Munis Human Capital Management Get The Most Value From Your Workforce

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1 munis a tyler school solution Munis Human Capital Management Get The Most Value From Your Workforce Eight Principles for Managing People page 4 Case Study Amity Regional School District #5, Connecticut page 8 Discover the Benefits of Munis HCM page 11

2 Save time, reduce costs and gain a 360 degree view of your district with Munis

3 Today s school districts are facing increased class sizes, stronger federal, state and local requirements, and a shortage of experienced teachers as more than half of all teachers in the U.S. nearly 1.7 million approach retirement age. 1 In order to continue to meet the needs of students, school districts must reduce costs, maximize value and retain highly qualified talent Human capital management is a whole new way of looking at your employees as an investment critical to the efficiency, effectiveness and success of your school district. Munis human capital management (HCM) part of Tyler s complete enterprise resource planning (ERP) system for financial and human capital management makes it easy for you to manage employee data, make informed decisions, and hire and maintain the right people for your district. Built on Tyler s 30 years of experience focused exclusively on empowering school districts to better serve students, Munis human capital management applications deliver the right tools, functionality and access to data to help you manage your most valuable asset today, and tomorrow. One third of new teachers leave the classroom within three years. 1 1 Did You Know. National Commission on Teaching and America s Future. 25 March <

4 Human Capital Management Today 8Principles for Managing People 2 1. Value people as assets rather than as costs 2. Emphasize mission, vision and organizational culture 3. Hold managers responsible for achieving results instead of imposing rigid, process-oriented rules and standards 4. Choose an organizational structure appropriate to the organization rather than trying to make one size fits all 5. Instead of isolating the personnel function organizationally, integrate human resource management into the mission of the organization 6. Treat continuous learning as an investment in success rather than as a cost to be minimized 7. Pursue an integrated rather than an ad hoc approach to information management What is Human Capital Management? Effective human capital management is more than processing payrolls and tracking employee paid time off. It s about taking a close look at the needs of your district, analyzing your workforce, and hiring and retaining the right employees to meet organization objectives. It s about integrating all of the tools and processes associated with people and performance in order to make strategic decisions. And it s about improving the economy, efficiency and effectiveness of your district in order to better educate students. Human Resources as a Strategic Leader Human resources plays a powerful role in ensuring your workforce meets objectives, adds value to your district and achieves results but only when viewed as strategic partners with organization leaders. HR knows your employees best and can help district leaders make strategic decisions regarding workforce and organizational needs by taking a close look at all areas of your workforce including the recruiting and sourcing of employees; employee knowledge, development and learning opportunities; performance management; and employee link to the district s mission and strategy in order to hire and retain the right people for the right jobs. Find and Retain the Right Talent Your school district s success hinges on finding and keeping the right employees. Why? Because hiring the right workforce with required skills and a strong understanding of the wants, needs and challenges of your district is a driving factor in whether goals are met and you get the most value out of your people. But successful human capital management doesn t stop there. It s not enough to simply hire the right people successful districts must also keep the right people. Employee and district needs must be continually monitored, training and educational opportunities for skill development must be made available, and school leaders must make strategic decisions regarding employee career paths and succession planning. 8. Provide sustained leadership that recognizes change as a permanent condition, not a one-time event 4 2 United States Accounting Office, Office of the Comptroller General, Human Capital: A Self-Assessment Checklist for Agency Leaders, September 2000

