Revised Attatchment 1 Functional Requirements.xlsx
XLSX spreadsheet 133 KB Posted
- Attached to
- Cloud-Based Vital Records Management System
- Solicitation number
- 120277 O3 REBID
- Issued by
- Douglas County, Nebraska
About this file
This file is a revised functional requirements attachment for the Nebraska Department of Health and Human Services' Request for Proposal Number 120277 O3 REBID for a cloud-based Vital Records Management System. The solicitation seeks a comprehensive software solution to manage vital records across multiple event types including births, deaths, marriages, dissolutions, fetal deaths, and induced terminations of pregnancy. The system must support up to 5,000 users with 1,000 concurrent users and provide robust data migration capabilities for approximately 10,000,000 existing records while integrating with state and federal systems including STEVE, Social Security Administration, and Electronic Verification of Vital Events (EVVE). The RFP was posted on October 31, 2025, with proposals due on November 21, 2025, at 2:00 pm CST. The targeted go-live date is within 15 months of the project kick-off meeting, with an initial contract term of five years and an option to renew for an additional five years.
Vendors must demonstrate compliance with federal and state regulations including HIPAA, Section 508, and NIST guidelines and provide a fully hosted cloud environment located within the United States. The evaluation criteria assess responses across four key areas: Corporate Overview (20 points), Functional Specification (30 points), Technical Specification (30 points), and Cost Sheet (20 points), with potential additional points for vendor demonstrations. The pricing structure includes detailed hourly rates for roles such as Software Engineers, IT Business Analysts, and Project Managers, covering project implementation, support, maintenance, and operations across multiple contract phases. The current system is a hybrid infrastructure requiring complete modernization with no specific incumbent vendor continuing with the project. The system must maintain high availability at 99.9% uptime with stringent security protocols and support daily record increases through the data migration of existing vital records.
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| Category | Sub Category | Sub Category 2 | OK? | Description of Requirement | Criticality | Notes | Vendor | |
| Response | Vendor Response |
Comments
| Alerts | X | The system must have prompts tied to various data fields to alert the user of questionable or incorrect data within all modules. | Mandatory | ||
| Alerts | X | The system must have standard alerts (**CDC). | Mandatory | Figure out how to write for CDC | |
| Alerts | X | The system must have configurable alerts. | Mandatory | ||
| All Modules | Correction | X | The system must allow a user with necessary access to correct vital event records that are in-process or have already been validated or submitted. | Mandatory | |
| All Modules | X | The system must have document forms, permits, and worksheets; accessible for a user with necessary access. | Mandatory | Be specific | |
| All Modules | X | The system must have the ability to propgate data onto documents, forms, permits, and worksheets. | Mandatory | ||
| All Modules | Search | X | The system must allow a user with necessary access to search for an all event module records using various metadata fields. | Mandatory | All Modules |
| All Modules | General | The system must allow a user to save a vital event record regardless of completed data with the exception of fields that are flagged as required by the State of Nebraska. | Mandatory | ||
| All Modules | Correction | The system must have the ability for a user with necessary access to change a state file number, in the event a state file number is changed the system must void the original record. |
| The system must have the ability for a user with necessary access to change a state file number, keeping the association between the records. | Mandatory | COMEBACK | |||||
| All Modules | The system must provide users with a view highlighting important information, notifications, and warnings (e.g., incomplete vital event records sorted by queue). | Mandatory | |||||
| All Modules | The system must have a process to void vital event records. | Mandatory | |||||
| Analytics | X | The system should have the ability to apply data visualizations such as charts, graphs, and dashboards, which can be drilled into for more granular information. | Desired | ||||
| Analytics | X | The system should have the ability for analytic tools and reporting within the system to identify data duplication, discrepancies, and outliers. | Desired | ||||
| Audit Logs | 1 | X | 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: | Mandatory | |||
| Audit Logs | 1 | X | User | Mandatory | |||
| Audit Logs | 1 | X | Date | Mandatory | |||
| Audit Logs | 1 | X | Time | Mandatory | |||
| Audit Logs | 1 | X | Data Prior to Edit | Mandatory | |||
| Audit Logs | 1 | X | Data After Edit | Mandatory | |||
| Audit Logs | 2 | X | 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: | Mandatory | |||
| Audit Logs | 2 | X | User | Mandatory | |||
| Audit Logs | 2 | X | Date | Mandatory | |||
| Audit Logs | 2 | X | Time | Mandatory | |||
| Audit Logs | X | The system must track changes made to all data, keeping the integrity of the original document, data, and image with associated changes. | Mandatory | ||||
| Audit Logs | X | The system must track the creating, viewing, printing, and deleting of attachments. | Mandatory | ||||
| Audit Logs | X | The system must maintain a history of all data. | Mandatory | ||||
| Audit Logs | Search | X | The system must allow a user with necessary access to search the audit log. | Mandatory | |||
| Audit Logs | Certified Paper | Order Management | The system must track the data associated with serialized forms used within each order. (Document tracking) | Mandatory | Come back - serialized process | ||
| Audit Logs | X | The system must provide the ability to create, save, and export an audit log of the tracked changes made throughout the system. | Mandatory | ||||
| Audit Logs | Certified Paper | Order Management | 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. | Mandatory | Come back - serialized process | ||
| Audit Logs | Orders | X | The system must track and maintain an audit log of when configuration changes are made (e.g., changes to fees for certification types). | Mandatory | |||
| Audit Logs | Track Certificates | X | The system must track the number of certificates printed by vital event record and certificate type. | Mandatory | |||
| Audit Logs | Certified Paper | Order Management | The system must track the serial number of issuance in chronological order within a print log. | Mandatory | Come back - serialized process | ||
