request for proposals: development of … · development of research participant recruitment ......

REQUEST FOR PROPOSALS:

DEVELOPMENT OF RESEARCH PARTICIPANT RECRUITMENT

& MANAGEMENT APPLICATION

Issue Date: September 15, 2017

Due Date: September 29, 2017

To be considered, proposals must be signed and returned via email to WestEd’s Procurement Manager, Oscar Leon, at [email protected]

RFP responses will be considered valid for a period of 60 calendar days after the response due date.

RFP - DEVELOPMENT OF RESEARCH PARTICIPANT RECRUITMENT

& MANAGEMENT APPLICATION

Table of Contents

I. INTRODUCTION 1

II. BACKGROUND 1

III. WESTED CONTACT 2

IV. SOLICITATION FORM 3

V. SOLICITATION KEY DATES AND TIMELINE 4

VI. PROJECT OBJECTIVES 4

VII. PROJECT SCOPE & REQUIREMENTS 4

VIII. TECHNICAL DESIGN TASKS & DELIVERABLES 5

IX. PROPOSAL OUTLINE 5

X. PROPOSAL SUBMISSION AND SELECTION PROCESS 7

XI. REVIEW PROCESS 8

XII. NOTICES TO RESPONDENT(S) 8

XIII. REJECTION OF PROPOSAL(S) 8

XIV. COMPLIANCE WITH LAWS 9

XV. WRITTEN QUESTIONS AND ADDENDA 9

XVI. SUBMISSION 10

XVII. PROTESTS 10

XVIII. APPENDIX 10

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RFP - TECHNICAL DEVELOPMENT OF RESEARCH PARTICIPANT RECRUITMENT & MANAGEMENT APPLICATION

I. INTRODUCTION

WestEd requests proposals from Salesforce development partners to provide technical

expertise, design and development services necessary to develop a multi-tenant

Salesforce application that enables WestEd research project teams to recruit effectively,

manage, and track participants and their level of participation through phases of research

studies. A secondary objective is to demonstrate a model that can be applied to the

development of future shared service applications for use across WestEd projects and

programs.

This development effort is expected to provide specific direction in the implementation of

a self-service multi-tenant cloud application strategy. The application must provide each

tenant with levels of security to protect the privacy of research participants and project

relationships while also offering teams the ability to share information and work processes

selectively. Other anticipated outcomes include increase staff capacity to share work

processes and work across projects and the ability to collectively develop a pool of

potential, current, and previous sites that can be used to recruit research participants.

With success, this effort will lead to the increased use of Salesforce platform capabilities

by WestEd to improve the lives of children, youth, and adults through education and

learning.

This RFP contains background information on WestEd and specific information that must

be included in the proposal submitted. An electronic version of the response must be

received no later than 6 PM PDT, September 29, 2017.

Electronic copies must be delivered via email to [email protected].

II. BACKGROUND

WestEd is a not-for-profit research, development, and service agency that works with

education and other communities to promote excellence, achieve equity, and improve

learning for children, youth, and adults. WestEd has over 640 employees, located in 16

offices across the United States, and had revenue in excess of $160 million for Fiscal

Year 2016.

WestEd is a Joint Powers Agency (“JPA”) formed under the California Joint Exercise of

Powers Act, California Government Code section 6500 et seq. and governed by public

entities in Arizona, California, Nevada, and Utah. WestEd’s Board of Directors is

comprised of members representing agencies from these states, as well as other national

education and vendor leaders. WestEd’s income is tax exempt under Section 115 (1) of

the Internal Revenue Code.

mailto:[email protected]

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WestEd complies with the required federal regulations on procurement, as well as

applicable State procurement law and procedures.

Efforts, including affirmative steps prescribed by federal regulation (if applicable), will be

made by WestEd to utilize small and minority-owned businesses, women’s business

enterprises and labor surplus area business when possible. The selected vendor may be

required to undertake affirmative steps to utilize such businesses in subcontracts if this

contract is federally funded. A vendor qualifies as a small business it meets the definition

of “small business” as established by the Small Business Administration (13 CFR

121.201, Subsector 541512) by having average annual receipts for the last three fiscal

years not exceeding $27.5 million.

III. WESTED CONTACT

All communications, including any requests for clarification, concerning this RFP should

be addressed in writing to the following:

Oscar Leon

[email protected]

Procurement Manager


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IV. SOLICITATION FORM

FAILURE TO SIGN THIS PAGE WILL DISQUALIFY YOUR RESPONSE

If awarded, the undersigned offers and agrees to furnish the services described in this

Request for Proposal at the prices and terms stated, subject to mutually agreed upon

terms and conditions. The undersigned warrants and represents their authority to bind

the firm into an agreement subject to the terms and conditions of this Request for

Proposal.

Company Name:

Street Address:

City, State Zip:

Email:

Telephone:

By (Authorized Signature) Date Signed:

Print name and title of Authorized Signatory

ALL SPECIFICATIONS, TERMS, AND CONDITIONS OF THIS REQUEST FOR

PROPOSAL WILL BE INCORPORATED INTO ANY RESULTING AGREEMENT.

