Data Management System Development

DPR is seeking ideas and information for the development of the Pesticide Registration Data
Management System (hereinafter “System”). The purpose of this RFI is to:
• DPR would like to request custom code development (C# .NET MVC) with the
option of including Commercial Off the Shelf (COTS) components for document
management and workflow automation
• Obtain information from the Vendor community about existing technology solutions
that could automate the core business processes contained in this document
• Determine if the Draft User Stories developed by DPR staff are clear and easy to
understand
• Determine if the Draft System Requirements developed by DPR staff are clear and
easy to understand
• Identify the best approach to implement a System solution
• Obtain a cost and schedule estimate for the potential solution
• Receive feedback on questions and potential issues
• Obtain market research to identify Vendors that have experience in this area

2 PROJECT DESCRIPTION

2.1 BACKGROUND
DPR is committed to protecting human health and the environment by regulating pesticide
sales and use. Pesticide products and certain structural pest control devices are required to be
registered by DPR before the product can be sold, distributed, or used in California. PRB
processes all new pesticide product registrations, amendments, and renewals, among other
activities. PRB receives and processes approximately 5,000 submissions each year and
maintains registrations for approximately 13,500 pesticide products that collectively contain
over 1,000 different active ingredients. (See Appendix F – Current Business Processes
Overview.)

2.2 CURRENT PROCESS
PRB’s current business processes are paper-based and PRB relies on approximately 13
separate and disparate systems to support these business processes. PRB uses these systems
to log, index, manage, and track records. These systems are not integrated, resulting in
duplicate entry of similar and/or redundant information. In addition to the systems, PRB
business processes include using Microsoft (MS) Access databases and complex, macrodriven
MS Excel spreadsheets. Most teams use MS Excel, MS Access, or paper logs to track incoming
submissions, assignments, and other information. PRB staff and management have limited
visibility of workload through the systems, which hinders the ability to effectively manage
the registration process, workloads, and backlogs.

2.3 PROGRAM BUSINESS NEED
There is a critical need to streamline, improve, and automate existing business processes and
supporting technologies in order to meet state mandates. Currently, applicants submit hard
copy documents to DPR for review and evaluation. Not only do applicants have to submit
multiple documents, but also they have to submit duplicate documents so that PRB can
efficiently process the submission. There is a need to provide stakeholders with online
functions for submission and payment.
After submittal, PRB staff must manually enter data and information from these documents
into different systems before, during, and after processing. The information must also be
manually duplicated in the different systems. There is a need to provide integration and
centralization of existing data repositories.
Additionally, the current paper-based business process makes it difficult for PRB to find
information, delays the registration process, increases workload, and requires staff to
physically route large volumes of paper to support regular activities. The paper-based, labor intensive registration processes includes cumbersome routing bottlenecks and inefficiencies that
significantly increase processing time. Furthermore, the lengthy registration and licensing
process financially impacts applicants by delaying their ability to sell products in California.

2.4 FUNCTIONAL DESCRIPTION
The primary purpose for implementing a new system is to reduce the amount of processing
time. This can be accomplished by refining existing processes, and implementing a new
system that automates, enforces, streamlines, and standardizes the refined processes. The
following system features for a web-enabled software application have been identified to
help standardize and refine the current business process:
• Applicants (non DPR employees) can login, create a submission, enter data, upload
files, and view the status of their submission using the Internet
• Staff can perform actions on behalf of applicants using DPR’s Intranet
• Centralize data entry, collection, integration, and validation processes that ensures
accuracy, quality, and completeness of submissions
• Parallel and sequential assignments for teams and/or individuals with user interface
elements that provide visibility of the amount of work assigned
• Homepage elements that allow users to quickly identify and prioritize assignments
• Access to accepted product labels for both internal staff using DPR’s Intranet and the
public using the Internet
• User interface elements to manage firm information, applicant information,
submissions, supporting documents, scientific data, and pesticide label information

• Automatically detect special conditions and flag submissions and/or notify users
about the detected condition
• Ability to search for digital artifacts using a wide array of input fields
In order to ensure the Vendor community possesses a clear understanding of scope and
objectives of the System, DPR developed system requirements and user stories for review.
(See Appendix D – Draft System Requirements and Appendix E – Draft User Stories.)