HCARS RFP Business Requirements

Exhibit D

Healthy Communities Assessment and Reporting System (HCARS)
RFP Business Requirements-22935
Produced by Washington State Department of Health, Health Technology Solutions (HTS)
Bidder Name / Please provide your business name

Instructions for Bidder

Sections requiring your response are shaded green. Please respond to each requirement by first selecting your approach to meeting the requirement. If you have a hybrid approach, please select all options that apply:

Part of core solution: select this if your proposed solution provides this functionality as part of the core application (“out of the box”). Configuration may be required but no custom development is needed.
Custom development: select this if custom development will be needed.
3rd party solution: select this if you are suggesting a 3rd party solution for this requirement.
Not addressed: choose this option if your proposed solution does not address this requirement. Please note, if you do not address a critical requirement, your proposal may be rejected without scoring.

Please also explain how your solution meets the requirement:

Describe your solution without using references to marketing material or a product brochure.
If you indicated 3rd Party, identify the 3rd party application and the part of the requirement it addresses.
If you indicated “Custom” in response to any use case, please describe the development work needed. If it is a significant amount of development work and it is an optional requirement, please itemize the development cost in your cost proposal.
If your solution has any additional bells and whistles related to the section, please describe.

Table of Contents

Background/Purpose

Document Repository

Upload Documents

Annual Planning

Annual Work Plan (Regional & Priority Population)

Annual Budget (Regional & Priority Population Contractors)

Contract Performance Monitoring

Progress Reports

Statewide Reporting (Media and other contract reporting)

Invoice/Expenditure Tracking

Evaluation and Quality Improvement

Data Access

Reports

Report/Form Generation

Data Queries

Ongoing Support for Creation of New Reports

Data Export

Accessibility Requirements

Minimum Accessibility Requirement

Global Requirements

Separation of Programs

Separation of Programs-Additional Programs

Manage Functionality

Secure Communications

Send & Receive Documents

Send & Receive Secure Messages

Alerts and Notifications

Forms and Templates

Standard and Consistent User Interface

User Support - Tutorials

Data Migration

Role Based Access

Dashboards

Seamless User Interface

Data Transmission Criteria

Background/Purpose

The purpose of the following requirements are to outline the business needs for the Washington State Department of Health Marijuana Prevention and Education Programs (MPEP) and Tobacco and Vapor Product Prevention and Control Programs (TVPPCP).

The Marijuana Prevention and Education Program (MPEP) goal is to reduce initiation and use of marijuana by youth (ages 12-20) and among populations most adversely affected by marijuana throughout Washington State. In 2012, Washington State voters legalized recreational use of marijuana through initiative 502. The provisions approved by this initiative became Revised Code of Washington (RCW) 69.50; RCW 69.50.540 and describes the allocation of funds.

According to RCW 69.50.540, the Washington State Department of Health, (DOH) must develop and implement:

A grant program for local health departments or other local community agencies that support development and implementation of coordinated intervention strategies for the prevention and reduction of marijuana use by youth. MPEP grants are provided tolocal health departments, Educational Service Districts, and community-based organizations to lead 9regional networks and address youth marijuana use in five priority populations. Strategies conducted by these contractors are intended tochange policies, systems and environments to prevent and/or reduce youth marijuana use.

Media-based education campaigns across television, internet, radio, printand out-of-home advertising, separately targeting youth and adults, that provide medically and scientifically accurate information about the health and safety risks posed by marijuana use. MPEP contracts with private companies to plan and implement various media strategies to reach youth, young adults and adults who influence youth with information about health and safety risks of marijuana use.

A marijuana use public health hotline that provides referrals to substance abuse treatment providers, utilizes evidence-based or research-based public health approaches to minimizing the harms associated with marijuana use, and does not solely advocate an abstinence-only approach.MPEP funds have expanded the capacity of the existing state substance use disorder recovery help-line to respond to calls related to marijuana use.

The Tobacco and Vapor Product Prevention and Control Program (TVPPCP) receives federal and state funds to plan and implement tobacco and vapor product prevention and control policy, environmental and systems changes and to assess and evaluate the current burden of tobacco/nicotine use and related disparities in Washington State.

The TVPPCP supports 9 regional accountable communities of health to advance tobacco and vapor product prevention policies, and 5 community and tribal-related organizationsto reach populations experiencing tobacco-related disparities.

The TVPPCP works with the Liquor and Cannabis Board to enforce state laws regulating the sale, possession, and use of tobacco and vapor products.

Stakeholders are guided by the 2017-2021 State Strategic Plan that identifies strategies and tactics to reduce disparities; prevent tobacco and vapor product use among youth and young adults; support and promote cessation; and eliminate exposure to secondhand smoke and vape emissions.

