Contents

Minimum Bid Requirements

Overview of Moffitt Requirements

Current State by Departments

Overview of Schedule Variations by Department

Functionality Requested in New System:

RFP Questions

Company Information

Solution Information

Functionality

Reporting

Integration

Maintenance and Support

Technical/Architectural

Security

Implementation and Training

Pricing

Vendor Itemized Pricing

Minimum Bid Requirements

  • Must have 3 years of experience in a healthcare environment. Please provide detail
  • Must have at least 3 current healthcare clients of comparable size and complexity or greater. Please provide references and details. References should be clients who have had their system installed within the past 48 months. (Include name, contact, address, telephone, system(s) installed and date of installation)
  • Your company must be free of sanctionsin the OIG database. Is your company free of sanctions in the OIG database? (Y/N)
  • The solution must be cloud based. Please confirm that your solution is cloud based? (Y/N)

Overview of Moffitt Requirements

Moffitt Cancer Center is looking to acquire a single workforce scheduling solution that can be employed to cover the diverse set of employees and locations that a large, multi-location health care center oversees. The initial project has identified approximately 550 end users of varying roles serving approximately 50 different locations including 16 operating rooms, inpatient departments, and outpatient clinics, although the final product should be able to scale to the entire employee population and geography of the center.

Moffitt Cancer Center would like the solution to take an employee-centric approach to scheduling, allowing employees to request, trade, and accept shifts and request time off through various platforms including mobile, while also providing support for complex business rules to ensure that proper coverage is provided for the needs of each location, company policy, and applicable regulations. The solution should then use that information to provide automatic schedule suggestions to supervisors in charge of scheduling in various areas.

Current State by Departments

Below is a current state account of scheduling by the stakeholders that were captured by questionnaire.

Anesthesiology

  • Methodology: spreadsheets built in Excel with some prebuilt formulas
  • Effort: 60-70% of an FTE

BMT Clinic & Treatment Center & Malignant Hematology Clinic (Outpatient Nursing)

  • Methodology: Excel spreadsheets, ANSOS, and are then input into Kronos
  • Effort: 8-16hours to prepare initial schedule, 4-8 hours/week for change management

BMT & Malignant Hematology (MMG Practice)

  • Methodology: employees use Kronos; MD’s, APP’s, fellows use Excel Spreadsheets and are then input into Kronos
  • Effort: no estimate, requires involvement from all of the above

Clinic Access

  • Methodology: Shiftplanning Software Solution
  • Effort: Staff have set schedules, supervisors make any needed adjustments

Diagnostic Imaging MMG

  • Methodology: AMiON for provider scheduling
  • Effort: 30 - 40% of the timekeeper’s time is spent maintaining the provider schedules which equates to 24 - 32 hours per week.

PACU, PAT, and Pre-Op

  • Methodology: self-scheduling with balancing by the scheduler
  • Effort: 6 hours every 4 weeks

Pathology (& Services)

