Get Full Government Meeting Transcripts, Videos, & Alerts Forever!
Get email alerts on the Operations Payroll topic
No spam. Unsubscribe anytime.
District unveils new payroll/timekeeping system to cut manual data entry and licensing costs
Summary
SFUSD payroll and IT staff said a district-developed timekeeping system will reduce tens of thousands of manual time-sheet entries and cut $40,000 in licensing costs while adding nightly HR updates, automated compliance checks and backups. Staff scheduled phased rollout and training beginning July.
District payroll and IT staff presented a new, in-house time and attendance system intended to replace extensive manual time-sheet processing and a mismatched PeopleSoft solution. Payroll director Marlena Pena said the district processed large volumes of manual records in the prior year and explained the goals, phases and expected benefits of the replacement system.
Pena listed several categories of manual processing since May 2007, including compensatory time sheets, retroactive symbol changes, substitute time sheets and extended calendar/overtime entries, and then summarized: "The grand total for this year... it was 47,000 time sheets last year." She told the board the project saved about $40,000 in licensing costs by retiring the prior PeopleSoft time and labor solution and described Phase 1 (nightly HR updates, training and rollout planned July 1), an online substitute time reporting system in August, and a later phase for reflection and further automation.
Staff emphasized automated compliance checks tied to union contracts, historical record-keeping, and server failover/backups. A phased parallel test was underway with a dozen volunteer sites entering data in both systems "so we can check to the penny that everything is reconciling," staff said, and training was scheduled to begin the following week.
Board members and speakers praised the automation while noting implementation risks. The payroll change addresses operational efficiency, reduces manual entry and should improve day-to-day site-level visibility into daily staff attendance and leave balances, staff said.
