Multi-Level Application Embedded into Site for Remote Access

REQUEST FOR QUOTE Purpose: To develop a web hosted database application that will serve the Organization's program in tracking client intake information and generate the required reports for operational management and grant funding. The application will be packaged to allow for multiple installations to be utilized by other similar Organization related organizations independent of each other yet accessed from a common web entry page. Description: The Organization's program collects demographic information from clients seeking financial and material assistance during difficult times through an intake process. Case workers must gather, and input into a computer database, personal information pertaining to members of the household, financial income and expense data as well as tracking other types of assistance the client currently receives in order to determine eligibility for assistance. A date/time stamped diary of activity must also be maintained for archiving and logging the caseworker’s name that entered the information. The design will incorporate screen tabs for each department rendering assistance to accommodate unique qualification criteria and track actual assistance provided by the Organization's program. Basic Criteria: 1. The graphical user interface must be user friendly and designed for staff personnel who are not overly computer literate. a. Page design should include tabs or link boxes for; i. Client Profile ii. Financial iii. Food Pantry iv. Assistance History 2. The web based application must be accessible to multiple subscribers simultaneously a. It would desirable to prevent more than one subscriber from editing the same record as the same time 3. Data must be stored using SQL database 4. Username and Password Security Access 5. Ability to import existing MS Access database 6. Client Record search, edit and update capability 7. Reports a. Selectable User defined fields to be included in the report b. Ability to select date range c. Certain types of data to auto calculate totals d. A list of basic reports to be predesigned will be provided 8. Ability to define calculations of columns i. Total families served ii. Total individuals served (applicant plus members of household) iii. Totals of age groups 1. # Adults (age 18 to 64) 2. # Elderly (age 65+) 3. # Children (under age 18) iv. Totals by predefined income groups b. Ability to create title for each report c. Ability to save and archive reports generated based on subscribers option i. Accessible only by administrative rights d. Printable reports auto formatted to standard 8.5x11 paper size e. Exportable to MS Excel 9. Administrator Portal a. Password access i. Restrict case workers to add/edit client records b. Edit and Add pull-down lists content c. Add/Edit/Delete users and passwords d. Edit specific user-defined titles and fields (TBD) 10. Automatic Field Formatting a. Date/Time b. Telephone number c. Social Security Number 11. Auto Calculations a. Income Total b. Expense Total c. Expendable Income (Income less expenses) d. Age of individual and dependents based on D.O.B. and current date of application Maintenance and Updates The quote should allow for up to 1 year of design modifications to ensure that the final application meets all of the program’s needs. Warranty: The designers must warrant that the application will function as specified and designed and make all necessary corrections in design or errors in programming. Project Schedule: Must provide an estimated time of project completion