RFQ Data Solution Platform FAQ

The following questions were submitted in response to the recently issued Request for Quotes. The answers follow the questions in the order in which they were submitted.

Recently Submitted

What specific fields are you looking to include and manage within the system?

ANSWER: The fields in the system should speak to the primary data reporting system of the Department of Labor, the PIRL.

What specific functionality are you looking for, including but not limited to, data entry, reporting, analytics, and aggregation / integration of current data sources?


ANSWER: The ideal system would have all of those functionalities included. Data entry, reporting and analytics are requirements and the ability to integrate other data sources would be a very appreciated add on.

Are you looking to include ongoing wage data within the system?  If so, what are the sources of the related wage data?

ANSWER: The ideal system would have wage data sourcing capabilities. We do not have a preferred source for the data.

What specific milestones have you already identified?

ANSWER: The milestones that have been identified include building out the data warehousing platform that is predicated on the PIRL, designing an interface that allows for the upload of quarterly data to the Department of Labor, and creating a data analytics platform that provides canned reports and the option for customization.

Are you looking for a software-as-a-service, subscription-based tool, or custom sofware development on behalf of MUS?

ANSWER: Both. The data platform will need to be customized to accommodate the needs of MUS. Once built, we anticipate a subscription-based model that includes ongoing hosting, warehousing, and user support.

Are you looking for an ongoing quote related to the use and sevice of the platform, or are you looking for a quote to build a platform which you will then operate thereafter?


ANSWER: The current RFQ is related to the construction of the data platform. We intend to enter into an ongoing relationship for maintenance and support once the system is designed.


Project Timeline

By what date does MUS anticipate work on the project can begin?

ANSWER:  Work can begin within 10 days of selection under an authorization to incur costs issued by MUS to the selected vendor.  Contracts are anticipated to be fully executed within 60 days of selection.  Payments to vendors for services rendered are authorized upon binding execution of the contract.

Is there a “go live” date by which MUS needs the system to be available?

ANSWER:  MUS would like the system to be live by April 15, 2020 if possible.  However, this is not a mandatory deadline. 

System Users

How many users will need access to the system?

ANSWER:  We anticipate that two users per member will require access to the system. This means that 26 users external to MUS and 4 users from within MUS will need to have access to the system?

Do entities outside of MUS require direct system access?

ANSWER:  MUS members will use the system and we anticipate two users per member requiring direct access. This means that 26 users external to MUS would need access to the system.

What are the different types of user level access required for this system?

ANSWER: MUS prefers user access to include Administrator privileges at the MUS level which would have full accessibility to all sub levels as well as User-level privileges for MUS that would authorize data entry and report generation for all members.  Further, second tier Administrator levels for each member would allow for local control over local users and data. Finally, User level privileges at the local level would allow for local data entry and report generation for the local area specific data sets.

Does MUS anticipate that some of its own users will act as system administrators? If so, what capabilities are required for those administrators?

ANSWER:  Yes, MUS does expect that the System Administrator will have full access to and broad authority with sub level data.  This will include adding new users, creating/editing permissions, development of new reports and/or data pulls, management of data exports from the system to the DOL WIPS system and other data reporting relationships.

Data Scoping

What categories of data must be stored in the system (e.g. demographic, scheduling, survey, performance)?

ANSWER:  The data that will be stored includes participants level data including personal, demographic, and performance data.  Further, data relevant to the employers engaged in the hire of program participants must also be stored. This information requires individual business information.

What methods of data collection are required by the system? (i.e. Do grant participants being tracked need to self-report to the system? Do entities other than standard users need to input data to the system? Are survey results imported to the system?)

ANSWER: MUS anticipates two means for importing data into the system. The first requires direct data entry into the system by local case managers meeting with participants. The second is through a data upload from a local data system that is primary to the local workforce development board. This upload could occur through secure transfer via excel or csv or other means including tunneling. Each of these options must be available as each local member has unique data accessibility protocols they must adhere to.  

System Design Requirements

Are there existing systems/platforms used by MUS that must be integrated with this data platform? If so, please describe.

ANSWER:  The primary integration requirement is compatibility with the Department of Labor’s (DOL) WIPS system. This is the departments primary data reporting system, built to accommodate the data elements of the Full PIRL.  

Can MUS provide additional details about reporting needs for this system?

ANSWER:  https://www.doleta.gov/performance/wips/docs/WIPS_Quick_Ref_Guide.pdf

What, if any, are the cybersecurity and data compliance standards (e.g. FIMSA/NIST, GDPR, HIPAA) with which this new system must comply in order to satisfy the needs of your organization or grant funders?

ANSWER:  MUS and the parties intend to protect the privacy and security of certain protected health information to which subrecipients may have access in order to provide services to or on behalf of MUS, in accordance with federal and state laws and as required by the US Department of Labor as referred to by statues, Health Insurance Portability and Accountability Act of 1996, Pub. L. No. 104-191 (HIPAA), the Health Information Technology for Economic and Clinical Health (HITECH) Act, Title XIII of Division A and Title IV of Division B of the American Recovery and Reinvestment Act of 2009 (ARRA), Pub. L. No. 111-5 (Feb. 17, 2009) and related regulations, the HIPAA Privacy Rule (Privacy Rule), 45 C.F.R. Parts 160 and 164, as amended, the HIPAA Security Rule (Security Rule), 45 C.F.R. Parts 160, 162 and 164, ), as amended, 42 C.F.R. §§ 431.301-431.302, 42 C.F.R. Part 2, 45 C.F.R. § 205.50, 42 U.S.C. § 602(a)(1)(A)(iv), 42 U.S.C. § 1396a(a)(7).

Are there data or system audit trail requirements for this system? If so, please describe in more detail.

ANSWER:  The system will support the full data and performance management for DOL and other funded grant programs. As such, the system must accommodate the collection/attachment of documentation that substantiates the eligibility and progress of individuals served.  For instance, US citizenship is often a requirement for participation.  The system must allow users to upload and attach documentation evidencing citizenship to an individual’s unique record. 

Post-Deployment Logistics

Does MUS expect that the selected vendor will:

Train MUS users to serve as administrators to handle “day-to-day” system management needs (e.g. adding new users and defining their security permission)

ANSWER:  MUS expects that the vendor will train the MUS Administrator and a separate contract may be established to provide ongoing support of that Administrator in the management of the system.

Provide “day-to”day” administration of the data system

ANSWER:  MUS expects that the vendor will train the MUS Administrator in the “day-to-day” administration of the data system and a separate contract may be established to provide ongoing technical support for the management and build out of the system.

Other

ANSWER:  MUS expects that the vendor will train the MUS Administrator and a separate contract may be established for “Other”. 

What is an estimate of the frequency or volume of post-deployment assistance (e.g. report design, training, etc.) anticipated by MUS?

ANSWER:  MUS expects that the vendor will train the MUS Administrator and a separate contract may be established to provide ongoing support of that Administrator in the management of the system.