RFP_Attachment_8_-_Demo_Script.docx

July 12, 2018

NextGen OSCAR Oral Presentation and Demonstration Script Guidelines Version 1.0 July 12, 2018

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Introduction An oral presentation and scripted demonstration will be scheduled with all contractors responding to the NextGen OSCAR request for proposal. This document provides guidance on the process and content of these demonstrations.

The goals of the oral presentation and scripted demonstration include:

· Provide an interactive forum to clarify written exchanges if needed.

· Provide a brief overview of each contractor’s applicant tracking system (ATS) experience and project approach.

· Demonstrate basic ATS capabilities and the sequence of steps needed to address specific government requirements.

· Identify any requested functionality that cannot be directly addressed via configuration of the contractor’s ATS and would require supplemental solutions or software, custom coding, or possible business process changes.

General Guidance The objective of the oral presentation and scripted demonstration is to clarify how a contractor’s product can be configured and if the proposed product can address business requirements that may be unique to the OSCAR program.

The government will review each contractor’s written technical proposal prior to the live session. The government does not require contractors to provide detailed coverage of information that was sufficiently addressed in the proposal. However, the government may seek clarification on specific items from those documents during the live interactive session.

The government recognizes that some requirements of the OSCAR program will not be fully addressed in every proposed product. The goal is to find the best match to the requirements. Contractors should identify gaps between government requirements and product functionality. Contractors should also recommend options to address these gaps whenever possible. For example, if a contractor cannot directly support all the information portal requirements of the RFP, they should describe any known options that other clients with similar requirements have used.

Contractors will be asked to provide general information about their pricing model and options when discussing their engagement approach. However, questions and clarifications related to contractor’s specific price quotes for this solicitation will be addressed separately by the Contracting Officer. Contractors should not include content of their price quote in this presentation.

Logistics Format: Web-Based Presentation and Demonstration The oral presentation and scripted demonstration will be conducted remotely using web presentation services. The government will host the sessions, and provide screen sharing options, and teleconference support needed for the presentation. Specific connection details will be provided to all scheduled contractors no later than August 2, 2018, 5:00 pm EDT.

The government will not conduct in-person/on-site demonstrations. The web-based format of the sessions is intended to minimize contractor expense and to ensure uniform access to contractors from a variety of geographic locations.

Contractors are advised that the government will record the web presentations, audio, and any other components of the session for internal usage. Recordings will be handled as procurement sensitive material.

Demo Duration Each contractor will have one four-hour session to deliver the oral presentation and scripted demonstration.

Scheduling The government is conducting the oral presentations/demonstrations on the following dates and times:

Week 1 (8/6/18-8/10/18)

Option 1:

8am – 12pm (EDT) Option 3:

8am – 12pm (EDT) Option 5:

8am – 12pm (EDT) Option 7:

8am – 12pm (EDT) Option 9:

Option 2:

1pm – 5pm (EDT) Option 4:

1pm – 5pm (EDT) Option 6:

1pm – 5pm (EDT) Option 8:

1pm – 5pm (EDT) Option 10:

1pm – 5pm (EDT)

Week 2 (8/13/18-8/17/18)

Option 11:

Option 13:

8am – 12pm (EDT) Option 15:

8am – 12pm (EDT) Option 17:

8am – 12pm (EDT) Option 19:

Option 12:

Option 14:

1pm – 5pm (EDT) Option 16:

1pm – 5pm (EDT) Option 18:

1pm – 5pm (EDT) Option 20:

Scheduling Process Contractors must send an email to the contracting officer at the following email address:

Robert_Grinstead@ao.uscourts.gov The email request shall identify up to five options from the chart above in descending order of preference and point of contact information (name, email, and phone number). The email should include the following subject line in the scheduling email request:

NextGen OSCAR Presentation and Demo Scheduling Request Contractors must email their scheduling requests between July 12, 2018, 10:00 am EDT through July 31, 2018, 5:00 pm EDT. Contractors should submit their schedule preferences as soon as possible.

