SAN DIEGO CITY SCHOOLS Office of the Superintendent. District Wide Applications November 12, 2002

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1 SAN DIEGO CITY SCHOOLS Office of the Superintendent District Wide Applications November 12, 2002 Introductory Statement After extensive analysis, staff has negotiated with vendors the software, hardware, implementation, integration, infrastructure and human resources necessary to modernize our Student Information Systems (SIS), Human Resources (HR) and Financial Systems (FI). We recommend that the board approve the contracts for software, hardware, infrastructure and implementation fees required to put these new systems in place. Background The district s current software applications are no longer a viable solution for the business needs of an organization the size and complexity of San Diego City Schools. For years we have struggled with the reporting capabilities that are required by federal, state and local agencies as we go about our daily business. Our business processes are based on a paper system that is slow and inefficient for our current business needs. We are losing revenue, because our current systems are not able to gather and report needed data. This is a complex problem that SDCS staff was requested to analyze and make recommendations to the Board. During our analysis various experts assisted staff in the analysis and recommendations. External partners helped with the initial analysis, made recommendations to Executive Committee, assisted in project management and procedures for mapping our current business processes. Experts inside and outside the district helped with an analysis of our current infrastructure. Forest Glen LLP assisted with the project architecture, project planning, contract negotiations and data preparation; Gartner Consulting assisted with the implementation RFP, the analysis and selection of the implementation partner and contract negotiations. Actions previously approved by the Board include: 1. November 27, Presentation to the Board of Education outlining strategies to provide improved efficiency and effectiveness by implementing new District Wide Applications (DWA) for Student Information Systems, Human Resources, and Finance. The Board approved the release of the RFP for software for Student Information, Human Resources and Finance. 2. August 6, Staff reported to the Board its recommendation for software applications. The Board approved the release of the RFP for the implementation/integration of selected software. The Board also approved the negotiation of contracts with vendors for software and implementation partners for: Student Information System (C-Innovations Zangle), Human Resources and Financial Systems (PeopleSoft). As a result of previous Board actions, RFP s for software and integration were released. After extensive analysis, staff has negotiated with vendors the software, hardware, implementation, integration, infrastructure and human resources necessary to modernize our business systems (HR, FI, SIS).

2 Page No.2 Staff has spent a considerable amount of time analyzing and mitigating the risks that are associated with a technology project the size and scope of the District Wide Applications. Our research included: interviews with school districts and businesses that have implemented ERP systems, site visits, consultation with external experts, and participation in the Council of Great City Schools. (See enclosed presentation) Instructional Implications Once systems are installed, teachers, administrators and central office staff will have current, accurate, upto-date information and the tools necessary to make data driven decisions regarding students. Examples could include: using up-to-date information in the placement/articulation of students; tracking students progress toward reaching desired goals; real-time access to budget and human resources information. Facilities Implications Space requirements for Tiger Teams and contracted Implementation Team at IMC. Phase 1A Moving Tiger Teams only to IMC Projected Date: 4/1/02 (complete) Phase 1B Create work space at IMC for implementation team Projected Date: November Infrastructure upgrades will be necessary based on the products selected for implementation. Budget Implication Implementing the District Wide Applications will have a significant financial impact on San Diego City Schools. Funding for DWA contracts will commit the district to $30M through the fiscal year. Funded by: COPs from bonds XX,Y,O; erate Rebate, and Redevelopment Agency Funds. Listed below is a breakdown of the costs for the DWA Applications and Implementation $25.8M PeopleSoft, Zangle, Document Imaging, Reporting Tools (Contracts included below are: 23-21, 23-77, 23-79, 23-81, 23-82, 23-84) Infrastructure $1.9M Wide Area Network, , calendar, Help Desk, Support, Hardware, Data Center People and Partnerships $1.6M Project Management, Quality Assurance & Testing, Change Management, Training, PeopleSoft Technical Project Management (Contracts included below are: 23-71, 23-72, 23-73) Maintenance $5M/year It is essential that SDCS keep on an annual maintenance agreement for software licenses, support and for on-going hardware support. This is a commitment we will have as long as we have these systems operating. (Contracts included below are: 23-78, 23-80, 23-83)

