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					Proposal #23-21-12                                                 San Diego Unified School District


                            Procurement and Distribution Department
                                        Procurement Unit
                                 San Diego Unified School District
                                       2351 Cardinal Lane
                                   San Diego, California 92123
                                          858-496-8013

                      REQUEST FOR PROPOSAL #P23-21-12
        ENTERPRISE RESOURCE PLANNING SYSTEMS INTEGRATION SERVICES



SUBMITTED BY
                                       (COMPANY NAME)

                                      NOTICE TO BIDDERS

The Board of Education of the San Diego Unified School District of San Diego County, California,
invites and will receive sealed proposals until 2:00 p.m. on

                                       August 30, 2002
                                         (DEADLINE DATE)
                                          non-public opening

at the offices of the Procurement and Distribution Department, 2351 Cardinal Lane, San Diego,
California 92123-3799, for the award of a contract, as follows:

        ENTERPRISE RESOURCE PLANNING SYSTEMS INTEGRATION SERVICES

Proposals must be submitted on forms provided by the San Diego Unified School District, including all
applicable forms detailed and contained in this package.

Dates Advertised:
(1)    August 8th, 2002             Procurement Representative: Ms. Phyllis Lewellen

(2)     August 15th, 2002           Telephone:                    858-496-8013

                  PROPOSAL FORM MUST BE SIGNED & RETURNED WITH PROPOSAL

                        IMPORTANT! MANDATORY PRE-PROPOSAL MEETING
                                 August 19, 2002 (reference Page 5)

              PROPOSAL SECURITY OF $20,000.00 MUST ACCOMPANY PROPOSAL
                            ( See page 13, paragraph V)




Prepared by
 Gartner Consulting
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services


                                        PROPOSAL FORM

Board of Education
San Diego Unified School District
Procurement and Distribution Department
2351 Cardinal Lane
San Diego, CA 92123

Re: Request for Proposal No. P23-21-12

To: Members of the Board of Education

The undersigned, doing business under the full and complete legal firm name as set forth below,
having examined the Notice to Proposers, Proposal Form, Instructions to Proposers, the General
Conditions, the Specifications, the Agreement, and all other documents forming a part of the
Proposal package for the above-referenced proposal, hereby proposes to perform the Agreement,
including all of its component parts, and to furnish all materials called by them for the entire
order for the prices set forth in the quotation sheets contained in said proposal package. The
entire proposal package is submitted, together with this Proposal Form.

Name of Company

Legal Status (i.e., sole proprietorship, partnership, corporation)


Tax I.D. Number
                                          (Sole Proprietorship only)

Address:

Authorized Representative:
                                                            Signature


                        Name            (print or type)


                         Title

Date:

Telephone:




                                                                                   9 August 2002—Page i
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services


                       “NONCOLLUSION AFFIDAVIT” TO BE EXECUTED BY
                         PROPOSER AND SUBMITTED WITH PROPOSAL

                                                                    ]
State of California                                                 ]
County of ________________________________] ss.
                                                                    ]

____________________________________________________ , being first duly sworn, deposes
       (Name)

and says that he or she is
                                                                    (Title)

of
                                          (Name of Company)

the party marking the foregoing bid that the bid is not made in the interest of, or on behalf of, any
undisclosed person, partnership, company, association, organization, or corporation; that the proposal is
genuine and not collusive or sham; that the Proposer has not directly or indirectly induced or solicited any
other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired,
connived, or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall
refrain from bidding; that the Proposer has not in any manner, directly or indirectly, sought by agreement,
communication, or conference with anyone to fix the proposal price of the Proposer or any other
proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other
proposer, or to secure any advantage against the public body awarding the contract of anyone interested in
the proposed contract; that all statements contained in the proposal are true; and, further, that the Proposer
has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the
contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any
corporation, partnership, company, association, organization, proposal depository, or to any member or
agent thereof to effectuate a collusive or sham proposal.”

I declare under penalty of perjury that the foregoing is true and correct.
Executed on _______________________, 200_ at

__________________California.

                                                                    Signature


                                                                    Title
SUBSCRIBED BEFORE ME on this               day of , 200 .

                                                                    ________________________________
                                                                    Notary Public

My Commission Expires:                                              ________________________________
                                                                    Expiration Date




                                                                                       9 August 2002—Page ii
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                      Table of Contents




                                      Table of Contents




                                                                                  9 August 2002—Page iii
Proposal #23-21-12                                                         San Diego Unified School District
                         Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                          Table of Contents



                                               Table of Contents
I.    Rules of Preparation .............................................................................................. 1
      A. Introduction ........................................................................................................ 2
      B. Request for Clarifications or Interpretations ....................................................... 4
      C. Contact with District Employees ........................................................................ 4
      D. Critical Dates ..................................................................................................... 5
      E. Pre-Proposal Conference .................................................................................. 5
      F. Submission of Proposals ................................................................................... 6
      G. Identification of Proposer ................................................................................... 8
      H. Rejection of Proposals ....................................................................................... 9
      I. Amendments ...................................................................................................... 9
      J. Other Documents of Agreement ........................................................................ 9
      K. Taxes ................................................................................................................. 9
      L. Proposal Negotiations ........................................................................................ 9
      M. Proposers Interested in More than One Proposal ............................................ 10
      N. Telephone Expense ......................................................................................... 10
      O. Method of Award .............................................................................................. 10
      P. Governing Board Approval............................................................................... 10
      Q. Evaluation ........................................................................................................ 10
      R. Inspection of Facilities...................................................................................... 12
      S. Independent Price Determination .................................................................... 12
      T. Cost Liability .................................................................................................... 12
      U. Delivery of Documents ..................................................................................... 12
      V. Proposal Security ............................................................................................. 13
      W. Contract Security ............................................................................................. 13
      X. Substitute Security ........................................................................................... 13
      Y. Fingerprinting ................................................................................................... 14
      Z. District’s Right to Terminate Process ............................................................... 14
      AA. Oral Communications Not Binding ................................................................... 14
      BB. Proprietary Information .................................................................................... 14
      CC. Conditions of This Proposal ............................................................................. 14
      DD. Hours of Work .................................................................................................. 16
      EE. Approval to Start Work ..................................................................................... 16
      FF. Availability of Funds ......................................................................................... 16
      GG. Withdrawal of Proposals .................................................................................. 16
      HH. Disclosure of Litigation ..................................................................................... 16
      II. Exceptions to the RFP ..................................................................................... 17
      JJ. Other General Conditions ................................................................................ 17
      KK. Other Obligations ............................................................................................. 17
II.   Background and System Overview ..................................................................... 19
      A. Introduction ...................................................................................................... 20
      B. Goals and Objectives ....................................................................................... 20
      C. Summary of Proposed System ........................................................................ 21
      D. Current Environment ........................................................................................ 21


                                                                                                      9 August 2002—Page iv
Proposal #23-21-12                                                         San Diego Unified School District
                         Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                          Table of Contents

      E. Project Partners ............................................................................................... 27
III. Technical Requirements ...................................................................................... 29
     A. Technical Requirements .................................................................................. 30
IV. Proposer Response .............................................................................................. 41
    A. Introduction ...................................................................................................... 42
    B. Administrative Requirements ........................................................................... 43
    C. Technical Requirements Response ................................................................. 52
V. Costs ..................................................................................................................... 57
   A. Introduction ...................................................................................................... 58
   B. Systems Integration and Implementation Costs ............................................... 59
   C. Optional Costs ................................................................................................. 60
   D. Hourly Rates .................................................................................................... 61
   E. Total Cost Summary ........................................................................................ 62
Appendix A– ERP Services Agreement ..................................................................... 63
Appendix B –Proposed Software Modifications ....................................................... 85
Appendix C – Current SDUSD Applications Environment ....................................... 90
Appendix D – Current District Operating Environment & Infrastructure ................ 94
Appendix E – Required Interfaces ........................................................................... 101
Appendix F – Archive & Conversion Requirements............................................... 106
Appendix G – Overview of Current SDUSD Systems ............................................. 113
   A. Human Resources Systems Overview........................................................... 114
   B. Financial Systems Overview .......................................................................... 118




                                                                                                      9 August 2002—Page v
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                 I. Rules of Preparation




                                         I. Rules of
                                         Preparation




                                                                                  9 August 2002—Page 1
Proposal #23-21-12                                                      San Diego Unified School District
                      Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                  I. Rules of Preparation


A. Introduction
The San Diego Unified School District (“the District”) recently selected PeopleSoft Human
Resources Management (v 8.3), Financial Management (v 8.4), and Enterprise Portal (v 8.4)
applications based on a Request for Proposal (RFP) process that sought comprehensive software
solutions for finance and human resources software. As a result of this selection, the District
invites your company to submit a written proposal to provide systems integration services for the
implementation of the following modules:
        Human Resources Management
          Human Resources
          Payroll
          Time and Labor
          ePay
          Benefits Administration
          eRecruit
          eProfile
        Financial Management
          General Ledger
          Receivables for Education and Government
          Payables for Education and Government
          Asset Management for Education and Government
          Budget Planning for Education and Government
          Cash Management
          Projects for Education and Government
          Grants
          Billing for Education and Government
          Purchasing for Education and Government
          Inventory for Education and Government
          eProcurement for Education and Government
        Enterprise Portal
          Human Resource Management Portal Pack
          Financials Portal Pack
          Supply Chain Portal Pack (Purchasing and Inventory)
          Integration with Collaborative Applications
          Data Warehouse and Reporting




                                                                                   9 August 2002—Page 2
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                 I. Rules of Preparation

Specifically, the District seeks a qualified systems integrator, that has implemented PeopleSoft
Human Resources Management and Financial Management, in at least one similarly sized school
district, or state or local government entity, to provide comprehensive integration, customization,
data conversion, documentation and project management services. Systems integrators are to
propose a fixed cost solution based upon the District’s requirements contained in this RFP and
any subsequent RFP addenda.

This RFP states the overall scope of services desired, terms and conditions as well as systems
implementation experience and qualifications to be provided. The proposal should clearly
demonstrate how the District would be provided with the services and support that will best
satisfy the District’s requirements. The RFP is organized as follows:
     Proposal Forms
     Section I—Rules of Preparation: Provides a brief background of the Project and the
         rules of preparation for proposals.
     Section II—Background and System Overview: Presents a brief background
         description of the District and its desired approach to implementing the Enterprise
         Resource Planning (ERP) system. This section also contains a brief description of the
         existing application and technical operating environment within the District as it relates
         to the current finance and human resources systems.
     Section III—Technical Requirements: Provides detailed technical requirements.
     Section IV—Proposer Response: Requires Proposer responses to administrative
         requirements, including company background and qualifications, specifications and
         capabilities of proposed system and services to be provided. Additionally, it requires
         Proposer responses to the Technical Requirements as detailed in Section III.
     Section V—Costs: Requires responses for proposal cost information.
     Appendix A: Provides the District’s implementation services contract language.
     Appendix B: Provides a summary of the modifications to the delivered PeopleSoft
         system that the District estimates will be required.
     Appendix C: Provides a table of the District’s current applications environment.
     Appendix D: Provides a detailed overview of the District’s current technical operating
         environment.
     Appendix E: Provides the list of required interfaces to other District information systems
         as well as external entities.
     Appendix F: Provides data archive and data conversion requirements.
     Appendix G: Provides an overview of District’s Human Resources and Financial
         Systems.

Your response should clearly detail how your proposed software implementation services can
best satisfy the District’s requirements. The District requires a comprehensive service solution
with a systems integrator with legal, project management and financial responsibility for services
related to the integration and implementation of the software package. One consolidated
response with all cost items included in the cost summary shall be submitted. The systems



                                                                                  9 August 2002—Page 3
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                 I. Rules of Preparation

integrator shall be the sole point of contact for the District with regard to system implementation
contractual matters.

To ensure a fair and objective analysis of all proposals, the submitted proposal must follow the
rules stated within this section and the format established within this RFP. Failure to comply
with or complete any portion of this request may result in rejection of a proposal.

B. Request for Clarifications or Interpretations
The District’s Project Manager is Mr. Michael Casey. The District has hired Gartner Consulting
to act as its consultant during system planning and selection. Questions or comments regarding
this RFP are to be in writing and submitted to:
    Ms. Sandra Yamashiro
    Gartner Consulting
    7676 Hazard Center Drive,
    Suite 810
    San Diego, CA 92108
    (619) 542-4823
    (619) 542-4801 Fax
    E-Mail: sandra.yamashiro@gartner.com

A prospective Proposer may submit a request for clarification or interpretation of any aspect of
the RFP. Any interpretation or correction of the RFP document will be made by Addendum duly
issued and a copy of such Addendum will be e-mailed to each person receiving a set of RFP
documents. Any addenda issued prior to the opening of the proposal, or forming a part of the
documents loaned to the Proposer, for the preparation of its proposal, shall be made part of the
RFP.

A copy of the Request for Proposal that the District released for Human Resources, Student
Information, and Financial Systems (#P12-107-12) is available to interested Proposers at the
District’s web site at www.sandi.net/dwa.

C. Contact with District Employees
All Proposers are prohibited from contacting District staff and employees regarding this RFP
between the time of issuance of the RFP and issuance of intent to contract letter, unless such
contact is made to the District’s Consultant as noted in Section I, Part B of this RFP. Failure to
comply with this provision could result in the rejection on a Proposer’s proposal.




                                                                                  9 August 2002—Page 4
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                 I. Rules of Preparation



D. Critical Dates
                              Event                                    Date              Day/Time
Release RFP                                                     8/09/02              Friday
Written Questions Due for Pre-Proposal Conference               8/15/02              Thurs., 5 p.m. PST
Pre-Proposal Conference (Mandatory)                             8/19/02              Mon., 1 p.m. PST
Deadline for Written Proposal Inquiries                         8/23/02              Fri., 5 p.m. PST
Response to Written Proposal Inquiries                          8/27/02              Tues., 5 p.m. PST
Proposal Due Date                                               8/30/02              Fri., 2 p.m. PST
Proposer Evaluation/Selection                                   9/20/02              Friday
Contract Negotiation Period                                     9/06/02-10/11/02
Governing Board Meeting/Proposer Notification                   10/22/02             Tuesday
Begin Implementation                                            11/04/02             Monday

The District reserves the right to adjust the above schedule, as District needs dictate.

E. Pre-Proposal Conference
A mandatory Pre-proposal Conference will be held on August 19th, 2002, from 1 p.m. to 3 p.m.,
PST, at the following District location to allow all Proposers an opportunity to ask questions
regarding the RFP. This meeting is mandatory for all Proposers who will be submitting an RFP.
    San Diego Unified School District
    Eugene Brucker Education Center
    4100 Normal Street, Auditorium
    San Diego, CA 92103

The District will not accept proposals from Proposers that do not attend this proposal conference.

Each Proposer’s participation in this proposal meeting shall be evidenced by the District
Representative’s completed sign-in sheet. It shall be each Proposer’s responsibility to sign in.

Failure of any Proposer to receive or examine any form, instrument, addendum or other
document shall in no way relieve any Proposer from any obligation with respect to their proposal
or to any contract resulting from this proposal. The submission of a proposal shall be taken as
conclusive evidence of compliance with this condition. Failure to meet this condition may result
in rejection of any offering on this proposal.

Prospective Proposers are encouraged to submit written questions, in advance, of the conference
to Sandra Yamashiro at Gartner Consulting. Written questions should be submitted via fax or e-
mail by August 15th, 2002 at 5 p.m. PST. During the Pre-proposal Conference, prospective
Proposers may raise additional questions. Subsequent to the mandatory Pre-proposal
Conference, the District will respond to questions, or clarify issues raised, in writing, as the
District deems appropriate. All written responses to questions by any prospective Proposer will
be distributed to all prospective Proposers.


                                                                                   9 August 2002—Page 5
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                 I. Rules of Preparation



F. Submission of Proposals
No proposal shall receive consideration by the District unless made in accordance with the
format describe in Section IV and the submission instructions detailed below.

Each proposal should be prepared simply and economically, and should provide a
straightforward, concise description of the Proposer’s ability to meet the requirements of the
RFP. Bindings, colored displays, promotional material, etc. will receive no evaluation credit.
Emphasis should be on completeness and clarity of content. In addition, the District will look
with disfavor upon proposals that seem to be “canned” presentations of promotional materials
that do not follow the format required in this RFP, and do not appear to address the District’s
particular requirements, and any such Proposers may be disqualified.

In order to evaluate all proposals on a uniform basis, Proposers are required to conform to the
proposal instructions, specifications and requirements. Partial responses, qualifications or
exceptions to the requested items, term and conditions, or any other part of the proposal may
cause the District to deem the proposal as non-responsive, and will be rejected.




                                                                                  9 August 2002—Page 6
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                 I. Rules of Preparation

Please prepare and submit the following:
Table 1. Submission of Proposals
  Deliverable to the District             No. of Copies                           Format / Type
Overall Proposal (excluding          One single-sided, signed,          Printed on white paper
Cost Proposal) assembled in           unbound marked original            Submitted in separately SEALED
the following format order:          Twenty bound copies                 envelope marked “San Diego
      Proposal Form                  (i.e., ringed binders, spiral       Unified School District, Proposal
      Non-Collusion Affidavit        binders, etc)                       No. P23-21-12, Name of
                                                                          Proposer’s Company, Date Due,
      Proposer Response                                                  and Time Due.”
       (RFP, Section IV)
    Proposal Bond (with
       original only)
Cost Proposal (RFP, Section          One single-sided, signed,          Printed on white paper
V)                                    unbound marked original            Submitted in separately SEALED
                                     Twenty bound copies                 envelope marked “San Diego
                                      (i.e., ringed binders, spiral       Unified School District, Proposal
                                      binders, etc)                       No. P23-21-12, Cost Proposal,
                                                                          Name of Proposer’s Firm, Date
                                                                          Due, and Time Due.”
Financial statements for the         One                                Marked “confidential” with firm’s
two most recent fiscal quarters                                           name, and “Proposal No. P23-21-
and audited financial statement                                           12 --Financial Statement—
for the last two years of                                                 Attention Phyllis Lewellen”
operation
Additional Systems Integrator        Limited to five sets only          Printed or CD-ROM
Literature
Complete Proposal (excluding         Two                                CD-ROM
Cost Proposal)
Completed Cost Proposal              Two                                CD-ROM

SEALED PROPOSALS MUST BE RECEIVED AT THE REQUIRED DISTRICT
LOCATION NO LATER THAN 2 P.M. PST, AUG 30TH, 2002.

PROPOSERS ARE RESPONSIBLE FOR ENSURING THAT THE FOLLOWING
IDENTIFYING INFORMATION APPEARS ON THE OUTSIDE OF THE SEALED
ENVELOPE:
         Reference to “PROPOSAL NO. P23-21-12”, company or organization name, date due
         and time due. If delivery service is used which prohibits such markings on their
         envelopes or package, this information must be placed on the outside of an interior
         envelope or package.




                                                                                       9 August 2002—Page 7
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                 I. Rules of Preparation

All proposals shall be submitted to:
    Ms. Phyllis Lewellen, Contract Specialist
    San Diego City Schools
    Procurement Unit
    2351 Cardinal Lane, Building M
    San Diego, CA 92123
    (858) 496-8013
    (858) 627-7425 fax
    E-mail: plewelle@mail.sandi.net

Proposals received after the specified date and time may not be considered. To guard against
premature opening, untimely or inadvertent mishandling, sealed proposals shall be submitted,
plainly marked with the proposal title, proposal number, Proposer name, and time and date of the
proposal submission deadline. Prices quoted in the proposal shall remain fixed and binding on
the Proposer for not less than 180 days.

Upon receipt of vendor proposals, each Proposer shall be presumed to be thoroughly familiar
with all specifications and requirements of this RFP. The failure or omission to examine any
form, instrument or document shall in no way relieve Proposers from any obligation in respect to
this RFP.

G. Identification of Proposer
Each proposal must state the full business address of the Proposer and must be signed by the
Proposer with his or her usual signature. Proposals by partnerships must furnish the full name of
all partners and must be signed in the partnership name by a general partner with the authority to
bind the partnership in such matters.

Proposals by corporations must be signed with the legal name of the corporation, followed by the
signature and designation of the president, secretary, or other person authorized to bind the
corporation in this matter.

The name of each person signing shall also be typed or printed below the signature. When
requested by the District, satisfactory evidence of the authority of the officer signing on behalf of
the corporation shall be furnished. A Proposer’s failure to properly sign required forms may
result in rejection of proposal.

The District requires all prospective Proposers to acknowledge receipt of this RFP by sending an
e-mail immediately confirming receipt to the Procurement Representative (indicated in Section I,
Part B) with the following information: company name, address, primary contact (name, address,
e-mail address, phone number), and secondary contact (name, address, e-mail address, phone
number).




                                                                                  9 August 2002—Page 8
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                 I. Rules of Preparation


H. Rejection of Proposals
The District reserves the right to accept or reject any and all proposals and to waive any
irregularities or informalities in the proposals or any portion or combination thereof, or award on
the basis of the total proposal as may be determined, by the District, is in the best interest of the
District.

I. Amendments
The terms, conditions, specifications and scope of work contained in this RFP may be amended
or modified only with the prior written approval of the District. Any addenda or bulletins issued,
by the District Procurement Unit, prior to the opening of the RFPs shall form a part of the
specifications issued to Proposers for the preparation of their proposals and shall constitute a part
of the contract documents.

Any amendments will be made available to all prospective Proposers by August 27th, 2002, at 5
p.m. PST via contact e-mail address and will be posted on the District’s web site at
www.sandi.net/dwa. Amendments will be distributed to prospective Proposers based upon
contact information provided by the Proposers at the mandatory Pre-proposal Conference, see
section E above.

Proposers who submit proposals without receipt of all addenda issued may be deemed to have
submitted proposals not responsive to this RFP solicitation.

J. Other Documents of Agreement
Proposers submitting proposals that require the District to sign additional Proposer agreement
documents must submit all such documents in their entirety and in original form with their
proposal. Documents not submitted with proposal will not be reviewed or signed by the District
and will not constitute a part of this agreement. Furthermore, any documents requiring District
signature are subject to District legal review, revision and approval. Proposers unwilling to
accept the District’s revision(s) to documents shall be subject to rejection/disqualification of their
proposal.

K. Taxes
For the purposes of this RFP, any applicable taxes, fees or government surcharges shall be
itemized separately in the Cost Proposal. Federal excise taxes are not applicable to school
districts.

L. Proposal Negotiations
A proposal to any specific requirement of this RFP with terms such as “negotiable,” “will
negotiate,” or similar, will be considered non-responsive to that specific item and may render the
entire proposal non-responsive and subject to rejection.




                                                                                  9 August 2002—Page 9
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                 I. Rules of Preparation


M.Proposers Interested in More than One Proposal
No person, firm, or corporation shall be allowed to make, or file, or be interested in more than
one proposal for the same work unless special conditions indicate otherwise. A person, firm, or
corporation who has submitted a sub-proposal to a Proposer, or who has quoted prices of
materials to a Proposer is thereby disqualified from submitting a sub-proposal or quoting prices
to other Proposers.

N. Telephone Expense
The Proposer shall pay for any expense resulting from long distance phone calls related to the
Project. The District reserves the right to make “collect” long distance telephone calls to any
Proposer, or the Proposer must provide a toll-free telephone number, for any reason related to
this proposal (i.e., scheduling, literature, affirmative action information, check work status, place
orders, etc.).

O. Method of Award
Award shall be made to the Proposer whose proposal is ranked, by the District’s Evaluation
Team, as being the best value to the District. The evaluation, scoring and award decision of the
District shall be final.

The District reserves the right to reject any and all proposals, to contract services with whomever
and in whatever manner the District decides, to abandon the services entirely, and to waive any
informality or non-substantive irregularity as the interests of the District may require.

The District is the sole judge as to which Proposer substantially meets the proposal evaluation
criteria, and the requirements of the District.

The District reserves the right to make an award of this proposal any time up to six months from
the date of proposal opening.

P. Governing Board Approval
Any award is subject to the acceptance by the San Diego Unified School District Board of
Education at a regularly scheduled meeting.

Q. Evaluation
Evaluation of proposals is expected to be completed within 60 days after they are opened. An
evaluation team composed of representatives of the District and its consultants will evaluate
proposals on a variety of quantitative and qualitative criteria. The proposal selected shall
provide the most cost-effective approach that meets the District’s requirements. The lowest price
proposal will not necessarily be selected. The District intends to select the most qualified and
responsible response that provides the best overall proposal.

Each proposal response will be reviewed based on the criteria set forth in this RFP. The selection
process for the Proposer shall be based upon, but not limited to, the following evaluation criteria:


                                                                                 9 August 2002—Page 10
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                 I. Rules of Preparation

    1. Administrative Requirements as set forth in Section IV.
            Proposal checklist
            Exceptions to sample District contract
            Proposer company information
            References
            Proposer Questions
            Contract-related information
        Statement of Work
    2. Technical Requirements
            Proposer’s ability to meet the following Technical Requirements as detailed in
             Section III:
              Project management and implementation
              Software modifications and interface development
              System security
              Failure recovery
              Disaster recovery
              System capacity
              Testing
              Training
              System performance
              Deployment
              System operations
              System maintenance
           Data conversion and archiving
    3. Costs
            Systems integration services costs
            Optional costs
            Total cost summary

Although the low cost Proposer may not necessarily be awarded the contract, costs are an
important evaluation criterion.

Additional Scoring: The District reserves the right to select finalists for interviews and
negotiations based on the District’s analysis and rating of the proposal package. These
discussions will be conducted in order to evaluate company expertise, qualifications, operations
and services deemed by the District to be in its best interests.



                                                                                 9 August 2002—Page 11
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                 I. Rules of Preparation


R. Inspection of Facilities
The District reserves the right to inspect the Proposer’s facilities and financial statement to
ensure the Proposer’s competence and ability to perform the specified work. The Proposer’s
proposal may be rejected as non-responsive if the above inspection reveals any problems or
inconsistencies that might jeopardize the success of the required service.

S. Independent Price Determination
By submission of a proposal, the Proposer certifies, and in the case of a joint proposal, each party
thereto certifies as to its own organization, that in connection with this proposal:
    A. The prices in the proposal have been arrived at independently, without consultation,
        communication, or agreement, for the purpose of restricting competition as to any matter
        relating to such prices with any other Proposer or with any competitor.
    B. Unless otherwise required by law, the prices which have been quoted in the proposal
        have not been knowingly disclosed by the Proposer prior to award directly or indirectly to
        any other Proposer or to any competitor.
    C. No attempt has been made or will be made by the Proposer to induce any other person or
        firm to submit or not submit a proposal for the purpose of restricting competition.

Each person signing the proposal certifies that he/she:
   D. Is the person in the Proposer’s organization responsible within that organization for the
       decision as to the prices being offered in the proposal and has not participated (and will
       not participate) in any action contrary to A, B, and C above; or
   E. Is not the person in the Proposer’s organization responsible within that organization for
       the decision as to the prices being offered in the proposal but has been authorized, in
       writing, to act as agent for the persons responsible for such decision in certifying that
       such persons have not participated (and will not participate) in any action contrary to A,
       B, and C above.

A proposal will not be considered for award if the sense of the statement required in the Cost
Proposal has been altered so as to delete or modify A, B and/or C above. If B has been modified
or deleted, the proposal will not be considered for award unless the Proposer furnishes with the
proposal a signed statement, which sets forth in detail the circumstances of the disclosure and the
District determines that such disclosure was not made for the purpose of restricting competition.

T. Cost Liability
District assumes no responsibility or liability for costs incurred by the Proposer prior to the
signing of any agreement resulting from this RFP. Total liability of District is limited to the
terms and conditions of this RFP and any resulting agreement.

U. Delivery of Documents
Unless otherwise specified herein, the successful Proposer shall, within five working days after
notice by the District, sign and deliver all bonds, other than the proposal bond, certificates of



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Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                 I. Rules of Preparation

insurance, and other required documents. In the event the Proposer to whom an award is made
fails or refuses to deliver such documents, the District may declare the Proposer’s proposal
deposit or bond forfeited as damages, and may award the work to the next alternative Proposer,
or may reject all proposals and call for new proposals.

