Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Bidder Name: Click here to enter text.
Section 1.1
RMS RFP
Functional
Requirements
Attachment 1.1 System Requirements
Instructions:
· The following requirements are grouped by subject matter and preceded by a Vision; these Visions are intended to provide bidders with general understanding of the mindset for the creation of the requirements. Nothing in the Visions shall be construed as requirements and they are not being scored.
· For detailed definitions in this document, refer to Appendix D– Glossary of Terms.
· The following requirements are labeled as mandatory (M) or desirable (D) requirements. If a Bidder is unable to provide a feature identified as mandatory the proposal will not be further considered.
· For each requirement contained within this document a response is required even if the response is indicating the functionality is not offered
· For each requirement check the appropriate box:
· COTS - the feature is available as part of the baseline COTS RMS solution. Please note: Only if all components of a requirement are available in the baseline COTS should COTS be selected.
· Custom – the feature is not part of the baseline COTS RMS solution. Either it has to be developed special or while built for other customers it is not part of the base application.
· Not Offered – the feature is neither currently available nor can it be integrated through customization.
· Where indicated, responses to certain requirements shall include a comprehensive narrative to explain the solution proposed by the Bidder. If additional space is needed Bidder shall clearly label their response with the requirement identifier.
· NYS reserves the right to allow the Bidder to correct obvious errors of omission.
Global System
Requirements
Functional Requirements Vision
New York State is seeking an enterprise records management system, scalable for deployment to law enforcement agencies statewide, which provides for secure storage, retrieval, management, archiving, and viewing of information pertaining to law enforcement operations. It should be an automated, integrated information system that reduces paper usage, eliminates redundant data entry, and improves access to stored information. This automation and integration significantly reduces the manual nature of the existing process, thus allowing officers to utilize their time more efficiently for law enforcement matters.
The proposed solution should have a consistent user interface, be easily supported, centrally managed, and allow for sharing of pertinent information within the State Police as well as other agencies. The proposed solution is expected to provide officers with remote access and investigative tools that enhance the ability of the New York State law enforcement to navigate the criminal investigation process, reduce the time to resolution, and improve public safety.
Requirement Number: 1Requirement Name: General
Req. No. / Req. Status / Requirement Description / Bidder Responses
COTS / CUST / Not Offered
1.1 / M / The proposed solution shall allow the New York State law enforcement agencies to modify code table values without Bidder assistance including, but not limited to, the following:
§ NYS Coded Law Table
§ Case Types and Statuses
§ Evidence locations
§ NCIC code tables
1.2 / M / The proposed solution shall allow printing to be directed to network and local printers (including in-patrol car printer).
1.3 / M / The proposed solution shall issue a warning when the user attempts to close a record without saving it.
1.4 / M / The proposed solution shall have the ability to auto save transactions in process and not yet completed.
1.5 / M / The proposed solution shall provide users with a visual indicator of Agency defined mandatory fields.
1.6 / M / The proposed solution shall provide a validation process to identify that mandatory fields, as defined by the Agency, have been completed prior to submission.
1.7 / M / The proposed solution shall allow a user to override validation rules with proper authority based on role.
1.8 / M / The proposed solution shall have the ability to scan barcode information directly from a driver’s license and vehicle registration into the appropriate fields within the RMS.
1.9 / M / The proposed solution shall incorporate a flexible design allowing content to expand and contract depending upon the window size and display resolution of the devices accessing the proposed solution.
1.10 / M / The proposed solution shall have the ability to attach digital media to records such as pdf, .jpg, .avi., word or excel document.
1.11 / M / The proposed solution shall provide the ability to view attachments.
1.12 / D / The proposed solution should allow for configuration based on user preferences regarding components of the look-and-feel (e.g. font size and magnification).
1.13 / D / The proposed solution should allow a user to enter attachment details including but not limited to attachment description, date and time created, and person creating.
1.14 / D / The proposed solution should provide the functionality to generate an attachment inventory log including but not limited to attachment description, date and time attachment was created, and person creating attachment.
1.15 / D / The proposed solution should provide the ability to playback audio and video attachments.
1.16 / D / The proposed solution should provide the ability to print any of the RMS screens to a printer
1.17 / D / The proposed solution should provide the ability to use standard time or military time as determined by agency.
1.18 / D / The proposed solution administrator should have the ability to modify the data validation rules.
1.19 / D / The proposed solution should provide type-ahead functionality in all fields populated by code tables.
1.20 / D / The proposed solution should allow a user to filter and sort code table information while performing a look up.
1.21 / D / The proposed solution should allow cut, copy, paste, and undo functions.
1.22 / D / The proposed solution should allow the Agency to determine the default value for select date / time fields.
Requirement Number: 2
Requirement Name: Help
Req. No. / Req. Status / Requirement Description / Bidder Responses
COTS / CUST / Not Offered
2.1 / M / The proposed solution shall include a Help menu for all screens and forms accessible via hotkeys.
2.2 / M / The proposed solution shall provide searchable electronic help documentation on how to use the software available in online and offline capacities.