Contractors will receive a scheduling confirmation email within three business days of their request. Contractors should contact the contracting officer listed above if they have not received confirmation within this timeframe.

Cancellation Demonstrations are a key component of the source selection process. Contractors should refer to Section M of this solicitation for additional information regarding evaluation criteria. Contractors are strongly encouraged to avoid cancellation.

The government will conduct a review of contractors’ written proposals shortly after the written proposal due date. Any contractor whose submission does not meet the NextGen OSCAR Core Capabilities criteria will not be eligible to participate in the oral presentation and demonstration. Any sessions scheduled by an ineligible contractor will be cancelled by the government. Contractors will be notified of such cancellation by the government.

Questions Contractors must submit written questions related to the oral presentation and scripted demonstration to the contracting officer identified in Section 3.3.1 by July 16, 2018, 5:00 pm EDT. The government will provide written responses by July19, 2018.

Any questions related to technical issues, testing, or troubleshooting of the web oral presentations and demonstrations should be directed to:

Participants Government Participants Government participants will include management, technical, and procurement staff representatives of the evaluation panel.

Contractor Participants Contractor participants should include representatives prepared to address business and technical questions related to the specific topics listed in this document and the requirements and issues contained in other parts of the overall solicitation. This should include representatives of any secondary partner organizations if they are needed to address questions related to software, professional services, or hosting.

This information should be provided to the government’s contracting officer. The contractor’s point of contact will receive technical information need to connect to the oral presentation and demonstration. The contractor’s point of contact will be responsible for forwarding this information to other contractor participants. The contractor’s point of contact may also provide this information to the government to facilitate direct communication of connection details.

Contractors must identify all their participants to include names and company affiliations to the government by email prior to the scheduled session. This information must be submitted no later than 8:00 pm EDT on the day of the scheduled session if it is not submitted prior to the scheduled session.

Preparation The oral presentation and demonstration will require preparation by contractors. The scripted demonstration as outlined in Section 6 will focus on specific capabilities that are not typically demonstrated in generic product presentations. Contractors will need to pre-populate some data and pre-execute some configuration steps to ensure coverage of topics in the time allotted. Other steps of the demonstration script will be executed in real time during the session to clarify how product configuration is accomplished. This document will identify preparation and real-time activities.

Contractors should not write custom code to provide product functionality that is not currently available via routine product configuration options of the current ATS product. Contractors must fully disclose all configuration changes that have been made to the “out of box” product in preparation for the demonstration. Contractors must also show how the configuration changes have been implemented.

Sample data and content will not be provided by the government for this presentation. Contractors may optionally choose to utilize content and graphics that can be extracted from the current OSCAR system website (https://oscar.uscourts.gov/). While this option is available, contractors are not required to use our specific content in their demonstrations. The evaluation will focus on functionality, not specific content. For example, the scripted demonstration may be used to evaluate a product’s ability to incorporate a custom logo or other branding elements, but a product’s rating will not be based upon the use of our specific logo.

Contractors may optionally supply electronic versions of product documentation, user guides, tip sheets, or similar materials to the government to clarify topics that will be covered during the oral presentation and scripted demonstration. These files should be provided prior to the scheduled session. This submission is not subject to any page limitations. These optional materials will not be formally reviewed or evaluated as part of the source selection process.

Contractors should forward an electronic copy of any presentation materials (PowerPoint, etc.) used during their oral presentation to the government no later than 8:00 am EDT on the day of the scheduled session.

High Level Agenda

This high-level agenda provides the topics that will be covered during the oral presentation and scripted demonstration.

