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 Form
Non-Renewal
Create Separation Form
Resignation in Lieu of Dismissal
Create Separation Form
Withdrew 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 rekey 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???
Trends in Enterprise HR Apps
And the implications to North Carolina LEAs and HRMS
2013 FBS Conference
July 25, 2013
1
Where Does the Money Go?
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$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 mostqualified 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
BUD
BAAS
Accounting Package
Salary Audit
Licensure
Applicant Tracking
Positions and Employee
Records
HR
Reporting
Professional Development &
CEUs
Teacher Evaluation
3
4
Key HR Software Functions
Reporting
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”
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Maintain personnel data, employee actions and records
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Project vacancies and post job openings
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Federal & State-mandated reports like: EEOC, Local Supplements, Teacher
Turnover
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LEA-mandated reports
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Produce contracts and official letters to employees
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CEU Tracking and Licensure interface
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Trends in NC LEAs
Licensure 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?
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As financial software (ISIS, SunPac) moves to Windows, Finance Directors may find less
value in AS/400 (iSeries) systems
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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
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We estimate LEAs will spend $150,000+ on 3rd party applicant tracking software in
2013, in addition to HRMS fees
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New Licensure or CEU Tracking system may alleviate the need for HRMS significantly
in many LEAs - potentially reducing HRMS receipts
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Industry trend is toward more integrated finance/HR/ERP solutions, away from HRMS
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Key HR Software Functions
Reporting
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
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3 LEAs do not use HRMS at all:
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Use a Custom CEU Tracking Web App
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Manual processes, Simple Databases (these are smaller LEAs with low turnover)
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Two use AppliTrack cloud-based system for Applicant Tracking
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Software as a Service: AppliTrack
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“Invisibly” Hosted
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Modern browser
support
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Leverage SMEs
who do one thing,
and do it well
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AppliTrack & SearchSoft
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17 LEAs are using AppliTrack today
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2 LEAs are using SearchSoft today
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We estimate that Statewide, a 3rd party applicant tracking system:
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Could cost less than $400,000 /year
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Greatly reduce HR staff effort expended on recruiting, interviewing
and on-boarding
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Market and expose NC jobs to talent outside of the State
12
True North Logic: CEU Tracking
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HRMS Fees
$659,000 = $1600 per LEA + ( 0.363 * ADM )
ISIS customers contribute: !!
capped at $33,000
$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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st
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Century HR System Goals
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Eliminate “re-keying” between HR and finance departments
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Provide employee self service portal greatly reducing central office
forms processing requirements
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Single authoritative source of employee data
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Eliminate any discrepancy between payroll data and HR data
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Better auditing, better management with dashboards, timely data
Integrate Budgeting, Salary Audit and State-mandated reports:
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Reduce burden on LEA staff for State-wide requirements
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New Architecture
Budgeting
NCSchoolJobs.com
Positions and Employee
Records
Applicant Tracking
Accounting Package
Salary Audit
Data Integration
Service
Reporting System
Licensure
Professional Development &
CEUs
Teacher Evaluation
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
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Maintain old HRMS functionality on AS/400 platform: couple years
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Develop Specification for 3rd Party Core HR Functionality: 2013
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Move to 3rd Party Applicant Tracking Systems: 2013
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Reduce LEA’s HRMS fees: 2014
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Move to 3rd Party CEU Tracking Systems: early 2014
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Provide integration, reporting, benchmarking & leadership: ongoing
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Backup
Cloud Information
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What is the AS/400 (iSeries) Cloud?
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.
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.