Field Imaging Question and Answers.docx

Field Imaging 2023-23-001/23-478HFS-MEDPR-B-29931 Questions and Answers Addendum 1 The Illinois Department of Healthcare and Family Services (HFS) is issuing this Addendum to amend the original Invitation for Bid for the above referenced project as issued by this office on June 17, 2022.

This addendum is to be acknowledged in accordance with the IFB, Section C.2 of the Offer to the State of Illinois, Addenda. Offerors are instructed to read this entire package before attempting to complete the information required therein. All other terms and conditions of the IFB shall remain in full force and effect, unchanged except as amended hereby.

1. Is there a requirement to integrate MDS data or other data, either via API or automated data import into the solution to provide immediate comparison capabilities?

A. No. The requirements are for data storage only.

2. Can you provide some examples of situations where the users will need to edit documents or view markups (section 1.2.1.3)?

A. This would actually be handled by the user’s PDF viewing software (I.E. Adobe Reader/Pro). Stored documents would not require direct editing.

3. Is your Microsoft Outlook email secure (section 1.2.2.3)?

A. State of Illinois Outlook accounts for HFS are all secure.

4. Can you explain the extent to which a department would want to modify a folder hierarchy (section 1.2.2.1)?

A. If an erroneous folder is created for a facility, the ability to delete/rename that folder in the hierarchy is necessary. On occasion, the HFSNs do accidentally misname the folders for residents within facilities and the ability for administrators to rename/delete those folders is necessary as well.

5. Can you provide more detail on the requirement to “route” documents (section 1.2.2.2) and is this a workflow requirement?

A. When a document is uploaded, HFS requires that the document have particular information assigned to that document during the uploading process (I.E. MDS.SLF document, region, facility name, resident name, document type, date of upload, uploading agent.) When a document is uploaded to the storage, the software will need to identify these tags and then utilize them to route the document to the designated storage location within the folder hierarchy and, if necessary, create a folder for the destination if it does not already exist.

6. Are there any data or result capture requirements based on the reviews (section 1.1 – Goal)?

A. No data capture is required of the documents that are uploaded. Simply the document storage and ability to review.

7. Is the requirement for live training online only for the initial user and admin training or is it to be available for all subsequent users and admins? Or will that training be provided by HFS or via online documentation? (section 1.2.5) A. Live training would not be required. Training would be provided by HFS through the provided on-demand documentation or web-based training methods (I.E. possibly training videos available on the access portal.)

8. Can you provide some detail on the current format, structure and meta data of the 30 gig of existing data to be ingested (section 1.2.8)?

A. All documents included within the 30 gigs are PDF documents with identifying information (I.E. MDS/SLF document, region, facility name, resident name, date of upload, name of uploading agent). This data would be sorted the same as regular uploaded documents.

9. Where can we provide a list of references?

A. References are not required for this IFB.

10. What type of ERP system does the agency use? My supplier would like to know to make sure integration won't be a problem.

A. The IL ACTS SAP ERP application is a cloud-based solution designed to support and integrate almost every functional area of the following business processes: procurement of goods and services, finance, accounting and human resources. A Governance, Risk and Compliance module (GRC) is included which not only manages user access but also any risks associated with segregation of duty conflicts.