Constituent Engagement RFP Requirements

Missouri State University Foundation
RFP Worksheet
Reference Number ID section note(s): This is the item tracking ID used by
Missouri State University. Please reference this ID when requesting clarification
or additional information for Vendor responses.
Reference Number ID
Security and Access Control
Security and Access Control
Security and Access Control
Security and Access Control
Security and Access Control
Security and Access Control
Security and Access Control
Security and Access Control
Hosting and Hardware
Hosting and Hardware
Vendor Hosted Solutions
Vendor Hosted Solutions
Vendor Hosted Solutions
Vendor Hosted Solutions
Vendor Hosted Solutions
Vendor Hosted Solutions
University Hosted Solutions
University Hosted Solutions
University Hosted Solutions
University Hosted Solutions
University Hosted Solutions
University Hosted Solutions
University Hosted Solutions
Data
Data
Data
Data
Client Side requirements
Client Side requirements
Client Side requirements
Client Side requirements
Support and Maintenance

Support and Maintenance
Support and Maintenance
Support and Maintenance
Support and Maintenance
Support and Maintenance
Reporting
Reporting
Reporting
Reporting
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
Pricing
Pricing
Pricing
Pricing
Pricing
Pricing
Pricing
Advancement Support Functionality
Communications / Emailing
Communications / Emailing
Communications / Emailing
Communications / Emailing
Communications / Emailing
Communications / Emailing
Communications / Emailing
Communications / Emailing
Communications / Emailing
Communications / Emailing
Communications / Emailing

Communications / Emailing
Communications / Emailing
Communications / Emailing
Communications / Emailing
Communications / Emailing
Communications / Emailing
Communications / Emailing
Communications / Emailing
Communications / Emailing
Communications / Emailing
Communications / Emailing
Communications / Emailing
Communications / Emailing
Communications / Emailing
Communication / Integration
Communication / Integration
Communication / Integration
Communications / Texting
Communications / Social Media
Communications / Social Media
Communications / Social Media
Events
Events
Events
Events
Events
Events
Events
Events
Events
Events
Events
Events
Events
Events

Events
Events
Events
Events
Events / Integration
Events / Integration
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations
Donations/Integration
Donations/Integration

Donations/Integration
Donations/Integration
Donations/Reporting
Donations/Reporting
Online Community / Members
Online Community / Members
Online Community / Members
Online Community / Members
Online Community / Members
Online Community / Members
Online Community / Members
Online Community / Members
Online Community / Members
Online Community / Members
Online Community / Members
Online Community / Members
Online Community / Members
Online Community / Members
Online Community / Members
Online Community / Members
Online Community / Members
Online Community / Members
Online Community / Members
Online Community / Members
Volunteer Management
Volunteer Management
Volunteer Management
Volunteer Management
Volunteer Management
Volunteer Management
Volunteer Management
Volunteer Management
Forms Management

Forms Management
Forms Management
Forms Management
Forms Management
Forms Management
Forms Management
Forms Management
Forms Management
Data Analytics
Data Analytics
Data Analytics
Data Analytics
Data Analytics
TOTALS

