E-Agenda: Paperless Meeting System
Meeting Date: Wednesday, January 25, 2006

spacer graphic spacer graphic spacer graphic spacer graphic PALM BEACH COUNTY SCHOOL BOARD SPEC MTG RE: ERP MINUTES

Special Meeting/Workshop

  1. Start Time: 4:05 p.m.
  2. Public Comments: None
  3. ERP Presentation

  4. Minutes: Matt Knoepke, Consultant, updated Board Members on the ERP Project and highlighted the following topics: Project Scope; Timeline; Key Dates; Who has Contributed?; and Metrics and KPIs; Business Process Modeling.

    Sharon Swan, Purchasing Director; summarized the Purchasing Marketplace.

    Mr. Knoepke continued his presentation and summarized: Recruiting; Screening; Online Application; PeopleSoft Online Application; Managing Applicants; Applicant Status; and Time and Attendance.

    Dr. Robinson questioned the recruitment process.

  5. P1 Amendment to eVerge Consulting Agreement

  6. Minutes: The ERP Steering Committee recommends that the May 1, 2006 go-live date for the Peoplesoft Human Capital Management modules, including Human Resources and Recruiting, Benefits Administration, Time and Labor, Payroll, and all associated sub-modules included in the Phaase 1 Statement of Work be changed to July 1, 2006 for the following reasons:

    After several months of detailed review of as-is processes and the recommended to-be processes, along with feedback from key participants, several issues have surfaced that make July 1, 2006 a more appropriate start date for the HCM modules.

    The recruiting effort commences in February, and continues through March, April, and May. This requires the recruiting activities be split between the two systems and data collected prior to go-live would have to be manually transferred to the new system. Responsibilities in HR include job fairs, voluntary transfers, recruiting, hiring, and training of new employees. The time required to accomplish these activities along with all go-live activities would be significant.

    Going live on May 1 with HCM and July 1 with Financials require temporary interfaces to send information from PeopleSoft HCM to TERMS for the months of May and June. Eliminating the requirement for these interfaces reduces the risks associated with their development, and testing.

    Going live during the final month of the school year runs a greater risk to the project because of the other duties required of support staff during this period.

    School Personnel will be able to hire and transfer employees under the familiar system during the busy close of the year. Then they can learn PeopleSoft and the new processes in the new year during a slower recruiting period.

    Going live in July allows the first payroll to be cut at the beginning of the fiscal year, during a period where there are the fewest users on the system. It also allows all new activity to occur in one fiscal year.

    Principals on the Steering Committee polled their respective groups, (Elementary, Middle and High), and found support for this change.

    FCAT limits the number of days available for training to approximately March 16 to April 30. As this time period includes Spring Break, the time available in conjunction with the amount of training required would make the training schedule very difficult to accomplish. Schools would prefer training to occur on days without student contact.

    I recommend approval of Amendment #1 to the Statement of Work #2 of the Agreement with eVerge Consulting Inc. and authorize the Board Chairman and Superintendent to sign all related documents.-PASS
    Vote Results:
      Motion: Bill Graham
      Second: Sandra Richmond
      Tom Lynch-Abstain
      Sandra Richmond-Aye
      Monroe Benaim-Aye
      Mark Hansen-Not Present
      Debra Robinson-Aye
      Bill Graham-Aye

  7. P2 Consulting Agreement Plato Consulting, Inc.

  8. Motions:
    I recommend approval of the Consulting Agreement with Plato Consulting, Inc.-PASS
    Vote Results:
      Motion: Sandra Richmond
      Second: Debra Robinson
      Tom Lynch-Abstain
      Sandra Richmond-Aye
      Monroe Benaim-Aye
      Mark Hansen-Not Present
      Debra Robinson-Aye
      Bill Graham-Aye

  9. Adjourn: 4:25 p.m.


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