5 Align Goals Do your employees know what your district s objectives are? Does each employee understand the role he or she plays in meeting these goals? How well do employees follow established process and procedures? Positive answers to these questions are essential for ensuring your workforce is efficient, effective and providing the right value to your district and essential for ensuring that your district is truly meeting the needs of citizens. By employing a hire to retire strategy that integrates all of the information, tools and processes associated with people and performance, human capital management aligns your employees goals with the goals of your district in order to meet specific, measurable and realistic objectives. Each employee gains a clear understanding of his or her role in meeting objectives and your leaders are able to easily make informed decisions regarding areas where workforce skills are lacking, who to target for promotions, and whether processes and procedures should be updated. The result: Happy, productive employees and an empowered school district able to focus on providing students with the right skills and knowledge to be successful in life. The Right Human Capital Management Software for School Districts Your employees are your greatest resource but managing and deriving value from your workforce isn t always a smooth process. Employee data is often maintained in multiple siloed databases; outdated technology lacks important analytic functions that can provide insight into the needs of your workforce; and fewer available resources can leave districts without the right people or tools to get the job done. That s where Munis comes in. As a leading provider of software and services to the K-12 school market, our human capital management software is designed with an insider s insight of your challenges, wants and needs. Our employees are experts in the industry and many have worked in school offices just like yours. Our software is developed using the latest technology and includes the tools and functionality you need to effectively manage your workforce. And our single mission is to empower people just like you to focus on student achievement by helping districts become more efficient, effective and responsive. By integrating all of the tools and processes associated with people and performance in a strategic and organized manner, Munis provides a complete view of your district, allowing you to:»» Streamline and simplify processes»» Align employee and district goals»» Provide information and training to employees»» Improve efficiency and reduce costs What s more, when you purchase software with Tyler, we believe you are purchasing the last software system you will ever need. That s why we provide all product and feature upgrades free of charge as part of your maintenance contract, meaning you ll never have to purchase a new version of your Munis software. It means upgrades and new releases are released throughout the year and clients can incorporate changes and advancements when they are ready, greatly reducing the disruption to employees work. And it means a significantly lower total cost of ownership compared to other human capital management systems. Save time, reduce costs and gain a 360 degree view of your district with Munis. 5

6 streamline hr processes Streamline Human Resources Processes Strategic management of employees requires the deliberate and proactive use of easily accessible information. After all, how can you make fact-based decisions and work efficiently when information is hidden in scattered, outdated systems? An enterprise-wide system for streamlining the entire employee life cycle, Munis HCM integrates employee data from multiple sources for easy employee recruitment, development and performance management. Munis HCM empowers human resources administrators to become strategic leaders within their organization by providing easy access to the information needed to make informed decisions about their workforce, manage risks before they become crises and maximize the value of your district s human capital investments. Powerful Central Programs Munis central programs provide administrators with easily accessible overviews of critical employee-related data, providing unrivaled insight into your workforce. Accessed directly from the Munis Role-Tailored Dashboard, these central programs integrate key employee information from Munis applications into one central screen, providing one-click access to relevant data. Built-in advanced presence functionality developed on the Microsoft Unified Communication server improves workflow by indicating whether an employee is available, and users can initiate an , IM or phone chat with an available employee directly from the Munis screen. Sites can define and apply custom tags, such as excels, first choice and soon to retire, to employees within the system to help with filtering or searching. And users can customize which fields of information are visible on their central screen for faster review. Developed using Microsoft Silverlight technology, Employee Central provides managers and HR representatives with a fast way to view comprehensive employee information, without having to open multiple modules or screens. Simply search for employees by location, department, job class and more, and Employee Central displays a list of matching employees. Users have the option to hover over employee listings for additional information, or click on the details button to display the employee s master record maintained in Munis Human Resources Management. Users can view personal information, compensation and contract details and history, accruals, certifications, professional development including career track and progression plan, actions and more right from one screen. And because Employee Central is built to be flexible, users can customize their view by selecting where each panel appears on screen. 6 Employee Central

