S-DASOBO-00009374 DDCMS RFP Att_H_Solution_Requirements (Locked).xlsx
XLSX spreadsheet 78 KB Posted
- Solicitation number
- S-DASOBO-00009374
- Issued by
- Marion County, Oregon
About this file
This document is a Request for Proposal (RFP) issued by the Oregon Department of Human Services (ODHS), Office of Developmental Disabilities Services (ODDS) to procure a comprehensive statewide case management solution for Intellectual and Developmental Disabilities (I/DD) services. The solution is intended to help ODHS achieve compliance with legislative policy and mandates, as well as optimize program integrity and operational efficiency. The RFP includes requirements for the installation, configuration, implementation, maintenance, and support of the proposed solution. The jurisdictions involved include Marion County and the city of Salem.
The RFP outlines detailed functional, technical, and non-functional requirements for the case management system, including accessibility, account management, collaboration, cloud service capabilities, customer support, dashboards, data governance, decision support, design, documentation, integration, reporting, role-based access, and workflow management. The solution is expected to support approximately 10,000 concurrent state users and handle a variety of integration points with existing state systems. The RFP does not provide specific pricing terms, set-asides, or funding details, but emphasizes the need for the solution to support compliance with relevant policies and mandates.
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Text version
Tab 1 - Instructions
RFP #
Attachment H - Case Management System Functionality and Requirements
Proposer shall complete and submit an electronic version of Attachment H – Case Management System Functionality and Requirements demonstrating how the proposed solution addresses the requirements. Please follow these instructions when completing Attachment H, Tab 2 – Scoring Matrix.
The sheet is protected to only allow entries to be made in columns F and G. Only selections made in Column F will be scored.
The Tab 2 – Scoring Matrix formatting, instructions, and scoring are as follows:
1st Column / Column A: Requirement ID # •1.0 to 14.63
2nd Column / Column B: Requirement Category
3rd Column / Column C: Requirement Description
4th Column / Column D: Requirement Type Functional and non-functional are industry standard terms that are defined in the Project Management Body of Knowledge (PMBOK) and Business Analysis Body of Knowledge (BABOK) as followed.
• Functional Requirements – Are capabilities that the solution must do to satisfy specific user needs. For example, a functional requirement for the solution would include the ability to generate notices for eligibility determinations.
• Non-Functional Requirements – Focus on usability, performance, reliability, and security. For example, a non-functional requirement for the solution related to generating notices would include completing the generation of the notice within 5 seconds of determining eligibility.
• Technical Requirements – Define how functional and non-functional requirements will be delivered, with an emphasis on infrastructure, application programing interfaces, cloud computing service, etc. For example, a technical requirement for the solution related to generating notices would include implementing a RESTful API that connects to a ruleset responsible for determining which notice to generate.
5th Column / Column E: Priority Rating Rating for each requirement based on priority.
• High Priority = 3
• Medium Priority = 2
• Low Priority = 1
6th Column / Column F: Response For each requirement, select one of four Response options from the drop-down menu. These Response options are:
• Currently Exists – A selection of "Currently Exists" from the drop-down menu asserts that the functionality described by the requirement currently exists in the Proposer's solution and is in successful public entity production environment. Selection of "Currently Exists" from the drop-down menu equals 3 points multiplied by the requirement’s Priority Rating (shown in Column E). The highest score possible is shown in Column G, which is the selection of "Currently Exists" from the drop-down menu multiplied by the requirement's Priority Rating (shown in Column E).
• Available by UAT – A selection of “Available by UAT” from the drop-down menu asserts that the Proposer has this functionality on their product roadmap for general release, and this Response indicates that the requirement will exist in the Proposer’s solution by the start of Project’s UAT. All cost estimates for system modifications necessary to meet the requirement must be factored into the Cost Proposal. Selection of "Available by UAT" from the drop-down menu equals 2 points multiplied by the requirement’s Priority Rating.
• Available Post Rollout – A selection of "Available Post Rollout" from the drop-down menu asserts that the Proposer could modify the solution to include this functionality, but the modification would not be available until after the Rollout is complete. Cost estimates for system modifications to meet this requirement should not be factored into the Cost Proposal. A selection of "Available Post Rollout" from the drop-down menu equals 1 point multiplied by the requirement’s Priority Rating.
• Not Available – A selection of "Not Available" from the drop-down menu asserts that the Proposer cannot meet the requirement with the proposed solution. A selection of "Not Available" from the drop-down menu equals 0 points.
7th Column / Column G: Comments Space for Proposer to include any desired comments or clarifications for an individual requirement Response selection.
8th Column / Column H: Auto Calculated Response Selection Points An auto calculated cell showing the points consistent with the Response selection made in Column F.
9th Column / Column I: Maximum Points The maximum points available for each requirement, determined by the score for the Response selection “Currently Exists” multiplied by the requirement’s Priority Rating in Column E.