Advancem
Application Functionality Need section Note(s): When the term "Application" is used, it is referring to the
Vendor's solution offering. When the term "Client" or "University" it is referring to Missouri State University.
Application Functionality Need
Security and Access Control
Describe available options for authentication.
Describe how users and related data are provisioned into the system
Describe how system complies with PCI-DSS, ADA, HIPAA, FERPA, and any other applicable regulatory or industry
standards.
Describe your process for patching security vulnerabilities and communicating the vulnerabilities and security
patches to customers.
Describe the security features of the system - how administrators and users are identified and their access
controlled, how administrator access is logged and how respondent anonymity is proctected.
Decribe how data is encrypted in transit between the system and University users
Describe how data is protected at rest within the system.
Hosting and Hardware
Describe the options for hosting and the advantages of each
Describe the upgrade process (frequency, upgrade methods process, documentation provided, etc.) Also explain
our options for reviewing the changes before they are installed in production.
Describe assistance needed from MSU Foundation IT and end user staff for resolving issues
Is there a development/test environment available?
Describe client (MSU) administrator access levels and methods.
Describe backup/recovery and disaster recovery processes and availability for the application and database.
Describe your software escrow plan: What if the company goes out of business or files bankruptcy?
Describe the hardware requirements.
Describe the operating system requirements (Windows, Linux, etc). Please include minimum and latest OS
requirements (e.g. Windows 2008 minimum, Windows 2012 latest)
Describe database requirements and minimum and latest version requirements.
Describe vendor security and access requirements.
List required ports and protocols for firewall definitions.
Describe any unique requirements for backups (other than standard file system backups).
Describe the upgrade process (frequency, upgrade methods process, documentation provided, etc.)
Data
Describe the process you have for retrieving a full database dump from your system.
Include and/or describe a sample database dump from your system that is accessible by the Foundation
Describe data hosting services, including geographic locations.
Client Side requirements
What operating systems do you support?
What browsers do you support
Describe any proprietary client software needed
Support and Maintenance

Describe the routine tasks that will be required to maintain and use the software, both at the server and client.
Identify the personnel requirements for maintaining the system in terms of skills, time, etc.
List and describe training opportunities for administration and support staff, including delivery and conference
options.
Describe support hours and response priorities.
Describe support structure after implementation
Reporting
What reporting is available through the interface?
Describe the pre-written reports/vehicles for analyzing the data.
Describe the process for writing/obtaining additional reports needed.
General System
Describe the technology stack upon which your system relies.
Describe the interfaces and integrations that are possible and which are managed by the vendor.
Describe any delivered solutions for integrating with Ellucian's CRM Advance solution.
Describe options for importing, exporting and transferring data.
Describe the method of URL creation of the platform.
Describe the WYSIWYG editor
Describe any workflow capabilities included and describe the configuration options.
Describe the branding capabilities to adhere to University standards for cohesive viewing/web browsing and how
it supports campuses with different branding guidelines.
Describe how redirects works within internal and external web pages.
Describe any chatbot features and funtionality the system has
Pricing
Describe all optional licensing models (named user, enterprise site license, etc.).
Describe cost escalation caps.
Describe all optional features and associated costs, including additional third-party products, for each.
Describe any third-party software products necessary to meet the described requirements for this RFP. Include
licensing fees and limitations for each.
Describe all support / maintenance options and associated costs.
Proposed fees must include any and all features described in the RFI.
Communications / Emailing
Describe the types of communications available in the system.
Describe how mass email communications are sent using a hosted email provider.
Describe how each method of communication is created, updated, reviewied, scheduled, executed and
retracted.
Describe how a template can be saved and used for easier email communication production.
Describe how videos and photos can be embedded in the platform using different communication channels.
Describe how to preview layout as seen on a mobile and on a desktop device and how those previews may be
shared with internal stakeholders without going live.
Describe how emails are grouped such that a sub email rolls up to a main campaign category - example several
emails roll up to a larger Homecoming campaign.
Describe how a From mailbox address can be stored in the system and used in emails.
Describe how recipients can reply to a specific inbox
Describe how an email can be scheduled with mulitple future send dates.