7 Stress-Free Wizards Workforce Central Main Screen An advanced tool designed to help district leaders make informed decisions, Workforce Central provides a high level overview of your employees, helping you effectively gauge the health of your workforce and analyze data. View up-to-date numbers on headcount, open positions and more; drill down to more detailed information by viewing by location, job class, group bargaining unit or organization; and even apply reduction criteria to determine the impact of a reduction in staff. Filter results by position, demographics, qualifications or tags and view resulting information in a tree map, box, graph or employee photos view. Workforce Central also provides an advanced compare view that allows leaders to evaluate employee or applicant skills and qualifications by viewing selected candidate information side-by-side. Users can even take a snapshot of the comparison view to share with others. Munis truly provides you with the necessary information to choose the right person for the job. You need to streamline processes and save time. Munis built-in Wizards make it possible. Need to add a new employee to the system? Simply launch the Employee Add Wizard from the applicant review page in Munis Applicant Tracking and the information including name, contact information, birth date, hire date, and default pay, deductions and accruals information based on job class is automatically populated to the correct fields. Once the user hits submit, the Wizard automatically creates needed employee records, assigns a unique employee number and changes the applicant s status to hired. Munis HCM also offers a W-2 Wizard to guide users step by step through the time-consuming process of generating W-2s, ensuring you do it right the first time. Information is automatically pulled from the Munis applications and instructions are provided for each step. Have questions about generating W-2s in Munis or W-2s in general? Our W-2 Wizard also provides links to TylerForms documentation and technical support, as well as to IRS and Social Security Administration publications. Employee Add Wizard W-2 Wizard Complete Reporting Munis goes beyond standard reporting, making it quick and easy for users to view and report on key data, such as IRS 941 forms for payroll taxes, the Employer Information Report EEO-1 and the No Child Left Behind Qualified Teacher Report. In addition, full integration with Microsoft Office allows users to export summary and detail data to Word and Excel right from Employee Central. Embedded links in the documents link back to individual employee records, negating the need to manually search for an employee within the Munis system if more information is needed. Workforce Central People View Munis helps you do it all, quickly and efficiently. 7

8 Amity Regional School District #5, Connecticut Industry: School District Years as a Tyler Client: 10 Tyler Products Used: Munis, Tyler Content Manager Budget: $43 million Employees: 2,549 The estimated annual cost savings [of using Munis] is $87,337. The District s ROI shows a payback of less than one year. This is an extraordinary return on investment. -Terry Lumas, Finance Manager 8

9 Challenges: Increasing workloads coupled with time-consuming manual processes High paper consumption and money and time wasted spent copying, mailing and filing documents Inefficient tracking of employee timesheets and inability for employees and administrators to easily access payroll information Lack of workflow for document approval processes Solutions: Fully electronic system for entering and tracking employee timesheets and for administering employee payroll Complete solution for electronically sending direct deposit advices to employees Employee Self Service provides employees with direct access to payroll records and the ability to submit timesheets electronically Automated workflow for document status tracking and approval Benefits: Significant savings in personnel time, delayed actions and amount of paper used More than $11,000 saved annually by electronically transmitting direct deposit advices to 90% of employees Nearly universal (97%) positive feedback from staff regarding Munis user-friendliness and employees ability to access valuable information Document approval time reduced from days to hours or minutes Finance staff received prestigious GFOA awards for financial reporting and budgeting 9

