CAES Infinite Campus Contract Renewal - 2012

Contract Renewal for Infinite Campus

Executive Summary

Project/Program Objective:

The District wishes to renew our contract with Infinite Campus, which provides our Student Information System (SIS) and parent portal software systems.

Infinite Campus provides a software system that tracks student data ? including contact information and grades ? and is targeted as the primary tool for the development of standards- based grade books and report cards. It is the District's core database for tracking information for all students throughout the District. We need to renew our support contract with Infinite Campus in order to continue using this mission critical technology tool after our current contract expires at the end of June 2012.

This aligns with Objective 2 of the Business & Finance Strategic Plan: Ensure Information Technology is current, supportable, and service focused.

Business Issue:

The District continues to invest time and talent into the Infinite Campus software. Nearly 8,000 District staff have used Infinite Campus since the beginning of this school year, and nearly 60,000 parents and students have used the portal during that same time.

It is much more cost effective to renew our contract with Infinite Campus than to release an RFP to request alternative solutions. The migration from one Student Information System to another is a time-consuming and work-intensive task, especially for a district with the size and diversity of Jeffco Schools. The decision to migrate from SASI to Infinite Campus in 2005 entailed over $1 million dollars in consulting, project management, and training costs in addition to 850 hours of internal staff time.

Any commercially available SIS is designed to meet the needs of a great number of districts. In doing so, generalizations about school districts are inevitably made. In the case of Jeffco schools, some standard functionality of Infinite Campus was deemed to be inadequate for the needs of the district. In response to this fact, Jeffco IT staff has created approximately 200 custom software applications and reports in order to enhance the functionality of Infinite Campus. Implementing a new SIS would require the re-creation of these programs or require the District to lose their functionality.

PeopleSoft, our data warehouse, and numerous other applications used by the District interface with Infinite Campus in order to leverage student data. These software interfaces would need to be re-written if a new SIS is implemented.

Additional Background:

The effective period of the contract resulting from this proposal would be July 1, 2012 through June 30, 2013.

If the District chooses not to renew the contract, we will no longer be allowed to use Infinite Campus, effective July 1, 2012.

Contract Renewal for Infinite Campus

A new contract needs to be signed by the end of June 2012. Recommendation:

It is recommended that the Board of Education approve a renewed contract with Infinite Campus. Costs:

The annual cost of a renewed contract is $561,970.62, which is calculated based on a student count of 85,751.i The District is currently paying $563,021.56 annually, based on a slightly higher student count in 2011.

By renewing the existing agreement with Infinite Campus, there will be no additional costs associated with the design, fit gap and implementation of a new system.

Challenges: If the District renews the contract, there will be no additional challenges, as the District will continue to use Infinite Campus in the same way we have been doing for the previous 7 years.

Implementation: No implementation is required; we would simply continue to use Infinite Campus as it is currently implemented.

Other Information: Based on ongoing conversations with our peers at other K12 districts and a general awareness of competing student information systems, we are not aware of a solution that would meet our current needs better than Infinite Campus. Indeed, Infinite Campus is widely considered to be a very strong player in the SIS market place.

i Infinite Campus has not yet invoiced Jeffco for the upcoming school year as of the creation of this document. The $561,970.62 is the anticipated total calculated from Jeffco's student count and the Infinite Campus License Agreement.

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