Attachment H-EDMS Requirements UPDATED.xlsx
XLSX spreadsheet 70 KB Posted
- Attached to
- Economic Development Management System
- Solicitation number
- S-12300-00009416
- Issued by
- Marion County, Oregon
About this file
This document contains requirements for a Software as a Service (SaaS) solution to serve as the System of Record for Business Oregon's Economic Development Management System (EDMS). Business Oregon, the state economic development agency, seeks up to five qualified contractors to implement integrated SaaS components that will allow the agency to manage its programs and services, customer and business data, and provide a secure portal for Oregonians to access agency services. The solution must meet a detailed set of technical, security, data, and general requirements across various system components including Contracts Management, Awards and Financial Management, Investment Management, and an External Facing Portal. The contract opportunity is open to qualified bidders statewide, with specific jurisdictions including Marion County and the City of Salem.
The pricing and funding details for the EDMS solution are not provided in the document. However, it notes that the system must be flexible to allow for future growth and changes in business processes, and the vendor will be required to provide assistance with system setup and data migration from existing custom-built and off-the-shelf applications.
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Instructions
| Instructions | |
| 1 | In the list below, indicate the system components you are including in your proposal |
| Contracts Management | |
| Awards & Financial Management | |
| Investment Management | |
| Donor Management | |
| External Facing Portal | |
| 2 | Review requirements on the ALL Solutions tab, indicate your proposed solution's ability to meet each requirement in Column F, and provide any explanation in Column G. |
| 3 | Review requirements on the tab(s) corresponding to the selections made in step 1, indicate your proposed solution's ability to meet each requirement* in Column F, and provide any explanation in Column G. |
| *Definitions of the "Meets Requirements" options can be found on the "Requirement Definitions" tab. | |
| Terminology and Definitions | |
| • | Program—receives funding, has rules for who can apply and what activities can be funded with the money. https://www.oregon.gov/biz/programs/Pages/default.aspx |
| • | Project—a single endeavor that is funded with one or more programs. |
| • | RStars—Relational Statewide Accounting and Reporting System is the state's financial system of record. Business Oregon will work with Awarded Proposer to explore whether to pursue an automated integration or continue a manual process. |
| • | PCA—Program Cost Account. A code to charge against a Program's source of funds. |
| • | Fund Type—A type of fund, i.e., federal, lottery, general, etc. |
| • | Source of Funds—A specific source for the Fund Type, e.g., SBA, NEA are sources of a federal fund type |
| • | Customer—A consumer of Business Oregon programs and services |
| • | Partner—another governmental agency or oregon organization that works with Business Oregon in delivering services and program support |
| • | Application—any type of form used to collection information from a customer or partner and store it in the system |
| • | SLA—service level agreement; defines the type and standard of services |
| • | ETL—extract, transform, and load; a data integration process that combines data from multiple data sources into a single, location. |
| • | CFR—code of federal regulations |
| • | IT Accessibility, revised section 508 and 255 standards information can be found at https://www.access-board.gov/ict/ |
| • | Web Content Accessibility Guidelines (WCAG) 2.0 information can be found at https://www.w3.org/TR/WCAG20/ |
| end of tab |
ALL Solutions
| Requirement | ||||||
| Number | Component | Subcomponent | Priority | Requirement | Meets Requirement? | Explain |
| 1 | All Solutions | |||||
| 1.1.1 | All Solutions | Security | ||||
| Carmen Spuhler: Requirements relating securing data, authorizing user access | Must have | System must be FedRAMP authorized or undergo complete SOC 2 Type 2 assessments with full results reported to agency. An annual assessment must validate that all of the following criteria are met and achieved continually, under SOC2 Type 2, including but not limited to: 1. Security, 2. Availability, 3. Processing Integrity, 4. Confidentiality, and 5. Privacy. | ||||
| 1.1.2 | All Solutions | Security | Must have | System is cloud-based or vendor hosted. | ||
| 1.1.3 | All Solutions | Security | Must have | System must have an uptime of 99.95% and have SLAs for vendor availability, and issue response time. | ||