| Birth Module | Bypass | Advanced | X | The system must allow a user with neccesary access the ability to query, override, or bypass certain fields that have been flagged by the State of Nebraska or required by the CDC. | Mandatory | ||
| Birth Module | Correction | X | The system must allow birth records to be corrected with the assignment of correction indicators (e.g., affidavit/correction number, “amendment” notation, and amended date). | Mandatory | |||
| Birth Module | General | X | The system must automatically assign birth records with an auto generated unique sequential state file number. | Mandatory | *Format - in the weeds, maybe somewhere? | ||
| Birth Module | General | X | The system must automatically complete duplicate checks to ensure the birth record has not been previously created, based on First Name, Middle Name, Last Name, and Date of Birth. | Mandatory | Others to add? | ||
| Birth Module | General | X | The system must be able to accommodate incomplete birth records, including queues for viewing the incomplete records. | Mandatory | |||
| Birth Module | General | X | The system must be able to accommodate rejected birth records, including queues for viewing the rejected records. | Mandatory | |||
| Birth Module | Correction | X | The system must have a process for sealing birth records (e.g., adoption, sex reassignment). | Mandatory | Remove Sex reassignment? | ||
| Birth Module | General | X | The system must have birth document forms, and worksheets; accessible for a user with necessary access. | Mandatory | Be specific | ||
| Birth Module | Advanced | X | The system must have the ability to enter a delayed birth record, new adoption record, and a foreign born birth record. | Mandatory | |||
| Birth Module | Advanced | X | The system must have the ability to flag and unflag a birth record as deceased. | Mandatory | Child? | ||
| Birth Module | Advanced | X | The system must have the ability to manipulate and retain the original birth record in the case of processing an amendment, adoption, a paternity, sex reassignment, or a legitimation. | Mandatory | Remove Sex reassignment? | ||
| Birth Module | Multiple Birth | Advanced | X | The system must pre-load data flagged by the State of Nebraska for multiples birth records (e.g, twins, triplets). | Mandatory | ||
| Birth Module | General | X | The system must validate and issue birth records. | Mandatory | |||
| Birth Module | Advanced | X | They system must auto-fill birth attendant information. | Desired | |||
| Birth/Death Module | Advanced | X | The system must have the ability to identify records where birth and death record data does not match (e.g., when a death record does not have a corresponding birth record). | Mandatory | |||
| Birth/Death Module | Link | X | The system must have the ability to match and link birth and death records together. | Mandatory | |||
| Birth/Death/Fetal Death Module | IJE | X | The system must validate based on the IJE (Inter Jurisdictional Exchange) file layout (Birth, Death, Fetal Death). | Mandatory | What does this mean? | ||
| Birth/Death/Marriage/Dissolution of Marriage/Fetal Death | Certificates | The system must have the ability to print non-certified copies of certificates from the Birth, Death, Fetal Death, Marriage, and Dissolution of Marriage Modules. | Mandatory | ||||
| Birth/Death/Marriage/Dissolution of Marriage/Fetal Death | Data | Stored Data/Validation | X | The system must store the State and Local Registrar's information that is to be added with file date on validated state birth, death, marriage, dissolution of marriage, and fetal death records. | Mandatory | ||
| Certificates/orders | The system must have the ability to DOUGLAS COUNTRY CERTS - issuing from the county heath department. | ||||||
| Data | The system must store vital event data as a permanent record. | Mandatory | |||||
| Data | The system must allow users access to collect all required data. | Mandatory | Redundant? | ||||
| Data | The system must allow users access to store all required data. | Mandatory | Redundant? | ||||
| Data | The system must allow users access to report all required data. | Mandatory | Redundant? | ||||
| Data | Create Data | The system must have the ability to create structured and unstructured data. | Mandatory | Structured vs unstructured? | |||
| Data | Retrieve Data | The system must have the ability to retrieve structured and unstructured data. | Mandatory | Structured vs unstructured? | |||
| Data | Update Data | The system must have the ability to update structured and unstructured data. | Mandatory | Structured vs unstructured? | |||
| Data | Report On Data | The system must have the ability to report on structured and unstructured data. | Mandatory | What does this mean? | |||
| Data | Verify Data | The system must have the ability to verify entered data to see that they fall within an acceptable range. | Mandatory | Needs to be more granular | |||
| Data Validation | The system must have the ability to identify errors in transactions and immediately notify the source system of the specific errors including whether the errors have precluded loading and/or using the data. | Mandatory | |||||
| Data Validation | 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.) | Mandatory | |||||
| Data Validation | Word Processing | 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 users to enter data into large text fields. | Mandatory | ||||
| Data Validation | Field - Medical | The system should validate against an integrated medical dictionary for medical related fields. | Desired | ||||
| Data Validation | Birth Module | The system must match the birth and death data, to look for consistencies between the data, and flag the birth record as "Deceased" when matched. | Mandatory | ||||
| Death Module | Process | Advanced | The system must have the ability to enter delayed death records, out-of-state death records, and presumptive death records. | ||||
| Death Module | General | X | The system must allow a user with necessary access to electronically certify and sign death records. | Mandatory | |||
| Death Module | Advanced | The system must allow a user with necessary access to enter basic demographic information on the death record and then access to the associated permit screen to complete data entry for permits. | Desired | ||||
| Death Module | General | X | The system must allow a user with necessary access to view, change, and submit death records. | Mandatory | |||
| Death Module | Correction | X | The system must allow death records to be corrected with the assignment of correction indicators (e.g., affidavit/correction number, “amendment” notation, and amended date). | Mandatory | |||
| Death Module | Temporary Record | Advanced | The system must allow a user with necessary access the ability to save death records without the cause-of-death indicated as temporary records. | Mandatory | |||
