SchoolFunds-Online implementation process:
Needs Analysis & Consulting: KEV's implementation team meets with the district's team to review the project. Assess needs, confirm timelines, and provide instructions for data collection.
Information Gathering: Collect necessary data including student information, bank account details, chart of account structure, and merchant services
Configuration & Deployment: Implement the information provided by the district, Install the system on KEV's servers. Update the database with school and student information.
SIS Integration: Integrate the system with the district's Student Information System
Banking Setup & Verification: Set up and verify bank accounts. Test fund transfers for eCheck, credit cards, and bank account verification.
Training:
Train district-level support staff
Provide training for school-level users (bookkeepers, principals, secretaries)
Conduct online or onsite training sessions
Item Creation: Assist with setting up initial items for online payments
Parent Marketing: Support communication efforts to build awareness among parents and students
Go Live:
Activate online payments
Send notifications to pre-registered users
Monitor & Review:
Evaluate the implementation progress
SchoolFunds-Online customization process:
Customization: The system allows for customization to fit specific district and school needs. The Solutions Architect ensures the platform is tailored to each client's requirements during implementation.
Flexible Form Building: SchoolCash Forms allows districts to easily create customized digital forms to collect information from parents, students, and the public online.
Customizable Fields: The form builder includes common field types that can be customized to collect various types of information, from addresses to photos.
Real-time Price Adjustments: The system allows for incorporating price adjustments into item sale prices based on form field selections by parents.
User Access Levels: Different access levels can be set to control who can use, edit, and create forms within the system.
Integration Capabilities: SchoolCash can integrate with Student Information Systems (SIS) and district General Ledgers for seamless data flow.
Chart of Accounts: The system allows for centralization and customization of the chart of accounts to fit district needs.
Reporting: Custom reporting options are available to view and export submission results from completed forms.
Language Options: The platform is available in multiple languages, including French, to serve diverse school communities.
SchoolFunds-Online offers comprehensive training and support to new users. This includes personalized webinar training, group webinar training, and onsite hands-on lab training sessions. These training sessions cover all product modules and are tailored to the specific roles of the trainees. Ongoing support is provided by KEV Group’s team, which includes former school district professionals and technical support experts, ensuring that schools can effectively use the software and manage their activities
The security measures implemented by SchoolFunds-Online include robust data encryption, secure access controls, and regular security updates. These measures are designed to protect sensitive data from unauthorized access and breaches, ensuring compliance with data protection regulations and maintaining the trust of the stakeholders
SchoolFunds-Online regularly releases updates to enhance functionality and security. The management of these updates involves testing in a controlled environment followed by deployment to ensure compatibility and stability. Updates are likely scheduled during low-usage hours to minimize disruption to school operations
Data Ownership: SchoolFunds-Online's policy on data ownership should clarify who owns the data inputted or generated within the platform. Typically, customers retain ownership of their data, while SchoolFunds-Online may assert ownership over the software itself, including any proprietary algorithms, code, and intellectual property used to develop the platform.
Portability: SchoolFunds-Online's policy on data portability should address users' ability to access and export their data from the platform in a portable format. This might include features to export financial records, student information, and other data to common file formats like CSV (Comma-Separated Values) or Excel, allowing users to migrate their data to other systems if needed.
Data Handling: The policy may include provisions outlining how user data is handled, stored, and protected within the platform. This could involve commitments to data security, confidentiality, and compliance with relevant privacy regulations, such as GDPR or FERPA (Family Educational Rights and Privacy Act) for student data.
Access and Deletion: SchoolFunds-Online's policy should specify how users can access, modify, or delete their data within the platform. This might include providing users with tools and interfaces to manage their data, as well as procedures for data retention and deletion in accordance with legal and regulatory requirements.
Third-Party Integration: If SchoolFunds-Online integrates with other systems or services, their policy may address how data is shared between these platforms and any implications for data ownership and portability
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Flexible Pricing Plans: SchoolFunds-Online may offer flexible pricing plans with tiered options based on the number of users, students, or features required. This allows organizations to choose a plan that aligns with their current needs and easily upgrade or downgrade as necessary.
Scalability Options: The software may be designed to scale seamlessly, allowing organizations to add or remove users, students, or features as needed. This scalability ensures that schools can adjust their usage of SchoolFunds-Online to match fluctuations in enrollment or staffing levels.
Pro-Rated Billing: SchoolFunds-Online may implement pro-rated billing for upgrades or downgrades, ensuring that organizations only pay for the portion of the billing cycle during which they use a particular plan or feature. This avoids overpayment and provides flexibility when making changes to the subscription.
Contract Flexibility: SchoolFunds-Online may offer flexible contract terms, allowing organizations to modify their subscription or service agreements with minimal restrictions. This could include options for month-to-month billing, annual contracts with the ability to adjust usage mid-term, or no long-term commitments.
No Hidden Costs: SchoolFunds-Online aims to provide transparent pricing with no hidden costs or penalties for scaling up or down. This ensures that organizations can make changes to their subscription without unexpected fees or charges.
Contract Renewal
Initial Term and Renewal: The contract for SchoolFunds-Online services is initially set for a period of two years. Following this period, Region 4 Education Service Center (ESC) holds the right to renew the contract for three additional terms, although the specific duration of these terms is not explicitly mentioned in the source
Subscription Agreements: Subscription agreements for SchoolFunds-Online are for a period of 12 months. Invoices for renewal are generated approximately 60 days prior to the renewal date, indicating a structured renewal process that allows for planning and budgeting.
Cancellation
Termination for Cause: The contract can be terminated for cause as allowed in the original agreement. This implies that there are specific conditions under which either party can terminate the contract if these conditions are met.
Termination for Convenience: The contract may also be terminated for convenience (no cause) if both parties mutually agree to this termination. This provides flexibility for both parties to end the contract outside the conditions specified for termination for cause.
Additional Considerations
Payment Terms: Payment for SchoolFunds-Online services is requested via electronic funds transfer (EFT), with checks being an alternative payment method. Payments must be received prior to the start of implementation, indicating upfront payment terms for the service.
SchoolFunds-Online software, provided by KEV Group, meets the highest level of Payment Card Industry’s (PCI) Data Security Standard (DSS) for Service Providers, achieving Level 1 compliance. The PCI DSS is a comprehensive set of standards that require service providers that store, process, or transmit customer payment card data to adhere to strict information security controls and processes. Achieving PCI DSS Service Provider Level 1 compliance is the most stringent level of certification available to payment service providers. This certification validates the significant investments KEV Group has made in security and data protection, providing school districts with assurance that sensitive payment data is being protected to the highest degree
SchoolFunds-Online
By kev group
