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Fostering Hope Power Apps and Reporting Build


1.0 History and Background

Dear Angela Carron and Brian Newsome,
Our founders, Toby Weiss (CEO), and Joshua Bechard (CTO) founded Rooted Software in 2021 with one goal in mind – to become the best technology partner for ministries, nonprofits, and small businesses by helping them leverage technology effectively.
Our services range from Managed IT to core systems selection and implementation, to custom application and web development. We are passionate about serving our customers with kindness, intentionality, and clear, honest communication.
Our staff brings a combined total of over 200 years of experience in the non-profit sector through roles such as CIO, CTO, senior software developer, and more, including hands-on experience serving in non-profits. We are energized to serve as knowledge experts for non-profit, ministry, and church technology solutions.
Rooted Software is a hybrid company with remote employees working coast to coast to better serve you across time zones. We also have an office in Walnut Creek, California, and a staff hub in Colorado Springs, Colorado, which focuses on locally managed IT. Rooted Software boasts extensive experience, working with more than 100 customers in both the United States and Canada.

2.0 Personnel and Resources

2.1 Development Team

Marshal Morse - Application Development Manager: Marshal has a passion for driving innovation and excellence through the app development team. With a wealth of experience overseeing projects of varying sizes, he has consistently demonstrated leadership and technical prowess in the dynamic field of application development.
Kyle Meddings - Senior Technician: Having honed his skills across a diverse range of technologies with over 6 years of experience, Kyle specializes in Microsoft platforms, bringing a deep understanding of the ecosystem to every project. His proficiency extends from mobile apps to cutting-edge web and cloud-based solutions.

2.2 Project Management Team

Andrew Stroud - PMO Manager: Rooted Software’s project management team provides general oversight of all project communication, task management, and scheduling. We strive to serve as a conduit between our technicians and your team, helping establish trust and coordinate collaboration in the accomplishment of project goals. Our team’s wide range of project management experience leads us to know the value of caring well for you, our customer, and working with our team to ensure you are kept well-informed at all stages of the project. In the area of Power App development, we are primarily committed to helping you develop a strong working relationship with our expert technicians and coordinating your successful collaboration with them.

2.3 Proven Expertise

Story 1:
Rooted Software migrated a client from on-prem Dynamics CRM to Microsoft 365 Dynamics in the cloud. We successfully duplicated all on-prem functionality and were able to achieve additional features in the areas of automation, calculation, user experience, and reporting. We continue to support this environment and perform incremental system augmentations and improvements to further meet the needs of the client.
Story 2:
Rooted Software took on an existing Microsoft 365 Dynamics build-out for a client whose system was in a state of semi-functionality and was unable to be fully deployed due to limitations that were unable to be overcome by the previous vendor. Upon taking over this project the environment was fully deployed successfully within 8 months per the client's requirements and specifications. A significant amount of improvements and re-architecture have been delivered since that deployment to make the system more effective for the client specifications, and we maintain their ever-evolving needs and change requests through maintenance and support.

3.0 Qualifications for Partnering with Fostering Hope

3.1 What it’s Like to Work with Rooted Software

Rooted Software (Rooted) is a technology services company specializing in supporting the missions of small to mid-sized nonprofits headquartered in the United States. During their combined 40 years of experience in nonprofit tech leadership, founders Toby Weiss and Josh Bechard found that their nonprofit was best served by those who shared a passion for their mission and an understanding of their needs.
Rooted was launched to provide technical support, backed by this very passion and experience, to all nonprofits with the following three core values to sustain it:
Fidelity - In all things we strive to be transparent and trustworthy. We act with integrity and follow through on commitments from our initial meeting to project/service delivery.
Compassion - People first, technology second. We come alongside you with empathy for your team, passion for your mission, and humility in our approach.
Drive - We take ownership of issues, are proactive in finding solutions, and will not cut corners on quality to drive quantity.
Rooted Software has amassed a portfolio of technical services particularly helpful for small to mid-sized nonprofits which includes data visualization, Managed IT, Software Development, and Consulting, among others. Our customers have repeatedly expressed appreciation for Rooted's sharing of their non-profit passion and understanding of not only their technological needs but also their unique requirements as a nonprofit.

