Attachment H - OneODA CRM Licensing High-level Solution Requirements S-DASOBO-00017788.xlsx
XLSX spreadsheet 72 KB Posted
- Solicitation number
- S-DASOBO-00017788
- Issued by
- Oregon
About this file
This is a high-level solution requirements document for a Customer Relationship Management (CRM) Licensing Solution being procured by the Oregon Department of Agriculture (ODA) through the State Procurement Services (SPS) as the issuing entity. The project encompasses design, configuration, extension services, integration development, data migration, testing, and implementation support for a new CRM and licensing system. The scope of work includes system requirements specifications, functional and technical capabilities needed to support ODA's licensing operations, and integration with existing state systems. The implementation is expected to modernize the agency's customer relationship management infrastructure and streamline licensing processes across the department's divisions.
The document outlines detailed technical and functional requirements necessary for vendors to design and implement a comprehensive CRM solution tailored to ODA's operational needs. Key solution requirements address system architecture, user interface capabilities, reporting functionality, data management, security standards, and compliance with state IT standards. The procurement seeks qualified contractors experienced in enterprise CRM implementation, particularly those with background in government licensing systems and ability to migrate legacy data while maintaining system integrity throughout the transition period.
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Cover Page
Attachment H
| State of Oregon |
| Department of Agriculture |
| OneODA Core (CRM & Licensing) |
| High-level Solution Requirements |
| Version: 1.9: dded A-087, A-088, A-089 for distinct invoice payment methods. |
| Date: August 17, 2026 |
| Tab | Description |
| Cover Page | Cover page of RTM |
| Functional Requirements - Customers | Functional requirements of the OneODA Core System that relate to a customer's experience. |
| Functional Requirements - AGGIES | Functional requirements of the OneODA Core System that relate to an AGGIES' experience. |
| Non-Functional Requirements | System requirements of the OneODA system. |
| Data Validation | Valid ODA Division and Program Area names |
&A
&P of &N
Functional Rqmnts - Customer
| High-level Reqmnt ID | Scope ID | Customer Experience OneODA Core Requirements | Notes | Exists in Current System? | Priority | Process Implementation Owner | Technical Implementation Owner |
| C-001 | 1.01 | Create customer account in online portal. | This establishes the customer's login credentials and allows them to send / receive messages with ODA, initiate an application, and upload documents. | Yes | Must Have | ODA | Solution Contractor |
| C-002 | 1.01 | Search for and link one or more licenses to the customer's account in the online customer portal. | Yes | Must Have | ODA | Solution Contractor | |
| C-003 | 1.01 | Search for and link one or more registrations to the customer's account in the online customer portal. | Yes | Must Have | ODA | Solution Contractor | |
| C-004 | 1.01 | Search for and link one or more livestock identification (brands) to the customer's account in the online customer portal. | Livestock identification (brand) registrations are not currently stored in the licensing system but will be migrated in the Core phase. | No | Must Have | ||
| C-005 | 1.02 | Pay background check fee (including multiple background check fees) through online portal. | Hemp requires background checks at time of new application and every three years for key participants. | No | Must Have | ODA | Solution Contractor |
| C-006 | 1.02 | Pay background check fee (including multiple background check fees) with voucher via US mail, fax, or at the ODA's cashier's window. | Hemp requires background checks at time of new application and every three years for key participants. Customer will print a voucher to include with payment. | Yes | Must Have | ODA | Solution Contractor |
| C-007 | 1.02 | Pay application fee through online portal. | For example, CAFO and livestock identification/brands collect application fees. | No | Must Have | ODA | Solution Contractor |
| C-008 | 1.02 | Pay application fee with voucher via US mail, fax, or at the ODA's cashier's window. | For example, CAFO and livestock identification/brands collect application fees. | Yes | Must Have | ODA | Solution Contractor |
| C-009 | 1.02 | Electronically submit through the online customer portal one or more new applications for one or more licenses of any ODA license type. The information from the new application shall be available for review by AGGIES before adding to the licensing system. | New license applications must have customer attestation that they agree to comply applicable licensing requirements and regulations. This is in place of wet signatures we capture in today's hard-copy processes. | No | Must Have | ODA | Solution Contractor |
| C-010 | 1.02 | Electronically submit through the online customer portal one or more new applications for one or more registrations of any ODA registration type. The information from the new application shall be available for review by AGGIES before adding to the licensing system. | New registration applications must have customer attestation that they agree to comply applicable licensing requirements and regulations. This is in place of wet signatures we capture in today's hard-copy processes. | No | Must Have | ODA | Solution Contractor |
| C-011 | 1.02 | Electronically submit through the online customer portal one or more new applications for one or more livestock identifications (brands). The information from the new application shall be available for review by AGGIES before adding to the licensing system. | New applications must have customer attestation that they agree to comply applicable licensing requirements and regulations. This is in place of wet signatures we capture in today's hard-copy processes. | No | Must Have | ODA | Solution Contractor |
