3-Attachment K - REQUIREMENTS TRACEABILITY MATRIX.xlsx
XLSX spreadsheet 43 KB Posted
- Solicitation number
- 701-26-012
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- Texas
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Requirements Traceability Matrix Summary
This Requirements Traceability Matrix (RTM) document supports the Statewide Vision Screening Data Collection Initiative, a collaborative effort between the Texas Education Agency (TEA) and the Texas Department of State Health Services (DSHS). The matrix systematically maps and traces functional and non-functional requirements for a Software-as-a-Service (SaaS) solution designed to collect and report student vision screening data across Texas. The RTM serves as a critical project management tool that links each requirement to corresponding design specifications, implementation components, and testing protocols, ensuring comprehensive coverage and verification that all mandated functionalities—including offline capability, fast data entry, and user-friendly interface design—are properly documented and addressed throughout the solution development lifecycle.
The matrix establishes traceability by identifying requirement sources, including statutory obligations from HB 2 (89th Legislature), stakeholder specifications, and technical standards. Each requirement entry includes associated design elements, test cases, and acceptance criteria to facilitate vendor accountability and quality assurance. By providing this structured requirements framework, the document enables vendors proposing SaaS solutions to understand the complete scope of functionality and performance standards expected, while providing TEA and DSHS with a mechanism to validate that submitted solutions address all specified needs and integrate appropriately with existing Texas education data systems.
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RTM_All
| Req ID | Workflow Phase | Description | Stakeholders | Acceptance Criteria | Evidence/Artifacts | User Story |
| FR-101 | Access & Security Setup | The system shall enforce role‑based access control (RBAC) aligned to Texas Education Agency Login (TEAL) roles and least‑privilege principles to ensure that users can access only the functions and data explicitly authorized for their assigned role(s). The system shall evaluate user access at authentication and during runtime and shall deny access to any function, data element, or workflow not permitted by the user’s effective role. The system shall ensure that authorization decisions are derived from TEAL‑mapped roles or claims and shall prevent privilege escalation or access bleed across roles. The system shall record sufficient audit information to demonstrate enforcement of RBAC, including access denials and role context. | Campus Nurse; Campus Admin; LEA Data Coordinator; District Lead Nurse; TEA Program Owner; TEA Admin; Authorized Provider; DSHS Admin; DSHS Audit; TEA Audit | Access denied for non‑authorized functions; audit entry exists. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a TEA Admin, I want role-based access enforced so each user only sees authorized actions, ensuring least‑privilege and auditability. |
| FR-102 | Access & Security Setup | The system shall allow users to hold multiple authorized roles concurrently and shall support in‑session role switching with explicit attestation, in alignment with TEA identity governance, least‑privilege access, and audit requirements. When a user initiates a role switch, the system shall require the user to affirm an attestation acknowledging the change in responsibilities and access scope. The system shall prevent role switching without completed attestation and shall immediately apply the permissions associated with the selected role. The system shall record all role switch events, including prior role, new role, user identity, attestation confirmation, and timestamp, and shall retain sufficient audit information to demonstrate accountable use of multi‑role access. | Campus Nurse; Campus Admin; LEA Data Coordinator; District Lead Nurse; TEA Program Owner; TEA Admin; Authorized Provider; DSHS Admin; DSHS Audit; TEA Audit | Role switch requires attestation; logs old/new role + timestamp. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a dual‑role user, I want in‑session role switching with attestation so I can perform tasks for each role with accountability recorded. |
| FR-103 | Screening Pre‑checks & Chart | The system shall enforce completion of all required pre‑screen checklist items prior to initiating a vision screening, in alignment with DSHS Vision, Hearing, and Spinal Screening (VHSS) guidelines and the clinically valid workflow requirements defined in the SOW. When a screening session is initiated, the system shall evaluate the status of all required pre‑screen checklist items and shall block initiation of the screening until each required item is explicitly acknowledged by the authenticated screening user or an allowable exception is recorded. The system shall provide clear user‑visible feedback identifying incomplete checklist items, shall allow screening initiation only after all requirements are satisfied, shall persist the checklist completion or exception status with the screening record, and shall retain audit evidence sufficient to demonstrate enforcement of the pre‑screen checklist requirement. | Campus Nurse; District Lead Nurse; TEA Admin; Authorized Provider; DSHS Admin; DSHS Audit; TEA Audit | Start blocked until checklist acknowledged; missing items indicated. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Nurse, I want a pre‑screen checklist that blocks session start until all items are acknowledged, so screenings meet VHSS conditions. |
