Digital Personnel Files NYSASPA, November 1, 2016

Scott Massie, Assistant Superintendent for Human Resources

Hilton Central School District, 225 West Ave - Hilton, NY 14468 - 585-392-1000

© Hilton Central School District. All rights reserved.

Strategy

Partner to Develop

a Digital Platform

Improve

Efficiency

Maintain & Enhance

Effectiveness

Securely Expand Use

of Personnel Files

2

Vision

Transform all human resource & business operation functions

into a paperless/digital formats where the platform,

the Employee Management System,

communicates and integrates with all other systems.

Vision

3

Employee Management System

Modules and Capabilities

New Employee Onboarding

Salary Adjustments

Professional Development

Teacher Annual Professional Performance

Review

School Related Personnel

Evaluations Attendance Scanning Medical

Print to SchoolFront,

Forms and Mail Merge

Notifications

Integration and Data Sources

Munis / WinCap Online Web

Recruitment / RecruitFront*

Munis / WinCap My Learning Plan

/ PDFront*

My Learning Plan / PDFront*

DataCation Infinite Campus /

SchoolFront Munis OASYS

Munis / WinCap

Kronos / Attendance-

Front*

Munis / WinCap

Existing Paper Based Personal

Folder Unavoidable Future Paper

Munis / WinCap

Any Printable Application

including Email, World, Excel, Web Browser

and PDF

Output to Personnel File

Pre-Employment Resume

References Cover Letters

Transcripts

Salary Adjustments Signed Salary Adjustment

Transcript Transcripts

Input to Salary Adjustment

Evaluation / Tenure

Completed and Digitally Signed performance

Evaluation

Evaluation / Tenure

Completed and Digitally Signed performance

Evaluation

Attendance Annual

Attendance Summary

Accrual Forms

Existing file digitized

Benefits FSA Enrollment

Medical Enrollment

Cancellations Dependents

Correspondence / Misc

Board Letters Fingerprints

Communications Claim Forms

4 *RecruitFront will be available in Q1 2017, AttendanceFront will be available in Q2 2017

Source of Record for Employee Data

Financial Platform-Primary Source of Record for Employee Data

• Demographic, salary, organization (supervisor), location, attendance, etc.

• Automatic feeds to SchoolFront setup twice daily, 11 AM and 10 PM

• Recently added imports back into Munis for payroll inputs resulting from claim forms and professional development

5

Demographics, Attendance and Financials

Inputs to Payroll

Munis

Business Office

SchoolFront

How the System Benefits the Employee?

Truly integrated, single point of entry for most employee HR and Business

• Personnel File Access: Scanned or Originating in SchoolFront Through Digital Processing

• Salary Adjustments: Approve/Sign or Challenge, Select 22/26 Payment (10 month employees)

• Professional Development: Transcript/Receipt Upload, Payment Status for In-Service Stipend and Expenses, View Completed Courses (multiple years)

• Benefits Enrollment: Open Enrollment (Medical, Vision, Dental, and FSA, Life Insurance added for 2017), includes Processing for Opt Out and Waivers, Access to Financials, See breakdown of financials (employee/employer contributions to premiums) – Heavy Emphasis on Consumerism

• Evaluations:

• Teacher APPR Process including student/course selection,

• SRP Evaluation Process includes rubric scoring w/ regular feedback, mid- & end-of-year reflections

• Claim Forms

• HR & Business Portal:

• Enhances Communicate (e.g. open enrollment notification, salary notice distribution notice, etc.)

• Links to other sites and information

6

What are the benefits to the Supervisor?

7

Truly integrated, single point of entry for most employee HR and Business interactions

• Remote Access to Personnel Files For Direct Reports

• Building Principal: Access to personnel files of all employees working in their building

• Director of Special Education: Access to all special teachers, psychologist, etc., regardless of building

• Superintendent/Assistant Superintendents: Access to all employee files

• Access Rights: Determined by District

• Easy Access To Employment History

• Transfers Into Buildings

• New Supervisor To The District

• Set-Up Evaluation Teams (if desired)

• Process Claim Forms Digitally

What are the benefits for System Administrators?

Human Resource System Administrators--Streamline and Improved Efficiencies:

• Onboarding New Hires (Single Entry Point)

• Board Action Letters and Notifications

• Salary Notice Generations, Distribution, Collection and Storage

• Reconciliation of Professional Development and Graduate Hour Updates

• Medical Plan Administration

• Efficient Open Enrollment Process

• Improved Methods for Anticipating Migration

• Reconciliation of medical payments

• Improves FOIL Request Administration

Business System Administrators--Streamline and Improved Efficiencies:

• Proactive and Automatic Notification of PD Completion Payments

• Avoids Potential Double Pay Methods for PD Hours

IT System Administrators--Streamline and Improved Efficiencies:

• Reduction of disconnected applications resulting in reduced hard and soft costs

• Integrated with Active Directory for seamless username/password management

All Departments– Streamline and Improved Efficiencies:

