HCPS FL Logo Information and Technology
Action Item
DATE: Tuesday, August 30, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Approve Software Upgrade and Services Contracts with Prolifics for IBM Forms Software, Implementation, and Support (Information and Technology Division)
EXECUTIVE SUMMARY
As part of the process to develop a more effective and accurate solution for creating, updating, completing, distributing, and archiving required forms and documents related to the support of students needing academic/behavioral interventions, Section 504 accommodations, and/or Exceptional Student Education (ESE) services, the Information Services Department (IS) along with the ESE Department and Student Services has reviewed the IBM Forms Software.  IBM Forms was procured by Hillsborough County Public Schools as part of the WebSphere Portal purchase and implementation in 2006.  Since the intervention and identification process for students with disabilities requires compliance documentation, the upgrade of the current IBM electronic forms solution with signature capture will support the process from early intervention through dismissal.  The forms solution includes workflow, which can make certain that federal and state mandated forms are complete, accurate, and finished in the right order.  The workflow feature, along with electronic signatures and a system of checks and balances, will allow all forms to be archived electronically.  This feature will minimize the loss of funds during state and federal audits due to missing, lost, or incomplete documents.  

Executive Summary continued on attachment 1.
STRATEGIC OBJECTIVES
• Challenge and support all students with an appropriate curriculum • Align the performance management system with the district’s priorities • Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
The estimated five-year total cost of ownership, including the upgrade of software, implementation services, and software support maintenance is $235,958.64.  The initial software and implementation costs are $145,300 and the annual software maintenance and support costs for years two through five are $70,658.64.  Funding for this expense is budgeted in the Curriculum and Instruction Division - $74,180, Student Services and Federal Programs Division - $71,120, and the Information and Technology Division - $90,658.64.  Estimated budget cost for travel and per diem is $20,000.
EVALUATION
Success is measured by the ability of Prolifics to meet the implementation strategy as specified in the statement of work.  Information Services Department management and staff, as well as staff from ESE, will work directly with Prolifics during the implementation to ensure that deliverables are met prior to payment for services.
SUBMITTED BY:  Daniel I. Schultz, Applications Manager, Information Services
Walter Stevens, District Exceptional Student Education Specialist
David J. Steele, Ph.D.   Gretchen Saunders
Chief Information and Technology Officer and Project Director for Empowering Effective Teachers Grant
(813) 272-4600		   Chief Business Officer
(813) 272-4270
    A 5.03
Hillsborough County Public Schools (Florida) * Mtg.#20110830_470 (Board Meeting) * Section A Item# 5.03