Statewide Identifier Solution

The Vendor is required to provide commercially available products that perform statewide identity assignment, matching, near match resolution, and enrollment event processing, including pricing models, scalability, limitations, and implementation approaches.
- Applications and their associated costs that can meet the following requirements:
•    Assign unique identification numbers to new students and staff members.
•    Match students and staff members using personally identifiable information to ensure no duplicate records exist across the state.
•    Maintain enrollment data for students, including prior school years, within the application.
•    Support the Ed-fi data standard and accommodate state-specific data requirements through flexible integration options such as agency single sign-on, application programming interfaces (APIS), or interoperability with external vendors utilized by agencies.
•    Migrate historical data, leverage existing data, and ensure all new data in the application follows the established format and conventions.
- Customizable and configurable Software as a Service (SaaS) to perform statewide identity assignments, matching, near-match resolution, and enrollment event processing.
- Identity Assignment and Matching:
•    Unique ID Assignment: If the student or staff member is new, generate and assign a unique identification number automatically or via system-to-system APIs.
•    Match and Resolve near Matches: The system runs probabilistic and deterministic matching algorithms to detect potential duplicate records, allowing users to intervene in < 2% of cases. Allow the comparison of person records and history to help with user decision making.
•    Duplicate Check: The application must search statewide for existing records to determine if the student or staff member already exists.
•    Identity Verification: Provide organizations with functionality to confirm whether a matched record is the correct student or staff member.
- Data Submission, Validation, and Processing:
•    Data Submission Options: Organizations must be able to submit student and staff information via API.
•    Support Automated Processing: Support API processing, including ID assignment, near-match resolution, and output generation (assigned IDs, pending matches, and rejected data).
•    Error Handling: If errors occur in API transactions, the application must identify and return error details to the organization for correction and resubmission.
•    Data Validation: Provide the ability to retrieve campus entry and withdrawal records, prevent concurrent organization file processing via API.
•    System Monitoring and Status: Data tracking through all stages (validate, fix errors, assign IDs, resolve near matches, and download). Provide statistics tab, processing times, download audit logs, general metadata.
- Search, Lookup, and Record Management:
•    Record Updates: If a match is found, allow organizations to update the record to include their association in the individual’s history, ensuring consistent longitudinal identity tracking.
•    Retire IDs: Support the ability to retire one or multiple IDs, with the ability to merge history with an existing ID at that time or retroactively.
•    Add Person Notes: Add permanent notes to a person record. Allow role-based security to access notes. View notes through search and near-match review screens.
•    Record Editing: Authorized users can update specific fields. Create new historical records and download data via API.
•    Search for students or staff members, by: First Name, Middle Name, Last Name, Alternate Last Name, Suffix, Gender, Date of Birth, Ethnicity/Race indicators, Social Security Number (SSN), S-Number (state assigned identifier when student does not have or provide a SSN), Unique ID, Grade Level, Campus, agencies, Region, School Year, Local ID, and/or Source System.
- Extracting and Reporting:
•    ID Retrieval: Enable agencies, Campuses and other state agencies to retrieve data into their systems via API.
•    Extract Options: IDs assigned, near matches, canceled records, rejected records, near match details, errors to fix, and fixed records.
•    Options for Reporting: Filter by campus, status, submission, and/or date range.
•    Submission History Report by student or agencies that can be run by access-level.
•    Extract data with user-selected formatting: include/exclude header, tab or comma delimited.
•    Extract data of all people for entire district or individual campus in one combined report.
•    Report for all Unique IDs assigned to a person at statewide, agencies, or campus level.
•    Ability to remove/delete (logical delete) individual data sets or multiple data sets.
•    Extracting reports can be done via PDF, Excel, or CSV files.