Page C-1, Background - “The general fund operating budget for the fiscal year 2001 – 2002 is approximately $1.1 billion.”

1a. What is the District’s budget for the project? What are the allocated budgets for each component i.e. Financial, HRMS and SIS?

Answer:

As stated at the vendor meeting: The district has presented to the Board of Education the 'estimates' for the three systems (HR, Finance, SIS) that estimate was $21M. The Board of Education voted 5-0 to release an RFP for the systems. No 'allocations' have been made. Allocations are made after the Board of Education approves all contracts.

Page C-1, Background - “It serves approximately 142,000 students in grades K – 12 at over 180 educational facilities, including 17 charter schools.”

2a. What is a breakdown for the different category of schools i.e. elementary, middle, alternative, etc? Are licenses required for all of these sites, or are some schools within a school?

Answer:

As stated at the vendor meeting: the breakdown of our schools can be found on the district web site located at http://www.sandi.net. Pricing should include licenses for all sites or a District license.

Page C-1, Scope - “Purchase and installation, and subsequent integration and implementation may occur in phases; the District will determine the order of such, as District needs dictate.”

3a. Can the District elaborate on the criterion that may impact the purchase, installation, phases, etc. of the student information system?

Answer:

As stated at the vendor meeting: The district will work with our implementation partner(s) (to be selected in a subsequent RFP) on the installation/implementation phasing strategy.

Page C-1, Scope - Integration and implementation of the system(s) will be addressed in a separate request for proposals to be issued subsequent to this RFP. This RFP includes (but is not necessarily limited to) software and license purchase, installation and testing, as well as software support (including during integration and implementation), and training of District staff.”

4a. Can the District further detail the types of services that would be considered part of the separate RFP for “integration and implementation” of the system(s)?

Answer:

The RFP for implementation/integration will be based on the software systems that are selected as part of this RFP. It will be released as soon as the software vendors have been selected. Also the district may ask the implementation partner to perform modifications.

Page E-33, Timeframe – “The District will require software support (at no additional charge to the District) concurrently with integration and implementation.”

4b. Can the District detail the type of software support services they expect vendors to provide? Is this inclusive of the onsite Project Management services identified on page E-34?

Answer:

During the implementation/integration phase of the project on-site software support must be provided. This is in addition to the on-site Project Management services.

Page C-11, Goals of the SIS – “Interface the Student Information System to other District Wide Applications (finance, HR) and ancillary systems”

5a. What are the other “ancillary systems” the SIS would interface with?

Answer:

For example: The SIS will interface and/or integrate with the HRMS system for data such as certificated employee and credential information to facilitate staffing in the classroom. Other ancillary systems would include systems for transportation, food services, ASB accounting systems (Blue Bear and POS), Special Ed, Horizon (library), Nurse's Choice, GIS (demographer's office), electronic grade books (MicroGrade???), Enrollment Options, CBEDS, California Safe Schools Assessment (CSSA), Title 1, Cal Works, Medi-Cal

Page C-11, Goals of the SIS – “Provide a single database containing real-time data”

5b. Can the District further elaborate on the desired architecture of the new SIS?

Answer:

As stated at the vendor meeting: The district has asked in the RFP for the software vendor to recommend the architecture that will best meet the needs of our district running the vendors software. The district is looking for a district application, not just a site application. The district is looking for a system offering a single, central database where all data is maintained in real-time. The district central offices require constant access to data that is current. Similarly, sites require access at all times to the current information that is maintained by central offices. The district is looking for a system that does not require file transfers between a central database and site databases.

Page C-19, Section V - “Provide your recommendations for time allotted regarding each phase; indicate how quickly you will be able to accomplish each phase. Indicate amounts of time for expedient delivery of software, customization (if District elects to have proposer provide it), installation, testing, and training (phase 1 and 2—reference Page E-32, Paragraph 4, “Time Frames, and Paragraph 5, “Training”).

6a. Specifically, what are software customization services the District expects to be included in the scope of the RFP?

Answer:

The district will determine which modifications to the software will be done by the software vendor, the district, the implementator or an outside contractor. We will specify in contract which modifications will be made by the software vendor.

Page C-19, Section V – “…and for the software to be “conversion-ready” for the District and designated proposer (as chosen in a separate RFP) to effect conversion of the system(s).”

