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Jeff Beall Account Manager

LexisNexis VitalChek Network Inc.

840 Crescent Centre Drive, Suite 300

Franklin, TN 37067 Phone: 937-212-8567

Email: Jeff.Beall@lexisnexisrisk.com

State of Nebraska Department of Health and Human Services Solicitation No. 120277 O3 REBID

Vital Records Management System VitalChek Technical Response

December 5, 2025

Solicitation No. 120277 O3 REBID – Vital Records Management System

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TABLE OF CONTENTS

INTRODUCTION

CORPORATE OVERVIEW

Bidder Identification and Information Financial Statements Change of Ownership Office Location Relationships with the State Bidder’s Employee Relations to State Contract Performance Summary of Bidder’s Corporate Experience Summary of Bidder’s Proposed Personnel/Management Approach Key Personnel Resumes Subcontractors

TECHNICAL RESPONSE

Minimum Qualifications for Evaluation A. Project Requirements and Information

1. Scope of Work

2. Project Environment

3. Business Requirements Descriptions

4. Project Requirements B. Proposed Development Approach

1. Proposed Resolution

2. Innovation and Creativity Online Solutions In-Person Solutions Enhanced Solutions C. Technical Considerations D. Project Work Plan, Management, and Implementation

1. Work Plan

2. Project Timeline

3. Project Management

4. Perform Implementation E. Deliverables and Due Dates

1. Deliverables

2. Due Dates and/or Completion

APPENDIX

Contractual Agreement Form Acknowledgement of Sections II through IV with Exceptions

II. TERMS AND CONDITIONS

III. VENDOR DUTIES

IV. PAYMENT

Bidder license, user agreement, service level agreement, or similar documents Service Level Agreement

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Since 1987, LexisNexis VitalChek Network Inc. (“VitalChek”) has been a vital records industry pioneer and has a unique perspective on the needs and challenges facing the industry. With a customer centric focus on vital record agencies and their constituents, we have grown to become the largest provider of vital record processing services in the United States, serving more than 500 agencies in 47 states, the District of Columbia, Puerto Rico, and American Samoa. With 18 states currently utilizing or implementing VITALIQ™, our electronic database of vital record events system, we are also the largest provider of electronic vital record registration systems in the country.

For the past 38 years, VitalChek has consistently advanced the speed, efficiency, and security of vital records requests through technological innovation. Our strategic outlook and industry expertise have enabled us to anticipate both progressive agency solutions and consumer requirements, leading to the implementation of technologies and processes now regarded as industry standards. We remain committed to maintaining and developing our product suite in response to evolving needs, ensuring that the progression of our solutions aligns with broader industry trends both now and in the future.

With nearly 25 years of experience providing software solutions to vital record agencies similar in size and scope of the State of Nebraska Department of Health and Human Services (“State”), VitalChek is uniquely positioned to present VITALIQ™, a vendor-hosted comprehensive electronic vital events registration and issuance system aligned with the technology, security, and business requirements found in this RFP solicitation. VITALIQ™ was designed to conform to the National Center for Health Statistics (NCHS) 2003 edit specifications and National Model Law standards. Numerous jurisdictional implementations have proven that the core VITALIQ™ product meets 85% to 90% of any state’s vital records processing needs without modification. With customization and system configuration options, an innovative approach to future enhancements, and seamless integration with VitalChek’s full service, multi-channel vital records ordering platform, VITALIQ™ meets the current and future needs of State.

VitalChek’s business model integrates specialized industry knowledge with advanced technology, leveraging VITALIQ™ personnel who bring substantial experience in the Vital Records sector and have successfully implemented multiple VITALIQ™ systems across various jurisdictions. Our comprehensive team of subject matter experts includes former industry leaders and essential contributors dedicated to advancing emerging industry initiatives. The technology, product development, and project management teams are exclusively focused on delivering government solutions.

Every VITALIQ™ implementation starts from a standard core code base, then uses configuration settings to meet each state’s unique requirements. Over the years, we’ve incorporated an extensive library of jurisdiction-specific enhancements into this core, enabling rapid customization without reinventing the wheel.

Once deployed, each jurisdiction’s code is maintained separately for stability while still benefiting from ongoing improvements. Our shared-cost model ensures enhancements funded by one customer can be made available to others in their as-designed state at no charge upon request. In addition, VitalChek delivers free core upgrades through regular releases. Requested features or enhancements are

INTRODUCTION

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reviewed, prioritized, and incorporated into the product roadmap for inclusion in an upcoming planned release, based on overall resource availability and release scheduling.

This business model, which is based on continual improvement, means that VITALIQ™ will meet your business needs for years to come.

The State also benefits from participation in the VITALIQ™ National Users Group, which provides current users with an opportunity to actively contribute to the future development of VITALIQ™. The group convenes monthly via conference call; during the initial thirty minutes, VitalChek personnel seek feedback, present new features, facilitate roundtable discussions on potential enhancements, and conduct a question-and-answer segment. After this portion, VitalChek personnel exit the call, allowing users to independently discuss any relevant topics of interest.