| C-012 | 1.02 | For late renewals, renew one or more licenses of any ODA license type and/or one or more registrations of any ODA registration type and pay late or delinquent fees through the online customer portal by paying with a credit card or ACH. | If customer decides to pay online after a voucher is created, then the voucher will need to be removed to avoid confusion. | No | Must Have | ODA | Solution Contractor |
| C-013 | 1.02 | Pay using a payment voucher via US mail, fax, or at the ODA's cashier's window for a new electronically submitted application. | No | Must Have | ODA | Solution Contractor | |
| C-014 | 1.02 | Submit hard copy application with payment via US mail, fax, or at the ODA's cashier's window. | Yes | Must Have | ODA | Solution Contractor | |
| C-015 | 1.03 | View ODA-provided license or registration renewal information through the online customer portal. | Would like more information available and some specific to a customer. | No | Must Have | ODA | Solution Contractor |
| C-016 | 1.03 | Download customer’s documents and view historical information. Includes, but not limited to certificates, wallet cards, inspection reports, applications, letters, invoices, receipts, lab reports, and historical documents. | No | Must Have | ODA | Solution Contractor | |
| C-017 | 1.04 | Submit credit card authorization form with credit card information for payment. | This is not common because usually credit card numbers are faxed to ODA as part of an application or renewal so ODA knows who and how to apply the payment, but we need the ability to do this. | Yes | Must Have | ODA | Solution Contractor |
| C-018 | 1.04 | Upload documents requested by AGGIES for new applications or renewals. | No | Must Have | ODA | Solution Contractor | |
| C-019 | 1.05 | Change allowable customer information using online customer portal. | Data allowed to be changed by the customer without ODA program approval and data that must be approved and changed by ODA program staff is documented in the Business Rules Register. | No | Must Have | ODA | Solution Contractor |
| C-020 | 1.06 | Check status of new application or renewal in the online customer portal. | No | Must Have | ODA | Solution Contractor | |
| C-021 | 1.07 | Send and receive messages (such as renewal deadlines or outstanding balances) to or from AGGIES using online customer portal. | This includes sending a Request for Information to the appropriate program through the customer's online account, while completing an online application or online renewal, or from the ODA public website. | No | Must Have | ODA | Solution Contractor |
| C-022 | 1.08 | Read/review archive messages using online customer portal. | No | Must Have | ODA | Solution Contractor | |
| C-023 | 1.09 | Read/review information in online customer portal in the customer's preferred language. | Yes | Must Have | ODA | Solution Contractor | |
| C-024 | 1.10 | Renew one or more licenses of any ODA license type and/or one or more registrations of any ODA registration type through the online customer portal by paying with a credit card or ACH at the time of the renewal. | Livestock identification (brand) registrations are currently renewed online using the licensing system, but the brand records are not currently stored in the licensing system. They will be migrated in the Core phase. | Yes | Must Have | ODA | Solution Contractor |
| C-025 | 1.10 | Renew one or more licenses of any ODA license type and/or one or more registrations of any ODA registration type through the online customer portal by paying using a payment voucher a US mail, fax, or in person at the ODA cashier's window. | Livestock identification (brand) registrations are currently renewed online using the licensing system, but the brand records are not currently stored in the licensing system. They will be migrated in the Core phase. | Yes | Must Have | ODA | Solution Contractor |
| C-026 | 1.10 | Renew one or more licenses of any ODA license type and/or one or more registrations of any ODA registration type through a hard copy renewal form with payment via US mail, fax, or in person at the ODA cashier's window. | Livestock identification (brand) registrations are currently renewed online using the licensing system, but the brand records are not currently stored in the licensing system. They will be migrated in the Core phase. | Yes | Must Have | ODA | Solution Contractor |
| C-027 | 1.11 | For late renewals, renew one or more licenses of any ODA license type and/or one or more registrations of any ODA registration type and pay late or delinquent fees through the online customer portal by paying with a credit card or ACH. | No | Must Have | ODA | Solution Contractor | |
| C-028 | 1.11 | For late renewals, renew one or more livestock identification brands and pay prorated fees through the online customer portal by paying with a credit card or ACH. | The system will calculate a prorated renewal fee which decreases each day starting February 10 (if this rule of prorated renewal fee is not changed prior to CRM implementation ORS: 604.027 and OAR: 603-014-0048). The prorated fee schedule is by species (horse/cattle or sheep). | No | Must Have | ODA | Solution Contractor |
| C-029 | 1.12 | Pay full amount of invoice for services (including multiple invoices at one time) through online customer portal by paying with a credit card or ACH. | Yes | Must Have | ODA | Solution Contractor | |
| C-030 | 1.12 | Pay full amount of invoice for services (including multiple invoices at one time) using a payment voucher via US mail, fax, or in person at the ODA cashier's window. | Yes | Must Have | ODA | Solution Contractor | |
