Summary of SCETC RFP for Enterprise Application Suite Presented By: Catrina Howatt Board Meeting: November 13, 2012

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.

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

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

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 to $9.60 per ADA in 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.

Historical Payments by Member * Benicia USD95, , , Dixon USD88, , , Travis USD97, , , Vacaville USD148, , , Vallejo USD171, , , SCOEIn Kind 5, TOTAL601, , , * 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 and the final payment of $27,320 was paid in

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

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

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

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.

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

Timeline for Conversion Product selection Secure funding and equipment for conversion Provide notice of withdrawal to CECC Begin training for conversion Continue training and implementation Run parallel systems to ensure accuracy of system operation and data conversion Fully convert to new system Begin “Live” data production

Cost of Software and Conversion (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, (Estimated Total = $864,598) Software Implementation & Conversion * 202,750 Training Costs* 59,850 Implementation Staff** 226,998 Software License*** 375, (Estimated Total = $684,700) Software Implementation & Conversion * 154,400 Training Costs* 900 Software License*** 375, and Beyond (Estimated Total = $375,000) Software License *** 375,000 *Paid equally by All Districts **Paid by SCOE ***SCOE & District Paid by ADA

Implementation Cost by Member TRAVIS UNIFIED Total Software Implementation and Conversion 167,150202,750154,400524,300 Training Costs 13,500 59, ,250 Total District Conversion Costs180,650262,600155,300598,550 Cost per District (Divide by 5)36,13052,52031,060119,710 Hardware Costs180,38500 Implementation Staff 113, , ,497 Total SCOE Conversion Costs293,884226, ,882 Software License 125, , ,000 District License Share by ADA16,50449,511066,015 Total All Conversion Costs599,534864,598155,3001,619,432 Total District Conversion Costs52,634102,03131,060185,725

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 year

On-Going Annual Cost by Member ADA % of Total ADA Annual Software License On-Going Support Staff Debt Service* Total Costs Benicia USD4, %$ 45,573$ 0$ 36,095$ 81,668 Dixon USD3, %32,542032,62065,162 Travis USD5, %49,511037,14586,656 Vacaville USD11, %114,144054,381168,525 Vallejo USD13, %127,836058,032185,868 SCOE %5,394226, ,392 TOTAL39, %$ 375,000$ 226,998$218,273$820,271 *Debt Service represents “Total District Conversion Costs” divided by 5 year repayment schedule. Debt Service payments will commence in the year and conclude in the year.

Next Steps Obtain formal approval to proceed from SCETC member districts/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

Questions?