Support Services

Services provided during the first year of implementation of the licensed software:

Provide a recommended implementation plan and timeline for the licensed applications and meet with Licensee’s management staff to review, revise and adopt the plan

Convert electronic data files provided by the Licensee from current systems and other applications for the following information as maintained in the licensed software:

Accounting Subsystem:                                  

Vendor file

Budgetary Accounts; Budget tables

Budget balances at cutover for appropriations and expenditures

General Ledger and Revenue Accounts

Open Purchase Orders

Bid lists and purchasing catalogs

Payroll Subsystem:     

Employee Demographic data

Data maintained in setup tables within the licensed software

Salary data and other data maintained within the licensed software that is specific to each job title maintained by the Licensee, including related budgetary account distributions

Deductions (Statutory tax withholdings, voluntary deductions, direct deposit, etc)                  

Retirement system information

Fiscal and Calendar Year-to-Date salary and deductions

Employee Attendance Module:

Employee attendance balances at cutover for specified attendance codes

Employee “taken transactions”, by attendance code, that are reconciled with the fiscal year taken-to-date balances at cutover, if cutover is not at the beginning of the fiscal year

Employee Benefits Module:

Employee enrollment data for specific benefit plans and coverages

Employee budgetary account distributions for employer costs for specific benefits

Fiscal year-to-date allocations of expenses for employee benefits costs, if cutover is not at the beginning of the fiscal year         

Employee Appointments Module:

Current and prior employee appointment data for tenure, certification/ professional licensing, seniority, evaluations, leaves of absence, degrees earned and courses taken, and any other data maintained within the Employee Appointments Module

Scanning of district logos and signatures to appear on system-generated purchase orders and checks

Programming & testing for routine generation of “export” files for automated check reconciliation and for payroll direct deposit to meet the specifications of Licensee’s banks

Installation of maintenance and enhancement releases for the licensed software, through the operating platform; these include tax tables 

Provide the following User Training and Support Services for staff performing central administrative duties. This would include staff engaged in the following organization-wide administrative functions as their primary activity:  Business Office, Accounting, Purchasing, Payroll, Human Resources, and IT/MIS:

Configuration of the system, through the system setup file, based on Licensee’s specifications for the configuration options presented by Vendor

Training of the Licensee’s designated System Manager relative to functions for defining authorized users of the licensed software. Assist with the definition and setup of rights and authorizations for users of the licensed software, through the user security maintenance functions provided within the licensed software

Assist with the definition and setup of system tables and databases, and work with Licensee’s staff to define specifications for the conversion of existing data to initialize tables and data files required to achieve system functionality

Training on all basic functions provided through the licensed software, as per the attached Implementation Plan

User telephone support (Help desk)

Remote on-line user support and troubleshooting, through the Operating Platform Environment

Make available additional consulting and on-site support services as required by the district to assure an effective implementation

On-going support services:

User telephone support for staff performing central administrative duties

Remote on-line user support and troubleshooting for staff performing central administrative duties

System user meetings for staff performing central administrative duties

Training of new users performing central administrative duties, through regularly scheduled group-training sessions

Software maintenance and enhancement releases

Make available additional consulting and on-site support services as required by the district for it’s ongoing use of the application software

 

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