Attachment D Demo Script B-50780.docx

State of Illinois Department of Transportation APMS System Vendor Demonstration Script

This demonstration is designed to give the Illinois Department of Transportation (IDOT) a comprehensive understanding of vendor’s solution capabilities and constraints. Vendors can conduct their product demonstration in any order, as long as they cover all of the elements below.

1. Administrative Functionality (150 points)

1. Provide an overview of the main screens upon entry into the system as an administrative user to show similar look and feel provided throughout the system.

2. Demonstrate the ability to configure validation rules, without programming or intervention from the Vendor, for conditions that occur on a webpage. Include the ability to customize messages for validation rules. (E.g. validation rules can include document type on uploads, required fields, etc.)

3. Demonstrate how authorized users can manage/modify list contents such as drop-down lists etc.

4. Demonstrate how authorized users can manage workflows, including but limited to these actions:

a. Define the steps of a workflow in series or parallel.

b. Define the data collection tasks for a workflow, such as:

i. Review/Approve a workflow

ii. Data entry via dropdown, text boxes, checkboxes, radio buttons, etc

iii. Attach/upload a document

c. Define the role/owner

d. Define expected duration/due date of each task.

e. Demonstrate how workflows integrate into data entry events and business processes.

2. Workflow Functionality (150 points)

1. Provide an overview of the screen where a user can view workflows.

2. Demonstrate how users can interact with their assigned workflow tasks including the following actions:

a. Open/view a task via external hyperlink.

b. Provide approval/rejection.

c. Documents requiring signatures should integrate with DocuSign

d. Add a hyperlink to external sources or documents.

e. Attach/upload documents.

f. View documents or hyperlinks within the application.

3. Airport Management (150 points)

1. Demonstrate how authorized users would maintain a directory of facilities within the State including public and private airports, heliports, and other restricted landing areas.

2. Demonstrate how authorized users would initiate a new (proposed) facility including the following steps:

a. Managing the airport/heliport/landing area assets.

b. Initiating a proposed airport/heliport/landing area approval workflow.

3. Demonstrate facility inspection functionality, such as:

a. Final construction facility inspections.

b. Periodic inspections as prescribed by state or federal requirements (i.e. FAA 5010).

c. Publication/distribution of inspection reports.

4. Pilot/Aircraft Certification (150 points)

1. Demonstrate how, as an online user, pilots can register with the State and provide their Federal Airman Certificate.

2. Demonstrate how, as an online user, aircraft owners can register with the state and provide their Federal Aircraft Certificate.

3. Demonstrate how users can securely pay their registration or renewal fees online.

4. Demonstrate how IDOT users can enter registrations/renewals/payments received at the office.

5. Demonstrate how online users can view/print their state pilot and aircraft registration certificates.

6. Demonstrate how IDOT users can view/print state pilot and aircraft registration certificates from a specific date range.

5. Project Development/Programming (150 points)

1. Demonstrate how State Appropriations can be entered annually including the following datapoints:

a. Fiscal Year

b. Appropriation #

c. Description

d. Appropriation Level (Federal/State/Local)

e. Appropriation Amount

2. Demonstrate how Projects can be proposed annually by external entities (Airport sponsors), which should include the following data and allow for documentation to be attached:

a. Priority Number

b. Year Requested

c. Project Title

d. Project Description

e. Project element details

f. Project Justification

g. Estimated Cost (Federal, State, Local)

3. For Proposed projects, demonstrate how IDOT users can modify, reject and approve projects.

4. Once created and approved, demonstrate how projects data can be edited and populated with additional information (by various roles within IDOT) such as:

a. Project Description

b. Airport

c. Project Team roles, names:

i. Project Owner/manager

ii. Engineer

iii. Airport sponsor

iv. Airport representative, etc.

d. Project Status

e. Key Project milestones such as:

i. Program Letter and date

ii. Pre-design meeting date

iii. Letting date/target date

iv. Award date

v. Executed agency agreement date

vi. Notice to Proceed Date

vii. Etc.

f. Project Notes

g. Grant(s)

5. Demonstrate ability to select values for and calculate a project’s National Priority Rating (NPR).

6. Demonstrate grant-project functionality including the ability to:

a. Ability to allocate a percentage or amount of grant funds to the project.

b. Ability to assign a maximum amount that each project can spend against the grant. Payments are prevented past that amount.

c. For project with multiple grants, assign priority (i.e. oldest first) for expenditure against grants.

