Killeen Independent School District (KISD)

The Killeen Independent School District (KISD) is Texas’s largest school district between Austin and Dallas. KISD employs over 5,500 teachers and support personnel to serve the district’s 50 campuses. KISD serves as the area’s second largest employer, second only to Fort Hood. Students from Killeen, Harker Heights, Fort Hood, Nolanville, and rural West Bell County attend classes at twenty-nine elementary schools (PK-5), eleven middle schools (6-8), and four high schools (9-12), and six specialized campuses. Besides the 50 regular schools and several specialized campuses, the district utilizes portable buildings, which provide approximately 200 potential classrooms.

The Business Challenge

KISD was using a time and attendance system from Kronos, which utilized 80 Accu-Time time clocks.  The vendor would no longer provide support at the end of 2006; therefore, the new system would have to be operational prior to this date. In addition, KISD wanted to incorporate the loading of an additional time and attendance file from the phone system to further automate the time collection and payroll process.

Customer Primary Objectives

• Cost-effective, Web-based timesheet solution that allows employees to input their time through various types of interfaces: Computer, Time Clock, and Phone Clock.
• Integration with KISD’s existing accounting solution was a must.
• Integration with KISD’s 80 existing time clocks was a must.

GHG Solution

GHG Corporation's Employee Management Suite (eEMS) which includes:

• electronic Time Sheet Software (eTSS) : Provides a secure, password-protected system for tracking and management of employees' time by project, department, customer or other user defined category, available to employees and managers anywhere, anytime, from Internet-enabled computers.
  

• electronic Human Resource Management Solution (eHRMS) : A secure Web-based, database driven solution that centralizes vital employee data including compensation, benefits, contract histories, and security clearance status which results in improved data accuracy, better management oversight, and reduced administrative costs.
  

• GHG's Installation, Customization and Training Services:GHG’s technical experts worked with KISD to integrate and customize eEMS to meet their specific requirements.  In addition, eEMS experts tailored a custom training solution to ensure a smooth start-up for KISD.  Bob Mills, Payroll Specialist for KISD explained, “GHG’s installation team understand our HR, timesheet and educational accounting/compliance requirements, and their knowledge and experience were pivotal to our quick and successful implementation.”  .

Return on Investment (ROI)

• End-to-End Process Automation
  
  By implementing eEMS, Killeen has integrated its business processes, and consolidated vital organizational data into a centralized data repository that is easily queried and maintained.  KISD will leverage these new systems to support its anticipated business growth, without experiencing a corresponding increase in administrative and accounting staff, thereby achieving the desired economies of scale.

• Affordable, Scaleable, Easy-to-use Solution
  
  KISD deployed eEMS in a Microsoft® Window 2000 operating environment running on an Intel platform.  GHG’s commitment to platform independence provided KISD the opportunity to select their computing infrastructure, and help ensure smooth migrations to new software releases.

• Increased Customer Satisfaction
  
  Prior to implementing eEMS, KISD collected time and attendance data using an outdated expensive system, which required some manual data entry, and had great difficulty responding to customer requests for system customization.  With eEMS, gathering time and attendance data is fast and accurate. Requests for custom reporting or unique time accounting requirements are easily and quickly accomplished.
  

• The Bottom Line
  
  KISD tracked their cost savings following the implementation of eEMS, and realized over a $400,000 cost versus the system offered by Kronos.  This savings is due to replacing the existing system with GHG’s, at a greatly reduced licensing cost. In addition, GHG automated the importing of time and attendance data from the Stars system, which eliminated 16 hours of manual data input each pay period.