You are on page 1of 17

RFP: An Integrated Administrative Information Management System CAUSE INFORMATION RESOURCES LIBRARY The attached document is provided through

the CAUSE Information Resources Library. As part of the CAUSE Information Resources Program, the Library provides CAUSE members access to a collection of information related to the development, use, management, and evaluation of information resources- technology, services, and information- in higher education. Most of the documents have not been formally published and thus are not in general distribution. Statements of fact or opinion in the attached document are made on the responsibility of the author(s) alone and do not imply an opinion on the part of the CAUSE Board of Directors, officers, staff, or membership. This document was contributed by the named organization to the CAUSE Information Resources Library. It is the intellectual property of the author(s). Permission to copy or disseminate all or part of this material is granted provided that the copies are not made or distributed for commercial advantage, that the title and organization that submitted the document appear, and that notice is given that this document was obtained from the CAUSE Information Resources Library. To copy or disseminate otherwise, or to republish in any form, requires written permission from the contributing organization. For further information: CAUSE, 4840 Pearl East Circle, Suite 302E, Boulder, CO 80301; 303449-4430; e-mail info@cause.colorado.edu. To order a hard copy of this document contact CAUSE or send e-mail to orders@cause.colorado.edu. Wabash College Wabash College is an independent, undergraduate, residential liberal arts college located in Crawfordsville, Indiana, approximately 45 miles northwest of Indianapolis. Established in 1832 to serve the needs of a frontier pushing westward, Wabash has long trained preachers and teachers, and now, in addition, meets the needs of future doctors, lawyers, corporate leaders, and other professionals. Wabash recruits primarily midwestern students; 84 percent of the student body last year came from Indiana, Illinois, Michigan, and Ohio. Wabash was listed in the second quartile of national liberal arts colleges in the U.S. News and World Report publication, ``1992 Annual Guide to America's Best Colleges.'' One of the last three liberal arts colleges for men, Wabash has maintained enrollment in the past five years between 800 and 850. The College has worked hard to improve the ethnic diversity of its student body. In the past three years, American minority students have gone from 6.8% of the student population to 10.5%. The College has had similar success with its enrollment of international students; we have moved from 3% of the student population in 1989 to 5% last year. During that time, the percentage of freshmen returning as sophomores has gone from 89% to 92%.

For 1991-92, Wabash received 677 applications. The College accepted 521 of those applicants (77%), and eventually, 237 (94% of those who made deposits) matriculated. Because Wabash is an all-male institution, our admissions office thinks that those who apply are a self-selected group, and our depositto-matriculation percentage is high because they have already decided when they deposit that they are willing to attend an all-male institution. Our student body contains approximately 10% whose family income is below $15,000. Admission at Wabash is need-blind, and every admitted student has his full demonstrated need met. During 1991-92, 89% of Wabash students received financial aid; 63% of that aid was need-based. Tuition for 1991-92 was $10,500 and the average room and board was $3,665. Over the last ten years, nearly half of the graduating classes at Wabash have pursued medical, dental, business, law, graduate school, or some other professional degree course. Of those remaining, 33% have gone directly into business or industrial positions, and 10% have pursued teaching or social service positions. The College defines itself primarily as a teaching institution, but certainly expects faculty members to be involved in scholarly research. In an average year, approximately two-thirds of the faculty will have published in a refereed journal, presented a paper at a national or regional professional meeting, authored a book, or made some other contribution to the field. Faculty at Wabash often involve students in their research; last summer 35 students were on campus participating in research, not just in the sciences, but also in the humanities and social sciences as well. Current system description Most of our current administrative software is home-grown, and runs on a combination of an IBM System/34 (Business Office), a DEC VAX running VMS Basic (Registrar), and a Novell 3.11 server running R:Base (Admissions and Development), and MicroFaids (Financial Aid). All of our computers in administrative offices are linked together by an ethernet network with file services provided by a Novell 3.11 server and a MicroVAX 3400 running Novell for VMS. The network consists of a fiber optic star connecting buildings and thin net and/or 10baseT within buildings. We plan to install a Cisco AGST+ Router which will serve as the campus backbone. The administrative servers will be on a separate LAN from the academic servers and from the MicroVAX. We will be adding TCP/IP to the suite of protocols that we now have on our system-IPX and Appletalk. Objective Wabash College is seeking a new, integrated administrative information system which will: *Support all major administrative areas, making it possible to integrate and share information for use in operations and in support of planning and decision making. *Be flexible and easily modifiable; provide room for growth, both to accommodate increased transaction volumes and to respond to changes in the ways the College does business. *Provide a consistent user interface and excellent tools for users to extract and analyze information. *Suit Wabash's size, staff, and institutional culture. Instructions This Request for Proposal is divided in two parts. The first part contains questions which we would like you to answer in your own words, as specifically and in as detailed a way as possible. The second part is a checklis t based on our needs analysis; we would like you to indicate, for each item listed, whether each item is currently addressed in the system you are proposing to us. In addition, we encourage you to submit any other written material you think may be helpful in evaluating your proposal.

