Managing An HR Department Is Like Herding Cats It Ain t Easy!

Transcription

1 Managing An HR Department Is Like Herding Cats It Ain t Easy! TASPA Winter Conference December 2013 Frisco Independent School District Mr. Bob Allen, Director Business Applications & Process Dr. Linda Bass, Assistant Superintendent for HR

2 Public School Districts with highest percentage enrollment increase, to Frisco TX 2,527.13% Leander TX % Douglas County CO % Forsyth County GA % Loudoun County VA % Mansfield TX % Keller TX % Henry County GA % Gilbert AZ % Chandler Unified AZ % Source: National Center for Education Statistics

3 4,575 5,309 7,289 9,221 11,032 13,564 16,190 19,881 24,068 27,418 30,751 33,895 37,281 40,122 42,707 45,993 49,256 52,673 55,807 Growth Projections 55,000 Historical As of Oct. 1 Projected (PASA) 42,000 29,000 16,000 3,

4 Frisco ISD 45,901 Students 2,467 Seniors / 3,636 Kindergarten 5,853 Full or Part-Time Employees 6 High Schools 13 Middle Schools 33 Elementary Schools 4 Special Program Schools 4 New Elementary Schools in New Middle School in 2015, 2016, & New High School in 2014 & 2015

5 Current Situation Huge Volume of District Data Need to Comply with NCLB, FERPA, & HIPPA Limited Resources Increased Workload Maintain Consistent Records Policies

6 This is how it feels!

7 Vision Without Execution Is Hallucination Thomas Edison

8 Technology Enablement The FISD has embarked on an extensive strategy of technology enablement and systems integration: Electronic Student Registration Data Warehouse Predictive Analytics Data Validation Electronic Content Management Forms Management Workflow

9 These Enabling Technologies Allow Streamline the process of documents, records, and data between departments and staff; Focus staff on more value added opportunities; Identify duplication of effort; Provide electronic documents that will be protected by our network backups and less susceptible to theft, loss and destruction from natural disasters; and

10 Establish groundwork for best practices in business process automation

11 Reengineering is the Key Without reengineering, project comes complete with a lifetime guarantee for disappointment All tangible benefits are derived from business process change, not technology Don t pave the cow path Provides opportunities for workforce to focus on more value added responsibilities Since inputs are static, process improvement is the only way to improve results

12 Did You Know? Employees spend 40% of their time looking for information The average document is copied 9 times It costs $25,000 to fill a 4-drawer cabinet Professional s annual investment 500+ hours reviewing and routing files 150+ hours looking for incorrectly filed documents Maintains 20,000 pieces of paper

13 ELECTRONIC CONTENT MANAGEMENT and PROCESS & PERFORMANCE MANAGEMENT

14 ECM Benefits Significantly reduce the cost of printing, filing, and storage Eliminate the costs of pulling and transporting records from off-site storage Instantly fulfill records requests, without having to copy and collate large numbers of documents Easily locate documents through keyword searches

15 Automate and place structure around the filing of your records View, print and documents right from your desktop computer Protect records from unauthorized use with comprehensive security Integrate to existing applications district-wide The possibilities are endless We are limited only by our own imagination

16 ECM Launch DocuNav/LaserFiche agreements signed on April 16, 2012 Platform updated to 9.0.1, February 2013 ECM Platform consists of multiple functional capabilities: Electronic Content Electronic Forms Workflow Business Process Reporting and Analytics

17 Human Resources Focused Transformation Our integration strategy is based on using the workflow capability embedded within the LaserFiche application Built employee filing system Secured employee acceptance for electronic acceptance

18 Projects Employee Handbook distribution and acceptance Responsible Use of Technology distribution and acceptance Contract generation, approval and filing PDAS electronic acceptance and document retention All new hires electronic files only Employee salary verification statements

19 Projects Continued Position Inventory processing Electronic Letters of Reasonable Assurance for non-contract employees Automated years of service reporting Board Document generation for employee contract approval Electronic Onboarding

20 Recently Implemented and Upcoming Automation Projects Affordable Care Act notification & acceptance Teacher Transfer Process Candidate pool with filtering capability Data integration with position inventory Pre-populated reassignment form sent to principals Update holding tank of future-dated information Notification s

21 Employee Reassignment Initiated by Hire Via Automated Transfer Request Process Pre-populated reassignment form sent to hiring principal Apply logic to validate certificate status Data integration with efinance Update holding tank of future-dated information Notification s

22 Employee Reassignment Initiated by Change in Master Schedule Via Automated Monitoring Apply logic to determine if reassignment is required Apply logic to determine if position control update is required Generate pre-populated assignment form Generate pre-populated position control change form Apply logic to validate certification status Data integration with position inventory Data integration with efinance Update holding tank of future-dated information Notification s

23 Additional Automation Projects Position Control Change Request Initiated by Automated Reassignment Process Employee Reassignment Initiated by Hiring Managers Resignation/Exit Interview Auxiliary Onboarding Employee Stipends

24 Process & Performance Management PPM A holistic approach that helps organizations create a structure to address efficiencies and effectiveness in a cross-functional, process focused to obtain higher levels of performance

25 Process Classification Framework APQC (American Productivity & Quality Center) 6.0 Develop and Manage Human Capital 6.1 Develop and manage HR planning, policies, and strategies 6.2 Recruit, source, and select employees 6.3 Develop and counsel employees 6.4 Reward, retain, and engage employees 6.5 Redeploy and retire employees 6.6 Manage employee information

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30 If you are patient and wait long enough Nothing will happen! - Garfield the Cat