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SERVICE DELIVERY PROJECT Phase 2 HR/Payroll Business Systems Working Group Report

January 2017

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Contents

Background and Purpose .............................................................................................................................. 3

Responsibilities ............................................................................................................................................. 4

Membership .................................................................................................................................................. 4

Overview of Current Situation ...................................................................................................................... 5

Trends in K-12 ............................................................................................................................................... 8

Questionnaire – Manually Intensive Tasks ................................................................................................. 10

Response Summary ..................................................................................................................................... 10

Recommendations ...................................................................................................................................... 18

Next Steps ................................................................................................................................................... 19

Summary ..................................................................................................................................................... 21

Appendix 1 - PowerSchool .......................................................................................................................... 22

Appendix 2 - Functions and Processes Available by Vendor ...................................................................... 25

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Background and Purpose

The Service Delivery Project has been set up to find additional savings and efficiencies through

shared delivery of services across British Columbia (BC) school districts. The Ministry of

Education (the Ministry) and partners are working collaboratively identifying opportunities to

achieve further savings and efficiencies in employment and labour matters, procurement,

attendance support and staff wellness, facilities, transportation, human resources (HR)/payroll

business functions and system support, and IT/communications.

In 2013, an HR/Payroll and Integrated Business Systems Working Group was formed to explore

opportunities for savings and efficiencies in this area. Specifically, its purpose was to:

• inventory the current and other software and systems that provide HR and payroll

processing, financial and information management to the K-12 sector;

• consider the advantages and disadvantages of common/ multi-tenant or district based

software systems and procedures for the provision of HR/payroll and integrated business

systems;

• utilize the School District #39 (Vancouver) PeopleSoft Pilot to inform their work;

• liaise with the Phase 1 Attendance Support, Wellness and Occupational Safety Working

Group to help ensure payroll and HR information is available from any options being

considered; and

• consider the need for common information and respect the collective agreement

differences across the province.

Continuing the work done in Phase 1 of the HR/Payroll Project (completed in 2014), the focus of

the Phase 2 HR/Payroll Business Systems Working Group was to explore opportunities for

efficiencies and standards across existing implementations, most notably the large groups of

districts using Harris School Solutions (SDS and Cayenta) and SRB Education Solutions but

also including Take Two (CIMS) and PeopleSoft. The working group was also tasked to monitor

the Vancouver PeopleSoft Pilot as the implementation worked to completion to gain a more full

understanding of the costs, timelines, and benefits of a fully functioning tier 1 enterprise

resource planning (ERP) system in the sector.

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Responsibilities

The Phase 2 HR/Payroll Business Systems Working Group discussed and provided advice and recommendations on the following:

• exploring common business processes and identifying and prioritizing those that will

benefit from efficiencies;

• reviewing current trends such as employee self-service and electronic workflow;

• providing advice and recommendations on collective opportunities for moving from

manual to electronic/automated workflows across the various vendor systems;

• conducting an environmental scan of system development requirements, looking for

opportunities to collaborate among school districts; and

• understanding the opportunities for hosting and which school district business models

are working well (e.g. hosted by vendor, by another school district).

Membership

Renate Butterfield, Working Group Co-Chair, Ministry of Education

Debbie LeBlanc, Working Group Co-chair, Manager Payroll & Benefits, SD #61 (Victoria)

Susan Cahoon, Accountant/Payroll Supervisor, SD #57 (Prince George)

Mark De Mello, Secretary-Treasurer, SD #38 (Richmond)

Mike Hooker, Superintendent, SD#19 (Revelstoke)

Joe Strain, Secretary-Treasurer, SD #37 (Delta)

Terry Taylor, Superintendent and Secretary Treasurer, SD #10 (Arrow Lakes)

Gerry Slykhuis, Secretary-Treasurer, SD #33 (Chilliwack)

Caroline Ponsford, Project Director, Service Delivery Project

Supported by the Ministry of Education, Sector Resourcing and Service Delivery Branch

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Overview of Current Situation

The K-12 sector is currently supported by several enterprise resource planning (ERP) software

vendors: PeopleSoft, SRB Education Solutions, Harris School Solutions (SDS and Cayenta),

and Take Two (CIMS). Cayenta is the newest product offering, and allows SDS clients to port

their existing license to this new software platform.

SRB Education Solutions Inc. has provided the province with school district specific ERP

software for more than 20 years. The majority of the larger school districts currently use SRB’s

atrieveERP software. SRB was formerly a division of StarDyne Technologies. In August 2016,

SRB was acquired by PowerSchool. See Appendix 1 for further details on PowerSchool.

Given the majority of the sector is serviced by SRB and SDS/Harris, most of the references are

to those two providers, however the recommendations (in a number of cases) apply to the Take

Two/CIMS districts as well. The school districts served by Take Two/CIMS work together and

identify major issues directly to the vendor. Take Two/CIMS provides in-person support and is

very responsive to correcting identified issues.

The Vancouver Board of Education began their pilot implementation of a tier 1 PeopleSoft

solution early in 2014. They agreed to configure a standardized solution (apart from six

customizations) that could be used as the base in other school districts across BC. This was a

huge endeavour on their part as their existing Stargarden solution was heavily customized over

many years. The configuration and development process was interrupted by the labour dispute

in 2014, and Vancouver’s implementation date moved from January to April, 2015. Although

they have been using the system to run their payroll since April 2015, many functions were not

completely configured and they continue to work with a consultant team to finish the remaining

work. The bulk of the work was completed by the end of September 2016. Because this project

is still a work-in-progress, the working group could not gain the full understanding of costs,

timelines, and benefits of a fully functioning tier 1 ERP system in the sector. This work will need

to be completed once Vancouver completes its implementation.

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The following chart depicts the current use of these software products across BC’s K-12

education sector (percentage of total employees as at 2016).

Human resources and payroll functions are complicated in the K-12 education sector. Although

there are some common business processes, many are implemented differently due to local

collective agreements and differing school district policies and processes. The complex nature

of collective agreements in BC requires additional support in school districts, many in the form

of manual processes in addition to calculations done by supporting HR/Payroll software.

Payroll is an ongoing, high-pressure cycle in school districts with little or no time to stop and

evaluate an existing business process or look for easier ways to support requirements. The

nature of the business is often reactive, and once an initial software solution is installed, there is

little time to go back and review alternatives because ongoing operations take up all available

time. Education or training is hard to schedule under these circumstances and staffing

constraints make it nearly impossible for staff to be absent from their positions for even short

periods of time to receive training.

