Software package and information systems

Tender description

The University of Southampton is currently exploring a range of system options to support its Enabling Services in the management of their business and appointment booking. The University is keen to explore all options that may be currently available in the market. Further information can be found at section VI.3. Interested parties are invited to complete and return the Soft Market Testing Questionnaire, the deadline for the receipt of completed questionnaires is Tuesday 23 January 2018 (12:00 p.m.). Responses received as part of this exercise shall be used to help shape the University's final specification of system requirements and scope any resulting procurement process. Please Note: This soft market exercise is intended to allow interested organisations with appropriate experience to outline their views and provide impartial information to the University with no commitment to themselves or the University. This is not a call for competition at this stage. The University of Southampton is currently exploring a range of system options to support its Enabling Services. The University is keen to explore all options that may be currently available in the marketplace. The University’s “Enabling Service” exists to provide support to students with a disability including for students with long-term health condition, mental health problems and learning difficulties. Students (and applicants) may access support through 1-1 sessions with a specialist practitioner, access to assessments, non-appointment based drop-in sessions, specialist workshops, and development of reasonable adjustments to ensure access to learning & study. The service provides direct support to 6,000 students through appointments, 1:1 support and other interactions; in addition through outreach activity, indirect support is provided to a potential further 5,000 students in line with growing service demand. The service is staffed by 18 core staff, 12 practitioners and 20 consultant assessors and support workers. Any system supporting this service would have around 50 back-end users, 30 concurrent. The University is conducting soft market testing for a system solution that must include the following: — Interactions & enquiry handling, — Service/Case/Task Management (record, assign, add notes/docs, update status, view, close), — Appointment Booking, including wait listing, — Online self-service access for customers (make/view appointments, upload required documents, etc...), — Online forms (e.g. screening/assessment form, service feedback form, etc...), — Secure record keeping (Interactions, case notes, supporting documents, etc...), — Recording charges and payments, — Reporting and dashboards, — Audit Trail, — Role based access, and partitioning between service areas, — Ability to interface with other University systems in order to share necessary data, e.g. financial packages provided by WPM and Agresso; Student Records System, — CRM (or link to another CRM) for bulk customer communications to a targeted population.