| FR-104 | Screening Pre‑checks & Chart | The system shall support and document a required practice step prior to recording official visual acuity screening results, in alignment with DSHS Vision, Hearing, and Spinal Screening (VHSS) guidelines. When a screening session is initiated for a student requiring chart‑based visual acuity testing, the system shall require the screening user to indicate whether a practice step was conducted to verify student understanding of the screening task. The system shall prevent completion of the screening session until the practice step is either confirmed as completed or an allowable exception is recorded. The system shall persist the practice step status, including any recorded exception, with the screening record and shall retain sufficient audit information to demonstrate that the practice step requirement was addressed as part of a clinically valid screening workflow. | Campus Nurse; District Lead Nurse; TEA Admin; Authorized Provider; DSHS Admin; DSHS Audit; TEA Audit | Practice step required or exception documented. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Nurse, I want a practice step before screening so comprehension is confirmed and false fails are reduced. |
| FR-105 | Screening Pre‑checks & Chart | The system shall enforce the use of approved monocular visual acuity formats for right eye (OD) and left eye (OS) results in alignment with DSHS Vision, Hearing, and Spinal Screening (VHSS) guidelines. When monocular visual acuity results are entered for a screening, the system shall validate OD and OS values against approved notation formats and acceptable value ranges. The system shall reject invalid, malformed, or non‑compliant acuity values and prevent completion of the screening record until valid values or an allowable exception are recorded. The system shall persist validated OD and OS acuity results with the screening record and shall retain sufficient audit information to demonstrate that acuity format validation and enforcement occurred as part of a clinically valid screening workflow. | Campus Nurse; District Lead Nurse; TEA Admin; Authorized Provider; DSHS Admin; DSHS Audit; TEA Audit | Approved OD/OS formats enforced; invalid values rejected. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Nurse, I want to record OD/OS monocular acuity in approved formats so outcomes and reports are accurate. |
| FR-106 | Screening Pre‑checks & Chart | The system shall require documentation of whether a student was screened with corrective lenses, without corrective lenses, or if corrective lens status is unknown, in alignment with DSHS Vision, Hearing, and Spinal Screening (VHSS) documentation requirements. When a visual screening result is recorded, the system shall require the screening user to select an explicit with‑correction or without‑correction value, or to record an allowable exception when corrective lens status cannot be determined. The system shall prevent completion of the screening record until a correction status or exception is documented. The system shall persist the correction status or exception with the screening record and shall retain sufficient audit information to demonstrate that corrective lens usage was evaluated and documented as part of a clinically valid screening workflow. | Campus Nurse; District Lead Nurse; TEA Admin; Authorized Provider; DSHS Admin; DSHS Audit; TEA Audit | Save requires with/without correction reason. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Nurse, I want with/without correction flags including reasons when missing, so clinical follow‑up is clear. |
| FR-107 | Screening Pre‑checks & Chart | The system shall enforce eligibility rules for the use of instrument‑based vision screening in alignment with DSHS Vision, Hearing, and Spinal Screening (VHSS) guidelines and the clinically valid workflow requirements defined in the SOW. When an instrument‑based screening modality is selected, the system shall evaluate student characteristics and applicable screening rules to determine whether instrument‑based screening is permitted for the screening event. The system shall restrict use of instrument‑based screening to eligible students, shall prevent completion of a screening record when an ineligible instrument‑based modality is used without meeting required conditions, and shall allow completion only when eligibility requirements or allowable exceptions are satisfied. The system shall persist the instrument‑based screening selection, eligibility determination, and results with the screening record and shall retain sufficient audit information to demonstrate that eligibility rules were evaluated and enforced as part of a clinically valid screening workflow. | Campus Nurse; District Lead Nurse; TEA Admin; Authorized Provider; DSHS Admin; DSHS Audit; TEA Audit | Device type and pass/fail stored; errors logged. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Nurse, I want instrument‑based screening flows for ≤5 and students with disabilities with device result capture. |
| FR-108 | Screening Pre‑checks & Chart | The system shall enforce age‑based vision screening modality rules in alignment with DSHS Vision, Hearing, and Spinal Screening (VHSS) guidelines and the clinically valid workflow requirements defined in the SOW. When a screening is conducted for a student who is six years of age or older, the system shall prevent completion of an instrument‑only screening unless chart‑based visual acuity results are recorded. The system shall block completion of the screening record when chart acuity is required but not present, shall provide user‑visible feedback identifying the missing chart acuity requirement, shall allow completion only after valid chart acuity results are recorded or an allowable exception is documented, and shall persist the modality usage and acuity data with the screening record. The system shall retain sufficient audit information to demonstrate that age‑based modality rules were evaluated and enforced as part of a clinically valid screening workflow. | Campus Nurse; District Lead Nurse; TEA Admin; Authorized Provider; DSHS Admin; DSHS Audit; TEA Audit | Instrument‑only completion blocked for ≥6 until chart acuity entered. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Nurse, I want the system to block instrument‑only completion for age ≥6, requiring chart acuity before completion. |
