Page 80 - HCSD SOPandIC Manual

SECTION XV - FINANCIAL AND HUMAN RESOURCE MANAGEMENT SYSTEMS

Financial and Human Resource Management Systems

Fiscal/Management Systems

Purpose:

Procedure:

The following highlights important factors that should be considered when selecting an ERP system for
the district. The Business Administrator and Board of Education will take these issues into consideration
when the current ERP system utilized has become obsolete or is no longer practical for the district.

ERP System Integration Features

Three applications – comprise an ERP; accounting, payroll, and human resources system. System
integration permits data sharing among the three applications, therefore eliminating any duplication of
data entry. System integration features facilitate data sharing not only among the applications, but may
also with third-party payroll, substitute placement/absence tracking, and bidding applications. Integration
between these applications allows for the automation of many functions, enabling:

In Accounting
System-generation of the payroll purchase order and encumbrances at the start of each new fiscal year
(salary amounts and expense account information from Payroll is used to create the file needed to
generate the payroll PO encumbrances in Accounting).

Update/adjust payroll PO encumbrances throughout the year to reflect any staff/budget changes (updated
salary/expense account information from Payroll is used to update payroll PO encumbrances in
Accounting). Automatically reduce payroll PO encumbrances to expenditures each pay period (transfer of
payroll expenditure data from Payroll, or a third-party application such as ADP, to Accounting). Import
next year’s budget preparation data directly into a Budget Projection Module (transfer of salary data
either from Personnel, or a third-party application such as Microsoft Excel, into Accounting). Import
purchase order data from third-party bidding applications (such as Educational Data) to Accounting,
automating purchase order entry.

In Payroll
Automatically update new fiscal year payroll salaries for all employees (transfer of contracted salary data
from Personnel to Payroll); or synchronize remaining contract days that can be printed on employees’
payroll check stubs (transfer of remaining sick/personal/vacation day balances from Personnel to Payroll).

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