Attachment_E_FunctionalReq_SelfAssess3.13.26.xlsx
XLSX spreadsheet 30 KB Posted
- Attached to
- MNIT/AELSBOA RFP ITN Licensure Compliance System
- Solicitation number
- 2000018382
- Issued by
- Ramsey County, Minnesota
About this file
This is a functional requirements assessment workbook (Attachment E) for the Minnesota Department of Information Technology Services (MNIT) in partnership with the Minnesota Board of Architecture, Engineering, Land Surveying, Landscape Architecture, Geoscience and Interior Design (AELS) and the Board of Accountancy (BOA) to replace their legacy licensing and compliance system (LCS) with a cloud-based, vendor-managed SaaS solution. The workbook serves as a standardized template for responders to document how their proposed solutions meet the State's technical and functional requirements across sixteen functional domains, including application intake, renewal management, credential issuance, reinstatement processing, complaint handling, financial management, security and access controls, user account management, system configuration, document management, compliance auditing, reporting, integrations, data migration, training and onboarding, and performance scalability. Responders must complete a Requirements tab detailing narratives describing how their product meets each requirement, provide traceability citations referencing their proposal documentation, and select a vendor solution category from nine predefined options (Supported Out-of-the-Box, Configurable No Code, Configurable Low Code, Vendor Module Add-On, Third-Party Add-On, Integration Required, Customization, Roadmap, or Not Available). The submission must exclude pricing and cost information, which belongs in Attachment C.
The workbook establishes specific formatting and citation standards for responders, requiring documentation references from Work Plan pages and figure numbers, Attachment C for clarification of optional modules only, Attachment F for accessibility compliance, and VPAT 2.5 documentation for accessibility standards. Key requirements include support for multiple applicant pathways (initial, comity/reciprocal), verification of prerequisites and continuing education compliance, secure tiered access integrated with State of Minnesota LoginMN enterprise single sign-on and multi-factor authentication, integration with external payment gateways (US Bank), connectivity with state agencies including the Commerce Department and Secretary of State, disaster recovery and business continuity capabilities, 99.9% uptime cloud hosting with elastic scaling for seasonal renewal demand surges, and comprehensive training materials organized by role and topic with versioning and auditability.
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Other files
| File | Type | Posted |
|---|---|---|
| 4.3.2026_ptsamplecontractsandexhibits.pdf | ||
| Attachment_A_and_B.pdf | ||
| AELS_BOA_LCS.RFP_Final_5.19.26.pdf | ||
| Attachment_D.pdf | ||
| rfpaddendum2_7.2.26.pdf | ||
| Attachment_C_Cost_Detail_4-15-25.docx | DOCX document | |
| rfpaddendum3_-_Clean.pdf | ||
| MNIT_AELSBOA_RFP_ITN_Licensure_Compliance_System.pdf | ||
| rfpaddendum1.pdf | ||
| rfpaddendum4_-_Clean.pdf | ||
| Attachment_F_AccessibilityTG.docx | DOCX document | |
| Replaced_Attachment_C_Cost_Detail_7.6.26_LCS.docx | DOCX document |
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Instructions
| Purpose of this workbook |
| Use this Attachment E/'Requirements' tab to describe how your solution meets each State requirement and proof of your capabilities. |
| In the Requirements Tab, each item supports the project's "Our Solution Goals" as defined in Section 3.3 of the RFP. |
| ⚠️ Do not include any pricing or cost information in Attachment E. |
| Pricing belongs only in Attachment C – Cost Detail. |
| About this workbook and its worksheets |
| This workbook contains several worksheets that work together to show how the Responder’s solution meets the State’s technical and functional requirements. |
| Worksheet Name | Purpose / What It Contains | Relevance to the Attachment D Workbook | |
| Instructions | Explains how to complete Attachment E: what to enter in each column, accepted evidence sources, example citations, and the do’s and don’ts. | This is your starting point. Read this tab first before filling anything out. It sets expectations, defines column meanings, and links each sheet together. | |
| Requirements | The Requirements extend from the RFP Section 3 Sample Deliverables. | ||
| The columns for Outcome and Deliverable ensures each narrative aligns to the intended outcomes. | This tab is the official Attachment E submission by Responders.Evaluators | ||
| Vendor Solution Legend | Defines the nine selectable options for Vendor Solution Category — Supported Out-of-the-Box, Configurable (No Code), Configurable (Low Code), Vendor Module Add On, Third-Party Add On, Integration Required, Customization, Roadmap, Not Available. | Used for the drop down selection for the Vendor Solution. |
Offers a brief description to ensure standard meaning to the selection.