10th Column / Column J: Auto Calculated Points An auto calculated cell showing the points calculated from multiplying the Auto Calculated Response Selection Points in Column F and the requirement’s Priority Rating in Column E. The sum of all Auto Calculated Points is shown in cell J257
Tab 2 - Scoring Matrix
RFP #
Attachment H - Case Management System Functionality and Requirements Requirement ID # Requirement Category Requirement Description Type Priority Rating High= 3 Medium = 2 Low = 1 Response (Please select from
| drop-down menu) | Comments | Auto Calculated Response Selection Points | Maximum Points | ||||||
| (Response "Currently Exists" x Priority Rating) | Auto Calculated Points | ||||||||
| (Response x Priority Rating) | Response Options | Response Points | |||||||
| 1.0 | Accessibility - WCAG 2.2 | The solution shall support accessibility guidelines as defined in WCAG 2.2 to ensure it can be used by people with disabilities. | Functional | 3 | Not Yet Scored | 9 | 3 - Currently Exists | 3 | |
| 1.1 | Accessibility - Keyboard navigation | The solution shall give users the ability to interact with an application using only a keyboard, without relying on a mouse or other pointing device. Common navigation includes tabbing, arrow keys, spacebar, and enter. | Functional | 1 | Not Yet Scored | 3 | 2 - Available by UAT | 2 | |
| 1.2 | Accessibility - Screen reader | Users shall have the ability to use screen reader technology which will provide auditory feedback about on-screen elements, text, and interactions. | Functional | 1 | Not Yet Scored | 3 | 1 - Available Post Rollout | 1 | |
| 1.3 | Accessibility - High contrast mode | Users shall have the ability to alter colors and contrasts of the interface to make elements more distinguishable and easier to perceive. | Functional | 1 | Not Yet Scored | 3 | 0 - Not Available | 0 | |
| 1.4 | Accessibility - ALT text | The solution shall support providing textual descriptions in HTML for images, icons, and other non-text content within an application. | Functional | 1 | Not Yet Scored | 3 | Not Yet Scored | ||
| 1.5 | Accessibility - Language access | The solution shall support best practices around language access such as supporting different languages, interpretation support, accessible formats, plain language, large print, braille, ALT text, etc. | Non-Functional | 2 | Not Yet Scored | 6 | |||
| 1.6 | Accessibility - Translations | The solution shall support converting content from one language into other while maintaining its meaning, context, and intent. This shall include all communication on screen, chat, phone, and/or correspondence. This shall include but is not limited to the following languages A) English, B) Spanish, C) Simplified Chinese, D) Traditional Chinese, E) Arabic, F) Vietnamese, G) Russian, H) Somali, and I) Korean. | Non-Functional | 3 | Not Yet Scored | 9 | |||
| 1.7 | Accessibility - Interpreter support | The solution shall support provide interpreter support and facilitate communication between different languages. This shall include real-time communication via video calls, meetings, customer support interactions, and other live interactions. | Non-Functional | 3 | Not Yet Scored | 9 | |||
| 1.8 | Accessibility - Written and spoken indicator | Users shall have the ability to specify their preferred language for both written and spoken communication. | Functional | 3 | Not Yet Scored | 9 | |||
| 1.9 | Accessibility - Large print | Users shall have the ability to increase the size of text, icons, and other visual elements | Non-Functional | 1 | Not Yet Scored | 3 | |||
| 1.10 | Accessibility - Braille | Users shall have access to tactile writing to read and comprehend written content through touch. | Non-Functional | 1 | Not Yet Scored | 3 | |||
| 1.11 | Accessibility - Paper application | The solution shall be available via paper forms, have the ability to be 100% paperless, and provide electronic access and/or paper copies structured in a meaningful format for anyone authorized to access such information. | Non-Functional | 3 | Not Yet Scored | 9 | |||
| 2.0 | Account - Registration | The solution shall provide access to a registration process for creating an account. The registration process shall include the standard collection of user information, account verification, terms & conditions, and registration confirmation. This shall also include but is not limited to A) Collecting information such as first name, last name, password, email address, phone number, date of birth, bio, security questions, and profile pictures, B) Entering and confirming a password, C) Sending an email or phone confirmation to verify the users email and/or phone, and D) Showing a confirmation screen once the account has been created. | Functional | 3 | Not Yet Scored | 9 | |||
| 2.1 | Account - Login capabilities | The solution shall provide access to a variety of login capabilities such as username & password, reset password, two-step authentication via email and/or phone, facial recognition, security questions, and Captcha. | Functional | 3 | Not Yet Scored | 9 | |||
| 2.2 | Account - Login via username & password | Users shall have the ability to create a unique identifier and secret combination of characters during account registration. | Functional | 3 | Not Yet Scored | 9 | |||
| 2.3 | Account - Login via two step authentication | Users shall have the ability to add an extra layer of security in the form of entering a code via phone, email, authentication app, or facial recognition. | Functional | 3 | Not Yet Scored | 9 | |||
| 2.4 | Account - Login via security questions | Users shall have the ability to enter answers to set of questions upon creating an account as an additional method used for account recovery and verification. | Functional | 1 | Not Yet Scored | 3 | |||
| 2.5 | Account - Login via captcha | The solution provide a measure of security using Captcha. This can come in the form of text, images, or puzzles. | Functional | 1 | Not Yet Scored | 3 | |||
| 2.6 | Account - Password reset capabilities | The solution shall provide access to a variety of password reset features such as, but not limited to, forgot password link, email verification, temporary token, reset page, confirm password, strong password, time-limited links, and security questions. | Functional | 3 | Not Yet Scored | 9 | |||
| 2.7 | Account - Password reset via forgot password link | Users shall have the ability to initiate the process for resetting their password via a URL/link. | Functional | 1 | Not Yet Scored | 3 | |||
