RFP-185-2525-2026_Attachment #6 Requirements Traceability Matrix.xlsx
XLSX spreadsheet 93 KB Posted
- Attached to
- IDR Mail Modernization
- Solicitation number
- RFP-185-2525-2026
- Issued by
- Polk County, Des Moines City, Iowa
About this file
This is a Requirements Traceability Matrix (RTM) attachment to a Request for Proposal issued by the Iowa Department of Revenue for an Incoming Mailroom Modernization (RFP-185-2525-2026) system. The RTM serves as a comprehensive reference tool documenting functional and non-functional requirements organized through a Business Capability Model that categorizes mailroom operations into twelve major capability areas: Manage Intake, Manage Preparation, Manage Classification, Manage Digitization, Manage Workflows, Manage Integration & Interoperability, Manage Standards & Compliance, Manage Storage & Archive, Manage Exceptions, Manage Data Quality & Integrity, Manage Reporting, and Manage Analytics. The RFP seeks an integrated solution combining hardware, software, and services to modernize mail handling and document processing operations. Proposals are due by 3:00 PM on June 8, 2026, with an optional pre-proposal conference and facilities tour scheduled for April 22, 2026, at the Hoover State Office Building in Des Moines. The anticipated contract term runs from February 1, 2027, through January 31, 2032, with optional renewal for up to ten additional annual extensions. The procurement encompasses 216 functional requirements and 108 non-functional requirements detailing capabilities for mail intake and receiving, preparation and batching, document classification and indexing, scanning and OCR processing at 300 DPI with 99.9% accuracy, automated workflow routing, data integration with existing systems including IMPACT, security and compliance controls, document storage and retrieval, exception handling, analytics and reporting with real-time dashboards, and support for processing a minimum of 1 million correspondences monthly with throughput of 10,000 mail items per hour.
The RTM requires respondents to complete the matrix by indicating fulfillment methods for each requirement—including Out-of-the-Box, Configuration, Development, Third-Party Tool, or Requirement Not Met—and to cite specific proposal section and page numbers demonstrating how each requirement is addressed. Pricing terms require successful vendors to pay a 1.00 percent administrative fee quarterly on all sales made under the contract and submit detailed quarterly sales reports in Microsoft Excel format, with payment terms allowing the state sixty days for invoice payment and shipping required FOB Destination, Freight Prepaid. No specific incumbent vendor, set-aside designations for disadvantaged enterprises, or disclosed budget ranges were identified in available documentation. The solution must comply with all applicable Iowa Department of Management policies, integrate with existing state systems and cloud platforms such as Azure Blob, meet stringent security requirements including AES-256 encryption at rest and TLS 1.3 in transit, support FOIA compliance, and achieve accessibility standards including WCAG 2.1 compliance and ADA-compliant operator interfaces. Respondents must provide current and complete Voluntary Product Accessibility Templates and Accessibility Conformance Reports demonstrating conformance with applicable standards both at delivery and for any material changes to deliverables.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment #1 - Respondent Information Form (2).docx | DOCX document | |
| Attachment #5 - Sample Contract.docx | DOCX document | |
| Attachment #2 - Subcontractor Disclosure Form.docx | DOCX document | |
| RFP-185-2525-2026 IDR Incoming Mail Modernization.pdf | ||
| 1367890-event.pdf | ||
| Attachment #7 - Resource Usage Template.xlsx | XLSX spreadsheet | |
| Attachment #8 - Exceptions Template.docx | DOCX document | |
| RFP-185-2525-2026_Attachment #4 - Cost Proposal Workbook.xlsx | XLSX spreadsheet |
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Intro & TOC
| State of Iowa |
| Department of Revenue |
| Incoming Mailroom Modernization (IMM) Request for Proposal (RFP) |
| RFP-185-2525-2026 |
| Attachment #6 Requirements Traceability Matrix (RTM) |
| Introduction & Table of Contents (TOC) |
| Information & Instructions | ||||
| This Requirements Traceability Matrix (RTM) is provided as part of the above specified Request for Proposal (RFP) to give prospective Respondents a comprehensive understanding of IDR's Functional and Non-Functional Requirements being requested for the future Solution. The RTM serves as a reference tool for both the Respondent and IDRs evaluation team, supporting transparency and traceability of requirements throughout the procurement process. While this RTM is not directly scored, the evaluation team will consider, in consensus, how thoroughly and effectively each Proposal addresses the requested requirements. | ||||
| • Review all requirements detailed within the RTM and reference the Business Capability Model (BCM) worksheet for organizational context. | Color Key | |||
| • For each requirement, select the applicable fulfillment method and cite the section and page number where it is addressed in the Proposal. | Information & Instructions | |||
| • Complete all required fields in the RTM and submit it as a separate document from the Proposal. | Original Content Header | |||
| • Provide responses that are accurate, complete, and consistent with the Proposal, without altering the RTM structure. | Locked Cell | |||
| • Submit any questions about the RTM to the Agency contact as listed in the RFP. | Respondent Response Header | |||
| Respondent Response Cell | ||||
| Worksheet Name | ||||
| hyperlinked | Description | Respondent Action(s) | ||
| Introduction & Table of Contents (TOC) | Provides an overview of the RTM and a navigatable table of contents for each worksheet. | Review for orientation. No action required. | ||
| Business Capability Model (BCM) | Presents IDR's business capabilities and shows how requirements are grouped within these capabilities. This worksheet is informational and intended to provide context for the requirements. | Review to understand the categorization of requirements. No action required. | ||
| Functional Requirements | These requirements are the features, capabilities, and behaviors that fulfill IDR's needs or business objectives. They define the specific functions, tasks, or services the Solution must perform. | For each requirement, indicate the method of fulfillment (Out-of-the-Box, Configuration, Development, Third-Party Tool, Requirement Not Met). Provide the section and page number where the requirement is addressed in your Proposal. | ||
| Non-Functional Requirements | These requirements set criteria for system operation, quality, and constraints, such as performance, security, reliability, scalability, and usability. | For each requirement, indicate the method of fulfillment (Out-of-the-Box, Configuration, Development, Third-Party Tool, Requirement Not Met). Provide the section and page number where the requirement is addressed in your Proposal. |
BCM
| State of Iowa |
| Department of Revenue |
