HBSComply HBoisch Solutions LLC.pdf

Proposal for The State of Nebraska Department of Health and Human

Services Records Management System

Helmut Boisch HBSComply (H. Boisch Solutions LLC) 350 Flower Hill Way San Marcos, CA 92078 helmut.boisch@hboischsolutions.com

(732) 770-5110

October 28, 2025

HBSComply is pleased to submit this proposal in response to the State of Nebraska

Department of Health and Human Services The State of Nebraska Department of Health and

Human Services Records Management System RFP. As a proven provider of incident management, compliance management, training, paperless forms, and certification tracking solutions for government agencies including police departments, sheriff’s counties, correctional facilities, campus safety, and corporations, we offer a comprehensive, cloud-based Software-as-a-Service (SaaS) platform tailored to meet the complex needs of the State of Nebraska Department of Health and Human Services professionals.

With a deep understanding of case management, incident management, paperless forms, regulatory compliance, officer training, certification tracking, and data security, HBSComply has successfully implemented solutions for government agencies, corporations, police & public safety organizations nationwide. Our solution is designed to be fully CJIS-compliant, highly customizable, and user-friendly, ensuring smooth data tracking, reporting, and real-time monitoring of officer certification and training compliance.

Our proposal outlines how our system meets or exceeds all technical and functional requirements outlined in the RFP, including cloud-based deployment, case management, customizable workflows, real-time reporting, learning management, and officer certification tracking. We are committed to delivering a scalable, secure, and accessible system that enhances operational efficiency and data accountability for The State of Nebraska

Department of Health and Human Services .

We appreciate the opportunity to partner with The State of Nebraska Department of Health and Human Services to modernize and streamline case management, incident management, paperless forms, training and more.

Executive Summary

HBSComply is pleased to submit this proposal in response to the State of Nebraska

Department of Health and Human Services The State of Nebraska Department of Health and

Human Services ’s Request for Proposal for a Records Management System with Case

Management and Incident Reporting Software. HBSComply offers a robust, secure, and cloud-native solution tailored to the incident management needs of public-sector organizations, with a proven track record in government, corrections, and a myriad of records management and paperess environments.

Scope of Proposed Solution

The HBSComply platform includes secure intake forms, configurable workflows, automated notifications, and reporting dashboards to manage and analyze incidents from intake to resolution. Key functionality includes:

- Customizable incident categories and severity levels

- Role-based access controls and confidential routing

HBSComply has the ability for an administrator to assign user access rights to reports and functionality as designed be The State of Nebraska Department of Health and Human

Services .

- Secure cloud hosting in multiple U.S. regions with full encryption

Tech FAQ’s

- Virtual Dedicated Server

- MS dot Net programming

- IBM Partnered Development Team

Security

• Each Virtual Dedicated (or Semi-Dedicated) Server is dedicated to 1 customer only.

• Each server has its own Administrator account.

• Each server contains it own dedicated NTFS file system.

• Each server contains its own Windows firewall rule set.

• Remote Desktop and DotNetPanel control panel are safe and secure ways to manage your Virtual Dedicated Server and Semi-Dedicated Server.

Performance:

Other solutions work in a shared environment where resources are common, and a big site can drain all resources and leave yours running slowly. In our VDS environment you are guaranteed a set of dedicated CPU and RAM resources to ensure your sites always perform at full speed.

• Our Virtual Servers are hosted on Multi-Core Multi-Processor servers (the most powerful on the today's market). We work with a highly qualified team of server administrators. So your accounts would always be safe and fast. We are backed up in multiple regions in the United States.

Due Diligence & Security

ISO : International Organization for Standardization

Ensure annual independent certification that ensures the organization operates an information Security Management System that conforms to the requirements of ISO/IEC

21001:2013 and is in compliance with requirements of ISO/IEC 27018:2014 an international cloud security standard for privacy and data protection

SOC 2/3 (Service Organization Control)

Annual SOC Reports for services relevant to security and availability. Independent auditor examines the organization to ensure we maintain effective controls over the platform services and provide reasonable assurance that the system as defined was protected against unauthorized access and the was available for operation and use as agreed.

- Full audit logs and version tracking of entries and edits

- Integration with HRIS, LMS, and external systems via REST APIs

- Mobile-friendly data entry and acknowledgment forms

DESCRIPTION OF SERVICES (“Services”):

The State of Nebraska Department of Health and Human Services is seeking incident reporting software that can provide the following parameters and capabilities:

Setup to gather information for a variety of incident types, including but not limited to:

• Client behaviors, client safety, client complaints

• Client appeals (re: refusal of prescription of controlled substances; appeal of service ineligibility)

• Facility/environment of care issues; agency vehicle damage

• Allegations of staff misconduct (procedural or more serious abuse/neglect allegations)

• When staff make a report to state-level agencies (i.e. Adult Protective Services (APS) or Child Protective Services (CPS) about cases of suspected or alleged abuse, neglect, and/or exploitation of a client