Describe how an email can be A/B tested.
Describe how content can be dynamiclly constructed tailoring to a recipient's persona as defined in the system
and/or CRM for recipient interest tracking, i.e. dynamic blocks based on segment
Describe how one or many recipients can be excluded or included to receive communication through a drip
campaign (flow/automation/action-based communication lists)
Describe how a recipient can unsubscribe from email categories.
Describe system's ability to tag communications with one or more purposes, specificiations or key values.
Describe how the tagging values are stored and categorized in the system.
Describe how the system tracks conversions both internal and external to the platform.
Describe how ad hoc recipient lists can be stored and updated in the system and added to emails as needed.
Describe how email responses/analytics are tracked (mouse placement, etc) to make future design decisions.
Describe how system, member and other variables can be employed within a communication.
Describe how recipients can be queued in email sends to throttle how many a recipient recieves in a given time
period. Describe how this can be overridden if necessary.
Describe how emails can be weighted or prioritized to throttle how many a recipient receives in a given time
period.
Describe how recipients can be sent targeted communications based their actions taken (i.e. abandonned cart,
etc...)
Describe administrator access to email responses such as clicks, conversions, spam, blocks, unsubscribes,
watching, and reading.
Describe how other communication activity is logged in CRM Advance for recipient.
Describe the integration with CRM Advance when the recipient unsubscribe, marks email as spam or blocks the
sender.
Describe email integration with Ellucian's CRM Advance. How are recipients from CRM selected, how are the
email activities and responses stored in CRM?
Describe the texting features the platform provides
Describe how the system can match social profiles with actions taken
Describe any social media integration the platform provides
Describe how the system can host multimedia content, such as a podcast with videos.
Events
Describe how an event is created, updated, previewed, shared for review, published and archived
Describe the use of event templates for ease of standard event creation.
Describe how a past event can be copied and updated for a new event.
Describe how an admin can search for an event in the platform
Describe how an event can be connected with an email communication.
Describe how an event can be tagged with mulitple labels.
Describe the instances in which an admin would use HTML while creating/maintaining an event.
Describe ability to embed the event feed into an external web page
Describe how an event registrant registers for an event and updates registration.
Describe how an event registrant can provide and update guest information
Describe how a registrant can select different options for purchase for an event (like a shopping cart)
Describe how different registrants can pay for a portion of the event in case of a "party" or "group" registration
Describe how registrants and admins can register on behalf of someone else

Describe how event registrants and event administrators can check in attendees and guests during events
Describe the use of electronic tickets or QR code to event for registrants.
Describe how users can see other attendees or opt out of appearing on an attendee list
Describe any automatic event reminders sent to those who have registered.
Describe how events, registrants and participants are integrated with Ellucian CRM Advance.
Describe how mini bios for attendees could be obtained for event registrants through robust CRM integration
Donations
Describe how an admin can create, update, preview, publish and archive a campaign page.
Describe how a template can be created and used for easier donation page production
Describe how the system categorizes campaign pages.
Describe how campaign URLs are created and customized for directing constituents to a campaign page
Describe how suggested donation dollar amounts are presented on different pages
Describe how a donation page can process payment for several different things in one transaction. For instance,
items for sale, event registration and gift contribution.
Describe how a donation page can process a "round-up" feature in a event registration or item purchase where
gift is collected.
Describe how designation options and lists are presented to the donor, include any descriptions of algorithms
used based on donor's giving history, persona, etc...
Describe how a donor would donate from a campaign page in terms of giving one-time, making a pledge and
setting up a recurring gift.
Describe how a donor can split a donation between mulitple designations.
Describe the integration with digital wallets (Apple Pay, Google Pay, Samsung Wallet, Venmo, etc...)
Describe how a donor could text to give.
Describe how a donor requests anonymity.
Describe how a donor requests a refund of money
Describe how donors' cards are charged for recurring and pledge payments
Describe how an admin can update recurring or installment payment/donation information.
Describe how a donor can view, update payment/donation information and how they can request an update.
Describe how an admin can review canceled or expriing/expired cards and the reason
Describe how a donor is notified of an upcoming recurring charge or expiring credit card
Describe how a transaction can split a payment routing to two different gateways (i.e. Foundation bank account
and a University bank account)
Describe how the system prevents data entry errors when setting up donation pages and events
Describe how a donor enters a gift in honor of another person
Describe how a donor enters a gift in memory of another person
Describe any crowdfunding capabilities or features are available in the platform
Describe communication support for crowdfunding
Describe how goal tracking for campaigns and crowdfunding can be viewed internally and externally
Describe how a donor can post their donation on a donor wall within the platform or on social media
Describe the system's eCommerce capabilities
Describe how the system integrates with Ellucian CRM Advance in terms of donations.
Describe how designations/accounts in the system are integrated with accounts in Ellucian CRM Advance and or
Ellucian Banner Financial Services modules