| Incoming Mailroom Modernization (IMM) Request for Proposal (RFP) |
| RFP-185-2525-2026 |
| Attachment #6 Requirements Traceability Matrix (RTM) |
| Business Capability Model (BCM) |
| Information & Instructions |
| This Business Capability Model (BCM) represents a structured view of the IDR Mailroom core business functions and supporting capabilities. The BCM serves as a foundational framework for categorizing and organizing the requirements included in this Request for Proposal (RFP). |
| The BCM is intended to provide Respondents with clear insight into how IDR's requirements align with its business operations and strategic objectives. By mapping requirements to specific capabilities, IDR aims to facilitate a comprehensive understanding of the context and intended outcomes associated with each requirement. |
| Respondents are encouraged to review the BCM to gain a holistic perspective of IDR's business environment and to identify how individual requirements relate to broader business functions. This content may assist Respondents in interpreting requirements, developing Solution approaches, and aligning Proposals with IDR's business priorities. |
| While no response is required within the BCM worksheet, Respondents may us the information provided to inform their review of Functional and Non-Functional Requirements, structure their Proposal, and demonstrate alignment between their proposed Solution and IDR's business capabilities. |
| Level Number & Business Capability Name | Definition |
| Level 0. Manage the Enterprise | |
| Level 1. Manage Records & Documents | |
| Level 2. Manage Intake | Handle the receipt, sorting, and triage of incoming Correspondences |
| Level 3. Receive | Accept incoming Correspondences from various sources |
| Level 3. Sort | Organize Correspondences by type, priority, or destination |
| Level 3. Triage | Identify and route Correspondences for appropriate processing |
| Level 3. Delivery Schedule | Schedule of when incoming Correspondences are delivered from various sources (e.g., United States Postal Service (USPS), United Parcel Service (UPS), FedEx, Dalsey, Hillblom, and Lynn (DHL), and Department of Administrative Services (DAS) and when each delivery needs to be finished processing |
| Level 2. Manage Preparation | Prepare physical Mail Items for digitization |
| Level 3. Open | Physically open Mail Items |
| Level 3. Prep | Remove staples, unfold, and prepare Mail Items for scanning |
| Level 3. Batch | Group Mail Items for efficient scanning and tracking |
| Level 2. Manage Classification | Categorizes and tags digitized Documents for downstream use |
| Level 3. Classify | Assign Document types or categories |
| Level 3. Index | Apply searchable metadata fields |
| Level 3. Tag | Add labels or attributes for routing and retrieval |
| Level 3. Map Metadata | Align metadata fields with target schemas |
| Level 2. Manage Digitization | Convert physical Documents into digital records |
| Level 3. Scan | Digitally capture Documents |
| Level 3. Optical Character Recognition (OCR) | Apply OCR to extract data from text (both hand written and typed text) |
| Level 3. Digitized Document Classification | Accurate tagging, indexing, and routing of digitized Documents for downstream workflow stages |
| Level 3. Digital Master Record | Establish the digital Document version as the authoritative record |
| Level 3. Data Capturing | Storage of data elements created from scanning, OCR, and digitized Document classification processes |
| Level 2. Manage Workflows | Routes Documents to appropriate systems or personnel |
| Level 3. Workflow Automations | Send Documents to designated agency, department, state resource, or customer |
| Level 3. Workflow Notifications | Send Documents to software |
| Level 3. Route to Entity | Send Documents to the source system and all other associated systems |
| Level 3. Route to System | Tools and business rules used to provide efficiency and optimization of mailroom processes |
| Level 3. Route to Storage | Delivery of tailored information to the appropriate entity and/or system |
| Level 2. Manage Integration & Interoperability | Ensure digitized Documents and metadata are compatible with downstream systems |
| Level 3. Support Middleware/ETL Tool | Use Integration platforms for data/Document flow |
| Level 3. Enable Data Exchage | Support system-to-system Integration |
| Level 3. Data Transformation | Convert data formats for system ingestion |
| Level 3. Validate Compatibility | Ensure technical and business rule compliance |
| Level 2. Manage Standards & Compliance | Ensure mailroom Solution meets legal, regulatory, and internal standards |
| Level 3. Audit Readiness | Maintain documentation for audits |
| Level 3. Accessibility & Usability | Ensure Documents meet accessibility requirements |
| Level 3. Policy Enforcement | Enforce internal Document handling policies |
| Level 3. Regulatory Compliance | Adhere to applicable laws and regulations |
| Level 3. Retention & Disposition | Apply retention schedules and manage destruction |
| Level 3. Security Compliance | Protect sensitive data and access controls |
| Level 2. Manage Storage & Archive | Manage secure storage and retrieval of physical and digital Documents |
| Level 3. Data/Document Destruction | Securely and permanently disposing of Documents that have reached the end of their retention period, with appropriate documentation of the destruction process |
| Level 3. Digital Document Storage | Store scanned Documents in digital repositories |
| Level 3. Physical Document Storage | Store original paper Documents securely |
| Level 3. Retrieval Protocol | Define and manage access and retrieval procedures |
| Level 2. Manage Exceptions | Handle persistent Manual exceptions, anomalies, and issues in Document processing |
| Level 3. Flagged Mail Items | Handle torn, wet, or otherwise compromised Mail Items |
| Level 3. Misclassified Documents | Correct incorrectly categorized or indexed Documents |
| Level 3. Manual Interventions | Human review or correction of issues |
| Level 3. Unreadable Scan | Address poor Document quality or OCR failures |
| Level 1. Conduct Analytics & Reporting | |
| Level 2. Manage Data Quality & Integrity | Ensure accuracy and consistency of data used in analytics and reporting |
| Level 3. Data Accuracy | Ensure correctness of captured and processed data |
| Level 3. Data Consistency | Maintain uniformity across systems and reports |
| Level 2. Manage Reporting | Generate reports and dashboards for internal and external stakeholders |
| Level 3. Compliance Reports | Reports required for regulatory bodies or internal compliance analysis |
| Level 3. Dashboards | Visual summaries of key metrics and trends, e.g., ability to assess current work queue volumes and identify how many hours of a single Full Time Employee (FTE) it will take to complete, or ability to ingest USPS incoming data and identify how many hours of a single FTE will be needed to process that volume |
| Level 3. Internal Reports | Operational summaries for internal use |
| Level 2. Manage Analytics | Analyze mailroom performance and operational metrics |
