RFP #R13-FHP0826 for Financial/HR/Payroll Software

1. RFP #R13-FHP0826 for Financial/HR/Payroll Software Why did the WNYRIC decide to do an RFP now? Preparing for the Future WNYRIC currently supports 90 districts in Financial products Finance Manager and WinCap will be phased out Conversion of 90 districts - 4 to 6 years

2. WinCap • WinCap purchased by Harris – • - adding NYS functionality to AptaFund • AptaFund will be ready in 3-5 years • WinCap pricing escalating annually

3. Finance Manager • Finance Manager in process of converting to nVision • Finance Manager website states end of life for legacy product • – 5 years • Finance Manager is not enhancing legacy product

4. What districts want today… • Anywhere, anytime access to the software for core users • (inclement weather, long-term illness, family needs) • - currently need district laptop, VPN and client software to work from home • Drill-down views from summary to detail data without running reports • Customizable dashboards for quick check on important details • Ease of import/export to assist in integration with other applications • Easy to use report writer functionality • - create, save, share, edit, reuse custom reports • Customizable workflow • electronic approval processes for purchasing, receivables, timesheets • Access to application from PCs, Macs, handheld devices with no additional software installation

5. What districts want today… • Employee self-service access to their own • - paystub/direct deposit/calendar and fiscal year cumulative information • - benefit information • - leave time detail (sick, personal, vacation) and balances • - printable W2s • Employee self-service entry (with multi-level supervisory approval) to enter • - benefits enrollment changes • - personal information changes • - W-4 changes • - timesheet entries • - leave time requests

6. The Process: 1. RFP sent to multiple vendors, including Finance Manager and Harris, published in the Buffalo News and posted on Erie 1 BOCES website Respondents: Alio (Weidenhammer) K12 (K12 Enterprises) Infinite Visions (Tyler Technologies) 2. RFP committee formed 3. Document detailing the format for the upcoming demos sent to responding vendors

7. 4. Proof of concept demos scheduled – • held at E1B, webinars offered • all districts invited to attend in person or via webinar • demo format document sent to registrants for feedback purposes • Demo dates: • Weidenhammer (Alio) on Tuesday, September 24, 2013 • Tyler Industries (Infinite Visions) on Thursday, September 26, 2013 • K12 Enterprise (K12) on Tuesday, October 1, 2013 RFP Committee convened on October 8, 2013 5. Reviewed each software package and feedback documents 6. Reviewed vendor responses to the RFP functionality spreadsheet

8. Committee Decision#1: consensus of the committee - Infinite Visions not suitable for their needs. Reasons: not a web application, missing much of the functionality that the committee deemed important Committee Decision#2:committee requested additional demonstration of the two remaining products, Alio and K12 so that they had a clearer picture of both RFP committee reconvened on October 21 – second demo of Alio and K12 7. Straw vote at conclusion of demos- committee evenly split between the two products 8. Determined that the committee needed time to process what they had seen 9. Rubric disseminated electronically to the committee members for – final scoring of all three products. Results/tally of rubric Alio: 399 K12: 423 Infinite Visions: 159

9. RFP Award recommendation sent to the Erie 1 BOCES BOE Wednesday, November 13, 2013 Recommendation: The WNYRIC has determined that both Alio and K12 products are viable alternatives for our school districts and we would recommend awarding the RFP to both of these vendors. Why two? To allow our districts to decide which application will best meet their needs

10. What about nVision? • On October 29 and 30, 2013, WNYRIC and Finance Manager showed the nVision product to our current Finance Manager customers • Conversion to nVision • Districts will be migrating from a Progress database to a SQL database • - data needs to be scrubbed, reformatted for import to SQL platform • - tables, permissions and pay schedules need to be created • - all REQ to PO work and payrolls must be completed, all schedules closed • Districts will be down for at least 2-3 days while the data extracts, reformatting, and import to new application occur • Migration Costs • nVision software – no cost; software maintenance – slight increase • RIC hostedIn-district server • SQL licensing SQL licensing • Citrix licensing Citrix licensing • Hosting fee (increase) SQL server / backup software • Technical support

11. Future plans In December and January, WNYRIC will work with Alio and K12 to provide multiple occurrences of webinar product demos and determine if there is enough interest to support Alio, K12 and nVision The WNYRIC needs to begin calendaring district conversions starting this year with a “go live” date of July 1, 2014 and throughout the year. Budgeting for the Future 5-year cost comparison Our Goal To assist districts in viewing each application supported by the WNYRIC financial team so that they can decide on their next migration, based on the functionality in the software that will take them well into the future **We would strongly encourage districts not to wait until year 4 or 5 of this conversion plan**

12. Estimated pricing averaged over 5 year period