• Any time police or emergency medical services are called to respond to a situation with a client

• Cybersecurity issues

• Staff injury

• Infection control issues

• Medication issues/errors

Types of data that would need to be collected and stored include:

Our unique paperless platform for reporting allows us to create all manner of data including date fields

Time fields

Categorization of fields

With dropdowns that allow for:

• Reporter information, identification of staff and others involved, reporter’s supervisor

• Client contact information

• Time/date of incident

• Time/date of report; date of resolution or # of days to resolution

• Categories (list above) and subcategories of incident types

• Division and program where incident took place

• Large narrative space

• Resolution categories

Ability to Allow Access granted to staff, supervisors, and providers, with full customization :

• All organization employees (clinical and non-clinical)

• External providers with whom the organization contracts to provide services or client care

Other functionality:

• We customize different paperless templates and questions based on incident type or reporter as dictated by the State of Nebraska Department of Health and Human Services

• Our paperless incident forms include the ability to save and final-approve report and subsequent follow-up by various parties assigned to do follow-up

• Our supervisory review and incident review processes include automatic routing to supervisor

• The ability exists for admins to do manual routing to others

• If questions are raised during a review, reader can direct questions/report to others for them to address

• Ability to automate notifications of assignments, questions posed, and needed follow-up

• Ability to print reports in Excel or PDF of report with narrative that can be downloaded and shared with others (ad hoc investigation needs and monthly committee review of select reports) . Ability to Search on any data within a report

• Our reporting allows for Data reports (csv) of detail of reports including how many filed per site and being able to filter out specific categories, along with any narrative comments.

• Our data reports allow searching on staff with outstanding incident reports requiring follow-up

• We have the ability to have organization between open incidents and closed incidents

RFP Requirements:

The RFP contains many features requirement that are native to HBSComply. Case

Management is core to the HBSComply platform. And feature requirements such as ability to populate reports, redact information, customized approval processes, are the fundamental software that has separated HBSComply from other competitors in the government and public saferty landscape.

Assistance will be provided during initial setup, to include training of key staff. Ongoing ad hoc support will be provided to address any software performance issues and/or requests for new or modified setup and functionality.

Implementation and Deployment Plan

We follow a structured, phased implementation approach to ensure a smooth transition to the new system without disrupting the State of Nebraska Department of Health and Human

Services ongoing operations. The deployment process is designed to minimize downtime, maximize user adoption, and ensure seamless integration with existing workflows.

The implementation plan consists of four key phases:

• Phase 1: System Configuration and Customization: the State of Nebraska Department of Health and Human Services specific requirements are integrated into the platform, including user role configurations, data fields, and compliance workflows.

-To begin immediately upon award.

• Phase 2: Data Migration and System Integration: Historical records are securely transferred, and connections to existing databases are established.

• Phase 3: Pilot Testing and User Training: Selected testers participate in a controlled rollout to validate system performance and provide early user feedback.

• Phase 4: Full Deployment and Ongoing Optimization: The platform is launched, with continuous monitoring and refinements based on user input.

We will plan to ensure Phase 4 is completed by January 1, 2026

Data Residency and Compliance Adherence U.S.-Only Data Residency HBSComply fully adheres to U.S.-only data residency requirements. All data—whether related to Protected Health Information (PHI), Personally Identifiable Information (PII), or other sensitive data—is stored, processed, and transmitted exclusively within the United States. Our infrastructure is designed to ensure that no data is routed through or stored in systems located outside the U.S. We do not utilize offshore data centers, and our cloud environments are strictly limited to U.S. jurisdictions.

Infrastructure and Hosting HBSComply's SaaS platform is hosted on secure, U.S.-based cloud infrastructure with data centers located in geographically diverse regions for redundancy and disaster recovery. Our hosting partners are compliant with FedRAMP, SOC 2 Type II, and HIPAA standards, and all servers and environments are physically located within the United States. We contractually ensure that no subcontractor or third-party service provider stores, transmits, or processes data outside U.S. borders, and we are prepared to provide written documentation verifying this requirement upon request.

HIPAA and HITECH Compliance HBSComply is fully compliant with the Health Insurance Portability and Accountability Act (HIPAA) and the Health Information Technology for Economic and Clinical Health Act (HITECH). We have implemented the necessary administrative, technical, and physical safeguards to ensure the confidentiality, integrity, and availability of PHI. We are prepared to enter into a Business Associate Agreement (BAA) with the State of Nebraska Department of Health and Human Services, using their preferred format, to formally affirm our responsibilities in handling PHI securely and lawfully.

Data Security and Protection Our platform enforces strong encryption protocols using NIST-compliant standards for all data both at rest and in transit. Administrative access to data is protected via role-based controls, multi-factor authentication, audit trails, and automated session management. We regularly perform vulnerability scans, penetration testing, and risk assessments. In the event of any actual or suspected data breach, HBSComply will notify the State of Nebraska Department of Health and Human Services immediately and comply fully with HIPAA breach notification requirements and internal incident response protocols.