1. Introductions and Meeting Guidelines

2. Oral Presentation

2.1. Organization Background

2.2. Professional Services

2.3. Software

2.4. Hosting Services

2.5. General Questions and Answers

Break – 15 Minute

3. Scripted Demonstration

3.1. General ATS Usage

3.1.1. Solution Overview

3.2. Focused Demonstrations – Judiciary Specific Functions

3.2.1. Federal Law Clerk Hiring Plan

3.2.2. Letters of Recommendation

3.2.3. Security Model and Delegated Support

3.2.4. Transcripts/Grade Sheets

3.2.5. Information Content and Management

Break – 15 Minute

4. Solution Summary

4.1. Final Questions and Answers

4.2. Contractor Summary of Solution Alignment with NextGen OSCAR Requirements

5. Session Wrap-up

Oral Presentation Details and Demonstration Script Oral Presentation

1) Identify relevant sections of written responses, and

2) Open the discussion to any outstanding questions.

Available demonstration time should be focused on clarifying written submissions. It is not necessary to orally deliver the contents of written submissions.

Contractors must address the following sections in their oral presentations Organization Background

· Organization’s History and Experience in the ATS Marketplace

· When was your company founded?

· When was your ATS software first deployed as a production release?

· Was the proposed ATS software developed directly by your organization or was it acquired from another company?

· How many employees does your company currently have on staff dedicated to development or support of the ATS software?

· How many ATS customers does your company currently have?

· What is your customer retention rate? (Overall and last year to this year.)

· What is the annual revenue your company derives from it ATS product?

· What percentage of your organization’s overall revenue is associated with your ATS product?

Professional Services

· Services Pricing Model

· Are professional services included in software license subscription fees, assessed on an hourly basis associated with resource roles, assessed on a fixed price basis for delivery of specific functionality or implementations, or another basis? (NOTE: The presentation should NOT include details of the contractor’s specific price quote for the engagement. This section is included to clarify the general approach only.)

· Will the typical model be applied to this engagement?

· Will the typical model apply to both initial development and operations and maintenance (O&M) phases?

· How does your organization delineate between customer requests that are included in fixed prices (deliverables or O&M) versus items that will require additional funding?

· Proposed Team

· Describe the proposed staffing model (roles and responsibilities) that would support the engagement.

· What level of experience is required to fill each of these roles?

· What percentage of each key resource’s time will be dedicated to our engagement?

· Will the staffing model be modified after production implementation?

· Are proposed resources direct employees of the organization, contracted resources, etc.?

· Will existing identified resources be used or will new resources be contracted for this engagement upon contract execution?

· For any identified resources, do they have experience working with legal professional recruiting, law school student placement, or public-sector clients?

· How will your organization ensure retention of key resources during the engagement?

· How will your organization oversee engagement and interact with government staff?

· Identify communication methods and points of contact for communication between project team and government staff.

· Project and Account Management

· Provide high-level information regarding how the following needs would be addressed:

· General management communication - methods and points of contact

· Account management

· Schedule management

· Change management

· Risk management

· Financial management

· Project Schedule and Production Implementation Deadline

· Does the contractor have confidence that the objectives of the statement of work (SOW) can be delivered to full production within 9 months from the award date?

· How will schedule risks be managed?

· System Implementation Methodology

· Briefly describe the proposed implementation methodology.

· Is Agile methodology proposed for this engagement?

· Does the contractor recommend a delivery approach different from what is proposed in the SOW? If so, what are the benefits of the alternative approach?

· Does the contractor have experience with a project like NextGen OSCAR?

· Describe the similarities and differences.

· What were some of the lessons learned from this engagement?

· Briefly describe testing processes that will be executed during the NexGen OSCAR engagement?

Software

· Software Components and Naming

· Provide a brief overview of product components, names, and high-level functionality as needed to facilitate discussion.

· Software Licensing Model

· Describe the typical pricing model for the proposed software. Was the typical pricing model utilized for the NextGen OSCAR proposal? What factors (e.g. company staff size, number of users, types of users, etc.) were utilized to determine software pricing? What assumptions and metrics were applied in preparing estimates of software pricing. Are licenses for development, testing, demonstration, failover, or other environments included in the cost of production environment licensing? If not, please provide full information on when charges would be incurred for licensing of non-production environments. (NOTE: The presentation should NOT include details of the contractor’s specific price quote for the engagement. This section is included to clarify the general approach only.)

