Management Information Systems Software & Support Service Contract (TxEIS Business and Student)

Transcription

1 Management Information Systems Software & Support Service Contract (TxEIS Business and Student) Note: Due to various factors, including the volume of participation from districts, contract negotiations for products and services being purchased and delivered within this contract, possible funding changes for districts or ESC Region 11, and other factors, this contract is offered in good faith but does not become binding until September 1, 2017 on either the district or ESC Region 11. This contract is contingent upon the continued availability of appropriations and is subject to cancellation by either party upon thirty (30) days written notice to the other party. Payment for valid fees or charges rendered by the ESC Region 11 prior to written notice of termination shall be due to ESC Region 11. Early acceptance of this contract is necessary so that ESC Region 11 can plan and prepare to deliver these services. An alternative contract may be offered if this contract cannot be delivered as stated. The Management Information Systems Department offers the following services and discounts to districts that sign the MIS Software & Support Service Contract for TxEIS Business and Student: TxEIS Business System The TxEIS Business System is a Windows, relational database system. It is ODBC (Open DataBase Connectivity) compliant and is powered by Sybase SQL (Structured Query Language). Districts can connect to the TxEIS Business database via any Windows ODBC application, such as Microsoft Excel and Microsoft Access, in order to run queries or develop any custom reports that the district may desire. The following applications are included in the system: Finance, Budget, Accounts Receivable, Purchasing, Warehouse, District Administration, Human Resources (Payroll & Personnel), Asset Management, PEIMS Preparation, and Security. TxEIS Business System is an integrated database system; therefore, a number of options are included within the applications, rather than operating as separate modules. Examples are the Bank Reconciliation and Budget Amendment functions. TxEIS Business System includes a comprehensive online Help module. Finance: The Finance application is in full compliance with the TEA Financial Accountability System Resource Guide (FASRG). The application includes functions for maintenance of vendors, posting, bank reconciliation, and budget amendments. Numerous standard reports are provided. In addition, Excel reports, PDF reports, user created reports, and many types of inquiries are available. A check signature function is available within the application. Historical information can be maintained by fiscal year within the database. Access to the fiscal years may be controlled at the user level. The TxEIS Finance application can also be used at the campus for Campus Activity Fund Accounting. The Campus Fund data would reside in the central financial database, but access to the Campus Fund data would be controlled through Security. Budget: The Budget application provides a flexible tool for use in preparing the district budget. The application includes three levels of use, which are Requestor, Recommended, and Approved Levels. A budget cut-off date may be established for each of the levels. Four types of historical data are available for comparison purposes. A flexible simulator can be used to develop what-if budgets. In addition, this application can accept payroll budget data from the Next Year process within the Human Resources application. Numerous inquiries and reports are available.

2 Purchasing: The TxEIS Purchasing application automates the purchasing and receiving functions for school districts. This application eliminates duplicate paperwork. An encumbrance is automatically posted when the requisition is approved by the final approver in the path. This application also includes a Next Year option used for entering requisitions for the upcoming fiscal year. Numerous inquires and reports are provided. Purchase orders may be printed on plain paper or custom forms. Accounts Receivable: The Accounts Receivable application allows you to maintain billing records. The application interfaces directly with TxEIS Finance so the general ledger is adjusted as soon as an action is performed. District Administration: The District Administration application provides administrators with a method to select various district-level options and user-level permissions for Budget, Finance, Position Management Systems in Human Resources, Purchasing, Warehouse and Budget Amendment Requests. Warehouse: The Warehouse application provides a means for users to request items from the district warehouse. Warehouse functions also provide a means to restock the warehouse, receive items into the warehouse, return items from the warehouse, and fill back orders. Human Resources: This application offers great flexibility in posting leave, special pay transactions, and deductions by connecting transactions to pay dates. The application contains a school calendar as well as accrual calendars. Reports and files needed for all state and federal agencies are available. Many standard reports and inquiries are available. Biweekly, semimonthly, and monthly payroll frequencies are supported. Additionally, a Next Year section of the system makes it possible to build human resource data for the upcoming fiscal year in advance. Mass updating and mass calculation of salaries are available. A position control option is also available. Next year salaries and benefits can populate the Budget application. This application complies with the TEA Financial Accountability System Resource Guide, including accrual of salaries and benefits. Historical information is available, including a drill-down feature to an employee s paycheck information. The application meets all PEIMS requirements. A check signature function is available within the application. Asset Management: The Asset Management application complies with GASB 34 requirements. The system accommodates both capital assets and inventory assets, which are segregated within the system. Depreciation schedules can be calculated and depreciation historical records can be maintained. PEIMS Preparation: The PEIMS application is an excellent tool for managing and reporting PEIMS data. This central PEIMS database can easily be populated with all of the district s business and student PEIMS records; then changes or corrections can be made to this PEIMS database. All of the tables from the TEA PEIMS Data Standards are built into this application to ensure accuracy of PEIMS data. The application generates the PEIMS TEA Interchange File in the required.xml file format to use with TSDS. Security: The Security application included with the system controls each user s access to the system at the database, application, menu, and tab page levels. Full access, read only access, or no access is also available. Access is also further defined by means of user profiles within the Finance, Budget, and Requisition applications. Services Included at No Additional Charge Provide hands-on training and implementation with first year installation. Provide the initial installation of the Business System software on school district s computer(s). Provide on-site visits as needed with the initial software installation. Provide unlimited telephone consultation. Provide user meetings, workdays, and training sessions throughout the year. Provide walk-in or on-site visits (3 per year). Provide additional training sessions, if requested, at the price described in Price List, Article VIII. Maintain a backup of all software. Provide a backup processing site if school district experiences extended down time or loss of hardware. Insure that the Business System is in full compliance with TEA requirements.