Audit and Oversight We recognize the State of Nebraska Department of Health and Human Services right to audit our compliance with data residency and HIPAA obligations. HBSComply maintains up-to-date documentation of our data storage locations, access controls, encryption standards, and compliance certifications. Upon request, we can provide evidence such as SOC 2 Type II reports, HIPAA compliance attestations, and supporting technical architecture documentation. Our platform is designed to support transparency, compliance oversight, and regulatory reporting.

Implementation & Support

HBSComply’s implementation includes requirements gathering, configuration workshops, data migration, training, and ongoing support. Our team works hand-in-hand with client stakeholders to ensure a successful rollout within 60–90 days. We provide dedicated account management, 24/7 support ticketing, and a built-in helpdesk.

EXPERIENCE AND REFERENCES

HBSComply has developed and implemented customized policy management, training and compliance solutions for various corporations, government agencies, police departments, and public safety organizations across the United States. These projects have involved complex data management, high-security compliance, and multi-agency coordination, making us well-equipped to handle the requirements of the State of Nebraska Department of Health and Human Services .

Cushman & Wakefield

• We implemented a policy management and policy attestation tracking tool across over 40,000 employees in over 50 countries in hundreds of affiliates organizations of the global commercial real estate firm Cushman & Wakefield. The entire platform catered to multiple languages including Chinese, Spanish, German, French, and more.

• Replaced paper-based tracking systems with automated digital workflows, enabling code of ethics monitoring, outside business activity tracing, and whistleblower reporting.

Leander Independent School District

• We implemented policy management and attestation tracking including a customized digital workflow system for managing the Field Training Manual, a crucial component in law enforcement officer onboarding and development.

• Replaced paper-based tracking systems with automated digital workflows, enabling real-time training progress monitoring, approval tracking, and historical record retention.

• Integrated role-based access control to ensure officers, training supervisors, and administrators could securely manage training records.

• Overall, we increased efficiency in officer training, reduced administrative overhead, and improved compliance tracking for new recruits.

Harris County Constable Precinct 1,2, 6, and 7 Texas

• We deployed HBSComply’s paperless reporting and policy management platform, allowing the agency to digitize officer training, certification tracking, and compliance reporting.

• Developed a centralized compliance tracking system, providing real-time dashboards for training progress, audit readiness, and automated reporting.

• Ensured compliance with state-mandated training requirements by implementing automated alerts for certification expiration and outstanding training.

• Overall, our work enhanced oversight of officer training compliance, improved workflow efficiency, and reduced risk of non-compliance issues.

Central Virginia Community College & University of Portland

• Our team implemented a cloud-based policy management and incident tracking and compliance monitoring system, allowing the department to transition from paper-based processes to digital case and training record management.

• Designed customized compliance reporting tools that enabled officers, supervisors, and department heads to analyze training gaps and ensure certification requirements were met.

• Provided a mobile-friendly interface, ensuring officers in the field could update their training progress, submit certification requests, and review policy changes in real time.

• Overall, we helped improved employee training visibility, streamlined compliance tracking, and enabled more effective training oversight.

Through these projects, our team has demonstrated the ability to successfully develop, implement, and support scalable compliance and training solutions tailored to the needs of government agencies of all sizes. Our expertise in multi-agency data management, workflow automation, and regulatory compliance makes us the ideal partner to implement the records management system.

References and contact details are available upon request and include organizations across the US.

Helmut Boisch

The project will be led by Helmut Boisch, founder and CEO of

HBSComply. He has an extensive background in both the civilian and government sectors, having held executive leadership positions at financial institutions, technology firms, and global enterprises as COO and other C-Suite roles. Helmut holds an MBA in Organizational

Management, is a certified Project Management Professional (PMP), and has extensive experience managing complex, compliance-driven projects. Additionally, Helmut is a veteran of the US Army having served in Operation Iraqi Freedom.

Elena Volosuk

The technical development of the system will be overseen by Elena Volosuk, who has more than 20 years of experience in software development, systems integration, and modernization projects. She has worked extensively with .NET frameworks, C++, and business information systems and has successfully delivered cloud-based solutions for complex, large-scale data management platforms. Under her leadership, the development team will ensure that the system is secure and -compliant, secure, scalable, and optimized for government workflows.

Mabel Valencerina

HBSComply’s client support and onboarding functions will be led by Mabel Valencerina, who has over a decade of experience in customer support, data analysis, and client engagement. Her background includes work with Bloomberg LP, where she specialized in data-driven client support solutions. She manages a dedicated team responsible for responding to helpdesk inquiries, ensuring smooth system onboarding, and providing ongoing user training.

The team also includes professionals with direct experience in government technology adoption.