The TVPPCP provides tobacco users with resources to help smokers quit including a telephone Quitline and a smart phone app.

Washington State Department of HealthPage 1 of 22

Exhibit D

Washington State Department of HealthPage 1 of 22

Exhibit D

Document Repository

These requirements ensure that static documents may be stored within the system for reference and use by DOH program managers, contractor managers and regional, priority population and statewide contractors. Ability toupload, download, and print static documents in variousformatsto include but not limited to MS Word, MS Excel or PDF.

Upload Documents

Requirement ID
HCARS-BREQ-22 / Upload Documents
Priority / Critical - Mandatory
Description / Must have ability to upload static documents in various formatsto include but not limited to MS Word or PDF.Each uploadeddocument must have theoption tobe segregated and/or sorted by business/program area and contractor.Must have document search capabilities.
Examples of documents to bestored in the Document Repository:

Strategic Plans (Regional)
Needs Assessment (Regional)
Contracts and Invoices (All)
State Contractor Reports
Media-state and tailored
Helpline
Tobacco/Vape Retailer enforcement
Evaluation
Others (for samples of materials developed by contractors or DOH)

Bidder Response / How does the proposed solution meet this requirement?Place an X next to the proposed approach:
Part of core solution
Custom development
3rd party solution
Not addressed
Please explain:

Annual Planning

These requirements alloweach community-based (regional and priority population) contractor to enter their Annual Work Plan and Budget for review and approval by their DOH Contract and Program Manager.

Annual Work Plan (Regional & Priority Population)

Requirement ID
HCARS-BREQ-3 / Annual Work Plan (Regional & Priority Population)
Priority / Critical - Mandatory
Description /

Annual Work Plan submission kicks off an approval/revision work flow process within the application, with contract manager and contractor interaction. Within this process must have ability to display thedate the Annual Work Plan was submitted by contractor and approved by DOH contract manager.
Ability for contractors and contract managers to communicate and document requestedand approved changesto Annual Work Plans.
Ability for contractor to create an Annual Work Plan using drop down selection options as well as free text space for narrative and numbers.
Ability to becontext sensitive such that each drop down selectiondetermines the pull-down options in the subsequent field(s).
Ability topullAnnual Work Plan status information intosystem dashboards for review by contractors, DOH contract managers and program managers.
Ability to automatically sendemail notifications to contractors reminding them of deadlines.
Ability for DOH Contract Manager to document that they have approved each Annual Work Plan.
Ability to export data to reports and dashboards and perform queries on system data.

Annual Budget (Regional & Priority Population Contractors)

Requirement ID
HCARS-BREQ-4 / Annual Budget (Regional & Priority Population Contractors)
Priority / Critical - Mandatory
Description /

Ability for the contractor to prepare and postannual budgets for multiple funding sources.
Ability to edit, save, modify, and submit a proposed budget, and capabilities that allow the DOH contract manager to review and approve or request changes from the contractor prior to approval.
Ability for contractors and DOH contract managers to communicate and document requestedand approved changesto Annual Budgets.
Abilityto enter dollar amounts, and to perform calculations using those amounts to track annual spending and budget balances.
Ability tohave free space text fields for the budget narrative.
Abilityfor monthly expenditure informationto bepulled by the system to create invoices( A19).
Ability to automatically sendemail notifications to contractors reminding them of deadlines.
Ability to export data to reports and dashboards.
Ability to perform queries on system data.

Contract Performance Monitoring

These requirements will enable contractors to report on their completed work/activities monthly for review by their DOH Contract Manager as part of contract performance/compliance monitoring,and document monthly expenditures and annual spend down of funds by funding source,and prepare and submit monthly invoices (A19s). Ability for DOH Contract Manager for approval or denial of submission.

EnablesDOH program staff to input selected media campaign and other data based on statewide contractor reports.

Progress Reports

Requirement ID
HCARS-BREQ-5 / Progress Reports
Priority / Critical - Mandatory
Description /

Ability to pull activities from each contractor's annual work plan to create a pull-down list that each contractor can use to document/describe work performed/progress made each month.
Ability to automatically sendemail notifications to contractors reminding them of deadlines.
Ability to document/input work performed each month using pull-down menus, and fields for dates, whole number, and free text narrative.
Ability within the systemfor the DOH Contract Manager to document approval or request changes to a monthly report,
Abilityto document/input contractor (regional, priority populations, statewide)activities and hours, includinga pull-down listof activities completed and fields to enter the numbers of hours and free text narrative.
Abilityto document/inputProfessional Development activitiesincludinga pull-down listof activities completed and fields to enter the number of participants and free text narrative.
Abilityto document/input Success Stories including pull-down menus to describe completed activities, and fields to enter dates, whole numbers and free text narrative.
Ability to generate dashboards, reports and queries that enable tracking of the work performed in various ways (e.g. by contractors,time period, strategy, location, etc.).
Ability for multiple levels of reviewers to approve the monthly report within the system ordeny and notifythe contractor (e.g. via email) to update and resubmit.
These requirements also allow electronic signatures and ways of documenting approval/acceptance by DOH.

