Creating a Staffing Solution Within PeopleSoft HCM. The Right Resources, in the Right Places at the Right Times June 20, 2017

Transcription

1 Creating a Staffing Solution Within PeopleSoft HCM The Right Resources, in the Right Places at the Right Times June 20, 2017

2 The Calgary Catholic School District Calgary Catholic is the largest Catholic school district in the province of Alberta, serving over 55,000 students in 112 schools located in municipality of Calgary and the surrounding rural areas of Airdrie, Cochrane, Chestermere and Rocky View. We employ over 5,400 employees, in which over 4,700 occupy school based positions. Calgary Catholic, like many of the school districts across Canada, each year will allocate positions to adapt, to ever changing student enrolment school complexity (Diverse Learning, English Language Learners) program needs (French Immersion, Off Campus) employee changes (retirements, resignations, leaves of absence) Staffing alone can generate thousands of employee changes each year.

3 Why the Need for a New Solution For over fifteen years, this staffing activity had utilized an in-house program built using an Access platform for the HR component and later a.net program for the school / employee web based component. Limitations Unable to apply changes or enhancements. Unable to keep pace with technology enhancements. Uncomfortable risk of system failure during the staffing season. Integration from core HR done on an annual basis through a data import. Excluded the second largest employee group, our school based support staff. These movements were processed manually.

4 Our Initial Direction To develop a sustainable program and tools that will ensure that this critical business activity continues; to include the school based support staff and re-imagine our current processes to identify and develop efficiencies.

5 Discovery During the discovery phase, the team met with a number of stakeholders in and outside of Human Resources. It became evident that Staffing was a much larger process involving seven different business units with a variety of tasks from the projection of school enrollment, resource needs analysis and allocation budgeting to name a few. One item each business unit had in common, they all used excel spreadsheets.

6 Our Revised Direction To develop a sustainable program and tools which will ensure that the staffing activities of Planning, Finance, Instructional Services (in particular Diverse Learning), Senior Administration and the Staffing Committee, our School Based Administrators, the HR Recruiting and Staffing Teams and finally our employees (teachers and support staff) will continue. The project team will leverage the District s current investment in PeopleSoft HCM, ensuring that the various staffing activities are housed within one common home to allow for full integration, improved efficiencies and workflow.

7 Fundamental Requirements To adhere to the District principle that customizations are kept to a minimum and, if required, are essential to the operation of the organization. Sustainability and Integration To ensure that existing business practices related to District staffing continue. Automated formula allocations Tracking and audit of allocation overrides and contingency allocations Future and Current Year panels Principal security to access multiple school sites Eligibility to apply in a staffing cycle based on the employee s contract status.

8 Three Phases of Staffing Foundation Tables Allocations Student Enrollment Home Room Organization Master Teacher Allocations Master Support Staff Allocations Diverse Learning Teacher and Support Staff Allocations Class Size Contingency Allocations Coordinating Teacher Allocations Allocation Cash Ins Staffing Update Invalid Position Numbers Balance Allocations to Positions and Staff Staff List, Employee and Position Profile Declare Surplus Staff Approve Surplus Staff Requests Priority Placement / Layoff and Recall Approve Staffing Transactions Process Transactions into Core HR Ads & Applications Assign Employee Screening Criteria Creates Ads for Vacancies Update Ads for Screening, Destination, Open and Close Date Requirements Employee Application Interview, Selection and Application

9 Our PeopleSoft HCM Environment PeopleSoft HCM 9.1 People Tools SQL Server 2008 Windows 2008 R2 Modules Utilized for Solution Recruiting Workforce Administration Position Management Profile Management Global Payroll and Absence Management Self Service Time and Labor

10 Structure Security Following standard PeopleSoft methodology, the team developed the Staffing module using proven best practices and some creativity on our side. Modeling the PeopleSoft approach to foundation tables we developed the staffing foundation tables to hold the various attributes and elements required for all staffing processing. Using PeopleSoft row level security structure, we created permission list security based on location.

11 The Machine

12 The Allocation Phase The configuration of District staffing formulas in a centralized database in a flexible, efficient and transparent manner. The development of automated and online functionality for the student enrolment, home room organization plans, allocation processing, staffing compliments in a centralized repository. Enhanced reporting

13 The Student Enrollment Page

14 The Projected School Enrollment Page

15 The Home Room Organization Page

16 The Diverse Learning School Profile Page

17 The Master Allocations Page

18 The Staffing Phase Enhancements to the existing Staffing process for teaching staff in the areas of employee and position information. Apply the existing Staffing technology model to school-based support staff. Manager directed updates with an HR approval process. Real time integration from core HR Enhanced reporting

19 The Balance Page

20 The Staff List Page

21 The Staff List Page

22 The Staff List Page - Absences

23 The Staff List Page - Vacancies

24 The Ads Applications Phase Utilization of PeopleSoft delivered erecruit functionality for the creation and maintenance of job openings. Utilization of PeopleSoft delivered Person Profile functionality for eligibility screening. Enhanced control and audit of applicants and successful candidates. Applicant and Job Opening history Enhanced Reporting

25 Creating a Job Opening

26 Creating a Job Opening

27 Managing a Staffing Cycle Round

28 Principal View of Job Opening 360 View While the Staffing Cycle is Open

29 Principal View of Job Opening 360 View Once the Staffing Cycle is Closed

30 Lessons Learned The mind set change from an annual data import to real time integration, and change to historic workflow. Effective Dating Don t over complicate things. PeopleSoft works, so work with PeopleSoft not against it. Desired Enhancements through Positive Experiences Expect the Unexpected Need a Shepherd Lesson to be Learned Image Management

31 Staffing in a Nutshell 122 Projected School Enrollment 54,164 Projected Students 1,294 Job Openings Submissions 54,658 Actual Students 109 Principals 7 Business Units 122 Home Room Submissions 5 Support Staff Recall Rounds 3,416 Staffing Transactions 137 Priority 8 Certificated Staffing Rounds Placements 2,986.2 Certificated Allocations (FTE) 300 Auto Generated Positions 5,661 Applications in HR Self Service 131 Recall Employees 35,577.6 Support Staff Allocations (Hours) 109 Diverse Learning Profile Submissions

32 Questions Paula Finley Senior Manager, HR Information Systems Calgary Catholic School District Jeff Beatty President and Senior Consultant b3 Systems Solutions