It is read-only and should not be edited.
| How to complete each Requirements' worksheet column | ||
| Column | What to Enter | Example Entry |
| Responder to Complete | Describe how your product meets the requirement today – not roadmap. Mention limits or dependencies if any. | Our workflow engine automates Intake→Approval using no-code rules and full audit logging. |
| Traceability: Documentation Name & Page Number | Show where evaluators can find your proof. Use page + figure numbers. | Work Plan p. 12 Fig. 3 (EX-01.1) or VPAT 2.5 INT p. 4 Criterion 1.4.3. |
| Vendor Solution Category | Select one option: |
☐ Supported OOB ☐ Configurable (No Code) ☐ Configurable (Low Code) ☐ Vendor Module Add On ☐ Third-Party Add On ☐ Integration Required ☐ Customization ☐ Roadmap ☐ Not Available Configurable (no code)
| Acceptable evidence sources for Requirements worksheet column 'Documentation Name & Page Number' |
| You may cite any document included in your proposal package: |
| 1. Work Plan (WP) – diagrams, screenshots, reports, test results and samples. |
| 2. Attachment C – Cost Detail – only for clarifying which optional module enables a feature (not for pricing). |
| 3. Attachment F - Accessibility – page and criterion numbers. |
| Citation Format: |
| <Document Name – page#/figure# – EX-ID (optional)> |
| Example: Attachment H p. 3 (Fig. E-2.1) or VPAT 2.5 INT (Admin UI) p. 4 Criterion 1.4.3 Remarks. |
| How these worksheets work together |
| 1. Start with the Instructions tab (this page) to understand the purpose, columns, and rules. |
| 2. Complete the Requirements Tab, provide narratives, document citations, and vendor category selections. |
Requirements
| Requirement Description | Outcomes and Deliverables | Vendor Solution Category (use worksheet tab "Vendor Solution Legend" (select one option) | Provide additional details and description for the selection in column G. | Traceability: Provide a reference to the Responder's proposal. Note any Documentation Name & Page Number from your proposal that links to this functional requirement. | |
| D-01.01 | •Collects and tracks all new licensure and certification applications (initial, by comity/reciprocal pathways, and withdrawals) for both individuals and firms through a vendor hosted public portal. | Application Inake | |||
| D-01.02 | •Verifies prerequisite education, examination eligibility, and experience documentation before allowing applicants to proceed. | Application Inake | |||
| D-01.03 | •Guides candidates through exam-authorization processes (e.g., FE/PE for engineers; CPA Exam for accountants). | Application Inake | |||
| D-01.04 | •Ensure firms meet practice and peer-review standards under Board statutes. | Application Inake | |||
| D-01.05 | •Collects, processes and reconciles application fees. | Application Inake | |||
| D-01.06 | System allows staff to identify and delete duplicates. | Application Inake | |||
| D-02.01 | •Collects and tracks all renewal applications (initial and by comity/reciprocal pathways) for both individuals and firms. | Renewal Management | |||
| D-02.02 | •Validates required continuing education (CPE/PDH) and applies carry-over or audit rules. | Renewal Management | |||
| D-02.03 | •Flags and audits random or exception cases, escalating non-compliance for Board review. Upon final approval, update public roster, and change internal status to “Active.” | Renewal Management | |||
| D-02.04 | •Ensure firms meet practice and peer-review standards under Board statutes. | Renewal Management | |||
| D-03.01 | •Upon completion of all requirements and payment, issue formal credentials (cards, wall certificates, digital license). | Communications | |||
| D-03.02 | •Generates renewal reminders. | Communications | |||
| D-03.03 | •Generates notification and confimation of any name and/or address changes. | Communications | |||
| D-04.01 | •Verifies eligibility to reinstate—checks whether the applicant meets any make-up continuing education (CPE/PDH) requirements and education/experience criteria equivalent to an initial application. | Reinstatement | |||
| D-04.02 | •Processes reinstatement applications, collects and reconciles fees (including any late-penalty assessments), and routes requests for Executive (or Board) review depending on policy. | Reinstatement | |||
| D-04.03 | •Upon approval, updates the practitioner’s status to “Active,” issues a reinstatement letter or certificate, and publishes the updated status on the public roster. | Reinstatement | |||
| D-04.04 | •Tracks incomplete or withdrawn reinstatement requests (e.g., packets inactive for 6 months) and triggers automated reminders or closure actions. | Reinstatement | |||
| D-05.01 | •Provides public guidance on how to file complaints against practitioners and firms and processes subsequent complaints. | Complaints, Investigation, Enforcement Orders | |||
| D-05.02 | •Logs, investigates, and documents alleged infractions; compiles case materials for Committee/Director review. | Complaints, Investigation, Enforcement Orders | |||
| D-06.01 | •Process the entering of paper checks information. | Financial Management | |||
| D-06.02 | •Create a daily EFT batch of all application and renewal transations along with any discrepancy notes. | Financial Management | |||
