Community Education Integrated Program Management Services

The vendor is required to provide that community education integrated program management services.
- Class management:
• Agency desires a software program that will allow us to create and offer programming for families that
include childcare programs, and enrichment classes.
• We would like families to be able to register on-line as well and submit required paperwork electronically
• We would like to be able to offer flexible programming so that we can generate hourly, daily, weekly,
monthly and annual tuition rates
• Families should be able to use the on-line system as a one-stop shop so that they can enroll multiple
children in multiple programs, update their children’s immunization information and make payments.
• We would like the system to be able to generate daily rosters and class lists
• In addition to attendance rosters, staff should have the ability to assign students to subgroups to track ratio and student attendance.
• System should be able to maintain waitlists
• We would like the system to track meals given (daily snacks).
• Rollover childcare enrollments from year to year.
• Maintain lists of authorized adults who can pick up the children after the program is over.
• Ability to assign the level of access by various staff and vendor/instructors.
• System ability to communicate with parents via group email and text.
- Staff management
• We desire a software system that will provide us with the ability to track staff development opportunities as well as staff schedules.
• Track staff-to-child ratios in each of our programs at regular intervals during program operating hours.
- Account management:
• we desire a software system that will allow families to make payments on-line as well as allow staff to post cash, check and MO’S to accounts, as well as accept ACH and ECH payments.
• Payments should be able to be accepted one-time or on a scheduled reoccurring basis.
• Families should be able to purchase on-line in a point-of-sale manner and be able to customize their log-in and passwords.
• We would like payment reminders, invoices, receipts, account statements and tax reports to be
automatically generated by the system and emailed out to families and clients.
• The system should be able to support the use of varying discounts by varying programs, allow partial
payments and refunds, allow refunds from one program to be applied to another program, and be able to accept third party and subsidy billing.
• The system should also be able to import our current database
• Automatically calculate late charges, display amounts due for families and clients, and notify families if their contact information needs to be updated.
• Software system that allows client phone numbers and email address to be exported on site into an
emergency communication system for immediate crises communication.
• Ability for the courses portion to communicate with the childcare side
• The district would like the system to flag accounts for student special needs, medical concerns or custody information.
- Finance and accounting
• We desire a software system that maintains a cash equals revenue accounting system, and accepts debit and credit card payments in a secure fashion with real-time authorization.
• Vendor must assume all PCI compliance.
• We desire a system to allow us to be able to turn off ECH and ach transactions
• Payments would be made through the management system, with the ability to make payment utilizing the system at point of sale.
• District does not want to store the credit card and debit card numbers.
- Technological specifications:
• All software must be compatible with windows 11 or IOS and above and the most current version of web browsers.
• We desire a system that is compatible and integrated with our current payroll and finance software
and our student software system (PowerSchool) so that information can be shared between all systems.
- Marketing
• The district desires a system that can manage an on-line catalog of goods and services, be customizable to match our current website’s look (including our program logos), be able to upload pdfs, pictures and videos, and be able to interact with various social media outlets.
• We would like to be able to utilize customizable calendars, e-mail our client list marketing materials, and to build customized lists specific to areas such as location and program or program type.
- Training
• Agency desires a system to be in place, all staff trained and open to the public for registration by July 01, 2025.
- Implementation:
• An implementation timeline including due dates.
• Training outline - schedule must be returned with your response.
• Site visit(s).
- Contract Period/Term: 1 year