... role is to provide network infrastructure and telephon

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SubFinder Implementation ProjectLabor -
Management Council UpdateMay 21, 2002
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Executive Sponsors

• Detroit Public Schools Executive Sponsors
• Debra Williams, Chief Human Resources Officer
• Ken Forrest, Chief Financial Officer
• LaVonne Sheffield, Ph.D., Chief Academic Officer

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Agenda

• Introductions
• Why Are We Here Today?
• What is SubFinder?
• Why SubFinder?
• What is SubFinder?
• Accomplishments to Date
• Approach and Timeline
• Benefits
• Next Steps
• Q A

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Introductions - Team Members

• Detroit Public Schools Implementation Team
• Project Team Leader - Cynthia A. Cockrel, Ph.D.

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Introductions - Team Members
6
Introductions - Team Members
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Introductions - Team Members

• Empower Solutions role is to write and test
  computer interface programs between SubFinder and
  PeopleSoft. Team members include
• Jackie Ngyuen - Time and Labor (Payroll
  Processes)
• Margie Burke - Human Resources Processes
• Jennifer Stier - Benefits Processes
• Rajesh Patel - Computer Interface Programs

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Introductions - Team Members

• Compuwares role is to provide network
  infrastructure and telephone systems support.
  Team members include
• Marv Ritter - Quality Assurance
• Ed Carson - Telecommunications
• Randall Durfy - Network Administration

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Introductions -Team Members

• CRS, Inc., as the vendor, will provide the
  software program, as well as, enhancements and
  technical support
• Brad Smith, Account Manager
• Chun Hsu Chen, Technical Lead
• Dennis Luczycki, Regional Sales Manager

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Introductions - Team Members

• KPMG Consultings role is to provide project
  management implementation and technical support,
  which includes testing and training strategies,
  writing and testing import computer programs and
  providing evaluation and assessment of
  deliverables
• Bill Bramble - Project Manager
• Anna Silvestri - Implementation Support
• Sherry Collins - Technical Support
• Rico Jimenez - Implementation Support
• Chris Yangouyian - Technical Support

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Introductions - Team Members

• As a member of the Team, YOU are essential to the
  projects success!

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Why Are We Here Today?

• To provide you with a project overview and
  status
• Obtain your support
• Obtain Volunteers for Testing Purposes

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What is SubFinder?

• SubFinder is an interactive voice response (IVR)
  system developed by CRS, Inc. CRS, Inc. is one
  of the solution partners for the project.
• The SubFinder system is a Windows-based solution
  for Staffing and Substitute Deployment for school
  districts.

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Why SubFinder?

• Implementation of the Substitute Absence
  Management System (i.e., CRS SubFinder
  solution) will support the District in
  accomplishing Goal 4
• Transform the District into an effective and
  efficient organization.

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CRS, Inc. Video Clip

• Lets take a moment to view five minutes of a
  video clip on the CRS, Inc. solution.

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Why SubFinder?

• The SubFinder system has been selected as a
  solution to address both Labor and Management
  issues
• Track Staff Attendance
• Deploy Substitutes to Schools in Need
• Data Analyses for Improved Operations

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What is SubFinder?

• A Proactive Staff Management Tool
• which operates 24 hours a day, 7 days a week,
  365 days a year.

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What is SubFinder?

• A Proactive Staff Management Tool
• An Employee Absence Reporting System
• A Substitute Deployment System
• A Data Analysis and Reporting System

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Accomplishments - Last Five Months

• Visited Utica Community Schools (1/24/02)
• Site visit to Oakland Intermediate School
  District (2/4/02)
• Conducted telephone conference with the Los
  Angeles Unified School District (2/5/02)
• Identified location of the Substitute Absence
  Management Office (Room 710 SCB)
• Posted job announcements and selected HRIS
  candidates
• Defined job positions in SubFinder to match
  employees to substitutes
• Completed job classification analysis for jobs
  requiring substitutes
• Completed system design documentation

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Accomplishments Last Five Months

• Completed test import file programs and converted
  data
• Completed project hardware and software
  installations
• Developed Communication and Training Strategy
• Developed Testing Strategy
• Conducted meetings with representatives from Food
  Service, Engineering and Building Trades
  (3/21/02)

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Substitute Absence Process Overview
3. If a substitute is required, SubFinder
contacts subs from pool.
1. Employee reports absence via IVR or Web
2. SubFinder records absence.
SubFinder
PeopleSoft
6. A) Interface takes absence hours for
employees and hours worked for subs and loads to
PeopleSoft nightly. B) PeopleSoft sends
additions, status changes, terminations, etc. to
SubFinder nightly. C) PeopleSoft sends leave
balances to SubFinder each pay period.
4. Sub accepts job and reports to location
5. Location Administrator runs daily absence
report to verify staff and deployed subs.
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Testing Approach