Statewide Reporting (Media and other contract reporting)

Requirement ID
HCARS-BREQ-28 / Statewide Reporting (Media and other contract reporting)
Priority / Critical - Mandatory
Description /

Ability todocument campaign metrics, corresponding costs and narrative text.
Ability todocumentcampaigns by campaignphases and both calendar and fiscal years.
Ability to query campaignanalytics.
Ability toinput/document strategies by a tiered format (audience>campaign>phase)
Ability to compare numerical results (industry standard versus actual).
Ability to document numerical and descriptive data reported by various statewide contractors (Liquor and Cannabis Board, Recovery Help Line, etc.)

Bidder Response / How does the proposed solution meet this requirement?Place an X next to the proposed approach:
Part of core solution
Custom development
3rd party solution
Not addressed
Please explain:

Invoice/Expenditure Tracking

Requirement ID
HCARS-BREQ-6 / Invoice/Expenditure Tracking
Priority / Critical - Mandatory
Description /

Abilityfor the contractor to enter monthly line-item expenditures (dollar amounts) for multiple funding sources.
Ability to calculate monthly expenditures against the annual budgets and spending plans to show funding balances and percentage of funding remaining for multiple funding sources.
Abilityto attach supporting documentsfor expenditures. (receipts, invoices, etc.)
Abilityto summarize both expenditures and activities performed in one report.
Abilityfor DOH contract managers to approve or request revisions within the system.
Abilityfor DOH contract managers to document, using free text narrative, changes, questions, concerns, etc. related to each contract.
Abilityfor DOH contract managers to notify contractors (e.g. via email), as needed, to addressissues/changes/amendments.
Abilityto create an A-19 invoice that captures expenditures from multiple funding sources on a single A-19.
Ability touse electronic signatures to document approval.
Ability to export data to queries and reports,
Ability topullinvoice and expenditurestatus information intosystem dashboards for review by both contractors and DOH contract and program managers.
Ability for DOH contract manager to electronically approve data entered or request adjustments and resubmission.

Evaluation and Quality Improvement

These requirementswill be used by the program evaluator(s) andcontractors (regional and priority population) to support ongoing quality improvement throughevaluation ofannual and long-term programperformance and progress against desired statewide outcomes.

Data Access

Requirement ID
HCARS-BREQ-7 / Data Access
Priority / Critical - Mandatory
Description / Must have the ability to export system datain a variety of formats, including MS Excel.
Bidder Response / How does the proposed solution meet this requirement?Place an X next to the proposed approach:
Part of core solution
Custom development
3rd party solution
Not addressed
Please explain:

Reports

These requirements enable users, based on role access, to access and use system data as follows:schedule or request standard reports, request ad hoc reports,conductstandard and unique queries, export in a variety of formats for external analysis.

Report/Form Generation

Requirement ID
HCARS-BREQ-8 / Report/Form Generation
Priority / Critical - Mandatory
Description /

Ability toschedule production of standard reports, including the ability to automaticallynotify users of reportavailability, and/or ability to post auto-generated reports to a report queue for designated user access.
Ability torequest standard or ad hoc reports on demand from all system data sets/fields24/7 without degradation to system performance.
Ability to produce reports for authorized individualsbased on their role access.
Ability to house report form templates that canbe used to displayrequested system data in printed or electronic form.
Ability to automatically markeachreport with thereport creationdate, time and the person/organization requesting the report.

Data Queries

Requirement ID
HCARS-BREQ-20 / Data Queries
Priority / Critical - Mandatory
Description /

Ability to query system information, in real time, using variety of variables (e.g. contractor, geography, goal, strategy, time period, completion status, date last revised and other agency-defined inputs).
Ability to addwhole numbers andcalculate percentage.
Ability to produce ad hoc reports in printed or electronic form.
Ability to produce ad hoc reports resulting from data queries.

Ongoing Support for Creation of New Reports

Requirement ID
HCARS-BREQ-21 / Ongoing Support for Creation of New Reports
Priority / Medium
Description /

The systemhasability for end userto create/add new reporting templates or queries to meet changing business needs.

Data Export

Requirement ID
HCARS-BREQ-32 / Data Export
Priority / Critical - Mandatory
Description /

Ability to export system data in various formats for external analysis.

Accessibility Requirements