Request for proposal for an Enterprise System Solution for the New York Society of Computer Executives

I. BACKGROUND

The New York Society of Computer Executives (NYSCE) is the state computer executive society for New York. We are the association in New York that offers educational programs and networking opportunities for computer executives and suppliers throughout the state. We are often the "model" that other statewide associations and non-profits follow in terms of programming, technology and processes. Our mission is to help prepare competent computer professionals for New York's future.

Over the past decade the New York Society of Computer Executives has grown in number of staff from one to nine and has an annual budget of $ 800,000. In addition, the membership of NYSCE has grown from 240 to 1,100 members. NYSCE anticipates continued growth in the future.

NYSCE's key functions are: education, publications and advertising, member development and member services and support.

We are looking for a vendor that will help provide solutions to our needs while showcasing how membership software can benefit small businesses.

NYSCE is soliciting a proposal from your organization for an Enterprise System Solution that will meet the requirements outlined below.

II. DESCRIPTION OF CURRENT PROCESSES

The platform on which NYSCE currently operates is Macintosh and finding a software system we can use within this system that would be our first choice. However, if the software system we find that meets our requirements operates only on the Microsoft Windows platform, we would consider changing our platform.

The current database, housed in Filemaker Pro, has allowed the organization to maintain a host of data and manipulate it in various reports. We use that data to track members' involvement with the association and to track prospective member's interests and involvement, as well. However, we now need a system that will allow the organization to move to a one to one marketing approach.

We are currently unable to see all events, programs, purchases, etc. for any one member at any specific time/place. We are unable to effectively use the data we have to market to our members. In addition, we do not keep any historical information on past members. Currently, these former members are deleted from the database.

NYSCE processes approximately 150 new members per year and 80 program registrations per month. We process 50 - 60 advertising transactions every two months and process about 10 new subscriptions a year. In our accounting program we generate approximately 75 checks per month and we do our payroll in house. Currently we export data to produce our monthly statements and reports with Excel.

NYSCE currently has eleven (11) computer stations which are connected by an Apple Ethernet network. Eight of these stations are on-site and three are at remote locations. All data is available to and shared by all the users on the network.

In addition, NYSCE is interested in changing from the current Apple Ethernet network to a client/server network system.

Please note that NYSCE will only accept a new system that will allow for whatever growth NYSCE experiences in the future both with additional computer stations (either remote or on-site) and with increased membership and programs offered.

III. OVERALL SYSTEM REQUIREMENTS

The system selected must meet these minimum requirements:

o User friendly.

o Must allow customizing of reports, etc.

o Multi-user system with multi-level security system included. Current number of users is 11.
o Direct link to Web - system must have a web component that will integrate with the web. Web capabilities must include: firewall/security for the data as well as our site, on-line registration for events, with a capability for staff to check incoming registrations from the web to "weed-out" any incomplete or incorrect data before it merges into the database.

o Relational Database

- Core: Membership & prospective members Links ID number to membership category Complete current information (i.e.: name, address, professional designation, company, phone, e-mail, etc.) memberships & affiliations code involvement level recruitment source all programs attended

- Activity Data

Records all purchases and inquires Subscriptions Keyword search

- Volunteer Information

Committee and/or board affiliations Date joined Number of years of membership Willingness to participate

- Professional Development

Record all attendance at meetings

Indicates which breakout sessions were attended

- Dues

Indicates who gets bill

Links to all others within same organization Generates new member letters

Records payment specifics Prorates for next year

- Communications Method

Shows preferred communications method Indicated what publications they've requested

- Organizational data Budget size Industry category Staff size

List of all staff that are not members with titles & responsibilities Listing of educational offerings to their membership

Type of Member services most often used US House & Senate district

State House & Senate district

- Personal information Photo

Anniversary date with position

Credit card information, card number, expiration date, etc. Family information

Hobbies Biography

IV. ADDITIONAL REQUIREMENTS

Hardware Requirements

Processor, memory, and disk space required on all workstations and servers. Operating system
Backup and recovery system.

Training

Total cost of recommended and required training. Location, hours and dates of upcoming training.

Installation

Schedule of installation, including a time-frame for data conversion to be fully operational by the NYSCE staff.

System Support and Upgrades

Provide a copy of your software maintenance contract, the warranty, and the maintenance service provided under the warranty. Provide the costs for the next three (3) years.

Contract

Briefly describe your various plans and the advantages of each. Also, is there a trial period for the proposed software? If so, what is the time period if the customer is not happy with it?

Cost

Software costs Hardware costs

Data conversion costs. Training costs.

In addition to the above proposal information please specify any annual service fee, cost of installation or training fee or other associated cost that is not included in the purchase price of the product.

V. TIME FRAME

NYSCE reserves the right to award the bid by line item and to accept of reject any or all parts of the bid.

Bidder should include any additional information not specifically requested if he/she believes it will be helpful in the evaluation.

NYSCE reserves the right to request any additional information which may be deemed necessary after the receipt of the proposal.

NYSCE requires that the system be in place and in use on or before 1 December 2014.

objective

Improvement objectives and problems to solve with respect to the used application there can be detached the following local objectives and issues to address:

- replace the current cross-platform database software Filemaker Pro with another solution either for Mac OS X or Microsoft Windows;
- identify data conversion scenarios (from current application the new tool);
- enable as feature the membership history on the new platform;
- Realize more advanced capabilities for tracking per member (e.g. see events, programs, purchases associated with any member at any specific time/place)- thus customization of reporting;
- Significantly improve the possibility of data visibility between reports contents and members;
- integrate the payment procedures in the same application, without being needed to use intermediary steps or tools (like in present);
- build a usable system based on GUI (user-friendly);
- integrate the solution with the web;
- respect and implement all provisions of relational database model according the required functionalities that are detailed within the section

Overall system requirements;

- evaluate all new hardware requirements of the software solution (this subsection covers system components, installation and upgrade);
- develop a software maintenance plan for the application.
With respect to the current network layer organization, it is needed to:
- change from Apple peer-to-peer network to client/server model (also from security reasons, because data privacy and confidentiality can't be ensured if all data is shared among all computers); once the network and afferent exchanged traffic growths, the performances will decrease if the current peer-to-peer topology is maintained);

B. The declared scope (without reiterating objectives and benefits) of the project consists of the deliverable Enterprise System Solution for New York Society of Computer Executives (NYSCE).

DEVELOPMENT STRATEGIES

The Systems Development Life Cycle Systems Analysis Phase concludes with analysis of system acquisition and development strategies. These strategies include traditional vs. web-based development, outsourcing or package purchase vs. in-house development, and concludes with the systems requirement document. The following tasks are completed in order to develop design specifications that will meet the business needs.

Design Activities:

1. Review the system requirements

2. Determine system development options

3. Create the Systems Requirement Document

Please prepare the following materials for the proposed NYSCE System:

Provide an explanation of your recommended solution, including reasons why you selected that particular option.

a. Includet he software solution you feel is the best choice and any hardware of network limitations or requirements.

b. Identify how it will assist in solving the problem so rseizing the opportunities identified inearlier stages of the project.