Information Services

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Information Services

  1. 1. SFUSD Information Services & Technology RFP San Francisco Unified School District Information Technology Department Request for Proposal Pre K-12 Special Education Management System San Francisco Unified School District Information Technology Department 601 McAllister Street, 2nd Floor San Francisco, CA 94102 November 22, 2004 1
  2. 2. 7.0 Mandatory Requirements Vendor response to each of the mandatory requirements in this section is required. You may use a previous project plan and reference it here. If sections or points are missing please reference how you would handle it. 7.0.1 Vendor Project Approach Item Response: Explanation and/or Requirement Y - Yes Reference No. N - No 7.6.1.1 Project Plan 1 Each Vendor shall submit a Proposed Project Plan for implementing the Proposed Products and Proposed Services (including all prerequisite tasks), which reflects the knowledge, experience, recommended scope of work, and understanding of the complexities of implementing the Proposed Product into an environment similar to that of the District and County. 2 The Proposed Project Plan shall describe and indicate the sequence and dependencies of all tasks to be undertaken by the District, the Vendor, and other parties, as appropriate that are necessary to implement the Proposed Products. 3 The Proposed Project Plan shall clearly indicate the responsibilities of each task, work product, Contract Deliverables, or other activity between the Vendor, any Subcontractors, third-party vendor, the District, the hardware implementer, and any other proposed party. 4 The Proposed Project Plan shall include creation of a Detailed Work Plan which includes staff hours for each task showing Vendor, equipment installer, and District personnel assignments and efforts separately, a schedule of expected onsite support provided by Vendor staff for each phase of the project, and a Gantt chart showing the planned start and end dates of all tasks and the critical path. Vendor personnel should be further identified as onsite vs. offsite support. 5 The Proposed Project Plan shall show the dependencies and approximate timeframe of the equipment installation tasks for the acquisition, related facilities work, and installation of equipment to support the Proposed Products. Details of the facilities work and hardware installation will be incorporated into the Final Project Plan during contract negotiations. 6 The Proposed Project Plan shall include the following minimum activities with deliverable: a. Project planning & organization • Project planning document • Detailed work plan • Communication plan • Project status reports • Project issue reports b. Infrastructure analysis c. Hardware recommendations d. Set up environment (testing, development, data conversion, etc.) • System configuration document • Application set up document e. Training strategy shall include two training models that the District can choose from: • A comprehensive approach, meaning ITD and all end user staff • Train the trainer approach. User training material and documentation f. Procedure (fit/gap) analysis and report g. Business process modeling and document 2
  3. 3. Item Response: Explanation and/or Requirement Y - Yes Reference No. N - No h. Data conversion & validation • Conversion plan • Conversion script & documentation i Data purification j. Building interface with SIS, HR, etc where necessary. • Requirement specifications for proposed interface, reports and modifications of the Product. • System design for proposed interface, reports and modifications of the Product • Programming specifications for proposed interface, reports and modifications of the Base Products • Source code for proposed interface, reports and modifications of the Product • User, production and technical documentation of the Product and interface, reports, and modifications l. Installing and testing production system environment including all servers, peripherals, workstations, and network connectivity. • Test plans, scenarios, scripts, and documentation of unit testing, system testing, performance testing, and user acceptance testing. m. Build production system • Production version of proposed product Document limited customization as needed. m. Build production system • Provide full documentation of the system Build standard reports as required by the District. n. System & user acceptance testing • User acceptance per specifications o. Performance testing p. Go live readiness review and approval q. Go live 7 The Proposed Project Plan should include the following minimum milestones: a. District acceptance of project planning document b. District acceptance of system configuration document c. District acceptance of site preparation Document d. District acceptance of detailed work plan e. District acceptance of implementation training plan f Delivery of user training material and documentation g. District acceptance of communication plan h Delivery of project status reports i Delivery of project issue reports j. Completion of installation of computer hardware and system software k District acceptance of procedural (fit/gap) analysis report l. District acceptance of business process modeling document m. District acceptance of application setup document n. District acceptance of conversion plan 0. Delivery of conversion scripts and documentation p. Completion of data conversion q. District acceptance of requirements specifications for proposed interface, reports and modifications of the Base Products r. District acceptance of system design for proposed interface, reports and modifications of the Base Products s. District acceptance of testing of proposed interface, reports and modifications of the Base Products t. District acceptance of user, operational, and technical documentation of the Base Products and interface, reports, and modifications u. Production versions of Proposed Product v. Delivery of user, technical, and training documentation, including updates w. Completion of technical support staff and end-user training x. District approval of system test results 3
  4. 4. Item Response: Explanation and/or Requirement Y - Yes Reference No. N - No y. District functional acceptance of each application module 7.6.1.2 Delivery and Installation 1 The Proposed Project Plan shall include tasks to initially install the Proposed Products in a test environment. 2 The Proposed Project Plan shall include tasks to migrate modules of the Proposed Products to the production environment upon signed acceptance of the modules by the District. 3 The proposed project plan shall include a project organization and staffing chart including proposed project team members, estimation of total staff hours and identification of key individuals and their roles. 7.6.1.3 Customization 1 The Proposed Project Plan shall include Vendor’s tasks to provide training to District personnel on use of the Proposed Products. 2 The Proposed Project Plan shall include the following testing activities: a. Conversion Test b. System/ Interface Test c. Performance Test d. User Acceptance Test 3 The Proposed Project Plan shall include Vendor’s tasks to correct any problems found during User Acceptance Test 4 The Proposed Project Plan shall include Vendor’s tasks to modify documentation to incorporate customization of the Product. 