61% 18%

8%

10%

3% SRB

SDS

CIMS

Psoft

Cayenta

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Trends in K-12

1. Shift in ERP Software Vendors. There has been quite a shift in supported software

over the past 3 years. Although Navision, formerly used in School District #38

(Richmond) will no longer be used in BC’s K-12 sector, the Cayenta product is now

present. School District #57 (Prince George) is the first school district to sign up to

convert from another Harris School Solutions product, SDS, to Cayenta.

Number of Districts

Percentage of Total Districts

Number of Employees

Percentage of Total Employees

2013

Harris (SDS) 31 52% 25,539 30%

SRB 24 40% 37,527 48%

Take Two (CIMS) 3 5% 6,424 8%

Navision Richmond 2% 2,042 3%

Stargarden Vancouver 2% 8,209 10%

2016

Harris (SDS) 23 38% 13,862 18%

SRB 32 53% 48,153 61%

Take Two (CIMS) 3 5% 6,424 8%

PeopleSoft Vancouver 2% 8,209 10%

Harris (Cayenta) Prince George 2% 2,110 3%

2. Move to Hosted Solutions. About 3 years ago, SRB changed their business model

and provided both a software licensing model (with annual maintenance) as well as a

hosted solution. Within the hosted offering, they allowed clients one of two options:

a) keep their software licenses and provide hardware hosting services; or

b) move completely into a SAAS (software as a service model) charging school

districts an annual fee for both hardware and software support without

purchasing a software license.

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Of the 32 school districts now using SRB, 12 are using one of these hosted models. The

choice to move to one of these models is happening either:

a) as school districts are migrating to SRB;

b) as school district’s hardware needs replacement; or

c) as their local IT expertise changes.

School districts of varying size and location are moving to this new type of model (e.g.

both rural smaller districts as well as urban larger districts).

Although SDS does not offer a hosted solution, Cayenta will offer this type of service as

well. It is likely that more Cayenta customers will consider this option in the future.

3. Electronic Workflow. Many school districts are beginning to investigate options for

more electronic workflow between functions, especially between payroll, HR, and budget

management (e.g. for internal and external job postings, leave and staff requisitions,

new employee onboarding, and electronic submission of expense claims).

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Questionnaire – Manually Intensive Tasks

Response Summary

Although many school districts are moving towards automating and streamlining functions, there

are still a huge number of manually intensive processes. The working group felt it was time to

document these processes in the areas of payroll, HR, benefits, and budgeting, to share this

information with school districts, and to determine an approach to work towards common

solutions.

A questionnaire was sent to school districts in March, 2016. The response rate was 82 per cent.

Responses indicated there were many commonalities amongst school districts, regardless of

size, location or software used to support the business function. Although differing collective

agreements contribute to the manual workarounds, vendors have some form of solution

available for almost all of these manual workarounds.

The following charts outline the most manually intensive work processes in the areas of payroll,

human resources, benefits, and associated budget management. Work processes are grouped

by current software vendor.

0

5

10

15

20

25

30

CIMS Peoplesoft SDS SRB

Payroll Part-Month PayCalculations

Reviewing Payrolls

Calc Time/Start Dates

S.U.B. plan

WorkSafe andgarnishment

Benefits for employeeson leave

Emp submittedelectronic timesheets

Numerous pay codes

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0

5

10

15

20

25


Human Resources

Job Postings

Leaves

Yearly Staffing Intentions

Attendance Support

TTOC/Educ Assistant

Analysis Reports

Tracking Staff Training

Senority Calc

Tracking Various

0

5

10

15

20

25


Benefits

Leaves

Premium Calculation

Monitoring Dates

Comms with BenefitsCarrier

Reports

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Once the working group received the major software vendor (Harris for SDS and Cayenta, SRB,

and PeopleSoft) responses to these manual processes, it became evident that many solutions,

in part or in whole, were already available in the existing product suites. The SRB list of

products are extensive, all being part of the core system, and the vendor continues to add

modules based on school district needs and changes in collective bargaining. For the Cayenta

product, many of the functions are either available today in the base product or are under

development and will be available on or before June 2017. Vancouver’s pilot implementation is

nearing completion, and a substantive number of manual interventions are being handled

through the PeopleSoft solution. Details can be found in Appendix 1 – Functions and Processes Available by Vendor.

The working group reviewed the findings and grouped recommended actions as follows:

1) business process review

2) automated calculation required – approach vendor for cost estimates

3) education/training required

4) work with third party service providers

0

5

10

15

20

25

30


Budget Management

Staffing

Leaves

Calc FTEs

Reports

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Payroll Functions Percentage of Districts Recommended Action

S.U.B. Plan Top-up 76% This is a math calculation that everyone needs. The Cayenta product has the capability to do this function in their base product. SRB clients may use timesheet entry for the applicable benefit period, and enter all weekly payments at the same time. Another option is to set up the S.U.B. payment pay code as a percentage of regular salary to avoid calculating the amount. This does not seem to be a substantial issue with CIMS clients. Consider having the vendor provide training workshops, videos, and/or WebEx sessions for affected school districts.

Part Month Calculations for Salaried Employees

73% This function is not available in SDS but is currently available for hourly employees in Cayenta. This function will also be available for salaried employees by June 2017. SRB clients may add “Salary Adjust from Schedule Dates” in their user specific parameters for the system to calculate a partial month. Note: employee schedules must be in the system to complete the calculation. Consider having the vendor provide training workshops, videos, and/or WebEx sessions for affected school districts.

Benefits for Employees on Leave 73% This is a multi-step process, and some manual intervention will always be required. It is also a process that is dependent on local collective agreements. All vendors have some automated calculations in place that could help with this process.

WorkSafe and Garnishments 67% Calculation of garnishments available in both SDS and Cayenta. WorkSafeBC calculations are currently not available in either product. SRB clients may use deduction codes with a percentage of net salary or a flat amount if applicable to process garnishments. In SRB, WorkSafeBC is processed using specific pay codes which determine the tax treatment of the earnings. Software vendors could be asked to provide an instruction sheet for these functions.

Calculation of Time and Start Dates 65% This is a complex process due to the number of collective agreements across each of the school districts. Cayenta has this capability in its base product and it is part of the configuration process for individual districts. SDS has start dates for some functions. SRB clients enter several dates in the system, including start, vacation, and seniority. The different collective agreements make this activity a very time consuming one, regardless of which product is used. Cayenta does look promising in this regard.

