“NONCOLLUSION AFFIDAVIT” TO BE EXECUTED BY



SCOPE OF WORK

The purpose of this request for proposals is to provide the San Diego Unified School District with financial, human resources, and student information systems procured from qualified systems manufacturers that can meet the current and future systems needs and services requirements of the District.

1. HUMAN RESOURCES SYSTEM OVERVIEW

(A listing of current human resources systems is enclosed as “Appendix A”. The Excel file document outlining all requirements—which calls for your response—is enclosed as “Appendix B”, and includes a glossary of HR terms).

Subsystems:

Benefits

Payroll

Personnel

Position Control

SDUSD HRMS systems are mainly comprised of 30-year-old legacy mainframe code that was recently migrated to the client/server platform during the Y2K conversion. This includes Payroll, Personnel, and Benefit systems. Other “stand alone” applications have been bought or built over the past decade using PowerBuilder, MS Access, and other miscellaneous development tools. There is no true integration between any of these systems. Sharing of data between the systems is not automatic. Each area is responsible for the entry of data for their respective departments. There are some data transfers through manual interfaces or system upload/download programs.

Benefits Overview

SDUSD offers basic medical, dental, and life insurance to all active monthly employees and their dependents. Employees are eligible for these benefits on the first day of the month following the month in which they were hired. Certificated employees’ eligibility dates are dependent upon their contract and the signing date of that contract.

In addition to Social Security benefits, classified employees are entitled to the benefits of the Public Employees Retirement System (PERS). Certificated employees receive benefits from the State Teachers Retirement System (STRS), but are ineligible to participate in Social Security. Payments into PERS and STRS are calculated on specific gross wages as a pre-tax deduction. All District employees are eligible to participate in Tax Sheltered Annuities (403b). For the most part, 403b’s follow most of the same rules and regulations as 401k plans. The District also contributes one percent (1.00%) of some employee’s annual earnings to a 401(a) plan

Monthly employees working half time or less may purchase medical benefits. For example, an employee working .25 FTE would pay 6/8 of premium and the district would pay 2/8. Job-sharing employees share benefits and may share in any proportion based in their agreement, not on the percentage of time worked. They may purchase additional life insurance and Accidental Death and Dismemberment insurance. Employee contributions are required to participate in these programs. Retirees and surviving dependents may also purchase benefits. The district may bill people for these premiums.

The Benefits department also administers the Consolidated Omnibus Budget Reconciliation Act (COBRA) program. When an employee leaves their job, notification of the COBRA program is sent to the employee. If they desire to purchase this insurance, they submit an application to the Benefits department. The department prints payments slips for the employees and monitors premiums due and payments made.

1. HUMAN RESOURCES SYSTEM OVERVIEW—continued

Open Enrollment Processing

Open enrollment is available in November of each year. This is the only time changes to benefits are allowed for active employees except for certain life events such as the birth of a child. The third party administrator, VEBA, sends a report to SDUSD of all changes entered by the employees through their web site or hard-copy forms.

Payroll Overview

Time and Labor Collecting

Substitute teachers are tracked through a subsystem (SEMS) with electronic time cards sent to Payroll. School site personnel gather daily absence information from the SEMS system.

Most of the district uses paper time cards and time sheets, which are received via intra-district mail from the school sites and departments. They are sorted and distributed to the appropriate Payroll Technician.

Time Cards: Time cards must have budget approval prior to processing for payment. Once approved, the technician enters an assignment ID on each card and batches in lots of 100 accompanied by a batch header form and sends to Data Entry. After input, the time cards are returned to the technician for verification and filing.

Warrant Processing

The “normal” warrants processing is done twice a month. The processing of the warrants for monthly employees is started one week prior to the end of the month and paid on the last day of the month for work performed that month. The processing of warrants for hourly employees is started at the end of the month and paid on the 10th of the following month. The exception to this process is during the month of December. Rather than having the checks for teachers dated December 31, they are dated for the first “special” payroll in January.

California Education Code controls the timing of paydays for Certificated and Classified employees. There are specific rules for each group.

Special payrolls are processed, typically weekly, to correct errors or other necessary adjustments and are always printed warrants (no electronic deposits).

Once Fiscal Control approves the accuracy of the payroll, the warrants are distributed to the employees and the information is electronically sent to the banks for the electronic deposits. The banks must receive the transmissions within the legally required time frame.

Occasionally it is necessary to process a payroll warrant outside of the normal or special payroll runs. When this happens, Fiscal Control writes the check from a separate cash account referred to as the Revolving Cash Fund. A copy of the Revolving Cash Form accompanies the warrant to the employee and is used as the pay stub. During special Revolving Cash Form payroll runs, a warrant will be printed payable to the Revolving Cash Fund to re-pay the manual warrant.

On a quarterly basis, IT produces files for state and federal tax reporting and payment, and sends to the county for reconciliation.

On an annual basis, IT prints W-2 forms for employee tax reporting.

1. HUMAN RESOURCES SYSTEM OVERVIEW--continued

Personnel Overview

Applicant Tracking

The district is in the process of implementing SearchSoft, an applicant tracking system. This is being done as a three-phase project.

• Phase 1, for certificated non-management positions, is currently up and running.

• Phase 2, for management positions, is very close to going live.

• Phase 3, for classified positions, is scheduled to go live by the end of the calendar year.

Retros

Due to cost of living adjustments and contract agreements, retroactive payments are generated for groups or all District employees. The payments are made on specific types of monies earned.

Credentials

Registration of state issued credentials, permits, waivers or certificates is currently processed by viewing official registration records by County link or Commission on-line data. This data is copied and "re-keyed" into the district credential database. Additionally authorized district staff issue and document temporary certificates for employees renewing credentials or applying first time through the district application process. Other types of district earned certificates are also entered into the database. This data generates reports for district monitoring, and notices to employees regarding their credentialing needs or deadlines. The system requirements for district certification records are much greater now, based on recent legislation involving school districts in the process of training and recommending credential issuance directly to the Commission staff.

Education

Certificated employee salary placement and advancement criteria are based on certifications, university earned degrees and creditable upper division or graduate units from accredited universities. The district currently maintains educational information on a separate system (PowerBuilder) which is not integrated with the existing HRMS SQL database. Updating the payroll system requires manual processing. Classified educational information is not maintained on any district system.

Demographics

Demographic information on district employees is maintained and viewed from the “employee master” display screen located in the client/server application. The employee demographic data is kept in an employee table in SQL Server. Each independent system requires input of the same demographic information.

Evaluations

An annual report from the client/server database is mailed to site administrators (via personnel) listing names of certificated staff members requiring performance evaluations for the school year. Classified management receives a computer generated evaluation report for each classified employee due for an evaluation based on date constraints in the system. The necessity to track performance outside of normal evaluations requires use of a separate File-Maker Pro database. All documentation is completed manually and retained in the personnel file.

1. HUMAN RESOURCES SYSTEM OVERVIEW—continued

Post and Bid

The Post and Bid (transfer) process is used by certificated employees to seek and secure changes in their classroom teaching assignments within the district. Currently, this process is held in February, May and July in order to meet staffing needs for the ensuing school year. Human Resource Services Division posts known vacancies on the district web-site. All applicants (current employees) apply on-line for consideration. Awarding of positions is based upon criteria specified in the posting, e.g.: seniority, credential authorizations, and major or minor university degrees.

Substitute Staffing

A third party vendor, e-SCHOOLS, is used for notification of absences, contacting substitutes by telephone, visually documenting on the computer screen and running reports. A separate timekeeping system routes substitute teacher timecards for payroll processing.

Position Control Overview

There is no position control currently utilized by the district at this time. When a new position is created or a position becomes vacant, a paper Assignment Authorization form is completed. This form must be routed through various departments for approval or processing, but there is currently no tracking capability. The volume of these forms is such that it is nearly impossible for the originating party to locate their Assignment Authorization form when it appears to be “stuck” somewhere. This is an area that nearly everyone interviewed expressed concern and requested an on-line form with approval routings.

There is a definite requirement for a “Position Control Management System.” This system would drive the system by position, rather than employee. The system should allow staff to attach data to the positions and move employees in and out of those positions. Personnel should be able to track specific information related to a position, such as salary or standard hours, regardless of whether an employee fills it. And they should be able to use data specific to each position as the basis for organizational planning, recruitment, career planning, and budgeting.

2 FINANCIAL SYSTEM OVERVIEW

(A list of current financial systems is included as “Appendix C”. A list of requirements—which calls for proposer response—is included as “Appendix D”, and includes a glossary of Finance System terms).

Subsystems:

Accounts Payable

Accounts Receivable

Associated Student Body (ASB)

Budget

Cash Management

Fixed Assets

General Ledger

Position Control

Procurement

Risk Management

Work Order (Job Cost)

Miscellaneous (Fiscal Control, Food Services, Mandated Costs)

The current financial system is very complex and inefficient. The technology ranges from old legacy systems to client server systems that have been implemented as recently as 1999. There is no true integration between any of these systems. Data are moved via batch uploads and downloads creating an extensive need for reconciliation between systems. Data integrity and duplication of effort dominate individual roles and responsibilities throughout the district. Ad-hoc reporting is generally accomplished using Infomaker. Often, information is exported from those queries into Excel for various needed reports.

ACCOUNTS PAYABLE

Accounts Payable processes all payments for disbursements other than payroll. Vouchers are entered on a client-server system developed internally that went into production in 1994. The system was developed with the PowerBuilder application development tool. There is no automated integration to the general ledger system but there are batch uploads from the Accounts Payable system to the Financial Database (FDB). Budgets are a key driver for Accounts Payable but no integration to the budgets/appropriations Financial Database(FDB) system exists.

Encumbrance Accounting

The District applies the encumbrance accounting model to the outstanding liabilities. The Accounts Payable and Budget departments ensure encumbrances are set and released appropriately. Encumbrances are released after contractual obligations are met. Cash position analysis/forecasting is extremely important to the school District and is directly related to the amount of monies that are encumbered.

Voucher Processing

Accounts Payable utilizes a manual 3-way match for invoices that have Purchase Orders and Receipts Data. Integrity is accomplished by comparing adding machine tape of batched invoices to the proof report run in the Accounts Payable system. Invoice volume is high – an estimated 15,000 vouchers/invoices per month. Accounts Payable processed approximately 230,000 vouchers/invoices last year.

2. FINANCIAL SYSTEM OVERVIEW—continued

Currently, all paid invoices with supporting documentation are scanned. This equates to approximately 40,000 documents monthly. The scanning system has 3 indexes and reads a bar code for indexing. Archived documents must be accessible for at least 5 years.

Procurement Cards Processing

There are approximately 900 procurement cards distributed throughout the District. Personnel needing to purchase items pertaining to their school site have the authority to charge the purchase using the procurement cards. The site is responsible for reconciling, gathering appropriate approvals and assigning the proper budget charge numbers. Procurement card statements are matched against the original receipt at the school site. After reconciliation is completed the documents are forwarded to Budget and then to Accounts Payable for payment. Accounts Payable will then issue a warrant directly to the credit card company.

Reporting

All vendors providing a service to the district are reviewed to determine status as an in-state or out-of-state vendor. 1099 forms must be sent annually to any vendor whose service totals $600.00 or more for the year. A withholding of 7% must be done on each of these vendors who are not exempted by completing a form 590 provided by the district and whose payments equal $1501 or more.

Changing laws and complex reporting requirements make this function time consuming. The current method of flagging/tracking withholding activity is extremely inefficient. The current system is not easily customized and has forced users to find manual workarounds.

The District is in compliance with the California Independent Contractor Reporting Law, DE542.

Warrant Processing

Reimbursement claims are sent to the Budget Analysts who are responsible for checking if funding is appropriate for the activity and if funds are available. After approval the source documents are forwarded to Accounts Payable for the warrants to be issued. Warrants are issued twice weekly and sent to their respective vendors. The warrants are drawn against the County, which acts as a clearinghouse for the district.

ACCOUNTS RECEIVABLE

Approximately 70% of revenues are attributed to the Average Daily Attendance (ADA) that is handled within the Pupil Accounting Department. The California Department of Education funds the District based upon ADA. Typical Accounts Receivable functions do not apply to this funding source.

