Integrated Institutional Planning, Budgeting, Assessment, and Accreditation Platform

1. Purpose and Objectives SUNY Old Westbury seeks proposals for a secure, cloud-based, integrated institutional effectiveness software platform that supports: ·         Strategic and operational planning ·         Budget development and resource allocation workflows ·         Outcome’s assessment and program review ·         Accreditation and compliance evidence management ·         KPI tracking and performance dashboards ·         Cross-unit reporting and analytics ·         Institutional data alignment and continuous improvement The platform must support institution-wide use across academic and administrative units and enable coordinated planning, assessment, budgeting, and accreditation activities within a unified environment. The University requires a configurable/customizable platform — not a fixed’ template system — capable of adapting to Old Westbury governance structures, planning frameworks, MSCHE accreditation standards, and regulatory reporting needs. 2. Functional Scope — Required Capability Domains Vendors must propose a platform that includes integrated or tightly unified modules supporting the following functional domains that reflect the multi-module capability pattern for planning, budgeting, assessment, accreditation, and data import services. 2.1 Strategic & Operational Planning The platform must support institution-wide and unit-level planning processes. Required capabilities: ·         Strategic plan configuration (goals, objectives, strategies, actions) ·         Multi-level planning hierarchy (University → Academic Division or Administrative Office → Academic Programs or Administrative Units → programs/initiatives) ·         Goal and objective mapping across units ·         Action steps and task tracking ·         Timeline and milestone assignment ·         KPI and metric attachment to goals and objectives ·         Initiative/project tracking ·         Progress status reporting ·         Document and artifact attachment at plan element level ·         Configurable planning templates ·         Crosswalk mapping (e.g., goals ↔ outcomes ↔ standards ↔ KPIs) ·         Versioning and annual cycle rollover 2.2 Budget Planning & Resource Allocation The platform must support structured budget request and review workflows integrated with planning. Required capabilities: ·         Unit-level budget request submission ·         Budget request templates and drivers ·         Multi-level review and approval workflows ·         Budget-to-goal alignment tagging ·         Capital and operational budget categories ·         Scenario planning support (e.g., low/expected/high projections) ·         Budget narrative and justification capture ·         Budget request status tracking ·         Exportable budget reports ·         Finance office review dashboards ·         Ability to attach supporting documentation This requirement reflects the integrated planning + budgeting functionality 2.3 Outcomes Assessment & Program Review The platform must support academic and administrative assessment processes. Required capabilities: ·         Outcome definition (program, unit, institutional) ·         Measure and indicator configuration ·         Assessment cycle management ·         Data collection forms and surveys ·         Rubric-based scoring support ·         Findings and analysis entry ·         Improvement action tracking ·         Program review workflows ·         Multi-year assessment history ·         Evidence attachment ·         Outcome-to-goal mapping ·         Outcome-to-accreditation-standard mapping ·         Hierarchical assessment structures  2.4 Accreditation & Compliance Management The platform must support accreditation and compliance documentation workflows. Required capabilities: ·         Accreditation standards framework configuration ·         Standards → criteria → evidence mapping ·         Evidence repository with tagging ·         Evidence crosswalk mapping to: ·         standards ·         institutional goals ·         outcomes ·         KPIs ·         Working group collaboration spaces ·         Narrative draft tracking ·         Evidence linking to reports ·         Compliance checklist tracking ·         Self-study or review workflow management ·         Exportable accreditation evidence packages 2.5 Dashboards, Reporting & Analytics The platform must provide robust reporting and visualization tools. Required capabilities: ·         Role-based dashboards ·         Goal progress dashboards ·         KPI dashboards ·         Budget dashboards ·         Assessment dashboards ·         Accreditation status dashboards ·         Configurable filters ·         Cross-unit roll-up views ·         Drill-down capability ·         Export to Excel / CSV / PDF ·         Scheduled report delivery ·         Custom