Request for Information 18-RFP-004-LAJ WOTC Application Management System Questions and Answers The Department s responses to timely submitted questions are provided below: Question Number 1. All 2. All 3. All Page Number 4. General 5. General 6. General Section Question Response Has funding been secured for this project? If so, is there an estimated spend amount? Will funding be available in FY 2018? If the Department pursues this project further, is there an estimated solicitation release or project start date? Does the Department have such a system currently in place? Is it provided by a vendor? If so, could you provide the vendor name and contract number? Or is this a new initiative for the Department? Please provide details on the systems and processes currently used to manage the WOTC program. What challenges with the existing process is DEO looking to improve? Is support for mobile platforms a requirement? Not at this time. No commitment for FY 2018. Not at this time. A system is currently being used by the Department that was developed inhouse with the assistance of contract staff. The system is not provided by a vendor. DEO is looking for options to replace the current system. See attachment(s) Automation of manual processes, improved reporting, and better tracking of records. Optional and preferred, but not required. DEO is open to all options or
7. General 8. General 9. General 10. 5 B.3 11. 5 B.3 12. 5 B.3 13. 5 B.3 Did the DEO evaluate solutions that could meet its requirements through vendor demonstrations leading up to the RFI release? If so, what types and names of solutions and vendors were evaluated (cloud and on-premise)? Is there a preference for a cloud based solution over an on-premise solution? Based on the scope of requirements, can the DEO procure the solution directly from this RFI phase? How many external non-florida state WOTC users would need access to the system? What types of information is exchanged between DEO and these non-florida WOTC units? What factors go into the automated eligibility determination? Could DEO provide a list of all systems that would need to be integrated into this solution? No. Cloud based is preferred, however, DEO is open to all options or No. All remaining states, approximately 50+ users. Federal requirements for the WOTC program dictate the type of information. Federal requirements for the WOTC program dictate the type of information, based on requirements for each target group. The system will need to have the capability to exchange information and data through interfaces with other state agencies including, but not limited to, the Department of Children and Families (DCF), Department of Education (DOE), and Department of Corrections (DOC) as well as federal agencies, upon data sharing agreements being established.
14. 5 B.3 15. 5 B.3 16. 5 B.3 17. 5 B.3 What types of communications need to be tracked with employers and consultants? What is the total size of all documents that would need to be stored in the solution? Does the solution need to generate mail merge documents for printing/mailing? All communications related to eligibility determinations, to include email, letters, and alerts. Currently documents stored in the database is 10 GB. Yes. If so, how many mail merge templates would the solution need to support? Approximately 20. 18. 5 B.3 19. 5 B.3 Does the solution need to support mobile devices? If so, what types (Android, IOS)? Is DEO open to considering cloud-based solutions as part of this RFI initiative or does the solution need to be hosted on-premise? See response to # 6. See response to #8. 20. 5 B.3 Is DEO interested in leveraging their existing cloud-based infrastructure to host this DEO is open to all options solution? 21. 5 B.3 How many internal users will need access to the solution? Approximately 20. Could DEO provide the roles for each type of internal user that would need access? 2 different levels: 22. 5 B.3 1 Administrator (full rights) 2 Staff (different types of access with limited rights, specific to job functions) 23. 5 B.3 How important is a web portal where users can self-register and check on the status of their application or provide additional follow-up information requested by DEO as part of the application process? This is a required specification. 24. General By whom and how is the current application maintained? By internal DEO staff. Does the Department desire to fully replace the application, or is the Department's DEO is open to all options 25. General preference for the vendor to provide enhancements to the current application?
