Attachement H Scored RTM Solutions_Revised.xlsx
XLSX spreadsheet 44 KB Posted
- Attached to
- Operations, Maintenance, Data Migration and Enhancement Services to Existing Salesforce System
- Solicitation number
- S-DASOBO-00014873
- Issued by
- Marion County, Oregon
About this file
This file is a detailed Attachment H Scored RTM (Requirements Traceability Matrix) for Operations, Maintenance, Data Migration, and Enhancement Services for an existing Salesforce System, involving the Oregon Department of Human Services (ODHS), Oregon Health Authority (OHA), and Oregon Eligibility Partnership Business of Information Services (OEPBIS). The document outlines comprehensive system requirements across ten categories including Environment Management, Implemented Software Solutions, Help Desk Services, Incident Management, Release Management, Enhancement Services, Compliance and Security Management, Performance Optimization, Data Management, and Documentation. The matrix contains 151 line items with a total of 506 possible evaluation points, covering critical and high-priority requirements for maintaining and enhancing Salesforce systems supporting vulnerable adult and child protection programs.
The requirements specify detailed expectations for system maintenance, including data migration, security compliance, performance optimization, and continuous improvement processes. The scoring methodology allows vendors to demonstrate compliance through standard configuration, configuration, customization, or partial implementation, with point allocations ranging from 0-4 based on requirement criticality. Vendors must provide comprehensive documentation, support Salesforce seasonal releases, implement data transfer strategies, and maintain robust security and performance monitoring. The matrix emphasizes collaboration with state partners, adherence to IT best practices, and a structured approach to system enhancements and incident management, with a focus on maintaining system integrity, data privacy, and operational efficiency across integrated Salesforce modules.
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Instructions
| ALL TEXT BELOW NEEDS TO BE REVIEWED |
| Ranking criteria: |
| The ranking system for the requirements is as follows: |
- Critical (4) A critical requirement without which the product is not acceptable to the state partners; deal breaker
- High (2) A necessary but deferrable requirement which makes the product less usable but still functional;
| Response criteria: |
| S = Standard configuration: indicates that the system is able to meet business/technical requirements with standard configuration and not required any customization or modification of source code. |
F = Future product roadmap: indicates that the feature/ function is not currently available but is anticipated in the vendor product roadmap within the next 3-6 months. The feature should be tested thoroughly before roll out. The proposer should be able to demo the feature in one of the lower environment.
N = Not available: indicates that the feature/ function is not currently available and is not anticipated as part of the vendor solution/product roadmap.
Proposer shall complete and submit an electronic version of Attachment H – Requirements demonstrating how the Proposer will address the requirements. Please follow these instructions when completing the 'Scoring Matrix' tab.
The sheet is protected to only allow entries to be made in columns F and G. Only selections made in Column F will be scored.
The Tab 2 – Scoring Matrix formatting, instructions, and scoring are as follows:
1st Column / Column A: Unique Requirement ID#
2nd Column / Column B&C: Functional Requirement Type
There are a total of 151 Line Items in 10 categories as follows with the number of line items for each and line item numbers in parentheticals and maximum subjective points by area in red font. Total number of points possible 506.
• Enviornment Management | 11 Line Items (3 to 13) | 38 POINTS
• Implemented Software Solutions | 34 Line Items (14 to 47) | 116 POINTS
• Help Desk Services | 12 Line Items (48 to 59) | 34 POINTS
• Incident Management | 36 Line Items (60 and 95) | 120 POINTS
• Release Managment | 3 Line Items (96 to 98) | 10 POINTS
• Enhancment Services | 20 Line Items (99 to 118) | 64 POINTS
• Compliance and Security Management | 3 Line Items (119 to 121) | 12 POINTS
• Preformance Optimization | 6 Line Items (122 to 127) | 12 POINTS
• Data Management | 20 Line Items (128 to 147) | 78 POINTS
• Documentation | 6 Line Items (148 to 153) | 22 POINTS
3rd Column / Column D: Requirement Description
4th Column / Column E: Requirement Priority Rating Rating for each requirement based on ODHS program priority.
• Critical Priority = 4 points maxium (multiplier equals x1.0)
• High Priority = 2 points maxium (multiplier equals x0.5)
6th Column / Column F: Meets Requirement For each requirement, select one of four Response options from the drop-down menu. These Response options are:
• Yes, with base solution – A selection of "Yes, with base solution" from the drop-down menu asserts that the functionality described by the requirement currently exists in the Proposer's base solution and no configuriation or customization is necessary. A selection of "Yes, with base solution" from the drop-down menu equals 4 points multiplied by the requirement’s Priority Rating (shown in Column E).
• Yes, with configuration – A selection of "Yes, with configuration" from the drop-down menu asserts that the Proposer can meet this requirement through configuration. Configuration involves using built in tools or settings to adjust the system without using custom code. This selection must be accompanied by a comment in the response section, with an explaination or reference. Please detail the specific configurations required to meet this requirement, include information about the tools, settings, or native features within your solution that will be adjusted. Explain how these configurations address the requirement and provide any limitations (if applicable). A selection of "Yes, with configuration" from the drop-down menu equals 3 points multiplied by the requirement’s Priority Rating.