| Death Module | Temporary Record | Advanced | The system must convert temporary death records into a permanent death record once the cause-of-death has been recorded. | ||||
| Death Module | General | The system must automatically assign death records with an auto generated unique sequential state file number. | |||||
| Death Module | General | The system must be able to accommodate incomplete death records, including queues for viewing the incomplete records. | |||||
| Death Module | General | The system must be able to accommodate rejected death records, including queues for viewing the rejected records. | |||||
| Death Module | Notification | Advanced | The system must generate a notification for the Douglas county clerk if a decedent is a Doulgas county resident but their death occured in a different county. | Mandatory | Is this needed? | ||
| Death Module | The system must prompt a user with necessary access to print one or multiple copies of the death certificate before they exit **when they exit? | Desired | |||||
| Death Module | The system must provide a spell checker and dictionary for the all cause-of-death fields. | Desired | Cause of death or cause-of-death | ||||
| Death Module | Export | X | The system must provide the functionality to transmit from all death records the decedent’s data to the Social Security Administration (SSA). This functionality meets the terms and conditions under which SSA will verify SSN’s for the State of Nebraska's Department of Public Health, as part of the Electronic Death Registration Initiative. | Desired | |||
| Death Module | X | The system must validate and issue death records. | Mandatory | ||||
| Dissolution of Marriage | Forms | The system must have dissolution of marriage document forms, permits, and worksheets; accessible for a user with necessary access. | Mandatory | Be specific | |||
| Documents/Link | Documents/Link | The system should link to external websites or store supporting forms, orders and documents across modules for both internal and external users. | Mandatory | Very broad?? | |||
| Export | The system must have the ability to export certificates for State validation. | ||||||
| Export | The system must have the ability to produce standard or ad hoc data exports with a file type (.xlsx, .csv, .pdf) of complete or partial information and/or records. | Mandatory | |||||
| Export | The system must have the ability to electronically schedule data exports. | Mandatory | |||||
| Export | The system must generate error files identifying export failures. | ||||||
| Export | The system must generate error prompt boxes identifying any export failures. | ||||||
| Export | The system must capture an audit of all exports. **Fields | Mandatory | |||||
| Export | Orders | The system must allow users with necessary role access to export detailed and/or summary financial reports by user, terminal, or submission source and current status. | Mandatory | ||||
| Fetal Death Module | Forms | The system must have fetal death document forms, permits, and worksheets; accessible for a user with necessary access. | Mandatory | Be specific | |||
| Fetal Death Module | The system must contain the same requirements as death with modifications made to the certificate types (fetal death and birth resulting in still born). The addition of paternity documents, as applicable, to accompany and tie to the original fetal death certificate. Describe the fetal death record workflow in your solution. | Mandatory | |||||
| Fetal Death Module | Correction | X | The system must allow fetal death records to be corrected with the assignment of correction indicators (e.g., affidavit/correction number, “amendment” notation, and amended date). | ||||
| Fetal Death Module | Corrections | The system must only allow corrections or amendments to the original validated documents for fetal death records. Corrections must be shown on the original document as a line through the corrected information, with an affidavit number assigned and posed on the certificate with the amended date. Then the death or fetal death certificate can be re-issued showing old information and corrected information on separate documents. | |||||
| Fetal Death Module | The system must only allow corrections or amendments to the original validated documents for fetal death records. | ||||||
| Fetal Death Module | General | X | The system must allow a user with necessary access to electronically certify and sign fetal death records. | Mandatory | |||
| Fetal Death Module | Advanced | The system must allow a user with necessary access to create a delayed fetal death record. | |||||
| Fetal Death Module | Data Validation | X | The system must automatically search for associated birth events upon record entry, in the event this occurs an error message must display for the affected user. | Mandatory | |||
| Field-Level Settings | Field | Field Order | The system should present module fields in the order listed on corresponding form. | Desired | |||
| Field-Level Settings | Field | Address | The system must provide real-time validation of any Addresses that are entered into the system to ensure it is a valid Address and prompt the user if it is not. This includes but is not limited to entered addresses for Records Requests, for Shipping Info, for Funeral Homes, etc. The application should be able to populate City and State based upon the address entered, and should prompt the user if a Suite Number is required. The system will be smart enough to know if Suite number is required. If the address entered is incorrect, the system will suggest alternatives for the user to select. | Mandatory | |||
| All Modules | Field | Address | The system must provide real-time validation of addresses throughout all modules. | Mandatory | |||
| All Modules | Field | Address | The system should automatically populate valid addresses as a user is inputting into address field throughout all modules. | Desired | |||
| All Modules | Field | Address | The system should populate city, state, and zip code based on selected address. | Desired | |||
| All Modules | Field | Address | The system should prompt a user if a suite number is required. | Desired | |||
| All Modules | Field | Address | The system should prompt a user with suggested address alternatives. | Desired | |||
| All Modules | Help | Online Help | The system must provide online help connected to the relevant routine, field, or report being used. | Desired | |||
| All Modules | Field | Associated Data | The system must populate data entered into a field throughout the vital event record if data is associated. | Mandatory | |||
| Order Management Module | Field | Associated Data | The system must populate data entered into a field throughout the order record if data is associated. | Mandatory | |||
| All Modules | Fields | Required Data | The system must have the ability to configure any data fields (user-defined and standard) to be "required" during data entry. | Mandatory | |||
