Haysville Unified School District 261

Haysville Unified School District 261

Proposal For

Financial & Human Resource Administration Software Systems

and Support Services

October 11, 2006

Corporate Headquarters | 1000 Lenola Road | Maple Shade, NJ 08052-1633 | 856/722-0700 | 800/735-4862 | 856/234-5871 Fax

www.keyinfosys.com

October 11, 2006 Dr. Perry McCabe Mr. Bruce Petersen Haysville Unified School District 261 1745 W. Grand Ave. Haysville, KS 67060 Dear Dr. McCabe & Mr. Peterson : Thank you for this opportunity to present this proposal for Keystone Information Systems’ SKools Financial and Human Resource administration software and related services. We also again want to express our appreciation for your taking the time to visit our headquarters and meet with our corporate management and support staff and many of our customers at our recent Annual National Users Group meeting. As we all agreed, this represented a logical final step in the thorough process you and your respective staffs have conducted to review available alternatives and ultimately confirm that Keystone’s software products were most suited for the District’s current needs and vision for the future. With regard to the pages of cost information that is contained in the Proposal Pricing Section of this document , please also understand the following: We have included products and related implementation services based on the District’s responses to our needs analysis survey and other related discussions, including the most recent information presented at our meeting last week. The total costs for these proposed items are listed on the first-page Cost Summary, followed by pages of their more detailed line item pricing. Also note that our approach is to be complete and outline all areas of cost in an implementation such as is contemplated, even those which must be estimated at this point using our professional experience in similar implementations as basis for those estimates. Additionally, we have included a price schedule (under heading “Other Modules for Consideration”) for software products and modules that likely will be of interest to the District. These are included primarily based on your expressed potential interests in

Corporate Headquarters | 1000 Lenola Road | Maple Shade, NJ 08052-1633 | 856/722-0700 | 800/735-4862 | 856/234-5871 Fax www.keyinfosys.com

Haysville School District October 11, 2006 Page 2

obtaining certain third party systems that would subsequently make these items useful to the District. Since it is not completely clear if or when these applications would be deployed to meet the District’s evolving needs, the costs for these items has not been included in the Proposal Cost Summary. At your preference, any of these items may be added to an initial contract as “optional / estimated costs”, or likewise purchased separately, at then applicable prices, as required in the future. Please also note that while the design of Keystone’s products is largely based on the real-life needs expressed by our customer districts with similar functional requirements to Haysville, we can also further tailor the software, based on your district’s specific requests. Therefore, in addition to the costs listed herein, for proper budget planning for this type of project (regardless of provider selected) we also recommend that a supplemental allowance be made to cover potential variable services, such as desired specific software modifications, or supplemental assistance. By way of this proposal letter we also look to confirm some special service and cost accommodations that we have offered your District, in appreciation for your business, and particularly for helping to further establish Keystone’s position in the Kansas State market. These accommodations are as follows : I. At no charge to the District, Keystone will provide services to produce Kansas State required reporting programs. Keystone has previously fulfilled this requirement for several other states and is fully confident in the design of our software and report creation capabilities to perform this function. These reports will include all currently established “mandated / standard” Kansas State reports as have been traditionally filed by the District (such as : annual / periodic financial report, employee retirement report and certified/non-certified staffing reports) and/or creation of related electronic files to fulfill these requirements. In performing this service, Keystone will produce report programs to match the requirements and samples that the District provides to us at or before software product review meetings that we will be conducting in each functional area. II. To provide an implementation cost savings to the District, Keystone is hereby committing to a packaged service unit discount of our standard day fee, as proposed for our on-site implementation and training services. A discount of 20% will be extended in return for the agreement to treat the services as packaged units or series, in each subject area. Thereby the District would still be entitled to up to the same total amount of days as indicated with each proposed module or line item, however, if, at the Districts option, it feels it does not need to use the total number of days on site allotted for a specific module implementation (which also would save travel expenses) Keystone would still bill the total flat discounted rate for that service unit. Based on the products contained in the Proposed Cost Summary this total discount amounts to $ 8,800.

Corporate Headquarters | 1000 Lenola Road | Maple Shade, NJ 08052-1633 | 856/722-0700 | 800/735-4862 | 856/234-5871 Fax www.keyinfosys.com

Haysville School District October 11, 2006 Page 3

III. Relating to our mutual understanding that Keystone to establish a strong pattern of customer growth in the State of Kansas we are specifically offering to Haysville to broaden our established customer opportunity assistance reward policy. This policy provides a one-year 10% reduction in normal annual maintenance fees for a customer that initiates and registers (and then further assists with) a contact for Keystone that ultimately results in a new district customer contract. For a period of two years following our initial contract with Haysville, Keystone will extend this policy to provide the one-year 10% reduction (for each new Kansas State Keystone School District customer contract) regardless of whether Haysville provided the initial introduction, or Keystone established the contact via our normal marketing activities such as KASBO conference attendance, telemarketing, or other planned advertising and business development efforts. In any case, we would still expect to enlist Haysville’s cooperation as a reference and potential visitation site for the prospective new customer district. It is our hope that this will be a successful offering for both our organizations and result in substantial savings to your district. Immediately following the District’s acceptance of this proposal, we would like to re-confirm with you the timetable on which the District would expect to proceed on this project. Per our discussions to this point, this planning is especially relevant now since it would be optimal to have the core Financial Information System processes including, budget preparation, requisitioning, budget control and certain Personnel Record functions fully usable well in advance of the July 1 new fiscal year. While this date may appear distant, there is much that needs to be done by both parties (including contract finalization, project planning and preparation, process review meetings, conversion, testing and training, etc.) to assure the success of this project. In line with our most recent discussions we look forward to an exceptional system implementation and a longlasting service relationship to Haysville School District . Thank you, Charles D. Hensley Sales Manager - Education & Government Systems (856) 722-0700 ext. 207


Proposal for SKools ™ Financial & Human Resources Administration Systems

Keystone Information Systems, Inc. October 11, 2006

Table of Contents Page Section I – Executive Summary

- Complete Solution Proposed 1 - Software Products Overview 2 - User friendly desktop interface, System-wide 2

easy Data Access - Reporting Features 5

- Listing of Proposed Software Products 7 - Company Background 9

Section II – Implementation & Support Services

- Proven Implementation Process 10 - Implementation Team Qualifications 11 - Data Conversion 13 - Training 14 - Ongoing Support & Product Enhancements 19

Section III – Equipment Recommendations

- Sample Application Server 22 & Web Server Configuration Profiles 23 - Workstation Requirements 23

Section IV – Proposal Pricing

- Total Cost Summary 24 - Itemized Products, Services & Training Pricing 25 - Pricing Notes (Policies & Definitions) 30

Section V – Client References 34 Section VI – Software Product Descriptions 37 (Keystone’s Full Suite of Available Products)



Keystone Information Systems, Inc. Page 1 October 11, 2006

Section I Executive Summary Software Products & Company Overview

Keystone Information Systems is pleased to present a proposal for a comprehensive package of information management software and services for consideration of Haysville Unified School District 261. For various verifiable reasons, as explained throughout this proposal (and recently demonstrated to the District administrative staff), we believe that Keystone’s SKools TM software products are uniquely suited to fit Haysville’s currently expanding needs for more effective information systems, as well as its vision for the future. Complete Solution Proposed Keystone Information Systems has a proven track record for

providing products and services that address every aspect of an administrative system for Public School Districts. We specialize in automation of medium to larger sized districts that require software that is particularly suited for handling the complexities of integrating specialized departmental functions, while supplying up to the minute information on a district-wide basis. The comprehensive yet modular design of our software encompasses the options for automation that these types of organizations tend to need such as distributed budget preparation, on-line requisitions and approvals and extensive employee record keeping . Our Company is prepared to offer your firm an integrated, comprehensive mix of capabilities to provide a tailored turnkey software system installation along with ongoing maintenance support services and software product updates. To complete the usefulness of our core application products for our clients, Keystone takes contracted responsibility to perform all aspects of a turnkey system implementation. These services may include, at the District ‘s option :

• Hardware and Software Set-up and Integration • Technical System Management Training • User Training • Data Conversion • Custom Application Modification • Continuing Support and Updates to Software Products • Provision & Development of Interfaces to Third Party

Vendor Software Products




Keystone SKools TM Application Suite Functionally Integrated District-wide systems & database

SKoolsTM is a functionally integrated suite of application software products for the use of public school districts. Since the system is highly flexible and complies with modern governmental accounting guidelines, the same software is also used in local governments (cities, townships and counties) using only slightly different set-up parameters. The system is modular and integrated, and when deployed to its fullest capability, links departments and constituents at every level involved in the administration of the organization. The proposed software products are comprehensive and mature, with multiple representative installations; the result of Keystone’s twenty-five years of development effort in partnership with school district and local government administrators across the United States. The current versions also use leading edge technology and are proven, including in large and complex implementations. The application software addressed by SKoolsTM falls into two major product areas: Financial Information System (FIS) Keystone Employee Management System (KEMS) Descriptions of the various software modules available within each of these functional areas are contained in proposal Section VI below. All modules that make financial transactions, such as payroll, cash receipts, cash disbursements, and collection of revenues are appropriately interfaced to the General Ledger and Budget Control modules. All data accessed by the system’s users is “real time”, up to the second data to facilitate accurate decision making. Likewise, a comprehensive centralized relational database is deployed across modules and structured such that applications share common interrelated data assuring efficient operation and eliminating errors and efforts that would otherwise be caused by maintenance of duplicate files.

