June 04, 2002
Status:
Approve the authorization of the use of Universal Systems Technologies, Inc. (UST) to continue to provide consulting services to assist the District in supporting the Human Resources Management System (HRMS) up to an amount not to exceed $400,000. Additional funding is not required. This is a request for spending authority only. Funding will be provided from the previously approved HRMS Implementation Budget.
The HRMS Project has over the past ten months, since the July 2001 implementation, successfully crossed all major payroll milestones. All regularly scheduled payrolls, now approaching a total of $1 billion, have been met on schedule. District-wide employee raises were implemented and retroactively over $10 million was disbursed on or before required deadlines. Federally mandated deadlines related to payroll reporting, including the issuance of well over 30,000 W-2_s, has been successfully accomplished. Those issues, both system and reporting, that have arisen have either been resolved or are currently being addressed by a cooperative effort with the Accounting Department.
From a HR perspective the SAP system has replaced all paper PAF_s except those related to the new hiring process. As the Recruitment Module is phased in over the next several months, the remaining paper PAF_s will be replaced with electronic forms. Position control is in place and is currently scheduled to be fully active in the coming fiscal year. Efforts are even underway to streamline the PAF and Position Control processes even further. ESS is operational and available to all SBBC employees. An expanded on-line Open Enrollment Pilot is scheduled for this coming fall. While yet to be rolled out, functionality to make ESS available in the internet as well as the intranet has been completed. The SAP HR system is successfully supporting business processes from Certification to Employee Training to Organizational Management. Again here, as issues arise the Implementation Team and the End-User Community are working together.
In both the Payroll and Human Resources area, there remains one more major milestone to cross. We must very shortly transition between fiscal years for the first time using the new system.
UST, an approved Broward minority vendor, has been retained to assist SBBC in meeting post implementation support demands. They provide experienced SAP consultants at a daily rate significantly below that previously paid under our original contract with SAP, Inc. These consultants are instrumental in assisting HRMS and SBBC in passing many of the milestones mentioned above and provide continued knowledge transfer to our staff on the intricacies and complexities of maintaining and enhancing state-of-the-art software. Spending Authority for UST was approved by the School Board in the past to bridge the gap from the end of the SAP Contract until the approval of the ETS_s Contract Staffing RFP.
UST has successfully met the selection criteria for the new Contract Staffing RFP. However, the Contract Staffing RFP is being delayed due to an unrelated protest. As such, in order to maintain a continuity in their service over the critical year end period it is necessary to request your approval to authorize additional spending authority of up to $400,000 with UST.
The financial impact to the district is $400,000. The source of these funds is the previously approved HRMS budget.
Requested Action
Approve the authorization of the use of Universal Systems Technologies, Inc. (UST) to continue to provide consulting services to assist the District in supporting the Human Resources Management System (HRMS) up to an amount not to exceed $400,000. Additional funding is not required. This is a request for spending authority only. Funding will be provided from the previously approved HRMS Implementation Budget.
Summary
The HRMS Project has over the past ten months, since the July 2001 implementation, successfully crossed all major payroll milestones. All regularly scheduled payrolls, now approaching a total of $1 billion, have been met on schedule. District-wide employee raises were implemented and retroactively over $10 million was disbursed on or before required deadlines. Federally mandated deadlines related to payroll reporting, including the issuance of well over 30,000 W-2_s, has been successfully accomplished. Those issues, both system and reporting, that have arisen have either been resolved or are currently being addressed by a cooperative effort with the Accounting Department.
From a HR perspective the SAP system has replaced all paper PAF_s except those related to the new hiring process. As the Recruitment Module is phased in over the next several months, the remaining paper PAF_s will be replaced with electronic forms. Position control is in place and is currently scheduled to be fully active in the coming fiscal year. Efforts are even underway to streamline the PAF and Position Control processes even further. ESS is operational and available to all SBBC employees. An expanded on-line Open Enrollment Pilot is scheduled for this coming fall. While yet to be rolled out, functionality to make ESS available in the internet as well as the intranet has been completed. The SAP HR system is successfully supporting business processes from Certification to Employee Training to Organizational Management. Again here, as issues arise the Implementation Team and the End-User Community are working together.
In both the Payroll and Human Resources area, there remains one more major milestone to cross. We must very shortly transition between fiscal years for the first time using the new system.
UST, an approved Broward minority vendor, has been retained to assist SBBC in meeting post implementation support demands. They provide experienced SAP consultants at a daily rate significantly below that previously paid under our original contract with SAP, Inc. These consultants are instrumental in assisting HRMS and SBBC in passing many of the milestones mentioned above and provide continued knowledge transfer to our staff on the intricacies and complexities of maintaining and enhancing state-of-the-art software. Spending Authority for UST was approved by the School Board in the past to bridge the gap from the end of the SAP Contract until the approval of the ETS_s Contract Staffing RFP.
UST has successfully met the selection criteria for the new Contract Staffing RFP. However, the Contract Staffing RFP is being delayed due to an unrelated protest. As such, in order to maintain a continuity in their service over the critical year end period it is necessary to request your approval to authorize additional spending authority of up to $400,000 with UST.
The financial impact to the district is $400,000. The source of these funds is the previously approved HRMS budget.
School Board Goals
| Goal 3 - All operations of the school system will demonstrate best practices while supporting student achievement. |
Financial Impact
The financial impact to the district is $400,000. The source of funds is the HRMS Project budget.
Source of Additional Information
Paul Zielinski, 712-2304
Donnie Carter, 765-6134 null
Associated File Attachments
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ExecutedARF (Files) |