Requirements OBF Prop Track Land Mgmt System.pdf
PDF 422 KB Posted
- Attached to
- Property Tracking and Land Management System State and local contract opportunity
- Solicitation number
- SRC0000035110
- Issued by
- Ohio
About this file
This is a requirements document for the Ohio Department of Natural Resources (ODNR) Office of Budget and Finance (OBF) Property Tracking and Land Management System (P-0047). The document outlines 48 items organized into functional categories for a comprehensive property and asset management platform. The system is required to provide an intuitive interface for divisions to enter and update property and building information for Department of Administrative Services (DAS) Risk Management and insurance purposes. Key deliverables include data management capabilities with Excel export functionality and future integration with OAKS Asset Management (~100 fields), support for parent-child relationships between assets (e.g., state parks to parcels to buildings), administrative backend access for SQL queries, comprehensive data logging of user changes, and role-based access control supporting different divisions and administrative users. The system must generate standard and custom reports addressing critical needs including demolished property reports, uninsured properties identification, asset reconciliation, vacant and condemned property queries, and duplicate entry detection.
The document identifies integration requirements across multiple state systems including OAKS Asset Management (desired, high priority future implementation), Origami Risk Management for Insurance (desired, high priority future implementation), Microsoft Project Management tools for Engineering divisions, and GIS mapping capabilities. Required features encompass document management (upload 100+ documents including deeds, titles, permits, insurance policies, and compliance records), interactive GIS mapping with latitude/longitude tracking, asset visualization, financial tracking (acquisition costs, maintenance expenses, depreciation, budget allocation), property lifecycle management (acquisition through decommissioning), historical data and change monitoring, system notifications for expirations and compliance deadlines, transaction auditing, data security and privacy compliance, ADA digital accessibility (IT-09), OH|ID authentication integration per Executive Order 2019-15D, and comprehensive documentation and staff training. The system architecture places REALM as the entry point for new property acquisitions, with subsequent workflow through GIS, Risk Management, land-holding divisions, Engineering, and other stakeholders before batch integration into OAKS as read-only assets. All transactions require audit logging, and platform maintenance with updates and patches must be fully supported throughout the initial contract term.
View the file
Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| Example Contract-Service Agreement- Non Federal Funds.pdf | ||
| ODNR OBF Property Tracking and Land Management System RFP final draft.pdf | ||
| Standard_T_C 3-1-24.pdf | ||
| Supplement_A_-_State_IT_Policy_Standard_and_Service_Requirements_20240710.pdf | ||
| Affirmation_and_Disclosure (2).pdf | ||
| Data_Security_and_Privacy_Terms_v1.1.pdf | ||
| Independent Contractor_Worker Acknowlegment.pdf |
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Requirements - OBF - Property Tracking and Land Management System (P-0047)
Items (48) Summary:
Item ID Type Requirement Description Required
/ Desired Scoring
1 7924 Feature Data Management 2 7927 User
Story User Interface to Track ODNR Buildings and Properties for Risk Management
The system shall provide an intuitive interface for divisions to enter and update property and building information. This is needed for DAS Risk Management of the status of these items for insurance purposes.
Additional Notes:
From PRF (Background and Rationale): Currently buildings and land purchases are input into OAKS. OAKS data is not easily or consistently maintained. This makes it difficult for the Office of Budget and Finance to provide DAS Risk Management of the status of these items for insurance purposes.
From PRF (Business Value): It would help provide accurate data and reconcile with DAS’ information. Currently using Origami (Risks Management for Insurance) and OAKS Asset Management to store assets information. This effort would reduce the manual effort trying to keep these records in sync. In addition, properties that have been, or need to be demolished, are not currently stored or tracked. Having an official system to keep this data would bring efficiency and cost savings to the process.
Required
3 7929 User Story
Data Export & Import The system shall support exporting data to external systems and importing data into OAKS Asset Management.
Initially need Excel exports (Future state) would possibly include integration with OAKS.
~100 fields from OAKS.
4 7978 User Story
Ability for Parent/Child Relationship (Land Management)
Ability to Parent/Child Relationship e.g.: - state park, to parcels (piece of land) and buildings relationships.
https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/7924 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/7927 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/7929 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/7978
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5 7979 User Story
Ability to Add All Assets Ability to Add All Assets e.g.: - computers, furniture, tangible goods.
In future state, where are all our computers, what floor, what location.
Desired- Low (Future);
Future
6 7985 User Story
Administrative Backend Access to the Database
Super admin users should be able to make SQL queries.
7 7988 User Story
Data Logging (User Logs)
Log changes to the data (user date history). To ensure any data changes are logged.
8 7925 Feature Data Integration https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/7979 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/7985 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/7988 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/7925
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9 7930 User Story
OAKS Asset Management Data Integration
Integrate with OAKS Asset Management to ensure data synchronization and consistency is desired.
Workflow: Solution would export data and OAKS would import. Ideally divisions can enter their information directly and Budget & Fiscal can consume the data.