• Yes, with customization – A selection of "Yes, with customization" from the drop-down menu asserts that the Proposer can meet this requirement through customization. Customization referes to modifications that involve custom coding or additional implementation efforts. This selection must be accompanied by a comment in the response section, with an explaination or reference. Please provide a deailed explanation of the customization needed. A selection of "Yes, with customization" from the drop-down menu equals 2 points multiplied by the requirement’s Priority Rating.
• Partially – A selection of "Partially" from the drop-down menu asserts that the Proposer can only meet parts of the requirement. This selection must also be accompanied by a comment in the reponse section, with an explaination or reference as to what elements of the requirement are met and explain what aspects are not met. A selection of "Partially" from the drop-down menu equals 1 points multiplied by the requirement’s Priority Rating.
• No– A selection of "No" from the drop-down menu asserts that the Proposer cannot meet the requirement. A selection of "No" from the drop-down menu equals 0 points.
7th Column / Column G: Response Space for Proposer to include any desired comments or clarifications for an individual requirement Meets Requirement section.
8th Column / Column H: Auto Calculated Response Selection Points An auto calculated cell showing the points consistent with the Meets Requirement selection made in Column F multiplied by the Requirement Priority Rating selection in Column E.
Definitions: See Reference Tab
RTM Solutions
| Requirements | ||||||
| Requirement ID | Functional Requirement Type | Requirement Description | Requirement Priority | Meets Requirement | Response | Auto Calculated Score |
| EM1 | Environment Management | The Contractor must ensure each environment is stable, accessible, aligned with business needs to support operational project activities. | Critical | |||
| EM2 | Environment Management | The Contractor must support and manage controlled promotion of code and configurations across environments, following State-defined protocols with logging and rollback capability. | Critical | |||
| EM3 | Environment Management | Refresh activities must include data obfuscation to protect sensitive information, ensuring compliance with security policies and regulations. | Critical | |||
| EM4 | Environment Management | The Contractor must perform regular backup of environment data to ensure data can be restored efficiently. | Critical | |||
| EM5 | Environment Management | The Contractor must restore business-critical data after refreshes in a timely manner to ensure full operability of environments as defined in system SLAs. | Critical | |||
| EM6 | Environment Management | The Contractor must continuously monitor environment performance and address any environment related issues promptly to minimize disruptions. | Critical | |||
| EM7 | Environment Management | Contractor must automatically log and categorize environment-related incidents (e.g., instability, failed promotions), aligned with SLA resolution tracking. | Critical | |||
| EM8 | Environment Management | The Contractor must support parallel maintenance and monitoring of all environment tiers (production, test, UAT, training, dev), with distinct configuration options per environment. | High | ERROR:#VALUE! | ||
| EM9 | Environment Management | Contractor within the system must enforce use of change control workflows for code and configuration deployment across environments to prevent unauthorized changes or disruptions. | Critical | |||
| EM10 | Environment Management | The Contractor must handle automated environment setup and refresh routines based on a schedule agreed upon by the State. | High | ERROR:#VALUE! | ||
| EM11 | Environment Management | The Contractor must provided timely updates to State Stakeholders regarding environment status, refresh schedules, and any issues encountered during environment management activities. | High | ERROR:#VALUE! | ||
| ISS1 | Implemented Software Solutions | The Contractor must provide ongoing support for all configured software solutions within the Salesforce platform, including but not limited to S-Docs and Demand Tools. | Critical | |||
| ISS2 | Implemented Software Solutions | The Contractor shall ensure these additional tools function correctly and align with overall Salesforce solution to maintain seamless operations. | High | ERROR:#VALUE! | ||
| ISS3 | Implemented Software Solutions | The Contractor must mange the configuration of S-Docs, DemandTools, and any integrated software to meet business requirements. | Critical | |||
| ISS4 | Implemented Software Solutions | Configuration changes must be documented and enforce change control protocols to preserve platform integrity. | High | ERROR:#VALUE! | ||
| ISS5 | Implemented Software Solutions | The Contractor must support seamless integration between Salesforce and all third-party tools, ensuring data and workflow continuity (e.g., S-Docs, DemandTools, and any other systems) minimizing disruptions or conflicts. | Critical | |||
| ISS6 | Implemented Software Solutions | Contractor must support the maintenance and optimization of the state’s implementation of Salesforce Maps | Critical | |||
| ISS7 | Implemented Software Solutions | The Contractor must monitor the performance of all integrated tools ensure optimal operations within the Salesforce ecosystem and proactively alert on performance or sync issues. | Critical | |||
| ISS8 | Implemented Software Solutions | Contractor must must enable performance analytics on integrated tools and suggest configuration optimizations based on usage patterns. | High | ERROR:#VALUE! | ||
| ISS9 | Implemented Software Solutions | The Contractor must troubleshoot and resolve issues related to the operations and integration of S-Docs, DemandTools and other tools within defined SLAs. | Critical | |||
| ISS10 | Implemented Software Solutions | Contractor shall design, develop, test and debug S-Docs templates in alignment with business requirements, and modify existing templates, as needed. | Critical | |||
| ISS11 | Implemented Software Solutions | Contractor shall design, develop, test and debug data reports and dashboards. | Critical | |||