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V. SOLICITATION KEY DATES AND TIMELINE

RFP Activity Dates

RFP Released September 15, 2017

Questions Due by Vendors 9 AM PDT, September 22, 2017

Response to questions 5 PM PDT, September 25, 2017

RFP Due Date 6 PM PDT, September 29, 2017

RFP Award Notice October 2, 2017

Contract Negotiation October 6, 2017

Commence Work By October 9, 2017

VI. PROJECT OBJECTIVES

● Prototype a shared service application

● Develop a secure multi-tenant solution with cross project collaboration capabilities

● Secure data at a research study level to protect participant personal information

● Provide groups of projects with the ability to share data selectively across projects

● Recruit participants using a combination of Salesforce and other applications

● Manage participants using a combination of Salesforce and other applications

● Enable projects to integrate selected survey solutions

● Use an API to report activity within select applications used to collect research data

● Define requirements for a self-service initiation capability with chargeback reporting

● Develop a model for future shared service application including client and participant

management, case management, and participant engagement.

VII. PROJECT SCOPE & REQUIREMENTS

Scope of Work

The scope of this project is to develop an application, including visual interface, to recruit

and manage research participants. Ongoing support should not be included in the

proposal cost. This work will be informed and based on included design documents

produced during a technical design effort that was recently completed.

Timeline

The selected partner must be able to start work with all members of its proposed team by

October 9, 2017. Deliverables must be completed by November 30, 2017

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Salesforce Development Partner Qualifications

A Salesforce app exchange minimum designation of Silver Partner.

A Salesforce app exchange customer satisfaction rating of no less than 8/10.

A project team leader that has completed a minimum of 10 projects similar in nature to

the project scope of work.

Additional Requirements

A completed nondisclosure and partnering agreement must be executed by the project

start time.

VIII. TECHNICAL DESIGN TASKS & DELIVERABLES

Task 1 - Organizing and Lead Project Review Sessions

○ On Site or via Web conference participation

○ No less than one session during each week of period of engagement.

○ Include between eight and ten WestEd staff participants across sessions.

Task 2 - Share knowledge and best practices to:

○ Increase WestEd staff’s knowledge about the development of multi-tenant Salesforce

applications that can be used as shared services across agency projects that share

similar needs but have a variety of work processes.

Task 3 – A completed application with the following elements:

○ Documentation of object model and element relationships

○ Functioning Interoperability with at least two third party survey applications

○ A functional security model that protects personally identifiable information

○ Functionality that supports cross team sharing of select information

○ Documentation and training for end users on configuring a new project.

○ A phase two implementation proposal to address functions that could not be

developed in the phase one implementation

○ A draft support plan for the ongoing operation of the application

IX. PROPOSAL OUTLINE

To simplify the review process and to obtain the maximum degree of comparability, the

responses should include the following items and be organized in the manner specified

below.

1. Letter of Transmittal

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A letter of transmittal briefly outlining the business’s understanding of the work and

general information regarding the vendor and individuals to be involved is limited to a

maximum of 1 page. The letter should clearly identify the local address of the office of the

vendor performing the work, the telephone number, and the name of the authorized

representative. The letter shall include a clear statement from bidder that this offer is

binding and shall remain open for 60 days from the due date of this RFP and

acknowledges that its proposal cannot be withdrawn within that time without the written

consent of WestEd.

2. Table of Contents

Include a table of contents that identifies the material by section, page number, and a

reference to the information to be contained in the proposal.

3. Profile of Vendor Proposing

State whether the vendor is a local, national, or international vendor and include a brief

description of the size of the business. State whether the bidder is a qualified small or

minority-owned business, women’s vendor enterprise or labor surplus area business.

State whether the vendor is in compliance with the registration and permit requirements

to do business in California.

Describe the local office from which the work is to be performed.

4. Qualifications/Background/Technical Approach

Describe your relevant history, organization capabilities, and compatibility to working on

this project.

List members of your proposed team and a brief biography that describes each of their

qualifications

Describe your technical design process and related corporate capabilities with examples

of successful multi-tenant design efforts.

Provide three client references.

5. Statement of Work

Outline the tasks to be performed, who will perform then, and how they will be managed.

Provide time, cost, and other information appropriate to each task. Provide a project

milestone chart that includes a detailed list of tasks and subtasks and their duration.

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6. Time and Cost of Task Activities

Please bid on a time and materials basis. The total cost will be the basis of a contracted not to

exceed cost.

Tasks Total Hours Total Cost

Organizing and Leading

project Review Sessions

Share knowledge and best

practices

Application Development

Other Costs

TOTAL Total hours Total cost

X. PROPOSAL SUBMISSION AND SELECTION PROCESS

By use of numerical and narrative scoring techniques, responses will be evaluated by

WestEd against the factors specified below. The relative weights of the criteria—based

on a 100-point scale—are shown below.

Criteria Points

1. Qualifications, experience, references, and ability to carry out the described work

30 points

2. Proposed methodologies and processes to accomplish work

30 points

3. Fees / expenses 30 points

4. Other factors, including completeness of proposal, adherence to RFP instructions, other relevant factors not considered elsewhere

10 points

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XI. REVIEW PROCESS

Responses should be submitted on the most favorable terms, from both technical and

price standpoints, that the vendor can propose. WestEd contemplates award of the

contract to the responsive, responsible vendor whose proposal is the most advantageous

to WestEd, based on the highest total points and its decision is final.

As a federal contractor, it is WestEd’s policy to utilize, whenever possible, small

businesses, disadvantaged small businesses, veteran-owned small businesses, minority-

owned business, and/or woman-owned businesses. Therefore, vendors that meet these

criteria will be given preference, should they meet all other stated criteria in the RFQ.

