Statement_of_Objectives_Subcaller.docx

Statement of Objectives (SOO) Substitute Caller Automation Software Acquisition

1. General Information. The Department of Defense Education Activity (DoDEA) serves the dependents of military and civilian employees by providing PK-12 instruction to approximately 72,000 students. The number of students varies based on the deployment of military troops worldwide. DoDEA’s curriculum, resources, and student achievement scores on standardized assessments compare favorably to high-performing US public schools.

DoDEA is divided into eight districts that administer 167 brick-and-mortar schools. The Americas’ Southeast and Mid-Atlantic districts have 54 schools in seven states and Puerto Rico, and for administrative purposes, Cuba. Europe’s South, East, and West districts have 65 schools in England, Germany, Italy, Belgium, Netherlands, Spain, Turkey, and Bahrain. The Pacific’s West, East, and South districts have 48 schools in Korea, Japan (mainland and Okinawa), and for administrative purposes, Guam. DoDEA also operates a Virtual High School with its main office in Virginia and teaching hubs in Germany and Okinaw

2. Background. Background: Teacher absences can disrupt the learning environment, leaving schools scrambling to fill gaps. Traditional methods of finding substitutes—such as manual calls or reliance on outdated systems—are time-consuming and inefficient. An automated substitute software simplifies this process through intelligent automation, ensuring that classrooms remain staffed and functional. DoDEA piloted a program at two schools, Fort Campbell, Kentucky and Camp LeJune, North Carolina with success. The program passed through numerous processes to be accepted into DoDEA’s network, to include Advanced Acquisition Review Board (AARB). During the AARB, the program drew the wonderment of several other organizations within DoDEA and saw possible needs being filled with the program.

3. Purpose. The Department of Defense Education Activity (DoDEA) seeks a substitute caller automation software solution to streamline the process of assigning substitute or temporary personnel. The goal is to increase operational efficiency, reduce administrative workload, align substitute placements with scheduled lesson plans, and ensure timely communication with substitutes.

4. Scope. DoDEA requires an Automated Substitute Software type to include licenses and technical support to implement and maintain at two different DoDEA regions, Southeast District with 10,310 students and the Mid-Atlantic District with 9,509 students. This is a base year plus 3 additional option years.

5. Objectives. The Contractor shall provide DoDEA with all services and support to integrate an automative substitute vacancy system. The contractor shall achieve the following objectives:

· Deliver a secure, reliable, and user-friendly platform to automate substitute outreach and placement.

· Automated Outreach: Use predefined rules to contact qualified substitutes via phone, text, email, or app notifications in real time.

· Dynamic Matching: Match substitutes to assignments using criteria such as certification, availability, and location.

· Dashboard Interface: Provide an intuitive interface for managing substitute pools, tracking assignment statuses, and setting communication preferences.

· System Integration: Seamlessly integrate with existing HR, scheduling, payroll, and attendance systems.

· Mobile Access: Support mobile functionality for both administrators and substitute personnel.

· Analytics & Reporting: Offer real-time insights into substitute activity, fill rates, and system usage.

· Security Compliance: Ensure the system meets federal information security standards and passes the DoDEA IT Cyber Cloud Questionnaire.

· Multi-Channel Communication: Enable outreach through multiple channels (voice, SMS, email).

· High Availability: Maintain minimal downtime with reliable performance and timely technical support.

· Training & Support: Provide comprehensive training materials and conduct user training sessions.

· Long-Term Support: Offer technical support and software updates

6. Performance Measures. Performance will be measured by the following criteria:

· Substitute Fill Rates: Improvement in the percentage of filled requests post-implementation.

· Response Times: Reduction in time taken to assign substitutes.

· Cost Savings: Decrease in administrative labor costs due to automation.

· User Adoption: Level of engagement by both substitutes and administrators.

· Feedback Quality: Teacher and student input on classroom continuity and disruption.

· Reduced Administrative Workload: Fewer hours spent on manual coordination.

· Minimized Classroom Downtime: Faster placement of substitutes to maintain learning continuity.

· Resource Optimization: Use of historical data to forecast substitute needs and reduce last-minute hires.

· Scalability: Ability to support both small schools and large districts.

7. Constrains. List any known constraints such as budget, timeline, security requirements or technical standards.

· Software must be approved for use by relevant labor unions.

· Full implementation at all schools must be completed by July 15, 2025, allowing time for staff training.

· Software must pass the DoDEA IT Cyber Cloud Questionnaire.

· No budget constraints.