Hillsborough County Public Schools Information and Technology
Action Item

DATE: Tuesday, August 22, 2006
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Approve Authorization to Negotiate a Contract with Lawson Software for Services to Upgrade Lawson Software to Version 8.0.3 as Well as the Purchase and Implementation of Software Enhancements Available in Version 8.0.3. (Information and Technology)

EXECUTIVE SUMMARY

Upgrade of Lawson Software is required due to the pending loss of support on our current version 8.0.2 in May 2007; see Lawson Decommission Notice (attachment #1). To meet this requirement, we request approval to negotiate a contract with Lawson for services to upgrade as well as to purchase and implement software enhancements available in version 8.0.3. For details of Lawson versions see Lawson Versioning and District Implementation (attachment #2). Versions 8.0.3 and 9.0.0 include performance enhancements, changes and fixes that will benefit the District; therefore, the intent is to move from version 8.0.3 to version 9.0 as quickly as possible. In review of the new versions during the Lawson 2006 Customer User Exchange (CUE) conference and during presentations by Lawson here at the District, the staff has determined that new 8.0.3 enhancements were strongly needed for improving Lawson functionality within the District (attachment #3). In order to logically complete this migration without over tasking the staff or Lawson users, we will complete the upgrade in two parts. First, install the upgrade without additional enhancements. Second, install the functional enhancements. Planning for 9.0 will potentially begin late spring or early summer 2007. The District Project Lead will consist of a Project Lead Team rather than a single individual or contracted consultant. The team will consist of Managers from the Business, Human Resource and Information Technology Divisions. This team, working in unison, with authority to respond for their division in relationship to the upgrade project, and answering to their Division Chief, will provide effective leadership to ensure each Division meets their project requirements and keeps the project on schedule.

ANNUAL DISTRICT GOAL(S) AND CRITICAL SUCCESS FACTOR(S)

Best Business Financial Practices

FINANCIAL IMPACT (Budgeted: Yes)

In anticipation of this upgrade requirement, $2,500,000 is budgeted in project 5002 this fiscal year for completion of the upgrade to 8.0.3, purchase and implementation of the functionality enhancements, and to prepare for the upgrade to 9.0. A three year proposed budget is attached for a total estimate of $6,000,000 in software, hardware, services, and training (attachment #4).

EVALUATION

The District Project Lead Team in conjunction with a Lawson Software Project Leader will supervise and manage the project. As part of that process, they will provide reports through the Division Chiefs to the Superintendent's cabinet as well as provide feedback through regular status meetings. Success is measured by the team’s ability to complete each milestone within the date parameters set by the negotiated contract under Phases/Timeline. As with the original Lawson implementation, regular senior management involvement in meetings, and assisting with resolving issues will help keep the project on course toward a timely and successful completion.

SUBMITTED BY: Dallas Cooper, General Manager Business Process Improvement ; Daniel Schultz, Applications Manager

Jack E. Davis
Chief Information and Technology Officer
(813) 272-4600
Gretchen Saunders
Chief Business officer
(813) 272-4270
5.12R
Hillsborough County Public Schools (Florida) * Mtg.#20060822_182 * Section E Item# 5.12R