Why did the SDCOE start this work now, when budgets are so tight?
The Financial Information System (FIS) and Payroll/Personnel system are core systems that the SDCOE and districts heavily rely on for daily operations. Currently, FIS is more than 30 years old and the Payroll/Personnel system is more than 17 years old. As different needs continually arise, these outdated core systems in place are cumbersome, not easily modified, nor integrated. All the pieces that need to fit continually become more complex. The limitations of the current systems make information gathering and data processing tedious since it is not centralized, nor systematic. Districts and SDCOE staff are demanding more of a financial, payroll, and human resources system. They are requesting more data in updated and various formats, as well as new system technologies to better support their districts and schools.
What is MITI doing?
In a focused effort to improve these fundamental systems and processes, the team interviewed personnel in 41 school districts, 3 community colleges, 11 charter schools, and selected SDCOE staff to ensure current processes and pertinent future business requirements are documented. Based upon proposals received from vendors, a solution was determined via comparative analysis, technical evaluations, and functional assessments.
A contract was signed with CherryRoad and Oracle for the PeopleSoft solution. A tentative roll-out plan has been identified and the team is working toward implementing the new system.
Why is it necessary?
As technology continues to innovate and evolve, so do the needs of the SDCOE and school districts. Currently, FIS is more than 30 years old and the Payroll/Personnel system is more than 17 years old. These systems are integral to two of SDCOE’s most vital functions:
Ensuring fiscal solvency in local school districts and;
Ensuring all employees are paid accurately and on time
These outdated systems are unable to meet the growing needs of current business applications and processes. This modernization project aims to bring forward an improved and integrated business solution that will help districts provide better service to their schools and students.
How does it help students?
Schools, just like districts, are affected by the inefficiencies of the dated systems. By working on improving systems our schools use, they will have information that will be clear, easily readable and understandable. The system will be simple to use yet proficient, thus allowing principals and school staff more time to focus on supporting and educating our students.
What's so complicated about it?
It is of utmost importance that we fully understand the needs of the districts and SDCOE staff before we identify a solution. Business requirements have been captured from all 41 school districts, 3 community colleges, 11 charter schools and the SDCOE. The Request for Proposal developed included 1,784 business requirements. Comparative analysis, technical evaluations, and functional assessments determine the solution.
How many people are involved?
There are 43 people currently assigned to the MITI team. The team interviewed and received input from 738 staff from throughout the county.
What's the role of school districts?
The role of the districts is to provide information about their needs, and to be partners in the project---sharing ideas and feedback---as we move forward through the modernization process.