| ISS12 | Implemented Software Solutions | Any incidents or defects involving these tools must be tracked within the state's ticket system and resolved according to priority and business impact. | Critical | |||
| ISS13 | Implemented Software Solutions | The Contractor must provide guidance an implementation support for software updates, or upgrades to S-Docs, Demand Tools and other integrated tools to ensure compatibility with Salesforce. | High | ERROR:#VALUE! | ||
| ISS14 | Implemented Software Solutions | Impact assessments must conducted for upgrades, with recommendations on whether to proceed based on operational needs and risks. | Critical | |||
| ISS15 | Implemented Software Solutions | The Contractor must provide training and support materials for state personnel to effectively use and manage integrated tools like S-Docs and Demand Tools. | High | ERROR:#VALUE! | ||
| ISS16 | Implemented Software Solutions | Comprehensive documentation of configurations, integration process and issue resolution efforts must be maintained and shared with state stakeholders. | Critical | |||
| ISS17 | Implemented Software Solutions | The Contractors support activities must align with the business objectives of the agency, enhancing functionality and operational efficiency. | High | ERROR:#VALUE! | ||
| ISS18 | Implemented Software Solutions | All configuration and integrations must follow IT best practices, ensuring system security, data integrity and compliance with applicable standards. | Critical | |||
| ISS19 | Implemented Software Solutions | The Contractor must provide development, customization and modifications of the S-Docs Software to meet evolving business requirements. | High | ERROR:#VALUE! | ||
| ISS20 | Implemented Software Solutions | All changes must follow documented development processes and align with the state's change control and approval procedures. | Critical | |||
| ISS21 | Implemented Software Solutions | The Contractor shall design, develop and modify data reports based on business needs | Critical | |||
| ISS22 | Implemented Software Solutions | Reports must provide accurate timely and actionable insights while maintaining compliance with state reporting standards. | Critical | |||
| ISS23 | Implemented Software Solutions | The Contractor shall collaborate with State partners to ensure reports meet operation, financial and compliance requirements. | Critical | |||
| ISS24 | Implemented Software Solutions | The Contractor must perform data migrations between the Salesforce system and the state's central data warehouse including upserts, extracts and inserts of data. | Critical | |||
| ISS25 | Implemented Software Solutions | Migration process must ensure data consistency, accuracy and integrity throughout the transfer. | Critical | |||
| ISS26 | Implemented Software Solutions | The Contractor shall configure and manage Salesforce data tables to facilitate seamless data exchange between Salesforce and the state's central data warehouse. | Critical | |||
| ISS27 | Implemented Software Solutions | Data tables must be structure to support both inbound and outbound data flows while ensuring compatibility with state systems. | Critical | |||
| ISS28 | Implemented Software Solutions | The Contractor must ensure the functionality of data transfers between the salesforce an the State's central warehouse at all times. | Critical | |||
| ISS29 | Implemented Software Solutions | All data transfers must be secured with encryption and meet state security standards to prevent unauthorized access or breaches. | Critical | |||
| ISS30 | Implemented Software Solutions | The Contractor must monitor all data exchanges processes for errors, delays, or failures, ensuring immediate resolution of any issues. | Critical | |||
| ISS31 | Implemented Software Solutions | All incidents related to data migration, transfer or reporting must be tracked and resolved according to SLA terms. | High | ERROR:#VALUE! | ||
| ISS32 | Implemented Software Solutions | The Contractor's development, reporting and data management activities must comply with state and industry best practices for governance, data security and data integrity. | Critical | |||
| ISS33 | Implemented Software Solutions | The Contractor must provide comprehensive documentation for all development report and data management efforts. | High | ERROR:#VALUE! | ||
| ISS34 | Implemented Software Solutions | Training and support materials must be made available to state personnel to ensure they can effectively use and manage data report and migration tools. | High | ERROR:#VALUE! | ||
| HD1 | Help Desk Services | The Contractor is to provide support assistance to the ongoing State O&M service desk team for managing, and tracking support issues related to operations and maintenance for end-users | Critical | |||
| HD2 | Help Desk Services | The Contractor must support the merging of duplicate records to ensure data consistency and prevent redundancy. This includes verifying record accuracy before merging and ensuring no critical information is lost during the process. | Critical | |||
| HD3 | Help Desk Services | The Contractor must configure and maintain permission groups to control user access to system functions and data, ensuring compliance with state security and privacy standards | Critical | |||
| HD4 | Help Desk Services | The Contractor shall document and manage changes to permission groups and provide regular updates to the agency. | High | ERROR:#VALUE! | ||
| HD5 | Help Desk Services | The Contractor is responsible for troubleshooting and resolving technical issues related to system operations, user access, functionality and providing root cause analysis. | Critical | |||
| HD6 | Help Desk Services | The Contractor must provide timely responses and resolutions in line with the agreed-upon service level agreement (SLA) to minimize disruptions. | High | ERROR:#VALUE! | ||
| HD7 | Help Desk Services | The Contractor shall maintain a documented process for handling access requests, including verification, approval and implementation steps. | High | ERROR:#VALUE! | ||
| HD8 | Help Desk Services | The Contractor must provide comprehensive documentation of all support activities, including data cleanup, record merging, troubleshooting logs, and access management. | High | ERROR:#VALUE! | ||