| 1.1.4 | All Solutions | Security | Must have | System must have comprehensive security model that provides field-level access to internal individuals and groups. Access will be provisioned via security roles or groups. System must provide defined agency access levels for: system administrator, developer, manager, approver, and other roles as specified by Business Oregon. The Agency System Administrator must be able to administer or assign all roles or groups and security levels. | ||
| 1.1.5 | All Solutions | Security | Must have | System must have single sign-on capability | ||
| 1.1.6 | All Solutions | Security | Must have | Data must be encrypted in transit and at rest | ||
| 1.1.7 | All Solutions | Security | Must have | System must provide data masking of identified fields (containing business/personal ID numbers) | ||
| 1.2.1 | All Solutions | Accessibility | ||||
| Carmen Spuhler: Requirements relating to a user's access, solution's technical capability or interface with other technology (e.g., computer and screen reader) | Must have | System must be able to accommodate mobile and desktop users as well as Microsoft Edge, Google Chrome, Mozilla Firefox, Apple Safari, and other commonly used browsers. | ||||
| 1.2.2 | All Solutions | Accessibility | Must have | System must meet revised section 508 and 255 standards | ||
| 1.2.3 | All Solutions | Accessibility | Must have | System must be implemented and configured to WCAG 2.0 Level A and Level AA specifications and must be user-friendly to navigate. | ||
| 1.2.4 | All Solutions | Accessibility | Must have | System has the ability for the agency to control the public's access to online services. | ||
| 1.3.1 | All Solutions | Data | ||||
| Carmen Spuhler: Requirement relating to data integration, categorization, and storage | Must have | System must integrate with M365 environment, Active Directory, Salesforce, RStars (state's financial system of record) and Power BI via APIs. Vendor must coordinate with Department of Administrative Services to integrate with RStars. System must have some integration capabilities for future system expansions. | ||||
| 1.3.2 | All Solutions | Data | Should have | System may integrate with DocuSign and OregonBuys, the state's procurement management system. | ||
| 1.3.3 | All Solutions | Data | Must have | System allows for fields or group of fields to be classified according to Information Classification Levels. Business Oregon follows Department of Administrative Services policy levels: 1, 2, 3, and 4. | ||
| 1.3.4 | All Solutions | Data | Must have | System must have configurable retention periods for data and documents. | ||
| 1.3.5 | All Solutions | Data | Must have | System must have ETL process capabilities. | ||
| 1.3.6 | All Solutions | Data | Must have | System must be able to ingest data from others sources via import or API (e.g., census data) | ||
| 1.4.1 | All Solutions | Technical |
Carmen Spuhler: Requirement relating to analytics, help features, and configuration and customization of system for users.
Carmen Spuhler: Requirements relating to a user's access, solution's technical capability or interface with other technology (e.g., computer and screen reader) Must have System must have self-help (online and in-system) available to users
- agency system administrator must be able to update the in-system help
| 1.4.2 | All Solutions | Technical | Must have | System analytics must include time tracking between stages and statuses, and by user. |
| 1.4.3 | All Solutions | Technical | Must have | System has configurable statuses and ability to add statuses. |
| 1.4.4 | All Solutions | Technical | Must have | System allows for multiple relationship types: one-to-one, one-to-many, many-to-one, many-to-many. For example, a project can be funded by more than one program, one funding source has many accounting codes. |
| 1.4.5 | All Solutions | Technical | Must have | System has multiple, configurable, rule-based workflows. Approval workflows will follow Agency Signature Authority Matrix |
| 1.4.6 | All Solutions | Technical | Must have | System allows for the following file attachment types to be associated with a record: |
- .xlsx
- .docx
- .pptx
- .txt
- .msg (outlook)
- .jpg
- .png
- audio files
- video files
| 1.5.1 | All Solutions | General | Must have | System has change history/audit logs that record every change, who made it, and date and time of change. |
| 1.5.2 | All Solutions | General | Must have | System allows users to add and modify notes to a record |
| 1.5.3 | All Solutions | General | Must have | System can be custom-branded with agency brand elements (logo, colors) and allows for advanced configurations to be made by authorized users, including label changes, template and form alterations, workflow updates, report format (including color scheme, labels, data formatting), error message phrasing, etc. All customizable elements also must include access to update the required accessibility (e.g., logo file must have corresponding alt tag container to hold appropriate description). |
| 1.5.4 | All Solutions | General | Must have | System is a 'system of record' and must store all required (EDI) project documentation. |