7. Demonstrate ability for third-party users to run/view project status report.

6. Budget Management (150 points)

1. Demonstrate how budgets are created for a project, including the following items:

a. Budget Description

b. Budget type (programmed and actual budgets)

2. Demonstrate how budgets lines can be added to a budget, including the following items:

a. Description (grant # or other funding source)

b. Grant/funded Amount

c. Federal/State/Local split percentage

3. Demonstrate how ‘actual’ budgets can be amended via approvals

7. Project Line Items (150 points)

1. Demonstrate how finalized Budget Items (description and amount) can be converted to Project Line Items and the following data added.

a. Vendor ID/Vendor Name

b. Item Cost Category (Construction/Administrative, Engineering Design/etc.)

c. Obligation Number

d. Contract Number

e. Federal/State/Local Split Percentages

f. Federal/State/Local Cost Amounts

2. For Construction Items, demonstrate the following additional capabilities:

a. Ability to add a list of Construction Sub-Items with the following details:

i. Sub-Item Description

ii. Sub-Item Cost at Federal, State and Local Level

3. Demonstrate ability to import Amendments/Change Orders as additional Line Items from external system.

4. Ability to manually enter Amendments/Change Orders as additional line items.

8. Grant Management (150 points)

1. Provide an overview of how grants are created and defined, including the following data and features:

a. Designate Federal Grant (project) number

b. Grant description

c. Total Grant amount

d. Grant status

e. Grant start date, end date & extension date

f. Fund obligation percentages (i.e. 90/5/5, 100, etc.)

2. Demonstrate how grants are allocated to a state project.

3. Demonstrate how for each grant, expenditures with service date past grant end/extension date are prevented.

4. Demonstrate the grant close-out process.

9. Project Finances (150 points)

1. Demonstrate the ability of the solution to process requested funds (Pay Estimate or Invoice) as Payments.

a. Demonstrate how an external user (i.e. Airport Sponsor) can request a payment via invoice.

b. Demonstrate how Pay Items/invoices can be imported as potential payments from external system via API.

c. Demonstrate how Payment information can be consumed from IDOT's financial system (FOA).

d. Payments should include but not limited to the following data/functionality:

i. Apply a payment to a Project Line Item

ii. Choose a grant number from project-grant list.

iii. Choose one or more funds (State Appropriations) and dollar amounts paid from each fund.

iv. Letter of Credit number (system-generated)

v. Sequence number (system-generated)

vi. Schedule number and date

vii. Obligation Number

viii. Payment Status

ix. Voucher Number

e. External users should have the ability to track payment (invoice) processing.

2. Demonstrate how receipt information can be consumed from financial system (FOA).

a. Receipts should include but not limited to the following information:

i. Sequence number (system-generated)

ii. Receipt date

iii. Description

iv. Funds (State Appropriations) and dollar amounts received from each fund

3. Demonstrate how credit information can be consumed from IDOT's financial system (FOA).

a. Credits should include but not limited to the following information:

i. Apply a credit to a Project Line Item

ii. Sequence number (system-generated)

iii. Credit Date

iv. Description

v. Funds (State Appropriations) and dollar amounts received from each fund

10. Search Functionality (75 points)

1. Demonstrate the ability to search historical project data.

a. Demonstrate the ability to use a keyword search for projects

b. Demonstrate the ability to use a keyword search for airports

c. Demonstrate the ability to use a keyword search for aircraft/pilots

11. Online Help Functionality (75 points)

1. Demonstrate user help documentation and integration within user screens, such as:

a. Online help documentation

b. Video clips

c. Tooltips

12. Reporting Functionality (150 points)

1. Demonstrate any standard reports that are supplied with the application.

2. Demonstrate how authorized users can design, modify and delete reports.

3. Within the report design interface, demonstrate the following:

a. How custom reports can be designed and saved.

b. How custom report designs can be added to user’s favorites.

c. How custom report designs can be shared with other users.

4. Demonstrate how data queries can be executed and exported into various formats (PDF, Excel, +etc.)

5. Demonstrate the integration and usage of data analytic and visualization tools such as Power BI, Tableau, etc.

13. Audit Functionality (75 points)

1. Demonstrate the ability to generate audit-tracking datasets/reports including, but not limited to, access, usage and transaction logs.

2. Demonstrate audit data and logs on all system edits, deletes, and additions. Log should include:

a. The date and time of an auditable event.

b. The objects affected.

c. The identity and role of the actor performing the activity. If an identity can be assigned multiple roles, or multiple roles can authorize the same activity, this would mean the role used to authorize the activity in this case.

d. The outcome (success or failure) of the activity.

e. The audit history of a particular record (original data retained).

f. Exporting of audit data

3. Demonstrate the process of archiving and restoring audit logs.