The vendor required to provide enterprise eLicensing platform include limited flexibility for customization, fragmented workflows, difficulty in achieving seamless integrations with other enterprise systems, and an inability to efficiently scale to meet regulatory and operational changes.
- Requirement:
• Replace the existing eLicensing permitting system with an Appian-based solution that is flexible, modern, and scalable.
• Review and streamline current permitting processes, identifying areas for simplification and efficiency while ensuring regulatory compliance.
• Consolidate 300+ permit types into a unified framework that reduces redundancy and increases consistency.
• Develop reusable common components (e.g., standard forms, workflows, notifications, dashboards, etc.) to maximize efficiency across multiple permit types and reduce long-term maintenance.
• Implement an enterprise-level system that aligns with office broader IT strategy, supports cross-agency collaboration, and integrates seamlessly with other enterprise platforms.
• Improve efficiency, transparency, and user experience for both internal staff and external customers.
• Ensure compliance with statutory timelines, regulatory requirements, and reporting mandates through system-driven enforcement and automation.
• Enable streamlined integrations with existing office systems, municipal systems, and enterprise data platforms.
• Provide flexibility to adapt to future regulatory changes, environmental priorities, and evolving business needs.
- Core platform build and common components
• User authentication SSO
• Contact model, organization profiles, contact management, delegate users.
• Permit application submission forms (configurable), visual form builder, field types and validation, dynamic logic.
• Permit record management, unique ids, statuses, history, audit log, comments, internal notes, activity timeline.
• Workflow engine, configurable and provide end-to-end automation for the permit review cycle, including regulatory timelines.
• Notification and correspondence model that centralizes and automates all system and user communications.
• GIS and address services
• Document and attachment management
• Fee and payment processing integration
• Reporting and dashboards
• API framework for integration with external systems
• Accessibility compliance
• Admin console
- Pilot permits
• LSP licensing program
• LES certification programs
• MDAR pesticide license program
• DEP air quality permitting program
• DCR cap permitting program
- Permit model
• Activities – track actions, reviews, required follow-ups, and events tied to a record.
• Authorization – represent permits, licenses, or other authorizations with defined lifespans, including support for renewals, amendments, and expirations.
• Comments – capture both internal staff notes, and external and public comments linked to a record.
• Conditions – apply flags or requirements that must be acknowledged or satisfied.
• Conditions can be advisory or blocking, preventing progression until resolved.
• Contacts – manage individual and organizational contacts associated with a transaction, with role-based linkage to records.
• Custom fields and tables – allow programs to store program-specific data, while maintaining reusable collections of shared fields and tables across record types.
• Documents – store, classify, and manage uploaded or generated documents and media files.
• Fees, invoices and payments – support the full financial lifecycle, including fee calculation, invoicing, payments, refunds, and reconciliation.
• Location – associate transactions with geographic data, including parcels, addresses, facilities, or environmental features.
• Notifications – log and manage all communications related to a record, including system-generated and manual notices.
• Public user access – enable external users to apply for, view, and manage permits associated with their accounts.
• Records – represent the core authorization or transaction object (application, renewal, amendment, etc.) within the system.
• Reference data – provide validated picklists such as reference companies or reference locations.
• Related records – link connected transactions, such as applications, amendments, renewals, and parent authorizations.
• Signatures – capture and store electronic signatures for applications, amendments, and official approvals.
• Timeline – track time spent in each workflow step, including regulatory deadlines and countdown clocks (e.g., dep’s statutory review timelines).
• Transactions – represent applications, amendments, renewals, and notifications, with states for draft, submitted, reviewed, or modified.
• Workflow – manage step-by-step process flows for each record type, with complete history and audit logs of all actions taken.
- Data mapping and migration
• Data inventory and assessment – identify all relevant records, fields, and attachments currently in use across the existing system.
• Mapping and transformation – define how legacy data elements align to the new platform’s data model, applying business rules and standardization where necessary.
• Cleansing and validation – correct errors, resolve duplicates, and ensure data accuracy before migration.
• Migration execution – load prioritized datasets into the new environment in phases, beginning with pilot permits.
• Quality assurance and reconciliation – perform checks to verify completeness and accuracy, with reconciliation reports provided to office IT and business stakeholders.
- Go live preparation and deployment
• Cutover planning and execution – finalize and perform data freeze, migration, and validation of records prior to go-live.
• Operational readiness review – conduct readiness assessments, checklists, and dry-runs with agency staff to validate preparedness.
• Communication and training rollout – distribute final communications, user guides, and training materials.
• Contingency and rollback planning – establish fallback procedures in case of critical issues during deployment.
- Contract Period/Term: 1 year
- Vendor Conference Date: January 22, 2026
- Questions/Inquires Deadline: December 5, 2025