| 1.5.5 | All Solutions | General | Must have | Agency users have a dashboard that shows customized views of their assigned projects/work and a list of upcoming and outstanding action items. |
| 1.5.6 | All Solutions | General | Must have | System must have auto-save feature in which users and customers can ensure that their work is being saved after a pre-determined number of minutes. |
| 1.5.7 | All Solutions | General | Must have | System must facilitate internal agency collaboration/communication by sending an in-system notification or by sending an email, (e.g., notification of an approval) and reminders to aid in managing their work (e.g., reminders for Accounting users to run specific reports). |
| 1.5.8 | All Solutions | General | Must have | System must prevent total deletion of data and documents. Delete operations are controlled in user roles and permissions or some other system location where the agency system administrator can manage this action. |
| 1.5.9 | All Solutions | General | Must have | System must be flexible and allow for future growth and change by allowing for program and funding requirements changes and additions, and changes in business processes. |
| 1.5.10 | All Solutions | General | Must have | Vendor must provide assistance with system setup and migrating data from a custom built application and an off-the-shelf solution. |
| 1.5.11 | All Solutions | General | Must have | System has multiple, customizable templates. |
| 1.5.12 | All Solutions | General | Must have | System has multiple, customizable forms. |
| 1.5.13 | All Solutions | General | Nice to have | System provides the ability for batch activities, e.g., apply a specific status, assign a certain user. |
| 1.5.14 | All Solutions | General | Must have | Vendor will provide initial system documentation and operational instructions. |
| 1.5.15 | All Solutions | General | Must have | System is capable of allowing users to take action on a single item or multiple items, such as assigning a staff person, adding or updating a fund, identifying records for inclusion in a report, etc. |
| 1.5.16 | All Solutions | General | Must have | Vendor will work with agency to create 3 to 5 canned reports and PowerBI dashboards |
| 1.6.1 | Customer Portal |
Carmen Spuhler: Requirements relating to customer account creation, access to account, security, and available actions.
| Carmen Spuhler: Requirement relating to data integration, categorization, and storage | If your proposed system is capable of hosting an external facing customer portal solution, please complete the External Facing Portal tab. | |
| end of tab |
Contracts Management
| Requirement | ||||||
| Number | Component | Subcomponent | Priority | Requirement | Meets Requirement? | Explain |
| 2 | Contract Management | |||||
| 2.1.1 | Contract Management | Request Management | ||||
| Carmen Spuhler: Requirements relating to contract requests | Must have | System has request and request management feature and functions | ||||
| 2.1.2 | Contract Management | Request Management | Must have | System allows internal agency users to request services of the agency's internal Contract Team via one of five (or more) request forms. | ||
| 2.1.3 | Contract Management | Request Management | Must have | Some request form fields are populated with data from another tool in the system, e.g., |
- project name
- requester's name, division, phone number
- PCA or program
- amount
- scope of work
- special conditions
- approval or link to staff recommendation
| 2.1.4 | Contract Management | Request Management | Must have | System allows authorized user to associate an SLA with each type of request. | |
| 2.1.5 | Contract Management | Request Management | Must have | System allows a user to attach a document to a request. | |
| 2.1.6 | Contract Management | Request Management | Must have | System allows requests to be prioritized for order of request fulfillment. Default priority is first in, first out but requests can be reprioritized by authorized users on a scale of high, medium, standard. | |
| 2.1.7 | Contract Management | Request Management | Must have | Some requests must go through an approval process before work begins on the request. | |
| 2.2.1 | Contract Management | Contract Development | |||
| Carmen Spuhler: Requirements relating to creating and completing a contract or legal document | Must have | Within the system, a user can be assigned to work on a Contract. | |||
| 2.2.2 | Contract Management | Contract Development | Must have | Users can select legal templates and finalize the legal document. Data from a request populates the selected template. | |
| 2.2.3 | Contract Management | Contract Development | Must have | System allows authorized user to manage legal templates |
- control access and use
- update and upload templates
- delete templates
