Your Current System Yes/No Considerations Does your current data system allow you to export data? Yes No Most COTS systems can export to standard data types (e.g., comma delimited or Excel). Does your current data system back up your saved data? Yes No COTS systems typically have a backup feature to ensure data integrity. Does your current data system require an internet connection to use? Yes No Internet access is needed for full data access in most COTS systems. Are you able to run reports from your data system? Yes No COTS systems usually offer built-in reporting or connections to add reporting applications. Can you customize reports in your data system? Yes No COTS systems typically require additional resources to customize reports. Can you customize forms in your data system? Yes No Most COTS systems only minor changes to forms (e.g., field names). Is your database managed by you? Yes No COTS systems do not typically allow direct data management or design changes. Are your data managed or accessed by an external vendor? Yes No Some COTS systems will allow shared accounts for external data access. Do you have a single data system that captures all necessary grant reporting information? Yes No Specific data capture does not typically come into a COTS system, but it can be customized with extra resources. Does your current data system interoperate, “talk,” with any systems? Yes No Interoperating and data sharing with other systems is a feature in some COTS systems. Desired System Features Priority Considerations
Data/databases need to be managed by the tribal program directly. Low Medium High COTS systems do not typically direct data management. Data should be stored in the cloud. Low Medium High COTS systems commonly store data on their own servers accessed via the internet. Data should be stored on servers instead of the cloud. Low Medium High Some COTS systems offer servers for their databases. Data should be backed up to the program system. Low Medium High A COTS system can often be designed to back up the way the program requests. Data should be exportable in a common format (i.e., Excel, CSV, text). Low Medium High Most COTS systems offer export to standard data types (e.g., comma delimited, Excel). Data will be available offline (without internet access). Low Medium High Offline system access is available in some COTS systems. Data system should have the ability to import data from other data systems. Low Medium High Most COTS systems allow importing standard data types (e.g., comma delimited, Excel). Data stored should be encrypted. Low Medium High Data encryption, both for storage and transmission, is a standard feature in most COTS systems. Data system should meet other specific federal/state data collection requirements. Low Medium High COTS systems are usually not designed to meet specific federal or state requirements but can be customized. Desired System Usability Functions Priority Considerations
Data system should be accessible on mobile devices, such as a tablet. Low Medium High Some COTS systems offer a mobile enabled view or are accessible via mobile Web browsers. Data system should be accessible via a Web browser (the internet). Low Medium High Browser-based interfaces are a standard feature in most COTS systems. Data system should interact or share data with another system. Low Medium High Data sharing with other systems is an available feature in some COTS systems. The staff should have the ability to alter or customize the user interface. Low Medium High Some COTS systems allow administrative users to make changes to the user interface. Desired System Reporting Functions Priority Considerations The staff should have the ability to change reports and report parameters frequently. Low Medium High COTS systems generally allow the administrative users to change the frequency of reports and data reported as needed. The staff should be able to automatically send scheduled reports electronically. Low Medium High Some COTS systems offer scheduled report sharing functionality, usually via email or Web upload. The staff should be able to create visual representations in reports, such as charts, graphs, etc. Low Medium High Some COTS systems display charts and graphs within reports or dashboards. Desired System Licensing Requirements Priority Considerations Licenses for users in the data system should be per user. Low Medium High The fees for licensure will depend on the specific service agreement/ contract signed by the agency and its vendor. The staff should be able to make changes to the database. Low Medium COTS systems are typically managed by the vendors who build them.