Draft SOW.pdf

APD B&R ELECTRONIC FILE MANAGEMENT SCOPE OF WORK |

ATLANTA POLICE DEPARTMENT

1. Purpose:

The purpose of this Scope of Work is to define the requirements, deliverables, and expectations for the development and implementation of a Background and Recruitment Electronic File Management System (EFMS) to support the Atlanta Police Department Background and Recruitment Unit (APD) and Atlanta Fire Rescue (AFRD).

The EFMS will serve as a secure, centralized digital platform to manage recruitment applications, background investigations, and related documentation for sworn and civilian positions. The system will enhance operational efficiency, maintain compliance with applicable standards, and ensure the integrity, confidentiality, and availability of sensitive applicant data.

2. Objective:

APD is looking for a Software to improve and evolve the current online end-to-end application management process for our sworn applicants. The system should also allow for transition from a paper background file process for our civilian applicants to an online end-to-end application management process. The objective is that the 15,000 – 20,000 APD applicants and the 500-1000 AFRD applicants per year be managed by a single software platform.

a. Lead Management – allows department staff members to quickly perform lead intake and manage applicant/candidate profile information.

b. Qualification Workflow Automation and Rules – incorporation of existing business process flows “as-is” and “to-be”, based upon best practices and improved system efficiencies, provide improved business rules and workflows to automate record handling.

c. Qualification Management – provides a way to manage potential applicants throughout the lifecycle, ensuring that each lead is moved through the qualification process in a timely manner.

d. Reporting and Analytics – provides a series of standard reports and dashboards for system users.

e. Search Capability – demonstrates the intuitive full search capabilities of the system

f. Secure Client Portal – unique code redemption and access to the secure candidate portal.

g. Short Message System (SMS)-based Communication – enable SMS-based communications from within

h. Schedule Management – utilizing native integration with Outlook/Exchange, schedules and resources can be managed

3. System Requirements: The vendor shall provide a comprehensive, secure, and user-friendly cloud-based system that includes the following components:

Document Management:

• Upload, store, categorize, and retrieve applicant documents

• Applications, background reports, identification, and correspondence.

• Support for multiple file formats (PDF, Word, image files, etc.).

• Store written exam results, linked to the candidate record.

• Store agility testing results by uploading remotely.

Candidate Application Management:

SCOPE OF WORK (SOW)

Background & Recruitment Electronic File Management System

APD B&R ELECTRONIC FILE MANAGEMENT SCOPE OF WORK |

• Full end-to-end, online application process management.

• Self-service portal access for candidates to enter data, upload documents, and review information and content provided by APD.

• Self-Service allows candidates the option to withdraw their application.

• Full document management linked to the candidate record.

• Customizable workflows for recruitment stages (application review, testing, interviews, background checks, and final approval).

• Automated workflows to route candidates to the next steps and alert APD of task assignments and action items.

• Reduce candidate processing time and “paper pushing”.

• User security roles ensure that candidate data is kept safe and secure and is only available to users required to view and/or edit.

• Assessment reminders notifications can be sent to the candidate.

Background Investigation & Processing

• Allow the questionnaire to be tailored for a specific position.

• Allows APD to conduct background investigations on candidate applicants applying for a civilian or police role collaboratively by allowing multiple APD investigators to access different segments of the background investigations throughout the process.

• Digitized record management allows for the process timeline to be reduced significantly as real-time records are constantly accessible by the user.

• Allows for review of statistical data.

• Dashboard view of applicant status and workflow stage.

• Search and filter capabilities for candidate data.

4. Maintenance and Support

• Vendor shall provide technical support during normal business hours.

• Updates, patches, and upgrades shall be included per service agreement.

• Optional 24/7 emergency support may be included as an add-on.

5. Deliverables: The vendor shall deliver the following:

A. Functional EFMS software meeting all technical and operational specifications.

B. System installation, configuration, and testing.

C. Data migration plan and implementation (if applicable).

D. User training and reference documentation.

E. System security plan and access control documentation.

F. Ongoing maintenance and technical support.

6. Implementation Timeline: The anticipated project timeline is 90–180 days from the date of contract execution, including:

• Phase 1: Requirements gathering and system design (2–4 weeks)

• Phase 2: System configuration and development (6–8 weeks)

• Phase 3: Testing and user acceptance (4 weeks)

• Phase 4: Training and go-live (2 weeks)

• Phase 5: Post-implementation support (as needed)