| 2.3.1 | Contract Management | Technical | Must have | Contracts must have complete audit trails in which all requests, documents, and field records are maintained, including use of version control. Nothing can be removed (deleted) but can be archived according to rules specified by Business Oregon. |
| 2.3.2 | Contract Management | Technical | Must have | Ability for all parties to digitally sign a contract/legal document. The functionality needs to be the same when users access via a mobile device. |
| 2.3.3 | Contract Management | Technical | Should have | System allows external agency review of contract/legal document. This activity should allow the reviewer to make comments and suggestions (much like using Comments in Microsoft Word). |
| 2.4.1 | Contract Management | General | Must have | System displays the document status in the system's record. |
| 2.4.2 | Contract Management | General | Must have | System has search function and ability to filter with options such as by date, by status, by requester. |
| 2.4.3 | Contract Management | General | Must have | System must automatically assign a unique request number, a unique contract number, and a unique amendment number based on a specific Business Oregon format. |
| 2.4.4 | Contract Management | General | Must have | System will display all associated Contract records. |
| end of tab |
Awards & Financial Management
| Requirement | ||||||
| Number | Component | Subcomponent | Priority | Requirement | Meets Requirement? | Explain |
| 3 | Award and Financial Management | |||||
| 3.1.1 | Award & Financial Management | Accounting |
SPUHLER Carmen L * BIZ: Requirements relating to accounting features, functions, and activities Must have System must enable Business Oregon to document financial transactions for every grant, loan, forgivable, bond, abatement, investment, and program. This includes
- recording disbursements, fees, interest, principal, non-scheduled payments, extra principal payments, extra interest payments
- reconciling with amortization schedules
- providing loan payoffs, program budget balances
- recording bond proceeds, premiums, Cost of Issuance (COI), and interest earnings.
| 3.1.2 | Award & Financial Management | Accounting | Must have | System must aggregate amount of both actual and committed dollars to track against each program's budget. |
| 3.1.3 | Award & Financial Management | Accounting | Must have | System must have the ability to apply rounding rules based on fund type |
- federal-funded project round down to nearest dollar
- all other funded transactions round to nearest penny
3.1.4 Award & Financial Management Accounting Must have System will perform financial and date-based calculations, such as:
- simple interest 365 actual
- loan repayment schedule formulas (balance, principal, interest)
- fees
- royalty payments
- debt repayment schedules
- interest pauses
- daily and monthly interest
- accrued interest can be turned on and off; and included or excluded from payment stream
- calculate accumulated interest and have toggle to include, or not, in payment stream
- interest accrual with ability to 'turn off' and 'back on' and record date of each action
- project balance
3.1.5 Award & Financial Management Accounting Must have System allows for management of program allocations
- allocations can be created and updated
- expenditures are deducted from allocation
3.1.6 Award & Financial Management Accounting Must have System allows users to manage funds (funding sources)
- funds have one or more associated account codes, allocation, biennial limit, administration and other categories within a fund
- projects have one or more funds
3.1.7 Award & Financial Management Accounting Must have System allows users to generate and export data to a PDF for
- invoice
- delinquency notice
- receipt
- voucher
- statements
| 3.1.8 | Award & Financial Management | Accounting | Must have | System allows users to generate 1098 and 1099 forms. |
| 3.1.9 | Award & Financial Management | Accounting | Must have | System needs the following fields for each disbursement/payment |
- disbursement/payment amount
- disbursement request number
- PCA
- Vendor or Tax ID
- identifying, unique internal number (i.e., grant, project, loan number)
- contract dollar amount
| 3.1.10 | Award & Financial Management | Accounting | Must have | Within accounting user roles, the same user cannot enter a payment and authorize that same payment |
| 3.1.11 | Award & Financial Management | Accounting | Must have | All attachments are required to be in the project record and available in the request for payment |
| 3.2.12 | Award & Financial Management | Accounting | Must have | An executed contract must be in the project's record before any disbursement/payment can be requested |
| 3.2.13 | Award & Financial Management | Accounting | Must have | System must have multiple, customizable templates |
- invoice template has standard detail (header, footer, amount, date, etc), a single email address for customers to use, and block of content that can be added as needed. Utilizes contract execution date, loan close dates from the system.