10 Simplify Payroll and Budgeting Payroll and budgeting: they re at the core of human capital management and must run without a hitch. When employee pay is on the line and your district s budget is in question, processes must be simplified, streamlined and reliable. benefits of munis hcm Munis Payroll makes your payroll processes faster and more efficient. Specifically designed to meet the payroll processing needs of school districts, Munis Payroll is tightly integrated with Munis HCM and Munis fund accounting and budgeting applications including Munis General Ledger for true multi-fund processing, Munis Accounts Payable for fast withholding check processing and Munis Human Resources Management for single transaction entry to eliminate redundant data. It provides a convenient visual representation of the payroll process with arrows indicating required steps, completed steps, steps to do and steps in error so users always know where the payroll process stands. Sites can set up multiple entry and import options for timesheets including electronic timesheet entry for fast, paperless timesheet processing; can choose to reimburse expense reports generated through Munis Expense Reimbursement through payroll; and can even set up integration with a third-party system designed to direct deposit advices, ensuring employees are kept informed. Munis Payroll also makes it easy for school districts to process teacher contracts and pay. The system tracks earned amounts, ensuring that not only are teachers paid year round, but at any point the amount owed a teacher can be calculated and paid upon early termination. Stipend pay-out functionality allows users to easily track and manage payment of supplemental assignments, such as coaching or advising of extracurricular activities. Contracts are automatically recalculated based on a late start or early termination date. And the substitute pay table quickly calculates substitute teacher pay by tracking daily rates and allowing for rate changes to be made based on the number of days worked. Users can also easily create multiple calendars aligned to the district. Each school can customize payroll calendars for fast access to overviews of the fiscal calendar year according to which employees are paid, and can create work calendars based on job class for each position within the district for quick identification of workdays, non-workdays, conference days, professional development days and more. Your payroll process is simplified, helping to ensure employees are paid accurately and on time. Now you need to know how payroll and employee changes affect your budget. Advanced position and budget control within Munis allows you to forecast future salary and benefit costs, including step and contract increases, and simulate changes to positions during a specified time period. Providing complete integration between budgeting and human resources processes, position and budget control makes it easy to: Budget for employees that are expected to be hired during a certain time period Compute precise annual salary amounts for each employee View current year budget, actual and projected figures by position Post budget savings and update budget amounts View current employees and access a history of employees for a given position Create a district chart of positions Link payroll expenditures with a department s personnel requirements and tie them to specific employees or positions 10 Improve payroll processing, gain budget visibility and effectively manage HR-related costs with Munis.

11 Benefits of Munis HCM Employees Online enrollment in benefits and instant access to pay and paid time off history Greater control over personal information and career paths Instant answers to HR questions Human Resources Strategic rather than administrative role Mange workforce from a single source Lower HR costs and deliver better services to employees Address workforce demands Administrators Employ better-informed decision making Align Employee and Organization Goals Good human resources software helps you manage employee pay and track employee sick time. Great human capital management software helps you effectively analyze information, make informed decisions and align employee and organizational goals. With Munis your recruitment, compensation, retention, training and development plans work together to promote your district s goals. This advanced system delivers the powerful business intelligence, tools and functionality needed to effectively manage your workforce:»» Use Munis Applicant Tracking to upload resumes and set customizable applicant conditions in order to find the right person for the job»» Utilize workflow history, alerts and notifications in the Munis Role-Tailored Dashboard to track, analyze and evaluate employee productivity and efficiency»» Identify, assess and mitigate workforce risk with Munis Risk Management»» Perform an employee skills inventory and compare results against set objectives and career progression paths using Munis Employee Professional Development Munis provides a complete view of your workforce, so you can ensure your district s goals are consistently and successfully met. Actively plan for business change Find and retain the right talent Reduce paperwork and overhead costs School Districts Reduce costs and do more with existing resources Achieve organizational goals and objectives Enhance workforce performance and increase agency adaptability Role-Tailored Dashboard 11

12 Provide Important Information to Employees Human capital management isn t just about providing your school leaders and HR personnel with easy access to employee data it s also about providing your employees with the information needed to successfully follow policies and procedures and make a contribution to the district in a meaningful way. With Munis, you provide employees with the information, advice and tools needed to manage their careers and develop and retain the skills necessary to be productive members of your team. Munis Employee Directory offers quick access to basic employee information, including phone number and , position, location, supervisor and even a photo. The built-in presence indicator lets users know if the person he or she is seeking is available and an , IM or phone chat can be initiated directly from the directory entry. Employee Self Service Munis also provides employees Improve Worker Efficiency with key access to important personal and professional information through Munis Employee Self Service. HR administrators can post announcements, facilitate end-of-year benefits selection and empower employees to take an active role in managing their careers by making personal information available in real time on this customizable website. In addition, full workflow functionality means paid time off (PTO) requests are easier than ever. Notifications are sent directly to an employee s manager when PTO is requested, and the employee is alerted when a request has been approved or denied. True integration with Microsoft Outlook even allows Munis Employee Self Service to automatically populate each employee s Microsoft Outlook calendar once the PTO is approved. Keeping your employees informed has never been easier. 12