| 2.8 | Account - Password reset via email verification | Users shall have the ability to initiate the process for resetting their password via a code or URL/link that is sent to their email. | Functional | 2 | Not Yet Scored | 6 | |||
| 2.9 | Account - Password reset via reset page | Users shall be prompted within information on screen via a reset page, to reset their password. | Functional | 3 | Not Yet Scored | 9 | |||
| 2.10 | Account - Authentication capabilities | The solution shall provide access to a variety of authentication capabilities such as, but is not limited to, username/email and password, remember me, reset password, two-step authentication, account lockout, secure tokens (i.e., Oauth, SMAL, etc.), IP restriction, Single Sign-On, Device Recognition, account deactivation, and account recovery. | Functional | 3 | Not Yet Scored | 9 | |||
| 2.11 | Account - Authentication via remember me | Users shall have the ability to check a checkbox before logging in, which will allow the application to keep a user logged in even after they have closed the application or browser. | Functional | 1 | Not Yet Scored | 3 | |||
| 2.12 | Account - Authentication via account lockout | An account shall be locked after a certain number of unsuccessful login attempts are made. | Functional | 2 | Not Yet Scored | 6 | |||
| 3.0 | Collaboration - Messaging | The solution shall support real-time messaging for all users and sending notifications that support real-time communications. This messaging capabilities shall include notifying of messages, mentions, updates, completed tasks, etc. This shall also support providing the ability to support push notifications to provide timely updates and alerts to users. | Functional | 3 | Not Yet Scored | 9 | |||
| 3.1 | Collaboration - Feedback | The solution shall support conducting polls & surveys, team discussion boards, and activity feeds. | Functional | 2 | Not Yet Scored | 6 | |||
| 3.2 | Collaboration - Chat | The solution shall support real-time messaging for all users through a chat feature. This shall include having messages delivered instantly without the need for page refreshes, having access to a queue to handle incoming chat requests, routing chats based on various criteria (e.g., skills, availability, workload, etc.), storing chat transcripts, and allowing for the customization of chat widgests appearance to match the branding of the application. | Functional | 2 | Not Yet Scored | 6 | |||
| 4.0 | Cloud Service - Technology capabilities | The solution shall support cloud native technology including, but is not limited, twelve factor applications, microservice architecture, scalability, virtual machines, storage, serverless computing, containers, database, networking, identity & access management, monitoring, analytics, ML/AI, IoT, Security, DevOps Integration, and Backup & Disaster Recovery. | Technical | 3 | Not Yet Scored | 9 | |||
| 4.1 | Cloud Service - Technology for scalability | The cloud-based service provider technology shall be able to handle increasing workload or demand without compromising performance, responsiveness, or user experience . This shall include supporting a growing number of users, data, and/or transactions. Also, this shall support dynamic resource allocation to handle varying workloads, auto-scaling based on usage patterns and performance metrics, horizontal and vertical scaling options. | Technical | 3 | Not Yet Scored | 9 | |||
| 4.2 | Cloud Service - Technology for virtual machines | The cloud-based service provider technology shall support providing access to software-based emulation of a physical computer that run on servers or host systems. | Technical | 1 | Not Yet Scored | 3 | |||
| 4.3 | Cloud Service - Technology for storage | The cloud-based service provider technology shall support provisioning of data through remote services hosted in data centers. | Technical | 3 | Not Yet Scored | 9 | |||
| 4.4 | Cloud Service - Technology for serverless computing | The cloud-based service provider technology shall support cloud computing models that enable developers to build and run applications without managing the underlying server infrastructure. | Technical | 2 | Not Yet Scored | 6 | |||
| 4.5 | Cloud Service - Technology for containers | The cloud-based service provider technology shall support packaging and deploying applications along with their dependencies, configurations, and runtime environments. | Technical | 2 | Not Yet Scored | 6 | |||
| 4.6 | Cloud Service - Technology for database | The cloud-based service provider technology shall support organizing structured data for efficient retrieval, manipulation, and management. | Technical | 3 | Not Yet Scored | 9 | |||
| 4.7 | Cloud Service - Technology for networking | The cloud-based service provider technology shall support communicating between various components of an application, as well as between the application and external resources. | Technical | 3 | Not Yet Scored | 9 | |||
| 4.8 | Cloud Service - Technology for identity and access management | The cloud-based service provider technology shall support features used to control and manage user identities and their access to resources within an application or system. | Technical | 3 | Not Yet Scored | 9 | |||
| 4.9 | Cloud Service - Technology for monitoring | The cloud-based service provider technology shall support observation and analysis of various aspects of the applications performance, functionality, and infrastructure. | Technical | 3 | Not Yet Scored | 9 | |||
| 4.10 | Cloud Service - Technology for analytics | The cloud-based service provider technology shall support collecting, processing, and analyzing data to gain insights for decision making. | Technical | 2 | Not Yet Scored | 6 | |||
| 4.11 | Cloud Service - Technology for AI/ML | The cloud-based service provider technology shall support integrations of advanced algorithms and models that enable applications to perform tasks that typically require human intelligence. | Technical | 1 | Not Yet Scored | 3 | |||
| 4.12 | Cloud Service - Technology for IoT | The cloud-based service provider technology shall support networking with various devices that collect and exchange data over the internet such as smartphones, tablets, smart watches, security systems, gps, etc. | Technical | 3 | Not Yet Scored | 9 | |||