7.6.1.4 Procedures Analysis 1 The Proposed Project Plan shall include Vendor’s tasks to assist users in defining application system code tables, operational parameters, business rules and any other implementation decisions necessary to implement the Proposed Products to meet the District business requirements 7.6.1.5 Conversion 1 The Proposed Project Plan shall include Vendor’s tasks to develop a Conversion Plan that describes the methods and techniques to be used in converting the data of the current Special Education System Management System identified in this RFP. 2 The Proposed Project Plan shall include data conversion tasks to support cut over from the legacy to new system as dictated by the business process of the District. 7.6.1.6 Testing 1 The Proposed Project Plan shall include a written certification to the District when the application software modules of the Proposed Products are installed and ready for acceptance testing. 2 The Proposed Project Plan shall include a Vendor and District conducted acceptance test of each application software module of the Proposed Products. 3 The Proposed Project Plan shall include Vendor’s tasks to fix, at no additional cost to the District; those Proposed Products that fail the acceptance test. 4 The Proposed Project Plan shall include use of a defined testing methodology, including general approach, reporting and tracking procedures, and staffing requirements for each testing stage proposed during the implementation of the Proposed Products. 7.6.1.7 Other Preliminary Planning Document 1 The vendor shall provide a detailed proposal for the District Technology Services' staffing for the implementation of the Proposed Products. 2 The Vendor shall include in the proposal the following preliminary planning documents: a. Preliminary training plan for implementation team, technical staff, the District trainers, and end users b. Preliminary communication plan c. Preliminary project organization & staffing plan 4
  5. 5. Item Response: Explanation and/or Requirement Y - Yes Reference No. N - No d. Preliminary District support and maintenance staffing plan 3 The Vendor shall provide testing strategy document including type of testing to be performed, purpose of each testing, testing methodology, district and vendor responsibilities, etc. 7.6.1.8 Additional Documentation 1 The vendor shall provide the following documentation for District review: a. A copy of the current data dictionary for the Proposed Product b. A copy of the database schema for the Proposed Product 5
  6. 6. 7.1 Desirable Requirements The District will evaluate a Vendor’s Proposal for completeness, understanding of the scope of work to be performed and the extent to which the Proposal addresses the following desirable requirements. 7.1.1 Vendor Project Approach Item Response: Requirement Y - Yes Explanation and/or Reference No. N - No 7.7.1.1 Project Plan 1 The Proposed Project Plan should not exceed eighteen (18) months, following Board Approval of Contract Award. However, we would prefer a more aggressive timeline. Please provide your estimated timeline. 2 The Proposed Project Plan should be maintained in a project management product that is compatible with Microsoft’s Project file format. 7.7.1.2 Customization 1 The Proposed Project Plan should include Vendor tasks to prepare a System Design for proposed enhancements to meet RFP requirements. 2 The Proposed Project Plan should include Vendor tasks to prepare Programming Specifications for proposed enhancements to meet RFP requirements. 3 The Proposed Project Plan should include Vendor tasks to code all proposed enhancements. 4 The Proposed Project Plan should include Vendor tasks to perform unit and Integration Tests of all proposed enhancements to ensure that all required features have been incorporated in the software 7.7.1.3 Vendor Personnel 1 The Vendor’s proposed project manager should have managed three (3) or more implementations of the Proposed Products in the calendar years 2003, and 2004 and managed an implementation for three (3) or more of the customer references provided by the Vendor. 2 The Vendor’s proposed trainer should have two (2) or more years experience in computer-based training and experience in training users on the Proposed Product. 7.7.1.4 Testing 1 The Proposed Project Plan should include Vendor tasks that use an automated testing tool and populate it with the following: a. Test cases that reasonably exercise all functions for each module of the Proposed Product b. Expected test results that validate success for each test case 7.7.1.5 Training 1 The Proposed Project Plan should include Vendor tasks to incorporate hands-on use of the Proposed Product into the training. 2 The Proposed Project Plan should include training using the Proposed Product as installed for production use by the District. 6
  7. 7. 8.2 Mandatory Requirements Vendor response to each of the requirements in this section is required. Failure to respond to any requirement in this section may cause the Proposal to be rejected. Upon installation of the Proposed Products, failure to provide a mandatory requirement or non- adherence to a mandatory requirement will cause the District to remove the product(s) at the Vendor’s expense. If Proposed Products are removed because the Vendor failed to meet a mandatory requirement, the Vendor will be responsible for payment to the District of the difference between the cost of the Proposed Products and the replacement product(s). Software Status: Response: 1- In production Item No. Requirement Y - Yes Explanation and/or Reference 2- Future (When?) N - No 3- Not Available 8.2.1 General System Functionality 1 Provide a system that meets Federal and California State government legislative special education mandates throughout the life of the software maintenance agreement. Please describe all government-mandated features in the current system and state a proposed commitment to any missing or future mandates. 2 Provide a system that is California Student Information System (CSIS) compatible. Please describe the extent of your system’s compatibility with CSIS. 3 Support a school District and County office. Please describe your functional understanding of this requirement and all system capabilities, which support the requirement. 4 Provide for electronic signatures. 8.2.2 Data Management 1 Employ a district-wide approach so that all data across the District and County is stored in a single database with real time update for all on-line transactions from pre-school through adult education. 2 Provide full integration of data between schools and the District (i.e. transaction data is entered once and is thereafter available across the entire special education management system for real- time and batch use by all authorized users.); All data is available real-time throughout system. 3 Provide ability to manage the amount of historical data to keep, archive, or purge based on district defined needs for ALL transaction data from pre- school through adult education. 4 Provide ability for database to recover from system failures. Please describe how application is designed to prevent data loss due to various system failures. 8.2.3 Use Log-in 1 Provide log-in and access security to the following levels: a. The transactions, screens or panels, and reports b. Within the transaction, further security restriction on ability to add, change, delete, and inquire at a data level 7