Hosting Services

· Hosting Pricing Model

· Are hosting services typically included in software license subscription fees, assessed on a usage basis associated with resource (bandwidth, storage space, number of environments, number of users, etc.) usage, or another basis? (NOTE: The presentation should NOT include details of the contractor’s specific price quote for the engagement. This section is included to clarify the general approach only.)

· Will the typical model be applied to this engagement?

· Will the typical model apply to both initial development and operations and maintenance (O&M) phases?

· Will initial development be completed in the same hosting environment/facility as production implementation?

· What assumptions were included in providing prices for hosting services?

· When would changes in these assumptions require additional funding?

· How many instances are included in pricing model?

· What instances are sized at full production capacity vs. reduced capacity for training, unit testing, demonstration or other purposes?

· Are hosting charges for development, testing, demonstration, failover, or other environments charged at the same rates as the rates applied to production environment hosting?

· Hosting Overview

· Relationship

· Is the hosting facility directly owned and operated by the contractor or is the hosting facility run by another party?

· If the hosting is provided by another party, how long has the contractor used services of the hosting provider?

· Capacity

· What is the capacity (bandwidth, storage space, number of environments, number of users, etc.) currently utilized by the contractor in support of ATS users at the hosting facility?

· What capacity is currently available for expansion?

· Would the NextGen OSCAR engagement require the contractor to procure additional capacity?

· Security

· What is the status of FedRAMP certification for the proposed hosting provider?

· What third party audits of the hosting provider have been conducted?

· What is the frequency of these audits?

· What were the findings of the last third-party audit?

· What routine security scans and vulnerability detection processes are executed?

· When will vulnerabilities be patched?

· When will scan and remediation reports be provided to the government?

· Tenancy

· What is the tenancy model proposed for the NextGen OSCAR system?

· Will OSCAR program management control the content and schedule of ATS feature updates for NextGen OSCAR, or will this be based upon the contractor’s overall schedule for updates?

· Elasticity

· Will the contractor deploy capacity on a dynamic or static basis in support of the NextGen OSCAR system?

· How will the contractor ensure that system performance will not degrade during peak system usage associated with the law clerk hiring plan?

· Does the pricing model reflect differences between system usage during peak and off-peak periods?

· Data availability - Backups, redundancy, replication, availability, and ownership

· How will hardware, software, and processes be configured to ensure data availability and integrity?

· What options will be provided for government resources to receive full access to all system data on an as needed basis?

· Will data and file system backup files be provided to government resources with full ownership rights to use on an as needed basis?

General Questions and Answers

· This is a placeholder for any outstanding questions related to the previous topics.

Demonstration Script General ATS Usage

Contractors must address the following sections in their demonstration of general ATS usage.

Solution Overview

· Software Components and High-level Capabilities Demonstration

· Basic ATS Functionality – Overview level description of functionality of ATS with brief demonstrations. A more detailed demonstration of specific configuration steps will be covered during later script steps.

· Landing page – Briefly demonstrate the basic steps taken to configure the system’s landing page.

· What branding options are available?

· Demonstrate options for managing information content.

· How much content can be configured and hosted?

· Please compare content supported by oscar.uscourts.gov to content that can be supported by proposed solution.

· Notifications, calendars, training materials, videos, tip sheets, etc.

· Who can manage and update content?

· Contractor support team, customer (i.e. government), etc.

· Demonstrate self-service password reset functionality.

· What verification steps are implemented?

· End users – hiring official

· Briefly demonstrate how this user would complete the following:

· Create a job posting

· Review rate and group applications

· Send messages to applicants or other involved parties

· Schedule interviews

· End users – applicants

· Briefly demonstrate how this user would complete the following:

· Create an ID

· Indicate school affiliation – is this type of grouping supported out of box?

· Search jobs

· Create application

· Attach files

· Track status

· End users – law school administrators (LSA)

· LSAs assist students and recommenders. NOTE: They work in career placement offices in roles that are somewhat like the role of recruiters outside educational institutions.