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Payroll Functions Percentage of Districts Recommended Action

Reviewing Payrolls 49% Document best practices/processes and share with payroll staff across school districts.

Reports 45% All supported software products have a wide selection of good reports. Recommended approach is to list the reports that are working well and are most useful within each functional module. Use this list to start an education process with districts that have not had the time to explore this area fully. Provide training workshops, videos, and/or WebEx sessions as well as instruction manuals for all school districts.

Tracking Teacher Increments and TTOC

43% This is related to moving around/up in a position. Some functionality available in each software product. This is system generated for SRB users from increment storage banks. Consider carrying out a business process review, in conjunction with vendors, for tracking teacher increments; share best practices.

Numerous Pay Codes 43% Consider carrying out a business process review. Additional pay codes tend to creep in over time and little time is devoted to reviewing existing pay codes.

Electronic Timesheets 35% All vendors have this function in some form. The biggest barriers to using electronic timesheets seem to be related to knowledge of functionality, time to implement, and budget. Work with school districts where interest is high and approach vendors to see if there is an opportunity to reduce costs if multiple districts agree to implement.

Human Resources Functions Percentage of Districts Recommended Action

Job Postings

65% This function is not available in SDS nor is it in the development plan. Both Cayenta and SRB indicate that this function is readily available in their systems. Although available, SRB clients still find this manually intensive. Consider having the software vendors provide training workshops, videos, and/or WebEx sessions for affected school districts.

Seniority

63% PeopleSoft customization in progress for Vancouver. Cayenta currently has a function for hourly staff and will work on a solution for teaching staff. SDS can also customize seniority to automate based on the Collective Agreement. SRB clients can have a customized electronic seniority system which is dependent on the seniority clauses in their collective agreements. For CIMS clients, there are some enhancements in development. Consider having the vendor provide training workshops, videos, and/or WebEx sessions for affected school districts.

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Annual Staffing Intentions

63% Consider carrying out a business process review. For SRB and Cayenta, some automated calculations exist. Some SDS clients query the database for uploading into MyBudgetFile.

Leaves

61% School districts have varying numbers of leave codes. Short-term leaves are usually automated but long-term leaves are manually intensive and very time-consuming. There are functions within each software product that handle both short and long-term leaves. Cayenta’s leave management is done through Position Control. Consider having the vendor provide training workshops, videos, and/or WebEx sessions for affected school districts


59% All software support products have this function available in one form or another. Need to review this as a sector, outlining the mandatory training requirements such as WHMIS training and possibly design a simple solution for use within each product offering.

Tracking Various Dates

51% Narrow down the range of dates that are the highest priority to track. Work with vendors on developing cost estimates for highest priority work. All vendors indicate that they are able to track dates. The new Cayenta model looks very promising in this category since their entire system is date driven.

Attendance Support

49% This function varies greatly among districts. Many use SmartFindExpress (SFE) as their dispatch tool. An Attendance Management report was designed for SRB clients to provide monthly absences, by employee group, to each school Principal and Department Supervisor. The attendance information is available in SRB Automated Dispatch System (ADS) and Absence Management System (AMS). Review and use business process best practices from the Attendance Support & Wellness Initiative Working Group as it applies to individual districts. Continue to work with vendors on automated calculations and reports that will help this process. All vendors offer some kind of support for this function.

Reports – Analysis of various reports

45% All supported software products have a wide selection of good reports. Recommended approach is to list the reports that are working well and are most useful within each functional module. Use this list to start an education process with districts that have not had the time to explore this area fully. Provide training workshops, videos, and/or WebEx sessions as well as instruction manuals for all school districts.

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TTOC/Education Assistants

43% Due to the number of absences, districts require up-to-date lists of available TTOCs and Education Assistants to replace the absences. Districts are currently preparing these manually with some assistance from the software programs. Since this function is dependent on local collective agreements, there is little benefit to carrying out a wider business process review.

Benefits Functions Percentage of Districts Recommended Action

Leaves 73% This category covered both billings and benefits for employees on leave. All vendors have the capability to handle these functions, some in more detail than others. This is a common business process for all districts. Consider carrying out a business process review, in conjunction with vendors, for leaves.

Electronic Communication with Benefit Carriers

65% There is a need for carriers to provide information in Excel format to aid in the monthly reconciliation process. British Columbia Teachers Federation (BCTF) goes directly to Pacific Blue Cross; Canadian Union of Public Employees (CUPE) goes through Public Education Benefits Trust. Neither of these includes Medical Services Plan (MSP). Follow-up with Ministry of Finance to provide this information in Excel format.

Premium Calculations 61% This business process is dependent on local collective agreements. All vendors provide functionality in this area. Provide training workshops, videos, and/or WebEx sessions as well as instruction manuals for all school districts.

Monitoring Dates 45% Related to the other functions that calculate dates. All vendors do offer this function to some degree. See Appendix 2 for details. Provide training workshops, videos, and/or WebEx sessions as well as instruction manuals for all school districts.


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Budget Management Functions Percentage of Districts Recommended Action

Staffing 82% This function is linked to position control. Cayenta has position control functionality which can be configured through HR or Finance. On the SRB side, School District #36 (Surrey) has developed a customization that handles position control. This has been reviewed by the working group and the Senior Manager, Budgets & Financial Analysis, School District #61 (Greater Victoria). Although available through a variety of different functions in their software, vendors need to demonstrate how they can do this function. Follow up with vendors on automated calculations that could help with this process.

Calculating FTE’s 59% Major calculations can be done in all software products. In the SRB system it is managed through the FTE Allocation Menu. This function must be configured separately for each district as it is dependent on local collective agreements. Work with individual vendors to determine how much more the process can be automated down at the school level.

Leaves 57% In many districts, HR is consulted with first and the budget area is not necessarily in the loop. The budget area is informed as a by-product of the process. Since Cayenta uses position control to track leave, this should pose less of a problem as HR and budget are tightly integrated. For SRB clients, recommended action is to pull together a few districts and review the process from end to end. Once this is completed, review findings with SRB for possible solution.


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Recommendations

1. Once analyzed, many of the functions that school districts do manually today are

partially or completely handled by the software product in use. It is the recommendation

of this working group that the Ministry ask vendors to provide WebEx sessions (perhaps

lunch and learn), videos or instruction sheets for individual topics identified through the

questionnaire.

2. There is a great deal of valuable expertise in school districts. As districts consider

moving to a different software product, they are encouraged to contact their colleagues

across the sector to get a more fulsome picture of the features and challenges within

specific product lines before making their final decisions.