  8. 8. Software Status: Response: 1- In production Item No. Requirement Y - Yes Explanation and/or Reference 2- Future (When?) N - No 3- Not Available 2 Provide ability to automatically sign a dormant user off the system after a user defined time period. 3 Provide ability to limit teacher’s access to the classroom to only his or her own student data. Please describe how the teacher's access is provided. If the teacher's access method is different from other system users, describe how it is different. 4 Notify users automatically when their passwords are about to expire. 5 Allow a security administrator to define extensive security criteria and reasonable numbers of security levels for individual or groups of users. 6 Provide the following definable security attributes: a. User definable password alphanumeric characters b. Duration limit on the password c. A default time duration to deactivate the account due to no activity on the account d. No concurrent sign-on attempts allowed. 7 For all transactions and functions, any end user may be restricted to specific schools as defined by the district. 8 Provide ability to set up a user log-in profile with the following features: a. Range of dates for which that password is active (e.g. for a single school year or any other duration desired, summer school) b. Assign a default starting screen, module, etc. for each user c. Assign a default printer for each user d. Assign a unique user name, which is included in the transaction database each time user updates any data in the system e. Assign number of days initial password is assigned before warned to change 9 Provide ability to log each user login with date and time stamp and user name of the end user performing a transaction for audit purposes. 10 Provide ability to certify access for a student record by parents/guardians. Please describe how parent access is limited to their student only. Please describe how the access is accomplished. If the parent/guardian access is different from other system users, describe how it is different. 11 Provide the vendor's method of distributing user access setup and associating users with different levels of access including the ability to distribute set up capability and also the ability to limit the capability. 8.2.4 User Application Interface 1 Provide a common look and feel in command structure, navigation, functionality, etc. throughout the entire application. 2 Provide a graphical user interface to all parts of the system, including features such as point and click, re-sizing of windows, graphs, folders, etc. have menus to all parts of the system. 8
  9. 9. Software Status: Response: 1- In production Item No. Requirement Y - Yes Explanation and/or Reference 2- Future (When?) N - No 3- Not Available 3 Provide navigation bars on each screen/page transaction to let the user know the next step to take in a process. 4 Provide comprehensive and easy to understand, on-line error message capability. 5 Provide ability to tailor some of the functionality of the system without programming changes to address unique customer environments and future situations. Please describe the system’s design approach for allowing tailoring by the customer, list the items that can be tailored, and list the items that must be tailored prior to live production. 8.2.5 User Data Access 1 Provide user friendly, on-line capability to view, add, change, and delete any information in the system according to district established user security policies and procedures. 2 Provide ability to accurately handle attempts by two or more users to update the same record at the same time, and must not restrict any number of users from accessing the same record concurrently. 3 Provide extensive validations and error checking of data including the use of drop-down/pop-up lists and/or checking against database tables containing valid codes and descriptions. 4 Provide ability for the District to configure data validation (in addition to industry-standard data validation such as edit checking of data types and formats). 5 Accommodate fast data entry response and data storage time. 6 Provide ability to enter data to the system by multiple methods including scanning, electronic file importing, on-line data entry, etc. 7 Provide ability to stop data entry and to resume entry without losing any data. (Explain how the requirement is met). 8 Provide on-line ability to search existing student information using multiple data fields and flexible search criteria to locate specific data quickly and to minimize duplication of student information. 9 Provide on-line ability to access any student information by a unique student ID. 10 Provide ability to enter effective dates throughout the system and to use those dates in all areas where appropriate. 11 Allow unlimited on-line notes to be attached to data records and identify the user adding the note and the date the note was added. 8.2.6 Query and Reporting 1 Provide easy-to-use, user friendly query tool that applies security of the system using a graphical interface employing such functions as point and click, drag and drop, graphical displays, etc. SQL entry alone is not an acceptable query method. 9
  10. 10. Software Status: Response: 1- In production Item No. Requirement Y - Yes Explanation and/or Reference 2- Future (When?) N - No 3- Not Available 2 Provide ability to access user defined tables as well as tables available in the delivered system. Support multiple views of the database for different sets of users. 3 Allow both ad hoc and canned queries, allowing users to write and save queries. 4 Provide ability to choose on-line display and/or print of query results. 5 Provide ability to create both private and public queries. 6 Allow creation of custom reports using delivered report-generating software or other third-party reporting products but supply all appropriate reports out of standard reporting menu. 7 Allow a user to save standard report definitions and reprocess those requests for future reporting. 8 Provide ability to lock defined report parameters so that other users can’t change them. 9 Provide ability to email reports as attachments to end users requesting those reports. 10 Provide for a report menu to allow users to select on-line from available reports. 11 Provide ability to output reports in electronic format (printable and in PDF/Excel format). 8.2.7 External Interface Capabilities 1 Provide ability for a user to export data from the special education management system via online screens. Describe how this requirement is supported. 2 Provide ability to perform edit checking as data is imported to the special education management system. 8.2.8 Batch Job Processing 1 Provide ability to submit and run select processes in batch mode. Also Provide ability to notify users and/or for users to check the status of submitted jobs. Example may be long running reports. 2 Provide automated backup scripts for unattended mode at night. 8.2.9 Application System Administration 1 Provide updates and distributions from Vendor to customer on a regular basis on media consistent with the District’s equipment configuration. Please describe the proposed application software distribution method, frequency, and any customer site options, e.g., media options, optional pricing plans, frequency of major versus interim releases, any migration tools, etc. 2 Provide ease of administration by the District Information Technology Department staff including functions such as assigning new users or modifying and printing reports. Please describe how this is accomplished. 3 Provide ability to track any changes made to the application data (Date of the last update & ID of person who last updated the information). 4 Provide ability to display and/or print audit report with various sort and range selection capabilities. 5 Provide ability to create an on-line list of all valid values for each validated field. 6 Provide ability to print table definitions. 10
