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BCSSA Leadership Academy

BCSSA Leadership Academy. August 15 and 16, 2013 Service Delivery Project. Outline of Session. Service Delivery Project – Sherry Elwood and Steve Cardwell Provincial Context and Project Plan - Joan Axford Working Group Updates- Lawrence Tarasoff Kevin Godden Tom Longridge Angus Wilson

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BCSSA Leadership Academy

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  1. BCSSA Leadership Academy August 15 and 16, 2013 Service Delivery Project

  2. Outline of Session • Service Delivery Project – Sherry Elwood and Steve Cardwell • Provincial Context and Project Plan - Joan Axford • Working Group Updates- • Lawrence Tarasoff • Kevin Godden • Tom Longridge • Angus Wilson • Questions, Comments and Advice

  3. Project is much more than Shared Services Service Delivery - looking broadly at how we can do our business more effectively

  4. Project Committee-Membership • Greg Frank, Chair, School District No. 41 (Burnaby) • Renate Butterfield, Ministry of Education • Steve Cardwell, School District No. 39 (Vancouver) • Patti Dundas, School District No. 36 (Surrey) • Dave Duerksen, Ministry of Education • Sherry Elwood, School District No. 71 (Comox Valley) • Doug Stewart, Ministry of Education • Allan Reed, School District No. 57 (Prince George) • Chris Van der Mark, School District No. 54 (Bulkley Valley) • Joan Axford, Project Lead

  5. Participation • Significant participation with 32 district representatives working on the project! • BCASBO (18 reps) and BCSSA(12 reps) and EFMA (2 reps)

  6. The Project • Service Delivery Project Committee • Five Working Groups • Procurement • Legal Services • HR/Payroll • Attendance Support, Wellness and Occupational Safety • IT and Communication Services

  7. The Project Follow up to the Deloitte report Partnership with BCASBO, BCSSA, Ministry of Education and other Ministries Focus will be on items where savings can be generated in the near term District participation will be optional, respecting the local autonomy of Boards of Education Minister has stated that savings from the project will stay in the public education sector

  8. Purpose and Responsibility of Project Committee • Represent the operations side of school districts • Approve the Overall Project plan • Advise and direct the working groups • Accept and approve the reports of the working groups and service offerings to school districts • Communicate with school districts • Provide strong leadership for participation by districts

  9. Deliverables Final Report which summarizes the findings, service offerings and business case models developed by the Working Groups Ensure that districts have all the information to make informed decisions on any service offerings and options Assist with follow up implementation plans as required

  10. Communication Plan • Promote a common understanding of the project • Keep the system informed on the status of the work of the Committee and associated Working Groups • Facilitate successful implementation of the options and strategies offered to school districts • Provide regular newsletters and e-mails

  11. Government Context Joan Axford

  12. Government Context Shared Services is a provincial objective Focus across the entire public sector Mentioned in the Budget Speech and as part of Core Services Reviews

  13. Ministry of Education • Support for Project • Contract for lead for the project • Support for committee and working group meeting expenses • Liaise with other Ministries and Agencies to support the project- eg. PSA for the HR/Payroll Pilot • Participate in Service Delivery Project Committee and Working Groups • Reporting to Treasury Board

  14. Project Plan Joan Axford, Project Lead

  15. Service Delivery Project Structure

  16. Project Timelines Working Group Report dates Procurement Dec 31, 2013 Legal Services Sept 30, 2013 HR/Payroll Feb 28, 2014 Attendance March 31, 2013 IT and Communication Dec 31, 2013

  17. Project Deliverables • All Working Groups are responsible to: • Provide a report with options and business case for implementing the option • Provide advice on issues and constraints and resource requirements • Provide advice on the ongoing operating structure • Evaluate integration with other initiatives

  18. Legal Services Group Joan Axford

  19. Membership-Legal Services • Judith Clark, Working Group Lead, Retired Legal Counsel, BCSTA • Kelly Thomson - School District No. 36 (Surrey) • Russell Hoswill- School District No. 71 (Comox Valley) • Audrey Ackah- BCSTA • Jennifer Duprey- BCPSEA • Kim Oldham - Ministry of Finance • Teresa Downs - School District No. 74 (Gold Trail)

  20. Purpose-Legal Services Review all forms of legal services utilized by school districts Advise on areas for improved effectiveness and cost efficiency Review the services of School Protection Program, BCPSEA and BCSTA Provide options for the provision of legal services and implementation plans for school districts and associated organizations to consider