3. As school districts move to new environments, they are encouraged to review their

existing business practices and consider industry best practices as they plan and

execute their implementations.

4. When designing new software modules, vendors are encouraged to consult with existing

clients (school districts) for input into new features.

5. There is recognition that HR and payroll are complex processes informed by many

collective agreements and district-specific processes. It is the recommendation of this

working group, that school districts look for greater efficiencies, research with other

districts and vendors, and conduct internal business process reviews informed by the

findings of this report.

6. Vendors are part of the solution for greater efficiencies because they can assist with

HR/payroll management systems expertise and support. Yet, there is no one model or

provincial solution that is best or ideal as far as service delivery. Excellent practices

happen in both urban and rural districts. Partnerships between districts in regards to

shared HR/payroll services may be desirable, yet given the large number of manual

processes and personalized district factors may not be more efficient than district-

specific solutions.

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Next Steps

Short-Term

1. Develop a draft Terms of Reference for a Phase 3 HR/Payroll Business Systems

Working Group that will continue with implementing recommendations and next steps

outlined in this report.

2. Work with the two main vendors, SRB and Harris (SDS and Cayenta) to cost out

instructional videos for up to 3 individual topics (e.g. teacher/TTOC increment

calculations, long term leave management, designing reports.

a) Develop the instructional videos and schedule WebEx sessions during Fall and

Winter 2016/17. Partner with BCASBO to advertise sessions to maximize

participation. Obtain feedback and continue development cycle for additional topics

as appropriate.

b) Provide a short update of working group activities and distribute instructional sheets

at the Payroll Manager’s Meeting on October 28, 2016. Continue this activity for the

BCASBO spring conferences in 2017.

3. Continue to work with the Ministry of Finance and their service provider to improve the

functionality of MSP invoicing to school districts by creating an Excel format to

complement the current PDF file format.

4. Through this report, the working group has provided a detailed list of issues (manual

workarounds) and vendor supplied solutions. The sector is currently experiencing a shift

in product offerings as well as product ownership. As well, the pilot project in Vancouver

is nearing completion. During this time of change and opportunity, school districts may

be considering a change in their supported software/vendor. As school districts consider

such a move, there is additional reference information in this report to help educate

school districts before they make their final decision. Districts are encouraged to review

this report, contact their counterparts in other school districts, and consider speaking to

the Vancouver Board of Education for insight into the implementation of a tier-1 solution

before making their final decisions. To help enable the sharing of information, the

working group will publish a list of school districts and the software that are used to

support their HR and payroll functions.

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Medium-to-Longer Term

1. Medium term, consider piloting a shared HR/payroll service amongst several volunteer

school districts.

2. Longer term, it is recommended that key districts are contacted to begin the longer task

of conducting business process reviews in areas such as the ongoing educational

staffing process and associated long-term leave management.

3. From a school district perspective, numerous HR/payroll business functions represent

considerable workload due to the nature of the existing collective agreements. The co-

chairs of the working group will meet with BCPSEA and begin a dialogue that could

provide valuable information to input into future negotiations.

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Summary

The working group would like to thank all of the districts who participated in the process of

pulling together this updated view of HR/ payroll environments and system supports in BC’s

education sector. There is a great deal of expertise in our sector and individuals are willing and

able to share knowledge and ideas and help each other solve problems. Many school districts

are seeking ways to streamline operations, taking advantage of new functionality, and using

electronic workflow to its fullest potential. Along the way, some are questioning existing

business processes and are attempting to implement industry-standard best practices. It has

become evident that defining common business processes in areas where there are local

collectives agreements will be challenging.

Through targeted training and education, school districts can reduce or eliminate several labour

intensive manual processes and focus expertise in new areas that will further benefit workflow,

timeliness and range of services, etc. The current suite of software products offer automated

functions that some districts are not yet taking advantage of. A concerted training effort could

help alleviate many of the hours spent performing manual tasks.

As well, many districts are investigating different business models and moving towards vendor

hosted solutions. Given the number of districts that have recently moved into this type of model,

is likely that more districts will also consider this model in the near future.

Software support in our sector has changed considerably over the last 3 years. With changes in

both product and product ownership and the completion of the Vancouver pilot, school districts

will have the ability to decrease workload in the short-term while considering longer-term options

available to them.

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Appendix 1 - PowerSchool

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Appendix 2 - Functions and Processes Available by Vendor

HR FUNCTION PeopleSoft (VBE) Process SRB ATRIEVE PROCESS Cayenta Process Timeframe function available in Cayenta

SDS Process Timeframe function is available in SDS

Job postings Recruiting functionality allows for creating and tracking job postings, allows applicants to apply on-line (internally or externally via the internet), ranking candidates, interview tracking, job offers and transferring the successful candidate information to HR Job data. Some of these functions can be managed by HR and/or Hiring Manager.

Managed through Job Posting Web

Cayenta HR includes functionality for tracking postings, applications, interview tracking and applicant position matching/ranking of candidates. Employee seniority can be plugged into the ranking algorithm.

Available in base product

Not currently available Not in current road map

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Seniority Reporting

Delivered functionality allows for seniority tracking. A custom process has been implemented to manage the specific seniority requirements based on specific union collective agreements (e.g. Teachers, CUPE, etc.).

Seniority reporting calculations vary by District. Customization by District is available for system generated seniority calculation.

Is currently available for seniority tracked using dates, hours, numeric and alpha tie breakers. Teachers will be available on or before June 2017. Cayenta Seniority records up to 15 tie breakers per assignment; assignments roll up to Unions so employees can have seniority with multiple Unions. Of these tie breakers, 5 each are date, numeric and alpha. Hours from Payroll can be fed into the numeric tie breaker. A seniority report then calculates from total hours, the total years and days an employee has served. This can be listed overall, within group, department, or by union. Portal stats can be designed to apply tie breaker rules based on various concepts such as hire date, position date, birthdate, skills and attributes, SIN, etc. For teachers, the formulas currently available in SDS will be supported in Cayenta and made available to all districts. New formulas can be made available on a fee for services basis.

Some function in base product. Seniority will be available for teachers on or before June 2017.

SDS Seniority records up to 6 tie breakers and provides both paper and csv reports. For cases like teachers custom/billable software to calculate the seniority is available. SDS increments are based on a Date & Years of Exp., Accumulated Hours, Pay Periods Processed and Days from the HR Positions. Seniority, Earnings Experience & Vacation Experience are separate accumulators with independent rules.