V. Proposal Security
Proposals must be accompanied by a certified cashier’s check or Proposer’s bond for
$20,000.00. The cashier’s check or proposal bond shall be made payable to the order of the San
Diego Unified School District. The bond shall be secured by a surety company satisfactory to the
District. The cashier’s check or bond shall be given as a guarantee that the Proposer will perform
in accordance with the agreement if awarded the work. If the Proposer fails or refuses to timely
submit all required documents or otherwise fails or refuses to perform under the agreement, the
District reserves the right to declare the proposal bond forfeited and to pursue all other remedies
in law or equity relating to such failure to perform. Failure to provide proposal security, or
proposal security in the proper amount, may result in rejection of the proposal. Proposers are
solely responsible to pay the costs for all bonds. Proposal security in the amount of $20,000.00,
and in one of the following forms must be submitted with this proposal:
        Proposal bond (including continuous bond)
        Cashier’s check
        Certified check
        Cash: If cash is being submitted as proposal security in lieu of check or bond, cash must
         be taken by the Proposer, prior to the proposal opening, directly to:
             San Diego Unified School District
             4100 Normal Street
             Cashier’s Office, Room 3251
             San Diego, CA 92103
         The official receipt for the cash from the District’s cashier must accompany the proposal.

W.       Contract Security
Upon request by the District, the apparent successful Proposer shall furnish a surety bond, at the
Proposer’s expense, in an amount equal to 100 percent of the contract price as security for the
faithful performance of this contract and shall furnish a separate bond in an amount equal to 50
percent of the contract price as security for the payment of persons performing labor and
furnishing materials in connection with the contract. The aforesaid bond or bonds shall be in a
form satisfactory to the District.

X. Substitute Security
In accordance with Section 22300 of the Public Contract Code, the District will permit the
substitution of securities for any monies withheld by the District to ensure performance under the
contract. At the request and expense of the Proposer, securities equivalent to the amount
withheld shall be deposited with the District, or with a state or federally chartered bank as an
escrow agent, who shall pay monies to the Proposer upon satisfactory completion of the contract.


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Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                 I. Rules of Preparation



Security eligible for investment under this Section shall include those listed in Government Code
Section 16430 or bank and saving and loan certificates of deposit. The Proposer shall be the
beneficial owner of any securities substituted for monies withheld and shall receive any interest
thereon.

Y. Fingerprinting
This proposal is subject to the provision of Education Code 45125.1. Proposer’s employees are
required to submit fingerprints to the Department of Justice in those situations where an
employee may come into contact with students at any site. Upon award of this proposal, the
successful Proposers will be required to comply with the San Diego City School’s fingerprint
requirements (reference Appendix A, page 82, Paragraph 10.16, “Compliance with Education
Code/Indemnification”).

Z. District’s Right to Terminate Process
The District may terminate the RFP process at any time and for any reason as deemed
appropriate by the District. The District makes no commitments, express or implied, that this
process will result in a business transaction with anyone.

AA. Oral Communications Not Binding
No oral conversations or agreements with any official or employee of the District or Gartner
Consulting shall affect or modify any terms, conditions, or requirements of this RFP. Oral
communications by the District or Gartner Consulting to Proposers shall not be considered
binding on the District, nor shall any written materials provided by any person other than the
District’s Procurement Representative via a formal addendum to this RFP.

BB. Proprietary Information
All proposals submitted in response to this RFP become the property of the District and, except
to the extent otherwise provided by law or court order, are exempt from disclosure. By
submitting a proposal, Proposers agree to indemnify the District for costs incurred by the District
associated with any challenge to the nondisclosure of proprietary information, and for any
damages incurred by Proposers should the District be required by judicial action to disclose
proprietary information.

CC. Conditions of This Proposal
The following conditions are applicable to this RFP and your organization’s proposal:
   1. This RFP does not commit the District to enter into a service agreement or similar
       undertaking with the Proposer organization or any other organization and the District
       shall have the right to reject or accept any proposal or offer, or any part thereof (i.e., any
       component of any proposed solution) for any reason whatsoever, and to accept other than
       the lowest offer, in its sole discretion. The District reserves the right to enter into
       relationships with more than one organization, can choose not to proceed with any
       Proposer with respect to one or more categories of software and services, and can choose


                                                                                 9 August 2002—Page 14
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                 I. Rules of Preparation

        to suspend the Project or to issue a new RFP for this Project that would supersede and
        replace this one.
    2. Any recommendations or conclusions from this RFP process concerning the Proposer
        shall not constitute a right (property or otherwise) under the Constitution of the United
        States or under the laws or regulations of the State of California or any political
        subdivision thereof, including the District. By submitting a proposal, the Proposer agrees
        to waive any right it may have to bring any claim, whether in damages or equity, against
        the District, its agents and employees, with respect to any matter arising out of any
        process associated with this RFP.
    3. Each Proposer shall make the following representations and warranty in its proposal
        cover letter, the falsity of which might result in rejection of its proposal: “The
        information contained in this proposal or any part thereof, including its exhibits,
        schedules, and other documents and instruments delivered to the District, is true,
        accurate, and complete. This proposal includes all information necessary to ensure that
        the statements therein do not in whole or in part mislead the District as to any material
        fact.”
    4. Except as expressly provided in Paragraph BB, the District is not restricted in its rights to
        use or disclose any or all of the information contained in Proposer’s organization’s
        proposal, and can do so without compensation to your organization. The District shall not
        be bound by any language in Proposer’s proposal indicating the confidentiality of the
        proposal or any other restriction on its use or disclosure.
    5. Any contract(s) awarded as a result of this RFP shall be in full conformance with all
        statutory or regulatory requirements of the State of California.
    6. Any work product, whether acceptable or unacceptable, developed under a contract
        awarded as a result of this RFP is to be the sole property of the District unless stated
        otherwise in the definitive service agreement.
    7. Timing and sequence of events resulting from this RFP shall ultimately be determined by
        the District. Inasmuch as the District will likely be purchasing new equipment to support
        the software systems that are purchased, the time it takes to order and receive equipment
        may lengthen the time required to complete the overall project.
    8. No oral conversations or agreements with any official, agent, or employee of the District
        shall affect or modify any terms of this RFP, and any alleged oral agreement or
        arrangement made by a Proposer with any department, agency, official or employee of
        the District shall be superseded by the definitive service agreement that results from this
        RFP process. Oral communications by the District or Gartner to Proposers shall not be
        considered binding on the District, nor shall any written materials provided by any person
        other than the District’s Procurement Representative.
    9. Proposals are subject to rejection if they limit or modify any of the terms and conditions
        or specifications of this RFP.
    10. Proposers shall not issue any news release pertaining to this RFP, or the District’s
        software implementation without prior written approval of the District’s Procurement
        Representative, which may be withheld at the District’s sole discretion.
    11. By responding, the Proposer shall be deemed to have represented and warranted that its
        proposal is not made in connection with any competing Proposer submitting a separate


                                                                                 9 August 2002—Page 15
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                 I. Rules of Preparation

        response to this RFP, and is in all respects fair and without collusion or fraud; that the
        Proposer did not participate in the RFP development process and had no knowledge of
        the specific contents of the RFP prior to its issuance; and that no employee or official of
        the District participated directly or indirectly in the Proposer’s proposal preparation.
    12. Neither your organization nor any of your representatives shall have any claims
        whatsoever against the District or any of its respective officials, agents, or employees
        arising out of or relating to this RFP or these procedures (other than those arising under a
        definitive service agreement with your organization in accordance with the terms
        thereof).

DD. Hours of Work
The successful Proposer(s) shall not limit the number of hours dedicated to successfully
complete the requirements of this Project. The successful Proposer(s) will provide unlimited
number of hours required to complete the items and services contained in the RFP and
agreement(s).

EE. Approval to Start Work
This RFP does not permit the successful Proposer to perform work or services until the San
Diego Schools Board of Education has awarded a contract, a contract agreement is approved and
signed by both parties, and all appropriate documentation has been received and approved by the
District. No services are to be provided until after a post award conference is held involving both
parties, and not until the District’s Project Manager has authorized such.

The District shall not be responsible for work done, or services provided, even in good faith,
prior to all of these actions.

FF. Availability of Funds
Any and all purchases are contingent upon availability of funds. In the event that sufficient
funds are not available for this Project, the District reserves the right to negotiate the scope of
this contract, delay implementation, reject all proposals, or award another type of contract other
than that required in this RFP.

GG. Withdrawal of Proposals
The successful Proposer shall not be relieved of the proposal submitted without the District’s
consent.

HH. Disclosure of Litigation
Each Proposer (and each subcontractor included in the Proposer’s proposal) must include a
complete disclosure of any civil litigation, arbitration or proceeding to which it is a party and
which is pending or was concluded within one year from the date of this RFP. This is a
continuing disclosure requirement. Any such litigation, arbitration, or other proceeding
(collectively, “Proceeding”) commencing after submission of a proposal must be disclosed in a
written statement to the District’s Procurement Representative within five (5) business days of its


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Proposal #23-21-12                                                      San Diego Unified School District
                      Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                  I. Rules of Preparation

occurrence. Details of settlements that are prevented from disclosure by the terms of the
settlement may be annotated as such.

II.       Exceptions to the RFP
Any exceptions to RFP and the District’s Systems Agreement, Appendix A terms and conditions
should be included in writing in the Proposer response.

JJ. Other General Conditions
         Requirement to Meet All Proposal Provisions—Each Proposer shall respond to all of the
          specifications and proposal terms and conditions. By virtue of the proposal submission,
          the Proposer acknowledges agreement with and acceptance of all provisions of the
          specifications except as expressly qualified in the proposal. Non-substantial deviations
          may be considered provided the Proposer submits a full description and explanation of
          and justification for the proposed deviations. Whether any proposed deviation is non-
          substantial will be determined by the District at its sole discretion.
         Proposal Retention and Award—The District reserves the right to retain all proposals for
          a period of 180 days after the proposal receiving date (August 30, 2002) for examination
          and comparison. The District also reserves the right to determine and waive non-
          substantial irregularities in any proposal, to reject any or all proposals, and to make award
          as the interest of the District may require.

KK. Other Obligations
The selected Proposer will be required to enter into a written agreement with the District. The
District will require certain contractual obligations, which may include, but are not limited to, the
following:
         Status Reporting—The selected Proposer will be required to attend weekly on-site status
          meetings and submit status reports covering such items as progress of work being
          performed, milestones attained, resources expended, problems encountered and
          corrective action taken, until final system acceptance. Status reports are to be in format
          specified by District.
         Warranty—All workmanship is to be under warranty, for a minimum of one year, from
          the date of final system acceptance. Final acceptance will be determined by a sign-off
          approximately 60 days after the “go-live”. The warranty shall require the Proposer to be
          responsible for all cost of parts, labor, field service, and pick up and delivery related to
          repairs or corrections during the warranty period. There is to be no cost to the District
          beyond those identified in the proposal.
         Costs—All costs should be detailed specifically in Section V, Costs of the RFP. Proposer
          submission should be for a fixed price solution. Proposers should complete all of the
          appropriate cost pages and submit Section V, Costs of the RFP. Proposals that do not
          detail specific costs on the forms provided in Section V, Costs will be considered non-
          responsive.
         Other—In the final contract, the District will require terms regarding such matters as
          performance guarantees for system availability, response time, capacity, and detailed


                                                                                  9 August 2002—Page 17
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                 I. Rules of Preparation

         final system acceptance criteria. Some of the specific guarantees required are identified in
         Section IV, Proposer Response of the RFP. The selected Proposer should be prepared to
         negotiate the inclusion of such items within the scope of services and pricing.
        Laws to be Observed – The selected vendor shall keep itself fully informed of and shall
         observe and comply with all applicable existing State and Federal laws and County and
         City ordinances, regulations and codes, and these laws, ordinances, regulations and codes
         adopted during its performance of the work.
        Payment Schedules—Payments for the proposed system shall be based on defined
         deliverables (e.g., scope validation, documentation, training, etc.). No payments will be
         made in advance of work performed. Upon final system acceptance, no less than 10
         percent of the remaining balance of the contact shall be due.
        Liquidated Damages—The District will include in the contract penalty provisions for
         non-performance. This will include liquidated damages.
        Selection—The final award of contract is subject to approval by the District acting
         through its School Board.




                                                                                 9 August 2002—Page 18
Proposal #23-21-12                                                      San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                   II. Background and System Overview




                                  II. Background and
                                    System Overview




                                                                                  9 August 2002—Page 19
Proposal #23-21-12                                                      San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                   II. Background and System Overview


A. Introduction
The District is the eighth largest urban school district in the United States, and the second largest
in California. It serves approximately 142,000 students in grades K-12 at over 180 educational
facilities, including 17 charter schools. The District’s schools run on both traditional and year-
round calendars. The District employs approximately 25,000 staff (full and part-time); the
General Fund operating budget for the fiscal year 2001-2002 was approximately $1.1 billion.
The District has major administrative offices located at 4100 Normal Street as well as supporting
administrative offices located at various locations throughout the City of San Diego.

The District is a dynamic organization that is determined not only to meet the challenge of
accommodating the community’s present and future educational needs, but also to exceed
expectations. In order to meet and exceed expectations, the District has adopted aggressive
reform strategies for improving student achievement in city schools. This unprecedented system-
wide effort is driving changes in teaching methods and the measurement of results. Proposition
MM, a $1.5 billion bond measure passed in November 1998, is providing the District with the
capital to support critically needed school site facility improvements and renovations as well as
new school construction. To date, a significant amount of work has been completed with a great
deal more in progress and scheduled in the future.

As the District works to bring about dramatic reform at virtually every level of education and
operations, it is crucial that the District have dependable, efficient, cost effective, and flexible
information systems to enable it to reach its goals. The District is seeking to improve the
effectiveness of its management information systems through the implementation an ERP
system. The implementation of this system will significantly reduce the costs and resource
requirements associated with maintaining the District’s numerous and fragmented information
systems while improving the delivery of administrative services.

B. Goals and Objectives
The District’s overall goals for this Project include the following:
        Support the District’s mission to improve student achievement, using information
         technology as an enabler, for teaching and learning in the classroom.
        Increase the amount of time that teachers spend engaged in instructional activities by
         decreasing the time necessary for administrative tasks.
        Implement modern business tools and practices so that more resources can be channeled
         directly into classrooms and instruction.
        Provide an enterprise solution that will integrate the District’s business processes and
         eliminate or minimize redundancy.
        Provide the most efficient and accurate real time information to users to support data
         driven decision processes.
        Provide a flexible system for future needs.




                                                                                  9 August 2002—Page 20
Proposal #23-21-12                                                      San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                   II. Background and System Overview


C. Summary of Proposed System
Through this Project, the District intends to implement a commercially available and proven ERP
system. Through this RFP, the District requires that a systems integrator implement a new ERP
system. Subcontractors may be used for portions of the implementation with prior written
approval from the District. It is required that the selected Proposer, or systems integrator, and
any subcontractors will provide complete system implementation services, including data
conversion, software modification and custom development as required, interface development
as required, as well as comprehensive project management.
D. Current Environment
Business Process Environment
There are multiple processes involved in managing the District’s general accounting, budget,
human resources, payroll, procurement, and revenue collection functions. District business
processes and their respective key activities are listed on the next page.




                                                                                  9 August 2002—Page 21
Proposal #23-21-12                                                         San Diego Unified School District
                        Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                      II. Background and System Overview


Table 2 - District Business Processes and Key Activities
              Business Process                                       Key Activities
         Human Resources Systems
         Human Resources                   Recruiting/Applicant Tracking
                                           Benefits Administration
                                           Leave Administration
                                           Personnel Management
                                           Position Control
                                           Classification/Compensation Management
                                           Professional Development
                                           Credentialing/Licensing/Education
                                           Retirement Administration & Reporting (including PERS/STRS)
         Payroll Time Entry                Time Entry
                                           Approval
                                           Auditing and Internal Controls
         Payroll                           Administration
                                           Verification & Audit
                                           Payroll Processing
         Financial Systems
         Accounts Payable                  Vendor Management
                                           Validate Invoice for Payment
                                           Invoice Data Entry
                                           Invoice Payment
                                           Reporting
         Accounts Receivable               Billing Customers
                                           Customer Dunning
                                           Customer Payments
         Associated Student Body           Student Activities Tracking
         Budgeting                         Budget Preparation
                                           Budget Management
                                           Budget Modification
         Cash Management                   Cash Flow Planning
                                           Cash Flow Management
         Fixed Assets                      Asset Utilization Planning
                                           Asset Procurement and Maintenance
         General Ledger                    Chart of Accounts Maintenance
                                           Expenditure and Revenue Management
         Position Control                  Managing Positions
         Procurement                       Requisitioning
                                           Purchasing
                                           Bids/Proposals
                                           Quotes
                                           Web Solicitations
                                           Contracts
                                           Encumbrance Processing
                                           Receiving
         Risk Management                   Claims Administration
                                           Financial Transaction Processing
                                           Management reporting and data modeling
         Work Orders                       Work Order Management




                                                                                       9 August 2002—Page 22
Proposal #23-21-12                                                      San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                   II. Background and System Overview

Technology and Process Challenges
        Systems Integration—The District’s current financial and human resources systems
         consist of multiple applications that are not fully integrated. This lack of integration often
         requires information to be recorded in multiple systems throughout the District, which
         leads to manual tasks and data integrity issues in the business processes described below.
         Data currently must be shared throughout the District using a limited number of
         automated interfaces and hardcopy information.
        Manual Tasks—Manual tasks have proliferated in an effort to record and share
         information throughout the District. Examples of manual tasks prevalent throughout the
         District business processes include:
          Hardcopy routing of documents and approvals
          Manual transfer of data from forms and hardcopy output to multiple systems,
           additional forms, and correspondence (e.g., data from hardcopy timesheets manually
           entered into payroll system)
          Manual calculations
          Manual crosscheck of disparate system data for auditing, reconciliation, verification,
           and manual correction.
        Data Integrity—The District’s business processes are highly dependent on human
         intervention and manual tasks that potentially lead to data integrity challenges. The
         information used throughout the District is dependent on the following:
          Frequency with which data is updated between systems using automated interfaces
          Accuracy of data being manually maintained and transferred between systems and
           forms
          Accuracy of manual crosschecks and reconciliation between systems
          Accuracy of manual calculations.
        Processing Time—The necessity for duplicate data entry, validation and reconciliation
         of data increases the time required to complete all of the District’s business processes.
        Information Access—Data is often entered multiple times in a variety of departmental
         and enterprise-wide systems. Information that is entered into one system is not readily
         available throughout the organization.

Application Technology Environment
The District relies on a large number of major and minor custom and third party systems to
automate the financial management, payroll, and human resources processes. There are nearly 50
financial systems and nearly 25 human resources systems. District technology staff is responsible
for supporting these systems. Major systems include:
        Financial Database (FDB)—A mainframe legacy system, which was developed internally
         and converted to client/SQL server as part of Y2K activities. All expenditure reporting
         takes place in the FDB, using Power Builder applications (e.g., Accounts Payable, etc.) to



                                                                                  9 August 2002—Page 23
Proposal #23-21-12                                                      San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                   II. Background and System Overview

         create most of the transactions. Source data from these applications is uploaded in batch
         processes nightly.
        Payroll System—A mainframe legacy system, which was developed internally, and
         converted to NT client/SQL server as part of Y2K activities.

A detailed overview of the District’s current financial and human resources systems is included
in Appendix C—Current SDUSD Applications Environment and Appendix G – Current SDUSD
Systems Overview. Table 4 of Appendix C includes a complete listing of existing systems,
detailed by functional area.

Operating Environment and Infrastructure
1. Wide Area Network and Local Area Networks
The District’s networking infrastructure is comprised of a single wide area network (WAN)
connecting approximately 220 local area networks (LANs). All sites are connected with Frame
Relay T1 1.55Mbs leased lines to an ATM SONET OC3 155Mbs link. The District connects to
the Internet with an ATM SONET DS3 45Mbs link. The District LANs are primarily Ethernet or
Fast Ethernet. Protocols supported are TCP/IP (preferred), IPX/SPX, and AppleTalk. The
District’s Intranet currently connects approximately 45,000+ nodes. All secondary schools (45)
and the District Office have fiber optic backbones. Elementary schools are running switched and
shared 10/100Mbs Ethernet LANs. All classrooms in the District currently have at least five
Internet ready network connections. With Proposition MM modernization of schools, elementary
and high schools will have access to fiber optic gigabit Ethernet backbone from a Layer 3 core
switch to each classroom and switched 100mbs Ethernet to the desktop.
2. Hardware
The District runs its legacy applications in a distributed client/server environment with a master
backend database on a Storage Area Network (SAN) fiber net environment. The SAN provides
360GB of online storage for the student, financial and human resources SQL databases. The
SAN is fiber connected to four enterprise servers, two active and two passive failover servers.
The SAN provides data transfer rates of 100MBs from the storage drives to the CPU’s. These
servers are of the Intel type with 4 XEON CPU’s per server running at 550MHz, 4 GB of RAM
per server and 1MB of cache per CPU. The servers are running RAID 0 for the operating system
for redundancy. As with the servers, the SAN has full redundancy on the storage running RAID
5 for databases, RAID 0 for transaction logs dual fiber channels, dual controllers and dual fiber
switches connecting the servers to the storage. All servers sit on a 100Mbs Ethernet network with
10/100 NIC’s.
3. Network Operating Systems (NOS) and Databases
The legacy online systems run on Windows NT 4 Enterprise edition with service pack 6a. The
backend database is Microsoft SQL Enterprise Server 6.5 and 7.0 with service pack 3 and it
utilizes 3GB of the 4GB of RAM from each of the active servers. All online applications are
distributed to approximately 220 LANs that are connected via Novell 5.0 servers at each site to
the Districts WAN. The Aeries application, which is part of the student system, is a distributed
application that is written in Access 97. The student Access database resides at a server at each



                                                                                  9 August 2002—Page 24
Proposal #23-21-12                                                      San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                   II. Background and System Overview

of the school sites. These Access databases are then uploaded, converted and consolidated to the
District’s main SQL student database.

A detailed overview of the District’s current technical operations environment is included in
Appendix D—Current District Operating Environment and Infrastructure.

Minimum Performance Standards
The District requires the proposed solution to meet the following minimum performance
standards:
        System response time—two seconds or less, 98 percent of the time; no operations to
         exceed three seconds, 99 percent of the time.
        Online storage—store selected data files indefinitely as well as automated and manual
         purge dates for other data files.
        Availability—99.9 percent.
Summary of Recommended Hardware
The District intends to utilize existing PCs, printers and related equipment wherever possible
with the PeopleSoft applications. The District will consider acquiring or replacing end-user
devices identified by the Proposer(s) as necessary for the successful implementation of the
PeopleSoft Human Resources Management (V 8.3), Financial Management (V 8.4) and
Enterprise Portal (V 8.4) applications. The District will be responsible for purchasing hardware
required for successful implementation of the PeopleSoft Human Resources Management (V
8.3), Financial Management (V 8.4) and Enterprise Portal (V 8.4) applications.
Summary of Proposed Application Software
PeopleSoft Human Resources Management (V 8.3), Financial Management (V 8.4)
and Enterprise Portal (V 8.4) applications
The District proposes to sign an agreement to purchase the PeopleSoft software application. The
following table is a listing of proposed number of users:




                                                                                  9 August 2002—Page 25
Proposal #23-21-12                                                          San Diego Unified School District
                         Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                       II. Background and System Overview


Table 3 – Summary of Proposed Application Software
                  Applications                       Transaction Users          Inquiry & Reporting Users
         ERP System
                    Accounts Payable                        30                             100
                    Accounts Receivable                      5                              30
                    Applicant Tracking                      30                              10
                    Benefits Administration                  5                              10
                    Budget Preparation                      500                           1,300
                    Cash Collection                         20                              50
                    Cash Management                         20                              30
                    Encumbrances                            50                             100
                    Fixed Assets                            10                              30
                    General Ledger                          100                           1,500
                    Grant Management                        10                             200
                    Human Resources                         45                            1,365
                    Inventory                               10                              30
                    Payroll                                 30                              5
                    Personnel Administration                50                              10
                    Property Management                     50                             100
                    Project/Cost Accounting                 200                            300
                 Purchasing                                1,500                          1,650
                  (eProcurement)
               Reporting                                    75                            1,650
         Intranet Access Users
                    Time and Attendance                     35                            25,000
                    Portal Users (employees)                                              10,800


System Interfaces
The ERP system must provide the necessary automated integration and application interfaces
between the ERP application, the internal District applications, and external applications.
Complete in-bound and out-bound integration/interfaces between the all applications is required
in the solution proposed. See Appendix E, Tables 5a and 5b for a preliminary list of system
interfaces required by the District.
Data Conversion Services
The District requires data conversion assistance for many of its existing applications. The
District will assist the selected vendor in identifying all files to be converted. The District will
provide these files in ASCII, Excel, or Access format for vendor conversion. The vendor must
convert the District’s ASCII, Excel or Access data to match the new file structure. The District
also requires capability to access existing historical files stored electronically. The Proposer
should describe the approach to processing historical data from electronic storage. Proposals



                                                                                      9 August 2002—Page 26
Proposal #23-21-12                                                       San Diego Unified School District
                      Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                    II. Background and System Overview

must include a recommended data conversion strategy in Section IV, Vendor Response, and all
costs associated with data conversion in Section V, Costs. Appendix F provides estimates of the
archiving and conversion needs from the District’s perspective. The archiving and conversion
information can be used to develop the costs associated with data conversion.
System Migration Strategy
The District recognizes that migrating applications from the existing systems will require careful
and detailed planning. Proposers must recommend the proposed phasing, including but not
limited to, temporary interfaces required. The Proposer’s proposed implementation schedule
should include any recommended “live” dates that are time-sensitive.

A detailed implementation plan and schedule for the migration from the existing applications to
the proposed system is required in the Proposer’s Statement of Work, in Section IV, Proposer
Response.

E. Project Partners
        Systems integrator for ERP (TBD)
        PeopleSoft
        Quality assurance (TBD).
Systems Integrator for Financial System and Human Resource
System Responsibilities
The systems integrator will modify and implement the PeopleSoft Human Resources
Management (V 8.3), Financial Management (V 8.4) and Enterprise Portal (V 8.4) applications
according to the requirements of the District. Responsibilities of the systems integrator will
include, but are not limited to:
        Project management
        Conversion and archiving of existing data
        Interfaces (in-bound and out-bound) to existing systems
        Interfaces (in-bound and out-bound) to external entities
        Software modifications
        System testing
        Deployment
        System operation and maintenance planning

See Section III, Technical Requirements, for additional details.




                                                                                   9 August 2002—Page 27
Proposal #23-21-12                                                      San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                   II. Background and System Overview

Financial/Human Resource System Software Vendor-- (PeopleSoft)
Responsibilities
PeopleSoft has been selected as the software vendor. Specific responsibilities of the software
vendor include the following:
        Installation of software
        Training of the District Project Team and End-User Trainers.

Quality Assurance Vendor (TBD)
The District may retain the services of a consulting firm to provide quality assurance activities.
Vendors selected to provide software integration or ERP system services will not be considered
for the quality assurance services. The following items identify the potential scope of the quality
assurance vendor:
        Develop quality assurance review process
        Conduct project deliverable reviews based on quality assurance plan
        Maintain the requirements traceability matrix
        Provide consulting services as requested by the District.




                                                                                  9 August 2002—Page 28
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                            III. Technical Requirements




                                       III. Technical
                                       Requirements




                                                                                 9 August 2002—Page 29
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                            III. Technical Requirements


A. Technical Requirements
This section of the RFP contains the Technical Requirements that the systems integrator shall
and should meet as part of this Project. Shall is defined as requirements that the systems
integrator must meet, and should is defined as highly desirable, but optional requirements for the
systems integrator.
1.    Project Management and Implementation
The District requires that the systems integrator take responsibility for providing extensive
project management and implementation services for all systems and applications in the scope of
this RFP. The systems integrator is expected to guarantee the successful and timely completion
of those aspects of the Project over which it has responsibility. The District intends to take
responsibility for meeting its obligations as defined in, and agreed upon, in the project
implementation plan.