Security and Compliance

The platform adheres to industry best practices including encryption at rest and in transit, role-based access controls, and multi-factor authentication. Hosting occurs on encrypted, redundant infrastructure via DotNetPark, with disaster recovery in three U.S. regions. The solution complies with HIPAA and CJIS requirements where applicable.

Data Residency and Compliance Requirements

1. U.S.-Only Data Residency o All data related to the Contract including, without limitation, Protected

Health Information (“PHI”), personally identifiable information (“PII”), or any other sensitive information, must be stored, processed, and transmitted exclusively within the United States.

o Successful Bidder shall not allow any data, in whole or in part, to be transmitted to, stored in, or accessed from servers or systems located outside the United States.

2. Infrastructure and Hosting o All servers, data centers, cloud environments, and other computing infrastructure used in connection with the Services provided under this IFB must be physically located in the United States.

o Successful Bidder must provide documentation confirming that no subcontractor or third-party service provider stores, processes, or transmits data outside of the United States.

3. Compliance with HIPAA o Successful Bidder must ensure full compliance with the Health Insurance Portability and Accountability Act (“HIPAA”), the Health Information Technology for Economic and Clinical Health Act (“HITECH”), and all applicable federal and state regulations governing data privacy and security.

o Successful Bidder must sign and maintain a Business Associate Agreement (BAA) with the State of Nebraska Department of Health and Human Services in a format as determined solely by the State of Nebraska Department of Health and Human Services, affirming responsibilities for safeguarding PHI.

4. Data Security and Protection o Successful Bidder must implement administrative, physical, and technical safeguards that meet or exceed HIPAA Security Rule requirements.

o Successful Bidder must ensure that encryption is used for all Services-related data at rest and in transit, using NIST-compliant standards.

o Successful Bidder must notify the State of Nebraska Department of Health and Human Services immediately upon becoming aware of any actual or suspected data breach in accordance with HIPAA breach notification requirements.

5. Audit and Oversight o The State of Nebraska Department of Health and Human Services reserves the right to audit and verify the Successful Bidder ’s compliance with U.S.-only data residency and HIPAA obligations at any time.

o Successful Bidder must provide, upon request, evidence of data storage locations, security controls, and compliance certifications (such as SOC 2, HITRUST, or equivalent).

Cost Proposal

We propose a fixed price cost including training, setup, and onboarding of no more than

$285,000 a year which can be fixed as an annual cost throughout a 5 year contract.

Conclusion

We look forward to the opportunity to serve the State of Nebraska Department of Health and Human Services and deliver a solution that enhances the transparency, accountability, and safety of your incident reporting operations. We are confident our platform will exceed expectations and support your organizational goals.

Sincerely, Helmut Boisch

CEO, HBSComply helmut.boisch@hboischsolutions.com

(732) 770-5110

APPENDIX

Reporting and Analytics Capabilities

HBSComply’s system is equipped with an advanced reporting and analytics engine, providing the State of Nebraska Department of Health and Human Services with real-time insights into training progress, certification compliance, and law enforcement readiness.

The platform includes pre-configured reports tailored to the State of Nebraska Department of Health and Human Services specific needs while offering the flexibility to generate custom ad hoc reports based on user-defined parameters.

Agencies can track individual officer progress, regional compliance trends, and training completion rates through dynamic dashboards. The reporting tools allow users to filter data by officer, agency, region, certification type, or timeframe, ensuring quick access to critical information. Reports can be exported in multiple formats, including Excel, PDF, CSV, and

HTML, allowing seamless integration with external compliance reporting requirements.

Additionally, the platform features predictive analytics, helping the State of Nebraska

Department of Health and Human Services administrators identify compliance risks before they occur. By analyzing officer training records and certification timelines, the system generates automated alerts for upcoming expirations, enabling proactive intervention.

These insights empower the State of Nebraska Department of Health and Human Services to make data-driven decisions, improve statewide training strategies, and ensure that all law enforcement personnel meet certification standards.

Example: Suppose a region of the State of Nebraska Department of Health and Human

Services has a significant number of employees with upcoming certification expirations in mandatory firearm training. The dashboard highlights which employees are due for training and provides immediate access to scheduling options. By acting on these insights, agencies can ensure timely training completion, preventing potential lapses in employee certification and readiness.

Case Management and Compliance Tracking

Our system includes a dedicated case management and compliance tracking module, allowing the State of Nebraska

Department of Health and Human Services to efficiently oversee officer certifications, disciplinary actions, and regulatory compliance. The platform provides comprehensive tracking for officer certification cases, including application status, approval workflows, and renewal The

State of Nebraska Department of Health and Human Services dlines. If an officer falls out of compliance, the system generates automated alerts and initiates predefined workflows to ensure swift resolution.

For investigative and disciplinary cases, the State of Nebraska Department of Health and

Human Services administrators can log, monitor, and manage records related to officer conduct, including decertifications, suspensions, and appeals. All case actions and updates are automatically recorded in a secure audit log, providing a transparent and verifiable history of compliance measures. The system also offers document management capabilities, allowing agencies and the State of Nebraska Department of Health and Human Services officials to securely store and retrieve legal records, investigative findings, and other regulatory documentation.

