Syllabus Management Solution

The vendor is required to provide syllabus management solution for a modern, centrally managed solution that integrates well with existing systems and provides enhanced functionality.
- Preferred requirements
•    Bidder should have an official partnership with d2l to facilitate troubleshooting when issues arise. 
•    The solution should support role-based access, enabling appropriate editing and approval privileges for faculty, department chairs, and academic leadership. 
•    The user interface should be intuitive and accessible, allowing for efficient creation and editing of syllabi, including the ability to support a master-course model with downstream updates to section-level syllabi. 
•    The solution should also enable real-time updates to syllabi across multiple courses and support robust version control for tracking changes over time. 
•    The solution should provide template-driven functionality that aligns with university policy and curricular requirements, to promote standardization and efficiency.
- Preferred features and capability requirements
•    The solution will provide core functionality that supports the creation, editing, approval, and distribution of syllabi across the university. 
•    The solution will support customizable templates to ensure consistency in formatting and structure across courses, departments, and modalities. 
•    The solution will support multiple access levels and editing roles (e.g., faculty, department chairs, deans), with the ability to restrict or expand permissions as needed. 
•    All syllabi should be stored in a centralized, searchable repository with version control and archival functionality, as well as prior syllabi access, allowing for institutional oversight and historical access. 
•    The solution should enable syllabus content to be managed at the master course level, with real-time downstream updates to individual course sections. 
•    Changes to content such as policies, textbooks, and calendar dates should be automatically reflected across all affected syllabi and course sections. 
•    Built-in, role-based workflows should support syllabus creation, submission, review, and approval processes at multiple institutional levels. 
•    The solution should include reporting features that enable tracking of syllabus completion, versioning, approval status, and compliance with institutional or regulatory standards. 
•    The solution should offer the ability to export syllabi to pdf and include automated tools for institutional policy updates, date calculations, and syllabus duplication or rollover across terms.
- Preferred usability requirements
•    The solution will provide an intuitive user experience for both faculty and administrative, with functionality that improves workflow efficiency and integrates seamlessly into instructional environments. 
•    The solution will integrate with Brightspace (VIA LTI), allowing syllabi to be displayed or linked directly within course shells. 
•    All functionality will be fully accessible on mobile devices, including within Brightspace pulse, without degrading user experience or accessibility compliance. 
•    Navigating syllabi should feel the same across different courses. 
•    The solution should offer built-in accessibility validation (e.g., checks for color contrast, font sizes, alt text, and heading structure) and support screen reader technology.
•    The solution should provide faculty and administrators with access to engagement data, including whether students have accessed the syllabus and which sections or pages they have viewed. 
•    The engagement data should be easily reportable and support instructional and compliance needs. 
•    Tooltips or embedded help balloons should be available for common fields (e.g., classroom attendance policies), assisting faculty in meeting best practices.
- Preferred technical requirements
•    Indicate whether the platform is cloud-hosted (SaaS), on-premise, or hybrid. 
•    The solution will be browser-based. 
•    The solution will be compatible with the most recent versions of chrome, Firefox, safari, and edge. 
•    The migration of existing syllabi from the current lotus notes-based system and outline a plan for import, conversion, and validation. 
•    The solution will support workflow and template configuration to align with the university’s curriculum and governance processes.
- Preferred proposed implementation strategy requirements
1. Initiation and planning
•    Define project scope, goals, and success criteria.
•    Identify stakeholders and form the project team.
•    Develop a detailed project plan and timeline.
•    Conduct risk assessment and mitigation planning.
2. Requirements gathering and analysis
•    Collect business and technical requirements.
•    Analyze current systems and processes.
•    Document functional and non-functional requirements.
•    Validate requirements with stakeholders.
3. System design
•    Create system architecture and design specifications.
•    Design user interfaces, data models, and workflows.
•    Plan integration with existing systems.
•    Review and approve design documents.
4. Development and configuration
•    Build or configure the system based on design specs.
•    Develop custom features, integrations, and reports.
•    Conduct unit testing and code reviews.
•    Prepare data migration scripts if needed.
5. Testing
•    Perform system testing (functional, performance, security).
•    Conduct user acceptance testing (UAT).
•    Identify and fix bugs or issues.
•    Validate data migration and system outputs.
6. Deployment
•    Finalize production environment setup.
•    Migrate data and configure system settings.
•    Go live with the system.
•    Monitor system performance and user activity.
7. Training and change management
•    Train end-users, administrators, and support staff.
•    Provide documentation and help resources.
•    Manage organizational change and user adoption.
8. Post-implementation support
•    Provide ongoing technical support and maintenance.
•    Monitor system performance and usage.
•    Collect feedback and plan for enhancements.
•    Conduct a post-implementation review.
- Preferred information security requirements
•    Data will be encrypted in transit and at rest using industry-standard protocols. 
•    The solution will support SAML-based single sign-on (SSO) using microsoft active directory and allow for granular role-based access controls. 
•    The solution will track and store detailed logs of user activity and system changes, including timestamp, user id, and nature of the change.
•    State empire will retain full ownership of all data entered into the platform. 
•    Provide annual audit documentation upon request.
- Preferred accessibility requirements
•    Provide accessibility testing using automated and manual assistive technology methods 3
•    Provide accessibility statement and identifies internal accessibility lead and team 
•    The solution should support user personalization options (e.g., font sizes, contrast, reading modes) 
•    Provide the ability to test in bidder’s sandbox or demo account
•    Include accessibility in their release cycles
•    Provide assistive technology support.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: October 15, 2025