munisa tyler school solution

Get The Most Value From Your Workforce

Case StudyAmity Regional School District #5, ConnecticutpAGe 8

Discover

of Munis HCMthe BenefitspAGe 11

eight

for Managing peoplepAGe 4

principles

Munis

ManagementHuman Capital

Save time,reduce costs and gain a 360 degree view of your district with Munis

Today’s school districts are

facing increased class sizes, stronger federal, state and

local requirements, and a shortage of experienced teachers

as more than half of all teachers in the U.S. — nearly 1.7

million — approach retirement age.1 In order to continue to

meet the needs of students, school districts must reduce costs,

maximize value and retain highly qualified talent

Human capital management is a whole new way of looking at

your employees — as an investment critical to the efficiency,

effectiveness and success of your school district. Munis® human

capital management (HCM) — part of Tyler’s complete enterprise

resource planning (ERP) system for financial and human capital

management — makes it easy for you to manage employee

data, make informed decisions, and hire and maintain the right

people for your district. Built on Tyler’s 30 years of experience

focused exclusively on empowering school districts to better

serve students, Munis human capital management applications

deliver the right tools, functionality and access to data to help you

manage your most valuable asset today, and tomorrow.

“One third of new teachers leave the classroom within three years.”1

1”Did You Know.” National Commission on Teaching and America’s Future. 25 March 2009. <http://www.learningteams.org>

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ay What is Human Capital Management?

Effective human capital management is more than processing

payrolls and tracking employee paid time off. It’s about taking a

close look at the needs of your district, analyzing your workforce,

and hiring and retaining the right employees to meet organization

objectives. It’s about integrating all of the tools and processes

associated with people and performance in order to make strategic

decisions. And it’s about improving the economy, efficiency and

effectiveness of your district in order to better educate students.

Human Resources as a Strategic LeaderHuman resources plays a powerful role in ensuring your workforce meets objectives,

adds value to your district and achieves results — but only when viewed as strategic

partners with organization leaders. HR knows your employees best and can help

district leaders make strategic decisions regarding workforce and organizational

needs by taking a close look at all areas of your workforce — including the recruiting

and sourcing of employees; employee knowledge, development and learning

opportunities; performance management; and employee link to the district’s mission

and strategy — in order to hire and retain the right people for the right jobs.

Find and Retain the Right TalentYour school district’s success hinges on finding — and keeping — the right

employees. Why? Because hiring the right workforce with required skills and a strong

understanding of the wants, needs and challenges of your district is a driving factor

in whether goals are met and you get the most value out of your people.

But successful human capital management doesn’t stop there. It’s not enough to

simply hire the right people — successful districts must also keep the right people.

Employee and district needs must be continually monitored, training and educational

opportunities for skill development must be made available, and school leaders must

make strategic decisions regarding employee career paths and succession planning.

1. Value people as assets rather than as costs

2. Emphasize mission, vision and organizational culture

3. Hold managers responsible for achieving results instead of imposing rigid, process-oriented rules and standards

4. Choose an organizational structure appropriate to the organization rather than trying to make “one size fits all”

5. Instead of isolating the “personnel function” organizationally, integrate human resource management into the mission of the organization

6. Treat continuous learning as an investment in success rather than as a cost to be minimized

7. Pursue an integrated rather than an ad hoc approach to information management

8. Provide sustained leadership that recognizes change as a permanent condition, not a one-time event

Principles for Managing People2

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2United States Accounting Office, Office of the Comptroller General, “Human Capital: A Self-Assessment Checklist for Agency Leaders,” September 2000 4

Your employees are your greatest resource — but managing and

deriving value from your workforce isn’t always a smooth process.

Employee data is often maintained in multiple “siloed” databases;

outdated technology lacks important analytic functions that can

provide insight into the needs of your workforce; and fewer available

resources can leave districts without the right people or tools to get

the job done.

That’s where Munis comes in.

As a leading provider of software and services to the K-12 school

market, our human capital management software is designed

with an insider’s insight of your challenges, wants and needs. Our

employees are experts in the industry and many have worked in

school offices just like yours. Our software is developed using the

latest technology and includes the tools and functionality you need

to effectively manage your workforce. And our single mission is to

empower people just like you to focus on student achievement by

helping districts become more efficient, effective and responsive.