| 4.13 | Cloud Service - Technology for DevOps | The cloud-based service provider technology shall support seamlessly merging development and operation processes and tools to better support collaboration and streamline workflows. This can include processes and tools such as Agile, GitHub, JIRA, Confluence, ADOS, etc. | Technical | 3 | Not Yet Scored | 9 | |||
| 4.14 | Cloud Service - Technology for backup and disaster recovery | The cloud-based service provider technology shall support strategies and practices for ensuring data perseveration, business continuity, and recovery in the event of data loss, system failure, or a catastrophic event. | Technical | 3 | Not Yet Scored | 9 | |||
| 4.15 | Cloud Service - Technology for recovery time object | The cloud-based service provider technology shall support a Recovery Time Objective (RTO) of less than or equal to 48 hours. | |||||||
| Technical | 3 | Not Yet Scored | 9 | ||||||
| 4.16 | Cloud Service - Technology for recovery point object | The cloud-based service provider technology shall support a Recovery Point Objective (RPO) of less than or equal to 24 hours. | Technical | 3 | Not Yet Scored | 9 | |||
| 4.17 | Cloud Service - Security capabilities | The solution shall provide robust data security measures, support automatic updates, have a developed business continuity and disaster recovery plan, and provide encryption capabilities. | Technical | 3 | Not Yet Scored | 9 | |||
| 4.18 | Cloud Service - Security and data security measures | The solution shall provide data security measures, including encryption of sensitive data at rest and in transit, secure storage, backup and disaster, recovery mechanisms, and compliance with relevant data protection. This shall also include authentication, access controls, regular backups, compliance with guidance from Cybersecurity & Infrastructure Security Agency (https://www.cisa.gov/topics/cybersecurity-best-practices) and SANS Internet Storm Center (https://isc.sans.edu/). | Technical | 3 | Not Yet Scored | 9 | |||
| 4.19 | Cloud Service - Security and automatic updates | The solution shall support automatic updates for software, maintenance, and security patches to ensure are always using the latest version of the software without requiring manual updates. | Technical | 2 | Not Yet Scored | 6 | |||
| 4.20 | Cloud Service - Security and disaster recovery plan | The solution shall include a collaboratively developed HIPAA compliant Business Continuity and Disaster Recovery Plan (DRP) that is designed to reduce the impact of a major disruption of key Care Delivery functions and processes in the proposed Solution. | Technical | 2 | Not Yet Scored | 6 | |||
| 4.21 | Cloud Service - Security and encryption | The solution shall provide the ability to encrypt PII and PHI at rest and in transit. This encryption will meet industry standard (https://www.cms.gov/files/document/hhsencryption-policy.pdf)encryption) protocols to protect user data and ensure secure communication between the mobile application and servers. | Technical | 2 | Not Yet Scored | 6 | |||
| 4.22 | Cloud Service - Security and session id's | Session IDs shall be random and of adequate length to prevent attacks using brute force guessing algorithms. | Technical | 2 | Not Yet Scored | 6 | |||
| 4.23 | Cloud Service - Security and thick application | The solution shall support thick client applications (VMWare, Workstation, Oracle VirtualBox, etc.) to run the software application on the users local device in support of local development, offline access, user testing, etc. | |||||||
| Technical | 1 | Not Yet Scored | 3 | ||||||
| 4.24 | Cloud Service - Security and emergency access | The solution shall support "Emergency Access" such as "Break the Glass" features to allow authorized individuals to access sensitive data or perform critical actions in exceptional or emergency situations. | Technical | 2 | Not Yet Scored | 6 | |||
| 4.25 | Cloud Service - Security and copy & paste | The solution shall log and limit the copy and paste function as required by State to ensure adequate health assessments and documentation at each individual encounter. | Technical | 1 | Not Yet Scored | 3 | |||
| 4.26 | Cloud Service - Performance and resourcing | The solution shall be designed to handle increased user loads and data volumes, ensuring scalability and high performance. It should employ efficient resource utilization, caching mechanisms, and horizontal scaling capabilities. This shall include the ability to scale infrastructure resources on-demand, to support increased user traffic without significant disruptions or performance issues. | |||||||
| Technical | 3 | Not Yet Scored | 9 | ||||||
| 4.27 | Cloud Service - Performance and user count | The solution shall be capable of supporting approximately 10,000 concurrent State users at any given time. | Technical | 3 | Not Yet Scored | 9 | |||
| 4.28 | Cloud Service - Performance and availability | The solution shall be available 24x7 and have a 99.5% uptime rating. | Technical | 3 | Not Yet Scored | 9 | |||
| 4.29 | Cloud Service - Performance and page response time | The solution shall have, at minimum, a ninety (90) percent or greater sub 400 millisecond page response time. | |||||||
| Technical | 3 | Not Yet Scored | 9 | ||||||
| 4.30 | Cloud Service - Performance and API response time | The solution shall have, at minimum, a ninety (90) percent or greater sub 400 millisecond response time for API calls. | Technical | 3 | Not Yet Scored | 9 | |||
| 4.31 | Cloud Service - Performance and query response time | The solution shall ensure that standard create, read, updated, and delete operations initiated by the user are completed in less than three seconds. | Technical | 3 | Not Yet Scored | 9 | |||
| 4.32 | Cloud Service - Performance and session termination | The solution shall support processes to gracefully terminate sessions in the event of an unexpected solution failure. | Technical | 3 | Not Yet Scored | 9 | |||
| 4.33 | Cloud Service - CI/CD pipeline | The solution shall support continuous integration and continuous deployment. This shall include having a pipeline of automated processes and tools that enable teams to build, test, and deploy code changes to production using Agile software development. | Technical | 3 | Not Yet Scored | 9 | |||
| 4.34 | Cloud Service - CI/CD pipeline and agile development | The solution shall support rapid release deployment using Agile software development. The solution must have the ability to support daily, weekly, and/or monthly releases. This shall include supporting the facilitation of JAD sessions, Meta Scrum, Product Increment Planning, SoS, and other agile ceremonies used at the scrum team level and organization level. | Technical | 3 | Not Yet Scored | 9 | |||