The experience listed in Table 1 below demonstrates VitalChek’s successful methodology in implementing a system that adheres to Federal requirements, state specific needs, and provides an unparallelled level of efficiency in vital statistics data collection, management, and reporting. There is no scheduled end date for the 18 agencies listed below as we anticipate implementing new modules and providing industry leading enhancements for years to come.

Table 1

State Modules Start Date

Arizona Death, Fetal Death, Order Processing, Hosting 01/2016

Connecticut Death, Fetal Death, Order Processing 01/2019

Indiana Birth, Death, Fetal Death, ITOP, Order Processing, Hosting

01/2020

Kentucky Birth, Death, Fetal Death, ITOP, Marriage, Divorce, Order Processing, Imaging, Death FHIR.

In progress

Maine Birth, Death, Marriage, Order Processing 01/2010

Massachusetts Birth, Death, Fetal Death, ITOP, Marriage, Divorce, Order Processing, Hosting, Death FHIR.

01/2024

Michigan Birth, Death, Fetal Death, Marriage, Divorce, Order Processing, Imaging, Death FHIR

01/2019

Missouri Birth, Death, Fetal Death, ITOP, Order Processing, Hosting

In progress

New Mexico Birth, Death, Fetal Death, ITOP, Order Processing, Imaging

01/2007

New Jersey Death, Marriage, Death FHIR In progress

New York State Death, Fetal Death, Order Processing, Hosting, Death

FHIR

09/2014

North Carolina Birth, Death, Fetal Death, Order Processing, Hosting, Death FHIR

01/2017

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Ohio Birth, Death, Fetal Death, Order Processing, Hosting, Imaging, Death FHIR

10/2025

Oklahoma Birth, Death, Imaging, Order Processing, Death FHIR 07/2025

Oregon Birth, Death, Fetal Death, ITOP, Marriage, Divorce, Order Processing, Imaging

01/2006

Pennsylvania Birth, Death, Order Processing 01/2009

West Virginia Birth, Death, Fetal Death, Order Processing, Hosting, Help Desk, Imaging

01/2022

Wisconsin Birth, Death, Fetal Death, Order Processing, Hosting, Imaging, Death FHIR.

In progress

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Bidder Identification and Information

Founded in 1987 VitalChek is a Franklin, Tennessee corporation that was established to provide customized remote ordering and payment services specifically to government agencies. VitalChek serves two primary business lines, Vital Records, and the LexisNexis Payment Solutions division, which specializes in government payment processing. VitalChek operates as a division of LexisNexis® Risk Solutions within the Reed Elsevier Corporation (RELX). Company headquarters are located at 840 Crescent Centre Dr. Suite 300, Franklin, TN 37067.

LexisNexis® Risk Solutions harnesses the power of data, sophisticated analytics platforms, and technology solutions to provide insights that help businesses across multiple industries and governmental entities reduce risk and improve decisions to benefit people around the globe.

Headquartered in metro Atlanta, Georgia, we have offices throughout the world and are part of the Risk market segment of RELX, a global provider of information-based analytics and decision tools.

RELX is a global provider of information-based analytics and decision tools for professional and business customers. The Group serves customers in more than 180 countries and has offices in about 40 countries. It employs over 36,000 people, of whom almost half are in North America. The shares of RELX PLC, the parent company, are traded on the London, Amsterdam and New York Stock Exchanges using the following ticker symbols: London: REL; Amsterdam: REN; New York: RELX.

Financial Statements

While VitalChek is a $165MM company, financial reporting falls under RELX. Provided below in Figure 1, is a summary of the latest RELX financial information.

For the last six years’ annual shareholder reports, please visit:

Annual Reports – RELX - Information-based analytics and decision tools

CORPORATE OVERVIEW

https://www.relx.com/investors/annual-reports/2024

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Figure 1

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Change of Ownership

There are no planned or expected changes in company ownership.

Office Location

Contract responsibilities reside within the corporate headquarters located at 840 Crescent Centre Dr.

Suite 300, Franklin, TN 37067.

Relationships with the State

VitalChek does not currently hold any contracts with the State.

Bidder’s Employee Relations to State

VitalChek does not have relationships to declare.

Contract Performance

VitalChek does not have any contract performance issues to disclose regarding the services proposed in this response.

Summary of Bidder’s Corporate Experience

VitalChek provides the following references which may be contacted. Additional references are available on request. VitalChek does not use any subcontractors for services requested in this RFP.

For each of the stated agencies, multiple projects have been completed over the duration of the contract as various modules and services have been implemented.