26. General If the Department seeks a replacement, is a custom development solution or a DEO is open to all options commercial off the shelf (COTS) product desired? 27. General Will the vendor have access to the current system source code? Yes. 28. General B.3, Specifications Will the application need to be accessed by mobile or portable devices? See response to #6. 29. 6 B.3, Specifications What reporting capabilities are currently in the system? Internal operational and federal reports. What reports are currently created? Please provide examples of any current See attachment(s). 30. 6 B.3, Specifications reports. 31. 6 B.3, Specifications 32. 6 B.3, Specifications 33. 6 B.3, Specifications 34 6 B.3, Specifications 35. 6 B.3, Specifications 36. 6 B.3, Specifications Does DEO have a preferred reporting tool? What security and authentication is required, i.e. active directory or some other type? Please provide any current materials concerning the system usage such as training guides, user guides, help manuals, etc. What is the current technical architecture associated with the WOTC system? Please provide any technical specifications or standards for use when developing applications for DEO. What is the desired technical framework and architecture? No. DEO is open to all options or DEO uses Active Directory, however is open to all options or See attachment(s). Microsoft.net Framework C# Visual Basic.net DLL Classic asp. See attachment(s). DEO follows industry standard SDLC policies and processes. DEO supports applications developed in Salesforce, SharePoint, and.net environments, however, DEO is open to all options
37. 6 B.3, Specifications 38. 6 B.3, Specifications Please provide any technical documentation available such as a data dictionary, data model, etc. Please identify what system interfaces exist and provide detailed information concerning what data is shared between each system. See attachment(s). Data is exchanged through interfaces with other state agencies including, but not limited to, the Department of Children and Families (DCF), Department of Education (DOE), and Department of Corrections (DOC). This data includes Personal Identifying Information (PII) and other federally required data elements used in making eligibility determinations. See response to #13. 39. 6 B.3, Specifications Are there data interfaces which are currently not in place but will be required during the development of the new system? 40. 6 B.3, Specifications Please provide file layouts associated with the current data submission process. See attachment(s). 41. 6 B.3, Specifications Have current workflows and business rules been defined? If so, please provide See attachment(s). documentation concerning these items. 42. 6 B.3, Specifications Does DEO consider a solution hosted by the vendor as an acceptable option? DEO is open to all options What type(s) of files are required to be accepted during the file upload process? See attachment(s). 43. 6 B.3, Specifications 44. 6 B.3, Specifications 45. 6 B.3, Specifications What is the size of the files to be uploaded? Will the size of the files need to change from the current limit of 475KB? Will data migration from the legacy system to the new system be required? However, DEO is open to all options or The size needs to be increased to at least 2MB. Yes.
46. 6 B.3, Specifications 47. 6 B.3, Specifications 48. 6 B.3, Specifications 49. 6 B.3, Specifications 50. If data migration is required, will all of the data be required in the new system or will a subset of the data be required? If data migration is required, please provide the number of tables and columns required for migration. What is the anticipated go-live date for the new system? Are any types of automated notifications or emails required? Three interfaces have been called out: Is information to be shared to and from the identified interfaces? Five years of data, based on data retention requirements. Size of current database is 26GB with 57 tables. No date is anticipated at this time. They are not required, however, strongly preferred. Yes. 51. Are existing documents/applications expected to be migrated to the new system? See response to #46. 52. 53. 54. Will DOE provide the vendor with the federal and state reporting requirements that need to be met? How many reports are there? What technology environment / platform or product supports current electronic application management system software application? What is projected users of the software application internal DEO / WOTC employees, other FL State employees and external FL State users? Yes. There are currently nine reports in use, however DEO is seeking enhanced reporting capabilities. See response to #34. Projected users include: 1 Administrator (full rights) 2 Staff (different types of access with limited rights, specific to job functions) 3 External WOTC users from other States 4 Employers 5 Consultants
55. 56. 57. 58. 59. 60. 61. 62. Are digital devices mobile phones / tablets users a key Demographic target segment to be considered in a proposed responsive design? Any preference or restriction for use of a Cloud-based or Hybrid Cloud solution? Is Microsoft Office 365 currently used by DEO / WOTC employees? If yes, what functions are currently supported by Office 365 for both internal DEO and external interactions? Does DEO requirements include both content management and records management functionality for processing certification requests? What is the current WOTC unit staff process (manual and automated) to determine eligibility for the tax credit certification? What is the average current time to process a certification request both actual hours and elapsed time to determination? For additional details, see attachment(s). See response to #6. See response to #8. Yes, DEO uses Microsoft Office 365. DEO is open to all options or DEO is open to all options See attachment(s) The elapsed time to determination is dependent upon whether or not the application was processed manually or is automated. This time ranges anywhere from minutes to hours. What percentage of certification requests are approved? Approximately 30%. Is there a DEO requirement to include a Business Intelligence (BI) Dashboard real-time update of certification requests status and processing and provide DEO management SLA and productivity-referenced data and graphs with drill-down capability? Business intelligence and dashboarding capabilities are strongly preferred. DEO is open to all options