· Does the proposed ATS support this role?

· Can it be configured to provide the following functionality to this type of user:

· View all open job postings

· Review activity of all applicants from their law school, but cannot see applicants from other schools

· Can the ATS be configured to give LSAs the ability to view and edit content of applicants?

· Send messages to students, alumni, and recommenders from their school

· End users – recommenders

· Does the ATS support the role of recommender as described in the SOW and Supplemental Questions?

· If it does, please briefly demonstrate how a recommender would submit a letter of recommendation. NOTE: Additional coverage of the recommendation process will be covered by later steps of this script.

· Support and administrator roles – Currently, OSCAR program office staff provide full user support to judges and LSAs. LSAs typically provide support to students, alumni, and faculty recommenders associated with their schools; however, OSCAR program office staff can also provide support to all users when needed. As described in the solicitation, OSCAR program office support does not extend to the level of database administration or operating system level, and that is not requested or desired in the replacement system.

· Can the proposed solution be configured to support the delegated support model described above?

· What business, functional, or technical boundaries would need to be observed in determining support roles and responsibilities?

· Contractors should demonstrate administrative interfaces and options that would be accessible to government staff to oversee system usage and provide direct support to users?

· What administrative options would only be accessible to contractor staff maintaining the ATS?

· Reporting, Data Visualization, and Data Export Functionality

· Initial setup and configuration

· Initial production configuration – demonstrate any configuration steps related to data reporting and export functionality that are typically completed prior to initial solution deployment. For example, does the solution have parameters set to specify items such as:

· Output files: where files will be saved, how large output files can be, expiration dates for output files

· Resource management: maximum execution time for user queries, maximum number of rows returned, maximum number of columns

· Can custom style themes, color pallets, and fonts be created, saved, and shared for application to reports?

· Pick list options: how pick lists for canned reports will be populated (e.g. static list of values, full retrieval of all current values at time of report creation, can pick lists be configured as cascading pick lists to reflect hierarchical data relationships like country/state/city, are pick lists cached, etc.)

· Creation of calculated/derived data elements for use with the reporting functionality.

· Can freeform/custom SQL be used with derived data elements?

· Data access assignment

· How does reporting functionality enforce user access rights? (NOTE: Contractors may optionally choose to demonstrate this functionality later in the presentation along with the other questions related to assignment and enforcement of user access rights. The topics are listed in this section, because it might also be appropriate to demonstrate this along with other reporting topics.)

· Data elements that are available or restricted for different users. For example, OSCAR program staff might be able to include contact information fields (e.g. name, email, direct office phone) for a judge’s assistant in a report, but may or, may not want related data fields to be available to any other users.

· Data values that are available or restricted for different users. For example, when creating reports, OSCAR program staff should be able to see all data entered into the system. LSAs should be able to see all jobs available, but they should only see the applicants (student and alumni) and recommenders (faculty or external) associated with their law schools. Judges and their chambers staff should only be able to see the applications to the jobs they have posted and not be able to see the applications to jobs posted by other judges.

· Briefly demonstrate reporting functionality listed below if it is available in proposed software

· Does reporting functionality support both canned and ad-hoc reporting functionality?

· Can this functionality be granted or hidden from different groups of users and/or individual users?

· Can authorized users view and edit the SQL generated by the software prior to query execution?

· Can reports be configured as follows:

· Maintain result data as static information for later viewing?

· Allow existing reports to be optionally refreshed without repeating creation steps?

· Allow optional changes to the contents (columns) or parameters (filter fields and/or values) of existing reports prior to re-execution?

· Prompt users for filter values prior to execution of canned reports prior to execution with configuration for optional, mandatory, and default responses?

· Contractors should demonstrate any available reporting functionality to support line level calculations such as:

· Running totals

· Percentage of group

· Percentage of total

· Variation from previous period

· Variation from previous report execution

· Alerts

· Can reporting be used to set up user alerts that are triggered when new data is added to the system that meets the report criteria? For example, if a user has created a report that shows jobs posted in a set of geographic locations or by a specific set of judges, can the report be used to send an automated message to the report creator when new jobs are added that meet the criteria? If so, can the report be configured to show only the new records that match the criteria?

