REQUEST FOR INFORMATION - Cape Girardeau … · Web viewREQUEST FOR INFORMATION Subject Cape...

REQUEST FOR INFORMATION

Student Information SystemFinancial / HR Resource Management System Cape Girardeau Public Schools – May, 2012

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RFI Student Information System and Financial / HR Resource Management SystemCape Girardeau Public Schools – May, 2012

ContentsI – INTRODUCTION.......................................................................................................................................3

II – SCHOOL DISTRICT INFORMATION..........................................................................................................4

III – CRITERIA FOR EVALUATION OF RESPONSES.........................................................................................5

IV – VENDOR PROFILE..................................................................................................................................6

V – TECHNICAL ENVIRONMENT...................................................................................................................7

VI – SYSTEM IMPLEMENTATION AND TECHNICAL SUPPORT.......................................................................8

VII – SYSTEM PROPOSAL..............................................................................................................................9

VIII – FUNCTIONAL REQUIREMENTS..........................................................................................................10

Student Information System Functional Requirements.........................................................................11

Financial / HR Resource Management System Functional Requirements.............................................17

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I – INTRODUCTIONThis Request for Information is an invitation to a select group of companies to submit information for a Student Information System and/or a Financial / HR Resource Management System for Cape Girardeau Public Schools. The intent is to obtain information leading to the selection of a Student Information System and Financial / HR Resource Management System that will best meet the student and staff data management needs of Cape Girardeau Public Schools.

Respondents who are selected for further consideration will be requested to make on site presentations and demonstrate their system.

Cape Girardeau Public Schools requires that all proposed software be installed for all sites as outlined in this document.

Cape Girardeau Public Schools recognizes that not all vendors will provide a Student Information System and a Financial / HR Resource Management System. Fulfillment of all RFI requirements is not required to respond to this RFI.

All questions and inquiries regarding this RFI should be directed to:

Garett DuganInformation Systems SpecialistCape Girardeau Public Schools301 N. Clark St. Cape Girardeau, MO 63701Phone: 573-335-1867Fax: [email protected]

Anticipated Time Frames for Evaluation and Selection Process

Issue RFI to Vendors 5/10/2012Questions on RFI due 5/23/2012Responses to RFI due 6/06/2012On Site Vendor Demonstration 6/13/2012Possible Second On Site Vendor Demo Day 6/14/2012Finalists Selected 6/20/2012Site Visits and Reference Checks 6/27/2012Contract Signed 7/09/2012Commence Installation 7/10/2012

mailto:[email protected]

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Please submit 3 copies of your response to the above address.Responses received after 6/06/2012 will not be considered.

II – SCHOOL DISTRICT INFORMATIONDistrict Name: Cape Girardeau Public Schools

The Cape Girardeau Public School District consists of 10 schools, including 1 high school, 1 junior high school, 1 middle school, 5 elementary schools, 1 alternative education center, and 1 career and technology center. We have approximately 4100 students and 600 staff members.

Student Information System and Financial / HR Resource Management System Project Scope

The scope of this project is to select a Student Information System and a Financial / HR Resource Management System that will help us better meet needs of our staff and students.

Student Information System:

Customizable report creation for better as-needed reports that can help to track student progress.

Intuitive interface for users. Interoperability between the SIS and the Financial / HR System. Tracking of all levels of data including but not limited to: attendance, grading, fees, course

history, high school transcripts, parent / student portal, reporting (required state and federal), special services documents, curriculum management, medical data and logging, and demographic data.

Financial / HR Resource Management System:

Customizable report creation for better HR and Financial reports. Tracking of all human resource information Tracking of all financial data relative to a K-12 institution including but not limited to: fund

accounting, budgeting, purchasing, employee salaries, revenues, etc…

Current Student Information System, Financial / HR Resource Management System, and Environment

Tyler Technologies Tyler SIS is our current Student Information System.

Tyler Technologies SIS Financial is our current Financial / HR Resource Management System.

The District maintains a Microsoft Windows environment with Active Directory and Windows Servers. The WAN consists of a fiber backbone with 1 GB connections to all 10 sites.

Other Information Systems that will need to exchange data with the proposed systems:

Follett’s Destiny Library Management System

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The Proposed Student Information System and/or Financial / HR Management System (TBD) Edulog Transportation Information System Talent ED

III – CRITERIA FOR EVALUATION OF RESPONSESCape Girardeau Public Schools will evaluate the responses to this RFI based on the vendor’s ability to:

Meet the functional and technical requirements described in this RFI as evidenced by the RFI response and demonstration of the software.