- Auditor Verification Response template, includes preparer name, date, and signature
- Receipt
- Statement
- Voucher
- Payoff letter
| 3.2.14 | Award & Financial Management | Accounting | Must have | Users have the ability to change funding source on all or part of an approved project (and track change in history/audit log) |
| 3.2.15 | Award & Financial Management | Accounting | Must have | System must have the ability to to aggregate bond revenue by account code |
| 3.2.16 | Award & Financial Management | Accounting | Must have | System allows staff to record bond details |
- ability to encumber future obligations and lay in the schedule over time
- bond proceeds, premiums
- Cost of Issuance (COI)
- interest earnings
- ability to upload attachments
| 3.2.17 | Award & Financial Management | Accounting | Must have | The system must have a method/mechanism to alert accounting users when an extra payment cannot be made. | |
| 3.2.18 | Award & Financial Management | Accounting | Must have | System provides a method (e.g., check box) for the user to indicate that the grant/loan is terminated | |
| 3.2.1 | Award & Financial Management | Program Management | |||
| SPUHLER Carmen L * BIZ: Requirements relating to program features, budget, eligibility, and status | Must have | System must enable Business Oregon to administer programs by recording guiding parameters, including but not limited to |
- federal and external reporting dates and requirements
- federal CRF, state statutes and rules
- agency policies
- funding sources and accounting codes
- grant cycles and cycle details
- eligibility criteria
- program status
| 3.2.2 | Award & Financial Management | Program Management | Must have | System provides for Programs to have a status: active, inactive |
| 3.2.3 | Award & Financial Management | Program Management | Must have | An inactive (program) status has a status reason: dormant, sunset, pending. System does not allow users to select a program with an inactive status at the time of a new project record creation. |
| 3.2.4 | Award & Financial Management | Program Management | Must have | Users can setup grant funding cycles to track all projects awarded in each cycle. There are multiple cycles per year per program. Cycle details include but aren't limited to these elements: |
- amount of money in the cycle
- source of funding
- name of the cycle
- cycle dates
- review committee members
- scoring criteria
| 3.2.5 | Award & Financial Management | Program Management | Must have | System provides for making sub-grants with the ability to record the same detail as a grant, as well as tie all the source grant records to all its sub-grant records. | |
| 3.2.6 | Award & Financial Management | Program Management | Must have | System provides for making sub-loans with the ability to record the same detail as a loan, as well as tie all the source loan records to all its sub-loan records. | |
| 3.2.7 | Award & Financial Management | Program Management | Must have | User can see all projects utilizing their program's funds | |
| 3.3.1 | Award & Financial Management | Project Management | |||
| SPUHLER Carmen L * BIZ: Requirements relating to managing processes, documents, and stages of a project | Must have | System must enable Business Oregon to administer the following types of projects, including but not limited to: grants, loans, forgivables, bonds, abatements, investments, other incentives. Administration includes project development, providing status updates, monitoring and tracking project details, and managing through reports. | |||
| 3.3.2 | Award & Financial Management | Project Management | Must have | System must have structure to allow for various award components, such as |
- a project budget that documents categories and amounts, and a total project budget
- special requirements
- project milestones
- collateral, UCC filings, insurance, uses and sources
- project visuals (photos, videos, maps)
- executed contract(s)
- staff recommendation
- reports
3.3.3 Award & Financial Management Project Management Must have Agency users have the ability to
- create project records
- store disbursement requests (and accompanying documentation) and other required customer-provided reports and documentation
- set up loans (including collateral, insurance, lien filings, reconveyances)
- document and track forgiveness
- set up and manage grants (including recipient-required documentation and reports)
- track and manage tax abatements
| 3.3.4 | Award & Financial Management | Project Management | Must have | System allows staff assignments to a project, e.g., one Project Manager, one Finance Officer, one Regional Development Officer. |
