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
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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
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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
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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
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What are the benefits to the Supervisor?
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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
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How we got here
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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
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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
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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
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• 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
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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
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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
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• 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
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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
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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
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• 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
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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
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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
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Thank You & Questions http://www.hilton.k12.ny.us/
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