3 Services Included at a Reduced Fee Retraining for new personnel will be billed at: o Walk-in One-on-One - $30 per hour, $180 maximum per day o On-Site One-on-One - $60 per hour, $360 maximum per day On-Site System Operation provides districts with hands-on operation of the TxEIS Business System to fill in for district personnel who are out for an extended period of time, or to provide needed additional personnel. On-Site System Operation will be billed at $60 per hour with a minimum of $120 and a maximum of $360 per day per person. Note: For out-of-region service, mileage will be billed to and from ESC Region 11 and the district at the current ESC Region 11 mileage rate. A purchase order is required for all extra services.

4 TxEIS Student System The TxEIS system is a real-time system, such that, when data is added or updated, the transaction is immediately updated to the database. When a report is run, it reflects the most current information including changes that were made only an instant before. There is no requirement to upload or merge files before running reports or to reconcile data afterwards. The following applications are available to meet the specific needs of elementary, middle and high schools: Attendance o Customize user-defined reports o Review attendance accounting for specific populations o Review attendance audit log o Print attendance directly on report cards o Keep track of excessive absences o Keep track of perfect attendance o Create district user-defined absence reason codes o Customize user-defined letters to parents o Store yearly attendance records by school year o Create multi-track attendance calendars o Interact directly with txsuite applications for immediate access to data Discipline o Allow instructors and staff to enter discipline referrals from txgradebook o Generate discipline letters to parents automatically o Customize tables extensively o Approve referrals submitted by teachers through an administrative approval process o Customize user-defined reports o Save digital photos in the database for evidence o Save incident related comments Grade Reporting o Customize user-defined reports, including ability to create, save and edit templates o Set current and cumulative weighted grade averaging (numeric or grade point) o Accommodate the self-paced grade reporting concept o Access data immediately from txgradebook o Assign Pass/Fail indicators automatically o Track blank/incomplete/failing grades o Review master schedules and student schedules o Perform grade computation and credit assignment o Review historical course grade information o Include high school credit courses taken in middle school o Create interim progress reports (IPRs) from TxEIS or txgradebook o Produce Academic Achievement Records (AARs) o Perform walk-in scheduling as needed o Identify UIL eligibility o Create precoding files o Create new courses by copying existing courses

5 Graduation Plan o Customize district-defined graduation plans o Maintain information at the student level o View summary and detailed credit information o Assign and change graduation plans for individual students or an entire class o Identify students who are at risk of not being promoted to the next grade level or not graduating o Enable and disable graduation plan data in txmyzone o Monitor changes made to graduation plan data with new auditing capability Health o Print Immunization Due letters for parents o Keep a nurse s daily log o Review Texas Department of State Health Services reports o View consolidated screenings for a single student o Coordinate screening processes o Customize user-defined reports o Facilitate physical exam procedures o Enter mass screening data for groups of students o Manage provisional enrollments o Coordinate the referral process o Print screening and referral letters for parents Registration o Maintain comprehensive student demographic information o Enroll and withdraw students from campuses and special programs o Auto-assign local and state IDs to prevent duplicate student IDs o Review current year and historical student directories o Create user-defined reports, and save your report templates o Run the FitnessGram extract o Transfer students individually and by group o Create leaver tracking records for PEIMS extraction o Mass reset student information o Utilize the Personal Identification Database (PID) and Personal Enrollment Tracking (PET) export o Sort and filter reports o Create student-specific comments o Run the Texas Records Exchange (TREx) extract Scheduling o Eliminate potential conflicts with a built-in master schedule generator (resource allocator) o Run efficient scheduling load processing o Mass update control numbers and team codes o Create comprehensive scheduling reports o Customize user-defined reports o Restrict sections for limiting classes to specific groups or populations o Allow student course requests via the txmyzone student course request system Special Education o Verify compliance o Maintain special education transportation data o Customize user-defined reports