In base system

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Annual staffing intentions

As delivered you can enter future dated retirements and terminations into HR. Based on this information, you can identify available positions and then using the seniority information to determine possible candidates. At Calgary Board of Education, we developed a "Spring Staffing" tool that helped manage the retirements/terminations and based on open positons, integrated into Recruitment for creating internal postings which were managed through the recruitment process.

This function will need to be tweaked via configuration for each district depending on collective agreements. Cayenta’s Position Control integrates to Cayenta’s TM1 to provide real time, what if scenarios. TM1 Is an add-on to the base product. The school staffing can be fed back into HR once the data is finalized.


Some SDS Districts query the database for uploading into MyBudgetFile SDS will also load a file from MBF into SDS Accounting as budget transactions.

In base system

Leaves Leaves (other than short term sick days or vacations) are tracked in the base HR product. This includes start date of Leave, return from the Leave, and reason for the Leave, etc. You can also track temporary replacements in the position during the leave. Position management functionality is also available to know which positions are vacant or are held by someone on Leave, etc.

Managed through Assignments for long term leaves and Absence Management System for short term leaves.

Leave management is done through Cayenta’s Position Control. This tracks all activity against a position including terminated employees and who is on leave and who is the replacement; essentially who is active or inactive for a position. In HR, the start and end dates, reason for leave, replacing employee, and custom notes can be tracked. One position can be shown as filled by more than one person for things like Job Sharing and Leave Coverage. Cayenta Positions have user defined fields that can used to identify the employee who owns the position. Cayenta's planned leave tracks short term absences and is being enhanced to match the functionality in SDS's Absence Management module.

Available in base product. Planned Leave enhancement on or before June 2017.

SDS tracks long term leaves and the replacement for each person who is on leave. Leaves can be split between multiple replacement people and a replacement person can be replacing more than one partial leave. There is a system report to show who is replacing whom. SDS tracks short term leave through Absence Management where the absent and replacement employee are recorded.

In base system

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In the base product, you can track different types of information (training, certificates, languages, education, professional development, etc.) for an employee in the Profile Management functionality. This information can be used for tracking, managing renewals, reporting, looking for employees for specific skills for a particular job posting/ position, etc.

Managed through Employee Certificate. Certificate Code, Type, Class, Number, Institution, Issue Date and Expiry Date maintained in HR system. Reports run to review as required.

Cayenta has Certifications, Education, Skills. Certificates carry an expiry date. Portal Stats will report, email or generate a task to initiate a follow up on or prior to the expiry date. Districts will be able to add a compliance module for professional development and testing.

Available in base product.

SDS does Certification, Skills & Professional Development tracking.

In base system

Tracking Various Dates

There are a number of different dates for an employee in the system e.g. hire date, seniority date, propagation date, benefits service date, etc. The application is based on effective date. Therefore, salary tables, salary changes, deductions, benefit enrolments, benefit rates, etc. are all driven by dates.

Dates are tracked in Demographics, Assignment history, Absences, Leaves, and Dispatches. Collective agreements vary as to the need for tracking dates. Review by District.

The entire Cayenta system is effective date driven. Employee adds/changes require an effective date and don't take effect until that date. In additional all employee records have multiple dates available and the purpose for each date is handled through configuration.


All employee positions are tracked with a start and end date and reporting is effective date driven. Salary history and earnings grid are effective date driven and deductions have start and end dates. In payroll, the earnings history for employees is retained in the same way it was entered (i.e. daily transactions).

In base system

Attendance support

SFE is used to manage absences. There is an interface that sends employee information to SFE and there is an interface that sends employee absences to Time & Labour. There is also an Absence Management module delivered in the base product. In addition, a custom Leave Management functionality was built in PeopleSoft for the Province of BC employees that are integrated to HR (for employee info) and Time & Labour for processing

An attendance Management report was designed to provide monthly absences by employee group, to each school Principal and Department Supervisor. The attendance information is available in SRB Automated Dispatch System (ADS) and Absence Management System (AMS).

Cayenta Connect is currently used to interface to AESOP and will also be used to interface with SFE. Cayenta is developing an absence management module to match the functionality of the SDS Absence Management module.

Developed on or before June 2017.

SDS has a two sided interface. HR data is sent to SFE. SDS Absence Management receives data using SFE’s Job File. GL accounts can be part of the Job File but it is not a requirements; the interface can generate GL accounts based on the Leave Of Absence Reason configuration. SDS also has an absence management module for districts that don't have SFE.

In base system

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absences.

Reports - Analysis of various reports

There are a number of standard delivered reports. In addition, there is a delivered query tool that allows users to build a query to extract/analyze data. This data can be exported to excel.

Standard reports which can be downloaded to excel; all modules have the Report Writer which allows districts to write additional reports in pdf, excel, or query format

System reports are available for reporting on Payroll Earnings, Deductions, Time Banks and Position History. These reports provide flexibility to filter and summarize at various levels of data (i.e. Department, Union, Employee Group, Pay Period, Transaction Date, etc.). Many of these system reports can be saved to create a library of reports to be reused at a later time. In addition, adhoc reports are available through portal stats, portal queries and on-screen inquiries. These can all be user defined and exported to excel and pdf.


System reports are available as well as adhoc reports which are user defined and can be exported to excel and crystal reports.

In base system

TTOC/Education Assistants - tracking availability

TTOC/Education Assistants availability and call out is managed in SFE. If a TTOC/Education Assistant works, their hours are interfaced to Time & Labour for payment.

Employees may record their own "unavailability" in the system.

Available through integration to SFE.

Handled by SFE SDS Absence Management can track if employees have booked off. Entry is done by the board office. Also, available through integration to SFE.

In base system

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PAYROLL FUNCTION PeopleSoft (VBE) Process SRB ATRIEVE PROCESS Cayenta Process

Timeframe function available in Cayenta


S.U.B. Plans Using delivered functionality, an additional pay (earnings codes) can be setup and assigned to an employee on Maternity/Paternity Leave. This additional pay would be paid to the employee automatically on every pay period until the end date.

Use Timesheet entry for the applicable weeks & amount, at the same time, for future periods. Also option to set up a pay code at xx% of salary dependent on collective agreement.

Completely automated in Cayenta - for the first two week EI waiting period, an earnings code would be set up with an earnings factor of 95%, and normal hours would be posted to that code. For the remaining weeks of Maternity leave, an earnings code would be set up with an earnings factor of 60%, and normal hours would be posted to that code. “Miscellaneous Earnings” would also be set up with the specific amount for each individual, for the negative value of the EI benefit, and those earnings would be generated each period. This is automated using effective dates and will reduce the pay to the correct amount.