3 Page No.3 Return On Investment (ROI). By creating an organization that is more efficient and effective and reducing the paper processes that currently exist the expected ROI is at least $8M/year. Policy Implications TBD as business process re-engineering is planned. Recommendation Approve the following contracts: Contract No Enterprise Resource Planning System Integration Services Empower Solutions 11/13/02 11/30/04 $11,680,814 This contract provides the personnel and technical expertise to implement, configure and integrate PeopleSoft Human Resources and Financial Applications as well as resources to support training. Professional Services Contract No Technical Project Architecture Management Consulting Services Dan O'Halloran 12/2/02-12/1/04 $304,000 Mr. O Halloran will provide technical project management leadership to implement all of the infrastructure modifications necessary to implement PeopleSoft and Zangle. Project management will include the following: Microsoft Exchange Mail services, Microsoft Active Directory resource services, wide area network upgrade, PeopleSoft ERP Infrastructure / System Administration, data center rearchitecture, and desktop support re-architecture. Mr. O Halloran will also provide assistance in supporting our technical staff as they develop PeopleTools development skills. Professional Services Contract No Deliverables and Deployment Management Consulting Services KKButterfield Consulting (Karen Butterfield) -- 11/13/02-10/31/04 $298,000 Ms Butterfield will provide expertise throughout the project in the areas of Quality Assurance, Testing, Training, System User Support as well as Help Desk. She will be responsible for: user deployment strategy and tactics, deployment plan and schedule, new system user roles, new organization structure; change management communication materials; user support business processes; help desk scope, schedule, budget; user training strategy and tactics; user training program and materials design; testing business process scenarios; formal project review; and quality maintenance processes. Professional Services Contract No Technical Project Management Consulting Services Forest Glen Associates (Michael Guay) 1/2/03-3/31/05 $540,000 Mr. Guay will be the Project Architect for the implementation of PeopleSoft and Zangle. He will be responsible for: management of DWA implementations; ensure project support, commitment and oversight; ensure implementation partner is adhering to contractual obligations; ensure project managers adhere to the current work plans; provide direction to the project effort; ensure that all staff needs and other resources for the project are met as required; maintain accountability for staff performance; manage the integration of the PeopleSoft, Zangle, and 4GL projects; review and recommend approval / rework of all deliverables and milestones for the PeopleSoft, Zangle, and 4GL implementations; manage resolution of software gap, resource, and other project issues; coordinate major district initiatives (ERP, Help Desk, Training, IT Infrastructure) related to the

4 Page No.4 DWA deployments; coordinate and supervise the change management and training activities related to the DWA deployments; ensure project management office (PMO) knowledge transfer to district staff; manage vendor service and contractual relationships; communication of project status and budget to district management; generation of high level summary progress reports with budget, risk, and milestone progress. Contract No Human Resources and Financial Software License Agreement PeopleSoft USA, Inc. One time purchase $2,640,250 This is a one-time purchase for the PeopleSoft licenses for Human Resources and Finance. Contract No Human Resources and Financial Software Maintenance Agreement PeopleSoft USA, Inc. 12/1/02-11/30/07 $2,404,000 This is a 5 year contract for the license maintenance and upgrades for PeopleSoft Human Resources and Financial application. Contract No Special Education Software License Agreement 4GL School Solutions 3 Year license $1,104,662 This is a 3 year contract for the annual license, maintenance and upgrades for 4GL Special Education Software. Contract No Special Education Software Maintenance Agreement 4GL School Solutions Included in annual license price Contract No Special Education Software Integration Services 4GL School Solutions 11/13/02 11/30/05 $3,429,673 This contract provides the personnel and technical expertise to implement, configure and integrate 4GL Special Education application. Contract No Student Information Services Software License Agreement C-Innovations, Inc. one time purchase $1,913,690 This is a one time purchase for the C-Innovations: Zangle Student Information Systems Application Contract No Student Information Services Software Maintenance Agreement C-Innovations, Inc. 12/1/02-11/30/07 $1,008,874 This is a 5 year contract for the license maintenance and upgrades for C-Innovations: Zangle Student Information Systems application. Contract No Student Information Services Software Integration Services C-Innovations, Inc. 11/13/02 11/30/04 $2,250,000 This contract provides the personnel and technical expertise to implement, configure and integrate C- Innovations: Zangle Student Information System application.

5 Page No.5 Approve the negotiation of contracts for: (Contract to be brought back to the board for approval) Renting Data Center Space Network Operations Space for hosting the District Wide Applications that includes environmentals, redundant power, battery backup power, generator backup, flooring and space for related equipment. Document Imaging to image documents required in finance and human resources. Data Reporting Tools To provide teachers, site administrators, and central office staff the tools for making data driven decisions. Wide Area Network Upgrade This will provide the needed band-width to support enterprise wide applications. Prepared by Veronica Z. Froman