Registration System Replacement

The Vendor is required to provide to replace the current student registration system used by the agency department with a SaaS compliant solution that supports our evolving needs.
- Streamlining registration processes, improving data integrity, while ensuring accessibility and FERPA compliance, this effort will enable a seamless transition, deployment and application release with minimal disruption converting from the current system, positioning the agency department for operational success for the foreseeable future.
- Enhanced data tracking and course maintenance; Requirement: The application shall provide comprehensive data tracking for courses, sections, learners, and instructors, including versioned course outlines/syllabi, change history (who/what/when), effective-date management, prerequisite equivalencies, and automated alerts for expiring content or instructor credentials.
- Marketing features and functionality; Requirement: The application shall include built-in marketing capabilities (campaign pages, promo codes, featured listings, waitlist nurtures) and capture digital attribution (UTM parameters) for registrations, with email and social sharing and export/API access to campaign performance metrics.
- The application shall provide a modern, intuitive, and responsive user interface designed to minimize friction and enable users to efficiently discover, evaluate, and purchase products or services. The interface must follow current UX/UI best practices and be optimized for use across modern browsers and devices.
- The solution shall support a streamlined, low friction checkout experience comparable to leading e commerce platforms (e.g., “Amazon style” checkout), including but not limited to:
•    Minimal required steps to complete a purchase
•    Persistent shopping cart functionality
•    Clear progress indicators throughout the purchase process
•    The ability to complete transactions with minimal reentry of information
- The system should be designed to reduce user abandonment and enable rapid completion of transactions without unnecessary page reloads or workflow interruptions. The solution must include robust user journey and funnel analytics capabilities.
- Track user progression through key stages of the purchasing workflow (e.g., product selection, cart, checkout, confirmation)
•    Identify and report where users abandon or exit the purchase process
•    Provide configurable reporting and dashboards to analyze conversion rates, drop off points, and overall funnel performance
•    Support integration with common analytics platforms or provide native analytics tools accessible to administrators.
- Availability/SLA 99.9%: The vendor shall maintain ≥99.9% monthly uptime, equating to ≤43.8 minutes/month (≈8.76 hours/year); SLA credits and incident reports are required for breaches.
- Data migration & integrity during transition; Requirement: The vendor shall provide validated data migration services and tooling (field-mapping workbook, transformation rules, test loads, reconciliation reports), including trial and final cutover cycles with acceptance criteria for record counts, referential integrity, and key business reports matching within agreed tolerances.
- User-friendly, modern interface with intuitive navigation; Requirement: The application shall provide a responsive, WCAG-conformant UI with role-based navigation, configurable home dashboards, in-product help/tooltips, keyboard accessibility, and consistent components aligned to a modern design system.
- Financial dashboards & vendor-specific reports; Requirement: The platform shall produce revenue, refund, discount, and AR reports, support GL code mappings, and generate vendor-specific remittance/settlement reports (e.g., payment gateways, content vendors) on configurable schedules
- Waitlist & cancellation management Requirement: The platform shall support automated waitlists (priority rules, seat release notifications) and cancellation workflows (policy-based refunds/credits, bulk communications, audit logs).
- Batch processing (enrollments, grading, and certificates) Requirement: The platform shall support bulk actions (CSV/API import and multiselect UI) for enrollments, grade posting, and certificate issuance, including preview/validation and error reporting.
- Customizable dashboards & reports Requirement: Authorized users shall be able to create and save custom dashboards and reports (widgets, filters, KPIs) and share them with roles/groups without vendor professional services.
- Real-time KPIs & customizable exports Requirement: The platform shall render near real-time operational KPIs (e.g., registrations today, revenue MTD, capacity by course) and allow user-defined export templates (column order, formats, scheduling).
- Micro-credentials & digital badging Preferred: The platform could issue standards-based digital badges and micro-credentials (e.g., Open Badges), including criteria rules, expiration/renewal, evidence links, and learner wallets.
- Course evaluations & surveys Preferred: The platform could deliver configurable surveys (pre/post/class), anonymous options, response analytics, and routing of results to instructors/admins with thresholds and alerts.
- Automatic certificate issuance Requirement: The platform shall issue completion-based certificates including criteria rules, and expiration/renewal.
- AI-driven recommendations & tracking Requirement: The platform shall offer AI-based course recommendations (e.g., “next course,” “people also enrolled”) and track model impact (click-through, conversion uplift), with the option to disable or constrain by policy.
- Student self-service Requirement: The platform shall provide a mobile-responsive self-service portal for learners to register, pay, view/print certificates, and manage profiles and preferences, and request changes/refunds per policy.
- Marketing & CRM integration Requirement: The platform shall integrate with email and social channels and support CRM data sync (contacts, campaign membership, and conversions) via REST APIs and/or packaged connectors; must capture UTM parameters and attribute registrations to campaigns.
- Data governance & exports Requirement: The platform shall provide full data portability (scheduled and ad-hoc exports, secure API) and document data schemas/retention settings to support institutional archives for ≥10 years.
- Batch operations performance Requirement: The platform shall process batch jobs of at least 25k records within agreed SLAs and surface job status, error files, and retry options to admins.