| FR-109 | Screening Pre‑checks & Chart | The system shall support the capture, storage, and reporting of optional Vision, Hearing, and Spinal Screening (VHSS) tests in alignment with DSHS‑aligned screening workflows and the clinically valid requirements defined in the SOW. When an optional VHSS test is conducted as part of a vision screening event, the system shall allow the screening user to record the optional test type and results without requiring completion of optional tests when they are not performed. The system shall persist any recorded optional VHSS test results with the student’s screening record, shall associate those results to the screening event, and shall ensure that optional test data is available for review, reporting, and audit. The system shall not permit optional test data to interfere with required screening outcomes and shall retain sufficient audit information to demonstrate accurate capture and preservation of optional VHSS test results. | Campus Nurse; District Lead Nurse; TEA Admin; Authorized Provider; DSHS Admin; DSHS Audit; TEA Audit | Optional test results persist and appear in reports. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Nurse, I want optional tests documented so records and reports reflect them. |
| FR-110 | Screening Pre‑checks & Chart | The system shall support the use of calibrated digital visual acuity charts, including Sloan, Snellen, and LEA optotypes, in alignment with DSHS‑aligned Vision, Hearing, and Spinal Screening (VHSS) requirements and the clinically valid workflow standards defined in the SOW. When a digital acuity chart is used for chart‑based vision screening, the system shall ensure that the chart is presented in a calibrated manner appropriate to the configured testing distance and optotype standard. The system shall restrict chart‑based acuity entry to supported and calibrated digital charts, shall prevent use of uncalibrated or unsupported chart configurations for screening completion, and shall allow completion only when chart presentation meets required calibration and accessibility conditions. The system shall persist the chart type, calibration context, and recorded acuity results with the screening record and shall retain sufficient audit information to demonstrate that calibrated digital acuity charts were used as part of a clinically valid screening workflow. | Campus Nurse; District Lead Nurse; TEA Admin; Authorized Provider; DSHS Admin; DSHS Audit; TEA Audit | Calibrated sizes for 10ft/20ft; keyboard/ARIA meet WCAG 2.1 AA. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Nurse, I want calibrated digital acuity charts so that measurements are accurate on common hardware. |
| FR-111 | Screening Pre‑checks & Chart | The system shall enforce anti‑memorization protocols for chart‑based visual acuity screening through optotype randomization, in alignment with DSHS‑aligned Vision, Hearing, and Spinal Screening (VHSS) guidance and the clinically valid workflow requirements defined in the SOW. When a digital acuity chart is used, the system shall present optotypes in a randomized manner to prevent memorization across screening attempts. The system shall detect repeating or non‑randomized optotype patterns and shall re‑render the chart to preserve test validity. The system shall prevent completion of a screening record when anti‑memorization requirements are not satisfied, shall allow completion only when randomized optotype presentation is enforced, and shall persist the screening results with sufficient audit information to demonstrate that anti‑memorization controls were applied as part of a clinically valid screening workflow. | Campus Nurse; District Lead Nurse; TEA Admin; Authorized Provider; DSHS Admin; DSHS Audit; TEA Audit | Optotypes randomized; repeating pattern flagged and re‑rendered. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Nurse, I want optotype randomization so test validity is preserved. |
| FR-112 | Other (FR) | The system shall support DSHS‑aligned clinical workflows for optional Muscle Balance and Stereoacuity vision screenings, including the Hirschberg method for muscle balance and Titmus or Randot methods for stereoacuity. When Muscle Balance or Stereoacuity testing is performed as part of a screening event, the system shall provide structured data capture flows consistent with these recognized screening methods. The system shall allow authorized screening users to record test execution and results, shall not require completion of these optional tests when they are not performed, and shall ensure that any recorded Muscle Balance or Stereoacuity results are associated with the correct screening event. The system shall persist recorded results with the student’s screening record and shall retain sufficient audit information to demonstrate accurate capture and preservation of these optional VHSS screening results in accordance with DSHS‑aligned documentation standards. | Campus Nurse; District Lead Nurse; TEA Admin; Authorized Provider; DSHS Admin; DSHS Audit; TEA Audit; 504 Coordinator | Hirschberg/stereoacuity values persist and are filterable. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Nurse, I want native flows for Muscle Balance and Stereoacuity so DSHS documentation is complete. |
| FR-113 | Outcome & Tasks | The system shall enforce completion of all mandatory Vision Screening data fields prior to saving or finalizing a vision screening record, in alignment with DSHS‑aligned vision screening workflows and the clinically valid documentation requirements defined in the SOW. When a screening user attempts to save or complete a vision screening record, the system shall evaluate whether all required Vision Screening data fields are populated with valid values. The system shall block saving or completion of the vision screening record when one or more mandatory Vision Screening fields are missing or invalid, shall provide clear field‑level feedback identifying each deficiency, and shall allow saving or completion only after all required Vision Screening fields are completed or an allowable exception is recorded. The system shall persist the completed vision screening record and shall retain sufficient audit information to demonstrate enforcement of mandatory Vision Screening data field requirements. | Campus Nurse | Missing required field blocks save with field‑level error. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Nurse, I want required VHSS fields enforced before save so records are complete. |
