RFQ0106-14_Appendix_A_-_List_of_Functional_Requirements_for_On-line_Scheduling_Tool_vers_5.xlsx

XLSX spreadsheet 18 KB Posted Dec 12, 2013

Attached to: ON-LINE APPOINTMENT SCHEDULING TOOL
Solicitation number: RFQ0106-14
Issued by: Equal Employment Opportunity Commission

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List of Functional Requirements for On-Line Scheduling Tool

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File	Type	Posted
RFQ0106-14_RESPONSES_TO_QUESTIONS.doc	DOC document	Dec 20, 2013

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Sheet1

No	Functionality	Description	Priority
	Category	Functional Requirements for On-line Appointment Scheduling Tool

1	Appointment Search	Ability for Potential Charging Party (PCP)/Charging Party (CP) to search available time slots for their desired appointment as well as search for availability on a particular date	Required
2	Appointment Scheduling	Allow the appointment scheduling from laptop, desktop, mobile device and smart phone	Required
3	Appointment Confirmation	Automatically confirm appointments through email, text, or other electronic methods. It should offer the ability to include “tips,” directions and additional appointment-related information	Required
4	Appointment Reminders	Reminder email sent automatically to PCP/CP, through email, text, or other electronic methods.	Required
5	Appointment Change	Ability for PCP/CP to cancel, reschedule and confirm their own appointments online, within the specified restrictions, i.e. PCP/CP cannot reschedule after the charge filing deadline of alleged harm.	Required
6	Front Desk/Office Admin	Appointment management dashboard for checking customers in and out, canceling and rescheduling appointments, managing resources and viewing a dashboard of the day’s appointments	Required
7	Front Desk/Office Admin	Provide the ability to adjust the schedule in real time based on availability	Required
8	Notification to EEOC staff	Send a notice to the EEOC staff that their appointment has been canceled by the PCP/CP, within a pre-set time prior to appointment	Required
9	Notification to PCP/CP	Auto cancel an appointment if the scheduling person does not confirm the appointment, within a pre-set time prior to appointment	Required
10	Notification to PCP/CP	Send a notice the scheduling person that their appointment has been canceled by the Office Staff/Admin, within a pre-set time prior to appointment	Required
11	Configuration	Capability to set up rules that meet a desired business workflow (example e.g., specify the length of an appointment based on the type of service requested).	Required
12	PCP/CP Contact Admin	Add, update, or delete customers, view appointment history, multiple search functionalities, track status, types, view customer notes	Required
13	Resources	Assign staff to specific rooms and determine schedules of conference rooms and other resources, like video conferencing	Required
14	Resources	Schedule multiple resources including staff, equipment, facilities	Required
15	Resources	Multiple methods for allocating resources chosen from a pool of substitutable resources including random allocation, round-robin allocation, and ranked allocation based on skill, location, etc., based on the office workflow	Required
16	Reporting	Provide management reporting on utilization of resources such as daily schedule summaries, show/no-shows, individual PCP appointment sheets	Required
17	Self-Service	Via a Website and email notifications; available 24 X 7 (except for approved downtime for maintenance or upgrades)	Required
18	Usage Feature	Provide Instructions to the Scheduling party - order, special needs, video conferencing, etc	Required
19	Usage Feature	Provide the capability to setup appointments of different time duration, as needed	Required
20	Usage Feature	Provide secure access to their calendar to all internal users of EEOC so that they can directly change their availability and check for appointments	Required
21	Usage Feature	Meet Standards of Section 508 of the Rehabilitation Act of 1973: Web-based Intranet and Internet Information and Applications (1194.22). Many of these provisions ensure access for people with vision impairments who rely on various assistive products to access computer-based information, such as screen readers, which translate what's on a computer screen into automated audible output, and refreshable Braille displays. This section also addresses the usability of multimedia presentations, image maps, style sheets, scripting languages, applets and plug-ins, and electronic forms.	Required
22	Usage Reports	Monitor activity; see number of invitations sent and appointments made by week by user, sort by group, export data for use in other applications	Required
23	User Administration	Add users one at a time or in bulk, change user type to administrator, enable or disable users	Required
24	User Dashboard	Filters for appointment and schedules by resource/staff, location, date, appointment type, etc	Required
25	Appointment Reminders	Multiple Reminder email sent automatically to PCP/CP; through email, text, or other electronic methods.	Optional
26	Appointment Reminders	Automatically send reminder via the preference of PCP-email, SMS or voice reminders, text, or other electronic methods.	Optional
27	Appointment Scheduling	Allow more than 1 party to schedule an appointment for the same time slot (for example Agency and Complainant can select the same time slot to meet with EEOC)	Optional
28	Configuration	Capability to use a standard office setting that can used as a template for other offices	Optional
29	Notification to Staff	Ability to send email to the staff that is scheduled for the appointment, or management	Optional
30	Reporting	Built-in (canned) reporting as well as the ability to create customized (ad hoc) reports	Optional
31	Usage Feature	Drag and drop feature to reassign appointments from one resource to another (example if the resource calls in sick, move all the appointments to other resources)	Optional
32	Overbooking	Authorized users can override capacity constraints in order to overbook activities and resources, if required by administration users	Optional
33	Wait List	The ability to place PCP/CP on a wait list pending availability for their appointment	Optional

&"-,Bold"&14On-line Appointment Scheduling Tool Appendix A

Procurement Sensitive Revision 5 &9Page &P of &N

Sheet2

Data-driven customization	Governing rules, workflows, user rights, activity, resource properties and more can be configured by office, region and/or enterprise
Standards-based Integration Mechanisms	Mechanisms such as Web Services, HTTP redirection , and Active Sync data interchange technology for integration with EEOC websites, call center software and email
Roles-based Rights	Supports customizable roles-based rights that control access to individual screens within the application based on the user role
Roles-based Rights	Ability to view and/or edit screens on a field-by-field basis based on the user role
SSL encrypttion	Secure transmission of data across the network, as well as within the application to support storage of sensitive information.
Performance and Scalability	Scalability of transactions (appointments), offices, users, resources
Dedicated Harware	Capability to request allocation of dedicated hosted hardware instead of a shared space
Dedicated Support	SLAs to support production issues
Mobile	Support mobile devices
Calendar Software Integration	Sync resource's calendar with Novell GroupWise.

Sheet3

File details come from the government source that posted it. Updated Nov 14, 2017.