Handled through excel and keyed.

Not in current road map

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Part-Month Pay calculation for salaried employees

As delivered, salary is pro-rated based on the # of work days in the pay period and the # of days worked by the employee in the pay period.

System calculated. Set up Field 16 in menu 4,1,5. Note: HR assignments with schedules must be used.

Cayenta’s employee self-serve time entry, for hourly employees, is sensitive to start and termination dates and will not allow entry outside of a valid timeframe. For districts that choose not to use employee self-serve generating earnings (hourly or salary) Cayenta can handle mass generation to exclude time not worked (i.e. Winter or June school term end). For individual cases when an employee starts late in the period or terminates, these are manual adjustments.

Available in base product for hourly employees – will need to be developed for salaried employees. As this is currently in the development schedule for SDS it will also be in the development scheduled for Cayenta with a June 2017 etc.

Currently available for termination dates for both hourly and salary and is in development for start date.

on or before June 2017

Benefits for employees on Leave

Employees on leave can continue with benefits and be processed through payroll even without the need for earnings using delivered functionality and configuration. There is functionality in the Benefits Billing module that will help to manage the benefit costs due from an employee who is on leave.

Managed through "On leave with benefits" status.

Cayenta has a Benefits Only employee type. For benefit only employees the payroll process continues to process the benefits indicated for the employee without the need for earnings.


SDS handles this using a Status Extended Leave and a specific employee setup. These employees are process and their benefits employee/employer shares are calculated and the employee share can be interfaced to SDS’s Accounts Receivable.

In base system

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Garnishments Delivered functionality calculates garnishments during the payroll processing using delivered garnishment rules and configuration. Deductions can be a flat amount, % of gross pay, % of net pay. Also if there is more than one garnishment for an employee, the system can manage the priority of garnishments.

The process for calculating garnishments is controlled within the software and is very straight-forward. With the use of deduction codes, with a % of net salary or flat amount can be taken off, up to a defined limit. The system can be set to 'auto-stop' once the limit has been reached. Start and end dates can be placed on the deduction codes to cover a period of time.

Cayenta deductions can use various customizable “Rules”. Some of the rules used for garnishees include the following: • Rule 26 is computed as a percentage of net pay to a maximum. Net pay is calculated as Regular Gross less Tax, CPP, EI, Pension and Other deductions • Rule 40 is computed as a percentage times gross plus overtime earnings plus miscellaneous earnings less deductions and less an exempt amount. • Rule 62 calculates ’Family Maintenance Enforcement Program’ deductions, using different percentages for different salary ranges. These deductions also have maximums at the employee level, if one is applicable.


SDS handles garnishments that are calculated as a % of Gross less any deductions selected, or fixed deductions or reducing balance deductions.

In base system

WorkSafe Additional payments for WorkSafe top-ups, payments, etc. can be managed using an earning code for one-time payments in payroll or additional pays over a number of pay periods in payroll.

WorkSafe top-ups may be managed by pay codes. The pay code determines statutory deductions and withdrawals from sick banks. Similarities across districts may improve ability to create programming to determine the amount of top-up paid.

Cayenta currently uses a manual process to handle WCB payments in much the same way as SDS; In/Out earnings transactions are entered to move the monies from where it was originally paid to WCB.

It is possible to add functionality to automate this process. Not currently in development plan.

SDS uses in/out earnings transactions to move money from where it was originally paid to WCB. This is currently a manual process.

Not in current road map

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Calculation of Time and Start Dates

Time & Labour allows you to enter hours worked on a day or shifts with scheduled start and end times. Deductions can also have start and/or end dates as can additional pays.

Dates maintained in employee pay screen in the payroll system, including original start date, current hire date, seniority date, and vacation date. Used to determine eligibility for probationary periods, benefits, sick accrual, etc. Differences in collective agreements make determining the eligibility date a challenge.

Cayenta can set start and end dates for some payment types. Deductions have start and end dates as well as waiting periods that are defined by group. To address the 35% YMPE requirement for MPP - Cayenta can build a rule through a portal stat that will produce a report, an email or an on screen alert when this condition is met. Time banks like Sick and Vacation can be accumulating while the date for withdrawal can be restricted by a future start date; this is used for cases where banks are not made available for use until the end of a probation period or anniversary. Vacation and grids incrementing can also be calculated using various service dates.


Deductions have a start and end date. Vacation and earnings experience increments can be tracked by time or anniversary date.

In base system

Reviewing payrolls

There are a number of delivered reports that support the payroll processing e.g. pay register, deduction report, etc. In addition, a user can create queries that can be run to validate data e.g. hours entered in a pay period, gross or net pay greater than a certain $ amount.

All transactions documented in Master File Audit Report 2,7,2; additional Report Writer reports designed to review payrolls.

Payroll process provides numerous reports for review e.g. payroll register, deduction summary. Audit controls can be handled through multi-level approval and work flows, as well as reporting. Field level auditing is also available.


Payroll process provides numerous reports such as payroll journal, deduction summer, stat eligibility, grid increments, etc. Audit report of the changes to an employee's master file is available. A report of earnings comparison between the next and last pay period is available.

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Reports There are a number of standard delivered reports. In addition, there is a delivered query tool that allows users to build a query to extract/ analyze data. This data can be exported to excel.

Standard reports which can be downloaded to excel; all modules have the Report Writer which allows districts to write additional reports in pdf, excel, or query format

Standard reports are available for reporting on Payroll Earnings, Deductions, Time Banks and Position History. These reports provide flexibility to filter and summarize at various levels of data (i.e. Department, Union, Employee Group, Pay Period, Transaction Date, etc.). Many of these reports can be saved to create a library of reports to be reused at a later time. In addition, adhoc reports are available through portal stats, portal queries and on-screen inquiries. These can all be user defined and exported to excel and pdf.


Canned reports as well as adhoc queries to excel and Crystal Reports are available.

In base system

Tracking teacher increments

Delivered product did not meet VBE specific requirements. A Customization Process is run by the HR team after payroll confirms: increment hours are accrued and the program uses increment hours plus date of previous increment to determine whether employee qualifies for an increment.

This is system generated for SRB users from increment storage banks.

Increments can be tracked using years of service, adjusted years of service and hours paid. The current functionality available through SDS will be added to Cayenta.

Available in base product with additional SDS functionality to be available by June 2017.

