SW-28278 - USA (Tennessee) - Digital Form Automation System - Deadline October 17,2019

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: SW-28278

Government authority located in Tennessee; USA based organization looking for expert vendor for digital form automation system.

[A] Budget: Looking for Proposal

[B] Scope of Service:

(1) Vendor needs to provide platform for automating all district and school forms through a digital process to support the district going paperless, a digital repository on all forms and contain an organizational structure to easily track and make accessible student and staff completed forms.
- The core system must have a fully integrated platform with our current SIS, an integrated payment solution, ability for online signatures, staff approval processes, field trip and medical workflow processes and form tracking distribution and receipt with automated reminders.
- The system must include a customizable form creation tool with reporting, in addition to staff, student and parent functions on a mobile device for accessibility and equity.
- Allow for access to frequently used forms to accelerate digital form process and adoption, allow staff to be added to groups to ensure all stakeholders have access to the information they need, to collect online payments within the digital form, Ability to add parent/guardian responses to a student profile page to be accessed online via PC, tablet, or mobile device, or offline through mobile app.
- Student Forms: - Must flag staff for parents/guardians that do not have mobile or email access, Ability to create forms that typically go home to students in their back pack or mail.
- Staff Forms: - Automate onboarding documentation for new hires, Record acceptance and signatures of staff for district policies, Ability to digitize and automate forms and communication that have been manual.
- Online Payment System: - The system must allow for all major credit card payments, Users to pay by credit card within solutions mobile app, Track manual payments such as cash, checks, waivers, wire payments and customizable district Payment methods.
-   Field Trip Management System: - The system must allow for online payments to be made electronically on all digital forms, the system must allow for parents to physically sign the consent form on their PC, tablet or smartphone, Ability to send SMS messages and emails to trip participant’s guardians.
- Incident Management System: - The system must allow for staff to have access to student profiles and medical information for emergency situations on PC, Tablet or smartphone, The system must allow for staff to log an injury, incident or accident to students or staff and notify appropriate stakeholders in real time on any PC, tablet or smartphone, Detailed data required such as injury type, cause, treatment/medication provided, contributing factors, etc, Ability to take a photograph of incident and attach in the report from any smartphone.
- Approval Management System: - Must allow for approval setting and process to meet the needs of existing workflow, Ability to setup up staff approval groupings.
- Group Management System: - Allows district, school or staff member to create groups that are in line with activities, events or extracurricular activities, can email or SMS groups, classes, grades, clubs and district level staff, parents, guardians or students.
- Student Medical Database: - Parent managed emergency and medical contacts, ability to search medical conditions across a grade, school or entire school district, Parents can update all medical information of child within mobile app, PC or Tablet, Audit trail of staff who access those records.
- Data Integration and System Administration: - District and schools able to create forms and approval processes independently, Pulls staff, guardian and student data from Student Information System.
- Technology - general system features:  - Mobile app for iOS and android smartphones and tablets, App supports offline mode for emergency access to medical records, Web based (software as a service) accessible by commonly used browsers.
- Support: - 24/7 chat support, Phone and email support provided by district assigned implementation manager.
(2) All question must be submitted no later than October 14, 2019.

[C] Eligibility:

- Onshore (USA Only);

[D] Work Performance:

Performance of the work will be Offsite. Vendor needs to carry work in their office location.

Expiry Date : Thursday, 17 October, 2019

Question Answer Deadline : Monday, 14 October, 2019

Category : Software, System and Application, Billing Services, IT Services (Computer Maintenance and Technical Services), Medical Services, Mobile Application Development

Country : USA

State : Tennessee

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