· If so, demonstrate the steps needed to set up this type of report and notification.

· Graphics and data visualization

· Demonstrate options available for data visualization and the steps involved in creating and editing graphic elements.

· What types of visualization are available?

· Can data visualizations combine data from multiple queries?

· Can custom style themes and color pallets be created, saved, and shared for application to the graphic elements of reports?

· Can graphic components be exported to other software products such as Microsoft Excel, Word, PowerPoint, etc.?

· Briefly demonstrate functionality related to printing of reports.

· Does ATS allow users to create PDF output without using separately purchased 3rd party software from Adobe or other vendors?

· Briefly demonstrate any available data export functionality.

· What formats are supported?

· What file sizes are supported?

· Are data headers included?

· Are headers based upon database field names, reporting names, or something else?

· Can data exports be scheduled or otherwise automated?

· Can data exports be saved to a server location, a local location, or both?

· What options exist to control access to this functionality and manage capacity?

· Can data be imported for inclusion in custom or ad-hoc reports?

· What file formats are support?

· What file sizes are supported?

· Mobile Device Support

· Describe functionality available to the following user groups from iPads, iPhones, Android Tablets, or Android cell phones:

· Hiring officials (judges and chambers staff)

· Applicants

· Law school administrators

· Recommenders

· OSCAR Program Office staff

· Describe functionality available via PC web browsers that is NOT available on mobile devices.

· Does the ATS support responsive design techniques?

Focused Demonstrations

Contractors are reminded that the government does not expect to find a perfect match between a configurable ATS product and every judiciary requirement. The goal of these demonstrations is to clarify where matches exist, and where alternative approaches, work arounds, or modification of business practices may be required.

· Federal Law Clerk Hiring Plan

· Letters of Recommendation

· Security Model and Delegated Support

· Transcripts/Grade Sheets

· Information Content and Management

Contractors must address the following sections in their focused demonstration.

Focused Demonstrations - Judiciary Specific Functions

· Federal Law Clerk Hiring Plan –

· Preparation: Contractors should review section 4.14 (Federal Law Clerk Hiring Plan) of Appendix E - Supplemental Information and Questions, prepare appropriate demonstration data, and configure their ATS in advance of the presentation.

· Contractors should review information at: https://oscar.uscourts.gov/federal_law_clerk_hiring_pilot for additional background information.

· The ability to change the “current system date” of the ATS during the demonstration may be helpful to demonstrating these scenarios and how the associated dates would impact viewable data.

Key Concepts: Contractors should be aware of the following key concepts and business rules.

Scope of Hiring Plan – The Federal Law Clerk Hiring Plan only applies to law clerk positions. The Hiring Plan and related date restrictions do not apply to staff attorney positions.

Eligibility to Apply – Students enrolled in law school are eligible to apply for law clerk positions provided they have completed a minimum of 2 years of law school

Access Date - Judges can create job postings to fill future positions at any time, however current law school students won’t be able to see them until they are eligible for access to OSCAR.

All eligible (2+years completed) law school students can create an OSCAR account at the same date/time to ensure equal access to positions. This is referred to as the Access Date. Currently students are assigned an access date based upon their anticipated graduation year. For example, students in the class of 2020 will gain access on February 6, 2019 (at 9am Eastern time.) Students in the class of 2021 will gain access on February 5, 2020 (at 9am Eastern time.)

Release Date - After eligible law school students gain access to the job postings they can begin searching for positions, compiling materials, and submitting application packages. Submitted application packages are NOT immediately viewable to hiring judges. They only become viewable to judges after the Release Date for the yearly hiring cycle. All judges gain access to incoming applications at the same date and time to ensure equal access to these candidates.