Activities that are tracked through Accounts Receivable systems include: facilities rentals which generate income by utilizing the grounds of closed school sites as a leasing asset (tracked using Lotus 1-2-3) and invoices from activities such as warranty recovery (tracked in a FoxPro database). The district also bills various school districts for use of the LiveScan fingerprinting system. This receivable data is maintained entirely in the LiveScan system. There is no requirement for data to be extracted from these systems, except at year-end when all outstanding receivables are accrued and entered via a manual journal. Additionally, catering activities of Food Services are billed via the MBA Accounts Receivable Module.

2. FINANCIAL SYSTEM OVERVIEW—continued

ASSOCIATED STUDENT BODY (ASB)

Some schools have retail stores where various items can be purchased. The software utilized is called School Controller by Blue Bear Software. It is used to track all student purchases by means of a Student Identification Card (SIC), which has a barcode that corresponds to a number unique to each student. When a student purchases an item the SIC card is scanned. Income data gathered from the Blue Bear Software is manually entered into Quickbooks Pro. These reports are reviewed by financial accounting monthly but are not recorded until year-end where they are entered as part of the consolidated financials.

Check Processing at School Sites

Quickbooks Pro is utilized for the record keeping of the Associated Student Body (ASB) for each school site. All cash transactions deposits or expenditures are handled by the School Financial Clerk/Secretary. Funds are reconciled to the bank statement on a monthly basis. SDUSD requires that any money received for the ASB must be counted and deposited the same day. Checks are written for fundraisers, yearbooks, picnics, etc. as required. The schools maintain a chart of accounts for the ASB within the Quickbooks system. These accounts are debited/credited accordingly depending on the fundraising requirements.

Reporting

School Sites generate numerous reports on a regular basis from the Blue Bear Software program. Some examples include:

▪ Paid Fees per Semester

▪ Outstanding wood shop fees per semester

▪ Student Clothing Purchases

▪ Student dance entrance fees

▪ Register income per account

The current system does not have the capability to allow the school sites to view or update their current Accounts Payable status online. School sites are sent hard copy reports every two weeks that provide them with their Fund/Budget status.

BUDGET

Budget Development

Budgets drive the financial operations through out the district. The Budget Development File (BDF) is a standalone system using client/server software. The budget development process is initiated by rolling over the BDF from the previous year and making changes/additions/adjustments (including enrollment adjustments, Special Education Growth, salary and benefits changes, program increases, deletion of discontinued programs, etc.) and other requirements as specified on the Discussion Paper and adopted by board approval. The Budget Systems Analyst administers all activity and coordinates with the appropriate information technology staff, administrative staff, site staff, and budget/financial staff. Upon approval of the budget development file, the file is rolled over into the Financial Database as Original Positions/Appropriations and posted to the General Ledger System. The J200 is completed in accordance with this process and sent to the State.

Budget Reporting

The Budget Department distributes hard copy reports to every school site and department twice a month. These reports are utilized by sites and departments to review current financial activity. Many sites and departments track budget activity in Excel and compare information to hard copy reports they receive. The financial activity that is tracked in Excel is often allocated into sub-categories, e.g., departments, groups, clubs and activities.

2. FINANCIAL SYSTEM OVERVIEW—continued

Salary Projections Encumbrance System

Salary Projection Encumbrances are calculated in the system. The Personnel Development Budget Development (PDBD) system provides salary projection data for the next fiscal years budget. After completion of the salary projection the budget file will be updated for the next fiscal year.

Expenditure Reporting

All expenditure reporting takes place in the Financial Database (FDB), which was a mainframe legacy system converted to Client/Server during Y2K. Power Builder Applications are used to create most of the transactions. Source data is uploaded in batch processes nightly. Manual reconciliation is performed to ensure that the uploaded data is correct.

Source systems for Expenditure transactions are:

▪ Accounts Payable

▪ B-Warrants

▪ Fixed Charges

▪ Job Costing

▪ Journal Vouchers

▪ Material Control

▪ Payroll

Journal Voucher System

The journal voucher system is a Powerbuilder application that is used to post the following transactions to the Financial DataBase:

Appropriations

Encumbrance Corrections

Expense Corrections

Positions

Abatements

Accept, Budget and Spend

Original Appropriations

A batch upload process is completed daily. Information is exported from the journal voucher system and uploaded to the Financial Database.

This system also works hand-in-hand with the Board Agenda Program, which is also a Powerbuilder application. Extractions are made from the journal voucher system based on set criteria. The extraction is used to prepare the financial section of the board agenda, which is presented, for approval to the Board of Education.

2. FINANCIAL SYSTEM OVERVIEW—continued

CASH MANAGEMENT

Cash Receipts processing

The district Cashier (Fiscal Control Department) maintains a Cash Receipts database, which is a stand-alone Omnis database on a Macintosh computer. When money is brought in to the district, the Cashier enters the various data into the system, and then prints out a receipt on a pre-numbered receipt form. One of the unique data elements maintained by this system is sub-code. Sub-codes are used to provide for classification of different types of cash receipts within a given ledger account number. At the end of the day, a report is run which totals all cash received for each fund. The Cashier then manually types on either a County Treasury form called a Deposit Permit (for most funds), or on a bank Deposit Ticket (for other funds). These forms contain the total dollars to be deposited into each fund at either the County Treasury, or the particular bank account. The money collected for that day is then matched with that Deposit Permit or Deposit Ticket and stored in a vault until it is picked up the next day. Once the Deposit Permits are approved by the County Auditor and Controller's office, the cash is deposited, and the forms are assigned a transaction number and are returned to the district. The data on these documents are then manually input into Cash Receipts Journals (spreadsheets) for the affected funds. The Cashier also runs various reports off the system on a daily, weekly, and monthly basis for the Financial Accounting and Budget departments. The data contained in these reports are entered electronically into the Financial Database (for expenditure abatements or appropriations additions), and manually into Cash Receipts Journals and the Accounts Receivable system.

In addition, there are various other types of cash receipts, which do not flow through the Cashier's database. Some examples of these include: apportionments from the San Diego County Treasury (Interest, Property Taxes), the California Department of Education (Lottery), the U.S. Department of Education (Title I), etc. These apportionments are placed by the County Treasury into the various district funds. When this occurs, the district receives an apportionment document as notification, and the data is manually input into a Cash Receipts Journal.

Cash transfers are another type of cash transaction. The Requisition for Cash Transfer form is used to transfer cash into or out of a fund. It is also used to transfer cash between funds of the district for various purposes. These requisitions can be prepared either by the Financial Accountants (Financial Accounting Department) or by the County Treasury. Once these forms are approved by the County Auditor and Controller's office, the cash is moved, and the forms are assigned a transaction number and are returned to the district. The accountants then manually input the data into Cash Receipts Journals for the affected funds.

Other source documents that the district receives for notification of cash activity include: debit memos, overage warrant notification, cancelled warrant notification, and Deposit Permits prepared by the County Treasury for wire transfer deposits into district funds from other agencies. These are all handled similar to the processes described above.

At the end of the month, the Financial Accountants manually enter the summary totals of the Cash Receipts Journal for each fund to that fund's Cash Receipts journal entry form in the MBA General Ledger program. The entry is then posted to the general ledger.

Cash reconciliation

After all cash transactions are posted to a particular fund's ledger, the accountant responsible for that fund manually reconciles the general ledger cash balance to the hard copy of the monthly cash statement for that fund as provided by the County Treasury or bank.

2. FINANCIAL SYSTEM OVERVIEW—continued

Cashflow projections

Each year, the district engages in a short-term borrowing known as TRANS (Tax and Revenue Anticipation Notes). The California Education Code allows school districts to issue these notes to cover temporary cashflow deficits, in anticipation of future receipt of property tax and other revenues. A requirement for issuance of these notes is the preparation of actual and projected cashflow schedules for unrestricted General Fund cash.

COPS (Certificates of Participation) are issued by the district from time to time for the purpose of financing capital projects. A requirement of the issuance is to monitor cash outflow to ensure that projects are progressing on a timely basis, in line with original issuance forecasts, in order to avoid or minimize possible arbitrage liability to the IRS.

There is a requirement to produce cashflow schedules on all capital project issuances to enable cash monitoring on a current and continuing basis through project completion.

Cash balance monitoring

The General Fund cash balances are monitored daily to ensure that there are sufficient funds available to cover anticipated expenditures. General Fund cash balances are also monitored to ensure that required TRANS draw-down funds have been received in a timely manner. Cash balances of other funds are also reviewed periodically to ensure that there are sufficient funds available to cover anticipated expenditures.

There is also a month-end statement of cash on hand for all funds, which is prepared each month for the Board of Education to review.

Investments

Cash on deposit in excess of immediate operational needs is invested on a long- or short-term basis. There exists a need to identify and monitor cash available for investment as well as the point in time in the future when investments will need to be converted back into cash. This need exists for the district's Cafeteria Fund, Trust Fund, and Facilities Funds.

Revolving Cash Funds

School sites and specified admin/program offices are authorized a Revolving Cash Fund (RCF). These funds are part of the General Fund and as such are board authorized. Any requested increase in a site's RCF balance is subject to board authorization. A temporary loan to a RCF account is also subject to board approval.

Each site maintains their RCF funds in a unique checking account at US Bank. The purpose of the RCF account is the direct purchase of supplies and materials (usually less than $50). The original receipt(s) and SDUSD district claim form are then submitted to the Accounts Payable unit for reimbursement. After the claim is processed, the RCF reimbursement warrant is sent to the school site. The site will subsequently send this reimbursement warrant to the district Cashier for re-deposit at US Bank.

At the end of the school year, all RCF accounts should reflect the full authorized balance (including claims in process/deposits-in-transit).

Each RCF account is locally reconciled every month. The Fiscal Control department conducts a yearly audit of ALL RCF accounts. At the end of the fiscal year, the total of all authorized RCF balances outstanding is reconciled to the general ledger of the General Fund.

2. FINANCIAL SYSTEM OVERVIEW—continued

FIXED ASSETS

Asset Tracking

Land and building assets are tracked using a manual book called the Asset Ledger. This ledger is maintained by the Financial Accounting department and is updated periodically.

Asset Inventory

Equipment inventory is considered an asset if its average value is $500.00 or greater. This equipment inventory is maintained in an internally developed Powerbuilder client/server application.

GENERAL LEDGER

The MBA general ledger system is the system used by the Financial Accounting and Food Services Accounting Departments, and is standalone. It requires accountants to extract data from various hardcopy reports and spreadsheets, and re-key them as summarized journal entries into this system on a monthly basis in order to meet Management reporting and Statement of Operation requirements. Thirty to forty percent (30 to 40%) of the general fund accountant’s time is spent entering data.

The District is in the process of converting the Chart of Accounts to meet the Standardized Account Code Structure (SACS) requirements by the end of June 2002.

Special Projects Database

The Special Projects Database is a FoxPro program-driven database, which maintains the subsidiary ledger for all Special Projects (Grants) of the district. This subsidiary ledger contains Revenue, Expenses, and Appropriations for each project, and is manually updated by inputting data off hardcopy reports generated by the Cash Receipts, Financial Database, and Board Agenda Systems.

Financial Reporting

District reporting occurs multiple times during the fiscal year. Information is reported to school sites, departments, federal, state and county agencies. Information is retrieved using several tools, including production runs through the Information Technology Department and desktop ad-hoc reports using Infomaker. Reports are typically generated from data collected manually and entered on Excel spreadsheets or entered into the California Department of Education software.

The District is required to be compliant with Governmental Accounting Standards Board (GASB) Statement 34 Reporting by June 30, 2002.

POSITION CONTROL

The Budget Department manually compares budgeted to filled positions to determine if position requests can be processed. Funding source is also used in determining if position classification can be processed.

2. FINANCIAL SYSTEM OVERVIEW—continued

PROCUREMENT

The current purchasing applications that were developed internally generally meet the District’s needs, and are relatively user friendly.

Requisition Processing

Requisition processing is done using the EFRA (Electronic Forms Routing Authorization) system. This system is a “home grown” application with a windows/client server user interface that was deployed in March 1999. It is used to process requisitions throughout the district.

When users create requisitions in the system, they are automatically routed to the appropriate supervisory and budget individuals for approval. EFRA provides an efficient method of processing requisitions into purchase orders. There are free form notes available on the requisition and these are copied to purchase orders. Requisitions may be processed to multiple buyers / purchase orders. Requisition history is available for users to see where the requisition is in the approval / placement process, and what the current status is.

