Summary of SCETC RFP for Enterprise Application Suite

1. Summary ofSCETC RFP for Enterprise Application Suite Presented By: Catrina Howatt Board Meeting: November 13, 2012

2. What is SCETC? • Solano County Education Technology Consortium was developed in 2002 to unify 5 Solano County school districts with the County Office of Education on a common software system for maintenance of financial, personnel, purchasing, inventory, and fixed asset reporting • Costs are shared among the member districts and the system is maintained by SCOE.

3. History of SCETC • In 2002, members of the SCETC selected the California Educational Computing Consortium (CECC) system to replace: • Solano Online in Benicia, Dixon, SCOE and Vacaville • Quintessential School Solutions (QSS) in Travis • Escape Technologies in Vallejo

4. CECC Technology • CECC was selected by consortium members in 2002 because of its status in development of updated modules • At the time of adoption, CECC was largely functioning on the HP 3000 server, but had already migrated some modules to updated SQL server technology • CECC has now migrated Personnel, Purchasing, and various other functions over to SQL, but core Payroll and General Ledger modules are not projected for migration for at least 2-3 more years

5. Cost of CECC • Districts pay $60,000 per year for debt service on conversion costs plus a per-ADA cost. • The per-ADA cost of CECC has risen from $5.81 per ADA in 2003-04 to $9.60 per ADA in 2012-13. • Current ADA in the SCETC is 39,256 • Current SCETC annual budget for CECC is $558,031 per year, of which the CECC license is $376,726. • As Districts and Counties exit the CECC consortium, the cost for remaining members will continue to rise.

6. Historical Payments by Member *2012-13 was the final year of a 10 year repayment schedule on the initial conversion costs to CECC. Debt service payments were $60,000 per district per year through 2011-12 and the final payment of $27,320 was paid in 2012-13.

7. Seeking Alternatives to CECC • Upon evaluation of CECC system performance, SCETC members decided to investigate alternatives to CECC due to the following factors: • Excessive system downtime due to equipment failure • Increasing cost due to CECC members converting to other programs and no increase in membership • Problematic implementation of updated modules • Questionable development timelines and progress on development of modules to replace the HP 3000

8. Seeking Alternatives to CECC • A Request For Proposal (RFP) was developed and responses were received from the following companies: • Escape Technologies • Quintessential School Solutions (QSS) • Sungard (formerly known as Bi-Tech) • Tyler Technologies (also known as Munis) • Proposals were evaluated and Escape and QSS were each selected for two-day software demonstrations held at Vacaville USD

9. Seeking Alternatives to CECC • Software demonstrations included participation by a variety of job classifications from multiple departments within each District • Upon evaluation of each program, Escape was selected overwhelmingly and unanimously by all participants as the superior product

10. What Escape Will Offer • Escape was selected due to its advanced software development, and its focus on California school districts. • Escape will offer a program that is more integrated, user friendly, comprehensive, and less cumbersome than CECC.

11. What We Can Expect • User friendly access to information & reports • Employee Portal allowing access to paystubs, leave balances, and other employee data • EFT advices distributed to employees electronically • Automation of current processes which are done manually requiring manpower and resulting in mistakes

12. Timeline for Conversion • 2012-13 • Product selection • Secure funding and equipment for conversion • Provide notice of withdrawal to CECC • Begin training for conversion • 2013-14 • Continue training and implementation • Run parallel systems to ensure accuracy of system operation and data conversion • 2014-15 • Fully convert to new system • Begin “Live” data production

13. Cost of Software and Conversion • 2012-13 (Estimated Total = $599,534) • Software Implementation & Conversion * $167,150 • Training Costs* 13,500 • Hardware Upgrade Costs** 180,385 • Implementation Staff ** 113,499 • Software License*** 125,000 • 2013-14 (Estimated Total = $864,598) • Software Implementation & Conversion * 202,750 • Training Costs* 59,850 • Implementation Staff ** 226,998 • Software License*** 375,000 • 2014-15 (Estimated Total = $684,700) • Software Implementation & Conversion * 154,400 • Training Costs* 900 • Software License*** 375,000 • 2015-16 and Beyond (Estimated Total = $375,000) • Software License *** 375,000 • *Paid equally by All Districts **Paid by SCOE ***SCOE & District Paid by ADA

14. Implementation Cost by Member

15. Payment of Implementation Costs • SCOE will purchase all hardware and fund staffing required to manage the conversion and provide on-going system support • SCOE has committed to provide upfront financing of the costs of software conversion • SCOE will charge no interest on the financing and allow districts 5 years for repayment • Repayment will begin in the 2013-14 year

16. On-Going Annual Cost by Member *Debt Service represents “Total District Conversion Costs” divided by 5 year repayment schedule. Debt Service payments will commence in the 2013-14 year and conclude in the 2017-18 year.

17. Next Steps • Obtain formal approval to proceed from SCETC memberdistricts/SCOE • Negotiate cost and scope with software vendor • Develop and adopt cost allocation plan • Revise SCETC membership documents • Develop implementation timeline and responsibilities • Proceed with implementation

18. Questions?