Attachment: Enterprise Software.pdf
Dr. Binggeli provided an update beginning with a brief background and said that when it was discovered that what we are currently using was going to go away or at least not be supported, they were left with the question of what to do.
Judy Preston, associate superintendent of Financial Services and Sandy Crews, Systems and Security Manager, also provided some information to the Board.
There was agreement that the contract could have been better and communication about the time and commitment the process would take could have been better as well.
Mr. Craig asked to verify that we have spent 4 M of the 5.2 M contract value. Dr. Binggeli said we have expended a little over 4 M. Mr. Craig also asked to verify that the only thing we have on line is e-contracts to which Dr. Binggeli said yes and hopefully by July 11, we will have the finance module ready.
Mr. Craig said the Board has not seen a new change to the product order form and Dr. Binggeli said it has not been modified.
Mr. Craig asked about the terms that said that the last payment was due July, 2014. He asked if there is a clear written contract that we are going under.
Mrs. Preston said that we have not been invoiced for the balance. Mr. Craig asked what the 4 M that we have paid was for. Mrs. Preston said that it has been for a variety of things for which we have received invoices.
Mr. Craig said that going back to the team effort, he asked if they were using a tool to track what has been done Mrs. Preston said they use Issue Track software.
Mr. Craig said he doesn't see anything in the contract about getting to keep the "source code" that was discussed in the presentation. Is there documentation? Ms. Crews provided some explanation, but said that we did not get documentation, but we have a leg up in that we already understand the system.
Mr. Craig said the milestone and metrics are not delineated anywhere. He asked how do they know when things are supposed to get them done and how long it is supposed to take?
Ms. Crews said that the metrics were given to them by the project manager who is not working there anymore and she has not seen an updated one. She said that we have our dates.
Mr. Craig asked about the maintenance portion. There were some questions about what we have paid and what we are supposed to pay since we don't have the products listed on the product form.
Mr. Craig asked about the site visit and he understands there were some concerns about financial stability. He asked some questions about the rationale behind paying the portion of the maintenance fee that we did and after clarification said it was a flawed decision.
Mrs. Belford asked to verify some information. She asked when we signed the contract to move forward (April, 2013) and that before that we paid $360,000 for maintenance of our legacy program. As of April, we increased our maintenace from $360,000 to $560,000 per year. She asked how many years we have paid the additional maintenance. Mrs. Preston believe it was the second year. Mrs. Belford asked an idea of the payments made to EDR. Mrs. Preston said we have paid approximately 5.5 M. Mrs. Belford asked what is the planned schedule of payment to the company. She asked what have we done to protect ourselves. Mrs. Belford asked some more questions about the contract. Mrs. Belford requested the original contract and the payments that have been made.
Mrs. Kneessy expressed concerns and said that she did speak to Jennifer Murtha and asked her to audit the contract.
Several Board members expressed that the decisions made regarding this company were not sound.
Mrs. Belford requested that the Board direct that no more public money will be paid on this contract until they follow through. She also requested that Mr. Bistline look at what we can legally do to protect the district and update the Board.