  • Methodology: Excel Spreadsheets
  • Effort: 2-3 hours/week

Overview of Schedule Variations by Department

Department / Employee Type / Location / # of Employees / Schedule Type / Hours of Operation
Anesthesiology / Anesthesiologists / Multiple (23) / 8 / Fixed 5 days/week / M-F 6:30am-10:00pm
Anesthesiology / CRNA, AA / Multiple (23) / 20 / Fixed 5 days/week / M-F 6:30am-10:00pm
BMT (MMG) / BMT MDS / Multiple (7) / 20 / Multiple (6), rule-based, role-based / VARIOUS FROM 24 TO 10 HRS TO 8 HRS
BMT (MMG) / BMT APPS / Multiple (7) / 23 / Multiple (6), rule-based, role-based / VARIOUS FROM 24 TO 10 HRS TO 8 HRS
BMT (MMG) / BMT FELLOWS / Multiple (7) / 3 / Multiple (6), rule-based, role-based / VARIOUS FROM 24 TO 10 HRS TO 8 HRS
BMT (MMG) / HEME ONC FELLOWS / Multiple (7) / 30 / Multiple (6), rule-based, role-based / VARIOUS FROM 24 TO 10 HRS TO 8 HRS
BMT (MMG) / PUERTO RICAN FELLOWS / Multiple (7) / 4 / Multiple (6), rule-based, role based / VARIOUS FROM 24 TO 10 HRS TO 8 HRS
BMT & Malignant Hematology (Nursing) / Clinic nurses/liaison/CCA / BMT Clinic / 51 / Flex (some fixed) / 0630-1830
BMT (Nursing) / Treatment nurses / BMT Treatment / 20 / Flex / 0700-2000
BMT & Malignant Hematology (Nursing) / Medical assistants / BMT clinic / 15 / Flex (some fixed) / 0700-1830
BMT & Malignant Hematolgoy(Nursing) / Manager/assistant managers / BMT Clinic & Treatment / 5 / Fixed (sometimes flex) / 0600-1830
Clinic Access / PSS & TSS / MCC / 107 / Fixed / 0500 - 1030
Clinic Access / PSS / MIP / 13 / Fixed / 0630 - 1900
Clinic Access / PSS / MKC / 31 / Fixed / 0500 - 2030
Diagnostic Imaging / Physicians / MCC / 20 / Salaried / M-S, 8a-5p, rotating weekends and covering call
Diagnostic Imaging / Physicians / MIP / 2 / Salaried / M-F, 8a -5p
Diagnostic Imaging / Physicians/ Moonlighters / MKC / 9 / Salaried/ / M-F, 8a – 5p to include varying evening hours of coverage to 10:00pm
Diagnostic Imaging / APP’s / MCC / 5 / Salaried / M-F, 7:30a – 6p, staggering shifts
Malignant hematology (MMG) / HEME MDS / Multiple (3) / 20 / Multiple (6), rule-based, role-based / VARIOUS FROM 24 TO 8 hours
Malignant Hematology (MMG) / HEME APPS / Multiple (3) / 19 / Multiple (6), rule-based, role-based / VARIOUS FROM 24 TO 8 HRS
PACU, PAT, PreOP / RN, HUC, MA / PAT / 13 / Fixed / 0800 - 1700
PACU, PAT, PreOP / RN, MA / Pre-op / 15 / Fixed / 0430 - 1700
PACU, PAT, PreOP / RN, Onc Tech, HUC / PACU / 28 / Flex / 0730 - 2230
Pathology / Physician / Magnolia / 25 / Program, Tasks, Call, Fellows / 24 hours
Pathology / Physician / MKC / 10 / Program, Tasks, Fellows / 24 hours
Pathology / Physician / MIP / 2 / Program / 24 hours

Functionality Requested in New System:

# / Type / Description
R1. / Functional / Ability to build in business rules for scheduling by department, personnel, role, location, regulatory requirements, availability, duration of rotations, inpatient vs outpatient workload, work hour rules, on call, optimization, internal policy, etc…
R2. / Functional / Ability to alert proper personnel to schedules without proper coverage as defined by business rules in R1
R3. / Functional / The system should be able to propose schedules automatically based on the business rules (R1), employee availability, and other data afforded to the system
R4. / Functional / Ability to create schedules for multiple locations.
R5. / Functional / Ability to create different schedule types such as:
  • Punch
  • Elapsed
  • Flex
  • Fixed

