
o Custom report organization with access to edit font color/type/size (such as red font for high-priority positive results)
o If a report is amended, the reason for the amendment should appear in the report.
o Electronically distribute reports, email, client portal, etc.
o Able to fax reports or print reports for mailing, etc.
o Message results to department and others using department protocol
▪ handle any messaging failures, either http level or acknowledgment status other than “aa”.
o Send an alert to state or federal officials and the department office for department scope disease positive results.
• Track billable charges based on sample test results and additional charges
• Produce and distribute invoices and monthly statements.
o Provide means of producing the highly customized report for the university bursar’s department.
• The department is a major internal client of the laboratory. management of this program relies on summary reporting of food safety testing to ensure adequate testing frequency for each facility under each control program.
• All the following depend on significant configuration and background data
o Maintain client lists with relationships
o Maintain veterinarian and practice lists with relationships
▪ Links to license and accreditation data
o Maintain test catalog with result structures and fee schedules
o Maintain taxonomy list
o Maintain specimen type list (ideally type and source)
o Maintain mappings to incoming and outgoing data standards such as department
• Provide laboratory privileges to edit the following data sets such as (and not limited to):
o Laboratory client list
o Laboratory veterinarian and practice list
o Laboratory test list\catalog
o Laboratory fee schedule
o Laboratory taxonomy list
o Laboratory specimen types
o Laboratory department code mappings (and others)
o Premises list
o Contact list with relationships
- Animal health data system
• Manage premises registration process
o Obtain premises identification number (pin) from animal disease traceability (ADT)
o In addition to primary contact record other contacts such as
▪ Integrator company
▪ Manager
▪ Other
o Generate maps of premises with base map and labels sufficient for owners and integrators to confirm location of farms from map. filtered by integrator, this provides vital quality control.
o Export data that can be used to generate (merge print) pin identification cards, letters, etc.
• Manage official animal identification tag inventory and distribution
• Manage permitting of livestock markets, events, poultry testing technicians, etc.
o The validity dates must be assigned as fixed date rather than relative to issue date.
• Manage veterinarian and practice data
o Licenses from state licensing board (excel sheet)
o Accreditation from department (if they have opened a download option, use that)
o Integrate with laboratory to, for example, flag veterinarians with lapsed license or accreditation
• Record disease reports from owners, veterinarians, laboratories, etc.
o Generate analytic reports and graphs of above
o Generate maps of affected premises
o Manage movement restriction zones including mapping
• Manage issuance and release of premises quarantines
• Manage workflow for department program staff assignments
o Includes, and is not limited to, assigning project to staff, record instances of livestock law violations, input evidence from investigation, track investigation progress, schedule investigator follow-up, schedule livestock market activities and follow-up, etc.
• Manage certificate of veterinary inspection (cvi) data from both electronic and legacy paper department.
o Import and export department standard department xml data
o Mechanism to note errors on submitted department
o Track error rates by issuing veterinarian
• Manage livestock brands and earmarks information
o Import images of livestock brands and earmarks with their applicant’s data, mark id, registration date, etc; that are registered with state secretary of state’s office
o Correlates images with pins in database to increase department
o Must be able to display images as part of the search function in the database
• Manage poultry movements on department 9-3 forms both electronic and legacy paper
• Manage department programs
o Manage department authorized testing agents, such as contact information, type of tester, creation of unique license number, certification/recertification date testing supplies, availability to pullorum test at auctions or other flocks, distribution of testing forms,
o Manage department poultry identification tag inventory and distribution
o Manage the different department program participants, such as contact information, status, department flock number (not created in database), department disease classifications/level/expiration dates, production type, department participation type, egg and bird capacity, veterinarian and poultry tester contacts, inspection
dates/results, test results search (connected to lab database or entered)
• Manage swine health improvement programs (ship)
o Like the department program requirements listed above.
- Information retrieval for management
• Produce a variety of management reports based on all the above data.
o Examples:
▪ Lab turnaround time
▪ Lab test volume over time
▪ Lab human-readable fee schedule
▪ Various department test by plant summaries
▪ Premises registrations by type, species, etc.
o Currently used reports are included in the appendix
▪ Provide evidence that the proposed solution is capable of producing similar output
• Produce complete accession data exports
o By accession range, date range, etc.
o Export output options would include csv, excel, pdf, etc.
• Data retainage
o Maintain data indefinitely
o Laboratory privileges to end date
•Data backup
o Backup of data to one or more storage facilities
▪ Within united states
▪ Not within geographical proximity to main database facility
Implementation/installation/setup
- • Once provided with templates for legacy data, department will populate and upload these.
• The vendor will then develop any necessary transformation and load scripts. once tested and approved, department will extract and upload fresh data to be loaded for production.
• data to transfer
o Laboratory client list
o Laboratory veterinarian and practice list
o Laboratory test list
o Laboratory fee schedule
o Laboratory taxonomy list
o Laboratory specimen types
o Laboratory department code mappings
o Laboratory accession list (past three years)
o Laboratory final reports (past three years) (archive interim reports)
o Laboratory financial records and reports, and client invoices (past seven years)
o Premises list
o Contact list with relationships
o Animal health veterinarian and practice list
o Animal health program participation
• Animal health program participant test history (at least most recent)
o Animal health active disease and law violation investigations (archive historical)
o Animal health permit types
o Animal health active permits (archive historical)
• Data to redefine during transition
o Laboratory test definitions, result types, etc.
- Contract Period/Term: 3 years