OAKS Asset Management (AM) Information https://das.ohio.gov/property-services/asset-management-services
Ohio Administrative Knowledge System (OAKS): The Ohio Administrative Knowledge System (OAKS) is the State’s Enterprise Resource Planning (ERP) system which provides central administrative business services such as Financial Management, Human Capital Management, Content Management, Enterprise Learning Management and Customer Relationship Management.
High (Future)
10 7931 User
Origami Integration The system shall facilitate integration with Origami for risk management and insurance purposes.
Budget & Fiscal/ODNR is currently using Origami (Risks Management for Insurance) and OAKS Asset Management is used to store asset information. Limitation: Only one user is currently allowed in Origami. (If more current users are needed, research should be done to determine any added cost).
For Reference: Origami Risk - https://www.origamirisk.com/
11 7980 User
Project Management Data Integration
Microsoft Project Management Data Integration (Engineering/P&W)
12 7983 User
GIS Integration The solution system should be able to integrate with GIS.
Ideally, we should be able to pull maps, how many buildings are insured, etc.
Med (Future);
Future
13 7926 Feature Reports 14 7932 User
Story Standard & Custom Reports
The system shall generate standard reports on property and building status, including insurance status for DAS Risk Management.
Users should be able to create custom reports based on specific criteria and requirements.
Required https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/7930 https://das.ohio.gov/property-services/asset-management-services https://das.ohio.gov/property-services/asset-management-services https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/7931 https://www.origamirisk.com/ https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/7980 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/7983 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/7926 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/7932
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1. Demolished reports
2. Uninsured properties reports
3. Reconciliation of missing assets
4. Reconcile with DAS’ OAKS information
Users should be able to query on the following:
• Vacant properties
• Condemned properties
• Duplicate entries of properties
15 7984 User
Ad-hoc Queries Include ad hoc queries, and dashboards for insights into ownership, insurance, and maintenance.
16 9702 User Story
Reporting and Analytics Reporting and Analytics
• Integrate a reporting platform to visualize and analyze operational data.
• Generate reports across all modules for performance tracking and strategic planning.
17 7976 Feature Document Management
18 7977 User
Ability to Upload Bulk Documents
System should be able to upload over 100+ documents.
• Attach unlimited documents such as deeds, titles, purchase agreements, insurance policies, permits, photographs, and compliance records.
• Enable version tracking, retention control, and management of expiration dates and compliance deadlines.
19 7981 Feature GIS Mapping 20 7982 User
Story Ability to Track Asset by Lat/Long
Ability to Track Asset by Lat/Long
21 8894 User Story
Interactive Mapping Display properties on interactive maps, including layers for spatial data and property boundaries.
https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/7984 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/9702 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/7976 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/7977 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/7981 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/7982 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/8894
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22 8895 User Story
Asset Visualization Filter assets by location, visualize geographic relationships, and add attributes like GPS coordinates, square footage, county information, property descriptions, and historical significance.
23 7986 Feature Roles & Permissions 24 7987 User
Story Access by Division, Administrative Users, etc.
The system should support role-based access control, allowing different divisions, administrative users, and other specified roles to access data and functionalities relevant to their responsibilities.
25 7992 Feature Additional Reference Information
26 9714 User
Additional Related Project/System Information (Complete/In Progress/Future)
Additional Related Project/System Information (Complete/In Progress/Future)
Current related project(s) In progress:
• Project Management Hub (PMHub)
○ The Division of Engineering is seeking project management software to track, update and report on critical information regarding scope, schedule, budget, and quality for capital improvement projects.
○ Replacement of Capital Project Management System (Archibus)
Current pending new projects requested by REALM:
• Property Management Database
○ REALM would like to establish real estate software that is sufficient to track and query all real estate documents and contracts associated with ODNR land.
• GIS Land Mapping
○ We need to be able to link our GIS database to our land inventory number and our relevant real estate documents for that property.
• Land Inventory
○ The current land inventory database is an old Access database with several layers of macros making it difficult to manipulate and manage.
Reference https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/8895 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/7986 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/7987 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/7992 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/9714
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27 8887 Feature Asset Lifecycle Management and Workflow
Asset Lifecycle Management and Workflow
28 8888 User
Property Record Management
Maintain detailed records of all properties, including parent-child relationships, classifications, and categories.
29 8889 User Story
Acquisition and Lifecycle Tracking
Record acquisition workflows, valuation updates, decommissioning, and disposal tracking.
30 8890 User Story
Historical Data and Change Monitoring
Store historical ownership, valuation data, and photos to track changes over time. Should be transactional data and tie into our current GIS system with supporting documentation.
Should tie into Risk Management if possible.
31 9700 User Story
Property Tracking and Land Management System Workflow
Property Tracking and Land Management System Workflow
• Office of Real Estate & Land Management (REALM) makes a purchase of Land, etc.
and/or a new building is constructed, and it is at that point entered into the new system, assigned a name, on and on.