| HD9 | Help Desk Services | Regular reports detailing support desk performance, issue resolution times and service statistics must be provided to the agency to ensure transparency and accountability (ticket counts, resolution times, SLA compliance). | High | ERROR:#VALUE! | ||
| HD10 | Help Desk Services | The Contractor shall provide training and guidance to state personnel as needed to ensure familiarity with processes related to data management, admin rights and access permissions. | High | ERROR:#VALUE! | ||
| HD11 | Help Desk Services | The Contractor must support knowledge transfer for ongoing support processes to ensure the state personnel are capable of managing certain tasks independently. | Critical | |||
| HD12 | Help Desk Services | Contractor shall configure and maintain the Knowledge feature in Salesforce. ODHS users will be responsible for entering system related content into the knowledge feature. | High | ERROR:#VALUE! | ||
| IM1 | Incident Management | The Contractor must resolve incidents promptly using established incident management and escalation processes. | Critical | |||
| IM2 | Incident Management | The Contractor must address all issues in accordance with the Service Level Agreement (SLA) established with the State. | High | ERROR:#VALUE! | ||
| IM3 | Incident Management | The Contractor must log all incidents and defects within the state's ticketing system for tracking and resolution. | High | ERROR:#VALUE! | ||
| IM4 | Incident Management | The Contractor must provide timely diagnostic analysis to determine the root cause of issues. | Critical | |||
| IM5 | Incident Management | The Contractor must present solutions options to business stakeholders, including a risk analysis of each option. | Critical | |||
| IM6 | Incident Management | The Contractor must ensure proposed solutions align with business priorities and operational needs. | Critical | |||
| IM7 | Incident Management | The Contractor must thoroughly test approved solutions in a controlled environment prior to deployment. | Critical | |||
| IM8 | Incident Management | The Contractor must maintain traceable documentation of all activities, from diagnosis to resolution, within the state's ticketing system. | High | ERROR:#VALUE! | ||
| IM9 | Incident Management | Contractor documentation must include root cause analysis, proposed solutions, technical specifications, testing results, implementation steps and final resolution details. | High | ERROR:#VALUE! | ||
| IM10 | Incident Management | The Contractor must adhere to agreed response and resolution defined in the SLA, ensuring minimal disruption to business operations. | High | ERROR:#VALUE! | ||
| IM11 | Incident Management | The Contractor must follow established escalation procedures when SLA timelines are missed or additional expertise is required. | Critical | |||
| IM12 | Incident Management | The Contractor must develop, implement and test code fixes where necessary to resolve issues. | Critical | |||
| IM13 | Incident Management | The Contractor must follow the State’s change management process for all code changes, including risk assessments and rollback plans. | Critical | |||
| IM14 | Incident Management | The Contractor must provide ongoing updates to relevant State partners on issues status, resolution progress, and post-resolution monitoring. | Critical | |||
| IM15 | Incident Management | The Contractor must document lessons learned from resolved issues to prevent recurrence and improve system performance. | High | ERROR:#VALUE! | ||
| IM16 | Incident Management | The Contractor must deploy solutions only after successful testing and State partner approval. | Critical | |||
| IM17 | Incident Management | The Contractor must address all identified defects in a timely manner, even if they are not business-critical. | Critical | |||
| IM18 | Incident Management | The Contractor must resolve defects and bugs based on severity and impact to functionality. | Critical | |||
| IM19 | Incident Management | The Contractor must participate in weekly triage meetings with state partners to review an manage defects. | Critical | |||
| IM20 | Incident Management | Both the Contractor and the state must collaborate in identifying, categorizing and prioritizing defects during triage sessions. | High | ERROR:#VALUE! | ||
| IM21 | Incident Management | The Contractor must ensure that incident tickets are prioritized based on system accessibility, business impact and user experience. | High | ERROR:#VALUE! | ||
| IM22 | Incident Management | The Contractor’s SLA performance must be used as a primary metric to monitor and evaluate service quality. | Critical | |||
| IM23 | Incident Management | The Contractor must provide regular performance reports, including SLA compliance metrics and outstanding incidents. | Critical | |||
| IM24 | Incident Management | The Contractor must apply continuous performance evaluation to identify service gaps and improve service quality. | High | ERROR:#VALUE! | ||
| IM25 | Incident Management | The Contractor must initiate escalation protocols for SLA breaches or high-impact incidents. | Critical | |||
| IM26 | Incident Management | The Contractor must present and document remediation plans during triage meetings for alignment with State priorities. | Critical | |||
| IM27 | Incident Management | The Contractor must provide instruction, guidance, and support on newly released Salesforce features and industry best practices. | Critical | |||
| IM28 | Incident Management | The contractor shall implement Salesforce releases that improve functionality or streamline operations for state or Contractor personnel. These releases must be prioritized when they contribute to increased accuracy and reduction of manual operations. | High | ERROR:#VALUE! | ||
| IM29 | Incident Management | The Contractor must analyze new Salesforce features and provide recommendations on options features aligned with the agency's operational models and desired functionality. | Critical | |||
| IM30 | Incident Management | The Contractor must deliver documented analysis of Salesforce releases, focusing on enhancements to performance, security, and efficiency, while adhering to IT best practices | Critical | |||