| All Modules | Fields | Data Format | The system must have a consistent data format for dates across all modules. | Mandatory | Which one? | ||
| All Modules | Fields | Data Format | The system must provide appropriate data formats for dates "MMDDYYYY". | Mandatory | Which one? | ||
| All Modules | Fields | Data Format | The system must have a consistent data format for whole numbers, decimals, and accounting based on field and module across all modules. | Mandatory | Which one? | ||
| All Modules | Fields | Data Format | The system must provide appropriate data formats amounts "$9,999,999.99". | Mandatory | Which one? | ||
| All Modules | Fields | Data Format | The system must have the proper data format for social security numbers "000-00-0000" across all modules. | Mandatory | Which one? | ||
| Field-Level Settings | Fields | Data Format | The system must have a consistent data format for phone numbers across all modules. | Mandatory | Which one? | ||
| Field-Level Settings | Fields | Data Format | The system must provide appropriate data formats for phone numbers "(123)-456-7890". | Mandatory | Which one? | ||
| Field-Level Settings | Fields | Data Format | The system must provide appropriate data formats for zip codes "00000-0000". | Mandatory | Which one? | ||
| Field-Level Settings | Fields | Data Format | The system must have a consistent data format for zip codes across all modules. | Mandatory | Which one? | ||
| Field-Level Settings | Fields | Graphical Control | The system must have editable graphical control elements to assist with data entry (e.g., pick-lists, drop-down boxes, etc.). | Mandatory | Which one? | ||
| Field-Level Settings | Fields | Graphical Control | The system must have the ability to edit (e.g., pick-lists, drop-down boxes, or other easy-to-use options to assist users in correctly entering data). | Mandatory | Which one? | ||
| Field-Level Settings | Fields | Graphical Control | The system must have the ability to code (e.g., pick-lists, drop-down boxes, or other easy-to-use options to assist users in correctly entering data). | Mandatory | Which one? | ||
| Field-Level Settings | Fields | Graphical Control | The system must have the ability to validate routines (e.g., pick-lists, drop-down boxes, or other easy-to-use options to assist users in correctly entering data). | Mandatory | Which one? | ||
| Field-Level Settings | Fields | Spell Check | The system must provide spell check functionality for freeform text entry fields. | Mandatory | |||
| Field-Level Settings | Fields | Spell Check | The system must provide spell check functionality for the cause of death fields. | Mandatory | |||
| Field-Level Settings | Fields | Integration | The system should connect to VIEWS (CDC connection for med certifiers) and medical dictionary. | Desired | |||
| Field-Level Settings | Field Functionality | Spell Check | The system must have the ability for a user to accept or ignore spell check suggestions. | Mandatory | |||
| Field-Level Settings | Field Functionality | Spell Check | The system must have the ability to customize (e.g., add to dictionary) the spell check functionality. | Mandatory | |||
| Field-Level Settings | Payment Module | Empty Required Field | The system must not allow empty required fields prior to processing payment (DHHS provided required fields). | Mandatory | |||
| Field-Level Settings | Field Functionality | Drill-down | The system must have the ability to drill-down on fields to view more detailed information when appropriate. | Mandatory | |||
| Field-Level Settings | Field Functionality | Warning & Alert | The system must have configurable field level warning notifications (e.g., warning when trying to correct a death certificate that is over 1 year old; instructions shall be provided on how the record can be amended). | Mandatory | |||
| Flow | 8 | Record Flow | Birth; | ||||
| Flow | Flow | Branch Logic | The system must have configurable branch logic within all modules. | Which one? | |||
| Flow | 8 | Record Flow | The system must follow specific use cases to guide the flow of vital event records from one entity (user) to the next for the following vital event types: |
| The vital event record must flow from one user to the next user in the sequence regarding completion of the record. | Mandatory | Marriage?? | ||||
| Flow | 8 | Record Flow | Death; | |||
| Flow | 8 | Record Flow | Marriage; | |||
| Flow | 8 | Record Flow | Dissolution of Marriage; | |||
| Flow | 8 | Record Flow | Fetal Death; | |||
| Flow | 8 | Record Flow | ITOP. | |||
| General | System | The system must have the ability to complete a data conversion of all existing birth, death, marriage, dissolution of marriage, fetal death, and ITOP records, images, and files into a single database that can be accessible by the application. | ||||
| Mandatory | ||||||
| General | System | The system must have the ability to generate registration type codes for special record types. These include foreign birth (F), delayed birth (D), delayed death (D), out of state birth (O), out of state death (O), presumptive death (P), birth foundling (L) and creation of voided birth record (V). | Mandatory | |||
| General | System | The system must have a process to link and store serialized certified paper and printed legal certified copy of a certificate. | Mandatory | |||
| General | System | The system must provide role-based access to perform data entry. | Mandatory | |||
| General | System | The system must automatically complete duplicate checks to ensure a certificate has not been previously created. | Or open ended to be all inclusive | |||
| General | System | The system must provide the ability to print working copies of certificates. | Mandatory | |||
| General | Data Retention | Functionality | The system must have configurable data retention rules to meet the State of Nebraska Retention Guidelines. | Mandatory | ||
| General | System | The system must provide secure access for desktop, laptop, and mobile-enabled devices (e.g., smartphones and tablets) each running the current version of their appropriative operating system. | Mandatory | |||
| General | 4 | System | The system must be web browser agnostic and compatible with current and future versions and upgrades of the following web browsers, at a minimum. This includes supported software such as is needed for printers, scanners, etc. (versions should be supported without requiring specialized plug-ins or applets for the new System function). |
| Please list all additional web browsers the system is compatible with if applicable. | Mandatory | |||
| General | 4 | System | Microsoft Edge; | |
| General | 4 | System | Google Chrome; | |
| General | 4 | System | Mozilla Firefox; and | |
| General | 4 | System | Apple Safari. | |
| General | System | The system must provide a "unified source," encompassing all types of records in an electronic format in a common location, including image files. |