13 Improve Worker Efficiency and Reduce Costs On average, a school district spends $11,000 to replace one teacher, ultimately costing school districts nationwide nearly $5.8 billion each year. 3 When you re looking to reduce costs and make do with fewer resources, you must look inside your district to retain qualified talent, improve employee efficiencies and gain value. Munis can help you do just that by helping your district: Streamline workflow, improve the analysis of data and easily monitor employee productivity with the Munis Role-Tailored Dashboard. Increase efficiency and discover the savings. Match the right people to the right job with Munis Applicant Tracking. Ensure employees have the skills necessary to meet job requirements, helping to eliminate bad employee fit and reduce training costs. Manage all data associated with employees with Munis Human Resources Management. Improve efficiency and free HR representatives to focus on strategic initiatives. Plan career paths and job succession with Munis Employee Professional Development. Evaluate internal candidates for leadership roles and promote from within where possible to reduce costs associated with hiring outside of your workforce. Simplify the payroll process with Munis Payroll. Meet local, state, and federal requirements and reduce paper and overhead costs by implementing an electronic payroll process. Employ an electronic expense report process with Munis Employee Expense Reimbursement. Save time and ensure employees are reimbursed quickly and easily. Monitor and address risks before they become crises with Munis Risk Management. Reduce costs associated with job-related injuries and property damage. Provide employees with instant access to key pay, benefits, personal and district information via Munis Employee Self Service. Empower employees to manage and maintain personal information. Realize significant savings in employee time and reduced costs, all with Munis. 3 Graziano, Claudia. Public Education Faces a Crisis in Teacher Retention. Edutopia. Feb < Munis Human Capital Management 13

14 Role-Tailored Dashboard The Munis Role-Tailored Dashboard is where successful human capital management truly begins. Developed using Microsoft SharePoint, it provides an easy-to-use, simplified way of finding and accessing the data you need by integrating all of your Munis HCM and financial data into one source. Launch all of your Munis applications from a central location. Add, update or track employee information, actions and history. Track direct reports, identify payrolls in process and manage events such as performance reviews. Proactively monitor open positions, track applicants and schedule interviews. And quickly act upon approvals, notifications and alerts and analyze workforce needs. Data is displayed in real time, ensuring you always have access to the most up-to-date and accurate information, and role-based security ensures that sensitive information stays private. Improve data management, information sharing and delivery with the Munis Role- Tailored Dashboard. Human Resources Management Munis Human Resources Management streamlines the process of managing employee information. From personal information (emergency contact, address, phone number) and education/ certifications to benefit elections and wages, promotion and disciplinary history, your important employee information is available in one easily accessible place. Need to make changes to an employee s pay deductions? Simply make the changes in Munis Human Resources Management and the information is instantly available in Munis Payroll. Create job descriptions and requirements for new job openings and immediately access that information in Munis Applicant Tracking. Make changes to accrual settings and employees can instantly access updated sick and vacation accruals in Munis Employee Self Service. Analytic tools and complete reporting also provide your school leaders with the right information to make informed decisions about your workforce. Employee Professional Development Munis Employee Professional Development helps you minimize costs, retain talent and align employees with strategic organization goals. How? By empowering HR representatives to easily build and define application DETAILS Applicant Tracking Munis Applicant Tracking automates the hiring process from online application creation and processing and resume evaluation, to the tracking of applicant information and scheduling of interviews, to building personnel records once a person is hired. Upload applications electronically. Monitor and report on the status of all job requisitions and applicants. Create unlimited customized conditions and applications for each position. Create reports of top scoring candidates to compare skills and qualifications. Because Munis is a fully integrated system, personnel information created in Munis Applicant Tracking is automatically populated to other Munis applications, including Human Resources Management, Employee Professional Development and Payroll. In addition, all job openings and associated information are available on the Role-Tailored Dashboard. requirements for career paths, assign each employee to a specific path and track an employee s current status, all with the purpose of retaining and placing employees in positions that match their skills and knowledge. Add or create a progression plan to schedule employee advancement. Establish valid, reliable, results-oriented measures for individual and group performance and use the results to determine employee base pay, raises and bonuses (key information is directly transmitted to Munis Payroll). Even analyze your talent and decide who to target for leadership positions. Munis Employee Professional Development also helps your district introduce transparency and repeatability to the succession planning process. Rank existing employees based on eligibility and how well they meet job requirements to make an informed decision as to the right person for the opening position. The result: a competitive workforce aligned to support your district s mission, goals, objectives and strategies. 14