The Budget Utility within EFRA permits users to see the status of requisitions. One problem is that school sites have no access to this application.

Purchase Order Processing

The system provides standard purchasing functionality and generally meets the needs of the buyers and the central receiving unit.

Standard Vendor remarks are available. Vendor inquiries are available, but the search capability is limited. Currently, the vendor search will only work to list all purchase orders for a vendor if the spelling is exact, or if the vendor number is used.

Manual intervention is required to indicate that a shipment is to be directed to stock receiving. Currently, buyers manually write an “S” in front of the purchase order to indicate that the order should go to stock receiving.

Users can access requisitions used to create the purchase order from the purchase order, but the purchase order cannot be accessed from the requisition.

An electronic automatic interface exists between Procurement and Accounts Payable. Currently, Procurement is very limited in the access to information about payments made against purchase orders and contracts.

WorkFlow

Work Flow is built into the EFRA system. When requisitions are entered, they are automatically routed to the proper supervisory and budget approvers. However, the EFRA system is not tied to a Human Resources database so that organizational changes are manually updated.

RISK MANAGEMENT

The Risk Management Department consists of eight employees who perform a variety of functions relating to Property and Liability, Workers’ Compensation, Safety, Unemployment Insurance, and budget preparation. All of these functions are performed using a variety of systems. In the procurement of insurance and claims processing this department relies on data extracted from current district systems that include, but are not limited to, the following: Financial Database, Accounts Payable, EFRA (Electronic Forms Routing Authorization), and subsystems of the HRMS (Human Resources Management System). This department also utilizes stand-alone systems. There is no automated integration to any of the systems.

2. FINANCIAL SYSTEM OVERVIEW—continued

Liability Claims

Investigates third party liability claims filed against the district. Claims data, such as identifying information, notes, reserve updates, legal status, and payment history must be manually input into the CCAPS (Complete Claims Management Processing System). This department has been using the DOS based CCAPS Risk Management Information system since 1991. Information compiled into the CCAPS database is utilized to determine funding requirements and loss history data. While CCAPS can provide for some basic summary reports, such reports are extremely limited and can not be exported into other programs for the creation of meaningful management reports.

Workers’ Compensation

Receives, via fax, reports of injury/illness from the site where the injury/illness occurs. Manually inputs numerous data elements found on the faxed report and the HRMS into the DAVID system. The information is electronically sent to the district’s third party administrator who investigates and processes payments using a district checking account. The third party administrator requires updated attendance and payroll information on an ongoing basis. As with all claim payments, temporary disability payments are processed by the third party administrator. For salaried employees who have Industrial Accident Leave, Sick-Time or Vacation benefits available, the temporary disability check is sent to the district’s Fiscal Control Office and manually adjusted to the available benefits as indicated in the HRMS.

Safety

Involved with safety training, education and investigation/response.

Unemployment Insurance Cost Control

Investigates and responds to unemployment insurance claims, researches employment data in the HRMS Mainframe system, to include employment, payroll, and benefit data. Records and tracks all claim status within an Excel spreadsheet, and responds to California legal decisions and correspondence using Microsoft Word.

WORK ORDER (JOB COST)

The main program where project costing is an essential requirement is the Maintenance and Operations. Proposition MM general obligation bond measure has generated an increasing amount of activity for the current job cost process. This proposition provides $1.5 billion for new/existing school construction, modernization, refurbishment, and repair. Program Management analyzes cost and schedules control for these construction projects within the District. Program Management also manages acquisition strategies for contracting.

Time and Labor is uploaded from MAXIMO to the Job Cost System. Manual reconciliation takes place to ensure that all the data uploaded/downloaded correctly.

Material – Material charges for project costing enter the Job Cost System via three methods:

1. Expenses charged to projects that have flowed through Accounts Payable

2. Material charged to projects via the Maximo (Work Order System)

3. Material CPG System Inventory/Stock Requests system

Material charges are keyed from reports generated from the job cost system and entered into the Primavera 3 system. These current systems do not interface with the Financial Database or the General Ledger.

2. FINANCIAL SYSTEM OVERVIEW—continued

MISCELLANEOUS

FISCAL CONTROL

The Fiscal Control Department is responsible for a variety of functions related to payroll, accounts payable, and financial accounting. Customer support and problem resolution is a major function for this area.

Benefit Accounting

Posts and deposits benefit payments received from retiree and COBRA participants. Reconciles monthly cashier deposit analysis report, Financial Accounting general ledger and database trust fund balances and activity for District medical, dental and life insurance plans. Audits and verifies validity of premium refunds and adjustments requested by Benefits. Processes refunds per request by benefits. Calculates and processes reimbursement of premium payments to district from the trust fund.

Payroll Warrant Distribution, Stop Payments, Cancellations and Returned Warrants

Distribute warrants either through the US mail or to district sites via the internal mail service. Provide customer service to employees who do not receive their warrants; process stop payments on warrants and then issue replacement warrants. Issue manual checks through the Finance Division revolving cash fund account. Post cancelled/voided warrants in a batch mode to update the employee database and to send a file to the County to update their check reconciliation system. Process returned warrants.

Balance, Audit and Initiate Printing of Payroll Warrants

Audit summary and detail payroll reports to validate totals, various tax and retirement calculations, and issue date. Post payroll summary to a spreadsheet and balance to the control record change summary (employee database totals). Initiate printing of warrants including running a test to audit warrants for accuracy.

Electronic Deposit of Payroll

Set up electronic deposit entry via a pre-note. The monthly and hourly payrolls include electronic deposit to employee’s bank accounts. A downloaded file is processed through our bank’s software and transmitted to the bank for employee direct deposit. Recalled items are monitored and processed as appropriate.

Overpayments

Overpayment documents from payroll are audited, posted to a database program (File Maker Pro) and summary reports prepared each month for financial accounting. The database contains records for each employee with an overpayment and the activity associated with the overpayment. An excel file is also created for posting a journal voucher for budget, to send to payroll, and from which to post an abatement batch in the payroll system.

Garnishments

Receives and maintains records on tax levies, wage assignments and garnishments. Audits payrolls for proper deductions on these mandatory deductions. Disburses funds for mandatory deductions to appropriate agencies. Provides customer support to employees, agencies and payroll technicians relative to the garnishment process.

Voluntary Payroll Deductions

Validates and distributes reports and checks for employee voluntary deductions. Maintains employee bond deduction records; reports and disburses funds to the Federal Reserve. Maintains employee 403(b) deductions – setting up, modifying, and deleting deductions, and monitoring year to date deductions relative to legal limits. Process deduction adjustments; implement changes in laws and regulations; maintains files per IRS regulations.

2. FINANCIAL SYSTEM OVERVIEW—continued

Retirement Reporting

The district employees may belong to either the PERS or STRS retirement systems depending on job classification. Reviews daily edit list for proper retirement coding of new assignments. Changes are made as is necessary. Monitors time worked for mandatory membership for hourly employees. Enrolls and reports new members. Provides customer support for new members.

Audits and prepares retirement reporting to PERS and STRS. Provides customer support for retirement-related questions and problems. Reviews/audits edits from STRS and PERS and makes applicable changes. Researches and analyzes employee contributions and service credit issues. Make deposits to STRS and PERS for employee and employer contributions.

Worker’s Compensation

Provides accounting for all payroll related workers compensation payments. Audits and disburses temporary disability and vocational rehabilitation payments. Provides customer support for all workers compensation laws, regulations, requirements and procedures to district employees, other district staff and legal counsels.

Accounts Payable

Audits food services and accounts payable payments. Prepares emergency accounts payable checks from the finance division revolving cash fund account. Balances Accounts Payable deductions on a monthly basis.

Tax Reporting

Calculates tax payments from each payrolls summary report. Makes federal and state tax payments on a semi-weekly basis. Files quarterly and annual payroll tax reports to the IRS and the EDD. Maintains employee W2 records and any adjustments as filed with corrected W2’s and W2c’s. Provide customer support regarding payroll taxes, social security, Medicare and W2 information.

Procurement Cards

Maintains district procurement card files with the bank. This includes employee customer service regarding the cards, set up, deletions, dollar limits and maintaining documents.

Bank Reconciliations

Reconcile all third party employee benefit vendor bank accounts – workers compensation, group dental, and flexible spending accounts. Reconciles the bank account used for electronic deposit transmissions and the finance division revolving cash fund account.

FOOD SERVICES

Food Services Accounting acts as its own company within the District overseeing its fiscal accounting that includes income, expenditures, payments and claims for subsidy. They are responsible for Accounts Payable, Accounts Receivable, balancing/reconciling the bank statements, statements of operations for the Food Services Department and the 24 Preparation Kitchens.

2. FINANCIAL SYSTEM OVERVIEW—continued

The Food Services Accounting department consists of 9 employees and they distribute disbursements to approximately 1475 payees. Food Services Accounting receives up to 10,000 invoices per month from the 24 Food Payment contracts. Payment is made to other vendors via purchase orders and contracts. All telephone bills covering each school are processed for payment as well as all employee mileage. Prepaid meals (1200 refunds per year) are refunded to parents as requested. The total Food Services fiscal activity was approximately $39 million in Fiscal year 2000/2001. Food Services Accounting relies on information from the student information system (AERIES) and the Point of Sales (POS) system. This information is currently extracted manually from both systems and has no interface with the Food Services Accounting systems.

Preparation kitchens

Prepare and distribute food for multiple schools. Deliveries are made utilizing special carts that maintain the temperature for the food. Food Services owns the vehicles that handle the distribution of prepared foods.

Snack/Lunch Programs

Food Services Accounting is responsible for claiming the subsidy for all the lunches/snacks that are distributed within the District for the After School Reading Program, the 6-6 Program, Child Development, and the National School Lunch Program. There is a great amount of reconciliation involved in tracking these programs because the Food Services Accounting department must ensure that they are not over claiming subsidy reimbursement. The reconciliation involves analyzing the number of snacks/lunches delivered to the site vs. the number of snacks/lunches consumed at the site. They must also analyze the number of students in attendance at the time of snack/lunch consumption and ensure the numbers are reasonable.

General Ledger

The MBA General Ledger system is used to produce the Statement of Operations and other financial reports for Food Services Accounting. Food Service is set up as a subsidiary of the District within the general ledger system. Journals are predominantly entered manually into the General Ledger system from subsidiary ledgers/journals that are tracked via Excel spreadsheets.

Food Service Accounting is set up within the General Ledger system as a separate entity from the District with its respective financial statements. Data from this entity is entered into the General Ledger by the Food Service Finance Supervisor and the Senior Financial Accountant from Excel spreadsheets.

Food Services pay the salaries for all its employees. Food Services Accounting reimburses the District for payroll expenses incurred from their operation. Food Services Accounting also reimburses the District for all of the fixed charges that belong to employees of Food Services.

Check Processing

In June 2001 a system change was implemented to provide Food Services Accounting the capability to utilize the Document Express Accounts Payable system for check printing. Food Services Accounting has its own checking account and will generate check runs using their account specifics. Invoices will be entered in batches to the Food Services Accounts Payable system and will be processed in a similar manner as the District. The Food Payment is processed in batches and balanced by vendor on a monthly basis. A check is then rendered by the 15th of the following month to all Food Payment vendors. Purchase orders, other contracts, reimbursements, mileage and utilities are paid weekly as received.

Investment Account

Food Services Accounting has its own investment account that they monitor and distribute depending upon their cash requirements.

2. FINANCIAL SYSTEM OVERVIEW—continued

Budget

Food Services Accounting is responsible for creating and maintaining their budget.

MANDATED COSTS

The Mandated Cost Unit is an arm of the Financial Accounting Department in the Finance Division managing all state-mandated activity for the district. The Mandate Cost Unit is responsible for evaluating legislation and regulations for potential reimbursable state-mandated programs, filing Test Claims and representing the district at hearings before the Commission on State Mandates. Financial Accountants are required to extract, gather, analyze, collect and compile cost date; calculate time based on salaries and activity logs; file annual reimbursement claims; provide reimbursement to the school sites; respond to audits of claims. Reports are generated and utilized by departments and sites to review current financial activity and calculate next fiscal years budget.