In fairness to all of the vendors receiving this RFP, we are not inviting campus visits at this time. We are, however, available by phone to answer any questions you may have. To facilitate our evaluation of your proposal, please send three copies. Please remember that all material is due in our office by September 10, 1992. This date is firm. Questions 1.Based on our transaction volumes, and the power needed to run the software you are proposing, what hardware configuration do you recommend for us? Also, if you provide the hardware, please include all costs for that hardware. In all cases, we wish to maintain a secure routed ethernet network that isolates the administrative traffic from the academic traffic. 2.What are the software costs, both initial purchase and ongoing maintenance, based on the specific configuration you are recommending? Please itemize costs for all separable modules. 3.Are there costs in addition to the software costs included in your proposal, such as other software required to make your system run, special hardware, etc.? 4.What training do you recommend for users, programming staff, and operations staff? What is the cost of training? 5.Please describe typical installation scenarios for your system, including overall duration, staffing, training, and logical sequence of implementation of the various modules. 6.What conversion aids are available for transferring data from our existing systems to your system? What assistance is available from you in converting existing data? What do these services cost? 7.What database management system does your system use? What language(s) is your product written in? If software tools from another vendor (for example, a report writer or download tool) are bundled with your system, what are they and who produces them? If these tools are not bundled, how much do they cost? 8.When was the last major revision of your software? When do you expect the next major revision to be released? How frequently are maintenance releases produced? 9.Please indicate your hourly rate for modifications. Do you have a means for carrying modifications forward to new releases of the software? 10.After installation is complete, what do you estimate will be the systems staff required to operate, maintain, and support the system? 11.Please describe the history of your company and its financial condition. Do you expect significant changes in that condition in the future? In what directions is your company moving? 12.Please describe your approach to customer support. 13.Please provide a list of all colleges and universities that currently use the product(s) you are proposing. This list should include the name of a contact person with his/her mail address, E-mail address and telephone number, the modules being used at the site, and the date of initial installation. Checklist Table of Contents General Needs (Sect 1) 1 6

Technical and Operational Needs (Sect 2) Transaction Volumes Admissions (Sect 3) 8 10

Vice President for Student Affairs (Sect 4) Residential Life (Sect 4.1) 12 Career Services (Sect 4.2) 12 International Students (Sect 4.3) 12 Dean of Students (Sect 4.4) 13 Financial Aid (Sect 4.5) 14 Health Center (Sect 4.6) 16

12

Provost (Sect 5) 17 Registrar (Sect 5.1) 17 Faculty and Salaried Staff Information (Sect 5.2) Athletics (Sect 5.3) 19 Library (Sect 5.4) 20 Development Office (Sect 6) 21 Alumni Records (Sect 6.1) 21 Annual Giving (Sect 6.2) 21 Campaign (Sect 6.3) 23 Prospect Research (Sect 6.4) 23 Corporate and Foundation Relations (Sect 6.5) Planned Giving (Sect 6.6) 24 Publications and News (Sect 6.7) 24 Sports Information (Sect 6.8) 24 Business Office (Sect 7) 25 Payroll (Sect 7.1) 25 Human Resources (Sect 7.2) 26 Physical Plant (Sect 7.3) 27 Purchasing and Receiving (Sect 7.4) Grant Management (Sect 7.5) 28 Accounts Payable (Sect 7.6) 28 Accounts Receivable (Sect 7.7) 29 General Ledger (Sect 7.8) 29 Securities Reports (Sect 7.9) 30 Budget (Sect 7.10) 30 Bookstore (Sect 7.11) 31

19

23

27

General Needs (Sect 1) The new system for Wabash College should have the following characteristics: Frugal: the new system should be consistent with the mission of Wabash, education. We have chosen to invest our resources in academic computing. Now as we turn our attention to administrative computing, we want a system that will support that mission by simplifying the maintenance of information by our existing staff. Also, this new system should open access for more individuals to information and assist them in organizing and presenting the information. This system should relieve our present burdens and create new opportunities without encumbering the institution with specialized staff, maintenance overhead and rigid data and reporting structures. Forward-looking: the technical design of the system and the platform on which it operates will take advantage of recent developments in computer technology and thus place the system closer to the beginning of the product life-cycles than towards the end. User friendly: the system will have a consistent and lucid

