Request for Proposal
Human Resources and Financial
Systems Software
Issued By
Hopkins School District 270
1001 Highway 7
Hopkins, Minnesota 55305
hopkinsschools.org
September 2010
BACKGROUND
Hopkins School District 270 is an award-‐winning school District serving the city of Hopkins, most of Minnetonka, about half of Golden Valley, and portions of Edina, Eden Prairie, St. Louis Park and Plymouth. The District's buildings include six elementary schools, two junior highs, one high school, and an education services center/community center.
Student enrollment is approximately 7300 students. The District has 1,100 full-‐ and part-‐ time employees.
The District has the follow facilities:
Alice Smith Elementary District Bus Depot
Eisenhower Community Center and District Office (on the same campus with Eisenhower Elementary) Eisenhower Elementary and XinXing
Academy
Gatewood Elementary
Glen Lake Elementary
Harley Hopkins Early Childhood Center L. H. Tanglen Elementary
Meadowbrook Elementary Hopkins North Junior High Hopkins West Junior High Hopkins High School
All District facilities are connected with fiber optic cabling, except the Bus Depot, which has a fractional T-‐1 line for data and voice communications.
Our major operating systems and software standards are as follows:
Windows XP SP3 and Windows 7 64-‐bit (15% of environment) Mac OS 10.5-‐10.6 (85% of environment)
Microsoft Exchange Server with Outlook and Entourage Clients Infinite Campus Student Information System
That’s Community Ed: Community Education Software for course registration, childcare, and facility booking
AppliTrack: job posting and applicant system
Aesop: automated system for teacher absence management and substitute placement
Microsoft Office: Word, Excel, and Powerpoint
Skyward Human Resources and Financial Systems Software Active Directory
VMWare vSphere Server Virtualization infrastructure
PURPOSE OF THE REQUEST FOR PROPOSAL (RFP)
Hopkins School District seeks information about Human Resources and Finance System software packages in order to analyze, evaluate, and recommend possible software packages that meet the District’s current and future needs.
VISION
The District seeks a software package that performs all the essential functions necessary for human resource and financial operations, and move the District forward in terms of effectiveness and efficiency. The system must be robust enough to fulfill the
complexities and demands of human resources and financial operations, yet allow easy and intuitive operation for a wide-‐range of users. Finally, the system must have business intelligence features, drawing data from multiple dimensions, to enhance data-‐based decision-‐making.
SOFTWARE PACKAGE REQUIREMENTS
Basic Requirements
The vendor must meet all the Basic Requirements.
The software package must be approved by the State of Minnesota Department of Education for UFARS reporting.
The product must be fully compliant with Generally Accepted Accounting Principles (GAAP) and Governmental Accounting Standards Board Statement 34 (GASB 34).
The Human Resources module, Payroll module, and Financial Systems module must be fully integrated.
The product must provide equal access for data entry and recall in Windows XP, Windows 7 64-‐bit, Mac OS 10.5, and Mac OS 10.6 operating systems. Vendor should also provide statement of feature set available in Linux operating systems.
The software must provide employees secure online access to personal data such as payroll history and time-‐off via multi-‐platform web browsers.
In Finance, the system must provide General Ledger, Purchasing and Requisition, Accounts Payable, Accounts Receivable, Fixed Asset and Inventory Management, Grant Management, and Budget Development/Preparation.
In Payroll, the system must provide complete payroll processing and reporting, electronic time and attendance, and direct deposit.
In Human Resources, the system must provide for staff management and staff planning, employee demographics, employee history, employee leave, insurance, flex benefits, and licensure.
Feature Requirements
Provide for electronic, “paperless” routing, workflow, and approval of requisitions, purchase orders, voucher requests. Digital storage of voucher request documentation.
Provide for electronic routing, workflow, approval for time and attendance, and employee status/job recommendations and changes.
Provide ability to integrate time and attendance with time clocks.
Provide an automated solution for teacher absences and substitutes, or provide for integration of teacher absence and substitute compensation data from Aesop.
Provide a job posting and applicant tracking system, or provide integration with AppliTrack.
Provide automated reporting of staffing data to the state of Minnesota Staff Automated Reporting (STAR) system.
Provide for the ability to expand the information in an employee’s human resources record beyond demographic information to include complete work history and performance reviews.
Provide for unique salary schedules and matrixes that are different than the typical lane and step schedules that are common to most school districts.
Provide the ability for payroll deductions to calculate with a percent off of gross pay for dues and percent of net pay for garnishments.
Provide the ability to track revenue/expenses with accrual accounting practices to generate monthly profit and loss reports for our food service department.
Prove the ability to categorize budget packages in unique groups.
Provide the ability to track the completion of employee performance reviews.
Provide for budget preparation including the ability to prepare various scenarios and integration with contract negotiation scenarios.