• Digital paper trails for activities and changes

• Effectively manage workflows associated with various processes

8

How we got here

9

7/1/2013 10/1/2013 1/1/2014 4/1/2014 7/1/2014 10/1/2014 1/1/2015 4/1/2015 7/1/2015 10/1/2015 1/1/2016 4/1/2016 7/1/2016 10/1/2016 1/1/2017 4/1/2017 7/1/2017

Aug 2013

Kick Off

Sep 2013

Food Service Workers Salary Adjustments

Jul 2014

MLP Integration & BusinessProcess Optimization

Oct 2014

Salary Adjustmentsfor PD Changes

Sep 2014

APPR 3012-C

Nov 2014

DataCationIntegration

Sep 2013

MunisIntegration

May 2014

Teacher SalaryAdjustments

Feb 2014

Board CommunicationImplemented

Jul 2015

Infinite CampusIntegration

Aug 2015

Paper FilesScanned

Jan 2015

Prep Paper Files

Oct 2016

Personnel File Roll-out to Employees and Supervisors

Sep 2016

APPR 3012-D

Nov 2015

Digital BenefitsOpen Enrollment

Dec 2015

SRPEvaluationsMay 2015

APPR Support forTransition Score

Dec 2016

Claim Forms V1

Feb 2017

Midyear Non-tenured Teacher Review

Jul 2017

APPR TeacherObservations

Jul 2017

All PD Transitioned To PDFront

Mar 2017

RecruitFront

Jun 2016

Improved Benefits & Salary

AdjustmentReporting

May 2017

Claim Forms V2

Apr 2017

AttendanceFront

Dec 2013

Administration & ConfidentialSalary Adjustments

Sep 2015

APPR ChallengeProcess

May 2015

ADFS Support

Aug 2016

Munis AttendanceFeed

Mar 2016

NYS TeacherAttendance

Report

Jun 2015

NYS APPRReport

Mar 2015

Local FileSynch Tool

• Identified key sources of paper focusing primarily on HR

• Salary adjustments, evaluations, forms, hiring, fingerprinting, transcripts, etc.

• Expanded Scope to include Business Office

• Claim forms, PD reimbursements, financial auditing

• Determined data elements required to digitize paper process

• Created integrations with Munis, My Learning Plan, OASYS, DataCation and Infinite Campus

• SchoolFront team coded configurable modules to replace paper process over the last 3 years

APPR Highlights

We started with a problem

Forced to use multiple systems

10

Phased Solution

• Need a singular system to manage APPR components

• Minimize labor and management for district stakeholders (teachers,

administrators, clerical)

• Fully customizable and flexible to accommodate any current or future

APPR requirement

• OASYS– observations, rubric (60pts), composite/final form

• Variety of tools to handle the Local and State 20 points

• Infinite Campus

• DataCation

• 2012-13 new APPR regulations, we built a custom tool (Excel)

• 2013-14 eDoctrina

• 2013 SchoolFront develops digital personnel file for the district

• 2014-2015 SchoolFront

• Replaces excel spreadsheets and eDoctrina

• Supports 3012-C including NYS Reporting

• Integrates with DataCation

• 2015-2016

• Integrates with Infinite Campus

• NYS Attendance Reporting

• 2016-2017 Support for 3012-D

• Support for 3012-D Matrix HEDI Tables

• Define student population including targets from either a defined target table or manual targets

• Used heavily in 3012-C • Subset of teachers in 3012-D

• Regents exams • Science 8 State Assessment • Other teachers use district wide score based on the

average of the regents exams

• Full control over look and feel of final evaluation document • Any field from the system • Attendance data • Show/hide HEDI Tables • Include logos • Example of 3012-C Evaluation

• Courses and enrollment imported from Infinite Campus

APPR Screens

11

Open Enrollment Highlights

• Digital medical, dental, vision and FSA enrollment

• Employee access to the various benefits offered can be configured by group or employee

• Kick off open enrollment for the entire organization in < 2m

• Mass email sent with instructions via SchoolFront

• Customized financials (employee vs employer contribution, etc.) sent per group

• Opt-out collects evidence of alternate insurance

• Waiver support for substitutes, coaches, etc.

• Quickly identify status of employee enrollment

• Provides means for communication

• Completed forms placed in employee personnel file

• HR Audit to confirm uploaded evidence and selections

• Medical feed directly to Excellus

12

• Proof of insurance collected with opt-outs • Audit process confirms files validity

• Digital form provides the same fields as the paper edition

• Demographic data prepopulated from Munis • Migration reports • Selections by union group • Invoice reconciliation

• Employee selections determines which forms are presented • Easy to use wizard walks the employee through the process • Optionally attach documents to the enrollment process • Available plans and options can be configured

• Support for Opt-out and Waivers

Open Enrollment Screens

13

Questions

?

• How can we provide meaningful PD without knowing what skills are needed to do job better?

• How can we be assured employees are provided meaningful feedback on their performance?

