Cloudbased Project and Portfolio Management Solution

The vendor is required to provide that project portfolio management (PPM) solution that can seamlessly integrate with the existing ERP system to streamline business processes and provide a unified view of all activities, serving as a single source of truth.
- Priority designates the importance of the requirement.
• Must have: this is a mandatory requirement, and the scoring will be definitive (pass/ fail).
• State may not consider a proposal for evaluation if the mandatory requirements are not met.
• Should have: this is a highly desirable feature that would be beneficial and advantageous but not mandatory
• Nice to have: this is an optional feature which may be given consideration if the state believes it provides value add to the requirement
- Portfolio and project management requirements
1. Mobile
• Describe what aspects of the system support mobile use (smartphone, tablet) use, online and offline
2. Portfolio management
• The proposed solution has the ability to organize projects, within a program, and/or a portfolio.
• A project can have multiple sponsors across the organization.
• The proposed solution has the ability to show dependencies between portfolios/programs/projects.
• The proposed solution has the ability to aggregate certain type of data from the project level to portfolio level (e.g., project completed status to number of project(s) completed within the portfolio)
• The proposed solution has the ability to rank projects (prioritization) in order of a custom ranking.
• The proposed solution has the ability to document ideas/opportunities into a centralized intake and link to workflows for review and/or approval process.
• The proposed solution has the ability to integrate with other state systems (i.e. workday) to report on portfolio-level project finances and resourcing.
• The proposed solution has the ability to create a roadmap of all projects within the portfolio with a certain level of customization.
• The proposed solution has the ability to integrate within the existing enterprise records management system (i.e., SharePoint).
• The proposed solution has the ability to report on portfolio-level project risks and issues and assign an owner.
• The proposed solution has the ability to support the following reporting options: data from different sources (e.g., 2 projects in different portfolios) and combined into a single report
• The proposed solution has the ability to limit access to certain users (or enable visibility for certain users) for a set of projects, programs and/or portfolios
3. Project management
• The proposed solution has the ability to create and manage project plans and updates (i.e., tasks, constraints, resources, issues, risks, critical path, dependencies, start/end dates, durations, effort, budget, expenses and costs, etc.)
• The proposed solution has the ability to export project plans, Gantt charts (for presentation purposes).
• The proposed solution has the ability to import project plans from excel, csv, microsoft project, Workfront
• The proposed solution has the ability to produce project status update reports that can be customized and shared.
• The proposed solution has the ability to create and manage project team calendars that can be used to forecast resource capacity for future timeframes
• The proposed solution has the ability to create and manage business cases or project charters and change requests.
• the proposed solution has the ability to build and publish resource demand vs. capacity forecast report (for custom timeframes)
• The proposed solution has the ability to access all project data to create share and automate custom reporting.
• For example, project reports, timesheet reports, program report, tasks assigned to a particular user, overdue tasks, project financial reports
• The proposed solution has the ability to support email notifications and alerts (for example notify user to submit timesheets or approve timesheets on-time)
• The proposed solution has the ability to create and manage custom approval workflows (reviews, approvals, denials, resubmissions etc.)
• The proposed solution has the ability to set up approval delegation for specified and unspecified time periods
• The proposed solution has the ability to identify and manage task dependencies from other projects
• The proposed solution has the ability to create a workplan from the work breakdown structure
• The proposed solution has the ability to provide updates at the task level for communication between team members
• The proposed solution provides connectivity with external file storage locations (e.g., SharePoint, OneDrive, windows file system)
• The proposed solution has the ability to create a report with all outstanding approvals
• The proposed solution has the ability to notify approvers or delegates of pending approvals
• The proposed solution enables for clear and easy -to -find project summary information, including critical path, budget, task dependencies, approvals, assignments, effort (length & hours needed), percent completion, milestones, progress/condition (on track/late)
• The proposed solution can recalculate project timelines based on assigned staff's availability.
