Assignment 3 - Case Study - RFP Submission Willowbrook School is a small private school that has retained you to assist in the development of a new information system for the school's administrative needs. Background Willowbrook School is a small, private school in the Midwestern United States. For the past 20 years, it has offered a curriculum for preschool through grade 3. It also offers after-school care, usually referred to as after care, on premises. Last year the school added a new classroom to allow the curriculum to expand to provide a grade 4-6 program. Willowbrook is experiencing significant increases in enrollment applications for all programs from pre-school through the grades 4- 6 program. Increases in applications coupled with the expanded program and increased demand for after-school care have led to a very high workload for the administrative person on staff. The principal and teachers have stepped in where possible, but the demand is becoming too great. Willowbrook School is a nonprofit, and is not in a position to hire another full-time administrative position, which is what the principal and administrator think would be needed to handle the increased workload. You are an independent IT consultant, specializing in developing IT solutions for small business needs. You have been contacted by the parent of one of the students to speak to the school principal, administrator and teaching staff about the possibility of setting up an information system to handle some of the school's administrative and financial tasks. While there is not money in the budget to add a full-time position, the school does have a very active board of directors and parent committees that are experienced and enthusiastic about fund-raising for projects that do not fit into the budget. It is the hope of the school that it might be feasible to use a combination of grants and fund-raising to cover the initial cost of purchasing and setting up an information system, and the ongoing cost of a parttime support position for the system. The paid staff of the school is as follows: Kathy Gilliard is the principal of Willowbrook. She has been at the school for 9 years, and is a certified teacher. Kathy handles the academic and curricular issues that arise, and ensures that the school meets all federal and state educational standards. She also deals with issues related to the school's nonprofit status. Kathy and the teachers who report to her make decisions jointly about admissions and assignments to classrooms. Kathy handles payroll for teachers and teacher aides. Kathy also substitutes in any of the school classrooms when a teacher is out. Susan Brown is the vice-principal. She is responsible for the after-care program. She has traditionally handled or been responsible for all administrative tasks related to tuition and after-care fees. Susan sends out monthly bills for tuition and after-care, records payments and handles bank deposits. While students must be Assignment 3 - Case Study - RFP Submission pre-registered for after-care required on a daily basis, the school does offer "drop-in" care on an "as space allows" basis. Susan handles all requests for drop-in care in consultation with the after-care teachers, and adjusts monthly bills accordingly. She also maintains the school calendar, prepares handouts and reminders for parents, and administers the "camps" that run during the two weeks that the school is not in session during the spring, and the summer programs that run through July and August. She maintains all student records, and ensures that contact and pick-up lists for all classrooms and after-care programs are up-to-date. She also handles payroll for the after-care teachers and part-time assistants in the after-care programs. Currently Susan handles all her responsibilities using Microsoft Word and Excel. She is comfortable with the applications, but finds that maintaining records and producing reports, payroll, etc. results in a lot of duplication of effort, as she has to copy a lot of information from one worksheet or document to another. There are six full-time teachers at Willowbrook, three for the pre-schoolkindergarten program, two for the grades 1-3 program, and one for the grades 4-6 program. There are five teachers' aides, for the pre-school-kindergarten and the grades 1-3 programs. Teacher's aides report to their respective teachers. Enrollment in the grades 4-6 program does not warrant the hiring of a teacher's aide at this point in time, but it is expected that an aide will be hired next year, when all three grades of the program will be populated. Each teacher is responsible for keeping attendance records and recording them in the student files. There are two full-time after-care teachers, one for the pre-school-kindergarten group, and one for the primary grades. After-care teachers report to Susan Brown. Each after-care teacher has part-time assistants assigned to the program. Assistants report to the after-care teacher. The number of students preregistered in the after-care program determines the number of assistants. The after-care teachers are responsible for keeping time sheets for their part-time assistants and submitting them every two weeks to Susan Brown. In addition, the after-care teachers are responsible for submitting weekly summary sheets to Susan Brown detailing any hours above those pre-registered for that students spent in the after-care program, so that parents are billed for the additional time. Like many other non-profit schools, Willowbrook relies on volunteer time from parents to accomplish many of the tasks essential to the running of the school. A financial committee examines monthly financial reports, a fund-raising committee evaluates possible fund-raising projects and handles approved fund-raising. In addition, individual parents step in as needed to do rote office tasks such as copying and distributing handouts, to free up Susan Brown for other tasks. Parents also fill in as assistants in the after-care programs when needed, and qualified parents step into the classroom as teachers' aides whenever possible to reduce the reliance on substitute teachers.