| C-031 | 1.13 | Request payment plan for invoices (including multiple invoices) through online customer portal. | No | Must Have | ODA | Solution Contractor | |
| C-032 | 1.13 | Pay partial amount of invoice for services (including multiple invoices at one time) through online customer portal by paying with a credit card or ACH. | No | Must Have | ODA | Solution Contractor | |
| C-033 | 1.13 | Pay partial amount of invoice for services (including multiple invoices at one time) using a payment voucher via US mail, fax, or in person at the ODA cashier's window. | Yes | Must Have | ODA | Solution Contractor | |
| C-034 | 1.14 | Public search for licenses and related customer information. | Not all customer information can be viewed by the public. | Yes | Must Have | ODA | Solution Contractor |
| C-035 | 1.15 | Public search of product registrations, product labels, and related customer information. | Not all customer information can be viewed by the public. | Yes | Must Have | ODA | Solution Contractor |
| C-036 | 1.16 | Search for sanitarians (food safety inspectors). | Yes | Must Have | ODA | Solution Contractor | |
| C-037 | 1.17 | Review continuing education credits through online customer portal. | Yes | Must Have | ODA | Solution Contractor | |
| C-038 | 1.18 | Search for a continuing education event. | Yes | Must Have | ODA | Solution Contractor | |
| C-039 | 1.19 | Create a continuing education event through online sponsor account. | Yes | Must Have | ODA | Solution Contractor | |
| C-040 | 1.20 | Report attendance at a continuing education event through online sponsor account. | Yes | Must Have | ODA | Solution Contractor | |
| C-041 | 1.21 | Calculate Christmas tree grower fees. | Logic is based on current year fees. | Yes | Must Have | ODA | Solution Contractor |
| C-042 | 1.21 | Calculate nursery fees. | Logic is based on current year fees. | Yes | Must Have | ODA | Solution Contractor |
| C-043 | 1.22 | Report and pay biannual fertilizer tonnage fees. | No | Must Have | ODA | Solution Contractor | |
| C-044 | 1.14 | Government employee search of ODA customers and their license or registration information. | These requests are usually related to Hemp customers. Location address and contact names are not allowed in public search results, so a secured search is needed. | No | Must Have | ODA | Solution Contractor |
&A
&P of &N
Functional Rqmnts - AGGIES
| High-level Reqmnt ID | Scope ID | AGGIES Experience OneODA Core Requirements | Notes | Exists in Current System? | Priority | Process Implementation Owner | Technical Implementation Owner |
| A-001 | 2.01 | Review, update, approve or request more information for a license application received through online customer portal to a new or existing customer. For license types that require inspection, review, or approval by ODA, the system will support customizable workflows that allow for automatic execution of predefined business processes based on specific triggers and rules. | Applications submitted through customer's online portal must be reviewed by an ODA employee (Licensing and/or Program) before the license is issued to ensure complete information and payment is provided. | No | Must Have | ODA | Solution Contractor |
| A-002 | 2.01 | Review, update, approve or request more information for a registration application received through online customer portal to a new or existing customer. For registration types that require inspection, review, or approval by ODA, the system will support customizable workflows that allow for automatic execution of predefined business processes based on specific triggers and rules. | Applications submitted through customer's online portal must be reviewed by an ODA employee (Licensing and/or Program) before the registration is issued to ensure complete information and payment is provided. | No | Must Have | ODA | Solution Contractor |
| A-003 | 2.01 | Review, update, approve or request more information for a livestock identification (brand) application received through online customer portal to a new or existing customer. | Brand applications submitted through customer's online portal must be reviewed by the Livestock Identification program before the brand is issued to ensure complete information and payment is provided. Livestock identifications (brands) are not currently stored in the licensing system but will be migrated in the Core phase. | No | Must Have | ODA | Solution Contractor |
| A-004 | 2.01 | Add one or more new licenses of any ODA license type from a hard copy application to a new or existing customer. For license types that require inspection, review, or approval by ODA, the system will support customizable workflows that allow for automatic execution of predefined business processes based on specific triggers and rules. | The application may have been received via email, US mail, fax, or ODA cashier's window. The only application submissions this requirement does not cover are those submitted electronically from a customer's online portal. | Yes | Must Have | ODA | Solution Contractor |
| A-005 | 2.01 | Add one or more new registrations of any ODA registration type from a hard copy application to a new or existing customer. For registration types that require inspection, review, or approval by ODA, the system will support customizable workflows that allow for automatic execution of predefined business processes based on specific triggers and rules. | The application may have been received via email, US mail, fax, or ODA cashier's window. The only application submissions this requirement does not cover are those submitted electronically from a customer's online portal. | Yes | Must Have | ODA | Solution Contractor |
