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MCPS plans internal Google AppSheet tool to speed contract approvals
Summary
Montgomery County Public Schools officials presented an internally built Google AppSheet dashboard to track contract status, notify offices, and generate reports showing how long documents sit in each step; pilot feedback guided a planned August rollout.
Miss Yvonne Alfonso Windsor, MCPS chief financial officer, and Angela McIntosh, director of procurement, told the Fiscal Management Committee on June 26 that an internally developed AppSheet tool will replace email-based tracking to reduce contract processing time.
"This is an overview of the contract life cycle process," Angela McIntosh said, describing steps from scope-of-work submission through procurement, legal review and data-privacy checks and noting the pilot gathered user feedback and tweaks before full rollout. The system, she said, centralizes documents so "everything is stored in one place," and aims to show offices where a contract is in the flow.
Ali Husseini, legal transaction specialist, added that the platform is built on Google AppSheet and integrates with internal email and accounts to automate notifications. "We added a feature that allows the superintendent's office to generate reports that will automatically pull all the data from x time frame to y time frame and provide you with how long it's been sitting in whose office," he said.
Board members pressed for scope and transparency. Angela McIntosh said the tool will track MOUs and professional-service agreements and some grant-funded contracts but not grant applications themselves. The procurement team estimated about 100 contracts per year would be tracked initially; the system could be copied for grants or other workflows in the future.
Committee members requested a follow-up presentation after the August rollout to review performance data, including measured time savings and user adoption. Miss Alfonso Windsor and procurement staff agreed to return with an update and requested that the rollout be included in next year’s committee agenda.