Agency Name West Virginia Department of Health Department Vital Records Certification Unit Contact Matthew R. Wickert Title State Registrar of Vital Statistics Email Matthew.r.wickert@wv.gov Phone 304-356-4175 Dates of Service 2022 to Present Service Description Modules include Birth, Death, Fetal Death, Order Processing, Hosting, Help

Desk, Imaging

Agency Name Connecticut Department of Public Health Department Name State Vital Records Office Contact Elizabeth Frugale Title Bureau Chief Email Elizabeth.frugale@ct.gov Phone 860-509-7895 Dates of Service 2019 to Present Service Description Modules include Death, Fetal Death, Order Processing mailto:Matthew.r.wickert@wv.gov

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Agency Name New York State Health Department Department Name Vital Records Contact Elizabeth Villamil Title Director, Bureau of Vital Records Email Elizabeth.villamil@health.ny.gov Phone 518-408-0644 Dates of Service 2014 to Present Service Description Modules include Death, Fetal Death, Order Processing, Hosting, Death FHIR

Summary of Bidder’s Proposed Personnel/Management Approach

Upon contract award, VitalChek shall assign the Nebraska DHHS VITALIQ™ Implementation to a VitalChek Project Manager. The Project Manager shall be the single point of contact for most interactions between the State and VitalChek. Once the Project Schedule, Work Plan, and Staffing Plan have been developed for the State, various tasks and responsibilities shall be assigned to the appropriate VitalChek Teams for completion, (Business Analysts, Development Team, QA Team), as shown in the Organization Chart (Figure 2-4) below.

Figure 2 – Product Team – (Project Management, Business Analysts, Subject Matter Experts) mailto:Elizabeth.villamil@health.ny.gov

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Figure 3 – Technical Team – (Software Engineers, Network Support, DBA’s)

Figure 4 – Quality Assurance Team

The State will engage either directly with, or team members of, the following key personnel, as listed in Table 2, throughout the duration of the contract. Representatives from Sales, Product Management, Operations, and Information Technology departments are included. VitalChek does not sub-contract any portion of the services proposed in this response. Resumes for key personnel are included below.

The stated agency references included in Section H. Summary of Bidder’s Corporate Experience serve as references for the identified key personnel.

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Table 2

Key Personnel Title Core Responsibility

Ian Griffin Vice President, Product Management Oversee all government products and solutions for State use.

Fadi El-Nachar Director of Software Engineering Lead technical team responsible for developing and implementing the system.

Meena Jayachandrababu Manager of Quality Engineering Lead quality assurance team.

Kellie Broxton Lead Product Manager Lead product and solutioning team.

Greg Sirko VP of Sales Contract negotiations and legal liaison.

Jeff Beall Account Manager Account Relationship Manager.

Key Personnel Resumes

Ian Griffin – Vice President, Product Management

Ian is a senior leader with more than 10 years of experience in executive management roles and overseeing dozens of teams with a specialty in general management, product management, big data and analytics within the Government, Insurance, and Business Services markets. Ian leads a product organization dedicated to partnering with Federal, State, County, and Local government agencies within the Public Safety, Government Civilian, and Vital Records space.

• Government Solution Experience: 11 years

• Education: University of Georgia, Athens, GA; MBA; Georgia State University, Atlanta, GA; BBA

• Professional History:

o Dec 2014 - Present: LexisNexis Risk Solutions, Alpharetta, GA; Vice President, Product Management; Sr. Director, Product Management; Director, Product Management; Sr.

Product Manager o Jan 2011 – Dec 2014: Liberty Mutual Insurance, Atlanta, GA: Sr Distribution Manager;

Area Director of Field Analysis o Apr 2005 – Jan 2011: AIG, Atlanta, GA: Analytics and Agency Licensing Manager; Sr.

Business Intelligence Analyst; Marketing Business Analyst

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Fadi El-Nachar – Director of Software Engineering

Fadi has over 20 years of leadership experience in software development and management. Fadi has extensive vital records industry knowledge in software development, project management, web-based and client/server application development, object-oriented analysis and design, and database administration. Technical languages include Java, Delphi, SQL, .Net (C# and ASP.Net), Silverlight, WCF and WPF with Oracle and Microsoft SQL Server database experience. Fadi and his team have developed and implemented (or are in progress) vital record software solutions to 17 states.

• Vital Records Experience: 22 years

• Education: Lebanese American University, Beirut, Lebanon; Bachelor of Science

• Professional History:

o 2003- Present: LexisNexis VitalChek Network Inc., Franklin, TN; Director of Software Engineering

Meena Jayachandrababu – Manager of Quality Engineering

Meena has over 20 years of experience in quality assurance and data implementation. Meena leads our Quality Assurance team and is well versed in vital records business processes and use cases to develop and implement software application testing solutions. Technical skills include automation testing tools (Selenium, QTP), defect tracking tools (JIRA), and test script repositories (SmartBear ALM QA Complete, Helix).