XII. NOTICES TO RESPONDENT(S)

All materials provided to WestEd become the property of WestEd and may be returned

only at its sole discretion. WestEd is a public entity. All proposals and any materials

submitted with a proposal may be deemed public records subject to disclosure pursuant

to the California Public Records Act. No portion of any proposal or materials submitted

therewith will be withheld from disclosure as proprietary, trade secret or confidential

unless that portion is clearly marked by the firm as such, and the firm agrees to indemnify

WestEd against any claim or action to compel disclosure of such portion of the proposal.

WestEd is not obligated to accept any proposal or to negotiate with any entity. All

transactions are subject to the final approval of WestEd, which reserves the right to reject

any and all proposals without liability. All costs directly or indirectly related to a response

to this RFP will be borne by the firm.

The contract, if any, shall be awarded to the responsible firm whose proposal is most

advantageous to WestEd, based on the evaluation criteria set forth in this RFP. WestEd

may at its sole discretion select the response that best fits its needs, may choose to cancel

the RFP, or to not select any Firm. A selection committee will evaluate the responses

based on established criteria, including compliance with the direction herein, experience

and qualifications, cost, financial position of the company, and other factors as stated in

this RFP. If selected, the successful firm will enter into a written agreement with WestEd

that will include service agreements and compensation agreements.

All information in this RFP should, for purposes of this RFP, be considered proprietary

and confidential. Information contained in this RFP should not be shared or distributed

without the expressed written consent of WestEd.

XIII. REJECTION OF PROPOSAL(S)

WestEd reserves the right in its sole discretion to reject any or all proposals, in whole or

in part, without incurring any cost or liability whatsoever. All proposals will be reviewed

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for completeness of the submission requirements. The proposal may be rejected if it fails

to meet a material requirement of the RFP or if it is incomplete or contains irregularities.

A deviation is material to the extent that a proposal is not in substantial accord with RFP

requirements.

Immaterial deviations may cause a bid to be rejected. WestEd may or may not waive an

immaterial deviation or defect in a proposal. WestEd’s waiver of an immaterial deviation

or defect will in no way modify the RFP or excuse a firm from full compliance with the

RFP requirements.

Any proposal may be rejected where it is determined to be not competitive, or where the

cost is not reasonable.

Proposals that contain false or misleading statements may be rejected if in WestEd’s

opinion the information was intended to mislead WestEd regarding a requirement of the

RFP.

WestEd may reject a proposal from a firm it finds non-responsive. Any person or entity

that has substantially assisted WestEd in preparing any part of this RFP is prohibited from

submitting a proposal. Submission of a proposal to WestEd shall constitute the firm’s

certification that the proposal is not collusive.

XIV. COMPLIANCE WITH LAWS

Any Vendor must affirmatively agree and certify that it will comply with all applicable

federal, state, and local laws and regulations, including but not limited to the provisions

of the Fair Employment and Housing Act (Govt. Code, § 12900 et seq.) and any applicable

regulations promulgated there under (Cal. Code of Regs., tit. 2, § 72850.0 et seq.). Any

Vendor must affirmatively agree to include the non-discrimination and compliance

provisions of this clause in any and all subcontracts to perform work under the agreement.

XV. WRITTEN QUESTIONS AND ADDENDA

Written questions or comments regarding this RFP must be in writing and received no

later than 6 PM PDT, September 22, 2017. Questions should be emailed to Oscar Leon

at [email protected] All questions will be responded to via email. Vendor(s) invited to

submit a response understand and agree that they have an affirmative duty to inquire and

seek clarification regarding anything in this RFP that is unclear or open to more than one

interpretation.

WestEd reserves the right in its sole discretion to revise or amend this RFP prior to the

stated submittal deadline. Any such revisions will be made by written addenda to this

RFP. Business are responsible for verifying they have received, and all responses shall


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acknowledge receipt of, all addenda issued by WestEd relating to this RFP. Failure to

acknowledge receipt of all such addenda may render a proposal nonresponsive.

XVI. SUBMISSION

Electronic copies of proposals must be received by 6 PM PDT, September 29, 2017. Any

proposal received after this date may be returned or not considered. Proposals should be

submitted electronically to Oscar Leon at [email protected].

Submission of a proposal shall constitute the firm’s representation that it:

• Has thoroughly examined and become familiar with the scope of work set forth inthis RFP;

• Understands the requirements of the scope of work, the nature of the work and allother matters that may affect the work;

• Will honor its proposal for no less than 60 days after the submission date stated inthis RFP (or until execution of a final contract with the selected firm, if sooner), andacknowledges that its proposal cannot be withdrawn within that time without thewritten consent of WestEd;

• Will comply with all requirements set forth in this RFP, and in the ensuing contract,if any.

XVII. PROTESTS

Following the selection of the apparent successful firm, WestEd shall notify all firms that

submitted a RFP in a timely manner of its intent to award a contract to such firm. Any

protest to the award of the contract to the apparent successful firm shall be submitted to

WestEd in writing within no less than five (5) calendar days from the date of such notice.

Any protest shall state with specificity the ground on which the protestor alleges the

contract may not be awarded to the apparent successful firm. WestEd shall consider any

properly submitted protest and may accept or reject such protest as it determines

appropriate in its sole discretion.

XVIII. APPENDIX

The following documents represent requirements and discovery efforts to inform the

technical design effort.