| Level 3. Backlogs | Volume of Mail Items received (in inventory) but is still in process, where it is at in the process, and age of each Mail Item from date received to current date |
| Level 3. Error Rates | Track frequency and type of errors |
| Level 3. Inventory | Counts per phase/step of the lifecycle and per category (e.g., tax forms, applications, payments, remittances, and registrations) |
| Level 3. Manual Intervention | Quantity of Mail Items requiring Manual intervention of different types, including keying/re-keying |
| Level 3. Processing Time | Monitor time taken per Mail Item and/or Batch; ability to breakdown by Mail Item type/category |
| Level 3. Staff Productivity | Measure output per staff member |
| Level 3. Throughput | Assess overall Solution efficiency |
| Level 3. Volumes | Track quantity of time for processing |
Functional Requirements
| State of Iowa |
| Department of Revenue |
| Incoming Mailroom Modernization (IMM) Request for Proposal (RFP) |
| RFP-185-2525-2026 |
| Attachment #6 Requirements Traceability Matrix (RTM) |
| Functional Requirements |
| ID Number | Level 2 Capability | Level 3 Capability | Requirement Description | Fulfillment Method | Proposal Section & Page Number |
| FR-MI-RC-01 | 1. Manage Intake | 1.1 Receive | The Solution shall Integrate USPS, FedEx/UPS/DHL, and DAS pre-delivery data to anticipate incoming Correspondence volume. | ||
| FR-MI-RC-02 | 1. Manage Intake | 1.1 Receive | The Solution shall automate intake logging using barcode scanning or envelope ID tracking. | ||
| FR-MI-RC-03 | 1. Manage Intake | 1.1 Receive | The Solution shall support centralized delivery processes for all incoming Correspondences; as defined in the Glossary. | ||
| FR-MI-RC-04 | 1. Manage Intake | 1.1 Receive | The Solution shall support fallback protocols for intake in case of equipment or network failure. | ||
| FR-MI-RC-05 | 1. Manage Intake | 1.1 Receive | The Solution shall allow IDR staff to configure intake rules and barcode logic without Contractor intervention. | ||
| FR-MI-RC-06 | 1. Manage Intake | 1.1 Receive | The Solution shall Interface with all existing and necessary IDR systems (e.g., IMPACT, Network File Shares). | ||
| FR-MI-RC-07 | 1. Manage Intake | 1.1 Receive | The Solution shall be capable of receiving incoming Correspondences from USPS, FedEx/UPS/DHL, DAS, internal technology tools such as, but not limited to, email clients, shared drives, and IMPACT. | ||
| FR-MI-RC-08 | 1. Manage Intake | 1.1 Receive | The Solution shall be capable of automatically logging receipt dates using USPS, FedEx/UPS/DHL, DAS pre-delivery data and other available metadata. | ||
| FR-MI-RC-09 | 1. Manage Intake | 1.1 Receive | The Solution shall be capable of displaying a Real-Time progress tracker showing status, volume, and receipt timestamps of Correspondences at each stage of the process through the lifecycle. | ||
| FR-MI-SO-01 | 1. Manage Intake | 1.2 Sort | The Solution shall support sorting based on Mail Item content or barcode. | ||
| FR-MI-SO-02 | 1. Manage Intake | 1.2 Sort | The Solution shall have mechanisms and measures to reduce misclassification through intelligent sorting. | ||
| FR-MI-SO-03 | 1. Manage Intake | 1.2 Sort | The Solution shall allow IDR staff to configure dynamic sorting rules without Contractor intervention. | ||
| FR-MI-SO-04 | 1. Manage Intake | 1.2 Sort | The Solution shall allow IDR staff to review and override sorting decisions. | ||
| FR-MI-SO-05 | 1. Manage Intake | 1.2 Sort | The Solution shall be capable of sorting Correspondences by Mail Item type or Document category. | ||
| FR-MI-TR-01 | 1. Manage Intake | 1.3 Triage | The Solution shall support automated escalation workflows for Flagged Mail Items. | ||
| FR-MI-TR-02 | 1. Manage Intake | 1.3 Triage | The Solution shall be capable of identifying damaged Correspondences and/or Mail Items and routing Flagged Mail Items to an exceptions queue. | ||
| FR-MI-DS-01 | 1. Manage Intake | 1.4 Delivery Schedule | The Solution shall support flexible delivery schedules and adapt to Third-Party variability. | ||
| FR-MI-DS-02 | 1. Manage Intake | 1.4 Delivery Schedule | The Solution shall provide historical analytics on delivery volumes and staffing efficiency. | ||
| FR-MI-DS-03 | 1. Manage Intake | 1.4 Delivery Schedule | The Solution shall be capable of suggesting optimized staffing schedules using predictive analytics based on Correspondence volume trends. | ||
| FR-MI-DS-04 | 1. Manage Intake | 1.4 Delivery Schedule | The Solution shall automate intake logging and other Manual processes, resulting in a reduction of Manual labor efforts and seasonal labor needs. | ||
| FR-MP-OP-01 | 2. Manage Preparation | 2.1 Open | The Solution shall detect envelope thickness and auto-adjust opening mechanisms. | ||
| FR-MP-OP-02 | 2. Manage Preparation | 2.1 Open | The Solution shall be capable of opening Mail Items using High-Speed, flexible openers that handle varied envelope shapes and sizes. | ||
| FR-MP-PR-01 | 2. Manage Preparation | 2.2 Prep | The Solution shall validate scan-readiness and route Mail Items to exception queues if needed. | ||
| FR-MP-PR-02 | 2. Manage Preparation | 2.2 Prep | The Solution shall support the installation of ergonomic prep stations, incorporating productivity tracking to enhance overall efficiency. | ||
| FR-MP-PR-03 | 2. Manage Preparation | 2.2 Prep | The Solution shall provide Real-Time productivity progress tracker for prep activities. | ||
| FR-MP-PR-04 | 2. Manage Preparation | 2.2 Prep | The Solution shall be capable of detecting, flagging, and supplement missing pages, and insert barcodes and notations as required. | ||
| FR-MP-BA-01 | 2. Manage Preparation | 2.3 Batch | The Solution shall auto-Batch documents, based on Mail Item content. | ||
| FR-MP-BA-02 | 2. Manage Preparation | 2.3 Batch | The Solution shall support digital tagging capabilities of multiple Mail Item types. | ||
| FR-MP-BA-03 | 2. Manage Preparation | 2.3 Batch | The Solution shall support productivity tracking and exception handling metrics. | ||
| FR-MP-BA-04 | 2. Manage Preparation | 2.3 Batch | The Solution shall support exception-based Batching workflows. | ||
| FR-MP-BA-05 | 2. Manage Preparation | 2.3 Batch | The Solution shall support audit trail generation for all Batch modifications and metadata edits. | ||
| FR-MP-BA-06 | 2. Manage Preparation | 2.3 Batch | The Solution shall provide transparency into logic for Batching and tagging. | ||
| FR-MP-BA-07 | 2. Manage Preparation | 2.3 Batch | The Solution shall allow IDR staff to define custom Batch categories and metadata fields. | ||
| FR-MP-BA-08 | 2. Manage Preparation | 2.3 Batch | The Solution shall support export of Batch metadata to downstream systems for processing and analytics. | ||
| FR-MP-BA-09 | 2. Manage Preparation | 2.3 Batch | The Solution shall support Real-Time Batch tracking and status updates. | ||
| FR-MP-BA-10 | 2. Manage Preparation | 2.3 Batch | The Solution shall be capable of Batching Mail Items automatically by type. | ||
| FR-MP-BA-11 | 2. Manage Preparation | 2.3 Batch | The Solution shall automatically capture metadata, such as open date, Mail Item tag, tax type/year, and count. | ||
