Environmental Health and Safety Record Management System

The Vendor is required to provide environmental health and safety record management system solution shall provide flexibility to address the wide array of inspections, compliance reporting, and asset and chemical inventory management practices common to higher educational institutions, while creating visibility into campus-wide safety issues, incidents, budget and risk that drive safety outcomes.
- Technical function
• Minimum working hours to be defined for all or some users.
• Different working patterns, to cater for part-time and other flexible working arrangements, for some or all users.
• User accounts to be suspended and re-enabled.
• Users to copy forward historical patterns of work to pre-populate fields for future work.
• Able to save data without submitting for approval.
• An escalation process in place to flag via email or workflow reminders, issues, and important notifications.
• Different approval path to be defined for each user based on permission levels.
• Manager should be able to approve or reject directly from the program.
• In the case of rejection, there should be a comment field for the manager to provide feedback.
• Approvers must be able to select a deputy to approve in their absence.
• Administrators to restrict who can act as a deputy.
• Ensure compliance with built-in and customizable alerts, emails, and other capabilities providing information on what is needed.
• System provides a hierarchy for users.
- Security and housing
• Users must not be able to view any staff records other than their own without permissions granted by administrators.
• The facility for passwords to be changed, and for the administrator to configure the frequency with which this should occur as well as setting up password constraints.
• Ability to sign in using password authentication that is synchronized with the firm’s active directory services.
• Support for deployment of single sign on (SSO)
• Encryption of information both inbound and outbound.
• Automatic time-out facility to prevent users remaining logged in when their sessions are inactive.
• The security features provided in the system and by the hosting facility should be compliant with the relevant industry recognized security standards.
• Externally hosted and supported within a jurisdiction with appropriate data protection legislation.
• An uptime of at least 99.5%.
• Provide supporting evidence with your response.