3. STUDENT INFORMATION SYSTEM OVERVIEW

(A list of current student information systems is included as “Appendix E”. A list of requirements—which calls for proposer response—is enclosed as “Appendix F”, and includes a glossary of SIS terms).

Subsystems:

Student

Enrollment

Scheduling

Attendance

Assessment

Special Education

Transportation Services

Miscellaneous

The systems comprising the overall ‘Student Information System’ at SDUSD primarily consist of the following:

• A central Microsoft SQL Server Student Information System (SIS) database which is the official source of student data and which contains most of the data items in the student information systems. Some data are maintained only in this database (via the SIS-MF/CS system) and some data are maintained only in the site Access database via Aeries.

• A batch and online application, Student Information System-Mainframe Client/Server (SIS-MF/CS) that is the conversion of the old mainframe system to SQL Server to meet Y2K issues. The online application has a character based front-end and runs in a Windows environment. Both online and batch processes are written in COBOL.

• The Aeries Student Information System (Eagle Software, Inc.) which is a Windows-based student administration system used by each school to maintain its own school database. This system, in concert with the SIS-MF/CS system, addresses the schools’ basic administrative needs in the areas of demographics, enrollment, scheduling, attendance, grades, and reporting. The Aeries system uses the Microsoft Access relational database management system.

• A client/server application, Student Information System / Client Server (SIS/CS) that has a PowerBuilder front-end with a Windows-based user interface. This application provides a “shell” for other systems. These systems include a Query and Reporting function, the Special Education IEP system, the Section 504 system, and the Student Achievement Data System, which includes assessment and testing information. These systems access both the main central SIS database and an adjunct central MS SQL Server Student database.

3. STUDENT INFORMATION SYSTEM OVERVIEW--continued

These three systems, SIS-MF/CS, SIS/CS, and Aeries are predominantly supported by the Information Technology (I.T.) department at SDUSD. The Special Education IEP system, the Section 504 system, and the Student Achievement Data System are supported by the departments that “own” the application. In addition to these systems, there are a myriad of PC- and Macintosh-based tools (Microsoft Access, Microsoft Excel, Paradox, FileMakerPro, etc.), which are used in many of the departments to meet departmental data reporting needs not currently met by the SIS-MF/CS, the SIS/CS, or the Aeries systems. This results in numerous separate databases of information to address specific needs such as tracking home-schooled students on MS Excel, use of FileMakerPro for ad hoc querying and report generation, and the use of QuickBooks Pro to manage school finances. There are also other systems for school libraries (Horizon), Medi-Cal, Food Services, CBEDS, Course information maintenance, Enrollment Options, and School Boundaries.

Although there is some data sharing and data transfer between the various systems, they operate as separate systems and do not present an integrated interface for district users. Data are not automatically transferred in real time between databases.

Most elementary schools are grades K-5 (or PK-5). There are three junior high schools (grades 7-9 at two, and grade 6-9 at the other); the rest of the middle level schools are grades 6-8. All senior high schools are grades 9-12. The district also enrolls children in Pre-kindergarten programs, and some special education students are classified as non-graded (NG). However, many schools in the district no longer divide neatly into elementary or secondary. Atypical schools may include grades PK-12. An increasing number of charter schools are setting their grade range as K-8 or 6-12. All schools using Aeries are using the secondary school version. This allows school that cross elementary and secondary levels to use a single interface for all of their students. Schools that cross levels do elementary attendance and grades for their elementary students and secondary attendance and grades for their secondary students.

Charter schools can choose to use the district Student Information Systems or not. The district does provide strong support for charter school needs.

Student Overview

Access to student information is required at both the district and individual school level. The needs of these two groups are different. At the district level, departments such as: Standards, Assessment, & Accountability; Extended Learning Opportunities; and Center for Student Support & Special Education require access to information across the district to meet internal, state, and federal mandated reporting requirements and for research and trend analysis. Individual schools primarily (not exclusively) need only data for their students.

Guidance

Of critical importance to the district’s mission of improving student achievement is placing students in the proper classes and programs. Student placement is currently based on standardized district assessments and on the graduation requirements established by the Board of Education. Some testing information can be downloaded from the central SIS database into Aeries, and the Student Achievement Data System provides key information for the placement of students.

3. STUDENT INFORMATION SYSTEM OVERVIEW--continued

Currently, discipline records are tracked in the SIS-MF/CS and Aeries systems. Aeries has a student discipline data entry screen that captures the following information: date of action, action taken, category of incident, days suspended, start date of suspension, end date of suspension and demerits. This system is largely used for internal referrals and currently is used in ways unique to each school. An SIS-MF/CS discipline system tracks school suspensions and expulsions and provides some edits to support the district’s Zero Tolerance and drug/alcohol policies. It also blocks enrollment at district schools of student who are in expulsion status from SDUSD. Occasionally a suspension record (for a suspension that actually occurred) might be cleared from a student’s records. When this happens, the electronic record is “moved” to a discipline history table.

In addition to discipline, information about Four-Year Planning Conferences is entered in Aeries and uploaded to the central SIS database. These conferences are state-mandated, and are held in 8th grade, with a review held in 10th grade. The information that is tracked includes date the conference was held, what school it was held by, and whether or not the parent(s) attended. The district receives money from the state for each 10th grader.

Graduation

Students must meet all requirements established by the Board of Education in order to graduate from SDUSD. Currently these requirements are tracked through the accumulation of credits earned in various subject areas and by total number of credits earned and credits earned in grades 10-12. Because the district’s Arts and Languages requirement can be met by one of two different options, because there are some “completed/not completed” requirements, and because of the district’s “grade replacement” policy, counselors are currently still checking students’ graduation status manually. Some courses (such as world languages and math courses of Algebra and above) taken at the middle level count towards meeting a graduation requirement. The number and type of credits a student must earn differs between Continuation schools and “regular” schools. Students must meet all requirements for the school year in which they graduate, not the year in which they enter high school. If a student repeats a grade, they must meet all requirements for their new year of graduation.

Beginning with the class of 2004, students must pass the California High School Exit Exam (CAHSEE) in order to graduate. The district needs to track each time a student takes each portion of the CAHSEE, and the score.

Each student is required to prepare a Portfolio prior to graduation. This includes presenting themselves to a review board for an oral discussion of the accomplishments of their academic career. Successful completion of this “Senior Exhibition” is a requirement for graduation.

The district currently allows a student to receive one of four different types of graduation documents: Diploma with Academic Distinction, regular Diploma, Certificate, and Letter of Recognition. The date of graduation, class rank and size, type of graduation document, name on the document, graduation weighted GPA, and California Scholastic Federation Life Membership are kept in a graduation document system. This system collects this information and uses it to print reports for the Board of Education and to generate files that are sent to outside printers for printing of the documents and commencement programs. Only students earning an SDUSD document are tracked in this system.

District students enrolled in Adult Education programs may, instead of an SDUSD document, receive a G.E.D. or a “Joint Diploma” issued by the Community College district and SDUSD. This information is only recorded in the student system in the form of an enrollment leave code. These students are not counted as SDUSD graduates.

3. STUDENT INFORMATION SYSTEM OVERVIEW--continued

Currently, only high school graduation is within the scope of the graduation document system. Promotion (from elementary to middle or middle to high school) activities are handled manually between the schools and the Chancellor’s office, which provides support for printing and scheduling of activities.

Meals

SDUSD supports a meals program, which provides for free or reduced-price breakfast and lunch meals to students whose family income meets certain eligibility requirements. Certain special education students have special meals/diets for their students that are provided to them by SDUSD Food Services. In the SIS-MF/CS system, changes made either online or from the Direct Certification process to information about meal eligibility are kept historically. These changes are kept for auditing purposes and for historical reporting purposes to be able to identify students’ meal certification status at a particular point in time.

The district coordinates with the county Health & Human Services Agency (HHSA) to complete Direct Certification of students for free meals. The Direct Certification process does a data match between SDUSD students and the CalWORKS data maintained by HHSA.

Food Services also has a separate Point of Sale application, which they maintain. I.T. provides twice weekly file transfers of information from the central SIS database.

Health

The current district system maintains student medical records, which include current medical conditions, medical alerts, medical history, immunizations, and some insurance information. Some sites elect to double-enter this information in order to have it available in Aeries. Note: students cannot attend school if their immunizations are not complete.

Medical conditions and history are very sensitive data, and access is tightly controlled. School and district nurses are the only staff with access to this information.

Student health and medical information must interface with Nurse’s Choice 2000 (Ebury Development Corp.) software.

The district does a student data match with the county Health and Human Services Agency to get Medi-Cal numbers for patients for a separate Medi-Cal system maintained in the district Medi-Cal office. This system bills the state of California for services rendered by nurses and is grouped with I.T.’s Financial systems.

The district also does a School Health Innovative Programs (SHIP) data match with health plans (e.g. CHG, Kaiser) in San Diego county in order to provide school nurses with health plan information for individual students. The SHIP data match produces hardcopy rosters, by school, of matched students which shows each student’s medical plan. Nurses can also update and view this information via the SIS-MF/CS Immunization display.

3. STUDENT INFORMATION SYSTEM OVERVIEW--continued

Enrollment Overview

Students have a single “primary” school of enrollment (the “owner” of the student), which is the only school allowed to change certain information. However, students may also attend other district schools (known as “concurrent enrollment”). Some students (particularly special education students) attend a single site, but participate in multiple programs charged against different cost centers. Some special education students attend non-public schools, private schools and hospital programs but for district enrollment purposes are combined into a limited number of school enrollment cost centers. Some schools (especially atypical and continuation schools) have multiple campuses. These schools need to be able to disaggregate students by campus, while at the same time all students are accounted against the school’s cost center.

Students can have a number of “relevant” enrollments at any one time. There can be a primary regular enrollment (the “owner”; usually in Active status), a regular Pre-enrollment for the current school year, a regular pre-enrollment for the next school year, an active intersession or summer school enrollment, and up to three regular concurrent enrollments.

New students start the enrollment process by completing a Student Enrollment Form K-12 and bringing it to the school’s enrollment office. The enrolling clerk validates the information and confirms the student has the required documentation (immunization record, etc.) for enrolling. When a student is added to Aeries, the enrolling clerk accesses SIS-MF/CS to perform a search (matching on student name and/or birthday) of the central SIS database to see if the student has been enrolled in the district before. If the student isn’t found, a student ID is generated by the SIS-MF/CS system, and all required student and enrollment information must be entered. If the student was found, the clerk corrects any information that has changed, and finishes the enrollment add in SIS-MF/CS. At that time, the enrolling clerk can download information into Aeries for that student.

When a student changes district schools, the online process of enrollment changes the previous primary regular enrollment to a transfer (“T”) status with an end date calculated by the system, based on the enter date at the new school. Primary, regular enrollments may not have dates that overlap. Special handling by the system allows schools to enroll a student as of the first day of the school year, superceding the original enrollment. After that time period, once an enrollment has been created, it will always be for a minimum of one day. A student does not need to check out of a school before being able to be enrolled at a new district school. The previous school is notified of the change by the Transfer Bulletin display. While their enrollment is in “T” status, the previous school can finish updating their attendance data. When that is complete, the previous school closes their enrollment (“I” status), and they can no longer make changes to the student’s information.

There is also a “D” status on enrollments indicating that the enrollment was “deleted”. These records are kept for auditing purposes.

Students may be “concurrently” enrolled at a school for a variety of reasons, including attending ROP classes, special programs, completing courses not offered at their primary enrollment location, or adult education programs such as High School Diploma Program (HSDP).

New school year pre-enrollment records are created in March or April in a process called “articulation”. These records are generated based on current primary regular enrollment records, using school boundaries and “next school” patterns, along with some special conditions that depend on individual schools. After the new year records are created, changes in the current year primary regular enrollment also cause the new year enrollment to be changed as needed. Schools are notified of these changes on the “Transfer Bulletin” display in SIS-MF/CS.

3. STUDENT INFORMATION SYSTEM OVERVIEW--continued

Special Programs

In support of high student achievement, the district offers several programs for students needing additional instructional support. During the regular school year, the district operates an Extended Day Learning program. The accounting requirements for this program require the district to collect attendance using a positive attendance method, and to record attendance for each half hour time increment. The district also records whether or not a student received a snack. This program operates in conjunction with the City of San Diego’s “Six to Six” program.