By integrating all of the tools and processes associated with people

and performance in a strategic and organized manner, Munis

provides a complete view of your district, allowing you to:

» Streamline and simplify processes

» Align employee and district goals

» Provide information and training to employees

» Improve efficiency and reduce costs

What’s more, when you purchase software with Tyler, we believe you

are purchasing the last software system you will ever need. That’s

why we provide all product and feature upgrades free of charge as

part of your maintenance contract, meaning you’ll never have to

purchase a new version of your Munis software. It means upgrades

and new releases are released throughout the year and clients

can incorporate changes and advancements when they are ready,

greatly reducing the disruption to employees’ work. And it means a

significantly lower total cost of ownership compared to other human

capital management systems. Save time, reduce costs and gain a

360 degree view of your district with Munis.

Align GoalsDo your employees know what your district’s objectives are?

Does each employee understand the role he or she plays in meeting these goals?

How well do employees follow established process and procedures?

Positive answers to these questions are essential for ensuring your workforce is efficient, effective and providing the right value to your

district — and essential for ensuring that your district is truly meeting the needs of citizens. By employing a “hire to retire” strategy that

integrates all of the information, tools and processes associated with people and performance, human capital management aligns your

employees’ goals with the goals of your district in order to meet specific, measurable and realistic objectives. Each employee gains a clear

understanding of his or her role in meeting objectives and your leaders are able to easily make informed decisions regarding areas where

workforce skills are lacking, who to target for promotions, and whether processes and procedures should be updated.

the result: Happy, productive employees and an empowered school district able to focus on providing students with the right skills and knowledge to be

successful in life.

The Right Human Capital Management Software for School Districts

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powerful Central programs Munis central programs provide administrators with

easily accessible overviews of critical employee-related

data, providing unrivaled insight into your workforce.

Accessed directly from the Munis Role-Tailored

Dashboard, these central programs integrate key

employee information from Munis applications into one

central screen, providing one-click access to relevant

data. Built-in advanced “presence” functionality

developed on the Microsoft® Unified Communication

server improves workflow by indicating whether an

employee is available, and users can initiate an e-mail,

IM or phone chat with an available employee directly

from the Munis screen. Sites can define and apply

custom tags, such as “excels,” “first choice” and “soon

to retire,” to employees within the system to help with

filtering or searching. And users can customize which

fields of information are visible on their central screen

for faster review.

Developed using Microsoft Silverlight® technology,

employee Central provides managers and HR

representatives with a fast way to view comprehensive

employee information, without having to open multiple

modules or screens. Simply search for employees by

location, department, job class and more, and Employee

Central displays a list of matching employees. Users

have the option to hover over employee listings for

additional information, or click on the “details” button

to display the employee’s master record maintained

in Munis Human Resources Management. Users can

view personal information, compensation and contract

details and history, accruals, certifications, professional

development including career track and progression

plan, actions and more right from one screen. And

because Employee Central is built to be flexible, users

can customize their view by selecting where each panel

appears on screen.

Streamline Human Resources processes Strategic management of employees requires the deliberate and

proactive use of easily accessible information. After all, how can you

make fact-based decisions and work efficiently when information

is hidden in scattered, outdated systems? An enterprise-wide

system for streamlining the entire employee life cycle, Munis HCM

integrates employee data from multiple sources for easy employee

recruitment, development and performance management.

Munis HCM empowers human resources administrators to become

strategic leaders within their organization by providing easy access

to the information needed to make informed decisions about their

workforce, manage risks before they become crises and maximize

the value of your district’s human capital investments.

Employee Central

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stress-Free Wizards You need to streamline processes and save time. Munis’ built-in Wizards make it possible. Need to add a new

employee to the system? Simply launch the employee add Wizard from the applicant review page in Munis

Applicant Tracking and the information — including name, contact information, birth date, hire date, and

default pay, deductions and accruals information based on job class — is automatically populated to the

correct fields. Once the user hits submit, the Wizard automatically creates needed employee records, assigns a

unique employee number and changes the applicant’s status to “hired.”