● RPM Design Document

● User Stories

● Workflow Diagram


WestEd Research Participant Recruitment and Management Project

RPM Application Design Document Version 1

Page ii

RPM-1

TABLE OF CONTENTS

0 PREFACE ....................................................................................................... 1

0.1 Purpose of this document ....................................................................... 1

0.2 Use of this document ............................................................................... 1

0.3 Basis of this Document ........................................................................... 1

0.4 Specific Design Considerations ............................................................. 1

1 INTRODUCTION ............................................................................................. 2

1.1 Purpose ..................................................................................................... 2

1.2 Scope ........................................................................................................ 2

1.3 References ................................................................................................ 2

1.4 System Characteristics and architecture ............................................... 2

1.5 Project process flow ................................................................................ 3

2 SYSTEM CONTEXT ........................................................................................ 5

5

3 SYSTEM DESIGN ........................................................................................... 6

3.1 Data Objects features and details ........................................................... 6

3.2 Naming conventions .............................................................................. 10

3.3 Programming Standards ....................................................................... 11

4 COMPONENT DESCRIPTION ...................................................................... 12

4.1 Functions ................................................................................................ 12

5 SOFTWARE REQUIREMENTS TRACEABILITY MATRIX .......................... 21

RPM-1

0 PREFACE

0.1 PURPOSE OF THIS DOCUMENT

This document was developed to inform the development of an application to recruit and manage research participants. It is also intended to be used to inform the development of development proposals.

0.2 USE OF THIS DOCUMENT

This document is to be used to arrive at more detailed specifications, finalized screens and time and resource estimate for the project.

0.3 BASIS OF THIS DOCUMENT

This document is generated based on the user stories (attached along with), Salesforce platform related discussions, WestEd requirements including data security and management.

0.4 SPECIFIC DESIGN CONSIDERATIONS

i. To increase shared work processes across WestEd Research projects and within project teams.

ii. Enable a diversity of research projects with necessary flexibility and customization capabilities.

iii. Integrate off to shelf tools and services for quick implementation

iv. Utilize Salesforce Lightning, lightning compatible interface for research team users.

v. Force.com platform to be utilized for developing this app.

vi. Provide research team users with drag and drop features where ever possible.

vii. Provide templates for sequencing and customization

viii. Consider agile approach for project execution.

ix. Create Reusable components for future development efforts

x. Minimum to no help required from salesforce administrator by research team during configuration or day to day use of the app.

xi. No prepopulated data or data to be migrated

RPM-1

1 INTRODUCTION

1. The system is intended to be built for research project teams at WestEd. This system will in turn be also used by agency management to get vital reports and insight into the use of the application, and the needs for further enhancements.

2. It’s to be built on Force.com platform. Front end to be lightning or lightning compatible for the research team. WestEd’s Salesforce Administrator may have to use a combination of both lightning and classic interface.

1.2 PURPOSE

1. Provide a design document that can be used as a blueprint during application development.

2. Develop a share view of necessary functions and processes across Research Teams and the WestEd Salesforce team.

1.3 APPLICATION SCOPE

1. The system will help manage the recruitment, communication and management of sites and participants.

2. It will also track the willingness of participants and sites, whether they wanted to be associated with WestEd for further research or not.

3. This system will help WestEd team gauge the existing engagement of sites and participants.

4. This app is not intended to manage the participant research data in current version.

1.4 REFERENCES

1. All external refences will be marked, prime and base references are from Salesforce Developer Docs, which is continuously updated.

1.5 SYSTEM CHARACTERISTICS AND ARCHITECTURE

The system utilizes all prime characteristic of Salesforce and Salesforce Lightning.

1. Near Real Time Operation

2. Intuitive, platform and device independent interface

3. Large number of concurent users.

4. Highly resilient and fault tolerant

5. Data protected by access, roles and profiles.

6. Scalable and easily maintainable in the future

7. Assists back-up facilities to protect important data.

8. Force.com is the base engine.

https://developer.salesforce.com/docs

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9. SLDS, Lightning interface, standard and custom components, bootstrap will define the user front end.

10. Integrated security, audit and logging features.

1.6 PROJECT WORKING PROCESS FLOW

1. Project Initiation

(1) Define the name, type duration, status, team etc.

2. Project Setup

(1) Determine the steps

(2) Define the sequence

3. Site and Participant Recruitment

(1) Select or import list for both sites and participants

(2) If required get consents and approvals from both site and participants

(3) Make them part of a project List

(4) Apply Control or group them

4. Project Execution Steps

(1) Use/Clone/Create email templates

(2) Enable and use steps decided for projects

(3) Collect Data and update status

5. Third Party Integration (This step may happen in between

other steps between 1-4)

(1) Email Sending tools like Mailchimp

(2) Survey handling tools like survey Monkey

(3) Keep option to integrate Box and other tools in future phases

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P 1.0 HIGH LEVEL PROJECT FLOW

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2 SYSTEM CONTEXT

Salesforce and data interaction with external entities

Salesforce System

Manual data input using CSV

files/Manual Entry

Data exchange via email

response

Data exchange via integrated

systems. Surveys, Signed

Electronic docs

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3 SYSTEM DESIGN

3.1 DATA OBJECTS FEATURES AND DETAILS

3.1.1 Object Name: Account

▪ Type: Standard Salesforce object

▪ Holds data for: State, District, County, School, Facility, Classroom

▪ Date privacy: Communication Data to be private to the communicating research team member. Only generic fields to be available via Directory object.