| FR-MC-CL-01 | 3. Manage Classification | 3.1 Classify | The Solution shall support classification of Documents based on content and context. | ||
| FR-MC-CL-02 | 3. Manage Classification | 3.1 Classify | The Solution shall support multiple classifications of Documents and dynamic reclassification within a workflow. | ||
| FR-MC-CL-03 | 3. Manage Classification | 3.1 Classify | The Solution shall allow Configuration of classification rules by IDR staff without Contractor intervention. | ||
| FR-MC-CL-04 | 3. Manage Classification | 3.1 Classify | The Solution shall support the introduction of new Documents, both through Manual Configuration and automated self-learning capabilities, to minimize effort when adding or modifying Document templates. | ||
| FR-MC-IN-01 | 3. Manage Classification | 3.2 Index | The Solution shall support unified indexing using consistent identifiers (e.g., USPS ID, taxpayer ID). | ||
| FR-MC-IN-02 | 3. Manage Classification | 3.2 Index | The Solution shall support automated extraction of index fields, such as form type, year, and taxpayer ID. | ||
| FR-MC-IN-03 | 3. Manage Classification | 3.2 Index | The Solution shall index consistency across systems (e.g., IMPACT). | ||
| FR-MC-TG-01 | 3. Manage Classification | 3.3 Tag | The Solution shall support automated tagging based on classification and business rules. | ||
| FR-MC-TG-02 | 3. Manage Classification | 3.3 Tag | The Solution shall ensure tags are consistently applied across systems and used for routing and analytics. | ||
| FR-MC-TG-03 | 3. Manage Classification | 3.3 Tag | The Solution shall allow IDR staff to define and manage tag schemas and logic. | ||
| FR-MC-TG-04 | 3. Manage Classification | 3.3 Tag | The Solution shall automated tagging based on content analysis. | ||
| FR-MC-MM-01 | 3. Manage Classification | 3.5 Map Metadata | The Solution shall align metadata fields with target schemas to ensure consistency across systems. | ||
| FR-MC-MM-02 | 3. Manage Classification | 3.5 Map Metadata | The Solution shall support dynamic metadata mapping based on Document type or source systems. | ||
| FR-MC-MM-03 | 3. Manage Classification | 3.5 Map Metadata | The Solution shall support metadata transformation and enrichment during mapping. | ||
| FR-MC-MM-04 | 3. Manage Classification | 3.5 Map Metadata | The Contractor/Solution shall maintain an up-to-date repository of data mapping for governance and Integrations. | ||
| FR-MD-SC-01 | 4. Manage Digitization | 4.1 Scan | The Solution shall support unified scanning workflows for all Document types, such as custom formats, and accommodate multiple versions or years of the same Document type (e.g., tax forms for different years) without requiring separate workflow definitions. | ||
| FR-MD-SC-02 | 4. Manage Digitization | 4.1 Scan | The Solution shall log actions, such as scan time, user ID, and workflow stage for each Document. | ||
| FR-MD-SC-03 | 4. Manage Digitization | 4.1 Scan | The Solution shall support High-Speed scanning with minimal Manual intervention. | ||
| FR-MD-OCR-01 | 4. Manage Digitization | 4.2 Optical Character Recognition (OCR) | The Solution shall support enhanced OCR capable of handling skewed, blurry, or incomplete pages. | ||
| FR-MD-OCR-02 | 4. Manage Digitization | 4.2 Optical Character Recognition (OCR) | The Solution shall flag invalid Documents (e.g., improper checks, expired forms, and missing signatures) and other exceptions during OCR. | ||
| FR-MD-OCR-03 | 4. Manage Digitization | 4.2 Optical Character Recognition (OCR) | The Solution shall route OCR failures to exception queues for Manual intervention. | ||
| FR-MD-ML-01 | 4. Manage Digitization | 4.3 Digitized Document Classification | The Solution shall support auotmated identification and flagging of exceptions, and provide recommended best course of action options. | ||
| FR-MD-ML-02 | 4. Manage Digitization | 4.3 Digitized Document Classification | The Solution shall allow authorized IDR staff to configure and update classification rules, routing logic, and exception-handling parameters without Contractor dependency. | ||
| FR-MD-ML-03 | 4. Manage Digitization | 4.3 Digitized Document Classification | The Solution shall comply with IDR and State security standards for AI model deployment. | ||
| FR-MD-DMR-01 | 4. Manage Digitization | 4.4 Digital Master Record | The Solution shall maintain a digital master record of each Document, including all edits and actions. | ||
| FR-MD-DMR-02 | 4. Manage Digitization | 4.4 Digital Master Record | The Solution shall support audit trails for every edit, action, modification of Documents. | ||
| FR-MD-DMR-03 | 4. Manage Digitization | 4.4 Digital Master Record | The Solution shall allow retrieval of original and modified digital master record versions for compliance and review. | ||
| FR-MD-DC-01 | 4. Manage Digitization | 4.5 Data Capturing | The Solution shall support Real-Time Document quality validation and enhancement during scanning. | ||
| FR-MD-DC-02 | 4. Manage Digitization | 4.5 Data Capturing | The Solution shall detect unreadable or corrupted scans and automatically route them to exception queues for prompt resolution. | ||
| FR-MD-DC-03 | 4. Manage Digitization | 4.5 Data Capturing | The Solution shall allow Manual insertion of missing pages mid-process with full audit trail. | ||
| FR-MD-DC-04 | 4. Manage Digitization | 4.5 Data Capturing | The Solution shall support dynamic adjustment of workflows based on legislative changes. | ||
| FR-MW-AUTO-01 | 5. Manage Workflows | 5.1 Workflow Automations | The Solution shall provide workflow automation tools and configurable business rules to optimize Document processing efficiency, such as mailroom procedures, Manual intervention, and document sorting. | ||
| FR-MW-AUTO-02 | 5. Manage Workflows | 5.1 Workflow Automations | The Solution shall provide workflow automation tools that support conditional logic and exception handling to ensure process integrity. | ||
| FR-MW-AUTO-03 | 5. Manage Workflows | 5.1 Workflow Automations | The Solution shall support Real-Time monitoring and adjustment of automation rules to adapt to changing business needs. | ||
| FR-MW-AUTO-04 | 5. Manage Workflows | 5.1 Workflow Automations | The Solution shall maintain audit logs of automation rule executions to support compliance and performance tracking. | ||
| FR-MW-AUTO-05 | 5. Manage Workflows | 5.1 Workflow Automations | The Solution shall support configurable business rules for Document screening, including criteria such as PO box addresses and "do not open" instructions. | ||
| FR-MW-AUTO-06 | 5. Manage Workflows | 5.1 Workflow Automations | The Solution shall support automated queues and workflows for the destruction of digital and physical records. | ||
| FR-MW-NOTIFY-01 | 5. Manage Workflows | 5.2 Workflow Notifications | The Solution shall support Real-Time alerts for workflow events. | ||
| FR-MW-NOTIFY-02 | 5. Manage Workflows | 5.2 Workflow Notifications | The Solution shall support escalation notifications for delayed items. | ||
| FR-MW-NOTIFY-03 | 5. Manage Workflows | 5.2 Workflow Notifications | The Solution shall deliver tailored workflow notifications to appropriate entities or systems, enabling proactive management and timely action at key workflow stages. | ||