Keystone’s Powerful & Friendly User Desktop Environment capabilities

Recently benefiting from significant enhancements, Keystone’s User Interface / Desktop Environment software (called Keystone Client ™) provides a great way to use our feature-rich application software and take full advantage of your other office productivity software products. Our user interface provides consistent WINDOWS based screen and




program navigation and PC desktop interface and data extraction capability that lets users easily get to the data they need – on their own terms. Listed below are some of the beneficial “pushbutton” capabilities and features provided :

● Reporting and Data Integration /“Pushbutton” data

transfer to : ♦ Excel ♦ MS Word ♦ PDF ♦ Email ♦ Reporting and/or other Database query tools

● User Interface changes

♦ Built-in “MetaData” feature provides on-demand point/click data query with user friendly data field labels for non-technical user

♦ Drop down application menus ♦ Office style menus with icons ♦ Outlook style sidebar for user shortcuts and other

often used processes ♦ Keystroke shortcuts ♦ Redesigned application buttons ♦ Toolbars

● Additional Printer Management Functionality ♦ Client side printing ♦ Print previews ♦ Default printer selection ♦ Window’s style help and documentation




Sample Display with Navigation Options and On-screen report view

On Demand / User Friendly Information Access

Keystone’s administrative software systems provide a robust selection of user-friendly ways and powerful tools to access, utilize and analyze the wealth of information managed by the system. Regardless of the intended use for the data or the technical expertise level of the user, there are ways provided to get the information needed.

Included in the latest release of our desktop environment/user interface is a feature called “MetaData” which provides security controlled, easy, immediate on-screen, point/click access to information based on data field labels that will make sense to the user.

Additionally data access and on-demand reporting capabilities are provided as described below :

Data Dictionary/ Data Import & Export

Data dictionaries are developed and made available to the client. These dictionaries provide users the ability to extract data in a customized fashion utilizing tools such as ODBC and Microsoft Query and SQL.




Reporting and Modeling Tools

In keeping with its open standards design, the IBM Universe database also supports SQL (Structured Query Language) and the Microsoft ODBC (Open Database Connectivity) standard data interface. SQL capability provides an extremely powerful report development and data manipulation tool for the trained technical user. ODBC and SQL also provide the underlying technical basis to enable automatic/user friendly interface to various Microsoft and other third party data access systems as the user may so choose. Today’s best tools for presentation (graphical data representation) and mathematical and other manipulation of information are those available for PC/workstation equipment (e.g. products such as MS Office Suite – Excel, WORD, Access etc. and Seagate’s Crystal Reports). All of these options can be used with any Keystone application software product.

IBM’s UniVerse also has a native, English-like, dictionary driven query language which provides quick access to data throughout the system, Mastery of this tool requires very little instruction.

Keystone also provides a powerful SKoolsTM General Ledger Financial Report Writer that is specifically designed to reduce the effort required to format Financial statement and workbook type reports and queries based on information in the General Ledger. This reporting tool contains numerous useful features such as drop down selection lists to:

Provide the selection of data within desired accounting periods,

Include/exclude accounts based on type of account, portions, or number patterns of the G/L account number and/or other user defined criteria,

Provide Totaling/Sub Totaling levels, Designate headings and other text, Select pre-designated/calculated accounting values,

Select printer, display, or send result to file which may be easily imported into Microsoft based reporting tools as listed above.

Additionally, numerous standard formatted reports (menu-driven) exist throughout the application modules, developed based on user-input over the history of the applications.

System Security

The SKools TM Information System security reaches many levels. It begins with operating system security, which controls who opens a session on the central application server,




Blacksmith Security

and to which areas the user attaches. Then there is an easily maintained menu and program security administration module. With this, a system administrator can establish which users, or defined groups of users, can and cannot access a program, or even have it displayed on their individual menus. Beyond that, Chart of Account Security allows the system administrator to grant a user access to a defined range of account codes, using any portion of the total account number. This facilitates practical decentralization of data entry and inquiry, such as initial, detailed budget preparation, requisition entry, purchase order inquiry and account analysis.

The programming environment selected by Keystone for development of its software is Blacksmith, a fourth generation language programming tool that features a comprehensive access and object based security system. Once validated by the access security, a user is subjected to site defined security at the program, command, file, record within a file, and field within a record level (five levels of security). Rights may be granted as read, add, change, and delete levels with combinations permitted.

Process Control The system utilizes multiple forms of validating input and process. Field level edit checking will validate input against user-defined tables where applicable. Pull-down menus and lookups are also available to provide user valid input information. Controls are programmatically imbedded at critical points in the batch update to assure that processes are run in the correct sequence. Error messages will warn user of improper procedures and input.

Documentation The SKoolsTM application software includes comprehensive

user documentation along with on-line user assistance. This documentation serves to support training and provide an ongoing reference source for the personnel involved in the daily functioning of both the system and the applications. [User’s manuals are provided for each SKools TM module or major functional area. Keystone provides one printed copy of each user’s manual as well as a copy on CD ROM. The Client may make as many additional copies as desired per its license under the software license.]

Operations manuals for the IBM UniVerse RDBMS are available via Web site distribution.




Listing of Proposed Software Products

Proposed Financial Information System Including : • General Ledger, Encumbrance Accounting & Financial Reporting • Budget Preparation (with multiple phase/model capability) • Cash / Revenue Receipts Posting • Purchasing, Accounts Payable, Cash Disbursements, Check Reconciliation • Multi-Year Capital Projects / Grants Fund Accounting • Financial Statement Report-Writer • Requisitions (for goods or payments with multi-level approvals / approval tracking and

“pre-encumbrance of requested amounts) • KeyNet Requisitions Web-browser interface for Remote Requisition Entry Including Full Accounting Entry Option and Teacher / Simplified Entry Option • Schools Specialty Requisitions Interface (to this District established school supplies

vendor) Web site shopping cart automatic download to Keystone Requisition Module) Proposed Human Resource and Payroll Accounting System Including :

• Payroll Processing (Check & Direct Deposit) • Salary Matrix with automatic annual advancement and update capability • Personnel Records Data Maintenance & Processing including : Applicant Tracking and

Absence & Leave Tracking • Substitute Payroll processing (and Interface to Third Party Substitute Calling System) • Position Control / Tracking / Reporting • Employee Cost Projections

Proposed KeyNet Web browser based Interfaces : • KeyNet Employee Inquiry Web-browser interface for Personnel Records, Payroll &

Absence/Leave data providing employee self-service secured access to personal records. • KeyNet Leave Request Web-browser interface for Leave Tracking module, providing

employee self-service entry of requests for leave and automated routing for required management approvals

Other Proposed Software Products : • IBM UniVerse™ Database Software

and Keystone Client ™ WINDOWS PC workstation software. • IBM U2 DE (RedBack) Web environment software

Additional Optional Modules and Interfaces Suggested for Purchase as appropriate : * Accounts Receivable / Invoicing * KeyNet Applicant Web-browser interface to Applicant Tracking module providing applicant self-service view of job openings & entry of applicant data. * Interface to Third Party Benefits Administration and On-line enrollment Systems (such as CBIZ ™, or Benelogic ™ ) * Interface to Third Party Systems time card products such as Kronos ™ , or AIG ™)




Also Available for future purchase & deployment : (For functional expansion of proposed system) Keystone Financial Information Systems Modules Including :

* Fixed Assets * Inventory / Supplies Administration & Tracking * Work Order Administration *Vendor Bidding Administration & Tracking Keystone Employee Management Systems Modules Including : * Benefits Reimbursements (For District Self administered Plans)

Keystone Information Systems Company Background

Keystone Information Systems Inc. has been a software developer and integrated solutions provider (Value Added Re-Seller) since 1975. In 1979 the company’s focus for system development became primarily directed at public sector administration systems. Over the course of the subsequent twenty five years, Keystone has deployed a range of products in mid-range sized public schools, local governments, and public safety entities. The work-product and experience gained in these implementation have resulted in a wide reaching, comprehensive product suite further detailed below

Corporate Stability & Proven Performance

A closely held private corporation, Keystone has a thirty (30) year track record of ownership by its operating management, the same majority stock holder for all that time has been its CEO, Judson B. Van Dervort, Sr., Keystone has remained focused on the same business and markets for the past 25 years and has demonstrated profitability and corporate stability. Recently, following 17 years of experience with the company, Mr. Van Dervort’s son, Judd Jr., has taken on the assignment of company President to lead the company’s highly experienced management team and guide the company’s promising future performance. Keystone has a thirty-year track record for corporate health and has no outside investment, or long term debt, which in our minds represents risk to long range viability. Throughout that span and as of this time, Keystone's operations are entirely funded through revenue from business activities disclosed herein.