The systems integrator shall provide PeopleSoft knowledge transfer throughout the
implementation to district functional and technical staff. The knowledge transfer should
encompass, but not be limited to, configuration, trouble shooting, systems administration, and
the development and maintenance of system interfaces. An established methodology for
achieving knowledge transfer during implementations should be documented and will be
factored in the selection process.
1.1 Project Schedule
Contractor shall maintain a detailed project schedule in Microsoft Project 2000.
1.2 Project Quality

1.2.1 Configuration Management
     a. Contractor shall develop a configuration management planning document(s) for the
        Project.
     b. Contractor shall perform configuration management throughout the term of the
        Agreement and according to the configuration management planning document(s)
        approved by the District Project Manager.
1.2.2 Issue Management
     a. Contractor shall track all project issues using an automated issue-tracking process. The
        issue tracking process shall facilitate documentation of the following:
        1. Issue description
        2. Issue priority
        3. Issue status (e.g. open, pending, under investigation, resolved)
        4. Plan for resolution
        5. Individual responsible for resolution
        6. Targeted and actual resolution dates
        7. Resolution action



                                                                                 9 August 2002—Page 30
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                            III. Technical Requirements

    b. Issue tracking shall include escalation procedures and a mechanism for reporting high
       priority problems immediately to the District Project Manager for resolution and closure.
    c. Issues can be identified and presented by any member of the project team or by
       individuals at several levels of the organization during the weekly status meetings.
       Contractor shall track issue status and report issues to the District Project Manager on a
       weekly basis.
    d. Issue reports generated by the issue tracking system shall become part of the Contractor’s
       weekly and monthly status reports on a consistent basis.
    e. Contractor shall provide, at a minimum, read-only access to the issue tracking system to
       key District staff as designated by the District Project Manager.
1.2.3 Work Standards
    a. Contractor shall use the standard project management, word processing, relational
       database management, presentation and spreadsheet products used by the District
       (Microsoft Office), at the version levels specified by the District, in the preparation of all
       project correspondence and deliverables. Contractor shall upgrade software versions at no
       cost to the District to remain compatible with the District.
    b. Project deliverables should comply, at minimum, with Institute of Electrical and
       Electronics Engineers, Inc. (IEEE) standards.
    c. Documents must be presented to the District in the format specified by the District.
       Contractor shall propose a format for project documents and gain District approval prior
       to preparation of the first project deliverable. All project documents shall remain
       consistent with the approved format.
    d. Contractor shall meet with the District Project Manager to review an outline of each
       project deliverable in advance of its preparation. Contractor shall provide a draft table of
       contents as part of the outline.
    e. Each deliverable shall include an executive summary.
    f. Deliverables shall be provided to the District by the scheduled dates for their completion.
       Contractor must make available all deliverables on the project LAN and supply at least
       one electronic copy on CD-ROM and 2 hard copies of each deliverable.
    g. Deliverables shall contain the following certification: “I certify that this deliverable has
       been prepared in accordance with the relevant terms and conditions of the Agreement.”
       Contractor’s Project Manager shall sign deliverables as complete prior to submission to
       the District for approval.
    h. Contractor shall store the project work papers by deliverable number assigned in the
       Agreement. A copy of all project work papers shall be provided to the District. Project
       work papers developed in connection with the Project are the property of the District.
    i. Contractor shall maintain project workbooks to store work papers not related to specific
       deliverables. A copy of all project workbooks shall be provided to the District. Project
       workbooks developed in connection with the Project are the property of the District.
    j. Contractor shall maintain District-specific documentation on-line (e.g., business process
       maps, business rules).




                                                                                 9 August 2002—Page 31
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                            III. Technical Requirements

1.2.4 Standards for District Acceptance of Deliverables
District personnel will be responsible for reviewing and approving each deliverable. Each
deliverable will require a negotiated District turn-around time to be included in the project work
plan.
    a. All project documents are to be electronically available to District employees at all times.
    b. Project deliverables shall be subject to District review and approval prior to acceptance.
    c. Unless agreed upon otherwise, the District’s review period shall not be less than 10
        business days. If revisions to the document are required by the District, Contractor will
        receive written notification of said changes and reflect them in the document within two
        business days of receiving the changes. The District may, at its discretion, allow a period
        longer than two business days in consideration of the scope of the change.
    d. Contractor shall not change a deliverable that has been accepted by the District without
        the approval of the District.
    e. Each deliverable shall address all components required by the RFP, the Contractor’s
        response thereto and any areas identified subsequently through meetings and planning
        sessions.
    f. Each deliverable shall address and be consistent with all components included in the table
        of contents and the draft outline as presented to the District Project Manager in
        preparation for development of the document.
    g. Each deliverable shall be comprehensive in level of detail and quality consistent with the
        sample pages presented to the District Project Manager.
    h. Each deliverable shall be organized and professional and consistent in style and quality.
        This means that if the document is the composite work of many people within the
        Contractor’s organization, the document must be edited for style and consistency.
        Contractor shall certify in the cover letter that the internal deliverable review process as
        described in Section IV, Part C, Paragraph 1.2.4, Deliverable Review Process, was
        utilized.
    i. The deliverable shall be presented in accordance with the standards defined by the
        District, including format, font, etc.
    j. In the event the District agrees to accept, on an interim basis, a deliverable with one or
        more sections left incomplete, the deliverable shall include the date for completion, note
        the basis for the incomplete portions and the impact of any incomplete sections on project
        milestones.
1.3 Project Organization and Staffing

1.3.1 District Project Staff
The Project will utilize a Project Director, a Project Manager and subject matter experts (SMEs)
provided by the District.

The Project Director will implement the project charter, direct and coordinate customer and
stakeholder communications, direct management staff and project activities, approve and accept
work products, respond to special requests from the District, participate in change control board
decisions and develop contingency plans.


                                                                                 9 August 2002—Page 32
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                            III. Technical Requirements



The Project Manager will manage the development and maintenance of project planning
documentation, direct and coordinate internal project activities, prepare project management
reports, prepare periodic status reports, review work products and attend planning and
management meetings.

The SMEs will analyze change requests for impacts to the Project, recommend the priority of
changes, participate in application design sessions and assist in the design of user document
formats and user screen displays.
1.3.2 Quality Assurance/Independent Verification and Validation
The Project may utilize a quality assurance/independent verification and validation (IV&V)
vendor provided by the District. Quality assurance/IV&V responsibilities would include tasks
such as evaluating all pertinent internal documentation (e.g., project organization, quality
assurance plan), training, testing, task and schedule validity. If a quality assurance/IV&V vendor
is utilized by the District, Contractor shall work cooperatively with the District’s quality
assurance/IV&V vendor.
1.3.3 Contractor Project Staff
    a. Contractor shall provide a Project Director for the Project with a minimum of three years
       experience as a project director and five additional years of experience as a project
       manager, to perform the following responsibilities:
       1. Report directly to the District Project Director.
       2. Ensure that the Project receives the highest level of corporate support, commitment
           and oversight.
       3. Commit Contractor to all contractual agreements with the District.
       4. Provide direction to the Project effort.
       5. Ensure that all staff needs and other resources for the Project are met as required.
       6. Maintain accountability for staff performance.
       7. Manage contractual relationships.
       8. Administer and ensure resource availability.
       9. Manage communications for reporting and problem resolution with Contractor
           executive staff.
       10. Manage fiscal reporting.
    b. Contractor shall provide a full-time, on-site Project Manager for the Project with a
       minimum of five years project management experience and at least two years of project
       management experience on large systems integration projects, to perform the following
       responsibilities:
       1. Report directly to the Contractor Project Director and work in close coordination with
           the District Project Manager.
       2. Provide day-to-day management and direction of Contractor resources assigned to the
           project.



                                                                                 9 August 2002—Page 33
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                            III. Technical Requirements

       3. Manage the Project to the current work plans and coordinating the availability of
           scheduled resources to the Project.
       4. Manage all project resources and ensuring that appropriate resources are available
           throughout the life of the Agreement.
       5. Establish and maintain regular communications with the District.
       6. Provide written monthly status reports to keep the District informed of project
           progress versus the work plans.
       7. Maintain issue reporting, tracking, escalation and resolution procedures. The
           Contractor Project Manager will identify any potential problem areas, recommend
           solutions and work closely and cooperatively with the District Project Director to
           resolve issues quickly and fairly.
       8. Conduct ongoing reviews with District project team members and ensuring escalation
           procedures are followed and issues are resolved.
       9. Practice change management controls and procedures in coordination with the
           District.
       10. Prepare budgetary updates.
       11. Ensure the timely development and delivery of quality project deliverables.
       12. Monitor and maintain the development and implementation schedules.
       13. Analyze progress and suggest changes as deemed appropriate.
       14. Oversee preparation of all documents, correspondence and meeting agendas assigned
           to the Contractor.
       15. Develop and implement a quality assurance process to ensure all objectives are met,
           milestones are achieved and stakeholders are satisfied.
       16. Inform the District of any issues that might cause project delays.
       17. Institute quality control over all deliverables submitted for review.
    c. Contractor shall provide a full-time, on-site Technical Project Manager for the Project
       with a minimum of five years of systems integration project experience and two years of
       large systems integration project experience, to perform the following responsibilities:
       1. Facilitate the system design process and ensure that appropriate technical resources
           are available to the District project team to expedite the discussion and resolution of
           system design, interface, testing, development and operations issues.
       2. Participate in the system requirements definition and design meetings and the system
           interface design meetings and will be responsible for the development and
           finalization of all system design documents.
       3. Manage the system development and testing activities and will be responsible for the
           preparation of all related status reports and deliverables.
    d. Contractor shall provide an on-site Organizational Change Project Manager with a
       minimum of five years of organizational change experience and two years of
       organizational change experience on large systems integration projects.
    e. The proposed Contractor Project Director, Contractor Project Manager, Contractor
       Technical Project Manager, and Contractor Organizational Change Project Manager


                                                                                 9 August 2002—Page 34
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                            III. Technical Requirements

         specified in the proposal shall be the same staff that will carry out the work of the
         Agreement. In addition, the District reserves the right to disapprove the continuing
         assignment of Contractor or Subcontractor personnel provided to the District under this
         Agreement. When practical, the District will provide as much notice as possible if
         personnel are to be replaced, but the District reserves the right to have personnel removed
         immediately if this is deemed necessary. Any such requests made verbally will be
         followed by a written request within 24 hours. The District agrees to work with the
         Contractor management to handle personnel replacements in a reasonable manner.
         Contractor or Subcontractor will be given a reasonable period of time (not to exceed 5
         working days) to present to the District resumes of replacement personnel for District
         approval.
    f.   Contractor shall contractually obligate the Contractor Project Director, Contractor Project
         Manager, Contractor Technical Project Manager, and Contractor Organizational Change
         Project Manager to the Project.
    g.   Contractor shall provide a two-week written notice to the District Project Manager and
         District Project Director if personnel are to be replaced.
    h.   Contractor shall provide an on-site Training Expert with a minimum of five years of
         training experience and two years of training experience on large systems integration
         project experience.
    i.   In addition to a Contractor Project Director, Contractor Project Manager, Contractor
         Technical Project Manager, Contractor Organizational Change Project Manager, and
         Contractor Training Expert, the Proposer shall propose an appropriate mix of systems
         analysts, systems integrators, network specialists, trainers, operations staff, support staff
         and any other job classifications deemed necessary and appropriate by the Proposer.
    j.   Contractor shall maintain an appropriate staffing mix and staffing levels for the duration
         of the Agreement.
    k.   For Proposer staff not named in the Proposal that will be providing personal services
         required in this RFP, Contractor shall agree to provide resumes and obtain District
         approval before assignment to the Project.
    l.   Contractor shall not reassign project team members to other projects while in the
         employment of Contractor if such reassignment will conflict with the work the individual
         is to perform on the Project. The District recognizes that resignation or other events may
         cause a project team member to no longer be available to Contractor. If this occurs, then
         Contractor must be aware that the District reserves the right to approve all staff assigned
         by Contractor to the Project. This also includes substitutions made between submittal of
         the final proposal and actual start of the Project, as well as staffing changes that may be
         made during the course of the Project.
    m.   Any replacement personnel during the life of the Agreement shall meet or exceed the
         skill level that the Proposer proposed and was scored on.
1.3.3.1 Subcontractors
    a. Contractor shall assume responsibility for coordination, control, performance and
       payment of Subcontractors, if any.




                                                                                 9 August 2002—Page 35
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                            III. Technical Requirements

    b. Any Subcontractor that the Contractor chooses to use in fulfilling the requirements of this
       RFP and that is expected to receive more than 10 percent of the estimated value of the
       Agreement shall meet all technical requirements and system requirements of this RFP, as
       applicable.
    c. Subcontractors shall meet all prerequisites and standards and shall adhere to the same
       operational standards and requirements as the Contractor.
    d. Contractor shall be responsible for the completion of any work that has been
       subcontracted.
    e. Contractor shall notify all Subcontractors of all Agreement terms and conditions.
    f. For Subcontractor staff not named in the Proposal that will be providing personal services
       required in this RFP, Contractor shall provide resumes and obtain District approval
       before assignment to the Project.
    g. Contractor shall obtain prior written approval from the District prior to subcontracting the
       performance of any required service after the execution of the Agreement.
1.4 Project Risk
    a. Contractor shall manage project risks throughout the life of the Agreement. These may
       include, but are not limited to, SEI risk management principles. Contractor may also
       identify any other anticipated risks or potential risks that may impact the Project.
    b. Contractor shall inform the District Project Director of risks by including an updated risk
       report with each monthly project status report.
    c. Contractor’s risk report shall include the following items:
       1. Risk monitoring activities
       2. Risk identification
       3. Analysis of risk
       4. Proposed risk mitigation measures
       5. Results of prior risk mitigation measures.
1.5 Project Communication

1.5.1 Monthly Project Management Status Report
    a. Contractor’s Project Manager shall prepare and submit monthly project management
       status reports.
    b. Monthly project management status reports shall address the overall project status with
       respect to the project work plan and shall provide progress information on all completed,
       ongoing and planned project activities, deliverable status and the next month’s schedule
       for review and proposed changes to the project work plan. These reports shall summarize
       any outstanding project issues or obstacles and detail any proposed deviations from
       planned activities, schedules, budgets, or staffing.
    c. Each monthly project management status report shall have a current project schedule
       attached that incorporates planned and actual start and end dates, percentage complete,
       dependencies and critical items.



                                                                                 9 August 2002—Page 36
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                            III. Technical Requirements

1.5.2 Monthly Risk Status Reports
     a. Contractor’s Project Manager shall prepare and submit monthly risk status reports.
     b. The monthly risk status report shall provide formal written evidence of problems, risks
        and issues requiring attention with proposed remedies.
     c. The monthly risk status report shall be certified to be accurate by Contractor’s Project
        Manager and must be approved by the District Project Manager.
1.5.3 Project Status Meetings
     a. Contractor’s Project Manager and other Contractor staff as required, shall attend weekly
        and monthly project status meetings.
     b. At project status meetings, Contractor’s Project Manager shall present the current project
        status.
1.5.4 Stakeholder Communication
     a. Contractor shall provide reasonable assistance, at the request of the District, in
        establishing and maintaining communication liaisons and coordination with internal and
        external stakeholder groups, government and community organizations and committees,
        or similar entities that demonstrate an interest in the performance or objectives of the
        contract.
     b. At the request of the District, Contractor shall also participate in consultations with other
        stakeholder groups at locations throughout the District. These other stakeholder groups
        include, but are not limited to, District employees, external agency personnel, etc.
1.6 Business Process Reengineering (BPR)
     a. Contractor shall develop on-line BPR planning document(s) for the system.
     b. Contractor shall conduct BPR according to the BPR planning document(s) approved by
        the District Project Manager.
1.7 Change Management
     a. Contractor shall develop on-line change management planning document(s) for the
        system.
     b. Contractor shall conduct change management according to the change management
        planning document(s) approved by the District Project Manager.
2.    Software Modifications and Interface Development
     a. Contractor shall develop on-line software modification and interface development-
        planning document for the system.
     b. Contractor shall execute software modification and interface development according to
        the software modification and interface development-planning document approved by the
        District Project Manager.
     c. Documentation shall at all times reflect the current functionality and capabilities,
        operating and maintenance procedures and limitations of the system in the form of



                                                                                 9 August 2002—Page 37
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                            III. Technical Requirements

        professional quality, printable user manuals provided (at no cost to the District) as
        changes occur. The District must approve all updates supplied.
     d. The Contractor shall provide the District with the tools, associated licenses, if applicable
        and access to all project documents and data throughout the term of the Agreement.
3.    System Security
     a. Contractor shall develop a system security planning document(s) for the system that
        conforms to all applicable federal, state and District regulations.
     b. The system security planning document(s) shall include, but is not limited to, controls to
        appropriately manage system security.
     c. The security plan shall include security management for intended and unintended system,
        communications and physical environment breaches.
     d. The security plan shall include a definitive list of hardware, software, and procedures
        required to implement security.
4.    Failure Recovery
     a. Contractor shall develop a failure recovery planning document(s) to ensure continuity of
        the critical functions of the system.
5.    Disaster Recovery
     a. Contractor shall develop a disaster recovery and contingency planning document(s) to
        ensure continuity of the critical functions of the system.
     b. The disaster recovery and contingency planning document(s) shall provide for
        reconstructing all system elements and functionality when other recovery action is
        impossible.
     c. Contractor shall develop procedures to ensure disaster recovery within timeframes to be
        mutually agreed upon with the District based on the severity of the disaster.
     d. Contractor shall provide means for the safe redundant storage of system backup
        information.
6.    System Capacity
     a. Contractor shall develop a capacity planning document(s) for the system.
     b. Contractor shall insure adequate capacity of the system for the life of the Agreement
        without regard to the ultimate accuracy of any transaction volume projections provided
        by the District and in accordance with the capacity planning document(s) approved by the
        District Project Manager.
     c. Capacity planning document(s) shall cover ‘end-to-end’, itemized capacity needs.
7.    Testing
     a. Contractor shall develop a system test planning document(s) for the system that includes,
        but is not limited to, a test master plan.




                                                                                 9 August 2002—Page 38
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                            III. Technical Requirements

     b. Contractor shall conduct system testing according to the system test planning
        document(s) approved by the District Project Manager.
     c. Project system testing shall include, but is not limited to, functional testing, technical
        testing, performance testing, acceptance testing, capacity testing, disaster recovery
        testing, and security testing.
8.    Training
     a. Contractor shall develop a system training planning document(s) for the system.
     b. Contractor shall provide training according to the system training planning document(s)
        approved by the District Project Manager.
     d. Contractor shall work with the PeopleSoft vendor in the customization of training
        manuals based on specific District requirements.
9.    System Performance
     a. Contractor shall develop a system performance measurement planning document(s) for
        the system.
     b. Contractor shall conduct performance measurement throughout the life of the Agreement
        in accordance with the system performance planning document(s) approved by the
        District Project Manager.
10. Deployment
     a. Contractor shall develop a deployment planning document(s) for the system.
     b. Contractor shall deploy the system according to the deployment planning document(s)
        approved by the District Project Manager.
11. System Operations
     a. Contractor shall develop a system operation planning document(s) for the system that
        includes, but is not limited too, an establishment of a process to record and track
        problems that affect the system.
     b. Contractor shall provide technical expertise, on-line documentation, and training to the
        district’s help desk staff. Post implementation, the help desk should be able to effectively
        utilize the training and documentation to resolve level 1 trouble calls.
12. System Maintenance
     a. Contractor shall develop a system maintenance planning document(s) for the system.
     b. Contractor shall maintain all project-related software, services and hardware throughout
        the term of the Agreement according to system maintenance planning document(s)
        approved by the District Project Manager.
     c. Contractor shall thoroughly document all hardware and software maintenance and
        updates for the system.
     d. Contractor shall provide knowledge transfer during the implementation so that District
        personnel will be able to handle routine system maintenance and operations by the end of
        the implementation.


                                                                                 9 August 2002—Page 39
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                            III. Technical Requirements

13. Data Conversion and Archiving
    a. Contractor shall develop a data conversion and archiving planning document for the
       system.
    b. Contractor shall execute data conversion and archiving according to the data conversion
       and archiving planning document approved by the District Project Manager.
    c. The Contractor shall provide the District with the tools, associated licenses, if applicable
       and access to all project documents and data throughout the term of the Project.




                                                                                 9 August 2002—Page 40
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                IV. Proposer Response




                                        IV. Proposer
                                         Response




                                                                                 9 August 2002—Page 41
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                IV. Proposer Response


A. Introduction
While Section I of this RFP establishes the basic content and rules of preparation of the
Proposer’s response, this section specifies the format of the Proposer response.

ALL RESPONSES MUST BE SUBMITTED ON THIS FORM OR ITS COPY. FAILURE TO
ACCURATELY COMPLETE THE REQUIRED FORMS MAY RESULT IN REJECTION OF
A PROPOSAL.

The remainder of Section IV consists of the following subsections:
        Administrative Requirements:
          Proposal Checklist - provides a checklist of materials requested to be supplied by the
           Proposer.
          Exceptions – provides a section on exceptions taken to RFP and/or District Services
           Agreement.
          Proposer Company Information - provides a questionnaire to supply general
           information about each entity (e.g., subcontractor, partner) that is a party to the
           proposal. A separate questionnaire should be completed for each entity.
          References – provides a section on Proposer references.
          Proposer Questions - requests general information regarding the Proposer’s general
           qualification.
          Contract-Related Information - requests additional information regarding the proposal
           and identifies certain contractual provisions, which the District requires be submitted
           with the successful proposal.
          Statement of Work
        Technical Requirements – requires specific information regarding the Proposer’s
         responses to Technical Requirements detailed in Section III.

Additional Proposer responses are required for Section V—Costs, which contains forms to
supply all costs associated with the proposal. This section shall be sealed in a separate proposal
envelope.




                                                                                 9 August 2002—Page 42
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                IV. Proposer Response


B. Administrative Requirements
1.0      Checklist
The following checklist has been included to ensure Proposer compliance to the required RFP
responses. Please indicate whether each item specified is included in your response and cross-
reference to the page where the item is located.
                                                                    Included       Proposal Page
                                Item                                   Y/N           Reference
 Proposal Cover Sheet /Form
 Proposer Response (RFP Section IV), Including:
      Administrative Requirements
          Proposal Checklist
          Exceptions to RFP and Sample District Contract
          Agreement in Appendix A
          Proposer Company Information
          Reference List
          Answers to Proposer Questions
      Technical Requirements
 Cost Proposal (RFP Section V)
 Proposal Bond
 Audited Financial Statements

If any of the requested items are not included, please explain the reason. Proposals may be
rejected if any requested item is not completed and submitted.
2.0      Exceptions
Identify any exceptions taken to the RFP and/or the District’s Services Agreement, Appendix A.
All exceptions must be documented here regardless if they are referred to elsewhere in the
proposal.




                                                                                 9 August 2002—Page 43
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                IV. Proposer Response


3.0      Company Information
This section must be completed for the systems integrator and all subcontractors included in the
proposal.

 Company Name
 Local Address
 Headquarters Address
 Company Web Site Address
 Contact Representative(s)
                                                                                      Telephone and
                              Name                                    Title           E-mail Address




3.1. How many years has the company actively provided ERP systems integration services to
     large school districts? To state and local government entities?


3.2. Which office will serve the District?


3.3. How many years has this office, which will service the District, been operational?


3.4. How many employees/consultants does the company have?
           Total number of employees
           Consultants nationwide
           Consultants in North America
           Consultants in public sector/education
           Consultants in the office serving the District

3.5. What was the company’s quarterly/annual gross revenue and net profit as a percent of sales
     for the two most recent fiscal quarters and the previous two fiscal years?
                                                                         Quarterly/
                                                                            Annual       Net Profit as a
                      Company:                                              Gross       Percent of Sales
       Most Recent Fiscal Quarter
       Second Most Recent Fiscal Quarter
       Fiscal Year 2001                                                 $               %
       Fiscal Year 2000


                                                                                 9 August 2002—Page 44
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                IV. Proposer Response

3.6. Provide a copy of the company’s financial statements for the two most recent fiscal
     quarters and the last two fiscal years (include subcontractors). Indicate attachment
     name/number.


3.7. Please provide at least one bank reference.
           Bank Name
           Contact
           Address
           Phone

3.8. Dun & Bradstreet Number



4.0      Instructions for Reference List:
This section must be completed for the systems integrator and all subcontractors included in the
proposal. Provide a reference list, with the information indicated in the table below, for 10 sites
at which services similar to those required by the District were provided.




                                                                                 9 August 2002—Page 45
    Proposal #23-21-12                                                                                   San Diego Unified School District
                                                       Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                                                  IV. Proposer Response

    Reference list for: <PROPOSER NAME HERE>
                               Approx.
                             Number of
                             Employees/
                              Operating
                               Budget/                                                             Systems
                               Student                                                            Integrated/
           Name, Address                                                                                           Contract
                             Population    Applications Implemented        Type of System          Interfaced
            Contact, Title   Size/No. of   (Product Name & Version            Installed         (Product Name      Amount       Start-End Dates of
           Phone Number      End Users          no./Install Date)       (Hardware, DBMS, OS)     & Version no.)        $         Implementation
1




2




3




4




5




                                                                                                                   9 August 2002—Page 46
     Proposal #23-21-12                                                                                   San Diego Unified School District
                                                        Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                                                   IV. Proposer Response

                                Approx.
                              Number of
                              Employees/
                               Operating
                                Budget/                                                             Systems
                                Student                                                            Integrated/
            Name, Address                                                                                           Contract
                              Population    Applications Implemented        Type of System          Interfaced
             Contact, Title   Size/No. of   (Product Name & Version            Installed         (Product Name      Amount       Start-End Dates of
            Phone Number      End Users          no./Install Date)       (Hardware, DBMS, OS)     & Version no.)        $         Implementation
6




7




8




9




10




                                                                                                                    9 August 2002—Page 47
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                IV. Proposer Response


5.0      Proposer Questions
The following questions must be answered in detail. The District believes that the answers to
these questions will enable a consistent evaluation of Proposer qualifications. Whenever
possible, complete and concise answers, are preferred.

5.1. Please specify the date on which your company received its PeopleSoft Implementation
     Partner Certification.


5.2. Please list the years since 1990 that your company has received the PeopleSoft Award of
     Excellence.


5.3. Please indicate the number of PeopleSoft implementations that your company has started
     and successfully completed. Successful completion is defined as the system installed to the
     satisfaction of the client. Indicate the number that is school districts and their physical
     location (e.g., California, etc.).


5.4. Please indicate the number of year’s experience your company has working with
     PeopleSoft products, specifically, Human Resources Management, Financial Management,
     and Enterprise Portals products.


5.5. How many consultants are qualified to work in school district implementations (qualified is
     defined as at least one year of experience)?


5.6. How many consultants are qualified to work on large engagements (qualified is defined as
     at least one year of experience)?


5.7. What percentage of your staff has been:
5.7.1 Developed through training and project experience (and is this their first application
      vendor experience)? What is the average length of experience and number of PeopleSoft-
      specific engagements among your staff?


5.7.2 Redeployed from other vendor initiatives?


5.7.3 Recruited from competitors for experience with this vendor’s products?




                                                                                 9 August 2002—Page 48
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                IV. Proposer Response

5.7.4 Recruited from the general marketplace for experience with this vendor’s products?


5.8. Describe the amount of money, per year, spent on research and development of toolsets and
     methodologies for PeopleSoft in the last three years; forecast for the next three years.


5.9. Identify what you believe are your top five differentiators in the PeopleSoft application
     implementation market (potential examples could be fixed-price contracts, “rapid”
     implementations, globally consistent capabilities, industry templates, innovative knowledge
     transfer techniques and vendor recognition awards), and explain why you believe you are
     uniquely positioned.


5.10. Do you have industry (i.e., school district) process templates developed?


5.11. Describe your other industry-specific initiatives around PeopleSoft products (e.g.,
      participation in an industry center of excellence or investment in product extension).


5.12. Describe any PeopleSoft-related table or parameter-configuration tool you have developed.
      Can clients continue to have access to these tools once your contract to implement the
      product is finished?


5.13. Describe your capabilities for assisting clients in development of overall architecture, and
      technical support for the implementation of PeopleSoft products, including Human
      Resources Management (V 8.3), Financial Management (V 8.4), and Enterprise Portal (V
      8.4).




                                                                                 9 August 2002—Page 49
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                IV. Proposer Response


6.0      Contract-Related Information
6.1. Who is the authorized negotiator?
           Name/Title
           Telephone
           E-mail Address

       Specific items required in the contract include the following. Any exceptions taken must be
       documented in the Exceptions Section of the proposal.

6.2. Will you agree to a fixed price contract?


6.3. Will you agree to a milestones based payment schedule?


6.4. Do you accept a payment schedule with at least 10% percent holdback of the entire
     contract until final acceptance?


6.5. The District requires a guaranteed system availability of 99.9% for the proposed
     application excluding client initiated downtime. Will you provide this system availability
     guarantee? If not, explain what system availability will be guaranteed. If guaranteed system
     availability will not be provided explain why.


6.6. The District requires that the application response time for any system user not exceed two
     (2) seconds 98 percent of the time and no operations exceeding three (3) seconds 99
     percent of the time. Response time is defined as the time elapsed between depressing the
     “Enter” key and the appearance of data requested or the next screen during data entry tasks
     and direct or indexed inquiries. Will you provide this system response time? If not,
     explain.


6.7. The District requires a 60-day initial system Performance Acceptance testing period from
     the date the system is fully operational. Do you agree to a 60-day Performance Acceptance
     testing period?