· Primary Objectives:

· See how the ATS would differentiate between law clerk jobs that ARE subject to the rules of the Federal Law Clerk Hiring Plan, and staff attorney jobs that are NOT subject to those rules.

· See how the ATS could apply the business rules related to the access date and release date that are part of the Federal Law Clerk Hiring Plan.

· Demonstrate and Describe the following:

· What steps were taken to prepare the ATS software for this part of the demonstration?

· Demonstrate how access and release dates are entered and updated?

· Who has access to update these dates?

· How does the system apply those dates to the ATS searches, application workflows, and reporting functionality?

· Demonstrate related configuration steps needed to implement this functionality.

· Are these dates/times applied uniformly to users regardless of their local time zone?

· How does the system determine the current date and time?

· How does the ATS distinguish between Law Clerk job postings and Staff Attorney job postings to determine applicability of the Federal Law Clerk Hiring Plan business rules?

· Demonstrate the following scenarios:

· A student tries to create an applicant account before they are eligible to access OSCAR.

· Demonstrate how eligibility screening would be configured in ATS setup.

· Demonstrate the user experience during account creation.

· A judge creates a law clerk job posting for the upcoming hiring cycle.

· A student submits an application for the position.

· A graduate with work experience submits an application for the position.

· Show a judge view of submitted applications prior to the Release Date.

· Show a judge view of submitted applications after the Release Date.

· A hiring official creates a staff attorney job posting.

· A student submits an application for the position.

· A graduate with work experience submits an application for the position.

· Show a judge view of submitted applications prior to the Release Date.

· Show a judge view of submitted applications after the Release Date.

· Letters of Recommendation -

· Preparation: Contractors should review section 4.17 (Recommendation Letter Processing) of Appendix E - Supplemental Information and Questions, prepare appropriate demonstration data, and configure their ATS in advance of the presentation.

· Primary Objectives:

· Demonstrate any functionality that is available in your proposed solution that could support the submission and tracking of confidential letters of recommendation from faculty and external recommenders.

· Demonstrate functionality to find/select a recommender from a picklist, and request a new recommender if the person is not on list already.

· Demonstrate how various users can track the status of recommendation requests

· Demonstrate and Describe the Following:

· What steps were taken to prepare the ATS software for this part of the demonstration?

· Applicant requests letters of recommendation for a specific law clerk job posting.

· Applicant uses system to search for recommender from a prepopulated list of faculty and external recommenders.

· Recommender is found.

· Applicant requests a confidential letter of recommendation.

· Recommender is notified that a new request for a letter of recommendation has been received.

· Applicant uses system to search for recommender from a prepopulated list of faculty and external recommenders.

· Recommender is not found.

· Applicant supplies information needed to add a new recommender to the system.

· Applicant requests a confidential letter of recommendation.

· System sends information to new recommender with basic info about recommendation request, and process for confirming recommender account.

· Recommender process

· Recommender responds to request(s) for letters of recommendation. (NOTE: Contractors should demonstrate the steps that would be taken with their ATS to complete this process. This might be via the ATS interface, via a customized submission address, or another method.)

· How is the confidentiality of these letters maintained?

· Applicant reviews the status of letters of recommendation.

· Demonstrate how applicant would monitor status of requests.

· Demonstrate how applicant could send follow up requests if needed.

· Can automated messages be sent to applicants when recommendation letters have been submitted? Can automated messages be sent to applicants when recommendation letters have not been received within 10 days of an associated application’s closing date?

· Security Model and Delegated Support

· Preparation: Contractors should review section 3.8 (User Groups and Access Rights) of Appendix E - Supplemental Information and Questions, prepare appropriate demonstration data, and configure their ATS in advance of the presentation.

· Primary Objectives:

· Understand the security configuration options of the proposed ATS.

· Demonstrate interfaces used to complete security configuration.

· Demonstrate how LSAs would use the ATS to provide support to applicants.

· Demonstrate how LSAs would use the ATS to provide support to faculty recommenders.

