FBS Conference HRMS Update · K12 Enterprise offering MS-based Finance/Payroll/HR system to ......
Transcript of FBS Conference HRMS Update · K12 Enterprise offering MS-based Finance/Payroll/HR system to ......
FBS Conference
HRMS Update
July 25, 2013
Cheryl Brooks
Ray Zeisz
Agenda
� LEA Release 6.3 Highlights (January 2013)
� LEA Release 6.3.1 (May 2013)
� Truenorthlogic Data Load (June 2013)
� LEA Release 6.3.2 (July 2013)
� Applicant 4.3 & LEA Release 6.3.3 (in progress)
� Applicant Vendor Interface
� HRMS Steering Committee Priorities
� Friday Institute Update (Ray Zeisz)
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
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
Create Separation Form• One form is used to record all types of Separations
• Fields on form depend on type of Separation (Employment Status)
Create Separation Form
Dismissal
Create Separation Form
Retirement
Create Separation FormNon-Renewal
Create Separation FormResignation in Lieu of Dismissal
Create Separation FormWithdrew Offer of Employment
View Separation Details
View Separation Details
Edit Separation Form• LEAs now have ability to modify or remove Separations
• Audit trail record created for every action
Separation History• Captured each time a Separation is created, modified, or cancelled
Separation History
• Users can view “before” & “after” values of Separation staff actions
Create Re-employment Form
• Launched from Staff Action Console
Create Re-employment Form (cont’d)
Re-employment Details
• Accessed from Staff Action Console
Staff Action Search Form• Authorized users can search/view staff actions across their LEA
Staff Action Search Results
• Click on Staff Action Type to view details
Release 6.3.1 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 Email Address� Previous Email field relabeled as “Work Email”
� New Title 1 indicator for each Site
� New Title 1 Mass Update (for all positions at a Site)
Release 6.3.1 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
Release 6.3.1 Highlights (May 2013)� Search Applications form enhanced
� When searching by vacancy, system includes current LEA
employees, even if their application is currently inactive
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 Email Address
� Primary Site Code
Release 6.3.2 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
Applicant v4.3 & HRMS 6.3.3 (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
Applicant v4.3 & HRMS 6.3.3 (In Progress)
Applicant v4.3 & HRMS 6.3.3 (In Progress)
Applicant v4.3 & HRMS 6.3.3 (In Progress)
Applicant v4.3 & HRMS 6.3.3 (In Progress)
Applicant v4.3 & HRMS 6.3.3 (In Progress)
Applicant v4.3 & HRMS 6.3.3 (In Progress)
Applicant v4.3 & HRMS 6.3.3 (In Progress)
Applicant v4.3 & HRMS 6.3.3 (In Progress)
Applicant v4.3 & HRMS 6.3.3 (In Progress)
Applicant v4.3 & HRMS 6.3.3 (In Progress)
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 re-
key 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
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???
July 25, 2013
Trends in Enterprise HR AppsAnd the implications to North Carolina LEAs and HRMS
2013 FBS Conference
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Where Does the Money Go?
✤ $9,802,610,275 was spent on school system salaries & benefits in 2012
✤
82% of all expenditures were for human resources
✤ Why not spend an infinitesimal percentage to ensure that the most- qualified people are in the best-fitting job, at the right time, and for the least possible cost ?
$3 million is just 0.0003% of salaries *www.ncpublicschools.org/docs/fbs/resources/data/factsfigures/2012-13figures.pdf 2
Current Architecture
Applicant Tracking
Positions and Employee Records
Professional Development & CEUs
HR ReportingAccounting Package
Licensure
Salary Audit
BUD
Teacher Evaluation
BAAS
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Reporting
Key HR Software Functions
Applicant Tracking
Hiring &On-Boarding
Employee Records and Data
Vacancy Management Position Control Job & Employee
Assignments
CEU Tracking & Licensure Staff Actions Contracts
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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
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Trends in NC LEAsLicensure 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...
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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
✤ 3rd 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 3rd 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 HRMS8
Reporting
Key HR Software Functions
Applicant Tracking
Hiring &On-Boarding
Employee Records and Data
Vacancy Management Position Control Job & Employee
Assignments
CEU Tracking & Licensure Staff Actions Contracts
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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
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Software as a Service: AppliTrack
✤ “Invisibly” Hosted
✤ Modern browser support
✤ Leverage SMEs who do one thing, and do it well
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AppliTrack & SearchSoft
✤ 17 LEAs are using AppliTrack today
✤ 2 LEAs are using SearchSoft today
✤ We estimate that Statewide, a 3rd 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 State12
True North Logic: CEU Tracking
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HRMS Fees
$659,000 = $1600 per LEA + ( 0.363 * 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 3rd party applicant system and access Licensure through API, ...this changes....
Example: If existing SunPac LEAs move to K12 Enterprise for HR functions, ...this changes....
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21st 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:
✤ Reduce burden on LEA staff for State-wide requirements15
NCSchoolJobs.comBudgeting
New Architecture
Applicant TrackingPositions and Employee Records
Professional Development & CEUs
Accounting Package
Licensure
Salary Audit
Teacher Evaluation
Reporting System
Data IntegrationService
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
Time Line
✤ Maintain old HRMS functionality on AS/400 platform: couple years
✤ Develop Specification for 3rd Party Core HR Functionality: 2013
✤ Move to 3rd Party Applicant Tracking Systems: 2013
✤ Reduce LEA’s HRMS fees: 2014
✤ Move to 3rd Party CEU Tracking Systems: early 2014
✤ Provide integration, reporting, benchmarking & leadership: ongoing
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Backup
Cloud Information
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What is the AS/400 (iSeries) Cloud?
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.
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.