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 productsFinance Manager and WinCap will be phased out

Conversion of 90 districts - 4 to 6 years

WinCap

• WinCap purchased by Harris – - adding NYS functionality to AptaFund

• AptaFund will be ready in 3-5 years

• WinCap pricing escalating annually

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

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

• 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

What districts want today…

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

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

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

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

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 increaseRIC hosted In-district serverSQL licensing SQL licensingCitrix licensing Citrix licensingHosting fee (increase) SQL server / backup software

Technical support

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**

District sizes RWADA FM n Vision Alio K-12

less than 400 350 5428 10216 12875 14887

less than 1000 950 7681 13023 14367 15478

less than 1500 1350 7411 13149 20785 20700

less than 3000 2950 19309 25681 22880 19510

less than 5000 4050 22709 30842 28775 47700

less than 10,000 7500 81363 88183 59863 75743

Estimated pricing averaged over 5 year period