Munis HCM also offers a W-2 Wizard to guide users step by step through the time-consuming process of

generating W-2s, ensuring you do it right the first time. Information is automatically pulled from the Munis

applications and instructions are provided for each step. Have questions about generating W-2s in Munis or

W-2s in general? Our W-2 Wizard also provides links to TylerForms documentation and technical support, as

well as to IRS and Social Security Administration publications.

Complete reportingMunis goes beyond standard reporting, making it quick and easy for users to view and report on key data,

such as IRS 941 forms for payroll taxes, the Employer Information Report EEO-1 and the No Child Left Behind

Qualified Teacher Report. In addition, full integration with Microsoft Office allows users to export summary and

detail data to Word and Excel® right from Employee Central. Embedded links in the documents link back to

individual employee records, negating the need to manually search for an employee within the Munis system if

more information is needed.

Munis helps you do it all, quickly and efficiently.

Employee Add Wizard

W-2 Wizard

Workforce Central Main Screen

An advanced tool designed to help district leaders

make informed decisions, Workforce Central provides

a high level overview of your employees, helping

you effectively gauge the health of your workforce

and analyze data. View up-to-date numbers on

headcount, open positions and more; drill down to

more detailed information by viewing by location,

job class, group bargaining unit or organization;

and even apply reduction criteria to determine

the impact of a reduction in staff. Filter results by

position, demographics, qualifications or tags and

view resulting information in a “tree map,” box,

graph or employee photos view. Workforce Central

also provides an advanced compare view that allows

leaders to evaluate employee or applicant skills

and qualifications by viewing selected candidate

information side-by-side. Users can even take a

snapshot of the comparison view to share with others.

Munis truly provides you with the necessary information

to choose the right person for the job.

Workforce Central People View

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Industry: School District

Years as a Tyler Client: 10

Tyler Products Used: Munis, Tyler Content Manager

Budget: $43 million

Employees: 2,549

The estimated annual cost savings [of using Munis] is $87,337. The District’s ROI shows a payback of less than one year. This is an extraordinary return on investment.”-Terry Lumas, Finance Manager

“

Amity Regional School District #5, Connecticut

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Challenges:• Increasing workloads coupled with time-consuming manual processes

• High paper consumption and money and time wasted spent copying,

mailing and filing documents

• Inefficient tracking of employee timesheets and inability for employees and

administrators to easily access payroll information

• Lack of workflow for document approval processes

solutions:• Fully electronic system for entering and tracking employee timesheets and

for administering employee payroll

• Complete solution for electronically sending direct deposit advices

to employees

• Employee Self Service provides employees with direct access to payroll

records and the ability to submit timesheets electronically

• Automated workflow for document status tracking and approval

Benefits:• Significant savings in personnel time, delayed actions and amount of

paper used

• More than $11,000 saved annually by electronically transmitting direct

deposit advices to 90% of employees

• Nearly universal (97%) positive feedback from staff regarding Munis’

user-friendliness and employees’ ability to access valuable information

• Document approval time reduced from days to hours or minutes

• Finance staff received prestigious GFOA awards for financial reporting

and budgeting

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Simplify payroll and Budgeting Payroll and budgeting: they’re at the core of human capital management and must run without a hitch. When

employee pay is on the line and your district’s budget is in question, processes must be simplified, streamlined

and reliable.

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• Budget for employees that are expected to be hired during a certain time period

• Compute precise annual salary amounts for each employee

• View current year budget, actual and projected figures by position

• Post budget savings and update budget amounts

• View current employees and access a history of employees for a given position

• Create a district chart of positions

• Link payroll expenditures with a department’s personnel requirements and tie them to specific employees or positions

Your payroll process is simplified, helping to ensure employees are paid accurately and on time. Now you need to know

how payroll and employee changes affect your budget. Advanced position and budget control within Munis allows you to

forecast future salary and benefit costs, including step and contract increases, and simulate changes to positions during

a specified time period. Providing complete integration between budgeting and human resources processes, position

and budget control makes it easy to:

Improve payroll processing, gain budget visibility and effectively manage HR-related costs with Munis.