| 4.35 | Cloud Service - CI/CD pipeline and configuration flags | The solution shall support configuration/feature flag deployment, to allow users to control the behavior of an application. This shall include gradually rolling out new features to a subset of users, having access to an emergency kill-switch that can be used to quickly disable a problematic feature or component of the application, and supporting configuration management where users have access to settings to control features without restarting an application. | Technical | 2 | Not Yet Scored | 6 | |||
| 4.36 | Cloud Service - CI/CD pipeline and serverless computing | The solution shall support serverless computing, containerization, data storage (i.e., object storage, block storage, file storage, etc.) and SQL & NoSQL databases | Technical | 2 | Not Yet Scored | 6 | |||
| 4.37 | Cloud Service - CI/CD pipeline and developer tools | The solution shall offer developer tools that allow for integrated development environments (IDEs), code repositories, and continuous integration and deployment (CI/CD) pipelines. | Technical | 2 | Not Yet Scored | 6 | |||
| 4.38 | Cloud Service - CI/CD pipeline and environments | The solution shall provide five environments, at minimum (Production, Training, Testing, Development and Staging). The solution must also provide a quick way to refresh lower environments from higher environments, for example (Production refresh to Training) as required. | Technical | 3 | Not Yet Scored | 9 | |||
| 4.39 | Cloud Service - CI/CD pipeline and VM deployment | The solution shall support for Azure or AWS based VM deployment where additional server infrastructure is required. | Technical | 1 | Not Yet Scored | 3 | |||
| 4.40 | Cloud Service - CI/CD pipeline and automated software patching | The solution shall support an easy, automated way to ensure all software is patched in a timely manner with minimal disruptions to end-users during patch cycles. | Technical | 2 | Not Yet Scored | 6 | |||
| 4.41 | Cloud Service - CI/CD pipeline and automated testing | The solution shall support automated testing as part of the release pipeline for testing all major functions of the system in a standard testing methodology, including UI, regression, performance, etc. There also must be an automation test suite that is built and supports regression testing, allowing testers to conduct more ad-hoc testing. | Technical | 3 | Not Yet Scored | 9 | |||
| 4.42 | Cloud Service - CI/CD pipeline and stress testing | The solution stress testing architecture shall be equivalently configured so that performance and load testing will essentially produce the same results and expectations as testing in the production environment. It must also be sized and architected such that an entire copy of the production files can be copied over into UAT. | Technical | 3 | Not Yet Scored | 9 | |||
| 4.43 | Cloud Service - CI/CD pipeline and open system architecture | The solution shall support an open systems architecture. | Technical | 2 | Not Yet Scored | 6 | |||
| 4.44 | Cloud Service - CI/CD pipeline and identity management | The solution shall leverage an identity management solution to facilitate Single Sign-On (SSO) for all system applications and components. | Technical | 2 | Not Yet Scored | 6 | |||
| 5.0 | Customer Support - Customer service | The solution shall provide high-quality customer support, service level agreements, and technical assistance. This shall include, but is not limited to, maintaining a high-level of uptime & availability, comprehensive documentation on user guides & FAQs, and supporting system updates & enhancements. | Non-Functional | 3 | Not Yet Scored | 9 | |||
| 5.1 | Customer Support - Training for webinars and content libraries | The solution shall support providing access to webinars and content libraries for all CM system users. |
This shall also include, but is not limited to, the following:
A) Providing access to information for a client for the onboarding support of a new provider. (i.e., CME-to-CME transfer and a new provider is assigned)
| B) Need to conduct marketing, road shows, etc. to help people adopt the new CM system | Non-Functional | 3 | Not Yet Scored | 9 | |||
| 5.2 | Customer Support - Training for certifications | The solution shall provide access to course catalogs, content delivery (e.g., videos, quizzes, assignments), progress tracking, and testing. This shall also include an indicator that certifies an individual being qualified for their position. For example, an eligibility specialist receiving a certification for being able to conduct eligibility determinations. | Non-Functional | 1 | Not Yet Scored | 3 | |
| 6.0 | Dashboards - Workload capabilities | The solution shall provide a user-configured “dashboard” of information relevant to the user’s daily tasks, such as pending assessments, pending activities, expiring care plans, and new consumer enrollments. These configurable dashboards shall also include, but are not limited to, task lists, tabs, links, status indicators, filtering & sorting, task assignment, dependencies, collaboration, alerts, activity feeds, and workload balancing. |
This shall also include:
A) Provide the ability to view current and upcoming month tasks B) Having the ability to create dashboards for SC, Supervisors, and overall program management
| C) Individualized dashboards would include a card display of summary information for PCI preferences of an individual such as preferred communication, favorite topic, gender identification, cultural preferences, etc. | Functional | 3 | Not Yet Scored | 9 |
| 6.1 | Dashboards - Workload for eligibility specialists | The solution shall provide eligibility specialists access to configurable dashboards that allow them to manage their own workload. These dashboards shall provide easy access to summary information around their client(s) (e.g., Communication, Favorite topic, Gender, Culture Preferences, etc.), overall workload (e.g., task lists, statuses, etc.), upcoming due dates, decision support tools, templates, instant messaging, etc. These dashboards shall be able to also support courtesy reviews, eligibility determinations, presumptive eligibility determinations, re-determinations, and appeals. | ||
| Functional | 3 | Not Yet Scored | 9 | |
