Attachment B - Functionality - CMS
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CITY OF PHOENIX Community & Economic Development Department CLIENT CASE MANAGEMENT SYSTEM SERVICES RFP – RFP CED16-CMS
Attachment B CCMS FUNCTIONALITY
Each proposer must complete this form by rating the capabilities of its proposed CCMS against each detailed requirement listed using the Capability Value scoring provided in Table 1. Each proposer must provide a written, supporting narrative for each requirement scored with a Capability Value of 1.
Capability Value Table 1 – Capability Values 0 Functionality Not Provided: Proposed CCMS does not meet requirement 1 Functionality is Provided: Proposed CCMS meets the requirement
Table 2 – System Functionality Item # Requirement Capability Narrative Value 1 Proposed CCMS must use email to facilitate automated notification with participants and system users to efficiently keep people informed of events, tasks, etc. 2 Proposed CCMS must provide capability to report on any one, or a combination of data fields, in tablature or graphing format. 3 Proposed CCMS must maintain a searchable database of the data for the City for 3 years after the term of the agreement. 4 Proposed CCMS must be operating system and web browser agnostic, and accessible from Internet connected computers, smartphones, and mobile devices. 5 Proposed CCMS must be a Software as a Service (SaaS) solution with zero requirements for City to acquire any additional on premise technology hardware and software. 6 Proposed CCMS must comply with Publicly Identifiable Information (PII) requirements outlined at http://wdr.doleta.gov/directives/corr_doc.cfm? DOCN=7872 7 Proposed CCMS must provide method for Tracking Completion of Training 8 Proposed CCMS must provide method for tracking participants who entered training 9 Proposed CCMS must have capacity and performance capability to support at least 700 participant records. Please specify if the solution has any limitations. 10 Proposed CCMS must provide data encryption; during transit and at rest 11 Proposal must provide SMS text messaging capability to facilitate notifications to participants
Any proposal with a Compatibility Value of 0 for Item 9 or Item 18 will be disqualified as non-responsive.
Attachment B-1 12 Proposed CCMS must have invoicing capability for training services 13 Proposed CCMS must have the capability to manage participant records and information, including the ability to upload documents, images, and other electronic files in multiple formats (i.e. *.pdf, *doc, *xls, *.txt, *.jpg, etc.) 14 Proposed CCMS must tie O*NET Codes to training activities 15 Proposed CCMS must have the capability to send email and/or SMS text reminders for users to meet/contact their participants every 30 days 16 Proposed CCMS must provide capability to populate Outlook 2016 email client with predefined meetings, schedules, etc. 17 Proposed CCMS must have the capability to assign a Unique Program Identifier to each participant 18 Proposed CCMS must not store and transmit participant data outside of the lower 48 states of the United States of America
Any proposal with a Compatibility Value of 0 for Item 9 or Item 18 will be disqualified as non-responsive.
Table 3 – Required CCMS Fields Item # REQUIREMENT Capability Narrative Value 19.1 Grant Number
19.2 Eligibility Date
19.3 Approval Date
19.4 City of Residence
19.5 Social Security Number
19.6 Date of Birth
19.7 Race
19.8 Gender (Drop down menu)
19.9 Number in Family
19.10 Individual with a Disability
19.11 Category of Disability
19.12 Number of Children with a Disability CITY OF PHOENIX Community & Economic Development Department CLIENT CASE MANAGEMENT SYSTEM SERVICES RFP – RFP CED16-CMS
