Document Review Platform

The Vendor is required to provide document review platform support the initial deployment and ongoing maintenance and support of the higher education institution workflow management.
•    Project management and implementation support services associated with implementing the proposed software. 
•    This includes project plan and management; risk, action, issue, and decision (raid) logging and mitigation, team communications, and go-live planning. 
•    Professional services associated with installation, configuration, development, quality assurance, testing, data conversion and migration, training, and other services. 
•    Managed services associated with ongoing hosting, storage, help desk, support, technical support, system upgrades, and other services. 
•    Data migration from existing system 
•    Ongoing enhancements to support regulatory and business process updates.
- Solution (technical and functional) requirements
1. Document and process management
•    Collection of application and attestation data and file attachments
•    Dashboard and tracking of application review and workflow status, including the potential capability to integrate with external project management applications (e.g., o365, asana, etc.)
•    Data verification for fields that can be verified with external databases such as ipeds 
•    Auto-fill and import of application data based on institution or user profile information fields 
•    Extraction of application data in user-friendly formats, such as spreadsheets .csv and .xlsx, .pdf and .docx, that can include all application attachments where appropriate for the purposes of printing, emailing, or storing fully compiled applications 
•    Maintain a comprehensive history of institution and user submissions, including the ability to download the complete record that includes historical saves and submissions at each stage of review (e.g., submission, reversion, resubmission, approval). 
•    Archive and hide institutions no longer operating in the commonwealth, and ensure user information is preserved while simultaneously retiring access to the portal for institutional users.
•    Run advanced queries and extract data from institution or user profiles, and institution application and report submissions, both by institution and by application or report 
•    Maintain public and private notes within an application or report submission 
•    Maintain public and private notes with an institution’s profile 
•    Append attachments to an institution’s application or report submission via email
2. User management and permissions
•    Synchronization between the department various departments for the purposes of verifying receipt of payments, existing degree granting authority and approved programs, and other required sign-offs based on agency user roles 
•    Enable agency administrators to assign user roles and permissions, as well as assume user identities for testing and support purposes 
•    Ability to create subgroups of institutions, users, and functions to ensure confidentiality and security of sensitive data. 
•    Ability to add and remove users outside of the agency in order to meet statutory requirements (i.e. External reviewers specific to a single review process whose access is limited to that process and terms with its conclusion) 
•    Ability to create reports identifying the number of business days from complete application to approval for individual applications and the average number of business days from complete application to approval for applications reviewed under a specific process during a fiscal year
3. External and user-based communications
•    Functionality to generate and distribute automated communications, on annual or other time-based cycles, to designated user groups 
•    Communication within the department among staff and with external stakeholders and institutional contacts (as identified in submitted application data and established in an institution’s profile) for re-submission of materials as needed.