| 3.3.5 | Award & Financial Management | Project Management | Must have | The system must allow staff to upload files and relate them to a project and/or program record. |
| 3.3.6 | Award & Financial Management | Project Management | Must have | System allows for loans to have one or many amortization schedules |
| 3.3.7 | Award & Financial Management | Project Management | Must have | Minimum required fields for creating a new project record: |
- project name or concept name
- project description
- requested amount
- at least one program
- agency project manager
| 3.3.8 | Award & Financial Management | Project Management | Must have | System provides for customized loan risk rating, tracking, and allowance for loan loss. |
| 3.3.9 | Award & Financial Management | Project Management | Nice to have | Disbursement Request Forms should have a Draw Number automatically assigned and populated in the Draw Number field. Draw number is a 3 digit number, starting at 001. |
| 3.4.1 | Award & Financial Management | General | Must have | System allows external data (either by upload, direct connection, or other method) to be integrated in the system, for example: |
- US Census, ACS MHI data
- NAICS codes
- Oregon wage data
- agency distressed list
| 3.4.2 | Award & Financial Management | General | Must have | System displays the project status. |
| 3.4.3 | Award & Financial Management | General | Must have | System has search function and ability to filter with options such as by date, status, user, program, project number. |
| 3.4.4 | Award & Financial Management | General | Must have | System generates a project number each time a new project is created. |
| 3.4.5 | Award & Financial Management | General | Should have | System has forecasting/scenario modeling feature that utilizes project data along with temporary data (scenarios) to generate solutions to |
- potential situations without affecting any actual data
- project revenue
| 3.4.6 | Award & Financial Management | General | Should have | Scenario models can be saved as a PDF |
| end of tab |
Investment Management
| Requirement | ||||||
| Number | Component | Subcomponent | Priority | Requirement | Meets Requirement? | Explain |
| 4 | Investment Management | |||||
| 4.1.01 | Investment Management | Must have | Solution is capable of managing more than 30 investment partners and all relevant funds (more than 60) and capable of future growth as stated in requirement 1.5.9 (All Solutions). | |||
| 4.1.02 | Investment Management | Must have | Ability to manage mutiple investment portfolios separately | |||
| 4.1.03 | Investment Management | Must have | Solution can calculate portfolio worth and investment performance, and track underlying investment details such as |
- Year, fund name, tracking number
- fund type, total fund size and ability to track details (or add custom fields for tracking) such as
- commitment account, %
- capital called, %
- unfunded commitments, %
- distributed capital, %
- capital balance
4.1.04 Investment Management Must have Solution is capable of maintaining a minimum of 10 years' of investment data relating to
- money requests
- fees
- amount paid
- amount returned
- amount outstanding
| 4.1.05 | Investment Management | Must have | Solution is capable of pulling real-time (or near real-time) foreign exchange conversion rates to US dollars from a reputable source. |
| 4.1.06 | Investment Management | Must have | Solution provides a dashboard that shows |
- portfolio worth
- quick access to funds/partners (overview, priority action items (e.g., overdue or upcoming payments, underperforming investments))
- commitment
- unfunded
- contribution
- distributions
- unrealized value
- adjusted value
- economic data/stats
| 4.1.07 | Investment Management | Should have | Solution has OCR software for searching and tagging documents and emails |
| 4.1.08 | Investment Management | Nice to have | AI searchability for terms in legal documents |
| 4.1.09 | Investment Management | Must have | Ability to upload and store documents to an investment record |
| 4.1.10 | Investment Management | Must have | Ability to track each fund's underlying portfolio companies, associated data, and link it to an investment. |
| 4.1.11 | Investment Management | Must have | Ability to make investment-specific calculations such as cost-basis impact, net cash flow, DPI, RVPI, TVPI, IRR, quarterly market value, and roll-up to the fund and portfolio levels |
| 4.1.12 | Investment Management | Must have | Flagging feature to create a group or batch of records for review or other action |
| 4.1.13 | Investment Management | Nice to have | A connection via API to private company information (e.g., Crunchbase, proprietary, etc) |
| end of tab |
Donor Management
| Requirement | ||||||
| Number | Component | Subcomponent | Priority | Requirement | Meets Requirement? | Explain |
