Suggested Motion: That the Board approve the purchase of the Infinite Visions Software service for human resources and business functions.

Transcription

1 Dr. Bruce Law Superintendent of Schools VIII. TO: FROM: Administration A. Business Mr. Yeggy 5. Purchase infinite Visions Software (HR / Business Office Software Upgrade) Board of Education Dr. Bruce Law Superintendent of Schools DATE: February 3, 2014 RE: Purchase Infinite Visions Software An important step in improving the efficiency and increasing controls in the Business Office and the Human Resources Office is to replace the business software the District has used since Following this memo please find a report from Mr. Yeggy that details the justification for upgrading our business software, the process we used to competitively bid the project, and a description of the software we are recommending. We request that the Board approve purchase of this software service. Supporting documents attached: Tyler Assessment of District 86 Tyler Company Background Tyler Cost Comparison Sample Project Management Document Contractual Agreement Suggested Motion: That the Board approve the purchase of the Infinite Visions Software service for human resources and business functions. Recommended Action: Approval Administrative Center 5500 S. Grant Street Hinsdale, IL Phone: (630) Fax: (630)

2 Domenico Maniscalco Director of Human Resources To: From: Re: Dr. Bruce Law Board of Education Gerry Yeggy, Interim Business Manager Business Office Software Upgrade Date: January 27, 2014 Since 1995, Hinsdale Township High School District 86 has used a COBOL based software program provided by Data Control and Research (DCR) for our Finance, Accounts Payable and Payroll processing. Although it is business software, it has no capability to exercise any financial control, a point the District s auditors have repeatedly made. It interfaces with Human Resources but offers no position control. Its functionality and reporting capabilities are severely limited and difficult to use. The lack of true payroll balancing and error determination capabilities makes it extremely difficult to accurately control salary and benefit expenditures. It is impossible to upgrade DCR to provide the controls, reporting, and functionality the District needs. It is my recommendation that the District upgrade to software that will achieve the following objectives: provide the capability to exercise controls in business and human resources and possess the reporting and functionality the District needs to better manage its business and human resources operations. The selection process for a new software system began in earnest about four months ago. Information provided and acquired from various sources highlights the capabilities of different software packages. Administrative representatives previewed and investigated options and then narrowed the list to four providers whose software would allow the District to achieve its objectives. Those entities were Allieo, Sunguard, Skyward, and Infinite Visions. This investigation and analysis were conducted in cooperation with Districts 60, 61, 63 and 181. Representatives from each software company came to District 86, where presentations highlighting their respective software packages were conducted. Following these demonstrations, the collective group of administrators determined that Infinite Visions possessed the maximum level of capability and utility for our respective districts. The total price quoted for the licensing fees and implementation of the desired packages is $140,366 (see attached worksheet). In addition there will be annual ongoing system maintenance and support fees that begin in year two of $28,866. Our current comparable fees with DCR are approximately $17,000 plus an hourly rate for special projects. The budget includes $100,000 for this project. The remainder will be funded from the budget. Administrative Center 5500 S. Grant Street Hinsdale, IL Phone: (630) Fax: (630)

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