  21. Deloitte Report The Deloitte report outlined the following challenges resulting from current processes for managing litigation of employment matters: • The current model for legal services is costly to the districts and requires extensive administrative costs to administer numerous contracts • Lack of a provincial view of implications of specific grievances creates risk that bargaining process will be undermined through grievance process • There is considerable duplication of effort and resources expanded on similar issue grievance and legal files

  22. Progress to Date-Legal Services Full inventory of legal services Review of providers (BCSTA, School Protection, BCPSEA) Determined that the “real” efficiencies and cost savings is in strategic management of legal services - using the services jointly or through the right source rather than reduced hourly rates

  23. Options Being Considered Stay Tuned

  24. Procurement Working Group Lawrence Tarasoff Superintendent of Schools and Secretary Treasurer School District No. 84 (Vancouver Island West)

  25. Procurement Working Group Mary Sluggett, Working Group Lead, retired Purchasing Manager, School District No. 61 (Greater Victoria) Graham Roberts - School District No. 68 (Nanaimo-Ladysmith) Lloyd Pendleton - School District No. 23 (Central Okanagan) Ian Wind - School District No. 39 (Vancouver) Bobbi Plecas- Ministry of Citizen Services and Open Government Stephen Smoroden- School District No. 37 (Delta) Frank Marasco- School District No. 83 (North Okanagan- Shuswap) Lawrence Tarasoff- School District No. 84 (Vancouver Island West)

  26. Objectives-Procurement Group • Opportunities for greater sharing of procurement • School Districts are well informed of government and other group buying options • Structure in place to coordinate all the offerings in a central place where those that do purchasing in the district have access • Sharing of procurement expertise

  27. Progress to Date-Procurement • Review of Joint Purchasing Groups • Review of other jurisdictions • Government Purchasing Cards • Vehicles • Banking Services – Ministry of Finance • Investments • Other Services • TelusVoice Services • Multi Function Devices

  28. Opportunities Offered To Date

  29. Telus Voice • District Lead Initiative • Participating School Districts - 48 • Scope: 8 Year Telecommunication Services Contract (July 2013 to July 2021) • Services within scope: • Audio Conferencing (pricing reviewed annually) • Long Distance (pricing reviewed annually) • Cellular Services (pricing review currently underway and every 2 years) • Voice (pricing review July 2016) • Hosted Telephony (Centrex) • Exchange Services • Agreement provides for Common Service catalogue and pricing for all participating districts • Districts continue to order direct and billed directly • Aggregate Projected saving for participating Districts 22%

  30. School District Telecommunications Advisory Council Greg Frank – Executive Member Secretary-Treasurer SD 41 (Burnaby Ray Velestuk – Fraser Valley, Metro and South Coast Zone Secretary-Treasurer SD 34 (Abbotsford) Russell Horswill – Vancouver Island Zone Secretary-Treasurer SD 71 (Comox Valley) Larry Paul – Thompson/Okanagan Zone & Kootenay Boundary – (also Business Lead for negotiations) Secretary-Treasurer SD 23 (Central Okanagan) Gerry Slykhuis – North Coast/Northern Interior Zone (also Business lead for negotiations) Secretary-Treasurer SD 59 (Peace River South)

  31. Provincial Banking Services Current participation is just on the investment of excess cash Current investment is 27 districts at $257 million and these districts earn excess interest of $37,000 per week or $1.924 million per year Government has the capacity for this to grow to $500 million Ministry of Finance can also offer other banking services to districts such as international fee collection and refunds

  32. HR/Payroll Working Group Kevin Godden Superintendent of Schools School District No. 34 (Abbotsford)

  33. Deloitte Report CurrentHR/Payrollsystemsarenotstandardized,lack importantfunctionalityandinmanycasesarecloseto endoflife. Payrollprocessesarelargelymanualandinvolved largenumbersofclericalstafftoprocesspayruns, exceptions,time sheets,etc. Thecurrentratioof employeestoPayrollstafftois ~750:1. Their expertise reported that the benchmarkemployee/payrollstaffratiois~1,250:1 Large number of collective agreements a deterrent but systems that can handle the complexity. Improved reporting and access to HR and Payroll data wouldhelpsolve peopleandbusinessproblems

  34. HR/Payroll Working Group Membership: • Joan Axford- Working Group Lead • Sheldon Lee - School District No. 84 (Vancouver Island West) and School District No. 49 (Central Coast) • Gerry Slykhuis- School District No. 59 (Peace River South) • Dan Proden- School District No. 43 (Coquitlam) • Lisa Landry - School District No. 39 (Vancouver) • Kevin Godden - School District No. 34 (Abbotsford) • Ian Aaron - Ministry of Education

