About the client

Established in 1956, the Clark County School District (CCSD) is the fifth-largest school district in the United States. They have 15,000 teachers educating 310,000 students and offering a variety of nationally recognized programs to the cities of Las Vegas, Henderson, North Las Vegas, Boulder City, and Mesquite, as well as census-designated locations including Laughlin, Blue Diamond, Logandale, Bunkerville, Goodsprings, Indian Springs, Mount Charleston, Moapa, Searchlight, and Sandy Valley.

Client Challenge

The CCSD was operating in-house developed legacy systems for Human Resources Management (HRM) for licensed and substitute teachers, and payroll, time management, and benefits for all employee groups. The district wanted to migrate to a modern, flexible, and consolidated Human Capital Management System (HCM) with the long-term goal of automating manual processes and replacing legacy HRM and payroll systems.

Introduction

The Clark County School District’s HRM business functions were supported by a wide array of independent systems, databases, spreadsheets, third-party services, and manual processes. A complex set of interfaces between these and other systems has been developed to support the growing demand for data, reporting, and employee support services. The lack of automated business processes in HRM for some employee groups combined with the lack of integration across HRM, payroll, and finance made it difficult for the operation to execute efficiently and to respond to changing demands in the workforce, accountability, and performance measures.

Hence, CCSD decided to adopt a comprehensive HCM system to rigorously embed technology in business processes for (a) efficient execution of core operations, (b) accessible and reliable data, and (c) timely and accurate reporting.

The CherryRoad Solution

CCSD’s procurement division released the RFP for a new HCM solution in March-2017.

CherryRoad in its response proposed PeopleSoft HCM 9.2 hosted on CherryRoad private cloud as the right solution to cater to CCSD’s requirements of a comprehensive Human Resources and Payroll environment while integrating/interfacing seamlessly with their financial system and SmartFind Express. This solution could also interface with their Learning Management System (LMS) and Student Information System (SIS).

CherryRoad implemented PeopleSoft HCM 9.2 including Human Resources, Payroll, Time and Labor, Absence Management, Base Benefits, Benefits Administration, Taleo for Talent Management, and Planning and Budgeting Cloud Services (PBCS) for systematic budgeting.

The project team followed the CherryRoad deliverable-based implementation methodology to achieve the requirements as described by the RFP. The methodology is characterized by implementation stages, development releases, and deployment milestones.

The project went live on time and on budget in Jan 2020 through a hybrid model of on-site and remote engagements.

Business Outcomes

With the new HCM and PBCS system in place, CCSD is now able to

• Meet deadlines by easily reconciling the funding source budget to the corresponding General Ledger chart, with increased capabilities in budget analysis.
• Save several hours of staff effort by an automated creation of position budget requests and transfers in the HCM system.
• Establish a cohesive collaboration among the budget planners, reviewers, HR staff as well as budget coordinators.
• Timely analyze and adjust their FY21 and FY22 budgets to combat the restrictions and challenges due to the pandemic.
• Complete three strategic budget cycles successfully since Go-live

“In the last three budget cycles, we have reached a level now where we do not have anyone beating down our doors with any major payroll or budgeting issues and that frees us up to concentrate on more important things, like helping the teachers and kids in our district.”

Director III-HCM Business Process Expert
Clark County School District