Close client relationships & Highly Experienced Staff

Our forte over the past 25+ years has been to work closely with each of our clients to enable them to develop comprehensive, reliable, centralized organization-wide databases to better automate and control their operations, facilitate reporting at all administrative levels, and provide rapid access to decision oriented data. This continual




interaction with our established and new clients has likewise enabled Keystone to develop professional staff subject matter competencies that are exemplary within our industry. On average our staff members each possess over 12 years experience in supporting the administrative functions of school districts and local government entities.

Client Base Keystone has successfully implemented complete enterprise

information processing systems ranging in scale from $100,000 to multi-million dollar projects. Our highly experienced staff has sold and installed over 525 enterprise-wide information systems, and developed an enviable reputation over the years as a team which can successfully install systems on time, and within budget. The robust and flexible nature of our software products have enabled us to easy meet the needs of districts regardless of their location or local state reporting requirements. With customers located in 16 states, our customer implementations and ongoing support capabilities literally stretch for coast to coast with customers located from Maine to California. Customers range tremendously in size and scope of application uses, from sites integrating only a few systems users in a single location, up to the scale of Keystone’s installation for the School District of Philadelphia. There, Keystone took sole responsibility for creating a network connecting workstations and printers of 3,000 administrators, from 315 sites throughout the city, to access Keystone’s applications for the district-wide management of Student Information. Most of Keystone’s implementations have been in School Districts ranging from 5,000 to 15,000 students, which is indicative of an appropriate fit for the Haysville School District. We have included a representative sample of customer references with similar requirements to those of Haysville School District that can attest to our ability to perform and maintain close ongoing support relationships.




Section II Implementation & Support Services - Proven Implementation & Training Process - Ongoing Support & Product Enhancements

Implementation Process Project Management

A single Keystone project manager/point of contact is assigned. This staff member will serve as the facilitator between Keystone’s employee resources and a counterpart project manager of Haysville School District . It is assumed the District’s project manager will have (or be able to obtain) the authority to bring together necessary staff for meetings, Product Reviews (see more below) training and testing of data conversions and modifications. The District’s project manager should also be able obtain the necessary approvals for set up parameters, software change specifications, software and data acceptances and invoice payments. Keystone’s Project manager will review and send all written project communications as well as maintain the project plan tracking all tasks, their expected dates and historically, dates actually achieved.

The project plan uses procedural steps that render the project more manageable. Each application module is on its own timetable with regard to the various tasks that lead to its production use. Typically, the actual time frame for production use of an application module (or a portion of one) has much more to do with “natural” factors such as customer staff availability, business cycles relative to use of the particular application (e.g. budgeting occurs at a certain time of the fiscal year,) and desired integration of modules, more so than any timing factors which Keystone “dictates”. The implementation schedule is first built with the timeframe (perhaps even the actual date) for production use of a given module understood from the beginning of the implementation, with enough time allocated for the various steps required in the process. In way of summary, the following order of events is standard for the implementation of any separable application functional area:

Product Review Meeting Parameter Set up Modification Specification Modification Approval Modification Delivery Data Conversion Delivery




User Training Client Testing/Acceptance Production Use/Warranty Transition to Maintenance Support Services

Designated Review, Implementation and Training Days planned for this Project

A listing of all implementation service and training days (totaling 46 + days of professional, personalized service) itemized by software product and type of service is included in Section IV, Pricing Proposal.

Project Plan (Sample Form) A sample of the high-level project planning document utilized to direct and track the overall project, can be seen in Schedule 2 of the Keystone Contract (Agreement For Purchase Of An Information Management System, Associated Products And Services) A sample copy of that Agreement will be provided as an attachment to this proposal upon request.

Application Experienced Staff to Provide Subject Matter Expertise

A key aspect of Keystone’s services is the ability to offer application product experts whom not only possesses intimate knowledge of the software’s functions and data structures, but extensive industry expertise as well. The Project Manager will draw upon the depth of Keystone’s industry expertise to provide subject matter experts with many years of cumulative experience in each application area in the overall implementation.

All of the support staff members projected for participation in this project have had direct experience in implementing and supporting multiple customer installations in districts with enrollment sizes similar to or larger than Haysville School District.

Personal Work history profiles of Keystone staff expected to be members of the implementation team for this proposed project are available upon request.




Implementation Process Components

Project “Kick-off” and Management Overview and Strategic Planning Meeting(s)

Application server setup & software/ installation

Product Reviews, Fit Analysis and Consultation

Below are more detailed descriptions of the implementation process components employed by Keystone.

This is an on-site visit in which Keystone senior management, the assigned Project Manager and applicable Software Product Managers from Keystone meet with the Client’s Project Manager to review the processes and procedures of the implementation. An overview of each application module is presented identifying areas where management decisions will be required and where data will need to be identified for conversion. More specific dates will be agreed upon and added to the project plan. Keystone configures the server, installs the relational database and fourth generation language software, and installs complete, current versions (including source code) of all standard software licensed. In instances where a customer has purchased the server hardware from Keystone (not proposed) these tasks are often performed at Keystone’s facilities for convenience of multiple staff involved, after which the server is transported to the customer site and connected to the customer’s network by Keystone. Regardless of the hardware delivery source, Keystone comes on site to complete the required initial installation and network integration tasks to render the server accessible and usable, as appropriate, by sites/users/devices resident on the customer’s network. Keystone also loads a copy of the required Keystone Client ™ workstation software and instructs customer system administration staff as to its use and the process of installing on other user workstations. Once an application server has been rendered network accessible to Keystone, remaining software installation and ongoing support tasks can be performed remotely from our site

Work in each area of functionality is embarked upon in the sequence desired by Haysville School District as determined in conjunction with the District (having to do with the timing of anticipated live use.) At least one day of the required service days for each application module purchased is dedicated to what we call a “Product Review Meeting”. In these sessions the appropriate Keystone Product Manager will conduct a detailed function-by-function operational review of the standard version software, now operating on the Hayesville School District server, presenting options for methods of use and raising issues for discussion and decisions. These sessions




Software Customization/Modification /Interface Development

Data Conversion

are intended to involve only key users, upper management, IT staff and the Haysville Project Manager and are not intended to be training sessions. These sessions will be presenting the need for decisions as to particular methods of use, perhaps involving procedural and/or software changes, as well as defining the sources of existing data, desired report formats, and the like.

These introductory sessions for each application serve two important purposes:

(1) They provide the opportunity to identify any potential problem areas where Client procedure or software changes may be required in order to achieve the optimal installation of the software

(2) They establish an initial understanding of what each organization (and whom specifically within each) must do before implementation can be successfully completed.

Keystone works through these Product Review Meetings with standard checklists for thoroughness. These Product Review meetings also trigger milestone partial payments for the associated standard software module as now installed and running in its standard version. Any modification or data conversion work required is then defined in written detail on our standard “Statement of Work” template with any associated cost identified, as well as agreed upon delivery dates, and this is signed by both Project Managers. These detailed specification documents, in turn, update the project plan.

Defined in writing based on detailed findings of applicable Product Review meeting. Upon request, Keystone can also provide information of methodology for supporting modifications as standard or non-standard additions to software products in support of future standard software updates.

We recommend the conversion of master data files only, in most cases, since they represent the bulk of the client's data. If table files are large, they also are candidates for conversion. We will ask Haysville to identify necessary data sources and files during appropriate Product Review sessions.

A total estimate for data conversion is proposed herein without a review of the District’s current data files, but based on Keystone’s prior typical experiences. A closer review (usually initiated at the application Product Review meeting) may allow Keystone to present fixed cost amounts on a per file basis




The mutually agreed upon data to be converted must then (in accordance with timing identified in the project plan) be delivered to Keystone by the customer in a commonly acceptable file format. Currently acceptable formats include fixed-length; comma or tab delimited text files, as well as EXCEL spreadsheets. The data must also be accompanied by appropriate detailed descriptive information at a field content level.

Keystone performs the data conversion applicable to any application module prior to its user training so that the training may serve as an additional conversion verification process as well as to aid the training with local, familiar data. Once the data conversion program for a file is written and tested, it may then be run against the data for a refresh/update just prior to production use of the application.

User Training Since training is perhaps the most critical element of a successful installation, Keystone requires a minimum amount of time be ordered with each application module in order for the District to become certified for production use and support service.

