Infants and Toddlers Data Management System

The vendor required to provide infants and toddlers data management system for market research and planning purposes to identify commercially available early intervention case management systems.
- Core system requirements and must-have capacities
1. Idea part c compliance and reporting
•    Support all federal idea section 618 data reporting requirements.
•    Support idea section 616 monitoring requirements and state performance plan and annual performance report (SPP/APR) indicators.
•    Support fiscal management oversight related to service delivery.
•    Provide tools to monitor compliance with federal and state timelines and program requirements.
•    Enable state-level oversight and monitoring of local provider agencies.
2. Case management functionality
•    Support the full early intervention lifecycle, including referral, intake, eligibility determination, IFSP development, service tracking, transition, and case closure.
•    Maintain a single, non-duplicated child record.
•    Provide real-time, role-based access for state and local users.
3. Reporting and analytics
•    Provide standard and ad hoc reporting capabilities.
•    Support real-time access to operational and compliance data.
•    Enable data disaggregation and longitudinal analysis.
•    Provide export functionality in non-proprietary, industry-standard formats.
4. Interoperability and data exchange
•    Support secure data exchange with local programs, internal agency systems, and other state systems.
•    Provide API capabilities or other standardized integration methods.
•    Support secure file transfer protocols.
•    Be compatible with modern single sign-on (SSO) solutions.
5. Technical requirements
•    Be browser-based and support current major web browsers (microsoft edge, Mozilla Firefox, apple safari, Bing, and google chrome).
•    Support major operating systems.
•    Be scalable and configurable to accommodate future regulatory or programmatic changes.
•    Meet applicable accessibility standards (e.g., section 508 and WCAG 2.1 aa).
6. Security and privacy
•    Meet applicable federal and state data security and privacy requirements, including FERPA and HIPAA.
•    Provide role-based access controls.
•    Maintain comprehensive audit logs.
•    Support data retention, archival, and records management requirements.
7. Legacy system transition
•    Demonstrate a proven approach to migrating legacy data, including extraction, mapping, validation, reconciliation, and preservation of historical records.
•    Provide a structured implementation and transition plan designed to minimize disruption to services and federal reporting.
•    Support parallel testing and user acceptance testing.
8. Data ownership, access, and portability
•    Acknowledge that the state retains full ownership of all system data.
•    Provide agency with unrestricted, real-time access to all data at both record and aggregate levels.
•    Allow agency to independently extract complete datasets, including historical and audit data, without vendor mediation or additional fees.
•    Support export in non-proprietary formats.
•    Provide documentation of the data schema and structure.
•    Include a defined data transition and exit strategy to ensure continuity of operations.