Cloud-based Policy Management Solution

The Vendor is required to provide cloud-based policy management solution for include:
- Feature and requirement:
1. General system requirements
•    Solution must provide a centralized platform for managing institutional policies, procedures, standards, and guidelines.
•    Solution must support cloud-based software-as-a-service (SaaS) deployment.
•    System must support multi-campus or multi-entity environments common in higher education systems.
•    Solution must allow configurable workflows for policy creation, review, approval, and publication.
•    Solution must support role-based permissions for policy administrators, reviewers, approvers, and end users.
•    System must provide a public-facing policy library accessible to students, faculty, staff, and external stakeholders.
•    System must maintain historical versions of policies and track revision history.
•    Solution must allow attachment of related documents, forms, and supporting materials.
•    System must support tagging, categorization, and metadata for policies.
•    Solution must provide search functionality across policy content and metadata.
2. Policy authoring and editing
•    Solution must include a browser-based policy authoring tool.
•    System must support structured policy templates.
•    Solution must support rich text formatting and document styling.
•    System must allow collaborative editing by multiple users.
•    Solution must support import of policies from Microsoft word or pdf.
•    System must allow linking of related policies.
•    System must allow embedding of images, charts, or tables within policy documents.
•    System must support policy numbering and naming conventions.
•    System must support configurable policy fields (owner, responsible office, effective date, review cycle).
3. Workflow and approval management
•    Solution must support configurable approval workflows.
•    Workflow must support multiple review and approval levels.
•    Solution must allow workflow routing by role, department, or individual.
•    System must allow administrators to configure approval hierarchies.
•    Solution must allow tracking of policy status (draft, review, approved, published, archived).
•    System must support electronic approvals.
•    System must maintain audit logs of workflow actions.
•    System must provide dashboards showing workflow progress and bottlenecks.
4. Policy publication and distribution
•    Solution must provide a centralized policy repository.
•    System must support publishing policies to a public website or internal portal.
•    Solution must allow policies to be published automatically after approval.
•    System must support policy visibility controls (public, internal, restricted).
•    System must provide responsive design for mobile devices.
•    System must support automatic archiving of superseded policies.
•    Solution must allow display of policy version history.
5. Policy review and attestation
•    Solution must support periodic policy review cycles.
•    System must automatically notify policy owners when reviews are due.
•    Solution must support policy attestation or acknowledgment by users.
•    System must track attestation completion and provide reports.
•    System must support targeted policy distribution to specific groups (students, faculty, staff, and departments).
•    System must maintain records of user acknowledgements.
6. Reporting and analytics
•    Solution must provide configurable reports.
•    System must report on policy lifecycle metrics.
•    System must report on review compliance and overdue policies.
•    System must report on policy acknowledgements and attestations.
•    System must support export of reports to csv, excel, or pdf.
•    Solution must provide dashboards for administrators.
7. Search and user experience
•    Solution must provide full-text search capabilities.
•    System must allow filtering by policy category, department, or topic.
•    System must provide intuitive navigation of policy content.
•    System must support keyword tagging.
•    System must support bookmarking or favoriting policies.
8. Integration requirements
•    Solution must support integration with institutional identity management systems.
•    System must support single sign-on (SSO).
•    Solution must support integration with common higher education systems such as learning management systems and HR systems.
•    System must provide restful APIs for integration with other enterprise systems.
•    Solution must support integration with document storage platforms (SharePoint, OneDrive, etc.).
9. Security requirements
•    Solution must comply with industry-standard security practices.
•    System must support role-based access control.
•    System must encrypt data in transit using TLS 1.2 or higher.
•    System must encrypt data at rest.
•    System must support audit logging for administrative actions.
•    System must support multi-factor authentication where required.
•    Vendor must provide documentation of security certifications
10. Compliance and accessibility
•    Solution must comply with accessibility standards such as WCAG 2.1 AA.
•    System must support compliance with federal and state regulations applicable to higher education.
•    System must support retention policies for institutional records.
•    Vendor must provide documentation of compliance with relevant privacy regulations
11. Implementation and support
•    Provide implementation services.
•    Execute data migration.
•    Provide system configuration and training.
•    Provide user documentation and knowledge base resources.
•    Provide ongoing technical support.
•    Provide service level agreements (SLAs) for system uptime and support response.
12. Technical architecture
•    Solution must be cloud-hosted with high availability architecture.
•    Provide documented uptime of at least 99.5%.
•    Provide disaster recovery and backup capabilities.
•    System must support modern web browsers (chrome, edge, Firefox, Safari).
•    Provide system monitoring and maintenance procedures.
•    Provide data export capabilities for institutional records retention.