HCPS FL Logo Business
Action Item
DATE: Tuesday, June 14, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS

Approve the Contract from Cayen Systems for Cayen AfterSchool 201 Perpetual Licenses to be Utilized by Hillsborough County Public Schools Out-of-School Time (HOST) Program (Business Division)

EXECUTIVE SUMMARY
In 2004, the HOST Program consisted of 50 elementary sites serving approximately 3,000 students.  Since then, the program has expanded to 145 sites in both elementary and middle schools serving nearly 9,000 students.  During that time of growth, HOST concentrated on program quality, eliminating waiting lists, and updating technology at each site.   As a fee-based, self-supporting and self-sustaining program, annual revenue has also increased significantly.

This tremendous increase in student enrollment and revenue has made data tracking increasingly more challenging to manage.  The current paper/hard copy system has become difficult to maintain, store, and most importantly, made evaluating program needs in a timely fashion an overwhelming and labor intensive task.  Accurate data is paramount to program planning and management, which is a key component to quality experiences for children attending the HOST program.

Executive Summary continued on attachment.

STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
The contract covers licenses, setup, training, and maintenance fees for the first two years.  The second year maintenance fee, a value of $23,847, was waived as part of negotiations.  Funds of $125,075 will be available in the HOST budget.
EVALUATION
SUBMITTED BY:  Beverly Wickson, Ed.D, Director, Early Childhood and HOST Programs
Gwendolyn L. Luney   Gretchen Saunders
Assistant Superintendent, Student Services and Federal Programs
813-272-4879
  Chief Business Officer
(813) 272-4270
    A 5.40
Hillsborough County Public Schools (Florida) * Mtg.#20110614_461 (Board Meeting) * Section A Item# 5.40