interface that facilitates use and simplifies complex activities. The supporting documentation (on-line and paper) will be accessible by non-technical users and will facilitate the resolution of problems and the training of users. The vendor of the software will provide several levels of support including access to other users, timely telephone support, remote diagnostics of the system, initial on-site installation and training. Shareability and integration: the system will be integrated across offices so that different offices will make use of the same data without redundancy. Actions on specific data should have to be performed only once, and then be propagated throughout the system. The underlying structure of the system should be consistent to enable full integration across the campus and should be open so that links with standard software are possible. For example, in the case of the links to Micro*Faids, we expect those links to be transparent to the user. Also, introduction of electronic information from outside sources should be relatively easy and not require extensive modification of that information. Open and Modular: the design of the system should facilitate a rapid and correct response to changing needs at Wabash. The system should facilitate the transfer of information to both DOS and MacOS applications such as Excel, QuattroPro, WordPerfect and Pagemaker. Economic Health: the vendor should be prepared to demonstrate financial stability and its commitment to continued development and support of the product. Robust: the system should have sufficient intelligence to be able to warn the user when it receives corrupt data or inconsistent data. Adaptive: the system will have an underlying structure that enables the vendor to improve its function, to respond to changes in hardware and software design concepts, and to minimize "bugs." Updates and "fixes" should require minimal downtime and minimal alteration of the existing structure. Security: while we intend to open the system for more users, we want to assure the confidentiality of key information. Any system that we adopt must provide various levels of security extending to individual data elements as well as security auditing of essential functions. Wabash tradition: our sense of community is essential and we do not want a system that replaces interactions with humans with interactions with machines. We are interested in features that enrich and expand the opportunities for interactions between administrators, staff, faculty and students. This new system should readily adapt to the environment of Wabash rather than requiring Wabash to adapt to the rigidity of the system. Distributed: the system will function optimally in a heterogenous LAN environment. In addition the system should have the following features: Check if NOT available in standard product: 1.1Flexible and user-oriented reporting tools; reports should be definable in terms of format, location of data elements, sort order, totals and subtotals, and selection and exclusion of data. Reports should be available on paper, on screen and in files, and should

include mailing lists and labels. There should be a library for standard reports that can either be used or serve as templates for the development of new reports. 1.2Flexibility to add or change screen formats quickly and easily. 1.3Selection criteria should incorporate the use of flags for exclusion of information from reports, mailings and public directories. 1.4Access to the system should be enabled through any microcomputer device, including PCs running Windows and/or DOS and Macintosh computers. 1.5Easy system navigation; there should be logical relationships from one part of the system to another (for example, an easy way to go from a donor's biographical record to his/her giving history). The user should be able to search and/or select records on any data element contained in the records. 1.6Confidentiality by data element and by record. Since responsibility for maintaining the integrity of the data changes as a student moves through the college, the system should facilitate the transfer of responsibility from one office to the next. 1.7Information change tracking (audit trail) for major data elements, and automated change notification for predesignated routing lists. 1.8Flexibility to add or redefine data elements as needs change. Admissions, for example, must be able to define a significant number of elements that may not be used on other parts of the campus. 1.9Capability of supporting unlimited addresses and the ability to produce addresses fully adhering to postal code regulations, including bar codes and "personalized" address for mailings and for the inside address. 1.10Ability to archive information that is not needed for the current year; however summary information and an index should be maintained so that access to the information is relatively easy. 1.11The software should be technically stable and relatively bug-free. We expect prompt notification by the vendor of bugs reported by other users and receipt of appropriate patches or upgrades to address the problems. 1.12The system should have an integrated scheduling facility for room reservations for classes and for other activities. 1.13Must be able to override all of the automatic functions to address the "exception". 1.14Capability to provide management-level information to feed the planning process throughout the institution in all areas: what-if scenarios, modeling, statistics, trend analyses. Examples of institution-wide management information needs include: institutional cost studies, faculty salary/load/activity analyses, resource requirements modeling, student flow modeling, financial modeling, retention studies, and enrollment planning and forecasting. 1.15The appearance of a single computerized information source, from which all information about prospective students, enrolled students, alumni, parents, faculty, staff and companies is both updated and accessed throughout the entire Wabash community. In addition, individuals should appear in this information source only once, regardless of the number of relationships each one has to the college. 1.16The system should allow access from any Wabash office to any information contained throughout the entire system, depending only on the security and access policies put into place by the college. 1.17The system should allow alternative methods of entry and storage of information such as optical scanning. Technical and Operational Needs (Sect 2)

