FBS Conference HRMS Update

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1 FBS Conference HRMS Update July 25, 2013 Cheryl Brooks Ray Zeisz

2 Agenda LEA Release 6.3 Highlights (January 2013) LEA Release (May 2013) Truenorthlogic Data Load (June 2013) LEA Release (July 2013) Applicant 4.3 & LEA Release (in progress) Applicant Vendor Interface HRMS Steering Committee Priorities Friday Institute Update (Ray Zeisz)

3 Release 6.3 Highlights (Jan. 2013) New Separation Module New Staff Action Console New Staff Action Search form Single Create Separation form used for all types of Separations Separations can now be modified or removed Historical information is logged each time a Separation is created, modified or cancelled Separation Details form allows authorized users to view details of Separations Allows tracking of Re-employments

4 New Staff Action Console Planned to become the portal for creating/editing/viewing all Staff Actions for a single employee Currently includes Leaves, Re-employments, Separations and Suspensions

5 Create Separation Form One form is used to record all types of Separations Fields on form depend on type of Separation (Employment Status)

6 Dismissal Create Separation Form

7 Retirement Create Separation Form

8 Create Separation Form Non-Renewal

9 Create Separation Form Resignation in Lieu of Dismissal

10 Create Separation Form Withdrew Offer of Employment

11 View Separation Details

12 View Separation Details

13 Edit Separation Form LEAs now have ability to modify or remove Separations Audit trail record created for every action

14 Separation History Captured each time a Separation is created, modified, or cancelled

15 Separation History Users can view before & after values of Separation staff actions

16 Create Re-employment Form Launched from Staff Action Console

17 Create Re-employment Form (cont d)

18 Re-employment Details Accessed from Staff Action Console

19 Staff Action Search Form Authorized users can search/view staff actions across their LEA

20 Staff Action Search Results Click on Staff Action Type to view details

21 Release Highlights (May 2013) Added capability to edit or remove Re-employments Ability to view before & after details of edits New Evaluation Category field, for Licensed Positions Superintendent, Associate or Deputy Superintendent, Assistant Superintendent, Director or Supervisor, Principal, Assistant Principal, Teacher, Guidance Counselor, Media Specialist, Social Worker, Psychologist, Speech Language Pathologist, Audiologist, Licensed Support New Pre-K Teacher field, for Licensed positions Added second (personal) Employee Address Previous field relabeled as Work New Title 1 indicator for each Site New Title 1 Mass Update (for all positions at a Site)

22 Release Highlights (May 2013) Enhancements to Employee Demographics form: If the employee is on the Do Not Hire list, Not Eligible for Rehire appears and user can click on it to display comments Employee s Termination Date is displayed, if applicable Licensure Name now displays if different from HRMS Name Warning message is displayed if the form is submitted and the Name as it appears on Social Security Card Verified is not checked

23 Release Highlights (May 2013) Search Applications form enhanced When searching by vacancy, system includes current LEA employees, even if their application is currently inactive

24 Truenorthlogic Data Load (June 2013) New nightly data load that sends the following HRMS data elements to the Truenorthlogic Evaluation module for Licensed employees: LEA Number Employee Name Career/Probationary/Beginning Teacher Status Based on BT Status and Tenure Status values in HRMS Pre-K Teacher Indicator Work Address Primary Site Code

25 Release Highlights (July 2013) Modified the UID Update process to pull UIDs directly from Payroll every morning Eliminates delays in the previous process between the time the UID is created in Payroll and when it becomes available in HRMS Added new LEA Web Reports needed for Truenorthlogic data cleanup: Pre-K Teacher Licensed Positions Report Employees with Incomplete/Invalid Tenure Status and/or BT Status New Mass Update: Copy Payroll SSN Name/Update Verified Indicator

26 Applicant v4.3 & HRMS (In Progress) New LEA Configuration Page to allow LEAs to provide more information to applicants on NC School Jobs website LEA will indicate whether they still accept applications via the NC School Jobs website Custom message can be set up to display when: Applicants search for vacancies in their school district Their school district is selected to receive an application Custom URLs can be added to direct applicants to an alternate website to search for vacancies, and/or apply for jobs at their school district

27 Applicant v4.3 & HRMS (In Progress)

28 Applicant v4.3 & HRMS (In Progress)

29 Applicant v4.3 & HRMS (In Progress)

30 Applicant v4.3 & HRMS (In Progress)

31 Applicant v4.3 & HRMS (In Progress)

32 Applicant v4.3 & HRMS (In Progress)

33 Applicant v4.3 & HRMS (In Progress)

34 Applicant v4.3 & HRMS (In Progress)

35 Applicant v4.3 & HRMS (In Progress)

36 Applicant v4.3 & HRMS (In Progress)

37 Applicant Vendor Interface (Analysis In Progress) Beginning work on a vendor-neutral Applicant interface To allow LEAs to import data for employees newly hired through a third party Applicant system, without having to rekey the information to create an Employee record in HRMS Next phase of interface planned is to export HRMS Position data and Licensure data to Applicant vendors Licensure data should be provided by Iron Data

38 Steering Committee Priorities LEA 6.4 -Public Records Tracking Promotions, Demotions, Salary Changes, Transfer Type LEA 6.5 -Public Records Enhanced tracking of New Hires, Employment Status Code Changes LEA 6.6 Configuration for Board Report Board Report Public Records Report What s Next???

