Maxient 5 Year Request for Proposal (RFP)

Status

Discovery [Researching Project Request]

5% complete, updated on Wed 3/27/24 10:55 AM by Janine Reneau

Changed Status from New to Discovery.
Changed Percent Complete from 0% to 5%.
Changed Health from None - No health has been set to Green - On track.
Maxient Application due for 5 year Application RFP Review.

Entered Solicitation Request, Form Number 11917536 on 3/27/2024
Anticipate posting RFP next week for 21 days.
If new application is selected, must be implemented and working prior to 9/1/2024.

Details

Dates
Mon 2/12/24 - Fri 8/30/24

Acct/Dept

Office of Information Technology

Type

Solutions Project Management / Default

Health

Green - On track

Created

Mon 2/12/24 10:41 AM

Modified

Wed 3/27/24 10:55 AM

Project Request Form

Requestor

This is an individual that is listed as the person asking for a project evaluation, may not necessarily be the Project Champion.

Forrest McMillan, Justice Sibole

Project Champion Supervisor

Project Champion's direct Supervisor

Adele Clinton-Solis

Vice Chancellor

Project Champion's Vice Chancellor for the division

Jonathan Hoekstra

Requested Delivery Date

Enter an estimated date you would like this project completed/delivered

08/30/2024

Do you have an existing solution you are wanting to replace or enhance?

If so, provide some background information on the solution / process you are currently using.

No. They intend on keeping Maxient due to the high- performing capabilities. This is a mandatory process.

What are your goals and objectives this solution will accomplish for your department?

Please provide your goals and objectives this solution will accomplish for your department.

To maintain Student and Employee Discipline, Behavior Intervention, and Title IX records in one software program that will allow accessibility on a need-to-know basis. Establish and maintain a software application for student conduct records. TSTC retains sole ownership and remains the custodian of all institutional records stored in the proposer system. The proposer will not access these records without TSTC’s written consent. The need for accessing records must be identified in the response. Allow TSTC users to access the system using TSTC’s Directory Services. All transmission of data must be encrypted in transit. Any Sensitive Personal Information (SSNs, FERPA, HIPAA, etc.) data stored outside of TSTC’s local repository will be encrypted at rest. Should TSTC's Sensitive Personal Information be stored outside of TSTC’s local repository the Proposer must provide independent assurance of controls. Proposer agrees to perform applicable troubleshooting of errors for no additional charge. Proposer will provide direct electronic mail, telephone, and online technical support for individuals specified by TSTC. Additionally, a 24-hour, 7-day-a-week telephone number will be available for problem reporting. Proposer will provide a calendar of any scheduled maintenance or updates with an estimate of time to completion. Proposer agrees to notify TSTC of any unscheduled maintenance within “48” hours of the emergency maintenance being applied. Proposer will provide encrypted data backup, restore, and disaster recovery capabilities. Please explain how this is achieved. Provide any applicable costs or fees for restoring or disaster recovery services. Provide the amount of required storage for an institution of our size. Proposer shall provide enough storage to accommodate TSTC’s growing data storage needs. Provide the necessary server configuration or configurations that may be used by your application. Include OS, RAM, CPUs, etc. and whether a virtual environment is acceptable or a physical environment is required. Allow TSTC to create and maintain case files regarding conduct incidents. Allow TSTC to generate necessary documentation and correspondence related to conduct cases. Allow TSTC to generate statistical summaries derived from the customer's information in the database. Allow TSTC to draw predefined demographic data from the customer's student information system into the proposer’s system where technically feasible when creating a new case. Allow TSTC staff to access the proposer's system electronically via a tried permissions system with local access controlled and granted by TSTC. Please provide the matrix used to identify any disk space limitations and pricing matrix should storage levels be exceeded. The URL used to access the Proposer's application should be customizable to a TSTC Internet domain and must use Hypertext Transfer Protocol Secure (HTTPS). Mobile user-friendly or provide a smartphone app. Please list compatible browsers and/or devices. The Proposer should provide the ability for TSTC to opt-in to securely exchange information electronically with other institutions and vendors who are part of the Proposer network. Proposer will provide comprehensive training in using the Proposer’s system for customers and staff that will utilize the Proposer’s system. Data Migration – Customer agrees to provide any required base data in a common file format for the use of importing data. Provide a list of acceptable data formats that the application uses to import data. Provide an overview of how the data migration process will work for implementation and day-to-day use of the application. Termination of Services - Should TSTC migrate away from the Proposer: Provide an overview of how TSTC will be able to recoup its data and the file formats available for this purpose. Provide an overview of how TSTC data will be destroyed in the event Proposer is providing a hosted solution.