| A-006 | 2.01 | Add one or more new livestock identifications (brands) from a hard copy application to a new or existing customer. The system will support customizable workflows that allow for automatic execution of predefined business processes based on specific triggers and rules. | The application may have been received via email, US mail, fax, or ODA cashier's window. The only application submissions this requirement does not cover are those submitted electronically from a customer's online portal. Livestock identifications (brands) are not currently stored in the Licensing system. They will be migrated during the Core phase. | No | Must Have | ODA | Solution Contractor |
| A-007 | 2.01 | Perform on-demand bulk cancellation of licenses using .csv formatted file. | Food Safety sees significant turnover in their industry with businesses either closing completely or transferring ownership. Most of this information is learned by inspectors who will update their BFS database, which then syncs to BFS CO, so a batch load is needed for this program. | Yes | Must Have | ODA | Solution Contractor |
| A-008 | 2.01 | Cancel one or more of a customer's licenses of any ODA license type. For license types that require inspection, review, or approval by ODA, the system will support customizable workflows that allow for automatic execution of predefined business processes based on specific triggers and rules. | Yes | Must Have | ODA | Solution Contractor | |
| A-009 | 2.01 | Cancel one or more of a customer's registrations of any ODA registration type. For registration types that require inspection, review, or approval by ODA, the system will support customizable workflows that allow for automatic execution of predefined business processes based on specific triggers and rules. | Yes | Must Have | ODA | Solution Contractor | |
| A-010 | 2.01 | Cancel a livestock identification (brand). | Brands that are no longer wanted by the customer will be available to the public. These are kept in ODA brand's database but disassociated from the customer. | No | Must Have | ODA | Solution Contractor |
| A-011 | 2.01 | Change customer or contact information. | Data allowed to be changed by the customer without ODA program approval and data that must be approved and changed by ODA program staff is documented in the Business Rules Register. | Yes | Must Have | ODA | Solution Contractor |
| A-012 | 2.01 | Cancel customer. | Business rules require customer's A/R balance to be $0 before customer can be canceled. Additionally, for cancellations that require any approval by ODA, the system will support the logic for that workflow before the cancellation is final. | Yes | Must Have | ODA | Solution Contractor |
| A-013 | 2.02 | Create new customer record that is not associated with an ODA license, registration, or invoice. | No | Must Have | ODA | Solution Contractor | |
| A-014 | 2.03 | Add multiple contacts to a unique customer record (many-to-many). | No | Must Have | ODA | Solution Contractor | |
| A-015 | 2.03 | Allow a unique contact to be associated with multiple customer records (many-to-many). | No | Must Have | ODA | Solution Contractor | |
| A-016 | 2.04 | Add multiple addresses to a customer record using USPS standard address format or standards for foreign addresses. | No | Must Have | ODA | Solution Contractor | |
| A-017 | 2.05 | Search using wildcard and fuzzy matches so that searching is intuitive and identifies relevant results regardless of potential spelling errors, formatting inconsistency, or other text issues. | No | Must Have | ODA | Solution Contractor | |
| A-018 | 2.06 | Search and view any ODA customer record including open balances and historical information (all AGGIES). | May be situations where we don’t want all AGGIES to see all customers/activities/notes for all customers (Directors request). Includes ability to export a list of customers (program-specific with permissions). For example to send a message to all customers with a specific type of license. | No | Must Have | ODA | Solution Contractor |
| A-019 | 2.07 | Process payments for background check fee received via the US Bank e-pay system (credit card, ACH). | No | Must Have | ODA | Solution Contractor | |
| A-020 | 2.07 | Process payments for background check fee received via ODA cashier's window (check, cash, money order). | Yes | Must Have | ODA | Solution Contractor | |
| A-021 | 2.07 | Process payments for background check fee received via the US Bank lockbox (check, cash, money order). | Yes | Must Have | ODA | Solution Contractor | |
| A-022 | 2.07 | Process payments for background check fee received via the ODA credit card terminal (fax or in person). | Yes | Must Have | ODA | Solution Contractor | |
| A-023 | 2.08 | Process payments for new applications, renewals, or late renewals of customer licenses and registrations received via the US Bank e-pay system (credit card, ACH). | Currently renewals can be paid online, but no other licensing-related payments. | No | Must Have | ODA | Solution Contractor |
| A-024 | 2.08 | Process payments for new applications, renewals, or late renewals of customer licenses and registrations received received via ODA cashier's window (check, cash, money order). | Yes | Must Have | ODA | Solution Contractor | |
| A-025 | 2.08 | Process payments for new applications, renewals, or late renewals of customer licenses and registrations received via the US Bank lockbox (check, cash, money order). | Yes | Must Have | ODA | Solution Contractor | |
| A-026 | 2.08 | Process payments for new applications, renewals, or late renewals of customer licenses and registrations received via the ODA credit card terminal (fax or in person). | Yes | Must Have | ODA | Solution Contractor | |
| A-027 | 2.09 | Update fee schedules (annually for each renewal period) for all renewals types. | This requirement includes opening the renewal period for customers to renew their associated licenses and registrations that are associated with that renewal period. | Yes | Must Have | ODA | Solution Contractor |
