Request for Proposal (RFP) Student Information and Data Management System EDUKAN 1105 Main Street Ste C Great Bend, KS 67530 October 24, 2016
Table of Contents 1. Summary and Background... 1 2. Proposal Guidelines... 1 3. Project Purpose and Description... 2 4. Project Scope... 2 5. Request for Proposal and Project Timeline... 6 6. Budget... 6 7. Bidder Qualifications... 6 8. Proposal Evaluation Criteria... 7
1. Summary and Background EDUKAN provides access to quality higher education through degrees, certificates, individual courses, support services and emerging market-driven programming. The EDUKAN consortium is comprised of six western Kansas community colleges. The institutions involved include: Barton County Community College Colby Community College Dodge City Community College Garden City Community College Pratt Community College Seward County Community College Great Bend, Kansas Colby, Kansas Dodge City, Kansas Garden City, Kansas Pratt, Kansas Liberal, Kansas 2. Proposal Guidelines This Request for Proposal represents the requirements for an open and competitive process. Proposals will be accepted until November 2, 2016. Any proposals received after this date and time will be returned to the sender. All proposals must be signed by an official agent or representative of the company submitting the proposal. If the organization submitting a proposal must outsource or contract any work to meet the requirements contained herein, this must be clearly stated in the proposal. Additionally, all costs included in proposals must be all-inclusive to include any outsourced or contracted work. Any proposals which call for outsourcing or contracting work must include a name and description of the organizations being contracted. All costs must be itemized to include an explanation of all fees and costs. Contract terms and conditions will be negotiated upon selection of the winning bidder for this RFP. All contractual terms and conditions will be subject to review by EDUKAN s legal department and will include scope, budget, schedule, and other necessary items pertaining to the project.
3. Project Purpose and Description The purpose of this project is as follows: EDUKAN has utilized an integrated student information and management system with its former learning management system provider, Pearson ecollege Learning Studio. With the end of service of Pearson ecollege Learning Studio, we are seeking a replacement of this system. The system integrated with ecollege Learning Studio provided application, enrollment, sent automated notifications to students based on college of enrollment, provided automated and ER reports. Project Description: EDUKAN is seeking a provider of an innovative cloud-based system that provides a student information system that supports the strategic goals. Our strategic goals include targeted enrollment growth and strong retention rates. This will be the engine that drives our organization. In order to achieve these goals, we desire a system that will provide students with intuitive and 24/7 support for our students. The students will apply, register, choose a college of enrollment, and monitor the process of financial aid packaging. Students begin interacting as a prospects and applicants to EDUKAN. Usability and access should be easy to follow and accessible. We would prefer the system offer a dashboard of various information that will allow the student to see at a glance where they are in the enrollment process. This dashboard would also allow us to post global messages regarding important information and upcoming dates. We must empower our staff at EDUKAN and member colleges with the tools they need to meet business needs and remain competitive in the higher education marketplace. This system must be able to provide monitoring of data and a simple way to mine data as needed. Student information such as application, registration, adding/dropping courses, status of financial aid packaging should integrate with our learning management system and the six consortium colleges individual student information systems. 4. Project Scope Student Information student application o student will be able to choose college of enrollment which will determine which courses they are allowed to enroll.
student enrollment o students will be able to begin enrolling in courses when the term opens for enrollment o student will be able to add courses until the last day to add courses o students will be able to drop courses until the 100% drop date maintain student data such as: o student contact information o past, current and future enrollments and status (active, inactive) o course completion information (inactive, completed, concluded) o student final grades o status of financial aid, payment and requirement for enrollment generate communications to students. o example, the Pearson system automatically generated an email to the student upon their completion of the application. o example, generation of student welcome letter that is currently sent out manually by the EDUKAN staff. o example, generation of next steps email that is currently sent out manually by the EDUKAN staff Communication with Member Colleges This product will communicate application information to the college of enrollment. o The member college SIS will create the student user account and communicate this information to the student. o The member college will also communicate to with the EDUKAN mini-sis so the user can enroll in courses. Reason the member college must create is due to the Canvas Trust environment. Students will log in via the member college s instance of Canvas. The exception to this is students who choose Barton County Community College. Barton County Community college is choosing not to participate in the Canvas trust at this time. Once the user account is created the student will then use this information to enroll in courses via the EDUKAN mini-sis. This enrollment data will be sent to the appropriate member college utilizing the Canvas SIS Import requirements (See attached Canvas SIS Import Relationship Diagram) o The member college will upload the CSV file created by the database script to the Canvas SFTP server. This is then pushed into the EDUKAN Canvas instance and back to the EDUKAN mini-sis.