The system should have the following technical characteristics: Check if NOT available in standard product: 2.1Consistency in the design of the system, in the programming approach through the system, and in the user interface, including screen formats, documentation, and help facilities. 2.2Full internal integration in a normalized data management system. 2.3Well-structured and well-documented code, with libraries of reusable code. 2.4User-definable and user-maintainable tables of code used throughout the system. 2.5A data element dictionary available for reference on-line. 2.6Full security features at the data element level. 2.7Easy distribution of data to and from a variety of locations: minicomputer, network, and microcomputers. 2.8Good on-line interactive performance and off-line efficiency (batch processing). 2.9Excellent technical support for both software and hardware. In addition, the system supplier should: Check if NOT available in standard product: 2.10Assist with the transfer and/or incorporation of existing data (now, distributed through several databases) into the new system. 2.11Assist in the installation of the system and assist with the initial construction of entry screens and reports. 2.12Employ a rigorous modification and testing process to assure the stability of the system in the local campus environment. Transaction Volumes These quantities are approximations based on current figures. Room for growth to about 1000 students also must be included in a new system. Admissions: 11,000Inquiries per year 750Applicants 230 New students Institutional Contacts: 25,000 High Schools 6,200 Colleges and Universities 55,000 Students identified through student search 20,000 Miscellaneous contacts Student Records/Registration: 800Full-time students 3,200 Enrollments in courses 600 Drops/adds each semester 350Courses offered in a semester (counting sections as courses) 23Majors 200Graduates per year in May Student Aid: 750Applicants a year 3,600 Awards (including 3 state awards) 100 Internal funds 300 External funds Housing: 181Residents in dormitory 510Residents in fraternities 12Other campus housing (International House) 124Off campus housing 230Freshmen in campus housing Development: 9,300Alumni 1,800 Parents 2,800 Friends 600 Companies and Foundations

5,800Gifts in a year 7,000Pledges in a year (during Capital Campaign) Business Office: 6,000 Transactions in a month 11,000 Invoices annually 4,000 Purchase orders annually Human Resources: 80 Faculty 100 Staff 25Administrators 250 Student employees Potential concurrent users of the database: Peak 150 users Average 35-50 users Admissions (Sect 3) The system needs to support the ability to: Check if NOT available in standard product: 3.1Efficiently collect and maintain data about pre-inquiry students, such as those resulting from student search, referrals from coaches, athletic clubs, institutions and school councilors. 3.2Efficiently collect and maintain data about inquiries, prospects and applicants. 3.3Provide for batch updates from tapes or disks from outside sources, such as the Educational Testing Service. 3.4Collect and maintain data about high schools and colleges, including information about contacts at these institutions. 3.5Efficiently track the progress of prospects through the admissions process assuring that appropriate contacts are made with the student; letters are sent to the student and others; postcards are printed and sent; forms are received; interviews are scheduled; and appropriate information is sent. 3.6Efficiently move individuals from prospect status to applicant status, to admitted status, to deposited status assuring that information required by other campus offices is included in the database without excessive overhead. 3.7Maintain summary information for on-line access. 3.8Manage and facilitate special Wabash programs like Honors Scholar Weekend which includes: the scheduling of housing, examinations, interviews, the calculation of performance on the examinations, and the eventual ranking of students. 3.9Enable upload and download of information and reporting tools to portable computers for use in the field. 3.10Analyze the results of recruiting, including innovations such as tape presentations, special campus visits, scholarships, and the aid package. 3.11Provide applicants with information about admission status. 3.12Keep track of information about prospective students who do not register after inquiry or application. Vice President for Student Affairs (Sect 4) Residential Life (Sect 4.1) The system needs to support the ability to: Check if NOT available in standard product: 4.1.1Facilitate the assignment of housing for all new students-dormitory and fraternity housing. 4.1.2Facilitate the assignment of dormitory rooms to students and maintain records of damage assessments charged to students. 4.1.3Interface with student billing for room, board and damage assessments. 4.1.4Assign phone numbers to students. Career Services (Sect 4.2)

The system needs to support the ability to: Check if NOT available in standard product: 4.2.1Provide current and former students with career planning and placement information. 4.2.2Track selected alumni and enter comments. International Students (Sect 4.3) The system needs to support the ability to: Check if NOT available in standard product: 4.3.1Automate the writing of IAP-66 and I-20 Forms 4.3.2Generate reports by country of origin, impending expiration, visa type 4.3.3Notify appropriate people about due dates or incomplete information. Dean of Students (Sect 4.4) The system needs to support the ability to: Check if NOT available in standard product: 4.4.1Record student disciplinary actions with confidential comments that are not accessible by other users. 4.4.2Maintain list of on-campus student job positions, skill requirements, status of position, total hours allotted and hours remaining to be worked. (This implies access to Financial Aid to identify Wabash work/study students and access to payroll). 4.4.3Maintain a record of student extra-curricular activities including sports participation, paper, radio, student government, fraternity offices 4.4.4Generate various reports, including membership lists. Financial Aid (Sect 4.5) Wabash has purchased the Micro*Faids system for managing information about student aid and will not be purchasing an additional module as part of this system. Check if NOT available in standard product: 4.5.1The campus-wide information management system must integrate with Micro*Faids with direct links to facilitate the sharing of information between the Admissions Office and the Business Office. The system needs to support the ability to: 4.5.2Provide students eligible for financial aid with timely, accurate, and complete aid information. 4.5.3Collect and maintain information about all financial aid applicants, including need data, with the ability to receive and load FAF data by electronic media from CSS. 4.5.4Collect and maintain information about all financial aid distributed within the college, including federal, state, college, or special scholarship funds. 4.5.5Work with multiple semesters simultaneously, and with students whose tuition statuses change from semester to semester. 4.5.5Maintain complete on-line financial aid histories in the form of transcripts, with a list of prior-to-Wabash aid, including loans. 4.5.6Keep track of fund and budget information, including fund balances; report on over/under awards by fund. 4.5.7Track and manage funds and provide fund utilization information. 4.5.8Perform calculations which are in compliance with standard or college-defined methods, including compliance with federal, state and other regulatory requirements, and be able to do recalculation on-line at any time. These calculations should include being able to automatically generate a budget based on college-defined parameters, which can be overridden manually, when necessary. 4.5.9Package and award both estimated and actual aid, including automatic generation of a variety of award and denial letters. 4.5.10Calculate and generate award letters in batch or individually on

