Financial Management Software

The Vendor is required to provide financial management software for our extended day program.
- District staff will coordinate through each school for these services on an “as needed” basis.
- Ability to customize and access data based on district and schoolwide positions, i.e., role based accessibility.
- Ability to restrict and edit user access to locations at the discretion of the district administration.
- Ability to set up and view enrollment on a district and location level.
- Ability to customize registration application on a district and location level.
- Ability to customize a role – for example: view only access, attendance access, payment input access, printing access, approval access, administrative access, etc.
- Ability to have an audit trail of user access and all edits in the program for locations and district.
- Ability to have a view-only role for internal and external audit purposes with access to previous years' records for up to 7 years.
- The ability for the location user to create student enrollment reports by teacher etc. while having the ability to sort and filter as needed.
- Ability to accept, record, and process payments including cash, check, web-based,  and app-based ach within the software to process all payments.
- Ability to track individual student account balances and payments for single and multiple students by family.
- Ability to provide payment receipts, print invoices, and year-end statements.
- Ability to add late fees, as well as edit and track discounts and price changes.
- Ability to upload documentation with approval for price changes or offer an approval user-defined role for price changes.
- Ability to change individual fees and payments due per family on a daily, weekly, monthly, and yearly basis.
- Ability to alert the location administrator and director of past-due balances.
- Ability to track daily attendance and allow sign-out procedure with timestamp and signature requirements with mobile devices and tablets.
- Ability to track student/teacher ratio and scheduling.
- Ability to track employee hiring data.
- The ability for parents to access communication by text, email, and app notifications.
- Ability to have and document two-way communication with families/guardians of students.
- Ability to capture electronic signature and/or acknowledgment in a confirmation box.
- Ability to create and distribute a location newsletter for staff, students, and families.
- Ability for administration to mark a student inactive and transfer locations based on attendance changes without restarting a registration process.
- Ability to view outstanding balances if a student transfer’s location, a student balance follows between locations.
- Ability to advance balances to the next fiscal year for students.
- Ability to mark a student as inactive if withdrawn from the program while not deleting payment history or amount due.
- Ability to mark student from inactive status to active upon re-enrollment.
- Ability to view student balances at locations and district level.
- Ability to house and archive previous years' data for up to 7 years; including registration, payments and corresponding documentation, attendance, and sign-out logs.
- Ability to change employee status from active to inactive.
- Should be a web-based platform that is capable of running on various operating systems, including, but not limited to IOS, PC, Chromebook, iPad etc.
- The system should include a free to user’s app-based program for parental download that is accessible from android, apple, and google phones.
- Ability to capture signatures for student sign-outs with timestamp data retrieved.
- Please describe your system backups, how and where data is stored, and your physical security architecture.
- Please share any requirements relating to the configuration of the district firewall to ensure this program works correctly.
- Please share any specifications required for usage on devices.
- Please describe your security and privacy certifications.
- Software will provide a customizable setup at each location, with the ability to assist newly added locations while in contract with district.
- Please share the proposed implementation timeline that includes the following customization, integration, training (initial and ongoing).
- Availability of customer service and support for designated users.
- Ability to have a dedicated employee from a software company to handle immediate needs with a 24-hour response time.
- Ability to provide comprehensive onboarding support and ongoing support with customer service contact available.
- Ability to have a dedicated implementation team for district that includes vendor set up at each location and district level.
- Clarification of additional fees that would be outside the scope of the approximate 57 locations in the current proposal.
- Ability to provide demos for district viewing and training.
- Ability to start implementation for pilot locations within 45 days of being awarded the contract.
- Ability to provide pilot programs for a few selected locations that include payment, registration for the upcoming school year, attendance, sign-out, etc.
- Ability to rollout remaining locations after pilot programs and make needed adjustments to the overall program.
- Ability for users to have access to training videos for employees after the implementation of software.
- Contract Period/Term: 1 year