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

1

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

3

4

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

5

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

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...

7

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

9

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

Software as a Service: AppliTrack

✤ “Invisibly” Hosted

✤ Modern browser support

✤ Leverage SMEs who do one thing, and do it well

11

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

13

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....

14

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.