Workflow Solution

The vendor is required to provide workflow solution, specifically with the ability to digitize paper-based workflows that is complaint with acts.
- Workflow
•    Transparent breakdown of costs (licensing, implementation, training, support) without hidden fees. 
•    Annual licensing costs for unlimited creation and submission of forms. 
•    Tiered pricing models based on users, workflows, or submissions, etc. if applicable. 
•    Any optional modules or services clearly outlined. 
•    Multi-year pricing guarantees or discounts.
- Requirements
1. General company and product information
•    Company background and history, including experience in k-12 education, noting any districts in particular. 
•    Overview of product(s) offered, specifically the workflow solution. 
•    References from similar educational organizations. 
•    Evidence of scalability and ongoing development roadmap.
2. Functional requirements
•    Ability to digitize paper-based workflows (forms, approvals, etc.).
•    Drag-and-drop workflow builder with versioning.
•    Conditional logic support within workflows.
•    Automated routing based on user roles, groups, and form data.
•    Bulk upload and batch processing capabilities.
•    Flexible form-building tools.
•    Integration with existing pdf forms.
•    Support for e-signatures and digital certifications.
•    Automated notifications and reminders for outstanding tasks.
•    Mobile-responsive forms.
•    Multi-level approvals with configurable sequences.
•    Role-based and department-based routing.
•    Time-based escalation workflows.
3. Integration requirements
•    Single sign-on (SSO) support (google workspace, azure ad).
•    API availability for custom integrations
•    Support for various file formations
•    Support for csv and xml data exports and imports.
4. Data security and privacy
•    Compliance with act.
•    Data encryption at rest and in transit.
•    Secure audit trails for all activity.
•    Granular permissions management by user, role, or department.
•    Audit logs for administrative and user activity.
•    Ability to segment data access between departments.
•    Cloud-hosted (SaaS) solution preferred.
•    Data center certifications (soc 2, iso 27001, if others, please list.).
•    Disaster recovery and business continuity plans.
e. Reporting and analytics
•    Real-time dashboards and custom reporting tools.
•    Exportable reports (csv, excel, pdf).
•    Analytics on workflow efficiency (time-to-completion, bottlenecks).
•    Historical data retention policies and archiving features.
f. User experience
•    Modern, intuitive user interface.
•    WCAG 2.1 aa or higher compliance.
•    Browser agnostic and mobile-friendly.
•    Support for multiple roles: admin, submitter, approver, observer, etc.
•    Role-based dashboards, access controls and task queues. (e.g., student, teacher, administrator, parent) 
g. Implementation and support
•    Provide project management and a timeline for implementation and deliverables.
•    Onboarding and training options (virtual, in-person, on-demand).
•    Detailed user guides and knowledge base (provide examples)
•    Access to support materials for ongoing staff training.
•    Dedicated support contacts and account managers.
•    Support SLAs (response and resolution times).
•    Transparency of availability (hours of operation, emergency support protocols).

- Contract Period/Term: 3 years