  11. 11. Software Status: Response: 1- In production Item No. Requirement Y - Yes Explanation and/or Reference 2- Future (When?) N - No 3- Not Available 7 Provide ability to unload data and to reload this data with full reestablishment of the referential integrity in the database. 9 Provide methods and tools for backup and recovery of database contents and online transactions. Please describe the Proposed Products backup/recovery approach and capabilities including recovery from all types of failures, e.g., processor, disk, power, central database processor, distributed application server, etc. 10 Allow District Information Technology Department staff to monitor and control the system resources and the application performance. Please describe the application level system administration capabilities for systems administration. 8.2.10 Documentation and On-line Help 1 Provide extensive on-line documentation for on- line help use. 2 Provide the license to produce any number of copies of documentation in printed form for district use. 3 Provide separate users, technical, and operational documentation. 4 Provide updated electronic documentation with each application update release. 8.2.11 Quality Assurance and Control 1 Provide evidence of QA/QC procedures used in developing and maintaining the system. 8.2.12 Application Improvement 1 Provide Vendor's short-term and long-term strategies for improving the application functionality of the special education management system. 11
  12. 12. 8.3 Desirable Requirements The District will evaluate a Vendor’s Proposal for completeness, understanding of the scope of work to be performed and the extent to which the Proposal addresses the following desirable requirements: Software Status: Response: 1- In production Item No. Requirement Y - Yes Explanation and/or Reference 2- Future (When?) N - No 3- Not Available 8.3.1 General Functionality 1 Provide a system that is School Interoperability Framework (SIF) compliant. (Describe the extent of compliance). 2 Provide ability for the user and or district to define additional data elements for data tracking and reporting. Provide additional fields to be user defined for each system file. 3 Provide the ability for the user to define editing for user defined fields such as numeric/alpha editing, decimal positions and cross reference tables to control the input into these fields. 4 Support the ability for the user to change report title, format, add new fields, and new sorting and selection criteria. 5 Provide global editing capability of data supported within the business rules defined in the system. 6 Allow mass changes, with appropriate authority, using graphical tools. Please describe all system capabilities for mass database changes. 7 Provide ability to save work-in-progress for processing at a later date or time. Please describe any capability to save and process work- in-progress, including: a. Short-term saves, e.g., over a break or lunch b. Long-term saves, e.g., over night, weekend, or longer c. The impact on database backup and recovery d. Limitations or restrictions regarding processing of partial transactions 8.3.2 User Application Interface 1 Provide the use of pop-up calendars for date selections. 8.3.3 User Data Access 1 Provide option for user to use high-speed data entry functions. (Describe the option). 2 Provide user-friendly way to combine duplicate student information. (Explain how this is done) 8.3.4 Other Features 1 Provide ability to attach a user defined checklist and associated action based on the status of the checklist. For example, a checklist may be used to define the completion of all required components of an IEP form. When the checklist is completed, the system will trigger an event to update the IEP status. If checklist is not completed within specified time, it will send an email to the appropriate contact person. 12
  13. 13. Software Status: Response: 1- In production Item No. Requirement Y - Yes Explanation and/or Reference 2- Future (When?) N - No 3- Not Available 2 Incorporate general capability to spell check text data entered via the data entry functions. Describe any limitation or constraints for this functionality. 3 Provide ability to incorporate custom definitions for the flow of work, dynamic routing, business rules, required approvals, and electronic forms. Please describe available internal work flow capabilities, including: a. Specific functions or transactions which are currently designed with a work flow capability b. Control over the business rules or routing criteria 4 Support external definition of flow of work, dynamic routing, business rules, required approvals, and electronic forms, e.g., general processing of paperwork, etc. Please describe available external work flow capabilities, including: a. Ability to design and define a new work flow capability b. Ability to design and define electronic forms c. Ability to design and define business rules or routing criteria d. Ease of changing business rules or routing criteria 5 Allow event monitoring and automatic notification of workflow based on transactions and data values, e.g., overdue IEP, or other time sensitive data. Please describe how the work flow capabilities and business rule definitions facilitate monitoring and exception notification, including: a. Pre-defined, application work flow capabilities b. User management customized work flow capabilities 6 Provide ability to import/export student photo ID files 8.3.5 Query and Reporting 1 Provide ability to query and report data residing on separate systems (e.g. SIS, transportation, etc). 2 Allow a user to customize standard reports with different selections, includes/excludes and sort sequences. 3 Provide ability to produce ad-hoc reporting using user-friendly reporting tools including AND, OR, NOT, wildcards, and historical data. 4 Provide reporting capability that can drill down to school, teacher, and student levels. 5 Provide ability to print a report to a file (e.g. excel, snapshot, etc), which is then maintained by the system for a user-determined period of time. 6 Allow for reporting and/or displaying on "as of" or date range. 7 Include or interface with third-party software query and reporting facility that provides: a. Use of any database field and tables with selection criteria b. Use of character strings in searches, including use of wild card characters 13
