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Overview Online Ordering of Stores Supplies QSS - Eschoolmall - PYLUSD. QSS Quintessential School Systems. Quintessential School Systems is an outstanding computer software company located in San Mateo, California.

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Online Ordering of Stores Supplies

QSS - Eschoolmall - PYLUSD


QSS Quintessential School Systems

Quintessential School Systems is an outstanding computer software company located in San Mateo, California.

Our primary purpose is to make our customers thankful they choose QSS Business, Personnel and Student System Software and to maintain the status of the top integrated education administrative system available.

The company was founded in 1990 by five partners who have over 90+ years of combined experience in providing quality administrative computing solutions for public school districts.

The Senior Partners aka “The Quints”

•Bret Dabel •Will Hoehn •Jeff McLaughlin

•John Mulder •Duane Percox


eschoolmall is the leading provider of online procurement software and services for the educational market

  • eschoolmall delivers electronic purchasing, bidding and quoting solutions built from the ground up for ease of use
  • eschoolmall currently operates in 28 states servicing over 300 school districts and 3000+ entities
pylusd enrollment and staff
PYLUSD Enrollment and Staff
  • Enrollment 26,000 Students
      • Schools: 22 Elementary Sites
      • Special Education Site
      • 5 Middle Schools
      • 3 Comprehensive High Schools
      • Alternative schools:
        • Continuation School
        • Opportunity K-12
        • Parkview Home school
        • Adult Ed
  • 3,000 full-time employees

easyPurchase / GL Functional Touch-Points:







Purchase Order





To Vendor

QSS System

smartAgent™ + General Ledger Interface

Create Pre-


Budget Check

Modify Pre-








Payment To Vendor

driving force and pre implementation steps
Driving Force and Pre-Implementation Steps
  • Reduce budgetary cost
  • Maintain one-stop shopping for stores supplies
  • Ability to use the warehouse real estate for other needs
  • Piggybacked on Oakland Bid
driving force and pre implementation steps1
Driving Force and Pre-Implementation Steps
  • 3 months to implement
  • Surveyed districts who had transitioned to just-in-time purchasing
  • Met with eschoolmall, OfficeMax and district stakeholders to communicate the plan for implementation
value of the qss integration
Value of the QSS Integration
  • ESM Purchases create QSS purchase orders
  • Ability to view the order and transaction in QSS
  • Reporting ability to print within QSS provides data needed to track orders
teams formed
Teams Formed
  • Implementation
  • Purchasing/Vendor
  • IT Software Installation and Configuration
  • Training (eschoolmall & PYLUSD)
  • Administrative Staff/Stakeholders
rollin rollin rollin
Administrative Staff Training

ESM Webinars



ESM User Training

District Training

Ongoing Training

Rollin’ rollin’ rollin’
points to ponder
Points to Ponder
  • Understand the dynamic of change
  • The challenges of becoming decentralized
  • Keep in mind the differences between the method you currently use and just-in-time ordering
  • Be sensitive to shifting responsibility
points to ponder1
Points to Ponder
  • Know the products’ quality and standard for “piggyback” bids
  • Communication, communication, communication
  • Understanding the security within ESM and the differences between QSS Stores
and from fiscal services
…and from Fiscal Services
  • To allow or not allow backorders
  • Be aware of the unit of measure between current In-District
  • Changes to year-end liabilities
  • Timely online receiving by sites, otherwise the invoices cannot be paid
what worked
What Worked
  • The implementation team and stakeholders knowing why the change was important, where they were going and that they were vital to success of the project
  • Communicating information to the right people
  • One person emailing responses to questions
  • When answers are not known, research and email all users with the answers
more of what worked
More of What Worked
  • Have mock trainings with department staff
  • Training just prior to implementation and build on that training during the year
  • Written procedures
  • User group meetings for sharing experiences
  • Share the knowledge, be there every day to answer questions, help with queries and learn new features