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School
Administrative System RFP template sample requirements:
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Student Demographics
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Provide ability to automatically assign unique student ID number based on
district-defined parameters (e.g. 10 digits). |
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Provide ability to display student's teacher assignments. |
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Support family information management with ability to link siblings and/or
household members. |
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Provide ability to optionally enroll students in multiple school sites in the
district.
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Support Special Education, GATE and Chapter 1 tracking and reporting. |
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Scheduling |
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Provide a district-defined master course directory that includes course code,
title, description and department for each course. |
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Provide automatic resource allocation function that assigns periods to course
sections to create a master schedule. |
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Generate conflict matrices (of conflicting courses) to assist in
decision-making and building of master schedule.
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Provide flexibility for individual schools in district to schedule quarter,
trimester, semester or full year courses. |
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Support interactive on-line scheduling for new students and changes (e.g.
schedule student's classes and print in one operation). |
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Attendance
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Allow district to define school calendars that include legal holidays,
half-days, in-service days and staff development days. |
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Provide ability to enter and view attendance information on-line at the
classroom. |
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Support tracking of absences for students attending courses at multiple school
sites. |
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Allow system administrator to configure number and types of absences which
will trigger parent notification letters. |
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Compute and report ADA (Average Daily Attendance). |
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Grade Reporting
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Support entry of grades and comments through mark sense scanner or keyboard
entry. |
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Provide ability to define 10 different Grade Point Average (GPA) computations
based on state and local needs with the flexibility to redefine these GPA
formulas. |
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Provide ability to identify and report weighted grade marks, college prep
courses, repeated courses, courses taken outside of the district, and academic
versus non-academic courses. |
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Allow teachers to enter grades independently on PC in classroom or at home
with ability to upload to district host system (e.g. electronic gradebook). |
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Provide ability to transmit transcripts electronically. |
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Guidance
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| Track receipt of student
registration forms, such as: release of information form, request for ID form,
etc. |
| Track all transfer school
information including district name, district number, school name, etc. for
registration and withdrawals. |
| Print official and unofficial
transcripts for each student. Transcripts should include all school-awarded
credits and credits accepted from other sources. |
| Track student college
application process including colleges of acceptance and college of
attendance. |
| Automatically calculate student
graduation requirements and compare credits achieved to overall credit
requirements. |
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Special Services
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| Provide ability to enroll
students in multiple, user-defined program types. |
| Provide ability to record, track
and report on all Individual Educational Plan information as specified by the
State. |
| Provide ability to track Special
Education evaluations of students. |
| Provide ability to track books
on tape, laptops, and other equipment loaned to students or faculty for
Special Education needs. |
| Generate IEP Report |
| More... |
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Discipline |
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Provide ability to maintain, track and report on discipline records for
individual students.
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Support tracking of classroom behavior modification techniques implemented. |
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Print in-school suspension and detention lists by date for roll taking. |
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Provide ability to flag a student as perpetrator, victim or witness for each
incident. |
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Print parental notification letters regarding a student's discipline and
attendance problems. |
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Health Records |
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Support on-line maintenance and reporting of student's health information and
state-required immunizations. |
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Maintain student health information including: screenings for vision, hearing,
dental and spinal (dates and results). |
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Display indicator in student's health history for: allergies with narrative
field for description. |
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Support user-defined health codes for complaints, treatments, actions and
medications. |
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Maintain complete history of all student health room visits. |
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Locker Management |
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Provide ability to assign students to book, physical education, and athletic
lockers.
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Provide ability to assign master combinations from a table of at least six
combinations.
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Support a minimum of five types of lockers and six combinations for each.
