ࡱ> GLF{ 'bjbjzz 4<zz,,&T@VVVV111,&.&.&.&.&.&.&$)+R&11111R&VVg&1VV,&1,&r\",$VPSG #&}&0&#zS,Q<S,$$XS,h%1111111R&R&111&1111S,111111111z : 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 management 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 Environment: Educational and Community Supports 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 all 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 sold 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 school 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 for 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" Subscriptions to these applications currently follow the US school year, starting on 9/1 They start on 9/1 regardless of sell date Subscriptions sold after a certain date in the year are free for that subscription year. We are likely to modify this approach by enabling each school to specify a calendar, including start and end dates. PBIS Evaluation subscriptions start on the sell date, and are also one year long. Subscriptions can be billed to: The subscribing organization An account within that organization An organization different from the subscribing organization (e.g. a district buying subscriptions for all schools). Subscriptions can be paid one 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. An organization can buy groups of licenses at different rates. For example; 1-19 subscriptions standard price, 20-29 25% off, 30-39 50% off etc. SWIS Suite subscriptions can be bought in different bundles. For example, The subscription for a single application in the suite costs $300 The subscription for two applications in the suite costs $400 The subscription for all three applications in the suite costs $500 Subscriptions can be paid: online by sending us a check In rare cases, by over-seas wire. Invoices can be paid partially. Partial payments can be designated for specific subscriptions. Invoices 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 is 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. An individual school would like to purchase both SWIS and CICO. We should be able to charge them the bundled price of $400. 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 that. Due to bundling discounts, the net effect should be an additional cost of $100. 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 subscriptions 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. A large district has budgeted $20,000 to use on SWIS suite application subscriptions for schools in their district, 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. A school that is currently subscribed to SWIS is using a different 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. 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. 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. A school orders a subscription and then fails to pay for 120 days. On the 121st day, their subscription should be canceled. Exceptions to the cancellation requirement should be allowed. 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. A school sends some of their staff to attend a training. They are billed. Throughout the day, many subscriptions are sold. At the end of the day, invoices for these sales need to be generated and sent. An organization decides they are unhappy with their subscription and requests a refund. The refund 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: Printing a single invoice Printing a group of invoices (e.g. the invoices from that day) Adding a cover letter to those invoices. To ask questions or submit a response to the RFI contact: Joseph Boland, Database Manager/Coordinator,  HYPERLINK "mailto:jboland@uoreogn.edu" 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) contractually 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 record 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 records 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 contained therein may depend on official or judicial determinations made pursuant to law. 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