1 13 th Annual Educational Support Staff Conference On-Line Web Resources December 2, 2005 Pheasant Run Resort 11:00 – Noon

2 Panelists Rebecca Allard, Geneva CUSD 34 Sherrie Erdenburg, RevTrak Mark Michelini, Stevenson HSD 125

3 Topics General Comments on e- Commerce Geneva CUSD 304 WebStore Stevenson HSD 125 – Student Debit Cards

4 E-Commerce – Webstore Application

5 Goals for Today WHO is doing eCommerce? WHAT are the payments for? WHY schools? HOW MUCH does eCommerce cost? WHO pays?

6 WHO is doing eCommerce? School Districts of ALL Sizes (as few as 365 students: Winfield, IL)

7 WHAT are the payments for? School Lunches Registration & Activity Fees Transportation Textbooks & Materials PE Uniforms Senior Caps & Gowns PTO’s and Booster Clubs Preschool & After School Care Auto Repair Retiree Insurance Premiums Summer School classes Transcripts School supply kits Yearbooks Locks Student planners and assignment books

8 Geneva 304

9 Geneva 304: Food Service

10 Geneva 304: Donations

11 Geneva 304: Registration

12 Geneva 304: Volunteers

13 Fox Valley ASBO Lunch

14 Stevenson High School

15 Stevenson: Spirit Wear

16 WHY Schools? A. Conserve Revenue 2. Reduce collection issues 3. Better internal controls 1. Convenience for parents

17 WHY Schools? B. Reduce labor for staff 4. Addition/check writing errors 3. NSF’s, Check Cash & checks get lost 1. Cash & checks are time consuming

18 WHY Schools? C. Increase Revenue (especially ecommerce) Make it easy for the community to: 1. Purchase athletic season tickets 2. Purchase theatre or concert tickets 3. Purchase spirit wear 4. Purchase used equipment 5. Enroll in an extension class 6. Donate to a worthy cause (the PTO)

19 WHERE are eCommerce merchant services available? A.Local Banks: Payment gateways B.Integrated Vendors: Online payments (Food Service Only or Multiple Departments), Payment gateways, all tied to a specific software provider in district such as food service, no interfaces with other district systems C.Dedicated Vendors: Online Payments, Payment gateways, completely independent of any other software applications within district but able to interface with other district systems

20 Business Model: Vendor Neutral eCommerce

21 HOW MUCH does eCommerce cost? eCommerce costs involve: $ Merchant Fees (discount rate, transaction fees, monthlysubscription fees, if any) $ Equipment & Software Costs $ Technology Fees

22 HOW MUCH does eCommerce cost? Merchant Fees: OPTION 1: No cost to district Parents are charged a handling fee to cover all costs. Method 1: District never sees fees Method 2: District determines fees, collects all fees, and pays the vendor once/month OPTION 2: Districts choose (1) to absorb all costs (2) to share costs with parents (3) to charge for some items but not others (4) combination of above

23 HOW MUCH does eCommerce cost? Equipment & Software Costs: OPTION 1: No cost to district Vendor provides entire solution without additional charge. OPTION 2: Districts choose to purchase, rent, or subscribe for: (1) Secure server, firewall, security certificates, etc. (2) Shopping cart software & reporting (3) Payment gateway

24 HOW MUCH does eCommerce cost? Technology Fees: Often includes implementation assistance, training, programming of store, ongoing maintenance, solving reconciliation issues, etc. OPTION 1: No cost to district Vendor provides entire solution without additional charge. OPTION 2: Various costs (1) District technology team designs solution (2) Solution is outsourced to technology consultant (3) Combination of above

25 Who Pays? RULE: Customers may not be penalized for paying with credit cards if cash and checks are also an option. APPLICATION: Customers may be charged a handling fee for phone transactions, payment plans, and online transactions only! Geneva 304’s Experience

26 E-Commerce – Student Debit Cards

27 E-Commerce – Student Debit Cards WHO is using Student Debit Cards? WHAT are payments being used for? WHY Debit Cards? HOW MUCH does Student Debit Cards Cost? WHO pays?

28 WHO is using Student Debt Cards More and more High Schools are using debit cards –Debit cards carry no value – tied to account held by school. –Student ID cards double as debit cards One card for all students –Optional program

29 WHAT are debit cards being used for? –Current Applications Food Service – Cafeteria Bookstore Sales Vending Student Tracking –Future Applications Student Activities Intramural Program

30 WHY Debit Cards? Security –Both Student and District Convenience –Both Student and Parent On-line capabilities –Adding value from home –Monitoring usage

31 HOW MUCH does Student Debt Card Systems cost? Cost breakdown: –ID Card System Cameras, Student Management System & ID printers –Debit Card System Cash registers, deposit station & accounting software –Other Applications ID Swipe boxes & vending machine readers

32 Who pays? –ID Card System District – Student Services –Debit Card System Food Service Vendor & District –Other Applications District - Intramurals Vending Machines - Vendors

33 E-Commerce – Student Debit Cards

34 E-Commerce – Student Debit Cards Debit Card Access off WebPage

35 E-Commerce – Student Debit Cards

36 E-Commerce – Student Debit Cards

37 E-Commerce – Student Debit Cards

38 E-Commerce – Student Debit Cards

39 E-Commerce – Student Debit Cards

40 E-Commerce – On-Line Registration

41 E-Commerce – On-Line Registration WHO is using On-line Registration? WHY on-line registration? HOW MUCH does on-line registration Cost? WHO pays?

42 E-Commerce – On-Line Registration

43 E-Commerce – On-Line Registration

44 E-Commerce – On-Line Registration

45 E-Commerce – On-Line Registration

46 WHO is using On-line Registration? Virtually every household has access to on-line registration –Key is to get 100% access –Ideal vs. Reality

47 WHY on-line registration? Time Savings –Eliminate need for data entry More accurate recordkeeping –Completely automated Real-time registration –Allows district to respond to needs / shortages in a real-time environment

48 HOW MUCH does on-line registration Cost? Depends –In-house or “packaged program Elmwood Park chose to develop internally Cost savings far out-weigh either cost –Data entry –Errors & omissions

49 WHO pays? District –Actually cost savings to district Investment in technology, software and web resources paying off.

50 QUESTIONS?