Enterprise Communication Tool

The Vendor is required to provide enterprise communication tool for include:
- Core functionalities
• Data ingestion from multiple authoritative systems
• Concurrent ingestion and centralized management of multiple data sources
• File-based ingestion with extensibility to API-based integrations
• Secure storage and management of communication data, lists, and attributes
• Audience segmentation across students, faculty, staff, alumni, and external stakeholders
• Dynamic list creation using multiple attributes and flexible filtering criteria
• Support for multiple lists derived from a single dataset
• Automated list generation using configurable rules, scripts, or system-defined logic
• Manual triggering of list generation and updates when required
• Scheduled data imports and automated list refresh capabilities
• Configurable refresh frequency at the list level
• Support for persistent (predefined) and ad hoc (on-demand) communication lists
• Reusable list definitions for recurring communication needs
• Designation and enforcement of mandatory (non-opt-out) communications
• Support for optional subscription-based communications with opt-in/opt-out functionality
• Differentiation between mandatory and optional communications
• Tracking and management of unsubscribe actions and compliance requirements
• Cross-list inclusion capabilities, including manual overrides and administrative additions
• Inclusion of oversight recipients without modifying base segmentation logic
• Comprehensive audit trails for list membership changes and communication activity
• Traceability of why recipients were added to or removed from lists
• Centralized archiving of communications, lists, and metadata independent of the tool
• AI-enabled capabilities (e.g., content recommendations, segmentation insights, or automation)
• Alignment and integration readiness with slate or equivalent CRM platforms
- Integrations
• Integration with student information systems (sis) and human resources (HR) platforms
• Integration with slate CRM and related systems (where applicable)
• Integration with email delivery platforms and messaging systems
• Support for third-party data sources and external stakeholder systems
• Support for multiple integration methods, including API, file transfer (FTP/SFTP), and batch uploads
• Compatibility with institutional data pipelines and reporting systems
- Data management and automation
• Automated synchronization of data between integrated systems
• Rule-based and scheduled automation of list creation and updates
• Support for ingestion and processing of datasets with complex attributes
• Data validation and consistency controls across refresh cycles
• Centralized governance of data used in communications
• Intuitive user interface for non-technical users
• Role-based access control for administrators and users
• Clear and configurable mechanisms for defining segmentation and list logic
• Administrative tools to minimize manual list management
• Visibility into list composition, communication targeting, and history
• Compliance with institutional, legal, and regulatory security requirements
• Enforcement of communication policies, including non-opt-out requirements
• Audit logs for administrative and system actions
• Secure handling of user data and communication records
- Performance and scalability
• Support for large-scale audience segmentation and communication processing
• Ability to handle peak communication periods without performance degradation
• Efficient processing of large datasets and high-volume messaging campaigns
- Availability and support
• High system availability with minimal downtime
• Data consistency and reliability across scheduled refresh cycles
• 24/7 support for critical incidents
• Defined service level agreements (SLAs) for response and resolution times
• After-hours support and escalation procedures for urgent issues.