6.8. Are you willing to subcontract with PeopleSoft for 15% of consulting services?




                                                                                 9 August 2002—Page 50
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                IV. Proposer Response


7.0      Statement of Work
Using the following outline, please provide a proposed statement of work. In addition, if sub-
contractors are proposed, the Proposer must indicate in the statement of work how sub-
contractors will be integrated into the Proposer’s proposed approach.
        Project Background
        Project Scope
        Project Organization
          Structure (e.g., Proposer and District teams)
          Staffing (e.g., additional staffing and backfill requirements, etc.)
          Roles and Responsibilities (e.g., job description, titles, etc.)
          Other Resource Requirements (e.g., site preparation facilities, electrical, work space,
           etc.)
        Project Methodology
          Phase (e.g., Project Preparation)
          Implementation and Task Plans for Project Planning, Business Process Re-
           engineering, etc.
          Deliverables (e.g., Detailed Project Schedule)
          Assumptions (e.g., time required of team members)
        Project Management
          Project Meetings (e.g., status meetings—frequency and attendance)
          Reports (e.g., status reports—frequency of reports, contents)
          Project Issues Resolution (e.g., issues database—description of approach to issue
           identification, evaluation, resolution, etc.)
        Project Change Control Approach
        System Acceptance—User Acceptance and Technical Testing
          Methodology
          Document Deliverables
          Application Deliverables (e.g. system acceptance test and approval process)
        Project Schedule
          Payment Schedule based on deliverables and/or milestones




                                                                                  9 August 2002—Page 51
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                IV. Proposer Response


C. Technical Requirements Response
The following responses should be developed using Microsoft Word and must follow the format
detailed below, including section reference numbers. The Proposer must provide a background
and scope of work section preceding the responses to detailed technical requirements
1.0       Project Management and Implementation
1.1   Project Schedule: The Proposer must provide a proposed Project Schedule.
1.1.1 The Project Schedule shall be represented in a Gantt chart showing proposed start and
      end dates of all tasks and subtasks.
1.1.2 The Project Schedule shall show for each deliverable the time period for District review
      and comment, the subsequent time period for correction by Contractor prior to final
      submission and deadline for acceptance of the Final version of the deliverable.
1.1.3 The Project Schedule shall provide dates of system migration and District responsibilities
      and timeframes. The schedule should be based upon the number of months after contract
      signing and should represent “not to exceed” or guaranteed completion dates. Any
      contingencies, such as tasks requiring District effort, should be identified.

1.2   Project Quality
1.2.1 Configuration Management: The Proposer shall describe the proposed software
      configuration management activities to be performed during the life cycle of the
      software. The response shall include the following:
1.2.1.1      The responsibilities and authorities for accomplishing the planned software
             configuration management activities, identify the required coordination of software
             configuration management activities with other activities of the Project and identify
             the tools and the resources required for the execution of the plan.
1.2.1.2      The methods, procedures and automated software and system tools the Proposer will
             use to track hardware and software inventories and site-based hardware and software
             configurations.
1.2.2 Issue Management: The Proposer shall describe its proposed approach to issue
      management for the Project, including the methods, procedures, and software to be used.
1.2.3 Work Standards: The Proposer shall describe its proposed approach, including specific
      tools, for the development and maintenance of District-specific documentation (e.g.,
      business process maps, business rules).
1.2.4 Project Deliverable: The Proposer shall describe its internal deliverable review processes
      for assurance of deliverable quality. In addition to describing the deliverable
      development process, the Proposer shall include all internal checks and reviews
      performed prior to deliverable submission and indicate the staff responsible at each stage
      of review.

1.3   Project Organization and Staffing: The District anticipates that the Proposer will propose a
      project team composed of the best-qualified staff for the Project. Given the size, scope and
      complexity of the Project, it is important that the Project be staffed and organized to work


                                                                                 9 August 2002—Page 52
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                IV. Proposer Response

      most effectively. The Proposer shall provide the following information on the proposed
      project team for the Project, including all Subcontractor staff:
1.3.1 Provide name(s) and resume(s) of the individual(s) who would potentially be designated
      the Project Director.
1.3.2 Provide name(s) and resume(s) of the individual(s) who would potentially be designated
      the Project Manager.
1.3.3 Provide name(s) and resume(s) of the individual(s) who would potentially be designated
      the Technical Project Manager.
1.3.4 Provide name(s) and resume(s) of the individual(s) who would potentially be designated
      the Organizational Change Project Manager.
1.3.5 Provide name(s) and resume(s) of the individual(s) who would potentially be designated
      the Training Expert.
1.3.6 Provide assumptions for estimating the staff resources necessary to meet the needs of the
      Project, including total number of full time equivalent staff in the various positions
      proposed, summaries of the number, level and type of staff for each task and subtask in
      the project work plan.
1.3.7 Provide a list of the names, role/positions, responsibilities, onsite hours per month and
      duration of assignment for each of your personnel that may be assigned to the Project.
1.3.8 Attach or reference section of resumes showing professional experience and educational
      qualifications of personnel to be assigned directly to the project team. Indicate the
      number of years experience with implementing similar systems in large school district
      implementation and include project references.
1.3.9 Describe your plan in maintaining continuity in the composition of the project team.
1.3.10 A project organization chart that shows all project staff members, staff assignments and
       the proposed lines of authority and communication within the proposed project team.
       The project organizational charts must clearly identify the relationship between Proposer
       and Subcontractor staff.
1.3.11 The Proposer’s management structure and the methods to ensure adequate oversight and
       executive direction for the Project.
1.3.12 Identify how the project team will interact with the District project team members.
1.3.13 Provide a list of District project team members required to assist in the implementation of
       the proposed system(s). Include team role, number of people assigned to role type, a brief
       description of tasks, estimated number of staff hours per role per month, and duration of
       assignment required.
1.3.14 Describe the skills required minimum level of experience of the District staff.
1.3.15 Describe your proposed approach to skill transfer.

1.4   Risk Management: The Proposer shall describe its proposed approach to risk management
      for the Project.




                                                                                 9 August 2002—Page 53
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                IV. Proposer Response

1.5   Project Communication: The Proposer shall describe its proposed approach to project
      communication for the Project.

1.6   Business Process Reengineering (BPR): The Proposer shall provide a detailed description
      of its proposed approach to BPR during implementation. Include a description of the
      District’s responsibilities during these efforts.

1.7   Change Management: The Proposer shall provide a detailed description of its proposed
      approach to change management during implementation.

1.8   System Architecture: The Proposer shall provide a recommended system architecture for
      the District’s implementation of PeopleSoft Human Resources Management (V8.3),
      Financial Management (V8.4), and Enterprise Portal (V8.4).

1.9   Implementation Methodology/Approach
1.9.1 Describe the Proposer’s specific implementation methodology. Provide a copy of the
      overview document for this methodology and the process flows supported by the Vendor
      software.
1.9.2 Given the information in this document, as well as the Proposer’s experiences with
      school districts, the Proposer should recommend the implementation strategy that the
      District should employ. Include rationale and assumptions. The District would like to
      evaluate the Proposer’s understanding of the rollout issues facing the project team.

2.0      Software Modifications and Interface Development
2.1   The Proposer shall describe its approach to validating the modifications necessary to the
      Vendor’s standard packages to meet the requirements of the District.

2.2   Describe the proposed approach to developing any required customization and how Vendor
      would be involved.

2.3   Describe the proposed approach to developing system interfaces.

2.4   The Proposer shall provide a list of proposed deliverables, each with a description and
      outline of its content.

2.5   The Proposer shall describe the tools used to develop software modifications and
      interfaces.

2.6   The Proposer shall cite three examples of significant customization around the Vendor’s
      standard package. The Proposer should identify any assurances provided to the Proposer’s
      clients, that the code in the examples cited would migrate easily to the next release of the
      product.




                                                                                 9 August 2002—Page 54
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                IV. Proposer Response

3.0      System Security
The Proposer shall describe its proposed approach to system security.

4.0      Failure Recovery
The Proposer shall describe its proposed approach to failure recovery.

5.0      Disaster Recovery
The Proposer shall describe its proposed approach to disaster recovery.

6.0      System Capacity
The Proposer shall describe its proposed approach to system capacity, including:

6.1   The process to be utilized to ensure appropriate capacity of all components of the system,
      including hardware, software and network components.

6.2   The methodology, tools and type(s) of data required to conduct periodic and ongoing
      capacity planning. This includes a description of whether the Proposer is using automated
      tools or an established industry standard capacity methodology or model.

6.3   The content and source(s) of data to be utilized for capacity planning.

6.4   Past and ongoing experience with capacity planning. The Proposer shall describe what
      lessons have been learned and how such lessons have been applied to the current
      methodology.

7.0      Testing
The Proposer shall describe its proposed approach to System Testing. The selected systems
integrator for the Project must anticipate extensive participation in the testing process by
representatives from the District. The District will participate in conducting the tests and
assessing test results.

8.0      Training
The Proposer shall describe its proposed approach to training.

9.0      System Performance
The Proposer shall describe its proposed approach to system performance. Approach should
address how system performance will be measured throughout the life the Project, including the
proposed methods, tools and techniques for performance measurement.




                                                                                 9 August 2002—Page 55
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                IV. Proposer Response

10.0 Deployment
The Proposer shall describe its proposed approach to system deployment. Description should
include, but not be limited to, the proposed methods, tools and techniques to facilitate
deployment and a process for deployment verification.

11.0 System Operations
The Proposer shall describe its proposed approach to system operations. Description should
include, but not be limited to, a description of the proposed system operation process that
includes implementation, testing and user support.

12.0 System Maintenance
The Proposer shall describe its proposed approach to system maintenance. Description should
include, but not be limited to, the proposed process for transition to the maintenance phase,
problem and modification analysis, modification implementation, maintenance review and
acceptance and deployment.

13.0 Data Conversion and Archiving
The Proposer shall provide a detailed description of its proposed approach to data conversion.
All associated conversion costs shall be included in “Other Costs” portion of Section V, Costs of
this document.




                                                                                 9 August 2002—Page 56
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                               V. Costs




                                          V.      Costs




                                                                                 9 August 2002—Page 57
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                               V. Costs


A. Introduction
This area contains all one-time and recurring costs for the proposed systems. Proposer’s cost
must be fixed priced based on District’s requirements and inclusive of all costs for the proposed
system. All costs must be provided on the following cost tables and must be filled out
completely. The Cost Proposal must be submitted separate from the other proposal submission
documents.
        Systems Integration and Implementation Services
        Optional Costs
        Total Cost Summary
         Note:
         1.0 Do not include sales tax on any services.
         2.0 Identify all optional cost items




                                                                                 9 August 2002—Page 58
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                               V. Costs


B. Systems Integration and Implementation Costs
Describe and list all other costs that would be associated with implementation of your system.
Costs not otherwise identified will not be accepted in a final contract. The total should agree with
the other costs total in the Total Cost Summary.

                                    Finance             Human Resources                 Total
Project Management
Implementation (excluding
Enterprise Portal: Data
Warehouse and Reporting)
Integration
Temporary Interfaces
Permanent Interfaces
Business Project
Reengineering (BPR)
Services
Out-of-Pocket Expenses
Performance Bond
On-Line District-specific
Documentation
Enterprise Portal: Data
Warehouse and Reporting
Other (specify)




Total Other Costs              $                    $                         $




                                                                                  9 August 2002—Page 59
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                               V. Costs


C. Optional Costs
List and describe all optional costs items that could be associated during the implementation of
the system.
                                   Options                                           Cost




                                                 Total Optional Costs $




                                                                                 9 August 2002—Page 60
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                               V. Costs


D. Hourly Rates
For any item of service that falls outside this contract, stipulate the hourly rates to provide the
service. These rates shall be fixed for the duration of the implementation services agreement.

                                                                        Hourly Rates

Programming                                            $
Design                                                 $
Implementation                                         $
Other                                                  $




                                                                                 9 August 2002—Page 61
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                                               V. Costs


E. Total Cost Summary
Provide a summary of all one-time costs for the system you are proposing. The subtotals carried
forward to this page should agree with the detail schedules on the preceding pages.

                                              Financial       Human Resource
                                              Modules            Modules                  Total
 Systems Integration and                  $                   $                    $
 Implementation
 Total One-time Costs                     $                   $                    $

 Optional Costs                           $                   $                    $


 TOTAL COSTS                              $                   $                    $




                                                                                 9 August 2002—Page 62
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                 Appendix A – ERP Services Agreement




                                  Appendix A– ERP
                                 Services Agreement




                                                                                 9 August 2002—Page 63
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                 Appendix A – ERP Services Agreement

                           SAN DIEGO UNIFIED SCHOOL DISTRICT
                                     AGREEMENT P23-21-12

1.       PARTIES AND DATE

1.1    This Agreement is made this ___ day of _________, 2002 by and between The San
Diego Unified School District (hereinafter referred to as “DISTRICT”) and ______________
(hereinafter referred to as “CONTRACTOR”), both of which may be referred to as hereinafter as
the “Parties.”

                                           WITNESSETH:

The parties do agree as follows:

2.       RECITALS

2.1   DISTRICT issued a Request for Proposal (RFP) for an Enterprise Resource Planning
(ERP) System dated August 9th, 2002, seeking services to provide the DISTRICT with a
comprehensive, fully integrated Enterprise Resource Planning System (ERP), including
implementation, integration, conversion, training, customization, documentation and project
management services.

2.2     In response to the RFP, CONTRACTOR submitted a written Proposal dated __________
(the “Proposal”).

2.3     In providing ERP to DISTRICT, CONTRACTOR will furnish services, all as more
particularly described in the RFP and the PROPOSAL that contain detailed administrative and
technical requirements.

3.       DEFINITIONS

3.1      Proposal

       The term “Proposal” shall mean the formal, written response by the CONTRACTOR to
the DISTRICT’s RFP and all subsequent written material clarifying and expanding upon the
proposal.

3.2      Application Software

        The term “Application Software” or “Application” shall mean the computer programs
and documentation, which performs the particular function, which is part of the DISTRICT work
to be accomplished through the use of the provided system.

3.3      Enterprise Resource Planning

      The term “Enterprise Resource Planning” or “ERP” shall mean the Application Software
implemented and integrated under this Agreement which performs the functions of Human


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                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                 Appendix A – ERP Services Agreement

Resources Management (including Payroll, Time and Labor, ePay, Benefits Administration,
eRecruit, eProfile), Financial Management (including General Ledger, Receivables, Payables,
Asset Management, Budget Planning, Cash Management, Projects, Grants, Billing, Purchasing,
Inventory, eProcurement) and Enterprise Portal .

3.4      ERP Application Source Code

       The term “ERP Application Source Code” shall mean the files and documents containing
the written code that is translated/compiled into executable machine language, excluding third
party database engine and operating system programs.

4.       TERMS

4.1      CONTRACTOR to Provide Service

       CONTRACTOR shall provide all services required to implement and integrate the ERP
in accordance with CONTRACTOR’s proposal.

        All hardware and software provided by CONTRACTOR shall be fully compatible with
existing DISTRICT hardware and software that will be utilized in the application of the
CONTRACTOR provided software.

        DISTRICT reserves the right to procure any non-proprietary hardware items from
alternate sources.

4.2      Key Personnel and Key Positions

        4.2.1 CONTRACTOR shall provide the individuals designated as Key Personnel. These
individuals will be dedicated to perform the services under this Agreement for the duration of
this Agreement unless the individual becomes unavailable to perform as a result of death, illness,
disability, termination of his or her employment relationship with CONTRACTOR or
DISTRICT elects to reduce staff levels.

        4.2.2 If a Key Personnel becomes unavailable, CONTRACTOR shall provide DISTRICT
with a resume of a proposed replacement within a ten working day period and will offer
DISTRICT an opportunity to interview the replacement. In no event will the interview of the
replacement of the Key Personnel take more than five business days following the day the
former Key Personnel becomes unavailable, unless expressly waived in writing by DISTRICT. If
DISTRICT determines that the replacement proposed by CONTRACTOR does not have the
ability and experience to perform the services required under this Agreement, DISTRICT will so
notify CONTRACTOR within a two-day period after the interview. In that situation, the process
will be repeated until DISTRICT has approved a replacement proposed by CONTRACTOR.

       4.2.3 The DISTRICT shall identify Key Positions within 90 days of contract initiation.
CONTRACTOR shall provide DISTRICT with resumes of individuals proposed for Key
Positions and will offer DISTRICT the opportunity to interview proposed individuals. If
DISTRICT determines that an individual proposed by CONTRACTOR does not have the ability


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Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                 Appendix A – ERP Services Agreement

and experience to perform the services required under this Agreement, DISTRICT will so notify
CONTRACTOR within a two-day period after the interview. In that situation, the process will be
repeated until DISTRICT has approved individuals proposed for Key Positions by
CONTRACTOR. Selected individuals will be dedicated to perform the services under this
Agreement for the duration of this Agreement unless the individual becomes unavailable to
perform as a result of death, illness, disability, termination of his or her employment relationship
with CONTRACTOR or DISTRICT elects to reduce staff levels.

4.3      Independent Contractor

        DISTRICT is interested only in the results obtained under this Agreement. The manner
and means of achieving the results are subject to CONTRACTOR’s discretion and control.
CONTRACTOR is an independent contractor for all purposes and is not an employee or agent of
DISTRICT. Nothing in this Agreement shall authorize or empower CONTRACTOR to speak
for, represent or obligate DISTRICT in any way, other than as specifically authorized in advance
in writing by DISTRICT. CONTRACTOR shall be solely responsible for filing appropriate
federal, state, and local tax returns, and paying all such taxes or fees, including estimated taxes
and employment taxes due, with respect to CONTRACTOR’s receipt of payments under this
Agreement.

4.4      Service

        DISTRICT hereby agrees to purchase services upon the terms, conditions and provisions
of this Agreement.

4.5      Costs for Services

       The purchase price to DISTRICT for all fees for all services provided by
CONTRACTOR pursuant to this Agreement is $ _________ and is payable as provided herein.
This dollar figure includes all costs and fees for services.

4.6      Costs Adjustment

       If, during the term of this Agreement, CONTRACTOR provides any equipment,
operating software, licensed software, maintenance, training or documentation to any other of its
customers at prices less than those specified in this Agreement or the Proposal, DISTRICT shall
receive the benefit of those lower prices for any equipment, operating software, licensed
software, maintenance, training or documentation received subsequently, and the costs for
services and equipment specified in the Proposal or this Agreement shall be reduced accordingly.

4.7      Agreement Components

        The Parties’ entire agreement concerning the ERP consists of: (1) this Agreement; (2) the
exhibits to this Agreement; (3) the RFP; and (4) the CONTRACTOR’s Proposal as it may be
revised by mutual consent of DISTRICT and CONTRACTOR prior to the execution of this
Agreement. The Parties’ agreement concerning the ERP shall be interpreted by taking all
documents as being cumulative and reading them together. Any contradiction between or among


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                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                 Appendix A – ERP Services Agreement

such documents shall be resolved in favor of this Agreement first, then in favor of the exhibits to
this Agreement, then in favor of CONTRACTOR’s Proposal and finally, in favor of the RFP.

4.8      Site Preparation.

DISTRICT shall prepare at its own expense the ERP installation site in accordance with the
requirements of CONTRACTOR’s Proposal. CONTRACTOR represents that the minimum and
maximum electrical requirements set forth in its Proposal, as well as all other permitted ranges of
environmental variations are satisfactory for operation of the ERP. CONTRACTOR shall be
responsible for visiting the DISTRICT’s I.T. Department and finance department to obtain
information to determine what is necessary to fully prepare the installation site. Upon completion
of site preparation by DISTRICT, CONTRACTOR shall inspect the premises and notify the
DISTRICT in writing that DISTRICT has complied with such requirements. The cost of any
physical or environmental alteration or modification required for the successful installation,
operation, and/or maintenance of the ERP (either by CONTRACTOR or DISTRICT) that is
attributable to incomplete or erroneous site specifications provided by the CONTRACTOR shall
be borne by the CONTRACTOR at no cost to DISTRICT.

4.9      Acceptance

         The DISTRICT’s acceptance of the ERP shall be as provided herein.

4.10     Proprietary Rights in Hardware and Manufacturer’s Software

        DISTRICT acknowledges that title to, and ownership of, all applicable patents,
copyrights and trade secrets in the manufacturer’s software and all other proprietary information
pertaining to the design and engineering of the hardware shall remain the property of the various
manufacturers. CONTRACTOR shall provide a copy of the Application source code, database
schema, macros and scripts to DISTRICT upon installation of the Applications upon the
CONTRACTOR provided hardware on DISTRICT site.

        4.10.1 CONTRACTOR agrees to maintain and update the source code as changes or
modifications are made. In the event that the CONTRACTOR shall cease conducting business in
the normal course, become insolvent, make a general assignment for the benefit of creditors,
suffer or permit the appointment of a receiver for its business or its assets or shall avail itself of,
or become subject to, any proceeding under the Federal Bankruptcy Act or any other statute of
any state relating to insolvency or the protection of the rights of creditors, DISTRICT shall have
access to the source code for the sole purpose of maintaining and updating the ERP to avoid
cessation of service or loss to DISTRICT at no additional cost to the DISTRICT.

4.11     Reliability and Response Time

        System reliability uptime shall be no less than 99.9 percent monthly over the five-year
proposed life of the system. Response time, which is defined as the interval that elapses from the
moment the user presses the “enter” key to the moment the last character of the computer’s reply
is received and control is handed back to the computer workstation, shall be no more than 2.0



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Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                 Appendix A – ERP Services Agreement

seconds for 98 percent of all transactions, and no more than 3.0 seconds for 99 percent of all
transactions.

4.12     Fixed and Liquidated Damages

        If (the work is not completed) in accordance with the terms, conditions, and
specifications herein, it is understood that the District will suffer damage. It being impractical
and infeasible to determine the amount of actual damage, it is agreed that the Contractor shall
pay to the District as fixed and liquidated damages, and not as a penalty, an amount to be
determined during contract negotiations, per working day of the delay until the work is
completed and accepted, and the Contractor and his surety shall be liable for the amount thereof.
Said sums shall be withheld from payment due the Contractor from the District.

4.13     Need for Equipment Due to Emergency

        The CONTRACTOR shall make every reasonable effort to assist DISTRICT in procuring
use of equipment compatible with that provided under this Agreement to meet emergencies such
as major breakdown or unforeseen peak loads.

4.14     Documentation

        CONTRACTOR shall provide current, accurate hardware and software documentation
for the ERP as specified in RFP. CONTRACTOR shall also provide monthly progress reports of
the implementation of the provide Applications.

4.15     Software Enhancements, Modifications and Revisions

        Enhancements, modifications, upgrades, and revisions to the software provided under this
Agreement shall be provided as part of a Warranty and Maintenance Agreement attached to this
Agreement as an exhibit. For purposes of this Agreement, enhancements means all maintenance
modifications and major upgrades, new releases, and “fixes” released relating to operating
systems and Application software. Updated documentation shall be made available as
enhancements are loaded. After the Warranty period, enhancements, modifications, upgrades and
revisions shall be provided upon payment of the annual maintenance fee.

4.16     Connection to Other Equipment

        DISTRICT maintains the right to connect the equipment herein contracted for, to any
equipment manufactured or supplied by others including telecommunications equipment,
terminal devices and similar equipment and devices. DISTRICT shall notify CONTRACTOR at
least ten (10) days prior to any such connection and if both parties shall deem it necessary for
proper maintenance of equipment, CONTRACTOR shall make or supervise the interconnection
at DISTRICT’s expense, and if available, supply any interface devices required as described in
published CONTRACTOR manuals at published prices, less any governmental discount.




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Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                 Appendix A – ERP Services Agreement

5. IMPLEMENTATION, PAYMENT SCHEDULE AND RELATED SERVICES

5.1      Implementation Schedule

      Implementation of the work shall be completed in accordance with the schedule provided
in CONTRACTOR’s Proposal.

5.2      Contractor Certification

        When the ERP is operational and fully tested by the CONTRACTOR in accordance with
all applicable requirements, CONTRACTOR shall then certify to DISTRICT in writing that no
liens of any nature are attached to ERP and that no claim or demand exists in favor of materials
and/or labor furnished or supplied in the performance of any related work. Thereafter, a two-step
acceptance test shall be performed by the DISTRICT, assisted by the CONTRACTOR, in
accordance with procedures set forth in Sections 5.3 and 5.4 of this Agreement.

5.3      Functional Acceptance

       As soon as possible within _(TBD)_ business days after certification of software delivery
by Contractor, DISTRICT shall run the functional tests of each Phase of implementation of the
software that DISTRICT deems necessary to determine that the functions of the phase of ERP
comply with the specifications contained in the RFP. DISTRICT’s determination that the ERP
complies with such specifications shall be deemed functional acceptance of the Phase.
Functional Acceptance shall not prejudice DISTRICT’s right to accept or reject the ERP under
Section 5.4.

5.4      System Acceptance

         System Acceptance of the ERP by DISTRICT shall be in accordance with the following:

                5.4.1 Immediately upon completing Functional Acceptance, DISTRICT shall
begin the process of acceptance or rejection of each phase of ERP by operating it in accordance
with normal operating practices over the business day period to determine if it complies with the
specifications contained in the RFP. DISTRICT’s acceptance, conditional acceptance or rejection
shall be by written notice given as soon as possible within the business days specified for the
Phase.

               5.4.2 If a conditional acceptance or rejection is made, DISTRICT’s notice shall
set forth in reasonable detail the basis for its determination. The CONTRACTOR shall have
twenty (20) business days to correct deficiencies. If CONTRACTOR cannot correct the
deficiencies within 20 business days, DISTRICT, upon written notification to CONTRACTOR,
may require CONTRACTOR to reduce the amount DISTRICT owes under this Agreement in an
amount mutually agreed to by the Parties. If the Parties do not mutually agree upon such an
amount within ten (10) business days after CONTRACTOR’s receipt of such notice, then the
CONTRACTOR shall correct deficiencies in a timely manner as provided above.




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Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                 Appendix A – ERP Services Agreement

               5.4.3 After any correction of deficiencies to the Phase of ERP, any relevant
portions of the tests described in the Sections 5.4 and 5.5 shall be run again for purposes of
acceptance or rejection of such corrections. If after running such tests, the Phase of ERP still fails
to comply with the specifications contained herein, DISTRICT shall have the right to terminate
this Agreement immediately and obtain a full refund from CONTRACTOR of all funds
expended pursuant to this Agreement and any applicable damages upon delivery of the ERP
equipment to the CONTRACTOR.

5.5      Response and Reliability Remedies

       If the ERP does not perform within the response time frames and Reliability Standards
required by Section 4.11 of this Agreement, DISTRICT shall have the option either to
renegotiate the Agreement price or terminate the Agreement and obtain a full refund from
CONTRACTOR of all funds expended pursuant to this Agreement and any applicable damages
upon delivery of the ERP equipment to the CONTRACTOR.

6.       PAYMENT TERMS

       Payment of the Agreement price shall be made in installments based on DISTRICT’s
acceptance of the progress of CONTRACTOR’s performance by milestone within each Phase.

7.       ADDITIONAL TERMS AND CONDITIONS OF THE WORK

7.1      Storage of Materials; Cleaning Up

        CONTRACTOR shall be responsible for storage of any materials used in the installation
and set-up of ERP, and DISTRICT shall not be responsible for loss of, or damage to, materials,
tools, or appliances arising from acts of theft, vandalism, malicious mischief or other causes.
CONTRACTOR shall keep the installation site in a clean and orderly condition and shall remove
daily any resulting debris.

7.2      Extra Work

       No claims for extra work shall be allowed unless DISTRICT has previously approved the
same in a written change order.

7.3      Change Orders

       Design, development and implementation work on DISTRICT approved change orders:
CONTRACTOR and DISTRICT shall negotiate in good faith and in a timely manner as to the
price of change orders. If the Parties reach an agreement, this Agreement shall be modified
accordingly. The Board of Education must approve change notices.




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Proposal #23-21-12                                                         San Diego Unified School District
                         Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                     Appendix A – ERP Services Agreement




7.4      Reports

       CONTRACTOR shall submit written monthly reports to the DISTRICT’s I.T. Director or
designee on the status of its performance in relation to the percentage completed of the
milestones required by this Agreement so that DISTRICT is kept informed of its progress.

8.       GENERAL PROVISIONS

8.1      Assignment

       Neither party shall have the right to assign all or any portion of its rights and licenses
granted or delegate any obligations assumed under this Agreement, and any attempted
assignment or delegation shall be null and void; provided, however, the CONTRACTOR shall
have the right to delegate matters to such subcontractors as provided in CONTRACTOR’s
Proposal.

8.2      Termination

       This Agreement will terminate or may be terminated as subject to the following
conditions:

                     8.2.1 Termination by DISTRICT

                     This Agreement may be terminated by DISTRICT for any or all of the following
reasons:

                     8.2.1.1 For any default by CONTRACTOR;

                     8.2.1.2 For the convenience of DISTRICT;

         8.2.1.3 In the event of the insolvency of, or declaration of bankruptcy by, the
CONTRACTOR, or

                8.2.1.4 In the event sufficient appropriated, otherwise unobligated funds no longer
exist for the payment of DISTRICT’s future obligations herein.

