Data Management Solutions

The vendor is required to provide data management solutions for include:
- Data entry: 
• System shall collect all data elements for participants and staff to meet national reporting system (NRS) reporting requirements.
• System shall support student information fields beyond those required by NRS, e.g., legacy system unique ids.
• System shall enforce a specific flow of data entry to facilitate ease of populating the screen fields.
• System shall allow auto-population of data where necessary (staff id, student id, class id).
• System shall calculate hours attended by date range.
• System shall calculate the total number of each learner’s instructional hours to date for all classes in which the learner is receiving instruction.
• System shall provide capability to exit learners who do not return or continue.
• System shall provide capability to add, edit, and update learner data including but not limited to assessment data.
• System shall validate the date of birth and age to ensure learner is at least 16 years old; system shall require users to confirm underage youth application if learner is not yet 18 years old.
• System shall display class enrollment(s) for a learner.
• System shall provide an option to display classes and student enrollments by provider.
• System shall provide capability to display, add, and modify a site or provider.
• System shall provide capability to display, add, modify, and delete a class.
• System shall provide capability to identify active and inactive sites.
• System shall have the capability to perform an annual process in which a user may edit the data that has been rolled (copied) to the new fiscal year without changing the data for the previous fiscal year unless necessary.
• System shall have the capability to segregate data collected and reported in one fiscal year from data collected and reported in a subsequent or previous fiscal years. for example: the user should be able to correct a student's birth date without affecting previously reported NRS data.
• System shall have the capability to capture and report multiple periods of enrollment and participation without changing the data for the previous fiscal year.
• System shall provide a method for local provider administrators to "certify" data accuracy and quality on at least a quarterly basis.
• System shall provide a method for entering local and state professional development opportunities and attendance hours for staff.
• System shall allow for document uploads for credential and milestone attainments as it relates to integrated education and training and workplace literacy.
• System should support additional data fields and data integrations for certain participants enrolled in unique programs, such as dually enrolled high school diploma programs (career plus high school).
• Case notes should be able to be recorded on all student records. - Data search and reporting requirements:
• System shall provide option to query data based on fiscal year and provide the option to query three (3) previous fiscal year’s data.
• System shall delineate current fiscal year data displayed from past fiscal year data.
• System shall provide capability to search for providers, sites, classes, staff members, and learners.
• System shall allow searching for learner by SSN, last name, unique student number, enrollment date, class type, and provider.
• System shall be able to produce real-time NRS tables.
• System shall provide capability to track, query, and report by student and class.
• System shall return search results based on user role in accordance with industry standards for data searches.
• System shall allow users to access individual records as part of search process.
• System shall provide ad-hoc reporting capability, i.e., ability to produce reports from on screen queries.
• System shall provide the ability for users to sort, group, and filter data in reports both before and after report generation.
• System shall maintain logging for events such as data and record changes by user at a minimum.
• System shall be able to produce NRS tables by state, adult education region, individual providers and provider groups defined by the statewide administrator.
• System shall provide local providers the capability to view aggregated reports as assigned by the statewide administrator.
• System shall provide state administrator ability to export data from the system in compliance with the state entity guidelines.
• System shall validate required data fields upon entry as required by NRS and policy and guidelines.
• System shall produce error reports (standard and ad-hoc) based on guidelines for NRS, state reporting and data requirements, or the discretion of statewide program managers.
• System shall provide the ability for advanced data searches of all provider accessible data.
• System shall provide the ability to add coding categories for any core and secondary measures for ad hoc reporting as directed by program specialists at the state entity, provided NRS categories can still be Reported (NRS basic data system functions).
• System shall provide for advanced queries for all data elements and extensive search filters without timing out.
• System shall allow reporting tables to be generated according to state fiscal years (July to next June).
- Role-based access and functionality
• System access shall be role-based with appropriate security restrictions applied.
• System shall, at a minimum, allow for the following user roles: state administrator, program specialist (state), local provider administrator, data specialist, data entry, instructor.
• System shall maintain an audit trail of role assignments, permissions, and use.
• System shall have a data entry role that allows a data entry operator to add and edit access to student data.
• System shall have the ability to create, edit, and delete providers based on roles.
• System shall capture, track, report, and allow role-based editing of both data records and attributes of instructional personnel data, class data, learner data, and assessment data.
• System shall provide state administrator read, write, and delete access to all system data.
• System shall provide the state administrator the ability to assign all reports by role.
• System shall provide the state administrator the ability to execute advanced data searches of all provider and state data.
• System shall provide state program specialist with read access to all individual provider data.
• System shall provide state program specialist the ability for advanced data searches of all data of all providers.
• System shall provide the provider administrator with read, write, and delete access to all individual provider data.
• System shall capture, track, report, and allow role-based editing of Ged® and HISET test data.
• System shall provide capability to display, save, download/export provider data, reports and documents for one or multiple providers for the appropriate role.
- Personnel and classes
• System shall provide capability to search for instructional providers and personnel.
• System shall provide capability to assign personnel to a provider.
• System shall provide a list of personnel (see NRS table 7 plus state-specified) by types.
• System shall provide capability to assign and add classes to a teacher.
• System shall provide the capability to delete teachers or classes per provider.
• System shall allow multiple teachers to be assigned to a single class.
• System shall provide capability for personnel to have more than one teacher type.
• System shall provide fields in the personnel module to indicate assessment administration certifications status.
• System shall provide capability for a class to be coded as a delivery type (e.g. remote synchronous, asynchronous, blended, in-person).
- Student interest and waitlists
• System shall provide capability for potential students to indicate interest and complete initial demographic fields.
• System shall provide capability for potential students to apply to multiple providers and to be on multiple provider interest lists or waitlists.
• System shall provide local providers the option of intaking and enrolling students from the interest list or waitlist.
• System shall provide capability for local providers to assign potential students to a waitlist.
• System shall produce interest lists or waitlist reports by state, region, or provider.
- General system requirements:
• System shall be able to import, export, upload, and extract data on an ad hoc/unscheduled and on a scheduled basis.
• System shall provide state access to raw/transactional data, including transaction time stamps.
• System shall provide the state administrator the ability to export and import data into the system in compliance with guidelines.
• Contractor will comply with state’s accessibility standards.
• Contractor shall ensure that any and all support for the hardware and software components that comprise the system maintain full compatibility and interoperability with all interfacing systems.
- Contract Period/Term: 1 year
- Mandatory Pre-bid Conference Date: June 06, 2025
- Questions/Inquires Deadline: June 17, 2025