| IM31 | Incident Management | The contractor shall recommended implementation of Salesforce releases that improve functionality or streamline operations for state or Contractor personnel. These releases may be prioritized when they contribute to increased accuracy and reduction of manual operations. All releases, implementations, enhancement, upgrades, and other code, infrastructure or system changes must be approved by the State and follow State defined governance. | High | ERROR:#VALUE! | ||
| IM32 | Incident Management | The Contractor must treat Salesforce required updates as refinements and shall not be considered enhancements when salesforce provides tools that facilitate streamlined development, and implementation. These required updates must be incorporated as part of routine O&M services. | Critical | |||
| IM33 | Incident Management | The contractor shall ensure that all Salesforce required releases are applied within specified timelines to maintain system compliance and performance, utilizing available tools provided by Salesforce for efficient development and implementation. | Critical | |||
| IM34 | Incident Management | The Contractor must deliver a documented analysis for each Salesforce release, including: |
*Impact assessments on the agency's systems and functionality *Identification of automated and optional features
| *Support plans for implementing relevant features. | Critical | ||||
| IM35 | Incident Management | The Contractor must support Salesforce seasonal releases (Winter Spring, Summer) by testing and validating new features. | High | ERROR:#VALUE! | |
| IM36 | Incident Management | The Contractor must maintain alignment between CAM/CALMS and Salesforce release versions to preserve functionality and support eligibility. | Critical | ||
| RM1 | Release Management | The Contractor must deliver mutually agreed-upon system refinements up to twice monthly as part of the O&M contract. | High | ERROR:#VALUE! | |
| RM2 | Release Management | The Contractor must modify existing custom components (APEX, Visualforce, Lightning Web Components) as needed. This work is to be done as apart of regular operations and maintaince work not through enhancements. | Critical | ||
| RM3 | Release Management | The Contractor must support the installation and customization of Salesforce AppExchange Apps. This work is to be done as apart of regular operations and maintaince work not through enhancements. | Critical | ||
| ES1 | Enhancement Services | Contractor shall provide Enhancement Services as directed by the State, through formal service order process, ensuring alignment with project management protocols. The State may request enhancement and modification of the System, including for new and updated Requirements that reflect changes in law, administrative rule, policy or other priorities of the State. | High | ERROR:#VALUE! | |
| ES2 | Enhancement Services | IT System Refinement refers to the process of optimizing an existing IT system by improving its efficiency, performance, usability or security without fundamentally changing its core functionality. Refinements involve debugging, streamlining processes, minor updates, fine-tune configurations or addressing user experience. | Critical | ||
| ES3 | Enhancement Services | Each service provided under an enhancement change order must include a clearly identified fixed price for design. Deliverables and payment provisions for change orders are subject to leadership review and approval. | Critical | ||
| ES4 | Enhancement Services | Change orders must specify any additional personnel from the contractor required to support all phases of work. The change order must outline functions, requirements, rules and duties related to the project phases. | Critical | ||
| ES5 | Enhancement Services | During contract enhancements monthly O&M shall continue as defined in the contract unless otherwise agreed upon. | Critical | ||
| ES6 | Enhancement Services | Enhancement solutions must focus on features that enhance system efficiency, performance, security, and integrity while adhering to IT best practices | High | ERROR:#VALUE! | |
| ES7 | Enhancement Services | The Contractor must follow established IT lifecycle development best practices: |
1. Planning and Requirements Gathering *Identify and document the business needs, objectives and goals.
* Stakeholder Engagement: Gather input from relevant stakeholders.
*Feasibility Study: Assess the technical, operational and financial viability of the project.
*Project Scope Definition: Define the project scope, timeline and resource needs.
| Risk Assessment. | High | ERROR:#VALUE! | |
| ES8 | Enhancement Services | 2. System Design and Architecture: |
*Functional Design Translate Business requirements into system functionalities.
* Technical Design: Define system architecture, infrastructure and integration points.
*User interface (UI) Design: Develop mockups, wireframes or prototypes.
* Security Design: Incorporate security measures, access controls and compliance requirements.
| *Documentation: Create technical specifications and design documents. | High | ERROR:#VALUE! | |
| ES9 | Enhancement Services | 3. Development and Coding |
* Software Development: Write code based on the approved technical and functional designs.
*Configuration and Customization: Customize Salesforce solution and supporting support ware to meet specific needs.
*Version Control: Use version management tools to track code changes.
*Peer Reviews and code quality checks: Ensure the code follows best practices and standards.
| *Documentation; Maintain code documentation and technical manuals. | High | ERROR:#VALUE! | |
| ES10 | Enhancement Services | 4. Testing and Quality Assurance: |
*Unit Testing: Verify individual components or modules for correctness.
*Integration Testing: Ensure different system components function together seamlessly.
*system Testing: Validate the entire system's functionality and performance, including browser preformance.
Security and Vulnerability Testing: Identify and mitigate potential security risks.
| Test Documentation (SIT scripts): Maintain test cases, results and issue logs. | High | ERROR:#VALUE! | |
| ES11 | Enhancement Services | 5. Implementation and Deployment: |
* Data Migration: Transfer existing data to the new system and State Central Data Warehouse as needed.
