12-RFP 26-006 Exhibit S Section 3.0 Scope of Services.pdf

APPENDIX S – Section 3.0 Scope of Services

Noncompete requirement:

To ensure that the data derived from this solicitation is unbiased, independent and best meets Dayton Public Schools (DPS) needs, Firms awarded a contract from this solicitation would not be allowed to participate in any future contract that results from this engagement. This is an intentional approach to safeguard that the best business practices and project results are achieved.

Background: DPS currently utilizes two main systems to perform many functions, with integrations to and from several other systems.

ERP & Functional Scope: The current scope of the ERP system(s) include but are not limited to:

● PowerSchool BPlus

▪ General Ledger Accounting

▪ Grants/Capital Project Management

▪ Accounts Receivable for Grants

▪ Capital Assets and Depreciation

▪ Cash Accounting

▪ Purchase Order Management

▪ Accounts Payable o Invoice processing o Check and ACH generation o P-Card importing (JP Morgan Chase is the P-Card Vendor)

▪ Employee Travel

▪ Payroll (time keeping with UKG)

▪ Position Control

▪ Employee Processing

▪ Benefits Management

● PowerSchool ESchool

▪ Maintain **student demographics**, contact info, and enrollment history

▪ Track **attendance records** (daily, period, and course attendance)

▪ Manage **disciplinary incidents**, actions, and behavior records

▪ Store and track **health information** (immunizations, nurse visits, medical alerts)

▪ Build **master schedules** for schools

▪ Handle **course requests**, student scheduling, and conflict resolution

▪ Manage **teacher assignments**, room allocations, and class capacities

▪ Support **schedule changes** and historical schedule tracking

▪ Record and calculate **grades**, **GPAs**, and **class ranks**

▪ Manage **report cards**, **transcripts**, and **progress reports**

▪ Align **grade reporting** with standards and grading scales

▪ Integrate with **state testing and assessment systems**

▪ Record student **daily and period attendance**

▪ Generate **attendance letters and alerts** for absences/tardiness

▪ Report **truancy** and **attendance compliance** data to state agencies

▪ Allow teachers to **take attendance** and **enter grades** online

▪ Provide access to **student profiles, IEP info, and contact data**

▪ Enable **gradebook management** and **communication tools** with parents

▪ Create **custom dashboards** and performance reports

▪ Monitor **student progress**, attendance trends, and at-risk indicators

▪ Export data to **Excel, PDF, or state submission formats**

Scope of Services (SOS) & Scope of Work (SOW): The selected Consultant will be responsible for the following services:

Business Analysis Process Documentation:

● Current State Analysis: Assess the current business analysis processes, methodologies, tools, and techniques currently in use. This includes reviewing any existing process documentation, workflows, and related resources.

● Process Mapping: Create detailed documentation of the current state of business analysis processes through visual flowcharts or diagrams to illustrate workflows, dependencies, roles, and responsibilities.

● Stakeholder Identification: Identify key stakeholders involved in the business analysis process, including internal teams, external Consultants, and regulatory bodies.

● Data Collection: Conduct interviews, surveys, and workshops with stakeholders to gather relevant information regarding business analysis needs, challenges, and improvement areas.

High Level Gap Analysis & Process Evaluation:

● Process Evaluation: Evaluate the efficiency and effectiveness of existing processes against industry standards, best practices, and regulatory requirements.

● Gap Identification: Identify gaps, redundancies, bottlenecks, or inefficiencies in the current business analysis workflows.

● Pain Points: Highlight any recurring issues or challenges faced by the teams involved in business analysis.

Reporting & Documentation:

● Detailed Report: Provide a comprehensive report documenting all findings, including process maps, gap analysis, stakeholder feedback, and recommended improvements.

● Executive Summary: Deliver an executive summary highlighting key insights, recommendations, and an actionable roadmap for improving business analysis processes.

Deliverables: The Consultant will be required to provide the following deliverables:

● Process Documentation: Visual and textual documentation of current business analysis processes, workflows, roles, and responsibilities.

● Request for Proposal: A detailed request for proposal that adheres to DPS’s procurement code and provides the best path forward toward ERP provision and implementation. See next section for more additional details.

Solicitation Development for ERP System: As part of the business analysis process, the Consultant will be required to assist the DPS in developing a solicitation (possibly a Request for Proposal-RFP) for an ERP system. This solicitation will be crucial for selecting the right ERP solution that aligns with the district's’s needs, requirements, and goals for business process improvement.

Objectives for ERP Soliciation: The objectives for the development of the ERP solicitation include:

● Clearly define system requirements: Identify the key features, functionalities, and technical specifications required for the ERP system.

● Ensure alignment with organizational goals: Ensure that the ERP solution aligns with the agency’s overall strategic goals, compliance requirements, and long-term vision.

● Facilitate Consultant selection: Provide a structured and transparent process for the evaluation of potential

ERP Consultants and their solutions.

● Address scalability and future-proofing: Ensure the ERP system is able to scale-up to accommodate future needs, including additional functionalities, users, and regulatory requirements.