2.3 / M / The proposed solution shall provide a help function that is customizable to the agency to allow for agency specific definitions and language to include field level and screen level help.
2.4 / D / The proposed solution should provide a video help feature for each screen.
Requirement Number: 3
Requirement Name: Agency Definable Fields
New York State Law Enforcement Agencies require a set of agency definable fields that can be configured to meet individual agency data collection needs. The bulk of the configuration of these fields will occur during implementation; however when trending issues arise the flexibility to configure fields to capture previously un-captured data may be needed.
Some examples of the types of flexibility may include the ability to configure the type (free text vs. drop down), ability to enable and disable fields, the ability to enable fields based on a case type, and the ability to define a default value for a field.
Req.
No. / Req.
Status / Requirement Description / Bidder Responses
COTS / CUST / Not Offered
3.1 / M / The proposed solution shall provide the ability to configure agency definable fields.
Provide a comprehensive description of how the proposed solution satisfies the requirement for Agency Definable Fields including capabilities, features, considerations, constraints, and limitations. Include in your response the number of fields available for configuration by New York State and what type (free text/drop down) are available for configuration. Reference additional pages, if necessary.
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Requirement Number: 4
Requirement Name: User Dashboard
Upon log-in to the Records Management System, the proposed solution shall provide the user with a personalized dashboard (see Appendix D - Glossary) based upon the user’s role, assigned unit, and access rights.
Req.
No. / Req.
Status / Requirement Description / Bidder Responses
COTS / CUST / Not Offered
4.1 / M / The proposed solution shall provide a user dashboard based on user’s role, assigned unit and access rights.
The user dashboard shall provide the following:
4.2 / M / The proposed solution shall provide clear identification of the user that is signed in.
4.3 / M / The proposed solution shall provide user access to open and unapproved work specific to the user or unit (e.g. “submitted cases”, “open cases”, “returned cases”, “open warrants”, “overdue assignments”).
4.4 / M / The proposed solution shall provide user access to their work directly from the dashboard.
4.5 / D / The proposed solution should display the day, date, and time.
4.6 / D / The proposed solution should display the status of their work (e.g. submitted, open, returned, overdue).
4.7 / D / The proposed solution should provide the ability for configuration by the user within the parameters of their role.
4.8 / D / The proposed solution should provide the user with the ability to see the total count of each item of work (e.g. “submitted cases”, “open cases”, “returned cases”, “open warrants”, “overdue assignments”).
4.9 / D / The proposed solution should provide a summary of each item of work (e.g. “submitted cases”, “open cases”, “returned cases”, “open warrants”, “overdue assignments”), consisting of a subset of fields from within the associated case.
4.10 / D / The proposed solution should provide the user the ability to sort their work (i.e. by priority, by date of entry, etc.).
Provide a comprehensive description of how the proposed solution satisfies the requirement for User Dashboard including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.
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Requirement Number: 5
Requirement Name: Internal System Notifications
As one of the primary information gathering and sharing tools to be utilized by law enforcement in New York, it is imperative that officers utilizing the system keep fellow officers informed of ongoing investigations. To this end, New York requires that users of the system have the ability to send out alerts and notifications to other RMS users.
Req.
No. / Req.
Status / Requirement Description / Bidder Responses
COTS / CUST / Not Offered
The proposed solution shall provide the following level of functionality regarding internal system notifications:
5.1 / M / The proposed solution shall provide the ability to create, edit, and delete a notification.
5.2 / M / The proposed solution shall provide the ability to direct notifications to specific users and/or user groups.
5.3 / M / The proposed solution shall provide the ability to sort notifications by severity then by date of entry.
5.4 / M / The proposed solution shall provide the ability to delete messages sent by other users.
5.5 / D / The proposed solution should provide a summary of each notification with a link to the full notification.
5.6 / D / The proposed solution should provide the ability to remove notifications prior to expiration of said notification based on user action.
5.7 / D / The proposed solution should provide the ability to display a user-specified number of notifications, including the total number of notifications (with a link to a complete listing of notifications) if there are more notifications than specified by the user.
5.8 / D / The proposed solution should provide the ability to deliver notifications to the user based upon the geographical location of the user.
5.9 / D / The proposed solution should provide the ability to automatically remove notifications upon expiration of said notification.
Provide a comprehensive description of how the proposed solution satisfies the requirement for Internal System Notifications including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.
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Requirement Number: 6
Requirement Name: Electronic Signature
A major component of this RFP is to create an environment in which New York State Law Enforcement Agencies can document and store as much information as possible within the RMS system. This includes signatures required of persons employed by these agencies, as well as members of the public. Currently signatures are captured for purposes such as: return of property to civilians, signatures on depositions and statements, chain of custody to document transfer of all property. Examples of methods of obtaining signatures include but are not limited to: electronic signature pad, user ID and password, biometric scanning, scan of ID card or barcode with password.
Req.
No. / Req.
Status / Requirement Description / Bidder Responses
COTS / CUST / Not Offered
6.1 / M / The proposed solution shall allow for the capture of electronic signatures.
Provide a comprehensive description of how the proposed solution satisfies the requirement for Electronic Signature including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.