* Pilot Testing: Conduct a limited rollout to validate the system in a real-world environment.
Deployment: Implement the solution in the production environment.
Training: Provider user training and create user manuals for system functionality.
| Go-live Support: Offer support during the initial launch phase to address issues and refinements. | High | ERROR:#VALUE! | |||
| ES12 | Enhancement Services | All system development must follow PMBOK (Project Management Body of Knowledge) or other industry standards of IT project management as approved by the State and IT best practices to ensure quality, consistency and proper project management. | High | ERROR:#VALUE! | |
| ES13 | Enhancement Services | The Contractor must develop and customize Salesforce features to meet specific program and business requirement. | Critical | ||
| ES14 | Enhancement Services | Enhancements must undergo system vulnerability testing and browser compatibility testing before UAT can begin. | Critical | ||
| ES15 | Enhancement Services | Enhancement schedules will include a designated timeframe between development and UAT to allow state O&M personnel to: |
Develop test scripts, including negative and regression scripts.
| Prepare program testers for the UAT phase. | Critical | ||
| ES16 | Enhancement Services | The agency may request training services as part of the enhancement from the contractor, which may include: | |
| Development of a training plan, creation of training materials, conducting system training for program testers and state personnel. | Critical | ||
| ES17 | Enhancement Services | During enhancement phases the contractor will be responsible for: |
Environment setup, configurations, and code deployment for enhancement activities.
| Providing post -implementation support services, including necessary refinements. | Critical | ||||
| ES18 | Enhancement Services | An impact analysis must be conducted for each release, with new functionalities implemented as required. This analysis is to ensure that there are no unintended impacts to other areas of the system | Critical | ||
| ES19 | Enhancement Services | Enhancements to the system must follow formal project standards. Enhancements are outside the scope of ongoing O&M. | Critical | ||
| ES20 | Enhancement Services | Each enhancement project must include system vulnerability testing, with a report provided and accepted by business to exit development phase of Lifecycle Development. | Critical | ||
| CSM1 | Compliance & Security Management | The system must generate and retain exportable security audit logs detailing user access, administrative actions, and configuration changes. Logs must be available in CSV or Excel formats for compliance review. | Critical | ||
| CSM2 | Compliance & Security Management | The system must implement data privacy controls that support data minimization, consent tracking, and compliance with regulations such as HIPAA, and Oregon state privacy requirements. | Critical | ||
| CSM3 | Compliance & Security Management | The system must enforce configurable, role-based access control with audit logging and access expiration features to maintain security compliance. | Critical | ||
| PO1 | Preformance Optimization | The system must provide real-time dashboards for monitoring system performance, including response times, throughput, and error rates. | High | ERROR:#VALUE! | |
| PO2 | Preformance Optimization | The system must detect and flag performance bottlenecks when pre-defined thresholds are exceeded, and log associated user activity or processes. | High | ERROR:#VALUE! | |
| PO3 | Preformance Optimization | The system must support load and concurrency testing in staging environments using automated testing tools, with reports accessible to the State. | High | ERROR:#VALUE! | |
| PO4 | Preformance Optimization | The system must summarize monthly performance metrics in a format accessible to State partners, identifying any trends or areas of concern. | High | ERROR:#VALUE! | |
| PO5 | Preformance Optimization | The system must support administrator-configurable performance tuning options, including query optimization and batch processing controls. | High | ERROR:#VALUE! | |
| PO6 | Preformance Optimization | The system must support integration with third-party innovation and process improvement tools to support continuous digital transformation efforts. | High | ERROR:#VALUE! | |
| DM1 | Data Management | The management of data after successful transfer to the State Central Date warehouse is out of scope for this contract, and responsibility for such management lies with the state. | Critical | ||
| DM2 | Data Management | The Contractor must implement best practices for data hygiene to prevent future data discrepancies. | Critical | ||
| DM3 | Data Management | The Contractor must ensure real-time and batch data synchronization across systems. | Critical | ||
| DM4 | Data Management | Middleware solutions must be implemented to support seamless dataflow between platforms. | Critical | ||
| DM5 | Data Management | The Contractor must support data migration and integrate Salesforce with relevant external systems. | Critical | ||
| DM6 | Data Management | Contractor will be responsible for mapping and updating data tables from the ODHS Salesforce solution to the State Central Data Warehouse, ensuring accurate and efficient data integration between systems. | Critical | ||
| DM7 | Data Management | Contractor will be responsible for mapping and updating data tables from the ODHS Salesforce solution to the State Central Data Warehouse, ensuring accurate and efficient data integration between systems. | Critical | ||
| DM8 | Data Management | The Contractor must provide recommendations regarding data transfer strategies during the design and development phases of system enhancement and refinements ensuring alignment with project goals and data integrity requirements. | Critical | ||
| DM9 | Data Management | Contractor will test updated data transfers and support implementation of new data flows between the Salesforce system and Central Data Warehouse to ensure successful data migration. | Critical | ||
| DM10 | Data Management | The Contractor must document all data workflows associated with these implementations to maintain a clear record of data processes. | Critical | ||
| DM11 | Data Management | The Contractor will analyze data UPSERT and extraction processes to ensure the successful transfer and migration of data between the Salesforce system and the Central Warehouse | Critical | ||
| DM12 | Data Management | Upon request, the Contractor shall load user data into the system, including settings, roles, profiles, accounts and other specific information, ensuring accurate configuration according to business requirements. | Critical | ||
| DM13 | Data Management | The Contractor will monitor data transfer activities for issues, defects, failures, and errors, identifying and analyzing the root causes of any data transfer problems. | Critical | ||
| DM14 | Data Management | The Contractor must provide recommendations and support implementation solutions to resolve data transfer issues and maintain data flow reliability. | Critical | ||