| FR-114 | Outcome & Tasks | The system shall enforce approved value formats and allowable ranges for all Vision Screening data elements, in alignment with DSHS‑aligned vision screening documentation standards and the clinically valid workflow requirements defined in the SOW. When a screening user enters or updates Vision Screening data, the system shall validate each value against defined format and range rules applicable to the specific data element. The system shall reject invalid, malformed, or out‑of‑range values, shall prevent saving or completion of the vision screening record while invalid values are present, and shall provide clear, field‑level feedback identifying each validation error. The system shall allow saving or completion of the vision screening record only when all Vision Screening values conform to required formats and ranges or an allowable exception is recorded. The system shall persist the validated vision screening data and shall retain sufficient audit information to demonstrate enforcement of value format and range requirements. | Campus Nurse | Out‑of‑range values rejected with actionable messages. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Nurse, I want value formats/ranges validated so data quality is preserved. |
| FR-115 | Outcome & Tasks | The system shall automatically compute Vision Screening outcomes using configured and Agency‑approved screening thresholds, in alignment with DSHS‑aligned vision screening workflows and the clinically valid documentation requirements defined in the SOW. When Vision Screening data is recorded, the system shall apply the applicable outcome logic and thresholds to generate screening outcomes without requiring manual calculation. The system shall permit authorized users to override a system‑computed outcome only through an explicit override action, shall require documentation of the override reason or justification, and shall retain the original computed outcome alongside the overridden outcome. The system shall persist all outcomes and overrides with the screening record and shall retain a complete audit trail sufficient to demonstrate outcome computation, override activity, and accountability. | Campus Nurse | Computed outcome matches thresholds; override requires exception trail. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Nurse, I want automated outcome computation with trail so decisions are consistent and auditable. |
| FR-116 | Device Integration | The system shall support hardware‑agnostic ingestion of instrument‑based vision screening results from approved screening devices, including but not limited to Welch Allyn Spot and Plusoptix devices, in alignment with DSHS‑aligned vision screening workflows and the measurement integrity requirements defined in the SOW. When instrument‑based screening data is captured or imported from a supported device, the system shall ingest screening results in a standardized manner regardless of device manufacturer. The system shall associate ingested results with the correct student and screening event, shall validate the ingested data for completeness and integrity, and shall prevent completion of the screening record when required instrument‑based data is missing or invalid. The system shall persist the screening results along with device metadata sufficient to demonstrate provenance and shall retain audit information to demonstrate compliant ingestion of instrument‑based screening data. | LEA/Campus Technical; Nurses | Imported results mapped with checksum/provenance; errors logged + retry. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As LEA/Campus Technical staff, I want device ingestion for Spot/Plusoptix so manual re‑entry is reduced and provenance retained. |
| FR-117 | Screening Pre‑checks & Chart | The system shall enforce clinically valid near visual acuity screening procedures, including required eye occlusion, in alignment with DSHS‑aligned Vision Screening guidelines and the clinically valid workflow requirements defined in the SOW. When near acuity screening is performed, the system shall require the screening user to record near visual acuity results in approved formats and to document that proper occlusion was applied during testing. The system shall block saving or completion of the screening record when required near acuity values or occlusion confirmation are missing or invalid. The system shall allow completion only when all near acuity and occlusion requirements are satisfied or an allowable exception is explicitly documented. The system shall persist near acuity results and occlusion status with the screening record and shall retain sufficient audit information to demonstrate enforcement of near acuity and occlusion requirements as part of a clinically valid vision screening workflow. | Campus Nurse | Near test stores distance/occlusion; monocular save requires occlusion method. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Nurse, I want near acuity capture and occlusion enforcement so monocular validity is ensured. |
| FR-118 | Screening Pre‑checks & Chart | The system shall support capture and documentation of optional color vision screening results as part of a Vision Screening event, in alignment with DSHS‑aligned vision screening workflows and the clinically valid documentation requirements defined in the SOW. When a color vision screening is performed, the system shall allow the screening user to record color vision test results using supported values without requiring completion of color vision screening when it is not performed. The system shall ensure that recorded color vision screening results are associated with the correct student and screening event, shall persist the results with the vision screening record, and shall make the information available for reporting and audit. The system shall not prevent completion of the vision screening record solely due to the absence of optional color vision screening results and shall retain sufficient audit information to demonstrate accurate capture and preservation of color vision screening data when performed. | Campus Nurse | Color test plate count/outcome persist and are filterable. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Nurse, I want color vision results captured so district policy needs are met. |