Through its case management and compliance tracking features, we are aiming to provide a structured and automated approach to certification enforcement, regulatory compliance, and law enforcement accountability. The system ensures the State of Nebraska Department of Health and Human Services maintains a centralized, real-time overview of officer qualifications while reducing administrative overhead and strengthening procedural consistency across all agencies.

System Functionality and User Interfaces

HBSComply’s system is designed for intuitive navigation, real-time data access, and streamlined workflows for government agencies, officers, and administrators. Each user role has a customized dashboard displaying relevant training, certification statuses, compliance tasks, and alerts. Our system’s modular architecture ensures that agencies can easily manage officer records, track progress, and generate reports without complexity.

Key system functionalities include:

• Employee Portal: Officers can log in to track training progress, view upcoming courses, receive automated certification reminders, and submit required documentation.

• Agency Dashboard: Law enforcement agencies can oversee officer training records, assign courses, and ensure compliance with the State of Nebraska Department of Health and Human Services requirements.

• Administration Panel: the State of Nebraska Department of Health and Human Services officials have a high-level view of statewide training compliance, with tools for certification approvals, data audits, and agency performance monitoring.

• Automated Alerts and Notifications: The system ensures that officers and administrators receive timely reminders for expiring certifications, overdue training, and compliance with the State of Nebraska Department of Health and Human Services deadlines.

• Customizable Reporting Tools: Agencies can generate real-time reports filtered by officer, agency, region, or training category, exporting data in multiple formats such as Excel and PDF.

• Role-Based Access and Permissions: Ensures secure and structured access, allowing only authorized personnel to modify or view sensitive records.

Learning Management System (LMS) Integration

Our platform incorporates a full-featured LMS that allows the State of Nebraska Department of Health and Human Services to offer, track, and manage both online and in-person training courses. The LMS enables officers to register for training sessions within the system while allowing agencies to assign courses in bulk. The platform supports SCORM-compliant e-learning materials, ensuring compatibility with widely used digital training formats and interactive learning modules.

Progress tracking is automated, with course completions, test scores, and training hours updated in real time within an officer’s certification profile. The State of Nebraska

Department of Health and Human Services administrators can assign mandatory training modules across agencies or specific regions, ensuring officers remain in compliance with evolving state and federal regulations.

The LMS is fully accessible on desktop and mobile devices, enabling officers to complete required training remotely. Officers can access learning modules at their convenience, reducing scheduling conflicts while increasing training completion rates.

A critical aspect of our system is its scalability. Our architecture is designed to support hundreds of thousands of personnel records, ensuring the State of Nebraska Department of

Health and Human Services can accommodate future growth without system performance degradation. The platform allows for expansion of data fields, additional reporting capabilities, and integration with third-party systems, ensuring long-term flexibility. Having successfully supported a 55,000-employee organization operating across 45 countries, our system is built to handle large-scale deployments, making it well-prepared for the State of Nebraska Department of Health and Human Services future expansion needs.

Our ability to handle all manner of human resources information such as performance reviews, disciplinary procedures, and training make us a leader in personnel management and paperless reporting.

DHHS Vital Records Department Modernization Requirements

Bidders must complete both Column D and Column E for every item listed under System Modules and Functional Specifications using the instructions below.

Column D - Vendor Selection. The bidder to use the dropdown box in "Vendor Selection" to confirm how their solution proposes to meet each specification.

Drop-down options:

Column E - Vendor Response. For each respective System Module and Functional Specification and depending on which dropdown option is chosen from Column D - Vendor Selection, the bidder will provide the corresponding response to include the information listed as shown below.

If YES is selected, the bidder should describe how their system will address the specification.

If CONFIG is selected, the bidder should describe how they will address the specification, the level of effort, the target time frame of delivery, and how much input from the Unit will be needed in order to satisfy the specification prior to go-live.

If CUS is selected, the bidder should describe how they will address the specification, the level of effort, the target time frame of delivery, and how much input from the Unit will be needed in order to satisfy the specification prior to go-live.

If TPS is selected, the bidder should:

Attachment 1 - Functional Specifications

RFP#: 120277 O3

Vital Records Management System State of Nebraska, Department of Health and Human Services

To accurately complete this document, the bidder is to respond to each functional specification listed on the "Functional Specifications" tab. All functional specifications are listed within the "Functional Specifications" tab; each functional specification has a corresponding business set in Section (VI)(A)(3) of the RFP document.

The bidder must complete this document, “Attachment 2 - Functional Specifications,” and submit as a part of the bidder's Solicitation Response in an Excel format only - See Section (VII)(A)(2) of the RFP for submittal instructions.