| 5 | Donor Management | |||||
| 5.1.1 | Donor Management | General | Must have | System must track a donor's contact detail and running list of donations, year over year | ||
| 5.1.2 | Donor Management | General | Must have | System is capable of tracking matching donations—tracking the donation, donor, and matching donors | ||
| 5.1.3 | Donor Management | General | Must have | System allows for multiple donation transaction types, i.e., credit card, check, stock | ||
| 5.1.4 | Donor Management | General | Must have | Agency user must be able to create new donor records | ||
| 5.1.5 | Donor Management | General | Must have | System allows staff to identify customers in the system to be included in a campaign that includes email communications | ||
| 5.1.6 | Donor Management | General | Must have | System collects campaign details to inform staff of progress and success of efforts (email opened, link clicked, etc) | ||
| 5.1.7 | Donor Management | General | Must have | System automatically sends digital acknowledgement letters upon confirmation of donation that are made online | ||
| 5.2.1 | Donor Management | Technical | Must have | System must not allow multilple accounts for the same customer. | ||
| 5.2.2 | Donor Management | Technical | Must have | System must be capable of batch activities such as, daily transactions/bank deposits | ||
| 5.2.3 | Donor Management | Technical | Nice to have | System may integrate with US Bank and NIC USA so that transaction data may be directly uploaded into the Donor Management system | ||
| 5.2.4 | Donor Management | Technical | Must have | Rule-based workflows allow Donor staff and Accounting staff to seamlessly process transactions and perform reconciliation. | ||
| 5.2.5 | Donor Management | Technical | Must have | System must be capable of simple math (addition, subtraction, percentages) | ||
| end of tab |
External Facing Portal
| Requirement | ||||||
| Number | Component | Subcomponent | Priority | Requirement | Meets Requirement? | Explain |
| 6 | External Facing Portal | |||||
| 6.1.1 | External Facing Portal | Technical | Must have | URL: the scheme must be secure (https), Business Oregon will approve the subdomain name of the External Facing Portal | ||
| 6.1.2 | External Facing Portal | Technical | Must have | System must provide a secure, self-service method for the customer to |
- change their password
- get assistance with a forgotten password or username
| 6.1.3 | External Facing Portal | Technical | Must have | Customer and partner login must require multifactor authentication |
| 6.2.1 | External Facing Portal | Security | Must have | Customers and partners must be able to self-register to gain access to the Business Oregon External Facing Portal |
- must be able to create a username and password
- must be able to update their profile information as necessary
6.2.2 External Facing Portal Security Must have Passwords must follow this construct:
- minimum length of 10 characters;
- at least 1 numeric (e.g., zero - 9) and one non-alphanumeric character (e.g., @, #, %, etc.);
- at least 1 English uppercase letter (e.g., A - Z);
- at least one English lowercase letter (e.g., a - z);
- no dictionary words or common names; and
- no portions of the associated account name/identifier (e.g., user ID, login name)
| 6.2.3 | External Facing Portal | Security | Must have | System must not allow the customer to create multiple accounts. |
| 6.2.4 | External Facing Portal | Security | Must have | System provides secure method of file sharing between agency, customer, and partner (See 1.4.6 for allowable file types to be uploaded). |
- agency can post to customer's account as well as read and download customer-provided files;
- customer can download or follow provided links as well as upload supplemental documentation, required reports, etc.
6.3.1 External Facing Portal General Must have Once registered, customers and partners must be required to login using a username and password. Upon successful login the system must display a dashboard that
- provides access to their profile information and allow editing/updating as necessary
- provide links to in-process applications
- provide access to submitted applications and supplemental documentation—read-only view in system, allow printing
- display links to applications the customer is qualified to apply for and other materials the agency determines necessary (e.g., contracts to be signed)
6.3.2 External Facing Portal General Must have System must provide email communications between agency and customers/partners.
For example, notification to
- customer for: approval or denial, reminders, requests for additional information, etc.
- partner for: receipt of information, reminders, etc.