| A-028 | 2.10 | Enter from hard-copy or approve online (using defined program approval workflow) renewals for licenses. Not all renewals require approvals. The system will support customizable workflows that allow for automatic execution of predefined business processes based on specific triggers and rules. | Yes | Must Have | ODA | Solution Contractor | |
| A-029 | 2.10 | Enter from hard-copy or approve online (using defined program approval workflow) renewals for registrations. Not all renewals require approvals. The system will support customizable workflows that allow for automatic execution of predefined business processes based on specific triggers and rules. | Yes | Must Have | ODA | Solution Contractor | |
| A-030 | 2.11 | Update license status if unpaid after expiration date has passed. | Currently licensing runs a batch process after the renewal periods are closed for each license type. System will update the status for an unpaid license to "inactive - expired". | Yes | Must Have | ODA | Solution Contractor |
| A-031 | 2.11 | Update registration status if unpaid after expiration date has passed. | Currently licensing runs a batch process after the renewal periods are closed for each registration type. System will update the status for an unpaid registration to "inactive - expired". | Yes | Must Have | ODA | Solution Contractor |
| A-032 | 2.11 | Expire brands through batch process. | Brands unpaid after expiration date are placed in "held" status. | No | Must Have | ODA | Solution Contractor |
| A-033 | 2.11 | Lapse brands through batch process. | Brands still unpaid 12 months after expiration date are placed in "lapsed" status. | No | Must Have | ODA | Solution Contractor |
| A-034 | 2.11 | Assign delinquent or late fees to license or registration. | For example, for unpaid renewals after the grace period is over. | Yes | Must Have | ODA | Solution Contractor |
| A-035 | 2.12 | Print and mail renewal notices. | Yes | Must Have | ODA | Solution Contractor | |
| A-036 | 2.12 | Email renewal notices. | Yes | Must Have | ODA | Solution Contractor | |
| A-037 | 2.01 | Issue certificates. | Several criteria need to be met for a license or registration to be issued by ODA. The application needs to be complete and accurate, program approvals are often required, the payment needs to clear, and no holds can be placed on the license or registration. For simplicity, we have documented a separate requirement and process flow "Issue Certificate" with the associated business rules. | Yes | Must Have | ODA | Solution Contractor |
| A-038 | 2.13 | Print and mail certificates. | Yes | Must Have | ODA | Solution Contractor | |
| A-039 | 2.13 | Email certificates. | Yes | Must Have | ODA | Solution Contractor | |
| A-040 | 2.14 | Using the customer's preferred method of communication, send the customer information about documentation that is expiring soon, including information to the customer related to their renewal (such as any paperwork that needs to be completed). | The system shall support email, text, or posting a message to the customer's online portal. The system shall also support AGGIES configuring or editing of all content to be included in text messages, emails, and posts. Some examples are expiring insurance or outdated product labels. | No | Must Have | ODA | Solution Contractor |
| A-041 | 2.15 | Change customer license information or type that requires additional fees paid by customer. | Yes | Must Have | ODA | Solution Contractor | |
| A-042 | 2.15 | Change customer license information or type that requires a refund of fees to customer. | Yes | Must Have | ODA | Solution Contractor | |
| A-043 | 2.15 | Change customer license information that does not require additional fees or a refund of fees to customer. | Includes uploading documents for a license or registration on behalf of customers that do not have access to their online customer portal, temporarily suspending the license, or fixing a mistake in data entry. | Yes | Must Have | ODA | Solution Contractor |
| A-044 | 2.15 | Change customer registration information or type that requires additional fees paid by customer. | Yes | Must Have | ODA | Solution Contractor | |
| A-045 | 2.15 | Change customer registration information or type that requires a refund of fees to customer. | Yes | Must Have | ODA | Solution Contractor | |
| A-046 | 2.15 | Change customer registration information that does not require additional fees or a refund of fees to customer. | Includes several scenarios such as: updating the Agent contact for a product registration, uploading documents for a license or registration on behalf of customers that do not have access to their online customer portal, temporarily suspending the license, or fixing a mistake in data entry. | Yes | Must Have | ODA | Solution Contractor |
| A-047 | 2.15 | Change information on a customer's livestock identification (brand) record. | No | Must Have | ODA | Solution Contractor | |
| A-048 | 2.15 | Update customer's device count. | This could be an increase, decrease, move a device to a different location address (would be both an increase and a decrease), or a customer going out of business so device count will be reduced to 0. Device count changes automatically update LSM through an FM script. | Yes | Must Have | ODA | Solution Contractor |
| A-049 | 2.16 | Add new customer for invoicing. | Only necessary to add new customer record if one does not yet exist in the A/R Customer Number database. | Yes | Must Have | ODA | Solution Contractor |
| A-050 | 2.16 | Add new item to be used for invoicing. | Items will have different cost calculations such as mileage, hourly wage, product, or service where the quantity will be number of miles, number of hours worked, product cost, or service cost, respectively. This is not a complete list. Line item types will be defined prior to the beginning of the system build phase. | No | Must Have | ODA | Solution Contractor |