Provide a cost-effective solution that meets the financial goals of Cape Girardeau Public Schools. Provide timely program modifications and upgrades in response to changing industry needs,

regulatory requirements, and advancing technology. Demonstrate expertise and functionality as evidenced by client references and site visits. Provide a superior level of customer service and technical support, both pre-installation and

post-installation to clients as evidenced by references.

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IV – VENDOR PROFILE1. Identify the company name, address, city, state, zip code, telephone, and fax numbers.2. Identify the name, title, address, phone, and fax numbers, and email address of the primary

contact person for this project.3. Provide a brief overview of your company including number of years in business, number of

employees, nature of business, and description of clients.4. Identify any parent corporation and/or subsidiaries, if appropriate.5. Give a brief description of the evolution of the Student Information System software and/or

Financial / HR Resource Management System. Include the date of the first installed site and major developments which have occurred (e.g. new versions, new modules, specific features). Describe any previous ownership, if appropriate.

6. List any industry awards/recognition that you have received, the awarding party, and the date received.

7. Indicate the total number of installations in the last 3 years by the year of installation and the total number of current users for the proposed system.

8. Provide a summary of your company’s short term and long term goals and strategic vision.9. Provide a list of three references similar in size to Cape Girardeau Public Schools. References

should be clients who have had their system installed within the past 48 months. (Include name, contact, address, telephone, system(s) installed and date of installation)

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V – TECHNICAL ENVIRONMENTHardware

1. Describe the hardware configuration requirements including descriptions of central processing unit(s), networking hardware, back up devices, and uninterrupted power supply.

2. Please outline service and maintenance costs for the system as proposed.

Software

1. Describe the operating systems under which the proposed system will operate. (UNIX, DOS, Windows, Windows NT, etc.)

2. Name and describe the database management software utilized by the system.3. What programming language(s) was used to develop the system?4. How many records can be stored in the proposed system?5. Describe the file purging/archiving methodology used by the proposed system.6. List cost of license agreements, renewal, and upgrades.7. Describe the length of time a software version is supported.8. Please describe your system’s database reporting tools.9. Describe the security system used by the proposed system.10. Describe your proposed recovery plan to safeguard source code and ensure that the proposed

system is recoverable in the event of a disaster at the headquarters of your facility.11. Describe your proposed disaster recovery plan for Cape Girardeau Public Schools to ensure our

data is safe and secure in the event of a disaster.

Interface with other Information Systems

1. Do you have the ability to exchange data with other information systems? (Please provide names of other systems)

2. Are your Student Information System and/or Financial / HR Resource Management System SIF compliant?

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VI – SYSTEM IMPLEMENTATION AND TECHNICAL SUPPORT1. Describe and attach your typical implementation plan.2. Describe the experience and qualifications of your installation team.3. What kind of client communication and implementation planning is done prior to the

installation?4. Do you offer to convert our old data? Will you move all of our historical data as well?5. Describe the training provided. Include a training outline.6. Where is your technical support center located?7. What are the methods of operation for technical support?8. What are your hours of operation for technical support?9. Describe the qualifications of your technical support staff.10. Describe the organization and structure of your technical support services.11. What percentage of your total employees is responsible for direct client support?12. Describe the ongoing system support provided by the vendor.13. Are software upgrades provided as part of the software support contract?14. Describe your software upgrade process.15. Are their “hot fixes” or “updates” between versions?16. How often are new versions released?17. How are customer requests for enhancements and customizations handled?18. Describe the recent history of system enhancements.19. Describe the qualifications of your product development department.20. What percentage of your total employees is responsible for product development?21. Do you have a formal users’ group?22. Describe the company’s policy regarding source code.

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VII – SYSTEM PROPOSALProvide a system proposal that includes:

1. Detailed listing of hardware provided.2. Detailed listing of software provided.3. Description of training provided, including location and time commitment.4. Description and cost of ongoing support.5. Cost of proposed system.