• Vital Records Experience: 20 years

• Education: University of Madras, Chennai, India; Bachelor of Engineering

• Professional History:

o 2005- Present: LexisNexis VitalChek Network Inc., Franklin, TN; Manager of Quality Engineering

Kellie Broxton – Lead Product Manager

Kellie is an industry expert with more than 18 years of vital record experience and serves as a Vitals Product Lead. During her tenure, Kellie helped architect and evolve VitalIQ across registration, amendments, issuance, and interoperability. In her current lead role, she guides both the VitalIQ roadmap and the EssentialID digital issuance platform—bringing modern, standards-based solutions to state vital records agencies, expanding traditional vital records capabilities into secure digital issuance, identity verification, and cross-agency interoperability built on open standards.

• Vital Records experience: 18 years

• Education: University of Oklahoma, Norman, OK; Bachelor of Arts and Sciences

• Professional History:

o 2007 - Present: LexisNexis VitalChek Network Inc., Franklin, TN; Lead Product Manager

Gregory Sirko – Vice President Sales

Greg is a senior leader with more than 33 years of experience in executive management roles and overseeing sales and marketing teams with the last 32 dedicated to government payment processing and vital records ordering systems. Greg leads a sales team dedicated to partnering with State, County, VitalChek and LexisNexis are trademarks of Reed Elsevier Properties, used under license. © 2025. All rights reserved.

and Local government agencies with an electronic payment portfolio including courts, utilities, finance and treasury, transportation agencies, public health agencies, and revenue departments.

• Vital Records Experience: 32 years

• Education: Case Western University, Cleveland, OH; Juris Doctorate; Northwestern University, Evanston, IL; Bachelor of Arts

• Professional History:

o 1993 - Present: LexisNexis VitalChek Network Inc., Franklin, TN; Vice President Sales

Jeff Beall – Account Manager

Jeff has over 4 years of experience in the government sector, including expertise in identity solutions and fraud detection. He specializes in consultative selling, strategic planning, and stakeholder engagement, with a proven ability to uncover client pain points and co-create impactful, sustainable solutions. Jeff brings additional strengths in relationship management, data-driven decision-making, and cross-functional collaboration to deliver measurable outcomes. His main responsibilities include driving account growth and management while supporting the development of innovative payment and ordering solutions designed to reduce agency costs, streamline operations, and enhance customer satisfaction.

• Government Solution Experience: 4 year

• Education: Urbana University, Urbana, OH; Marketing Degree

• Professional History:

o 2025 - Present: LexisNexis VitalChek Network Inc., Franklin, TN; Strategic Account Manager o 2022-2025: LexisNexis Risk Solutions, Dayton, OH; Senior Customer o 2021-2022: Zep Chemicals, Dayton, OH; Territory Sales Representative o 2019-2021: Milwaukee Tool, Indianapolis, IN; Territory Representative o 2015-2019: Techtronic Industries of North America, Dayton, OH; Field Sales & Marketing

Representative

Subcontractors

VitalChek will not utilize subcontractors for the services proposed in this response.

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Minimum Qualifications for Evaluation

VitalChek has read, understands, and meets all stated minimum essential qualifications, experience, and/or capabilities as detailed throughout our response.

• VitalChek has over 25 years of experience in providing the system requested in this RFP.

• Eighteen states currently use, or are in process of implementing, the proposed solution.

• All data, systems, and cloud hosting environments are located in the United States.

• The VITALIQ™ system includes all the required modules and additional solutions.

A. Project Requirements and Information

1. Scope of Work

VitalChek acknowledges and understands the State’s desired scope of work including all detailed requirements outlined in Attachment 1 – Functional Specifications and Attachment 2 – Technical Specifications. VitalChek has detailed the proposed solution to meet the stated requirements.

2. Project Environment

VitalChek has reviewed and understands the State’s current technical and personnel position and acknowledges the expectations of hosting, data migration, regulatory compliancy, project management components, and partnership agreements which are demonstrated throughout our response.

3. Business Requirements Descriptions

VitalChek confirms the review and understanding of the stated business requirements categories in relation to completing Attachment 1 – Functional Specifications.

4. Project Requirements

a. Functional Specifications

VitalChek has completed and attached the Functional Specifications document, “Attachment 1– Functional Specifications.xlsx”, separately in this response.

b. Technical Specifications

VitalChek has completed and attached the Functional Specifications document, “Attachment 2 – Technical Specifications.doc”, separately in this response.

c. Project Initiation

i. Kick-off Event, Documentation, Review and Approval Upon contract award, VitalChek and the State’s project team will participate in a Project Kick-

TECHNICAL RESPONSE

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Off Meeting. Typically, the Kick-Off Meeting includes stakeholder introductions, project background, objectives, timelines, communication, risk management, project assumptions, change control process and next steps.

ii. Develop a Detailed Project Plan It has been VitalChek’s experience that to develop a full-scope detailed Project Plan, a certain amount of Discovery must take place. Project planning sessions will be conducted to determine initial requirements to develop a project plan complete with milestones and timelines.