demand. 4.5.11Rescind or cancel and award letter that has been calculated and printed. 4.5.12Emulate and model various aid packages, for individual students or for groups of students. 4.5.13Identify scholarship-only students. 4.5.14Track all forms and activities, with automatic letter generation containing details about what information is still needed and which forms have conflicting information, and the ability to suppress letters and to determine the number of copies to be generated, as needed. 4.5.15Have unlimited financial aid statuses, for example, initial default and others. 4.5.16Keep text-based (free-form, non-coded) information on-line. 4.5.17Automate the loan process,m including keeping on-line information both in summary form and in detail, generating labels for loan applications, generating letters notifying students and sites that loans have been certified without the need for adding information manually, and generating repayments schedules. 4.5.18Provide timely verification of enrollments for loan processing. 4.5.19Transfer information among all involved offices, including the direct transfer of financial aid information to student accounts receivable records; Business Office notification of award when a student signs; information on Wabash College scholarships and restricted fund scholarships; and changes in financial aid eligibility and/or status generated by enrollment or academic status. 4.5.20Have date and status information from other involved offices accessible through the Financial Aid system, for example Registrar, Housing, Admissions and the Business Office. 4.5.21Note "walk-aways" (students who don't come, aren't seen, or drop out) on the system as soon as known anywhere in the college and send immediate notification to the Financial Aid system. 4.5.22Track amounts awarded to students who did not come to the college, and track the number of loans and amounts that were canceled. 4.5.23Provide various lists and both internal and external reports as needed, such as FISAPs, reports for Peterson's Guide and GSL exception reports. Health Center (Sect 4.6) The system needs to support the ability to: Check if NOT available in standard product: 4.6.1Maintain basic records concerning student health including allergies, immunizations, continuing medications, chronic illnesses, and family doctor(s). 4.6.2Assure compliance to NCAA rules concerning medication of student athletes. Provost (Sect 5) Registrar (Sect 5.1) The system needs to support the ability to: Check if NOT available in standard product: 5.1.1Uniquely identify deposited students with a PID number and a username for access to campus computing facilities. 5.1.2Efficiently maintain and collect, when necessary, accurate and current information about students including their spouse and all of their parents. 5.1.3Efficiently maintain and collect data about courses and faculty and produce that information in a college catalog (full course descriptions) and in semester course offerings (brief course descriptions and schedule). 5.1.4Track each students relationship with Wabash College including

academic year, status, progress towards degree, special awards, academic honor. 5.1.5Schedule classes with consideration of many factors including multiple sections, special classrooms, full courses and half courses, limited and unlimited enrollments. 5.1.6Provide faculty and staff access to schedule for classes with ability to query on any element, for example, time, major, minor, professor. 5.1.7Provide advisors and department chairs with flexible, on-line, and paper forms summarizing, for example, proficiency requirements, the students prior academic performance, his completion of course distributions and other curricular requirements, his unfulfilled requirements, special information, and his academic averages by semester and overall. 5.1.8Provide faculty and staff class schedules for students and faculty. 5.1.9Accomplish registration and add/drops through on-line processing with checking of prerequisites, maximum courses, closed courses, course limits, special permissions and blocks placed on registration. On-line inquiry about open classes by time period, day of week, division of college and course section. Queuing of students for closed-courses with appropriate notifications when drops occur. 5.1.10Complete grading efficiently and with flexibility. For example, we want to count courses taken off campus towards meeting graduation requirements but not include the grade in the Wabash average. Also, we want to flag any retaken course, removing all references to the original grade. Transcripts must show the original course as RETAKEN. 5.1.11Maintain a link between a course that has had its name, number or description changed and the original course. 5.1.12Change a student's catalog year since current students can elect to meet the requirements for the incoming class. 5.1.13Audit the progress towards degree with flexible management of degree requirements including Teacher Education requirements and renumbered courses. Flag students who fail to meet academic guidelines for class standing, scholarships and probation. Project potential honor students, given data through the 7th semester. 5.1.14Produce a variety of reports available by grouping or by individual student and either in print or on line, at the discretion of the requestor. Examples of such reports are: add/drop activities for all terms; averages for living units, enrollment verifications, Unduplicated count of enrolled students for semester and year, Dean's list, non-returning students, head count/contact hours reports, currently enrolled students by any data element, grade reports for students and advisors. 5.1.15Efficiently manage and track transcript requests including the printing of official transcripts (batch and on-line) on laser printer with the possibility of including commendations, brief course descriptions and other textual information. 5.1.16Perform cohort studies to aid in retention and enrollment. 5.1.17Ability for faculty advisors to preregister students from their computers. 5.1.18Produce final exam schedules. Faculty and Salaried Staff Information (Sect 5.2) The System needs to support the ability to: Check if NOT available in standard product: 5.2.1Efficiently collect and maintain data about faculty and salaried staff , including personal information, education, course loads, sabbatical information, professional development, salaries, committee memberships, grants sought and received, promotion, professional

