Dream Hub

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SECTION V – SPECIFICATIONS/SCOPE OF WORK The ASU “Dream Hub” is a place where students are guided through integrated academic, financial, and career planning via technology and human interaction. The environment, both virtual and physical, offers an innovative, dynamic, and inspiring context for personal growth and development. At present, the ASU student experience is made up of disconnected services with inconsistent implementation of policies. Tools and processes are focused on tasks and to-do lists providing a transactional view of services. Students do not understand the impact of these transactions, which can be life lasting (e.g. college debt, career choice, internship opportunities). Such transactional services neglect faculty involvement as well as hinder students making meaningful decisions that increase the value of their degree and its connection to their future. Additionally, ASU and its systems are complex and complicated, at times making it difficult for students and staff to navigate or making meaningful connections. The goal of the “Dream Hub” is to integrate the collection of tools currently residing in silos. The final product will support student’s success; integrate key information; facilitate planning and action, including communication among students, faculty and support/service staff; and leverage existing disparate tools/processes and new tools/processes. Tools and processes need to have a mobile responsive design and be “smart” and adaptive to our diverse student population, thereby changing student behavior and trends. In addition, the “Dream Hub” will prepare students to market themselves. This requires developing students’ competencies as critical thinkers who can make connections between their current and future self. This requires a reorganization of our existing services into an interactive network of systems, tools, and services that show students clear progression towards realizing their dreams.

“Dream Hub” Framework Concept ASU seeks associates to develop and implement this integrated set of tools and processes that support student success, framed in concept by the ASU “Dream Hub”. The “Dream Hub” will support the success of all students by facilitating personal and social development and the academic, career, financial, and life planning of students. All tools will be reviewed on functionality and usability with an eye towards mobile friendly design at all times and embedded smart and adaptive processes. Bids will be accepted for separate elements of the RFP or for the entirety. Key elements of the “Dream Hub” suite of tools and processes will support all student populations including online and ground-based students. FUNCTIONAL REQUIREMENTS: The “Dream Hubs” are organized into the following components:  Academic Planning and Success  Financial and Career Planning  Personal and Social Development  Overall Integration: The Dream Portfolio Within each component there may be several elements. Respondents are requested to demonstrate how a proposed solution would meet all or some elements within a component of the “Dream Hub.”

Component 1: Academic Planning and Success Student In-Course Tracking Enhance existing “Academic Status Report” system  Allow for automated integration of grades and course related information and student behavior from PeopleSoft, Blackboard and ePortfolio  Allow for faculty to opt-out or create own metric for assessing progress  Increase ease of use of current system (or in comparison to current system) for faculty users  Track course progress, status, and success in the course  Allow for creation of templates for student progress information and recommended student action (e.g., tutoring referral, see faculty member, etc.)  Provide personalized student view that shows comprehensive view of student’s status and action steps for all courses with links to referrals as appropriate Degree Completion Planning and Tracking Enhance existing eAdvisor suite to support students’ successful and timely degree completion.  Enhance student view of existing degree maps and audits and provide a means for personalized programs of study, incorporating transfer data.  Enable student to compare and make informed decisions regarding changing degree paths. Comparisons would include real time feedback regarding time to degree and financial modeling (see financial component below).  Provide search functionality for internships, research opportunities, and other capstone academic opportunities.  Allow students to self-select a change in major – with the following customizations by the institution: what criteria students must meet to self-select new majors; majors available to change into/out of; generate autocommunication to appropriate student support staff.  Connect degree completion with financial aid tools to show: a. remaining funding/aid eligibility (for both federal and institutional funding sources) in relationship to remaining credits to degree b. costs associated with part-time enrollment verses full-time enrollment  Create and/or integrate with existing institutional level dashboards for tracking, including: a. frequency of at-risk behavior and/or off-track status by semester and academic unit b. seat capacities, as well as provide notification when additional classes need to be opened to accommodate critical courses based on course enrollments c. community college students on pathway progress towards transfer