VitalChek shall develop and maintain a Project Management Plan following initial project planning sessions. The approach to this project and accompanying milestones would be similar to the current methodology used for implementing our VITALIQ™ software solution.

The sample project plan below (Figure 5) provides a framework for task, duration, and resource responsibilities for a module implementation. Project timelines assume a standard system configuration and require timely feedback, requirements and UAT deliverables from the State.

Actual task timelines and projections are determined by the scope of services and requirements identified during project planning. Development planning will be based on the project plan with iterative sprints to review and refine requirements throughout the project. Review sessions are held throughout the process for stakeholder engagement and to ensure milestones are being met. The work plan dates are dependent on the contract start date and assumes that State resources will be available for requirements gathering, project documentation review and approvals, and user acceptance testing. Any delay will affect the projected implementation dates.

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Figure 5

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VitalChek and LexisNexis are trademarks of Reed Elsevier Properties, used under license. © 2025. All rights reserved.

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iii. Develop a Risk Management Plan During the Discovery Phase, a Risk Management Plan will be formed. This plan includes provisions for risk identification, assessment, risk mitigation, and risk monitoring and control to address unexpected insights or challenges throughout the project's lifespan. Risk Management activities follow a communication and reporting process to provide status updates, risk reviews, and maintain transparent communication. Risk registers identify all risks, assessments, mitigation plans, and outcomes to ensure stakeholders are informed and risks are addressed during project milestones.

iv. Develop a Communication Plan VitalChek shall develop a Communication Plan to establish clear lines of communication and project governance. The Communication Plan will provide the process of timely information sharing through various communication channels including email, reports, and meetings to continuously collect feedback, provide progress updates, and refine requirements as needed throughout the project timeline.

v. Develop a Staffing Management Plan VitalChek shall develop a Staffing Plan as a by-product of the Project Schedule. Necessary resources from VitalChek and the State shall be assigned as needed to meet desired Milestone dates.

vi. Develop a Change Management Plan The Change Management Plan shall define the processes, tools, and stakeholders that will manage changes to the project scope and schedule. The purpose of the Change Management Plan is to ensure that changes are properly managed in a way to allow beneficial changes to occur with minimum disruption to the overall project.

vii. Develop an Issue Management Plan VitalChek Support Plans developed during project planning will provide a detailed framework for support including issue reporting and resolution, along with general assistance aligned with contractual SLAs. 24/7/365 web-based defect and issue logging is available through Atlassian’s web-based ticketing system, Jira, which serves as VitalChek’s preferred platform for reporting issues and defects. Jira ticketing system with standard help-desk support for State users between 8:00 AM and 5:00 PM Central Time, Monday through Friday, excluding Federal holidays. Extended support hours or expanded levels of support would be agreed upon during contract negotiations.

d. Design and Configuration

• System Design

VITALIQ™ is a modular electronic vital records application that is thin-client and web-based.

Following NCHS guidelines, VITALIQ™ meets NAPHSIS Use Case requirements, US Standard 2003 certificate revisions, and supports both the Pre and Post US Standard 2003 certificate

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revisions. Based on date of event, either the Pre or Post US Standard 2003 certificate revisions shall be displayed. Our off-the-shelf product includes built-in edits, standard reports, data loads, and extracts.

VITALIQ™ was designed from the ground up as a web-based vital records solution and is validated to W3C HTML 4.0. The application uses HL7/FHIR/FHIR as specified by NAPHSIS and NCHS guidelines. VitalChek is the first provider of electronic vital records system to be compliant with the FHIR (Fast Healthcare Interoperability Resources) standard for sharing HIPAA related data required in the bidirectional exchange of mortality data between State-run Public Health Agencies (PHA) Vital Records offices and the U.S. Center for Disease Control and Prevention (CDC)/National Center for Health Statistics (NCHS).

VITALIQ™ provides for seamless integration with state and federal agencies for the reporting of vital records information. VITALIQ™ is compliant with the CDC and NCHS for mortality, natality, and fetal deaths and provides an interface to the SSA via the OVS2 version of their software.

Information received from SSA is stored and used to control workflow for processing Death registrations.

VITALIQ™ provides interfaces with the State and Territorial Exchange of Vital Events (STEVE), the Inter-Jurisdictional Exchange (IJE), the Inter-Jurisdictional Exchange Roster (IJE Roster), the Electronic Verification of Vital Events (EVVE) and the Validation and Interactive Edits Web System (VIEWS).

VITALIQ™ includes a VIEWS (Validation and Interactive Edits Web Service) interface for the purpose of verifying accurate Cause of Death entry. We can also provide an imaging system interface with companies such as the Laboratory Information System (LIS), ImageTrend, OnBase, and FileNet. These interfaces include the ability to produce and consume CSV and XML files via secure web services with role-based control over user permissions.