| DM15 | Data Management | The Contractor shall recommend options to restore data integrity to ODHS Salesforce system if data migration errors occur, ensuring minimal impact on business operations. | Critical | ||
| DM16 | Data Management | The Contractor must document all actions related to data transfer including but not limited to:: Data workflows, Data table configurations, Test results, Error logs, and decisions made and solutions implemented. | Critical | ||
| DM17 | Data Management | The Contractor shall record documentation in ticketing system and instructional documentation to support future reference and knowledge sharing. | Critical | ||
| DM18 | Data Management | Contractor shall facilitate regular recap sessions summarizing issues and trends that have been identified, assessed and addressed. | Critical | ||
| DM19 | Data Management | Contractor must provide demonstrations or training sessions detailing how their personnel successfully identified, assessed and resolved data transfer issues. | High | ERROR:#VALUE! | |
| DM20 | Data Management | The Contractor shall offer user management and synchronization support for UAT, Training and Date Development environments, ensure that these environments are fully operational and aligned with business needs. | Critical | ||
| DOC1 | Documentation | The Contractor shall provide updated Functional Design, Technical Design and Data Dictionary documentation following every enhancement, upon agency request or at least once every 12 months. These documents must comprehensively cover all refinements made within the specified period. | Critical | ||
| DOC2 | Documentation | The Contractor will deliver an operational Plan, Security Analysis and Assessment, and a summary of technical environment infrastructure every 24-months. | High | ERROR:#VALUE! | |
| DOC3 | Documentation | The Contractor must document specific work activities within the State ticket system ensuring the inclusion of technical specifications, system limitations, risks, testing results and actions taken for traceability purposes. | Critical | ||
| DOC4 | Documentation | The Contractor shall provide a Data Dictionary that includes: |
A comprehensive list of all standard and custom objects in the system.
Details for each field, including:
Field type, length, valid values and help text.
Description and whether the field is optional or required.
Indication of field usage by user base, admin or contractor.
Descriptions of each object and its display locations.
Definitions of data types used in the system.
Data validations rules organized by object.
| Identification of field with dependencies. | Critical | ||
| DOC5 | Documentation | The Contractor shall create a functional design document that includes: |
An overview of developed functions, their interactions, and a conceptual and logical view of system architecture.
A record of accepted business requirements, user stories, and the proposed functional solutions.
| Details covering solution design, configurations, customization, integrations, profile hierarchy, and security. | Critical | ||
| DOC6 | Documentation | The Contractor will produce a Technical Design Document containing: |
Information on configuration management and data architecture.
Established development standards.
Procedures for code-based management, environment management, build management and deployment management. Critical
| Total Score | ERROR:#VALUE! |
| Total Points Possible | 506 |
_x000D_&1#&"Calibri"&10&K000000 Level 3 - Restricted
Reference
ALL TEXT BELOW NEEDS TO BE REVIEWED
| Term/Acronym | Definition | Link |
| Enhancement | Enhancement involves adding adding new features, capabilities, or integrations to existing to the system to expand it's functionality. | |
| Refinement | An Agency requested and mutually system modification to optimize an existing system by improving its efficiency, performance, usability or security without fundamentally changing its core functionality. Refinements involve debugging, streamlining processes, minor updates, fine-tune configurations or addressing user experience. | |
| Contractor | Proposor who is awarded the contract to preform all work as related to business requirements and Scope of Work | |
| PMBOK | Project Management Body of Knowledge | |
| UAT | User Acceptance Training: The final testing stage in software development before production. The agency staff conduct simulated testing in a controlled environment to detect bugs and other issues to ensure system meets business requirements, specifications, agreed criteria, workflow aligns with business operations and software complies with State and federal regulations. | |
| O&M | Operations & Maintaince | |
| ODHS | Oregon Department of Human Services | |
| SLA | Service Level Agreement | |
| IT | Information Technology | |
| S-DOCS | S-Docs is a native Salesforce application used to generate, manage, and distribute documents directly within the Salesforce platform. It allows users to create customized templates for various document types (e.g., letters, reports, contracts, invoices) using Salesforce data. S-Docs supports automated document generation, e-signature integration, batch processing, and secure delivery, all while remaining compliant with platform security standards. As a 100% native app, it does not require data to leave the Salesforce environment, which helps maintain compliance with organizational security policies. | |
| DemandTools | DemandTools is a data management and cleansing application used to manipulate, validate, and maintain data quality within Salesforce. It provides tools for deduplication, standardization, mass updates, data imports, and exports. DemandTools is commonly used to support data integrity efforts, reduce redundancy, and enforce data governance policies in Salesforce environments. While it operates outside the Salesforce UI, it connects securely to Salesforce and allows users to make large-scale data changes efficiently and with audit trails. | |
| Salesforce Maps | Salesforce Maps is a Salesforce-native tool designed to visualize CRM data geographically. It enables users to map leads, accounts, and other Salesforce objects, providing spatial context for route optimization, territory planning, and resource deployment. Salesforce Maps supports real-time geolocation, configurable layers, and dynamic filtering, helping users analyze service coverage, identify trends, and streamline field operations. It is especially useful for organizations with distributed teams or regional service responsibilities. |
| ADA Compliance | Compliant with Americans with Disabilities Act | https://www.ada.gov/regs2010/2010ADAStandards/Guidance2010ADAstandards.htm |
| Benefits | Goods and services provided under benefit plans. | https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=256604 |
| DAS | Oregon Department of Administrative Services | |
| Dual subscriber | Dual accounts subscribers are subscribers who work for 2 organizations and have benefits coverage under both organizations. |
Active employee under 1 organization and active retiree under another organization.