                     8.2.2. Termination for Default

                The failure of CONTRACTOR to comply with any material term, condition, or
provision of this Agreement shall constitute default. In the event of default, DISTRICT shall
notify the CONTRACTOR of the specific act or omission by CONTRACTOR, which constitutes
default. The CONTRACTOR shall have ten (10) business days from the date of receipt of such
notification to correct such default. Termination for default shall be accomplished immediately
upon written notice.


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Proposal #23-21-12                                                         San Diego Unified School District
                         Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                     Appendix A – ERP Services Agreement




                     8.2.3 Termination for Convenience

                The DISTRICT may terminate this Agreement in whole or in part whenever for
any reason DISTRICT determines that such termination is in the best interest of DISTRICT. In
such event, DISTRICT shall provide written notice to CONTRACTOR and termination shall be
effective as of the date and time specified therein. The Agreement shall terminate without further
obligation of DISTRICT as of that date, except the CONTRACTOR shall be paid for all work
performed up to that time and DISTRICT shall return all hardware and software components
which have not been fully paid for.

                     8.2.4 Termination for Bankruptcy or Insolvency

                In the event CONTRACTOR shall cease conducting business in the normal
course, become insolvent, make a general assignment for the benefit of creditors, suffer or permit
the appointment of a receiver for its business or its assets or shall avail itself of, or become
subject to, any proceeding under the Federal Bankruptcy Act or any other statute of any state
relating to insolvency or the protection of the rights of creditors, the DISTRICT shall exercise its
right to acquire Application source code held in escrow for the sole purpose of maintaining and
updating the ERP to avoid cessation of service or loss to the DISTRICT, and DISTRICT may, at
its option, terminate this Agreement. In such event of termination, DISTRICT shall provide
written notice to CONTRACTOR and termination shall be effective as of the date and time
specified therein.

                     8.2.5 Termination for Unavailability of Funds

                Notwithstanding any other provision of this Agreement, the Parties agree that the
charges hereunder are payable by DISTRICT solely from appropriated, otherwise unobligated
funds. In the event such funds are determined in the sole discretion of DISTRICT to no longer be
available or to be insufficient with respect to the charges payable pursuant to this Agreement,
DISTRICT may terminate this Agreement without further obligation of DISTRICT up to the
effective date of termination, except CONTRACTOR shall be paid for all work performed to
such date.

                     8.2.6 Procedure upon Termination

                     Upon termination of this Agreement by DISTRICT, CONTRACTOR shall:

                8.2.6.1 Stop work under this Agreement on the date and to the extent specified in
the notice of termination;

                8.2.6.2 Place no further orders or subcontract for materials, services or facilities,
except as may be necessary for completion of such portion of the work under this Agreement as
is not terminated;



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Proposal #23-21-12                                                        San Diego Unified School District
                        Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                    Appendix A – ERP Services Agreement

              8.2.6.3 Terminate all orders and subcontracts to the extent that they relate to the
performance of work terminated;

                8.2.6.4 Assign to DISTRICT, in the manner and to the extent directed by
DISTRICT, all of CONTRACTOR’s rights, title, and interest under the orders or subcontracts so
terminated, in which case DISTRICT shall have the right, in its discretion, to settle or pay any or
all claims arising out of the termination of such orders and subcontracts;

                8.2.6.5 Take such action as may be necessary, or as DISTRICT may direct, for the
protection and preservation of any and all property or information related to this Agreement
which is in the possession of the CONTRACTOR; and

               8.2.6.6 Within ten (10) business days from the effective date of termination,
deliver to DISTRICT all drawings, computer program source code, computer input and output,
analyses, plans, tests, maps, and written materials necessary to the continued performance of the
modules of ERP which are in productive use by the DISTRICT.

                     8.2.7 Payment on Termination for Convenience

                If this Agreement is terminated for the convenience of DISTRICT, DISTRICT
shall pay CONTRACTOR for services rendered by the CONTRACTOR up to the effective date
of termination.

8.3      Confidentiality

        8.3.1 During the course of the parties’ relationship, they may have access to confidential
information of the other. Confidential information shall not be disclosed, orally or in writing, to
any third party without the prior written consent of the owner of such information

       8.3.2 CONTRACTOR shall protect confidential information with at least the same degree
of care and confidentiality, but not less than a reasonable standard of care, which
CONTRACTOR utilized for CONTRACTOR’s information which CONTRACTOR does not
wish disclosed to the public.

        8.3.3 DISTRICT shall protect confidential information with at least the same degree of
care and confidentiality, but not less than a reasonable standard of care, which DISTRICT
utilized for DISTRICT’s information which DISTRICT does not wish disclosed to the public.

        8.3.4 The Agreement imposes no obligation upon either party (Recipient) with respect to
the other party’s (Discloser’s) confidential information which Recipient can establish by legally
sufficient evidence: (a) was in the possession of, or was rightfully known by Recipient without
an obligation to maintain its confidentiality prior to receipt from Discloser; (b) is or becomes
generally known to the public without violation of this Agreement; (c) is obtained by Recipient
in good faith from a third party having the right to disclose it without an obligation of
confidentiality; or (d) was required to be disclosed by applicable law provided that Recipient
notifies Discloser of such requirement prior to disclosure and provided further that Recipient
makes diligent efforts to limit disclosure.


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Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                 Appendix A – ERP Services Agreement




8.4      Laws to be Observed

        The CONTRACTOR shall perform pursuant to this Agreement in compliance with all
federal, state, and local laws.

8.5      Governing Laws; Venue

        The validity, interpretation, performance, and enforcement of this Agreement shall be
governed by the laws of the state of California. The proper venue shall be the City of San Diego,
or if appropriate the Federal District Court sitting in San Diego County, California.

8.6      Permits and Licenses

       CONTRACTOR shall procure all permits and licenses necessary to perform pursuant to
this Agreement and pay all related charges and fees.

8.7      Taxes, Insurance and Miscellaneous Expenses

     All statements of prices, fees and charges payable to CONTRACTOR are net to
DISTRICT excluding sales tax, delivery, transit insurance and other expenses of delivery.
CONTRACTOR shall cooperate if the DISTRICT elects to self accrue Sales or Use Tax.

8.8      Force Majeure

       Neither party shall be responsible for delays resulting from causes beyond the control of
the party including, but not limited to, delays resulting from governmental action, inability to
obtain services, power failure, acts of God or the failure of any product or service neither
manufactured nor provided by the parties.

8.9      No Third Party Beneficiaries

        This Agreement is not intended to create any right in or for the public, or any member of
the public, any subcontractor, supplier or any other third party, or to authorize anyone not a party
to this Agreement to maintain a suit to enforce or take advantage of its terms.

8.10     Anti-Discrimination Standards

       It is the policy of the District that in connection with all work performed under contracts,
there will be no discrimination against any prospective or active employee engaged in the work
because of race, color, ancestry, national origin, religious creed, sex, age, or marital status. The
Contractor agrees to comply with applicable federal and California laws, including, but not
limited to, the California Fair Employment Practice Act, beginning with Labor Code Section
1410, and Labor Code Section 1735. In addition, the Contractor agrees to require like
compliance by any subcontractors employed on the work.


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Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                 Appendix A – ERP Services Agreement



8.11     City of San Diego Business License

       Upon award of the contract, vendor shall provide proof of a current City of San Diego
business license if the CONTRACTOR or subcontractor(s) is located in, or performs services
within City limits.

8.12     Conflict of Interest

        CONTRACTOR hereby certifies that no officer, agent or employee of DISTRICT who
may have a pecuniary interest in this Agreement has participated in the contract negotiations on
the part of DISTRICT.

8.13     Notices

        Notices shall be in writing and deemed given when personally delivered or three (3) day
after deposited in the United States mail, first class postage prepaid, return receipt requested,
addressed to the person to whom notice is given at the addresses set forth below or at any other
address designated by notice by a party:

         To DISTRICT:

         Name
         Title
         Address
         Phone
         Fax

         To CONTRACTOR:

         Name
         Title
         Address
         Phone
         Fax

9.       INSURANCE

9.1     CONTRACTOR shall purchase Industrial Insurance, General Liability, Automobile
Liability, and Property Insurance as described below:

                9.1.1 Industrial Insurance. It is understood and agreed that there shall be no
Industrial Insurance coverage provided for CONTRACTOR or any Subcontractor by DISTRICT.
CONTRACTOR agrees, as a precondition to the performance of any work under this Agreement
and as a precondition to any obligation of the DISTRICT to make any payment under this
Agreement to provide DISTRICT with a certificate issued by an insurer in accordance with
_______________.


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Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                 Appendix A – ERP Services Agreement



               9.1.2 It is further understood and agreed by and between DISTRICT and
CONTRACTOR that CONTRACTOR shall procure, pay for, and maintain the above mentioned
industrial insurance coverage at CONTRACTOR’S sole cost and expense. Should
CONTRACTOR be self-funded for Industrial Insurance, CONTRACTOR shall so notify
DISTRICT in writing prior to the signing of this Agreement. DISTRICT reserves the right to
approve said retentions, and may request additional documentation, financial or otherwise, for
review prior to the signing of this Agreement.

               9.1.3 Comprehensive Public Liability Insurance or Comprehensive Liability
Insurance (Bodily Injury and Property Damage) of not less than $1,000,000 combined single
limit per occurrence, including but not limited to endorsements for the following coverages:
Personal injury, premises-operations, blanket contractual and independent contractor’s liability.

           9.1.4 Comprehensive Automobile Liability Insurance (Bodily Injury and Property
Damages) on owned, hired, leased, and non-owned vehicles used in connection with
CONTRACTOR’S business of not less than $1,000,000 combined single limit per occurrence.

                9.1.5 Additional Insured. The DISTRICT, its officers, employees, and volunteers
are to be included as insureds as respects damages and defense arising from: activities performed
by or on behalf of CONTRACTOR, including the insured’s general supervision of
CONTRACTOR; products and completed operations of CONTRACTOR; premises owned,
occupied, or used by CONTRACTOR; or automobiles owned, leased, hired, or borrowed by
CONTRACTOR. The coverage shall contain no special limitations on the scope of protection
afforded to DISTRICT, its officers, employees, or volunteers.

             9.1.6 Primary Coverage. The insurance required above shall provide that it is the
primary coverage with respect to CONTRACTOR, the DISTRICT, and all other additional
insureds.

               9.1.7 Cancellation Notice. The insurance required above shall provide that no
cancellation or material change in any policy shall become effective except upon thirty (30) days
prior written notice to the DISTRICT.

              9.1.8 Policy Deductibles. CONTRACTOR shall be responsible for all deductibles
in all of CONTRACTOR’S insurance policies. The amount of deductibles for an insurance
coverage required herein shall be reasonable and subject to the DISTRICT’S approval.

              9.1.9 Claims Made Insurance. In the event CONTRACTOR cannot provide an
occurrence policy, CONTRACTOR shall provide insurance covering claims made as a result of
performance of this Agreement for not less than three (3) years following completion of
performance of this Agreement.

9.2      Acceptability of Insurers

       Insurance is to be placed with insurers with a Best’s rating of no less than A. DISTRICT,
with the approval of the District’s Risk Manager, may accept coverage with carriers having


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Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                 Appendix A – ERP Services Agreement

lower Best’s ratings upon review of financial information concerning CONTRACTOR and
insurance carrier. DISTRICT reserves the right to require that CONTRACTOR’S insurer be a
licensed and admitted insurer in the State of California, or on the Insurance Commissioner’s
approved but not admitted list.

9.3      Verification of Coverage

        CONTRACTOR shall furnish DISTRICT with certificates of insurance and with original
endorsements affecting coverage required by this exhibit. The certificates and endorsements for
each insurance policy are to be signed by a person authorized by that insurer to bind coverage on
its behalf. All certificates and endorsements are to be addressed to the contracting department
and be received and approved by DISTRICT before work commences. DISTRICT reserves the
right to require complete certified copies of all required insurance policies at any time.

9.4      Subcontractors

       CONTRACTOR shall include all Subcontractors as insureds under its policies or shall
furnish separate certificates and endorsements for each Subcontractor. All coverages for
Subcontractors shall be subject to all of the requirements stated herein.

9.5      Miscellaneous Conditions

       9.5.1 CONTRACTOR shall be responsible for and remedy all damage or loss to any
property, including property of DISTRICT, caused in whole or in part by CONTRACTOR, any
Subcontractor, or anyone employed, directed, or supervised by CONTRACTOR.

        9.5.2 Nothing herein contained shall be construed as limiting in any way the extent to
which CONTRACTOR may be held responsible for payment of damages to persons or property
resulting from its operations or the operations of any Subcontractors under it.

       9.5.3 In addition to any other remedies, DISTRICT may have if CONTRACTOR fails to
provide or maintain any insurance policies or policy endorsements to the extent and within the
time herein required, DISTRICT may, at its sole option:

        9.5.4 Purchase such insurance to cover any risk for which DISTRICT may be liable
through the operations of CONTRACTOR under this Agreement and deduct or retain the amount
of the premiums for such insurance from any sums due under the Agreement;

       9.5.5 Order CONTRACTOR to stop work under this Agreement and/or withhold any
payments which become due CONTRACTOR here under until CONTRACTOR demonstrates
compliance with the requirements hereof; or,

         9.5.6 Terminate the Agreement.

9.6      Workers’ Compensation Insurance




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Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                 Appendix A – ERP Services Agreement

        Workers’ Compensation Insurance shall be provided as required by applicable law.
Employers’ liability insurance shall be provided in amounts not less than $1,000,000 each
accident for bodily injury by accident, $1,000,000 policy limit for bodily injury by disease, and
$1,000,000 each employee for bodily injury by disease. Each Workers’ Compensation policy
shall be endorsed with the following specific language:

9.7      Cancellation Notice

       This policy shall not be canceled or materially changed without first giving thirty (30)
days prior written notice to DISTRICT.

9.8      Waiver of Subrogation

         The insurance company agrees to waive all rights of subrogation against the DISTRICT,
its officers, agents, employees, or volunteers, for losses paid under the terms of this policy which
arise from work performed by the named insured for DISTRICT.

9.9      Automobile Insurance

        Automobile Liability Insurance covering bodily injury and property damage in an amount
no less than $1,000,000 combined single limit for each occurrence.

9.10     Employer’s Liability

       Employer’s Liability Insurance covering $1,000,000 per accident for bodily injury or
disease.

9.11     Professional Liability

         Professional Liability Insurance covering $1,000,000 per claim and aggregate.

10.      MISCELLANEOUS PROVISIONS

10.1     Modifications

         This Agreement may be modified only by mutual agreement by the Parties in writing.

10.2     Waiver

        No term or condition of this Agreement shall be deemed to have been waived, nor shall
there be an estoppel against the enforcement of any provision, except by written instrument of
the party charged with such waiver or estoppel. No such written waiver shall be deemed a
continuing waiver unless specifically stated therein and each such waiver shall operate only as to
the specific term or condition waived and shall not constitute a waiver of such term or condition
for the future or as to any act other than that specifically waived.




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Proposal #23-21-12                                                      San Diego Unified School District
                      Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                  Appendix A – ERP Services Agreement




10.3     Headings

        The headings of parts, sections and subsections used in this Agreement are included
solely for convenience of reference and shall not control the meaning or interpretation of any of
the provisions of this Agreement.

10.4     Number and Gender

        Whenever applicable within this Agreement, the singular shall include the plural and the
plural shall include the singular and a pronoun of one gender shall refer to any appropriate
gender.

10.5     Conflicts Between Documents: Order of Precedence

       In the event that there is a conflict between the documents comprising the Agreement, the
order of precedence shall be as follows:

         10.5.1 Contract
         10.5.2 Statement of Work
         10.5.3 Cost Workbook
         10.5.4 Detailed Requirements
         10.5.5 Implementation Schedule

         10.5.6 CONTRACTOR Proposal
         10.5.7 DISTRICT RFP

10.6     Severability

       Unless expressly provided otherwise, the provisions of this Agreement are severable, and
the unenforceability of any provision shall not affect the enforceability of any other provision of
this Agreement.

10.7     Inurements

       The terms of this Agreement shall inure to the benefit of the Parties, including their
successors and permissible assigns, if any.

10.8     Counterparts

        This Agreement may be executed simultaneously or concurrently in one or more
counterparts, each of which shall be deemed a duplicate original but all of which together shall
constitute one and the same agreement.

10.9     Entire Agreement



                                                                                  9 August 2002—Page 79
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                 Appendix A – ERP Services Agreement

       The making, execution and delivery of this Agreement has been induced by no
representations, statements, warranties or other agreements except as expressed by the written
terms of this Agreement. The parties agree that this Agreement may not in any way be
contradicted by a prior or existing course of dealing between them or by any usage of trade or
custom.

10.10 Indemnification

        CONTRACTOR hereby agrees to hold harmless, indemnify, and defend DISTRICT, its
officers, agents, employees and volunteers from any loss or liability, financial or otherwise
resulting from any claim, demand, suit, action, or cause of action based on bodily injury
including death or property damage, including damage to CONTRACTOR or DISTRICT
property or injury to CONTRACTOR or DISTRICT employees, caused by any action, either
direct or passive, the omission, failure to act, or negligence on the part of CONTRACTOR, its
employees, agents, representatives, or Subcontractors arising out of performance of work under
this Agreement by CONTRACTOR, or by others under the direction or supervision of
CONTRACTOR, unless such damage, loss, injury or death is caused by the action either direct
or passive, the omission, or failure to act or the negligence of the DISTRICT or its employees.
Such indemnification shall be conditioned upon DISTRICT giving CONTRACTOR prompt
written notice of such claim, and shall not be reasonably withheld unless the timing of such
notice shall prejudice contractor’s ability to defend said claim.

        Should CONTRACTOR refuse tender of defense, upon determination that the work
performed by CONTRACTOR was negligent in any manner or that CONTRACTOR failed to
perform any duty set forth in this agreement resulting in the subject litigation CONTRACTOR
agrees to pay DISTRICT’s cost related to its investigation and defense.

       In determining the nature of the claim against DISTRICT, the incident underlying the
claim shall determine the nature of the claim, notwithstanding the form of the allegations against
DISTRICT.

10.11 Mediation

        Should any dispute arise out of this Agreement, any party may request that it be
submitted to mediation. The parties shall meet in mediation within 30 days of a request. The
mediator shall be agreed to by the mediating parties; in the absence of an agreement, the parties
shall each submit one name from mediators listed by the American Arbitration Association,
________________, or otherwise agreed-upon service. The mediator shall be selected by a
“blindfold” process.

        The cost of mediation shall be borne equally by the parties. Neither party shall be deemed
the prevailing party. No party shall be permitted to file a legal action without first meting in
mediation and making good faith attempt to reach a mediated settlement. The mediation process,
once commenced by a meeting with the mediator, shall last until agreement is reached by the
parties by no more than 60 days, unless the maximum time is extended by the parties.




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Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                 Appendix A – ERP Services Agreement

10.12 Performance and Payment Bonds

       The DISTRICT requires the CONTRACTOR to provide a Performance Bond in the
amount of 100% of the contract value and a Payment Bond equal to fifty (50) percent of the
contract value within ten (10) working days after notice is received from the DISTRICT that the
contract has been awarded. The cost of providing the bond shall be considered as included in the
price and no additional compensation will be allowed therefore. If CONTRACTOR fails to
provide the bond within the time specified, the DISTRICT may, at its option, determine that
CONTRACTOR is in default and terminate the contract in accordance with the clauses of this
Agreement entitled “Termination for Default” and “Termination for Convenience.”

10.13 Order of Precedence

       In the event of a technical conflict in interpretation between any of the applicable
Agreement documents specified below, and all of which are hereby incorporated by reference,
any such conflict will be resolved by giving precedence in the following order, most recently
dated document first:

        a. Amendments, Change Orders, or modifications to the Project Charter, Configuration
Plan, or Compliance Matrix;

     b. Project Charter, Configuration Plan, and Compliance Matrix upon approval by
DISTRICT;

         c. This Agreement and any Exhibits, Attachments, or Amendments;

       d. Correspondence between CONTRACTOR, DISTRICT, and/or its agents (particularly
Gartner) dated later than ______,2002.

         e. CONTRACTOR’S proposal and correspondence dated _______,2002.

         f. The DISTRICT’S RFP dated ( ) and subsequent Addenda.

10.14 Gratuities

       District policy precludes employees from accepting any gratuities from Contractors.
Rebates or any other form of commission or discount must be issued to the San Diego Unified
School District.

10.15 Conduct of Contractor

        The Contractor agrees to inform the District of all the Contractor’s interests, if any, which
are or which the Contractor believes to be incompatible with the interests of the District.

       The Contractor shall not, under circumstances, which might reasonably be interpreted as
an attempt to influence the recipient in the conduct of his duties, accept any gratuity or special



                                                                                 9 August 2002—Page 81
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                 Appendix A – ERP Services Agreement

favor from individuals or organizations with whom the Contractor is doing business or proposing
to do business, in accomplishing the work under the contract.

        The Contractor shall not use for personal gain or make improper use of privileged
information, which is acquired in connection with its employment. In this connection, the term
“privileged information” includes, but is not limited to, unpublished information relating to
technological and scientific development; medical; personnel, or security records of individuals;
anticipated materials requirements or pricing actions; and knowledge of selections of vendors or
subcontractors in advance of official announcement.

        The Contractor or employees thereof shall not offer gifts, gratuity, favors, and
entertainment directly or indirectly to District employees.

        The Contractor or its employees shall adhere to District policies, including non-smoking
policies.

       The District reserves the right to request that any contractor’s employee(s), including
subcontractors if any, be asked to stop work on this project, and leave District premises, for any
reason deemed appropriate by the District; Contractor shall provide an immediate substitute if
needed, subject to review and screening by the District.

10.16 Compliance with Education Code/Indemnification

       The District has determined under Education Code section 45125.1, subdivision C that in
performing services pursuant to this agreement, Contractor’s employees may have contact with
pupils. As required under Education Code section 45125.1, subdivision (a), Contractor shall
require their employees who will provide services pursuant to this Agreement to submit their
fingerprints in a manner authorized by the Department of Justice together with a fee determined
by the Department of Justice in order to conduct a criminal background check to determine
whether such employees have been convicted of or have charges pending for a felony as defined
under Education Code Section 45122.1.

       Contractor shall not permit any employee to perform services who may come in contact
with pupils under this agreement until the Department of Justice has determined that the
employee has not been convicted of a felony or has no criminal charges pending for a felony as
defined in Section 45122.1.

        Contractor shall certify in writing to the Governing Board of the District to the attention
of Phyllis Lewellen, Contract Specialist, Procurement Unit, 2351 Cardinal Lane, San Diego,
California, 92121, that all of its employees who may come in contact with pupils have not been
convicted of and have no criminal charges pending for a felony, as defined in Education Code
section 45122.1. Contractor will provide a listing of employees who may come in contact with
pupils. The listing is to be kept current, and the District notified in writing to the Procurement
Representative when changes (i.e., additions or deletions) are made.

      Contractor shall defend, indemnify, protect, and hold the District and its agents, officers
and employees harmless from and against any and all claims asserted or liability established for


                                                                                 9 August 2002—Page 82
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                 Appendix A – ERP Services Agreement

damages or injuries to any person or property which arise from or are connected with or are
caused or claimed to be caused by Contractor’s failure to comply with all of the requirements
contained in Education Code section 45125.1, including, but not limited to, the requirement
prohibiting Contractor from using employees who may have contact with pupils who have been
convicted or have charges pending for a felony as defined in Education Code Section 45122.1.

        It is understood and agreed to by all parties that “employees” shall include any
individuals who provide service under this contract that are employed or contracted whether
directly or indirectly by the contractor(s), including subcontractors.

10.17 Discounts or Rebates

       The District wishes to receive any and all discounts or rebates available to them by the
manufacturer, successful contractor, or subcontractors for the items covered under this proposal.
Rebates must be listed on the line provided on the proposal form. The District will take payment
discounts at the time a progress payment is made to the contractor.

        If offered by the contractor, the contractor shall make three payments. The schedule will
be as agreed upon by mutual consent of the Proposer and District prior to award recommendation
to the Governing Board.

        Rebate from Contractor to District: Contractor shall pay San Diego Unified School
District 2% of the value of all purchase orders received (less any taxes or discounts) from these
other agencies that purchase software, licensing and services against any contract resulting from
this RFP as a rebate.

        If rebate payment is not received by the District within 30 days of the payment due date,
the District reserves the right to assess liquidated damages in the amount of $500.00 per day until
the check is received by the District. In addition, if the contractor fails to provide any, or all
rebates in accordance with this contract, the District reserves the right to make a claim against
the contractor’s bond.

10.18 Subcontractors

Contractor shall not contract for or permit any subcontract work to be performed without prior
written authorization of the District.

If, in the District’s reasonable judgment, any subcontractors fail to perform the work in strict
accordance with the contract, Contractor, after due notice from the District shall discharge the
subcontractor, but this discharge shall in no way release Contractor from his obligations and
responsibilities under the contract, including adjustment of price.

Contractor hereby agrees to bind every subcontractor by the terms and conditions of this
proposal agreement as far as such terms and conditions are applicable to the subcontractor’s
work. If Contractor subcontracts any part of this agreement/contract, Contractor shall be as fully
responsible to the District for acts and omissions of his subcontractor and of persons either



                                                                                 9 August 2002—Page 83
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                 Appendix A – ERP Services Agreement

directly or indirectly employed by the contractor. Nothing contained in these contract documents
shall create any contractual relation between any subcontractor and the District.

10.19 System Functionality

        The Implemented Solution must provide similar functionality to the current systems, as
of the Contract Effective Date, including a level of automation not less than that of the current
systems, and although the Contract generally states the requisite specifications, attributes, and
functionalities of the Fixed Price Application, the scope of the ERP Initiative shall also include
all other specifications, attributes, and functionalities reasonably related to those set forth in the
Contract or otherwise necessary to create an appropriate ERP system for the District.

10.20 Contractor’s Power and Authority

       CONTRACTOR warrants that it has full power and authority to grant the rights herein
granted and shall hold DISTRICT harmless from and against any loss, cost, liability, and
expense including reasonable attorney fees arising out of any breach of this warranty. Further,
CONTRACTOR agrees that it will not enter into any arrangement with any third party which
might abridge any rights of DISTRICT under this Agreement.

In Witness Whereof, the parties have caused this Agreement to be executed on their behalf by
their fully authorized representatives.

CONTRACTOR                                          SAN DIEGO UNIFIED SCHOOL DISTRICT

Signature                                           Signature

Title                                               Title

Date                                                Date

Company Name




                                                                                 9 August 2002—Page 84
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                           Appendix B: Proposed Software Modifications




                                    Appendix B –
                                  Proposed Software
                                    Modifications




                                                                                 9 August 2002—Page 85
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                           Appendix B: Proposed Software Modifications

The District estimates the following changes will be required to the delivered PeopleSoft system.
Estimate the time and cost required for each item. Further discussion of these changes may take
place as part of contract negotiations.

Item        Features                                     Complexity

            Human Resources

1           Process transfer of on-line official         Assume that transcripts are available in a
            university transcript records into system.   standard format, and that an interface needs to
                                                         be written to import the data to the PeopleSoft
                                                         HR system.

2           PhotoID system to include recording and      Use standard PeopleSoft functionality to store
            storage of personnel data.                   images in the database. Write an application to
                                                         store additional information associated with the
                                                         digital photos.

3           Creation and encoding of badges              A third party Badge vendor will be used to
                                                         accept an electronic feed from the PeopleSoft
                                                         database. Develop appropriate functionality to
                                                         track badge related information and to send the
                                                         information to the badge-producing device.

4           Documentation of employee skills,            Generate a table linked to employee data that
            education, honors, special projects,         records and reports on specified information
            licenses, certificates, languages, and       related to certifications.
            course enrollment evaluations.

5           CA Basic Educational Data System             Include collection of data and automatic
            (CBEDS)          collection    reporting     notification of 'renewal' timeframes (i.e. the
            requirements, e.g., total years of           Certification must be renewed every 2 years).
            educational experience, highest level of
            education and certification information.     Assume that an electronic feed must be
            Relational databases update information      imported from data tables in another SQL
            for annual reporting.                        Server database to update the information for
                                                         the Annual Reports.

6           Credential registration screen with          Develop the Credential registration panel and
            download capabilities with commission on     table with PeopleTools, and include a
            teacher credentialing or County Office of    download capability to export the data in a
            Education database using State of            format required by the county office of
            California credential codes.                 education, and import data from county
                                                         education agencies.
            Additional District fields available for
            temporary documents and certification        The additional fields would be for internal
            requirements.                                district use. The requirements associated with
                                                         commission information may change over time,
                                                         so the feature should include effective-dated
                                                         logic.

