Can user security be managed using groups? The vendor indicates whether security groups can be created; for example, the home visitor staff is one group, supervisors a second group, and agency executives a third group. Each group should have different security settings (e.g., example, the executive group should only have access to general demographic information on a client, not full access to a case or the ability to add contacts or information). Does the system provide the ability to define access into discrete functions? The vendor indicates whether specific security settings can be applied to different programs. For example, the data system will be shared with a counseling center. Can the workers in the counseling center have access to only their notes on a specific case and be restricted from access to the home visitor’s notes? Reporting Interface Does the system provide standard reports? Please provide a list of standard reports available with the system. The vendor indicates whether the data system comes standard with a specific report set; for example, a case count with a breakdown of services being provided to each family. Report Administration Can authorized users modify and customize report outputs in this system? The vendor indicates whether is a way for agency staff to make updates and changes to existing reports. For example, the vendor provides a standard report of a simple case count. The agency technical staff would like to add more specific information, like a list of services to which each case has been referred. Is this possible? Can the reporting tool access all tables and data relationships in the database? The vendor indicates if are any limitations to the reporting tool and describes, in specifics, any data that could not be reported and why. Is the reporting tool a proprietary product? The vendor indicates whether the reporting tool is proprietary to his/her company. This may affect how easy it is for the agency to change reports internally.
Is the system bundled with any third-party report writers or query tools? If so, which ones? The vendor indicates whether he/she designs reports using a third-party tool like Crystal Reports. This may allow the agency to train staff internally to create or update reports after implementation. Functional Areas Does the system support fields? The vendor should indicate whether the data system can be configured for agency specific data elements. Does the system track the following data elements? The vendor should indicate whether the data elements listed below are currently captured. Data Element One (Required) The following should be decided and completed by the agency. The data elements should be general data elements captured for every case; for example, Mother’s Date of Birth and Full Name. Data Element Two (Valid Value List preferred) The agency can also select data elements that consist of valid values; for example, telephone type would be home, cell, or work. Data Element Three (linked to…) Data Element Four (Valid Value List preferred) Reference Response Implementation and Customization Based on the requirements outlined in this RFP, if modifications are required, who will perform them? The agency indicates whether its requests put forth in the RFP document will require any modifications to the vendor’s current product. When a new version of the packaged software is released, what is required to support these modifications? Whom do you propose will support the reintegration of modifications? The vendor should indicate how and what the plan is for making any required modification(s) and how it will be done. He/she should also state who will make those changes and how they will be implemented. How should the system users be trained? For example, do you have scheduled training classes? If so, where are they held? Do you offer training? Web-based training? The vendor should indicate whether he/she uses a standard training plan.