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Board hears proposals for finance software replacement and multi‑year IT refresh; implementation costs debated
Summary
District finance staff proposed moving off the aging ProSoft system to the vendor's next‑generation product (presented as "Aplifun/after fund") with a one‑time implementation fee of about $35,900 and similar or slightly lower annual maintenance; IT staff outlined hardware, server and phone upgrades and a cybersecurity improvement plan.
District finance and technology staff presented two technology initiatives the board will consider: a proposal to replace the district’s aging ProSoft finance system and an IT refresh plan addressing servers, phone systems, wireless access and cybersecurity improvements.
The finance presenter (speaker 2) said the existing ProSoft application is antiquated and described the vendor's next‑generation product (referred to in the meeting materials as variants of "Aplifun"/"after fund") as offering dashboards, customizable reports and better drill‑downs. The presenter said the implementation fee would be $35,900 with an annual fee comparable to current maintenance and noted the founders cohort discount being offered to early adopters. "There is a cost to implementation fee of $35,900," the presenter said.
The presenter said the new system should reduce manual work, provide clearer report headers and allow saved reports with parameter visibility that helps trace which object or function was used to generate a report. He told the board the annual maintenance fee could be about $2,500 less than the district currently pays for ProSoft, making the first‑year maintenance effectively a wash but leaving the one‑time implementation outlay as the primary cost.
Separately, IT staff (speaker 6) outlined near‑term hardware needs, including phone system hardware/software upgrades (estimated around $10,000 in the presentation), server replacements (servers cited as 13 years old) and a multi‑year roadmap to upgrade switches and wireless access points by 2029–2030. IT also flagged cybersecurity as an improvement area and described the district’s posture as roughly "6 out of 10."
Board members asked about implementation timing, whether the district could join a founders cohort to reduce costs, and whether grant or reimbursement options exist. Staff said they had visited an implementation district and would bring more details to the voting packet. The board voted to add the finance implementation item to the Aug. 21 voting agenda for final consideration.
What’s next: Staff will include the written vendor quote, implementation schedule, any cohort discount terms and options for prorated fees in the Aug. 21 voting packet.
