Attachment 11 - Functional Requirements Submission Form.xlsx
XLSX spreadsheet 81 KB Posted
- Attached to
- eTranscript RFP C004305 State and local contract opportunity
- Solicitation number
- 2120568
- Issued by
- Albany County, New York
About this file
This document is a Functional Requirements Submission Form for a State University of New York (SUNY) system-wide eTranscript platform project. The document outlines comprehensive functional requirements for a unified transcript ordering and processing system that will serve all SUNY institutions, enabling students and alumni to request transcripts across multiple campuses through a single, integrated portal. The platform must support campus-specific workflows, seamless system integrations, multi-institution ordering, standardized data exchange, robust administrative interfaces, enhanced user experience, rigorous security protocols, and comprehensive reporting capabilities.
Key technical requirements include bidirectional data exchange with existing Student Information Systems (SIS) and Enterprise Resource Planning (ERP) platforms, support for multiple delivery methods, real-time status tracking, transparent fee structures, and compliance with FERPA and New York State data privacy regulations. The system must accommodate diverse campus environments, enable customizable workflows, support secure data transmission using protocols like SFTP and HTTPS, and provide role-based access controls. Additional critical features include automated transcript processing, inter-campus communication, centralized dashboards, and advanced reporting tools that can generate system-wide and comparative institutional analytics while maintaining high standards of data security and privacy.
View the file
Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| SUNY RFP C004305 eTranscript AMENDED.pdf | ||
| Attachment 12 - eTranscript Cost Proposal Submission Form.xlsx | XLSX spreadsheet | |
| SUNY RFP C004305 eTranscript.pdf | ||
| Attachment 10 - Mandatory Minimum Bidder Qualifications Response Form.xlsx | XLSX spreadsheet | |
| SUNY RFP C004305 eTranscript Vendor Questions with SUNY responses.pdf |
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Functional Req
| # | Functional Requirement | Requirement ID | Requirement | Vendors Response |
| 1 | Unified Ordering Platform with Campus-Specific Workflow Control | 1.1 | A unified portal must be implemented for students and alumni to request transcripts across all SUNY institutions, ensuring a single point of access regardless of how many campuses they have attended. | |
| 1.2 | This platform must seamlessly integrate with the student-facing portals and websites of each SUNY institution to ensure ease of use and consistent access through familiar interfaces. | |||
| 1.3 | The platform must allow campuses to configure transcript processing workflows, including approval steps, delivery methods, and institutional policies. | |||
| 1.4 | Each campus must retain full control over its own transcript workflows, including processing, approval, and delivery mechanisms. | |||
| 1.5 | Institution-specific fees and processing times must be displayed transparently to students at the time of request, ensuring clarity in cost breakdowns. | |||
| 1.6 | The platform should enable automated transcript request approvals and processing, reducing manual intervention and ensuring faster fulfillment of requests. | |||
| 1.7 | Real-time status tracking must be available for both students and administrative staff, providing visibility into the request lifecycle, including pending approvals, processing, and delivery. | |||
| 1.8 | The system must support multiple campus-specific billing options. | |||
| 2 | SIS/ERP/Campus System Integration | 2.1 | The solution should integrate seamlessly with the Student Information Systems (SIS), Enterprise Resource Planning (ERP) platforms, and other campus systems of record used across SUNY institutions to ensure efficient data exchange and workflow coordination. | |
| 2.2 | The platform should support bidirectional data exchange between the eTranscript system and campus systems to enable. | |||
| 2.3 | Campus-specific workflows for transcript processing and approval should be accommodated through integration with SIS/ERP workflow engines or equivalent tools. The platform should allow campuses to configure rules for transcript requests. | |||
| 2.4 | The platform should enable real-time synchronization with campus systems, ensuring that any updates to student records (e.g., grade changes or degree conferrals) are reflected immediately in transcript data. | |||
| 2.5 | The platform should accommodate integrations with legacy systems used for alumni records, ensuring that historical transcript data is accessible and processable within the unified platform. | |||
| 3 | Multi-Institution Ordering | 3.1 | The platform should provide a consolidated ordering experience for students and alumni who have attended multiple SUNY institutions, allowing them to submit a single order that encompasses all relevant campuses. | |
| 3.2 | The system should aggregate all institutional fees into a single payment interface while itemizing fees per campus for transparency. | |||
| 3.3 | The platform should manage inter-campus workflows, ensuring that each institution processes its portion of the request independently while maintaining synchronization with the overall order. | |||
| 3.4 | Maintain transparent workflows by showing order progress from each institution in real-time. | |||
| 3.5 | Users should have access to a centralized dashboard. | |||
| 3.6 | The platform should support customization of multi-institution workflows. | |||
| 3.7 | The system should integrate with campus-specific payment processors to facilitate automatic distribution of fees to each institution while offering a unified checkout experience. | |||
| 3.8 | The platform should calculate and display estimated processing times for each campus in the order based on predefined campus workflows and policies. | |||