| A-051 | 2.16 | Change item to be used for invoicing. | Items will have different cost calculations such as mileage, hourly wage, product, or service where the quantity will be number of miles, number of hours worked, product cost, or service cost, respectively. This is not a complete list. Line item types will be defined prior to the beginning of the system build phase. | No | Must Have | ODA | Solution Contractor |
| A-052 | 2.16 | Inactivate item to be used for invoicing. Inactive items will continue to be available for reporting, but can no longer be added to a new invoice or new line item on an existing invoice. | Items will have different cost calculations such as mileage, hourly wage, product, or service where the quantity will be number of miles, number of hours worked, product cost, or service cost, respectively. This is not a complete list. Line item types will be defined prior to the beginning of the system build phase. | No | Must Have | ODA | Solution Contractor |
| A-053 | 2.16 | Create new invoice with line item details. | Invoices will no longer be created using program-specific databases. | No | Must Have | ODA | Solution Contractor |
| A-054 | 2.16 | Email to customer their invoice with all detail line items with link to pay online. | Invoices will no longer be sent from program-specific databases. | No | Must Have | ODA | Solution Contractor |
| A-055 | 2.16 | Print and mail to customer their invoice with all detail line items. | Invoices will no longer be sent from program-specific databases. | No | Must Have | ODA | Solution Contractor |
| A-056 | 2.16 | Create USDA Assessment Report and Payment. | This is an A/P payment, but the process needs to be reviewed as part of creating and sending A/R invoices through the new CRM system. The A/R invoices in the Shipping Point system are reviewed to create the SC218 (Federal form) and A/P payment to ensure the correct PCAs / amounts are entered on the A/P invoice. | No | Must Have | ODA | Solution Contractor |
| A-057 | 2.16 | View or print Shipping Point Invoicing performance reports. | Shipping Point Invoicing reports include: |
The following reports are currently used:
- Potato Commission Report
- Volume Report
- Statewide Volume Report
- Invoice Summary Report
- Export Report
- Cost Tracking Report - Hermiston
- Invoiced Totals Report
- Daily CWT Report
| - Find CWT Totals | No | Must Have | ODA | Solution Contractor | ||||
| A-058 | 2.16 | Manage and report on USDA Certificates to assigned to districts. | Certificates are entered on some shipping point invoice line items. Used, outstanding, missing, and archived certificates are provided to USDA through reports. | No | Must Have | ODA | Solution Contractor | |
| A-059 | 2.17 | Process partial or full payments for invoices received via the US Bank e-pay system (credit card, ACH). | See A-087, A-088, A-089 for additional invoice payment methods. | Yes | Must Have | ODA | Solution Contractor | |
| A-060 | 2.18 | View program-specific A/R aging report. | No | Must Have | ODA | Solution Contractor | ||
| A-061 | 2.19 | Send invoice reminders to customer with outstanding balance. | The system shall support the configuration / edit of all content to be included in text messages, emails, and / or posts via a front-end tool. | No | Must Have | ODA | Solution Contractor | |
| A-062 | 2.20 | Allocate miscellaneous payments which have no associated license, registration, or invoice. | These are not tied to a license, registration, or invoice. These are other fees we collect such as shellfish and oyster plat leasing, application fees, livestock identification or sales certificates, or egg millage, but also could be payments collected before an invoice was created. | Yes | Must Have | ODA | Solution Contractor | |
| A-063 | 2.21 | Place or remove a hold on a license, registration, or customer. | Four hold types will be supported in the OneODA system: |
-- Do not issue certificate.
-- Do not send renewal notices and do not allow the renewal process to begin for this license or registration.
-- Program hold on all customer activity related to the program.
| -- ODA hold on all customer activity across all programs. | Yes | Must Have | ODA | Solution Contractor | ||||
| A-064 | 2.22 | Reinstate customer license, registration, or brand. | This process reinstates a customer's license/registration to allow the customer to renew their license, registration, or brand if it had become inactive for any reason. It can be inactivated due to nonpayment of renewal fee, but sometimes customers can request their license become inactive if they are taking time off from their business (e.g. a farmer who is having a baby). | Yes | Must Have | ODA | Solution Contractor | |
| A-065 | 2.23 | Calculate and update total renewal fees and late fees owed ("Regenerate Fees" and "View Prorated Renewal Fees"). | Needed to recalculate the total owed by a customer to catch up on outstanding renewals and late fees. This typically includes at least one prior year renewal period or if a license type was updated. Prorated renewal fees are a reduced renewal fee based on license type, proration period, and proration amount. | Yes | Must Have | ODA | Solution Contractor | |
| A-066 | 2.24 | Transfer ownership of a business. | Most, but not all, ODA programs handle this process by first canceling the existing customer account, licenses, and registrations, and then requesting the customer apply for new licenses or registrations. | Yes | Must Have | ODA | Solution Contractor | |
| A-067 | 2.25 | Transfer location of a license or registration (location change, not change of ownership). | Yes | Must Have | ODA | Solution Contractor | ||
| A-068 | 2.26 | Send billing letters to customers who owe funds, including NSF fees, to ODA. | The system shall support the configuration / edit of all content to be included in text messages, emails, and / or posts via a front-end tool. | Yes | Must Have | ODA | Solution Contractor | |