• The proposed solution has the ability to support various project management methodologies (agile, waterfall)
• The proposed solution provides the administrator the ability to create and/or rename or customize fields, for the purpose of data collection and reporting.
• The proposed solution has the ability for a task to be assigned to either a single user or multiple users.
• The assigned group will have the ability to add progress updates, identify issues/ risks, and mark their items as complete.
• The proposed solution should have the ability to notify people via email for task assignments.
• Users have the ability to customize their own dashboard to view assigned projects, past due tasks and upcoming tasks at a minimum, and other information available to them.
• The proposed solution has the ability for tasks to have descriptions associated with them
• The proposed solution has the ability to create 'fillable' templates to collect additional data and information
• The proposed solution has the ability to create new projects, layouts, workflow etc. based on templates
4. Resource management
• The proposed solution has the ability to integrate resource management with workday
• The proposed solution has the ability for users to be assigned to "roles" which may be their job titles or additional roles and responsibilities, which can be used to identify multiple SMEs with similar expertise and skillsets for resources planning for projects.
• This role can be prepopulated in task assignments
• The proposed solution has the ability that a single user can be tagged in multiple teams and groups and have different profiles depending on role/function.
• The proposed solution can integrate with state platform (i.e., workday) to access data and manage resources.
5. System
• The vendor will provide training materials and supports that user can leverage to learn how to use the tool.
• The proposed solution comes with a strong support model for both users and admins, which includes a ticket support system with an initial response time of 48 hours or less
• Describe the migration plan that includes support from the solution's vendor to ensure data is not lost during migration or with a clear understanding of what cannot be migrated over and will be lost.
• The proposed solution has an accessibility model that enables for individual users or user profile types and groups and teams to have different access levels to data and customization of the tool.
6. Usability
• The proposed solution has the ability to automatically inform the next task's assignee when their task is ready for work.
• The proposed solution has a search function that can search across the platform for task, project, program.
• The proposed solution has the ability to turn off notifications to users when editing a project without changing its status
• The proposed solution has the ability to easily build reports from more than one object type (e.g., project and task)
7. Information management technology requirements (inc. security and data protection)
• The proposed solution has a timely and strong patch management processes in place.
• The proposed company has a 24/7 security operation center. please explain your security and anomaly detection strategy.
• The proposed solution has strong defense mechanisms built in against DDOS (distributed denial of service) attacks.
• Please describe the precautions in place to protect against DDOS attacks.
• The proposed company does not share or sell state data/information with third parties.
• The proposed solution and company should have regular and ongoing third-party security assessments of your systems and sub-service organization(s)
• Attach evidence of certifications.
• Describe the approach (of the third-party assessor), frequency these security assessments, and provide evidence of the assessment.
• The proposed solution and company have completed sig lite or sig core shared assessments.
• Please provide the latest copy of the assessment and if applicable describe the approach (in case that the third-party assessor was used).
• The proposed solution should adhere to and be compliant with the open web application security project (OWASP) top 10 web application security standards.
• The proposed solution must maintain separation of services and data for consumers.
• The proposed company maintains security screening and training for its personnel.
• The proposed solution maintains secure data transmission at rest and in transit.
• The proposed solution must destroy all state data at the conclusion of this project or contract in including backups
• The proposed solution allows the state to access and control all its own data.
• The proposed solution manages data updates and versioning.
• The proposed solution supports malicious code protection mechanisms to detect and eradicate malicious code (e.g., viruses, worms, trojan horses, spyware) transported by: email, email attachments, internet accesses, removable media (whenever applicable), or other common means of exploiting information system vulnerabilities.
• The proposed solution should fully support the generation of error messages that provide information necessary for corrective actions
• The proposed solution has 5-year product roadmap
• The proposed solution has a layered logical and network architecture.
• Please provide an architectural overview of your application and include details on the logical layers and network architecture.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: March 28, 2025