memberships, and community activities. Information needs to be consistent and accessible for use in the college catalog, campus directories, tenure decisions, merit increases and promotions. Athletics (Sect 5.3) The system needs to support the ability to: Check if NOT available in standard product: 5.3.1Support the recruiting mission of the Athletics Department by providing access to Admissions data and financial aid status from the inquiry stage on. 5.3.2Facilitate the coordination of recruitment between Admissions and Athletics. 5.3.3Maintain information about individuals and organizations who are involved with Wabash Athletics, such as volunteers, officials, coaches, friends and athletic clubs. 5.3.4Track student sport activities. 5.3.5Support athletic scheduling with statistics on facilities and equipment usage, scores, information and analysis. 5.3.6Maintain information about athletic injuries and treatment. 5.3.7Provide an inventory system for uniforms and equipment. Library (Sect 5.4) Wabash College and 24 other Indiana private colleges and seminaries have formed a corporation to install and manage a library information system. The preferred software vendor is Data Research Associates (DRA). This system will be installed in Indianapolis with access for local libraries through a WAN (TCP/IP protocol) that is managed by the Indiana Higher Education Telecommunication System (IHETS). This system needs to support the ability to: Check if NOT available in standard product: 5.4.1Provide links between the DRA software and the general ledger for acquisition billing. 5.4.2Provide links to the DRA software for valid user identification. 5.4.3Provide links to the DRA software for posting fines. 5.4.4Maintain an AV equipment inventory and booking schedule. Development Office (Sect 6) Alumni Records (Sect 6.1) The system needs to support the ability to: Check if NOT available in standard product: 6.1.1Maintain comprehensive biographical information about alumni, their spouses and their children, including relevant information from Wabash, other degrees and honors, employment, unlimited titles and nick-names, and other such information. 6.1.2Maintain unlimited addresses for an individual with ability to indicate which addresses are active at which times. 6.1.3Support the generation of letters with a salutation that is appropriate for the author of the letter. 6.1.4Maintain mailing lists for Art, Theater, Music, Malcolm X Institute and other groups who send mailings to groups that often include press, faculty at other institutions, friends of art Annual Giving (Sect 6.2) The system needs to support the ability to: Check if NOT available in standard product: 6.2.1Maintain comprehensive biographical information about friends, donors, athletic patrons and others who are potential or real contributors to the college. 6.2.2Manage with flexibility, reliability and security all aspects of annua l giving including pledge tracking, gift allocation between multiple accounts, giving group membership, special project giving, Fraternity pledge drives, and general notices about past due pledges. 6.2.3Support telephone solicitation campaign including the ability to

