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Overview Online Ordering of Stores Supplies QSS - Eschoolmall - PYLUSD

Overview Online Ordering of Stores Supplies QSS - Eschoolmall - PYLUSD. QSS Quintessential School Systems. Quintessential School Systems is an outstanding computer software company located in San Mateo, California.

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Overview Online Ordering of Stores Supplies QSS - Eschoolmall - PYLUSD

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  1. Overview Online Ordering of Stores Supplies QSS - Eschoolmall - PYLUSD

  2. QSS Quintessential School Systems Quintessential School Systems is an outstanding computer software company located in San Mateo, California. Our primary purpose is to make our customers thankful they choose QSS Business, Personnel and Student System Software and to maintain the status of the top integrated education administrative system available. The company was founded in 1990 by five partners who have over 90+ years of combined experience in providing quality administrative computing solutions for public school districts. The Senior Partners aka “The Quints” •Bret Dabel •Will Hoehn •Jeff McLaughlin •John Mulder •Duane Percox

  3. eschoolmall is the leading provider of online procurement software and services for the educational market • eschoolmall delivers electronic purchasing, bidding and quoting solutions built from the ground up for ease of use • eschoolmall currently operates in 28 states servicing over 300 school districts and 3000+ entities

  4. PYLUSD Enrollment and Staff • Enrollment 26,000 Students • Schools: 22 Elementary Sites • Special Education Site • 5 Middle Schools • 3 Comprehensive High Schools • Alternative schools: • Continuation School • Opportunity K-12 • Parkview Home school • Adult Ed • 3,000 full-time employees

  5. Nuts and Bolts

  6. easyPurchase / GL Functional Touch-Points: easyPurchase™ Create Requisition Approve Requisition Create Purchase Order Release Purchase Order Receive To Vendor QSS System smartAgent™ + General Ledger Interface Create Pre- Encumbrance/ Budget Check Modify Pre- Encumbrance Create Encumbrance Receive Create Payment/ Liquidation Payment To Vendor

  7. The Driving Force

  8. Driving Force and Pre-Implementation Steps • Reduce budgetary cost • Maintain one-stop shopping for stores supplies • Ability to use the warehouse real estate for other needs • Piggybacked on Oakland Bid

  9. Driving Force and Pre-Implementation Steps • 3 months to implement • Surveyed districts who had transitioned to just-in-time purchasing • Met with eschoolmall, OfficeMax and district stakeholders to communicate the plan for implementation

  10. Value of the QSS Integration • ESM Purchases create QSS purchase orders • Ability to view the order and transaction in QSS • Reporting ability to print within QSS provides data needed to track orders

  11. The PYLUSD Purchasing Czar Leading the Team

  12. Teams Formed • Implementation • Purchasing/Vendor • IT Software Installation and Configuration • Training (eschoolmall & PYLUSD) • Administrative Staff/Stakeholders

  13. Stakeholders

  14. Rollin’ rollin’ rollin’

  15. Administrative Staff Training ESM Webinars ESM/QSS ESM/OfficeMax ESM User Training District Training Ongoing Training Rollin’ rollin’ rollin’

  16. Points to Ponder

  17. Points to Ponder • Understand the dynamic of change • The challenges of becoming decentralized • Keep in mind the differences between the method you currently use and just-in-time ordering • Be sensitive to shifting responsibility

  18. Points to Ponder • Know the products’ quality and standard for “piggyback” bids • Communication, communication, communication • Understanding the security within ESM and the differences between QSS Stores

  19. What Stock Could NOT Be Ordered through ESM

  20. …and from Fiscal Services • To allow or not allow backorders • Be aware of the unit of measure between current In-District • Changes to year-end liabilities • Timely online receiving by sites, otherwise the invoices cannot be paid

  21. What Worked

  22. What Worked • The implementation team and stakeholders knowing why the change was important, where they were going and that they were vital to success of the project • Communicating information to the right people • One person emailing responses to questions • When answers are not known, research and email all users with the answers

  23. More of What Worked • Have mock trainings with department staff • Training just prior to implementation and build on that training during the year • Written procedures • User group meetings for sharing experiences • Share the knowledge, be there every day to answer questions, help with queries and learn new features

  24. Questions?

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