At year-round schools, “intersession” programs are offered for two weeks during each break. This allows students to gain additional instructional support, and is similar to summer school in schools following a traditional calendar. Intersession is offered at both elementary and middle level (there are no year-round high schools at this time). Currently one middle school issues permanent grades for course work completed over several intersession periods. At least one middle school generates progress reports using Aeries. Any progress reporting done at elementary schools is done manually or on a site-created electronic system.

The district offers summer school at all levels (elementary, middle, and high school), at most schools. There are a number of ways summer school programs are funded, so proper attendance accounting is crucial; positive attendance accounting is used. The district is largely focusing on remedial or supportive instruction, but some courses (such as math and science) are offered for students needing to get a head start on their high school courses.

Other programs that provide additional instructional support to students are: Extended Day Reading, Core Course Makeup, CAHSEE preparation, and a Focus program involving 10 elementary schools in (2001-2002). Focus schools are identified by the state as low-performing and are participating in the Immediate Intervention/Underperforming Schools Program (II/USP). They are in session for additional days, while the other programs occur during an extended instructional day.

The Gifted and Talented Education Program (GATE) is designed for students who score high on the Raven Progressive Matrix, an assessment test that measures intellectual ability and cognitive thinking skills. All second graders and students new to the district in grades three through seven are tested. GATE teachers, who are certified through San Diego State University, develop and implement differentiated curriculum and instruction designed to meet the needs of their gifted and talented students. SDUSD offers two delivery systems: Seminar classes for the identified highly gifted and Cluster classes for identified gifted plus students who have demonstrated the ability to benefit from the GATE instructional program.

Students with home languages other than English are tested for their English language level and possible placement in a Biliteracy program. The assessment results are entered by the schools, using an Aeries window that puts the data directly into the central SIS database. The scores are also imported into the central SIS database from test result files received from the state.

The district operates an Off-Campus Integrated Learning Experience (OCILE) program where students from different schools attend special classes together for a week at one of three district OCILE sites. Elementary schools maintain, in their master schedule, the dates each classroom of students is scheduled to go to OCILE. Secondary schools provide master schedule class section numbers to the OCILE office for classes and teachers that are to attend. Each OCILE site also uses Aeries to maintain a local database of the students. They use the scheduling function to group together students from different schools, genders, and ethnicities.

3. STUDENT INFORMATION SYSTEM OVERVIEW--continued

Enrollment Options

Voluntary Ethnic Enrollment Program (VEEP), Magnet, and Choice programs are monitored by the Enrollment Options office and allow students to attend a school other than the one geographically closest to them. An individual student interested in several schools/programs may complete several applications. Program applications are managed via a PowerBuilder system (supported by I.T.) which shares data with, but runs outside of the other student systems. This application has a Choice/Magnet/VEEP component used by the Enrollment Options office and an Enrollment Options Reports component which is used by the sites.

Information from the central SIS database is transferred to a database in the Enrollment Options office. From there, addresses are corrected using information from the district’s school boundaries system. In addition, student information is checked for invalid Special Residence Codes.

Scheduling Overview

The master scheduling process at SDUSD is decentralized. Each school’s administrative personnel do their master scheduling on-site using the Aeries system.

The Aeries system produces individual student schedules, locator cards and class rosters for each semester of the school.

The current master scheduling system does not automatically balance class size across all like courses (e.g. 8th Grade English Literature), resulting in uneven and unacceptable class sizes. This results in the school administrative personnel manually moving students from one class to another to balance class size. Besides gender balancing, the district is also required to balance classes by White/non-White ethnicity.

Schools may choose to group students using a variety of methods, including “houses” or “families”, using team teaching and using interdisciplinary teams. Schools and programs frequently include students from different grade levels in the same class for all or parts of the class.

The district currently has only two calendar types: a traditional calendar and a single-track year-round calendar. There are several different single-track calendars in use. In the past, due to overcrowding, some schools have followed a four-track year-round calendar. The district currently doesn’t have any schools using a multi-track year-round calendar, but overcrowding might require a multi-track calendar be instituted again.

Elementary

At the elementary schools, SDUSD Student Assignment cards (commonly called “Power Cards”) are used, with resulting class assignments entered into Aeries. Elementary schools generally use simple schedules, using a “one period” day. However, there are classrooms within classrooms and team teaching. The SIS-MF/CS system allows up to three teachers to be assigned to a class.

Elementary schools maintain dates for OCILE attendance in their master schedule, and this information is used to schedule students to attend OCILE programs.

3. STUDENT INFORMATION SYSTEM OVERVIEW--continued

Secondary

Block scheduling is used at SDUSD and will be used to a greater extent in the future. Block scheduling is the ability to schedule a five-hour per week class at different times and days during the semester. This process is not effectively supported by the existing scheduling software and must be supported manually.

There are currently three secondary schools (one middle and two high schools) using a “four-by-four” schedule in which students attend a course for 10 hours per week, completing the course in 9 weeks instead of 18. At one school, students take one or two courses on a 4x4 schedule and the rest of their courses in the traditional 18-week timeframe.

The district mandates that certain subjects and requirements are taken at certain grade levels. One effect of this is that even schools who do not follow a Block schedule have some classes that alternate, or which are shorter or longer than the standard one hour (with passing time) period. In addition, at the middle level, some requirements can be met by the completion of 6-, 9-, or 12-week courses. These are commonly referred to as “wheel” classes and students rotate through each course in the group of courses comprising the wheel. An example of courses that might make up a wheel are Art, Keyboarding, and Health. Schools schedule wheels in a variety of ways.

Secondary schools notify the OCILE office of which section(s) of students and teachers will be attending OCILE programs.

Attendance Overview

SDUSD has a waiver from the state to begin its school year on a date other than July 1. However, the district’s fiscal year still begins July 1. The district considers summer school as part of the new school year even though it occurs before the new school year starts, because it occurs after the new fiscal year begins and is funded from the new fiscal year budget.

Each school is responsible for entry of their school attendance on a daily basis. Attendance and other data is uploaded regularly into the central SIS database using an interface constructed by SDUSD. Final attendance information is uploaded the week following the end of an attendance month. During the upload process invalid records are rejected, and error reports are sent to the school sites so corrections can be made. Full-day attendance information is currently all that is being uploaded to the central SIS database.

Teachers’ signatures are required on the attendance rosters to certify the accuracy of the attendance that was recorded. The school principal must sign off on the school attendance prior to submitting it to the district.

At the elementary schools, teachers complete ‘bubble’ sheets at the beginning of class to record the daily attendance. Elementary schools that have no scanner manually enter the data into the Aeries system.

Attendance at elementary schools is taken once per day for the regular program and represents full-day attendance.

3. STUDENT INFORMATION SYSTEM OVERVIEW--continued

At secondary schools, attendance is taken each period of the day, using bubble sheets. This “period attendance” is transferred each day to a course attendance file. Course attendance is used by Standards, Assessment, and Accountability to analyze student performance. For courses that are more than one period long, some schools choose to take attendance separately for each hour; other schools choose to take attendance only once. A “full day” absence code is calculated based on period attendance and is loaded to the attendance record in Aeries. Attendance reporting requires that students’ attendance be reported by grade level and by program (“attendance category”).

Attendance differs by school session:

• Regular School Year Attendance – ‘Negative Attendance’ requirement. Students are marked only if absent. If students are tardy, this is changed to present but tardy. This is done once per day at elementary schools and every period at secondary schools.

• Special programs, Intersession, Summer School – ‘Positive Attendance’ requirement. Students are marked absent or present for each half hour of the five positive attendance programs (EDRP, Focus, Summer School, Intersession, Core Course Makeup), and the 6 to 6 program. There are approximately 19,000 students participating in after school child care programs, such as the 6 to 6 program, at the elementary and middle school level.

• Some special education programs collect and report positive attendance for students. These students are enrolled in atypical programs, hospitals and licensed childrens’ institutions (LCI). Students in the hospitals and LCIs may be served by SDUSD during their hospitalization, but their residence is outside the district. Other district students’ attendance is maintained at the SDUSD site during the period of enrollment in the hospital. A “legacy” database application was created in the 1980s to track attendance. This application should be migrated to a more current and flexible system.

• Students in Adult Education programs and studying under an Independent Study Contract have their attendance reported as a total number of hours per day.

The State of California has the right to audit SDUSD’s attendance records each year. The rules and requirements of the state audits can, and do, change from year to year. SDUSD is required to accommodate these audits or risk losing its funding.

Besides required state and federal attendance reporting, the district also sends attendance information to the county Health & Human Services department in support of CalWORKS processes.

SDUSD has a policy of notifying parents of student absences from school. The policy is to phone the student’s home if the student has one or more unverified absences by period. An automated telephone dialer system is used by many schools to communicate with parents of students. SDUSD also has a policy of notifying the students’ parents if a child is tardy three times in a row. This gives both the school and the parents the ability to follow-up on the problem in a timely manner. This information is not readily available from the Aeries System and is currently compiled by hand. The SIS-MF/CS system does offer an Attendance Monitoring report that lists students meeting attendance criteria specified by the school. Schools can specify students who have greater than or fewer than a certain number of full-day absences or tardies, and can specify which absence codes should be considered. This report is requested directly by a school, using an online Job Request System in SIS-MF/CS. This program is also capable of generating a file; the Standards, Assessment, and Accountability office uses this file for research and reporting.

3. STUDENT INFORMATION SYSTEM OVERVIEW--continued

Currently, personnel of the Extended Learning Opportunities department manually enter attendance information each month for 330 home-schooled students. This information is required by the state and must be captured on an hourly basis. Microsoft Excel is used to capture and report this information.

Assessment Overview

The district assesses students using scholarship and citizenship/work habit marks and standardized tests. Student placement and promotion or retention is determined by student assessments conducted throughout the year. Since the current grading system is subjective, the emphasis is on the results of standardized tests. The district has developed a format and approach for a Standards-Based grading system that will more accurately reflect what a student is actually able to do.

Elementary Progress/Grade Reporting

Elementary progress information is managed in SIS-MF/CS system. Scan sheets are printed by I.T., filled in by teachers and returned to I.T. for scanning and printing of report cards. This information is kept in the central SIS database. Progress reporting is done three times during the regular school year to produce hand-out report cards which are given to the students at school, or to parents at parent-teacher conferences. Marks are given for a number of individual subjects, and schools can set up two optional subjects. These optional subjects vary from site to site. In addition, the academic mark given in literacy subjects may be “modified” by the student’s “book level”. Any progress reporting done for instructional support programs, intersession, and summer school is done manually, and is not kept in an electronic form at the district level. This system is scheduled to be replaced in phases, by a Standards Based Report Card system.

Secondary Progress/Grade Reporting

Secondary students’ course grades are entered into the Aeries system at the school site via scan sheets printed and scanned on-site. At the end of each semester, final grades are uploaded to the central SIS database. During this process the course information is validated in addition to the enrollment and grade information. This assures the integrity of the grades stored in permanent grade history, since schools can add and change any course information that is in Aeries. The course and grade information kept in the central SIS database is the only official version of the information.

Progress reporting is handled completely within Aeries. Schools generally report individual student progress on either a 6-week or 9-week basis. However, some schools choose to report student progress according to different timelines for different grade levels or groups of students. This results in schools that do progress reporting at 6-, 9-, and 12-weeks. Semester Grade reporting is done at 18 weeks. At some schools, scholarship and citizenship marks given at the end of each course in a “wheel” are considered final marks and are uploaded at the end of the semester. At other schools, the teachers of the classes in the wheel agree upon a final mark, and this is recorded in permanent grade history as a single course. Progress/Grade reporting for wheel classes is further complicated in that some wheels consist of courses that are each 12 weeks long, so the middle part of the wheel doesn’t end neatly at the end of a semester.

Currently the district only does secondary Grade reporting on a semester basis: Fall semester (term 1), Spring semester (term 2), and summer school (term 0, first term of fiscal year). The Board of Education establishes quarter and semester start and end dates. Year-round schools follow a 60/20 schedule, and the quarter and semester end dates fall during each session, rather than at the end. This allows consistency in the number of instructional days included in a reporting period.