Solicitation Development Process: The Consultant will be responsible for supporting the development of the ERP solicitation by performing the following activities:

Requirements Gathering & Analysis:

● Stakeholder Engagement: Conduct interviews and workshops with key stakeholders to gather functional and technical requirements for the ERP system. This may include government department heads, finance, HR, IT, and procurement teams.

● Business Process Mapping: Leverage the documentation of current state business analysis processes to identify key areas that require ERP support or automation.

● Compliance and Regulatory Review: Ensure that the ERP system meets all applicable compliance and regulatory requirements specific to the government sector (e.g., security, data privacy, audit trails).

Solicitation Content Development:

● System Requirements Document (SRD): Develop a detailed list of functional and non-functional requirements based on input from stakeholders and business process documentation.

o Functional Requirements: Core modules (e.g., Financial Management, HR & Payroll, Procurement, Supply Chain, Reporting & Analytics).

o Non-functional Requirements: Performance, security, scalability, usability, integration with existing systems, mobile access, etc.

● Evaluation Criteria: Establish clear criteria for evaluating ERP Consultants based on technical capability, system flexibility, Consultant experience, implementation cost, and timeline.

● Consultant Instructions: Provide instructions for ERP Consultants on how to respond to the solicitation, including submission formats, deadlines, and any specific questions that need to be answered.

● Solicitation Timeline: Define a timeline for the ERP solicitation process, including submission deadlines, Consultant evaluation periods, and contract award dates.

● Budget Guidelines: Set expectations for pricing models, licensing fees, maintenance costs, and any other cost-related information.

● System Architecture and Integration Needs: Provide guidance on how the new ERP system will integrate with existing systems and databases.

Consultant Communication:

● Clarification Process: Develop a mechanism for Consultants to ask questions or request clarifications during the solicitation process. This may include a Q&A session or clarification meetings.

● Consultant Presentation: Organize sessions for shortlisted Consultants to present their solutions, allowing stakeholders to ask questions and assess the system’s fitness for the agency’s needs.

Review & Finalization:

● Internal Review: Facilitate internal reviews with key stakeholders to ensure all necessary requirements are captured and the solicitation is aligned with organizational goals.

● Consultant Feedback: If necessary, revise the solicitation based on Consultant feedback or clarifications received during the process.

Deliverables for ERP Solicitation Development: The Consultant will provide the following deliverables related to the development of the ERP solicitation:

● ERP Requirements Document (RD): A comprehensive document that lists all functional and non-functional system requirements for the ERP solution.

● Draft ERP Solicitation: A fully drafted Solicitation document, including system requirements, evaluation criteria, and Consultant submission instructions.

● Consultant Evaluation Criteria: Clear, structured criteria for evaluating ERP Consultants based on the

Solicitation responses.

● Solicitation Timeline: A timeline detailing all steps of the Solicitation process, from issuing the Solicitation to Consultant selection.

● Consultant Communication Guidelines: A documented process for how Consultants will communicate with the government agency during the solicitation process.

Consultant Selection & Next Steps: Once the Solicitation has been issued and responses have been received, the Consultant will assist the government agency in the evaluation and selection process by:

● Assisting in Consultant Evaluation: Analyzing Consultant proposals and helping assess which Consultants meet the required specifications.

● Consultant Demos and Proof of Concepts: Coordinating Consultant demonstrations or Proof of Concept

(PoC) exercises to validate the feasibility and fit of the proposed ERP solution.

● Consultant Shortlisting: Assisting the government agency in selecting a shortlist of ERP Consultants based on their proposal responses and demonstrations.

● Contract Negotiation: Providing support in the negotiation process with the selected Consultant to finalize the ERP contract and ensure alignment with budgetary and project requirements.

● Capabilities and Experience:

o Provide an architecture of your solution including a description of your collaboration process and how you envision working with DPS to meet the project goals.

o Provide brief details on your staff’s level of expertise, understanding, knowledge and experience with similar projects.

o Include which personnel from your company you envision completing these tasks.

o Provide three (3) references where you have successfully completed similar projects of comparable size and complexity. Make sure that the contact information you provide for your references is accurate and current.

● Timeline Estimates:

o Include estimated time frames for tasks necessary for your proposed solution.

o If you are able to provide a breakdown of the expectation of which DPS employees or which division you anticipate needing to work with and how much time would need to be dedicated by staff from those work groups for each specific part of the project.

● Technical Specifications:

o Include any proposed product information and technical information that would assist us in preparing a Solicitation, including any options or ideas that DPS may not have considered.

● In-Person Work: DPS realizes that a portion of the projected work would be completed electronically;

however, some tasks may be better suited to be accomplished, through in-person activities.

o Please include details on what tasks would require in-person access, and how many days or how much time would need to be allocated for in-person tasks.

o It would be helpful for the Contractor to provide an explanation and justification why this work would benefit from an obligatory in-person component.

● Pricing: Provide a total Cost Estimate, for the SOS/SOW specified.

o If appropriate include the following: onetime costs, materials and supplies, labor costs, etc.

o If a necessary part of your solution, be sure to include any proposed travel expenses (per diem, lodging, transportation, etc.).

o DPS realizes that any costs provided are budgetary estimates only.

Disclosure: Dayton Public Schools is an Ohio K12 urban school district and subject to Public Information Requests. RFP responses containing proprietary or confidential information must be marked as such.