R6. / Functional / Multiple platform support including desktop/web browser, Android and iOS
R7. / Functional / Ability for employees to request PTO (desktop/mobile)
R8. / Functional / Ability for employees to self-schedule (view, request, accept, trade shifts) (desktop/mobile)
R9. / Functional / Ability to create easy-to-read, printable schedules
R10. / Functional / Ability to create statistical reporting based on historical data.
R11. / Functional / Vendor assistance in creation/coding of business rules.
R12. / Functional / Ability to support 550+ end users, with the ability to scale to at least 2500.
R13. / Interface / Interface with Kronos for timekeeping data (one-way to Kronos mandatory, two-way back to solution optional) for productivity and capacity management
R14. / Interface / Interface with Lawson for employee management
R15. / Interface / Interface with Lawson for certifications/credentials (Cactus, RLSolutions, Marcene)
R16. / Interface / Interface with Active Directory for single sign-on ability
R17. / Interface / Interface with SmartWeb for on call information
R18. / Functional / Seven years’ worth of data retention to comply with Fair Labor Standards Act (FLSA)
R19. / Interface / Connection to the Nurse Profile database (in-house) which contains credentialing information necessary for regulatory agencies and Magnet status

RFP Questions

Company Information

  1. Identify the company name, address, city, state, zip code, telephone, and fax numbers.
  2. Identify the name, title, address, phone and fax numbers, and e-mail address of the primary contact person for this project.
  3. Please provide details on the financial stability of your organization
  4. Please provide a brief overview of your company including number of years in business, number of employees, product and services offering, clientelemarket description, and any parent corporations if applicable. What attributes make your company an ideal partner for Moffitt Cancer Centers?

Solution Information

  1. Please provide an overview of the solution proposal
  2. Please give a brief overview of the product including date of first launch, major developments, and any previous ownership if applicable.
  3. What is your release schedule for major and minor product updates?
  4. What is the software version of proposed solution? When is the next significant version expected to be released?
  5. Please list any industry awards that your solution has received, the awarding party, and the date received.
  6. Please indicate the total number of healthcare center/system implementations of the product in the last three years, the sizes of the clients and the number of users.

Functionality

  1. Does your solution provide the ability to propose work schedules automatically based on employee availability and business rules? Please describe the functionality available. Is this functionality standard or is custom development required? (R3).
  2. Does your solution provide a means to create and employ complex business rulesin the formation of proposed schedules for the following: (R1)
  3. Global rules for regulatory and policy compliance? (Y/N)
  4. Departmental rules for coverage, hours of availability? (Y/N)
  5. Role based rules (physicians, nurses, PA’s, med techs, etc.) for work shifts, credentials, hours worked in a given period, etc.? (Y/N) (R5)
  6. Location rules (hospital, clinics, OR’s, etc.) for staffing, hours, etc.?(Y/N) (R4)
  7. Please provide details on the system capabilities available for each of the above.
  8. Are there any scenarios above that the solution does not provide as standard functionality?
  9. How are business rules, such as above, createdand maintained in the system?Please include a description of level of effort required and the resource skillset needed to create and maintain rules (R11)
  10. Does your solution provide the ability to set minimum staffing thresholds and provide alerts when the thresholds will not be adequately fulfilled for a given area? Please provide detail (R2)
  11. Please list all of the available platforms that your solution supports, including desktop platforms and mobile platforms, phone, etc. (R6).
  12. What applications and functions are available on each platform?
  13. What applications and functions are not available on each platform?
  14. Does your solution provide the ability for employees to do scheduling functions such as requesting time off, viewing, requesting, trading, and accepting shifts? If yes, are these functions available on all platforms listed above, including mobile? (R7 & R8)
  15. Does your solution provide:
  1. Easy to read electronic schedule views as standard functionality?
  2. Printable poster-board schedules as standard functionality?
  3. Other schedule views and printable formats?
  4. Please provide detail on above. (R9)

Reporting

  1. Please describe the solution’s standard reporting capabilities. (R10) Please include details on the following:
  2. Does your solution have ad-hoc user reporting of current and historical scheduling data as a standard feature?
  3. Does your solution provide automatic report scheduling and distribution capabilities?
  4. What report distribution capabilities and methods does the solution provide?
  5. What standard output formats are available for reports?
  6. What exporting capabilities does your solution provide and what standard export formats are available?
  7. Who owns the workforce scheduling data in the application? Can the data be exported to Moffitt data warehouses?
  8. What tools and technologies are used to create custom reports?
  9. Provide a list of the standard reports available in the system and some examples