| FR-MW-NOTIFY-04 | 5. Manage Workflows | 5.2 Workflow Notifications | The Solution shall support configurable notification rules based on Document type, status, or user role. | ||
| FR-MW-NOTIFY-05 | 5. Manage Workflows | 5.2 Workflow Notifications | The Solution shall support delivery of notifications through multiple channels, such as email, dashboard alerts, and in-solution messages, to ensure delivery across platforms. | ||
| FR-MW-NOTIFY-06 | 5. Manage Workflows | 5.2 Workflow Notifications | The Solution shall support notification tracking and audit logging to ensure accountability and traceability. | ||
| FR-MW-NOTIFY-07 | 5. Manage Workflows | 5.2 Workflow Notifications | The Solution shall support escalation workflows for missed or unacknowledged notifications. | ||
| FR-MW-NOTIFY-08 | 5. Manage Workflows | 5.2 Workflow Notifications | The Solution shall provide Real-Time notifications for work queue activities and exceptions. | ||
| FR-MW-RE-01 | 5. Manage Workflows | 5.3 Route to Entity | The Solution shall support secure delivery of Documents to end users or customers, ensuring confidentiality and relevance. | ||
| FR-MW-RE-02 | 5. Manage Workflows | 5.3 Route to Entity | The Solution shall support electronic delivery of rerouted Mail Items. | ||
| FR-MW-RE-03 | 5. Manage Workflows | 5.3 Route to Entity | The Solution shall identify and flag non-standard Documents for exception review. | ||
| FR-MW-RS-01 | 5. Manage Workflows | 5.4 Route to System | The Solution shall archive both initial and final scanned Documents. | ||
| FR-MW-RS-02 | 5. Manage Workflows | 5.4 Route to System | The Solution shall support secure transmission of Documents to software solutions, such as encryption and authentication protocols. | ||
| FR-MW-RS-03 | 5. Manage Workflows | 5.4 Route to System | The Solution shall maintain Document retention policies and allow Configuration. | ||
| FR-MW-RS-04 | 5. Manage Workflows | 5.4 Route to System | The Solution shall support categorization of intervention types. | ||
| FR-MW-RS-05 | 5. Manage Workflows | 5.5 Route to Storage | The Solution shall have the capability of routing to storage. | ||
| FR-MII-ETL-01 | 6. Manage Integration & Interoperability | 6.1 Support Middleware/ETL Tool | The Solution shall have the capability of leveraging middleware and ETL tool(s). | ||
| FR-MII-API-01 | 6. Manage Integration & Interoperability | 6.2 Enable Data Exchange | The Solution shall validate incoming data formats and schemas prior to processing. | ||
| FR-MII-DC-01 | 6. Manage Integration & Interoperability | 6.3 Data Transformation | The Solution shall support transformation of structured and semi-structured data formats, such as CSV, JSON, and XML, into standardized formats for ingestion. | ||
| FR-MII-DC-02 | 6. Manage Integration & Interoperability | 6.3 Data Transformation | The Solution shall validate transform data automatically to ensure accuracy before ingestion. | ||
| FR-MII-DC-03 | 6. Manage Integration & Interoperability | 6.3 Data Transformation | The Solution shall support both Batch and Real-Time Data Transformation processes. | ||
| FR-MII-DC-04 | 6. Manage Integration & Interoperability | 6.3 Data Transformation | The Solution shall support transformation of nested or hierarchical data structures. | ||
| FR-MII-VC-01 | 6. Manage Integration & Interoperability | 6.4 Validate Compatibility | The Solution shall validate compliance with business rules during data exchange processes. | ||
| FR-MII-VC-02 | 6. Manage Integration & Interoperability | 6.4 Validate Compatibility | The Solution shall support version control and tracking of schema changes. | ||
| FR-MII-VC-03 | 6. Manage Integration & Interoperability | 6.4 Validate Compatibility | The Solution shall generate compatibility reports to support audit and governance activities. | ||
| FR-MSC-AR-01 | 7. Manage Standards & Compliance | 7.1 Audit Readiness | The Solution shall maintain complete records of access logs and all Document lifecycle events for audit purposes. | ||
| FR-MSC-AR-02 | 7. Manage Standards & Compliance | 7.1 Audit Readiness | The Solution shall maintain support role-based access control (RBAC). | ||
| FR-MSC-AR-03 | 7. Manage Standards & Compliance | 7.1 Audit Readiness | The Solution shall support on-demand generation of audit reports. | ||
| FR-MSC-AR-05 | 7. Manage Standards & Compliance | 7.1 Audit Readiness | The Solution shall support retention of audit logs for a configurable period. | ||
| FR-MSC-AU-01 | 7. Manage Standards & Compliance | 7.2 Accessibility & Usability | The Solution shall ensure Documents created by the system meet WCAG 2.1 accessibility standards for digital content. | ||
| FR-MSC-AU-02 | 7. Manage Standards & Compliance | 7.2 Accessibility & Usability | The Solution shall comply with Iowa accessibility standards. | ||
| FR-MSC-AU-03 | 7. Manage Standards & Compliance | 7.2 Accessibility & Usability | The Solution shall support screen reader compatibility and alternative text tagging. | ||
| FR-MSC-AU-04 | 7. Manage Standards & Compliance | 7.2 Accessibility & Usability | The Solution shall support font and contrast settings for readability. | ||
| FR-MSC-AU-05 | 7. Manage Standards & Compliance | 7.2 Accessibility & Usability | The Solution shall support multilingual document presentation and navigation. | ||
| FR-MSC-AU-06 | 7. Manage Standards & Compliance | 7.2 Accessibility & Usability | The Solution shall support accessibility audits and reporting. | ||
| FR-MSC-PE-01 | 7. Manage Standards & Compliance | 7.3 Policy Enforcement | The Solution shall enforce internal Document handling policies through configurable business rules and workflows. | ||
| FR-MSC-PE-02 | 7. Manage Standards & Compliance | 7.3 Policy Enforcement | The Solution shall enforce acceptable use and security policies. | ||
| FR-MSC-PE-03 | 7. Manage Standards & Compliance | 7.3 Policy Enforcement | The Solution shall support policy versioning and change tracking. | ||
| FR-MSC-PE-04 | 7. Manage Standards & Compliance | 7.3 Policy Enforcement | The Solution shall support policy-based access and retention controls. | ||
| FR-MSC-PE-05 | 7. Manage Standards & Compliance | 7.3 Policy Enforcement | The Solution shall support policy violation alerts and escalation workflows. | ||
| FR-MSC-PE-06 | 7. Manage Standards & Compliance | 7.3 Policy Enforcement | The Solution shall support displaying policy documentation and attestation tracking. | ||
| FR-MSC-RC-01 | 7. Manage Standards & Compliance | 7.4 Regulatory Compliance | The Solution shall support compliance with applicable data protection regulations as identified by IDR. | ||
| FR-MSC-RC-02 | 7. Manage Standards & Compliance | 7.4 Regulatory Compliance | The Solution shall support audit policies aligned with IRS, State, and federal requirements as confirmed by IDR. | ||
| FR-MSC-RC-03 | 7. Manage Standards & Compliance | 7.4 Regulatory Compliance | The Solution shall support configurable compliance rules based on jurisdiction, DOM, and/or IDR requirements. | ||
| FR-MSC-RC-04 | 7. Manage Standards & Compliance | 7.4 Regulatory Compliance | The Solution shall support audit trails and reporting for regulatory inspections. | ||
