Operational Requirements

Designing and maintaining effective technical systems for managing credential information requires many decisions by multiple people, often over a long period of time. Most institutions work within established technology systems, many of which need updating. Explicitly documenting the technical system’s core operational requirements can help ensure that the system meets the needs of users, the organization, and stakeholders.

Operational requirements typically describe how the system should work, what features and functions it should provide, and how it should integrate with other systems and tools. Operational requirements are needed during the design, development, testing, and implementation phases of a system to ensure that it works effectively. They are also important for ongoing maintenance and support of the system or application.

Common operational requirements for an integrated credential management system include:

•  User management: The system should be able to manage user accounts and access levels to ensure that only authorized personnel can view, edit, or delete information.
•  Data storage and management: The system should be able to store and manage information about credential offerings. This includes the credential’s full definition (name, description, type, requirements, fees, etc.), connections to other credentials (prerequisites, preparation for occupational licenses, academic and career pathways), and supporting metadata (approvals and development history).
•  Marketing: The system should provide access to up-to-date source information about all credential offerings so this information can be used in web pages, email campaigns, catalogs, and other public platforms.
•  Application processing: The system should be able to process applications for credentials, verify applicant eligibility, and track application status.
•  Credential issuance: The system should be able to issue credentials once an applicant has completed all requirements.
•  Reporting and analytics: The system should be able to generate reports and provide analytics on credential offerings, including descriptive reports on offerings, usage, audits, completion rates, exceptions, and areas for improvement in workflow.
•  Integration: The system should be able to integrate with other IT systems and tools, such as catalogs and learning management systems, to streamline processes and improve efficiency.
•  Security: The system should be designed with security in mind, including measures to prevent unauthorized access, data breaches, and other security threats.
•  Compliance: The system should comply with relevant laws, regulations, and standards related to data privacy, security, transparency, and information management.