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DWD Federal Reporting System Scope of WorkIndiana has a federal reporting system called InTERS. The vendor will be responsible for ongoing new component software development, implementation and training, and maintenance and support of existing component software systems and associated hardware systems. This program year (2018-19), InTERS will be moving the remaining modules from Window Client (thin client) to Web access. For a period of time both systems will run simultaneously in an effort to allow users of the system can gain familiarity and functionality with the new system. The vendor shall comply with all Indiana Office of Technology (IOT) standards, policies, and guidelines, which can be accessed online at . All hardware, software, and services provided to or purchased by the State shall be compatible with the principles and goals contained in the electronic and information technology accessibility standards adopted under Section 508 of the Federal Rehabilitation Act of 1973 (29 U.S.C. 794d) and IC 4-13.1-3. Vendor will be expected to become “working knowledgeable” and provide technical support on this component and all others listed here within thirty (30) days of full contract execution. An overlap in contracts (current vendor + new vendor) may be arranged if necessary at an agreed upon timeline. The DWD Federal Reporting System consists of an entire ecosystem of locations, users and systems. The DWD Federal Reporting System currently consists of the following components:InTERS Desktop Software and Web Interface: The InTERS Desktop software is the core system and interface for users, CTE (Career Technical Ed) and AE (Adult Education). This system is deployed at each of the school districts throughout Indiana to track student data to ensure students are on track to complete. Each district can use anywhere from 1 to 70 instances of InTERS. The vendor will be responsible for ongoing software maintenance to support issues (bugs) found in the software. New features may be requested by users, and the vendor will have to provide design and implementation. The new web-based client makes heavy use of the existing business logic and rules implemented in the current InTERS client, a thorough understanding of the current system is essential to the success of the web-based project. Vendor will be responsible for technical support via email and phone for DWD staff as end users encounter problems. The desktop is the thin client and the web interface is the full web-based approach. Both systems will run simultaneously until all users have been properly trained, approximately one calendar year (2019 – 2020). Integrating the CTE/AE thin client can occur when users are comfortable with the new, full switch to the web-based system – specifically speaking “Phase 2” of the fully web-based approach beginning June 2019 and should be addressed in this RFP Response.Integrating the CTE/AE thin client as a web-based system would include:a)Any and all upgrades occurring in the CTE and AE systems until CTE/AE thin client push to web-based.b)Batch updating and transfer of data to external sources online systems in accordance with State Guidelinesc)Covers maintenance and limited expansion of these sitesd)Include any maintenance involved with continued integration with the State MS Active Directory, IDOE cloud identity solutions and providing OAuth 2.0/OpenID-Connect links for external entitiesAdult Education and CTE Teacher and Enrollment Website: This is the existing website for adult education and what, when the first phase is complete, will be the CTE web system. This system is an HTML based application and is used by end users in each district to enter student enrollment data without the use of the full InTERS desktop client. The system consists of a login page and an editable grid component that displays the current student class list from the central database server to the user. The user may add, edit or delete students via this interface. Phase 1 CTE: The existing website for adult education and CTE is comprised of hundreds of screens and a reporting module. Phase 1 for CTE will migrate approximately 75 screens along with approximately 66 reports and be completed in this contract year ending 6/30/2019. Proposed Phase 2: Beginning with the new vendor contract 7/1/2019, the remaining screens and reports that will continue to be needed within the new system will migrate over. These will be identified after evaluating the Phase 1 migration and identifying areas of the system that are no longer needed. Phase 1 AE: The existing website for adult education is comprised of multiple screens, many screens are shared with CTE and others are unshared. Phase 1 of this migration will be completed in this contract year ending 6/30/2019. Proposed Phase 2: Projected Phase 2 for AE work will migrate approximately 30 unshared screens (specific to AE only) along with approximately 32 reports. All Phase 2 work is subject to change, however the data give above is a reasonable starting point.ETPL Student Data: Program administrators use this system to enter student enrollment data, and track performance for programs on the State’s eligible training provider list (ETPL). Grants system-Indy Grants and Skill up: This system is used to manage grant performance/outcomes which includes partner filling out the grant application, the grant application scoring and tracking of the grants.Universal Import Utility for CTE: This module of InTERS allows partners to upload complete files, using Microsoft Excel, (exported from the school’s management system) into InTERS to help eliminate duplication of effort where possible.WorkIndiana System: This module of InTERS manages data for the WorkINdiana program. Partners enter student level data on enrollment, program completion, certifications and employment. This module also tracts vendor fiscal performance. Central Server Integration with DOE and DWD Databases: This provides data sharing capabilities that are required between InTERS and identified systems at DOE (Department of Education) and DWD (Department of Workforce Development). The plan is to continue to improve this process in accordance with State Data Exchange GuidelinesReports Module (Federal, et.al.): The report module provides access to needed reports throughout the InTERS system and assists state staff and locals to meet required reporting guidelines. The reporting module will continue to be one area in the system where the most changes and additions are made to help state staff and partners meet all reporting needs.The following reports have been identified as priority for this contract period. The vendor will need to gather requirements and develop the reports.a)Adult Education (AE) Local and Federal / National Reporting System (NRS) Reports – NRS is the accountability system for federally funded AE programs including WIOA primary indicators for performance, measures that describe AE students and their program participation, methodologies for collecting performance data and program reporting procedures. Please see Attachment A attachment: Implementation