DO NOT ALTER THE FORMAT OF THIS DOCUMENT OR ANY OF THE EXISTING CONTENT WITHIN THE TABS (ROWS, COLUMNS, SPECIFICATIONS, ETC.). Bidder may expand the row heights within the "Functional Specifications" tab to enter entire Vendor Response.

The only content that the bidder may enter in this Excel spreadsheet is within the "Functional Specifications" tab. Do not add information to the "Instructions" tab or add any additional tabs.

Please note: All associated costs must be captured in the Cost Sheet in the prescribed format and NOT within Attachment 2. Failure to adhere to these instructions shall result in the bidder's proposal as being deemed a "Non-Responsive Solicitation Response".

Attachment 1 - Functional Specifications shall be subject to a "Pass" or "Fail" assessment. Bidder to review Section (I)(P)(2) of the Request for Proposal (RFP) document for understanding the methodology that will be applied. The Items hig hlighted in with an asterisk within this document represent the capability and/or requirement that will be subject to the "Pass" or "Fail" assessment, as these are "must" requirements.

Important Scoring Dynamic

No Additional Costs - All related Costs are to be captured in the Cost Sheet (In the prescribed format)

General Instructions

Specific instructions to complete Functional Specifications tab:

GOLD*

Instructions Page 1 of 10

Bidder Name: (Enter Bidder Name here)

Ref System Modules and Specifications Vendor Selection Vendor Response

1 GENERAL

1.1 COMPONENT

1.1.1 The system must include the following modules:

1.1.1.1* Birth; YES 1.1.1.2* Death; YES 1.1.1.3* Marriage; YES 1.1.1.4* Dissolution of Marriage; YES 1.1.1.5* Fetal Death; YES 1.1.1.6* Induced Termination of Pregnancy (ITOP); YES 1.1.1.7* Order Management. YES 1.1.2* The system must contain a report builder tool or associated utility. YES

1.2 SYSTEM

1.2.1* The system must not require the purchase of any additional proprietary applications. YES 1.2.2* The system must support multiple environments, specifically, System Integration Testing (SIT), User Acceptance Testing (UAT), Training, Development, and

Production. YES

1.2.3 The system should be configurable to present module fields in the order listed on its corresponding form. YES 1.2.4* The system must have images be seamlessly accessible within the application. YES

1.2.5 The system should provide functionality to disallow any other screen shot tool, such as the “Snipping Tool” or the like. YES

1.2.6 The system should provide a managed print function. YES

1.2.7 The system should capture an audit log when the print function is used. YES 1.2.8* The system's implementation and functionality must adhere to the technical specifications outlined in the accompanying Technical Specifications-Attachment

3. YES

1.2.9* The system must support a minimum of 5,000 internal and external users. YES 1.2.10* The system must support a minimum of 1,000 concurrent users regardless of user role and/or location. YES

1.2.11 The system should provide online help connected to the relevant routine, field, or report being used. YES 1.2.12* The system must have the ability to connect to local or network printers. YES 1.2.13* The system must have the ability to connect to local or network scanners. YES

1.3 DATA

1.3.1* The system must have the ability to complete a data conversion of all existing data, including images and files. YES 1.3.2* The system must have configurable data retention rules. YES 1.3.3* The system must provide immediate validation and error messaging needed for data interfaces. YES 1.3.4* The system must have the ability to use field-level data integrity checks and data validation (e.g., numeric fields, verify a number is entered, date fields, verify a date is entered, etc.). YES 1.3.5* The system must provide an integrated full-featured word processing function (including superscript, subscript, and scientific notations, cut and paste, and word wrap) to allow a user to enter data into large text fields. YES 1.3.6* The system must validate against an integrated medical dictionary for medical related fields. CUS 1.3.7* The system must have real-time processing of data. YES 1.3.8* The system must align with State of Nebraska and Federal guidelines to collect vital statistic data and other data points needed for federal reporting and evaluation purposes. CUS 1.3.9* The system must have graphical control elements to assist with data entry (e.g., checkbox, drop-down box, etc.). YES

1.4 FUNCTIONALITY

Attachment 1 - Functional Specifications

RFP: 120277 O3 REBID

Vital Records Management System State of Nebraska, Department of Health and Human Services

Bidders are to follow Instructions given on the first tab, "Instructions" for directions regarding how to respond.

items highlighted in gold and notated with an asterisk (*) within this document represent the capability and/or requirement that will be subject to the “Pass” or “Fail” assessment, as these are “must” requireme

Functional Specifications Page 2 of 10

1.4.1* The system must have the ability to scan directly into the system. YES 1.4.2* The system must have the ability to attach a file with a minimum of the following file types (.pdf, .doc, .jpeg, .png, .tiff). YES

1.5 CONFIGURATION

1.5.1* The system must have configurable field level warning notifications. YES

1.5.2 The system should auto advance a user from process start through process completion. YES

1.5.3 The system should have task list or work queue functionality. YES 1.5.4* The system must have the ability to configure workflows. YES