1. Assign appropriate roles to each person in this case study and your company's team to manage this work accordingly (section 8)

2. Prepare an RFP submission to the school from the company you own who creates IT solutions including database development for non-profit organizations (you will need to make this information up)

3. Outline all of the necessary components of the RFP to show them you can help them with their needs

4. Ensure you create a budget for the RFP to outline and manage your costs internally, however this job will not be charged to the school because your company is developing this solution to help the school at no charge

5. Use the attached template for submission

Case Study -

RFP Submission

In Response To:

RFP Title and Date Issued Submitted To:

Name of School Submitted By:

Name of your organization Address line 1

Address line 2

Name of person to contact Phone number

1. Project Goals and Scope (Understanding and Approach) Explain in point form the scope and goals of this need, from the case study provided.

2. Understanding of the Problem Provide a narrative that describes your knowledge and understanding of the issue(s) described in the case study, as well as a description of your ability to achieve the objectives of this proposed work.

3. Technical Approach Provide a narrative that describes your approach or methodology to achieve the objective(s) and deliverables. This narrative should include the quality, comprehensiveness, and feasibility of methods and plans proposed to accomplish the required tasks.

Case Study - RFP Submission

4. Relevant Experience/Capabilities Provide a narrative that describes your relevant experiences and capabilities related to the objective(s) described in the RFP. Highlight your previous experience offering similar services or capabilities. Assignment 3 - Case Study - RFP Submission

5. Budget Provide a detailed and itemized cost list that includes labour rates and hours expected for your employees and yourself as well as any other direct costs you think will be required for this work. Budget Item Per Unit Cost Quantity Total Cost $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Total Budget: $ - Assignment 3 - Case Study - RFP Submission

6. Timeline, Key Tasks, and Deliverables Provide a proposed timeline, including key tasks and deliverables related to completing the engagement. Sample timeline template provided below. It is not required that you use this template, but please ensure a complete and clear timeline is submitted that matches the proposed technical approach. *Add more lines if necessary Timeline Week beginning: Task/Deliverable

7. Possible Road Blocks Outline any known roadblocks, such as limited resources or a custom requirement Assignment 3 - Case Study - RFP Submission

8. Team and Roles - Outline the role of each person or group in the case study as well as the team members needed from your company, including yourself, to complete the work needed to be done. Team Member Name Role Assignment 3 - Case Study - RFP Submission NOTE: The evaluation criteria will be your marks for this assignment EVALUATION CRITERIA: When responding to the RFP, please take into consideration responses to the RFP will be rated on the evaluation criteria displayed below along with their corresponding point values out of a possible 100: Role Assignment (10 marks) Understanding of the Problem (20 Marks) Responses must demonstrate that the provider has a clear understanding of the requirements as outlined in the RFP. Marks for this factor will be based on a judgment of the degree to which the provider understands and demonstrates the ability to achieve the objectives of the RFP. Technical Approach (15 Marks) This factor evaluates the extent to which the provider's response provides a clear, effective, innovative, and feasible approach to meeting the RFP requirements. The narrative response shall include the quality, comprehensiveness, and feasibility of methods and plans proposed to accomplish the required tasks. Relevant Experience / Capabilities (30 Marks) This factor assesses the provider's ability to offer effective services throughout the life of this task. Responses must demonstrate the provider's previous experience offering similar services or capabilities. Budget (10 Marks) Each response will be evaluated based on the total proposed cost, including labor and other direct costs. In addition, this factor will include an assessment of the provider's response for completeness, realism, reasonableness, and risk. Timeline (15 Marks) This factor assesses the proposed period of performance provided by the provider for the ability to meet the objectives of the RFP, as well as for realism and reasonableness of the approach.