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VIII – FUNCTIONAL REQUIREMENTSRefer to the Following Requirements checklist. A response to each checklist item is required. Brief comments may be entered in the table. Elaborate on any items that differentiate you from other vendors. Assign one of the following Availability Codes to each item:

Y – Feature is availableD – Feature is under development (indicate anticipated date of availability)N – Feature is not available

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Student Information System Functional RequirementsFunctional Description Feature

AvailabilityVendor Comments

A. SYSTEM ARCHITECTURE AND MAINTENANCEA.1 System employs a centralized

relational database.A.2 System has a web-based interface.A.3 Provide an operational environment

which will which will ensure the security and integrity of the system and all its data.

A.4 Provide expanded descriptions for error messages.

A.5 Please describe scheduled maintenance procedures.

A.6 Provide a complete Data Dictionary to the system’s database.

A.7 Explain what Database Architecture does the system use: Oracle or Microsoft SQL Server?

B. SECURITY AND AUDITINGB.1 Provide LDAP Connectivity.

IF no LDAP connector – Does the system allow a periodic “Forced” password change?

B.2 Maintain an audit trail for system entries including user code, date, and time of each system transaction.

B.3 Does security allow or exclude users by:

One or more schools Function (such as

attendance, grading, health/nursing, etc.)

Task (adding, changing, printing, deleting)

Specific program function (enrolling a student into a site)

Table Fields School year

B.4 Are sign on attempts logged/tracked?

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C. GENERAL INFORMATIONC.1 Does the system have a

“Dashboard” for quick access to basic information? This would include (but not limited to): daily attendance totals, discipline records needing attention, other activity in the system, etc…

C.2 Is the system SIF Compliant?C.3 System can create scheduled (or

not) email notifications to specified users.

C.4 Can the system create export files for other information system?

C.5 Can the system create scheduled automatic export files for other information systems?

D. REPORTINGD.1 System has capability to provide a

tool that will allow users to create customized reports. This would allow user to pull any piece of data from the database into a custom report.

D.2 Users can create reports without any programming knowledge.

D.3 The tool should provide for context-sensitive help features throughout.

D.4 Users should be able to select from any student table/view, or field in the database.

D.5 Users should be able to define reports and initiate their production.

D.6 Does the system provide graphing and charting capabilities?

D.7 System is able to have scheduled reports sent to specified users on a regular (user customizable) interval.STATE REPORTING

D.8 The System should provide required Missouri State Reports.

D.9 Does the system have the ability to track staff data that would be required for the Missouri State October Core Data Cycle?

E. STUDENT DEMOGRAPHIC DATA AND OTHER PERTINENT DATA

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E.1 System should provide the ability to track all relevant student information – and be reportable.

E.2 Does the system have the ability to view basic student demographic data in one place?

E.3 Does the software allow for students to be retrieved by last name, first name, student ID, or any portion of these items, whether separately or in combination?

E.4 Does the system have the ability to link siblings and families together?

E.5 Does the system allow for user definable field creation?

If so would they be reportable?

E.6 Does the system allow for dual/concurrently enrolling students into multiple sites?

E.7 Does the system allow for A+ tracking?

E.8 Does the system allow for mailings to multiple locations (Parents) per student?

F. ATTENDANCEF.1 System is able to track daily

attendance.F.2 System is able to track attendance in

non-standard ways, such as a student coming in every (or randomly) other day to receive special services.

F.3 Providing reporting for average daily attendance, official attendance records, and other historical or current attendance data.

F.4 Capability to create customized reports of attendance data

G. GRADE REPORTINGG.1 System has online teacher’s grade

book to track student assignments and grades. As well as end of term grading.

G.2 Does the system have the ability to user define the number of terms per

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semester?G.3 Report card generation, both

standard and objective based.G.4 Does the system have the ability to

create curriculum objectives and allow teachers to evaluate student performance based on those objectives?

If so, does the system allow for objective-based report cards that will list each evaluated objective and the marks the student earned?

G.5 System is able to create customizable High School Transcripts.

G.6 Capability to create customized reports of student grade data.

H. FEESH.1 Ability to track fees for various items

such as: books, musical instruments, sports equipment, etc…

H.2 Capability to create customized reports of Fee data.

I. COURSE MANAGEMENT AND SCHEDULINGI.1 System is able to manage many

different courses for each site.I.2 System is able to automatically

schedule students into a master listing of courses.

I.3 Capability to create customized reports for course listings and scheduling.

J. PARENT / STUDENT PORTALJ.1 System has an online portal for

parents and students to access information pertaining to them.

J.2 Can a parent access all their students (from any site) with one username and password?