6b. Can the District further elaborate on “conversion ready” and the expected responsibilities of the vendors for this RFP, as well as the future RFP? For example, if the designated proposer (as chosen in a separate RFP) will convert data, to what extent are vendors responding to this RFP expected to provide installation of the system if data conversion has not been completed? Does the District expect vendors to propose a pilot conversion/installation for a subset of schools only? If, so does the District have a desired number of schools to be included in the pilot?

Answer:

Installation will include the installation of software on servers, configuring a limited number of workstations, creation of the database and an initial load of 'demo' data. The district will 'signoff' on installation once The. vendor demonstrates that all components of the software functions as promised in proposal responses, demonstrations, documentation, and the contract. Once installation has been completed by the software vendor, the implementation team will begin data conversion and other activities.

Page C-25, Section X – “Integration and Implementation Information: The District will issue a separate RFP for integration/implementation of each of these systems. However, we ask that you address the following points, and provide any other information you believe the District needs in order to effect a smooth integration/implementation. Based on the modules proposed, estimate (and explain the basis for your estimate) the following for an organization of our size and complexity:”
a. Training time?
b. Conversion time?
c. Overall implementation time?
d. Manpower requirements: District and Proposer/Consultants

7a. Are vendors to include costs for the Integration/Implementation services as described above? If so, will these be included, and evaluated, as part of vendors RFP submission? Or are the costs for information purposes only?

Answer:

This is for information only. It will not be evaluated as part of the RFP.

7b. Is the training referring to the “phase 2 just in time training” detailed on page E-33, Training?

Answer:

Yes.

Page C-26, Section XIII - All pricing offered is to be inclusive of all software, licensing, installation, maintenance, training, documentation, manuals, and other identified charges.

8a. How many years of annual maintenance support is to be included in the vendors pricing? If multiple years, are these to be considered part of the District’s budget for the project?

Answer:

Include pricing for 3 years maintenance. Annual maintenance is not part of the installation/implementation/integration budget.

Page C-28, Section XIV – Can the District prioritize, in order of importance, the Required items in the checklist? Or all required items weighted equally?

Answer:

Requirements are either 'required' or 'desired'. All required items carry the same weight.

Page E-34, Training - Does the District expect the vendor to provide training for all of the users listed? Or is a train-the-trainer approach desired?

Answer:

The district wants the vendors to propose what has been most successful in prior installations of their software.

Page E35, Section 6 – “The District requires that the contract provide dedicated staffing to work on the project from beginning to end.”

11a. What is the project end date? Is it the 12-18 months specified on Page E-33, or is it also to encompass the integration/implementation services which are to be provided by third party contractor?

Answer:

It encompasses the entire project - software installation/implementation and integration.

Page 25, Appendix F - The SIS checklist asks for an interface to a transportation system yet there are specifications for a transportation system on page 22 of the checklist.

12a. Can the District clarify if they wish to replace the exiting transportation system as part of the scope of this RFP? Or is an interface to the existing system preferred?

Answer:

If transportation is part of the vendors integrated solution then it should be noted. If the vendor does not have transportation as part of their integrated product then an interface is necessary.

The District indicated estimated costs for the project is 20 million. Can the district please confirm if the 20 million projected cost is for RFP #P12-107-12 only (licensing, installation, training and annual maintenance), or if the 20 million projected cost also includes the integration/implementation services for all 3 systems, which will be a subsequent RFP

Answer:

As stated at the vendor meeting: The estimate is for software, installation, implementation, integration and training.

Would the District consider a Hosted Data Center model or do you want to host it in-house?

Answer:

The district is open to all architectural models. The district would like vendors to define an architecture that is best suited for the success of their product.

Would the District have any objection to offshore work?

Answer:

Not at this time. Be sure to list all sub-contractors in your response to this RFP. In the contract phase this issue may be re-addressed.

Can the District provide us with the current environment, including DataCenter (DC), h/w, s/w licenses? Is it all housed in one DC or is it distributed? If it is housed in a DC, can the District provide us with the details on power, a/c, routers, systems and network monitoring s/w and other systems in the District DC?

Answer:

Other than information on the Data Center (DC), please find detailed information on current network, systems infrastructure/architecture and security in the RFP document "3. Instructions" under heading "Current Operating Environment/Infrastructure".