3.2 Our Step-By-Step Process

At Rooted Software, we aim to feel just like another member of your team. We've found through the management of hundreds of technological projects that this means gaining a deep understanding, firstly, the people we'll be working with, and secondly, of the problem domain that we've been brought in to solve. Rooted always starts any project with at least one meeting to develop a relationship with the key stakeholders, learn about your business and the passion that drives it, and Thirdly, depending on the scope of work one or more interviews will be conducted to gain an understanding of the problem domain and the requirements needed to be satisfied. Depending on the scope of the project, these steps may happen before or during a project. Next, a solution is proposed including (where applicable) the technologies suggested to provide robust deliverables that meet or exceed the requirements. Lastly, Rooted Software delivers. Your team will be along for the ride the entire time, regularly consulted, and given every opportunity to change course if need be. It is our goal to provide technology that fits your needs upon completion and continues to do so for years to come.
Important Credentials
Rooted Software was built upon its founders' 40+ years of nonprofit technological experience.
Rooted Software partners with Microsoft (PowerBl data visualization software), Virtuous CRM, Planning Center, Google Workspace, Acronis, LastPass, and more.
Rooted Software has empowered over 200 organizations to leverage technology to solve the problems they face.
Rooted Software leverages Microsoft PowerBl for most of its internal Business Analytics and has empowered many others to do the same.

4.0 High-Level Plan

4.1 Scope Summary

Rearchitect and Restructure data pertaining to PowerApps.
Build a new environment for data syncing, storage, and interaction between data submitted and Reports viewed.
Migrate all data into a new structure and storage solution (Microsoft Dataverse).
Build a new front-end PowerApps interface to interact with migrated data. All current apps will be combined into a single new app.
Equipping Key Staff by providing Documentation and Training on new Power Apps.
Decommission the existing system.

4.2 Training Methodology

Rooted Software recommends implementing a Subject Matter Expert (SME) training model for Fostering Hope's staff. This approach involves dedicating time for one or two identified power users at Fostering Hope to receive comprehensive training from the Rooted team. These power users will gain an understanding of the system's architecture, as well as the function and design of forms, dashboards, and flows.
Subsequently, the trained power users will take on the responsibility of training the rest of the staff, including new hires. The training sessions will be conducted in a manner that aligns with the culture and communication style of Fostering Hope, ensuring a seamless integration of the system. This approach streamlines the scheduling of training sessions and builds protections against Rooted Software being the sole resource for system training.
Rooted Software has found that this training methodology is not only efficient but also effective in ensuring a thorough understanding of the system among Fostering Hope staff. In addition to hands-on training, comprehensive documentation will be provided to support the identified power users and the wider staff.
This strategy is designed to empower Fostering Hope to take ownership of their knowledge, promoting a sustainable and successful adoption of the new system.

4.3 Rooted Software’s Goal

To enhance data entry and collection capabilities, elevating the overall quality of both current and future data, and empowering stakeholders with advanced data analysis tools. Rooted Software is dedicated to revitalizing Fostering Hope’s data management, ensuring a dynamic and cost-effective solution for their needs.

5.0 Scope of Work

5.1 Improve System Reliability and Dependability:

As part of the 90-day warranty, Rooted Software commits to a defined response time. All tickets submitted during the warranty period will adhere to our standard Service Level Agreement (SLA) terms.
For Time and Materials (T&M) contracts, a guaranteed response time is not provided. The current hourly rate for T&M contracts is $155 per hour.
Exclusions:
Due to the varying complexity of issues that may arise within a Dynamics environment, Rooted Software cannot guarantee a specific resolution timeframe.
Rooted Software bears no responsibility for the reliability of the instance itself as provisioned by Microsoft.

5.2 Understand and document the data architecture and model:

Rooted Software will create an architecture map of the system. Document the data model and data flows implemented in the rebuilt system, Train the staff on the resulting documentation and how the system can be best leveraged to meet analytical objectives.
An architectural document will be provided that: Describes inputs, outputs, and processing; a data model description (data, sources, and syncs for that data)

5.3 Improve Security and access:

Implementation of admin and ownership rights and safeguards to best meet operational needs. Enable the Fostering Hope Program Director to make changes/updates to data as needed.
A written data security and access policy; confirmed access for the management team.

5.4 Support intended use:

Rooted Software will improve the user experience for staff and eliminate the need for workarounds.
Project management check-ins throughout the project and training for staff that can be recorded and used for future onboarding and use.
Rooted Software will provide two 45-minute virtual evaluations (at 30 days and 60 days from the post-live date). These calls will allow Fostering Hope to provide feedback on the system and ensure that the implementation has fulfilled the requirements as laid out in the RFP. Feedback items that are mutually agreed upon as a result of the system not being initially built to the requirements as laid out in the RFP will be taken care of at no additional cost. All other improvements or modifications would require a new proposal.
Additionally, Fostering Hope acknowledges that the timeline for delivering requested changes will be determined based on the complexity and volume of the requests. This ensures a realistic and manageable approach to implementing modifications while maintaining the integrity and functionality of the live architecture.
Customer Survey/Net Promoter:
Rooted Software does not recommend capturing user feedback directly within Dynamics and does not assume responsibility for survey data collection. Instead, we recommend that Fostering Hope create customized questions to gather more insightful feedback from their staff. This synthesized feedback can then be shared with Rooted Software, along with any desired changes.