63. Is there a DEO requirement to include a workflow capability that can connect DEO is open to all options multiple DEO and other FL State platforms together in a single workflow? We have identified that DEO is currently using https://wotc.floridajobs.org/ for WOTC. May we know what makes DEO to release this RFI. DEO is seeking a solution that will provide the 64. 5 B, B.1 Division of Workforce Services and customers (employers and consultants) with an integrated, adaptable, and scalable web-based application management system to support the entire Florida WOTC Program. 65. 5 B, B.2 Could you please share the current pain points that DEO is facing now. See response to #64. 66. 7 B, B.7 Does DEO look for a COTS or a Customized solution (entire system will be developed according to the DEO s requirements and industry standard) 67. 5 Need specific data validation rules to implement on the UI Yes. For out of state requests, would they provide the required API? DEO is open to all options This capability is not included with the current 68. 5 system. DEO is open to all options or 69. 6 What formats of the documents can be uploaded? PDF,.doc,.xls, etc.? See response to #43. 70. General What are the performance metrics for this web application? TBD. 71. General How many users approximately would be using this application? Overall and including external users, 250+. 72. 6 What kind of interfaces (API) will be exposed from DCF, DOE and DOC? See attachment(s). 73. 6 What kind of database is used for this application? MS SQL 2014 Need clarification on security requirements. Data Security, App security 74. 6 DEO adheres to state and federal security requirements. They must be included with any
75. General Are there 508 compliance requirements for this application? recommendations and solutions. Yes. 76. General Is there a specific CMS (Content Management System) being used? Yes. 77. 78. 79. 80. 81. Page 5 82. Page 5 Section B- Purpose B.3 Specifications Section B- Purpose B.3 Specifications We would like to know the existing technical stack of the system like the technology in which the application is developed, Frame works used in the systemetc. Is there any middleware interfaces are used to communicate with the other systems from the existing one, Whether the REST or SOAP protocol l was used? What is the Existing server Stack used in the system? Whether the system is deployed in cloud server or in an On-Premise server? What is the Deployment architecture used in the system? This helps to understand the configuration in it? Details that are required related to the Database and its Structure What is the Database used in the existed system? How many Tables involved in the system? How many user accounts types needed to be considered in the system? The user types may come under the categories like Admins, Subadmin, consultant etc. In the existing system, for Inter/Intra Department communication and manual Eligibility determination, which type of communication is used either it is by a Chat engine or the communication is done by a Forum kind of a portal? In these cases what types of contents are allowed to send such as Documents, Images etc..,? Details that are required related to Automated eligibility Determination See response to #34. None. On-Premise server. See responses to # s 34, 47, and 73. See response to #54. This capability does not currently exist. DEO is open to all options or See attachment(s). 83. Page 5 Section B- Purpose B.3 Specifications What are all the parameters to be considered in the process of achieving Automation in the eligibility determination. And also how complex is the process of Automated eligibility Determination is seen? From where the parameters for doing automation in the eligibility Determination are fetched? Whether it is from straightforward online Forms which the users
84. 85. Page 6 86. 87. 88. Section B Purpose B.3 Specifications Section B- Purpose B.3 Specifications Reporting Capabilities fills themselves or it is to be done directly from the document upload by the user by reading the document? If it is taken from the uploaded document directly, does the system needs to support Optical Character Recognition techniques? Is there any existing workflow or User Manual documentation for the respective user account types available? Does the system needs to support any Encryption / Decryption Process on the critical Informations which are stored in the server to enable security for the data? During the development of the Product, Can a part of the system development be done in Offshore development, specifically India? Do the existing system uses any Licensed softwares like Microsoft.net, Oracle etc.,/any Open source softwares like Java, Node.js,php..etc? If licensed product is required, does the Client wish to buy the product or the SI needs to include that in the cost proposal if any involved Do the existing system have any reporting Engines like Jasper reports, Kibana analytics or any other engine integrated? Or custom reports needs to be developed in the system? Yes. See attachment(s). Yes, DEO adheres to state and federal security requirements. They must be included with any recommendations and solutions. No. None. The software used is licensed to DEO, not the application. Microsoft Report Definition viewer RDL is currently used. DEO is open to all options 89. Does the existing system integrated with any of the third party tools? No. 90. To complete the WOTC Approval procedures, the consumer needs to upload the documents or fill up the forms. How much such Documentations/Forms required to completed by the user to apply for the WOTC Approval? See attachment(s).