| A-069 | 2.27 | Send biannual fertilizer tonnage billing letters. | No | Must Have | ODA | Solution Contractor | ||
| A-070 | 2.27 | Follow up on delinquent biannual fertilizer tonnage reports and payments. | No | Must Have | ODA | Solution Contractor | ||
| A-071 | 2.28 | Review and approve new continuing education event. | Yes | Must Have | ODA | Solution Contractor | ||
| A-072 | 2.29 | Review, approve, and award continuing education credits to customer, including analysis of attendance and events. | Yes | Must Have | ODA | Solution Contractor | ||
| A-073 | 2.30 | Update or void invoice. | Yes | Must Have | ODA | Solution Contractor | ||
| A-074 | 2.31 | Reallocate payment to correct customer. | Yes | Must Have | ODA | Solution Contractor | ||
| A-075 | 2.32 | Refund duplicate payment of license, registration, or invoice. | Yes | Must Have | ODA | Solution Contractor | ||
| A-076 | 2.32 | Refund overpayment of license, registration, or invoice. | Yes | Must Have | ODA | Solution Contractor | ||
| A-077 | 2.33 | Create credit for customer from duplicate payment of an invoice (not payment for a license or registration). | No | Must Have | ODA | Solution Contractor | ||
| A-078 | 2.33 | Create credit for customer from overpayment of an invoice (not payment for a license or registration). | No | Must Have | ODA | Solution Contractor | ||
| A-079 | 2.34 | Review performance of licensing processing time. | We evaluate time to review and register products or licenses and the number of new products/licenses added in the previous month, including the ability to differentiate between actual new applications received vs. ones that were old but cleaned that month. | Yes | Must Have | ODA | Solution Contractor | |
| A-080 | 2.35 | Review customer changes (initiated by customer or AGGIES) for a previous period. | Yes | Must Have | ODA | Solution Contractor | ||
| A-081 | 2.30 | Apply non-sufficient funds fee to invoice when payment does not clear. | Yes | Must Have | ODA | Solution Contractor | ||
| A-082 | 2.01 | Add, change, or inactivate license and registration status change reasons. | These reasons are selected any time a license or registration status changes. | Yes | Must Have | ODA | Solution Contractor | |
| A-083 | 2.01, 2.10 | Manually place a license or registration in a program's queue for review or approval. | The system will automatically do this in most instances, but need the ability for Licensing staff to do this manually. This usually occurs during the add license/registration or renew license/registration processes. | Yes | Must Have | ODA | Solution Contractor | |
| A-084 | 2.01, 2.10 | Add, change, or inactivate progam-level values related to licensing and registration such as document types and license or registration types. | Allow programs to add new types or change the behavior of a license or registration without involving programming work. For example, licenses and registrations behave differently based on their type. The Business Rules Variables and Business Rules govern how the system operates for each type of license or registration. | Yes | Must Have | ODA | Solution Contractor | |
| A-085 | 2.12 | Program staff follow up on unpaid renewals associated with their program. | This will be done at different levels by program. For CAFO, they receive a "CAFO Biweekly Report" that shows all active and expired CAFO licenses regardless the latest expiration date, so they can follow up on unpaids. The current report only shows most recent expired licenses and not licenses that expired in previous years (this will change in new system). | Yes | Must Have | ODA | Solution Contractor | |
| A-086 | 2.36 | Manually merge customer records. | The ODA customer data contains many duplicates, which have various reasons for duplication. For this reason, we will be unable to electronically de-dup many customer records, so the system needs to provide the capability of merging customer records manually. | No | Must Have | ODA | Solution Contractor | |
| A-087 | 2.17 | Process partial or full payments for invoices received via ODA cashier's window (check, cash, money order). | Yes | Must Have | ODA | Solution Contractor | ||
| A-088 | 2.17 | Process partial or full payments for invoices received via the US Bank lockbox (check, cash, money order). | Yes | Must Have | ODA | Solution Contractor | ||
| A-089 | 2.17 | Process partial or full payments for invoices received via the ODA credit card terminal (fax or in person). | Yes | Must Have | ODA | Solution Contractor |
&A
&P of &N
Non-Functional Requirements
| ID | Category | Responsible | Priority | Requirement |
| NF-001 | Data Storage | EIS | Must Have | The system shall operate and store all data within the continental U.S., its possessions, and territories. |
| NF-002 | Data Storage | EIS | Must Have | The system shall have the ability to archive data, documents and correspondences attached to legal action in Oregon Records Management System for reference. |
| NF-003 | Data Storage | EIS | Must Have | The system shall only store data that is compliant with regulatory policies set by the Oregon Government and associated agencies. |
| NF-004 | Data Storage | EIS | Must Have | The system shall prompt an Administrative User to dispose of files/ data that fall outside of the data retention policy defined by ODA. |
| NF-005 | Data Storage | EIS | Must Have | The system shall allow for separation of data based on data privacy laws, statutes, desired practices, and/or customer request. |
| NF-006 | Infrastructure | Vendor | Must Have | The system shall be built as a multi-tenant environment with ODA being the first tenant in the environment. |
| NF-007 | Infrastructure | EIS | Must Have | The system shall be cloud-based. Development tools and application security shall be approved by EIS' Cybersecurity Services. |
