• 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