Integrated Institutional Planning, Budgeting, Assessment, and Accreditation Platform

1. Purpose and Objectives SUNY Old Westbury seeks proposals for a secure, cloud-based, integrated institutional effectiveness software platform that supports: · Strategic and operational planning · Budget development and resource allocation workflows · Outcome's assessment and program review · Accreditation and compliance evidence management · KPI tracking and performance dashboards · Cross-unit reporting and analytics · Institutional data alignment and continuous improvement The platform must support institution-wide use across academic and administrative units and enable coordinated planning, assessment, budgeting, and accreditation activities within a unified environment. The University requires a configurable/customizable platform - not a fixed' template system - capable of adapting to Old Westbury governance structures, planning frameworks, MSCHE accreditation standards, and regulatory reporting needs. 2. Functional Scope - Required Capability Domains Vendors must propose a platform that includes integrated or tightly unified modules supporting the following functional domains that reflect the multi-module capability pattern for planning, budgeting, assessment, accreditation, and data import services. 2.1 Strategic & Operational Planning The platform must support institution-wide and unit-level planning processes. Required capabilities: · Strategic plan configuration (goals, objectives, strategies, actions) · Multi-level planning hierarchy (University → Academic Division or Administrative Office → Academic Programs or Administrative Units → programs/initiatives) · Goal and objective mapping across units · Action steps and task tracking · Timeline and milestone assignment · KPI and metric attachment to goals and objectives · Initiative/project tracking · Progress status reporting · Document and artifact attachment at plan element level · Configurable planning templates · Crosswalk mapping (e.g., goals ↔ outcomes ↔ standards ↔ KPIs) · Versioning and annual cycle rollover 2.2 Budget Planning & Resource Allocation The platform must support structured budget request and review workflows integrated with planning. Required capabilities: · Unit-level budget request submission · Budget request templates and drivers · Multi-level review and approval workflows · Budget-to-goal alignment tagging · Capital and operational budget categories · Scenario planning support (e.g., low/expected/high projections) · Budget narrative and justification capture · Budget request status tracking · Exportable budget reports · Finance office review dashboards · Ability to attach supporting documentation This requirement reflects the integrated planning + budgeting functionality 2.3 Outcomes Assessment & Program Review The platform must support academic and administrative assessment processes. Required capabilities: · Outcome definition (program, unit, institutional) · Measure and indicator configuration · Assessment cycle management · Data collection forms and surveys · Rubric-based scoring support · Findings and analysis entry · Improvement action tracking · Program review workflows · Multi-year assessment history · Evidence attachment · Outcome-to-goal mapping · Outcome-to-accreditation-standard mapping · Hierarchical assessment structures 2.4 Accreditation & Compliance Management The platform must support accreditation and compliance documentation workflows. Required capabilities: · Accreditation standards framework configuration · Standards → criteria → evidence mapping · Evidence repository with tagging · Evidence crosswalk mapping to: · standards · institutional goals · outcomes · KPIs · Working group collaboration spaces · Narrative draft tracking · Evidence linking to reports · Compliance checklist tracking · Self-study or review workflow management · Exportable accreditation evidence packages 2.5 Dashboards, Reporting & Analytics The platform must provide robust reporting and visualization tools. Required capabilities: · Role-based dashboards · Goal progress dashboards · KPI dashboards · Budget dashboards · Assessment dashboards · Accreditation status dashboards · Configurable filters · Cross-unit roll-up views · Drill-down capability · Export to Excel / CSV / PDF · Scheduled report delivery · Custom report builder tools 3. Platform Architecture & Technical Requirements 3.1 Deployment Model · Cloud-based SaaS platform · No local server requirement · Browser-based access · High availability architecture · Documented uptime SLA 3.2 User & Access Model · Institution-wide licensing model preferred · Unlimited or high-cap user model preferred · Role-based access control · Fine-grained permissions · Delegated administration · Multi-role user support 3.3 Authentication & Security · Single Sign-On (SSO) support required · SAML / OAuth compatibility · MFA support · FERPA-aligned controls · Role-based data visibility · Full audit logging · Data encryption at rest and in transit · SOC 2 or equivalent certification preferred 3.4 Integration Requirements Platform must support integration or data exchange with: Banner SIS Brightspace (D2L) LMS Jaeger (Procurement system) Interview Exchange (HR) Identity management systems MS PowerBI Integration methods must include: · APIs · Secure data feeds · CSV import/export · Scheduled data sync · Webhooks or event triggers (preferred) 4. Data Migration & Import Services Vendor must provide structured data migration support as part of the contract terms. Required capabilities: · Historical data import services · Data mapping support · Data transformation · Validation and reconciliation · Import testing cycles · Up to multiple years of historical records · Migration documentation · Secure transfer protocols 5. Configuration & Customization Platform must support configuration without vendor code changes: · Custom fields · Custom workflows · Custom templates · Custom terminology · Custom reporting dimensions · Configurable taxonomies · Standards framework configuration · Planning model configuration 6. Implementation & Training Requirements Vendor must provide: · Structured implementation plan · Dedicated implementation manager · Configuration workshops with Old Westbury leadership · Administrator training for all Designated Leaders · End-user training for users at different levels · Recorded training resources · Documentation library · Ongoing training availability · Virtual training options 7. Support & Service Requirements Vendor must provide: Ongoing technical support · Helpdesk ticketing system · Defined response SLAs · Knowledge base · User guides · Release notes · Regular platform updates · Customer success check-ins 8. Notifications & Workflow Communications Platform must support: · Automated reminders · Deadline alerts · Task notifications · Workflow status alerts · Email and calendar integration · Escalation notifications 9. Vendor Response Requirements Vendors must include: · Functional capability matrix · Implementation timeline · Data migration methodology · Security documentation · Integration architecture · Training plan · Support model · Licensing model · Pricing structure by module or capability area · Client references (higher education preferred) 10. Evaluation Criteria (for RFP Scoring) Please see attached Excel Spreadsheet for Scoring Rubrics · Functional fit - planning/budget/assessment/accreditation · Configurability · Integration capability · Reporting & dashboards · Data migration support · Security & compliance · Implementation approach · Training & support model · Total cost of ownership · Higher education experience Category Weight Functional Fit 25% Configurability 15% Integration Capability 10% Security & Compliance 10% Implementation Approach 10% Training & Support 10% Reporting & Dashboards 10% Data Migration 5% Vendor Experience 3% Total Cost of Ownership 2% ** Bidders' Questions Due By: Tuesday 08/11/2026, 3pm** College Responses Due By: Tuesday 08/18/2026, 5pm** Bids Due By: Wednesday 08/26/2026 2PM EST ***All bids are to be emailed to procurement@oldwestbury.edu*** ***Please attest to acceptance of Exhibit A, Exhibit A-1 and Exhibit-B in bid submission*** Business enterprises awarded an identical or substantially similar procurement contract within the past five years: NONE Service-Disabled Veteran-Owned Business (SDVOB) SDVOB Goal: 0.00% Minority / Women Business Enterprise contracting goals (MWBE) MBE Goal: 0.00% WBE Goal: 0.00% Disadvantaged Business Enterprise contracting goals (DBE) DBE Goal: 0.00%