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

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