Munis Payroll makes your payroll processes faster and

more efficient. Specifically designed to meet the payroll

processing needs of school districts, Munis Payroll is

tightly integrated with Munis HCM and Munis fund

accounting and budgeting applications — including

Munis General Ledger for true multi-fund processing,

Munis Accounts Payable for fast withholding check

processing and Munis Human Resources Management

for single transaction entry — to eliminate redundant

data. It provides a convenient visual representation of

the payroll process with arrows indicating required steps,

completed steps, steps to do and steps in error so users

always know where the payroll process stands. Sites can

set up multiple entry and import options for timesheets

including electronic timesheet entry for fast, paperless

timesheet processing; can choose to reimburse expense

reports generated through Munis Expense Reimbursement

through payroll; and can even set up integration with

a third-party system designed to e-mail direct deposit

advices, ensuring employees are kept informed.

Munis Payroll also makes it easy for school districts to

process teacher contracts and pay. The system tracks

earned amounts, ensuring that not only are teachers paid

year round, but at any point the amount owed a teacher

can be calculated and paid upon early termination.

Stipend pay-out functionality allows users to easily track

and manage payment of supplemental assignments,

such as coaching or advising of extracurricular activities.

Contracts are automatically recalculated based on a late

start or early termination date. And the substitute pay

table quickly calculates substitute teacher pay by tracking

daily rates and allowing for rate changes to be made based

on the number of days worked. Users can also easily

create multiple calendars aligned to the district. Each

school can customize payroll calendars for fast access to

overviews of the fiscal calendar year according to which

employees are paid, and can create work calendars based

on job class for each position within the district for quick

identification of workdays, non-workdays, conference days,

professional development days and more.

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Align employee and Organization GoalsGood human resources software helps you manage employee pay and track employee

sick time. Great human capital management software helps you effectively analyze

information, make informed decisions and align employee and organizational goals.

With Munis your recruitment, compensation, retention, training and development plans

work together to promote your district’s goals. This advanced system delivers the powerful

business intelligence, tools and functionality needed to effectively manage your workforce:

» Use Munis Applicant Tracking to upload resumes and set customizable applicant conditions in order to find the right person for the job

» Utilize workflow history, alerts and notifications in the Munis Role-Tailored Dashboard to track, analyze and evaluate employee productivity and efficiency

» Identify, assess and mitigate workforce risk with Munis Risk Management

» Perform an employee skills inventory and compare results against set objectives and career progression paths using Munis Employee Professional Development

Munis provides a complete view of your workforce, so you can ensure your district’s goals

are consistently and successfully met.

Benefits of Munis HCM

Employees

• Online enrollment in benefits and instant access to pay and paid time off history

• Greater control over personal information and career paths

• Instant answers to HR questions

Human Resources

• Strategic rather than administrative role

• Mange workforce from a single source

• Lower HR costs and deliver better services to employees

• Address workforce demands

Administrators

• Employ better-informed decision making

• Actively plan for business change

• Find and retain the right talent

• Reduce paperwork and overhead costs

School Districts

• Reduce costs and do more with existing resources

• Achieve organizational goals and objectives

• Enhance workforce performance and increase agency adaptability

Role-Tailored Dashboard

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provide Important Information to employees

Employee Self Service

Human capital management isn’t just about providing your school leaders and HR

personnel with easy access to employee data — it’s also about providing your employees

with the information needed to successfully follow policies and procedures and make a

contribution to the district in a meaningful way. With Munis, you provide employees with

the information, advice and tools needed to manage their careers and develop and retain

the skills necessary to be productive members of your team.

Munis’ Employee Directory offers

quick access to basic employee

information, including phone

number and e-mail, position,

location, supervisor and even

a photo. The built-in presence

indicator lets users know if the

person he or she is seeking is

available and an e-mail, IM or

phone chat can be initiated

directly from the directory entry.

Munis also provides employees

with key access to important

personal and professional

information through Munis Employee Self Service. HR administrators can post

announcements, facilitate end-of-year benefits selection and empower employees to

take an active role in managing their careers by making personal information available

in real time on this customizable website. In addition, full workflow functionality

means paid time off (PTO) requests are easier than ever. Notifications are sent

directly to an employee’s manager when PTO is requested, and the employee

is alerted when a request has been approved or denied. True integration with

Microsoft Outlook® even allows Munis Employee Self Service to

automatically populate each employee’s Microsoft Outlook

calendar once the PTO is approved. Keeping your

employees informed has never been easier.

