At a Glance:
Location: Broken Arrow, OK
K-12 Enrollment 19,081
• Certified staff: 1,098
• Support staff: 1,006
• Administrators: 100
• Frontline Absence & Time:
— Absence Management
— Time & Attendance
• Frontline Recruiting & Hiring:
— Applicant Tracking
— Proactive Recruiting
Time & Attendance Management at Broken Arrow Public Schools
Broken Arrow Public Schools, a large urban-suburban district with deep roots in the community, serves more than 19,000 students. Recognized as one of the top districts in the state, BAPS values relationships both within the district and with the community at large. Following a simple plan — that literacy and engagement will lead to graduation — there is a strong sense that everyone is working together to provide all students with opportunities for success.
The Challenge: Running Payroll for 2,000+ Employees
With customer service a top priority, the HR team was determined to meet the needs of every employee. But as a large district with over 2,000 employees, it was a tough goal to achieve, and stress levels were high. It was a constant struggle to keep up with the demands of a wide range of tasks for payroll and benefits. The staff frequently worked late in the evenings and on weekends to complete payroll accounting records on time, leading to frustration and fatigue. Clearly, there had to be a better way.
The Results: No More Manual Calculations
After a thorough review of current practices, the HR team identified specific strategies to revamp the way they did business. The first thing that had to change was the current payroll and benefits model. Rather than rely on five different components for payroll and benefits, the HR team decided to streamline their processes by adding Time & Attendance. It was the logical choice, as they were already comfortable with Absence Management after using it for years.
It was definitely the right choice for BAPS. The automated system changed the culture for employees and empowered the HR team to focus on customer service, instead of spending all their time on manual recordkeeping.
- Automated systems eliminated the need to hand-calculate gap time and improved the process for tracking hours worked.
- Moving support staff from a biweekly to an annualized pay schedule saved time and avoided the challenge of having to calculate benefits differently during the summer months.
- By implementing Time & Attendance, the payroll team saved 36 hours of work during each two-week payroll period — about a day and a half per person.
The Solution: Time & Attendance
In an effort to provide the best customer service to district employees, different payroll models had evolved over the years to meet the needs of each employee group. The number of hours worked and benefits earned varied, depending on whether employees were salaried or hourly and if they worked on school holidays or during the summer months. Because the district is so large, the payroll and benefits staff had to complete complicated and time-consuming calculations each pay period.
When he first took on the role of Executive Director of Human Resources, Rusty spent months observing and studying the existing payroll and benefits processes. With a strong background in business and finance, he relied on his experience as a teacher and coach to truly understand the daily operations of the HR department from multiple perspectives. All of the evidence pointed to a need to streamline everything into a single system: Frontline Absence & Time.