HomeMy WebLinkAbout04.c. Receive update on software expenditures related to DocuSign licenses requested at a prior Finance Committee meeting Page 1 of 2
Item 4.c.
CENTRAL SAN
April 19, 2022
TO: FINANCE COMMITTEE
FROM: DENNIS CHEBOTAREV, INTERIM INFORMATION TECHNOLOGY
MANAGER
REVIEWED BY: PHILIP R. LEIBER, DIRECTOR OF FINANCE AND ADMINISTRATION
ROGER S. BAILEY, GENERAL MANAGER
SUBJECT: RECEIVE UPDATE ON SOFTWARE EXPENDITURES RELATED TO
DOCUSIGN LICENSES REQUESTED ATA PRIOR FINANCE COMMITTEE
MEETING
At the June 3, 2021 Finance Committee meeting, there was a discussion on the District's use of
DocuSign software. DocuSign is a cloud based software application where a user can obtain electronic
signatures on a document through an automated workflow based process. The software is useful for
administrative staff and others who need to process documents, and obtain signatures for document
completion. Use of the software can provide for substantially faster approvals as paperwork does not
need to wait for delays of interoffice mailing, and has been essential during the time period that some staff
have been working offsite.
Information Technology staff have reviewed the number of individuals who have requested and are
licensed for the software, which is presently 38 individuals. The cost of the software is approximately
$850 per user per year. Of the 38 users, two sub-groups were apparent:
1. A high usage subgroup of about 18 individuals, with use of at least 30 times per year (statistics:
minimum 30, maximum 552, average 167, median 108 times usage per year). For this group,
continued licensing and use of the product is warranted.
2. A low usage subgroup of about 20 individuals (statistics: minimum 0, maximum 14, average 6,
median 1 times usage per year).
Based on this information, consideration was given to the possibility of substantially reducing the number of
licenses in the low usage subgroup. However, because of a two-part pricing formula used by DocuSign, staff
concluded that the pricing based on 38 users was at the optimal level based on overall usage. This is because
each licensed user is provided 100 uses (termed "envelopes") per year, but the 100 envelopes per user are
shared across all users. Accordingly, with some of the Central San users making very significant use of the
software at several hundred envelopes per year, it was necessary to have some low usage subscriptions as
well, to absorb these overages. Staff obtained quotes for 38 users and a quote for 33 users and because of
volume pricing and the envelopes pricing matter, the number of licenses was retained at 38 for renewal period of
April 2022 to April 2023, with a cost of$28,015 plus 15% premier support costs of$4,202.
April 19, 2022 Regular FINANCE Committee Meeting Agenda Packet- Page 14 of 124
Page 2 of 2
Staff will continue to review software usage levels and pricing to assess the possibilities for cost savings,
while maintaining software that allows for enhanced staff productivity as the DocuSign product does.
Strategic Plan Tie-In
GOAL THREE: Fiscal Responsibility
Strategy 2—Ensure integrity and transparency in financial management
GOAL SIX.Innovation and Optimization
Strategy 2—Improve and modernize operations through technology and efficiency measures
April 19, 2022 Regular FINANCE Committee Meeting Agenda Packet- Page 15 of 124