The Implementation and Training amounts listed herein are intended to provide for one complete and thorough training unit/series for each application software module proposed such that individuals can end up equipped to train others within their organization if desired. It is expected that the District would designate from their staff at least one primary trainer for Financials and one for Payroll tracking to conduct and/or assist with ongoing training as the project progresses. The District can then schedule as many internal training classes as needed to train any remaining staff within the organization on specific areas relevant to their intended uses. These internal trainer personnel can then also function as first line support personnel within the organization to keep the number of direct users of Keystone’s help desk (“Client Care”) services to the reasonably manageable limits prescribed in the service agreement. This approach also helps reduce the cost of future training necessitated by staff changes and increases self-reliance for support issues.)

Upon completion of the software set up, modification and data conversion work discussed above, Keystone will provide the proposed training in the use of each aspect of the proposed application software, prior to its acceptance testing and production use by the District . This training incorporates both




instructor demonstrations (through the use of an overhead projector) and “hands on” use of Haysville Scholl District’s system, utilizing actual work examples and local data for familiarity and relevance. Class sessions are purposely limited to eight participants to ensure that each is given proper individual attention and masters the content. The time spent in all Implementation and Training Services by Keystone staff is tracked against the time designated in the purchase agreement, and billed as used. The District may also choose to contract with Keystone directly for the future training of all Haysville end users of the applications (if the included amounts are not sufficient for all users). In this case, Keystone will submit a detailed plan describing the cost and method of training based on the total number of users and specific functional areas to be trained.

System Administrator – Technical Training

Keystone trains the District’s system support staff on the administrative support aspects of the relational database system as implemented on the selected hardware/operating system platform including system backup and security procedures, how to add and control users, printers and other devices. Keystone’s bid price includes training services necessary to equip designated and competent system management staff to fully manage the daily operation of the proposed systems as well as additional development of user-defined reports and ad-hoc data queries and listings.

UniVerse TM Database Administration

A major benefit of the UniVerse database management system utilized with Keystone’s software products is the comparative ease of technical and database administration associated with its use. District technology support staff familiar with internally supporting other widely marketed enterprise level products will find that UniVerse requires relatively little effort to learn and much less frequent personal attention to support. As such, Keystone is able to provide all the training required to administer and utilize the database within the framework of a few concise on-site training sessions.

The primary course provided covers the basics of System Administration. An overview of the UniVerse database will be given. Detailed topics will include user and account administration, file structures, VOC file, data dictionaries, UniVerse parameters, the UniVerse spooler, UniVerse commands, and device configuration.




Blacksmith TM Administration and Security ODBC

Database and Ad hoc query training

Optional Training Availability & Suggestions

Covers basic Blacksmith 4GL administration, emphasizing the user and group system security that Blacksmith enables.

Included with ODBC training is the installation and configuration of ODBC for UniVerse and one initial user Microsoft PC as well as instructions for installation and maintenance on additional PC’s. It includes dictionary file maintenance for system administrators as well as use of ODBC for end users data query.

This course is intended for users who are interested in querying the database and creating their own reports. The course reviews two methods of interrogating the data - "native" and ODBC approach. Students will learn how to analyze raw data and generate fundamental reports using the "native" UniVerse Retrieve Query Language. Also the course covers how to retrieve data using ODBC into Excel and Crystal Reports

Additional Training on all aspects of the proposed software, including advanced training for technical staff desiring to learn how to develop new applications in the proposed software development environment is readily available from Keystone and / or IBM.

Consideration of professional training for technical support staff with regard to the chosen Operating System (i.e. Microsoft, Unix, or Linux) is usually beneficial in any ongoing critical system support scenario.

Testing Acceptance and Production Use

As each component of the project (data conversion, interfaces, and modifications) is completed, Keystone will perform system level testing as well as functional testing prior to uploading to Haysville’s server. Once each component is uploaded, District staff will conduct data inspection and validation tests to ensure all data as supplied by Haysville has been accurately converted.

After user training in a given application product/module, a period of time (usually not less than thirty days unless otherwise agreed to) is designated in the project plan for an acceptance test of that software module. Intended users of the software perform the testing. The test may or may not be in conjunction with parallel with use of the counterpart existing system depending on the District ’s preference and circumstances. The successful completion of the acceptance




test period is defined by the lapse of the stated time with no notification to Keystone of any significant issue caused by software or data conversion malfunction. (A “significant issue” is further defined as one which impedes normal processing.)

The successful completion of the acceptance test period initializes the warranty period and transitions the use of that application module to the warranty coverage including beginning the process of reporting (i.e. use of Keystone’s help desk/Client Care functions as described below). At this point Keystone also issues an invoice for the balance of the license fee payment of the applicable software product.

In any case, if the District initiates production use of the software, the software is deemed accepted with respect to the timing of warranty coverage payment and transition to software maintenance services.

Administrative Resource (Haysville Staff) Requirements:

As stated above, in order to conduct an efficient and successful implementation, Keystone will expect that the District will assign a project manager (and/or project manager by major functional area such as Financial manager and Human Resource manager) who will work with Keystone’s assigned project manager in the areas addressed.

The standard /required training proposed by Keystone is intended to satisfy the needs of the District ’s system support staff and appropriate internal departmental trainers. The amount of time dedicated to this type of training is listed in days in the Cost proposal. The amount of time required of the District ’s internal trainers to complete training for general staff/end users not participating in Keystone- conducted sessions is of course dependant on the number of users who require training and their specific job functions. In most cases, end users can be trained on their specific departmental function within a one-day class.

Additionally Haysville’s staff should expect to dedicate appropriate time to review data conversions (with report output facilitated by Keystone to aid with verification back to the old system,) and to test and approve requested system modifications.

Source Code Provisions As a standard item (included at no charge in the software license), Keystone installs and maintains a full copy of the source code for all Keystone-authored/owned application software (SKools application suite) on each customer’s server. We do this for two reasons. First it provides the most




meaningful assurance that most clients seek about how they would proceed in the event that Keystone were no longer able to service their system. On a practical level, with actual installation (versus an escrow agreement), it assures that the code is maintained with release updates, customizations and the like. The license contract provides each party with appropriate assurances about the right, title and use of the source code under all circumstances. Secondly, the actual installation of the source code also facilitates easier and more expedient support of our clients’ systems with the ability to deliver and compile updates, fixes and modifications on each system. Please note that per the license terms, “ownership” of the software or source code is never conveyed to our clients under any circumstance, but a perpetual right to use the code is granted at the outset (regardless of the status of Keystone or its on-going relationship with the customer). There is not actually any obligation for the client to elect on-going support in future years. The obligation for that (and the payment of associated fees) is annual. (ref. Appendix E of the proposed contract/license agreement.)




Software Maintenance and Customer Support Program

Full Ongoing Support Help Desk Hours

Keystone provides continuing support for our application software, the 4GL (Blacksmith), the client component (Fusion), the relational database (UniVerse) and the web development environment (RedBack). Keystone requires that we are “in the loop” for first-line support of the host server’s operating system for problem diagnosis and procedural questions. However, we also require that our customers maintain on-site support for the server and operating system maintenance with the manufacturer or appropriate field service organization.

Appropriate technical and product resource personnel are scheduled to be in our offices and available, 8:30 a.m. – 5:00 p.m. EST (with extended hours available per special arrangement). A structured Help Desk process and automated tracking system, including web-access, is utilized to register, track and escalates support issues. Support and technical personnel have access to the customer’s system via modem or VPN to provide problem diagnosis and software corrections. The installation of all source code on the customer’s application server allows for support on an immediate basis, if required.

Client Care Response A Client Care Administrator accepts initial telephone calls or web registrations. Within four hours, the Administrator will respond with either a solution (if issue can be resolved quickly) or a status update as to the personnel assignment of the issue and anticipated time frame for resolution. As each call is taken, it is assigned a priority and an agreed upon due date/time based upon the nature of the call (i.e., an issue which impedes processing a payroll takes precedence over a request to discuss a potential modification for future use.)

Maintenance Agreement Keystone strongly recommends purchasing a maintenance contract on all application software products. This contract gives the Client product warranty and access to unlimited technical support for program correction and procedural questions. It also provides the rights to all standard product updates and enhancements developed by Keystone. Keystone requires that all support contact from the District be directed from designated key users or department lead personnel to avoid redundant issues registration. It is also important that at least one member of your staff be actively involved in our User Group




Software Development Software development at Keystone is an on-going process.

This benefits your organization in that you are continually investing in the latest in software capability. Updates to current software, new functionality, and entire new applications are developed based upon the needs of our new accounts, changes in the marketplace, and our active User Group. As stated above, clients who elect Keystone's software maintenance on a module are entitled to these updates at no additional charge. Only the services, which are required for things such as training, data movement and custom menus/reports, are quoted and charged to a client for a version upgrade. (This is usually only required for major updates)

The frequency of updates varies by the type. Two or three times a year Keystone will issue a “dot” releases which will include fixes, minor enhancements and revisions to the application software. These releases are easily installed by the client with no training required for users other than review of the accompanying “releases notes”/documentation. Major “integer” releases, which included added/changed technologies, platforms or significant application functionality changes and developments, usually occur every two to three years and will require additional chargeable training and services, as above.