| 6.2 | Dashboards - Workload for service coordinators & personal agents | The solution shall provide service coordinator access to configurable dashboards that allow them to manage their own workload. These dashboards shall provide easy access to summary information around their client(s) (e.g., Communication, Favorite topic, Gender, Culture Preferences, etc.), overall workload (e.g., task lists, statuses, etc.), upcoming due dates, decision support tools, templates, instant messaging, etc. These dashboards shall be able to also support choice advising, individual support plan development, change in need reviews, annual ISP reviews, and monitor & change activities. | ||
| Functional | 3 | Not Yet Scored | 9 | |
| 6.3 | Dashboards - Workload for assessors | The solution shall provide assessors access to configurable dashboards that allow them to manage their own workload. These dashboards shall provide easy access to summary information around their client(s) (e.g., Communication, Favorite topic, Gender, Culture Preferences, etc.), overall workload (e.g., task lists, statuses, etc.), upcoming due dates, decision support tools, templates, instant messaging, reviewing documentation, receiving notifications, etc. These dashboards shall be able to also support scheduling of assessments, conducting assessments (e.g., ONA, ANA, CNA), annual reviews, change in need, and milestone assessments. | ||
| Functional | 3 | Not Yet Scored | 9 | |
| 6.4 | Dashboards - Workload for supervisors & managers | The solution shall provide supervisors access to configurable dashboards that allow them to manage their own workload and their teams workload. These dashboards shall provide easy access to summary information around their upcoming due dates, missed due dates, urgent cases, serious incidents, work-in-progress for the team, and process metrics. These dashboards shall be able to support supervisors who oversee intake & eligibility, ISP development & change, assessments, administrative services, and monitor & change processes. | ||
| Functional | 3 | Not Yet Scored | 9 | |
| 6.5 | Dashboards - Data analysis capabilities | The solution shall provide a user-configured "dashboard" that supports data visualization and analysis. These configurable dashboards shall include, but are not limited to, using interactive graphs & charts, filters & drill-down, real-time data, comparing data, geospatial visualization, trend analysis, labeling, formatting, configurable views, alerts, and exporting. |
This shall also include:
A) Data visualization features that allows seeing service due dates by month, filtering on services, and downloading lists for certain timeframes B) Having visual maps for layering of living situation, understanding where food banks and/or Red cross sites are located.
C) Having public facing dashboards showcasing the outcomes of the ODDS program
| D) Having the ability to track OTIS/abuse reports so QA can follow up on safety measures | Functional | 2 | Not Yet Scored | 6 | |||
| 6.6 | Dashboards - Data analysis for CME performance | A dashboard or set of dashboards shall be established that will empower ODDS to analyze and report on CME performance. These dashboards shall support analyzing data at individual/role level, CME level, and program level. KPI(s) established on these dashboards shall include, but are not limited to, A) Measuring performance of serious incidents, B) Measuring performance on exceptions, C) Measuring performance on service equity, and D) Measuring performance on assessments. | Functional | 1 | Not Yet Scored | 3 | |
| 6.7 | Dashboards - Data analysis for process improvement | Users shall have the ability to create dashboards that track process related metrics for intake & eligibility, ISP development & implementation, monitor & change, and admin services. These metrics can include, but are not limited to, cycle time, lead time, throughput, customer satisfaction, employee satisfaction, compliance, work-in-progress, ODDS specific KPI(s), etc. | Functional | 3 | Not Yet Scored | 9 | |
| 6.8 | Dashboards - Data analysis for program outcomes | Users shall have the ability to create dashboards that track program related metrics for intake & eligibility, ISP development & implementation, monitor & change, admin services, and service equity. These metrics can include, but are not limited to, customer satisfaction, service accessibility, case load, service utilization, service delivery timeliness, client retention, client demographics, compliance, and waitlists. |
| Functional | 1 | Not Yet Scored | 3 |
| 6.9 | Dashboards - Individual access | The solution shall be able to provide individuals/customers access to an easy-to-use dashboard that allows them to stay informed and engage with CME professionals (e.g., eligibility specialist, service coordinator, assessor, etc.). These dashboards shall provide access to summary information about progress, access to upcoming due dates, access to correspondences & notifications, ability to sign ROI(s), the ability to collaborate on documents, chat for instant messaging support, ability to check their service group, access their ONA, and review assessment results. | |
| Functional | 1 | Not Yet Scored | 3 |
| 7.0 | Data Governance - Management | A data governance structure shall be establish that supports, but is not limited to, creating a charter, establishing policies & procedures, defining a data classification framework, maintaining data quality & integrity, establishing access control mechanisms to manage user permissions, establishing security measures to protect data, establishing processes to support the data lifecycle, developing procedures to handle data privacy requests. and conducting training programs to educate employees on data governance. |
This shall also support the following:
A) Charter shall include a purpose, scope, and principles of data governance B) Documentation of processes and policies that adhere to statutes, rules, and policies.
C) Data classification framework shall be adopted to categorize data based on sensitivity, criticality, etc.
D) Data quality and integrity shall be maintained including but not limited to data validation, cleansing, and standardization E) Policies and procedures shall be established for data retention, archival, and deletion.
F) Documentation of processes for data ingestion, transformation, analysis, archiving, and disposal.
G) Define and assign roles and responsibilities for data governance.