VITALIQ™ includes a robust reports engine that contains over 200 pre-formatted reports for agency use. Reports can be generated in a variety of formats including PDF and CSV. The system also includes a powerful Ad-hoc reports generator for creating simple, custom reports on demand. For more complex reports VITALIQ™ is also compatible with report generating software such as Crystal Reports and other similar applications. Reports can generate and display data in “real time” to statewide and local agencies.

It is also important to note that VITALIQ™ is browser agnostic, the application is designed to be compatible with all supported versions of the industry standard web-browsers including Microsoft Edge, Mozilla Firefox, Safari, and Chrome. The application runs securely via Windows desktop, laptop or tablets running the current versions of the browsers noted above.

• System design alignment with requirements

Shortly after contract award, a GAP analysis shall be performed. During the GAP analysis sessions, existing functionality will be compared to the State’s desired functionality.

Deliverables produced as a result of these sessions include a GAP analysis document and a Requirements Traceability Matrix (RTM) document. The GAP analysis document will identify all new functionality needed.

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The RTM document will show bi-directional traceability with applicable business requirements and their realization throughout all project phases (e.g., requirements, design, testing). This shall include how the requirement is realized (e.g., configuration, custom development, base functionality). The initial creation of the RTM and all subsequent revisions shall be reviewed and approved by the State.

• System Configuration

VitalChek’s business model integrates specialized industry knowledge with advanced technology, leveraging VITALIQ™ personnel who bring substantial experience in the Vital Records sector and have successfully implemented multiple VITALIQ™ systems across various jurisdictions. Our comprehensive team of subject matter experts includes former industry leaders and essential contributors dedicated to advancing emerging industry initiatives. The technology, product development, and project management teams are exclusively focused on delivering government solutions.

Every VITALIQ™ implementation starts from a standard core code base, then uses configuration settings to meet each state’s unique requirements. Over the years, we’ve incorporated an extensive library of jurisdiction-specific enhancements into this core, enabling rapid customization without reinventing the wheel.

Once deployed, each jurisdiction’s code is maintained separately for stability while still benefiting from ongoing improvements. Our shared-cost model ensures enhancements funded by one customer can be made available to others in their as-designed state at no charge upon request. In addition, VitalChek delivers free core upgrades through regular releases. Requested features or enhancements are reviewed, prioritized, and incorporated into the product roadmap for inclusion in an upcoming planned release, based on overall resource availability and release scheduling.

This business model, which is based on continual improvement, means that VITALIQ™ will meet your business needs for years to come.

Due to the extremely flexible design behind the VITALIQ™ application, a significant portion of the JAD sessions will involve configuration tasks. VitalChek will gather the requirements for the State’s unique system configuration during a week-long JAD session. VitalChek will also perform a GAP analysis of the current VITALIQ™ software and the system desired by the State. VitalChek will assist the State with completing “Attachment Spreadsheets.” These spreadsheets serve to document configuration input specifications for the application, outlining elements such as field labels, dropdown values, edit rule settings, system preferences, printed forms, print rules, point of sale (POS) services, fees, account distribution, and POS business rules to mention a few. Once the State has signed off on the configuration specifications, the VitalChek development staff will begin the actual configuration of the system. The system will be delivered, fully configured, with no additional work necessary by the state. Ongoing updates and configurations are easily managed by state personnel.

• Data warehousing capabilities

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VITALIQ™ provides database support utilizing two separate databases; one SQL database optimized for high volume, real-time transactions and one SQL database designed for reporting and extracting data. The reporting database is updated by a regularly scheduled job, typically nightly. Therefore, the reporting database is typically used for user queries, statistical reporting, and other activities where a one-day delay is acceptable. This design also eliminates any contention or performance impact to the transaction database when executing long running queries.

VITALIQ™ application data is never deleted; it can only be updated or end dated. This includes data entered for vital event registration or issuance as well as data stored in VITALIQ™ to maintain system functionality, such as system codes, validation rules, user, and facility information.

Registration record data can be updated through amendments. VITALIQ™ provides multiple amendment types, including the Administrative Correction amendment feature, that allows users with the appropriate security permissions to correct all registration data in a record. This feature is used to edit a record containing minor discrepancies or typographical errors between the record in VITALIQ™ and the information on the image/original paper certificate.

VITALIQ™ provides the ability for users, with the appropriate security privileges, to apply special status to records, such as Void, Abandoned, or Sealed. Additionally, users with the appropriate security privileges can remove the Void or Abandoned record status. The “Void” status is intended for registered cases, while the “Abandoned” status is intended for unregistered cases.

Assigning a special status does not remove or delete the record from the database, but it does prevent the record from being issued. Access to cases that are sealed, voided, abandoned, or have other special statuses is controlled through security privileges. To mitigate fraud, our extensive audit logging capabilities meet the highest security standards. As entries are made, the event and issuance history logs the user, date, office, and reason when a case is voided or abandoned.