  14. 14. Software Status: Response: 1- In production Item No. Requirement Y - Yes Explanation and/or Reference 2- Future (When?) N - No 3- Not Available c. Custom-defined formulas d. Custom-defined headings e. Enforcement of user security f. Maintenance consistent with all application products g. An integrated support and maintenance service for updates and problems between the application functions and the reporting functions 8 The Proposed Products should support other third-party query and reporting products. 8.3.6 External Interface Capabilities 1 Provide user-friendly image enabling capabilities for users to attach image files and network image objects (e.g. spreadsheet, web or email addresses) stored at the network level to on-line data records in an interactive manner to create electronic folders. For example, scanned images will be attachable to a student record, to a special education assessment, etc. Multiple image types should be supported. 2 Provide support for the use of bar codes in the system. Interface to Other Systems: 3 Provide available interfaces for the following 3rd party applications: 1) Student Information System 2) Transportation Describe each interface in detail including but not limited to purpose, method, frequency, data, and error checking. 4 Provide complete list of other systems for which the special education management system has built-in interfaces. 5 Provide ability to develop new interfaces with other systems. Describe how the requirement is met. 6 Provide ability to interface with the District Financial and Human Resources system (e.g. staff information such as teacher credentials/certifications and facility information such as room information for class scheduling). Describe the interface capability in detail. Linking with External Agencies 7 Provide ability to electronically link with external agencies for exchanging data such California Department of Education, etc. Describe how this is accomplished. 8 Provide general capability for user-defined and secured import of any data elements to be loaded from off-line sources such as spreadsheets and other applications. All offline loads of data must be governed by the business rules defined in the system. 9 Provide ability to access special education management system from a wireless device. Describe what capability is available. 8.3.7 Application System Administration 1 Provide ability to archive historical data off-line on tape or optical disk systems to minimize online disk requirements. Please describe all archiving capabilities and recommended methods. 14
  15. 15. Software Status: Response: 1- In production Item No. Requirement Y - Yes Explanation and/or Reference 2- Future (When?) N - No 3- Not Available 2 Allow a database administrator to selectively restore archived data to the online database. Please describe the capabilities, including any limitations or potential negative impact on the database referential integrity. 3 Allow online transactions to reference archive data (read-only) for use in performing business transactions. 4 Provide methods and tools for backup and recovery, including: a. Recovery of distributed user transactions and any distributed intermediate file system data, consistent with the application architecture proposed. b. Synchronization of directory services, print services, etc. c. Online synchronization of client processing with a previously downed server 5 Provide application level administrative methods, including: a. Auditing, monitoring and managing user transactions b. Procedures for monitoring the state of services, e.g. print services, network services, database services, etc. 8.3.8 Documentation and On-line Help 1 Provide extensive documentation identifying end- user step-by-step procedures for completing tasks and activities as well as technical documentation. 2 Provide documentation (functional and technical) for on-line use. 5 The Proposed Products should include an integral online help facility that provides: a. An overview of any requested function, screen, transaction, and data element b. Context-sensitive descriptions that offer a more complete explanation c. Field-level help that shows the applicable “valid values” table that supports a field 6 The Proposed Products should enable extension of the online help facility, including the following: a. Ability for District staff to modify or extend the existing help descriptions b. Ability to use the online help facility for District enhancements, including new modules or functions c. Online problem resolution information/ capabilities, e.g., a knowledge base of common errors and probable resolutions 8.3.9 Application Improvement 1 Provide concrete examples of the application of Vendor’s short-term and long-term strategies for improving the application functionality of the special education management system. 9.2 Requirements Vendor response to each of the requirements in this section is required. 15
  16. 16. 9.2.1 General Application Software Status: M - Mandatory Response: Item 1- In production Explanation and/or Requirement D - Desirable Y - Yes No. 2- Future (When?) Reference N - Nice to have N - No 3- Not Available 9.2.1.1 General 1 Provide ability to integrate with the Student M Information System 2 Provide the following functionalities a. Ability to manage Assessment/referral M data b. Special education services/Medicaid M tracking c. Electronic IEP management M e. Student Achievement data management M d. Regulatory compliance and reporting M 3 Provide ability to support the State of M California and Federal programs offered at schools. Examples of the State of California and Federal programs offered at the districts are: 1) Title I 2) ELL 4 Provide ability to interface with SIS district M calendar. 5 Provide ability to interface with SIS and/or HR M database to access required staff information. 6 Track each special education event, such as an M assessment, appeal, hearing, etc. and allow for online lookup of this information on a student. 7 For each event, track the event date, type, M comments and whether the event is completed. 8 Ability to support the infant program M 9.2.1.2 Other Functionality 1 Ability to interface with the SIS system to D obtain discipline/behavior information to add, update, and change this table from within the special education management system. 2 Provide secure teacher access for student M information needed. 3 Allow teachers to perform the following: a. Allow real-time attendance (all input M immediately updates the attendance information) b. Allow entry of all standards-based grades M and comments. c. Provide access to the student's class M schedule information on each student that is enrolled in a teacher's class d. Provide access to student's historical M behavior intervention information e. Provide secure access to student's D suspension/expulsion history f. Provide access to detailed contact M information g. Others - Describe other functions M supported 4 Allow the District to provide secure D management of access to student information by parents and/or students and/or contacts (Describe the secure process). 5 Provide security that allows parent login to D ensure that they are the parent/student/contact and also allows creation of a new password if the user forgets the password. Describe in detail how the requirement is met. 16
  17. 17. Software Status: M - Mandatory Response: Item 1- In production Explanation and/or Requirement D - Desirable Y - Yes No. 2- Future (When?) Reference N - Nice to have N - No 3- Not Available 6 Provide self-paced training for the first time D user when logging in. 7 Provide parent’s access to any students in their D family. 8 Provide ability to track and manage which D family members have and/or are restricted from Internet access to the student's information. 9 Provide ability to access and maintain student D photo ID's. 10 Provide information concerning other functions M supported by the Proposed Products that are not specified previously. 17