Yes - is fully automated - can be done inside and outside of the payroll process. Increments can be tracked by pay period, adjusted pay period, years of services, adjusted years of service, hours paid and days/base days from HR Positions.

In base system

Numerous Pay Codes

Pay codes (earning codes) are configured within the application with an effective date and an active/inactive status.

System review by software vendor to reduce the number of pay codes used.

Pay codes are configured by the district and are retained as long as there is history. Pay codes can be deleted if there is no history.

Available in base product.

Yes - user configurable. Pay codes can be deleted if unused after two years. History is retained in archive data sets.

In base system

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Electronic Timesheets

Time & Labour delivers timesheet functionality that an employee can use through self-service, or their manager or a central timekeeper. There is also schedule functionality that can minimize the data entry required to be exceptions (e.g. sick, vacation, mileage reimbursement, etc.) to the employee's regular schedule. Based on what is entered on the timesheet (hours, or start/end times) rules can be used to calculate the amount of time to be paid e.g. regular hours, overtime, shift premium, etc.

Time Entry Web (electronic timesheet) system allows employees to enter hours; authorizers to review and approve timesheets; payroll to interface time to payroll system without keying.

Electronic timesheets are available through the employee portal. Employees have a schedule and timesheets are be generated based on the schedule. Multi-level approval is available. Currently in development is an overtime engine where the collective agreement rules can be plugged in and any time meeting these criteria will be changed to overtime before approval.

In base system. Overtime engine on or before June 2017.

Every employee has a schedule in the earnings masters and timesheets are generated based on that schedule. Exception reporting. Employee submits to supervisor, supervisor submits to payroll, payroll reviews prior to loading.

In base system

Retroactive pay Retroactive functionality can be configured in the application. The calculation of the retro pay is based on the employee's job history, the effective date of the changes in the salary table and the hours worked by the employee in the retro period. The retro pay amount generated can be reviewed and updated before it is loaded to payroll for payment. A separate earnings code can be used to manage the retro payments separate from the regular pay.

System generated menu 2,1,7 Retroactive pay can be calculated on the current and previous years. The earnings history is compared to the new grid and the difference is generated into an earnings batch that can be edited by the payroll staff. The GL accounts used for the retro transactions can be either the same account from the original transaction, the GL account on the current master or a single specific GL account.

In base system Retroactive pay can be calculated on past years as are on the server. Retro can use a percentage increase or a rate per hour. Retro transactions can be generated to automatically use the GL account from the original transaction, the GL account on the employee master or a single specific GL account. Very powerful.

In base system

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Statutory holiday pay for non-salaried employees

If an employee is scheduled to work that day, which is identified as a stat holiday, the earnings code used will be stat pay. If required, the amount of stat holiday pay/hours can be calculated using Time & Labour.

System generated menu 2,1,14 If employees are scheduled to work on a date identified as a stat holiday, then the employees pay code for that day will be automatically changed to represent stat pay. An additional Stat Pay calculator to match the SDS functionality will also be added.

Available in base product with additional SDS functionality to be available by June 2017.

If employees are scheduled to work on a date identified as a stat holiday, then the employees pay code for that day will be automatically changed to represent stat pay. As well an automated stat holiday pay calculation is available to comply with BC labor standards. The qualifying parameters can be configured to adhere to the collective agreement.

In base system

Teacher summer savings program & interest calculation

Using delivered functionality, we are able to deduct the amount of the summer savings contributions as part of the payroll processing. We have developed a custom process that calculates the interest based on the monthly interest rate and then pays the total interest via payroll processing. We have also developed a custom process to take the total savings contributions and divide them equally for payment in July and August by payroll.

System generated from storage banks, menu 2,9,20 & 2,9,25.

Various methods are available using deductions i.e. savings can be deducted over the school year. These deductions can be exported to Excel and uploaded as an earnings batch using a pay code that is not subject to statutory calculations. Where interest is applicable a second spreadsheet can be uploaded using a pay code that invokes statutory calculations. The August to July summer pay option currently available to SDS will be added to Cayenta.

In base system Various methods of handling this using deductions as well as specific process to front the summer pay in August collect it back through a deduction over 5 months, continue the deduction for the remaining 5 months and pay the balance in July; currently on one district is using this feature.

In base system

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Wage increases Salary plans and grades/steps are effective dated. Changes due to collective agreements can be entered with a new effective date. Payroll and job data will use the current salary rates for the pay period being processed.

System generated menu 3,2,8 & 3,2,7

Earnings Grids are effective date. When a pay period runs that detects a new earnings grid the pay period will automatically use the grid in effect for each portion of the pay period. Everywhere in the system wages are calculated using the effective dates of the grid. New effective grids can be generated using the previous grid and by applying a % or a $ per step formula.

In base product Grids created by effective date and applied to employee earnings' master at the appropriate time. Creating new grid values is automated. E.g. create a new grid using a 2% increase.

In base system

BENEFITS SRB ATRIEVE PROCESS

Leaves Employees on Leave can continue with their benefits without the need for earnings to be processed. The use of the Benefits Billing module will manage the benefit the deductions to be paid by the employee. This information can be interfaced to Finance accounts receivable for invoicing and tracking of payments.

Employees are entered as "On Leave with Benefits" status in payroll so that the system continues to record benefits and deductions. Benefit deductions are automatically recorded as arrears in the system and reversed when payment is made.

Cayenta has a Benefits Only employee type. For benefit only employees the payroll process continues to process the benefits indicated for the employee without the need for earnings.

in base product SDS handles this using a Status Extended Leave and a specific employee setup. These employees are process and the benefits employee/employer share is calculated and the employee share can be interfaced to SDS’s Accounts Receivable.

In base system

Communication with Benefit Carriers

Benefit information about employees, coverage, etc. can be interfaced to benefit carriers. For example, we have interfaces to PEBT, Pension Corp, etc.

Cayenta Connect is used to send and receive data between Benefit Carriers. It is also used to reconcile the benefits deducted by the payroll with the benefits charged by the carriers. Cayenta Connect will be used to handle the data exchange for PEBT.

in base product SDS has an interface to PEBT and a Benefit Reconciliation for any Carrier. Ad Hoc Queries are available using a Fiscal and Payroll Year Deduction Data Warehouse and/or Operational files.

In base system

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Premium Calculations

Premiums are maintained in the application. The calculation formula is configured with employee/employer share and tax impacts, if any etc. When payroll is processed the premium is calculated and the employee share is deducted, recorded as taxable benefit, etc.

Premium calculations are maintained in the payroll database and updated as required.