As well, the VITALIQ™ Administration module provides internal system administrators with the ability to manage the data that affects use of the system through table maintenance updates or end dates. In order to track historical codes or values linked to vital events, table maintenance data is never deleted but rather end dated.

For example, data values presented in VITALIQ™ as dropdown and checkbox lists are called system codes. System codes are stored in code tables and grouped into Code Types that are used to define groups of related data items such as education level, place of death, previous live births, etc. System codes are defined by the state and may easily be updated by state system administrators through table maintenance. The sort order of dropdown lists can be customized using the system code setup feature. This allows lists to be configured so that commonly used entries appear first.

VITALIQ™ also provides the ability for system administrators to update or end date group properties by adding and end dating system users. Additionally, system administrators can add, modify, end date, and re-activate users using the VITALIQ™ User Setup feature in Table Maintenance.

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• How workflow is integrated into your solution

VITALIQ™ utilizes a work queue feature to facilitate workflow during the registration process for all event types, (Birth, Death, Fetal Death, etc.). Records are placed in work queues based on the assignment of statuses. Users can easily see when new cases have been added to their queues. Using the Death Module as an example, when a record is ready for electronic signature, it is assigned a Signature Required work queue status. Similarly, when a case is referred to the Medical Examiner, the case is assigned a work queue status and placed in the ME Review Required queue. Medical certifiers can view a list of all death registrations with a status of “Medical Pending.” They can view the entire queue or search for and display only a single registration.

In addition to workflow processing, work queues provide many other features such as assigning a case to another queue, registering, abandoning, or certifying a case, adding comments or correspondence, and printing reports. Queue reports include the Queue Aging Report which provides information about how long cases have been in the queue and a Queue List report which prints all information displayed in the queue. Work queues also provide search and filter features. You can search for a case in a queue by the last employee that updated the case, the State File Number (SFN), or the case ID. As shown below in Figure 6, queues may be filtered by age or days in queue, if imported, registered status, and record source.

Figure 6

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All work queues and search results lists may be sorted by column headings in either ascending or descending order. In Figure 7 below, the work queue is sorted by Date of Event in descending order. Selecting any of the column headings will re-sort the list. Note that work queues are generated dynamically. Once a case is moved from a queue, the queue list updates automatically without a manual refresh. Cases with no errors will appear in a queue of their own.

Figure 7

Order Processing Work Queues, as shown below in Figure 8, display information about the order such as the type of service, the date received, the priority of the order, registrant name, SFN, event date and applicant name. Order work queues may be filtered by delivery so that orders of each type (counter, mail, UPS) can be worked individually.

Figure 8

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VITALIQ™ also includes a Work Queue Summary page that combines all work queues containing cases into a single list. The VITALIQ™ Work Queue Summary page can be used as a workload management dashboard by state supervisors for tracking statistics about the length of time records have been in a queue and the number of records in each. If the VITALIQ™ manual queue feature is used to configure temporary work queues for each staff member, the Work Queue Summary page can be used to see the staff member queues and which cases or orders are assigned to each staff member without opening the case or order.

Clicking on the work queue link will take the user to the selected queue. Manual Queues may also be used to set priorities on outstanding work by assigning work that requires immediate attention to special high priority queues. The Assign to Another queue link is used to manually move a case from one queue to another.

The VITALIQ™ Table Maintenance Statuses feature is used to add, modify or delete work queues. Figure 9 below shows a birth registration queue used for tracking rejected Acknowledgment of Paternity (AOP) documents. While VITALIQ™ includes many pre-configured workflows and statuses, new workflows and statuses may be added easily using the status and status relation setup features.

Figure 9

All VITALIQ™ statuses/queues can be renamed as desired. Additionally, VITALIQ™’s Table Maintenance Statuses feature is used to add and modify statuses including work queues, record indicators, data quality, amendment, etc.

Each event contains its own status types. Below, in Figure 10, is a small sample of the statuses available for deaths.

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Figure 10

Records are placed in work queues based on the assignment of a work queue status which gets assigned when a record is validated or when a specific action is performed by a user, such as selecting the ‘Affirm’ button on the ‘Affirmation’ page, or by referring a case to the ME. The standard statuses used in VITALIQ™ include personal pending, medical pending, registration approval required, medical valid with exceptions, and personal valid with exceptions. All status names/descriptions can be edited in Table Maintenance, along with the rules that trigger them.

Work queues for all modules are easily accessible either from the Queues menu link or via selection from the Current Activities list displayed on the Home page, as shown below in Figure 11.

