001Good evening everyone. Uh this is the August finance and shared services committee meeting. Um I have with me um President Mrs. Dain, the vice chair, Miss Sharma and Dr. Peek along with Dr. Layman and Miss Allen. Uh we don't have a very long agenda. It's a very short agenda. I'm going to quickly go through the first two items and then we can discuss uh take on the next two which are Miss Allen and Dr. Williams. the monthly review, the Tony piece. Um, we have the bills for May and June from the Bushwalk Group. Anybody have any concerns? Um, the bill list is worth 3 million and change. Uh, we expecting an addendum before the next board meeting. Um, any questions on the bill list? and see >> very very it was a very short demise
002>> and very standard one. Um all right, Miss Alan, do you want to take on the next item on the agenda which is the gov deals technology sales update? >> Sure. So, we had the uh sale of the iPads um and we sold 2,250 iPads with cases and chargers. And we received $271,000 for the sale, which um which is great. It was it was more than we anticipated. Um so, we did well with that. >> That is excellent. >> Yes. >> Did you say the chargers were only 800? No, I said they were included. The markers and the cases >> were part of the >> part of the package. Yep. >> And I I guess the new iPads are being given out uh this week. >> They're actually behind the the walls back there. They
003were giving >> kids are super excited. >> Yep. They're giving out this week and uh we've had quite a turnout which is exciting. >> Yeah, because they were without their iPads all summer. So, I can't wait to get it. And I I know that the August SAT date is this Saturday and there were kids waiting to get this iPad. So, we could give the SATs on the iPad, not laptops. Nobody likes using laptops, you spoiled our kid with the iPads in high school. >> So, just can I compliment the text app? >> Oh, absolutely. Absolutely. They have a tremendous tremendous job um coordinating the collection uh basically zeroing out all the old iPads, inventorying them, preparing them for shipping. Then we also put out the gov deals ad. Then simultaneously they made sure we had
004uh timely delivery of the new iPads at sometimes uh in previous and again it's hit or miss with supplies as well but we were able to receive the iPads early enough in the summer that they could get formatted and set up for us for distribution obviously this week. Um I think maybe even as early as the last time we handed these out we were handing them out up to the first day of school and into the first couple days of school. So, it's just a a huge undertaking to turn over everything. And tomorrow, I believe the iPads are being picked up um and shipped to the what the new owners are. And uh we are still giving out the new ones that we have. So, um awesome job to our entire tech staff in making
005that turnover happen this summer. So, >> thank you everybody. You all and this is a once in three year or once in four years. >> So, four years now? >> Once. >> Yep. It'll be a four year cycle. huge undertaking. We have 2250 iPads that we're talking about that were brought in, >> you know, put together, sold for $271,000, which is great and as many iPads handed out in this week. Um, congratulations to everybody involved. Great job. Uh, the next item on the agenda is uh a software proposal for Genesis. Um, Dr. Lman, do you want to speak to it? >> Sure. So the next step in the transition in uh digitizing some of our operations up at the central office is uh building upon our human resources transition to Genesis. Um we're looking to
006uh weave into the payroll uh piece of Genesis. Um what would follow that at some point down the road would also be a budgeting software connection. Um and those would be the three kind of steps along uh digitizing our central office. Uh what this would do is tremendously uh increase the efficiency of our uh payroll process as well as our um submission of supplemental pay process. Right now it's uh paper driven signatures, stamps, traveling between buildings with building based couriers. Um this would digitize everything similar to our staff development requests. Um and and on the HR side of things now name changes uh change in degrees and things like that is all done digitally. Um our contract distribution is digital. This would bring us up to speed on the payroll and time sheet submission piece.
007Um as well as efficiencies that um have been down in the payroll in terms of double checks and triple checks that are done at a manual level to double check the manual paper trail that we have going on. when we start to eliminate hands involved in this, we get less errors. We have increased uh decreased timelines and increased efficiency. I think that's the best way to to kind of communicate this. So, and it would be a process that we would start shortly and uh we hope to be well transitioned by January 1 and continue building upon that as we close out the school year. Uh before we talk to the financial piece of it, I I think for everything else that Monroe is always ahead of the curve on, it's surprising for all of us
008board members to hear how much of paper heavy work was still being done in the administrative office. So um just a background to um everybody listening, last year the board approved moving to Genesis for the HR component. uh we paid $25,000 for onboarding and now starting this year this school year we'll be paying uh yearly fees for using that HR component. At that time we had taken some time to deliberate on whether we should go in for the payroll at the same time and get both the option. Um Miss Allen's office had gone through the deliberation and come back with the proposal that they wanted to do it one at a time. So HR's almost been a year since we approved it. Almost a year. Um and that like Dr. Leman said, we seeing the
009benefit of it. So do uh Miss Alen, would you share what is going to be and I know that we were told it's going to be 50,000 for onboarding of payroll uh and then similar yearly fees, but can you share with us what is the proposal? >> Yes. Yes. So, Genesis has um is working with us to um basically just charge us of the $50,000 um set of cost. Basically, we would um be build 10,000 this year and 40,000 next year. So, it would be the next year's school budget um and the budget for that 40,000 plus the 10,000 annual maintenance fee. So, next year it would be 50,000 basically and this year would be $10,000. So we the proposal is that we'll flip the first two years pay 10 this year and because we've
010not budgeted for this for this year and we we 20 u 25 26 school year so we'll pay 10,000 but the onboarding will start and we would be able to use this simultaneously and transition fully when >> yes so they will start like right away in September to um basically with the training and then and getting all the payroll um conversion from our our current system and we will run concurrently both programs the current one CSI and Genesis for the next four months um so that we can make sure everything's coming out just the way it should be. Um and then January 1st we would go live with Genesis as our payroll and we still use you know have CSI available um for the rest of the school year but um we will be using
011as a gener that will be our payroll system that we will be using >> and CSI was budgeted for their annual maintenance for for the school year >> and that will cover the overlap period but start June is when that'll end. Yes, >> that coverage will >> and the data transfer between the two would happen before January. >> Yep. >> So the proposal is to start um to >> and that's and that's the that's the way it's supposed to be really. I mean it's the best the optimal thing to do is to have it start calendar year start January one the new system so everything is on there for that calendar year. Um, in fact, they told us basically if we didn't move ahead with this now, um, really at the end of this month,
012they really needed to know, um, we would have to wait a whole another year before we could go into their system for payroll. So, um, it's really the ideal time to do this. >> Any questions? >> No, that's a good thing to do. >> Start it right away. I know about time >> and and given that we were already going to Genesis and we' done our due diligence in finding out what software was working for us. It didn't make sense to shop around more for another payroll want to bring it all centralize it into one the most popular one out there. Um and I know I've been to a couple of workshops NJS game workshops where they you know our our administrative staff Dr. Stanley has been engaging with them Mr. Moralda was engaging with
013them to get more and more information. So um this has been in the works for some time. So, the proposal to the board today is that we approve this in the next board meeting. Um, the financial overhead this year would be $10,000 because we've paid 14,000 for CSI and it's going to run us through June. $10,000 additional will get us onboarded onto the Genesis and make sure we transition completely on Jan 1st and then next year we will pay their their actual onboarding fees 40 plus 10 digit $50,000 >> and then the following school year it'll be $10,000 the way we pay for the HR component. So between the two components it'll be $20,000 annual maintenance. >> Um I think it's five for >> HR each is five but the smaller component. >> Y >>
014All right. I don't think anybody has any questions. We're good. And that was the last item on our agenda. So that concludes the finance meeting in less than 15 minutes. >> Thank you everybody.