| FR-MSC-RC-05 | 7. Manage Standards & Compliance | 7.4 Regulatory Compliance | The Solution shall support data classification and tagging to enforce regulatory handling requirements. | ||
| FR-MSC-RC-06 | 7. Manage Standards & Compliance | 7.4 Regulatory Compliance | The Solution shall support retention and access controls aligned with regulatory mandates. | ||
| FR-MSC-RC-07 | 7. Manage Standards & Compliance | 7.5 Retention & Disposition | The Solution shall support configurable retention schedules based on, at minimum, Document type, applicable regulatory requirements, or defined business rules. | ||
| MSC-RC-08 | 7. Manage Standards & Compliance | 7.5 Retention & Disposition | The Solution shall support configurable Document retention schedules. | ||
| FR-MSC-RC-09 | 7. Manage Standards & Compliance | 7.5 Retention & Disposition | The Solution shall support automated Document disposition workflows based on retention expiration, and allow for flagged Documents to be retained longer in cases such as legal hold and FOIA request. | ||
| FR-MSC-RC-10 | 7. Manage Standards & Compliance | 7.5 Retention & Disposition | The Solution shall support configurable destruction schedules based on Document type, applicable regulatory requirements, or defined business rules. | ||
| FR-MSC-RC-11 | 7. Manage Standards & Compliance | 7.5 Retention & Disposition | The Solution shall log all disposition actions for audit and compliance tracking. | ||
| FR-MSC-RC-12 | 7. Manage Standards & Compliance | 7.5 Retention & Disposition | The Solution shall support legal hold functionality to override retention schedules when necessary. | ||
| FR-MSC-RC-13 | 7. Manage Standards & Compliance | 7.5 Retention & Disposition | The Solution shall support notifications and approvals for disposition actions. | ||
| FR-MSC-SC-01 | 7. Manage Standards & Compliance | 7.6 Security Compliance | The Solution shall enforce RBAC to restrict Document access to authorized users only. | ||
| FR-MSC-SC-02 | 7. Manage Standards & Compliance | 7.6 Security Compliance | The Solution shall provide user authentication and authorization. | ||
| FR-MSC-SC-03 | 7. Manage Standards & Compliance | 7.6 Security Compliance | The Solution shall support encryption of files at rest and in transit. | ||
| FR-MSC-SC-04 | 7. Manage Standards & Compliance | 7.6 Security Compliance | The Solution shall log all user activities. | ||
| FR-MSC-SC-05 | 7. Manage Standards & Compliance | 7.6 Security Compliance | The Solution shall support multi-factor authentication (MFA) for administrative and sensitive data access. | ||
| FR-MSC-SC-06 | 7. Manage Standards & Compliance | 7.6 Security Compliance | The Solution shall support access control and logging for physical Document handling. | ||
| FR-MSC-SC-07 | 7. Manage Standards & Compliance | 7.6 Security Compliance | The Solution shall log all access attempts and security events for audit and monitoring. | ||
| FR-MSC-SC-08 | 7. Manage Standards & Compliance | 7.6 Security Compliance | The Solution shall be capable of deactivating inactive users on a automated set schedule. | ||
| FR-MSC-SC-09 | 7. Manage Standards & Compliance | 7.6 Security Compliance | The Solution shall support periodic access reviews and revocation workflows. | ||
| FR-MSC-SC-10 | 7. Manage Standards & Compliance | 7.6 Security Compliance | The Solution shall submit a current and complete Voluntary Product Accessibility Template (VPAT) and Accessibility Conformance Report (ACR) demonstrating conformance with applicable accessibility standards. | ||
| FR-MSA-DD-01 | 8. Manage Storage & Archive | 8.1 Data/Document Destruction | The Solution shall support secure destruction of digital Documents. | ||
| FR-MSA-DD-02 | 8. Manage Storage & Archive | 8.1 Data/Document Destruction | The Solution shall support automated destruction queues for physical and digital Documents. | ||
| FR-MSA-DD-03 | 8. Manage Storage & Archive | 8.1 Data/Document Destruction | The Solution shall support secure destruction of Documents in accordance with destruction standards of retention policies. | ||
| FR-MSA-DD-04 | 8. Manage Storage & Archive | 8.1 Data/Document Destruction | The Solution shall support logging and reporting of destruction actions. | ||
| FR-MSA-DD-05 | 8. Manage Storage & Archive | 8.1 Data/Document Destruction | The Solution shall support approval workflows for Document destruction. | ||
| FR-MSA-DD-06 | 8. Manage Storage & Archive | 8.1 Data/Document Destruction | The Solution shall support exception handling for Documents under legal hold or audit review. | ||
| FR-MSA-DIS-01 | 8. Manage Storage & Archive | 8.2 Digital Document Storage | The Solution shall support secure storage of scanned Documents in digital repositories. | ||
| FR-MSA-DIS-02 | 8. Manage Storage & Archive | 8.2 Digital Document Storage | The Solution shall store scanned Documents securely in digital repositories. | ||
| FR-MSA-DIS-03 | 8. Manage Storage & Archive | 8.2 Digital Document Storage | The Solution shall support metadata tagging for scanned Documents to facilitate search and retrieval. | ||
| FR-MSA-DIS-04 | 8. Manage Storage & Archive | 8.2 Digital Document Storage | The Solution shall support scanned Document quality optimization for storage efficiency. | ||
| FR-MSA-DIS-05 | 8. Manage Storage & Archive | 8.2 Digital Document Storage | The Solution shall support version control for scanned Documents. | ||
| FR-MSA-DIS-06 | 8. Manage Storage & Archive | 8.2 Digital Document Storage | The Solution shall support redundancy and backup for digital Document repositories. | ||
| FR-MSA-PDS-01 | 8. Manage Storage & Archive | 8.2 Digital Document Storage | The Solution shall support the tracking and cataloging of where original paper Documents are securely stored. | ||
| FR-MSA-PDS-02 | 8. Manage Storage & Archive | 8.3 Physical Document Storage | The Solution shall track physical Document retention and destruction in accordance with the established retention policy and applied legal holds. | ||
| FR-MSA-PDS-03 | 8. Manage Storage & Archive | 8.3 Physical Document Storage | The Solution shall support indexing and cataloging of physical Documents for retrieval. | ||
| FR-MSA-PDS-04 | 8. Manage Storage & Archive | 8.3 Physical Document Storage | The Solution shall support chain-of-custody tracking for physical Documents. | ||
| FR-MSA-RP-01 | 8. Manage Storage & Archive | 8.4 Retrieval Protocol | The Solution shall support defined procedures for Document retrieval. | ||
| FR-MSA-RP-02 | 8. Manage Storage & Archive | 8.4 Retrieval Protocol | The Solution shall reconcile Document transfers and access logs. | ||
| FR-MSA-RP-03 | 8. Manage Storage & Archive | 8.4 Retrieval Protocol | The Solution shall support search functionality based on metadata, content, and classification. | ||
| FR-MSA-RP-04 | 8. Manage Storage & Archive | 8.4 Retrieval Protocol | The Solution shall support retrieval logging. | ||
| FR-MSA-RP-05 | 8. Manage Storage & Archive | 8.4 Retrieval Protocol | The Solution shall support retrieval of both physical and digital Documents. | ||
| FR-ME-DM-01 | 9. Manage Exceptions | 9.1 Flagged Mail Items | The Solution shall detect and flag physically compromised Mail Items (e.g., torn, wet). | ||
