Electronic Forms Management System

The Vendor is required to provide for implementing an electronic forms management system.
- The use of official documents drives operational processes at all levels within the enterprise (e.g., life-safety issues, payroll and human resource management, rehabilitative programming).
- Documentation on official forms is required by agency policy, state and federal law, and certifying bodies.
- Administration Functionality
•    Manage all user accounts.
•    Create and add users to user groups.
•    Create folders and “secure” with user groups.
•    View and re-route forms or workflows if requested.
•    Add new forms and revise current forms.
•    Create workflows to support custom business rules and logic.
o    Attached forms.
o    Connect to database connectors.
o    Use session variables.
•    Create database and application connectors.
o    Queries against forms database.
o    Connections and queries for external agency applications.
•    Export and import form configurations, workflow configurations, and connector configurations.
•    SSO or Active Directory configuration
•    Configure notification email and other settings.
•    Create and edit landing page.
•    Capture user’s signature.
- Objective:
•    Re-creation of 1,200+ forms using the current UI.
•    Must be able to create and track versions/revisions of each form.
•    Advanced Search functions for a form-by-form number, form title, form date, author, and/or content.
•    Lists last 10 most used forms.
•    Ability to complete a workflow using multiple forms.
•    Must be able to share data between forms in workflow.
•    Audit trail of the workflow process.
•    Workflow must be able to have multiple consecutive branches at a time.
•    Email notification to recipients of Workflow group.
•    Ability to auto save a form once a new record is created by the user (Form number followed by the date created).
•    API gateway for database
•    Update Offender from Incarcerated Person on all forms.
•    Ability to view and re-route forms or workflows if requested.
•    Connect to custom database connectors.
•    Ability to create database and application connectors.
•    Create queries against forms database.
•    Create connections and queries to external agency applications.
•    Ability to export and import form configurations, workflow configurations and connector configurations.
•    Ability to configure notification email, and other settings.
•    Personally identifiable information must be redacted (option/role-based access)
•    Ability to connect to 3rd party applications.
•    Ability to push/export to 3rd party applications.
•    Maintains history of user’s notifications.
•    Administrators should receive a notification when an error occurs
•    Must have a reporting tool for users to run custom queries as needed.
•    Customizable Dashboards.
•    Export Reports as PDFs.
•    Users can organize their forms.
•    Ability to create and edit User Dashboard
•    Implement Data Retention Policy
•    Share functionality to be rebuilt to allow users to Transmit/Share the form at the same time
•    Add an icon for attachments on the Record results screen when there are attachments uploaded to forms
•    Change Printable forms to electronic forms.
•    Ability to control notifications when an admin is in multiple user groups.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: December 02, 2025