Financial Management System

The Vendor is required to provide a financial management system for county schools' student activity funds.
- All services will be coordinated by district staff and implemented at individual schools on an as-needed basis.
- An all-in-one platform: online payments, receipting, check writing, reporting and document management.
- The solution must consolidate student activity funds payments into a single platform and include:
•    User-friendly receipting for teachers and staff.
•    Budgeting tools, approval workflows, and vendor quote tracking.
•    District-wide reporting and centralized oversight.
•    Compliance features with full auditability and secure data management.
•    Comprehensive training, documentation, and long-term vendor support.
- The system must be cloud-hosted, fully web-based, and compatible with Chrome, Edge, PC, and Mac platforms. 
- It should be HTML5-compliant, requiring no Flash, ActiveX, or local installations.
- The solution must be intuitive, available 24/7/365, and accessible across multiple networks—including school and designated off-site environments without internet connectivity. 
- Customizable user roles are required, allowing District administrators to quickly adjust or reassign access. 
- Schools should only access their respective accounts, while the District retains full administrative access across all sites.
- The system must support SSO (SAML/OIDC), payment processing, and integration with the District’s ERP and SIS systems.
- Provide both onsite and virtual training, job aids, and user documentation to ensure successful adoption.
- Receipting & Deposits
•    Must: online teacher receipting, with no limit on number of users; each user limited to their assigned students. Supports fee coding, paper/email receipts, group and individual fee collection, and user specific reports.
•    Must: bookkeeper approval workflow to confirm teacher cash/check collections before deposit.
•    Must: integrated point-of-sale (POS) for in-person credit card payments.
o    Supports cash, check, and credit card payments for fees, donations, field trips, fundraisers, and any student activity funds collected.
o    Parents can view all finance information for their children in one portal.
o    Fees and fines follow the student across schools, applied in real time.
o    Full refund capability (individual or group) including transaction fees.
- School-Level Accounting
•    Must: real-time bookkeeper dashboard.
•    Must: automated bank reconciliation, submitted electronically to district office.
•    Must: electronic workflow with principal approvals.
•    Should: vendor quote tracking and encumbrance management.
•    Must: support field trips/fundraisers with specific reporting (payments, items, sizes, etc.).
•    Should: one-click student payment tracking.
- Reporting & Oversight
•    Must: districtwide and site-level reporting with csv/pdf/excel export.
•    Must: automated/scheduled reporting with customizable templates.
•    Should: exception dashboards (e.g., over budget, delinquent fees).
- Security & Access
•    Must: role-based access (teacher, bookkeeper, principal, district, and auditor).
•    Must: primary and backup users per campus.
•    Must: multi-factor authentication (MFA) and detailed audit logs.
•    Must: SSO integration via SAML.
- System Requirements
•    Full SaaS, html5-based, no client installs.
•    Compatible with pc, mac, Chromebook, and iPad.
•    Fully integrated, single database across functions.
•    Compatible with proxy servers, IIS/apache, and major browsers.
•    ERP integration (oracle).
- Service & Support
•    Proposed implementation timeline including customization, integration, and training.
•    Dedicated implementation team for district and school-level setup.
•    Onsite onboarding for bookkeepers and district staff.
•    Implementation at locations within 45 days of award.
•    Ongoing user support with published hours and escalation procedures.
•    24/7 parent support (phone and email).
•    Dedicated software representative for immediate needs (24-hour response time).
•    Demos and training available to district.
•    Mentoring and enhanced support post-go-live.
•    Virtual/recorded training library available post-implementation.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: October 23, 2025