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• Streamline workflow, improve the analysis of data and easily monitor employee productivity with the munis role-tailored dashboard. Increase efficiency and discover the savings.

• Match the right people to the right job with munis applicant tracking. Ensure employees have the skills necessary to meet job requirements, helping to eliminate bad employee fit and reduce training costs.

• Manage all data associated with employees with munis Human resources management. Improve efficiency and free HR representatives to focus on strategic initiatives.

• Plan career paths and job succession with munis employee professional development. Evaluate internal candidates for leadership roles and promote from within where possible to reduce costs associated with hiring outside of your workforce.

• Simplify the payroll process with munis payroll. Meet local, state, and federal requirements and reduce paper and overhead costs by implementing an electronic payroll process.

• Employ an electronic expense report process with munis employee expense reimbursement. Save time and ensure employees are reimbursed quickly and easily.

• Monitor and address risks before they become crises with munis risk management. Reduce costs associated with job-related injuries and property damage.

• Provide employees with instant access to key pay, benefits, personal and district information via munis employee self service. Empower employees to manage and maintain personal information.

Improve Worker efficiency and Reduce Costs On average, a school district spends $11,000 to replace one teacher, ultimately costing school districts nationwide nearly

$5.8 billion each year.3 When you’re looking to reduce costs and make do with fewer resources, you must look inside your

district to retain qualified talent, improve employee efficiencies and gain value.

Munis can help you do just that by helping your district:

Realize significant savings in employee time and reduced costs, all with Munis.

munis Human Capital management

3 Graziano, Claudia. “Public Education Faces a Crisis in Teacher Retention.” Edutopia. Feb. 2005. <http://www.edutopia.org/schools-out>

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applicant trackingMunis Applicant Tracking automates the hiring process from online

application creation and processing and resume evaluation, to the

tracking of applicant information and scheduling of interviews, to

building personnel records once a person is hired. Upload applications

electronically. Monitor and report on the status of all job requisitions and

applicants. Create unlimited customized conditions and applications for

each position. Create reports of top scoring candidates to compare skills

and qualifications.

Because Munis is a fully integrated system, personnel information

created in Munis Applicant Tracking is automatically populated to other

Munis applications, including Human Resources Management, Employee

Professional Development and Payroll. In addition, all job openings and

associated information are available on the Role-Tailored Dashboard.

role-tailored dashboardThe Munis Role-Tailored Dashboard is where successful human capital

management truly begins. Developed using Microsoft SharePoint®,

it provides an easy-to-use, simplified way of finding and accessing

the data you need by integrating all of your Munis HCM and financial

data into one source. Launch all of your Munis applications from a

central location. Add, update or track employee information, actions

and history. Track direct reports, identify payrolls in process and

manage events such as performance reviews. Proactively monitor

open positions, track applicants and schedule interviews. And quickly

act upon approvals, notifications and alerts and analyze workforce

needs. Data is displayed in real time, ensuring you always have access

to the most up-to-date and accurate information, and role-based

security ensures that sensitive information stays private. Improve data

management, information sharing and delivery with the Munis Role-

Tailored Dashboard.

Human resources managementMunis Human Resources Management streamlines the process

of managing employee information. From personal information

(emergency contact, address, phone number) and education/

certifications to benefit elections and wages, promotion and

disciplinary history, your important employee information is

available in one easily accessible place. Need to make changes to

an employee’s pay deductions? Simply make the changes in Munis

Human Resources Management and the information is instantly

available in Munis Payroll. Create job descriptions and requirements

for new job openings and immediately access that information in

Munis Applicant Tracking. Make changes to accrual settings and

employees can instantly access updated sick and vacation accruals

in Munis Employee Self Service. Analytic tools and complete reporting

also provide your school leaders with the right information to make

informed decisions about your workforce.

employee professional developmentMunis Employee Professional Development helps you minimize costs,

retain talent and align employees with strategic organization goals.