• Features or functions required

o Easy filter on attributes like location, availability, specialization

o Check if approval is required for research

o Check about WestEd feedback from other team members

o Mass email/individual email to sites

o Multiple Record types

3.1.2 Object Name: Contact


▪ Holds data for: Site contacts, coordinators, school principals, students, parents

▪ Date privacy: Communication Data to be private to the communicating research team member. Only generic fields to be available via standard/Directory object.


o Easy filter on attributes like location, availability, specialization

o List view creation and email lists for messaging.

o Check if consent is required for research

o Mass email/individual email to persons

o Survey to participants

o Multiple Record types

3.1.3 Object Name: Tasks and Activities


▪ Holds data for: All communication or tasks for account and contacts

• Date privacy: Communication Data to be private to the communicating research team member.


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o Easy filter on attributes to trace past communication

3.1.4 Object Name: Email Templates


▪ Holds data for: None, these will be reusable templates, with on the fly data merge.

• Date privacy: Communication Data to be private to the communicating research team member.


o Easy filter on attributes to trace past communication

3.1.5 Object Name: Reports


▪ Holds data for: None, these will be reusable templates, data to be served based on ownership.

• Date privacy: Data to be private to the research team members, who owns records.


o Easy filter on attributes

o Create on their own if possible

3.1.6 Object Name: Project Details

▪ Type: Custom Salesforce object

▪ Holds data for: All Projects created by a research team member

• Date privacy: Data to be private, accessible to research team members only.


o Easy filter on attributes to trace

3.1.7 Object Name: Project Steps


▪ Holds data for: Stores generic project steps.

• Date privacy: Public.


o Easy to create new steps and all active steps available for selection in new projects.

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3.1.8 Object Name: Project Users


• Holds data for: Junction between Project Details and User



o None

3.1.9 Object Name: Project Sites


• Holds data for: Junction between Project Details and Accounts



o None

3.1.10 Object Name: Project Participants


• Holds data for: Junction between Project Details and contacts



o None

3.1.11 Object Name: Project Steps Planned


▪ Holds data for: Junction between project details and project steps.



o None

3.1.12 Object Name: Survey Master


▪ Holds data for: Survey related generic steps.

• Date privacy: Public


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o Easy filter on attributes to trace

o All active records available for selection.

3.1.13 Object Name: Survey Project Details


▪ Holds data for: Junction between Survey Master and Project Details/Steps.

• Date privacy: Private.


o Link between project details and survey steps.

3.1.14 Object Name: Survey Account Details


• Holds data for: Junction between Survey Project Details and Accounts

• Date privacy: Data to be private, accessible to research team members related to that project.


o None

3.1.15 Object Name: Survey Contact Details


• Holds data for: Junction between Survey Project Details and contacts



o None

3.1.16 Object Name: Survey Responses Accounts


• Holds data for: Junction between Survey Responses and accounts



o Reports

o Manual Update

3.1.17 Object Name: Survey Responses Contacts


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• Holds data for: Junction between Survey Responses and contacts



o Reports

o Manual updates

3.1.18 Object Name: Account Survey Consent


• Holds data for: Junction between Survey Details and accounts



o Reports

o Manual Updates

3.1.19 Object Name: Contact Survey Consent


• Holds data for: Junction between Survey Details and contacts



o Reports

Manual Updates

3.2 NAMING CONVENTIONS

i.) Prepend all components with RPM for easy identification on the app components

ii.) Use camel case naming convention with class, testClass, trigger, helper, vfPage, vfComponent appended to the end

iii.) Add documentation header within top lines identifying the main purpose of the item.

iv.) All items to have proper description why they exist and what they do.

v.) Link to given JIRA (project management tool) ticket for further reference, within field description.

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3.3 PROGRAMMING STANDARDS

i.) Maintain

1. modularity and structuring;

2. headers and commenting;

3. indenting and layout;

4. existing components to be used;

5. Test coverage above 80%, preferably 90%+

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4 COMPONENT DESCRIPTION

4.1 FUNCTIONS

1. Account addition or import functions

▪ Manual, CSV import

▪ Filters

▪ Sorting

▪ Categorisation / randomization

▪ Source listing

▪ Assign owners as people or teams

▪ Communication logs for all type, call, phone, email, scanned documents

2. Contact addition or import functions

▪ Manual, CSV import

▪ Filters

▪ Sorting

▪ Categorisation / randomization

▪ Source listing

▪ Assign owners as people or teams

▪ Anonymous coding to obscure identity

▪ Random IDs assigned to records

▪ IDs from other sources attached to records

▪ Communication logs for all type, call, phone, email, scanned documents

3. Project creation (bring items and sequence) function

▪ Use previously created project templates

▪ Reuse existing project process or steps

▪ Consent process

▪ MOU Process

▪ Email process

▪ Survey Process

4. Survey creation (bring items and sequence) function

▪ Use previously created survey templates

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▪ Rearrange survey items within a survey for survey creation

5. Email template creation

▪ Use previously created email templates

▪ Edit and save for current or future use

6. List Generation for emails, consents, survey

▪ Filters, control or groups, manual

▪ Use existing list

▪ Import a list

▪ Manually add or edit a list

7. Email sending and scheduling function

▪ Via created Lists or manual

▪ Immediate or scheduled

8. Survey sending and scheduling function using inbuilt features or integrating external tools

9. Communication logs and document attachment functions

▪ Auto logs via emails, manual text, manual document attachments

4.1.1 Data relationship diagrams

D 1.0 - Account, Contact, Project, Survey and Activities

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D 1.1 Account and Consent data