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Support at least three designations for the location of each locker (e.g. top,
middle, bottom). |
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Print reports of lockers, assigned students by school, locker type, and grade
level. |
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Transportation |
| Provide the ability to track
student field trip information. |
| Provide the ability to generate
and track bus schedules. |
| Provide ability to track
students who receive transportation to out-of district or private schools. |
| Generate Out-of-District or
Private School Report. |
| Generate State Transportation
Report. |
| More... |
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Human Resources |
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Provide human resource management functions to track applicants, substitute
teachers, current employees, assignments, past experience and continuing
education. |
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Maintain information on and track classified and certificated non-management,
management, confidential, temporary, substitutes, mentor teachers and other
employee sub-groups. |
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Print personnel directories (by school or district-wide) with employee
address, phone and other information. |
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Support automatic encumbering of salary and benefits for new hires, and
disencumbering of remaining salary and benefit amounts upon position changes. |
| Provide ability to simulate the
financial impact of potential contract salary changes and project the impact
based on differing salary increases for certificated and classified positions. |
| More... |
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Payroll |
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Support payroll system that meets all current and future federal and state
payroll reporting requirements. |
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Support district-defined salary grade, step and pay rate tables for classified
and certificated employees. |
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Provide on-line access to employee profile, benefit, deduction and absence
information with year-to date totals and available balances. |
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Automatically post payroll and fringe benefit expenditures to salary and
benefit accounts in financial accounting system. |
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Support direct deposit to multiple financial institutions using industry
standard ACH (Automated Clearing House) protocols. |
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Budget Accounting
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The budgeting system should be designed for fund accounting and meet all state
requirements. |
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Provide ability to restrict users to accounts they have control over for
purchasing and inquiry purposes. |
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Provide ability to annualize actual expenses for the current year for
comparison purposes. |
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Provide ability to perform "what-if" scenarios to model various approaches to
budget prioritization and projections for future years. |
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Provide ability to report what percent of the budget has been used by account,
required operating activity, department, program, etc. |
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Accounts Payable |
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Provide ability to expense funds for the invoice amount, recognize a payable
in the corresponding fund and automatically liquidate the corresponding
encumbrance amount. |
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Provide ability to set-up recurring monthly payments. |
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Support user-defined tolerances in invoice reconciliation process including:
invoice quantity different than purchase order. |
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Provide ability to view a summary vendor aging on-line and drill down
selectively by vendor to see detail items. |
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Print cash requirements report for the next 90 days including open payables
and purchase orders issued. |
| More... |
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Purchasing |
| Support on-line requisition and
purchase order tracking with single or multiple level authorization
requirements. |
| Provide ability to route
requisitions and purchase orders electronically to managers' queues for
on-line approvals. |
| Support full budget line item
accounting from initiation of requests through printing of purchase orders and
encumbrance of funds. |
| Support automatic entry of
contract price into price fields on contract or blanket orders within purchase
order entry functions. |
| Provide interface or data
integration with Accounts Payable system to transfer item quantities received
for matching with invoices. |
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Inventory
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| Process inventory transactions
including orders, receipts, issues, and adjustments and returns. |
| Maintain time-stamped audit
trails of additions, changes and deletions to inventory. |
| Provide ability to print pick
lists sequenced by delivery designation to make delivery efficient. |
| Maintain MSDS (federal material
safety data sheet) required indicator in inventory master file. |
| Support bar code inventory
tracking functions. |
| More... |
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Security
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| System security is based on a
username and password stored in an encrypted, centralized user database. |
| Provide ability to automatically
disable user accounts on a specified number of failed attempts. |
| Support the assignment of
individuals to groups, classes or roles. |
| Provide the ability to restrict
access to groups of students based on group or class, (e.g. only special
education group has access to students flagged as special education students.) |
| Provide ability to defend
against System Administrator password attacks. |
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Technical & Support
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Provide complete on-site implementation and project management support.
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Provide support for Windows Server technology and networking.
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Support thin client technology for all software functionality.
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Support SQL (Structured Query Language) to query, update, and manage system databases.
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Use RAID, disk mirroring, volume shadowing and/or other fault tolerant technology to increase reliability of disk storage and also minimize data loss due to hardware failure.
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More requirements are included in the actual RFP, this is only a sample. |
Selecting a new Administrative or Student Information System?