How? By empowering HR representatives to easily build and define

requirements for career paths, assign each employee to a specific

path and track an employee’s current status, all with the purpose of

retaining and placing employees in positions that match their skills

and knowledge.

Add or create a progression plan to schedule employee advancement.

Establish valid, reliable, results-oriented measures for individual

and group performance and use the results to determine employee

base pay, raises and bonuses (key information is directly transmitted

to Munis Payroll). Even analyze your talent and decide who to target

for leadership positions. Munis Employee Professional Development

also helps your district introduce transparency and repeatability to

the succession planning process. Rank existing employees based on

eligibility and how well they meet job requirements to make an informed

decision as to the right person for the opening position. The result: a

competitive workforce aligned to support your district’s mission, goals,

objectives and strategies.

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payrollImplement a paperless payroll process, streamline timesheet entry,

process teacher contracts, and ensure all local, state and federal

requirements are met with Munis Payroll. Standard payroll functions

include: payroll and expense reimbursement processing; reconciliation

of employee insurance reports to monthly premium statements; manual

or automatic check reconciliation; verification and tracking of employee

Social Security Number, dependent and emergency contact information;

and more.

Munis Payroll also integrates fully with Munis Employee Self Service.

What does this mean to you and your employees? It means pay, W-2, tax,

benefit and accrual information is available to employees when they sign

into your Employee Self Service website. In addition, any changes made

by the employee, such as accrual requests, benefit selections and more,

are transmitted directly to the payroll system for approval to reflected in

employee pay. It’s that easy.

risk managementJob-related injuries and property damage are inevitable.

Munis Risk Management provides you with the tools

necessary to effectively track, manage, and pay property

and causality claims against your district. It enables you to

handle claims quickly and easily from initial claim to related

expenditures. Maintain claim-specific data, track claim

activity and record expenses, recoveries and estimated costs.

Link claims to employee records through direct integration

with Munis Human Resources Management and evaluate

injury-related compensation via integration with Munis

Payroll. Manage risks before they become crises, all with

Munis Risk Management.

employee self serviceFully customizable, Munis Employee Self Service actively

extracts information directly from your Munis database and

makes it available to your employees in real time over a

secure Internet connection. Employees can easily monitor and

maintain personal and employment information including paid

time off accruals and requests, pay history, benefits selections,

job openings, performance evaluations, announcements and

more. A built-in pay calculator even allows employees to see the

effect changes to their withholding amounts will have on their

net take home pay. HR representatives are freed to spend more

time acting in a consultant rather than administrative role and

employees have instant access to the answers they need.

employee expense reimbursement

Save time and reduce paper costs with Munis Employee Expense

Reimbursement, a complete electronic expense report filing system.

Munis Employee Expense Reimbursement is designed for quick expense

report creation, with system-generated travel request and invoice

reimbursement numbers, and general ledger account codes that default

in once expense types are listed. Create an unlimited number of expense

claim form templates; choose whether employees submit reports before

or after expenses are incurred; and even decide whether to reimburse

through payroll or by cutting an AP check. When an employee logs into

the application — anytime and anywhere over the Internet — and

enters his employee number, the system automatically populates the

expense report fields with data pulled from Munis Payroll. The employee

then fills out the remaining required fields, hits submit and the claim is

entered into the workflow process. Workflow rules can be set up to direct

expense reports to different approvers based on user-defined account

codes, amount and department codes, and role-based security ensures

sensitive data stays private.

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The Tyler logo and design mark are registered trademarks of Tyler Technologies, Inc. © 2013, all rights reserved. No portion of this material may be reproduced without expressed permission by Tyler.M

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At Tyler Technologies (NYSE: TYL), we have a single

mission: enable the public sector to be more efficient,

more accessible and more responsive to the needs of

citizens. That’s what we do. And that’s all we do — in

partnership with more than 11,000 clients, including

local government and school offices in all 50 states,

Canada, the Caribbean and the United Kingdom.

Tyler Technologies is a leading provider of information

management solutions and services for the public

sector — and Tyler is the largest company in the country

solely dedicated to providing software and IT services to

the public sector market.

Software that thinks like you do.

info@tylertech.com | 1.800.772.2260 | www.tylertech.com