| FR-ME-DM-02 | 9. Manage Exceptions | 9.1 Flagged Mail Items | The Solution shall support documentation and tracking of Flagged Mail Items. | ||
| FR-ME-DM-03 | 9. Manage Exceptions | 9.1 Flagged Mail Items | The Solution shall support salvage workflows. | ||
| FR-ME-DM-04 | 9. Manage Exceptions | 9.1 Flagged Mail Items | The Solution shall support escalation for irrecoverable Mail Items. | ||
| FR-ME-MD-01 | 9. Manage Exceptions | 9.2 Misclassified Documents | The Solution shall detect and correct Documents that are incorrectly classified, categorized or indexed. | ||
| FR-ME-MD-02 | 9. Manage Exceptions | 9.2 Misclassified Documents | The Solution shall support reclassification based on metadata, content, or manual input. | ||
| FR-ME-MD-03 | 9. Manage Exceptions | 9.2 Misclassified Documents | The Solution shall log classification changes for audit and reporting. | ||
| FR-ME-MD-04 | 9. Manage Exceptions | 9.2 Misclassified Documents | The Solution shall support classification rule management and updates. | ||
| FR-ME-MI-01 | 9. Manage Exceptions | 9.3 Manual Interventions | The Solution shall support Manual review and correction of Documents when automated processing fails. | ||
| FR-ME-MI-02 | 9. Manage Exceptions | 9.3 Manual Interventions | The Solution shall categorize exceptions and suggest next steps. | ||
| FR-ME-MI-03 | 9. Manage Exceptions | 9.3 Manual Interventions | The Solution shall reduce Manual reviews via automation. | ||
| FR-ME-MI-04 | 9. Manage Exceptions | 9.3 Manual Interventions | The Solution shall support audit logging of all Manual interventions. | ||
| FR-ME-MI-05 | 9. Manage Exceptions | 9.3 Manual Interventions | The Solution shall support categorization of intervention types (e.g., data correction, reclassification). | ||
| FR-ME-MI-06 | 9. Manage Exceptions | 9.3 Manual Interventions | The Solution shall support performance tracking of Manual intervention resolution. | ||
| FR-ME-US-01 | 9. Manage Exceptions | 9.4 Unreadable Scan | The Solution shall detect poor Document quality and/or OCR failures during scanning. | ||
| FR-ME-US-02 | 9. Manage Exceptions | 9.4 Unreadable Scan | The Solution shall support re-scanning or Manual correction of unreadable Documents. | ||
| FR-ME-US-03 | 9. Manage Exceptions | 9.4 Unreadable Scan | The Solution shall store both original and re-scanned Documents. | ||
| FR-ME-US-04 | 9. Manage Exceptions | 9.4 Unreadable Scan | The Solution shall log scan failures and resolutions for audit and analysis. | ||
| FR-ME-US-05 | 9. Manage Exceptions | 9.4 Unreadable Scan | The Solution shall support automated alerts for unreadable scan detection. | ||
| FR-MDQI-DA-01 | 10. Manage Data Quality & Integrity | 10.1 Data Accuracy | The Solution shall validate captured data to ensure correctness before processing begins. | ||
| FR-MDQI-DA-02 | 10. Manage Data Quality & Integrity | 10.1 Data Accuracy | The Solution shall support correction workflows for inaccurate data. | ||
| FR-MDQI-DA-03 | 10. Manage Data Quality & Integrity | 10.1 Data Accuracy | The Solution shall log accuracy checks and corrections for audit purposes. | ||
| FR-MDQI-DA-04 | 10. Manage Data Quality & Integrity | 10.1 Data Accuracy | The Solution shall support automated accuracy scoring and reporting. | ||
| FR-MDQI-DA-05 | 10. Manage Data Quality & Integrity | 10.1 Data Accuracy | The Solution shall support exception handling for accuracy failures. | ||
| FR-MDQI-DC-01 | 10. Manage Data Quality & Integrity | 10.2 Data Consistency | The Solution shall normalize data formats (e.g., date formats) and ensure uniform representation of data within the system and reports. | ||
| FR-MDQI-DC-02 | 10. Manage Data Quality & Integrity | 10.2 Data Consistency | The Solution shall support reconciliation of data discrepancies. | ||
| FR-MDQI-DC-03 | 10. Manage Data Quality & Integrity | 10.2 Data Consistency | The Solution shall log consistency checks and resolutions. | ||
| FR-MDQI-DC-04 | 10. Manage Data Quality & Integrity | 10.2 Data Consistency | The Solution shall support consistency validation across time periods and data sources. | ||
| FR-MDQI-DC-05 | 10. Manage Data Quality & Integrity | 10.2 Data Consistency | The Solution shall support alerts for consistency violations. | ||
| FR-MR-CR-01 | 11. Manage Reporting | 11.1 Compliance Reports | The Solution shall generate reports required for regulatory bodies and internal compliance analysis. | ||
| FR-MR-CR-02 | 11. Manage Reporting | 11.1 Compliance Reports | The Solution shall support generation of regulatory reports. | ||
| FR-MR-CR-03 | 11. Manage Reporting | 11.1 Compliance Reports | The Solution shall support audit trail inclusion in compliance reports. | ||
| FR-MR-CR-04 | 11. Manage Reporting | 11.1 Compliance Reports | The Solution shall support secure access and distribution of compliance reports. | ||
| FR-MR-CR-05 | 11. Manage Reporting | 11.1 Compliance Reports | The Solution shall support retention of compliance reports per regulatory requirements. | ||
| FR-MR-CR-06 | 11. Manage Reporting | 11.1 Compliance Reports | The Solution shall support automated alerts for compliance reporting deadlines. | ||
| FR-MR-DB-01 | 11. Manage Reporting | 11.2 Dashboards | The Solution shall support Real-Time data updates in dashboards. | ||
| FR-MR-DB-02 | 11. Manage Reporting | 11.2 Dashboards | The system shall provide dashboards with visual summaries of key metrics and trends, such as work queue volumes, Dcoument type tracking, employee productivity, FTE effort estimation, scanning and data capture metrics, and operational data, such as mail age. | ||
| FR-MR-DB-03 | 11. Manage Reporting | 11.2 Dashboards | The Solution shall support role-based dashboard views. | ||
| FR-MR-DB-04 | 11. Manage Reporting | 11.2 Dashboards | The Solution shall support interactive elements such as filters, drill-downs, and time sliders. | ||
| FR-MR-DB-05 | 11. Manage Reporting | 11.2 Dashboards | The Solution shall support error rate dashboards and reporting. | ||
| FR-MR-DB-06 | 11. Manage Reporting | 11.2 Dashboards | The Solution shall support dashboard export and sharing capabilities. | ||
| FR-MR-DB-07 | 11. Manage Reporting | 11.2 Dashboards | The Solution shall allow custom dashboards with PII redaction. | ||
| FR-MR-DB-08 | 11. Manage Reporting | 11.2 Dashboards | The Solution shall support inventory dashboards and reporting. | ||
| FR-MR-IR-01 | 11. Manage Reporting | 11.3 Internal Reports | The Solution shall support configurable report templates and scheduling. | ||
| FR-MR-IR-02 | 11. Manage Reporting | 11.3 Internal Reports | The Solution shall support export of reports in standard formats (e.g., PDF, Excel). | ||
| FR-MR-IR-03 | 11. Manage Reporting | 11.3 Internal Reports | The Solution shall support drill-down capabilities for detailed analysis. | ||
| FR-MR-IR-04 | 11. Manage Reporting | 11.3 Internal Reports | The Solution shall support historical comparisons and identification of trends and analysis. | ||
| FR-MR-IR-05 | 11. Manage Reporting | 11.3 Internal Reports | The Solution shall generate and/or allow creation of operational summaries for internal management and analysis. | ||
