Under Development Features: Talent Bank/Pool, VMS Intigration, Analytics, Social Integration, Reports, API Integration, Resource and Timesheets Management, Company Admin

Salesforce (1348 views)

Denver, CO
April 14, 2020

* Direct Client Requirement ****

Title: Salesforce 

Location:  Denver, CO

Duration: 3 Months

Rate: DOE

Interview Type: Skype or Phone

Work Status: Successful applicants must be legally authorized to work in the U.S.

Job Type:  C2C,C2H ,W2,

Experience: 8 YEARS

Description

The CDOT Safe Routes to School Program (SRTS) moved to an online application process in fiscal year 2018 to support the SRTS call for applications.  The selected platform to execute this online application process was Salesforce.  This move allowed CDOT to run a more efficient grants management program.  CDOT was able to address goals of traceability creating deeper business alignment while also meeting the legislative and regulatory alignment goals pertaining to Statutory requirement C.R.S 43.1.1601. Safe Routes to School Program. 

This program allowed applicants to complete applications directly into the system and had built in efficiencies such as providing links to external links to SRTS materials, allowed applicants to save an application in process to be able to return to at a later date, requiring all fields to be completed before being able to submit the application and allowing the applicant to sign and certify the application before submitting.  This system allowed the SRTS program manager and Advisory Committee to access those applications with a built in review process.  The program also allowed the committee to score and rank all of the applications with all scores being consolidated into one overview.  In addition, the system allowed for a detailed reporting functionality to generate numerous reports including fiscal aspects. 

Project Scope

Having completed one cycle of online applications using the Salesforce platform, CDOT Staff has compiled a series of improvements and/or changes that are necessary to continue the evolution of the online application process.  These improvements were identified by staff, Advisory Committee members as well as a survey conducted with those that registered to complete an application in 2018.  The changes and improvements will continue to support a friendly, efficient user experience for the application process while continuing to support the business goals of efficiency and traceability.

Project Needs

The CDOT SRTS Team has identified four areas for improvement in the next iteration of the online application.  We believe these areas will allow for a more streamlined process on the user end as well as internally.  

Enhanced User Capacity and Transparency- We are seeking a vendor that will be able to offer enhanced solutions to the online application.

Nearly 93% of respondents to the survey conducted with applicant registrants for the 2018 online application found the online application either extremely appealing or very appealing versus submitting a hard copy.  Over 60% indicated that creating an account with Salesforce was very easy or easy to use.   It is the goal of the SRTS team to continue to improve the numbers as we believe it will contribute to quality applications being submitted for consideration.

While there is overall support for the online application, we also identified needed improvements.  Applicants should be able to log in to the application and easily print the application in its entirety for their use as needed in their community.  Responses from our survey participants share frustration over the inability to download the completed application for their records. 

Partnership with CDOT – We are seeking a vendor that will be extremely responsive to our needs.  The next cycle for a request of applications is slated for August 2020. In order to be ready for this release the following attributes are required:

Vendor that will support work requests and provide immediate email confirmation when a new item is submitted.

Vendor will review and respond within 24 hours.

Vendor will support requests from internal personnel and work to resolve any bugs or system issues in a coordinated manner. 

Vendor will provide recommendations and solutions to typical user issues associated with Salesforce.

Vendor will provide in-depth training on using Salesforce to the SRTS team as well as provide support documentation for users logging in to complete applications. 

Development of Automated Reminders for Reporting Requirements.

Once a grant is selected for funding, we would like the Salesforce Application to acknowledge that change in grant status.   In addition, we would like the system to generate quarterly reminders regarding submissions of invoices and reports to the grantee. 

Development of platform for awarded grantees to submit online evaluation metrics leading to generation of comprehensive evaluation reports based on project type.  We would like all awarded projects to use the Salesforce platform to submit all required documents. This needs to be user friendly.  Once a grantee submits their documentation, the system should notify the Project Manager of this submission for review.  All elements of the application including award notice, letter to proceed, templates for reports and invoices should all be able to be uploaded and housed within Salesforce. 

Deliverables

The Vendor selected will work with CDOT through four phases requiring the following deliverables that meet the needs as described above:

Phase One:

Vendor will understand issues present from the 2018 Grant Cycle in regards to the online application making sure issues are addressed and remedied.

Notification System to the applicant is refined making sure appropriate communication is sent once application is submitted. 

Deliverable – Create tiered response to applicant that first notifies applicant that their application has been received, second notification lets the applicant know that their application has undergone a technical review and is eligible for funding consideration, third, notification that application has been scored and is/is not being recommended for funding. 

Improve the log in user experience so that it is easy for users to return to site to continue working on their application.

Deliverable – Provide instructions on this process that can be housed on the CDOT website that are easy to read and straightforward for the use of potential applicants.  Potentially create a short YouTube Video of the process that can be housed on CDOT website.

Provide clear instructions on each page as to what the requirements of the application are as well as how to save and return to their application.

Deliverable – Each page of Salesforce has a visible “Help” button as well as clear instructions on saving their progress. 

Provide clear instructions on how an applicant can download their application. 

Deliverable – Once an applicant has completed the application, provide a pop up reminder to save and print their application.  

Dliverable – Demonstrate programming that allows applicants to return to view applications in the system (without allowing any changes to be made).

Create the ability to forward the grant application to other individuals without the reviewer comments and non-essential documentation. 

Deliverable  – Provide training to SRTS Staff to forward approved grant applications to others in preferred format.