  18. 18. 9.2.2 Assessment/Referral: Initial and Triennial This module should document/track student’s referral information maintaining the sequence and history of that data, which is used by the Screening and Assessment group to determine if a student is eligible to receive special education services. This module requires access to view current/historical information for each student; i.e. attendance, grades, student behavior patterns, etc. This module will allow for documenting test scores and accommodations data on students. It should be able to identify assessments which are incomplete; e.g. missing parental permission, services not yet assigned to providers, etc. This module must maintain historical test data, and it must log and track therapist evaluations/recommendations. Software Status: M - Mandatory Response: Item 1- In production Explanation and/or Requirement D - Desirable Y - Yes No. 2- Future (When?) Reference N - Nice to have N - No 3- Not Available 9.2.2.1 General 1 Provide ability to interface with the SIS M database to display and print any student enrollment (entry and exit) and demographic information. 2 Allow a user to find a student when only one M of the following data elements is known: the student ID, the student's last name, the student's first name, the student's family name, student's preferred name, the student's address, DOB, etc. 3 Provide ability to track information about a M student found to be disabled under Section 504 of the Rehabilitation Act of 1973. Please describe in detail how the requirement is met and what information is tracked by the Proposed Products. 4 Ability to create/send/archive notification of M Referral/Assessment letters to Parent/Guardian. 5 Ability to create notification in multiple D languages desired. 6 Ability to view information regarding services M provided 7 Ability to view IEP information M 8 Provide ability to track the following M information for bilingual assessment referral of non-English speaking new student: a. Status of initial bilingual assessment: Select M from district defined table, date, & comment. Examples of status are: -- Initial Referral -- Initial assessment completed (level of proficiency) -- Enrollment completed b. A daily health log report specific to M special education students. 18
  19. 19. Software Status: M - Mandatory Response: Item 1- In production Explanation and/or Requirement D - Desirable Y - Yes No. 2- Future (When?) Reference N - Nice to have N - No 3- Not Available 8 Ability to view/update/create multiple referral records with add, change and delete capabilities per student including the following data elements: Referral ID M Referral School M Referral Grade M Referral Employee M Referral Employee ID M Referral Assessment Type M Referral Date M Referral Completion Date M Referral Source M Referral Type M Referral Outcome M Referral Date M Referral Plan Sent1 M Referral Plan Sent2 M Referral Plan Sent3 M Assessment Plan returned M Assessment Plan Outcome M Assessment Plan Outcome Date M Extension and Timeline Date M Test Date M Report Date M Diagnoses 1 M Diagnoses 2 M Diagnoses 3 M Faa Date M PBI Date M 9 Allow tracking of an unlimited number of M evaluations per student and provide access to all evaluations in an online interactive manner. 10 Provide ability to report evaluations by school M year. Ability to track alternate assessments for M 11 special ed students who are exempted from standardized statewide testing. 19
  20. 20. 9.2.3 Special Education Services/Medi-Cal This module should include the service provider, nature, frequency and duration of all Designated Instructional Services deemed necessary in the student’s IEP. This module should also have the ability to track Nonpublic School attendance and billing functions is required. Item No. Requirement M - Mandatory Response: Software Status: D - Desirable Y - Yes 1- In production N - Nice to have N - No 2- Future (When?) 3- Not Available 9.2.3.1 General 1 Provide ability to track all services that are provided as a M part of each special program. Each service can be defined by location, agency, frequency and duration. 2 The system must provide the ability to M view/update/create multiple records per student with add, change, and delete capabilities. 3 Provide ability to track locations where special education M services are provided that are outside of the district. 4 Provide ability to track programs that are provided D outside of the District with ability to track program staff members that may not be District employees. 5 Provide ability to interactively track services received by M each student. The date, provider (staff member), procedure codes and duration of each service are included. 6 Provide ability to categorize programs to include only M males or females and as active or inactive. 7 Provide an online screen to view the caseload and M students assigned to a staff member. 9.2.3.2 Services Provided 1 The system must be able to track the following information: Service M DIS Type M Services start date M Services end Date M Exit reason M Frequency M Number of sessions per week M Minutes per session M Staff member providing service M School providing service M Location M Indicate accommodation M Case capacity M Case load M Follow-up dates for staff attention M 2 Provide ability to view all services provided or only D active services being provided at any point in time. 3 Provide ability to request the following reports in an interactive manner and have them printed at local user print station: a. A Special Education Data Sheet for a single student M b. An Action Due List with option to print on a user M entered date range, for a single student, range of students or for all students, for a specific staff member, for all staff members or a range of staff members and with ability to highlight past due actions 20
  21. 21. c. A case load listing for a single or all employees M d. A discontinued service list for a user determined M date range e. An unduplicated child count M f. A Special Education Student List that may include D current services, family information and special ed contacts upon user request Software Status: M - Mandatory Response: 1- In production Item No. Requirement D - Desirable Y - Yes 2- Future (When?) N - Nice to have N - No 3- Not Available 9.2.3.3 Attendance /Billing Tracking 1 The system must provide a method of tracking attendance M data for special ed students attending Non District Schools. 2 Would prefer attendance record format of one record per D student per day per session 3 Provide ability for the District to compute billing M amounts for services or programs that are billable to other districts or to third parties. Billing rates may be on either an hourly or daily basis. 4 Provide ability for the District to charge rates for students M that are not enrolled in the District that are higher than those charged for district students. 9.2.3.4 Medi-cal 1 Provide a means of tracking Medi-cal administrative D activities. 2 Report compatible with and contenting all requirements D by the State of California—health and Welfare agency. 21
