Overview
Implementing SchoolCash is quick and easy. This document is provided as a preview of the major activities required by the district during the implementation. It includes an estimate of effort to expect for each district/school role involved in the implementation and the key pieces of information the district will need to provide KEV. Shown below is a high-level timeline of the major activities to be completed for launching SchoolCash. KEV can shorten this timeline or extend it based on the unique needs of the district.
District and School Implementation Activities
The main activities for the district and schools are to attend training sessions, participate in status meetings, and support the schools with adopting the solution. Here are some more details:
- Kickoff and status meetings to track progress of implementation activities
- Collection of data such as bank accounts, chart of accounts, SIS data, etc.
- District user training for the district leads to learn and help configure the software
- School user training for school users to learn the software and begin creating items
- Communication with parents and school users to promote the launch of SchoolCash
- Creation of items in SchoolCash so upcoming fees/items are available for parents
Estimated Effort from District and School Roles
The time and effort required to implement SchoolCash can vary from district to district due to a district’s internal practices for how to manage and communicate changes related to implementing a new software application. Outlined below are the primary roles and associated effort to use as a guideline in planning your implementation.
| Role | Estimated Effort | Primary Responsibilities |
|---|---|---|
| District Sponsor | 3 hours | Communicate across the school and district stakeholders, champion the project, drive change initiatives |
| District Project Manager | 4-6 hours per week | Coordinate with KEV, collect data, manage internal changes, coordinate with district teams, etc. |
| District Lead(s) / Finance Team | 8 hours of district training and 1 hour per week | Attend district training and weekly status calls |
| School Bookkeepers | 8 hours of training and 3 hours for creating items | Attend school user training and build items for the catalog for launch (actual effort depends on number of items at each school) |
| IT | 5 hours | Generate SIS data and configure import of KEV data for ERP system (if applicable) |
District and School Information to be Provided by KEV
KEV handles most of the technical configuration work. The main effort for the district is to provide the following pieces of information to KEV. Clicking on the links below will take you to the relevant form / document that will also be shared during the implementation.
- SIS information to upload student and staff information into the solution for US districts and for CDN districts
- ERP Extract if required for integrating with the districts ERP system, available here.
- Chart of accounts for the schools to track the allocation of funds into the proper accounts for SchoolCash Accounting and for SchoolFunds Online.
- Merchant and schools bank account information to enable the flow of funds for US districts and for CDN districts.
- E-check notification failure form so that KEV can send information to designated email addresses regarding any e-check failures for US districts and for CDN districts.
- Merchant “flow through” bank account letter to ensure 100% accuracy in the bank account setup. The merchant bank account is a standard bank account that acts as a “flow through” account where all online payments initially flow through before getting funneled to the appropriate school bank account. A letter from the district’s bank confirming the merchant bank account details is required.
- Tax-exempt certificate and/or W9 (for US customers only)
- District logo with the following specifications: Size max: 100kb, dimensions: 250 (width) x 100 (height) pixels, and format: .jpg or .png ONLY. The logo will be displayed on the SchoolCash Online site for parents.