This guideline is intended to assist in writing a proposal to acquire any administrative and/or academic software/hardware technology solution at Cardinal Spellman High School (CSHS). Proposals for software/hardware acquisition MUST be presented to Director of Technology at CSHS Technology Department in writing and address the following questions prior to any actual technology set-up or deployment at CSHS. CSHS Technology Department is available to help answer any of these questions to prepare your proposal submission.
Section 1 - Business Justification Section
What are the business or academic needs for the proposed software/hardware acquisition?
Provide a description of the business or academic problem that this software/hardware will solve.
Provide a description of the software/hardware including its functions and features.
Provide a statement as to who would be using the software/hardware technology solution.
What are the benefits of this proposed software/hardware solution?
What are the benefits to the Student, Faculty and Staff?
What are the benefits to the department(s) (Staffing, efficiencies, etc.)?
Estimate the amounts of any cost savings or benefits.
Can the software/hardware be used across all school department?
What are the alternatives for purchasing this software/hardware?
Are there any other vendors provide similar offering? Have they all been evaluated?
Can an existing school technology solution be utilized as possible alternative?
Are there alternative business process or non-technology related tasks can be utilized instead of acquiring this technology solution?
Section 2- Software/Hardware Selection and Evaluation
What other vendors have offerings that fit the same needs or address the issues?
Use internet searches.
Contact other schools using the same technology solution.
Name of three (3) other vendors that you have researched which offering similar technology solution and benefits.
Which is the best vendor?
What criteria led you to select this particular vendor? (Pros vs. Cons)
Which vendor's software/hardware best fits our school's business processes and needs? Why?
What are the vendors' bona fides (longevity, staffing, customer base, financial stability, etc.)?
What reference checks have you performed to validate the chosen vendor's technology? Are there any other schools using similar technology and what are their feedback/comments?
What is the total cost of the proposed software/hardware (Total Cost of Ownership)?
What are the licensing fees, including database systems and/or other supporting software needs?
What are the vendor implementation costs?
What are the training costs?
What are the consulting costs?
What are the hardware costs (or costs for hosting the software)?
What are the ongoing maintenance costs?
What additional staffing needs are there, if any?
Will any costs be accrued by other departments?
Is there a ROI (Return on Investment) period where the software/hardware that will pay for itself? If so, what is that time frame?
Who will pay for the proposed software/hardware technology solution and ongoing costs?
What is the impact on existing CSHS technology infrastructure?
What other software/hardware are required to implement this?
What network connectivity is required?
What security issues exist (is there confidential information or student data privacy involved)?
Will this require client software be installed on PCs/Tablet/Laptop?
What integration is needed for the proposed technology solution?
Will data from Rediker be needed to populate a database?
Will data from this software need to be available to (interface with) Rediker or other applications?
Will data need to be converted from an existing system?
What is the piloting plan before the actual technology implemented at school?
Section 3 - Evaluation and Assessment Criteria
What process and the evaluation criteria will be used to determine the effectiveness of proposed technology solution after it has been implemented? Please provide a brief description on - 1) the overall evaluation timeline and criteria to determine the success of recommended technology solution, and 2) the assessment method for the recommended technology solution.
Last Updated: January, 2017