Curriculum Management Software Solution

The Vendor is required to provide Curriculum and Calendar Management Modernization (CCMM) project is a strategic initiative to modernize the curriculum management infrastructure with a unified solution to support the end-to-end academic lifecycle
- manages a broad academic portfolio that includes degrees with majors and minors, certificates and diplomas, and continuing education courses and programs. 
- Each credential is anchored by a structured curriculum that defines the courses and requirements essential for academic achievement.
- As per the Post-secondary learning act, credit programs are governed by the university’s council (committee), alongside provincial oversight from the education.
- Faculties continuously refine or create courses and programs to align with emerging disciplinary and interdisciplinary trends, the needs and priorities of communities, key educational partners, industry and professional accreditation standards. Currently, proposals fall into these broad categories:
o    New Programs: Complex, multi-stage approvals often spanning 12–24+ months.
o    New Course and changes to Courses, Programs and Regulations: Routine or substantial modifications requiring rigorous governance review.
- Through this initiative, the University aims to target these key areas:
•    Enhance the accuracy, transparency, and efficiency of its governance processes by streamlining workflows for course and program planning and modification.
•    Maintain the accuracy of the University Calendar (official academic record) by modernizing the university calendar/catalog tool and automating the transfer of governance-approved calendar changes.
•    Ensure compliance and support reporting for quality assurance and accreditation requirements by aligning curriculum changes through automated mapping of learning outcomes
•    Generate accessible, real-time and actionable data insights to enable data-driven decision making
- Requirements:
•    Ability for the system to provide accessibility functions that comply with Web Content Accessibility Guidelines with WCAG 2.0 Level AA requirements.
•    Ability to align design elements across the CMS and Catalog with agency standard branding and design requirements (e.g., typography, colour and colour weighting, logo, and any other additional brand architecture).
•    Ability for the system to automatically generate and display dynamic breadcrumb navigation trail based on the user's location within the system hierarchy.
•    Ability for the system to display standard and configurable error messages with descriptions to diagnose and troubleshoot issues.
•    Ability for users to immediately restore inadvertently deleted items/content (e.g. proposals, catalog items, etc.).
•    Ability for the system to automatically save any work in progress, and return to edit without submitting.
•    Ability for the system to provide configurable email / system notifications for status changes, deadlines and required actions, with the ability for users to manage notification opt-out preferences.
•    "Ability to automatically create, store, and manage unique, permanent versions of curriculum proposals and catalog records upon every save, submission, or status change. Including the ability to:
o    access a chronological version history log for any record
o    restore a record to a previous version while maintaining a permanent audit record of the restoration event
o    Clearly distinguish between versions"
•    Ability to track and maintain a permanent, timestamped audit trail of all granular user interactions, including specific field-level changes, comments, and decision-making steps within a workflow.
•    Ability for the system to support the end-to-end governance process utilizing two-way integrated workflows for managing tasks between the CMS and Catalog (e.g., governance-approved catalog changes are pushed from the CMS to catalog for calendar publication, and any requested revisions from the Calendar Editor are pushed from the catalog back to the CMS)
•    Ability to reassign active workflow steps to other authorized users and delegate approval authority to designated proxies for a specified duration (e.g., during leaves or absences).
- Curriculum Management System
•    Ability for authorized users (e.g., administrators) to create, configure and edit multiple complex and dynamic proposal forms for different types of catalog changes (e.g., programs, courses, or regulations).
•    "Ability for the system to support a diverse range of customizable form features, including but not limited to:
o    User-defined fields (that are persistent across system upgrades and fully available for reporting and data exports)
o    Mandatory fields
o    Multiple selection options (e.g., dropdowns, radio buttons, etc.)
o    Multiple text options (e.g., short/long text, rich-text editors, etc.)
o    Conditional logic to show or hide fields based on user input
o    Auto-populating fields capabilities (e.g. Auto-populating fields with real-time data retrieved from peoplesoft or the current catalog)
o    Data integrity rules
o    Integrated help text for specific fields to guide user input"
•    Ability to define and enforce mandatory requirements for proposal submission (e.g., any specifically required documentation).
•    Ability for the system to have configurable granular visibility controls to hide or restrict access to specific form sections or fields based on user permissions and workflow stage.
•    Ability to implement and enforce effective-dating logic for all proposals, to allow the system to store, distinguish, and retrieve historical, current, and future versions of course and program records based on a specific academic year.
•    Ability for authorized users (e.g., administrators) to set and enforce submission deadlines (e.g. for a specific catalog year), automatically locking forms for standard users post-deadline.
•    Ability for the proposal form to pull program and course data from PeopleSoft Campus Solutions (for credit) to pre-populate proposal form fields.
•    Ability for the proposal form to pull program and course data from Lifelong Learning Extended Education by Modern Campus (CE Register for non-credit) to pre-populate proposal form fields.
•    Ability to import, store, access, and use both current and archived data within the CMS (e.g., pulling course and program data for proposal forms from a database within CMS). Describe any automated functionality for identifying, cleaning and validating data during the import process.
•    Ability for users to create, draft, save and submit curriculum proposals for courses, programs, and academic regulations.
•    Ability to upload, add attachments, or link supplementary documentation and include corresponding details within a proposal.
•    Ability to access a searchable, centralized proposal repository and utilize a "copy" feature to create new proposals based on existing templates or previous submissions for new courses/programs/regulations.
•    Ability for the system to automatically populate and reference the most current catalog copy when creating proposals.
•    Ability to add another user as a co-proponent or collaborator on a proposal.
•    Ability to generate and display a side-by-side comparison showing proposed catalog changes against the currently approved version of a course or program.
•    Ability for the system to automatically perform impact analysis to identify all programs affected by a specific course modification.
- Catalog
•    Ability for the system to provide a public-facing catalog (mobile-optimized) accessible by all users (e.g. students, staff, etc.).
•    Ability for the catalog (both front and back end) to have a robust search engine that utilizes optional search parameters and allows sorting/filtering on search results for all users (e.g. students, staff, etc.).
•    Ability for the system to provide end-to-end Catalog Management with CRUD (Create, Read, Update Delete), customization, publishing, draft creation and catalog renaming capabilities.
•    Ability to enforce the use of standardized templates to ensure a consistent visual structure across all catalog pages.
•    Ability to access, view, and export specific content (e.g., for courses and programs) and catalog pages or the entire catalog (live or archived) in PDF and other formats, utilizing filters and sorting prior to export.
•    Ability to enable global updates so that modifications to a course or data points automatically apply to all locations where that information is referenced or linked.
•    Ability to batch process multiple edits or "push back" multiple proposals to previous workflow steps simultaneously.
•    Ability for the system to automatically update permalinks to the correct catalog year while also allowing editors to manually locate and update links as needed.
•    Ability to perform "live amendments" to published catalogs without catalog downtime.
•    Ability for editors to preview any changes/pages before publication.
•    Ability for the Calendar Editor to designate which catalog pages are displayed or hidden in search results to an external user.
•    Ability to configure and enforce a catalog timeout / lock-out period that restricts access to all users except the Calendar Editor for uninterrupted editing of the catalog.
•    Ability to archive catalogs and lock to prevent retroactive changes while remaining searchable and accessible to all users.
•    Ability to support storage capabilities for media files (e.g., images, videos, PDFs, etc) to enable their integration and display within the catalog.