5.5 Performance:

Improvement of system performance for frequently executed operational processes.
Included:
Basic Dynamics Data Access:
Fostering Hope will have the capability to extract fundamental Dynamics data for reporting purposes. This includes standard data sets that provide insights into core operational metrics.
PowerBI Reports specifically referenced to and explained in Fostering Hope’s RFP:
Fostering Hope’s management team will have the ability to pull business reports that include the following business metrics (see appendix).
Appendix
High school completion rate (diploma, GED, and both
Total # of kids (engaged with us/18 and older) who have a diploma/ Total # of engaged/18 and older) for ALL years
Total who have a GED, as defined above
Combined total for GED/diploma as defined above
Note: This needs to account for kids who grow up. For example, when a kid who is 17 has a birthday and turns 18 and graduates, ensuring the data remains accurate.
Homelessness Rate and #
Total # of kids (engaged with us) who have experienced homelessness at some point, defined as living in a shelter or on the street
Incarceration Rate and #
Total # of kids engaged with us who have gone to jail (we would not count those who get into legal trouble but do not get physically arrested)
Employment
# of kids engaged with us who are employed at an appropriate level/ total # engaged
College
Youth we are engaged with who enroll in college or get additional training (i.e. forklift certification)
Youth served who gain post-secondary employment, education, or credentials (should include employment and college BUT not duplicate for kids doing both)
Youth 15-24 who have achieved gainful employment (defined by employment criteria above, but change age)
Youth 15-24 who were taught financial literacy (Defined as any of our kids who received support from coordinators/volunteers with budget, paying their rent, going to the grocery store, etc.)
Youth 15-24 who received job skills training (defined as any activities with coordinators or volunteers related to helping them get employed)
Youth 15-24 who develop essential skills – Any of our kids who have shown progress on our ratings assessment in at least one indicator
Core Program
Annual Total families served
Annual Total youth served
Annual Total volunteers who served
Annual volunteer hours
Other important KPIs (Key Performance Indicators)
Disruption Rate (kids who have left their foster homes for reasons other than reunification, adoption, or emancipation – i.e., their foster parents asked them to be removed)
For any given year, % of disruptions out of total kids/families. If 2 out of 100 kids disrupt, 2% disruption rate.
Would also like totals as grouped by MAD list
# of hours spent providing stability-related activities
# of hours spent providing enrichment activities
# of hours spent developing connections
Total number of individual activities volunteers did for our families, regardless of what type
Core
# Faith communities no longer participating
# Faith communities Actively participating
# Faith communities total (Actively participating + past participants)
# New Faith Communities waiting to begin (? Is this important?)
# Teams/Faith Community
# Faith Communities by denomination
Length of team serving (Matched + waiting to be matched)
Length of team serving/denomination
Length of team serving/Faith Community size
# Active, Matched Teams
# Teams waiting to be matched (need foster family)
# Teams needing to be replenished before matching
# Inactive Teams
# Foster Families on Waiting List (current referral)
# Foster Families/CPA actively matched
# Foster Families/CPA currently referred but not matched
Map
Location of Participating Faith Communities
Location of Foster Families currently being served
Location of Foster Families on waiting list (current referrals)
Location of Coordinator’s home
Current number of Coordinators (per FTE)
Overall Program status, listed together, Per Coordinator
Foster Family Name
Potential Foster Family or Families if not matched
Team Name
Team Status
Active, unmatched, Ready to match
Active, unmatched, Needs replenishing before matching
Active, matched
Released
Notes
# Volunteer households/team
# Volunteers/team
# Volunteers per team, per coordinator
# Households per team, per coordinator—and some way of alerting me when that dips below 4
Status of Solicitation
Permission given; date confirmed
Permission given; no date confirmed
In process
For core volunteers only
For multiple volunteer roles
From the Program Stats:
Disruptions over time
Current disruption rate
Disruption rate/CPA (cumulative)
Disruption rate/recent quarters and average over last 3 years (? Would want to change this to be over gold standard)
Current adoption rate
Adoption rate/quarter and average over last 3 years
Reunification rate/quarter and average over last 3 years
Permanency rate (adoptions + reunification)
Permanency rate/CPA (cumulative)
Foster Families who release team/yr
Foster Families who release team/CPA
Foster Families who FH releases/yr
Foster Families who FH releases/CPA
# Volunteers who live up to first years’ commitment
# Volunteers who leave because of dissatisfaction
# Volunteers who serve 1, 2, 3, 4……….15 years
# Volunteer hours contributed
# Volunteer hours contributed X $ amount allowed by IRS
Disruption rate by quarters and average over last 3 years (Would want to change this average to be over gold standard=lowest number, once established)
FA (Fostering Adulthood) (see program update sample—include all those items)
Volunteer hours contributed
Volunteer hour contributed X $ amount allowed by IRS
Personnel
# Vacation days outstanding/current year
# volunteers/Core Coordinator
# Volunteers who leave because of dissatisfaction/Core Coordinator
Rate of volunteers who leave because of dissatisfaction/Core Coordinator
Disruption rate/Core Coordinator
Permanency rate/Core Coordinator
Foster Families who release team/Core Coordinator
Foster Families who FH releases/Core Coordinator
Excluded:
Enhanced reporting capabilities not included in the included Appendix
While basic Dynamics data can be accessed for reporting, additional custom PowerBI reports are not included in this offering. This ensures a focused approach on specific data sets, maintaining clarity and simplicity in the reporting processes.

