Caseload Management Software RFP System Capabilities - LBLESD.xlsx
XLSX spreadsheet 42 KB Posted
- Attached to
- Caseload Management Software
- Solicitation number
- S-P22950-00006450
- Issued by
- Lake County, Albany City, Oregon
About this file
This document is a Request for Proposals (RFP) for a Caseload Management Software system issued by Linn Benton Lincoln Education Service District (LBLESD) in Oregon. The RFP outlines the system capabilities required, including the ability to manage student data, service logs, staff, contacts, schools, districts, and service areas. Key requirements include a web-based and fully integrated system, mobile app access, data encryption, reporting tools, and support for an unlimited number of students and users. The RFP also details specific functional requirements for both administrative and specialist user roles. The contract opportunity involves the jurisdictions of Linn County, Albany City, and Albany City.
The RFP does not provide specific pricing terms, set-asides, or incumbent information. It does require the proposed solution to include any necessary database licensing in the purchase price and annual maintenance/support cost. The contract is expected to be funded by the participating jurisdictions, but the document does not specify the funding amounts or sources.
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Data Points
| Object | Data Points | LBLESD Notes | Ability to Provide Data Points (Yes, No) | Proposer Notes |
| Student | Name | |||
| Status | Customizable, examples are: (Active, Referral, Referral Pending, Meeting Pending, Transferred to K, Not counted for service area census) | |||
| SSID | ||||
| DOB | ||||
| School | ||||
| Grade | ||||
| Case Manager | ||||
| Disability Codes | ||||
| IEP Date | ||||
| IEP End Date | ||||
| IEP Days Remaining | ||||
| Eligibility Date | ||||
| Eligibility End Date | ||||
| Eligibility Days Remaining | ||||
| Referral Date | ||||
| Referral Due Date | ||||
| Referral Days Remaining | ||||
| Reevaluation Date | ||||
| Direct Service Minutes | ||||
| Direct Service Minutes Remaining | ||||
| Consult Service Minutes | ||||
| Consult Service Minutes Remaining | ||||
| 504 Eligibility | ||||
| Student Schedule (as many as needed) | Ability to add as many as needed to a student | |||
| Contacts | Ability to add as many as needed to a student | |||
| Services | Ability to add as many as needed to a student | |||
| Minutes (per service) | ||||
| Staff Assigned (per service) | ||||
| Minutes remaining (per service) | ||||
| Service Logs | Ability to add as many as needed to a student | |||
| Notes | ||||
| File Attachments | Ability to add as many as needed to a student | |||
| Student Schedule | Class | |||
| Time | ||||
| Room | ||||
| Notes | ||||
| File Attachments | Ability to add as many as needed to a student schedule | |||
| Service Log | Student | |||
| Service | ||||
| Date | ||||
| Number of Minutes Spent | ||||
| Type | Customizable, examples are: (Direct Service, Consult Service, Meeting, Material Prep, Evaluation, IEP, Staffing) | |||
| Staff | ||||
| Notes | ||||
| File Attachments | Ability to add as many as needed to a service log | |||
| Staff | Name | |||
| Title | Customizable, examples are: (OT, PT, SLP) | |||
| Phone | ||||
| Monitored By | will be another staff | |||
| Is Monitor | (Yes, No) | |||
| Service Areas | Ability to add as many as needed to a staff | |||
| Notes | ||||
| File Attachments | Ability to add as many as needed to a staff | |||
| Permission Level | (Admin, Specialist) | |||
| Services | Ability to add as many as needed to a staff | |||
| FTE (per service) | ||||
| Service | Name | Customizable, examples are: (AT, OT, PT, SLP, etc) | ||
| Notes | ||||
| Contacts | Name | |||
| Phone | ||||
| Role | ||||
| Address | ||||
| Notes | ||||
| File Attachments | Ability to add as many as needed to a contact | |||
| School | Name | |||
| Address | ||||
| Phone | ||||
| Bell Schedule | ||||
| Contacts | ||||
| District | ||||
| Notes | ||||
| File Attachments | Ability to add as many as needed to a school | |||
| District | Name | |||
| Address | ||||
| Phone | ||||
| Contacts | ||||
| District Calendar | ||||
| Service Area | ||||
| Notes | ||||
| File Attachments | Ability to add as many as needed to a district | |||
| Service Area | Name | |||
| Notes |
General System Requirement
| Requirement | Ability to Meet Requirement (Yes, No) | Proposer Notes |
| System is fully integrated and under a “Single Pane of Glass” where all components of system are interoperable with a common UI and database | ||
| System is completely 'Web Based' for all end user tasks/functions | ||
| System allows for either “cloud” or “on-prem” hosting | ||
| System supports all major browsers (Edge, Firefox, Chrome, Safari) without the need for any browser 'plug-ins' | ||
| System is fully compatible for end user access across Mac OS, Chrome OS and Microsoft Windows based platforms | ||
| System has a free mobile app (iOS and Android) | ||
| System supports true mobile apps across both Android and iOS mobile devices | ||
| The user interface is designed with end user common workflows in mind to ensure efficient data entry and interaction | ||
| System integrates seamlessly with other software, e.g. student infomarion systems, medicaid billing, OneRoster | ||
| System provides a self-service password or email recovery | ||
| System has the ability to send communications through the system interface | ||
| System can support both horizontal and vertical scaling to accommodate growth and workloads | ||
| System does not require any specific 3rd party tool sets | ||
| System does not require any third party plugins or application to be installed on the local client for full system functionality | ||
| System supports standard Simple Mail Transfer Protocol (SMTP) email messaging capabilities | ||
| System supports an unlimited number of students | ||
