Agenda Item
f. Tyler Technologies (Not to exceed $1,086,926.89)
Summary: Presented by: Mr. Byron Schueneman, Chief Financial Office, Division of Finance
Request: It is recommended that the Board of Education approve the renewal of the annual subscription for the district's Enterprise Resource Planning (ERP) application and related professional services and development with Tyler Technologies in an amount not to exceed $1,086,926.89. This is a one-year agreement.
Why: RFP 16-477 was originally awarded to Tyler Technologies to provide an Enterprise Resource Planning, Human Capital Management, Onboarding and Financial Management solution that meets the DeKalb County School District’s requirements. The implementation of Tyler Technologies system has successfully replaced the district’s legacy ERP system. This agenda item addresses: 1) annual maintenance and support; 2) annual licensing for an employee self-serve portal (i.e., Employee Access); 3) Planned Annual Continuing Education (PACE); and 4) professional services for the implementation of Time and Attendance.
Details: As of June 13, 2024, the district has successfully transitioned Financial, HR, and Payroll activities from the legacy ERP system (CrossPointe) to the current ERP system (Munis). To ensure the ongoing effectiveness sustainability of this critical system, this agenda item requests funding for software renewal, professional development, and continued professional services for the deployment of the Time and Attendance module. The software renewal includes access to the application and critical data, as well as support, essential updates, and critical security patches.
Pursuant to Board of Education Policy DJE, the renewal of the Munis application subscription and purchase of professional services do not require a competitive bid because they meet the policy definition of a single source. Munis was competitively selected as the district’s Enterprise Resource System with Tyler Technologies as the vendor through RFP 16-477. RFP 16-477 was approved by the Board of Education on July 11, 2016. The district’s Enterprise Resource Planning (ERP) System, much like the district’s Student Information System, is a critical system that requires deep integration with other systems and district processes.
This agenda item includes the following:
Annual, hosting, support, maintenance which includes access to the application and critical data, as well as support, essential updates, and critical security patches. This support includes licensing and maintenance for the following functionality:
Human Resource Management software used for managing on-boarding/off-boarding of DCSD staff.
General ledger, budget, and accounts payable/receivable functions.
Purchasing software used for purchasing functions within the district including the creation and management of purchase orders.
Analytics and data reporting modules used for an array of human resources and financial reporting capabilities
Employee expense reimbursement functionality used for managing expense reimbursement for employees
Projects & grant accounting module used to track budget and spend by project and/or grant.
Cash management module used for the management/reconciliation of bank accounts and cash in-flows/outflows.
Asset Maintenance module which is used for managing operational work orders.
Vendor bid management module which allows vendors the ability to submit bids online.
Time & Attendance functionality which allows for the integration of work hours into the district’s ERP system for payroll processing.
The Employee Access (EA) module which provides employee pay/benefit information online for all employees.
Professional services which will support the continued deployment of a Time and Attendance module. The functionality will allow the district to better track work hours and time off requests,
Planned Annual Continuing Education (Pace) which provides training that can be scheduled as needed across all product areas. The plan also includes a bi-annual investment assessment activity that will help the district assess current use of the EERP solution with recommendations for optimization. A project manager will be assigned to DCSD to help schedule and coordinate all the PACE program activities and the bi-annual investment assessment.
Chronology:
School Year
Board Approval
2022 - 2023
$1,903,400.00
2023 - 2024
$2,351,016.00
2024 - 2025
$1,706,936.71
2025 - 2026 (Requested)
$1,086,926.89
Financial impact: Financial Impact:
Annual Subscription
Cost
Hosting, Support and Licensing
746,334.67
Employee Access Annual Renewal
90,570.90
Professional Services
194,600
Pace (Professional Development)
55,421.32
Total:
$1,086,926.89
Total Estimated: $1,086,926.89 (see breakdown below)
$194,600
GL Code: 100.2500.530000.74711.9999.9990.8010.050.0000 (Professional Services)
$836,905.57
GL Code: 100.1000.561200.00011.7600.9990.0308.070.0000 (Software)
GL Code: 100.2500.561200.74711.9999.9990.8010.050.0000 (Software)
$55,421.32
GL Code: 100.2500.561200.00011.7600.9990.0308.070.0000 (Support Services)
Contact: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, 678.676.0270
Effective: July 2025
Status: Approved by the Office of Legal Affairs
Chronology: Tyler Technologies
Tyler Technologies currently provides systems support for the district’s Enterprise Resource
Planning (ERP) system which includes support for Finance, Procurement, Work Orders, and
Human Capital Management. The system was selected as part of a competitive bid under RFP
16-477. The RFP was written and submitted for approval in July 2015 and evaluated in January
2016.
Pursuant to Board of Education Policy DJE, the renewal of the Munis application subscription and
purchase of professional services do not require a competitive bid because they meet the policy
definition of a single source. Munis was competitively selected as the district’s Enterprise
Resource System with Tyler Technologies as the vendor through RFP 16-477. RFP 16-477 was
approved by the Board of Education on July 11, 2016. The district’s Enterprise Resource Planning
(ERP) System, much like the district’s Student Information System, is a critical system with
compatibility and integrations with other systems and district processes.
Background and Process
RFP 16-477, a solicitation to modernize the district’s ERP system, was originally a five-year award
(with annual renewals) which expired in December 2021. Subsequent renewals have been
approved by the board to finalize implementation as well as ongoing systems support and
maintenance.
During the SY25 school year, several feature enhancements were deployed to the platform. This
includes finalization of payroll processing; the deployment of an employee portal where staff can
access HR and payroll information, and the initial setup of a Time and Attendance system which
is nearing completion. With platform integration largely complete, the SY26 funding request
reflects a $620K year-over-year reduction driven by decreased reliance on implementation-
related professional services and sound fiscal planning.
This agenda item addresses: 1) annual maintenance and support; 2) licensing for an Employee
Self-Serve portal; 3) professional development; and 4) professional services for the
implementation of the Time and Attendance module during the SY26 school year.
It is requested that the Board of Education approve the purchase of the annual subscription for
the district's Enterprise Resource Planning (ERP) application and associated professional
services and development with Tyler Technologies in an amount not to exceed $1,086,926.89.
This is a one-year agreement.
Financial Chronology:
Year Cost
2022 $1,903,400.00
2023 $2,351,016.00
2024 $1,706,936.71
2025 $1,086,926.89 (Requested)
Financial Chronology
$2,500,000.00 $2,351,016.00
$1,903,400.00
$2,000,000.00
$1,706,936.71
$1,500,000.00
$1,086,926.89
$1,000,000.00
$500,000.00
$0.00
2022 2023 2024 2025 (Requested)
Average Vendor Spend for the Last 3 Years:
Vendor Average Spend Amount (Last 3 Years)
Tyler Technologies $1,987,117.57