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District hears Figmat review, commits to consolidating HR systems and improving position controls
Summary
A consultant review identified duplication across HR/payroll systems and recommended centralizing personnel records and stronger position-control processes. District HR outlined training, a move toward PeopleSoft/FileMaker consolidation and plans for exit interviews and employee retention steps.
A consultant who reviewed Chula Vista’s human-resources and fiscal operations told the school board the district is using four overlapping personnel systems and lacks consistent position-control processes, and recommended consolidation and clearer reconciliation between HR and payroll.
Warwick, a representative of Figmat, told the board his team reviewed “approximately 100 documents” and interviewed about 40 staff across HR, finance and payroll. He flagged Business Plus, FileMaker Pro, PeopleSoft and Frontline as active systems and said staff sometimes store the same records in multiple places, creating risk for errors when the district reports to the county or reconciles payroll. “If those reports don’t reconcile, that’s where you get into a fiscal crisis,” Warwick said during the presentation.
The finding prompted a detailed response from the district’s human-resources leaders. Dr. Ángela Rosendell, senior director of human resources, acknowledged the gaps and described a set of actions the department will take: more structured orientation and training for new employees, stronger exit-interview processes, and policy updates to align board policies with current law. Rosendell said the district intends to reduce the number of systems to PeopleSoft plus FileMaker for historical data, and to work with county payroll to ensure a single authoritative source for payroll reporting.
Barbie, a human-resources supervisor, said the department is preparing updated staff manuals, a mentoring program, and one-on-one orientation materials. The HR team also pledged to centralize confidential records and consult legal counsel on retention obligations before destroying historic paper files.
On finance, Mr. Pong summarized steps to move away from Business Plus and better integrate PeopleSoft. He and budget staff presented a five-year budget projection and said they will provide timeline updates on implementation and training for principals and school office staff.
Board members pressed for specifics on timing and historic-data migration. Trustees repeatedly asked whether PeopleSoft can retain historical employment records and sought firm implementation dates. Staff committed to returning with timelines and to share progress in future board updates. The board did not take a final vote on any HR policy at the meeting; staff said they will return with implementation dates and follow-up reports.