3. STUDENT INFORMATION SYSTEM OVERVIEW--continued

Most of the district’s secondary charter schools choose to do their own Grade reporting, however this limits the ability of the district to produce Transcripts for these students. At least one charter school follows a trimester schedule.

Secondary semester report cards are available in two formats: a hand-out version (5 1/2 x 8 1/2) and a mailer version that is put through a folder/sealer machine in I.T. At the end of the first semester, about half of the schools request that their report cards be mailed home. At the end of the second semester, all report cards are mailed home. Progress reports are the standard Aeries report card format.

When a student changes schools in the district, any grade data in the central SIS database can be downloaded on demand into Aeries. A student’s permanent grade history, which officially resides in the central SIS database, can be downloaded into Aeries on demand at any time.

Grade information for students at atypical and Continuation schools, and students participating in independent study and Adult Education programs have grades entered manually using SIS-MF/SC system as they complete each course.

Student transcripts are produced by the SIS-MF/CS system’s Secondary Grades subsystem. Transcripts are the official document that can be sent outside of the district. State and district legal requirements and policies limit what is printed on Transcripts. There is also a hardcopy “Student Profile” available for use within the district that does show information about a student that is not shown on Transcripts. The design is intended to provide the information necessary to properly place a student in classes and set up whatever instructional support or services are necessary. It’s also intended to be an aid in monitoring whether all requirements (including 4-year planning conferences and immunizations) are on track, particularly when a student changes schools within the district.

A “super screen” under development in the SIS/CS system presents an electronic summary of all pertinent information about a student. This currently includes the following information: attendance, class schedule, grades, assessment results, additional instructional programs, Special Education / Section 504, discipline, health and immunization, and transportation.

The district calculates a variety of Grade Point Averages (GPA): weighted and non-weighted, term and cumulative, total, without Physical Education (P.E.) courses, without P.E. and without Junior R.O.T.C. courses, grades 7-9, grades 9-12, grades 10-12, and “Core” courses. The district also calculates a term citizenship GPA. Various of these GPAs are used to determine eligibility for various activities, awards, and documents. Because students attending atypical schools may have grades entered at any time, all GPAs are currently calculated at the moment they are requested, using all grade information in the central SIS database at that moment. The single exception is the Graduation weighted GPA, which is calculated after senior year Fall semester grades are loaded, and is stored in each student’s Graduation Document record. The district’s grade replacement policy is also applied when GPAs are calculated

Testing

A variety of standardized tests are used by the school district. Some of these tests are mandated, either by the state or the district; others are given at the discretion of the school principal or teachers. Each test can have different output in terms of test scores and test results.

3. STUDENT INFORMATION SYSTEM OVERVIEW--continued

Tracking student progress by analyzing trends in their standardized test scores has been problematic due to the time lag between test taking and test results being made available to schools. Some of this relates to tests that must be sent out of the district to be scored. Many of the district-mandated assessment results are collected via bubble sheets that are scanned by I.T. Even though bubble sheets are pre-printed to minimize errors, due to the lead-time required and the mobility of the student population, the scanned data must often be cleansed by the Standards, Assessment, and Accountability department.

The annual state test results and other assessment test results are validated and corrected by the Standards, Assessment, and Accountability department. The results are then uploaded into the central SIS database. The data are available either via the SIS/CS system or schools can choose to download the results for selected tests into Aeries. However, test results are often available to schools only via a hard copy report which does not allow school administration and teachers to easily analyze the test score data. The Student Achievement Data System was developed to improve availability and usability of this information.

Established as law in 1997, the Standardized Testing and Reporting (STAR) Program requires that all public school districts in California use a single standardized test, designated by the State Board of Education (SBE), to test each student in grades two through eleven by May 15 of each fiscal year. Currently the test being used is the SAT9. Spanish-speaking English-Learner students who have been in a California public school less than 12 months, and/or are enrolled in the district Biliteracy program take the SABE/2 test. Individual student scores must be reported to parents within 20 working days of receipt by the district. I.T. provides a “pre-ID file” to the state’s test vendor for pre-printing the test scan sheets. The Testing Unit distributes test materials and results using labels produced by the district’s I. T. department.

Special Education Overview

In December 2000, SDUSD reported to the State of California that approximately 16,200 students were participating in Special Education programs within SDUSD. Approximately 6,000 students participate at a low level and spend most of their time in general education. The number of special education students reported for the June 30, 2000 report was approximately 19,300 served over the course of the year. The change between December 2000 and June 2001 is indicative of the dynamic nature of the student demographics profile in the district. In December 2001, SDUSD reported 16,653 students receiving special education services.

The vast majority of students in the special education program spend 80 to 90 percent of their time in the general education classes. Typically, these special education students only spend 10 to 20 percent of their day receiving special education services. Other students spend the majority of their day in special day classes.

Special education attendance is positive attendance. The State of California has a requirement that all schools be

3. STUDENT INFORMATION SYSTEM OVERVIEW--continued

Nurse’s Assessment

When a student visits the school nurse and his or her medical condition is assessed, this information should be captured as part of the student’s medical record and is billed by SDUSD to the state through the Medi-Cal application in the Budget/Medi-Cal office. Nurse assessment reports (NAR) are required on special education students and are a part of the IEP in the SIS/CS system.

Individual Transition Plan

An Individual Transition Plan is required for students aged 16 and older, and is recommended for students beginning at the age of 14. This plan describes the services needed to help the student move from school to work and adult life. An ITP includes, when appropriate, a statement of the interagency responsibilities or any needed linkages.

Individual Education Plan Management

An Individual Education Plan (IEP) is completed for each student that has been formally identified as having a disability and is receiving special education services. IEP's must be done, at a minimum, each year for each special education student. They can also be done on a more frequent basis if it has been deemed necessary by the IEP team. Most commonly, IEP’s are completed yearly. An evaluation to determine continued eligibility is conducted every three years.

A key part of the Special Ed. Online IEP system is tracking timelines and provide warning of upcoming reviews.

Individual Family Services Plan Management

An Individual Family Services Plan (IFSP) is an education plan that covers a child from birth to three years old. It can be initiated by a referral from a hospital for special services. They are most often managed through the county. SDUSD provides some of the total services being provided to the child and must collect data on the child and provide that data to the state; however, they can involve other agencies as well as education.

When the child is two years and nine months old, a transition meeting is held to determine the next steps for the child.

CASEMIS Reporting

California Special Education (CASE) - MIS reporting. A report to the California Department of Education’s Special Education Division is completed, electronically, twice a year on December 1st and June 30th. Data reported to CASEMIS is drawn from SIS/CS and SIS-MF/CS. Data includes information regarding the school site, enrollment information, discipline data as well as special education-specific data as collected via the Individualized Education Plan (IEP). This report is managed by staff in the Special Education Programs Division. The state CASEMIS system maintains information on over 550,000 students providing analysis and individual student-level information regarding participation in special education programs.

3. STUDENT INFORMATION SYSTEM OVERVIEW--continued

Section 504

Section 504 of the Rehabilitation Act of 1973 is a civil rights statute aimed at preventing or correcting discrimination based on disability. Included in the US Department of Education regulations for Section 504 is the requirement that students with disabilities be provided with a free appropriate public education. There are some students who are not eligible for special education services under the Individuals with Disabilities Act (IDEA) but are deemed disabled under Section 504. These students require a special individualized service plan (ISP). The district is required to develop, document and implement a plan for the delivery of all necessary educational modifications, aids and services to ensure that the eligible student receives a free and appropriate public education. The responsibility for the assessment, evaluation, and development of this plan is coordinated at each school site through the student study team (SST) process. A module in SIS C/S provides for the electronic filing of this plan, the availability of information on each student, and the ability to generate administrative reports.

Transportation Overview

The Transportation Services department is responsible for providing daily home to school transportation to more than 1/6 of the district’s students. Service is provided during the traditional school year and the year-round school year. It is also provided for a portion of the student population during extended year, intersession, and summer school. 95% of the daily transported students are serviced under desegregation, special education, or over-capacity busing (used to relieve overcrowding at impacted school sites).

In addition to home to school services, transportation is provided in support of ROP, OCILE, Extended Day programs, a variety of late activities, and a broad range of field trips.

More than 40 systems developed in-house are used to support the transportation operation.

Additional district transportation requirements include bus stop management, route building, and assignment to bus stop. These functions are provided by systems maintained in the district’s Transportation Services department, in databases supported and managed by Transportation I.T. staff. Information is exchanged weekly between the Transportation department’s database and the central SIS database. Notification to parents and schools is provided by special forms produced from the SIS-MF/CS system. In addition, current and future routes and assignments are available from Transportation Services via the internet.

Special Education students are provided with special transportation requirements if necessary. These requirements can include wheelchair accessible vehicles, students requiring physical assistance, students requiring an adult to ride to and from school with them, etc.

State and Federal Reporting Overview

There are a variety of state and federal reporting requirements with which SDUSD must comply in order to maintain existing funding as well as to qualify for additional funding. The state of California reporting requirements include December student count (a funding source), August student count (a funding source), Compliance requirements, Corrective action adherence, CASEMIS (Special Education) reporting and test results reporting (standardized, non-standardized).

3. STUDENT INFORMATION SYSTEM OVERVIEW--continued

California Basic Educational Data Systems

The California Basic Educational Data Systems (CBEDS) requires that SDUSD report to the state on an annual basis via electronic files. These reports are sent to the state from a stand-alone district CBEDS application developed in PowerBuilder and from a Paradox database in the Research and Reporting office populated with school, teacher, and student data extracted from the central SIS database and the district’s Personnel database. They contain information including teachers’ credentials, teachers’ and administrators’ years of service, staff evaluations and students class information (number of students per class, instructors, etc.) It also includes information on classified employees, vocational education enrollment, and school enrollment and dropout information.

CBEDS processing begins with the use of complex SQL to create the initial Professional Assignment Information Form (PAIF) file, which is loaded into the district’s CBEDS application. Staff from the Standards, Assessment, and Accountability department then make corrections to that data. A School Information File (SIF) is also created. After all corrections have been completed, SQL is again used to create an electronic file for the state.

Title 1 Reporting

Title 1 is a federal program that provides funds to be used by schools with large percentages of low-income students. These funds may be used to provide technical assistance to help schools develop and implement improvement plans, and take corrective action to improve achievement of students attending the school. I.T. extracts data to send to the San Diego County Office of Education. The County Office of Education matches this data to CalWORKS data from the county and returns counts of CalWORKS students to the district. To support Title 1 reporting, I.T. uses SQL to calculate counts of eligible students as of CBEDS Information Day. Sibling matches (based on address) are also done to identify students who might meet Title 1 eligibility requirements but who have not been identified as such. Title 1 information is also reported to the district Board of Education.

4. Time Frames

The District wishes to maintain a complete project timeline of a minimum “cut-over” time of twelve months, with a desired maximum of eighteen months. It will be at the District’s sole discretion as to the feasibility of shorter or longer time frames. The District will not pay additional costs due to the District’s need to shorten or lengthen time frames required to effectively complete all tasks necessary.

The District wishes to implement all modules and sub-modules simultaneously, but is likely and reserves the right to phase in modules and sub-modules within the timeline. The District may stage the beginning of delivery and installation of each of the three systems (HR, Finance, and Student Information Systems), possibly two months apart. It will be at the District’s sole discretion as to the order in which the systems will begin the installation process.

Upon completion of installation and testing, the integration and implementation by another organization (as chosen by the District from a separate RFP) will begin. The District will require software support (at no additional charge to the District) concurrently with integration and implementation. Training by the software vendor(s) for high end users will be required at the time of installation (“phase 1” of training). Training by the software vendor(s) will be required “just in time” to additional specific user groups as the software is installed and implemented (“phase 2” of training).

5. Training

Training is essential to the successful use of the software system. Contractor shall be fully responsible to provide sufficient and effective training to the District to ensure the successful implementation and use of the new fully integrated system(s). The training must be to the complete satisfaction of the District. Contractor shall train, and repeat the training to the District personnel until this requirement is met, and at no additional cost.

5.1.Types of systems users: the District has identified three types of systems users:

• High level users: Information Technology staff, database administrators, technical support (including the District’s “help desk”).

