Summary ofSCETC RFP for Enterprise

Application SuitePresented By:

Catrina Howatt

Board Meeting: November 13, 2012

What is SCETC?• Solano County Education Technology

Consortium was developed in 2002 to unify 5 Solano County school districts with the County Office of Education on a common software system for maintenance of financial, personnel, purchasing, inventory, and fixed asset reporting

• Costs are shared among the member districts and the system is maintained by SCOE.

History of SCETC• In 2002, members of the SCETC selected the

California Educational Computing Consortium (CECC) system to replace:• Solano Online in Benicia, Dixon, SCOE and

Vacaville• Quintessential School Solutions (QSS) in Travis • Escape Technologies in Vallejo

CECC Technology• CECC was selected by consortium members in 2002

because of its status in development of updated modules

• At the time of adoption, CECC was largely functioning on the HP 3000 server, but had already migrated some modules to updated SQL server technology

• CECC has now migrated Personnel, Purchasing, and various other functions over to SQL, but core Payroll and General Ledger modules are not projected for migration for at least 2-3 more years

Cost of CECC• Districts pay $60,000 per year for debt service on

conversion costs plus a per-ADA cost.• The per-ADA cost of CECC has risen from $5.81 per

ADA in 2003-04 to $9.60 per ADA in 2012-13.• Current ADA in the SCETC is 39,256• Current SCETC annual budget for CECC is $558,031

per year, of which the CECC license is $376,726.• As Districts and Counties exit the CECC

consortium, the cost for remaining members will continue to rise.

Historical Payments by Member

2008-09 2009-10 2010-11 2011-12 2012-13*

Benicia USD 95,361.00 94,989.00 94,989.00 94,989.00 78,615.00

Dixon USD 88,084.00 87,593.00 87,593.00 87,593.00 63,948.00

Travis USD 97,076.00 97,286.00 97,286.00 97,286.00 83,048.00

Vacaville USD 148,780.00 151,062.00 151,062.00 151,062.00 155,795.00

Vallejo USD 171,769.00 168,560.00 168,560.00 168,560.00 171,206.00

SCOE In Kind In Kind In Kind In Kind 5,419.00

TOTAL 601,070.00 599,490.00 599,490.00 599,490.00 558,031.00

*2012-13 was the final year of a 10 year repayment schedule on the initial conversion costs to CECC. Debt service payments were $60,000 per district per year through 2011-12 and the final payment of $27,320 was paid in 2012-13.

Seeking Alternatives to CECC • Upon evaluation of CECC system performance,

SCETC members decided to investigate alternatives to CECC due to the following factors:• Excessive system downtime due to equipment failure• Increasing cost due to CECC members converting to

other programs and no increase in membership• Problematic implementation of updated modules• Questionable development timelines and progress on

development of modules to replace the HP 3000

Seeking Alternatives to CECC • A Request For Proposal (RFP) was developed

and responses were received from the following companies:• Escape Technologies• Quintessential School Solutions (QSS)• Sungard (formerly known as Bi-Tech)• Tyler Technologies (also known as Munis)

• Proposals were evaluated and Escape and QSS were each selected for two-day software demonstrations held at Vacaville USD

Seeking Alternatives to CECC • Software demonstrations included

participation by a variety of job classifications from multiple departments within each District

• Upon evaluation of each program, Escape was selected overwhelmingly and unanimously by all participants as the superior product

What Escape Will Offer• Escape was selected due to its advanced

software development, and its focus on California school districts.

• Escape will offer a program that is more integrated, user friendly, comprehensive, and less cumbersome than CECC.

What We Can Expect• User friendly access to information & reports• Employee Portal allowing access to paystubs,

leave balances, and other employee data• EFT advices distributed to employees

electronically• Automation of current processes which are

done manually requiring manpower and resulting in mistakes

Timeline for Conversion• 2012-13

• Product selection• Secure funding and equipment for conversion • Provide notice of withdrawal to CECC • Begin training for conversion

• 2013-14 • Continue training and implementation • Run parallel systems to ensure accuracy of system operation

and data conversion• 2014-15

• Fully convert to new system • Begin “Live” data production

Cost of Software and Conversion• 2012-13 (Estimated Total = $599,534)

• Software Implementation & Conversion * $167,150• Training Costs* 13,500• Hardware Upgrade Costs** 180,385• Implementation Staff ** 113,499• Software License*** 125,000

• 2013-14 (Estimated Total = $864,598)• Software Implementation & Conversion * 202,750• Training Costs* 59,850• Implementation Staff ** 226,998• Software License*** 375,000

• 2014-15 (Estimated Total = $684,700)• Software Implementation & Conversion * 154,400• Training Costs* 900• Software License*** 375,000

• 2015-16 and Beyond (Estimated Total = $375,000)• Software License *** 375,000

*Paid equally by All Districts **Paid by SCOE ***SCOE & District Paid by ADA

Implementation Cost by MemberTRAVIS UNIFIED 2012-13 2013-14 2014-15 Total

Software Implementation and Conversion

167,150 202,750 154,400 524,300

Training Costs 13,500 59,850 900 74,250Total District Conversion Costs 180,650 262,600 155,300 598,550Cost per District (Divide by 5) 36,130 52,520 31,060 119,710

Hardware Costs 180,385 0 0 180,385

Implementation Staff 113,499 226,998 0 340,497Total SCOE Conversion Costs 293,884 226,998 0 520,882

Software License 125,000 375,000 0 500,000

District License Share by ADA 16,504 49,511 0 66,015

Total All Conversion Costs 599,534 864,598 155,300 1,619,432

Total District Conversion Costs 52,634 102,031 31,060 185,725

Payment of Implementation Costs• SCOE will purchase all hardware and fund

staffing required to manage the conversion and provide on-going system support

• SCOE has committed to provide upfront financing of the costs of software conversion

• SCOE will charge no interest on the financing and allow districts 5 years for repayment

• Repayment will begin in the 2013-14 year

On-Going Annual Cost by Member

ADA

% of TotalADA

AnnualSoftware License

On-GoingSupport

StaffDebt

Service*Total Costs

Benicia USD 4,770.75 12.15% $ 45,573 $ 0 $ 36,095 $ 81,668Dixon USD 3,406.64 8.68% 32,542 0 32,620 65,162Travis USD 5,182.99 13.20% 49,511 0 37,145 86,656Vacaville USD 11,948.92 30.44% 114,144 0 54,381 168,525

Vallejo USD 13,382.29

34.09% 127,836 0 58,032 185,868

SCOE 564.67 1.44% 5,394 226,998 0 232,392TOTAL 39,256.26 100.00% $ 375,000 $ 226,998 $218,273 $820,271

*Debt Service represents “Total District Conversion Costs” divided by 5 year repayment schedule. Debt Service payments will commence in the 2013-14 year and conclude in the 2017-18 year.

Next Steps• Obtain formal approval to proceed from SCETC

member districts/SCOE• Negotiate cost and scope with software

vendor• Develop and adopt cost allocation plan• Revise SCETC membership documents • Develop implementation timeline and

responsibilities• Proceed with implementation

Questions?