6 o Maintain current and next year data o Maintain related services data Test Scores o Import test score data o Maintain STAAR, TAKS, SDAA II, TELPAS, PSAT, SAT, ACT, AP, and ITBS data o Create precode files o Search the student directory by test score records o Customized user-defined reports o Run the Student Test Scores Profile report for various tests o Substitute assessments for EOC, and note which assessments were substituted txgradebook o Post and view attendance o Record and post grades o Create seating charts with pictures o Organize classes using categories and assignments o Enter discipline referrals o Print IPRs o Create and print elementary skills-based report cards o Grade assignments using rubric charts o View student information, including standardized test scores o Accept transfer students o Use the skills-referenced/standards-based grading concept txconnect o Enroll new students online using customizable forms o Access data via a mobile app o Allow online maintenance of student registration data o Automatically register, log on, and recover passwords o View detailed grades by cycle and semester o View detailed attendance data, including totals o View a student summary o Toggle between English and Spanish o Create customizable alert notifications for grades and attendance o View details on discipline infractions o See what immunizations are due for the student o View standardized test scores o Search for assignments txmyzone o Schedule students more efficiency o Update data in real time, eliminating the need for imports and exports o Accommodate middle and secondary scheduling o Change graduation plans as needed o Control the number of course requests o Control the courses available for a graduation plan o Personal Graduation Plan data o Select alternate courses o Submit course requests

7 o View and print credit details o Customize a campus messages PEIMS Preparation o The PEIMS application is an excellent tool for managing and reporting PEIMS data. This central PEIMS database can easily be populated with all of the district s business and student PEIMS records; then changes or corrections can be made to this PEIMS database. All of the tables from the TEA PEIMS Data Standards are built into this application to ensure accuracy of PEIMS data. The application generates the PEIMS TEA files in the required.xml format (Interchange files) to use with TSDS. Security o The Security application included with the system controls each user s access to the system at the database, application, menu, and tab page levels. Full access, read only access, or no access is also available. Access is also further defined by means of user profiles within the Campus or District hierarchy. Services Included at No Additional Charge Provide hands-on training with first installation of TxEIS Student. Provide up to four on-site visits as needed with the initial software installation. Provide telephone consultation at any time. Provide additional training sessions, if requested, at the price described in Pricing List, Article XIV. Provide walk-in or on-site visits (four per year). Provide a copy of all software updates with instructions for installation. Provide a copy of documentation to accompany software. Maintain a backup of all software. Provide a backup processing site if school district experiences extended down time or loss of hardware. Ensure that MIS Student Systems are in full compliance with TEA requirements at all times. Services Included at a Reduced Fee Assist with all possible data file conversion from previous software vendor. District Responsibilities Provide and maintain all hardware necessary to run the TxEIS software. Perform all data entry necessary to establish data files and operate the systems on a routine basis. Procure all necessary paper stock and other supplies. Perform, maintain, and verify all file backups, as instructed. Allow staff to attend all training sessions provided by ESC Region 11. Allow staff to attend all scheduled meetings at ESC Region 11 concerning upgrades and enhancements to the systems. Each school district shall designate a person to function as District Coordinator(s). Each campus shall designate person(s) to function as Campus Coordinator(s).

8 ESC Region 11 Contact Director of MIS/IT (817)

9 Management Information Systems Software & Support Service Contract (TxEIS Business and Student) TxEIS Business Price List First-Year Set-up Installation and training...$2,500 Conversion of data from prior vendor...$2,500 Business System Annual license fee...$5,900 User fee...$5 per employee Requisition/Purchase Order System Annual license fee...$600 User fee...$20 per person

10 Management Information Systems Software & Support Service Contract (TxEIS Business and Student) TxEIS Student Price List First-Year Set-up District installation...$350 Campus training... $1,500 per campus Conversion of data from prior vendor... $2,500 per campus Student System License Fee 1 regular instructional campuses...$4,825 2 regular instructional campuses...$9,650 3 regular instructional campuses...$13,800 4 regular instructional campuses...$18,000 5 regular instructional campuses...$21,525 6 regular instructional campuses...$25,050 7 regular instructional campuses...$28,600 8 regular instructional campuses...$32,150 9 regular instructional campuses...$35, regular instructional campuses...$39, regular instructional campuses...$42, regular instructional campuses...$46, regular instructional campuses...$49, regular instructional campuses...$53, regular instructional campuses...$57, regular instructional campuses...$60, regular instructional campuses...$64, regular instructional campuses...$67, regular instructional campuses...$71, regular instructional campuses...$74, regular and/or registered alternative campuses... $550 per campus txgradebook and txattendance Systems Gradebook user fee...$28 per person Attendance user fee... $460 per campus Health Application System Health application campus fee... $425 per campus