The San Diego Unified school District Data Center (DC) is an enclosed room designed to support a mainframe environment (mainframe migrated to c/s and discarded in 2001). Raised floors 102ft by 24ft, 4 entry/exit doors with zephyr locks, emergency lighting, emergency power shut-off and smoke detectors.

power center:
200kVA
13,000 BTU rating
Input rating 460/480V, 60Hz, 3 wire plus ground
Output rating 120/208V, 60Hz, 4 wire plus ground
It is estimated that we currently use 45% to 50% of the available power and 1/3 of the space.

A/C:
Air conditioning with 3 chillers and 4 air handlers that keep the monitored room temperature at 68F.

Does the District have any preference for back-end database? Should we assume it is MS Sql Server? Is there a District/State standard for databases?

Answer:

Find detailed information in the RFP document "3. Instructions" under heading "Current Operating Environment/Infrastructure"." Section "3. Network Operating Systems (NOS) and Databases". As stated at the vendor meeting:MS SQLServer 7.0 is the preferred database.

Is it the intent of the District to migrate all their data to a new system and get rid of their investments in the current systems?

Answer:

This RFP is for the replacement of our current SIS, HR and Financial systems.

What is the District's budget for this RFP? Is it fully funded? Where is it in this process?

Answer:

As stated at the vendor meeting: The district has presented to the Board of Education the 'estimates' for the three systems (HR, Finance, SIS) that estimate was $21M. The Board of Education voted 5-0 to release an RFP for the systems. No 'allocations' have been made. Allocations are made after the Board of Education approves all contracts.

Does the District have IT resources that it wishes to use for the design and development of the new systems or can we assume it will be the total responsibility of the contractor?

Answer:

The district IT department will be VERY involved in the installation/implementation/integration of these new systems. For the purposes of this RFP the vendor should assume all responsibilities for design and development.

Will the District making available a dedicated Project Manager (PM) to work with the Contractor's PM for the duration of the project?

Answer:

Yes. The district has 5 full time Project Managers dedicated to this project. Michael Casey is the overall project manager. Denis Dolbey is the Project Manager for SIS, Barbara Jarrold is the Project manager for HR, Jeff Haraburda is the Project manager for Financial, and Gary Altstadt is the Data Migration Project Manager.

Is the intent of the security system to be monolithic or application specific? In other words, is the District expecting a Single Sign On for all applications?

Answer:

As stated at the vendor meeting: The district is expecting a single sign on for all applications.

Could you please define what you mean by a web-portal interface?

Answer:

The district is expecting an environment that is web based such that when a user signs on they will be presented with a list of options based on user profiles. That environment should be customizable to some extent by users (i.e. my yahoo)

Are there any interfaces to external applications outside of the District, e.g. Travel and Expense or Insurance Systems? Or any within the District even, e.g. Professional Development System?

Answer:

The district has many interfaces to external entities. Data is sent via FTP, e-mail,diskette, etc. Where possible, we would like to eliminate internal interfaces by implementing a fully integrated system.

Does the District have detailed documentation on the existing applications that are proposed to be migrated? If so, can you provide those?

Answer:

The district is currently completing the AS-IS business processes and data mapping for HR, Finance, and SIS. We will not be able to provide that information prior to this RFP due date.

Can you provide data formats of the existing data stores?

Answer:

For the purpose of this RFP, existing data formats will not be provided.

What is your standard for e-mail clients?

Answer:

The current district email client is CE Software's QuickMail. The mail system is SMTP, POP 3. The district is currently investigating options to our email system.

Is level 1 phone support location an issue? Is the District expecting this to be co-located onsite?

Answer:

Phone support can occur at any location.

What is the expectation with regard to timing of responses for all future questions - how long will it take to get a response from SDUSD?

Answer:

The district will attempt to answer questions to this RFP as quickly as possible. All questions should be answered within 2 working days.

I would like to clarify the documentation requirement of the RFP. Our current documentation for End user and technical is created as online documentation and represents approximately 2000 pages. Does the District want 6 copies of this documentation and CD versions?

Answer:

Yes that is correct - we want 6 hard copies of the documentation as well as the documentation on CD.

What is the procedure a vendor should follow for responding to or objecting to items contained in the General Conditions, Instructions and Scope documents?

Answer:

Proposer(s) shall submit any such "responses or objections" with their rpoposals for consideration by the District's legal counsel and other appropriate District parties.

It states on page C-16 in the third paragraph under section 6.1 Proposal Submittal that 20 copies for each system or combination of systems must be submitted. If we are submitting proposals for 2 systems, does that mean we need to provide the district with 40 copies?

Answer:

Yes.