2 USERS

2.1 GENERAL

2.1.1* The system must allow a user with necessary access to create a record, image, or attachment. YES 2.1.2* The system must allow a user with necessary access to view a record, image, or attachment. YES 2.1.3* The system must allow a user with necessary access to search a record, image, or attachment. YES 2.1.4* The system must allow a user with necessary access to update a record, image, or attachment. YES 2.1.5* The system must allow a user with necessary access to save a record, image, or attachment. YES 2.1.6* The system must allow a user with necessary access to delete or purge a record, image, or attachment. YES 2.1.7* The system must allow a user with necessary access to deactivate a record, image, or attachment. YES 2.1.8* The system must have the ability to register a user for system access based on role and location. YES

2.2 ACCESS

2.2.1* The system must allow access to both internal (State of Nebraska employees) and external users (e.g., funeral directors, hospital staff, and county clerks).

YES

2.2.2* The system must have role-based security for application and administrative functions including views for all user roles across all modules.

YES

2.2.3* The system must provide a location selection prompt for users who have access to multiple locations. YES

2.2.5 The system should have the ability for a new user to complete a registration form. YES 2.2.6* The system must have the ability for a user to complete self-service password changes and/or resets. YES 2.2.7* The system must have the ability for a user to update their own user profile demographics once logged in (non-system security). YES 2.2.8* The system must provide a warning message after user login based on a configurable time period when a password is expiring. YES 2.2.9* The system must perform an automatic logoff for session inactivity based on a configurable length of time. YES 2.2.10* The system must provide a warning message prior to automatic logoff for session inactivity based on a configurable length of time. YES

2.3 SEARCH

2.3.1* The system must allow a user with necessary access the ability to use a real-time search and filter function whereas all vital event records, requests, orders, payments, and invoices can be viewed, searched, and filtered by one or more data fields or variables in each record, and wildcards or partial entry of a field can be used. YES

2.3.2* The system must allow a user with necessary access to export search results. YES 2.3.3* The system must allow a user with necessary access to print search results. YES 2.3.4* The system must have the ability to limit the number search result count by user. YES

2.4 FUNCTIONALITY

2.4.1* The system must have the ability for a user with the necessary access to create a new user and associate that user to specific user role(s). YES 2.4.2* The system must have the ability for a user with the necessary access to delete a user. YES 2.4.3* The system must have the ability to search the system for a user, including a filter to search for an expired user. YES 2.4.4* The system must have the ability for a user with the necessary access to deactivate a user. YES 2.4.5* The system must allow a user with necessary access to bypass security and update any entry when needed. YES

2.4.6 The system should allow a user with necessary access the ability to view more detailed information on any field when appropriate. YES 2.4.7* The system must allow a user with necessary access to attach, link, and view any supporting document of any file format to a record or order.

YES

2.5 CONFIGURATION

2.5.1* The system must have the ability to edit validation data through a front-end utility. YES

3 SYSTEM ADMIN

3.1 ACCESS

3.1.1* The system must have a user role with elevated security access to the system (e.g., System Administrator). YES

3.1.2 The system should have system-level access to exports (create, configure). YES

3.1.3 The system should have system-level access to imports (create, configure). YES

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3.1.4 The system should have system-level access to reports (create, configure). YES

3.1.5 The system should have system-level access to documents (create, configure). YES

3.2 DATA

3.2.1* The system must use a centralized data dictionary that fully describes table structure and appropriate levels of metadata. YES 3.2.2* The system must allow a user with necessary access to have read-only access to the system's database(s). YES

3.2.3 The system should allow a user with necessary access to have full access to the system's database(s). YES

3.3 FUNCTIONALITY

3.3.1 The system should have the ability to edit (e.g., checkbox, drop-down box, etc.). YES

3.3.2 The system should have the ability for the system administrators to create user roles. YES

3.3.3 The system should have the ability for the system administrators to modify user roles. YES

3.3.4 The system should have the ability for the system administrators to delete user roles. YES

3.3.5 The system should have the ability for system administrators to terminate a user connection and/or session remotely. YES

3.3.6 The system should have the ability to maintain a directory of all personnel currently active in the system. YES 3.3.7* The system must have the ability to produce a system access log (in/out history) by user with time stamp in seconds. CONFIG

3.3.8 The system should allow the system administrator to make batch updates to data on admin-specified criteria (i.e., system-wide find/change functionality).

CONFIG

3.3.9 The system should allow the system administrator to schedule batch updates to data on admin-specified criteria (i.e., system-wide find/change functionality).