Vendors will conduct their own internal application testing of the system and provide recommendations on enhancing usability.

Deliverable –  Vendor will present their findings and recommendations and then implement these based on the agreement with the CDOT Staff

Vendor will make requested changes to the 2020 application questions as directed by the SRTS team.

Deliverable – Salesforce application contains all necessary questions and places to upload required documentation.

Extensive application testing to ensure functionality and user-friendliness

Deliverable – Vendor will host up to two application testing opportunities with SRTS staff and partners to understand the current status of applications. 

Phase Two

Vendor implements new aspects of Application as stated in Project Needs (#3 and #4). Information on current and past funded projects is available here.

Deliverable – Mechanism is developed that creates automated reminders for awarded applicants to turn in invoices and progress reports.

Deliverable – Mechanism enabled for grantees to submit required documentation through Salesforce. 

Additional application testing to ensure functionality and user-friendliness of new aspects of grant

Deliverable – Vendor will host one application testing opportunity with SRTS staff and partners to understand the current status of the application.

Vendor provides on-going education on how to use Salesforce to match our user needs

Deliverable – Vendor provides training, training videos and/or user manual that is easy to digest and assists any staff with using Salesforce.

Phase Three:

Support when application goes live

Deliverable – Vendor provides a plan addressing how they will support the first two weeks after application goes live.

In preparation for future data and GIS mapping needs, the vendor will add information collected from previously awarded grantees to the Salesforce application.  This dataset is located in an excel spreadsheet and contains approximately 255 grantees.   This will be uploaded in a manner that allows the data to be sorted across all grantees whether their application was submitted through Salesforce or through the former application process. 

Deliverable – Information is uploaded and easily accessible. All sources of data must interface seamlessly for interpretation and analysis.

Phase Four:

Once the application deadline is closed, provide ongoing technical support for staff and grant reviewers.

Deliverable – Vendor provides ongoing assistance to SRTS Staff and partners for the review process through a one hour training/webinar for grant reviewers. This will be recorded for future use. During the anticipated review period, the vendor will be available for support for up to 21+ days to be further defined in accordance with ad-hoc duties and any initial situations for Phase II internal review and scoring process. The review and support process provided by the vendor will extend through December 2021.

Phase II Functional Requirements

Requirement Identifier

Description

Phase I Requirements

FR-1

System will feature a notification system to the applicant that is refined, making sure appropriate communication is sent once an application is submitted.

FR-1.1

System will create tiered response to applicant that first notifies applicant that their application has been received, second notification lets the applicant know that their application has undergone a technical review and is eligible for funding consideration, third, notification that application has been scored and is/is not being recommended for funding.

FR-2

System will improve the log-in user experience so that it is easy for users to return to site to continue working on their application.

FR-2.1

System will display/provide instructions on this process that can be housed on the CDOT website that are easy to read and straightforward for the use of potential applicants.  Potentially create a short YouTube Video of the process that can be housed on CDOT website.

FR-3

System will display/provide clear instructions on each page as to what the requirements of the application are as well as how to save and return to their application.

FR-3.1

System will feature a visible “Help” button on each page of Salesforce as well as clear instructions on saving their progress. 

FR-4

System will display/provide clear instructions on how an applicant can download their application.

FR-4.1

System will provide a pop up reminder to save and print their application, once an applicant has completed the application.

FR-4.2

System will demonstrate programming that allows applicants to return to view applications in the system (without allowing any changes to be made).

FR-5

System will create the ability to forward the grant application to other individuals without the reviewer comments and non-essential documentation.

FR-5.1

System will provide training to SRTS Staff to forward approved grant applications to others in preferred format.

FR-6

System will ensure that vendors will conduct their own internal application testing of the system and provide recommendations on enhancing usability.

FR-6.1

System will ensure that vendors will present their findings and recommendations and then implement these based on the agreement with the CDOT Staff

FR-7

System will assist the vendor in making requested changes to the 2020 application questions as directed by the SRTS team.

FR-7.1

System will ensure the Salesforce application contains all necessary questions and places to upload required documentation.

FR-8

System will include extensive application testing to ensure functionality and user-friendliness

FR-8.1

System will ensure the vendor will host up to two application testing opportunities with SRTS staff and partners to understand the current status of applications.

Phase II Requirements

FR2-1

System will ensure the vendor implements new aspects of Application as stated in Project Needs (#3 and #4). Information on current and past funded projects is available here.

FR2-1.1

System will ensure that a mechanism is developed that creates automated reminders for awarded applicants to turn in invoices and progress reports.

FR2-1.2

System will ensure that a mechanism is enabled for grantees to submit required documentation through Salesforce.

FR2-2

System will ensure additional application testing to ensure functionality and user-friendliness of new aspects of grants.

FR2-1.1

System will ensure the vendor will host one application testing opportunity with SRTS staff and partners to understand the current status of the application.

FR2-3

System will ensure the vendor provides on-going education on how to use Salesforce to match our user needs.

FR2-3.1

System will ensure the vendor provides training, training videos and/or a user manual that is easy to comprehend and assists any staff with using Salesforce.

Estimated Duration

05/04/2020 – 08/28/2020

Position Keywords: Salesforce , training , , assist

Pay Rate: DOE

Job Duration: 3 Months

% Travel Required: None

Job Posted by: Consulting Services

Job ID: CDOT SRTS Phase 2

Work Authorization: Successful applicants must be legally authorized to work in the U.S

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