When submitting our response, should we include the entire proposal that was distributed to us (i.e., background, scope, goals, current environment, etc.) or only the sections asking for a response (i.e., proposal form, proposal format and content (pages C-16 through C-28), pricing (pages E-44 through E-48) all requirements spreadsheets, and proposal security?

Answer:

Per page C-15, Paragraph 6, “Proposal Format and Content,” “Proposal packages submitted by proposers must include the District’s Request for Proposal (hard copy) package (#P12-107-12), along with the proposal and agreement forms.” It also states, “Your response to Section XIV (Scope of Work/Requirements) shall be completed and returned via CD (one individual CD for each system—different groups in the District will be reviewing them; include also “All Systems Requirements” for each system).”

In section 6. “proposal format and content you state that sub-section I Description of Firm and Key Staff should be submitted under a separate cover along with the audited finance statements (reference page C-16). Are you requesting 20 copies of this document or just one?”

Answer:

The RFP should have indicated “as indicated on page C-17, Section I, paragraph 2, “Submit, under separate cover, an audited financial statement for your firm and any parent company for the last two years of operation.”
One copy will suffice. Please ensure that it is received in the Procurement office.

On the “Proposal Form” under the signature line it states
“(ALSO SIGN PAGE F-2).” I cannot find a page F-2 either in the e-mailed version of the RFP that was sent to me or the downloaded copy from the web page. Is this a misprint or am I missing a document?

Answer:

There is no F-2 page for this RFP, please disregard this particular instruction (included in error). Thank you.

Architectural-23; Can the District provide expected benchmarks for the
Service Level Agreement with respect to High Volume Transactions? Does
the District have a standard SLA they can provide vendors?

Answer:

Vendors to indicate if system will be available to users during high volume batch processing. If system will not be available to users during high volume batch processing, how long will system be unavailable?

Architectural-23; Due to the nature of all web-based applications, the defined response time of 2-seconds is difficult to achieve. Is this a requirement that all vendors must meet? Or is the District expecting vendors to provide estimates based on their knowledge and expertise?

Answer:

Vendors are to provide their estimates.

Architectural-57; Does the District expect users who are accessing the system via the Internet authenticate themselves using the LDAP directory service before being allowed browser access to any system components using a VPN solution?

Answer:

Gaining access to the district through a VPN connection requires authentication to our Active Directory's RADIUS/LDAP services. Once connection is established the user would have access rights as determined for an intranet user of the application. Secured components of a system would require additional authentication via LDAP. With the right implementation the user's VPN authentication would forward to the application. If the application is not browser-based and LDAP authentication, they would not require a VPN connection. If the application were not considered public, it would not be set up for public access through the firewall.

How many sites within SDUSD require software licenses... there are 16 schools in "special programs".. not sure if these are considered additional
individual schools. But we need to confirm an exact number....

Answer:

SDCS is looking for district license pricing, not site licensing.

Can the District provide a clear definition of their expectations in relation to the initial installation and testing process to be part of the initial RFP process?

Answer:

Software installs successfully and the vendor’s test data runs through required functions without errors.

Will installation and testing under this RFP involve the use of San Diego Unified School District data of will it be possible to use a test environment with vendor supplied data?

Answer:

Vendor supplied data will be used.

Will there be any integration requirements between multiple systems during the installation and testing phase?

Answer:

No.

Would the District be open to utilization of a hosted testing environment at a location other than on-site at the District?

Answer:

No.

What standard, if any, has been selected for the integration between multiple applications?

Answer:

Native SQL or ODBC is currently used.

What level of integration is expected; real-time, batch transfers, etc.?

Answer:

Real-time integration is expected between ERP application. Systems which SDCS interfaces with may use a variety of methods to transfer data; FTP, e-mail, CD, etc.

What is the willingness of the District to review and possibly modify existing business practices to take advantage of new technology?

Answer:

SDCS is currently examining their AS-IS business processes and expects to implement best business practices.

Can you define what you mean by ad hoc reporting capabilities to users?

Answer:

Ability for users to extract data from the system database to perform their own analysis using Excel, Access, and other database utilities.

Does the District have a training staff that can assist in the training effort or does the District plan on the vendor providing training to all users?

Answer:

The District has staff to assist in training activities.

A concern was raised regarding the District's requirement (refer to Requirement #4, in "General system features/all systems" ) that indicates "supports MS SQL Server 7 and 2000."