| System supports greater than 99,999 students | ||
| System supports greater than 9,999 students | ||
| System supports an unlimited number of simultaneous users on System. | ||
| System supports an unlimited number of registered users. | ||
| System supports an unlimited number of schools districts and service areas | ||
| System allows for you to search based on any data points. | ||
| System is ADA compliant | ||
| System provides role based permissions | ||
| System has the ability to create/change individual user permissions and/or assign permissions based on generic security roles | ||
| All transactions are secured using “HTTPS” SSL 256-bit or better encryption | ||
| System has a security audit log that can be enabled for any field in System for current year and historical years and include Date/Time/User ID/IP Address and the original values of records modified | ||
| System has the ability to show/hide certain fields from an assigned “Role” for privacy issues | ||
| System fully supports the encryption of data at rest | ||
| System includes the administrative capabilities to view user authentication session status including user, type, time, platform, and source TCP/IP address | ||
| System supports an API that allows data encryption of student information when transmitted between systems | ||
| System is fully compliant with all state and federal laws, including CIPA and FERPA | ||
| System is fully web-based and utilizes a standard web browser for its user interface with 256-bit encryption | ||
| System supports integration with LDAP for credential synchronization between directory services structure and system | ||
| System supports Single Sign-On (SSO) capabilities utilizing OpenID or SAML and can function as Service Provider (SP) and defer to the district/school’s Identify Provider (IdP) solution for user authentication | ||
| System allows 'back end' access to the database for analytical reporting through queries and report writing | ||
| System utilizes a scalable, industry-standard relational database management system (RDBMS) that supports real-time user access to critical data | ||
| System relational database management system (RDBMS) includes integrated data backup and recovery tools | ||
| System relational database management system (RDBMS) includes the use of multiple online log files for data recovery, rollback capabilities, and auditing | ||
| System relational database management system (RDBMS) should enable locking of records to prohibit simultaneous updating by multiple users while still allowing multiple users to view the record | ||
| System supports an unlimited number of saved historical database sets (years). | ||
| Ability to export data to pdf, txt, html, or csv | ||
| System allows for scheduled imports/exports of data to be automatically 'put' and 'get' files to FTP, SFTP and NFS file shares | ||
| System includes any 'Database Licensing' in the purchase price and the annual maintenance/support cost | ||
| Student data remains property of district/schools | ||
| System allows for custom data fields throughout System | ||
| System complies with Ed-Fi data standards | ||
| Data propagates through System without delay | ||
| System includes report writing tools | ||
| Reports can be created without the use of external software or 3rd party applications | ||
| System has an end-user friendly report generation tool for end users to be able to create simple lists and reports with student data | ||
| System has a robust report builder that is included as part of System and can create drag and drop reports, pivot tables, form letters, and mailing labels | ||
| System has the ability to create ad-hoc data exports using PDF, Excel, CSV and other file formats | ||
| Supports the creation of calculated data based on other fields in the report table | ||
| System provides an online portal where customers can view software releases status, reported problem resolution status, current documentation, and training schedule | ||
| System provides a central client support help line to be available during district/school business hours | ||
| System provides a toll free number to log issues as well as an online support portal | ||
| System provides online help functions including: (1) the ability for authorized users to initiate online support requests, (2) access to online help documentation for all authorized users, (3) tip sheets, (4) procedure documentation, and (5) frequently asked questions relevant to the implemented solution | ||
| System develops a service level agreement (SLA) which defines all support parameters, including but not limited to, hours of supplier support availability, supplier response times to client calls, and supplier resolution times | ||
| System provides ongoing training classes available via the web with a trainer and as recorded classes | ||
| System provides online help for every function within System | ||
| System makes user guides accessible to all users. | ||
| System provides online video tutorials | ||
| System provides online video simulations in which the user can "practice" completing tasks | ||
| System provides online discussion boards or community resources | ||
| System provides the ability to search for specific help topics | ||
| Provider can provide training to key employees who operate system upon implementation or when major changes are made | ||
| In the event that student data is accessed or obtained by an unauthorized individual, service provider can provide notification to district/schools within a reasonable amount of time of the incident, and not exceeding twenty-four (24) hours after learning of the breach |
Admin User Requirements
| Requirement | Ability to Meet Requirement (Yes, No) | Proposer Notes |
| Ability to access data through a secure web interface | ||
| Ability to update student data for students | ||