| [Official public records and vital records are currently stored legacy system in an existing Vital Record application. These records may also be stored in a variety of formats and file types including digital scans and physical paper.] | Mandatory | ||||||
| General | 5 | System | The system must support multiple environments, specifically, the following four (4) environments: | Mandatory | |||
| General | 5 | System | Development; | Mandatory | |||
| General | 5 | System | Testing; | Mandatory | |||
| General | 5 | System | Training; | Mandatory | |||
| General | 5 | System | Production. | Mandatory | |||
| General | System | The system must not require the purchase of a proprietary application for mobile-enabled devices. | Mandatory | ||||
| General | Security | The system must comply with security requirements for mobile devices that meet or exceed the state standards. | Mandatory | ||||
| General | Export | The system must be able to produce data files. | Mandatory | ||||
| General | Import | The system must be able to consume data files. | |||||
| General | Could Based | System | The system must be cloud-based. | Mandatory | |||
| General | Vendor Hosted | System | The system must be vendor hosted. | Mandatory | |||
| General | Database Storage | System | The system must allocate adequate database storage for current and future data. | Mandatory | |||
| General | Maintenance | System | The system must undergo regularly scheduled maintenance activities. | Mandatory | |||
| General | Technology Standards | System | The system must conform to DHHS IS&T Technology Standards. | Mandatory | |||
| General | Drill-down | System | The system must contain drill-down capabilities into individual records across all system modules and State of NE programs. | Mandatory | |||
| General | System Access | Remote Access | The system must allow secure remote access from any computer or device that has internet connection without necessitating special software (i.e., JAVA). | Mandatory | |||
| General | System | The system must have real-time processing for data entry throughout all modules. | Desired | ?? | |||
| General | Data | The system must align with State and Federal guidelines to collect vital statistic data and other data points needed for federal reporting and evaluation purposes. | Mandatory | ||||
| General | Functionality | The system must save user data entry progress automatically. | Mandatory | ||||
| General | Functionality | The system must allow the saving and pausing activity on one order and moving to a different order for processing. | Mandatory | ||||
| General | Functionality | The system must autoscale application windows to fit allotted screen size. | Mandatory | ||||
| General | System | The system must support concurrent reporting and module usage. | Mandatory | ||||
| General | Filter | The system must allow users to filter on any key fields to obtain the view requested (e.g., voided certificates) along with the ability to group, sort and count data to meet user-specific needs. | Mandatory | ||||
| General | SSO | System | The system must use single sign-on (SSO) for user access. | Mandatory | Are we requiring SSO? | ||
| General | Integration | The system must support API (Application Programming Interface). | Mandatory | ||||
| General | System | Customizable | The system must be customizable to meet specific user needs. | Mandatory | Very broad?? | ||
| General | System-Level Access | Reports | The system must have system-level access to reports (creating, configuring, updating, saving and deleting). | Mandatory | |||
| General | System-Level Access | Imports | The system must have system-level access to imports (creating, configuring, updating, saving and deleting). | Mandatory | |||
| General | System-Level Access | Exports | The system must have system-level access to exports (creating, configuring, updating, saving and deleting). | Mandatory | |||
| General | Support Tools | ?? | The system must provide support tools. | Mandatory | What kind of support tools? | ||
| General | Task List | Task List | The system should have task list functionality for a user. | Desired | |||
| General | Queue | Work Queue | The system must provide work queue tracking. | ||||
| General | System | The system must provide the ability for users to do screen prints of the current screen displayed. If this is allowed, an audit log should capture it, and the system should DISALLOW any other screen shot tool, such as “Snipping Tool” or the like. | Desired | ||||
| General | System | The system should, in the event of a duplicate vital event record, automatically populate information from the original record. | Desired | ???? | |||
| General | System | The system must auto advance a user from process start through process completion. | Mandatory | ||||
| Help, Testing & Training | Help | Inside system? | The system must provide online help connected to the relevant routine, field, or report being used. | Mandatory | Inside system? | ||
| Help, Testing & Training | Help | Inside system? | The system must provide online documentation for all modules. | Mandatory | Inside system? | ||
| Help, Testing & Training | Help | In System Help | The system should provide an overall up-to-date online tutorial to assist users learning the software as well as online help tool with glossary, index, and search capabilities. | Mandatory | Not necessary? | ||
| Help, Testing & Training | Testing | Testing | The system must be properly tested to make sure it is working and meets the requirements of the business. | Mandatory | |||
| Help, Testing & Training | Testing - Reports | Automatic Testing | The system must develop test criteria and algorithms for expected outcomes prior to production of reports. | Mandatory | |||
| Import | The system must provides the ability to import coded files from the National Center for Health Statistics (NCHS) in accordance to their reporting requirements, and once uploaded have the ability to insert these imported files (codes) and place them in to the appropriate fields attached to the applicable records. | ||||||
| This includes International Classification of Diseases (ICD)-10 codes and bridge-race codes. See www.cdc.gov/nchs/nvss/revisions-of-the-us-standard-certificates-and-reports.htm | Mandatory | ||||||
| Import | The system must have the ability to produce standard or ad hoc data imports of complete or partial information and/or records. | Mandatory | |||||
| Import | The system must have the ability to electronically schedule data imports. | Mandatory | |||||
| Import | The system must have an import feature must meet the most current National Center for Health Statistics/Inter-Jurisdictional Exchange (NCHS/IJE) file layout version. See https://www.cdc.gov/nchs/nvss/revisions-of-the-us-standard-certificates-and-reports.htm]] | Mandatory | |||||
| Import | The system must generate error files identifying import failures. | Mandatory | |||||