| FR-119 | Screening Pre‑checks & Chart | The system shall support capture and documentation of optional contrast sensitivity screening results as part of a Vision Screening event, in alignment with DSHS‑aligned vision screening workflows and the clinically valid documentation requirements defined in the SOW. When contrast sensitivity screening is performed, the system shall allow the screening user to record contrast sensitivity results using supported values without requiring completion of contrast sensitivity screening when it is not performed. The system shall ensure that recorded contrast sensitivity screening results are associated with the correct student and screening event, shall persist the results with the vision screening record, and shall make the information available for reporting and audit. The system shall not prevent completion of the vision screening record solely due to the absence of optional contrast sensitivity screening results and shall retain sufficient audit information to demonstrate accurate capture and preservation of contrast sensitivity screening data when performed. | Campus Nurse | Contrast value persists and appears in summary/exports. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Nurse, I want contrast sensitivity captured to support clinician insight. |
| FR-120 | Screening Pre‑checks & Chart | The system shall support validation and documentation of environmental conditions for Vision Screening, including illumination, in alignment with DSHS‑aligned vision screening workflows and the clinically valid documentation requirements defined in the SOW. When a vision screening is conducted using chart‑based or near acuity methods, the system shall require the screening user to confirm that environmental and illumination conditions meet required screening standards. The system shall block saving or completion of the vision screening record when required environment or illumination validation is not documented. The system shall allow completion only after environmental conditions are validated or an allowable exception is explicitly documented. The system shall persist environment and illumination validation status with the vision screening record and shall retain sufficient audit information to demonstrate enforcement of environmental condition requirements as part of a clinically valid vision screening workflow. | Campus Nurse | Ambient light/contrast checks warn/block until corrected; audit entry. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Nurse, I want environment and illumination validation so results remain valid. |
| FR-121 | Screening Pre‑checks & Chart | The system shall enforce a display calibration schedule and require attestation for digital visual acuity displays used in Vision Screening, in alignment with DSHS‑aligned vision screening workflows and the measurement integrity requirements defined in the SOW. When a digital acuity chart is launched or used for vision screening, the system shall verify that a current calibration attestation exists for the display. The system shall block use of digital acuity charts and prevent initiation or completion of the screening when display calibration attestation is expired or missing. The system shall allow authorized users to record or update display calibration attestations in accordance with the defined calibration schedule. The system shall persist calibration status, attestation details, and any documented exceptions with the vision screening record and shall retain sufficient audit information to demonstrate enforcement of display calibration requirements. | Campus Admin; Campus Nurse | Chart launch blocked if calibration attestation expired. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Admin, I want display calibration attestation so digital charts stay dependable. |
| FR-122 | Device Integration | The system shall track calibration status for instrument‑based vision screening devices and enforce calibration requirements in alignment with DSHS‑aligned vision screening workflows and the measurement integrity requirements defined in the SOW. When instrument‑based screening data is captured or imported, the system shall verify whether the originating device has a current, valid calibration status. The system shall block completion of the vision screening record when device calibration is expired or missing, unless an authorized user explicitly records a calibration override with documented justification. The system shall persist device calibration status, any override justification, and the identity of the user authorizing the override with the vision screening record and shall retain sufficient audit information to demonstrate enforcement of calibration requirements and accountability for any overrides. | LEA/Campus Technical; Nurses | Import blocked or override required when device calibration expired; audit. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As technical staff, I want instrument calibration tracking so out‑of‑date devices cannot produce invalid results. |
| FR-123 | Cohorts, Queues & Offline | The system shall support automatic generation of Vision Screening cohorts based on student grade level and age, in alignment with DSHS‑aligned vision screening schedules and the population‑planning requirements defined in the SOW. When cohort generation is initiated, the system shall group eligible students according to applicable grade‑based and age‑based screening criteria and shall calculate due and overdue screening status for each cohort. The system shall ensure that cohort membership is derived from authoritative enrollment and demographic data, shall update cohorts as underlying data changes, and shall make cohort composition and status available for screening operations, reporting, and audit. The system shall persist cohort definitions and membership and shall retain sufficient audit information to demonstrate accurate and consistent cohort generation. | Campus Admin; District Lead Nurse | Cohorts generate due/overdue counts matching roster filters. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Admin, I want cohorts by schedule with due/overdue states for planning and coverage. |