• How can we incorporate and measure employee and department goal setting with the current evaluation system that is in place?

Outcome Create a workplace where every employee experiences greater job satisfaction and improved performance due to feedback and empowerment.

SRP Evaluations

14

SRP Evaluations - Where we are

• HCSD worked with consultant to create the new evaluation

rubric (modified APPR)

• Met with employees to solicit their input on the evaluation

tool

• Partnered with SchoolFront to automate the process and

make us more efficient

• Rolled out for 2015-16 school year

• Providing training to evaluators with use of the tools including

conversation on meaningful/purposeful feedback that improves

employee performance

• Initiated discussions with evaluators regarding inter-rater reliability

and calibration of the evaluation process across buildings/departments

15

• During setup, select relevant expectations • Heat map quickly shows evaluation weightings • Initiate evaluations • General questions can be configured for end of year finalization

• Attendance data fed from Munis

• Facilitates employee reflection and evaluator comments

• Both sign evaluation to finalize and a PDF is automatically placed in a

• Final evaluation document shows average standard rating

• Evaluator submits a comment with rating selection • Email optionally sent to the employee • Email optionally sent to the evaluation team • Employee can comment on submitted evaluation

SRP Evaluations Demo

16

Digital Salary Notice

Some stats that drove

this starting point

100 2400 1600 800 9 800 50000 100+ Course

Reimbursement forms printed,

completed, and submitted by employees.

~2,400 salary notices

printed by HR staff (3-copies

per employee).

~1,600 signatures by the Assistant

Superintendent (2-signed copies per employee).

~800 envelopes

stuffed, addressed,

sealed, sorted, by HR staff.

9 buildings receive

envelopes and secretaries in each building

place the ~800 envelopes in

staff mailboxes.

~800 returned salary notices stamped, hole

punched, sorted, and filed by HR

staff.

~$50K to purchase fire proof

file cabinets

17

Business System (Munis for HCSD) feeds current

personnel data

My Learning Plan feeds Course Completions

Contract Terms Definition(s) are configured in SchoolFront

HR Department Generates Salary Adjustments, audits

and Mass Emails

Employees login to the SchoolFront HR Portal and

Sign or Challenge

Solution

Digital Salary Notices Workflow

HR staff identifies a problem with the adjustment and wants it investigated or fixed. After fixed, it returns to previous status.

Start End

HR staff can add comments when an adjustment fails so

that the problem is clear.

The employee must add comments when they challenge

so the HR Office knows what they believe is wrong.

New Ready for Audit Passed Audit Pending Employee

Review Employee Approved

System calculation is done and a new adjustment is available for review.

The system calculation is ready for auditing.

HR Staff has audited and approved the salary adjustment

The system has sent an electronic salary notice to the employee.

The employee has approved and signed the salary notice and it is in his/her personnel folder.

Failed Audit

Employee has an issue with the salary notice and wishes to contest it w/ the HR Office. After addressed, it returns to previous status.

Employee Challenged

18

• Pay variables fed in from Munis • Can be updated based on change in contract or annual

increases (e.g. graduate course from $2500 to $2600)

• Approve and Sign • Challenge and provide reasons • Teachers selection 22 or 26 pays

• Formulas can support any requirements including parenthesis

• Notifications initiate the process with the employee • Notifications can be used to send mass mail-merged emails • Managers can be included when deadlines are missed

• Fields default to Munis data • Can be overridden

• Create profiles based on contracts • Apply to 1 or more employees based on filtered grids

Salary Notice Video & Demo

19

Challenges & Suggestions

• Phased/deliberate rollout

• We had a phased rollout based on the nature of the new modules being developed

• We suggest the same even though modules are completed for effective change management

• Eliminate the generation of the paper before scanning

• Need to keep the Unions Informed

• At a minimum communicate early and often

• For Benefits Enrollment, we presented end-to-end process to teachers union representatives

• Data consistency

• Some paper personnel folders had information misfiled that we caught during auditing

• Needed to implement better unique naming conventions in MLP

• Varying computer skill levels and access to computers

• Some transportation and food service workers weren’t computer savvy

• Solved by allowing computer access at HR department, computer labs and school libraries

• Signatures and approvals were also possible via phones and from home computers

• Many of the software applications aren’t easy to integrate with

• Many offer exports but automated feeds not possible

• IT team working with SchoolFront, sometimes developed scripts directly against the database

20

Roadmap

• Next 12 Months • PDFront will replace MLP and OASYS

• RecruitFront will replace Monroe 2 BOCES Online Web Recruitment

• Rubric community implemented to share/rate/version rubrics across districts

• Improved employee dashboard

• Digital claim forms and attendance forms replaces PerfectForms

• Next 2 to 5 years (Not carved in stone) • Move to SchoolFront SIS (Student Information System)

• Data Analytics

• First platform that has student attendance, student grading and assessment, student discipline, teacher evaluation, SRP evaluation, employee attendance, and financial data in one repository

21

Thank You & Questions http://www.hilton.k12.ny.us/

22