Salient Characteristics.pdf

JPRA-West Readiness, Training & Operations Management Software Salient Characteristics

Required Characteristics:

General Requirements.

• Migrate data from legacy MS SQL, Access databases, Excel and/or SharePoint

• Allow for low-code/no code customization/configuration

• Export data and reports compatible with Excel, CSV, or pdf

• Support ad hoc queries and custom report generation without knowledge of SQL

• Application must meet all applicable NIST 800-53 Rev 5, Security Technical

Implementation Guide (STIG), Security Requirements Guide (SRG), and Privacy Act requirements, including continual support of the application through updates/patches to ensure regulatory compliance

• Vendor must provide/share all Risk Management Framework (RMF) documentation (to include System of Record Notices, Privacy Impact Assessments, or other) necessary to facilitate Assessment & Authorization (A&A) submission resulting in Approval to Operate (ATO) on DoD SIPRNet

• Vendor staff must have current DoD Secret clearance (final Secret) to support on premises implementation

• Software must have the ability to add customized/tailored modules/features beyond salient characteristics if required in future

IT Requirements.

• Must include an on premises server isolated from the Internet

• Must not require internet connection for updates, support, functionality

• Must not require resource (server or data store) external to JPRA security enclave

• Must integrate with Microsoft Active Directory Domain Services for account management and permissions assignment

• Must support smart card authentication

• Must support Kerberos authentication

• Must use Windows Server 2012 or higher (Windows Server 2016 preferred) as the host operating system for backend services

• Must use Microsoft SQL Server 2016 or higher (SQL Server 2016 preferred) for database hosting

• Must support Microsoft Internet Information Services (IIS) for web server

• Must be hostable on virtual environment (i.e. VMWare ESXi 7 or higher)

• Browser-based client compatible with Microsoft Edge based on Chromium (must not require a client installation on client systems) with no additional plug-ins

The software package must have modules capable of supporting the following subject areas with their associated salient characteristics.

Security Requirements.

The application must:

• Provide tools to manage initial/periodic security clearance investigations

• Track security incident processing, documentation and resolution

• Provide sensitive item/facility access accountability (i.e. badges, building proxy cards, safes, other sensitive equipment etc…)

• Manage short-/long-term visit requests

• Interface with training management to document student clearance status

• Track security associated inspection requirements, response time drills, and security system maintenance schedules

Readiness/Human Capital Requirements.

The application must:

• Provide workforce management through comprehensive view of personnel status as a function of overall readiness—track skills/training (instructor and evaluator certifications), medical status, deployment/TDY/leave status, security clearance or other unique requirements (i.e. theater entry)

• Provide functionality to manage daily duty status/scheduling for all personnel and display/export duty rosters

• Track all inbound/outbound, pre-/post-deployment personnel and interface to automate associated checklists

• Track promotions, position vacancies, and hiring process status

• Track awards, decorations, evaluations

• Provide human capital/talent management tools to match qualified personnel to tasks, update schedules and compile metrics which address personnel utilization

Training & Operations Management Requirements.

The application must:

• Provide training records management services for permanent party instructional staff and all temporarily assigned students (approximately 30 system users supporting 150 staff, approximately 3,500 students/year)

• Track instructional staff training certifications

• Track instructional staff evaluations

• Select/assign instructors per course

• Build and publish comprehensive annual training calendars for approximately 20 unique courses

• Build course/module templates to define unique course data such as number of training days, training duration per day/module, unique modules within course, maximum number of students, course prerequisites, cost per course etc. for approximately 20 courses

• Ability to accommodate development for one off courses (non-standard and not-preconfigured) or add enduring new courses and define course features without vendor support

• Assign/modify student allocations (overall and per unit/command) for each course within a selectable period (Fiscal Year)

• Track allocations (training slots) remaining per unit/command and by course within given period

• Accommodate configurable, inbound student demographic data fields (must include SSN/DoD ID and approximately 25 other fields) and meet PII requirements

• Accommodate manual entry or ingest/upload of course participant rosters (via Excel and/or CSV for example)

• Auto-populate required fields for prior students already resident in database

• Allow bulk update of data fields (if all students from same unit, can enter once but apply to all or designated group within a roster)

• Ability to delete student course record and associated information or reassign to another course

• Build class rosters which incorporate selectable database fields and display assigned instructors

• Print course roster based on fields selectable by individual user

• Search of students completing training by any field or combinations of the fields generically described above and within a selectable time period (between two dates)

• Ability to track class roster enrollment progress and designate when ready for stakeholder review (registrar/security/course lead etc…) and/or finalized

• Track training prerequisite status (security, prior training etc…) for all students enrolled for impending training

• Auto-notification to other stakeholders (registrar/security) to review (prerequisites like security and prior training) and annotate status

• Produce/print roster of students lacking identified prerequisites (security clearance, prior training review, etc…)

• Auto-notification (email) to students and unit reps when prerequisites not met and definable scheduling suspense approaching

• Auto-notification (email) to students with reporting instructions once prerequisite screening complete

• Generate lists of students with prior training which captures course, location, date

• Track individual student progress/proficiency levels (by unique, preconfigured course modules/features) during course execution and final pass/fail status

• Provide functionality to capture unplanned course deviations and coordinate waiver approvals (as defined by customer) when necessary

• Produce/print student emergency contact roster on a per class and/or per unit basis

• Produce/print student transcripts—individual transcript must be capable of listing all

PRA courses, unique modules within each course (if selected), status, and each course graduation date (i.e. Course #, Course Name, Course/Modules and corresponding training hours, Status (Passed/Failed), Date (when taken))

• Produce/print student graduation certificates individually or for entire class roster and possess ability to automate email dissemination of certificates

• Ability to select/display/print appropriate classification levels/markings for all generated products (i.e. rosters, reports, etc…)

• Ability to automate post training surveys

• Generate visitor lists for non-student unit representatives with approximately ten data entry fields (i.e. name, unit/command, dates visiting, contact information, etc…)

• Automatically calculate number of courses and/or students per course based on calendar entries (projects future support) or vice-versa

• Automatically calculate slots assigned versus slots utilized (fill rates) for courses already completed by selected units/commands and designated period (between date and date)

• Ability to produce tailored reports based on fields collected within database and identified periods

• Ability to perform statistical analyses (descriptives/correlations) based on student performance (failure/washout rates), fill rates, and/or student feedback to support course optimization or facilitate data export (CSV) for import to Excel

• Ability to screen and/or document staff and student suitability based on human factors (psychological assessments, consultations or interventions)

• Incorporate tools to support curriculum development (create training plans)

• Incorporate tools to support asset management by course and designated course lead—track equipment by facility location or deployed status and individual assigned (hand receipt)

• Support asset management by work center/course and assigned POC

• Facilitate issue/return (generate hand receipts), consumable accountability, non-consumable loss, loss and replenishment

• Track current asset levels and provide notifications based on configurable quantity

(low stock, reorder point)

• Support mobile training team mission planning (facilitate training plans, guides

(curriculum), schedule/timeline, and logistics support features)

Delivery/Support Requirements.

• Deliver install and configure NLT 75 days from award

• Coordinate with unit IT staff for resource requirements within 14 days of award

• Coordinate delivery with customer at least 10 duty days prior to proposed window to facilitate security checks of vendor personnel

• Provide software initial training for up to 30 customer staff

• Provide 24/7 access to support for first year post-delivery