39 Trends in Enterprise HR Apps And the implications to North Carolina LEAs and HRMS 2013 FBS Conference July 25,

40 Where Does the Money Go? $9,802,610,275 was spent on school system salaries & benefits in % of all expenditures were for human resources Why not spend an infinitesimal percentage to ensure that the mostqualified people are in the best-fitting job, at the right time, and for the least possible cost? $3 million is just % of salaries *www.ncpublicschools.org/docs/fbs/resources/data/factsfigures/ figures.pdf 2

41 Current Architecture BUD BAAS Applicant Tracking Salary Audit Accounting Package Licensure Positions and Employee Records Professional Development & CEUs HR Reporting Teacher Evaluation 3

42 4

43 Key HR Software Functions Reporting Applicant Tracking Hiring & On-Boarding Employee Records and Data Vacancy Management Position Control Job & Employee Assignments CEU Tracking & Licensure Staff Actions Contracts 5

44 What does HRMS do Maintain personnel data, employee actions and records Project vacancies and post job openings Federal & State-mandated reports like: EEOC, Local Supplements, Teacher Turnover LEA-mandated reports Produce contracts and official letters to employees CEU Tracking and Licensure interface 6

45 Trends in NC LEAs Licensure moving to cloud-based Iron Data system Teacher Evaluation system moving to cloud-based True North Logic system ISIS & SunPac are moving from AS/400 to Microsoft SQL systems K12 Enterprise offering MS-based Finance/Payroll/HR system to replace SunPac ISIS will likely have most customers migrated to MS-based system next year Abundant options for education-specific applicant tracking systems Combined, all of these things place HRMS s future in jeopardy... 7

46 Why is HRMS in Jeopardy? As financial software (ISIS, SunPac) moves to Windows, Finance Directors may find less value in AS/400 (iseries) systems HRMS could potentially be the only AS/400 app 3 rd Party Applicant Tracking systems may reduce the use of HRMS significantly in many LEAs - potentially reducing HRMS receipts We estimate LEAs will spend $150,000+ on 3 rd party applicant tracking software in 2013, in addition to HRMS fees New Licensure or CEU Tracking system may alleviate the need for HRMS significantly in many LEAs - potentially reducing HRMS receipts Industry trend is toward more integrated finance/hr/erp solutions, away from HRMS 8

47 Key HR Software Functions Reporting Applicant Tracking Hiring & On-Boarding Employee Records and Data Vacancy Management Position Control Job & Employee Assignments CEU Tracking & Licensure Staff Actions Contracts 9

48 LEAs Not Using HRMS 3 LEAs do not use HRMS at all: Use a Custom CEU Tracking Web App Manual processes, Simple Databases (these are smaller LEAs with low turnover) Two use AppliTrack cloud-based system for Applicant Tracking 10

49 Software as a Service: AppliTrack Invisibly Hosted Modern browser support Leverage SMEs who do one thing, and do it well 11

50 AppliTrack & SearchSoft 17 LEAs are using AppliTrack today 2 LEAs are using SearchSoft today We estimate that Statewide, a 3 rd party applicant tracking system: Could cost less than $400,000 /year Greatly reduce HR staff effort expended on recruiting, interviewing and on-boarding Market and expose NC jobs to talent outside of the State 12

51 True North Logic: CEU Tracking 13

52 HRMS Fees $659,000 = $1600 per LEA + ( * ADM ) capped at $33,000 ISIS customers contribute:!! $206,000 for 366,000 ADM SunPac customers contribute:!$387,000 for 788,000 ADM Wake & CMS contribute:!! $66,000 for 290,000 ADM Example: If a few large LEAs use 3 rd party applicant system and access Licensure through API,...this changes... Example: If existing SunPac LEAs move to K12 Enterprise for HR functions,...this changes... 14

53 Reduce burden on LEA staff for State-wide requirements st Century HR System Goals Eliminate re-keying between HR and finance departments Provide employee self service portal greatly reducing central office forms processing requirements Single authoritative source of employee data Eliminate any discrepancy between payroll data and HR data Better auditing, better management with dashboards, timely data Integrate Budgeting, Salary Audit and State-mandated reports:

54 New Architecture Budgeting Positions and Employee Records NCSchoolJobs.com Applicant Tracking Accounting Package Salary Audit Data Integration Service Reporting System Licensure Professional Development & CEUs Teacher Evaluation

55 How To Gradually Reduce Dependence on HRMS Identify components that can easily be replaced with commercial software packages and guide LEAs to them Identify underused components in HRMS and stop new development first, then eventually end support Specify and document HRMS features and develop a benchmark to which vendors can develop commercial software Reduce HRMS fees; allow funds to be applied to commercial software Allow market forces to develop solutions that integrate with other industry standard solutions (e.g. IronData, TNL, Integration Services & Reporting) HRMS Steering Committee becomes the much broader "Business Systems Advisory Committee" DPI is out of the software development business and in the benchmarking/leadership business DPI negotiates statewide for optimum prices

56 Time Line Maintain old HRMS functionality on AS/400 platform: couple years Develop Specification for 3 rd Party Core HR Functionality: 2013 Move to 3 rd Party Applicant Tracking Systems: 2013 Reduce LEA s HRMS fees: 2014 Move to 3 rd Party CEU Tracking Systems: early 2014 Provide integration, reporting, benchmarking & leadership: ongoing 18

57 Backup Cloud Information 19

58 What is the AS/400 (iseries) Cloud? One large system replaces dozens & dozens of smaller systems. This little box can hold eight 3.6GHz CPUs, 512GB RAM, 7TB Disk in just 1.6 cubic feet. Economies of scale. Reduction in support and cost of basic system needs. Better security & backup. Staff focuses on strategic goals, not system operations. If all LEAs moved to SAS cloud, Statewide savings is between $1,000,000 and $2,000,000 per year.

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