When a new or enhanced process is requested, it is first reviewed by the Product Manager. The role of the Product Manager is to review the new request to see if it can be accomplished with the current software and changes to control tables or files. If it will require a change or enhancements to the package, the Product Manager must determine, with assistance from the User Group and Marketing, if the feature is unique to the needs of one organization.

If it is determined that this feature could be used by a number of current or potential clients, the Product Manager assigns the Enhancement to a Systems Analyst with general direction on how the enhancement should interface with the package. The Systems Analyst is responsible for the development of specifications and screen layouts with input and approvals of the original source of the request, the Product Manager, and in some cases, designated members of the User Group. In all cases, every attempt is made to keep the enhancement as parameter driven as possible. By using control tables and control files, we are able to turn a feature on or off as well as have it fit the unique needs of different users.




Collaborative Enhancements

User initiated requests, which Keystone deems to be of sufficient general interest, and which are deemed eligible in terms of scope and effort, are generally provided at no cost to clients under the course of the software maintenance program. These are distributed to all eligible client sites in the periodic releases of Keystone’s designation. If Keystone’s time line for inclusion of the feature is not in line with the requestor’s wishes, that Client may request a quotation to help fund the enhancement and secure a mutually agreed upon delivery date from Keystone. Clients have sometimes solicited other clients to share in the cost (and specification input) on such funded enhancement requests as a way of leveraging collective needs for a better value in their system investment. In cases in which Keystone feels a requested modification will not be of general interest to other users (as determined from solicited feedback of the user community) Keystone will normally only agree to provide the requested change if funded by the requestor. Even in these cases, every effort is made to minimize the impact of these program changes on the delivery and implementation of standard upgrade releases.

User Group / National Regional Groups

Keystone sponsors an active user’s group, which meets annually near the company’s offices in southern New Jersey. A typical agenda includes one day of interactive application training followed by two days of sessions dedicated to new developments in each of the software modules. User input is solicited in regard to priorities for development and issues/requests for modifications to the current software. Presentations by third-party vendors (e.g., database provider, imaging software, etc.) are also scheduled to provide users with access to new technology developments. Opportunities to network and socialize with Keystone’s staff and colleagues from other organizations are built into the agenda including excursions to areas of local interest (e.g., Broadway shows, tour of Philadelphia, golf tournament, etc.).

Additionally Keystone facilitates client organized user groups (i.e. regional) user group meetings throughout the country via providing technical and other staff participation. Currently these include a Central States, a South Eastern and a New England Region User Groups emanating from Missouri North Carolina, and Rhode Island respectively. These groups conduct annual meetings with Keystone’s participation (similar to our national conference) as well as informal, ongoing communications among their respective members.




Section III Equipment Recommendations (hardware not proposed) Sample Typical Server Configuration Profiles : - Central Application Server - Web Server - Workstation Requirements

Sample Centralized Application Server

(30 to 50 Concurrent User range) Performs all proposed application and database functions

COMPONENT DESCRIPTION / CAPACITY

System Type/Model Major brands Intel based systems, CPU Microsoft OS based server with

Dual 2.0 GHz, or greater Xeon Processors

Operating System Windows 2003 Server with required number of Microsoft Client Licenses (CALS),

Memory Minimum 2 GB, or Preferred 4 GB Disk Storage

Two (3) or Four (4) 36 GB 15,000 RPM Hot Swap drives with RAID Disk Array Controller to support customer’s preferred RAID policy (i.e. level 1+0 or level 5 with hot spare)

System Storage / Backup Administration Veritas ™ Backup Exec Software, or equivalent (for Microsoft)

Removable Media (Storage) 80 GB DAT or SDLT tape drive, or, equivalent high speed tape drive CDROM and 1.44 MB floppy

System Console 15” Color ultra VGA Device/Network Connectivity Selectable 100 MB / Gigabit Ethernet Controller

for LAN/WAN connection of PC’s and other networked devices. (2) ASYNC/Serial ports for support modem and UPS, plus, (1) Optional parallel port on System Cabinet

Environmental 2,200.to 3,000 VA UPS/Power Protection Device Remote Support V.90 High Speed modem for telephone connection

to provide remote support access in addition to web based connection

System Hardware Maintenance Coverage Manufacturer’s (3) year on-site 4 hour support package upgrade




Sample Web Server Supports Web-browser based users / connections & interaction with application server via IBM RedBack ™

- Single Pentium IV, or Xeon, 2.5 GHz (or greater) Processor and Microsoft Operating System to support IBM RedBack & ASP software

- (2 to 4) GB Memory - RAID Disk controller - (2 or 3) 36 GB Disk Drives to support redundancy i.e. mirror, RAID 5 (or 1+0) etc. - Veritas Backup Exec Software, or equivalent - High speed tape drive adequate for full system back-up on single tape - (2) Selectable 10MB / 100 MB / Gigabit Ethernet Controllers for LAN/WAN connection - Color Monitor, Diskette, CD ROM, UPS, V.90 Modem, - Manufacturer’s (3) year on-site 4 hour support package upgrade

User Desktop / Workstation Requirements

Proposed SKools applications will operate effectively with any PC that will satisfy requirements to run MS WINDOWS 2000, XP, or 2003 Operating System LAN/ WAN connected PC Should have 10 or 10/100 MB Ethernet Interface card (application also supports use of Keystone Client GUI software over an Async phone connection)




Section IV Proposal Pricing

TOTAL PROPOSED COST SUMMARY

See following pages for Itemized Pricing included in Summary

Implementation Services Keystone SKools (TM) Application Software and other Products : For License Tier up to 32 Concurrent SKools ™ Administrative Database Users (1)

(25 Active Database Licenses Proposed)

One time License Price

Product Review Days (2)

Imp/ Training Days (3)

Service Price

Annual Maintenance (7)

( * See Note Below)

Financial Information Systems Costs $ 36,480 4 12 $ 16,000 $ 6,566

Human Resource Information Systems Costs

$ 43,680 9 15 $ 24,000 $ 7,862

Cost For Other Products & Services $ 19,710 4+ $ 16,000 $ 4,865

Totals $ 99,870 13 31+ $ 56,000 See Below Total Software Products, Installation & Training Services Costs $ 155,870

Additional Estimated Project Costs Data Conversion Estimate (2) (6) $ 8,000

Project Travel Estimates(4) $ 19,068 Total Additional Estimated Project Costs $ 27,068

PROJECT COST $ 182,938

Less Service Units Package Discount ( 8,800 )

TOTAL PROJECT COST $ 174,138

Software Modifications Budget /Estimate (5) TBD

* Total Annual Maintenance Costs (7) $ 19,294

* Annual Maintenance Fees represented are whole year amounts. The billing cycle for Keystone application product maintenance is set up to coincide with your fiscal year. Annual maintenance billing per module begins 30 days (warranty period) after acceptance of a module. The billed amount is prorated, by month, from that point to the end of the current fiscal year, with the whole amounts billed at the beginning of the next fiscal year.

Pricing information contained herein is considered confidential to Keystone Information Systems, Inc. and intended solely for the internal use of the Haysville School District




Itemized Product & Service Pricing Note : Totals are carried forward to preceding Pricing Summary Page

SKools Financial Information Systems (FIS) - Application Software Implementation Services Keystone SKools

Application Software Modules One time

License Tier Price (1)



Service Price


(See Note On Summary Page)

Financials: Budget Preparation Purchasing Cash Receipts Accounts Payable General Ledger Check Reconciliation Grants/Projects Tracking G/L - Financial Report Writer

$ 18,000 1 7 $ 8,000 $ 3,240

Requisitions 9,600 1 1 2,000 1,728Student Activity Implementation Services ("Club" Funds Accounting G/L Implementation)

1 2 3,000 N/A

Related Interfaces & Web Applications : KeyNetTM Requisitions Includes both Full Capability & Teacher Requisition Option

6,000 1 1 2,000 1,080

"School Specialty" Interface (Requires Requisitions Module & KeyNetTM Requisitions)

2,880 1 1,000 518

Sub Total Projected FIS Costs $ 36,480 4 12 $ 16,000 See Below TOTAL ONE TIME FIS COSTS $ 52,480 * FIS Annual Maintenance Costs $ 6,566

Keystone Employee Management System (KEMS) - Application Software Implementation Services Keystone SKools

Application Software Modules One time License

Tier Price (1)



Service Price



Payroll $ 10,800 1 6 $ 7,000 $ 1,944Employee Information 6,000 1 2 3,000 1,080Employee Cost Projections 6,000 1 2 3,000 1,080Position Control 3,600 1 1 2,000 648Leave/Attendance Track. 3,600 1 2 3,000 648Substitute Tracking 1,200 1 1 2,000 216Applicant Tracking 1,200 1 1,000 216Salary Tables 1,200 1 1,000 216