7           Notification       of       process    for   Report to be generated from the credentialing
            credential/certificate requirements          data recorded above. Automatic e-mail of
                                                         notifications for expiring credentials.




                                                                                    9 August 2002—Page 86
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                           Appendix B: Proposed Software Modifications

Item        Features                                       Complexity

8           Interface student system and employee          The PeopleSoft System Integrator will be
            system to create monitoring lists of class     responsible for developing exports of
            assignment/credentials/certificates            PeopleSoft data to be used in the Student
            registered for each teacher.                   System (running on SQL Server).

                                                           The Student Information System Integrator will
                                                           generate exports from the student information
                                                           system.

                                                           The district is looking for a function to monitor
                                                           what teachers are certified to teach what
                                                           classes in the student system.             Since
                                                           credentialing information will be stored in
                                                           PeopleSoft (above), reports / queries are
                                                           required in PeopleSoft to list matches /
                                                           required skills.

8           Supplemental credentials screen for            Use the PeopleSoft Competency Management
            district trained and intern documentation.     module as a base, define what modifications
            Fields for compliance data; test dates,        would be required to accommodate the
            subject       matter    competency/courses     additional information listed.    Assume the
            completed,           BTSA       completion,    'compliance rules’ are not complex.
            individualized program specifications.
            Additional user defined fields for planning
            of district intern programs and compliance
            rules.

9           Determination of training needs. Training      Use the Administer Training Module as the
            goals and requirements for specific jobs       foundation additional fields could be added to
            and positions can be catalogued by             accommodate special client requirements.
            department, function, position title and       'Training Plans' can be created in the
            activity. Comparisons of requirements to       application.
            individuals in or applying for positions can
            be made to determine the training
            requirements for individual groups.
            Various sources for training information
            and educational opportunities can be
            related to the goals and requirements to
            point users to best sources for employee
            education.

            Benefits
10          Reports based on STRS and PERS                 Define where PeopleSoft provides the ability to
            requirements.                                  store STRS and PERS data in the application,
                                                           and whether custom fields are required.
                                                           Generate reports and exports for reporting
                                                           STRS and PERS information.

            Position Control
11          Budget variance reported via on-line           Develop on       line   Budget    alerts   using
            Alerts                                         PeopleCode.




                                                                                      9 August 2002—Page 87
Proposal #23-21-12                                                      San Diego Unified School District
                      Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                            Appendix B: Proposed Software Modifications

Item        Features                                          Complexity

            Payroll                                           District procedures and union rules require
                                                              several non-standard payroll calculations.
                                                              When possible, district internal processes will
                                                              be changed to handle standard payroll
                                                              processing. However, union rules and CA ed
                                                              code may require modifications to Payroll.

12          Pay split over a pay period when                  Provide a modification to pay teachers over 12
            employees are not working. For example,           months, even if 12 months are not worked.
            a teacher may work 187 days within 11
            months but be paid over 12 months.

13          System must be able to do calculation of          Early ends may be handled with existing
            new and one time pay.                             functionality. Late starts will require a
                                                              modification.
            The District has many cases where the
            salary must be recalculated for an
            employee.     These cases include late
            starts, mid period changes to assignment,
            terminations, FTE or days to work etc.

            The system must provide the ability to
            correctly determine the new salary
            particularly the first month of salary based
            on change.

14          Employees view their taxable wages and            Create a panel with appropriate security to
            taxes withheld for current quarter-to-date,       permit employees to view the accumulated
            prior quarter-to-date and year-to-date            payroll data.

            Procurement
15          Interface with inventory          to   update     Permit update     of   Inventory       data   from
            inventory quantity and cost.                      Procurement

16          Ability to re-route requisitions to initiate in   Identify SDUSD
            house budget transfer to eliminate use of
            purchase orders when SDUSD is the
            vendor.

17          For Book Buying - Access to textbook              A possible solution would be to load District
            information, textbook stock information           textbook items into a PeopleSoft catalog using
            and library book information from                 existing date import tools.
            requisition staging area, SDCS databases
            (for "TOO-LOO" items)

18          For      Book        Buying    -     Allow        Link to custom      tables    during    requisition
            school/departments to enter the "TOO",            processing.
            "LOO", and "Non-Stock" database part
            numbers into the requisition, to allow for
            "Auto-Fill" capabilities




                                                                                           9 August 2002—Page 88
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                           Appendix B: Proposed Software Modifications

Item        Features                                       Complexity

19          Ability for multiple web and e-mail links to   Depending on the actual requirement, the
            be associated to the vendor information        District can have multiple web address and
            database, to access from the vendor file       access the vendor look up from the requisition.
            and access from the requisition screen.        This is intended for eProcurement activities
                                                           once contracts have been established with
                                                           suppliers. Users would access vendor sites
                                                           directly to procure materials.
20          Interface with distribution for delivery       Track deliveries from within PeopleSoft by
            tracking purposes.                             linking to existing distribution systems.
            Budgeting
21          Cash Management Integration                    The district requires “cash drawer” functionality
                                                           – to handle POS type transactions and receipt
                                                           generation.

22          Ability to calculate benefit rates and         Permit “what if” analysis of budget generation
            project estimate changes when rates            as some input variables change.
            change.

23          The system will provide a process to           The ed code requires reporting on transactions
            summarize journal entries requiring Board      that exceed a certain dollar value.       This
            approval and exporting the data into the       process is cumbersome, and must be
            Board Agenda format.                           automated.

24          Be able to change budget data either by        Mass change or change and replace items in
            replacing the individual data or by net        the budget.
            change.
            Accounts Receivable
25          Auto generate bank deposit slips and           Auto-generate Bank Deposit Slips. Create a
            County Treasury Deposit Permits                custom report and button to have deposit slips
                                                           generated from the panel used for cash
                                                           receipts.

                                                           County Treasury Deposit Permits. Same as
                                                           above, but a different format is required for
                                                           county treasury deposit permits.
            Accounts Payable
26          Automatic generation of W-9 for 1099           Generate a report in W9 format to eliminate the
            vendors including tracking.                    need to re-key or manually enter information.

27          The system can support document                This will require a third party vendor’s imaging
            imaging of expenditure vouchers and            system, but the system integrator will be asked
            checks.                                        to assist in the set-up and deployment of
                                                           linking digital documents to PeopleSoft panels.

            Fixed Assets
28          The fixed asset module feeds to risk           Extract information from Asset Management for
            management       to   ensure insurance         export to the Risk Management software
            information is captured.

29          Threshold settings:      $5000 limit for       Write PeopleCode to key functionality off Asset
            depreciated assets       and $500 for          values – items over $5000 must have
            inventoried assets                             depreciation set up.




                                                                                      9 August 2002—Page 89
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                  Appendix C: Current SDUSD Applications Environment




                                Appendix C – Current
                                SDUSD Applications
                                   Environment




                                                                                 9 August 2002—Page 90
Proposal #23-21-12                                                         San Diego Unified School District
                         Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                      Appendix C: Current SDUSD Applications Environment


Table 4 - Existing Application-Related Technology
                                      San Diego Unified School District
                      Existing Technology – Financial and HR Processes
                                                              Install      Operating
 Business Area          Application Name           Vendor      Date         System         DBMS
FINANCIAL            Accounts Payable           developed               Windows        SQLServer 6.5
SYSTEMS                                         internally
                     Advantage General          Micro         6/02      Windows2000    SQLServer2000
                     Ledger                     Information
                                                Products
                                                (MIP)
                     AP - Food Services         developed               Windows        SQLServer 6.5
                                                internally
                     Automated Fueling          E.J. Ward,
                     System                     Inc.
                     Board Agenda               developed               Windows        SQLServer 6.5
                                                internally
                     Budget Development File    developed                              SQLServer 6.5
                     (BDF)                      internally
                     Budget Development File    developed               windows        SQLServer 6.5
                     (BDF) - Account            internally
                     Balances
                     Budget Financial           developed               Windows        SQLServer 6.5
                     Reporting                  internally
                     Budget Utility             developed               Windows        SQLServer 6.5
                                                internally
                     Document Express           MHC
                     Electronic Forms Routing   developed               Windows        SQLServer 6.5
                     Authorization (EFRA)       internally
                     Equipment Inventory        developed               Windows        SQLServer 6.5
                                                internally
                     Excel                      Microsoft               Windows
                     Expedition                 Primavera               Windows        Sybase
                     Financial Accounting       developed               Windows        SQLServer 6.5
                                                internally
                     Financial Data Base        developed               Windows        SQLServer 6.5
                     (FDB)                      internally
                     Financial Data Base        developed               Windows        SQLServer 6.5
                     (FDB) - Account            internally
                     Balances
                     Financial Data Base        developed               Windows        SQLServer 6.5
                     (FDB) - Suspense           internally
                     Clearing
                     Financial Query            developed               Windows        SQLServer 6.5
                                                internally
                     Fixed Assets               developed               Windows        SQLServer 6.5
                                                internally
                     Food Service Warrants      developed               Windows        SQLServer 6.5
                                                internally
                     Forms Utility              developed               Windows        SQLServer 6.5
                                                internally
                     FoxPro
                     Horizon Library System     Apitex                  Unix           Sybase




                                                                                           9 August 2002—Page 91
Proposal #23-21-12                                                          San Diego Unified School District
                          Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix C: Current SDUSD Applications Environment

                                    San Diego Unified School District
                       Existing Technology – Financial and HR Processes
                                                             Install     Operating
 Business Area            Application Name        Vendor      Date        System          DBMS
                     IMC Cataloging            developed               Windows       SQLServer 6.5
                                               internally
                     IMC Circulation           developed               Windows       SQLServer 6.5
                                               internally
                     IMC Utility               developed               Windows       SQLServer 6.5
                                               internally
                     Job Cost                  developed                             SQLServer 6.5
                                               internally
                     Journal Vouchers          developed               Windows       SQLServer 6.5
                                               internally
                     Library Book              developed               Windows       SQLServer 6.5
                                               internally
                     Livescan                  developed               Windows       SQLServer 6.5
                                               internally
                     Material Services         developed               Windows       SQLServer 6.5
                                               internally
                     Medical Billing           Maximus                 Windows       Access
                     MBA General Ledger        Micro                   DOS-based     proprietary
                                               Business
                                               Application
                                               (MBA)
                     New School Provisioning   developed                             SQLServer 6.5
                     System                    internally
                     Payroll Deduction         developed               Windows       SQLServer 6.5
                     Vendor Maintenance        internally
                     System (PDVMS)
                     Personnel Development     developed                             SQLServer 6.5
                     Budget Development        internally
                     (PBDB)
                     Police Dispatch           developed               Windows       SQLServer 6.5
                                               internally
                     P3                        Primavera               Windows       Btrieve
                     Purchasing                developed               Windows       SQLServer 6.5
                                               internally
                     Purchasing Vendor         developed               Windows       SQLServer 6.5
                     Maintenance System        internally
                     (PVMS)
                     Quickbooks Pro
                     Reconcile                 developed               Windows       SQLServer 6.5
                                               internally
                     School Controller         Blue Bear               Windows       proprietary
                                               Software
                     Supply Order Entry        developed               Windows       SQLServer 6.5
                                               internally
                     Suretrak                  Primavera               Windows       Btrieve
                     Textbook                  developed               Windows       SQLServer 6.5
                                               internally
                     Vendor Maintenance        developed               Windows       SQLServer 6.5
                                               internally
                     Work Order                Maximo                  Windows 98    CenturaSQLbase




                                                                                          9 August 2002—Page 92
Proposal #23-21-12                                                           San Diego Unified School District
                           Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                        Appendix C: Current SDUSD Applications Environment

                                   San Diego Unified School District
                      Existing Technology – Financial and HR Processes
                                                              Install        Operating
 Business Area          Application Name            Vendor     Date           System          DBMS
HUMAN
RESOURCES
Personnel            AA Tracking                 developed              NT               SQL Server
                                                 internally
                     AIS                         developed              NT               SQL Server
                                                 internally
                     Certificated Salary         developed              NT               SQL Server
                     System                      internally
                     Clearinghouse               County
                                                 Program
                     (Employee Data)             developed              NT               SQL Server
                                                 internally
                     (Credential Registration)
                     County Link
                     (Credential Reports)                                                Access
                     FileMaker Pro                                      Windows
                     Live Scan                   3rd Party              NT               SQL Server
                     (Time for Subs/Hourly)                             Novell
                     PDF-Acrobat
                     SearchSoft                                         NT               SQL Server
                     Sigma                       3rd Party              DOS
                     Seniority Layoff System     developed              NT               SQL Server
                                                 internally
                     SIMS (SAMS) VIP             3rd party              NT               Btrieve
                     TALX                        3rd party
Payroll              Timekeeping                 developed              NT               SQL Server
                                                 internally
                     Payroll                     developed              NT               SQL Server
                                                 internally
Benefits             Info on SDUSD benefits                             Web
                     Reports (On-Line C/S        developed              NT               SQL Server
                     Benefits)                   internally
                     (Benefits Batch)            developed              NT               SQL Server
                                                 internally
Workflow             Forms (Forms Routing)       developed              NT               SQL Server
                                                 internally
Miscellaneous        (Payroll Vendor             developed              NT               SQL Server
                     Maintenance)                internally
                     (Police Dispatch)           developed              NT               SQL Server
                                                 internally




                                                                                             9 August 2002—Page 93
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                    Appendix D – Current District Operating Environment & Infrastructure




                                Appendix D – Current
                                 District Operating
                                  Environment &
                                   Infrastructure




                                                                                 9 August 2002—Page 94
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                    Appendix D – Current District Operating Environment & Infrastructure


Operating Environment & Infrastructure
1. Client workstations
It is estimated that there are approximately 3,500 PC’s being used to access the District’s
business applications. At the end of year 2000 it was estimated that 1,500 of these PC’s, which
are mostly at the school sites in the administrative office are configured with Pentium 166MHz,
96MB RAM and a 2.5GB hard drive, with a 10Mbs-ethernet card. The remaining 2000 is a mix
of PC’s located in schools and administrative sites with Pentium 200MHz to 1GHz CPU’s,
128MB RAM to 512MB RAM and a varied amount of disk space. About 99% of these have
10/100Mbs network Ethernet cards. PC’s accessing business applications are running Windows
NT 4 with service pack 5 or 6a. There are very few Windows 95/98. However, the District is
now supporting Windows 2000. A Citrix MetaFrame/Terminal Server environment exists that
allows Macintosh and laptops to run the Districts business applications (Windows based).
Capacity is 300 Concurrent user sessions on 4 Citrix servers and 75 concurrent Terminal server
connections on 1 Terminal server. Terminal Services are provided on a limited basis to laptops
that roam the District and access its business applications.

2. Legacy Batch System
The legacy batch environment runs on a client/server environment. Two large enterprise servers
with 4 XEON CPU’s each with 1GB RAM and 1MB of cache per CPU, and an additional
workgroup server with 2 CPU’s and 168MB of RAM are sharing a total of 100GB of external
storage for output data files and reports.

3. Print System
All of the reports are routed to a printing system based on IBM’s AFP print architecture to
support customized legacy forms and reports developed in house to support District printing
needs.

Server – IBM RS/6000 Model 7013-590, 256 MB Ram, 8 GB storage, 370 Channel Adapter
card, AIX 4.3

InfoPrint Manager for AIX, supporting about 500 forms overlays, and 17,000 font objects –
supports input data streams of ASCII text, PCL, PDF, Postscript, SAP and output data streams of
PCL and AFP.

Printers
        IBM 3900-001 channel attached 219 pages per minute continuous feed laser printer
        IBM InfoPrint 60 – cut sheet duplex Ethernet attached IPDS printer
        IBM InfoPrint 6400 – impact printer for multi-part continuous forms, Ethernet attached,
         IPDS

Any IP addressable PCL networked laser printer is supported. Currently six are defined, with 2 at
remote sites.




                                                                                 9 August 2002—Page 95
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                    Appendix D – Current District Operating Environment & Infrastructure

Forms Design and Maintenance – ISIS-Papyrus AFP Designer. Windows based tool for creating,
maintaining and compiling forms overlays, page and form definitions, and fonts and images for
AFP printing.

Computer Output
        Computer Operations section of the IT Department monthly printed output ranges
         between 1.5 and 2.0 million pages. Including Payroll Warrants and Electronic Deposit
         Notices for 28,000 employees each month, and yearly printing of W-2 forms for all
         employees, and periodic pre-printing of student Scantron test forms.
        The output is generated from the batch client/server system migrated from the MVS
         Mainframe, and is split approximately 50/50 between plain text output (line item reports)
         and output that uses IBM Advanced Function Printing (AFP) capabilities (such as
         multiple fonts and some graphics).
        The printing environment uses IBM InfoPrint RS/6000 Server with an IBM 3900-001
         printer, and IBM IP60 and 6400 printers, and several remote PCL printers for remote on-
         demand printing of Student Transcripts.
        Some reports are manually converted to PDF format and indexed. These are payroll,
         budget, and financial reports, placed on a network server and authorized users are
         allowed access to them.
        Selected reports are output to CDs (previously went to microfiche) using an outside
         service Proposer. These reports are the larger reports (which previously were converted
         to microfiche) produced from the payroll, budget, and accounting systems.
          Currently, 35 reports are output to CDs: 1 weekly, 7 monthly, 5 bi-monthly, 12
           quarterly, 10 annually.

4. Browsers Supported
The District currently supports the Netscape Browser 4.6 and the Microsoft Internet
Explorer 5.5.

5. Local and Remote Distributed Servers
The average remote server (220 servers) provides delivery of our business applications, user
account administration, shared storage, print services, DHCP services (passing out IP numbers to
all workstations), automatically pushing application installation/upgrades to the workstations,
workstation policies for controlling the desktop, remote control to the desktop. They are Intel
633MHz or 733MHz CPU’s, 256MB RAM with RAID 1 2x9GB drives. These servers are
running Novell 5.0.

Approximated users connected to the Novell servers: 129 Elementary sites 10 users per site, 48
Secondary sites 40 users per site, 10 Remote admin sites 60 users per site.

The Eugene Brucker Education Center (EBEC) Novell servers (20 servers) provide the same
services as mentioned above to the EBEC employees (550+users). The amount of storage
provided is approximately 166GB and is used for bulk reports, workstation images and



                                                                                 9 August 2002—Page 96
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                    Appendix D – Current District Operating Environment & Infrastructure

conversions, combined Aeries data, file storage and various databases. In addition several of
these servers provide replication and time synchronization to the NDS (Novell directory service).

6. Security
District Internet connection to AT&T is fronted by Checkpoint Firewall-1 on a dual
UltraSPARC, 512MB RAM, Sun Enterprise 250 on a 100Mbs Ethernet segment; and a Nortel
Contivity 1500 VPN Gateway. All administrative workstations are protected with McAfee
VirusScan 4.5.1.

The following describes additional District applications that might be
impacted or will impact the District wide applications.
7. E-mail system
The current District email system is comprised of the following parts:

7.1. Mail.sandi.net – primary email account server
      Compaq ProLiant 1600/400
      2 x Intel Pentium II 400Mhz (SMP) 320MB Ram
      BSD/OS Unix operating system
      72 GB Raid storage in 2 external enclosures
      Sendmail, Qpopper, Imapd,
      Internet Protocols supported: POP3, IMAP, SMTP, (HTTP for account administration
          only)
      Approx. 12,000 active accounts for District staff; average messages/day are about 72,000
      Support for any email client that supports POP or IMAP protocols

7.2. Directory.sandi.net – email directory server
      IBM PC Server 320
      2 x Intel Pentium 90 MHz 128MB Ram
      BSD/OS Unix operating system
      Software: Sendmail, Procmail, CSO/Qi Ph server, Majordomo List server, FTP server for
          batch system, email relay hub for mail.sandi.net (MX server)
      MajorCool web interface for managing email lists – http://lists.sandi.net
      Web interface to email directory – http://directory.sandi.net

7.3. Pager.sandi.net – email to alphanumeric pager gateway
      Compaq Prosignia 300
      Intel Pentium 90 MHz 64 MB Ram
      Dial-out analog modem
      Free BSD Unix
      Software: Sendmail, Qpopper
      Purpose: to provide an email address that formats and routes the message to
          alphanumeric pagers. Used by IT support staff and Superintendent’s Office. Available
          to any District staff with an alphanumeric pager.




                                                                                 9 August 2002—Page 97
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                    Appendix D – Current District Operating Environment & Infrastructure

7.4. Smtp01.sandi.net, smtp02, and smtp03 – email gateways
      IBM 300 GL Pentium 133 MHz 64 MB Ram, IBM Netfinity Servers
      BSD/OS Unix
      Sendmail, and anti-spam email filters
      Purpose: to relay email into and out of sandi.net domain and filter out dangerous and
         unwanted email spam. Mail routing done via DNS MX records.

8. District Domain Name Services – DNS
The District owns two domain names, either of which may be used and are interchangeable:
        Sdcs.k12.ca.us
        Sandi.net

8.1. Primary DNS server – ns1.sandi.net
      IBM 320 Server Intel Pentium 90, 128MB Ram
      Win NT 4 SP6a
      Bind for NT 4.9.7

8.2. Secondary DNS Servers
      Ns2.sandi.net
      Sun Sparc 20 - 112MB Ram, 6GB disk
      Solaris 7
      Bind 8.x
      Ns3.sandi.net (edtech.sandi.net)
      Sun E250 Server 1GB Ram, 3- 18GB disks
      2 x Sparc II 450 MHz processors
      Additional secondary DNS services provided ATT Network systems at ns.cerf.net

9. Web Hosting Services
The IT department maintains several web server for departments and schools to host their web
services. Support is provided for FTP and MS FrontPage accounts. In addition, ASP support with
either MS Access or MS SQL Server database support is provided.

         www.sandi.net – (prod032.sandi.net)
         Dell PowerApp.web 120 with 2-Pentium III 1GHz processors, 1 Gb SDRAM, 108 GB
            Raid storage, rack mounted
         Primary District web server, used by webmasters in the Communications Office
         Windows 2000, IIS v.5.0, FTP, FrontPage, ASP, MS Access

         Prod031.sandi.net
         Dell PowerApp.web 100, 650 MHz Pentium III, 256MB ram, 18 GB storage, rack mount
         Primary production web server for schools, and departments needing advanced ASP
            support
         Windows 2000, IIS v.5.0, FTP, FrontPage, ASP, MS Access




                                                                                 9 August 2002—Page 98
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                    Appendix D – Current District Operating Environment & Infrastructure

         Dev031.sandi.net
         Dell PowerApp.web 100, 650 MHz Pentium III, 256MB ram, 18 GB storage, rack mount
         Development ONLY web server for schools, and departments needing advanced ASP
            development support and testing
         Windows 2000, IIS v.5.0, FTP, FrontPage, ASP, MS Access

         www2.sandi.net
         IBM 520 Server w/2x Intel Pentium 200, 128MB Ram, 6 GB Raid storage
         Win NT4 Sp6a, Netscape Enterprise server 3.6, Netscape Livewire server side
            applications (School Boundaries web application)
         Production web server for most of the schools. FTP and FrontPage accounts supported.

         www-internal.sandi.net
         IBM 320 Server, 2x Intel Pentium 90, 128MB Ram, 6 GB Raid storage
         Win NT4 Sp6a, Netscape Enterprise server 3.6, Netscape Livewire server side
             applications (PTS web application)
         Internal Only web server for IT and other department content.
         Support for FTP, and FrontPage Accounts

         www-bu.sandi.net
         IBM 320 Server, 2x Intel Pentium 90, 128MB Ram, 6 GB Raid storage
         Win NT4 Sp6a, Netscape Enterprise server 3.6, Netscape Livewire server side
            applications (PTS web application)
         Backup webserver for www2.sandi.net, web content is mirrored from www2.sandi.net to
            this server nightly.

10. District Calendaring System
         Calendar01.sandi.net
         Sun E250 2 x UltraSPARC II 450 MHz, 256 MB Ram, 8 GB Storage, Solaris 7
         Netscape Calendar Server 4.0, and web access to calendar
         Calendar server for District staff.

         Ldap-master.sandi.net
         Sun E250 2 x UltraSPARC II 450 MHz, 256 MB Ram, 8 GB Storage, Solaris 7
         OpenLDAP directory server compatible with Netscape Directory 3.1 server
         Provides directory services for Calendar server. Synchronized with the Active Employee
            DB nightly.

         Calendaring Clients
         Netscape Calendar for Win or Mac
         Netscape Calendar Express web interface – http://www.calendar.sandi.net/cgi-bin/nscal/
            login.cgi




                                                                                 9 August 2002—Page 99
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                    Appendix D – Current District Operating Environment & Infrastructure

11. District Directory Service
The District uses NDS for its directory service. The directory service is a database that simplifies
the management of and use of the network. It enables the administrator to more easily administer
and respond to the user demands and problems.

