Project Management and Workflow Systems

The Vendor is required to provide a cloud-based project management and workflow software solution.
- The service selected must support the department in managing complex, cross-functional projects; centralizing tasks and information; automating workflows; and enhancing collaboration across various divisions and functions.
- Department plays a crucial role in supporting a wide range of internal and external communication functions, which include media relations, digital communications, marketing, creative services, internal communications, and public engagement.
- A solution that:
•    Ensures an intuitive and user-friendly interface for both the front-end and back-end
•    Supports structured and flexible workflows across departmental divisions
•    Centralizes tasks, files, communications, and approvals
•    Automates routine processes to improve efficiency and consistency
•    Enhances visibility, accountability, and collaboration
•    Provides responsive, high-quality customer support
- Provide a project management and workflow software solution that meets the following minimum specifications:
•    Software licensing (cloud-based preferred)
•    Configuration and implementation support
•    Data migration (if applicable)
•    Training for administrators and end users
•    Ongoing customer support and system maintenance
- Project and Workflow Management
•    Ability to create, manage, and track projects across multiple phases and tasks
•    Configurable workflows that reflect departmental processes and approvals
•    Task dependencies, deadlines, priorities, and status tracking
•    Ability for projects to move seamlessly between teams or divisions
•    Visual project tracking (e.g., boards, timelines, calendars, dashboards)
- User Experience
•    Intuitive, easy-to-use interface for both staff and administrators
•    Minimal training required for basic use
•    Role-based views tailored to different user needs
•    Mobile-friendly or mobile-accessible interface
- Collaboration and Communication
•    Centralized communication within projects and tasks
•    File sharing, version control, and commenting
•    Notifications and alerts for task updates, deadlines, and approvals
•    Ability to tag users and assign responsibilities clearly
- Automation and Efficiency
•    Automated task assignments and status changes
•    Workflow-triggered notifications and reminders
•    Customizable templates for recurring project types
•    Reporting and analytics to measure workload, timelines, and performance
- Reporting and Dashboards
•    Real-time dashboards showing project status and workload
•    Customizable reports by project, team, or timeframe
•    Exportable data for internal reporting and leadership updates
- User Roles and Permissions
•    Role-based access control
•    Ability to assign permissions by project, team, or function
•    Secure access for internal users and approved external collaborators
- Integration and Compatibility
•    Compatibility with common productivity tools (e.g., email, calendars, file storage)
•    API or integration options with other enterprise systems
•    Single sign-on (SSO) support, if available

- Questions/Inquires Deadline: January 29, 2026