4.2.1.1 System Architecture & Development The Vendor should describe their approach to gaining an understanding of the needs of our program, how they plan on developing a scalable system architecture, and how they will tailor the system to fit our needs and existing processes. Vendors should use existing licenses/connectors already held by the State of WV when possible. 4.2.1.2 Mobile-Friendly Form Creation & Automated Submission Solution DLRP needs the ability to create & automate mobile-friendly forms for a variety of uses, such as purchase requests, change orders, invoice submissions, etc. Because of the amount of time supervisors work in remote locations, it is also important that approvals can be submitted through a mobile device. The vendor should explain how their solution can achieve this & streamline workflows, form submissions and review/approval processes. The vendor should provide information on how forms can be customized for various purposes and what templates are available. The vendor must demonstrate how forms are automatically routed to various review or approval levels depending on specific criteria. The vendor must provide information about how data submitted through the forms can be tracked and updated by primary users of the system. Also, the vendor should explain how the solution notifies parties of status updates throughout the workflow. The solution should support customizable workflows with the ability to automate processes across multiple teams, without requiring advanced coding or technical expertise. 4.2.1.3 Improved Workflows, Collaboration & Oversight DLRP needs an improved system for ordering and invoice processes, as well as a way to populate internal forms with required information, such as pre-set coding for common invoices. The vendor should show how their solution will reduce the number of steps needed to process orders and invoices, while reducing coding errors. The vendor should demonstrate how our own coding sheets and required forms can be integrated into the workflow system. The vendor should demonstrate how the solution allows DLRP supervisors to view and manage workflows and assignments. The solution should also allow for collaboration among multiple stakeholders to work on the same project at the same time, with instant updates reflected in shared dashboards and reports.