Answer:

As stated in the mandatory meeting of February 27th, San Diego City Schools currently uses MS SQL server as our backend database. We are willing to evaluate other applications built on large, scalable, and robust database engines.

In the System Overview area of Section VII ask if our application is "SIF compliant." Could you define SIF compliance, perhaps by providing a reference to a web site or publication?

Answer:

SIF stands for "School Interoperability Framework”. The best information about SIF is found at their website: http://www.sifinfo.org

BEN-18; What is meant by rollover benefits?

Answer:

New staff has the option of rolling over TSA or 403(b) monies into new plans and must contact the company to which they want the funds rolled into. However, if the employee wants to continue contributions to the plan, a request may be make of the district to withdraw funds from salary and deposit them into an account. The account the funds should be deposited to must be on the districts’ list.

PAY-107; Please describe the type of coordination necessary.

Answer:

Full time staff accrue 8 hours of sick leave a month and part time employees accrue a proportional amount. There are no limits on sick leave accrual.
A total of 8 days of sick leave per fiscal year may be used for personal necessity leave which have strict definitions. Within personal necessity the various allowable reasons must be tracked, for example, no more that 3 personal necessity days may be requested for religious holidays in any fiscal year.
In addition to full-salary sick leave, the district also provides that each member shall be entitled to up to one-hundred (100) half-salary sick leave days each fiscal year. The combination of full-salary and half-salary sick leave shall not exceed defined limits. Half-salary sick leave is to be used only after full-salary sick leave benefits have been exhausted. Catastrophic leave is leave donated by employees for the use of others. It must be requested, approved, and tracked. It is given in specific amounts and can only be used when “all paid leaves have been exhausted” per CA Ed Code 44043.5.
Therefore, all the types and sub types of leave must be tracked and coordianated.

PAY-129; What does this refer to? What is being reelected?

Answer:

Reelection refers to the process of reassignment of staff for the following year. The new assignment codes with start and end dates are determined for the different groups and their applicable salaries. Guidelines are developed for automated updates by the system.

Please describe state and federal licenses, certificates, and legal authorizations the District might expect to see other than standard business licenses.

Answer:

The District requires that the proposers list and describe those licenses, certificates, and legal authorizations they hold that are relative to this Request for Proposal.

Question regarding Page C-35, paragraph 22, "Contract Security": Please define "form satisfactory to the District."

Answer:

Sample forms for performance and payment bonds are available by contacting the District procurement representative, Phyllis Lewellen, at (858) 496-8013, or e-mailing her at plewelle@mail.sandi.net.

Will the District accept a Bank Letter of Credit rather than a performance bond?

Answer:

No.

PC-34; Please provide further clarification on this item.

Answer:

Capability to set-up classified position descriptions within a broadband group concept. Salary increases may be earned based upon acquiring a new skill level along with annual step increases (Skill based pay system). The district currently has specific defined positions that only provide for limited annual step increases. The district would consider this as an option in the future.

PER-13; Please describe what this is.

Answer:

On-line reporting that alerts designated administrator of real-time damage at site for analysis of personnel support needs. This alert may also go to other designated departments for quick assessment.

PER-31; What is meant by “organizational chart roll-up”?

Answer:

Perform drill down to specific detailed areas of the organization and perform the reverse, by rolling back up from detail to executive level.

PER-97; Please define “’credential field’ teacher”.

Answer:

Teachers assigned to teach in their “credentialed field” are teaching the specific subject authorized on their credential document. Numerous teachers teach certain subjects out of their credential field based on other legal options available. We want to be able to track these teachers for compliance requirements.

Guidance-67; Can the District specify what are data elements need that to be recorded in order to comply with the Four-Year Plan conferencing (California Senate Bill 813)?

Answer:

Which conference (8th grade or 10th grade), whether or not parent/guardian attended, date held, school where it was held.

Graduation-95; Can the District specify what are the requirements that must be printed on their Transcript? Can the District provide an example?

Answer:

Some demographics; address; parent/guardian; immunization status; Golden State Exam scores; status towards graduation (credits required, credits earned, credits still needed, credits in progress, other non-credit requirements met); district GPAs; graduation document type, date & comment; class rank & size; graduation WGPA; courses’ grades, credits, and course flags such as weighted or repeated.

What are the transcript data elements that must be viewed online?

Answer:

All elements that are printed on the hardcopy.

Graduation-97; What are the requirements of the District's graduation documents and commencement programs for SDUSD? For example, what data elements are reported on in the graduation documents?

