increasing erp efficiencies: a benefit to all employees

• Introduction• Review of research – Center for Digital Education• District perspective – Douglas County Schools• Questions

Older administrative and management solutions in use by K-12 schools today make it difficult for districts to easily and effectively understand their financial health, properly provide necessary reporting, recruit and retain top teaching talent, and operate at peak efficiency

THE PROBLEM

WHAT IS NEEDED• Robust ERP, Finance and HR solutions that are purpose

built for today’s school districts• Forward looking to address future needs• Easy to use• Simple to maintain and sustain• Affordable

Financial Reporting and analyticsRevenue ManagementFund AccountingEndowment AccountingBudgetary Control and Commitment

Accounting

Asset Management

Projects

Expenses

Procurement

Grants Management

CORE ERP APPLICATIONS

• Gain a more complete and accurate picture of the complete district

• Equip executive staff, principals and other managers with relevant, contextual financial insights— available on any appropriate device

• Provide internal governance, apply consistent controls, and reduce risk

• Embrace organizational, process, and reporting changes with limited disruptions

• Provide a consistent and easy-to-use interface for all users

UNIFIED APPROACH BENEFITS

SPECIFIC HR CHALLENGES• Support in selecting new teachers

• Respond to State Assessments• Update and retool current approaches• Interviews• Screening tools

TALENT MANAGEMENT• Faculty and staff talent must be the top priority for any district

today. Ongoing changes require districts be proficient at identifying, developing, and retaining top talent.

• A good talent management solution will:• Provide real-time, global visibility into a district to enable more strategic

talent decisions• Unify performance measurements and compensation processes with the

core HR system for better visibility, flexibility, and control• Identify opportunities that enable more proactive management or the

entire district workforce

• Quickly Identify The Best and Brightest• Assess Person-Organization Fit• Reduce Time and Cost-To-Hire

DESIRED OUTCOMES

Brian CesareChief Human Resources Officer

The Douglas County School District

Experience

DOUGLAS COUNTY SCHOOLSDouglas County School District (DCSD)

• 20 minutes south of Denver• 68,000 students• 8600 employees• 900 square miles

A History of Innovation• First Public Preschool Kindergarten (PK)12 to implement market-based

pay for teachers• First Public PK12 to implement Workday• First PK12 to differentiate pay increases based on performance and

range position

DOUGLAS COUNTY SCHOOLS

Why a human resources, payroll, and benefits software change?

DOUGLAS COUNTY SCHOOLSSystem Replacement Required

• Obsolete

• Maintenance support soon to be discontinued

• Multiple data sources

• System streamlining needed

• Manual, time-intensive, paper processes

STRATEGIC DECISIONMoving HR from Administrative to Strategic:

• New teacher graduates down 25%

• Substitutes down 40%

• Absenteeism double the national average

• Cultural shift—pay for performance, autonomy, and

accountability

DCSD HR SYSTEMS HISTORY• Oracle Mid 90s

• Customized integrations• Home-grown recruiting software• Halogen• Subfinder• Aesop• Taleo• Workday

PHILOSOPHY- PROCESS IMPROVEMENT

CHALLENGES• Software-as-a-Service (SaaS) (Target)• Vernacular (Manager Business Process)• Talent (Workday)• Communication• Existing configurations• Departmental progress

• People • Processes—CARE

• Vendor configurations

PAST AND PRESENT

20

UPDATING SYSTEM ARCHITECTURE

All Internal Applications

Recruiting and Onboarding

Content Management

eBenefitsIdentity Management

Data

Field Trips

Edulog

T.O.M.

Reducing Number of Systems

21

CURRENT ARCHITECTURE

All Internal Applications

COMMUNICATION & CHANGE

MANAGEMENT

WIL ROLE

MOVED FROM..

123123Smith, Joe

123123-2123123-2

123123-2123123-2

ABC School

ABC SchoolABC School

ABC School

987 Wilcox Street

TO A MORE INTUITIVE SYSTEM

LESSONS LEARNED• Improve processes—CARE• Smaller project first—Taleo• Find and hire Workday talent early• Communication (WILs)• Secure or build IT expertise• Statement of Work (SOW)• Manage the “E-gap”

• Resource reallocation• Data integrity• Simplicity for employees and leaders• Greater autonomy and accountability• Better reports• More data for continuous improvement• Reduced costs• Implemented on time and on budget

RESULTS

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Oracle Insight -Review of Current District Processes

February, 2011 Launch

Oracle Insight

Recommendations Delivered, July, 2011

Software Demos

February-April: Demos of Top Four Finalists

NegotiationsWorkday and CedarCrestone Contract Negotiations December - April 2014

Adoption of Internal System ChangesAESOP Subfinder Budget Reporting ToolSpring, 2012

Financial & Human Resources Software (ERP)

RFP Posted, November 2012

Software Demos

July - November: Oracle & Workday Deep Dive Demos

FY 2014FY 2013FY 2012FY 2011

Financial & Human Resources Software

Taleo Recruitment and Onboarding

Implementation, December 2012 thru September 2013

Procurement Timeline

30