| D-06.03 | •Support the verification of the batch, workflow tracking, audit logging, and any return, refund, or re-run tasks. | Financial Management | |||
| D-07.01 | •Enforce secure, tiered access to system functions and data; integrate with State of MN LoginMN enterprise SSO/MFA. | Security & Access | |||
| D-07.02 | •Provide current Security compliance evidence (eg., SOC2 report). | Security & Access | |||
| D-08.01 | Create, update, disable staff and vendor accounts, audit logins and privilege changes. | User Account & Profile Management | |||
| D-09.01 | Authorized admins can configure rules, templates, and fee schedules via UI (no code) with effective dates. | System Configuration and Template Management | |||
| D-10.01 | •Store & retrieve applications, transcripts, attachments (PDF, DOCX, JPG) in a repository. | Document & Record Management | |||
| D-10.02 | •Digitize and store all legacy permits. | Document & Record Management | |||
| D-10.03 | •Allow multi-document ZIP download. | Document & Record Management | |||
| D-10.04 | •Support configurable permit-type templates. | Document & Record Management | |||
| D-10.05 | •Support complex license numbers as flexible text fields. | Document & Record Management | |||
| D-10.06 | •Support document version control. | Document & Record Management | |||
| D-10.07 | •Support disaster recovery & business continuity. | Document & Record Management | |||
| D-11.01 | •Provide structured templates for compliance submissions. | Compliance & Audit | |||
| D-11.02 | •Conduct CPE/PDH audits, log findings, and escalate non-compliance for Board or Executive review. | Compliance & Audit | |||
| D-11.03 | •Generate alerts for upcoming compliance filing deadlines. | Compliance & Audit | |||
| D-11.04 | Provide traking and search capabilities for compliance filings and documents. | Compliance & Audit | |||
| D-12.01 | Standard & Ad Hoc Reports and scheduled reports (e.g., New Licensee, Renewal Rates) and on-demand analyses for staff, Boards, and legislative stakeholders. | Reporting | |||
| D-13.01 | Integrate with State of MN LoginMN enterprise SSO/MFA. | Integrations | |||
| D-13.02 | Integrate with external payment gateway (US Bank). | Integrations | |||
| D-13.03 | Integrate with Commerce department to send Treasury batch reports. | Integrations | |||
| D-13.04 | Integrate with Management & Budget (MMB) for compliance reporting. | Integrations | |||
| D-13-05 | Integrate with the Secretary of State (MN) for firm ownership registrations. | Integrations | |||
| D-14.01 | Support to migration of legacy LCS data and permits. | Data Migration | |||
| D-15.01 | Training materials (guides/FAQs) are accessible within the system and organized by role and topic. | Post Launch Hypercare, Training & Onboarding Support | |||
| D-15.02 | Onboarding checklists (if used) can be tracked and marked complete; completion is reportable. | Post Launch Hypercare, Training & Onboarding Support | |||
| D-15.03 | Training content is versioned and updates are auditable. | Post Launch Hypercare, Training & Onboarding Support | |||
| D-16.01 | The platform must handle seasonal peak demand (renewal surges) through elastic scaling. | Performance, Scalability & Reliability | |||
| D-16.02 | Cloud-hosted, 99.9% uptime, <2s response times. | Performance, Scalability & Reliability |
Vendor Solution Legend
| Term | Definition | Applicability to Staff Skills |
| OOB | Capability is part of core product and works on enablement without setup beyond toggling/permissions. | Basic admin/use and acceptance testing; no configuration or code skills needed. |
| Configurable (No‑Code) | Behavior is changed via admin UI (forms, rules, fees, workflows) with parameters, not code. | Trained business/admin users who can manage rules and validate impacts; no programming. |
| Configurable (Low‑Code) | Behavior uses vendor scripting, expressions, templates, or builders that require light technical skills. | Staff power users comfortable with logic/expressions and versioning; light coding. |
| Vendor Module Add‑On | An official, separately licensed module from the vendor that extends core capability. | Admin + vendor coordination for installation, data model impacts, and upgrade testing. |
| Third‑Party Add‑On | External marketplace or partner component integrated via APIs or connectors. | Vendor management + acceptance criteria; internal QA to own outcomes post‑delivery. |
| Integration Required | Capability depends on an external system or file/API exchange Vendor must configure. | Integration/DevOps skills (API specs, mapping, error handling, secrets, scheduling). |
| Customization | Custom code is required beyond configuration. | Developer skills, source control, CI/CD, code reviews, and regression testing on upgrades. |
| Roadmap / Planned (Not in Product Today) | Vendor will have this capability in a future release; not currently available. | Treat as non‑committal; no internal skills suffice until delivered—flag as risk. |
| Not Available | Vendor does not provide this capability. | Plan alternative processes or scope change; no internal maintenance path exists. |
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