exclude and include by individual or group in a particular solicitation based on user-defined criteria. 6.2.4Generate a diversity of reports about annual giving, including information about pledged amounts, pledge balances, pledge history, and gift history including matching gifts. 6.2.5Allow write-off of unpaid pledges (cease billing) but maintain information to track pledge history. Also, the system can reinstate these written-off pledges at some later date. 6.2.6Allow early payment and/or over-payment of pledge with appropriate notification, letters, and suppression of reminder notices. 6.2.7Estimate the effectiveness of various solicitation strategies. 6.2.8Link to the GL system with audit trail and verification, replacing the present paper flow with electronic data but maintaining the verification process. 6.2.9Track memorial scholarships as to recipient and enable notification of both recipient and donor, if desired. 6.2.10Maintain record on donor activity, to keep donors informed of activity, and to maintain anonymity of the donor with anonymous being entered in all public reports. 6.2.11Provide an automated link to matching gifts. 6.2.12Allow pledges to be split between spouses or among groups with combined or separate reminders based on the donor's preferences. 6.2.13Project future pledges based on pledge history. 6.2.14Track solicitations including the solicitor(s), contact dates and oth er pertinent information. Campaign (Sect 6.3) The system needs to support the ability to: Check if NOT available in standard product: 6.3.1Manage small and large campaigns of variable lengths. 6.3.2Monitor expenditures and other aspects that are unique to such special fund raising efforts. Prospect Research (Sect 6.4) The system needs to support the ability to: Check if NOT available in standard product: 6.4.1Maintain information now being kept on paper and in WordPerfect files in the database such as worth, corporate board memberships, hobbies and particular interests. 6.4.2Import data from Dialog. Corporate and Foundation Relations (Sect 6.5) The system needs to support the ability to: Check if NOT available in standard product: 6.5.1Maintain a comprehensive, flexible database of organizations including links to alumni and friends of the college. 6.5.2Manage and identify matching-gift opportunities. 6.5.3Manage grants (see Business Office). 6.5.4Facilitate the writing of reports to donors about the expenditure of funds. Planned Giving (Sect 6.6) The system needs to support the ability to: Check if NOT available in standard product: 6.6.1Identify individuals who may fit user-defined criteria. 6.6.2Manage the appropriate reminders, notifications, and other documents to both the staff and the potential donor. Publications and News (Sect 6.7) The system needs to support the ability to: Check if NOT available in standard product: 6.7.1Maintain a database for information relating to news releases, press contacts and other relevant information.

Sports Information (Sect 6.8) The system needs to support the ability to: Check if NOT available in standard product: 6.8.1Efficiently and easily keep track of student sport activities. 6.8.2Support Athletics scheduling, with statistics on facilities and equipment usage, scores information and analysis. 6.8.3Provide an easy way to distribute sports information on and off campus, such as press releases, schedules, etc. Business Office (Sect 7) Payroll (Sect 7.1) Wabash is satisfied with DataSmith (LPI Information Systems, 10020 Fontana Lane, Overland Park Kansas 66207, attn. David Land (913) 381-9118), which it is using for Payroll. This program is written in Basic (compiled) with import/export facility to R:Base. Also, Wabash is using TravisFlex (Travis Software Corporation, 1001 South Dairy Ashford, Suite 206, Houston, TX 77077 (713) 496-3737) to manage its Section 125 Plan. However, we do want to consider the inclusion of a payroll module, including 125 Plan management, with this system as an option. That payroll system needs to support the ability to: Check if NOT available in standard product: 7.1.1Process salaried monthly payroll and per hour per bi-weekly payroll with option to process student workstudy per hour per bi-weekly payroll with local or Federal guidelines. 7.1.2Calculate overtime pay and distribute overtime with option to manually distribute it. 7.1.3Allocate pay to multiple accounts for each employee. 7.1.4Support fiscal calendar and user-defined payroll histories. 7.1.5 Pay salaries over any number of months. 7.1.6 Deposit directly to bank through ACH by electronic media. 7.1.7Manage deductions and reductions with flexible schedules, including statutory deductions and at least 30 user-defined employee deductions. 7.1.8Manage flexible benefit plan (Section 125 Plan) and deductions for insurance. 7.1.9Automatically calculate payroll distribution. 7.1.10Produce all associated reports, such as W-2, quarterly reports, TIAA/CREF reports, sick leave and vacation time on pay stub, timesheet balancing reports, payroll totals by employee,, by type and grand totals for specified periods, payroll registers, balancing reports, bank reconciliations, deduction/reduction registers and reports with totals by type of deduction, deductions scheduled but not taken. 7.1.11Provide integration to general ledger and human resources modules. Human Resources (Sect 7.2) The system needs to support the ability to: Check if NOT available in standard product: 7.2.1Maintain information about hourly staff including campus address and phone, home address and phone, employee status, hire date, education, prof./community organizations, spouse, children, SSN, birth date, ethnicity, gender, handicaps, campus committees. 7.2.2Maintain/monitor sick leave, vacation, personal leave based on multiple accrual methods and with automatic notification if limits are exceeded. 7.2.3Create and maintain personnel records including information about children and their eligibility for college education plans. 7.2.4Provide a variety of standard reports, such as a faculty/staff directo ry which accommodates computer username, home address and phone number (option to exclude); personnel by various classifications and units, insurance reports; age distribution and