| FR-124 | Cohorts, Queues & Offline | The system shall provide a class‑ and roster‑based batch screening queue to support high‑volume Vision Screening operations, in alignment with DSHS‑aligned screening workflows and operational requirements defined in the SOW. When a screening user initiates a batch screening session for a class or roster, the system shall present students in a defined sequence with visible screening status indicators. The system shall automatically update and persist each student’s screening status as screenings are completed, rescreens are required, or a could‑not‑test condition is recorded. The system shall restrict manual modification of the batch queue during an active screening session to preserve data integrity. The system shall persist batch queue membership, order, and status history and shall retain sufficient audit information to demonstrate accurate execution of batch screening workflows. | Campus Nurse | Queue statuses update and persist. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Nurse, I want class queues and statuses to streamline day‑of operations. |
| FR-125 | Outcome & Tasks | The system shall automatically generate vision rescreen tasks when a Vision Screening outcome requires follow‑up, using outcome‑based rules and enforceable due dates in alignment with DSHS‑aligned vision screening workflows and the task governance requirements defined in the SOW. When a screening outcome is computed that indicates rescreening is required, the system shall create a rescreen task associated with the student and screening event and shall assign a due date based on configured outcome rules. The system shall prevent closure of the vision screening process or related tasks until the rescreen task is completed or an allowable exception is explicitly documented. The system shall track rescreen task status, due dates, completion, and exceptions and shall retain sufficient audit information to demonstrate enforcement of rescreen timing requirements and accountability. | Campus Nurse; Campus Admin | Rescreen task with due date created; closure blocked until resolved. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Nurse, I want auto‑created rescreen tasks so follow‑ups occur on time. |
| FR-126 | Communications & Parent | The system shall generate Vision Screening results notices in both English and Spanish, in alignment with DSHS‑aligned vision screening workflows and equitable parent communication requirements. When a Vision Screening record is completed, the system shall automatically populate an approved results notice template with the student’s screening information, including student identification, screening date, screening results, outcome determination, and any referral or follow‑up guidance. The system shall render the results notice in English and Spanish without requiring external authoring tools, shall support delivery or printing of the notice from within the system, and shall log notice generation and delivery activity. The system shall persist results notice metadata and shall retain sufficient audit information to demonstrate compliant generation and handling of bilingual results notices. | Campus Nurse; Campus Admin | EN/ES notice renders in‑app; communication logged. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Nurse, I want bilingual notices generated in‑app so families are informed equitably. |
| FR-127 | Communications & Parent | The system shall support scheduled Vision Screening notifications to designated recipients in alignment with DSHS‑aligned vision screening workflows and the operational communication requirements defined in the SOW. When a screening event, cohort, or schedule is configured, the system shall send automated notifications according to configured timing rules and recipient lists. The system shall allow campus‑ or district‑level configuration of notification recipients, delivery timing, and notification content templates. The system shall record notification delivery attempts and outcomes and shall retain sufficient audit information to demonstrate that scheduled screening notifications were generated, dispatched, and managed in accordance with configured rules. | Campus Admin | Notifications delivered at configured time; recipients logged. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Admin, I want scheduled notifications so attendance is supported. |
| FR-128 | Communications & Parent | The system shall support notification and tracking of referrals resulting from Vision Screening outcomes, in alignment with DSHS‑aligned vision screening workflows and follow‑up governance requirements. When a Vision Screening outcome indicates that a referral is required, the system shall generate a referral record associated with the student and screening event and shall support delivery of referral notifications to designated recipients using approved notification templates and channels. The system shall track referral status from initiation through resolution, including notification delivery, acknowledgment (if applicable), and completion or exception. The system shall persist referral details, notification history, and status changes with the vision screening record and shall retain sufficient audit information to demonstrate that referral notifications were issued and referrals were tracked in accordance with defined workflow rules. | Campus Nurse; School Counselor | Referral notice + record exist; contact attempts logged until outcome. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Nurse, I want referral notifications and contact tracking so the care loop closes. |