Itemized Product & Service Pricing Note : Totals are carried forward to preceding Pricing Summary Page

KEMS Applications (Continued)

Related Interfaces & Web Applications : Product

Review Days (2)


Service Price

Annual Maintenance(7)


Interface To Third Party (AESOP tm ) Substitute Assignment /Calling System

$ 2,880 1 $ 1,000 $ 518

KeyPicTM Image Viewer (Link to Customer's Employee Photo Storage File System)

1,200 1 1,000 216

KeyNetTM Employee Web Portal 3,000 1 1,000 540KeyNetTM Leave Request 3,000 1 1,000 540Sub Total Projected KEMS Costs $ 43,680 9 15 $ 24,000 See Below TOTAL ONE TIME KEMS ™ COSTS $ 67,680 * KEMS Annual Maintenance Costs $ 7,862





Itemized Product & Service Pricing

Note :Totals are carried forward to preceding Pricing Summary Page

Other Required Products & Services

Implementation Services Product Licenses & Services One time License Price



Service Price

Annual Maintenance(7) (See Note On

Summary Page)

Relational Database Licenses - IBM UniVerse RDBMS - $445 each Annual Maint.- $72 each 25 Concurrent Users

$ 11,125 - $ 1,800

Keystone Client Windows Desktop Sftwre - $300 first License + $175 ea. Additional Annual Maint. =20% 25 Concurrent Users

4,500 - 900

Web Environment Products - IBM U2 DE (RedBack) - Webshare License - $1,495 each * Annual Maint. - $270 each 2 Licenses

2,990 - 540

Web Environment Products - IBM RedBack -- Object Server License - $1,095 each Annual Maint.- $200 each 1 License

1,095 - 200

Services Web Environment Products - IBM RedBack -- Server Installation Services ($1000 per Server)

As Required 2,000

Software/Systems Installation & Configuration Services

As Required 5,000

System Administration Training 1 1,000 Application Administration Training 1 1,000 System Admin/OS Annual Support ($25 per Database User License)

-

625

Ad-Hoc Report Training & ODBC Implementation - Setup & Training

2 2,000





Itemized Product & Service Pricing

Note :Totals are carried forward to preceding Pricing Summary Page

Other Required Products & Services (Continued)

Product Licenses & Services



Imp/

Training Days (3)

Service Price

Annual

Maintenance (7) (See Note On

Summary Page) ODBC Annual Support($400/app. suite)

- 800

Project Administration Services As Provided 5,000 Sub Total Cost for Other Products & Services $ 19,710 4+ $ 16,000 See Below

TOTAL ONE TIME OTHER PRODUCTS & SERVICES COSTS $ 35,710

* Total Other Products Annual Maintenance Costs $ 4,865

Estimated Travel Expenses -reimbursed at actual cost (4)

Description Total Units Estimated

Cost each Estimated

Total Total Days On Site for this Project 46 Predicted number of on site service person/round trips 17 Anticipated Air Round Trips 17 $ 450 $ 7,650 Lodging (Days) 46 $ 100 4,600 Meals (per Diem) 46 $ 50 2,300 Car Rental (Days) 46 $ 70 3,220 Mileage (Airport commute @ 50 Miles roundtrip) 17 $ 0.445 378 Parking (Airport) 46 $ 10 460 Misc.(Tolls, phone, parking)

46 $ 10 460

TOTAL ESTIMATED TRAVEL EXPENSES $ 19,068





SKools Application Software OTHER MODULES FOR CONSIDERATION

NOTE : These Products and Prices have not been added to Summary Proposal Totals Implementation Services Keystone SKools Application

Software Modules up to 32 Users 1




Service Price



Accounts Receivable & Invoicing $ 9,600 1 1 $ 2,000 $ 1,728 KeyNetTM Applicant Web Portal 3,000 1 1,000 540

Implementation Services Keystone SKools Interfaces to Third Party Systems up to 32 Users 1

Estimated One Time

Production /License

Fee



Service Price

Annual Maintenance (See Note On

Summary Page)

Interface To Third Party Benefits Administration / On-line Enrollment System

$ 2,880 1 1 $ 2,000 $ 518

Interface To Third Party Time Card 2,880 1 1,000 518





PRODUCT AND SERVICE PRICING NOTES:

1. Software Product Licensing/ User Count

Both the IBM (“UniVerse”) Database and “KeystoneClientTM” desktop software are licensed based upon a total number of concurrent user sessions to be made available to any of the host server-based Keystone application software. A PC Client-based session creates a “persistent” connection to the host server database, from the point of user login to log off. Web browser-based application (KeyNetTM series) users create non-persistent sessions with the host server database and thus only need to be counted in the database license on a 10:1 ratio. (Therefore 100 web-based users would require an additional 10 “user” count to the total database license).

Keystone’s Application Software license pricing is determined based on a pricing tier or bracket associated with the database licensed user count. The number of enabled concurrent users of the database and PC client may be increased at any time by purchasing additional licenses in singleton increments. If the resulting database user count crosses Keystone’s application pricing tiers, an incremental application license fee is also charged to license the applications for the higher tier.

The number of persistent connections (and corresponding UniVerse and KeystoneClientTM licenses) proposed herein is 25. The Keystone User tier proposed herein can provide up to 32 users.

Only the IBM U2 DE software, used to integrate the web browser-based applications with the host UniVerse database, is not licensed on a user count basis.

2. Product Review Product Review and training days are required in the minimum quantities specified for each application software module to be implemented. This helps to ensure that proper time is dedicated to a comprehensive and thoughtful implementation of the software. A Product Review is attended by Keystone’s Product Manager and Project Manager, the Client’s Project Manager and key users or department managers from Client’s staff responsible for the application area. These sessions involve a thorough demonstration of all functions and features available in a given module, during or after which, decisions are required of the Client as to module set-up parameters, code tables, specific report formats, methods of use and details about existing data sources to be electronically converted. Also during a Product Review, any required changes to the Client’s operating procedures, or the




software product, are identified and evaluated. Note that decisions by the Client which will involve modifications to the software (see Software Modification Costs below) and/or electronic conversion of existing data, will initiate quotations/work statements for programming services by Keystone – which may be chargeable unless otherwise included in the module license fee. “Standard Custom” features (custom programming is included in the associated module license fee) for the Financials and KEMSTM applications include: Financials “Standard Customs”: Accounts Payable Check Printed Purchase Order Printed Requisition (if needed) Board Report (aka Warrant Report, Check Register) State Financial Reports Cash Receipt Printed Invoice (with Accounts Receivable module) Statements (with Accounts Receivable module) 1099 print KEMSTM “Standard Customs”: Paycheck print Direct Deposit Voucher Print W2 print State and Federal reporting

3. Training The Implementation and Training amounts listed herein provide for one complete on-site training unit/series for each application software module proposed. Class sizes are limited to eight personnel so that the training can be most effective, with sufficient individual attention given. The level of detail provided during these core-training sessions is intended to inform the trainee to the degree that they might potentially train others within the organization. Should the Client desire to have Keystone train additional personnel, additional hours in the same quantities and unit cost should be purchased.

In certain cases, the Client may also wish Keystone to supplement the standard comprehensive training classes with additional, specifically tailored, training programs for users which may only require limited instruction in specific program functions. In these cases, Keystone will submit a detailed plan for this training based on the number of students and type of




training desired.

For Clients more than 40 miles in distance from the designated Keystone Service providers’ home office, all on-site services, including Product Reviews and Trainings will be invoiced in a flat, per-day rate for each day, or portion thereof, per Keystone employee on site. (Closer in clients can use minimum ½ day billings for any time on site of 4 hours or less.) .) The actual time spent by the Keystone staff in transit to and from any Client site is not otherwise charged for. Keystone works very hard to maximize the time on site with its clients, within the realities and restrictions of travel obstacles (air routes, delays, weather, traffic etc

4. Travel Related Expenses Product Review, Training and Installation Support Services are conducted at the Client location. Travel related expenses for the Keystone instructors / service representatives are in addition to the Service fees quoted. These will be quoted by Keystone’s project manager, for client approval, as each individual on site trip is scheduled, and will be invoiced at the actual cost, and within agreed upon per diem lodging and meal limits. An estimated total of travel expenses, based upon the anticipated number of trips for the project, and current travel rates, may be included in this proposal for budgetary purposes.

5. Software Modification Budget An additional type of cost, which may be incurred, is the cost of any modifications or enhancements desired to the standard software. The detailed Product Review sessions described above would be necessary in order to determine the extent of, and cost associated with, any development requests. Absent any other detailed review of such potential requirements, it is highly recommended that the Client set aside a budgetary allocation of not less than 15% of the combined cost of software and services, to provide a budget for potential discretionary work that may be desired.