| Ability to update information including transfers of students to new staff or two a new school while maintaining a historical record | ||
| Ability to add service logs to students | ||
| Ability to add, remove and manage students | ||
| Ability to add, remove and manage student schedules | ||
| Ability to add, remove and manage staff | ||
| Ability to add services to a staff member with a limit of 1.0 FTE | ||
| Ability to add, remove and manage contacts | ||
| Ability to add, remove and manage services | ||
| Ability to add, remove and manage schools | ||
| Ability to add, remove and manage districts | ||
| Ability to add, remove and manage service areas | ||
| Ability to look up students | ||
| Ability to look up staff | ||
| Ability to look up contacts | ||
| Ability to look up schools | ||
| Ability to look up districts | ||
| Ability to look up service areas | ||
| Ability to look up services | ||
| Ability to attach documents to student object | ||
| Ability to attach documents to service log object | ||
| Ability to attach documents to school object | ||
| Ability to attach documents to district object | ||
| Ability to attach documents to contact object | ||
| Ability to attach documents to staff object | ||
| Ability to attach documents to student schedule object | ||
| Ability to view a change log of all changes in the system | ||
| Ability to restore to previous versions of a record from the change log | ||
| Ability to view all data | ||
| Ability to filter caseloads by student | ||
| Ability to filter caseloads by school | ||
| Ability to filter caseloads by district | ||
| Ability to filter caseloads by service area | ||
| Ability to filter caseloads by service | ||
| Ability to filter caseloads by staff | ||
| Ability to sort caseload by student | ||
| Ability to sort caseload by school | ||
| Ability to sort caseload by district | ||
| Ability to sort caseload by service area | ||
| Ability to sort caseload by service | ||
| Ability to sort caseload by IEP end date | ||
| Ability to sort caseload by eligibility end date | ||
| Ability to sort caseload by referral due date | ||
| Ability to sort caseload by 504 | ||
| Ability to sort caseload by remaining service time | ||
| Ability to print student records including service log | ||
| Ability to print caseload by staff | ||
| Ability to print caseload by school | ||
| Ability to print caseload by district | ||
| Ability to print caseload by service area | ||
| Ability to print caseload by service type | ||
| Ability to view a summary of service times, completed and remaining, by staff | ||
| Ability to view a summary of service times, completed and remaining, by School | ||
| Ability to view a summary of service times, completed and remaining, by District | ||
| Ability to view a summary of service times, completed and remaining, by service area | ||
| Ability to view a summary of service times, completed and remaining, by Service Type | ||
| Ability to filter the summary of service times by date range | ||
| Ability to balance caseloads by services a staff is able to provide, staff FTE, staff service areas, needs of the students, and student service areas | ||
| Ability to assign caseloads to staff members | ||
| Ability to pull reports by demographics | ||
| Ability to pull reports by language | ||
| Ability to pull reports by service | ||
| Ability to pull reports by eligibility dates | ||
| Ability to pull reports by IEP dates | ||
| Ability to pull reports by staff | ||
| Ability to pull reports by district | ||
| Ability to pull reports by service area | ||
| Ability to pull reports by student | ||
| Ability to submit referrals | ||
| Ability to track referrals | ||
| Abiltiy to input evaluations | ||
| Ability to track evaluations | ||
| Ability to track eligibility dates | ||
| Ability to track IEP dates | ||
| Ability to pull service logs by student | ||
| Ability to pull service logs by staff | ||
| Ability to pull service logs by district |
Specialist User Requirements
| Requirement | Ability to Meet Requirement (Yes, No) | Proposer Notes |
| Ability to access data through a secure web interface | ||
| Ability to look up assigned students | ||
| Ability to update student data for students in assigned caseload | ||
| Ability to attach documents to students in assigned caseload | ||
| Ability to add service logs to students in assigned caseload | ||
| Ability to add, remove and manage student schedules in assigned caseload | ||
| Ability to attach documents to service log object | ||
| Ability to view all service logs of a student in assigned caseload even if added by another staff | ||
| Ability to view assigned caseloads by student | ||
| Ability to filter assigned caseloads by school | ||
| Ability to filter assigned caseloads by district | ||
| Ability to filter assigned caseloads by service area | ||
| Ability to filter assigned caseloads by service | ||
| Ability to filter assigned caseload by 504 | ||
| Ability to sort assigned caseload by student | ||
| Ability to sort assigned caseload by school | ||
| Ability to sort assigned caseload by district | ||
| Ability to sort assigned caseload by service area | ||
| Ability to sort assigned caseload by service | ||
| Ability to sort assigned caseload by IEP end date | ||
| Ability to sort assigned caseload by eligibility end date | ||
| Ability to sort assigned caseload by referral due date | ||
| Ability to sort assigned caseload by 504 | ||
| Ability to sort assigned caseload by remaining service time | ||
| Ability to print student records including service log | ||
| Ability to print assigned caseload | ||
| Ability to print assigned caseload by school | ||
| Ability to print assigned caseload by district | ||
| Ability to print assigned caseload by service area | ||
| Ability to print assigned caseload by service type | ||
| Ability to track eligibility dates | ||
| Ability to track IEP dates |
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