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Sacramento City Unified School District (SCUSD)

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e-Builder.net 800.580.9322 info@e-builder.net WHITE PAPER 02/22/18 "We needed a system that would allow us to work smarter—not harder; a program that our architects, contractors, inspectors and staff could easily use to provide a collective repository for project tracking and collaboration," said Cathy Allen, Chief Operations Officer from the Sacramento City Unified School District. "Since utilizing e-Builder, we can easily, and with confidence, prepare and submit reports to the District's Bond Oversight Committee, thus providing greater transparency into our program." Sacramento City Unified School District (SCUSD) Sacramento City Unified School District (SCUSD), Northern California Sacramento City Unified School District (SCUSD) is one of the oldest K–12 districts in the western part of the U.S. Today, the district is home to 85 schools educating 46,815 students across 5.6 million square feet of buildings covering 69.72 square miles. The Planning & Construction Department manages capital construction programs that are bond and state funded. SCUSD is currently managing a $408 million dollar bond via e-Builder's Program Management Information System (PMIS), with projects focusing on technology upgrades, building repairs, resource and energy conservation, health and safety, and overall improvements and modernization. CHALLENGE In preparation for the new bond program, SCUSD recognized that its legacy systems, which were built around a Microsoft Access database, were no longer sufficient to manage the scope and scale of the capital programs needed to meet and grow with the district's needs. The systems were not integrated, thus requiring considerable manual data entry and reentry, and departments lacked a consistent process for tracking and recording their activities, costs and document management. The largely manual data management effort made it difficult to gather all relevant information from multiple sources and have it fit into the district's defined fiscal year. In addition, overall project management was cumbersome. It could take weeks to manage paper documents traveling across town to gain signatures from the architect, engineer, inspector, etc. Bids and change orders were equally challenging and time-consuming, with inconsistent administration from department to department. SCUSD needed a solution to manage the entire life cycle of the program, create consistencies across departments, gain insight into potential risk and confidently track and report on how the funds were being utilized.

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