Integration

  1. Can your solution import and retain data on actual hours worked for comparisons against hours scheduled?
  2. Have you done any inbound, outbound, or bi-directional interfaces to the following systems: (Please provide detail)
  1. Kronos (R13)
  2. Lawson (R14,15)
  3. Cloverleaf (R17)
  4. Active Directory (R16)
  5. SmartWeb

Maintenance and Support

  1. Describe the organization and structure of your technical support services.
  2. Describe the support levels/tiers provided by the vendor
  3. What are the methods for contacting technical support?
  4. What are the standard support hours and Service Level Agreements (SLAs)?
  5. Please estimate the number of FTE’s that we will need to assign to the solution for product support, based on user estimates of 1500-2500 end users. Please provide detail, roles recommendations, and number of resources per role
  6. What is the upgrade process and approach for major release upgrades? What is the typical upgrade implementation duration for a client of comparable size and complexity?
  7. What is your change control process? What communications are provided in advance of changes?
  8. What is your ability to retain historical data and perform data archival? Please provide detail (R18)
  9. How are customer requests for enhancements and customizations handled?
  10. Do you track or survey your clients on the services you provide? If yes, please provide the overall average client satisfaction scores or other examples of how you measure client satisfaction.
  11. Describe the ongoing system support provided by the vendor.

Technical/Architectural

General

  1. Please describe the solution architecture
  2. Do you have architectural diagrams and technical specifications that we can review? If so, please provide
  • Include all system components (Application/database servers, authentication, network, database, interfaces, browsers, desktop, reporting, etc.)
  1. If solution is cloud or remote hosted, what is the length of data retention?
  • Is the application and/or database environment single or multi-tenant?
  • If multitenant, what security controls are in place to protect against information breaches?
  • If agreement is discontinued, do we have the ability to download all of our data?
  1. What methods do you provide for interfacing to other systems?

API

ETL

FTP

HL7

Other:______

Application Servers

  1. What application server platforms do you support?

Windows Server 2012 Virtual Machine (VM)

Windows Server 2012 R2 (64-bit) Virtual Machine (VM)

Windows Server 2012 (Physical Only)

Windows 2008

Other ______

  • If other please explain why ______
  1. What anti-virus do you support?

Sophos

Other ______

If Sophos is not supported, please provide documentation for exceptions______

Database Servers

  1. What application server platforms do you support?

Linux 5.x

Linux 6.x

AIX 6

AIX 7

Windows 2008R2

Windows 2012R2

Windows 2008

Other: ______

  1. What anti-virus do you support?

Sophos

Other ______

If Sophos is not supported, please provide documentation for exceptions______

Databases

  1. What database platforms do you support?

Oracle 12.x

Oracle 11.2.x – Standard, Enterprise Editions

Oracle 11.1.x – Standard and Enterprise Editions

SQL Server 2012

SQL Server 2014 Standard & Business Intelligence, and Enterprise Editions

SQL Server 2008

 SQL Server 2008 R2

Other:______

  • If other please explain why ______

Network

  1. Server network connection:

How many Network Interfaces are available? ____

How many Network Interfaces are required?____

Network Interfaces

10 Mbps

100 Mbps

1 Gbps

10 Gbps

Copper

Fiber

  1. What wireless standards do you support?

5GHz802.11a/n/ac

2.4GHz 802.11b/g/n

Other ______

  • If other please explain why ______
  1. What authentication methods do you support?

802.11i (RSN)

WPA2-EAP(TTLS,TLS,PEAP)

WPA2-PSK

WPA-PSK

WEP

Other ______

  • If other please explain why ______

Workstations

  1. What internet browsers do you support?

IE11

Chrome

Other______

  1. What Operating Systems do you support?

Windows 7

Other: ______

  • If other, please explain why ______
  1. What anti-virus do you support?

