Temple City Unified School District Board of Education Meeting - - PDF document

Temple City Unified School District Board of Education Meeting Agenda Report

DATE: February 26, 2020 TO: Board of Education Members FROM:

• Dr. Kimberly Fricker

SUBJECT: Online Workflow Vendor Recommendation PRESENTED BY:

• Dr. Monica Makiewicz, Associate Superintendent

BACKGROUND/ANALYSIS: The Personnel department has been evaluating our workflow systems. We examined online workflow management systems in an effort to streamline work related processes. Our current process consists of a paper-based submission system which often causes unintended reporting errors, and miscommunication between the District Office and school sites. The result of this antiquated paper-based method delays board approval, causes mis-payment of staff and untimely transactions. Having a system that is automated would allow staff to submit requests immediately, allow users to track their submission and monitor the approval process. An automated system would also create a welcoming and efficient on-boarding system for our new employees as well as an efficient method of exiting employees ensuring the security of our data systems. The implementation of an online workflow system would increase the accuracy of our records, streamline the approval process, and ensure that employees are paid on time and correctly. CURRENT CONSIDERATION/PROPOSAL: We recommend choosing Helios as our online workflow system because of ease of use, services provided, on site training options, integration with current systems, and reputation for being an effective system. FISCAL IMPACT/FUNDING SOURCE: General Funds Not to Exceed 50,000

Online Workflow Systems

TCUSD BOARD PRESENTATION February 26, 2020

Why the need for an online workflow system?

 The Personnel department have been evaluating our workflow systems. Work is being done to examine online workflow management systems in an effort to streamline work related

• processes. Our current process consists of a paper-based submission system which often

causes unintended reporting errors, and miscommunication between the District Office and school sites. The result of this antiquated paper-based method delays board approval, causes mis-payment of staff and untimely transactions.  Having a system that is automated would allow staff to submit requests immediately, allow users to track their submission and monitor the approval process. An automated system would also create a welcoming and efficient on-boarding system for our new employees as well as an efficient method of exiting employees ensuring the security of our data systems.  The implementation of an online workflow system would increase the accuracy of our records, streamline the approval process, and ensure that employees are paid on time and correctly.

Survey Feedback

PTR Feedback from October 2020 Survey:  While all participants seemed to favor the idea of an online input system, over 50% of responses requested a better tracking system and a more transparent process so that the creator of the PTR can track it through the process. With the current paper process, it is difficult to know where the PTR is at each stage.  33% of responses asked for an easier way to assign account strings such as a drop-down menu if the process were electronic.  33% of responses focused on specific questions regarding extra pay and stipends.  25% of responses had questions regarding urgent or unpredictable situations in which the employee needs to complete the work as needed but the PTR process cannot be completed in time and before the work is requested (e.g. emergency repair, Home Hospital Instructor).

POSSIBLE ONLINE SYSTEM FEATURES:

 Employee Tracking  Work History  Credentials  HQT Requirements  TB/DOJ Tracking  Reporting and Ad-hoc Reports  Automated Credential and TB Reminders  Education  Pay and Benefits  Professional Development  Vaccination Records  Induction Matching – Mentors to Inductees  Document management  BTSA/TIP and Induction  EL Authorization  Position Control and Funding  Testing  Longevity  Classified and Certificated Testing  Volunteers  Support Programs  Medical Immunization Tracking  Form Designer  Workflow Designer  Onboarding Designer  Ongoing phone and email support  Initial training  Data hosting and managed servers  Software maintenance and updates to purchased modules  Attendance/hours worked  Tracking sick and vacation  Classified and Certificated Substitutes  Interface to county software for Personnel and Payroll

TIME REPORTING & PAID TIME OFF

 Allows school and district staff to report time and attendance. This includes absences (negative attendance) for permanent full time employees as well as time reporting (positive attendance) for hourly employees and substitutes.  It generates reports for payroll and finance. It also can accrue and calculate leave balances for employees based on bargaining unit and other rules.

ONBOARDING

 Helps new hires to complete forms and enter information online

• easily. New hires can read and sign district forms and documents,

including manuals and policies.  The information collected includes personal information, W-4, I-9, dependents, benefits, as well as documents like resumes and

• transcripts. Eliminate paper packets and have everything online,

allowing new hires to complete onboarding anywhere from a web browser.

PERSONNEL REQUISITION WORKFLOW

 Helps streamline the personnel requisitions by making them completely electronic for the request and approval process. District forms can be set up and the approval routing can be based

• n multiple criteria including account codes, funding sources, and

employee types.  All requisitions can be tracked and history and progress can be

• viewed. At each step, approvers can electronically sign and

approve the requisition.  After final approval, position control updated and other appropriate areas based on the workflow.

ABSENCE MANAGEMENT & SUBSTITUTE CALLING

 Helps manage absences as well as place substitutes in the absentee assignments. You can manage the substitute pool as well as substitute rules for placement based on skills, teacher preferences, grade levels, subjects, and credentials. Teachers and employees can report absences either online or via automated phone service.  For all classified and certificated staff, the system will automatically make outbound calls to substitutes from the pool to fill absences. Substitutes can also pick assignments either online

• r via automated phone service.

 Substitutes can submit time sheets online. Administrators and staff can manage absences and substitute placements as well as approve substitute time sheets.

EMPLOYEE PORTAL

 An employee portal provides the means for self-service, enabling employees to access their data on evaluations, credentials, upload documents, check leave balances, and other information. This empowers the employees, and saves Personnel and Payroll time in having to answer employee queries and emails.

ELECTRONIC DOCUMENTS & FORMS

 Document management and tracking – helps with uploading or scanning in hard copy documents and attaching to employee

• profiles. Documents can be shared by employees or with
• employees. This creates an electronic employee file and provides

easy access to documents including contracts, W-4, I-9, test scores, transcripts, resumes, memos, and other forms.  eForms – electronic forms that enable employees and new hires to complete and electronically sign forms online without the need to download any software.

EVALUATIONS

 Helps with online evaluations based on district evaluation tools and templates. Allows administrators to complete evaluations

• nline, electronically sign, and submit them. Employees can see

evaluations on the Employee Portal and submit comments too.  Multiple evaluation forms for different employee types can be built in. It sends reminders as well as schedules next evaluation based on criteria.

ASSIGNMENT MONITORING

 Helps compare teacher credentials to courses and classes taught, check for compliance, and flag any potential mis-assignments. This is very useful to check which teachers may be teaching out of compliance.

HIRING & RECRUITMENT

 Streamline the recruitment and hiring process. Post jobs, enable applicants to apply online, screen and manage applications, and allow review and scoring of applicants by HR, principals, and hiring

• managers. You can communicate with applicants online, check

references, check credentials, and make final hiring decisions.

REPORTS & ANAL YTICS

Stay on top of compliance and reporting. The system should have built-in compliance reports for:  CALPADS  Every Student Succeeds Act (ESSA)  California CBEDS  Assignment Monitoring  Equal Employment Opportunity (EEO)  Credentialing  Staff and Teacher Rosters  School Board Reports

Options

Option 1: Helios $48,449 (includes onsite training) Option 2: Kronos $48929 Other vendors researched: Frontline and Smart Tools

Questions?