6. Data Conversion

Keystone will assist its clients in the conversion of their data to the new file structures. We recommend the conversion of master data files only, in most cases, since they represent the bulk of most clients’ data. If table files are large, they also are candidates for conversion. To be able to electronically convert data, we require file "record layouts" and the data in an ASCII readable format. Currently acceptable formats include fixed-length, comma or tab delimited text files, as well as EXCEL spreadsheets. Typically, for magnetic tape conversion, we support 4mm DAT, DLT, diskette, or 1600 bpi, 9 track, unblocked, unpacked, ASCII records; However, other tape formats may be usable. Data is most frequently transferred for




conversion over I/P based networks using FTP.

7. Software Maintenance (a) Keystone Software

Keystone Application Software Maintenance begins per module, following production use or formal acceptance of that module (as defined in the contract agreement) and a 30-day warranty period. The first maintenance bill is prorated to reflect the remainder of Client’s fiscal year. Thereafter maintenance is billed for pre-payment at the beginning of Client’s fiscal year. Maintenance includes both a full warranty continuation, with unlimited telephone and web site access to Keystone’s “Client Care” help desk staff for dial-in diagnosis, program adjustment, and procedural assistance (for designated Client support-contact personnel), along with the rights to Keystone-distributed software version upgrades and corrections.

(b) Third Party Software Third party software maintenance begins upon installation of the software product and is billed for annual prepayment. Maintenance includes both a full warranty continuation, with unlimited telephone and website access to Keystone’s “Client Care” help desk staff for dial-in diagnosis and procedural assistance (for designated Client support-contact personnel), provided “first line” by Keystone as an authorized support agent, backed by the vendor as needed, along with the rights to vendor-distributed software version upgrades and corrections.

8. KeyNetTM Series Software Keystone’s KeyNetTM series (web browser enabled) software modules require implementation of the counterpart host application module. They also require the installation of a Microsoft Windows-based web server (specifications can be provided by Keystone) to operate in conjunction with the host application server via local area network connection, along with the licensing and installation of IBM’s Web DE software (available from Keystone). For KeyNetTM applications which will be made available to users outside of the Client’s internal “Intranet” and security structure, Keystone recommends use of a “Firewall” security system, Enterprise Security Manager Software and SSL. Keystone can provide implementation assistance in this area as needed.




Section V References Sample Keystone Financial / Human Resource Systems Installations

NOTE : FIS “Financials” module includes : Budget Preparation, General Ledger & General Ledger Financial Report Writer, Purchasing, Accounts Payable, Cash Disbursements, Check Reconciliation, Cash Receipts and Capital Projects Tracking

District Phone Contact Installed Software

Independence School District 218 North Pleasant Independence, MO 64050-2655 13,000 Students 1,625 Employees 64 Concurrent Users (Client Server) & Licenses for planned Web Browser Module (Parents) Users HP Microsoft 2003 Server

816-521-2700

Mr. Brian Mitchell - Assistant Superintendent for Finance & Business Ms. Molly Johnson – Director of Business & Employee Benefits Dr. Jim Hinson Superintendent

FIS Rev 9.0 Financials Requisitions Fixed Assets Vendor Bidding Accounts Receivable KEMS Rev. 4.0 Payroll Personnel Employee Cost Projections Employee (Dental) Benefits Reimbursement

Raymore-Peculiar School District 21005 S. School Road Peculiar, MO 64078 5,5 00 Students 600 Employees 32 Concurrent Users Dell Microsoft 2003 Server

816-779-3300

Ext.240

Ms. Kendra Hutsell – Director of Finance

FIS Rev 9.0 Financials Requisitions Fixed Assets KEMS Rev. 4.0 Payroll Personnel Employee Cost Projections





Rolla Public Schools 500 A Forum Drive Rolla, MO 65401 4,200 Students 700 Employees 32 Concurrent Users Gateway Windows 2003 Server

573-458-0101

Ext. 11115

Mrs. Vicky Gorman Business Administrator / Benefits Administrator

FIS Rev. 9.0 Financials Requisitions Vendor Bidding KEMS Rev. 4.0 Payroll Personnel Employee Cost Projections

Liberty School District 650 Conistor Road Liberty, MO 64068-4202 8,200 Students 900 Employees 64 Concurrent Users IBM Windows 2003 Server

(816) 736-7109

816-415-5307

Ms. Carol Embree Director of Business Operations Mr. Robert Citro Financial Database Support

FIS Rev. 9.0 Financials Accts. Receivable Requisitions Fixed Assets Vendor Bidding KEMS Rev. 4.0 Payroll Personnel

Pittsylvania County Schools 39 Bank Street, SE P. O. Box 232 Chatham, VA 24531-0232 10,000 Students 1,450 Employees 32 Concurrent Users HP Windows 2003 Server

434-793-1624

Mr. Donald R. Johnson Asst. Superintendent Ms. Amy Hardy x3118 Accountant Ms. Tracey Worley x3111 Budget Supervisor

FIS Rev. 9.0 Financials KEMS Rev. 4.0 Payroll Personnel





City of Vineland Public Schools Executive Administration Offices 625 Plum Street Vineland, NJ 08360-3796 13,000 Students 2,000 Employees 180 Concurrent Users (Client Server) & 400 + Web Browser Module Users HP Unix Server

856-794-6700

Mr. Kevin Franchetta CPA x2004 Assistant Superintendent Business & Finance

FIS Rev 9.0 Financials Requisitions Inventory Accounts Receivable Student Information System Rev. 3.0 Currently Upgrading Keystone GV84 Payroll to KEMS Rev 4.0 Payroll & Personnel

Hatboro Horsham School District 229 Meetinghouse Road Horsham, PA 19044-2192 6,500 Students 1,400 Employees 96 Concurrent Users HP Windows 2003 Server

(215) 672-5660

(215)

672-5660 Ext. 126

Mr. Robert Reichert Director of Business Affairs Mr. Marc Greenberg

FIS Rev. 9.0 Financials Requisitions Fixed Assets Vendor Bidding KeyNet Web Interface to Vendor Bidding KEMS Rev. 4.0 Payroll Personnel Position Control Employee Cost Projections KeyNet Web Employee Leave Requests Census Rev. 1.0 Real Estate Tax Rev. 1.0 Student Attendance Rev. 1.0




Section VI Software Product Descriptions Full Suite of SKoolsTM Available Modules Note : Only the modules / products present in the attached Cost Listing have been included for consideration in this proposal

Financial Information System (“FIS”)

FIS is a comprehensive fund accounting system designed in accordance with GAAP and GAAFR requirements. Keystone’s Financial Management System is comprised of the following sub-components: Core Financials Modules :

Budget Preparation & Control Purchasing Cash Receipts Accounts Payable & Cash Disbursements General Ledger / Financial Report Writer Capital Projects / Grant Management

Additional Optional Modules : Requisitions Fixed Assets Vendor Bidding (not requested or proposed) Work Orders (not requested or proposed) Inventory / Warehouse (not requested or proposed)

The various modules which comprise the Keystone SKoolsTM

Financial Information System form a multi-fund budgetary accounting system which controls budgeted expenditures and tracks and reports financial activity. The core Financial System includes Budget Preparation, Budget Control, Purchasing, Receipts, Disbursements, and General Ledger/ Reporting modules. All modules are closely interfaced. Should any additional module of the SKoolsTM system be added at a later time, which interfaces to the General Ledger, (for example, Payroll) the interface has already been pre-defined in the core Financial package. An unlimited number of funds and years may be tracked on the system. The system adheres to the fund definition put forth by the National Council on Governmental Accounting as “a fiscal and accounting entity with a self-balancing set of accounts recording cash and all other financial resources.” It also contains all related liabilities and residual equities or balances, and changes therein. While this requires separate bookkeeping for each fund, for operational purposes,




(purchasing, invoice entry, etc.) funds may be mixed on a single document/entry. The system will maintain fund postings separately. Each fund may have its own fiscal year of up to thirteen periods and, with the Capital Projects/Grant Management module in place, some funds may be maintained continuously, over several fiscal years. The system may run as a cash, modified cash, modified accrual, or full accrual accounting system. Recording revenue and expenditures as occurring at the time of receipt or payment respectively would identify a cash basis system. An accrual system is characterized as recording revenues and expenses when the revenue is earned or the expense incurred. In both systems, the encumbrance is liquidated at the time that the expense is recorded. All bookkeeping on the system is double entry where the balancing entry is automatically generated. Unbalanced entries are not accepted by the system. Many entries made to the system are table driven. This means that as you enter data, the system internally edits your response against the corresponding table to ensure the validity of the entry. These code tables are created and maintained with codes specific to your organization. To assist you in data entry, on-screen “look-ups” are available at each data entry field to advise you of the type of entry required, or to display a list of valid codes.