Guidelines for the AE / NRS Reporting. Additional information can be found here: () b)CTE secondary and post-secondary Local and Federal/Perkins reports – CTE Data Collection and Reporting (doe.cte/cte-data-collection-and-reporting). Perkins Collaborative Resource Network (). c)New WorkINdiana reporting requirements – WorkINdiana Implementation and Administration Policy can be found here: ()d) New INTraining reporting requirements – Detailed information can be found here in the INTraining Data Submission Guide: ()Additional reports may be required for any system program or by request of system users, State staff and Federal/State Law Requirements. The generation of data analysis components of the database may also be requested/required. Efforts such as producing SQL queries for DOE and DWD teams as needed to satisfy external requests for information.The vendor will be expected to continue with routine changes and additions to the numerous federal reports. DWD is expected to report to the Federal Government once a year on all performance indicators. Vendor must be responsive to changes and timelines as necessary to capture and generate the reports as they are delivered. Data submission formats may change and may require manual incorporation into the federal reports database structure. Vendor will be responsible for hosting the federal reporting server, and allowing it access to the central database warehouse.Postsecondary enrollment system: Postsecondary enrollment system is a new area and will be used by postsecondary institutions to input/import student data which will then be used by DWD/DOE staff. This new component will need to be fine-tuned and upgraded next school/program year. The current vendor is performing work in this area. For the next program year, the new vendor will need to include this to their proposal for maintaining the enrollment system and any enhancements forthcoming. Training of Users: Vendor delivered training used to ensure all state staff users have the knowledge to carry out assigned duties. This online module will also ensure the respective agencies complete the required data reporting and collection requirements as defined. User training is delivered by the vendor in an online module. Help Desk Support and bug tracking software/maintenance/licensing: Encompasses software and license purchases for the program/websites used for help desk support and bug tracking. Currently, Bomgar and Manuscript (formerly Fogbugz) are used. Currently a system from Bomgar is used to allow a firewall agnostic way to attach to the end users. The remote support solution needs to be as simple for end users as possible. Most local IT administrators have provided end users with limited access Windows accounts, thus a simple, effective and foolproof system is required. DWD staff has expressed great satisfaction with the current Bomgar implementation. The vendor may be expected to continue using the Bomgar system as well as providing the maintenance for this system. Vendor will provide any software and hardware required for the chosen system. Also being used is an integrated web-based project management system featuring bug and issue tracking, among other functions, this system is Fogbugz – which was re-branded as Manuscript at the end of 2017. The vendor will be required to purchase and maintain the fifteen (15) needed license for the Fogbugz (Manuscript) system. The vendor will also be expected to provide any software/hardware required for this chosen system or any chosen system. Technical Support Resources, Continued MaintenanceAdditional maintenance costs associated with expanded technical support resources. This includes the ability for up to 6 staff to be able to provide remote technical support to the field and up to 15 staff to be able to use/access bug tracking software. This would include any necessary licensing and maintenance associated with the systems. Currently we have 6 license via Bomgar and 15 license via Fogbugz – these licenses are vendor supplied. The vendor is required to manage the tickets produced by the Fogbugz system.Online systems for batch updating and data transfers to external sources: InTERS has various automated systems that run at the server level and transfer data between the InTERS server and both DOE and DWD servers. These are batch programs and utilize SFTP to transfer csv files. The systems both import and export the resulting data. Clever Integration: InTERS is integrated with the Clever system (). School level management systems upload their data to Clever, and then InTERS side loads the data into our database where users can select subsets of student data to import into InTERS. Maintain Interconnectivity with State Active Director and IDOE Cloud solutions: During the previous year, modifications to the system were made to allow InTERS to validate user logins via the state AD and the IDOE Cloud systems. Ongoing changes are required.Additional Technical DetailsThe InTERS system can be separated into three parts: the database, the client JavaScript Framework and the web API server provider. Database: The database is the same Microsoft SQL Server system used as the back end for all the InTERS ecosystem products. One way this project saves effort and resources is by reusing all the existing database access procedures from the Windows Client for use in the Web. Some may need to be altered slightly to handle the stateless nature of the web, but by-and-large the current database remains the same. The Windows Client uses hundreds of database procedures to get, insert, update and delete data. JavaScript Framework: The client JavaScript framework is based on the Sencha Platform for Web Development. Sencha’s Platform is a robust enterprise level developer oriented toolkit. The actual JavaScript framework is called Ext JS (version 6.5) and contains a complete set of UI components for modern HTML5 browsers. The built-in data package is wired to all the components and has the feel of a modern desktop development language such as C#, Apple’s Swift and Delphi. Sencha provides an integrated development environment called Architect, similar to Visual Studio, it accelerates application development reducing manual coding and optimizing code generation. The Sencha Ext JS framework also handles browser compatibility issues internally. The default library has the ability to target older browsers and the newest ones alike. Web API Server Provider: For the web API server provider (the server), Sencha has designed a specification for a data interface that integrates with Ext JS. Data presented via this specification can be seamlessly assimilated into the client framework with minimal additional development. It is stateless, and lightweight, supporting features like API discovery, call batching, and server to client events. The current vendor has created a custom web API server that meets this specification and interfaces with our databases. This design also implements an upper layer of security via the InTERS user login, where all web API calls are denied without approved access. ................
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