Component 2: Financial & Career Planning

Financial Planning and Tracking Support students’ financial literacy.  Develop multi-year financial plans for college and post-college (short-term and long-term)  Integrate financial literacy/training interactive exercises with other components of “Dream Hub.”  Provide Pre/Post tests to measure individual student comprehension of financial planning.  Ability to “push” content to user based on individual attributes (e.g., the content for freshmen is different from sophomores).  Provide housing cost and living expense calculators and other interactive tools/resources.  Support financial aid planning and modeling linked to degree completion planning.  Support or link to financial aid eligibility, tracking (borrowing, Pell eligibility, etc.), and modeling.  Support communication between the student and his/her financial planner.  Integrate financial tools to allow students’ Dream Team to provide personalized support when needed. Student Employment as Career Development Enhance existing systems for student employment to foster connections between student work and future career.  Systems accessible to both student and staff to support the linkages between student job opportunities and career planning.  Research and design a new or enhanced web portal that allows students to better search jobs and offer hiring units improved methods for selecting the bestfit students. Automate student job suggestions to students featuring jobs that are a strong fit based on factors including academic major and/or desired skill attainment; students’ course schedule and hours of job.  Support communication between student and his/her career planner.  Integrate with tools such as ePortfolio (see Overall Integration Component) and Sun Devil Career Link. Career Path Planning Support students’ development toward their chosen career plan, beginning with the Dream Resume constructed and amended as the cornerstone.  Enable students to develop career literacy by exploring available content and through integration with me3.  Enable students to create and continually modify the Dream Resume, tracking components as they are achieved and using those achievements to create the actual resume.  Integrate with other components of the “Dream Hub” to suggest specific accomplishments for inclusion in Dream Resume (e.g. student job experience, skill development, service activities, internships).  Identify sought after qualifications and skills from employer job postings and link

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competencies from curriculum to employer’s desired skills. Identify employer demand for skills and/or degrees based on location. Integrate “real life alumni career stories” either in written or video format. Integrate with tools such as ePortfolio (see Overall Integration Component) and Sun Devil Career Link. Support communication between the student and his/her career planner.

Component 3: Personal and Social Development Community Engagement Tracking Support student engagement with the ASU and broader community.  Enable students to connect with and track engagement in the residential community, student groups, campus events, and local community groups.  Integrate with existing residential and other student life software applications.  Support communication between residential and other student life staff and students. Personal Goal Setting and Tracking Support students’ personal goal-setting and tracking.  Enable students to identify and track achievement of personal and life goals, including those identified in the academic, career, or financial plan.  Enable students to connect with and engage in directed interaction with other, similarly- minded students.  Enable communication between students and their Dream Team members about their personal goals and achievements.  Graphical tracking of progress regarding profile builds, academic goals, financial goals and career goals.

Component 4: Overall Integration Student Dream Portfolio  This ePortfolio serves as the space where students integrate their personal and social, academic, financial, and career plans.  This is a virtual space where students articulate, document, and track their portfolio of plans (dream resume, transferable skills, value of ASU degree, experiences and qualities valued) and communicate with their Dream Team (academic planner, financial planner, career planner, mentor, success coach).  Integrate with other components of the “Dream Hub” to suggest specific accomplishments for inclusion in Dream Resume

Student Success Tracking  Support all student success staff at ASU through integration/consolidation of all components of the “Dream Hub” by providing information and indicators on

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students’ progress, including course progress, academic success activities, degree planning and progress, community engagement, financial status and planning, and personal and community engagement, and career planning. Present information through a student progress view that enables staff to easily identify students needing advice or assistance. Drive actions and communication between students and academic support staff, coaches, student success staff, and other service staff to address students’ need for assistance, guidance, or referral to ensure students stay on track to complete their Dream Portfolios. Provide a comprehensive view of an individual staff member’s student case load to allow for prioritization based on any combination of metrics. Provide transparency into staff member’s caseloads for assessment in meeting institutional service metrics.