12. Enterprise Backup System Infrastructure
         PROD300:
         Purpose: Full data backup to tape for (IT support systems), NT Servers (46), NetWare
            Servers (19), Unix Servers (5), SQL data base servers (4), select workstations –
            certain folders (190). School aeries data base disk copies (175)
         Hardware: Netfinity 5100, CPU (2) 933MHZ, RAM 1GB, HD Internal (2) 9.1GB, HD
            External Raid 72GB. Qualstar AIT1 external tape library with 4 tape drives and 80
            tape slots. Current AIT1 tape inventory is 401 used tapes and 49 new tapes.
         Software: NT 2000 Server, SQL 2000 server, Arcserve 2000 advanced edition and
            backup client agents to support each of the operating systems backed up.
         Backup volume: 900GB weekly
         Current running capacity: 90%
         Hours of active backups: Mon – Fri: 8:30am – 9:30am, 11:00am – 12:00pm, 6:00pm –
           6:00am; Sat: 8:30 am – 9:30am; Sun: 12:30am – 11:30pm

         EBU-MASTER and EBU-NW: (ebu-nw is being replaced by ebu-master)
         Purpose: Full data backup to disk of remote NetWare (admin servers) (6), School
            NetWare server user folder (175). This data is then backed up to tape by PROD300.
         Hardware: Netfinity 5100, CPU (2) 933MHZ, RAM 1GB, HD Internal (2) 9.1GB, HD
            External Ra id 72GB.
         Software: NetWare 5.0, ArcserveIT 6.6
         Backup volume: counted with tape volume above
         Hours of active backups: Mon – Fri: 6:00pm – 12:00am; Sat: 6:00am – 11:30pm




                                                                                9 August 2002—Page 100
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                      Appendix E – Required Interfaces




                                   Appendix E –
                                 Required Interfaces




                                                                                9 August 2002—Page 101
Proposal #23-21-12                                                         San Diego Unified School District
                         Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                          Appendix E – Required Interfaces

Table 5a – Appendix E – System Interfaces (Internal to District)


                       Data
                     Transfer
  Application        To/From                                                       Operating                   Hardware
    Name               ERP         Data Type          Developer      Language       System        Database     Platform
 Financial
 Food Services       To/From    AP, GL               developed      PowerBuilder   Windows       SQLServer     Intel
                                Transactions         internally                                  6.5
 Automated           To/From    AP, GL               E.J. Ward,                                                Intel
 Fueling                        Transactions         Inc.
 System
 Board Agenda         From      Text                 developed      PowerBuilder   Windows       SQLServer     Intel
                                                     internally                                  6.5
 Expedition          To/From    Project Accounting   Primavera      Windows        Windows       Sybase        Intel
 FoxPro              To/From    FoxPro                                             Windows       SQLServer     Intel
                                                                                                 6.5
 Horizon Library       To       GL Transactions      Apitex         Unix           Unix          Sybase        Intel
 System
 Job Cost            To/From    Project Accounting   developed      Batch          Windows       SQLServer     Intel
                                                     internally                                  6.5
 Livescan            To/From    SQL Server           developed      PowerBuilder   Windows       SQLServer     Intel
                                                     internally                                  6.5
 Medi-cal Billing    To/From    Accounts             Maximus        Windows        Windows       Access        Intel
                                Receivable
 New School          To/From    ASCII Text           developed      Realia COBOL   Windows       SQLServer     Intel
 Provisioning                                        internally                                  6.5
 System
 Quickbooks          To/From    Project Accounting                                 Windows                     Intel
 Pro
 School              To/From    General Ledger       Blue Bear      Windows        Windows       proprietary   Intel
 Controller                                          Software
 Supply Order        To/From    EProcurement         developed      COBOL/         Windows       SQLServer     Intel
 Entry                                               internally     Windows                      6.5
 Suretrak            To/From    Project Accounting   Primavera      Windows        Windows       Btrieve       Intel
 Textbook            To/From    ASCII Text           developed      COBOL/         Windows       SQLServer     Intel
                                                     internally     Windows                      6.5
 Work Order          To/From    Project Accounting   Maximo         Windows 98     Windows       CenturaSQ     Intel
                                                                                                 Lbase


 Human
 Resources
 Substitute          To/From    Human Resources      Clearinghous                  Browser-                    Intel
 fingerprint                                         e                             based
 clearance
 Fingerprint         To/From    Human Resources      Live-Scan      Windows        Windows       SQL Server    Intel
 clearance                                                                                       ?.?
 Time for            To/From    Time and             PDF-Acrobat                   Novell        Novell        Intel
 Subs/Hourly                    Attendance
 Certificated        To/From    Human Resources      SearchSoft                    Browser-      SQL Server    Intel
 Applicants                                                                        based         7.x
 Classified          To/From    Human Resources      Sigma                         PC-DOS        PC-DOS        Intel
 Applicants                                                                        based         based




                                                                                               9 August 2002—Page 102
Proposal #23-21-12                                                         San Diego Unified School District
                         Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                          Appendix E – Required Interfaces


                       Data
                     Transfer
  Application        To/From                                                  Operating                   Hardware
    Name               ERP         Data Type       Developer       Language    System        Database     Platform
 Classified          To/From    Human Resources   Seniority       Windows     Windows       SQL Server    Intel
 Layoff                                           Layoff System                             6.5
                                                  - Developed
                                                  Internally
 Substitute          To/From    Btrieve           SEMS VIP        Windows     Windows       Btrieve d/b   Intel
 calling/records                                                              NT
 Employee            To/From    Human Resources   TALX                        Windows                     Intel
 Verification
 Routes sub          To/From    Time and          Timekeeping -   Windows     Windows       SQL Server    Intel
 timecards                      Attendance        Developed                                 6.5
                                                  Internally


 Payroll
 Samslink              To       Time and                                      Windows                     Intel
 (Substitute                    Attendance
 Management
 Interface)


 Professional
 Development
 Student             To/From    Human Resources   Access          Windows     Windows                     Intel
 Information
 System




                                                                                          9 August 2002—Page 103
Proposal #23-21-12                                                        San Diego Unified School District
                        Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                         Appendix E – Required Interfaces

Table 5b – Required Interfaces—External Systems (Non-District)

               To/From
Job Name         ERP        Job Description                                   Output File Name / Format
LX021P           From       NEA June Deduction Tape                           L.X021T02(+0)
LX032P           From       Mission Federal Credit Union deductions           L.X032D04.DAT
LX042P           From       California Coast Credit Union deductions          L.X042D02.DAT
LX052P           From       First Financial Federal Credit Union deductions   L.X052D03.DAT
LX061P           From       SDEA summer files                                 L.X061D04.DAT
LX062P           From       SDEA files                                        L.X062T10(+0)
LX062P           From       SDEA files                                        L.X062T12(+0)
LX062P           From       SDEA files                                        L.X062T11(+0)
LX063P           From       SDEA Visiting Teachers file                       L.X063T10(+0)
LX063P           From       SDEA Visiting Teachers file                       L.X063T12(+0)
LX063P           From       SDEA Visiting Teachers file                       L.X063T11(+0)
LX072P           From       ESP/NEA files                                     L.X072D04.DAT
LX072P           From       ESP/NEA files                                     L.X072D06.DAT
LX072P           From       ESP/NEA files                                     L.X072D14.DAT
LX072P           From       ESP/NEA files                                     L.X072D05.DAT
PP004P           From       Certificated Monthly Payroll                      P\P004T04(+0)
PP005P           From       Hourly Payroll                                    P.P005T03(+0)
PP006P           From       Special Payroll                                   P.P006T04(+0)
PP007P           From       Classified Monthly Payroll                        P.P007T03(+0)
PP008P           From       RCF Payroll                                       P.P008T04(+0)
PP009P           From       Series 16 Voids                                   P.P009T05(+0)
PP014P           From       Electronic Deposit file   Monthly                 P.P014T01(+0)
PP014P05         From       Electronic Deposit file   Hourly                  P.P014D01.DAT
PP015P           From       Summer Session Payroll                            P.P015T03(+0)
PP017p           From       PERS Retirement Final                             P.P017T03(+0)
PP019P           From       W2's                                              P.P0192NOS(+0)
PP019P           From       W2's                                              P.P019T08(+0)
PP019P           From       W2's                                              P.P019T02(+0)
PP019P           From       W2's                                              P.P019T03(+0)
PP034P           From       Qtr EDD UI & State Tax Withholding                P.P034T02(+0)
PP061P           From       Earning Register                                  PP0612.SEP(+0)
PP061P           From       Earnings History                                  PP0611.SEP(+0)
PP065P           From       Food Services Monthly Payroll                     P.P065T03(+0)
PP067P           From       Deduction Recap & Register                        PP0671.SEP.DAT
PP067P           From       Deduction Recap & Register                        PP0672.SEP.DAT
PP067P           From       Deduction Recap and Register; Unum                METLIFE.PP067D06.DAT
                            Payments; Metlife Payments



                                                                                   9 August 2002—Page 104
Proposal #23-21-12                                                        San Diego Unified School District
                        Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                                         Appendix E – Required Interfaces

               To/From
Job Name         ERP        Job Description                                   Output File Name / Format
PP067P           From       Deduction Recap and Register; Unum                P.P067D51.DED76417.DAT
                            Payments; Metlife Payments
PP075P           From       Retroactive Payroll                               P.P075T04(+0)
PP086P           From       Board Member Monthly Payroll                      P.P086T04(+0)
PP109P           From       Series 16 Voids Year-End                          P.P109T05(+0)
PP116P           From       STRS Address Report                               P.P116T03(+0)
PP117P           From       MR-87 Reporting                                   P.P117T07(+0)
PP160P           From       PERS Address Report                               P.P160T02(+0)
PP216P           From       Final STRS Retirement                             P.P216T04(+0)
PP217P           From       Final STRS Retirement-ADJ                         P.P217T04(+0)
PP218P           From       PERS Retirement Police Off.                       P.P218T03(+0)
PR125P           From       County Retirement                                 P.R125T03(+0)
PR125P           From       County Retirement                                 P.R125T04(+0)
PR127P           From       TALX interface                                    P.R127D16(+0)
PR132P           From       Fixed Charges 2nd Close                           P.R132T04.DAT
PR132P           From       Fixed Charges 2nd Close                           P.R132T05.DAT
PR132P           From       Fixed Charges 2nd Close                           P.R132T09.DAT
PR233P           From       Final Benefits Premium Processing: VEBA, VSP      P.R233D75.DAT
PR233P           From       Final Benefits Premium Processing: VEBA, VSP      P.R233D76.DAT
PR244P           From       Eligible Employees for SDCS Dental Plan           HANDLERS.PR244D02.DAT
PR375P           From       Tri-ad Flexible Spending Data file                P.R375D10.DAT
PR534P           From       Benefit PMT Systems Archive Report                P.PR534SEP.DAT
PR590P           From       County Directory file                             P.R590D05.DAT
PR701P           From       Extract of desired employees                      P.R701D06.DAT
PR710P           From       SDCS Bargaining Unit #2 & #3 members data         TSOBU2.PR710D05.DAT
PR710P           From       SDCS Bargaining Unit #2 & #3 members data         TSOBU3.PR710D07.DAT




                                                                                   9 August 2002—Page 105
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix F – Archive & Conversion Requirements




                                Appendix F – Archive
                                   & Conversion
                                   Requirements




                                                                                9 August 2002—Page 106
Proposal #23-21-12                                                      San Diego Unified School District
                      Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                        Appendix F – Archive & Conversion Requirements

Table 6 – Existing Data Table Profile (Conversion Requirements)

                 Database Name            Table Name                            Rowcount
                 ap                       budget_control                          520894
                 ap                       contract                                  4303
                 ap                       contract_budget                           6760
                 ap                       employee_advance_claim                   12806
                 ap                       employee_advance_payee                   16141
                 ap                       history_1099_detail                       3403
                 ap                       history_1099_payee_address                 498
                 ap                       history_1099_summary                       516
                 ap                       parent_vendor                            39291
                 ap                       payment_control                         515180
                 ap                       sharon_vendor_info                         862
                 ap                       vendor                                   33676
                 ap                       vendor_address                           39050
                 ap                       vendor_address_orphans_delete              216
                 ap                       vendor_history                           55204
                 ap                       vendor_history_1099                      42836
                 ap                       voucher                                1197829
                 ap                       voucher_line                           1512751
                 ap                       voucher_line_budget                    1593978
                 ap                       voucher_line_detail                    1841972
                 applicant_id             applicant_address                        17557
                 applicant_id             applicant_category                       29900
                 applicant_id             applicant_cert_supplement                21856
                 applicant_id             applicant_comments                       19186
                 applicant_id             applicant_exam_results                     955
                 applicant_id             applicant_exam_schedule                    890
                 applicant_id             applicant_information                    21695
                 applicant_id             applicant_interview                      17090
                 applicant_id             applicant_second_language                22727
                 applicant_id             applicant_teaching_preference            21859
                 applicant_id             applicant_telephone                      23112
                 applicant_id             certificated_ranking                     21876
                 applicant_id             credential_apptrack                      23862
                 applicant_id             credential_major_apptrack                27416
                 applicant_id             position_title                            1006
                 assignment_auth          aatrak                                   16809
                 assignment_auth          aatrak_old                               16230
                 credentials              agency_validation                          713
                 credentials              credential                                 280
                 credentials              credential_authorization                   333
                 credentials              credential_authorization_valid             409
                 credentials              credential_renewal                         243
                 credentials              credential_renewal_validation              840
                 credentials              credential_subject                         307
                 credentials              district_validation                       1131
                 credentials              state_credential_info                      280
                 credentials              subject_validation                        1752



                                                                                 9 August 2002—Page 107
Proposal #23-21-12                                                       San Diego Unified School District
                       Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                         Appendix F – Archive & Conversion Requirements

                 Database Name             Table Name                            Rowcount
                 credentials               t06                                        409
                 credentials               t07                                        840
                 credentials               t12                                       1277
                 credentials               t13                                        475
                 employee_education        cbeds_information                         3481
                 employee_education        degree_major                             32388
                 employee_education        degree_major_validation                    749
                 employee_education        educational_degree                       23258
                 employee_education        educational_units                       164432
                 employee_education        institution_code_validation               1642
                 employee_education        long_notes                                3536
                 employee_education        notes                                      333
                 employee_education        sdcs_person_ssn                          48000
                 employee_education        stipend_information                      23247
                 financial                 agenda_item                               5480
                 financial                 chart_of_accounts                         1597
                 financial                 fund_data                                 6175
                 financial                 journal_entry                            87151
                 financial                 journal_item                           2008649
                 financial                 reconciles                              118232
                 financial_tracking        jobs                                       553
                 financial_tracking        programs                                   613
                 financial_tracking        tasks                                     1509
                 food_services             food_services_phone_no                     293
                 food_services             invoice                                  76464
                 food_services             invoice_archive                          36457
                 food_services             school                                     235
                 forms                     budget_approvers                          1422
                 forms                     budget_approvers_supplement                289
                 forms                     form_approvals                          517856
                 forms                     forms_administrators                       494
                 forms                     forms_approvers                           4487
                 forms                     proxy                                      559
                 hr_salary_projection      assignment                              251721
                 hr_salary_projection      dbntr_employee                           82136
                 human_resource            action_form                                369
                 human_resource            active_employee_searchsoft               13435
                 human_resource            area_prefix_validation                    1113
                 human_resource            area_zip_validation                        306
                 human_resource            assignment                              339819
                 human_resource            bargaining_unit_benefit                    920
                 human_resource            benefit                                 337028
                 human_resource            calendar                                182316
                 human_resource            cobra_benefit                            35335
                 human_resource            cobra_master                             13405
                 human_resource            cobra_payment_history                    59337
                 human_resource            cobra_prior_payment_history              88755
                 human_resource            credential                               54952
                 human_resource            dbntr_employee                           83913



                                                                                  9 August 2002—Page 108
Proposal #23-21-12                                                      San Diego Unified School District
                      Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                        Appendix F – Archive & Conversion Requirements

                 Database Name            Table Name                            Rowcount
                 human_resource           dbntr_payment_allocation                  3504
                 human_resource           dbntr_prior_payment_alloc                 3778
                 human_resource           deduction                                85552
                 human_resource           direct_deposit                           31822
                 human_resource           fund_code                                 2094
                 human_resource           hepatitis_log                            15571
                 human_resource           location                                   869
                 human_resource           log_file                                   788
                 human_resource           master_descriptor                        13794
                 human_resource           object_benefit_code                       3461
                 human_resource           p07_description                            492
                 human_resource           pay_calc_hist                              593
                 human_resource           pay_calc_processing                        593
                 human_resource           position_title                            1390
                 human_resource           premium_history                        1477150
                 human_resource           rates_table                               5147
                 human_resource           salary_schedule                          16086
                 human_resource           tb_employee_gary                          1942
                 human_resource           teacher_inc_over_zero_abs                 4186
                 human_resource           teacher_inc_zero_abs                     14572
                 human_resource           temp_ssn_asnid_pts25682                    407
                 human_resource           timekeeping_batch_temp                     899
                 human_resource           user_login                                 398
                 livescan                 aa_budget                                58347
                 livescan                 aa_budget_archive                        28836
                 livescan                 applicant_agency_invoice                  2236
                 livescan                 applicant_agency_payment                  2169
                 livescan                 applicant_fingerprint                    95544
                 livescan                 applicant_fingerprint_archive            35859
                 livescan                 login                                      553
                 master_descriptor        bargaining_unit_benefit                    920
                 master_descriptor        budget_charge                             4089
                 master_descriptor        fund_code                                 2094
                 master_descriptor        location                                   869
                 master_descriptor        master_descriptor                        13794
                 master_descriptor        object_benefit_code                       2851
                 master_descriptor        p07_description                            492
                 master_descriptor        position_title                            1390
                 master_descriptor        salary_schedule                          16086
                 material_services        account_record                         2145436
                 material_services        application_posting_control              16786
                 material_services        bargaining_unit_benefit                   1115
                 material_services        budget_charge                             4089
                 material_services        budget_control_record                      235
                 material_services        budget_development                      571178
                 material_services        budget_parameters                         6638
                 material_services        buyer_requisition_assignment            240734
                 material_services        delivery                                   639
                 material_services        delivery_location                          411



                                                                                 9 August 2002—Page 109
Proposal #23-21-12                                                       San Diego Unified School District
                       Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                         Appendix F – Archive & Conversion Requirements

                 Database Name             Table Name                            Rowcount
                 material_services         equipment                                 91825
                 material_services         equipment_archive                         18028
                 material_services         equipment_archive_group                   13714
                 material_services         equipment_archive_less500                 86879
                 material_services         equipment_prioryear_adj                    1306
                 material_services         fdb_transaction                        18122568
                 material_services         fdb_transaction_archive                 6735730
                 material_services         financial_control_record                    810
                 material_services         fund_code                                  2094
                 material_services         gas                                        1424
                 material_services         item_manufact_code                          325
                 material_services         job_cost_validation                        5347
                 material_services         library_master                             2738
                 material_services         location                                    869
                 material_services         master_descriptor                         13794
                 material_services         material_catalog_spec                     23005
                 material_services         material_chronicle                       848185
                 material_services         material_equipment                         5288
                 material_services         material_forecast                          3073
                 material_services         material_generic                           7497
                 material_services         material_nonstock                          3266
                 material_services         material_order_detail                    157631
                 material_services         material_orders                           41356
                 material_services         material_purchase                         11622
                 material_services         material_specification                    54503
                 material_services         material_stores                            3061
                 material_services         object_benefit_code                        3474
                 material_services         po_history                                60515
                 material_services         po_history_rejects                         1930
                 material_services         po_info                                  175419
                 material_services         po_note                                  129775
                 material_services         po_price                                 340393
                 material_services         po_shipping_info                         525903
                 material_services         po_text                                 1493003
                 material_services         position_title                             1390
                 material_services         purchase_record                          237492
                 material_services         reconciles                               824672
                 material_services         requisition_record                       230251
                 material_services         salary_schedule                           16086
                 material_services         stock_price                                 437
                 material_services         suspense                                  30048
                 material_services         textbook_curriculum                         749
                 material_services         textbook_master                            1701
                 material_services         user_login                                 2831
                 material_services         vehicle                                    1026
                 material_services         vehicle_archived                            598
                 material_services         vendor_address_old_format                 39050
                 material_services         vendor_old_format                         33644
                 office_depot_ordering     office_depot_order                         2021



                                                                                  9 August 2002—Page 110
Proposal #23-21-12                                                       San Diego Unified School District
                       Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                         Appendix F – Archive & Conversion Requirements

                 Database Name             Table Name                            Rowcount
                 position_control          assignment                              285518
                 position_control          assignment_increment                    285518
                 position_control          classification_seniority                 16857
                 position_control          classification_seniority_old             16857
                 position_control          position                                132555
                 position_control          position_budget                         338687
                 position_control          position_budget_increment               338687
                 position_control          position_increment                      132555
                 position_control          position_pay_add_increment               17362
                 position_control          position_pay_additive                    17362
                 position_control          position_title                            1052
                 purchasing                book                                      5184
                 purchasing                buyer_assignment                        475298
                 purchasing                codes                                      207
                 purchasing                commodity_buyer                            247
                 purchasing                commodity_code                            6800
                 purchasing                encumbrance_transaction                 409247
                 purchasing                encumbrance_transaction_ctl                856
                 purchasing                item_catalog                              7907
                 purchasing                material_delivery                          610
                 purchasing                preliminary_encumbrance                  16338
                 purchasing                purchase_instructions_history            34025
                 purchasing                purchase_order                          127325
                 purchasing                purchase_order_budget                   402597
                 purchasing                purchase_order_budget_history           166075
                 purchasing                purchase_order_history                   30484
                 purchasing                purchase_order_instructions             133904
                 purchasing                purchase_order_item                        405
                 purchasing                purchase_order_line                     400971
                 purchasing                purchase_order_line_history             165285
                 purchasing                purchase_order_notes                    107435
                 purchasing                purchase_order_receipt                  389777
                 purchasing                requisition                             118619
                 purchasing                requisition_budget                      420414
                 purchasing                requisition_line                        416004
                 purchasing                requisition_notes                        48458
                 purchasing                vendor_instructions                       1493
                 seniority                 seniority_card                            4682
                 stock_ajl                 annual_issues_0001                      212378
                 stock_ajl                 annual_issues_0102                      199636
                 stock_ajl                 annual_issues_9900                      215962
                 timekeeping               sl_actbudget                               730
                 timekeeping               sl_actduty                                1269
                 timekeeping               sl_action                              2646767
                 timekeeping               sl_activity                               1216
                 timekeeping               sl_attendee                              25581
                 timekeeping               sl_budget                               207882
                 timekeeping               sl_budgetstore                            1449
                 timekeeping               sl_duty                                 200184



                                                                                  9 August 2002—Page 111
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix F – Archive & Conversion Requirements

                 Database Name           Table Name                            Rowcount
                 timekeeping             sl_loginaccess                            4552
                 timekeeping             sl_loginini                               1026
                 Timekeeping             sl_loginini_tc                             988
                 Timekeeping             sl_prodloc                                 260
                 Timekeeping             sl_sams_error                             2102
                 Timekeeping             sl_samsrec                              579080
                 Timekeeping             sl_thirdapprover                           200
                 Timekeeping             sl_timecard                             197859
                 Timekeeping             tk_login                                  1287
                 Timekeeping             tk_login_audit                           93826
                 Timekeeping             tk_tmploc                                  714




                                                                                9 August 2002—Page 112
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix G: Overview of Current SDUSD Systems




                                   Appendix G –
                                 Overview of Current
                                  SDUSD Systems




                                                                                9 August 2002—Page 113
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix G: Overview of Current SDUSD Systems


A.       Human Resources Systems Overview
Subsystems:
   Benefits
   Payroll
   Personnel
   Position Control

SDUSD Human Resources systems are mainly comprised of 30-year-old legacy mainframe code
that was recently migrated to the client/server platform during the Y2K conversion. This
includes Payroll, Personnel, and Benefit systems. Other “stand alone” applications have been
bought or built over the past decade using PowerBuilder, MS Access, and other miscellaneous
development tools. There is no true integration between any of these systems. Sharing of data
between the systems is not automatic. Each area is responsible for the entry of data for their
respective departments. There are some data transfers through manual interfaces or system
upload/download programs.

Benefits Overview
SDUSD offers basic medical, dental, and life insurance to all active monthly employees and their
dependents. Employees are eligible for these benefits on the first day of the month following the
month in which they were hired. Certificated employees’ eligibility dates are dependent upon
their contract and the signing date of that contract.

In addition to Social Security benefits, classified employees are entitled to the benefits of the
Public Employees Retirement System (PERS). Certificated employees receive benefits from the
State Teachers Retirement System (STRS), but are ineligible to participate in Social Security.
Payments into PERS and STRS are calculated on specific gross wages as a pre-tax deduction.
All District employees are eligible to participate in Tax Sheltered Annuities (403b). For the most
part, 403b’s follow most of the same rules and regulations as 401k plans. The District also
contributes one percent (1.00%) of some employee’s annual earnings to a 401(a) plan

Monthly employees working half time or less may purchase medical benefits. For example, an
employee working .25 FTE would pay 6/8 of premium and the district would pay 2/8. Job-
sharing employees share benefits and may share in any proportion based in their agreement, not
on the percentage of time worked. They may purchase additional life insurance and Accidental
Death and Dismemberment insurance. Employee contributions are required to participate in
these programs. Retirees and surviving dependents may also purchase benefits. The district may
bill people for these premiums.

The Benefits department also administers the Consolidated Omnibus Budget Reconciliation Act
(COBRA) program. When an employee leaves their job, notification of the COBRA program is
sent to the employee. If they desire to purchase this insurance, they submit an application to the
Benefits department. The department prints payments slips for the employees and monitors
premiums due and payments made.



                                                                                9 August 2002—Page 114
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix G: Overview of Current SDUSD Systems

Open Enrollment Processing
Open enrollment is available in November of each year. This is the only time changes to benefits
are allowed for active employees except for certain life events such as the birth of a child. The
third party administrator, VEBA, sends a report to SDUSD of all changes entered by the
employees through their web site or hard-copy forms.

Payroll Overview
Time and Labor Collecting
Substitute teachers are tracked through a subsystem (SEMS) with electronic time cards sent to
Payroll. School site personnel gather daily absence information from the SEMS system.

Most of the district uses paper time cards and time sheets, which are received via intra-district
mail from the school sites and departments. They are sorted and distributed to the appropriate
Payroll Technician.

Time Cards: Time cards must have budget approval prior to processing for payment. Once
approved, the technician enters an assignment ID on each card and batches in lots of 100
accompanied by a batch header form and sends to Data Entry. After input, the time cards are
returned to the technician for verification and filing.

Warrant Processing
The “normal” warrants processing is done twice a month. The processing of the warrants for
monthly employees is started one week prior to the end of the month and paid on the last day of
the month for work performed that month. The processing of warrants for hourly employees is
started at the end of the month and paid on the 10th of the following month. The exception to this
process is during the month of December. Rather than having the checks for teachers dated
December 31, they are dated for the first “special” payroll in January.

California Education Code controls the timing of paydays for Certificated and Classified
employees. There are specific rules for each group.

Special payrolls are processed, typically weekly, to correct errors or other necessary adjustments
and are always printed warrants (no electronic deposits).

Once Fiscal Control approves the accuracy of the payroll, the warrants are distributed to the
employees and the information is electronically sent to the banks for the electronic deposits. The
banks must receive the transmissions within the legally required time frame.

Occasionally it is necessary to process a payroll warrant outside of the normal or special payroll
runs. When this happens, Fiscal Control writes the check from a separate cash account referred
to as the Revolving Cash Fund. A copy of the Revolving Cash Form accompanies the warrant to
the employee and is used as the pay stub. During special Revolving Cash Form payroll runs, a
warrant will be printed payable to the Revolving Cash Fund to re-pay the manual warrant.



                                                                                9 August 2002—Page 115
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix G: Overview of Current SDUSD Systems

On a quarterly basis, IT produces files for state and federal tax reporting and payment, and sends
to the county for reconciliation. On an annual basis, IT prints W-2 forms for employee tax
reporting.

Retroactive Payments: Due to cost of living adjustments and contract agreements, retroactive
payments are generated for groups or all District employees. The payments are made on specific
types of monies earned.

Personnel Overview
Applicant Tracking
The district is in the process of implementing SearchSoft, an applicant tracking system. This is
being done as a three-phase project.
        Phase 1, for certificated non-management positions, is currently up and running.
        Phase 2, for management positions, is very close to going live.
        Phase 3, for classified positions, is scheduled to go live by the end of the calendar year.

Credentials
Registration of state issued credentials, permits, waivers or certificates is currently processed by
viewing official registration records by County link or Commission on-line data. This data is
copied and "re-keyed" into the district credential database. Additionally authorized district staff
issue and document temporary certificates for employees renewing credentials or applying first
time through the district application process. Other types of district earned certificates are also
entered into the database. This data generates reports for district monitoring, and notices to
employees regarding their credentialing needs or deadlines. The system requirements for district
certification records are much greater now, based on recent legislation involving school districts
in the process of training and recommending credential issuance directly to the Commission
staff.

Education
Certificated employee salary placement and advancement criteria are based on certifications,
university earned degrees and creditable upper division or graduate units from accredited
universities. The district currently maintains educational information on a separate system
(PowerBuilder) which is not integrated with the existing HRMS SQL database. Updating the
payroll system requires manual processing. Classified educational information is not maintained
on any district system.

Demographics
Demographic information on district employees is maintained and viewed from the “employee
master” display screen located in the client/server application. The employee demographic data
is kept in an employee table in SQL Server. Each independent system requires input of the same
demographic information.


                                                                                9 August 2002—Page 116
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix G: Overview of Current SDUSD Systems



Evaluations
An annual report from the client/server database is mailed to site administrators (via personnel)
listing names of certificated staff members requiring performance evaluations for the school
year. Classified management receives a computer generated evaluation report for each classified
employee due for an evaluation based on date constraints in the system. The necessity to track
performance outside of normal evaluations requires use of a separate File-Maker Pro database.
All documentation is completed manually and retained in the personnel file.

Post and Bid
The Post and Bid (transfer) process is used by certificated employees to seek and secure changes
in their classroom teaching assignments within the district. Currently, this process is held in
February, May and July in order to meet staffing needs for the ensuing school year. Human
Resource Services Division posts known vacancies on the district web-site. All applicants
(current employees) apply on-line for consideration. Awarding of positions is based upon
criteria specified in the posting, e.g.: seniority, credential authorizations, and major or minor
university degrees.

Substitute Staffing
A third party vendor, e-SCHOOLS, is used for notification of absences, contacting substitutes by
telephone, visually documenting on the computer screen and running reports. A separate
timekeeping system routes substitute teacher timecards for payroll processing.

Position Control Overview
There is no position control currently utilized by the district at this time. When a new position is
created or a position becomes vacant, a paper Assignment Authorization form is completed.
This form must be routed through various departments for approval or processing, but there is
currently no tracking capability. The volume of these forms is such that it is nearly impossible
for the originating party to locate their Assignment Authorization form when it appears to be
“stuck” somewhere. This is an area that nearly everyone interviewed expressed concern and
requested an on-line form with approval routings.

There is a definite requirement for a “Position Control Management System.” This system
would drive the system by position, rather than employee. The system should allow staff to
attach data to the positions and move employees in and out of those positions. Personnel should
be able to track specific information related to a position, such as salary or standard hours,
regardless of whether an employee fills it. And they should be able to use data specific to each
position as the basis for organizational planning, recruitment, career planning, and budgeting.




                                                                                9 August 2002—Page 117
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix G: Overview of Current SDUSD Systems


B.       Financial Systems Overview
Subsystems:
   Accounts Payable
   Accounts Receivable
   Associated Student Body (ASB)
   Budget
   Cash Management
   Fixed Assets
   General Ledger
   Position Control
   Procurement
   Risk Management
   Work Order (Job Cost)
   Miscellaneous (Fiscal Control, Food Services, Mandated Costs)

The current financial system is very complex and inefficient. The technology ranges from old
legacy systems to client server systems that have been implemented as recently as 1999. There is
no true integration between any of these systems. Data are moved via batch uploads and
downloads creating an extensive need for reconciliation between systems. Data integrity and
duplication of effort dominate individual roles and responsibilities throughout the district. Ad-
hoc reporting is generally accomplished using Infomaker. Often, information is exported from
those queries into Excel for various needed reports.