Figure 11

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i. Establish Review and Acceptance Process

VitalChek will work with the State to develop a Deliverable Acceptance Plan that meets the State’s specific requirements. The Deliverable Acceptance Plan shall identify the process and acceptance criteria to be used for each project deliverable. The purpose of this document is to ensure that the State and VitalChek both agree to the scope and content of all deliverables prior to delivery. The following is a deliverable process that VitalChek has used in a Delivery Acceptance Plan for a previous implementation:

All deliverables to the State will follow a formal acceptance and sign-off process as follows:

Deliverable Acceptance Plan

Definition & Agreement

• Both project managers collaborate to define each deliverable’s content, format, acceptance criteria, and timeframe.

• Authorized representatives sign off on this definition, ensuring mutual understanding and accountability.

Preparation & Presentation

• VitalChek staff prepare the deliverable, including cost details if relevant.

• The deliverable is formally presented to the State Project Manager.

Review & Approval Cycle

• The State has 5 business days to approve or reject the deliverable, with written reasons required for rejection.

• If rejected, VitalChek has 5 business days to address issues and resubmit.

• The State reviews the resubmission within another 5 business days. This cycle repeats until approval.

Special Case: VITALIQ™ Application Changes

• For deliverables involving new or changed functionality in VITALIQ™, a demonstration is arranged before release.

• If requirements aren’t met, corrections are made, and the demonstration is repeated.

• If the State requests scope or requirement changes, the process returns to the preparation step.

Final Acceptance & Billing

• Upon approval, the deliverable is provided as specified.

• The State must sign and submit the acceptance form within the agreed acceptance period.

• Billing and payment proceed as relevant.

ii. Develop a Requirements Traceability Matrix (RTM)

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A GAP analysis will be conducted soon after the contract is awarded. During these sessions, current VITALIQ™ functionality will be assessed in relation to the State's desired functionality.

The outcomes of these sessions include a GAP analysis document and a Requirements Traceability Matrix (RTM) document. The GAP analysis document specifies any additional functionality required, and the RTM links each functionality to its corresponding requirements.

iii. Coordinate and Facilitate On-Site Requirements Gathering Sessions

Upon contract award, VitalChek and the State project team will attend a Project Kick-Off Meeting. The Kick-Off Meeting generally covers staff introductions, project background, objectives, timelines, communication protocols, risk management, project assumptions, change control processes, and subsequent steps.

Following the Kick-Off Meeting, VitalChek will conduct joint application development (JAD) sessions to collect state-specific configuration requirements. VitalChek will also carry out a GAP analysis between the existing VITALIQ™ software and the system requirements outlined by the State. Prior to the JAD sessions, the VitalChek Project Manager will provide the State with necessary meeting materials and an agenda coordinated with the State staff’s schedule. The outcome of the JAD sessions will be a Functional Specifications Document, which will include screen mock-ups, data entry field descriptions, labels, actions, navigation details, output form descriptions, and report definitions as relevant to the desired system.

iv. Develop and Submit an Application Configuration and Maintenance Plan

Upon completion of the Functional Specifications Document, VitalChek will work with the State to provide an Application Configuration Plan which will include:

• Approach to conducting design sessions or walkthroughs.

• Approach to conducting sprints or iterations.

• Configuration management.

• Schedule of major and minor releases.

• Tasks, timelines, and responsible parties for design and configure/build tasks.

• Approach to system enhancements

v. Establish and Utilize a Deliverable Review and Acceptance Process

As described previously in Section I, VitalChek will work with the State to develop a Deliverable Acceptance Plan that meets the State’s specific requirements. The Deliverable Acceptance Plan shall identify the process and acceptance criteria to be used for each project deliverable. The purpose of this document is to ensure that the State and VitalChek both agree to the scope and content of all deliverables prior to delivery. The Deliverable Acceptance Plan includes provisions as follows:

• Definition & Agreement

• Preparation & Presentation

• Review & Approval Cycle

• Special Case: VITALIQ™ Application Changes

• Final Acceptance & Billing

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vi. Configure Environments for Development, Testing, Training, and Production

VitalChek provides a securely hosted solution which meets the highest industry security standards and includes a full business continuity and disaster recovery plan to optimize system availability. VitalChek maintains responsibility for building, managing, and deploying to all the following environments:

• Development – Internal environment used for development unit testing, QA testing, pre-deployment release testing.

• Testing – Used for User Acceptance Testing by the State

• Training – Used for Training by the State

• Production – Nebraska Production environment

vii. Complete Standard System Configuration

viii. Assist the Unit with Configuration of System

ix. Assist the Unit with User Role Determination

x. Obtain Acceptance from the Unit on Designs and System Configuration

Response for vii. through x.

It is imperative for State resource availability as a substantial portion of the Joint Application Development (JAD) sessions will be devoted to configuration activities, requiring During these sessions, VitalChek will work collaboratively with the State to gather requirements specific to its system configuration needs. Additionally, VitalChek will conduct a GAP analysis of the current VITALIQ™ software relative to the State’s desired system functionality.

VitalChek will provide support to the State in completing “Attachment Spreadsheets,” which serve as configuration input documents for the application.