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D 1.2 Account Project Junction, Project Survey Junction

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D 1.3 Survey response from contact

4.1.2 Tools, Personas, Data and Integration

1. Tools and Features

Tools/Features Status

Independent Salesforce Org Force.com Platform

Email Templates Salesforce Email Templates

Mailing Tools Salesforce and external (Mailchimp)

Survey Tools Salesforce and External (Survey Monkey, Qualtrics)

Reports and Analysis Salesforce and survey tool assisted

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2. Personas

Name Salesforce Access

Salesforce Administrator Salesforce License Users

As Defined by Salesforce

API user

Project Directors Salesforce License Users As Defined by Team. Each user needs 1 license

Project Coordinator Salesforce License Users

Participant Manager Salesforce License Users

Project Staff Salesforce License Users

Data Analyst Salesforce License Users

Data Coordinators Salesforce License Users

Data provider Salesforce License Users

Potential Participant Salesforce Contacts As Defined by Team. SF License not needed Participant Salesforce Contacts

Consenters / assenters Salesforce Contacts

Site Coordinator Salesforce Contacts

Site Staff Salesforce Contacts

Stakeholders for Approval

Salesforce Contacts

3. Standard and Custom Objects Standard Objects/Components

Component Feature RPM Term Remarks/API Name

Accounts Standard, Private with hierarchy

Sites, District, Schools

Contacts Standard, Private with hierarchy

Coordinators, Principals, Parents, Students, Respondents

Users Standard with roles and profiles

RPM Team Members

Tasks Standard, Private with hierarchy

Assigned/Planned Activity

Workflows Standard Actions/Decisions

Activities Standard, Private with hierarchy

Activity Logs

Flows Standard Actions/Decisions

Process Builder

Standard Actions

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Email Templates

Standard with branding Emails

Reports Standard, Private with hierarchy

Reports

Custom Objects

Component Feature RPM Item Remarks/API Name

Project Details Store Main Project Data Projects RPM_Project_Detail

Project Steps Store Generic Project Steps

Projects RPM_Project_Steps

Project Users Junction between Project Details and Users

RPM Team Members

RPM_Project_User

Project Sites Junction between Project Details and Accounts

Sites, District, Schools

RPM_Project_Site

Project Participants

Junction between Project Details and Contacts

Coordinators, teachers, students

RPM_Project_participants

Projects Steps Planned

Junction between Project Details and Steps

Assigned/Planned Activity

RPM_Project_Steps_Planned

Survey Master Store Main Survey Data Survey RPM_Survey_Master

Survey Project Details

Junction between Survey Master and Project Details/Steps

Survey RPM_Survey_Project_Details

Survey Account Details

Junction between Survey project details and accounts

Survey RPM_Survey_Account_Details

Survey Contact Details

Junction between Survey Project details and contacts

Survey RPM_Survey_Contact_Details

Survey Responses Accounts

Survey responses back from accounts/sites

Survey responses RPM_Survey_Responses_Accounts

Survey Responses Contact

Survey responses back from users/participants

Survey responses RPM_Survey_Responses_Contacts

Account Survey Consents

Related list to Accounts with Rollup to Account

Survey Specific Consent

RPM_Account_Survey_Consent

Contact Survey Consents

Related list to Contact with Rollup to Users

Survey Specific Consent

RPM_ Contact _Survey_Consent

4. Integration Items

a. Mail sending Application

i. Sending email with embedded code and receiving the response back in to the same record – Standard salesforce feature

RPM-1

ii. In custom tools embed the record id and code id to get the information back to related record.

iii. Use custom email service and receive emails/attachment back into record which originated the email.

P 1.0 Email processing (Instructor consent) by inbuilt tool

RPM-1

b. Survey Application

i. External applications have customized ways to embed fields, usually record id, random ids or any other custom field generated for the purpose.

P 1.1 Survey processing by inbuilt tool

RPM-1

5 SOFTWARE REQUIREMENTS TRACEABILITY MATRIX

i.) This table should be used by the development team to define how each software requirement in this document will be addressed during development. The tabular format permits one-to-one and one-to-many relationships to be shown.

System Req. Number

System Ref. Item Component Identifier

Component Item

0 Stories MVP Stories MVP Notes Expected Effort Level in Salesforce

10. System Project Set Up (Available-Available with some effforts-

Considerable Efforts)

2 Initial Set Up

3 Create a new project so that I can organize all the participants for my project. MVP

4 Indicate a number of attributes on my project so I can later search/filter on them. MVP

5Assign staff to the project with specific roles so I can limit access to the data and information

about the project.

MVP

6Allow staff from other sites (non WestEd) to have access to the system since the research

project has multi-site data collection.

MVP This requires additional Force

.com license purchase.

Available

7 Archive a projects MVP Available

8Set a start and end date for my project, so we can reference the dates of the project after it is

over.

MVP Available

9Create multiple subprojects under one parent project, so that I can run/track different phases or

parallel projects under one project.

Considerable Efforts

10 Project Configuration

11Set up the (optional) group for randomization within my study (test group, control, treatment,

etc.) so I can effectively track my data collected from participants.

MVP

12Indicate which participants belong in each of my study groups I can manually randomize

subjects.

MVP

13 Set up codes/custom IDs for each participant to anonymize them from project staff. MVP

14 Tell the system to randomly generate Ids based on parameters I provide. available with some efforts

15See a list of all codes/custom IDs for each participant and other limited details of the participant

so that I am not biased about the participant.