• Ad hoc: analysts, evaluations unit, counselors, those requiring data query and data evaluation

• Process: end users that will use the system to perform the day-to-day processing. These District staff members will require training (phase 1 of training) at the time of software installation, and possibly throughout the implementation and integration stages.

5.2. The number of users that the District estimates at this time will require training as follows:

Human Resources/Central Office Human Resources/School Sites

115 process users 400 process users

166 ad hoc users

10 high level

Finance/Central Office Finance/School Sites

500 process users 1000 process users

100 ad hoc users

10 high level

5. Training—continued

SIS/Central Office SIS/School Sites

125 process users 855 process users

133 ac hoc users 995 ad hoc users

130 high level 70 high level

Note: these are estimates only. The District makes no guarantees that numbers will not change substantially by the time that training needs to occur. Further, the contractor(s) may be required to provide training as additional (later) sub-modules are added.

5.3. General phases of training will be:

5.3.1. Initial training (Phase 1): training of the high level users. This will be required during the software installation phase, and at times requested by the District project manager.

5.3.2. Post implementation/integration training (Phase 2): training of all ad hoc and process users. This will be “just in time” training for all staff that will be using the newly implemented software and should happen concurrently with “go live” activities.

3. The District may require that the software contractor(s) “train the trainers” as District needs dictate.

The contractor will provide, install and test software in the District’s training lab (or labs) as required by the District. The software must be the appropriate version.

3. Training Preparation: The contractor will analyze District end user requirements and develop the course curriculum and the training prototype. The contractor will work with the project team members to gain knowledge of processes and incorporate them into the new training curriculum and training prototype. The contractor will be responsible for writing these processes and presenting them to the district for approval. The District shall have the final right of approval of the training curriculum and protocols. The District reserves the right to require changes to the materials.

The contractor shall successfully test and install the training prototype (for all training phases) in the District lab(s) with the District’s review. The prototype will remain permanently with the District and will be used to train District personnel on an on-going basis.

6. Contractor’s Project Manager and Staffing

The successful proposer(s) will provide an active full time certified project manager on site (work area to be provided by the District) from the time of proposal award(s) throughout the duration of the project(s); this will include the time during which implementation/integration are occurring. This certified project manager will work exclusively with the District throughout and until full and final project acceptance, which will continue throughout implementation/integration project acceptance. This project manager must be readily available to the District both in person and via phone, e-mail, and page to address issues, resolve problems, attend meetings as requested by the District Project Manager, and to ensure a smooth work flow and accurate and complete success of each phase of the project(s). This person will be the key contact by which the District Project Manager will interact.

6. Contractor’s Project Manager and Staffing--continued

Contractor must provide sufficient staffing to successfully complete this project under the timelines and requirements of this contract. The District requires that the contract provide dedicated staffing to work on the project from beginning to end.

The District reserves the right to accept or reject any contractor project manager or contractor staff member for the project and to require the contractor to supply an immediate replacement to the complete satisfaction of the District. The contractor’s substitute project manager or staff member is subject to resume review and screening requirements of the District. The District reserves the right to reject any individual assigned to this project, and require a substitute. If a substitute is needed for any contractor staff member, the contractor will notify the District Project Manager in writing fourteen calendar days in advance of any request to be considered by the District to substitute a contractor project director or team member. Such requests will include the reason, qualifications of the proposed new staff member, and methodology (and timeline) by which the change is to be made. The contractor will be required to provide the knowledge transfer needed among contractor personnel at no additional cost to the District. If the contractor substitutes a project staff member that does not have sufficient project knowledge the District may at its discretion 1) request another substitute, or 2) charge (through deduction against any amounts invoiced) the contractor for the value of the District’s time in “training” the contractor’s employee(s), or assuming the contractor’s duties. Failure of the contractor to provide well-trained dedicated staff on a consistent, on-going basis may be considered by the District to be grounds for termination of the contract, at no additional expense to the District.

7. Customization/Modifications of Software

All customization and modifications of software done by the contractor will be required to be incorporated into the software to be installed and tested at the District site. Additional modifications that are needed as determined by the District to meet the requirements in this RFP will be done at no charge to the District and in a timely manner. The contractor will perform re-customization until District needs are met, as determined by the District Project Manager or his designees.

8. Guarantee of Operation

The contractor warrants that the software package delivered hereunder is complete and free from defects in manufacture or materials and will continue to meet the specifications described in this request for proposal and contractor will, without charge to the District, correct any such defects and make such additions, modifications or adjustments to the package as may be necessary to keep the package in good operating order, in accordance with such specifications, during such time period.

9. Software Package

9.1. Most Favored Nations. All the prices, terms, warranties and benefits granted by the Contractor herein are comparable to or better than equivalent terms being offered by Contractor to any present customer. If the Contractor, during the term of this contract, enters into an arrangement with any other customer providing greater benefits or more favorable terms, this agreement shall thereupon be deemed amended to provide the same to the District.

9.2. Software Package Specifications. The Contractor warrants that the package is designed to and will meet the functional and performance requirements laid out in this Request for Proposal package.

9. Software Package—continued

9.3. Definition of Documentation. The Contractor will furnish the District with the following documentation as part of the package to be delivered hereunder, which will be in form and substance at least equal to comparable materials generally in use in the industry, in the following quantities:

Manual Type Quantity

User’s Reference Manual 6

System’s Manual 6

Operating Manual 6

Installation Manual 6

Programmer’s Guide 6

Training Guide & Handouts 6

Quick Reference Guide 6

Also, enclose one CD containing each (one for each system you are proposing).

Any changes, additions or updates are to be available either through FTP or web accessible.

9.4. Availability of Documentation and Future Rights. If the documentation described in the previous clause is revised at any time or if additional documentation is developed by the Contractor with respect to the package, the Contractor, shall, forthwith upon publication, deliver to the District copies sufficient to update all copies of documentation originally furnished the District.

9.5. Duplication Rights. The District shall have the right to reproduce all documentation supplied hereunder, provided that such reproduction shall be solely for the user in the District, and that such reproductions shall be subject to the same restrictions on use and disclosure as are contained in this contract will respect to the original documentation.

The District shall have the right to duplicate the software and any modifications or enhancements for back-up purposes only.

9.6. Rights to Future Package Options. In the event the Contractor shall produce any enhancements or functional changes in the package after delivery of the package hereunder, the District shall have the right to obtain such enhancements, at the lesser of (a) prices then in effect or (b) the difference between then current price of the package including such enhancements and the purchase price paid hereunder.

9.7. Run Time (Performance). The running time performance characteristics of the software package sold hereunder are warranted by the Contractor.

9.8. Rights to Modify Source. The District shall have the absolute right to modify the source code to perform any functions which the user deems desirable, limited, however, to the District’s internal use only, and the source code as so modified shall, nonetheless, remain subject to the same restrictions on use, reproduction and disclosure as are contained in this contract as respect to the package itself.

The District reserves the right to purchase the source code if needed.

9.9. Compliance with Standards. Contractor represents that the package and all its elements, including but not limited to, documentation, and source code, shall meet and be maintained by Contractor to conform to the standards set forth by the American National Standards Institute with respect to software.

9. Software Package—continued

9.10. Guarantee of Ownership. The Contractor warrants that it is the sole owner of the package and has` full power and authority to grant the rights herein granted without consent of any other person, and that neither the package nor any of its elements nor the use thereof does or will violate or infringe upon any patent, copyright, trade secret or other property right of any other person, and Contractor will indemnify and hold the District harmless from and against any loss, cost, liability and expense (including reasonable counsel fees) arising out of breach or claimed breach of this warranty. During the pending of any claim against Contractor of District with respect to the Contractor’s ownership and/or authority, the District may withhold payment of any sums otherwise required to be paid hereunder.

9.11. Term of License and Renewal. The District’s right to use this software package shall be an irrevocable license for the software application package(s) and updates.

9.12. Quiet Enjoyment. The District shall be entitled during the term of this license to use the package without disturbance, subject only to its obligation to make the required payments hereunder. Contractor represents that this agreement is not subject or subordinate to any right of Contractor’s creditors, or if such subordination exists, that the agreement or instrument creating the same provides for non-disturbance of the District so long as it shall not be in default hereunder.

9.13. Acceptance Method.

1. Upon notification that the package is installed and ready for use, the District shall perform an acceptance test. The acceptance test shall be conducted on the District’s site and based upon scripts provided by the District to determine whether:

a) the package meets the specifications, and performs the functions

b) the run-time meets District requirements

c) the package is capable of running successfully on a repetitive basis on a variety of data, without failure

d) the documentation and support meet all requirements

2. After delivery and upon completion of installation, the Contractor shall certify to the District that the system has been properly installed and ready for use. Thereafter, a three step acceptance test shall be performed by the District, assisted by the Contractor.

(a) Following such certification the District will operate the system to determine whether the system meets the specifications. Such tests will determine that the operating characteristics of each of the components delivered shall in fact match those given in the attached specifications with negotiated exceptions. The District shall run the tests to determine that the performance of the system matches the performance standards established during evaluation.

9. Software Package—continued

b) During the 90 day period following such certification the District shall operate the system in accordance with its normal operating practices. In the event that the operating performance of the system in any of these tests fails to meet the established specifications, the Contractor shall at contractor’s expense either a) modify or adjust the system/software to meet the necessary specifications; b) replace or add such components as may be necessary to make the system meet the specifications; c) at the option of the District, reduce the price by an amount mutually agreed; if no reduction can be agreed to within two days, purchaser shall request re-negotiation, Contractor shall perform under a) or b). After adjustment, modification, repair or replacement, the three tests described above (section 16.13.1.) shall be run again and, if the systems still fails to meet the established acceptance characteristics, the District shall have the right to terminate this contract, and obtain damages which may include, but are not necessarily limited to, those identified in the Liquidated Damages clause. In no event shall payments be due for any part of the system, and in no event shall the system be deemed to be fully installed and accepted until the established standards described for the acceptance tests have been met.

(c) If the package successfully meets these acceptance tests, the District will notify the Contractor that the package is being accepted and the term of the license shall commence. If the District deems that the package has failed to meet acceptance tests the contract shall be terminated with the Contractor at that time due to the system’s failure to meet District specifications.

(d) If the package is accepted and there are still modifications to be performed by the Contractor, the District will conduct another acceptance test to determine that modifications meet all specifications.

14. Period of Free Maintenance. Contractor maintenance agreements (and agreed upon charges to the District) will take effect one year after the District has cut over to (go live) and placed into production the purchased system that is

1) complete with customizations/modifications installed and accepted by the District, and

2) complete with all work done by the (separate) implementation/integration contractor(s).

During the initial production year, the contractor fully warrants the software and will, without charge to the District, furnish such materials and services as shall be necessary to correct any defects in the operation of the package and to maintain it in good working order in accordance with the specifications contained in this contract.

9.15. Freedom of Use. The District may use the package for any purpose (and at any location) whatsoever, without restriction, subject only to the restrictions herein elsewhere contained with respect to District disclosure, reproduction or permitting others to use the package.

10. Project Progress Reports

Contractor shall provide the District with documentation and other information as may be reasonably requested by the District from time to time in order to verify that the contractor’s performance of services is in compliance with the terms and conditions of the proposal and contract. The contractor’s full time on site project manager shall provide the District Project manager with daily reports regarding the status of the project. The contractor shall provide the District Project Manager with written weekly and monthly status reports on the project. The content and format of these reports will be recommended by the contractor and are subject to amendment prior to approval by the District Project Manager.

Status reports will include, but are not limited to: 1) activities performed in the prior period, 2) milestones achieved, 3) progress relative to the plan, 4) key issues and factors impacting the efforts being made, 5) corrective actions, if needed, and 6) planned activities for the coming period.

11. Training/Services and Supplies

11.1. Availability of Training Materials. The contractor agrees to make available, so long as the system contracted for hereunder is in use by the District, all materials used by the Contractor in any and all training courses taught by the contractor connected with the use, operation or programming or, and such system. Such training materials shall include, but not be limited to, student materials such as syllabi, agendas, tests, and teaching materials such as instructor’s manuals, audio-visual aids, test results, and the like.

11.2. Rights to Teach Internally. The District shall have the right, so long as the system/software contracted for hereunder is in use by the District to give instruction to District personnel in all courses described in the curriculum without charge, using materials supplied by the Contractor. Such use by the District or Contractor materials shall include the right to reproduce the same solely for the permitted use, which use and reproduction shall not be deemed to violate or infringe upon any patent copyright or other proprietary right of the Contractor.

