Vital Records System Modernization

The Vendor is required to provide to implement a new Vital Records System (“VRS”).
- The current system is a combination of five (5) separate systems, requires manual intervention, and does not provide desired functionality for streamlined, effective and efficient vital record management.
- Prior to submitting the data to VSS, the office staff will review the data for inconsistencies. Since there is no direct method from either the subsystems (EBRS, EDRS, EMRS) or VSS to communicate the data queries or data rejection to the organization that submitted the data, the office has established a SharePoint site to document these queries and seek resolution from the data reporting organization to manage data quality.
- This includes self-service upload for external users and document access for internal users, covering both newly submitted and previously scanned documents.
- Desires to implement a document management system to store and retrieve images and documents so the solution must be able to integrate with such a system.
- This system must also support Office staff functionality to record modifications, including, but not limited to, amendments and adoptions. To serve the public efficiently, the system must support certificate orders and payment processing in-person or through a public facing portal and integrate with certificate issuance.
- The functionalities required include:
•    Vital Events:
o    Birth
o    Death
o    Marriage
o    Fetal Death
o    ITOP
- This approach is intended to reduce implementation and long-term operational risk and cost, promote scalability and security, and enable the State to efficiently adapt to evolving business, policy, and technology requirements.
- The solution shall be implemented on a Health Insurance Portability and Accountability Act (HIPAA)-compliant, government-authorized cloud-based software platform (e.g., Microsoft Dynamics 365, Oracle, Salesforce, SAP, or comparable platforms).
- The VRS must utilize potential State tools and infrastructure, as necessary, including solutions for E-signature (Adobe), Master Data Management, Azure data warehouse, Power BI, and Office 365.
- The Blueprint shall document any plug-ins and third-party modules with associated licensing, if any.
- The Blueprint must also identify Offeror-supplied modules or “accelerators” and any planned/required platform customizations needed for implementation (e.g., modifications to the base entity class, development of custom workflows and plug-ins).
- Develop a Data Management Plan that outlines the approach for data migration, conversion, cleansing, data interfaces, data masking, data retention, data disposition and data governance.
- Requirements Traceability Matrix (“RTM”) – The RTM shall guide solution design, development testing and implementation and ensure accountability by mapping the relationships between requirements, business processes, system capabilities, test cases, and project deliverables.
- The System Reporting Documentation shall include:
o    An inventory and evaluation of existing reporting tools and capabilities
o    Highlights of deficiencies and improvement opportunities
o    Recommendations for enhancements or new reporting solutions aligned with modernization goals.
- The system shall be developed in accordance with established code quality standards and industry best practices to ensure long-term maintainability, readability, and supportability. Code shall follow consistent formatting, naming conventions, and documentation standards; undergo peer review; and comply with secure coding guidelines to minimize defects, and enable efficient future enhancements.
- The system shall be able to adapt to new functionality in response to changing business, technical, and regulations related requirements. 
- The system shall be primarily configured and minimize the use of custom code.
- The system shall adhere to established UI/UX design guidelines ensuring usability, consistency, accessibility, and a user-centered experience across all system interfaces which are intutive and logical.
- The system shall maintain all configuration items in a centralized, secure repository with versioning, access controls, and traceability to support consistent deployment and environment management. 
- The system development and requirements traceability for this configuration shall be maintained in a standardized Application Lifecycle Management (ALM) tool (e.g., Azure DevOps, or Jira) for which the state team staff shall have complete access to all items and artifacts for the project.
- The system shall be designed, developed and implemented using a defined and fullly-documented Systems Development Lifecycle (SDLC) to support consistent development and implementation management.