  22. 22. 9.2.4 IEP This module must be an electronic IEP data collection form with electronic signature. The system must be able to integrate with the current SIS system to allow display of relevant student data. The system should provide an automated means of selecting goals and objectives that can be easily inserted into the student record, with the ability to edit the data. The IEP form should have an alert system to notify the person entering the data into the document of any required information that is missing. This module should also have the ability to save, print and share IEP data. The system shall provide for tracking transportation needs and special circumstances. The system should allow for infant program support. Software Status: M - Mandatory Response: Item 1- In production Explanation and/or Requirement D - Desirable Y - Yes No. 2- Future (When?) Reference N - Nice to have N - No 3- Not Available 9.2.4.1 General 1 Provide integrated method, which would M allow easy access to data collected within the Student Information System, giving the ability to track and monitor grades, State of California and district assessment test scores, Academic intervention services received, and other information concerning student academic progress for all students in the District to support district's placement process. 2 Allow access to all student placement data by M authorized school and district staff. 3 Ability to process IEP information and have it M accessible in real time. 4 Provide on-line help for the process. Explain M extent of on-line help within your product. 5 Provide ability to maintain historical IEP for M use and inquiry. 6 Provide ability to prepare and distribute a M Notice of Action or Denial. Include ability to log if the parents agreed or disagreed with the results. 22
  23. 23. Software Status: M - Mandatory Response: Item 1- In production Explanation and/or Requirement D - Desirable Y - Yes No. 2- Future (When?) Reference N - Nice to have N - No 3- Not Available 7 Provide on-line ability to track and maintain M all changes to the IEP with time and date stamps by secure users. 8 Provide ability to track eligibility criteria for M key disabilities. The status of the student on these criteria may be entered and tracked as a part of the IEP Process. 9.2.2.2 IEP processing 1 Provide an electronic form that will capture all M the components required to complete an IEP successfully 2 Provide the ability to use auto text entry to M enter the data into the IEP, with the ability to edit the data. 3 The ability to provide auto text entry in D multiple languages automatically with spell check. 4 Provide alerts within the system to notify the M persons entering the IEP of any error and/or completion of the document. 5 Provide for electronic signatures on IEP and M other forms requiring a signature. 6 Ability to import and export easily from the M system. 7 Provide ability to print the IEP. M 8 Provide ability to track transportation M information for each student. 9 Allow for transportation codes that specify M special transportation is required. 10 Provide on-line ability to search all existing M Special Ed data using multiple data fields and flexible search criteria to minimize duplicate data entry. 11 Provide ability to assign any number of case M managers or team members, including staff not employed by the district, to the student IEP. Phone numbers and addresses must be tracked for each manager or team member. 12 Provide ability to define team-meeting D announcements and to notify all team members of the meeting, time and location of the meeting. 13 Track an unlimited number of goals and M objectives for each student. 14 Provide option to manually enter or select M from a defined list of goals and objectives align to state standards. 15 Provide ability to group goals and objectives M by user assigned category. 16 Provide ability to save manually entered goals M and objectives into the goal bank maintained by the system. 17 Provide the tracking of parental requests for M hearings. 23
  24. 24. 9.2.5 Student Achievement Student Achievement is a module that supports the tracking of goals and objectives for special education students. The system must also track student’s individual progress and program participation. Software Status: M - Mandatory Response: Item 1- In production Explanation and/or Requirement D - Desirable Y - Yes No. 2- Future (When?) Reference N - Nice to have N - No 3- Not Available 9.2.5.1 General 1 Ability to interface with the SIS system to D display all student achievement data for a student’s including assessment data, grades, etc. available. 2 Ability to track classroom assessment D 3 Track an unlimited number of goals and M objectives for each student. 4 Provide option to manually enter or select M from a defined list of goals and objectives. 5 Provide ability to group goals and objectives D by user assigned category. 6 Provide ability to save manually entered goals M and objectives into the goal bank maintained by the system. 7 Ability to produce progress reports on goals M and objectives. 8 Ability to record standards base report cards, D with indication of modification. 9 Ability to link to IBM SST product (written D in Lotus Notes) 9.2.6 Regulatory Compliance & Reporting The Regulatory Compliance & Reporting component supports the District’s compliance of all mandated requirements including reporting related to compliance with regulations of Federal, State of California, and other government agencies. This component must also support Standard reports required by each module/group, as well as the ability to create ad hoc reports. Software Status: M - Mandatory Response: Item 1- In production Explanation and/or Requirement D - Desirable Y - Yes No. 2- Future (When?) Reference N - Nice to have N - No 3- Not Available Federal & State of California Regulatory 9.2.6.1 Reporting Requirements 1 Provide ability to meet reporting requirements M of California Special Education MIS (CASEMIS) data for special education students including infant program for Special Education and Non-public school. 2 Provide ability to meet all mandated State of M California attendance reporting requirements 3 Non-Public school billing report M 4 Overdue Assessment and IEP report in various M sorts. i.e. alpha, school/grade, etc. 24
  25. 25. Software Status: M - Mandatory Response: Item 1- In production Explanation and/or Requirement D - Desirable Y - Yes No. 2- Future (When?) Reference N - Nice to have N - No 3- Not Available 5 Special Education staffing report M 6 Medical re-imbursement report M 7 Provide ability to submit all mandated reports M in printed or electronic form. Annual Maintenance of Federal & State of 9.2.6.2 California Regulatory Reporting 1 Provide annual update to meet all required M Federal and State of California reporting changes. 9.2.6.3 Other Functionality 1 Provide information concerning other M regulatory reporting functions supported by the Proposed Products that are not specified previously. 25