| Educational entities | Public school districts (K–12), education service districts (ESDs), community colleges and public charter schools participating in OEBB. | https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=256604 |
| Entity | An Educational Entity, Local Government or Special district. | https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=256604 |
| HEM Non-Participant | Active member that is not participating in HEM, does not receive incentive, and is in the higher deductible medical plan. | |
| HEM Not Eligible | Active member who was not eligible upon initial enrollment. | |
| HEM Participant | Active member with Health Engagement Model (HEM) participation status and receives incentive. | |
| Local government | Cities, counties and special districts in Oregon. | https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=256605 |
| Mass Plan Insert | A tool/system feature which allows basic plan details to be added to multiple plans: |
Plan eligibilities, Plan start date/end date Plan service offerings Plan rates Plan documents (Summary of benefits) Plan tiers Plan restrictions (county, zipcode restrictions) Plan QSC events
| Mass Plan Update | A tool/system feature which allows modification to existing plan details/gridlines. This feature is used to update existing data in mass. | |
| MSC 5503 - PDB User Access Form | PEBB User Access Form | https://www.oregon.gov/oha/PEBB/Meeting%20Documents/PDB-User-Access-Form.pdf |
| MSC 5564 - Notice of Interest PEBB | Notice of Interest to join PEBB program | https://www.oregon.gov/oha/PEBB/FORMS/Notice-Interest.pdf |
| MSC 6028 - Notice of Interest OEBB | Notice of Interest to join OEBB program | https://www.oregon.gov/oha/OEBB/Forms/Local-Government-Letter-Interest.pdf |
| No status for HEM | Member who does not require a HEM status (Retirees, COBRA, Self-pay, Medical opt out, etc). | |
| OEBB Administrative Review Committee | The committee made up of three OEBB Board members appointed by the Board Chair. | |
| OEBB Management Team | The Administrator and Director of Operations. | |
| OEBB Members | Employees, former employees and early retirees of any participating school district, education service district, local government, community college or charter school and their dependents who are eligible to receive OEBB benefits. | |
| OEBB Open Enrollment Correction Request Form (MSC 6014) | https://www.oregon.gov/oha/OEBB/Forms/Open-Enrollment-Correction.pdf | |
| PERM file | Permanent file - a file format for data exchange between OEBB and educational entities or local governments. | https://www.oregon.gov/oha/OEBB/Guides/PERM-FILE-Local-Governments.pdf |
| Plain language | Writing that is clear, concise, well-organized, and follows other best practices appropriate to the subject or field and intended audience. | https://www.hhs.gov/web/building-and-managing-websites/web-requests/write-in-plain-language/index.html |
| Plan | An insurance company or agency offering health, wellness and other benefits plans through the State of Oregon. The term is used interchangeably with "carrier". | |
| Self-pay option | Employee pays 100% for the benefits. | |
| Special payment | Payment made for actual expense for EAP or wellness programs | |
| Subscriber | The primary owner of a benefits management account hosted by the OEBB-PEBB organization on behalf of the State of Oregon. | |
| Vendor/Consultant/Contractor | OEBB/PEBB vendor e.g. actuary consultant, behavorial health |
https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=256604https://www.oregon.gov/oha/OEBB/Forms/Local-Government-Letter-Interest.pdfhttps://www.oregon.gov/oha/PEBB/FORMS/Notice-Interest.pdfhttps://www.oregon.gov/oha/OEBB/Forms/Open-Enrollment-Correction.pdfhttps://www.ada.gov/regs2010/2010ADAStandards/Guidance2010ADAstandards.htm Scoring Breakdown
| Requirement Priority |
| Critical |
| High |
| Scoring Breakdown |
| Meets Requirements | Point Breakdown for Critical | Point Breakdown for High |
| Yes, with base solution | 4 | 2 |
| Yes, with configuration | 3 | 1.5 |
| Yes, with customization | 2 | 1 |
| Partially | 1 | 0.5 |
| No | 0 | 0 |
_x000D_&1#&"Calibri"&10&K000000 Level 3 - Restricted
File details come from the government source that posted it. Updated .