Financial Management Application Request for Information

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10 Νοε 2013 (πριν από 3 χρόνια και 5 μήνες)

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Financial
Management
Application

Request for Information


The University of Oregon is issuing a Request for Information (RFI) for the purpose of
gathering information
about financial

management
applications
.


We are interested in exploring
financial

manage
ment
applications
that would enable to
Educational and Community Supports, an institute in the College of Education,
to
automate and streamline
the financial management of licensee or subscriber accounts.


Current
E
nvironment
:



Educational and Community S
upports is an autonomous research institute within the
College of Education. We have developed and host a suite of web applications that
enable schools to implement and sustain positive behavioral interventions and supports
(PBIS) programs. We handle al
l aspects of billing, payment collection, and user
account setup and maintenance.



Requirements
:


Schools and other educational institutions pay annual fees to license (subscribe) to
these applications. Currently, there are four applications that are sol
d on a subscription
basis: "SWIS", "CICO", "ISIS", and "Eval". Others are likely to be added in the future.


Payment may be made by the institution itself, its parent, or another entity. In a new
licensing model we expect to utilize for the coming schoo
l year, fees will be determined
both by the application bundle licensed and the number of licenses included. We
sometimes accept advance payments for as yet unspecified future purchases.


We also invoice institutions and individuals for a variety of other

products, including
materials and training events. Prices may be based on bundle or other discounts.


We are satisfied with our internally developed software for user account management
but do
not

want to further develop or use the associated component f
or financial
management.



We require a financial billing solution that has strong support for subscription billing and
a robust, well
-
documented
application programming interface (
API
)

for integration with
our account management system.


A more detailed

list of our requirements includes the following:




SWIS, CICO, and ISIS are also grouped as the "SWIS Suite"

o

Subscriptions to these applications currently follow the US school year,
starting on 9/1

o

They start on 9/1 regardless of sell date

o

Subscriptions so
ld after a certain date in the year are free for that
subscription year.

o

We are likely to modify this approach by enabling each school to specify
a
calendar, including start and end dates.



PBIS
Eval
uation
subscriptions start on the sell date, and are also
one year long.



Subscriptions can be billed to:

o

The subscribing organization

o

An account within that organization

o

An organization different from the subscribing organization (e.g. a district
buying subscriptions for all schools)
.



Subscriptions can be paid on
e to two years in advance
.



Funds can be deposited for later use without assignment to any specific product
or service.



Subscriptions can be bought in license tiers.

o

An organization can buy groups of licenses at different rates.



For example;

1
-
19 subscripti
ons standard price, 20
-
29 25% off, 30
-
39 50% off etc.



SWIS Suite subscriptions can be bought in different bundles. For example,

o

The subscription for a single application in the suite costs $300

o

The subscription for two applications in the suite costs $400

o

The subscription for all three applications in the suite costs $500



Subscriptions can be paid:

o

online

o

by sending us a check

o

In rare cases, by over
-
seas wire.



Invoices can be paid partially.

o

Partial payments can be designated for specific subscriptions.



In
voices can be broken up to be paid by different sources.



Subscriptions can be marked as "auto
-
renew"
.



Any payments can be refunded
.



Refunds need to appear on an invoice
.



Invoices have past due notices at 60, 90, and 120 days, after which the
subscription i
s suspended.


Use Cases:

While these cases represent a subset of the user stories gathered for this project, they
are considered to be the most important. Specific dollar figures below are examples
only.

1)

An individual school would like to purchase both SW
IS and CICO. We should be
able to charge them the bundled price of $400.

2)

An individual school has a subscription to CICO (cost $300) that they purchased
in September. In December, they decide they also want to use ISIS, and
purchase a subscription to tha
t. Due to bundling discounts, the net effect should
be an additional cost of $100.

3)

A large district decides they want to pay for all schools using SWIS in the district,
of which there are currently 15. They decide to go ahead and purchase 20
subscription
s in order to get the cheaper rate. They want to be able to designate
a school as the subscriber for the 5 left over subscriptions at a later date.

4)

A large district has budgeted $20,000 to use on SWIS suite application
subscriptions for schools in their d
istrict, but they are not sure how that money
will be specifically used. They send us a check for $20,000 and would like any
balance to come from this pre
-
payment before any bill is sent to them.

5)

A school that is currently subscribed to SWIS is using a di
fferent subscription
model. They are paying a flat rate of $250 / year. Instead of being forced to
move to the tiered / bundled model this year, they need to be grandfathered into
the old model for a year.

6)

A district has ordered 20 licenses and has sent
a payment for 10 of them. They
want to be able to designate exactly which schools have been paid for and which
are still outstanding. This choice should be editable


they may change their
mind later.

7)

At the end of the day, the checks need to be gathered

and a deposit slip
generated for the payments that were received during that day.

8)

A school orders a subscription and then fails to pay for 120 days. On the 121
st

day, their subscription should be canceled. Exceptions to th
e cancellation
requirement

shou
ld be allowed.

9)

A school would like copies of our training materials that they can distribute to
their staff. We need to bill the school for the total number of materials, as well as
a specified amount of postage.

10)

A school sends some of their staff to atte
nd a training. They are billed.

11)

Throughout the day, many subscriptions are sold. At the end of the day, invoices
for these sales need to be generated and sent.

12)

An organization decides they are unhappy with their subscription and requests a
refund. The r
efund should be applied to their account, and a credit memo should
be generated.

Other Considerations:


Currently, we print paper copies of our invoices, which are then mailed to the billing
contact. We need to see how this is supported in these ways:

1)

P
rinting a single invoice

2)

Printing a group of invoices (e.g. the invoices from that day)

3)

Adding a cover letter to those invoices.


To ask questions or submit a response to the RFI contact:

Joseph Boland
, Datab
a
se Manager/Coordinator
,

jboland@uoreogn.edu
, 346
-
2459

Please submit responses by March 8, 2013, 5:00 P.M.


This RFI does not constitute a solicitation or an offer of a contract. Responses will not
bind you to the University (or the University to you) contractu
ally or monetarily or in any
other way. Please feel free to make suggestions, in addition to responding to the above
requirements.


Responses to this RFI will be retained by the University for a required retention period
and made a part of a file or recor
d that will be open to public inspection. If a response
contains any information that is considered a “trade secret” under ORS 192.501(2), you
must mark each page containing such information with the following legend: “TRADE
SECRET”.


The Oregon public rec
ords law exempts from disclosure only bona fide trade secrets,
and the exemption from disclosure applies “unless the public interest requires
disclosure in the particular instance.” Non
-
disclosure of documents or any portion
thereof or information contain
ed therein may depend on official or judicial
determinations made pursuant to law. An entire response to this letter marked as “trade
secret” is unacceptable, and the response will be deemed available for disclosure to the
public
.