H) Documenting procedures to handle data privacy requests, such as data subject access requests (DSAR) and consent management.
| I) Must support a data dictionary that describes and maintains information on each data element including data element name and type, description of the data element, the format, and the preferred variations of each data element. | Technical | 3 | Not Yet Scored | 9 | |||
| 7.1 | Data Governance - Database capabilities | The solution shall support providing real-time access to data stored within a database. The database shall be well-structured and have normalized data, have validation rules implemented ensuring data integrity, use indexes to optimize data retrieval performance, integrate caching mechanisms to improve data access, have regular scheduled backups, have a recovery strategy, allow for query optimization, and support database monitoring. | Technical | 3 | Not Yet Scored | 9 | |
| 7.2 | Data Governance - Database and secure file transfer | The solution shall have the ability to make data available through a secure file transfer process. | Technical | 3 | Not Yet Scored | 9 | |
| 7.3 | Data Governance - Database and ETL tools | The solution shall have the ability to easily access back-end data through standard ETL tools (such as SSIS for data integration). This shall support extract, transform, and load (“ETL”) processes to extract from source systems, cleanse, and stage data to pick up, transform, and load into the new solution. | Technical | 3 | Not Yet Scored | 9 | |
| 7.4 | Data Governance - Database and hosting | The solution must store all data and be hosted within the United States of America (USA). | Technical | 3 | Not Yet Scored | 9 | |
| 7.5 | Data Governance - Database and session storing | The solution must not store session data in plain text or in the form of cookies on the client. | Technical | 3 | Not Yet Scored | 9 | |
| 7.6 | Data Governance - Database and real-time access | The solution must allow near real time access to client data to include current and historical data without requiring an external data warehouse. The solution must also provide access to interconnected, real-time data such as progress notes, demographics, service dates, provider information, due dates, serious incidents, etc. | Technical | 3 | Not Yet Scored | 9 | |
| 7.7 | Data Governance - Database and retrieval | The solution must provide the ability to easily retrieve data from archive to on-line status to ensure compliance with ODDS data retention policy and legal requirements/reporting. | Technical | 3 | Not Yet Scored | 9 | |
| 7.8 | Data Governance - Database and read-only access | The solution must allow a user read-only access to records or documents being managed by another user. | Technical | 3 | Not Yet Scored | 9 | |
| 7.9 | Data Governance - REALD & SOGI for profile information | The solution shall acquire user profile information including fields for race, ethnicity, preferred language, gender, disability status, etc. | Functional | 2 | Not Yet Scored | 6 | |
| 7.10 | Data Governance - REALD & SOGI for data collection | The solution shall acquire REALD and SOGI data as part of the workflow. This can include the ability to select multi racial & ethnic identities, attesting to sex-assigned-at birth (e.g., male, female, non-binary, transgender), preferred written & spoken language, and disability status. | |||||
| Functional | 2 | Not Yet Scored | 6 | ||||
| 7.11 | Data Governance - Data exchange standards | The following standards for modeling and exchanging data may be used for the CM system: |
A) Fast Healthcare Interoperability Resources (FHIR) B) Health Level Seven (HL7) C) Office of Management and Budget Standards (Race and Ethnicity Data) D) Centers for Disease Control and Prevention (Race and Ethnicity Data) E) Center of Medicare and Medicaid
| Technical | 3 | Not Yet Scored | 9 |
| 7.12 | Data Governance - Data catalog capabilities | The solution shall provide access to a data catalog to assist with organizing, discovering, and understanding data asset. This shall include search capabilities for finding relevant datasets, ability to extract meta data (e.g., data source, description, however, and schema), filtering based on various attributes, providing descriptions of each dataset (e.g., purpose, content, and usage), data lineage to show how datasets are related and derived, and relationship mapping to show relationships between tables. | |
| Technical | 3 | Not Yet Scored | 9 |
| 7.13 | Data Governance - Data catalog and progress notes | The solution shall have the ability to track progress notes/case notes and metadata regarding the progress note/case note. This shall include the ability to distinctly track the title, description, created date, updated date, created by, updated by, category/type, client name, location of progress note, progress note type (e.g., Correspondence, Meeting, Home Visit, Phone Call, etc.), billable type (e.g., assessment, monitoring, planning, not billable), contacts involved in the case note, service type, program type, follow up actions, status, linked case notes, and version history. This shall also include client or caregiver interaction, home visits and phone calls, complaints, inquiries, problems with services, and meeting minutes. |
| Note: These notes will be classified/labeled by the user and screened prior to being moved to billable/payable workflow. | Functional | 3 | Not Yet Scored | 9 | |||
| 7.14 | Data Governance - Data catalog and service history | The solution shall retain historical information of clients service history. This shall include having chronological documentation of the service history, types of services received, (e.g., Medical, Educational, Social Services), service begin and end dates, service provider name, and service description. This also shall support tracking multiple service(s) at any given time, including active and closed records. | Functional | 3 | Not Yet Scored | 9 | |
| 7.15 | Data Governance - Data catalog and household information | The solution shall retain household information collected from the "Request for Eligibility Determination" application for individuals applying for services. This shall include but is not limited to the following, first name, last name, age, gender, written & spoken language, communication method, disability information, social security income, referral source, medical providers, etc. | Functional | 3 | Not Yet Scored | 9 | |
| 7.16 | Data Governance - Data catalog and contact information | The solution shall retain contact information such as physical address, mailing address, email, phone number, etc. The solution must be able to capture contact information for the client, including case managers, service coordinators, authorized representatives, emergency contacts, etc. | |||||
| Functional | 3 | Not Yet Scored | 9 | ||||
| 7.17 | Data Governance - Data catalog and program information | The solution shall be able to track program information in support of measuring outcomes at the individual level, CME level, and program level. This shall include a unique identifier assigned to each individual, a unique identifier assigned to each CME, case manager information (e.g. name, contact information, credentials), program type (e.g., ODDS, APD, SSP), age group (e.g., Adult, Child, CIIS), etc. | Functional | 3 | Not Yet Scored | 9 | |