List your primary requirements for this solution.

Please list your primary requirements for this solution.

Core Functionality:
Customizable Workflows, i.e., set tasks
Customizable Dashboards, i.e., Case Resolution (CR), Case Dashboard, Creating a Case
Provide Ping Notifications
Ability to add notes w/ student interactions
Collaboration tool (faculty, staff, and possibly students)
Inter-office communication capabilities
Scheduling of appointments - Scheduling Assistant
Ability to upload files
Ability to text
Electronic File Cabinet (EFC) Repository
Letter Repository
Ability to send batch letters
Supo signature capabilities
When letters are sent electronically: provide status & details
Ability to input Universal Notes
Ability to create forms, i.e., Case Resolution Forms (CRF)
Ample storage capacity for an institution of our size
Mobile User-Friendly or Smartphone App
24/7 Telephone Customer Service Support
Ability to encrypt sensitive data
Secure Emails (encryption)
Communication with Workday
Customized Branding
System Maintenance:
Provide encrypted data backup, restoration, and disaster recovery capabilities with explanation of how this is achieved
URLs must be customizable to the TSTC Internet domain and must use Hypertext Transfer Protocol Secure (HTTPS)
Provide a calendar of scheduled maintenance/updates with an estimate of completion
Notification of emergency maintenance must be given within "48 hours" prior to
Performs applicable troubleshooting of errors at no additional charge
Data Backup
Student Discipline, Academic Integrity, Care / Concerns, Title IX:
Centralized Platform
Incident Reporting
Investigation and Evidence Gathering Tools
Automated Case Routing and Notification Capabilities
Have an indication of a previous file (open case)
Academic red flags capabilities
Reporting & Analytics
Ability to generate analytics of Case Data
Ability to generate analytics of Report Data
Ability to generate Instant Reports (IR)
Ability to generate specific Reports, such as Veterans (VA)
Ability to send the reports in various formats
Training
On-Demand Training Available
Continued Training in Conferences and Workshops

Do you have funding for this project? If so, please provide the amount.

Please list Budgeted Amount?

Yes, 12K

Name(s) of the OIT personnel who assisted.

Enter the name of the OIT personnel who assisted?

Kathy Collins, Janine Reneau, Sharon Veselka

Please list any subject matter experts who can assist with this project.

Who has the knowledge in your area or other areas that can assist?

Justice Sibole, Forrest McMillan

Please list any other pertinent information that is relevant to this project request.

May not need to implement another application if Maxient is found to continue to be the best purchase for TSTC. Project timeline may end after the contract.

Description

Currently, the Case Management department (CARE and Student Rights) is utilizing Maxient. Maxient works with student discipline, academic integrity, care and concern, and Title IX matters. Maxient provides a secure place to easily manage records for our student body’s conduct and well-being. It is well suited for complex organizations with complex student needs. It improves communication and collaboration across the institution. Maxient also helps TSTC to identify students in need of assistance and coordinate multi-department follow-up and effective intervention.

Manager

Janine Reneau

Stakeholders (2)

Forrest McMillan

Responsible, Accountable

Director - Case Management

Wed 3/27/24 10:49 AM

Justice Sibole

Case Manager, CARE Team