82 FSS Automated Student System

Statement of Work Digital Student Processing Platform for Student Assignments Sheppard AFB (SAFB) 82 FSS/FSPP (Student Personnel Center) CAO 3 Sept 2026 Background: Our organization trains 10k military students annually and manages in/out-processing tasks related to personnel tracking, training certifications, and assignment preparations. The current in/out-processing is a paper-based manual process, leading to delays and administrative burden. An automated, digital solution is required to improve efficiency, accuracy, and security. Objective: The vendor must provide a turnkey solution that can be rapidly configured by the end users. The vendor must configure a digital platform with profile-based in/out-processing checklists that include relocation requirements while enabling communication/collaboration for process stakeholders and a dashboard allowing transparency for leadership. The platform/solution must exist within the Air Force Network’s (AFNet’s) Microsoft Office 365 site collection and be capable of configuring user needs. The platform must meet DoD cybersecurity standards. Although the platform does not currently require integration with military personnel systems it is desired to allow possible scalability in the future. The platform must be a commercial-off-the-shelf solution or a modified commercial product that is configured/tailored to the requirements outlined below. Scope: The contractor must configure a fully functional web application in accordance with the requirements outlined in this SOW. The scope includes the configuration, deployment, training, and maintenance of the platform, as well as future scalability to accommodate policy and program changes. Requirements: Create or provide an automated routing/workflow platform that eliminates the paper-based process for student relocation. The platform must include a messaging/communication tool on each student’s profile to allow all agencies and customers to have a single point of conversation to facilitate necessary actions, edits, or amendments for each student. The web application must include the following capabilities: Process Automation and Communication: Serve as a centralized electronic focal point for tracking in/out-processing activities. Streamline document routing and include a communication feature to allow conversation between all stakeholders on a student’s profile by configuring pre-existing software. Replace multiple communication streams (e.g., email, Teams, phone calls) with a single, unified platform to eliminate gaps and single points of failure. Enable role-based user profiles with defined access and abilities for the following offices that are all internal to Sheppard AFB. All numbers are estimates and are subject to change. Student Personnel Center (SPC) [5 leads/15 technicians] SPC leads and technicians need full access to all Student Profiles and Electronic Relocation Folders (see 4.4) to include the ability to push/pull documents from other agencies on their behalf. Military Training Leaders (MTL) [15 leads/50 technicians] MTL lead and technicians need full access to all Student Profiles and Electronic Relocation Folder (see 4.4). Students Support agencies to include: [10,000 annually] Support agencies only require access to documents that have been designated to flow through their office (see table 4.4) Finance Traffic Management Office (TMO) Information Protection Office (IP) Base Operation Medical Cell (BOMC) Dental Clinic Immunizations Clinic Bioenvironmental Engineering Military and Family Readiness Center (M&FRC) Exceptional Family Member Program (EFMP) [2 leads/3 technicians] [3 leads/5 technicians] [2 leads/4 technicians] [2 leads/3 technicians] [2 leads/3 technicians] [2 leads/3 technicians] [2 leads/3 technicians] [2 leads/3 technicians] [2 leads/3 technicians] The SPC Team Leads will be the system administrators. Therefore, they must have access to assign/authorize all rights/roles within the system. Each agency lead will require access to assign their technicians rights/roles to include lateral assigning (i.e. MTL lead assigning new MTL lead/technicians). System is required to store student information for up to 3 months following the student's Report No Later Than Date (RNLTD) to their next duty location. An archive/disposition process will be required for information that is older than this for students. System must retain data trends for at least three years. System must be capable of handling 5,000 active student records at a given time. Dashboard and Reporting: Provide a built-in dashboard for leadership to track real-time customer status and progression along standardized timelines to allow transparency for leadership and process improvement opportunities. Automate trend data reports within the platform for weekly, monthly, quarterly, and annual periods to brief leadership to include stagnant time and processing rate/success. All lead roles (SPC, MTL, and other support agencies) need the ability to pull data trends for leadership. User Profiles Enable profile authentication to allow a student to connect with their tasks upon opening the tool [the method of authentication is open but Common Access Card (CAC) certificate (Public Key Infrastructure) or DOD Identification numbers will be possessed by every user]. All users will require CAC certificate/digital signature abilities. System must handle structured and unstructured data, including scanned documents, while maintaining compliance with privacy regulations (Privacy Act of 1974) and current DoD and Department of Airforce (DAF) security standards to include those governing Personal Identifiable Information (PII) and Controlled Unclassified Information (CUI) program requirements. Student Profile and Electronic Relocation Folder: Each student requires a profile with their identifiable information as well as an electronic reloca…