FIS Features on-line General Ledger user-defined account number format of up to thirty

(30) characters user-defined ‘abbreviation’ of account number to

reduce keying date sensitive transactions inquiry for full accounting or budgetary

information can be traced through all details of a transaction

control records store commonly used account numbers (e.g. cash), eliminating the need for operator entry and providing self-balancing transactions

user help is available throughout full integration of appropriate modules

Reporting easy to use detail and summary transaction reports state mandated reporting formats see module descriptions for specific reports easy ad hoc reporting




Web Capabilities Keystone offers an ever-expanding selection of Web Brower modules designed to provide specific types of access and functions, for certain types of users, outside of the District’s primary administrative network.

Keystone has applied tools to provide certain system functions via a web-browser. Keystone has subscribed to secure business practices in selecting these modules. Access is controlled by user/ID 128 bit security encryption and covers the following:

KeyNet TM Vendor – Integrated with Keystone’s SKools TM Vendor Bidding, this Internet-based application enables organizations to solicit bids directly from their web site. The module permits responders to submit information electronically, thus reducing keystrokes for the requestor. The electronically submitted data flows into the bid analysis feature and once the bid is awarded, the data is carried forward to the purchasing and requisition modules This software provides for the registration of vendors and e-mail notification of applicable bids. All bids received are sealed and only opened at a predetermined date/time.

KeyNet TM Requisitions (with full accounting) – Brings full featured Requisitioning & approval functions to the Web-browser based user. Integrated with Keystone’s Requisition module, this product also provides an option for a simplified, intuitive web-browser-based method for "nontraditional" financial system users (teachers for example) to input the basic elements to initiate an electronic requisition process. With web browser access, and proper security, this can be accomplished from any computer, anywhere. This sub-module does not require data elements such as vendor and account numbers, as could be added later in the approval process by users of the fuller featured Client/Server Requisitions module. KeyNet TM Applicant– Integrated with Keystone’s Employee Management System application, this software allows organizations to post job openings and collect applications from candidates over the web. Candidates can apply online or download some or all of the application for employment. Pertinent information entered on the website can automatically roll into the Employee Database upon hire.

KeyNet TM Employee– Can be deployed through the District’s Intranet or over the web. It provides employees with secured, inquiry-only access to personal data such as: leave and paycheck details and history, dependent data, historical and on-going education and certifications.




KeyNet TM Leave Request - Provides access for employees to request leaves (vacation, personal, business, etc.) and edit/delete requests if not approved, leave request history and email notification if leave is disapproved. Automatic Routing of requests is setup based on standard operating procedures.

Keystone Employee Management System (“KEMS”)

Employee Information and Payroll

KEMS is built upon several integrated modules designed to provide a complete software solution for personnel management of School Districts. This system interacts in an on-line environment with the Keystone SKools ™ Financial Information System. KEMS is designed specifically to address Personnel, Payroll and Employee Budgeting functions including:

Employee Information Payroll Position Control Employee Cost Projections Leave/Attendance Tracking Substitute Tracking “Sub-Finder” Interface Applicant Tracking Salary Tables KeyLinkTM Attachment Viewer KeyLinkTM Attachment Viewer Benefit Reimbursement Standard & Tailored Third Party Systems Interfaces

(i.e. to time card products such as Kronos ™ , Substitute Calling Systems such as SubFinder ™ And Benefits Administration Systems such as Benelogic ™ & CBIZ ™)

Browser-based Web Access (Described above)

o KeyNet TM Applicant o KeyNet TM Employee o KeyNet TM Leave Request

KEMS provides a solid core of Human Resource functionality, accessing a complete database that enables inquiry and reporting for all types of personnel. The system tracks data about professional, non-professional, certified, part-time and full-time employees through a series of customer controlled data base tables. Many levels of security have been designed into this system, as throughout the SKools software system, so that appropriate safeguards are in place to protect sensitive personnel information.




Within the Personnel Module are sub-systems, which handle absences reporting, employee benefits, substitute usage, co-curricular positions and salary matrix manipulation, applicant tracking and employee evaluations. Organization defined absence types are accumulated and tracked automatically while reports can be selected by type of absence, by day of week and for any given number of contiguous days. Flexibility has been incorporated for ease-of-use by users.

Master files provide an organization with all of the necessary data for substitutes based on their areas of certification, skills and availability. Usage of substitutes can be entered when recording employee absences. Reports can be printed as to substitute availability, usage and usage by location. Absence docking and substitute transactions can optionally be posted into the Payroll timecard cycle. Data can be reviewed and validated prior to the gross-to-net calculations.

Benefits are automatically assigned to employees by group, and benefit reports provide information such as share of cost. The benefit codes are customer defined. An unlimited number of notes are provided for comments.

The Payroll module provides complete payroll processing from timecard entry through gross-to-net calculations, check printing and reporting. Quarter-end and year-end tax reporting are handled automatically. Installed in multiple states, the system can be adapted to specific state requirements.

Interfacing with the General Ledger and the Budget Control files, the Payroll module provides the financial officer with immediate information concerning the budgeted payroll accounts. Calculated and posted is the employer share of benefits, Social Security, Medicare and retirement data.

Each employee may have unlimited voluntary deductions, up to three state taxes, up to six local tax codes, and one unemployment tax. A tax history is kept and maintained on each employee until the tax year is completed. Keystone provides an update to the W-2 print programs (as forms change) as standard under the application software maintenance for the Payroll module. Federal W-2 reporting can be generated on a variety of magnetic media.

Manual checks, voided checks and master file adjustments can be accommodated. The Payroll module provides US Savings Bond deductions and reporting. Tax sheltered and retirement deductions are permitted and federal and state reporting can be by magnetic media. The employee master records are cross-




Additional Features Position Control Employee Cost Projections And Budget Preparation

referenced for all transactions all year so that any previous check can be called up and viewed. Unlimited payroll history can be stored on-line as permitted by disk space.

• Accommodation of earned income credit (automatically calculated)

• Automatic check reconciliation process with the ability to receive electronic data from the organization’s bank

• Direct deposit with up to two accounts per employee via modem transmission or other media

• Automatically build Accounts Payable invoice records in Keystone’s SKoolsTM Financial Information System for agency payments

The Position Control module allows an organization to keep an inventory of budgeted positions and track these as filled or open. Filled positions are linked to a particular employee record. Information is provided in order for a government to keep its budget aligned with actual positions available and full time equivalency (FTE) status.

The Employee Cost Projections module provides the ability to budget personnel related costs in greater detail separate from the SKoolsTM Financial Information System’s Budget Preparation module. This information can be rolled into the organization’s complete budget prior to the initialization of the budget year. There is significant flexibility and modeling of salary and benefit projections for both the remainder of the current year, as well as the coming year. A variety of different budget models can be compared while positions not yet created in the current budget year can be used in projections.

Leave/Attendance Tracking Benefit Reimbursements Salary Tables

Leave/Attendance Tracking Automates entry of employee absence data with on-line validation for various leave benefit balances. System can be further integrated with substitute tracking systems to streamline assignment transaction for both employee and substitute (s). Tracks co-payments and automates reimbursements, through integration with accounts payable, for self-administered insurance plans. Organizes creation and maintenance of unlimited salary matrices to automate the payroll and pay scale advancement process. System accommodates district preference to use module matrix builder or Microsoft Excel to create salary tables




Applicant Tracking

Automates and organizes the employee recruitment and hiring process. The system maintains records for potential candidates by qualifications and interests, and tracks applicant’s progress through District’s evaluation processes to hiring and classification as an active employee. Optional Web based module extension provides District web site notification of job openings and applicant “self-service” entry of application data.

Proposed Database Management Products IBM UniVerse® (25 Concurrent User License Proposed) ODBC Compliance / Interface

Keystone’s applications utilize the IBM UniVerse® database. UniVerse® is an extended relational database designed for embedding in vertical applications. This nested relational data model means intuitive data modeling and fewer resulting tables.

Delivers data access, storage and management capabilities across Microsoft Windows NT, Linux and UNIX platforms.

Features a native, high-performance, record-oriented, non-SQL programming paradigm.

Scales from the smallest workgroup to thousands of concurrent users when using symmetric multiprocessor (SMP)-based hardware.

Provides automatic and dynamic tablespace allocation to fit the size of the database -- providing optimum performance and minimizing disk usage for maximum efficiency.

The use of an ODBC Driver interface provides the ability to give access to the designated data files, to designated users, for the ability to copy data to a local Microsoft PC based work station using any one of a number of compliant desktop applications, (such as the Microsoft Office suite and Crystal Reports).

IBM U2 DE (RedBack)

IBM U2 DE (RedBack) is a tool set utilized to allow interaction of web-browser developed applications with programs and data in the UniVerse database. Keystone has developed “Portals” to this information using RedBack in the areas of Requisitions, Vendor Bidding, Applicant Tracking, Employee Information and Leave Requests. A standard web browser is all that is required for the user of these applications.

Haysville Unified School District 261

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