Appointment Scheduling  Be the university-wide appointment scheduling and tracking tool for use by all service providers.  Provide a common front-end for students to access.  Must be highly adaptable for customizations at individual department level (i.e. some departments need queue/line management functionality and others do not).  Provide easy, flexible, and multiple means of communication between service providers and students (e.g. email, two-way text message, chat) and capture messaging in institutional client relations management system. Data Reporting  ASU is a data-driven institution, where policy and practice decisions are based on data and analysis. To that end, the tools for each component of the “Dream Hub” need to support standardized and customized reporting.  ASU maintains a robust data warehouse. The underlying data residing in this set of tools must be accessible for analysis through the ASU data warehouse, so the structure of the data must be documented and transparent.  We envision the “Dream Hub” will extract data from ASU systems of record (Peoplesoft, Salesforce, eAdvisor, DARS) and generate data that are specifically collected as part of the “Dream Hub” tracking and planning tools.  To preserve “Dream Hub” data in ASU warehouses, the ideal solution will allow access to usage measures pertaining to the tool itself (interaction with and engagement with individual tools / sub-areas of the “Dream Hub”).  Data generated by “Dream Hub” should be keyed to allow seamless connection back to ASU data of record (student identifiers, faculty identifiers, course identifiers, using keys from sources of record).

GENERAL TECHNICAL REQUIREMENTS: All proposers should provide responses to all of the following questions to ensure technical feasibility. If not, may be deemed nonresponsive and may be rejected:

Requirement

Response Questions  Provide pricing models for 12-month implementation  What is your licensing model?  What license metric is used in your bid pricing to determine license costs?  What is your per seat licensing price?  Are there other pricing methodologies that your company uses for its software/solution? If so, please describe here without indicating actual pricing. If there are options in structuring the license, further describe the approach you recommend in this bid. 

Provide Initial One-time Costs – including but not limited to: 1. Purchase of provider proprietary software 2. Initial system configuration / customization of software (if any) 3. Data conversion charges 4. Initial training and installation 5. Consultative services

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Provide Annual Ongoing Costs – including but not limited to: 1. System support 2. Upgrades & maintenance charges 3. License fees 4. Technical support costs 5. What are “remote” and/or self-service users allowed to do without a license?

Cost / License Model

Versioning/License Management/Releas How does your system control versioning, licensing or releases? e Management Cloud Based  Is your solution offering cloud based? Solution  If so, please provide an architecture diagram of your environment  What freedom is given to create internal branding to the Ability to Brand interface?  Describe your mobile interface Mobile Experience  What mobile platforms are provided off the shelf?  How would you describe your solutions responsive design?  How are data encrypted at rest and in transit?  Where and how are any authentication credentials stored and transmitted?  If authentication depends on certificates, shared secrets, etc. how are they generated and deployed, and what procedures will be Information Security used to change them if they are compromised?  Describe your defenses against impostor systems assuming the role of a legitimate system?  Are there any other defenses against third parties eavesdropping on or modifying the data in transit?

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Process Integration

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Do you support 3-tiered architecture? For example, 3-tier architecture should be used to separate a database server from a web server, so that if the web server is compromised, it cannot be used to compromise the database What is the architecture of your system? Please provide an architecture diagram How does your system interface with other systems? Are there any additional costs associated with interfacing with other systems? Is third-party ware required? How many PeopleSoft implementations has your solution been integrated with? What are the default processes associated with the different modules within your system? Are your processes adaptable to industry best practices? Describe your process integration interface? How versatile are your process integrations?

Single Sign On Capabilities

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How does your system integrate with CAS SSO?

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How does your solution provide usage analytics? Are your dashboards on demand? What metrics are defaulted? What different dashboard reports are available off the shelf? Are reports role based? Describe the report writing capabilities of your software. Provide a listing in its entirety of all standardized reports available through the system. Describe the ad hoc reporting capabilities of your software. Can each user create a separate ad hoc report library? What support is afforded to users for ad-hoc reporting? Describe any user-friendly features for ad-hoc report building (e.g., click/drop/drag navigation with no need to build formulas or macros)? Describe the ability of your system to generate historical “as of” reports. Describe your automated report generation and distribution capabilities Describe ability to notify users based on logic of certain predefined status or other thresholds Describe the capability to export reports and data to other software applications, including MSOffice, Adobe Acrobat, etc. Can the application interface with other third-party report writers, such as Business Intelligence or Crystal Reporting? Describe how end-users can drill down in reports, such as on an entity hierarchy. Describe the system’s graphing and charting capabilities.