| Import | The system must generate error prompt boxes identifying any import failures. | ||||||
| Import | The system must have the ability to cancel (or reverse) a data import which would automatically remove the imported record and/or associated data. | Mandatory | |||||
| Import | The system must have the ability to update data that was not captured during a certificate import. | Mandatory | |||||
| Import | The system must capture an audit of all imports. **Fields | Mandatory | |||||
| Integration | The system must securely interface with various state agency systems for sharing HIPAA related data. | Mandatory | More detail? | ||||
| Integration | The system must interface with the State and Territorial Electronic Vital Event (STEVE), Social Security Administration (SSA), Electronic Verification of Vital Events (EVVE), and internal state agencies for data collection and reporting purposes. | Mandatory | |||||
| Integration | Active Directory | The system must integrate with the State of Nebraska's role-based security maintained in the State of Nebraska's Microsoft Active Directory Service for all internal users. | Mandatory | Technical requirement? | |||
| Integration | Orders | The system must fully integrate with the DHHS Vital Records unit's online order management application. | |||||
| Integration | Orders | WHAT ELSE HERE?? | |||||
| Integration | Orders | The system must pass information to State of Nebraska's financial system for all collected revenue. | Mandatory | Is there a integration for revenue? | |||
| Integration | Files | The system must integrate existing, external digital files from internal networks including but not limited to; documents, and images that are associated with certificates with the Ancestry files and Perceptive DMS. The OVR currently does not use audio or video, however, provide details for supporting this file type for any future needs. | |||||
| Mandatory | I don't think this is accurate for us | ||||||
| Inventory Control | Certificate Paper | Certificate Paper | The system must track certificate paper. | Mandatory | |||
| Inventory Control | Inventory Control | Notifications | The system must have configurable reminder notifications within the inventory management module (e.g., re-order certificate paper, less than 10% stock remaining). | ||||
| ITOP | Forms | The system must have ITOP document forms, permits, and worksheets; accessible for a user with necessary access. | Mandatory | Be specific | |||
| Letter | Generate Letters | The system must have the ability to generate letters. | |||||
| Marriage | Forms | The system must have marriage document forms, permits, and worksheets; accessible for a user with necessary access. | Mandatory | Be specific | |||
| Marriage | The system must have a Marriage Module, accessible by the Vital Records Dept, but primarily so that users can Apply for a marriage certificate (certified or non-certified) and County Clerks and Tribal Court Administrators in the state of NE can then Register those marriage certificates in an accurate and timely manner. | Mandatory | |||||
| Marriage | The system must, at a minimum, the system should collect the following data elements: Spouse 1 First Name, Spouse 1 Last Name, Spouse 2 First Name, Spouse 2 Last Name, Date of Marriage and County of Marriage. | Mandatory | |||||
| Marriage | The system must providing permissions-based access to view and enter marriage data, advanced searching on marriage data, printing capabilities and the ability to save electronic marriage certificate documents. | Mandatory | |||||
| Marriage | The system must have a Divorce Module, accessible by the Vital Records Dept, but primarily so that users can Apply for a divorce certificate (certified or non-certified) and County Clerks and Tribal Court Administrators in the state of NE can then Register those divorce certificates in an accurate and timely manner. | Mandatory | |||||
| Marriage | The system must, at minimum, the system should collect the following data elements: Spouse 1 First Name, Spouse 1 Last Name, Spouse 2 First Name, Spouse 2 Last Name, Date of Divorce and County of Divorce. | Mandatory | |||||
| Marriage | The system must --This functionality includes but is not limited to providing the ability to conduct Advanced Searching on the divorce data, the ability to Print, and the ability for the Vital Records Dept to manually enter specific divorce data from the Case Registry Form. | Mandatory | |||||
| Order Management Module | Queue | Incomplete Order | The system must queue incomplete orders. | Mandatory | |||
| Order Management Module | Queue | Queue | The system must contain an order queue. | ||||
| Order Management Module | Documents | Attachments | The system must have the ability to attach files with a minimum of the following file types (.xls, .xlsx, PDF, .doc, .jpeg, .png, .tiff) to an order. | Mandatory | |||
| Order Management Module | Certificates | The system must have the ability to print certified copies of legal certificates. | Mandatory | ||||
| Order Management Module | Certificate | The system must allow a user to flag returned incorrect certificates as received (for retention). Once received, the system will allow Funeral Homes to reorder correct copies (system should prevent re-order until cert is marked returned/received and voided). | Mandatory | ||||
| Order Management Module | Certificates | Organize Orders | The system must have the ability to organize certificate orders into work lists. | Mandatory | |||
| Order Management Module | Certificates | Process Solo Orders | The system must have the ability to process individual certificate orders. | Mandatory | |||
| Order Management Module | Certificates | Process Batch Orders | The system must have the ability to process batch certificate orders. | ||||
| Order Management Module | Queue | Queued and Processed | The system must be queued and processed when the customer comes to the office in person to complete the request. | Mandatory | |||
| Order Management Module | Status | The system must be able to show the records with a status of or similar to “Requires Validation." | Mandatory | ||||
| Order Management Module | Staff Validation | Audit | The system must be able to track how staff validated identity and eligibility of the person requesting the certificate. | Mandatory | |||
| Order Management Module | Data | Certificate Type | The system must be able to track the certificate type. | Mandatory | |||
| Order Management Module | Data | Certificate Delivery | The system must be able to track the method of certificate delivery. | Mandatory | |||
| Order Management Module | Data | Track Printing Certs | The system must be able to import document control numbers (certificate numbers) to track the printing of certificates. | Mandatory | |||
| Order Management Module | Birth | Hold Orders/Print | The system must provide a "hold" or similar status that keeps a certificate from being ordered or printed. | Mandatory | |||