5.6 Scalability:

There are several options for distributing the functionalities and schemes built in this particular instance of Dynamics 365. Any potential alternatives discussed and pursued in the future would incur only a fraction of the cost associated with the initial development. Executive conversations around which option to pursue will happen during the initial data mapping to ensure that the system is optimized for future expansion.
Included: Rearchitecting the data structure in Dataverse in alignment with Microsoft best practices will ensure future scalability and customization of the solution; along with training and documentation provided by Rooted Software.
Excluded: Any additional building or architecture that Fostering Hope can request and a proposal delivered by Rooted Software.

6.0 Timeline

Rooted Software will collaborate with Fostering Hope throughout the migration to Dynamics 365, involving three key phases. Initially, our team will review, restructure, and map each data field, preparing for the transition from your existing system to the new Dynamics 365 environment. Subsequently, we will use this mapping plan to construct and share up to two test databases with your team for quality assurance and testing. Lastly, the live Dynamics 365 database will be launched, followed by a final round of quality assurance to ensure satisfaction and the accuracy and usability of your new database.
Typically, we anticipate approximately 2 months before the release of the first test database. Fostering Hope will then have a window of up to two weeks to submit quality assurance issues through a form provided by Rooted Software. Subsequently, Rooted Software will generally take two weeks to adjust the data mapping and release another test database for review. Following another two-week quality assurance submission window, Rooted will finalize the data mapping for the live database migration.
Project estimated completion time is 4 months from the kick-off call.
Work will begin 15 days after signing.
PowerBI reports may require an additional month to deliver all desired reports.

7.0 Resources Required by Fostering Hope

Administrative level access for Senior Technician
Open lines of communication and prompt response times from key stakeholders
A named Point of Contact for most if not all communication for Senior Technician
Purchase of necessary Licenses, including but not limited to Microsoft 365.
1 license for Rooted Software’s Senior Technician

8.0 Ongoing Maintenance Plan

8.1 Future Maintenance and Support

Following the initial 90-day warranty, Rooted Software will present Fostering Hope with two options for ongoing support. The first option is a retainer by the hour, requiring a minimum commitment of 4 hours per month. These accrued hours can be utilized for any desired functionalities within the Dynamics Data Verse (i.e. PowerBI PowerApps, Customizations). Alternatively, Fostering Hope may opt for a Time and Materials contract.
The current hourly rate for the retainer option is $135.
The current hourly rate for the Time and Materials contract is $155.
Rooted Software uses Asana for Project Management and Bug tracking/resolution
Methods of accessing support
General hours of support: Monday-Friday, 6am-5pm MST
Ways to submit a ticket:
Call dispatch (785) 347-9300

9.0 Project Cost Estimate

9.1 Price Breakdown
0
Type of Project
Resources Included
Quantity
Cost
1
Re-Architecture
Senior Development Manager Senior Technician Project Management Training and Support
1
$40,920.00
2
PowerBI Reports
Senior BI Technician
1
$13,500.00
3
PowerBI Reports Discount
-$7,170.00
There are no rows in this table

9.2 Total One-Time Project Cost

$47,250.00

9.3 Project Payment Terms

Initial 40% Down Payment Due at Signing
$18,900
Payments Due Monthly
Payment 2 (April, 01 2024)
$9,450
Payment 3 (May, 01 2024)
$9,450
Payment 4 (June, 01 2024)
$9,450
*All invoices are net 15 terms from the date sent.

10.0 Contract Terms and Conditions

SLA Terms and Conditions
Planned Support SLA
Response time: one (1) business day
Resolution time: five (5) business days
Unplanned Support SLA
High Priority
Response time: one (1) business hour
Resolution time: two (2) business days
Normal Priority
Response time: four (4) business day
Resolution time: five (5) business days
SLA Hold Events: throughout the lifecycle of a request, there are events that will cause the SLA timer to pause when the advancement of the request is outside of Rooted Software’s direct control. Examples of events that will pause the SLA are included below.
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