| FR-129 | Communications & Parent | The system shall maintain a centralized Parent Communications Log that records all Vision Screening‑related communications sent to parents or guardians, in alignment with DSHS‑aligned vision screening workflows and the audit and documentation requirements defined in the SOW. When the system generates, sends, or prints parent‑facing communications—including screening results notices, referral notifications, rescreen notifications, and scheduled screening communications—the system shall log each communication event. The communications log shall capture relevant metadata, including communication type, language, delivery channel, date and time, delivery outcome, and the associated student and screening event. The system shall persist the Parent Communications Log and shall make it available for review, reporting, and audit to demonstrate accountability, completeness, and compliance with parent communication requirements. | Campus Nurse; Campus Admin | Log entries include channel, timestamp, template ID, language, status. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Admin, I want an immutable communications log per student for audits. |
| FR-130 | Referral Lifecycle & Provider | The system shall manage and enforce a defined referral status lifecycle for Vision Screening referrals, in alignment with DSHS‑aligned vision screening workflows and the follow‑up governance requirements defined in the SOW. When a Vision Screening outcome indicates referral is required, the system shall create a referral record and assign an initial referral status. The system shall support progression of the referral through defined lifecycle states, including initiation, notification sent, in‑progress, completed, or exception documented. The system shall update referral status automatically based on system events such as notification delivery, provider outcome capture, or documented exceptions, and shall prevent silent referral closure outside of defined lifecycle rules. The system shall persist referral status history, transitions, and associated timestamps with the student’s vision screening record and shall retain sufficient audit information to demonstrate complete referral lifecycle tracking and accountability. | Campus Nurse; School Counselor | Save blocked if date/note missing for status update. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a Campus Nurse, I want referral statuses to require date/note for accountability. |
| FR-131 | Referral Lifecycle & Provider | The system shall support secure capture and management of provider outcomes for Vision Screening referrals, in alignment with DSHS‑aligned vision screening workflows and referral lifecycle requirements defined in the SOW. When a referral has been issued, the system shall allow authorized providers to submit referral outcomes through supported submission methods. The system shall map submitted provider outcomes to the correct student and referral record using defined matching rules and shall record outcome details, source, and submission timestamp. The system shall automatically update referral status based on captured provider outcomes and shall route unmatched or invalid submissions to an exception process. The system shall persist provider outcomes and referral status changes with the vision screening record and shall retain sufficient audit information to demonstrate complete, accurate, and accountable capture of provider outcomes. | Authorized Provider; LEA Data Coordinator | Provider upload maps outcomes with timestamp; unmatched to exception queue. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As an Authorized Provider, I want secure provider outcome capture to complete referrals. |
| FR-132 | Reporting & VHSSARS | The system shall generate Vision Screening reports that are disaggregated across required dimensions, in alignment with DSHS‑aligned vision screening workflows and the reporting, equity, and oversight requirements defined in the SOW. The system shall support disaggregation of screening data by demographic, screening, and outcome attributes, including but not limited to grade level, age, gender, race, ethnicity, screening method, screening outcome, referral status, identified condition, prior identification, and equipment used. The system shall ensure that disaggregated report totals reconcile to aggregate counts and that disaggregated data reflects validated and finalized screening records. The system shall make disaggregated reports available for authorized users and shall retain sufficient audit information to demonstrate the accuracy, completeness, and traceability of reported data. | LEA Data Coordinator; TEA Program Owner | Slices reconcile to totals; export fidelity verified. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a TEA analyst/LEA coordinator, I want disaggregated reports by required dimensions for equity monitoring. |
| FR-133 | Reporting & VHSSARS | The system shall support mandated TEA reports by providing complete student‑level data extracts for Vision Screening records, in alignment with reporting, oversight, and data governance requirements defined in the SOW. For each mandated TEA report, the system shall produce an extract containing all required student‑level screening, outcome, and follow‑up data necessary for TEA to reconcile records with PEIMS/TSDS identifiers and to generate aggregate and public‑facing reports independently. The system shall ensure that student‑level data extracts include authoritative identifiers, validated screening data, outcomes, referrals, and follow‑up status, and that extracted records reconcile accurately with reported totals. The system shall make student‑level extracts available in approved formats for authorized TEA users and shall retain sufficient audit information to demonstrate completeness, consistency, and traceability of mandated TEA reporting data. |
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Comment:
@Roska, Linda do you need the reports in any certain way with specific data?
