Board hears details and costs for Inform K‑12 digital forms pilot; $45,000 set for initial build
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Summary
Administrators presented a proposed contract with Inform K‑12 to digitize 40 priority district forms, with a $45,000 implementation fee and an approximately $65,000 annual renewal; board members pressed for assessments of existing systems and redundancy reduction.
District staff presented a recommendation to contract with Inform K‑12 to digitize 40 priority forms and centralize approvals and signatures across departments. The administration said the recommended first‑year implementation cost is $45,000 for initial form buildout and training, with an annual renewal fee in the neighborhood of $65,000 thereafter.
Jason Dolan, an Inform K‑12 representative at the meeting, described the company’s implementation approach and said many districts digitize the first wave of forms with vendor support and later build additional forms in‑house. “By year two, a lot of districts are building their own forms,” Dolan said. Bridget, Inform K‑12’s implementation director, told the board the company emphasizes prepopulating forms from existing systems and training district staff to adopt the system.
Board members repeatedly asked whether the district had exhausted existing functionality in systems already purchased (for example, DocuSign and iVisions) before adding a new contract. Dr. Cuevas, the district technology lead, said DocuSign would be replaced and that the proposed platform could save the district approximately $65,000 per year compared with the current DocuSign spending once fully implemented. Administrators also said Inform K‑12 will help convert complex, frequently used personnel and finance forms that have multiple routing paths and versions, reducing paper and providing digital traceability of approvals.
Administrators warned there would be ongoing costs if the district requested vendor help to build additional forms beyond the initial 40. They said some future digitization work could be performed by district staff once the initial buildout and training were complete.
Board members asked for more explicit comparisons showing which current tools (iVisions, existing DocuSign, Frontline, etc.) lack the required flexibility so the board can judge redundancy and cost efficiency. Administration agreed to provide a follow‑up analysis showing overlap, savings assumptions and a plan for what existing systems would be retired or integrated.
