Lumenus’s objective for this RFP is to procure a product and service from a qualified Proponent to implement a single integrated Client Information System (“CIS”).
Scope of Services
Lumenus is seeking proposals from qualified Proponents to obtain and implement a single, cohesive, integrated Client Information System (CIS) that supports staff and clients’ needs across Lumenus and is aligned with service delivery models and business processes.
Lumenus currently works with two main Client Information Systems to manage and document clinical and administrative information across multiple programs and services. This includes CR which stands for ‘Client Record’ and CYSIS which stands for ‘Children & Youth Services Information System’. We currently use one CR and four separate CYSIS databases which were used by the legacy organizations pre-amalgamation. In addition, Lumenus employees enter data into a few other information systems/databases including but not limited to SurveyMonkey, KoNote, and Microsoft Excel spreadsheets. Few of the Lumenus services are also required to enter data to external databases based on the requirements from the funders.
Lumenus is requesting proposals for the purchasing/licensing, implementation, and support services of a Client Information System to replace the functions currently provided by CR, CYSIS, and other systems along with some additional capabilities. The single solution must meet Lumenus’s operational, funder reporting, data management and client-interface needs as specified in “Supporting Document D - CIS Functional and Non-Functional Requirements”. The Proponent’s proposal must include a comprehensive implementation plan which includes the general approach, project management, project resources, anticipated timelines, organizational change management, key milestones, end-user training and education plans. We are seeking a work plan, approved by Lumenus, that enables the organization to “Go-Live” with the single, cohesive CIS in the most efficient and timely manner.
The scope and requirements of services expected from the Proponent will include but may not be limited to:
• The provision and implementation of a Client Information System (CIS) solution that meets Lumenus’s needs and aligns with the following specifications:
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o Roughly drafted Current State Business Processes (Section 3. Current Infrastructure and Details) which will be reviewed, enhanced, and evolved into future state business processes
o Interface and Integration Requirements (Supporting Document C)
o CIS Functional and Non-Functional Requirements (Supporting Document D)
o Reporting Requirements (Supporting Document F)
• The proposed solution must be compliant with Lumenus policies and the following privacy, security and Canadian data residency/management requirements including:
o Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA)
o Ontario’s Personal Health Information Protection Act (PHIPA)
o Accessibility for Ontarians with Disabilities Act (AODA)
o Freedom of Information and Protection of Privacy Act (FIPPA)
• The Proponent must not only provide the CIS solution but should also support the customization, implementation, system integration, data migration, reporting per main funders requirements, onboarding, training, and project management of implementation of the new solution.
• The proposed solution must be manageable, supportable, cost feasible, without operational Proponent support or additional capital funding. All operating expenses and requirements must be clearly defined.