| NF-008 | Infrastructure | Vendor | Must Have | The system shall operate with a backup, restore, and continuing operations plan (COOP) that ensures resiliency and recoverability. |
| NF-009 | Infrastructure | EIS | Must Have | The system shall support a minimum of 1,000 concurrent users without instability or a degradation in performance. |
| NF-010 | Infrastructure | EIS | Must Have | The system shall support an uptime of 99.995%. |
| NF-011 | Infrastructure | EIS | Must Have | The system shall support a transactional response time of no more than 1 second (e.g., data submission, database query) for 95% of actions. |
| NF-012 | Infrastructure | EIS | Must Have | The system shall adhere to EIS' Patch Management Policy. |
| NF-013 | Infrastructure | EIS | Must Have | The system shall not have a downtime outside of the regular maintenance schedule without ODA approval 72 hours prior to the downtime. |
| NF-014 | Security | Vendor | Must Have | The system shall require Customers to change their password at the first login after their password has been created or reset by an administrator. |
| NF-015 | Security | Vendor | Must Have | The system shall support self-service password reset for all Customers and AGGIES. |
| NF-016 | Security | Vendor | Must Have | The system shall meet all EIS Cybersecurity Services standards for Customer login IDs and passwords. |
| NF-017 | Security | Vendor | Must Have | The system shall allow for the creation of custom roles within the role based access functionality. |
| NF-018 | Security | Vendor | Must Have | The system shall be able to track and report on the following activities, and additional activities as deemed necessary by ODA: |
- Login attempts
- Assessments, creation, or changing/editing of permissions on user accounts, files, directories, and other solution resources
- Actions by privileged accounts
- Attempts to access, modify, or destroy history/log files
| NF-019 | Security | EIS | Must Have | The system must meet or have the ability to meet the current Statewide Information Technology Control Standards and Statewide Information Security Program Plan and be FedRamp compliant. https://www.oregon.gov/eis/cyber-security-services/Documents/eis-css-statewide-information-technology(IT)-control-standards.pdf |
| NF-020 | System Integration | Vendor | Must Have | The system shall use a RESTful API with read and write functions, preferably Oauth2 and with multiple service accounts with restricted scope and audit trail, in order to access and push data so there is traceability with all data to and from external systems. |
| NF-021 | User Experience | Vendor | Must Have | The system shall support accessibility standards as referenced at https://www.oregon.gov/pages/accessibility.aspx for the customers' and public's website or interface. |
| NF-022 | User Experience | Vendor | Must Have | The system shall support production of documents that meet accessibility standards as referenced at https://www.oregon.gov/pages/accessibility.aspx |
| NF-023 | User Experience | Vendor | Must Have | The standard system shall be able to generate all reports in a format compatible with Adobe Reader, Microsoft Word, and/or Microsoft Excel. |
| NF-024 | User Experience | Vendor | Must Have | The system shall support desktop and mobile users. |
| NF-025 | User Experience | Vendor | Must Have | The system shall provide a landing page that displays logical information based on the user's type and modules used (i.e., pending tasks assigned to the user and any past due actions assigned to the user) and is configurable by Administrative User. |
| NF-026 | User Experience | Vendor | Must Have | The system shall allow for the configuration of AGGIES pages, in which all pages, fields, and workflows can be customized based on the employee's role and credentials. |
| NF-027 | User Experience | Vendor | Must Have | The system shall allow for the configuration of context sensitive fields, with dynamic display or hiding of data fields, based on value contained in another associated data field and is configurable by Administrative Users. |
| NF-028 | User Experience | Vendor | Must Have | The system shall allow for the configurable organization (location, order, etc.) of data fields within AGGIES' user interfaces. |
| NF-029 | User Experience | Vendor | Must Have | The system shall allow for custom fields to be named, used in searches, and displayed on reports. |
| NF-030 | User Experience | Vendor | Must Have | The system shall allow for public and customer webpages or portals to be translated in the customer's preferred language. |
| NR-031 | User Experience | Vendor | Must Have | The system shall maintain an audit log of all create, update, and delete actions performed on business data. |
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&P of &N
Data Validation
| Program | Division | Program Scenarios |
| Animal Health | All | Animal Health |
| CAFO | Administrative Services | CAFO |
| Commercial Animal Feed | Agriculture Services | Commercial Animal Feed |
| Fertilizer | Food Safety & Animal Health | Fertilizer |
| Financial Services | Natural Resources | Food Safety |
| Food Safety | Plant Protection | Hemp |
| Grants | Trade & Economic Development | IPPM |
| Hemp | Livestock Identification | |
| IPPM | Measurement Standards | |
| IT | Nursery & Christmas Tree | |
| Licensing | Pesticides, Products | |
| Laboratory Services | Pesticidies, Users | |
| Livestock Identification | Seed Regulatory | |
| Measurement Standards | ||
| Native Plant Conservation | ||
| N/A | ||
| Noxious Weed Control | ||
| Nursery & Christmas Tree | ||
| Pesticides, All | ||
| Pesticides, Products | ||
| Pesticidies, Users | ||
| Plant Health | ||
| Produce Safety & Certification | ||
| Seed Regulatory | ||
| Shipping Point Inspection | ||
| Smoke Management | ||
| SWCD | ||
| Water Quality |
&A
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File details come from the government source that posted it. Updated .