request for proposals: development of … · development of research participant recruitment ......
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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.
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RFP - TECHNICAL DEVELOPMENT OF RESEARCH PARTICIPANT RECRUITMENT & MANAGEMENT APPLICATION
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
Procurement Manager
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RFP - TECHNICAL DEVELOPMENT OF RESEARCH PARTICIPANT RECRUITMENT & MANAGEMENT APPLICATION
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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RFP - TECHNICAL DEVELOPMENT OF RESEARCH PARTICIPANT RECRUITMENT & MANAGEMENT APPLICATION
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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RFP - TECHNICAL DEVELOPMENT OF RESEARCH PARTICIPANT RECRUITMENT & MANAGEMENT APPLICATION
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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RFP - TECHNICAL DEVELOPMENT OF RESEARCH PARTICIPANT RECRUITMENT & MANAGEMENT APPLICATION
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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RFP - TECHNICAL DEVELOPMENT OF RESEARCH PARTICIPANT RECRUITMENT & MANAGEMENT APPLICATION
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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RFP - TECHNICAL DEVELOPMENT OF RESEARCH PARTICIPANT RECRUITMENT & MANAGEMENT APPLICATION
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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RFP - TECHNICAL DEVELOPMENT OF RESEARCH PARTICIPANT RECRUITMENT & MANAGEMENT APPLICATION
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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RFP - TECHNICAL DEVELOPMENT OF RESEARCH PARTICIPANT RECRUITMENT & MANAGEMENT APPLICATION
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
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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
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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
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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.
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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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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
▪ Type: Standard Salesforce object
▪ 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.
• Features or functions required
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
▪ Type: Standard Salesforce object
▪ Holds data for: All communication or tasks for account and contacts
• Date privacy: Communication Data to be private to the communicating research team member.
• Features or functions required
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o Easy filter on attributes to trace past communication
3.1.4 Object Name: Email Templates
▪ Type: Standard Salesforce object
▪ 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.
• Features or functions required
o Easy filter on attributes to trace past communication
3.1.5 Object Name: Reports
▪ Type: Standard Salesforce object
▪ 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.
• Features or functions required
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.
• Features or functions required
o Easy filter on attributes to trace
3.1.7 Object Name: Project Steps
▪ Type: Custom Salesforce object
▪ Holds data for: Stores generic project steps.
• Date privacy: Public.
• Features or functions required
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
▪ Type: Custom Salesforce object
• Holds data for: Junction between Project Details and User
• Date privacy: Data to be private, accessible to research team members only.
• Features or functions required
o None
3.1.9 Object Name: Project Sites
▪ Type: Custom Salesforce object
• Holds data for: Junction between Project Details and Accounts
• Date privacy: Data to be private, accessible to research team members only.
• Features or functions required
o None
3.1.10 Object Name: Project Participants
▪ Type: Custom Salesforce object
• Holds data for: Junction between Project Details and contacts
• Date privacy: Data to be private, accessible to research team members only.
• Features or functions required
o None
3.1.11 Object Name: Project Steps Planned
▪ Type: Custom Salesforce object
▪ Holds data for: Junction between project details and project steps.
• Date privacy: Data to be private, accessible to research team members only.
• Features or functions required
o None
3.1.12 Object Name: Survey Master
▪ Type: Custom Salesforce object
▪ Holds data for: Survey related generic steps.
• Date privacy: Public
• Features or functions required
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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
▪ Type: Custom Salesforce object
▪ Holds data for: Junction between Survey Master and Project Details/Steps.
• Date privacy: Private.
• Features or functions required
o Link between project details and survey steps.
3.1.14 Object Name: Survey Account Details
▪ Type: Custom Salesforce object
• 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.
• Features or functions required
o None
3.1.15 Object Name: Survey Contact Details
▪ Type: Custom Salesforce object
• Holds data for: Junction between Survey Project Details and contacts
• Date privacy: Data to be private, accessible to research team members related to that project.
• Features or functions required
o None
3.1.16 Object Name: Survey Responses Accounts
▪ Type: Custom Salesforce object
• Holds data for: Junction between Survey Responses and accounts
• Date privacy: Data to be private, accessible to research team members related to that project.
• Features or functions required
o Reports
o Manual Update
3.1.17 Object Name: Survey Responses Contacts
▪ Type: Custom Salesforce object
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• Holds data for: Junction between Survey Responses and contacts
• Date privacy: Data to be private, accessible to research team members related to that project.
• Features or functions required
o Reports
o Manual updates
3.1.18 Object Name: Account Survey Consent
▪ Type: Custom Salesforce object
• Holds data for: Junction between Survey Details and accounts
• Date privacy: Data to be private, accessible to research team members related to that project.
• Features or functions required
o Reports
o Manual Updates
3.1.19 Object Name: Contact Survey Consent
▪ Type: Custom Salesforce object
• Holds data for: Junction between Survey Details and contacts
• Date privacy: Data to be private, accessible to research team members related to that project.
• Features or functions required
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 1.3 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
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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
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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
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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.
available with some efforts
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.
available with some efforts
41Communicate to the custom lists over and over again so that I can continue communications
with them about the research project.
available with some efforts
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.
available with some efforts
45See if an email has been viewed by the end users, so I have feedback on effectiveness of my
communications.
available with some efforts
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.
MVP available with some efforts
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.
available with some efforts
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.
available with some efforts
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.
available with some efforts
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.
available with some efforts
107See if a participant has viewed the welcome messages, so that I can see who is engaging with
the emails.
available with some efforts
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.
MVP available with some efforts
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.
MVP available with some efforts
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)
Available with considerable efforts
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)
MVP available with some efforts
122Select from one of a few common survey tools, so that I can collect survey data online and have
it associated with my participants.
Available with considerable efforts
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.
Available with considerable efforts
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
available with some efforts
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).
Available with considerable efforts
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.
Available with considerable efforts
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
MVP available with some efforts
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