| 3.9 | Users should receive clear communication when delays occur at any institution, including explanations for the delay. Provide a mechanism for each campuses to indicate delayed processing times (i.e. holiday curtailment periods). | |||
| 3.10 | Institutions should be able to prioritize and expedite transcript requests based on urgency, academic deadlines, or external requirements. | |||
| 3.11 | The platform should automatically reconcile data across institutions to ensure consistency in student records, preventing duplication or errors. | |||
| 3.12 | Support standardized data formats (XML, JSON, EDI) for seamless transcript sharing across institutions and external partners. | |||
| 3.13 | For users who request delivery to a single recipient, the system should consolidate transcripts from multiple campuses into a single package where possible, ensuring compliance with campus policies and FERPA requirements. | |||
| 3.14 | Allow users to select separate delivery methods (e.g., electronic or paper) for each campus as needed. | |||
| 3.15 | Provide campuses with insights into multi-institution orders through a reporting dashboard. | |||
| 4 | Data Exchange Standard | 4.1 | The platform should support structured transcript data exchange using XML, JSON, and EDI formats or other standardized formats, ensuring compatibility across all SUNY institutions. Provide built-in validation tools to verify compliance with the SUNY-wide standardized schema for transcripts, ensuring consistent data formatting before transmission or receipt. | |
| 4.2 | Automate transcript ingestion into recipient Student Information Systems (SIS) to streamline processing and eliminate manual entry errors. | |||
| 4.3 | Provide dedicated tools and resources to assist campuses in configuring the platform for data exchange. | |||
| 4.4 | The platform should support secure data exchange using various protocols (e.g., SFTP, HTTPS, API-based), ensuring compatibility with diverse campus technical environments. | |||
| 4.5 | Enable role-based access control (RBAC) for secure data transfers, ensuring that only authorized personnel can access, modify, or exchange student transcript data. | |||
| 4.6 | Ensure compliance with FERPA and NY State data privacy laws, incorporating strong authentication, access control, and encryption measures. | |||
| 4.7 | Enable real-time tracking and status updates for transcript exchanges, allowing students and administrators to monitor progress at each stage. | |||
| 4.8 | Support integration with third-party credential verification services to facilitate external transcript authentication and validation. | |||
| 4.9 | Establish secure channels for encrypted transcript transmissions, ensuring the confidentiality and integrity of student records. | |||
| 4.10 | Provide tools to map and transform data to meet external partner requirements while preserving the integrity of the SUNY schema. | |||
| 4.11 | The platform should include advanced error-handling features. | |||
| 4.12 | The platform should maintain detailed audit logs of all transcript exchanges between SUNY campuses, including timestamps, data types, sender/receiver information, and transmission statuses. Provide audit trail reporting to ensure compliance with FERPA and SUNY data security policies. Offer user-friendly tools for administrators to review, search, and export log data for audits and troubleshooting. | |||
| 4.13 | The data exchange architecture should be scalable to accommodate growing transaction volumes as campuses adopt the standardized schema. Ensure high-performance benchmarks for data transmission speeds and processing times, even under peak usage scenarios. | |||
| 4.14 | Provide built-in tools to facilitate the transformation of local data into the SUNY schema format. | |||
| 4.15 | Offer a sandbox environment for campuses to test data exchange configurations, simulate transactions, and validate accuracy without impacting live systems. | |||
| 4.16 | Provide guided testing scenarios and automated validation tools to confirm readiness before moving to production. | |||
| 5 | Administrative UI | |||
| 5.1 | Role-Based Administrative Dashboard | |||
| 5.2 | Transcript Processing and Workflow Management | |||
| 5.3 | Secure Access and Search Capabilities | |||
| 5.4 | Centralized Inbox for Receiving Institutions | |||
| 5.5 | Automated Validation and Data Transformation | |||
| 5.6 | Automated Notifications and Communication Management | |||
| 5.7 | Customizable Reporting and Audit Logs | |||
| 5.8 | Security and Compliance Measures | |||
| 5.9 | Real-Time Tracking and Received Transcript Reporting | |||
| 6 | User Experience | 6.1 | Interface | |
| 6.2 | Single Sign-On (SSO) | |||
| 6.3 | Accessibility | |||
| 7 | Security | 7.1 | Ensure FERPA compliance and implement role-based access control to protect student records. | |
| 7.2 | Provide end-to-end encryption for all data transactions and at-rest storage. | |||
| 7.3 | Implement audit logs and tracking for all user actions related to transcript processing. | |||
| 7.4 | Enable IP whitelisting and intrusion detection mechanisms for system security. | |||
| 7.5 | Support configurable data retention policies based on SUNY compliance standards. | |||
| 8 | Implementation and Support Requirements | 8.1 | Migration Support | |
| 8.2 | Training Programs | |||
| 8.3 | Technical Support | |||
| 9 | Reporting and Analytics | 9.1 | Real-Time Interactive Dashboard | |
| 9.2 | Advanced Reporting Capabilities | |||
| 9.3 | Customizable and Automated Reports | |||
| 9.4 | Business Intelligence and Third-Party Integration | |||
| 9.5 | Role-Based Reporting Access and System Alerts | |||
| 9.6 | System-Wide and Comparative Institutional Reporting | |||
| 10 | Print and Mail Fulfillment | 10.1 | Secure and Certified Printing Facilities | |
| 10.2 | Same-Day Printing and Mailing | |||
| 10.3 | Institution-Specific Customization | |||
| 10.4 | Real-Time Tracking and Notifications | |||
| 10.5 | Automated Address Verification | |||
| 10.6 | Environmentally Sustainable Printing Practices |
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