Sophos

Other ______

If Sophos is not supported, please provide documentation for exceptions______

  1. How much memory is needed to support the application? ______

Security

Rating Information

  1. Will the application collect, receive process, transmit, store or maintain any of the following confidential information: Personally Identifiable Information (PII) or Protected Health Information (PHI)? (Y/N)
  2. Credit/Debit Card Data?
  3. Bank Account?
  4. Info Medical Records?
  5. Customer Info?
  6. Intellectual Property?
  7. Social Security Numbers?
  8. Driver’s License Numbers?
  9. Employee/HR Info?
  10. Moffitt Business Info?

Risk Management Policies and Procedures

  1. Does the applicant employ a Chief Security Officers/IT Security Person? (Y/N)
  2. Name of Privacy officer?
  3. Do you have any of the following written Policies/Procedures? (Y/N)
  4. Privacy Policy?
  5. Network Security Policy?
  6. Identity Theft Prevention Program?
  7. Employee Training regarding Confidential Information?

Network Security and Data Management

  1. Do you use Firewall Protection? (Y/N)
  2. Do you use Anti‐Virus Protection? (Y/N)
  3. Use Intrusion Detection Software? (Y/N)
  4. Perform System/Info. Backup tapes? (Y/N)
  5. Wireless Access Points Secured? (Y/N)
  6. Encrypt Sensitive Data in transit? (Y/N)
  7. Encrypt Data at Rest on Servers? (Y/N)
  8. Pre‐Test Software Patches? (Y/N)
  9. 3rd Party Network Intrusion Tests? (Y/N)
  10. 3rd Party Privacy Compliance Audits? (Y/N)
  11. Does the Applicant encrypt confidential information stored on Portable Devices, such as, laptops, flash drives, back‐up tapes, smart phones, tablets, etc.? (Y/N)
  12. Does the Applicant use any 3rd party or outsourced vendors to service or store their customer and/or employee data? (Y/N)

Regulatory and Compliance Management

  1. Do you have procedures in place to comply with the following laws governing confidential information?
  2. HIPAA\HITECH? (Y/N)
  3. State/Federal Privacy & Notification Laws? (Y/N)
  4. Sarbanes‐Oxley? (Y/N)
  5. Payment Card Industry (PCI)? Laws? (Y/N)

Website Media Exposure

  1. Do you have a procedure to monitor material displayed on your website for copyright, trademark, libel, slander or invasion of privacy? (Y/N)

Past Circumstances/Claims/Breaches

  1. Is your company involved in an Active breach investigation? (Y/N)
  2. Have you ever had a regulatory proceeding or investigation? (Y/N)
  3. If yes, please explain?
  4. During the past 5 years have you had any privacy breach incident or complaint? (Y/N)
  5. During the past 5 years have you had any complaints or litigation pertaining a Network Security or Privacy Breach? (Y/N)

Implementation and Training

  1. Please provide your generalimplementation strategy for a health system installation of comparable size and complexity.
  2. What is your recommended implementation model/approach and methodology for Moffitt Cancer Centers? Please include details on the following:
  1. Expected implementation length
  2. End User resource requirements and count for the implementation
  3. IT and functional analyst resource requirements and count for the implementation
  4. Project Management resource requirements for the implementation
  5. Please provide a list of the vendor personnel roles and count required to implement this project
  6. Approach to Analysis
  7. Approach to Design
  8. Approach to Build
  9. Approach to Testing
  10. Approach to Go-Live and Go-Live Support and resource requirements
  11. Please provide an overview of the installation schedule. Include major tasks and their duration/staffing/major deliverables.
  1. Please describe the documentation and training that will be available to Moffitt users and a training outline. What is the standard model for training the implementation team? What is the standard training model for the end users at time of go-live? What is the standard training durations for each
  2. Does your company provide staff for the implementation directly or subcontract to partner firms?
  1. Please describe and list any proposed subcontractors, if any, and the scope of work they would perform.

Pricing