  35. Purpose – HR/Payroll Group • Inventory the current and other software and systems • Consider the advantages and disadvantages of a common software system and procedures • Utilize the VSB pilot to inform their work. • Consider data required for Attendance Support options • Need for common information • Respect the collective agreement differences across the province

  36. Vancouver School Board (VSB) HR/Payroll Pilot Need to Update HR/Payroll Software Wanted to evaluate the People Soft product which is used by the Province for payroll and HR VSB already using PeopleSoft Financials VSB has looked at product a number of times, in 2005 and 2009 but unable to make the economic case for the upgrade Due Diligence project supported by Public Service Agency (PSA) and Telus Solutions to determine fit of PeopleSoft to VSB requirements Ability to coordinate with PSA around licencing, etc. Vancouver will utilize a business case to determine whether to move to Peoplesoft Desire of the project to have resulting system to be useable by other districts

  37. VSB Pilot • Found 85 – 90% fit to school district requirements • Tier 1 system which is designed for large clients in multiple geographic areas • Not outsourcing but using Telus to: • Process and provide support • Backup, Recovery and Data Security • Economies of Scale when multiple school district implement • Pilot will allow other school districts to evaluate the People Soft product in a school district setting

  38. Expected Outcomes of Pilot Vancouver School Board knows the fit of the PeopleSoft HCM system to their needs Other school districts have been exposed to the PeopleSoft product TSSI and Public Service agency understand the implications of a province wide implementation of PeopleSoft HR/Payroll system Most importantly – Costs are Well Understood

  39. Progress to Date-HR/Payroll Group • District Survey • Visioning Session on Common System(s) • VSB Pilot Project • Review of Current Software Systems

  40. Current Software Products Current breakdown of system software for HR/Payroll and Finance systems is: Vancouver Star Garden/People Soft 8,207 employees 31 districts SDS23,539 employees 24 districts SRB37,527 employees 3 districts Take Two 6,424 employees Richmond Navision 2,042 employees Other systems generally meet requirements but not robust enough to be a common province wide system.

  41. District Survey Results • 92.3% of HR/Payroll software meets the district needs and will for 2 to 5 years • 42% of districts use web based or electronic call-in for replacements • Districts indicate that access to adequately trained staff will decrease over time

  42. Visioning Session February 27, 2013 as part of the due diligence of the VSB pilot, 11 district representatives attended a visioning session and demonstration of the PeopleSoft product

  43. Outcomes of Visioning Session • There is a need for standardization and common systems and services • Need for current statistical data in our system that can be easily extracted and compared • Management of our human resources is vital to management of school district budgets • Need for more service to our employees and efficiencies for the HR/payroll staff • There is risk in our current structure-staffing, knowledge, backup and recovery

  44. Common System • Considerations: • Do all size districts need a Tier 1 system? • Can current systems be more commonly implemented for shared information? • Can current software providers provide the scalability needed for a common system? • Do the advantages of a common system justify the cost? • Are the current risks addressed with a common system?

  45. Attendance Support, Wellness and Occupational Safety Working Group Tom Longridge Superintendent of Schools School District No. 72 (Campbell River)

  46. Membership-Attendance Group Jennifer Canas- School District No. 35 (Langley), Working Group Lead Maureen Carradice- School District No. 33 (Chilliwack) Patty Beatch - School District No. 39 (Vancouver) Sue Ferguson - BC Public Schools Employers Association Lawrence Tarasoff- School District No. 84 (Vancouver Island West) Tom Longridge- School District No. 72 (Campbell River) Hilary Brown - BC Public Schools Employers Association

  47. Purpose-Attendance Support Programs to improve employee wellness, provide safe and healthy workplaces, and support employee attendance Research best practice models Data requirements and how best to collect, store and report the data. Provide draft policies and procedures Respect legislation, collective agreements and other regulations that apply to the workplace Coordinate their work with the HR/Payroll Working Group

  48. Replacement Staffing Currently districts spend $154 million on replacement staffing or 3.1% of budgets This is up from $73 million or 2.3% in 1993/94 In 20 years, replacement costs have increased 210% while total salaries have increased 47.5% Student Enrolment is almost equal between the two periods (550,873 today versus 554,146 in 1993/94)

  49. Wellness and Support • Employee groups are clear that they oppose Attendance Management • Most understand that return to work and stay at work programs are supportive • Employee groups do not oppose safe workplace programs • Healthy workplaces need less non-culpable attendance management • Programs needs to recognize 6 general categories of absence: • chronic/catastrophic, finite absence, short term illness, non-medical leave, substance abuse/addictions and psychological and soft tissue illness/injury

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