EXECUTIVE SUMMARY SAMPLEAdvisors must be more efficient using computer technology for student scheduling, documentation, and reporting.

• Students schedule, reschedule and cancel appointments• Automate the documentation of advised student records• Automatic advisor schedules, workload reports and graphics

General Requirements Summarized

Three Year Cost Projection

Recommended SolutionWe believe Vendor 2 meets our long-term needs and budget.

  Student Advisor Reports System Nice    Wt Rk Sc Wt Rk Sc Wt Rk Sc Wt Rk Sc Wt Rk Sc TotalsVendor 1 10 9 90 10 8 80 8 7 56 8 7 56 5 5 25 307 Vendor 2 10 9 90 10 9 90 8 8 64 8 8 64 5 4 20 328

  FY11 FY12 FY13Vendor 1 $12,000  $1,000  $1,000 Vendor 2 $11,040  $840  $840 

SCOPE AND RQMTS SAMPLEScopeWith budget constraints, limited resources, and the need to reduce work loads, advisors and staff must use their time more efficiently. They can reduce time consuming activities with available software and technology. This includes student scheduling, documenting visits, and duties related to student tracking, record transfers, and student advising reports.

High Level Requirements• Students schedule, reschedule and cancel their appointments• Reduce no-show appointments with automated student reminders• Automate the documentation of advised student records• Advisors have more time to advise students into majors of study• Maximize staff resources to provide student advising services• Manage one master calendar efficiently and prevent conflicts• Capture advisor and student data with available statistics• Automate advisor schedules, workload reports and graphics

VENDOR CRITERIA SAMPLE

Must Have Criteria 0 = Doesn't Meet Criteria 1 = Meets Criteria 

Vend 1 Vend 2 Vend 3 Vend 4 Vend 5

1.  Student Capabilities 1 1 1 1 1

2.  Advisor Recording 1 1 1 1 1

3. Reporting Capacities 1 1 0 1 0

4. System Capabilities 1 1 1 0 1

5. System Implementation 1 1 0 1 1

                   Go or No-Go Ranking Go Go No-Go No-Go No-Go

REQUIREMENT DESCRIPTIONS SAMPLE

Student Capabilities 

1. General ease of system use for students2. Students required to “login” to system3. Web-access to schedule/reschedule, cancel appts4. Automatic student appt reminders via e-mail5. Automatic student appt reminders via text msgs6. Limit one appointment per student per day7. Schedule student groups (vets, nursing)8. Schedule students by advisor name

WEIGHTED REQUIREMENT SCHEME SAMPLE

Requirement WeightMax

RankingMax

Score

  Rqmt A 10 10 100  Rqmt B 9 9 81  Rqmt C 8 8 64  Rqmt D 7 7 49  Rqmt E 6 6 36  Rqmt F 5 5 25  Rqmt G 4 4 16  Rqmt H 3 3 9 (Nice-to-Have)  Rqmt I 2 2 4 (Nice-to-Have)  Rqmt J 1 1 1 (Nice-to-Have)

VENDOR RANKING SAMPLE

Vendor 1

Advisor Recording WeightMax

RankingMax

Score a. Enter student visit notes 10 10 100 b. Attendance (show/no-show) 9 5 45 c. Search by student name 10 9 90 d. Track unscheduled visits 8 8 64 e. Appts - office, phone, emails 7 5 35 f.  Advisor notification check-in 8 3 24 g. Purge/transfer records 7 6 42

Weighted Sub-Totals 507  400Total Percent 100%  79%

COST BENEFIT ANALYSIS SAMPLE

Requirements Vendor 1 Vendor 2

1. Onetime software cost 5,000 4,200

2. Yearly maintenance cost 1,000 840

3. Initial service package cost    

4. Yearly service package cost    

5. Server requirements 2,000 2,000

6. Computer requirements 3,000 3,000

7. System training cost 1,000 1,000

Totals $12,000 $11,040