The vendor required to provide education management information system (EMIS) for include:
- Information systems environment
• department has established formal policies related to logical security over access to and use of its applications and network.
• Users are assigned access rights based on job responsibilities, and security groups are used in the system to segregate and restrict user access.
• Access for terminated employees is removed or disabled by the IT security group upon termination.
• Privileged administrator access to the network and application is restricted to authorized personnel.
• Access to the network requires a valid user id and complex password.
• Up-to-date anti-viruses are installed on state department servers and devices.
- Software change management
• The state department has established written policies and procedures for systems development and change management.
• Requests for development, or changes to existing applications, must be documented in a change request, and submitted to the board.
• Change requests are reviewed and approved according to the documented cab procedures.
• Separate environments exist for the development, testing, staging, and production of changes.
• Production servers are updated to reflect recent system software updates, such as security vulnerability patches, and functionality enhancements.
• Segregation of duties exists between the development, testing, and release of changes.
- Organization and management
• The office of generates a school finance payment report by line explanation for the traditional school districts that explains the calculation of key components of the foundation formula.
• Every other week, a meeting of business and IT personnel occurs to ensure funding calculations and other provisions comply with legal requirements.
• Computer generated payment reports, along with the accompanying worksheets and settlement reports, are published online for each local education agency (lea).
- Payments
• Documented procedures are run to ensure school foundation payments are complete and authorized.
• Bimonthly packages for traditional districts, centers, and county board are prepared and peer reviewed by four different individuals.
• Monthly packages for community schools (CS) and districts are prepared and peer reviewed by four different individuals.
• Current school foundation payment reports (SFPR) are compared to previous SFPR reports to detect variances in accordance with monthly payment frequencies (bimonthly and monthly).
• The payment file is transferred from the central payment system (CPS) to oaks after all required approvals.
• The enterprise applications EMIS informatica team reviews daily reports to help ensure nightly data runs are complete.
• Changes to school foundation payment calculations are approved according to the documented cab procedures and tracked for completion prior to the next payment in order to ensure payments are accurate and calculated in accordance with legal requirements.
- Data backups and storage
• A documented backup and recovery policy is established, which outlines the department’s requirements for data backup and recovery.
• Database backups are performed on a scheduled basis.
• Alerts are issued to the department IT manager and database administrator to ensure successful completion of each backup.
- Questions/Inquires Deadline: January 19, 2026