MVP

16 Input/update Ids for participants from other sources, such school ID or district Ids. MVP

17Assign various treatments/protocols for each study group so I can track the data related to each

of these treatment/protocols.

MVP

18

Add custom fields to a project, site, or participant without the help of a developer so that I

can adapt my project for the study.

MVP Providing X (10-15) fields to be

customized. Beyond that #

must get assistance from

admin.

19

Add acceptable values and logic to fields for a project without the help of a developer so

that I can adapt my project for the study.

MVP Providing X (10-15) fields to be

customized. Beyond that #

must get assistance from

admin.

20Add project workflow and workflow logic for a project without the help of a developer so that I

can adapt the stages of my project for the study.

MVP

21 A. Site Outreach

22 Collect Potential Sites

23 Looks through existing database or scours internet for potential sites Available

24 Gather contact information of the site coordinator and site staff at potential sites Available

25Enter a new site into the system (and links to any known potential participants) so that we can

track communications and participation of that site in our research.

MVP

26Indicate if a site and its contacts should not be contacted so we can honor agreements with a

given site about recruitment outreach.

MVP Available

27 Indicate if site approval (or process) is required for study. MVP Available

WestEd User Stories

28Enter fields that describe the site (size, location etc. tbd) so that I can search and filter for sites

that might be a good fit for my research project.

MVP Available

29 Selecting Potential Sites

30Search for an existing site to see if and how we have communicated with a site about research

participation so that I can ensure that we have not over communicated with the site.

Available

31See which research projects a site has participated in and in what capacity, so that I can be sure

of a good pool of research participants and effective communication.

Available

32Indicate that I have communicated with the site around recruitment for a particular project so I

can prevent duplicate communication or know what communication has happened.

MVP Could remove from MVP

33Run a search for sites that fit a particular set of criteria, so I can make a list of people to

communicate with about my research project.

MVP Could remove from MVP available with some efforts

34Looks to see if this site has a research application or known long site approval process, so that I

can prioritize this site appropriately.

available with some efforts

35 Communication with Potential Sites

36Create an email template to communicate with potential site contacts, so that I can mass email

possible sites.


37Create a list to email all potential site coordinators/site staff (does approving), so that I am

communicating with the correct point of contact at each site.

MVP

38Craft emails in an WYSWIG editor and include images into the template to make the messages

user friendly to potential participants.

Available with considerable efforts

39Create an email list of people who are primary site contacts at a site so I can email them about

the research project.

MVP available with some efforts

40Create an email list of people who are culled from contacts of potential sites, so that I can email

them about the research project.


41Communicate to the custom lists over and over again so that I can continue communications

with them about the research project.


42Manually exclude particular people from a list to email so that I can control who gets the

communications.

Available

43 See all previous communications (phone or email) provided to a given list. MVP available with some efforts

44Duplicate or copy a previous emails from other projects so that I can customize it for a new

message to potential contacts.


45See if an email has been viewed by the end users, so I have feedback on effectiveness of my

communications.


46 Tag or group email templates so that I can find them easily for other projects. Available

47 Record communications with site coordinators that happened via phone or in person. Available

48 Document approval or rejection of MOU/research app in system available with some efforts

49 Communicating with Participants in Recruitment

50 Add in new potential participants so that I can track communications with them. MVP

51Email and track messages I sent directly to participants so that I can follow up with their sites

about research participation.

MVP

52Make notes about my communications with participants especially if they are in person or via

telephone, so others on our team can track the communications.

MVP

53 Restrict who see the site contacts affiliated with my project? MVP Limited to project; and by role.

54 Restrict who sees participants being recruited for a study to just my project? MVP Limited to project; and by role.

55 Expresses interest in participating in a study via email, phone, survey or in person MVP Available

56 Find all the info I need about participating in a site in one location online. MVP available with some efforts

57 Indicates desire to participate in a study via consent form. available with some efforts

58

If site associated with potential participant has provided approval and potential participant is

consented, potential participant is upgraded to the status of participant. (If no site approval is

needed, consented status is all that is required for upgrade.)

Available

59Runs or access report on recruiting status (how many people fit in participant, potential

participant, and number of sites approved)

available

60 Receives updates/reports on recruiting status available

61 Assigning Participants or Site / Randomization

62Export participants with specified metadata so that I can use external randomization tools to

assign participants to the appropriate groups.

MVP

63Import participants that have been randomized into groups, so that I can track the data collection

for each group.

MVP

64Assign a site or participants to a study group (via spreadsheet or manually) so that I can control

communication with each group.


65 Allow for flexible definition of assignment groups MVP available with some efforts

66 Selecting Site

67Submit documentation that indicates the site agrees to participate in a study, so I can give

formal consent of participation.

MVP Available

68Have access to all the agreements my site or I have signed, so that I can reference them

throughout the study.

MVP Availble

69Indicate that I have selected a site to include in my project, so that I have a list of all sites for my

project to communicate with.

MVP

70

Attach MOUs or other agreements (such as stakeholder agreements) for sites when they agree

to participate in a research project so that all the appropriate documentation is available.

Available

71See a list of all sites that have been selected for a given project so I conduct participant

recruitment from those sites.

MVP

72Indicate that a participant at a selected site has opted out or should not be included, so that I

know to remove the participants’ data from the data set that are being collected.

