Program Information Management System (PIMS)

Program Information Management System (PIMS)

Software License Purchase

High Level Requirements

Children’s Services Council of Palm Beach County

2300 High Ridge Road

Boynton Beach, FL 33426

Introduction

The Children's Services Council of Palm Beach County (CSC) is an independent government agency authorized by Florida Statute in 1986 and created by local ordinance on November 4, 1986.

The mission of CSC is to enhance the lives of children and to enable them to attain their full potential by providing a unified context within which children's needs can be identified and resolved by all members of the community. In order to achieve its mission, the Council will plan, develop, fund and evaluate programs and promote public policies that benefit Palm Beach County's children and families.

To implement its mandate, the Council is empowered by local referendum to assess an ad valorem tax up to one mill ($1.00 per $1,000 of non-exempt property valuation).

The Council is composed of 10 members including:

·  Five ex-officio members:

·  Superintendent of Schools

·  District Administrator, District 9, Department of Children & Families

·  Member, Palm Beach County Board of County Commissioners

·  Member, School Board of Palm Beach County

·  Juvenile Court Judge

·  Five members appointed by the governor of Florida to four-year terms.

Project Goals

The goal of the Program Information Management System (PIMS) is to provide a consolidated, web application to support the administration and performance monitoring and management of the various Children’s Services Council (CSC) funded programs and initiatives. Analogous to a Customer Relationship Management System (CRM), this system will meet the current agency relationship information needs of CSC staff. Typically, a CRM is a system that provides automated support to business processes (sales, marketing and service). For the Children’s Services Council, this application will encompass business processes supporting contracting and the ongoing performance and development social service programs. Each interaction with a customer is generally added to a customer's (or provider in this case) history and staff can retrieve information on customers from the database as necessary.

This Program Information Management System will allow CSC staff to view the program performance status and reports and messages submitted by provider agencies (including current spending status, progress on meeting contracted goals and deliverables, etc.). From this system, it should also be possible to create customized dashboards on a funded program level with the ability to drill down to detail.

CSC is seeking a vendor who can demonstrate the following:

·  Has a highly configurable, scalable software package where additional functionality can be added as well as modified

·  Knowledge and experience in developing and deploying a Relationship Management System

·  Knowledge and experience in hosting and managing web-based applications.

·  Ability to work closely with end users, collect requirements and translate them into functionality.

CSC seeks to contract with a Vendor to conduct the following scope of work:

·  Web Hosting

·  System Conversion

·  System Configuration

·  System Testing

·  System Implementation

·  Reports Creation

·  Technical Support / Help Desk Support

·  User Manuals

·  Technical Manuals

Ultimately, the goal of this initiative is to develop, host and support an enterprise software solution that will streamline and increase the effectiveness and efficiency of various, yet interwoven, program monitoring and development activities occurring within the Children’s Services Council. The PIMS system will be a comprehensive, centralized information system that will serve as a powerful resource for managing the day-to-day activities and information for CSC staff and its funded programs. Our overall goal is to develop a configurable software tool that will meet the following four objectives:

·  Serve as the avenue for consolidating various activities revolving around the funded programs (i.e. program services, fiscal, research, audit, etc.), showing how they all connect and play critical roles in the ongoing monitoring and management of the funded programs;

·  Support CSC internal staff and departments by providing a platform for sharing information and improving communication regarding;

·  Automate multiple manual tasks to increase consistency and efficiency in processes as well as provide a snapshot of the “health” of programs via dashboards and drill down displays and reports;

·  Support the information management and reporting needs and business processes associated with CSC funded programs and agency management activities.

The PIMS system will provide an automated tracking tool to manage interactions by CSC staff with funded agencies and programs, contract information, agency staff and other relevant information. The PIMS system implementation will involve the following high-level features:

·  Be a configurable, scalable web-based software application hosted at the vendor’s data center;

·  Will meet all CSC-defined agency and program management information and reporting needs and provide maintenance capabilities so that the system can be maintained by CSC staff internally based on changing business needs;

·  Provide access by multiple CSC staff simultaneously to manage information about CSC funded agencies, staff, programs, audits, site visits, Program Review Committee (PRC) review and daily activities of CSC staff in managing their agencies and funded programs;

·  Ability to easily interface with other external systems;

·  Provide open ODBC links for ease of internal ad-hoc reporting;

·  Ability to produce document templates, mailing lists, mail merge functions, mass mailings and e-mail blasts;

·  Help screens which define the business rules and use of each of the data entry fields

·  Integrated, robust spell check function;

·  Capture history and full audit trail of modifications, deletions or changes to various data elements or documents.

The PIMS software system will be a web-based software product with a rich graphical user interface. Separate application modules will provide access to system functionality. A user-profile based security model would grant/restrict access to application modules and system functionality based on user need. PIMS functionality will be delineated according to application functional areas:

PIMS Message / Alert Center and Dashboards – Primary end-user screen and portal. This is the first/primary application each user views upon logging into the PIMS system. This module will at a minimum, provide end-users with the following:

·  Summary provider program performance information and dashboard based on role and program / contract assignment with the ability to drill down into more detail when needed

·  Access to application modules and functionality based on user role

·  Central internal messaging center for alerts and events

·  Schedule / Calendar display of activities / events

System Administration – Administrative module enabling super-users to maintain drop-down values, setup and administer agencies, program information, application users and other application data. The administrator must be able to modify screens, data fields and other application components to meet changing business needs and requirements. Configurability of the overall application is a strict requirement.

Agency Management – Module to track all specified information to support the agency relationship process. Users would be able to add/edit CSC-funded agencies, create agency contacts, manage agency programs, track agency certifications, define and link contacts to agency programs by role.

Agency Program Administration – Used to create and maintain programs linked to agencies. This aspect of the application would be accessible from within the agency management module or through a separate master program list screen with search capability. The system will support the creation of multiple programs per agency, track specific program details and retain historical data. System should have at least program screens for “All Programs” and “My Programs” based on user role and contract assignment.

Application Reports – PIMS shall have the ability to upload reports into a reporting module in a SQL Server Reporting Services (SSRS) format. Multiple exports, mailing lists and mail merges are required. In addition to the ability to upload ‘canned’ reports which support multiple parameters, a report builder engine giving the end users the capability to create their own reports is preferred.

Document Templates – PIMS shall have the ability to create document templates which will then be able to generate contracts, mass mailings, certification notifications, audit findings, quarterly / semi-annual reports, site visit/monitoring visit reports, etc. using ‘stock’ language which is updatable. This could be accomplished via a “Wizard” for development of various documents which would ultimately build out each section of the document. Audit Trail and history would be available for all documents that are generated.

Document Repository – PIMS shall have the ability to upload documents to associate at the agency and program level. Ideally, PIMS would have the ability to link documents to our Document Management System (OpenText eDOCS DM version 5.3.0)

Work Flow – PIMS shall have the ability to route contract content to multiple approvers. The system will have the ability to identify individuals in a work flow chain and ultimately capture approvals, current status and history of the routed content as the work product moves through the chain of approvers.