Accounts Payable
Accounts Payable processes all payments for disbursements other than payroll. Vouchers are
entered on a client-server system developed internally that went into production in 1994. The
system was developed with the PowerBuilder application development tool. There is no
automated integration to the general ledger system but there are batch uploads from the Accounts
Payable system to the Financial Database (FDB). Budgets are a key driver for Accounts Payable
but no integration to the budgets/appropriations Financial Database (FDB) system exists.

Encumbrance Accounting
The District applies the encumbrance accounting model to the outstanding liabilities. The
Accounts Payable and Budget departments ensure encumbrances are set and released
appropriately. Encumbrances are released after contractual obligations are met. Cash position
analysis/forecasting is extremely important to the school District and is directly related to the
amount of monies that are encumbered.




                                                                                9 August 2002—Page 118
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix G: Overview of Current SDUSD Systems

Voucher Processing
Accounts Payable utilizes a manual 3-way match for invoices that have Purchase Orders and
Receipts Data. Integrity is accomplished by comparing adding machine tape of batched invoices
to the proof report run in the Accounts Payable system. Invoice volume is high – an estimated
15,000 vouchers/invoices per month. Accounts Payable processed approximately 230,000
vouchers/invoices last year.

Currently, all paid invoices with supporting documentation are scanned. This equates to
approximately 40,000 documents monthly. The scanning system has 3 indexes and reads a bar
code for indexing. Archived documents must be accessible for at least 5 years.

Procurement Cards Processing
There are approximately 900 procurement cards distributed throughout the District. Personnel
needing to purchase items pertaining to their school site have the authority to charge the
purchase using the procurement cards. The site is responsible for reconciling, gathering
appropriate approvals and assigning the proper budget charge numbers. Procurement card
statements are matched against the original receipt at the school site. After reconciliation is
completed the documents are forwarded to Budget and then to Accounts Payable for payment.
Accounts Payable will then issue a warrant directly to the credit card company.

Reporting
All vendors providing a service to the district are reviewed to determine status as an in-state or
out-of-state vendor. 1099 forms must be sent annually to any vendor whose service totals
$600.00 or more for the year. A withholding of 7% must be done on each of these vendors who
are not exempted by completing a form 590 provided by the district and whose payments equal
$1501 or more.

Changing laws and complex reporting requirements make this function time consuming. The
current method of flagging/tracking withholding activity is extremely inefficient. The current
system is not easily customized and has forced users to find manual workarounds.

The District is in compliance with the California Independent Contractor Reporting Law, DE542.

Warrant Processing
Reimbursement claims are sent to the Budget Analysts who are responsible for checking if
funding is appropriate for the activity and if funds are available. After approval the source
documents are forwarded to Accounts Payable for the warrants to be issued. Warrants are issued
twice weekly and sent to their respective vendors. The warrants are drawn against the County,
which acts as a clearinghouse for the District.

Accounts Receivable
Approximately 70% of revenues are attributed to the Average Daily Attendance (ADA) that is
handled within the Pupil Accounting Department. The California Department of Education funds


                                                                                9 August 2002—Page 119
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix G: Overview of Current SDUSD Systems

the District based upon ADA. Typical Accounts Receivable functions do not apply to this
funding source.

Activities that are tracked through Accounts Receivable systems include: facilities rentals which
generate income by utilizing the grounds of closed school sites as a leasing asset (tracked using
Lotus 1-2-3) and invoices from activities such as warranty recovery (tracked in a FoxPro
database). The district also bills various school districts for use of the LiveScan fingerprinting
system. This receivable data is maintained entirely in the LiveScan system. There is no
requirement for data to be extracted from these systems, except at year-end when all outstanding
receivables are accrued and entered via a manual journal. Additionally, catering activities of
Food Services are billed via the MBA Accounts Receivable Module.

Associated Student Body (ASB)
Some schools have retail stores where various items can be purchased. The software utilized is
called School Controller by Blue Bear Software. It is used to track all student purchases by
means of a Student Identification Card (SIC), which has a barcode that corresponds to a number
unique to each student. When a student purchases an item the SIC card is scanned. Income data
gathered from the Blue Bear Software is manually entered into Quickbooks Pro. These reports
are reviewed by financial accounting monthly but are not recorded until year-end where they are
entered as part of the consolidated financials.

Check Processing at School Sites
Quickbooks Pro is utilized for the record keeping of the Associated Student Body (ASB) for
each school site. All cash transactions deposits or expenditures are handled by the School
Financial Clerk/Secretary. Funds are reconciled to the bank statement on a monthly basis.
SDUSD requires that any money received for the ASB must be counted and deposited the same
day. Checks are written for fundraisers, yearbooks, picnics, etc. as required. The schools
maintain a chart of accounts for the ASB within the Quickbooks system. These accounts are
debited/credited accordingly depending on the fundraising requirements.

Reporting
School Sites generate numerous reports on a regular basis from the Blue Bear Software program.
Some examples include:
        Paid Fees per Semester
        Outstanding wood shop fees per semester
        Student Clothing Purchases
        Student dance entrance fees
        Register income per account

The current system does not have the capability to allow the school sites to view or update their
current Accounts Payable status online. School sites are sent hard copy reports every two weeks
that provide them with their Fund/Budget status.



                                                                                9 August 2002—Page 120
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix G: Overview of Current SDUSD Systems



Budget
Budget Development
Budgets drive the financial operations through out the district. The Budget Development File
(BDF) is a standalone system using client/server software. The budget development process is
initiated by rolling over the BDF from the previous year and making
changes/additions/adjustments (including enrollment adjustments, Special Education Growth,
salary and benefits changes, program increases, deletion of discontinued programs, etc.) and
other requirements as specified on the Discussion Paper and adopted by board approval. The
Budget Systems Analyst administers all activity and coordinates with the appropriate
information technology staff, administrative staff, site staff, and budget/financial staff. Upon
approval of the budget development file, the file is rolled over into the Financial Database as
Original Positions/Appropriations and posted to the General Ledger System. The J200 is
completed in accordance with this process and sent to the State.

Budget Reporting
The Budget Department distributes hard copy reports to every school site and department twice a
month. These reports are utilized by sites and departments to review current financial activity.
Many sites and departments track budget activity in Excel and compare information to hard copy
reports they receive. The financial activity that is tracked in Excel is often allocated into sub-
categories, e.g., departments, groups, clubs and activities.

Salary Projections Encumbrance System
Salary Projection Encumbrances are calculated in the system. The Personnel Development
Budget Development (PDBD) system provides salary projection data for the next fiscal years
budget. After completion of the salary projection the budget file will be updated for the next
fiscal year.

Expenditure Reporting
All expenditure reporting takes place in the Financial Database (FDB), which was a mainframe
legacy system converted to Client/Server during Y2K. Power Builder Applications are used to
create most of the transactions. Source data is uploaded in batch processes nightly. Manual
reconciliation is performed to ensure that the uploaded data is correct.




                                                                                9 August 2002—Page 121
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix G: Overview of Current SDUSD Systems




Source systems for Expenditure transactions are:
        Accounts Payable
        B-Warrants
        Fixed Charges
        Job Costing
        Journal Vouchers
        Material Control
        Payroll

Journal Voucher System
The journal voucher system is a Powerbuilder application that is used to post the following
transactions to the Financial DataBase:
        Appropriations
        Encumbrance Corrections
        Expense Corrections
        Positions
        Abatements
        Accept, Budget and Spend
        Original Appropriations

A batch upload process is completed daily. Information is exported from the journal voucher
system and uploaded to the Financial Database.

This system also works hand-in-hand with the Board Agenda Program, which is also a
Powerbuilder application. Extractions are made from the journal voucher system based on set
criteria. The extraction is used to prepare the financial section of the board agenda, which is
presented, for approval to the Board of Education.

Cash Management
Cash Receipts Processing
The district Cashier (Fiscal Control Department) maintains a Cash Receipts database, which is a
stand-alone Omnis database on a Macintosh computer. When money is brought in to the district,
the Cashier enters the various data into the system, and then prints out a receipt on a pre-
numbered receipt form. One of the unique data elements maintained by this system is sub-code.
Sub-codes are used to provide for classification of different types of cash receipts within a given
ledger account number. At the end of the day, a report is run which totals all cash received for
each fund. The Cashier then manually types on either a County Treasury form called a Deposit


                                                                                9 August 2002—Page 122
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix G: Overview of Current SDUSD Systems

Permit (for most funds), or on a bank Deposit Ticket (for other funds). These forms contain the
total dollars to be deposited into each fund at either the County Treasury, or the particular bank
account. The money collected for that day is then matched with that Deposit Permit or Deposit
Ticket and stored in a vault until it is picked up the next day. Once the Deposit Permits are
approved by the County Auditor and Controller's office, the cash is deposited, and the forms are
assigned a transaction number and are returned to the district. The data on these documents are
then manually input into Cash Receipts Journals (spreadsheets) for the affected funds. The
Cashier also runs various reports off the system on a daily, weekly, and monthly basis for the
Financial Accounting and Budget departments. The data contained in these reports are entered
electronically into the Financial Database (for expenditure abatements or appropriations
additions), and manually into Cash Receipts Journals and the Accounts Receivable system.

In addition, there are various other types of cash receipts, which do not flow through the
Cashier's database. Some examples of these include: apportionments from the San Diego
County Treasury (Interest, Property Taxes), the California Department of Education (Lottery),
the U.S. Department of Education (Title I), etc. These apportionments are placed by the County
Treasury into the various District funds. When this occurs, the District receives an
apportionment document as notification, and the data is manually input into a Cash Receipts
Journal.

Cash transfers are another type of cash transaction. The Requisition for Cash Transfer form is
used to transfer cash into or out of a fund. It is also used to transfer cash between funds of the
district for various purposes. These requisitions can be prepared either by the Financial
Accountants (Financial Accounting Department) or by the County Treasury. Once these forms
are approved by the County Auditor and Controller's office, the cash is moved, and the forms are
assigned a transaction number and are returned to the district. The accountants then manually
input the data into Cash Receipts Journals for the affected funds.

Other source documents that the District receives for notification of cash activity include: debit
memos, overage warrant notification, cancelled warrant notification, and Deposit Permits
prepared by the County Treasury for wire transfer deposits into district funds from other
agencies. These are all handled similar to the processes described above.

At the end of the month, the Financial Accountants manually enter the summary totals of the
Cash Receipts Journal for each fund to that fund's Cash Receipts journal entry form in the MBA
General Ledger program. The entry is then posted to the general ledger.

Cash reconciliation
After all cash transactions are posted to a particular fund's ledger, the accountant responsible for
that fund manually reconciles the general ledger cash balance to the hard copy of the monthly
cash statement for that fund as provided by the County Treasury or bank.

Cashflow projections
Each year, the District engages in a short-term borrowing known as TRANS (Tax and Revenue
Anticipation Notes). The California Education Code allows school districts to issue these notes
to cover temporary cashflow deficits, in anticipation of future receipt of property tax and other


                                                                                9 August 2002—Page 123
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix G: Overview of Current SDUSD Systems

revenues. A requirement for issuance of these notes is the preparation of actual and projected
cashflow schedules for unrestricted General Fund cash.

COPS (Certificates of Participation) are issued by the district from time to time for the purpose
of financing capital projects. A requirement of the issuance is to monitor cash outflow to ensure
that projects are progressing on a timely basis, in line with original issuance forecasts, in order to
avoid or minimize possible arbitrage liability to the IRS.

There is a requirement to produce cashflow schedules on all capital project issuances to enable
cash monitoring on a current and continuing basis through project completion.

Cash balance monitoring
The General Fund cash balances are monitored daily to ensure that there are sufficient funds
available to cover anticipated expenditures. General Fund cash balances are also monitored to
ensure that required TRANS draw-down funds have been received in a timely manner. Cash
balances of other funds are also reviewed periodically to ensure that there are sufficient funds
available to cover anticipated expenditures.

There is also a month-end statement of cash on hand for all funds, which is prepared each month
for the Board of Education to review.

Investments
Cash on deposit in excess of immediate operational needs is invested on a long- or short-term
basis. There exists a need to identify and monitor cash available for investment as well as the
point in time in the future when investments will need to be converted back into cash. This need
exists for the District's Cafeteria Fund, Trust Fund, and Facilities Funds.

Revolving Cash Funds
School sites and specified admin/program offices are authorized a Revolving Cash Fund (RCF).
These funds are part of the General Fund and as such are board authorized. Any requested
increase in a site's RCF balance is subject to board authorization. A temporary loan to a RCF
account is also subject to board approval.

Each site maintains their RCF funds in a unique checking account at US Bank. The purpose of
the RCF account is the direct purchase of supplies and materials (usually less than $50). The
original receipt(s) and SDUSD district claim form are then submitted to the Accounts Payable
unit for reimbursement. After the claim is processed, the RCF reimbursement warrant is sent to
the school site. The site will subsequently send this reimbursement warrant to the district
Cashier for re-deposit at US Bank.

At the end of the school year, all RCF accounts should reflect the full authorized balance
(including claims in process/deposits-in-transit).




                                                                                9 August 2002—Page 124
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix G: Overview of Current SDUSD Systems

Each RCF account is locally reconciled every month. The Fiscal Control department conducts a
yearly audit of ALL RCF accounts. At the end of the fiscal year, the total of all authorized RCF
balances outstanding is reconciled to the general ledger of the General Fund.

Fixed Assets
Asset Tracking
Land and building assets are tracked using a manual book called the Asset Ledger. This ledger is
maintained by the Financial Accounting department and is updated periodically.

Asset Inventory
Equipment inventory is considered an asset if its average value is $500.00 or greater. This
equipment inventory is maintained in an internally developed Powerbuilder client/server
application.

General Ledger
The MBA general ledger system is the system used by the Financial Accounting and Food
Services Accounting Departments, and is standalone. It requires accountants to extract data from
various hardcopy reports and spreadsheets, and re-key them as summarized journal entries into
this system on a monthly basis in order to meet Management reporting and Statement of
Operation requirements. Thirty to forty percent (30 to 40%) of the general fund accountant’s
time is spent entering data.

The District is in the process of converting the Chart of Accounts to meet the Standardized
Account Code Structure (SACS) requirements by the end of June 2002.

Special Projects Database
The Special Projects Database is a FoxPro program-driven database, which maintains the
subsidiary ledger for all Special Projects (Grants) of the district. This subsidiary ledger contains
Revenue, Expenses, and Appropriations for each project, and is manually updated by inputting
data off hardcopy reports generated by the Cash Receipts, Financial Database, and Board
Agenda Systems.

Financial Reporting
District reporting occurs multiple times during the fiscal year. Information is reported to school
sites, departments, federal, state and county agencies. Information is retrieved using several
tools, including production runs through the Information Technology Department and desktop
ad-hoc reports using Infomaker. Reports are typically generated from data collected manually
and entered on Excel spreadsheets or entered into the California Department of Education
software.

The District is required to be compliant with Governmental Accounting Standards Board
(GASB) Statement 34 Reporting by June 30, 2002.


                                                                                9 August 2002—Page 125
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix G: Overview of Current SDUSD Systems



Position Control
The Budget Department manually compares budgeted to filled positions to determine if position
requests can be processed. Funding source is also used in determining if position classification
can be processed.

Procurement
The current purchasing applications that were developed internally generally meet the District’s
needs, and are relatively user friendly.

Requisition Processing
Requisition processing is done using the EFRA (Electronic Forms Routing Authorization)
system. This system is a “home grown” application with a windows/client server user interface
that was deployed in March 1999. It is used to process requisitions throughout the district.

When users create requisitions in the system, they are automatically routed to the appropriate
supervisory and budget individuals for approval. EFRA provides an efficient method of
processing requisitions into purchase orders. There are free form notes available on the
requisition and these are copied to purchase orders. Requisitions may be processed to multiple
buyers/purchase orders. Requisition history is available for users to see where the requisition is
in the approval/placement process, and what the current status is.

The Budget Utility within EFRA permits users to see the status of requisitions. One problem is
that school sites have no access to this application.

Purchase Order Processing
The system provides standard purchasing functionality and generally meets the needs of the
buyers and the central receiving unit.

Standard Vendor remarks are available. Vendor inquiries are available, but the search capability
is limited. Currently, the vendor search will only work to list all purchase orders for a vendor if
the spelling is exact, or if the vendor number is used.

Manual intervention is required to indicate that a shipment is to be directed to stock receiving.
Currently, buyers manually write an “S” in front of the purchase order to indicate that the order
should go to stock receiving.

Users can access requisitions used to create the purchase order from the purchase order, but the
purchase order cannot be accessed from the requisition.

An electronic automatic interface exists between Procurement and Accounts Payable. Currently,
Procurement is very limited in the access to information about payments made against purchase
orders and contracts.


                                                                                9 August 2002—Page 126
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix G: Overview of Current SDUSD Systems



Work Flow
Work Flow is built into the EFRA system. When requisitions are entered, they are automatically
routed to the proper supervisory and budget approvers. However, the EFRA system is not tied to
a Human Resources database so that organizational changes are manually updated.

Risk Management
The Risk Management Department consists of eight employees who perform a variety of
functions relating to Property and Liability, Workers’ Compensation, Safety, Unemployment
Insurance, and budget preparation. All of these functions are performed using a variety of
systems. In the procurement of insurance and claims processing this department relies on data
extracted from current District systems that include, but are not limited to, the following:
Financial Database, Accounts Payable, EFRA (Electronic Forms Routing Authorization), and
subsystems of the HRMS (Human Resources Management System). This department also
utilizes stand-alone systems. There is no automated integration to any of the systems.

Liability Claims
Risk Management investigates third party liability claims filed against the District. Claims data,
such as identifying information, notes, reserve updates, legal status, and payment history must be
manually input into the CCAPS (Complete Claims Management Processing System). This
department has been using the DOS based CCAPS Risk Management Information system since
1991. Information compiled into the CCAPS database is utilized to determine funding
requirements and loss history data. While CCAPS can provide for some basic summary reports,
such reports are extremely limited and cannot be exported into other programs for the creation of
meaningful management reports.

Workers’ Compensation
Risk Management receives, via fax, reports of injury/illness from the site where the injury/illness
occurs. Manually inputs numerous data elements found on the faxed report and the HRMS into
the DAVID system. The information is electronically sent to the district’s third party
administrator who investigates and processes payments using a district checking account. The
third party administrator requires updated attendance and payroll information on an ongoing
basis. As with all claim payments, temporary disability payments are processed by the third
party administrator. For salaried employees who have Industrial Accident Leave, Sick-Time or
Vacation benefits available, the temporary disability check is sent to the district’s Fiscal Control
Office and manually adjusted to the available benefits as indicated in the HRMS.

Safety
Risk Management is involved with safety training, education and investigation/response.




                                                                                9 August 2002—Page 127
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix G: Overview of Current SDUSD Systems

Unemployment Insurance Cost Control
Risk Management investigates and responds to unemployment insurance claims, researches
employment data in the HRMS Mainframe system, to include employment, payroll, and benefit
data. It records and tracks all claim status within an Excel spreadsheet, and responds to
California legal decisions and correspondence using Microsoft Word.

Work Order (Job Cost)
The main program where project costing is an essential requirement is the Maintenance and
Operations. Proposition MM general obligation bond measure has generated an increasing
amount of activity for the current job cost process. This proposition provides $1.5 billion for
new/existing school construction, modernization, refurbishment, and repair. Program
Management analyzes cost and schedules control for these construction projects within the
District. Program Management also manages acquisition strategies for contracting.

Time and Labor is uploaded from MAXIMO to the Job Cost System. Manual reconciliation
takes place to ensure that all the data uploaded/downloaded correctly.

Material – Material charges for project costing enter the Job Cost System via three methods:
   1. Expenses charged to projects that have flowed through Accounts Payable
   2. Material charged to projects via the Maximo (Work Order System)
   3. Material CPG System Inventory/Stock Requests system

Material charges are keyed from reports generated from the job cost system and entered into the
Primavera 3 system. These current systems do not interface with the Financial Database or the
General Ledger.

Miscellaneous
Fiscal Control
The Fiscal Control Department is responsible for a variety of functions related to payroll,
accounts payable, and financial accounting. Customer support and problem resolution is a major
function for this area.

Benefit Accounting
Benefit Accounting posts and deposits benefit payments received from retiree and COBRA
participants. It reconciles monthly cashier deposit analysis report, Financial Accounting general
ledger and database trust fund balances and activity for District medical, dental and life
insurance plans. It also audits and verifies validity of premium refunds and adjustments
requested by Benefits. It processes refunds per request by benefits. It calculates and processes
reimbursement of premium payments to District from the trust fund.




                                                                                9 August 2002—Page 128
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix G: Overview of Current SDUSD Systems

Payroll Warrant Distribution, Stop Payments, Cancellations and Returned
Warrants
Warrants are distributed either through the US mail or to district sites via the internal mail
service. Customer service is provided to employees who do not receive their warrants; stop
payments on warrants are processed and then replacement warrants are issued. Manual checks
are issued through the Finance Division revolving cash fund account. Cancelled/voided warrants
are posted in a batch mode to update the employee database and to send a file to the County to
update their check reconciliation system. Returned warrants are also processed.

Balance, Audit and Initiate Printing of Payroll Warrants
Summary and detail payroll reports are audited to validate totals, various tax and retirement
calculations, and issue date. Payroll summary are posted to a spreadsheet and balance to the
control record change summary (employee database totals). Printing of warrants is initiated,
including running a test to audit warrants for accuracy.

Electronic Deposit of Payroll
Electronic deposit entry is set up via a pre-note. The monthly and hourly payrolls include
electronic deposit to employee’s bank accounts. A downloaded file is processed through our
bank’s software and transmitted to the bank for employee direct deposit. Recalled items are
monitored and processed as appropriate.

Overpayments
Overpayment documents from payroll are audited, posted to a database program (File Maker
Pro) and summary reports prepared each month for financial accounting. The database contains
records for each employee with an overpayment and the activity associated with the
overpayment. An Excel file is also created for posting a journal voucher for budget, to send to
payroll, and from which to post an abatement batch in the payroll system.

Garnishments
Records on tax levies, wage assignments and garnishments are received and maintained.
Payrolls are audited for proper deductions on these mandatory deductions. Funds for mandatory
deductions are disbursed to appropriate agencies. Customer support is provided to employees,
agencies and payroll technicians relative to the garnishment process.

Voluntary Payroll Deductions
Reports and checks for employee voluntary deductions are validated and distributed. Employee
bond deduction records are maintained; reports are made and funds are disbursed to the Federal
Reserve. Employee 403(b) deductions are maintained – setting up, modifying, and deleting
deductions, and monitoring year to date deductions relative to legal limits. Deduction
adjustments are processed; changes in laws and regulations are implemented; files are
maintained per IRS regulations.



                                                                                9 August 2002—Page 129
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix G: Overview of Current SDUSD Systems

Retirement Reporting
The district employees may belong to either the PERS or STRS retirement systems depending on
job classification. Daily edit list for proper retirement coding of new assignments is reviewed.
Changes are made as is necessary. Time worked for mandatory membership for hourly
employees is monitored. New members are enrolled and reported. Customer support is provided
for new members.

Retirement reporting to PERS and STRS is audited and prepared. Customer support for
retirement-related questions and problems is provided. Edits from STRS and PERS are
reviewed/audited and applicable changes are made. Employee contributions and service credit
issues are researched and analyzed. Deposits to STRS and PERS for employee and employer
contributions are made.

Worker’s Compensation
Accounting is provided for all payroll related workers compensation payments. Temporary
disability and vocational rehabilitation payments are audited and disbursed. Customer support is
provided for all workers compensation laws, regulations, requirements and procedures to District
employees, other District staff and legal counsels.

Accounts Payable
Food services and accounts payable payments are audited. Emergency accounts payable checks
from the finance division revolving cash fund account are prepared. Accounts Payable
deductions are balanced on a monthly basis.

Tax Reporting
Tax payments from each payrolls summary report are calculated. Federal and state tax payments
are made on a semi-weekly basis. Quarterly and annual payroll tax reports are filed with the IRS
and the EDD. Employee W2 records and any adjustments as filed with corrected W2’s and
W2c’s are maintained. Customer support is provided regarding payroll taxes, social security,
Medicare and W2 information.

Procurement Cards
District procurement card files with the bank are maintained. Related activities include
employee customer service regarding the cards, set up, deletions, dollar limits and maintenance
of documents.

Bank Reconciliations
All third party employee benefit vendor bank accounts – workers compensation, group dental,
and flexible spending accounts – are reconciled. The bank account used for electronic deposit
transmissions and the finance division revolving cash fund account is also reconciled.




                                                                                9 August 2002—Page 130
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix G: Overview of Current SDUSD Systems

Food Services
Food Services Accounting acts as its own company within the District overseeing its fiscal
accounting that includes income, expenditures, payments and claims for subsidy. They are
responsible for Accounts Payable, Accounts Receivable, balancing/reconciling the bank
statements, statements of operations for the Food Services Department and the 24 Preparation
Kitchens.

The Food Services Accounting department consists of 9 employees and they distribute
disbursements to approximately 1475 payees. Food Services Accounting receives up to 10,000
invoices per month from the 24 Food Payment contracts. Payment is made to other vendors via
purchase orders and contracts. All telephone bills covering each school are processed for
payment as well as all employee mileage. Prepaid meals (1200 refunds per year) are refunded to
parents as requested. The total Food Services fiscal activity was approximately $39 million in
Fiscal year 2000/2001. Food Services Accounting relies on information from the student
information system (AERIES) and the Point of Sales (POS) system. This information is currently
extracted manually from both systems and has no interface with the Food Services Accounting
systems.

Preparation Kitchens
Food Services prepares and distributes food for multiple schools. Deliveries are made utilizing
special carts that maintain the temperature for the food. Food Services owns the vehicles that
handle the distribution of prepared foods.

Snack/Lunch Programs
Food Services Accounting is responsible for claiming the subsidy for all the lunches/snacks that
are distributed within the District for the After School Reading Program, the 6-6 Program, Child
Development, and the National School Lunch Program. There is a great amount of
reconciliation involved in tracking these programs because the Food Services Accounting
department must ensure that they are not over claiming subsidy reimbursement. The
reconciliation involves analyzing the number of snacks/lunches delivered to the site vs. the
number of snacks/lunches consumed at the site. They must also analyze the number of students
in attendance at the time of snack/lunch consumption and ensure the numbers are reasonable.

General Ledger
The MBA General Ledger system is used to produce the Statement of Operations and other
financial reports for Food Services Accounting. Food Service is set up as a subsidiary of the
District within the general ledger system. Journals are predominantly entered manually into the
General Ledger system from subsidiary ledgers/journals that are tracked via Excel spreadsheets.

Food Service Accounting is set up within the General Ledger system as a separate entity from
the District with its respective financial statements. Data from this entity is entered into the
General Ledger by the Food Service Finance Supervisor and the Senior Financial Accountant
from Excel spreadsheets.



                                                                                9 August 2002—Page 131
Proposal #23-21-12                                                     San Diego Unified School District
                     Request for Proposal for Enterprise Resource Planning Systems Integration Services
                                                       Appendix G: Overview of Current SDUSD Systems

Food Services pay the salaries for all its employees. Food Services Accounting reimburses the
District for payroll expenses incurred from their operation. Food Services Accounting also
reimburses the District for all of the fixed charges that belong to employees of Food Services.

Check Processing
In June 2001 a system change was implemented to provide Food Services Accounting the
capability to utilize the Document Express Accounts Payable system for check printing. Food
Services Accounting has its own checking account and will generate check runs using their
account specifics. Invoices will be entered in batches to the Food Services Accounts Payable
system and will be processed in a similar manner as the District. The Food Payment is processed
in batches and balanced by vendor on a monthly basis. A check is then rendered by the 15th of
the following month to all Food Payment vendors.              Purchase orders, other contracts,
reimbursements, mileage and utilities are paid weekly as received.

Investment Account
Food Services Accounting has its own investment account that they monitor and distribute
depending upon their cash requirements.

Budget
Food Services Accounting is responsible for creating and maintaining their budget.

Mandated Costs
The Mandated Cost Unit is an arm of the Financial Accounting Department in the Finance
Division managing all state-mandated activity for the district. The Mandate Cost Unit is
responsible for evaluating legislation and regulations for potential reimbursable state-mandated
programs, filing Test Claims and representing the district at hearings before the Commission on
State Mandates. Financial Accountants are required to extract, gather, analyze, collect and
compile cost date; calculate time based on salaries and activity logs; file annual reimbursement
claims; provide reimbursement to the school sites; respond to audits of claims. Reports are
generated and utilized by departments and sites to review current financial activity and calculate
next fiscal years budget.




                                                                                9 August 2002—Page 132

				
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