| 6.4.1 | External Facing Portal | Applications | Must have | System must provide for standard question types (radio, checkbox, dropdown, and text), file upload (See 1.4.6 for allowable file types to be uploaded), and the ability to branch on all application forms. |
| 6.4.2 | External Facing Portal | Applications | Must have | System must allow application fields to be marked as required, function as a required field, and to place restrictions on them (for data entry) such as |
- decimal or no decimal for number fields
- currency symbol or no symbol for number fields
- character counts for text fields, etc
| 6.4.3 | External Facing Portal | Applications | Must have | System must provide customizable in-application help/tips. |
| 6.4.4 | External Facing Portal | Applications | Must have | System must allow an unlimited number of applications and application workflows |
| 6.4.5 | External Facing Portal | Applications | Must have | System must allow customer/partner to save incomplete applications and resume at a future date. Customer must be able to change data already entered up until they are ready to submit the application. |
- incomplete applications that have been saved must not be allowed to be submitted until the application has been completed
- incomplete applications must be saved for a period of time, according to retention schedule or program rules
| 6.4.6 | External Facing Portal | Applications | Must have | System must support an application being presented in multiple languages that the agency has had professionally translated: English, Korean, Vietnamese, Simplified Chinese, Russian, and Spanish |
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Requirement Definitions
| Component | Definition |
| All Solutions | Requirement is applicable to all proposed solutions |
| Contract Management | Requirement is applicable to only proposed solutions for contract management |
| Award & Financial Management | Requirement is applicable to only proposed solutions for award & financial management |
| Investment Management | Requirement is applicable to only proposed solutions for investment management |
| CRM | Requirement is applicable to only proposed solutions for CRM reconfiguration and Donor Management |
| External Facing Portal | Requirements applicable to only proposed solutions for an external facing portal for online applications, self-managed customer account, secure document sharing |
| Donor Management | Requirements applicable to only proposed solutions for donor management |
| Subcomponent All Solutions | |
| General | General requirement |
| Data | Requirement relating to data integration, categorization, and storage |
| Technical | Requirement relating to analytics, help features, and configuration and customization of system for users. |
| Accessibility | Requirements relating to a user's access, solution's technical capability or interface with other technology (e.g., computer and screen reader) |
| Security | Requirements relating securing data, authorizing user access |
| Customer Portal | Requirements relating to customer account creation, access to account, security, and available actions. |
| Applications | Requirements relating to online application functions and features |
| System Integrator Role | Requirements relating to performing the role of system integrator for the EDMS Project |
| Subcomponent Contract Management | |
| General | General requirement |
| Technical | Requirement relating to data storage, integration, and security |
| Security | Requirements relating to securing data and authorizing user access |
| Request Management | Requirements relating to contract requests |
| Contract Development | Requirements relating to creating and completing a contract or legal document |
| Workflow/Approval Processes | Requirements relating to workflows and approval processes |
| Legal Templates | Requirements relating to templates, managing different legal templates |
| Document Management | Requirements relating to managing documents from development to completion (e.g., redlining), document storage and retention |
| Subcomponent Award & Financial Management | |
| Accounting | Requirements relating to accounting features, functions, and activities |
| Project Management | Requirements relating to managing processes, documents, and stages of a project |
| Program Management | Requirements relating to program features, budget, eligibility, and status |
| General | General requirement |
| Documents | Requirements relating to uploading, storing, and managing documents |
| Priority | |
| Must have | Proposed solution must meet most or all of the stated requirement. This priority indicates a critical system need. |
| Should have | Proposed solution should meet at least part of the stated requirement. This priority indicates an important system need. |
| Nice to have | Proposed solution may meet part or all of the stated requirement, but it isn't necessary. |
| Does not apply |
| Meets Requirements? | |
| Yes, base solution | A proposed solution meets the stated requirement without add-ons, customization, or adjusted configuration. |
| Yes, with customization (Explain) | A proposed solution meets the stated requirement with customization. Customization is a modification that requires custom coding, possibly some form of implementation. |
| Yes, with configuration (Explain) | A proposed solution meets the stated requirement through configuration. Configuration uses native in-system tools to change behavior or adpt to requirements without the use of code. |
| Yes, with both customization and configuration (Explain) | A proposed solution meets the stated requirement with customization and configuration. |
| Partially (Explain) | A proposed solution meets a portion of the stated requirement. Explanation should state what elements can be met. |
| No | A proposed solution does not meet the stated requirement. |
Subcomponent Investment Management
| Subcomponent External Facing Portal | |
| Technical | hosting, registration, account management document sharing, |
| Applications | application forms, mulitple languages, application statuses, application workflows |
| Security | security, MFA |
| Data | application data pushed to appropriate components |
| General | application stats feed into agency staff dashboards, customer communications |
| Subcomponent Donor Management | |
| General | General requirement |
| Technical | Requirement relating to integration, configuration and customization of system for users |
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File details come from the government source that posted it. Updated .