| FR-MR-IR-06 | 11. Manage Reporting | 11.3 Internal Reports | The Solution shall support automated report delivery. | ||
| FR-MA-BL-01 | 12. Manage Analytics | 12.1 Backlog | The Solution shall measure volume of Mail Items received but still in process, such as where in process location and time at current and prior process steps. | ||
| FR-MA-BL-02 | 12. Manage Analytics | 12.1 Backlog | The Solution shall track backlog volume, location, and age. | ||
| FR-MA-BL-03 | 12. Manage Analytics | 12.1 Backlog | The Solution shall support backlog aging analysis and backlog trend analysis over time. | ||
| FR-MA-BL-04 | 12. Manage Analytics | 12.1 Backlog | The Solution shall support backlog alerts and escalation workflows. | ||
| FR-MA-BL-05 | 12. Manage Analytics | 12.1 Backlog | The system shall provide backlog visualization to identify bottlenecks, at a minimum by Mail Items and Document type, as well as phase, step, and stage gate. | ||
| FR-MA-ER-01 | 12. Manage Analytics | 12.2 Error Rates | The Solution shall track frequency and types of errors encountered during Document processing such as scan failures and capture errors. | ||
| FR-MA-ER-02 | 12. Manage Analytics | 12.2 Error Rates | The Solution shall support error categorization and root cause analysis. | ||
| FR-MA-ER-03 | 12. Manage Analytics | 12.2 Error Rates | The Solution shall support a “second chance” queue for re-review. | ||
| FR-MA-ER-04 | 12. Manage Analytics | 12.2 Error Rates | The Solution shall support alerts for error rate thresholds. | ||
| FR-MA-ER-05 | 12. Manage Analytics | 12.2 Error Rates | The Solution shall support historical error rate analysis. | ||
| FR-MA-INV-01 | 12. Manage Analytics | 12.3 Inventory | The Solution shall count Documents per phase/step of the lifecycle and per type. | ||
| FR-MA-INV-02 | 12. Manage Analytics | 12.3 Inventory | The Solution shall support inventory trend analysis. | ||
| FR-MA-INV-03 | 12. Manage Analytics | 12.3 Inventory | The Solution shall support alerts for inventory thresholds or anomalies. | ||
| FR-MA-INV-04 | 12. Manage Analytics | 12.3 Inventory | The Solution shall support inventory reconciliation across systems. | ||
| FR-MA-INV-05 | 12. Manage Analytics | 12.3 Inventory | The Solution shall support inventory classification and tagging for search and retrieval. | ||
| FR-MA-MI-01 | 12. Manage Analytics | 12.4 Manual Intervention | The system shall quantify the number of items requiring Manual intervention and categorize interventions by type. | ||
| FR-MA-MI-02 | 12. Manage Analytics | 12.4 Manual Intervention | The Solution shall support intervention trend analysis over time. | ||
| FR-MA-MI-03 | 12. Manage Analytics | 12.4 Manual Intervention | The Solution shall support alerts for spikes in Manual intervention volume. | ||
| FR-MA-PT-01 | 12. Manage Analytics | 12.5 Processing Time | The system shall monitor and track processing time per Mail Item and Batch, with breakdowns by Correspondence type, Mail Item type, and Document type. | ||
| FR-MA-PT-02 | 12. Manage Analytics | 12.5 Processing Time | The Solution shall support SLA tracking based on processing time. | ||
| FR-MA-PT-03 | 12. Manage Analytics | 12.5 Processing Time | The Solution shall support alerts for processing delays or anomalies. | ||
| FR-MA-PT-04 | 12. Manage Analytics | 12.5 Processing Time | The Solution shall support historical processing time analysis. | ||
| FR-MA-PT-05 | 12. Manage Analytics | 12.5 Processing Time | The Solution shall support visualization of processing time metrics. | ||
| FR-MA-SP-01 | 12. Manage Analytics | 12.6 Staff Productivity | The Solution shall measure output per staff member. | ||
| FR-MA-SP-02 | 12. Manage Analytics | 12.6 Staff Productivity | The Solution shall estimate staffing needs based on projected Correspondence volume. | ||
| FR-MA-SP-03 | 12. Manage Analytics | 12.6 Staff Productivity | The Solution shall support productivity benchmarking and comparisons. | ||
| FR-MA-SP-04 | 12. Manage Analytics | 12.6 Staff Productivity | The Solution shall support role-based productivity metrics. | ||
| FR-MA-SP-05 | 12. Manage Analytics | 12.6 Staff Productivity | The Solution shall support productivity trend analysis over time. | ||
| FR-MA-SP-06 | 12. Manage Analytics | 12.6 Staff Productivity | The Solution shall support alerts for productivity anomalies. | ||
| FR-MA-TP-01 | 12. Manage Analytics | 12.7 Throughput | The Solution shall assess overall Solution efficiency in processing Documents. | ||
| FR-MA-TP-02 | 12. Manage Analytics | 12.7 Throughput | The Solution shall support throughput trend analysis over time. | ||
| FR-MA-TP-03 | 12. Manage Analytics | 12.7 Throughput | The Solution shall support throughput benchmarking across systems or teams. | ||
| FR-MA-TP-04 | 12. Manage Analytics | 12.7 Throughput | The Solution shall support throughput alerts for performance degradation. | ||
| FR-MA-TP-05 | 12. Manage Analytics | 12.7 Throughput | The Solution shall support throughput visualization in dashboards. | ||
| FR-MA-V-01 | 12. Manage Analytics | 12.8 Volumes | The Solution shall track the quantity of Mail Items processed and time distribution per Batch. | ||
| FR-MA-V-02 | 12. Manage Analytics | 12.8 Volumes | The Solution shall support historical volume analysis. | ||
| FR-MA-V-03 | 12. Manage Analytics | 12.8 Volumes | The Solution shall support volume-based alerts and thresholds. | ||
| FR-MA-V-04 | 12. Manage Analytics | 12.8 Volumes | The Solution shall support volume breakdown by Correspondence type, source, and destination. | ||
| FR-MA-V-05 | 12. Manage Analytics | 12.8 Volumes | The Solution shall support visualization of volume trends over time. |
Non-Functional Requirements
| State of Iowa |
| Department of Revenue |
| Incoming Mailroom Modernization (IMM) Request for Proposal (RFP) |
| RFP-185-2525-2026 |
| Attachment #6 Requirements Traceability Matrix (RTM) |
| Non-Functional Requirements |
| ID Number | Level 2 Capability | Level 3 Capability | Requirement Description | Fulfillment Method | Proposal Section & Page Number |
| NFR-MI-RC-01 | 1. Manage Intake | 1.1 Receive | The Solution shall support scanning of industry-standard and proprietary 1D, 2D, and alphanumeric barcodes, as well as envelope identifiers, to automate data capture during intake. | ||
| NFR-MI-RC-02 | 1. Manage Intake | 1.1 Receive | The Solution shall support end-to-end processing of at least 1 million Correspondences per month. | ||
| NFR-MI-RC-03 | 1. Manage Intake | 1.1 Receive | The Solution shall be capable of Integrating with USPS Informed Visibility and other Third-Party pre-delivery data feeds. | ||
| NFR-MI-RC-04 | 1. Manage Intake | 1.1 Receive | The Solution shall be capable of Interfacing with IMPACT and common network drive systems. | ||
| NFR-MI-SO-01 | 1. Manage Intake | 1.2 Sort | The Solution shall support modular expansion to add up to 50 additional sort bins. | ||
| NFR-MI-SO-02 | 1. Manage Intake | 1.2 Sort | The Solution shall support parallel processing of at least 5 Correspondence streams simultaneously. | ||
| NFR-MI-SO-03 | 1. Manage Intake | 1.2 Sort | The Solution shall be capable of sorting Correspondences. |
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