Scope of Work for Housing Software.docx

Requirements & Details

SUNY Potsdam is seeking information and quotes for new housing and residence life software. The Office of Residence Life maintains currently 1550 beds (without tripling rooms), in six residence halls and one townhouse complex. In fall 2023, campus housed 1,079 residents.

Vendors must possess a system capable of capturing inputted data and delivering outcomes across a range of functions, including but not limited to:

1. Facilitating an online housing application process for students, including signing various housing agreements

1. Automating the assignment of rooms and beds to students through computer-generated assignments and student self-selection of rooms

1. Communication with students via emails, text messages, and printed documents

1. Offer robust reporting and data analytics capabilities

Mandatory Requirements

1. Compliance with Federal and State regulations, encompassing ADA, FERPA, HIPAA, and other pertinent laws

1. Cloud hosted services

1. Utilize and implement SUNY Potsdam Single sign-on system for user logins

1. Assignment of a dedicated vendor representative for system implementation and ongoing customization support

1. Transparent disclosure of any anticipated price adjustments throughout the agreement's duration, covering all software updates, including major and minor releases, and training for new or modified features

1. Bi-directional integration with campus systems including but not limited to Banner

1. Roommate matching capability based on surveys, or interest, that allows students the opportunity to self-select based on preferences.

Functionality (please describe the software’s ability to meet the following)

1. Software

0. Capable of displaying student and assignment information through both a website and a mobile app or mobile-friendly website

0. Customizable student interface including colors and logos

0. Different permission levels based on the user

0. Easily searchable by student ID number, name, and room number

0. Electronic storage of campus customized forms/data in a retrievable format to display, email, or print, etc.

0. Accessibility compliance to WCAG and/or 508 standard

1. Housing Assignments

1. Students ability to complete and edit housing applications, agreements, and forms online via a self-service portal

1. Students must be able to view and complete multiple applications or agreements simultaneously

1. Support student self-selection of rooms/locations

1. System that can accommodate campus-created rules for generating housing assignments or matching roommates based on housing application questions

1. Track room charges and adjust total costs based on different room types and pass this information to Banner

1. Student Record

2. Student profiles should include contact information, date of birth, gender identification, and customizable fields (different displays information to users vs administrators)

2. Display various housing application attributes in a student records

1. Bedroom/Common Area Record

3. Bedroom profiles should include residents names, gender identification, key code, and customizable fields

3. Maintain room condition reports linked to bedrooms and the students residing in them with the ability to add photos and for students to view

3. Pass information to Banner to bill students for room damages and key replacements

1. Reporting

4. User created reporting and data retrieval functionality, including display, email, printing, and export to xls/excel files and other file types

4. Allow for querying, sorting, reviewing, and modifying data fields

4. Store historical data for review, querying, and reporting purposes for at minimum 10 years

1. Miscellaneous

5. Allow for individual and mass messaging via email (from different email addresses and to both personal and campus addresses), text messaging, and printed letters, including personalized messages with tokens (e.g., student name, room assignment, roommate information, etc.), and log these messages in student records

5. Pass room information student information including but not limited to ID number, room assignment, and start and end date and time of room assignment for access control

5. Workflow for forms including department and resident staff programming including public facing calendar

5. Track student employees including but not limited to applications, interviews, and performance evaluations

5. Customer support at minimum during business hours and on-call after hours support

Documentation: Please provide current HECVAT, VPAT

We are looking for 5 year contract

References: 2-3 clients that have implemented the product; preferably at a campus of 1000 beds or higher, that utilizes Banner.

Implementation summer and fall 2024.