Amendment 2 Attachment 1 Responses to Questions.pdf

AMENDMENT 2 - ATTACHMENT 1

USMMA Student Information System

RFP #: 693JF721R000001

Responses to Round 2 Questions on Revised PWS

# RFP

Section

Question Response Change to RFP?

Description of Change Technical/ Contractual

1 PWS - 2.2

207-217

Please provide an all-inclusive inventory of integrations.

Blackboard Collaborate;

Campus Labs Platform (now Anthology); Front Rush;

USMMA bolt-ons to current SIS (unless vendor software meets the requirements for replacement of bolt-ons).

No Technical

2 PWS -2.2

20,29,56, 57,94

The PWS inquires about Reporting capabilities but does not identify any specific reports. Please provide an inventory of required reports to be included. Does USMMA have the capability inhouse to handle reporting for non vendor supplied reporting, or is USMMA expecting the vendor to develop all required reports?

USMMA expects to use software vendor provided reports to meet a large part of the reporting needs.

USMMA has in-house IT support to handle most custom reports. Any additional reports development that exceeds USMMA IT workforce resources will be determined after fit/gap analysis.

No Technical

3 PWS 3.1

Just to clarify - the PWS indicates USMMA’s desire to convert only the current active student’s data plus 24 previous months. For upper class students, should all of their history be converted or only anything for the current year and previous 24 months?

The current assumption is that USMMA would convert applicant and current/former student records back a limited number of years and back up older records for retrieval only. This could change based on recommendations by selected software vendor/implementation consultant. Total size of production SIS suite, apps, web, database and reports is 3.3tb.

No Technical

4 PWS 3.1

Please confirm that no inactive/former student/alumni data is required to be converted.

Anticipate possibility of a few years’ worth of former student data to be converted. Data conversions strategy to be determined with vendor.

5 PWS 2.2

Does USMMA currently have a Document Management System in place, and if so, what system/tools are currently being used?

Yes, USMMA uses the document tracking functionality in the Registration module and would like to use a more robust document storage software in a new system.

No Technical

6 PWS 3.1

Is USMMA open to using any other Project Management tools other than MicroSoft Project, such as Smartsheets which a cloud based solution?

USMMA is open to any project management tools that would be accessed by USMMA personnel from the USMMA network (subject to DOT review).

No Technical

7 PWS 3.1

The PWS requests a project Org Chart that encompasses both the Offeror and Academy resources.

Please provide a more detailed Org chart, specifically including the Administrative functions such as Financial Aid, Student Financials, USMMA Staffing:

Admissions-Director, Deputy Director, 3 recruiters, 4 admin staff;

Financial Aid-Financial Aid Administrator;

Registrar- Registrar/ Assistant Registrar, 2 admin staff;

Admissions, Advising, Student Records, as well as Security and the IT organization.

Advising-Director/Deputy Director of Academic Center for Excellence;

Student Financials-Director, Deputy Director, Financial Aid Acct Specialist, Financial Aid Accountant;

Midshipman Personnel Records-admin staff USMMA is seeking significant support from SIS software/implementation vendor to supplement its workforce on this project.

See attached USMMA org chart.

8 PWS 3.1

401,402

Please identify the functional and technical resources (roles) currently supporting the current system, and how many of these resources will be available to assist with the SIS implementation project, IT Technical Support for SIS includes a Database Administrator (DBA) and .Net Developer, who are contractors. Contracted IT staff is dedicated to support current applications and will be transitioned to and what percentage of their time they will be available? Will the Academy resources be dedicated to the project or will they be doing their regular job functions in addition to the implementation project?

support the new application. USMMA is looking for significant support on implementation to supplement limited IT workforce.

9 PWS 2.3

What is Microsoft Dynamics CRM used for?

Not used at USMMA No Technical

10 Solicitati on

The Solicitation indicates place of performance shall be at the offeror’s remote site with occasional work to be performed at USMMA in King’s Point, NY.

What requirements does USMMA have of the consulting team and remote managed services team with regards to citizenship and security clearances? Other than what was mentioned

Contractor staff shall be U.S. Citizens. All work shall be performed within the United States. Background investigations may be required.

No Contractual above, are there any requirements for where work can be conducted – onshore and/or offshore.

11 PWS 2.3

(201) 2.4, 2.4.1 2.4.2, 2.5.1

The PWS mentions several bolt-on systems. Will these bolt-on’s live as is, or will they need to be replicated in the new system? Please identify which existing bolt-on sub-systems will live on as is, and which will need to be replicated.

If the Offeror’s system functionality meets that of current bolt-ons, they can be eliminated. If the Offeror’s system does not meet those needs, then the Offeror will need to integrate with the bolt-ons “as is.” USMMA IT will maintain the necessary bolt-ons.

No Technical

12 PWS 1.1

Introduct ion

Are there other legacy data sources other than CAMS?

Legacy data was converted into CAMS when it was originally installed. CAMS data will need to be migrated into new SIS. How much data to migrate is negotiable between USMMA and vendor. There are some transcripts that are not in the current system and/or maintained in hard copy.

13 General How does the currently student lifecycle fit within the 12-month calendar? When does processing for the new academic year begin? Does that include all modules (ex.

Admissions, Financial Aid, etc.)? When does processing have to begin?

New application window generally opens May 1 and closes February 1. The last day for accepted students to accept their appointment is May 1. New students start in early July.

Academic terms run July- Oct, Nov-Feb, Mar-June.

Graduation is in June.

Financial aid applications are handled by request and are generally not issued until candidates accept their appointment.

No Technical

14 General Do you currently use any type of imaging document software? If yes, what type of imaging system is being used and what is the current

No, USMMA does not use imaging document software and does not have plans to interface with your database?

If not, are you planning to implement software and what type?

implementing one at this time.

15 PWS 1.4

• A U.S.

Coast Guard license

• An officer’s commissio n in the U.S.

Armed Forces

Do each of these credentials appear on the student transcript? Any other credentials?

Are there other BS degrees or plans to add additional degrees during the implementation?

The USCG and Commission credentials do not appear on the transcript. There is no plan to add additional degrees at this time. USMMA offers a bachelor of science degree with five possible majors and a master of science in marine engineering.

16 PWS 1.4 Since our software has delivered integration for Blackboard, are there any customizations within Blackboard that we would need to be aware of?

No No Technical

17 PWS 1.4 Do you intend to keep your current degree audit system or would you migrate to the delivered degree audit in our proposed software?

Degree audits are currently conducted in the SIS and USMMA must have degree audit functionality in a new

SIS.

No Technical

18 How do you currently award Financial Aid? What software do you utilize, if any? How do you plan to comply with federal regulations for retention of Financial Aid data?

USMMA is currently processing financial aid manually using CPS, COD, G5, NSLDS. Current paper and electronic financial aid files (stored in USMMA network folders) will be maintained as required.

USMMA intends to use the financial aid processing functionality offered in a new SIS. The financial aid functionality needs are not unique to USMMA.

No Technical

19 PWS 2.3 Which Office 365 products would require real-time interfaces?

Email, MS Teams, SharePoint

20 PWS 2.4 How well are your current bolt-ons documented in terms of technical architecture and business process functions?

Limited Standard Operating Procedures (SOP) and System Security Plan (SSP) documentation exists for the bolt-ons.

No Technical

*Note: Offeror only needs to fill out the highlighted columns: Company, RFP Section (please include the section, paragraph, and page number that your question refers to), and Question. Offeror may add additional rows, if necessary. Please do not add/remove columns or change column width. Please keep this document in MS Word format.