• Then from that point, the workflow is GIS, Risk Management (RM) (Insurance), land holding divisions, doc share, Division of Engineering, Division of Oil & Gas (O&G) (would be the same as landing Holding Divs), Grants), etc. where the attributes can be updated, changed, etc. and only once all these hands have touched the asset it is “batched” into Ohio Administrative Knowledge System (OAKS) and as a read only asset.
• Changes can only be made in our new system and updated through batch, if that’s even necessary.
• REALM and hopefully Office of Budget & Finance (OBF) would ultimately administer the entire system and who has access, but it would very limited ideally.
32 8891 Feature Financial Tracking 33 8892 User
Story Asset Financial Management
• Record acquisition costs, maintenance expenses, and depreciation calculations.
• Budget allocation, forecasting, reporting, and expense reconciliation for each asset
(Future state); would be nice to integrate into our financial system.
Required https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/8887 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/8888 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/8889 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/8890 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/9700 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/8891 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/8892
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34 8896 Feature Maintenance
Management
35 9715 User
Maintenance Management
Maintenance Management
• Schedule and monitor routine maintenance tasks, repairs, and associated costs.
• Generate work orders and prioritize tasks.
• Include facility maintenance tracking in future functionality.
Low
36 8897 Feature Notifications 37 8898 User
Story System Notifications Provide automated alerts for document expirations, insurance renewals, compliance deadlines, scheduled maintenance, and inspections.
38 9703 Feature Technical 39 9704 User
Story Transaction Auditing Transaction Audit: All transactions will be placed in an audit table for a period of time specified by ODNR.
40 9705 User Story
Data Security and Privacy
Data Security and Privacy: Ensure compliance with relevant policies including but not limited to the DAS Data Security and Privacy agreement.
Resources and Forms | State of Ohio Procurement Data Security and Privacy Terms (Download)
41 9935 User
State IT Policy, Standard and Service Requirements
State IT Policy, Standard and Service Requirements: Ensure compliance with relevant policies including but not limited to the DAS OIT Supplement A.
Resources and Forms | State of Ohio Procurement Supplement A - State IT Policy Standard and Service Requirements (Download)
Required
42 9938 User Story
ADA Compliance - IT-09 Digital Accessibility
ADA Compliance - IT-09 Digital Accessibility: Ensure compliance with relevant policies including but not limited to the IT-09 Digital Accessibility.
IT-09 Digital Accessibility | Department of Administrative Services https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/8896 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/9715 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/8897 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/8898 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/9703 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/9704 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/9705 https://procure.ohio.gov/state-and-local-agencies/resources/04_Resources_Forms https://procure.ohio.gov/state-and-local-agencies/resources/04_Resources_Forms https://dam.assets.ohio.gov/raw/upload/procure.ohio.gov/pdf/StateLocalAgencies/Resources_Forms/Data_Security_and_Privacy_Terms_v1.1.docx https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/9935 https://procure.ohio.gov/state-and-local-agencies/resources/04_Resources_Forms https://procure.ohio.gov/state-and-local-agencies/resources/04_Resources_Forms https://dam.assets.ohio.gov/raw/upload/procure.ohio.gov/pdf/StateLocalAgencies/Resources_Forms/Supplement_A_-_State_IT_Policy_Standard_and_Service_Requirements_20240710.docx https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/9938 https://das.ohio.gov/technology-and-strategy/policies/it-09
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43 9706 Feature General Requirements 44 9707 User
Story Ability to have Application Mobile Friendly & Accessible
Ensure the application is accessible from phones, and tablets and allows mobile functionality for staff to perform tasks and access system data remotely.
45 9708 Feature User Authentication and Authorization
46 9709 User
Implement OH|ID Integration (Secure Online User Account)
• An OHID is an online user account that provides a secure, personalized experience for Ohioans to interact with multiple state agencies, programs, and services, all with a single username and password. The OHID was developed by the Ohio Department of Administrative Services, InnovateOhio Platform. It meets all federal and state security standards.
• Where possible the solution should adopt and use the OH|ID for Authentication as specified in Executive Order 2019-15D where applicable
47 9710 Feature Documentation, Training & Support
48 9711 User
Documentation for system use and administration
Documentation for system use and administration.
49 9712 User Story
Staff training and onboarding materials
Staff training and onboarding materials
50 9713 User Story
Post-launch support and maintenance plan
Post-launch support and maintenance plan
51 9936 Feature Product Lifecycle/Updates
52 9937 User
Product Lifecycle/Updates
Product Lifecycle/Updates: Platform must be fully supported with updates and patches through the duration of the initial agreement. Any update or improvements after the initial agreement will be addressed during the renewal process.
https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/9706 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/9707 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/9708 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/9709 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/9710 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/9711 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/9712 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/9713 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/9936 https://dev.azure.com/odnr-oit/OBF%20-%20Property%20Tracking%20and%20Land%20Management%20System%20(P-0047)/_workitems/edit/9937
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