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Interfaces with: PeopleSoft 9.0

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  Analytical Requirements

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Describe your ability to produce exposure reports, graphs and charts based on exposure data in conjunction with claim and organizational data to create frequency and loss rates. Describe your ability to produce safety/loss control analysis reports, graphs and charts based on type, nature, cause, trends, etc. Describe any forecasting capabilities or reports. Does the application allow the user to define a cost allocation formula and report based on incurred, premium, exposure, department, etc. information? Can report requests run in a background mode to allow the user's computer to be used for another activity during the report production? Describe the ability for remote users, such as members, to develop, save and run reports. Describe the capability of administrator to restrict remote users to applicable data only. Is data immediately available for query upon input? Does your system allow sorting by user-specified fields? If so, is there a limitation to the number of sort fields?

How would your system be compliant with FERPA, HIPAA & PCI requirements? Does your system adhere to Website Accessibility standards as defined under Title II of the ADA (http://www.ada.gov/ada_title_II.htm)?  Do you ensure images have text equivalents?  Are all documents provided in a text-based format?  Do you avoid dictating colors and font settings?  Do you include audio descriptions and captions for video?  How else have your addressed ADA standards? Validate via the VPAT form (http://m.state.gov/md126343.htm) Using the VPAT (http://m.state.gov/md126343.htm) please indicate for each criteria whether your product:  Supports Use this language when you determine the product fully meets the letter and intent of the Criteria.

Voluntary Product Accessibility Template (VPAT)

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Supports with Exceptions Use this language when you determine the product does not fully meet the letter and intent of the Criteria, but provides some level of access relative to the Criteria.

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Supports through Equivalent Facilitation Use this language when you have identified an alternate way

to meet the intent of the Criteria or when the product does not fully meet the intent of the Criteria.

 User Friendly Interface  Role / Identity Management Provisioning Access from PeopleSoft  Automation / Workflows

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Supports when combined with Compatible AT Use this language when you determine the product fully meets the letter and intent of the Criteria when used in combination with Compatible AT. For example, many software programs can provide speech output when combined with a compatible screen reader (commonly used assistive technology for people who are blind).

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Does not Support Use this language when you determine the product does not meet the letter or intent of the Criteria.

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Not Applicable Use this language when you determine that the Criteria do not apply to the specific product.

Compared to other solutions how is your user interface streamlined and supportive of “friendly” use? How are identities provisioned within the system? In what way does your system automate workflows, approvals, etc.? Describe application development abilities available to build customized UI and business processes Provide and reference here a copy of the support level agreement(s) that is included in this bid proposal. Indicate the initial period of software support any options for annual or multiyear software support, support for error corrections, upgrades and technical assistance on the installation, use, performance tuning, maintenance and repair of the software. Provide an architecture that is scalable for adding and concurrently processing an increasing number of users and uses. Is your solution supported 24/7? Provide a comprehensive description of your software and technical support organization and capabilities including service locations, service days, service hours, (24 x 7), methods of contact, number of university contacts allowed and agreed response times after initial incident report and problem escalation Describe your technical support practices during business hours and after hours. When is your maintenance window schedule? Is system availability impacted and if so how much advanced warning is

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     Consulting for Implementation  Training for Implementation

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given prior to maintenance? Describe your comprehensive process for system security including regular penetration testing. Do you support and provide SSAE16 or equivalent to clients? Describe your disaster recovery plan. Include any fault scenarios where data loss might occur. Since this is required to be a SaaS solution, describe the frequency and circumstances of any customer data loss. Describe regular testing of disaster recovery plan; is client participation encouraged/required? How many and who are the other higher education customers using your system? Provide comprehensive system documentation, user guides and online help Are entity relationship diagrams provided? Describe your data storage management functions to enable standard database operations and maintenance functions on the data store to include backup, archive, and data purging based on data retention policies. Does your proposed solution require knowledge of the data schema or specific tables/columns in your database? What consultation is provided at implementation? What training offerings are available? Would your organization be willing to provide training materials to ASU for internal training? Describe the support provided from start to finish of implementation. Describe the implementation plan listing major deliverables, milestones and necessary resources. Please provide an initial project schedule and timeline that fits ASU’s desire to precede final acceptance with a 12-month POC that would transition to a broader implementation