• Modifications Days to complete
• Reporting capability for User Defined Codes 20
• Create Long Term Assignments report 5
• Automated check for newly inactivated
  substitutes 23
• Allow multiple positions and sites for
  employees 57
• Creation of automated export interface to
  PeopleSoft 5
• Creation of PIN generating module 3
• Add Ethnicity and Gender field to employee/sub
  profiles 2
• Create ten user defined fields for each employee
  record 5
• Allow employees / subs to modify their PIN via
  phone 6
• Total 126

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Approach and Timeline

• The Implementation Team recommended a phased
  approach for the SubFinder Project to minimize
  risk by ensuring adequate staff and
  infrastructure resources are not overburdened.
  The recommended approach is
• Phase 1 - February 2002 to September 2002
• On July 1, 2002 ALL 12 month employees in the
  Schools Center Building, approximately 60
  locations, will begin reporting absences via
  SubFinder. Development and testing of interfaces
  to/from PeopleSoft HRMS and SubFinder should
  begin prior to Phase 2.
• There will be no substitute deployment during
  Phase 1.

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Approach and Timeline, cont.

• Phase 2 - September 30, 2002 to December 2002
• Fourth week of September begin training of pilot
  schools. Pilot will include Langston Hughes
  Academy and the Chadsey Constellation. The
  Chadsey Constellation includes
• Chadsey High School,
• Hanneman Elementary,
• OW Holmes Elementary,
• Logan Elementary,
• Munger Middle School, and
• Priest Elementary.
• The second week of October, pilot constellation
  will begin reporting absences via SubFinder.
  SubFinder will deploy substitutes.

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Approach and Timeline, cont.

• Phase 3 - January 2003 to June 2003
• Additional schools will be rolled out each month.
  Continue to train and implement additional
  schools until complete. Evaluate and assess
  progress of implementation and make
  program/modification adjustments as necessary.
• Phase 4 - July 2003 to August 2003
• Assess implementation and prepare refresher
  training strategy. Begin planning for substitute
  deployment for Clerical, Food Service, Custodian,
  Transportation, Public Safety, and Building
  Trades substitutes.
• Phase 5 - September 2003 to December 2003
• Implement substitute deployment for Clerical,
  Food Service, Custodian, Transportation, Public
  Safety, and Building Trades substitutes.

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Communication Plan

• Early May Web-site posting (http//www.detpub.k1
  2.mi.us/)
• Late May Registration notices
• Early June Posters
• August Employee Newsletter
• August Principals
  Notes
• September Overview e-mail

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Training Approach

• This Training Strategy covers only those system
  features and pilot locations that will be
  implemented during Phase 1 of the project.
  Overall there are five courses pertaining to the
  SubFinder application

Course Date

• Substitute Absence Management Office Staff May
  13-17
• Train the Trainer May
• Site Administrator June
• Employee June
• Substitute(s) (for Pilot constellation) October

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Training Approach, cont.

• Site Administrator training should be attended
  by each locations department head, payroll
  secretary, and backup person. This course will
  provide instruction to site administrators on how
  to record and track absences of their employees
  as well as how to report and track their own
  personal absences.
• There are approximately 185 staff members that
  will attend the Site Administrator Training.
• Twelve four-hour sessions are planned in June at
  the Office of Financial Training Technical
  Support, located in the Fisher Building.

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Training Approach, cont.

• Employee training should be attended by ALL of
  each locations employees. This course will
  provide instruction on how to record and track
  personal absences.
• There are approximately 500 staff members that
  will attend the Employee Training
• One hour sessions are planned for June in the
  Schools Center Conference Room
• Substitute employee training will occur during
  Phase 2 for those in the pilot for the Chadsey
  constellation

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Benefits

• Successful project implementation includes, but
  is not limited to
• Absence Reporting
• Substitute Teacher Placement
• Telephone Employee Enrollment
• Broadcast Message Announcements
• Custom IVR Programming
• Attendance Data
• The benefits are applicable to each labor units
  members, whether they are teachers,
  administrators, or specific substitute categories.

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Next Steps

• Continue Communication Plan activities
• Begin Unit testing modifications
• Continue export file design
• Conduct follow up meetings with Engineering and
  Building Trades, Environmental Health, Site
  Management and Warehouse
• Schedule conference call with New York Public
  Schools
• Open Substitute Absence Management Office
• Conduct CRS SubFinder training

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Conclusion

• Questions and Answers