MVP

73 B. Participant Recruitment

74 Participant Recruitment

75Build an email template for communicating with participants around recruitment so I can use the

same message for a set of users.

MVP

76Create and save lists of users that are pulled from selected sites, as well as meet eligibility and

availability requirements, so that I can recruit these users for the research project.

MVP

77Track communications with each individual potential participant about the research project so I

can see what has been shared with them previously.

MVP Within a project.

78Include notes about my communications if they are not sent out via email (phone/in person) so

those activities are captured.

MVP

79 Indicate that a potential participant has declined to participate. MVP

80Indicate that a potential participant has requested to not be contacted again, so that we do not

contact them in the future.

MVP

81Request to study team to not be contacted again via email as I'm not interested in participating. available with some efforts

82 Indicate that a potential participant does not qualify. MVP

83 Indicate that a potential participant qualifies. MVP

84 Bulk indicate that a set of participants qualify for a research study. available with some efforts

85Invite all qualified participants to join the study by sending them an email (either individually or in

bulk).

MVP

86 Participant Agreement

87 Configure what consent and assent forms are required for each site and participant. MVP

88 Send out agreement paperwork/consent forms to participants. available with some efforts

89Consent in participating in a study via email or a web form, so that I can easily join a research

project.


90 Track parental consent/opt-out for a child to participate in a research study (if applicable). MVP

91Track and connect student/child assent to a parental consent so that I can confirm that I have

the appropriate agreements from participants (if applicable).

MVP

92 Indicate that a participant consents to participate in a research project. MVP

93 Electronically receive agreement/consent paperwork. available with some efforts

94 Electronically submit or upload a signed agreement/consent form. available with some efforts

95 Mobile consent on site Available (if done with 93, 94)

96 Easily attach a scanned copy of an agreement to a participant record/ project. MVP

97Indicate that a participant does not qualify / should not be part of the research project despite

having accepted and submitted paper work.

MVP

98 Opt in to join future lists for communications about WestEd. MVP available with some efforts

99Indicate that a participant is active in a study (either individually or in bulk) and should not be

contacted about new studies.


100Indicate that a participant declined or is no longer active in a study (either individually or in bulk)

and can be contacted about new studies.


101 C. Participant Management/Data Collection

102 Project Welcome

103

Use an email template to send out communications about the study to study groups specified in

the project (control, treatment, etc.) so I can control communications to the correct set of

participants.

MVP

104Create messages and send them out on a specific date/time so that all participants receive them

at approximately the same time.

MVP Could remove from MVP

105Enroll a participant into the study (and assign them to a particular group) on a rolling basis, so

that I can accommodate participants who join at different times in the study.

MVP

106Receive an email customized to me that gives me clear instructions on what I need to do to get

oriented to the project.


107See if a participant has viewed the welcome messages, so that I can see who is engaging with

the emails.


108 Participant Management Tasks

109Update a participants contact info if they change their email or address during the study, so that

I can ensure I am communicating with them throughout the study.

MVP

110See history of who has made changes to a participant record, so I can ensure integrity in

participant data.

MVP

111

See all the activities assigned to a participant/group and the status for each for the participant,

so I can determine if additional engagement or support is needed for that participant.


112If a participant or their behavior indicates they might stop participating, flag that this participant is

at risk for dropping, so we can ensure we follow up with them.


113Indicate that a participant has dropped from the study and include notes on why, so that we do

not further communicate with the participant.

MVP

114Indicate the dropped participant should be paid for the portion of the study they have completed. Compensation is currently out of scope

115 Data Collection

116List different data sources for my research, so that I track where data is coming from.

(Manually)

MVP

117Associate external data sources to the participants in the study, so that I can track progress of

data collection. (Automated)


118 Indicate or see status of data collection from external data sources (manual and automated). MVP Available with considerable efforts

119 Import status of data collection from external data sources for each participant. MVP available with some efforts

120Batch upload participant assessment data (*.csv) to import external data sources not compatible

with this system.

available

121

Indicate which groups of participants will be involved in the data collection from a particular

source (e.g. groups A and B will be taking this survey. And groups C and D will use this

protocol)


122Select from one of a few common survey tools, so that I can collect survey data online and have

it associated with my participants.


123

Indicate when each set of data/activities should start and end, so that I can effectively

communicate with participants about completing the activities, and so that I can use those dates

for triggers of communication or flags.


124

Set up automated emails that go out in the following scenarios:

- X days before or after due date

- X days after another date in the system (study end date, e.g.)

- When another activity has been completed by the participant


125Send emails to participants that include the participant ID (as needed) and any relevant links to

complete the activity (such as a link to a survey).


126 Manually indicate a given piece of data collection has been completed. MVP Available

127See automatic updates of status of data collection for a participant when a connected survey is

completed or data has been imported.


128 Reporting and Status

129

Access a summary of the status of the project, including.... ?? Enrollment, Consent,

Assignments, Data Completion Status, Attrition...Maybe some crosstabs by site, assignment,

characteristics.

MVP

130 See a list of which participants within a site have not completed a specific event. MVP available with some efforts

131 See a list of how many participants have received emails but have not acted on an activity. MVP available with some efforts

132See the activity for a given participant, so I can review their history so I can talk with them about

their engagement in the study


133Create a printed (or electronic) report of all participants at my site and their status on a given

activity so that I can follow up offline with them.

MVP Available

134 Generate some graphics about data collection so I can share those in an interim report. available with some efforts

request for proposals: development of … · development of research participant recruitment ......

Documents