report builder tools  3. Platform Architecture & Technical Requirements 3.1 Deployment Model ·         Cloud-based SaaS platform ·         No local server requirement ·         Browser-based access ·         High availability architecture ·         Documented uptime SLA 3.2 User & Access Model ·         Institution-wide licensing model preferred ·         Unlimited or high-cap user model preferred ·         Role-based access control ·         Fine-grained permissions ·         Delegated administration ·         Multi-role user support 3.3 Authentication & Security ·         Single Sign-On (SSO) support required ·         SAML / OAuth compatibility ·         MFA support ·         FERPA-aligned controls ·         Role-based data visibility ·         Full audit logging ·         Data encryption at rest and in transit ·         SOC 2 or equivalent certification preferred 3.4 Integration Requirements Platform must support integration or data exchange with: Banner SIS Brightspace (D2L) LMS Jaeger (Procurement system) Interview Exchange (HR) Identity management systems MS PowerBI Integration methods must include: ·         APIs ·         Secure data feeds ·         CSV import/export ·         Scheduled data sync ·         Webhooks or event triggers (preferred) 4. Data Migration & Import Services Vendor must provide structured data migration support as part of the contract terms. Required capabilities: ·         Historical data import services ·         Data mapping support ·         Data transformation ·         Validation and reconciliation ·         Import testing cycles ·         Up to multiple years of historical records ·         Migration documentation ·         Secure transfer protocols 5. Configuration & Customization Platform must support configuration without vendor code changes: ·         Custom fields ·         Custom workflows ·         Custom templates ·         Custom terminology ·         Custom reporting dimensions ·         Configurable taxonomies ·         Standards framework configuration ·         Planning model configuration  6. Implementation & Training Requirements Vendor must provide: ·         Structured implementation plan ·         Dedicated implementation manager ·         Configuration workshops with Old Westbury leadership ·         Administrator training for all Designated Leaders ·         End-user training for users at different levels ·         Recorded training resources ·         Documentation library ·         Ongoing training availability ·         Virtual training options 7. Support & Service Requirements Vendor must provide: Ongoing technical support ·         Helpdesk ticketing system ·         Defined response SLAs ·         Knowledge base ·         User guides ·         Release notes ·         Regular platform updates ·         Customer success check-ins  8. Notifications & Workflow Communications Platform must support: ·         Automated reminders ·         Deadline alerts ·         Task notifications ·         Workflow status alerts ·         Email and calendar integration ·         Escalation notifications 9. Vendor Response Requirements Vendors must include: ·         Functional capability matrix ·         Implementation timeline ·         Data migration methodology ·         Security documentation ·         Integration architecture ·         Training plan ·         Support model ·         Licensing model ·         Pricing structure by module or capability area ·         Client references (higher education preferred) 10. Evaluation Criteria (for RFP Scoring) Please see attached Excel Spreadsheet for Scoring Rubrics ·         Functional fit — planning/budget/assessment/accreditation ·         Configurability ·         Integration capability ·         Reporting & dashboards ·         Data migration support ·         Security & compliance ·         Implementation approach ·         Training & support model ·         Total cost of ownership ·         Higher education experience Category Weight Functional Fit 25% Configurability 15% Integration Capability 10% Security & Compliance 10% Implementation Approach 10% Training & Support 10% Reporting & Dashboards 10% Data Migration 5% Vendor Experience 3% Total Cost of Ownership 2%   ** Bidders’ Questions Due By: Tuesday 08/11/2026, 3pm** College Responses Due By: Tuesday 08/18/2026, 5pm** Bids Due By: Wednesday 08/26/2026 2PM EST ***All bids are to be emailed to procurement@oldwestbury.edu*** ***Please attest to acceptance of Exhibit A, Exhibit A-1 and Exhibit-B in bid submission*** Business enterprises awarded an identical or substantially similar procurement contract within the past five years: NONE Service-Disabled Veteran-Owned Business (SDVOB) SDVOB Goal: 0.00% Minority / Women Business Enterprise contracting goals (MWBE) MBE Goal: 0.00% WBE Goal: 0.00% Disadvantaged Business Enterprise contracting goals (DBE) DBE Goal: 0.00%