Provide the ability to integrate staff demographic data with our student
information system, Infinite Campus. This may be accomplished through scripted data transfer or through the use of Schools Interoperability Framework (SIF) agent. Describe the scripting process and methods. For SIF compliance, state version of SIF standard compliance and future plans/timeline specifically related to SIF 2.x adoption.
Provide for the easy and intuitive extraction and export of data. Provide information regarding SOAP and/or ODBC connection/communication capabilities.
Provide for robust Business Intelligence features, with reports available that access data from multiple dimensions for data based decision-‐making. Provide the ability for the District to develop reports specific to its own needs.
TECHNICAL INFORMATION REQUIRED
If the software is server-‐based at the school District, it must be fully functional and operational within a virtualized server environment. For server-‐based software, please provide the following information:
Provide operating system/database licensing requirements for server applications.
Provide memory/processor requirements for virtualized environment.
Provide for means of near-‐real time backup of information. See specific requirements in Backup/Recovery section.
Provide information regarding required bandwidth for standard end-‐user experience.
Provide authentication schemes/directory integrations supported, and minimum requirements.
If a hosted solution, provide the following information:
Description of software services provided
Provide documentation describing site conditions, including backup process processes and schemes, data redundancy, and power systems, including power backup solutions.
Provide authentication schemes/directory integrations supported and minimum requirements.
Provide service level agreements and provide documentation of “up-‐time” and down-‐time” for clients using hosted software solutions.
SCOPE OF SERVICES TO BE PROVIDED
The scope of services includes the following:
Data transfer from current system Staff training
Software Installation
Additional modules or components to meet Basic and Feature Requirements Initial and annual support
Maintenance
TRANSITION AND TRAINING
Vendors are asked to provide a brief description of a data transfer, training, installation, and implementation timeline.
COST DESCRIPTIONS
Provide cost descriptions for the following and indicate initial costs, first year costs, annual or reoccurring costs:
Data transfer from current system Staff training
Licensing
Hardware and peripherals Installation
Additional modules or components to meet Basic and Feature Requirements Support
Maintenance
BACKUP AND RECOVERY COSTS
Provide the District the following:
Means and approximate cost for providing a 4 hour Recovery Time Objective (RTO) and 2 hour Recovery Point Objective (RPO).
Means and approximate cost for providing 2 hour Recovery Time Objective (RTO) and 1 hour Recovery Point Objective (RPO).
Means and approximate cost for providing 1 hour Recovery Time Objective (RTO) and 30 minute Recovery Point Objective (RPO).
Description of supported backup systems/agents or systems/bandwidth
necessary for Hopkins Technology Information Services to receive all backup data.
Information regarding ability to provide continuity of service/support plans for hosted solutions.
EVALUATION CRITERIA
Proposals that meet the Basic Requirements, as listed above, will be evaluated with the following criteria:
Fiscal considerations: Value and pricing
Ability to increase operational efficiencies in the District.
Ability to enhance effectiveness and functionality in budgeting and projections, workflows, data entry, and paperless processing
Ability to meet the Feature Requirements, as listed above. Ability for staff to extract information and reports.
Technology preferences (i.e. database structure, hardware platforms, hosted solutions, backup and disaster recovery anticipated costs)
Capability and capacity of Business Intelligence features. Vendor stability (i.e. years in business, install base, vision)
Vendor support: Respond to today’s needs and ability to deliver on future needs
SUBMISSION OF PROPOSALS
The proposal must be received by 4:30 p.m. CDT, Thursday September 30, 2010.
Proposals must be submitted electronically as PDF files to [email protected].
PROPOSAL COVER LETTER
A proposal cover letter must be included and signed by a person authorized to legally bind the company. The letter must include a brief description of the vendor's proposal and a statement that the proposal will remain valid for 120 days after September 30, 2010. Proposals become the property of Hopkins School District 270 and are subject to public review.
QUESTIONS AND CLARIFICATIONS
All communication during the RFP period should be submitted by email and directed to Sid Voss, Director of Educational Technology, Media Services, and Information Systems, Hopkins School District 270, to [email protected].
REFERENCES
Company must include references of Minnesota school districts using the product.
IMPLEMENTATION TIMELINE
The Request for Proposal closes at 4:30 p.m. Thursday, September 30, 2010.
The District will review the proposals and select vendors to present their products by October 6, 2010.
The District will evaluate the proposals and presentations by November 1, 2010.
Selected vendor(s )will give hands-‐on product demonstrations to job-‐specific groups of District users between November 8 and 19.
The District anticipates that we will make recommendations on future directions and/or possible product selection to the Superintendent by December 1, 2010.
Implementation planning will begin immediately after approval of the School Board at either its December or January meeting.
Disclaimer
Hopkins School District reserves the right to reject any or all proposals and to accept the proposal considered most advantageous to the Hopkins School District.