· Demonstrate and Describe the Following:

· Demonstrate functionality to configure groups of affiliated users (e.g. students, alumni, faculty recommenders, and LSAs from the same school) within the contractor’s ATS.

· Demonstrate functionality to assign elevated rights to LSAs to empower them to deliver direct support and oversight to members of their school. LSAs should have full access to the applicant accounts associated with their law school to provide oversight and assistance.

· Demonstrate functionality to LSAs to review the status of applicants, applications, and recommendations associated with their school. Demonstrate functionality available via system interfaces, reporting functionality. Demonstrate this for at least two different LSA accounts from different law schools to show that each LSA only can view/edit data associated with their school’s members.

· Demonstrate the process for LSA to upload a confidential letter of recommendation from a faculty member so that it can be viewed/retrieved by the hiring judge, but it cannot be viewed by the student applicant. (If this functionality is supported.)

· Demonstrate functionality for LSAs to be able to view all available job postings.

· Demonstrate functionality for LSAs to send messages, reminders, etc. to individual users or groups of users associated with their school only. LSAs should not be able to see contact information for users from other schools. LSAs should not be able to send messages to users from other schools.

· Transcripts/Grade Sheets

· Preparation: Contractors should review section 5.1 (Transcripts) of Appendix E - Supplemental Information and Questions, prepare appropriate demonstration data, and configure their ATS in advance of the presentation.

· Primary Objectives:

· Demonstrate any functionality that is available in your proposed solution that could provide a viewable and printable image of transcripts while maintaining manageable file sizes.

· Demonstrate any functionality that is available in your proposed solution that could extract key data from transcripts as detailed in section 5.1 (Transcripts) of Appendix E - Supplemental Information and Questions. Currently, applicants need to manually type this information into our system, and it is frequently cited as a burdensome process by our users.

· Demonstrate and Describe the Following:

· Describe alternative approaches and recommendations for processing of Transcripts and related data.

· Import the supplied file containing a PDF scan of a sample transcript that contains data, watermarks, etc.

· What file format(s) and file sizes are supported as inputs?

· What format(s) and file sizes are supported for saving?

· Process the file for optical character recognition (if this functionality is available with ATS)

· Review the data as recognized.

· Edit data to correct as needed.

· Import the corrected data to ATS for inclusion with application package in searchable format.

· Information Content Hosting and Management

· Preparation: Contractors should review section 4.3 (Content Management) of Appendix E – Recommendation Letter Processing, prepare appropriate demonstration data, and configure their ATS in advance of the presentation.

· Primary Objectives:

· Understand what functionality is available in proposed solution to provide visually appealing informational content users and potential users of NextGen OSCAR.

· Understand what level of access the OSCAR Program Office staff would have to directly modify this informational content and branding elements.

· Demonstrate and Describe the following:

· Describe and demonstrate the process for customizing the informational content of a client’s system.

· Describe any limitations on the overall size of supported informational content pages.

· Describe any limitations on types of content supported (e.g. Video tutorials) and length, bandwidth, or file size limits.

· Demonstrate functionality to modify and update the content and identify if related interfaces or configuration files would be accessible to OSCAR Program Office staff.

· Change the text content of the NexGen OSCAR landing page.

· Post a notification to system users advising of a change in support hours during an upcoming holiday.

· Add a link to internal content. Add a link to a page on the US Courts Website.

· Add a PDF document to the site and include a link on one of the informational pages.

· Add an embedded video to the informational content pages.

· Play the video.

· Demonstrate functionality to apply custom standardized branding, and style themes including color pallets, fonts, etc.

· Demonstrate search functionality available to users and content managers.

· Describe if/how content is indexed to support search processing.

· Is indexing done in real time with content updates, or is a batch process executed?

· Are search results sortable by relevance? If so, please describe how relevance is determined.

Break – 15 Minute Solution Summary Final Q&A Contractor summary of solution alignment with NextGen OSCAR requirements Session Wrap-up Review of Action Items Thank You!!!

U.S. COURTS PROCUREMENT SENSITIVE INFORMATION

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