CONFIG

4 AUDIT LOGS

4.1 GENERAL

4.1.1 The system must have action history logs to view modifications, deletions, data loading actions, reports, printing, and user log-ins/outs. At a minimum the log must contain the following:

YES

4.1.1.1* User; YES 4.1.1.2* Date; YES 4.1.1.3* Time; YES 4.1.1.4* Data Prior to Edit; YES 4.1.1.5* Data After Edit. YES

4.1.2 The system must have audit history logs to view user activities, such as logging in and out of the system. At a minimum the log must contain the following: YES

4.1.2.1* User; YES 4.1.2.2* Date; YES 4.1.2.3* Time. YES 4.1.3* The system must track changes made to all data, keeping the integrity of the original document, data, and image with associated changes. YES 4.1.4* The system must provide the ability to create, save, and export an audit log of the tracked changes made throughout the system. YES 4.1.5* The system must maintain a history of all data. YES

4.2 ORDER MANAGEMENT

4.2.1* The system must track the data associated with serialized forms used within each order. YES 4.2.2* The system must be able to store a user-defined, customizable volume of sales transactions, categorized by transaction date, for a minimum of five years.

YES

4.2.3* The system must contain reporting capabilities to assist with audit of document control number/certificate paper to the associated receipt and order, including by registrar and date. YES

4.3 CERTIFIED PAPER

4.3.1* The system must track the number of certificates printed by vital event record and certificate type. YES 4.3.2* The system must track the serial number of issuance in chronological order within a print log. CONFIG

4.4 FUNCTIONALITY

4.4.1* The system must capture an audit of all imports. YES 4.4.2* The system must capture an audit of all exports. YES 4.4.3* The system must allow a user with necessary access to search the audit log. YES 4.4.4* The system must track the creating, viewing, printing, and deleting of attachments. YES

4.5 CONFIGURATION

4.5.1* The system must track and maintain an audit log of when configuration changes are made (e.g., changes to fees for certification types). YES

5 ALL MODULES

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5.1 GENERAL

5.1.1* The system must contain all existing and future records or orders with any associated images and/or attachments synchronously. YES 5.1.2* The system must incorporate all previously available records or orders with any associated data or attachments from the current system. YES 5.1.3* The system must allow a user with necessary access the ability to print an attachment. YES 5.1.4* The system must allow input of a partial record or order without forcing a user to complete a process. YES 5.1.5* The system must validate and issue vital event records. YES 5.1.6* The system must allow a user with necessary access to view, change, and submit a record or order. YES 5.1.7* The system must allow a user with necessary access to view, print, store, attach and scan documents or images into a record or order. YES 5.1.8* The system must allow a user to save a record or order regardless of completed data except for fields that are flagged as required by the State of Nebraska.

YES

5.1.9* The system must have administrative tools to be customizable to meet specific user needs. YES

5.1.10 The system should save user data entry progress automatically upon moving to the next field on the form. YES

5.1.11 The system should allow the saving and pausing activity on one record or order and moving to a different record or order for processing. YES

5.2 SEARCH

5.2.1* The system must allow a user the ability to group, sort and count search result data. YES 5.2.2* The system must allow a user with necessary access to search for a record or order using various metadata fields. YES

5.2.3* The system must provide a real-time search and filter function whereas all vital event records, requests, orders, payments, and invoices can be electronically viewed, searched, and filtered by one or more data fields or variables in each record, and wildcards or partial entry of a field can be used.

YES

5.2.4* The system must allow a user with necessary access to manipulate search parameters. YES 5.2.5* The system must allow a user with necessary access to save search parameters individually or to a group. YES 5.2.6* The system must allow a user with necessary access to export (to Excel) search results. YES 5.2.7* The system must allow a user with necessary access to print search results. YES 5.2.8* The search feature must have the ability to manipulate the number of records captured in a search by the user. YES 5.2.9* The system must allow a user to render searches of over 1,000 vital events at a time. YES

5.3 CORRESPONDENCE

5.3.1* The system must have the ability to generate letters for customer correspondence. YES 5.3.2* The system must have the ability to view previously generated and/or sent customer correspondence. YES 5.3.3* The system must have the ability to edit and send customer correspondence. YES 5.3.4* The system must have the ability to resend previously sent customer correspondence. YES

5.4 DOCUMENTATION

5.4.1* The system must have standard forms, permits, and worksheets that are accessible for a user with necessary access. YES 5.4.2* The system must have the ability to propagate data onto documents, forms, permits, and worksheets. YES 5.4.3* The system must have document management storage to house all certificates and associated supporting documents to be tied to the original records (e.g., adoptions). YES

5.5 FIELDS

5.5.1 The system should provide real-time validation for an entered address and prompt if not valid. YES

5.5.2 The system should be able to populate validated country, state, county, city, and zip code based on selected address. YES

5.5.3 The system should prompt if a suite number is appropriate. YES

5.5.4 The system should prompt with any suggested address alternative. YES 5.5.5* The system must have a consistent data input and display format for time across all modules. YES 5.5.6* The system must have a consistent data input and display format for phone numbers across all modules. YES 5.5.7* The system must have a consistent data input and display format for zip codes across all modules. YES 5.5.8* The system must have a consistent data input and display format for dates across all modules.