19.13 Category of Disability
19.14 Number of Children
19.15 Ages of Children
19.16 Education Status (drop down menu)
19.17 Highest Grade Completed at Program Entry (drop down menu) 19.18 Eligible Veteran Status
19.19 Employment Status at Program Entry (drop down menu) 19.20 Long-Term Unemployed at Program Entry
19.21 Number of Weeks Not Employed Prior to Enrollment During the Prior 26 Weeks 19.22 Incumbent Worker
19.23 Underemployed Worker
19.24 Unemployed for 27 or More Consecutive Weeks
19.25 Unemployed for 27 non-consecutive weeks during the past year? 19.26 Looking for work during the last four weeks?
19.27 Other conditions for long-term unemployment eligibility? 19.28 Work Eligibility Status
19.29 Alien Certification Number
19.30 Low Income Status at Program Entry
19.31 Receives or in the past 6 months has received, or is a member of a family that is receiving or in the past 6 months has received cash payments under a federal, state, or local income based public assistance program 19.32 Receives or in the past 6 months has received, or is a member of a family that is receiving or in the past 6 months has received assistance through the Supplemental Nutrition Assistance Program (SNAP) 19.33 Receives or in the past 6 months has received, or is a member of a family that is receiving or in the past 6 months has received assistance through the Temporary Assistance for Needy Families (TANF) program
Attachment B-3 19.34 Receives or in the past 6 months has received, or is a member of a family that is receiving or in the past 6 months has received assistance through the Supplemental Security Income (SSI) program 19.35 Youth living in a high-poverty area
19.36 Received an income, or is a member of a family that received a total family income for the six month period prior to application for the program involved that, in relation to family size, does not exceed the poverty line 19.37 Received an income, or is a member of a family that received a total family income, for the six month period prior to application for the program involved that, in relation to family size, does not exceed 70 percent of the lower living standard income level (LLSIL) for an equivalent period 19.38 Homeless individual or Child/Youth
19.39 Disabled and whose own annualized income does not exceed the higher of the poverty line or 70% of the LLSIL, but is a member of a family whose income does not meet this requirement 19.40 Poverty Level For Family Size
19.41 70% LLSIL for Family Size
19.42 100% LLSIL for Family Size
19.43 Self Sufficiency Income Level for Family Size (450%) 19.44 English Language Learner at Program Entry
19.45 Date of Program Entry
19.46 Income Calculations
19.47 Includable Income
19.48 Excludable Income
19.49 Total Income
19.50 Supplemental Security Income (SSI) (yes or no)
19.51 TANF Recipient (yes or no)
19.52 Number of Months on TANF/AFDC Cash Assistance
19.53 Food Stamps (yes or no) CITY OF PHOENIX Community & Economic Development Department CLIENT CASE MANAGEMENT SYSTEM SERVICES RFP – RFP CED16-CMS
19.54 Subsidized housing (yes or no)
19.55 Currently receiving Subsidized Child Care (Child Care Voucher)? 19.56 Currently receiving Social Security Disability (SSDI)? 19.57 Received Social Security Disability Insurance (SSDI) at any time in the past? 19.58 Parenting Youth (yes or no)
19.59 Are you the parent of a child receiving TANF Assistance? 19.60 Ex-Offender Status at Program Entry (drop down menu) 19.61 Type of Crime(s) (Dropdown Menu)
19.62 Length of Sentence
19.63 Date of Release
19.64 Substance Abuse
19.65 Contact Information
19.66 First Name
19.67 Middle Initial
19.68 Last Name
19.69 Address
19.70 Address 2
19.71 State
19.72 Zip Code
19.73 Country
19.74 Email
19.75 Phone
19.76 Phone 2
19.77 Facebook
Attachment B-5 19.78 LinkedIn
19.79 Service Type
19.80 Date of First Case Management and Employment Service 19.81 Recipient of Incumbent Worker Training
19.82 Received Training
19.83 Work Readiness Classes
19.84 Job Club
19.85 Date Completed or Withdrew from Training
19.86 Occupational Skills Training
19.87 Distance Learning
19.88 Support Services - Transportation
19.89 Support Services - Child Care
19.90 Support Services - Clothing
19.91 Support Services - Rent/Utility Assistance
19.92 Support Services - Tools
19.93 Support Services - Medical
19.94 On-the-Job Training
19.95 Most Recent Date Received Work Experience Opportunities 19.96 Type of Work Experience
19.97 Support Services - Other
19.98 Incentives
19.99 Comprehensive Assessment
19.100 Initial Assessment
19.101 Job Search and Placement Assistance CITY OF PHOENIX Community & Economic Development Department CLIENT CASE MANAGEMENT SYSTEM SERVICES RFP – RFP CED16-CMS
19.102 HeadStart Enrolled
19.103 Date of HeadStart Enrollment
19.104 HeadStart Location
19.105 Development of the IEP
19.106 Follow-up Services
19.107 Text Boxes for Each Service for Description
19.108 Case Management
19.109 Career Guidance
19.110 Adult Education and Literacy Activities
