Selecting Software for Schools tkt_consulting

Case Study - Administrative Direct Costs Indirect Costs Technology Total Cost of Ownership

Administrative Software A well-designed and implemented administrative solution will save you money. –Research – Evaluate – Plan – Implement –Plan – Plan – Plan

Plainfield SD 202 Current Issues Amount of Paperwork Number of People to Get the Job Done Time, Money, & Morale 6 Databases – Human Resource Dept. 2 Databases – Student Services Dept. No Interface 1 Database – Business Dept.

Solution – Infrastructure and New Software Business Office – online requisition and/or purchase orders –No duplication of efforts –Less errors –Staff to get the job done Student Applications - Attendance from Classroom –No paper –Faster turnaround time

Potential Cost Savings Per Year Business Office Savings Laser Printing & In house Forms Checks – 28% Greenbar/Duplex Paper – 76% Statements – 41% General Forms – 76% AP Checks – 45%

Potential Cost Savings Per Year HR Department Savings Without the efficiency of an integrated information management system, for every new employees one(1) additional person in the HR Dept. will be needed. Savings $40,000/Year

Potential Cost Savings Per Year Student Applications Savings Attendance from Classroom (Eliminates scanner maintenance and forms) $20,973 Savings in Maintenance $23,826 Savings in Forms

Solution Business Office & HR Department Interface –1 Database – Business Applications –1 Database – Student Applications Centralized Database –1 Database – HR Applications

Experiences of an end user…

Browser Based Web Delivered Anywhere… Anytime

Interoperability SIF Schools Interoperability Framework

Areas of RFP General System Requirements Student Information Enrollment Scheduling Attendance Assessment Special Education Transportation Miscellaneous

Attendance Script Time Allotted:30 minutes Script Title: Miscellaneous Attendance Functions Key Points to be Demonstrated: ｷ Calculation of days possible ｷ Cross Enrollment ｷ Calculation of consecutive days ｷ Withdrawing Students ｷ Absence History ｷ Attendance rules

Software Database Do you know how many databases your software has? –Human Resource –Payroll –Business –Student

Software Database What does one Database mean? –No duplicate entries –Communication –Less work –Fewer errors –EFFICIENCY

Implementation Issues Project Management: –Schedule out dates for the implementation process –Have one point of contact to gather all the information

Implementation Issues One month to One year: –Beginning of Fiscal or Calendar year is the best time –Implementing both Student and Finance or only one –Time depends on several issues: Vacation and Break schedules Customization Training and Assistance Number of modules to be installed

Implementation Questions Documentation? –Does the software come with manuals? Source Code? –It is important to have the option to have the source code.

Software Research & Development Technology –Windows –Web Accessible –Online Help –Capabilities to communicate with other programs (i.e.: excel, access, etc.)

Software Research & Development Non-Technology –Handle GASB 34 requirements –Up to date on changes made to THIS, TRS, etc. –Current with all government and state mandated changes –Willing to customize

Are we willing? to spend the time and energy to get what we really want… to seek help to understand the possibilities… to look at both short-term and long-term effects of our decision… to understand and communicate that the software will only be as good as our commitment to it…

Contact Information Christine Haeggquist Kirtley Technologies x203 Oscar Corpuz Data Control & Research Terry Tamblyn, Ed.D. tkt_consulting