| 7.18 | Data Governance - Data catalog and enrollment information | The solution shall be able to track enrollment information, including ISP start and end dates, ISP review dates, service coordinator information (e.g., name, contact information, credentials), client goals, service providers, services (e.g., frequency, duration, and instructions), level of care, care program, facility information, statues, status changes, and termination dates and reasons. This shall also include tracking service deliveries, dates, times, durations, units, and notes about service delivery. | Functional | 3 | Not Yet Scored | 9 | |
| 7.19 | Data Governance - Data catalog and assessments | The solution shall have the ability to track information such as assessment name, assessment date, next review date, and status. The solution also must have the ability to track ONA data such as flagging instances where an ONA is submitted early, flagging instances where ONA is submitted late, comparing year-over-year results, ONA scores, service group and/or coding reports, flagging if service group has changed, flagging if something else is completed such as a PBSP or safety plan | Functional | 1 | Not Yet Scored | 3 | |
| 7.20 | Data Governance - Data catalog and emergency prep resources | The solution shall have the ability to track and identify emergency prep resources. | |||||
| Functional | 2 | Not Yet Scored | 6 | ||||
| 7.21 | Data Governance - Data catalog and case closure | The solution shall support tracking closure information for a case. This shall include the date of exit, type of exit, reason for program exit, employment outcome at exit, primary occupation at exit, hourly wage at exit, hours worked in a week at exit, monthly public support at exit, medical coverage at exit. | Technical | 1 | Not Yet Scored | 3 | |
| 7.22 | Data Governance - Performance | The solution shall have the ability to handle a scalable number of users and data volume without compromising performance, track user interactions & collect relevant analytics data for analysis & reporting, and receive regular updates and bug fixes to address issues, improve functionality, and provide new features. | |||||
| Technical | 3 | Not Yet Scored | 9 | ||||
| 7.23 | Data Governance - Offline | The solution shall enable users to collect and store data even while being offline. Once back online, the data collected shall sync with the server. This shall also include having offline capabilities, allowing users to perform certain tasks and access limited features even when they are not connected to the internet. | Functional | 3 | Not Yet Scored | 9 | |
| 7.24 | Data Governance - Data validation | The solution shall support real-time validation to ensure accurate and complete data entry. This shall also include displaying error messages and guidance for correcting invalid entries. | Functional | 3 | Not Yet Scored | 9 | |
| 7.25 | Data Governance - Photo & media | The solution shall support allowing users to capture photos, videos, and/or audio recordings as part of the data collection. | Functional | 1 | Not Yet Scored | 3 | |
| 7.26 | Data Governance - QR code | The solution shall enable users to scan barcodes and/or QR codes for efficient data entry. | Functional | 1 | Not Yet Scored | 3 | |
| 7.27 | Data Governance - Timestamp | The solution shall automatically capture and record timestamps for data that is collected throughout the workflow. | Functional | 3 | Not Yet Scored | 9 | |
| 7.28 | Data Governance - Import & export | The solution shall support importing and exporting data to/from the application. This shall include allowing users to import data from external sources and provide options for exporting collecting data in various formats (i.e., CSV, Excel, PDF). |
This shall also include:
| A) Allow assessment form printability, print version of assessments match online form to facilitate pencil and paper entry. | Functional | 3 | Not Yet Scored | 9 | |||
| 7.29 | Data Governance - Version control | The solution shall implement version control mechanisms to track changes to collected data over time. This shall also allows users to view and compare different versions of the same data. | Functional | 3 | Not Yet Scored | 9 | |
| 7.30 | Data Governance - Quality | The solution shall provide mechanisms for managing data deduplication, cleansing, and normalization. This shall also include the ability to flag and notify users of potential data quality issues. | Functional | 3 | Not Yet Scored | 9 | |
| 7.31 | Data Governance - Migration | The solution vendor shall support a data conversion & migration plan that includes, but is not limited to the following, planning & analysis, backing up data, data mapping, migration scrip generation, testing & validation, rollback planning, production migration, post-migration validation, and documenting migration plan. |
This shall also include the following:
A) Determining migration strategy (e.g. one-time, gradual, hybrid) B) Verifying source of data is accurate, consistent, and free of errors C) Cleansing and converting/transforming the data D) Mapping the source schema to the target schema E) Generating scripts for creating tables, columns, indexes, and data transformation F) Setting up testing environments and scenarios to validate migration plan G) Developing a strategy for data rollback H) Scheduling a maintenance window and/or applying scripts to the production database
| I) Verifying the accuracy and completeness of the migrated data in the production environment | Technical | 3 | Not Yet Scored | 9 |
| 8.0 | Decision Support - Rules engine capabilities | The solution shall support automating processes through use of configurable rules engines within the case management workflow. |
This shall include but is not limited to the following:
A) The rules engine should support a flexible and expressive rule definition language, allowing users to define eligibility criteria, enrollment conditions, and related rules in a readable and maintainable format.
B) The rules engine should be capable of evaluating complex rules and conditions, including logical operations (AND, OR, NOT), comparisons, arithmetic calculations, and string operations.
C) The rules engine should support modular rule organization allowing rules to be grouped logically and reused across multiple scenarios or processes.
D) The rules engine should also support other functionality such as versioning, configuration, testing, error handling, and access control.
| Technical | 3 | Not Yet Scored | 9 | |||
| 8.1 | Decision Support - Rules engine for eligibility determinations | The solution shall support automating eligibility determination processes. This rules engine shall have configurable rules that support presumptive eligibility, eligibility determinations, and re-determinations. Configurable rules could be built around the following attributes, A) Has a qualifying disability (True or False), B) Has provided documentation (True or False), C) Has valid lawful presence (True or False), D) Oregon Resident (True or False), Age of applicant, Age of documentation, FSIQ Score, etc. | Functional | 2 | Not Yet Scored | 6 |
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