Answer:

Graduation name, type of document(s), graduation status, graduation date, graduation GPA, class rank, CSF Life membership, principal, superintendent, and school board president names and electronic signatures.

What is the commencement program? What data elements need to be recorded for the commencement program?

Answer:

The program printed for the commencement ceremony. It contains lists of names of students (graduation name) and lists of students receiving special honors such as honor roll, CSF Life membership. The data is currently provided electronically to a vendor for printing.

Graduation-98; What is CAHSEE?

Answer:

California High School Exit Exam

What type of data needs to be recorded for a student's attempts and results?

Answer:

Date of attempt, test/sub-test, score, other CAHSEE-related information available in your system.

What are the required field characters and length of the CAHSEE status indicator?

Answer:

Specific information about field types and lengths was deliberately not included to allow vendors to propose “best practice” approaches and to not restrict solution to current district solutions.

Concurrent-26; Can the District clarify if these are districts within SDUSD or outside of SDUSD?

Answer:

SDUSD is a single district in San Diego county; this requirement relates to students enrolling in more than one school district in San Diego county.

Enrollment Options-56; Can the District specify what data needs to be included on the reports or can the District provide an example?

Answer:

The district offers parents options for choosing which district school they want to enroll their student(s) in. This requirement provides the district a mechanism to record, prioritize, track, and report on applications by parents to enroll their student(s) in district schools other than their neighborhood school. Students from outside of SDUSD are also allowed to apply for enrollment in an SDUSD school. Information such as a “rank number” (which is randomly-generated number), several factors (siblings, continuity within a program or school cluster, special courses, etc.), school boundaries, etc.

Scheduling/Courses-19; What is the Course of Study? Is it a third party application or was it developed in-house? What language is it written in? What are the requirements for integration i.e. data elements that need to be integrated and flow?

Answer:

The Course of Study is a document that describes the content of all of the courses the district teaches. It is available to view from the district website. The integration requirement is to provide a mechanism to connect the description of at course with the credential(s) required for teaching it, and the attributes of the course (such as weighted, counts for graduation, meets UC/CSU a-g requirements, prerequisites, co-requisites, etc.). Conceivably it might be used to generate a course table for master scheduling. It would at a minimum, need to be able to electronically linkable to a school’s master schedule.

Attendance/Positive Attendance-35; Can the District specify how attendance recorded for ROP and Internship Classes?

Answer:

The number of hours a student has attended or worked is recorded.

Miscellaneous/General-24; Can the District specify exactly where compliance with CA School Accounting Manual is appropriate? Is this feature for the Finance/HRMS systems only?

Answer:

This would be related to the interfaces with Finance/HRMS and with Associated Student Body accounting and record-keeping.

Miscellaneous/General-25; Can the District detail what is the Standardized Account Code Structure (SACS)? Specifically, what compliance is required for the SIS vendors?

Answer:

This would be related to the interfaces with Finance/HRMS and with Associated Student Body accounting and record-keeping.

Miscellaneous/General-26; Can the District detail what is the Governmental Accounting Standards Board Statement 34 (GASB)? Specifically, what compliance is required for the SIS vendors?

Answer:

This would be related to the interfaces with Finance/HRMS and with Associated Student Body accounting and record-keeping.

Miscellaneous/General-32; Specifically, what data elements need to be captured for services the District provides for Charter Schools so costs may be received?

Answer:

The district is allowed to charge Charter schools for the services that the district provides. This includes such things as attendance accounting (see www.cde.ca.gov), grade reporting and student assessment, computer applications, and support.

Miscellaneous/General/Reporting-3 & 68; These questions suggest a Data Warehousing solution is required. Is this the intent of the District? If so, is this to be included on the scope of vendor's bid submission?

Answer:

The district is looking for a district-wide (not site-based) solution, running on a central database. These requirements relate to Miscellaneous/General requirement #1. The schools need to be about to combine information from multiple databases, possibly using such capabilities as Views. The district central offices need access to REAL TIME data from the schools.

What is the commencement program? What data elements need to be recorded for the commencement program?

Answer:

The ceremony program printed for the commencement ceremony. Besides information the schools provide to the printer regarding ceremony speakers, etc., it contains lists of names of students (graduation name) and lists of students receiving special honors such as honor roll, CSF Life membership. The graduates’ data is currently provided electronically to a vendor for printing.