19.111 Job Referrals
19.112 Pre-Vocational Services
19.113 Enrollment Notes
19.114 Contact Information Snapshot
19.115 EEO Notification
19.116 Wages
19.117 Employer Name
19.118 Employer Name 2
19.119 Employer Name 3
19.120 Employer Address
19.121 Employer Address 2
19.122 Employer Address 3
19.123 Employer Phone Number
19.124 Employer Phone Number 2
19.125 Employer Phone Number 3
Attachment B-7 19.126 Employer Email
19.127 Employer Email 2
19.128 Employer Email 3
19.129 Case Notes
19.130 Attained recognized educational, occupational certificate, credential, diploma, or degree? 19.131 Date of Attainment
19.132 Type of recognized educational, occupational certificate, credential, diploma, or degree received 19.133 Employed
19.134 Not Employed
19.135 Hours per Week Worked
19.136 Benefits
19.137 Hourly Wage
19.138 Success Story
19.139 Performance Measures
19.140 Total Participants Served
19.141 Total Participants Enrolled in Education or Training Activities 19.142 Total Number of Enrolled Receiving Child Care Services 19.143 Total Participants Completing Education or Training Activities 19.144 Total Participants Who Complete Education or Training Activities And Receive a Degree or Other Credential 19.145 Total Number of Unemployed Participants who Obtain Employment After Training Completion 19.146 Total Number of Incumbent Worker Participants that Advanced into a New Position After Training Completion 19.147 Total Number of Those Participants Employed at Enrollment Who Received a Wage Increase After Training Completion 19.148 Median Earnings CITY OF PHOENIX Community & Economic Development Department CLIENT CASE MANAGEMENT SYSTEM SERVICES RFP – RFP CED16-CMS
19.149 Target Population Year 1
19.150 Target Population Year 2
19.151 Target Population Year 3
19.152 Target Population Year 4
19.153 Incumbent Population Year 1
19.154 Incumbent Population Year 2
19.155 Incumbent Population Year 3
19.156 Incumbent Population Year 4
19.157 Target Population Subtotal
19.158 Combined Total
19.159 Target Population Earnings Year 1
19.160 Target Population Earnings Year 2
19.161 Target Population Earnings Year 3
19.162 Target Population Earnings Year 4
19.163 Incumbent Population Earnings Year 1
19.164 Incumbent Population Earnings Year 2
19.165 Incumbent Population Earnings Year 3
19.166 Incumbent Population Earnings Year 4
19.167 Alerts to Case Manager for Contact
19.168 Case Manager Name
19.169 Partner Program Name
19.170 Co-Enrolled Programs
19.171 Other Reasons for Exit
19.172 Accountability Exit Status
Attachment B-9 19.173 Reincarerated (yes or no and date)
19.174 Medical Exclusion (explanation)
19.175 Death (explanation)
19.176 Gap in Service (explanation)
19.177 Date Entered Gap in Service
19.178 Date of Program Exit
19.179 Start Date for Activity
19.180 End Date for Activity
19.181 Completed Activity
19.182 Unsuccessful Completion of Activity
19.183 Leveraged Services
19.184 Leveraged Dollar Amount
19.185 Cost of Service
19.186 Total Cost of Services
19.187 Supervisor Approval for Enrollment (checkbox)
19.188 Date of Supervisor Approval
19.189 Quality Assurance Monitoring Date 1
19.190 Quality Assurance Monitoring Date 2
19.191 Quality Assurance Monitoring Date 3
19.192 Quality Assurance Monitoring Date 4
19.193 Quality Assurance Review Initials 1
19.194 Quality Assurance Review Initials 2
19.195 Quality Assurance Review Initials 3
19.196 Quality Assurance Review Initials 4 CITY OF PHOENIX Community & Economic Development Department CLIENT CASE MANAGEMENT SYSTEM SERVICES RFP – RFP CED16-CMS
19.197 Case Note Date Entered (default system generated)
19.198 Case Note Reference Date
19.199 Total Number of Customers who Received Child Care Services through Grant Funds 19.200 O*NET Title
19.201 O*NET-SOC
19.202 CIP
19.203 Status (drop down menu)
19.204 In-Progress
19.205 Training Provider Name
19.206 Training Provider Address
19.207 Training Provider Phone Number
19.208 Training Provider City
19.209 Training Provider State
19.210 Training Start Date
19.211 Training End Date
19.212 Text Field for each Service Type
19.213 Provider Name
19.214 Provider Address
19.215 Provider Phone Number
19.216 Provider City
19.217 Provider State
19.218 Barriers (drop down menu)
19.219 Date of Most recent Measurable Skills Gains: Training Milestone 19.220 Date of Most recent Measurable Skills Gains: Skills Progression
Attachment B-11 19.221 Incumbent Workers Retained Current Position
19.222 Incumbent Workers Advanced into a New Position with Current or New Employer in the 1st Quarter after Completion 19.223 Incumbent Workers Retained Current Position in the 2nd Quarter after Completion 19.224 Incumbent Workers Advanced into a New Position with Current or New Employer in the 2nd Quarter after Completion 19.225 Incumbent Workers Retained Current Position in the 3rd Quarter after Completion 19.226 Incumbent Workers Advanced into a New Position with Current or New Employer in the 3rd Quarter after Completion