| Order Management Module | Kiosk | Kiosk | The system should contain a kiosk provided and maintained by the Vendor for the processing of vital record order requests and process payments for customers. | Desired | |||
| Order Management Module | NEED ORDER MANAGEMNT HERE AS WELL!! | ||||||
| Order Management Module | Document Control Status | Document Control Status | The system must have the ability to mark a document control number as "destroyed" with a reason for discarding (poor print quality, printing error, etc.). Additionally, the system has the ability to enter additional destroyed reasons in free text field. | Mandatory | |||
| Order Management Module | Payment | The system has the ability to track payment status (i.e., refunds, payments, discounted/free, or no payments). | Mandatory | ||||
| Order Management Module | Payment | The system must have the ability to reflect all payments made on a customer's account. | Mandatory | ||||
| Order Management Module | Payment | The system must have the ability to ensure the history of invoices and date. | Mandatory | ||||
| Order Management Module | 7 | Payment | The system must have the ability to support (accept, approve, process, and post) the following payment types: | Mandatory | |||
| Order Management Module | 7 | Payment | Debit Card; | Mandatory | |||
| Order Management Module | 7 | Payment | Credit Card; | Mandatory | |||
| Order Management Module | 7 | Payment | Money order; | Mandatory | |||
| Order Management Module | 7 | Payment | Check; | Mandatory | |||
| Order Management Module | 7 | Payment | Cash. | Mandatory | |||
| Order Management Module | Order Functionality | The system must track requests and accept payment for Burial Transit Permits ***others?? | Mandatory | ||||
| Order Management Module | Audit Log | The system must capture the date, time, and user every time a change is completed. Should be able to store a user-defined quantity of sales transactions by transaction date. (5 year minimum) | Mandatory | ||||
| Order Management Module | Order Functionality | The system must have the ability to post by line item and fee. | Mandatory | ||||
| Order Management Module | Order Functionality | The system must have the ability to drill down and view specific account transactions prior to and/or while posting. | Mandatory | ||||
| Order Management Module | Order Functionality | The system must have the ability to process refunds. | Mandatory | ||||
| Order Management Module | Order Functionality | The system must have the ability to calculate and apply mailing charges. | Mandatory | ?? | |||
| Order Management Module | Order Functionality | The system must have the ability to calculate accurate charges based on quantity of documents requested. | Mandatory | ||||
| Order Management Module | Order Functionality | The system must have the ability to calculate accurate charges for expedited processing fees. | Mandatory | ?? | |||
| Order Management Module | Order Functionality | The system must track all orders submitted by each funeral home throughout the day and allow for the payment for all combined orders at the end of the day. | Mandatory | ?? | |||
| Order Management Module | Order Functionality | The system should have the ability to set up an effective and termination date on the fee schedule based on vital record document type. | Desired | ||||
| Order Management Module | Order Functionality | The system must have the ability to set up a fee schedule by vital record document type, including effective and termination dates to the fees. | Mandatory | ||||
| Order Management Module | Order Functionality | The system must have the ability to update fee schedule master files. | Mandatory | ||||
| Order Management Module | Order Functionality | The system must have the ability to set multiple fees for each vital record document type. | Mandatory | ||||
| Order Management Module | Print - Invoice | The system must have the ability to print invoices. | Mandatory | ||||
| Order Management Module | System - Number | The system must generate and assign a unique and sequential invoice number for each invoice. | Mandatory | ||||
| Order Management Module | Order Functionality | The system needs to calculate order fee and postage (or no postage if it is being picked up in person). | Mandatory | Generate postage? | |||
| Order Management Module | Order Functionality | The system needs to apply and track date of disposition once an invoice is generated. | Mandatory | ||||
| Order Management Module | Configuration | The system should allow users with necessary role access to configure the invoice template. | Desired | ||||
| Order Management Module | Basic Function | The system must have the ability to process adjustments. | Mandatory | Explain current process | |||
| Order Management Module | Payment - Cash | The system must have cash handling capabilities for each cashier station. | Mandatory | Elaborate? | |||
| Order Management Module | System | The system must generate a unique and sequential transaction number for each sales transaction. | Mandatory | ||||
| Order Management Module | Cancel Order | The system must have the ability to cancel an unpaid order. | Mandatory | ?? | |||
| Order Management Module | Payment | The system must have the ability to void a payment for an order that is in paid status. | |||||
| Mandatory | ?? | ||||||
| Order Management Module | Payment | The system must have the ability to cancel an order in paid status with a voided payment. | Mandatory | ?? | |||
| Order Management Module | Order Functionality | Provide an intuitive Receipting System to manually process check, money order or cash payments for copy requests sent via the mail to the Vital Records Dept. (This would include who, request reason, amount, and request type.) | Mandatory | ||||
| Order Management Module | Receipting System | The system must once receipted and entered, checks are scanned into <insert specific system here>. | Mandatory | ||||
| Order Management Module | Receipting System | The system must have a batch process report from the Receipting System of processed deposits to be sent to the states Business and Financial Services Division for reconciliation. | Mandatory | ||||
| Order Management Module | Fees | The system must allow users within roles with necessary access the ability to add, update, or configure Custom Fees with a date parameter. | Mandatory | ||||
| Order Management Module | Mail Orders | Mail Orders | The system must have the ability to process regular mail orders. | Mandatory | Not necessary? | ||
| Order Management Module | Accounting | The system must have the ability to process refunds. | Mandatory | Do we complete refunds? | |||
| Order Management Module | Accounting | The system must have the ability to generate order slips. | Do we call it order slips? | ||||
