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SubFinder Implementation Project Labor - Management Council Update May 21, 2002

Page 1. Detroit Public Schools' Executive Sponsors: Debra Williams, Chief Human Resources Officer Ken Forrest, Chief Financial Officer LaVonne Sheffield, Ph.D., Chief Academic Officer. Executive Sponsors. Page 2. Introductions Why Are We Here Today? What is SubFinder

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SubFinder Implementation Project Labor - Management Council Update May 21, 2002

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    1. SubFinder Implementation Project Labor - Management Council Update May 21, 2002

    2. Page 1 Detroit Public Schools Executive Sponsors: Debra Williams, Chief Human Resources Officer Ken Forrest, Chief Financial Officer LaVonne Sheffield, Ph.D., Chief Academic Officer Executive Sponsors

    3. Page 2 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 Agenda

    4. Page 3 Introductions - Team Members Detroit Public Schools Implementation Team: Project Team Leader - Cynthia A. Cockrel, Ph.D.

    5. Page 4 Introductions - Team Members

    6. Page 5 Introductions - Team Members

    7. Page 6 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 Introductions - Team Members

    8. Page 7 Introductions - Team Members

    9. Page 8 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 Introductions -Team Members

    10. Page 9 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 Introductions - Team Members

    11. Page 10 Introductions - Team Members As a member of the Team, YOU are essential to the projects success!

    12. Page 11 Why Are We Here Today? To provide you with a project overview and status Obtain your support Obtain Volunteers for Testing Purposes

    13. Page 12 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.

    14. Page 13 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.

    15. Page 14 CRS, Inc. Video Clip Lets take a moment to view five minutes of a video clip on the CRS, Inc. solution.

    16. Page 15 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

    17. Page 16 What is SubFinder? A Proactive Staff Management Tool which operates 24 hours* a day, 7 days a week, 365 days a year.

    18. Page 17 What is SubFinder? A Proactive Staff Management Tool An Employee Absence Reporting System A Substitute Deployment System A Data Analysis and Reporting System

    19. Page 18 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

    20. Page 19 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)

    21. Page 20 Substitute & Absence Process Overview

    22. Page 21 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

    23. Page 22 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.

    24. Page 23 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.

    25. Page 24 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.

    26. Page 25 Communication Plan Early May Web-site posting (http://www.detpub.k12.mi.us/) Late May Registration notices Early June Posters August Employee Newsletter August Principals Notes September Overview e-mail

    27. Page 26 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:

    28. Page 27 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.

    29. Page 28 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

    30. Page 29 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.

    31. Page 30 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

    32. Page 31 Questions and Answers Conclusion

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