Ideally, we would like a dashboard where the college of enrollment registrar, financial aid and businesses offices can check off requirements to move student to active status. o This information would be continually updated in the EDUKAN mini-sis pushing current enrollment data to the college of enrollment s SIS. It is highly important that specific permissions can be assigned to roles associated with each college. As an example, Garden City Administrators should only be allowed to see Garden City student user information. Administrative Functions This product will allow for the upload of courses that will be available through EDUKAN for enrollment by the student. o This data will then be shared via the Canvas SFTP and pushed into our Canvas instance. This product will allow for terms to be set with important dates such as last day to add a course and last day to drop a course. It is very important that these functions will not be available to students after the specific term dates. o This data will then be shared via the Canvas SFTP and pushed into our Canvas instance. EDUKAN administrative users should be able to view and change specific student data as captured in the application and enrollment processes. o Example, update add or change student address or contact information. o Example, update or change student enrollment status. o View past, current, future enrollment information o View information that may expediently provide students and member schools with up-to-date information for any requests received. Users are able to develop user-defined automated exports with submitting a request to for support to the vendor. These reports can be generated as required for business analytics, student retention information or marketing purposes. o Specifically, reports that will show current enrollment and status (inactive/active) such as: Enrollment by course with active, inactive, total and cap. Student enrollment by college Retention data showing grade at the time of drop/withdrawal o The Operations Manager requires a specific report that is used for faculty contracts, certification rosters, invoicing colleges, in-state/out-of-state reports that can be drilled down by session. This is a high-level requirement. (See attached Excel Worksheet with necessary fields) Email Lists The SIS must be able to provide the office personnel to send out email notifications to specific students.
generate automated communications to faculty when a student enrolls in their course. generate automated communications to faculty and key personnel when a student drops a course. ability to send student enrollment advice per session to students who have not yet completed the enrollment process Training Plan Please provide any information regarding training for user groups or additional support for staff seeking training. Support Services Please outline the technical support and maintenance services provided to your customers. Include timeframes for resolution of minor and major issues, availability of services for on and off hour support, weekend/holiday and tracking of status of issues. Evaluation As part of the selection process, a demonstration of the SIS may be required of those vendors who appear to meet our specifications. The demonstration will take place with EDUKAN staff, member college Registrars/Business Office staff and technology support personnel. Software Integration Currently EDUKAN utilizes Instructure Canvas for the Learning Management system. Each member college also utilizes their own instance of Canvas. Canvas has a trust system in place where the colleges can share information with the EDUKAN Canvas Instance. This trust will allow students to log in via each campuses portal and see courses offered by either EDUKAN or the member college. The member schools utilize the following student information systems: Barton County Community College Colby Community College Dodge City Community College Garden City Community College Pratt Community College Seward County Community College Sungard/Banner PowerCampus Jenzebar Datatel PowerCampus Banner
Timeframe Consideration Our current system from ecollege will end on May 31, 2016. It is imperative that the system chosen will be able to go live for our Summer enrollment that begins on February 1, 2017. Due to the nature of our business and the involvement of six member colleges, we understand that the full integration may need to occur in a secondary phase. However, we would need to have the SIS ready to accept applications and enrollment information by February 1, 2017. The data captured by the SIS should be exportable in a CSV format with the requirement for the Canvas SIS import function at the very least. 5. Request for Proposal and Project Timeline RFP Released October 24, 2016 Deadline for submitting clarification questions October 27, 2016 Deadline for EDUKAN posting response to questions 4 PM Central October 28, 2016 Deadline for RFP Submissions to the EDUKAN office 4 PM Central November 2, 2016 Vendor Demonstrations November 3-9, 2016 Vendor Selection and Notification November 11, 2016 Engagement and Contracting is complete, implementation begins November 15, 2016 Testing begins January 1, 2017 Go live date, SIS is functional and ready for student engagement February 1, 2017 6. Budget Please provide a breakdown of costs associated with your proposed solution. If there are additional services or add on packages available, please provide these costs as well. 7. Bidder Qualifications Bidders should provide the following items as part of their proposal for consideration: Description of experience in planning, building, and hosting student information systems. List of how many full time, part time, and contractor staff in your organization Testimonials from clients who currently use the proposed SIS. Preferably institutions who utilize Canvas as their learning management system. Anticipated resources you will assign to this project (total number, role, title, experience) Be prepared to demonstrate the proposed product A full testing plan Timeframe for completion of the project Project management methodology
8. Vendor clarification questions Questions related to clarifying information in this RFP are being accepted until 4 PM CDT on October 27, 2016. Please submit questions to julier@edukan.org. Answers for all questions received by deadline will be posted by 4 PM CDT on October 28 th 2016 on our website and emailed to all vendors submitting questions. 9. Proposal Evaluation Criteria Each bidder must submit their proposal to the address below by 2 November 2016 16:00:00 CDT. Any bids/proposals submitted after the published deadline will be returned unopened: EDUKAN 1105 Main Street, Ste C Great Bend, KS 67530 REF: RFP 24-10A EDUKAN Student Information and Data Management System Electronic submissions will be accepted but must be received by 2 November 2016 16:00:00 CDT or will not be opened.