| Order Management Module | Accounting | The system must have the ability to generate transaction receipts. | Mandatory | Do we call it transaction receipts? | |||
| Order Management Module | Duplicate Orders | X | The system must automatically search for duplicate orders and, if found, alert user. | Desired | |||
| Order Management Module | Certificates | Verification Status | The system must have specific status for certificates that are waiting on verification. | Mandatory | |||
| Order Management Module | Payments | The system must process payments separately. | Mandatory | Merchant | |||
| Order Management Module | The system must *** cash handling, posting to selected SAP accounts and daily, weekly, monthly, quarterly and yearly sales reporting of quantities and collections by service/account. | Mandatory | |||||
| Order Management Module | The system must allow users with the necessary role access the ability to make changes to the order until payment is issued. | Mandatory | |||||
| Order Management Module | The system must link the order to an invoice and payment. | Mandatory | |||||
| Order Management Module | The system must produce a receipt for each order transaction (fields will be stipulated by DHHS). | Mandatory | |||||
| Order Management Module | The system must have the ability to print and reprint receipts on demand. | Mandatory | |||||
| Order Management Module | The system must connect all issued controlled documents (serialized certificate paper) to a receipt and to an order. | Mandatory | |||||
| Order Management Module | The system must have ability to facilitate purchase and processing of records, including certified and non-certified copies of vital records. | Mandatory | |||||
| Order Management Module | The system must have the ability to, as part of the transaction, search for the appropriate transaction record. | Mandatory | |||||
| Order Management Module | Orders | Birth; | |||||
| Order Management Module | Printing | Birth; | |||||
| Order Management Module | Orders | The system must support the ordering of legal certified copies of certificates for the following vital events: | Mandatory | ||||
| Order Management Module | Orders | Death; | |||||
| Order Management Module | Orders | Marriage; | |||||
| Order Management Module | Orders | Dissolution of Marriage; | |||||
| Order Management Module | Orders | Fetal Death. | |||||
| Order Management Module | Printing | The system must support the printing of legal certified copies of certificates for the following vital events: | |||||
| Order Management Module | Printing | Death; | |||||
| Order Management Module | Printing | Marriage; | |||||
| Order Management Module | Printing | Dissolution of Marriage; | |||||
| Order Management Module | Printing | Fetal Death. | |||||
| Order Management Module | Orders | The system must support the ordering of commemorative certificates for nonviable birth events. | |||||
| Order Management Module | Printing | The system must support the printing of commemorative certificates for nonviable birth events. | |||||
| Death | Certificates | The system must prevent the printing of a death certificate if the cause of death is pending. | Mandatory | ||||
| The system must seamlessly connect to State of NE databases for users to view, print, and amend vital records' images (i.e. There should be no need for users to toggle to a different application to view images or forms.) |
This will include the ability to Print certificates from images. Need the ability to crop and resize images as well.
| Mandatory | ||||||
| The system must access for certain users to view, print, store, attach and scan documents or images into a record (regardless of size or format) to the record/request/order. (Example: Paternity acknowledgements.) | Mandatory | |||||
| The system must flag missing required documents/images for request and file record image(s) of records. | Mandatory | |||||
| The system must -- As a mobile-enabled application, it must allow for the navigation and content to be organized such that it fits the browser window for the device used. It must use small image sizes for quick loading, support any functions that may need Flash support, and allow the user to initiate a call, directions or e-mail messages from a mobile device. The application must not use the autocorrect function for user entered text. The mobile application must comply with security requirements for mobile devices that meet or exceed the state standards. | ||||||
| Mandatory | ||||||
| Close Reports | The system must have the ability to print close reports. | Mandatory | ?? | |||
| Reprint | The system must have the ability to reprint reports. | Mandatory | ||||
| Attachments | The system must have the ability to print attachments. | Mandatory | ||||
| Connect to Printers | The system must have the ability to connect to local or network printers. | Mandatory | ||||
| Queue | The system must provide a print queue including document control number for review and approval statuses, and ability to void a print transaction. | Mandatory | ||||
| Void | The system must provide the ability to void a print transaction. | |||||
| Certified | The system must provide certified printing. | Mandatory | ||||
| Non-Certified | The system must provide non-certified printing. | |||||
| Blank Form | The system must provide the ability to print a blank form. | Mandatory | ||||
| Certificate | The system must provide the ability to print a replacement copy of a certificate. | Mandatory | ||||
| Certificate | The system must provide the ability to print a confidential copy of a certificate. | Mandatory | ||||
| Certificate | The system must provide the ability to print a certificate with amendments. | Mandatory | Print What? | |||
| Certificate | The system must provide the ability to print a certificate without amendments. | Print What? | ||||
| Restrict | The system must also have the functionality to restrict the number of certified copies that can be printed at one time. | Mandatory | ???? | |||
| Labels | The system must print labels of various sizes, as needed for mailings, etc. | Mandatory | ||||
| Print Batch | The system must have the ability to print a batch of documents. | |||||
| Printing/Batching | Reprint Batch | The system must have the ability to reprint a batch of documents. | ||||
| Receipt | Print Receipt | The system must have the ability to print receipts. | Mandatory | Not necessary? | ||
| Receipt | Reprint Receipt | The system must have the ability to reprint receipts. | Mandatory | Not necessary? | ||
| Correspondence | Print Letters | The system should have the ability to print common correspondence letters. | Desired | Not necessary? | ||
| Order Module | Print Security | The system must not allow records with a specific status to be printed.******* | Mandatory | Is this a thing for NE? |
This is the start of the file's text. The full file is on GovTribe.
File details come from the government source that posted it. Updated .