K. SPECIAL SERVICES DOCUMENT MANAGEMENTK.1 System is able to manage special

services documents. These would include (but not limited to): IEP, ISP, Referral, Evaluation, 504 documents, etc…

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K.2 Capability to create customized reports for special services documents.

L. CURRICULUM MANAGEMENTL.1 Curriculum can be managed and

applied to assignments in grade books, or lesson plans aligned to state / federal standards can be shared among users.

L.2 Capability to track usage of curriculum standards being applied to grade book assignments, etc…

M. MEDICAL DATA MANAGEMENT AND LOGGINGM.1 Medical data is able to be managed

per student. This would include (but not limited to) immunizations, medical conditions, allergies, etc…

M.2 Allows nurse users to log student visits.

M.3 Capability to create customized or canned reports on medical data.

N. DISCIPLINE DATAN.1 System is able to track discipline

data. This includes state reportable discipline records and discipline referrals.

N.2 Capability to create customized reports of discipline data.

O. PHOTO ID MANAGEMENTO.1 System is able to create and print

photo ID for students and faculty.P. REPORTINGP.1 System is fully compliant with

Missouri State Reporting and federal reporting. Fully compatible with all MOSIS export needs.

P.2 System is able to create customized reports on any piece or portion of data housed in the system’s database.

P.3 System has “canned” reports available to the user.

P.4 System is able to have scheduled reports sent to specified users on a regular (user customizable) interval.

Q. ASSESSMENT MANAGEMENT

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Q.1 Provide a system with the ability to manage student assessment scores.

Q.2 Capability to create customized reports on assessments.

R. RESPONSE TO INTERVENTIONR.1 Provide a system with the ability to

monitor and have alerts in place for RTI on students.

R.2 Capability to report on the students currently in intervention.

S. LUNCH AND FREE / REDUCED MANAGEMENTS.1 System can manage lunch free and

reduced applications and point of sale functionality.

T. CAREER EDUCATION CENTERT.1 Is the system capable of supporting

the needs of a career education center?

T.2 System is able to create customized High School Transcripts.

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Financial / HR Resource Management System Functional RequirementsFunctional Description Feature

AvailabilityVendor Comments

A. SYSTEM ARCHITECTURE AND MAINTENANCEA.1 System that employs a centralized

relational database.A.2 System has a web-based interface.A.3 Provide an operational environment

which will which will ensure the security and integrity of the system and all its data.

A.4 Provide expanded descriptions for error messages.

A.5 Please describe scheduled maintenance procedures.

A.6 Provide a complete Data Dictionary to the system’s database.

A.7 Explain what Database Architecture does the system use: Oracle or Microsoft SQL Server?

B. SECURITY AND AUDITINGB.1 Provide field level security.B.2 Provide LDAP Connectivity.B.3 Maintain an audit trail for system

entries including user code, date, and time of each system transaction.

C. BUDGETINGC.1 System is able to manage district

budgets.C.2 Capability to utilize budgets with

employee salaries, purchasing, and revenue data.

C.3 System is able to manage incoming funds from state and federal sources.

C.4 System must be capable of FUND ACCOUNTING.

C.5 Capability to create customized reports regarding district budgets.

D. PURCHASINGD.1 System is able to create and manage

purchase requests.D.2 System is able to take purchase

requests and make them into

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purchase orders that will connect with current budget amounts.

D.3 System has capability to create customized reports regarding purchase order history.

D.4 System has capability to reconcile budgets with purchase orders completed.

E. Human Resource ManagementE.1 System is able to manage staff

demographic data.E.2 System is able to manage staff

employment information.E.3 System is able to keep track of staff

salary and pay data as well as reconcile this information with current budget data.

E.4 System has capability to create customizable reports regarding employee data including both demographic information and salary information.

E.5 Employee Web Portal View Pay Stubs View/Submit Leaves View W2, W4 Other Personal Data

E.6 Payroll Entries should be integrated with the Financial Ledger

F. EMPLOYEE BENEFIT MANAGEMENTF.1 Does the system have the ability to

manage employee benefits? If so, this would need to tie

into current year budgets and employee salaries.

F.2 System should be able to provide reports regarding employee benefits.

G. REPORTINGG.1 System should be capable of

uploading a report to Missouri State’s ASBR Reporting System

G.2 System should also be able to send uploads to Missouri’s PSRS and PEERS Retirement System.

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