12. Costs and Charges

12.1. Method of Payment. All payments otherwise due under this contract shall not be payable until 60 days after receipt of invoice from the Contractor.

12.2. Price Protection Prior to Delivery. If the Contractor’s established purchase price for software delivered hereunder shall be less on the date of installation thereof than the price as specified herein, this contract shall be deemed to provide such lower price; if such price shall be higher, the prices set forth shall herein apply.

12.3. Price Protection for Maintenance. Prices given for maintenance services in Charges by Type clause (see next page, 12.8) shall not be increased after adoption of Contractor’s system.

12.4. Response Time for Off-Site Support. Contractor shall provide courteous and prompt customer support, which includes returning phone calls within a two (2) hour time frame. Contractor shall provide a toll free number for 24-hour technical support. In addition, the contractor is expected to provide answers to questions and full problem resolution as soon as possible.

12. Costs and Charges—continued

12.5. Emergency response: In an emergency, as defined by the District, contractor shall provide technical phone support within 15 minutes. In an emergency, contractor may be required to respond to the District site. In this case, contractor will respond on site within 2 hours of request. The District will determine the emergency status, based on an urgent business need.

12.6. Penalty Clause. If a malfunction shall continue for more than four hours, or if the aggregate malfunction time in any consecutive 30 day period exceeds 10 hours, the contractor shall pay the sum of $10,000 dollars per hour that the system is unavailable for use, in excess of four hours. A “malfunction” shall be considered to be a problem that cannot be immediately and clearly identified as due only to a hardware or network malfunction in nature, and that limits a user’s or business unit’s ability to perform all requirements as needed.

12.7. Payment. The District shall pay the following progress payments (for the “core” software package and any other sub-modules ordered at the same time by the District):

1. 20% upon installation, testing and full acceptance of the software package, inclusive of installation and acceptance of contracted modifications.

2. 20% upon completion of training of all users as required by the District following implementation/integration.

3. 40% upon full acceptance by the District of integration/implementation, including full support by the software contractor.

4. 20% following integration/implementation (“go live”) and having run with substantial success by the District for a continuous period of three months; this includes successful and acceptable software support by the software contractor. The District shall be the sole judge of determining when this point has been reached.

The District will pay progress payments for “lots” only as each lot is completed. As additional sub-modules are ordered, if any, the District will adhere to the same progress payment schedule.

The District will not make any adjustments in this schedule due to any delays on the part of the implementation/integration contractor(s), or for any of these phases for any reason.

12.8. Charges by Type. The charges contained in the contractor price summary are the total charges to be made under this contract, and, unless specifically to the contrary provided elsewhere herein, no additional charges shall be claimed by the contractor for the package, any element thereof, including source and documentation, training, copies of materials, assistance in installation, error correction, upgrades, maintenance, or expenses for any other material or service to be performed hereunder.

12.9. Delivery. The entire package, all documentation, and the necessary installation support shall be delivered at the times and in the order agreed upon. No item or element shall, for any purpose, be deemed delivered if a prior-listed item is undelivered. There will be a $2000 a (working) day penalty for every day the entire package (“core package” with all sub-modules as ordered by the District) is late being delivered. Delivery dates will be agreed upon between the District and the contractor(s); a written order defining all items to be delivered, and delivery dates required will be issued by the District project manager.

12. Costs and Charges--continued

12.10. Delivery Failure. Time is of the essence. The District will consider it a breach of contract by the Contractor if the schedule is not met. A failure to deliver any component of the package, whether documentation, object code, source code or installation support, shall be deemed to be a total failure to deliver and the package shall not be deemed delivered until all its elements are delivered. If such delivery failure persists more than TEN days after the scheduled delivery date, the District shall have the right to terminate the contract, at no cost to the District.

12.11. Availability of Funds. Purchase is contingent upon availability of funds. The District is not responsible, nor will it be penalized, for extending this Project due to lack of funding. In addition, the District is entitled to any and all rights listed in this agreement, including the right to terminate the agreement(s).

If funds are not appropriated to the District to continue the project and issue continued payment to the contractor, the contractor agrees to stop work upon notification by the District. In accordance with the agreement documents, the District will issue payment for the portion of work, product or services received as deemed appropriate by the District.

12.12. Liquidated Damages: In the event of a delay in delivery or training support, and in addition to and not in limitation of any other rights or remedies of the District, and in accordance with the terms, conditions, and specifications herein, it is understood that the District will suffer damages. It being impractical and infeasible to determine the amount of actual damage, it is agreed that the Contractor shall pay to the District as fixed and liquidated damages, and not as a penalty, the sum of Two Thousand dollars ($2,000.00) per working day of delay until the work is completed and accepted, and the contractor and his surety shall be liable for the amount thereof. Said sums shall be withheld from payment due the Contractor from the District.

13. Software Source Code Access

The successful proposer(s) shall place the source code for the software in an escrow account with a qualified third party. Contractor must agree to escrow all documentation, designs, programs, data and any other information necessary for the District to understand the operation of the software, operate the software in both production and test environments, and make modifications to the software. The escrow company will provide the District with access to this information in the event the contractor goes bankrupt or defaults in any way as defined in this proposal.

14. Discounts or Rebates

The District wishes to receive any and all discounts or rebates available to them by the manufacturer, successful contractor, or subcontractors for the items covered under this proposal.

Rebates must be listed on the line provided on the proposal form. The District will take payment discounts at the time a progress payment is made to the contractor.

If offered by the contractor, the contractor shall make three payments. The schedule will be as agreed upon by mutual consent of the proposer and District prior to award recommendation to the Governing Board.

Rebate from Contractor to District:

Contractor shall pay San Diego Unified School District 2% of the value of all purchase orders received (less any taxes or discounts) from these other agencies that purchase software, licensing and services against any contract resulting from this RFP as a rebate. (Reference page E-42, paragraph 14, “Discounts or Rebates”).

If rebate payment is not received by the District within 30 days of the payment due date, the District reserves the right to assess liquidated damages in the amount of $500.00 per day until the check is received by the District. In addition, if the contractor fails to provide any, or all rebates in accordance with this contract, the District reserves the right to make a claim against the contractor’s bond.

15. Change Notices/Process for Needed Changes

No changes without authorization: there shall be no change whatsoever in the functionality, requirements, specifications, or in the scope of the work under this agreement without a written change order approved by the District’s project manager. Other employees of the District are NOT authorized to make or request changes. The District shall not be liable for the cost of any extra work or any substitutions, changes, additions, omissions, or deviations from the functionality, requirements, specifications, or in the scope of the work unless the District’s Governing Board, or designee, has authorized the same and the cost thereof approve by a written change order.

A written change order may accommodate changes in requirements, specifications and scope of the work. No extension of time for performance of the work under this agreement shall be allowed hereunder unless claim for such extension is made at the time changes are ordered, and such time duly adjusted in writing in an official amendment to agreement.

An “amendment to contract” will be required for all substantial changes to the contract as determined by the District. Such amendments to the contract will be prepared by the District’s procurement representative and signed by the contractor, and by the District (until after and as authorized by the District’s Governing Board), stating their agreement upon all of the following:

• Description of change in the work;

• The amount of the adjustment in the contract sum, if any;

• The extent of the adjustment in the contract deadlines, if any;

• Changes to terms and conditions of the contract, if any.

16. Warranty

The contractor warrants to the District that all software and supplies furnished under the contract will be of the highest quality and new unless otherwise required or permitted by the contract documents, that the work will be free from bugs and defects, and that the work will conform with the requirements of the contract documents. Work not conforming to these requirements, including substitutions not properly approved and authorized, may be considered defective.

The contractor warrants the all software furnished under the contract will meet all requirements of the District as outlined herein, and other applicable service agreements between contractor and District, in particular as it pertains to any an all software that may be subject to implementation by another organization. The District requires that the contractor be fully responsible for the dependability of the software and all integrated systems at all times.

17. Contract Usage Reporting

Contractor shall provide the San Diego Unified School District, Procurement Unit, with a monthly contract usage report (via U.S. mail and facsimile). This report will reflect the orders placed against the contract for the previous month by other California public agencies and school districts (reference page C-38, Paragraph 33, “Other Agencies”. This report must be received in the District’s Procurement office by the 15th of each month. This report shall include the following information:

1) Public agency purchasing under this contract

2) Public agency’s procurement representative—name and (verified) phone number

3) Public agency’s contract number

4) Copy of public agency’s purchase order, or order release document(s), including dates

5) Itemized list of items ordered, with itemized pricing

6) Contractor’s representative (project manager—name and phone number) for the public agency’s project

7) Public agency’s governing board resolution authorizing purchase

Contractor’s failure to provide full and complete information as indicated may be considered by the District to be grounds for termination of this contract. Payment of 2% of the value of each purchase order (less taxes and discount terms) shall be payable to San Diego Unified School District within one month of the date of the “other agencies” purchase order(s).

18. Pricing

For each item below provide all requested detailed information for each system (HR, Finance, SIS) you are proposing. Detail any additional costs which may be involved. Use additional pages if needed.

A. Software Modules

1. Follow the instructions and provide detailed price information in the Software Modules Price Grid on PAGES E-47 AND E-48. Prices requested are defined as follows:

Base software and license Base unmodified (total) modules.

Provide additional information (breakdown) regarding “core” modules and pricing, with software and licensing pricing for sub-modules if any; also, indicate any special “bundled pricing”.

Proposed Enhancements Enhancements/Modifications as proposed in

the Scope of Work (Requirements) section. Indicate the basis for this price (attach separate page if needed).

Initial Training Initial training proposed or recommended

“Just in Time” Training Training proposed or recommended for training provided

concurrent with integration/implementation

Installation Services the vendor proposes or recommends

for installation

2. Describe the training included in the Software Modules price quotation.

Days Type

3. Describe any installation or customer support included in the price quotation.

B. Annual Maintenance

1. What is the annual maintenance charge?

2. What does it cover?

18. Pricing--Continued

3. Describe any training included in the Annual Maintenance price quotation.

Days Type

C. Additional Costs

1. Indicate any recommended training not already covered.

Days Type

2. If you provide consulting, what is your Consulting Rate?

3. Provide any further information that details any additional costs or optional pricing plans.

4. Source code: if the District chooses to purchase the source code, what will the cost be?

D. Rebates, if any: indicate the value of rebates, if any, over a three year period. The value of this item will be deducted from each proposer’s total projected cost.

E. When completing the price proposal, mark “N/A” if an area is non-applicable; explain.

F. Mark “N/C” if an item is at No Charge.

PROPOSER TO INDICATE PAYMENT (CASH DISCOUNT) TERMS

PAYMENT TERMS: PAYMENT TERMS

Proposers are advised that cash discounts of 15 days or Quotation Subject To

more are acceptable. Cash discounts of less than 15 Cash Discount Of:

days are not acceptable and will be considered as net

30 days. Net payments are normally paid within 30 % Days

days.

Proposer must indicate either a “0” (zero) for no discount, or the offered discount amount. A blank left in the “days” space will negate any offered terms. Any percentage discounts of less than 15 days will be considered as Net 30.

PROPOSED PRICING

PRICE Sales Tax Sub-total

(if applicable) per item

BASE COST

1) BASE COST FOR

SOFTWARE AND LICENSE

(Identify; indicate brand

and version)

2) SOFTWARE AND LICENSE

FOR ADDITIONAL SUB-MODULES

(List; indicate brand and version; provide

breakdown)

3) INITIAL TRAINING

(Provide detail)

4) “JUST IN TIME” TRAINING

(Provide detail)

5) INSTALLATION

(Provide detail)

6) ANNUAL MAINTENANCE FEE

7)

Sub-Total

PROPOSED PRICING--Continued

OPTIONAL ITEMS:

(As determined by the District)

PRICE Sales Tax Sub-total

(if applicable) per item

A) COST OF ENHANCEMENTS/

MODIFICATIONS FOR BASE

SOFTWARE (Provide breakdown)

COST OF ENHANCEMENTS/

MODIFICATIONS FOR

ADDITIONAL SUB-MODULES

(List; provide breakdown)

SOURCE CODE

The District reserves the right to award any or all items on this proposal.

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