  26. 26. 10.2 Requirements Vendor response to each of the requirement in this section is required. Failure to respond or non- adherence to any mandatory requirement in this section may cause the Proposal to be rejected. 10.2.1 Application System Architecture Status: Response: M - Mandatory 1- In production Explanation and/or Item No. Requirement Y - Yes D - Desirable 2- Future (When?) Reference N - No 3- Not Available 10.2.1.1 System Architecture 1 The Proposed Products shall incorporate a M modern n-tier design with a centralized database server and application server at a single location and client workstations distributed over a wide- area network. Please describe the architecture, design, and implementation options for the current release of the application software. 2 The Proposed Products should be web-based for D the presentation layer of the application architecture. If the Proposed Product is not 100% web-based, describe what function supported is not web-based and what client software is required to support the non-web-based function. 3 If the Proposed Product is not 100% web-based, M the Vendor shall provide timeline by which each non-web functionality will be updated to be 100% web-based or why a non-web-functionality will not be updated to be 100% web-based. 4 If the Proposed Product has any client D component, provide ability to distribute client software (and distributed server software, if proposed) from the District Office to the distributed client workstations and additional servers. 5 If the Proposed Product has any client D component, provide ability to use central server at District Office to simplify software distribution of new releases or update versions. Please describe any system capabilities that use central server to load client software to the user workstation. 6 If the Proposed Product has any client D component, provide ability to use central server at District Office for integrity checking of the current version of modules during normal processing. Please describe any system capabilities that use central server to perform validity checks of client software operating on the user workstation. 7 The Proposed Products shall be designed to M distribute or duplicate the business rules layer program logic over multiple processors, e.g., central server with multiple processors and disk farms or workgroup-based server clusters. Please describe the partitioning of business functions throughout the proposed architecture, any options of the Proposed Products, and benefits of the architecture proposed. 8 The Proposed Products shall be designed to M support automated version control and update to prevent mismatch of application versions across database server, application server, and client workstations. Please describe how this is accomplished. 26
  27. 27. Status: Response: M - Mandatory 1- In production Explanation and/or Item No. Requirement Y - Yes D - Desirable 2- Future (When?) Reference N - No 3- Not Available 9 The Proposed Products shall be designed to M support future growth in processing, transaction rate, data storage, and number of users accessing the system. Please describe how this requirement is supported in the design of the system. 10 The Proposed Products shall be designed to M facilitate on-going enhancement releases to incorporate future technology advances. Please explain how the current design can incorporate major architectural changes and describe any architecture changes planned in the next release. 11 The Proposed Products shall be designed with M database and system recovery capabilities to minimize the system downtime. Please describe how this requirement is met. 12 Please describe the report distribution/control M features of the Proposed Products. 13 The Proposed Products shall be designed to allow M system back up and maintenance with minimum downtime. Please describe how this requirement is met. 10.2.1.2 System Configuration 1 The Proposed Products shall allow a Microsoft M Windows platform for user staff access, including queries, or proposed user tool use. Please describe the user client platform requirements, e.g., operating system version(s), processor speed, memory, disk, etc., to support the Proposed Products. 2 The Proposed Products shall use an enterprise level commercial operating system on a corporate server platform for the central database system MS SQL preferred. Describe the central database server hardware and software requirements to support the Proposed Products including the following items. a. Operating system version(s) M b. Number of database servers M c. Server processor type, quantity, and speed M d. Memory for each of the proposed M database servers e. Disk, SAN, or storage system proposed M and configuration. f. Additional or higher capacity local area M network lines between servers and/or other locations. g. Any other items needed for proper M operation of the database servers. 3 Describe the central application server hardware and software requirements to support the Proposed Products including the following items. a. Operating system version(s) M b. Number of application servers M c. Server processor type, quantity, and speed M d. Memory for each of the proposed M Application servers e. Disk, SAN, or storage system proposed M and configuration. f. Additional or higher capacity local area M network lines between servers and other locations. g. Any other items needed for proper M operation of the application servers. 27
  28. 28. Status: Response: M - Mandatory 1- In production Explanation and/or Item No. Requirement Y - Yes D - Desirable 2- Future (When?) Reference N - No 3- Not Available 4 Describe the central web server hardware and software requirements to support the Proposed Products including the following items. a. Operating system version(s) M b. Number of web servers M c. Server processor type, quantity, and speed M d. Memory for each of the proposed M Application servers e. Disk, SAN, or storage system proposed M and configuration. f. Additional or higher capacity local area M network lines between servers and other locations. g. Any other items needed for proper M operation of the application servers. 5 If other servers are required, describe the server hardware and software requirements to support the Proposed Products including the following items. a. Operating system version(s) M b. Number of servers M c. Server processor type, quantity, and speed M d. Memory for each of the proposed M Application servers e. Disk, SAN, or storage system proposed M and configuration. f. Additional or higher capacity local area M network lines between servers and other locations. g. Any other items needed for proper M operation of the application servers. 6 The Vendor shall provide detailed system M configurations information supported by Proposed Products and system resource requirements for memory, disk, etc. 7 The Vendor shall provide system back-up and M recovery capabilities. Please describe the method used to perform system back-up, database back- up, application server back-up including tape back-ups and transaction log back-ups. Please describe user access levels during the back up. Please describe the method used to perform system recovery including the recovery from transaction errors. Please describe any tools to back out erroneous transactions with prior concurrency tracking (e.g. time stamp all transactions). 8 The Vendor shall provide the system M configuration that includes a method of disk protection such as RAID, mirroring, etc. 9 The system shall support transaction level M locking. Please describe the method used for transaction locking and the locking span. 10 The vendor shall supply specifications of the network environment (both local and wide-area) required to support the Proposed Products. a. Central computing environment network M architecture b. Wide-area network environment M including speeds necessary for an elementary school, speed needed for a middle school, … c. Security environment needed for access M by internet users. d. Others D 28

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