length of service; and ethnic groupings. Physical Plant (Sect 7.3) The system needs to support the ability to: Check if NOT available in standard product: 7.3.1Maintain an inventory on supplies handled by maintenance with notification when reordering is necessary. Purchasing and Receiving (Sect 7.4) The system needs to support the ability to: Check if NOT available in standard product: 7.4.1Efficiently keep track of vendors individually and by subgroups, terms for payment, average price for routinely ordered items, and histories. 7.4.2Efficiently process individual and blanket purchase orders, including tracking from initiator to fulfillment, payment, followup, and the production of reports, such as open POs sorted by vendor. 7.4.3Manage the receiving of orders. 7.4.4Handle partial receipt on PO. 7.4.5Prepare specifications for bidding processes. 7.4.6Inquire on PO status by PO number, requisition or invoice. 7.4.7Automatically create PO from requisition but with ability to limit access to particular units, for example the library, maintenance and bookstore. 7.4.8Create inventory record from PO for equipment and notify other departments (e.g. if hazardous chemical or radioactive compound is ordered the appropriate safety officer is notified.) 7.4.9Provide standard reports such as preferred vendor lists. Grant Management (Sect 7.5) The system needs to support the ability to: Check if NOT available in standard product: 7.5.1Manage budgets for Federal and private grants. 7.5.2Flag grants that need reporting and notify Corporate and Foundation Relations of deadlines. 7.5.3Generate appropriate reports. Accounts Payable (Sect 7.6) The system needs to support the ability to: Check if NOT available in standard product: 7.6.1Write checks automatically, manually, individually or in groups. 7.6.2Write a check without a PO number. 7.6.3Flexibly and efficiently manage the payment of invoices with the ability to combine multiple invoices for single payment to a vendor; to automatically handle recurring payments; to reconcile and track outstanding checks with bank report; to automatically pay due invoices by specified date with exceptions. 7.6.4Provide an analysis of cash requirements. 7.6.5Account for wire transfers and ACH transfers. 7.6.6Account for advances. 7.6.7Provide standard reports such as a check register and monthly expenditures with payee, date, number, amount and description. 7.6.8Automatically produce 1099 and 1042S forms. Accounts Receivable (Sect 7.7) The system needs to support the ability to: Check if NOT available in standard product: 7.7.1Manage efficiently student billing: record charges and payments during registration with the ability to charge third parties for student fees and to bill multiple addresses; accept all forms of payment including cash, check, debit card, and credit card; age the student loan fund; and automatically identify all unpaid students. 7.7.2Place holds on registration. 7.7.3Handle the billing and invoicing of housing and special items such

as computer resales through Computer Services, as well as charges for service. 7.7.4Itemize financial aid on bill (information from Micro*Faids). 7.7.5Support automatic update from receipts and calculation of refunds. 7.7.6Automatic production of 1042S forms. General Ledger (Sect 7.8) The system needs to support the ability to: Check if NOT available in standard product: 7.8.1Integrate to all accounting applications including purchasing, payables and securities. 7.8.2Keep the institutions financial records accurate and up-to-date according to fund accounting guidelines as promulgated by the AICPA, with expenditures and income in appropriate categories and adequate audit trails. 7.8.3Edit and proof journals prior to posting. 7.8.4Provide flexibility to accommodate future changes in accounting methodology and reporting. 7.8.5Process future period transactions without closing the current period. 7.8.6Access history on-line for three years. 7.8.7Make year-end adjustments in the following year. 7.8.8Provide for on-line access to budget information for budget managers with option to print monthly financial statements. 7.8.9Prepare all local, state and Federal reports. 7.8.10Flag unreferenced account numbers. 7.8.11Manage trust accounting and reporting. Securities Reports (Sect 7.9) The system needs to support the ability to: Check if NOT available in standard product: 7.9.1Track purchases, sales and income earned of securities by fund with integration into the general ledger. 7.9.2Handle activity reports from banks, general receipts, checks written, pricing information and reports on the endowment and unit calculation. Budget (Sect 7.10) The system needs to support the ability to: Check if NOT available in standard product: 7.10.1Provide access to two prior years, current year and future for budget planning through on-line forms or printed reports. 7.10.2Project expenditures including salaries. 7.10.3Record automatically the current budget for use in planning the next year's budget. 7.10.4Provide a diversity of reports, both on-line and printed including summaries for individual units showing percent, salary histories, overruns, and revisions. 7.10.5Budget separately capital items costing more than $300. 7.10.6Provide tools to enable administrators to develop information for long-range strategic planning. Bookstore (Sect 7.11) The bookstore uses PC Tom-Tracks software (Follett Campus Resources, 1000 West Washington, Blvd., Chicago, IL 60607, (800) 872-9243) to maintain textbook inventory, create lists for courses, and issue purchase orders. Reflex (Borland) is used to maintain records on charges, sales, and invoices and to maintain a tradebook inventory. The system needs to support the ability to: Check if NOT available in standard product: 7.11.1Interface with the existing PC Tom-Tracks software to automatically issue purchase orders for text books and produce textbook lists for courses. 7.11.2Manage tradebook and supply purchase, sales, charges and

inventory with the ability of producing cards for each book.