Reply:
| Thanks, Melody, we will need extracts of all the student-level data so we can match to PEIMS and create aggregations for public reporting. Does “export” in column F cover this requirement? | TEA Program Owner | Mandated report totals/disaggregations match expected values. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a TEA Program Owner, I want mandated TEA reports with required disaggregations. | |||
| FR-134 | Reporting & VHSSARS | The system shall support standardized export formats for Vision Screening data to meet TEA, DSHS, and LEA reporting, reconciliation, and audit requirements defined in the SOW. The system shall allow authorized users to export Vision Screening datasets—including student‑level data, disaggregated report outputs, referral and follow‑up data, and communication logs—in commonly accepted formats. Exported files shall preserve required headers, field definitions, encodings, and data fidelity to ensure compatibility with downstream systems and analytic processes. The system shall ensure that exported data reflects validated and finalized records and shall retain sufficient audit information to demonstrate when exports were generated, by whom, and for which datasets. | All reporting users | Headers/encodings preserved across CSV/XLSX/PDF. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As any reporting user, I want exports in CSV/XLSX/PDF with fidelity. | |
| FR-135 | Reporting & VHSSARS | The system shall generate Child Health Reporting System (CHRS) datasets for Vision Screening in alignment with DSHS submission requirements and the reporting, validation, and data governance requirements defined in the SOW. The system shall produce CHRS datasets using validated, student‑level Vision Screening data and shall apply required business rules and structural formatting to ensure compatibility with CHRS submission processes. The system shall associate generated CHRS datasets with the originating screening records and shall record dataset provenance, including generation date, user, and submission readiness status. The system shall support controlled generation of CHRS datasets by authorized users and shall retain sufficient audit information to demonstrate completeness, accuracy, and traceability of CHRS reporting data. | LEA Data Coordinator; TEA Program Owner | Export passes DSHS sandbox upload with provenance logged. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As an LEA Data Coordinator, I want CHRS dataset generation with provenance so submissions are accepted. | |
| FR-136 | Reporting & VHSSARS | The system shall enforce pre‑submission validation for Vision Screening CHRS datasets, in alignment with DSHS submission requirements and the data quality and governance controls defined in the SOW. Prior to allowing export or submission of a CHRS dataset, the system shall validate all included records against required CHRS data elements, value formats, and business rules. The system shall identify and report validation errors at the field and record level and shall block CHRS dataset export or submission until all validation errors are resolved or an allowable exception is explicitly recorded where permitted. The system shall persist validation results, error details, and resolution history and shall retain sufficient audit information to demonstrate that CHRS datasets were validated and met submission requirements prior to release. | LEA Data Coordinator | Field‑level exceptions listed; export disabled until zero errors. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As an LEA Data Coordinator, I want pre‑submission validation blocking until zero errors. | |
| FR-137 | Reporting & VHSSARS | The system shall enforce sequential certification gating for Vision Screening data at the campus, LEA, and district levels, in alignment with the data governance, certification, and audit requirements defined in the SOW. The system shall require campus‑level certification of screening data before LEA‑level review and certification can occur, and shall require LEA‑level certification before district‑level certification or release for statewide reporting. The system shall prevent modification, submission, or downstream reporting of uncertified data outside of controlled correction workflows. The system shall record certification actions, including certifying user, role, date/time, and scope of certification, and shall persist certification status history with the Vision Screening records. The system shall retain sufficient audit information to demonstrate enforcement of certification sequencing, accountability, and data integrity across all levels. | Campus Admin; LEA Data Coordinator; District Lead Nurse | Export blocked with uncertified campus reasons shown; no overrides. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As an LEA Coordinator, I want certification gating from Campus→LEA→District to enforce accountability. | |
| FR-138 | Screening Results Capture | The system shall enforce completion of all required screening data elements, including exception conditions and referral-related fields, prior to allowing finalization of a screening record. | Campus Nurse; District Lead Nurse; TEA Admin | System blocks completion if required fields are missing |
Exception fields (e.g., “unable to screen”) require reason codes
| Referral-related fields required when referral is indicated | UI validation screenshots, test cases, data validation logs | As a Campus Nurse, I need the system to prevent incomplete screening records so that all required data is captured for compliance | |||||
| FR-139 | Data Correction & Governance | The system shall support a controlled data correction workflow for Vision Screening records, in alignment with the data governance, certification, and audit requirements defined in the SOW. When a correction to a Vision Screening record is required after initial entry or certification, the system shall require authorized users to initiate a correction request and to document the reason for the change. The system shall prevent direct, untracked modification of finalized or certified data and shall enforce re‑certification as required following approved corrections. The system shall retain the original data values, corrected values, user identity, timestamps, and justification for each correction. The system shall persist correction history with the Vision Screening record and shall retain sufficient audit information to demonstrate controlled, accountable data correction and compliance with certification gating rules. | Campus Nurse; LEA Data Coordinator | History shows old/new, reason, approver, timestamp. | Screenshots, logs, exports, reports, VPAT/ACR, security review notes, performance runs | As a data steward, I want correction workflows retaining old/new values, reason, approver, and timestamp. |
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