The Vendor is required to provide case management software solution for student conduct cases project background as case management evolves, with intersections across cases, there is a need for increased efficiency in case management implementation, and a centralized and secure location to house and provide access to multiple uses.
- Through digital innovation, we will achieve a more connected, efficient, and secure conduct system.
- case management software solution that provides a streamlined process while supporting students on concern in compliance with university policies, to track, manage, and resolve non-academic misconduct investigations quickly, improve operations, identify trends, and prepare reports.
Implementation of a case management solution to streamline processes resulting from violations of the Policy on Non-Academic Misconduct
• Deployment of new case management cloud-based system.
oCase creation
oWorkflow development
oAccess configuration
• Training and testing
- Implementation of a robust case management solution will meet the following objectives:
• Modernize case management to track, manage, and resolve investigations
• Improve administration processes through efficiency with a clear, centralized platform for submitting, tracking, and resolution of conduct cases.
• Enhance transparency and consistency through consistent application of rules and policies across departments, minimizing biases.
• Strengthen compliance by ensuring adherence to legal requirements and internal policies through automated processes.
• Data-driven decision making with the ability to generate reports, analyze trends, and improve policy implementation.
• Licensing for the software solution;
• Professional services required to implement the solution, including setup, configuration, data migration, system integrations and testing;
• Initial user training;
• Ongoing technical support and maintenance, including updates, patches, troubleshooting.
- Cloud Based Solution
• Proposed solution must be cloud based. Responses including on premise hosted solutions will be disqualified.
- Web and Mobile
• Proposed solution must offer a case management for both web and mobile.
- Integration with third party applications
Proposed solution must be able to integrate with third party applications using industry standard Application Programming Interface (API’s)
- Solution Requirements
The University requires a case management solution that will provide:
• Case creation: varied sources for case entry into the system, for example manual creation, web forms, email to case, etc.
• Workflows: automating workflow processes
oWorkflows that include respondent, complainant, and witness to ensure representation and effective communication.
oTemplate generation
• Mobile reporting
• Role-based access permissions: clearly define, implement and update various roles.
• Configurability: modify existing and create new fields, forms, workflows, access controls, and more.
• Files and attachments: store attachments and digital evidence.
• Notifications: configurable notifications to ensure that users are kept informed of relevant information and changes.
• Escalation: flag cases for additional review and oversight and define an escalation scheme.
• Dashboards: configurable displays of case information in dynamic grids.
• Search: find case content using keywords.
• Integration: connect provider software with other required software in use at University of Guelph.
• File retention: set file retention periods, dates and rules.
• Reporting: robust business intelligence and reporting analytics with various distribution options to parties.
- Contract Period/Term: 5 years