Enrollment/Special Programs-43; Can the District specify the requirements for the on Off-Campus Integrated Learning Experiences (OCILE) attendance and participation? For example, how attendance is recorded? What data needs to be recorded for participation? Is a report required? If so, can the District provide an example?

Answer:

Currently, each OCILE site has its own database, which is used for grouping students. Currently, attendance is recorded manually on attendance rosters printed from the site database. Besides schedule and attendance recording for the OCILE site, student demographic, health concerns, and transportation information, along with the student’s regular school of attendance and regular teacher. Labels need to be printed for bus tags, and reports of numbers of students are prepared for Food Services and for Court-ordered integration reporting. Attendance information is sent to the district Pupil Accounting office.

Enrollment/Special Programs–44; Can the District specify what the requirements are for the High School Diploma Program Adult Education Independent Study contract and Attendance Register? Is this a report? If so, can the District specify what data needs to be included or can the District provide an example?

Answer:

The contract describes the course and work a student will complete, and how many hours were assigned. The number of hours of work earned by students is reported by teacher and course. Attendance (by number of hours earned) is recorded for each student, by course and day (date). Attendance and active enrollment information is reported for the following categories of students: Classroom concurrently enrolled students, Independent Study concurrently enrolled students, Classroom Adults, Independent Study Adults (age 16-18), and Independent Study Adults.

Enrollment/Biliteracy-51; Can the district clarify what R30 is?

Answer:

The R-30 Language Census is submitted annually in March by every school district, as mandated by the state as a requirement for funding English Learners and former English Learners. See the California Department of Education website: www.cde.ca.gov/demographics. The district Biliteracy department is required to document English Learner placement, maintaining historical records.

Attendance/General-1; Can the District specify the reports required for federal attendance accounting and reporting requirements?

Answer:

Information on these forms can be found on the California Department of Education’s website, www.cde.ca.gov/csr and www.cde.ca.gov/fiscal.

Attendance/General-15; Can the District specify the state's J-18/19 format requirements? Can an example be provided?

Answer:

Information on these forms can be found on the California Department of Education’s website, www.cde.ca.gov and www.cde.ca.gov/fiscal, specifically under “Fiscal Software”.

Attendance/General-16; Can the District specify what data elements need to be included on the state-mandated P1, P2 and annual reporting requirements. Can an example be provided?

Answer:

Information on these forms can be found on the California Department of Education’s website, www.cde.ca.gov and www.cde.ca.gov/fiscal.

Miscellaneous/Reporting-62; Specifically, what data elements need to be recorded and reported for federal & state requirements of Consolidated State Plan (CSP)? Can the District provide an example?

Answer:

See the California Department of Education website: to www.cde.ca.gov/iasa/. A related topic is identification of immigrant students who have been in any school in the U. S. less than three years (related to Student/Demographics, #15).

Item 6; Please provide definition of “Alert”?

Answer:

Student/General–6: Provide mechanism to generate notices to parents of enrollment information that may be missing or incomplete.

Item 18; Please define what is meant by reporting on socio-economic factors.

Answer:

Student/Demographic – 18: Such things as ethnicity, family income, parents’ highest level of education, etc.

Student/Health-41: Accommodate definition of medical codes by users to meet district and state requirements and standards. Please provide more information on what is needed for definition of medical codes.

Answer:

The district has codes for various fields (Provider Code, Vaccine/Immunization Code, Immunization Status Code, etc.) that are input in the SIS Health screens. These codes are used to edit input and display the corresponding titles. See www.medi-cal.ca.gov website for some examples of government-defined programs and codes that we may also use.

Student/Health-42: Accommodate classification of medical codes as either required or optional, based on the district and state requirements. What is meant by either required or optional?

Answer:

There are a large number of different vaccines and/or immunizations that the district needs to keep track of (see California State Immunization Record). A student is required to have completed some of these in order to be allowed to attend public school. The nurses need a way to identify all students that have not had all their required immunizations (or have not had a particular immunization).

Student/Guidance-74: Identify and report students participating in career preparation. Is career preparation considered a special program?

Answer:

No. The State recently added the requirement of reporting students involved in taking courses in particular career clusters (i.e.sequence of courses). Students completing series of courses identified as being part of a “career sequence” are tracked and reported on. See www.cde.ca.gov/perkins/index.html, www.cde.ca.gov/rocp/, and wwwstc.cahwnet.gov/ for additional information.