15 Payroll Implement a paperless payroll process, streamline timesheet entry, process teacher contracts, and ensure all local, state and federal requirements are met with Munis Payroll. Standard payroll functions include: payroll and expense reimbursement processing; reconciliation of employee insurance reports to monthly premium statements; manual or automatic check reconciliation; verification and tracking of employee Social Security Number, dependent and emergency contact information; and more. Munis Payroll also integrates fully with Munis Employee Self Service. What does this mean to you and your employees? It means pay, W-2, tax, benefit and accrual information is available to employees when they sign into your Employee Self Service website. In addition, any changes made by the employee, such as accrual requests, benefit selections and more, are transmitted directly to the payroll system for approval to reflected in employee pay. It s that easy. Risk Management Job-related injuries and property damage are inevitable. Munis Risk Management provides you with the tools necessary to effectively track, manage, and pay property and causality claims against your district. It enables you to handle claims quickly and easily from initial claim to related expenditures. Maintain claim-specific data, track claim activity and record expenses, recoveries and estimated costs. Link claims to employee records through direct integration with Munis Human Resources Management and evaluate injury-related compensation via integration with Munis Payroll. Manage risks before they become crises, all with Munis Risk Management. Employee Expense Reimbursement Save time and reduce paper costs with Munis Employee Expense Reimbursement, a complete electronic expense report filing system. Munis Employee Expense Reimbursement is designed for quick expense report creation, with system-generated travel request and invoice reimbursement numbers, and general ledger account codes that default in once expense types are listed. Create an unlimited number of expense claim form templates; choose whether employees submit reports before or after expenses are incurred; and even decide whether to reimburse through payroll or by cutting an AP check. When an employee logs into the application anytime and anywhere over the Internet and enters his employee number, the system automatically populates the expense report fields with data pulled from Munis Payroll. The employee then fills out the remaining required fields, hits submit and the claim is entered into the workflow process. Workflow rules can be set up to direct expense reports to different approvers based on user-defined account codes, amount and department codes, and role-based security ensures sensitive data stays private. Employee Self Service Fully customizable, Munis Employee Self Service actively extracts information directly from your Munis database and makes it available to your employees in real time over a secure Internet connection. Employees can easily monitor and maintain personal and employment information including paid time off accruals and requests, pay history, benefits selections, job openings, performance evaluations, announcements and more. A built-in pay calculator even allows employees to see the effect changes to their withholding amounts will have on their net take home pay. HR representatives are freed to spend more time acting in a consultant rather than administrative role and employees have instant access to the answers they need. 15

16 Software that thinks like you do. At Tyler Technologies (NYSE: TYL), we have a single mission: enable the public sector to be more efficient, more accessible and more responsive to the needs of citizens. That s what we do. And that s all we do in partnership with more than 11,000 clients, including local government and school offices in all 50 states, Canada, the Caribbean and the United Kingdom. Tyler Technologies is a leading provider of information management solutions and services for the public sector and Tyler is the largest company in the country solely dedicated to providing software and IT services to the public sector market. info@tylertech.com MU-PRO-SCH-BR The Tyler logo and design mark are registered trademarks of Tyler Technologies, Inc. 2013, all rights reserved. No portion of this material may be reproduced without expressed permission by Tyler.