Cayenta can add a multiplier at the deduction configuration for any payroll process so that the premium can process with X3, to gross up the deduction. Also deductions can be configured in the same way as SDS is handling this by using a secondary deduction to collect the summer premiums over 10 months.


SDS, all deductions have an employee start and end date that controls when deductions are taken. Summer Benefits can be handled: - 2 Deductions, one for the School Year portion and One for the Summer portion, or - 1 Deductions and grossing up the premium for the period(s) preceding the summer, or - 1 Deduction taking 12/10 with the provider matching the billing.

In base system

Monitoring Dates

The application is based on effective dates for configuration. In addition, employee related changes are also date driven e.g. date of benefit enrolment, date of benefit coverage, etc. The date of the pay period will determine the benefit related enrolments required in the calculation of net pay.

Dates maintained in employee pay screen in the payroll system, including original start date, current hire date, seniority date, and vacation date. Used to determine eligibility for probationary periods, benefits, sick accrual, etc. Differences in collective agreements make determining the eligibility date a challenge.

The entire Cayenta system is effective date driven. All employee adds/changes require an effective date and don't take effect until that date. In additional all employee records have multiple dates available and the purpose for each date is handled through configuration.


All employee positions are tracked with a start and end date and reporting is effective date driven. Salary history and earnings grid are effective date driven and deductions have start and end dates. In payroll, the earnings history for employees is retained in the same way it was entered (i.e. daily transactions).

In base system

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Standard reports which can be downloaded to excel; all modules have the Report Writer which allows districts to write additional reports in pdf, excel, or query format.

System reports are available for reporting on Payroll Earnings, Deductions, Time Banks and Position History. These reports provide flexibility to filter and summarize at various levels of data (i.e. Department, Union, Employee Group, Pay Period, Transaction Date, etc.). Many of these system reports can be saved to create a library of reports to be reused at a later time. In addition, adhoc reports are available through portal stats, portal queries and on-screen inquiries. These can all be user defined and exported to excel and pdf.



In base system

Benefit reconciliation

Benefit costs (employee and employer share) can be queried and used to reconcile with information from benefit providers.

Benefit deduction amounts may be downloaded to excel to compare with carrier invoices. Note: MSP invoices not issued in format convertible to excel.

Benefit reconciliations are handled through Cayenta Connect.

in base product SDS reads an external file provided by the carrier and compares it to the deductions calculated in the payroll process and reports exceptions with an option to ignore variances within a specified amount (i.e. 5 cents)

In base system

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BUDGETING PeopleSoft (VBE) Process SRB ATRIEVE PROCESS Cayenta Process Timeframe function available in Cayenta


Staffing Position Management in HR allows you to define positions in the organization. Each position can have one or more FTE. For example, an Accounts Payable clerk may be 1 position with 3 FTE's. A position can have a budget (both $$'s and FTE's). Based on the relationship between Position Management and Job Data, you can know what employees are associated with a position; compare the budget to employee salary. Based on this information a number of queries can be created to report vacant positions, positions that are over allocated, etc.

The Budget Planning System (BPS) provides functionality for budget position reporting (Position Control). Currently used in Surrey School District.

Position control is done through HR and can be shared between HR and Budget staff. Each position can have a Budgeted FTE with an option to warn or disallow the budget to be exceeded. The totals of proposed, authorized and assigned FTE for each position are displayed in the Position Control screen as well as through Portal Stats. The Position Funding Tab can be configured for either Finance or HR to maintain depending on the workflow in the district. Portal Stats are available for reporting Open Head Counts, Vacant Positions and Turn Over Positions (Hires, Terminations, Transfer in/out).


SDS reports start/end dates (FTE or hours per week) for employees in a position at a location. As well as employees on leave from a position and who is replacing them. Numerous staffing reports are available.

In base system

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Calculating FTE's

FTE is calculated based on the employee's standard hours vs. the standard hours for the job/position.

Managed through FTE Allocation Menu 10,1,3,23. For SRB clients, contract teachers are paid an annual salary, over 10 months. A full time annual salary is dependent on District’s collective agreements and processes. “Full-time” differs in Elementary, Middle and Secondary Schools. Instructional hours and preparation time differs by District. To determine the FTE of a Part-Time Contract, Districts must calculate the number of instructional minutes + possible prep / a Full Time Contract.

In Cayenta’s HR, Jobs are identified (i.e. Teacher) and a total Budgeted FTE is associated with the Job record. For each Job, Positions are identified (i.e. Classroom Teacher at ABC Elementary, Special Ed Teacher at ABC…,) with a total Budgeted FTE associated with each Position record. Employees are assigned to one or more positions for a duration of time. All of the employees’ history is retained against the position with a status as it relates to their current role (i.e. Active, Inactive, Leave, etc.). The active assignments are totaled by pro-rating the assignment’s duration against the FTE to determine the total FTE complement for each Position and Job. For staffing that is impacted by a school calendar Cayenta will be configured so that non workdays (Xmas, Spring, Summer breaks and School Closure Days) are excluded from the FTE formula.

Available in base product. School calendar will be added by June 2017.

FTE's calculated as both point-in-time and annualized. Annualized are driven based on an overall start and end date for the position and a school calendar when applicable.

In base system

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Leaves Job data is used to record employee transactions such as hire, transfers, leaves, terminations/retirements, etc. The relationship between job data and position data allows you track open positions, positions filled temporarily, etc. Also based on job data you can query to determine what employees are on leave, their expected return date if known, who is temporarily replacing the employee on leave.

Leave management is done through Cayenta’s Position Control. Position control tracks all activity against a position including terminated employees and who is on leave and who is the replacement; essentially who is active or inactive for a position. In HR, the start and end dates, reason for leave, replacing employee, and custom notes can be tracked. One position can be shown as filled by more than one person for things like Job Sharing and Leave Coverage. Cayenta Positions have user defined fields than can used to identify the employee who owns the position.


Employees on leave are tracked in SDS - who is on leave and who is replacing them.

In base system


All modules have standard reports which can be downloaded to excel; all modules have the Report Writer which allows Districts to write additional reports in pdf, excel, or query format.

System reports are available for reporting on Position Statuses. These reports provide flexibility to filter at various levels of data (i.e. Department, Position, etc.) as well as include employee details. In addition, adhoc reports are available through portal stats, portal queries and on-screen inquiries. These can all be user defined and exported to excel and pdf. Portal Stats are available for reporting Open Head Counts, Vacant Positions and Turn Over Positions (Hires, Terminations, Transfer in/out).



In base system

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