Overview Online Ordering of Stores Supplies QSS - Eschoolmall - PYLUSD

QSS Quintessential School Systems Quintessential School Systems is an outstanding computer software company located in San Mateo, California. Our primary purpose is to make our customers thankful they choose QSS Business, Personnel and Student System Software and to maintain the status of the top integrated education administrative system available. The company was founded in 1990 by five partners who have over 90+ years of combined experience in providing quality administrative computing solutions for public school districts. The Senior Partners aka “The Quints” Bret Dabel Will Hoehn Jeff McLaughlin John Mulder Duane Percox

eschoolmall is the leading provider of online procurement software and services for the educational market eschoolmall delivers electronic purchasing, bidding and quoting solutions built from the ground up for ease of use eschoolmall currently operates in 28 states servicing over 300 school districts and entities

PYLUSD Enrollment and Staff Enrollment 26,000 Students Schools: 22 Elementary Sites Special Education Site 5 Middle Schools 3 Comprehensive High Schools Alternative schools: –Continuation School –Opportunity K-12 –Parkview Home school –Adult Ed 3,000 full-time employees

Nuts and Bolts

Create Requisition Create Requisition Approve Requisition Approve Requisition Create Purchase Order Create Purchase Order Release Purchase Order Release Purchase Order Create Pre- Encumbrance/ Budget Check Create Pre- Encumbrance/ Budget Check Modify Pre- Encumbrance Modify Pre- Encumbrance Receive Create Payment/ Liquidation Create Payment/ Liquidation To Vendor Payment To Vendor smartAgent™ + General Ledger Interface easyPurchase™ QSS System Create Encumbrance Create Encumbrance Receive easyPurchase / GL Functional Touch-Points:

The Driving Force

Driving Force and Pre-Implementation Steps Reduce budgetary cost Maintain one-stop shopping for stores supplies Ability to use the warehouse real estate for other needs Piggybacked on Oakland Bid

Driving Force and Pre-Implementation Steps 3 months to implement Surveyed districts who had transitioned to just-in-time purchasing Met with eschoolmall, OfficeMax and district stakeholders to communicate the plan for implementation

Value of the QSS Integration ESM Purchases create QSS purchase orders Ability to view the order and transaction in QSS Reporting ability to print within QSS provides data needed to track orders

The PYLUSD Purchasing Czar Leading the Team

Teams Formed Implementation Purchasing/Vendor IT Software Installation and Configuration Training (eschoolmall & PYLUSD) Administrative Staff/Stakeholders

Stakeholders Director of Purchasing WarehouseSupervisorWarehouseSupervisor Asst. Director Fiscal Services Stores Clerk/Buyer Accounts Payable Clerk WarehouseStaff WarehouseStaff Director Info Services Training Coordinator PrincipalsPrincipals School Secretaries & Clerks Custodian Custodian Stakeholders

Rollin’ rollin’ rollin’

Administrative Staff Training ESM Webinars ESM/QSS ESM/OfficeMax ESM User Training District Training Ongoing Training

Points to Ponder

Understand the dynamic of change The challenges of becoming decentralized Keep in mind the differences between the method you currently use and just-in-time ordering Be sensitive to shifting responsibility

Points to Ponder Know the products’ quality and standard for “piggyback” bids Communication, communication, communication Understanding the security within ESM and the differences between QSS Stores

What Stock Could NOT Be Ordered through ESM Print shop forms Textbooks Specialized formsGrade Mailers Testing Forms Locator Cards

…and from Fiscal Services To allow or not allow backorders Be aware of the unit of measure between current In-District Changes to year-end liabilities Timely online receiving by sites, otherwise the invoices cannot be paid

What Worked

The implementation team and stakeholders knowing why the change was important, where they were going and that they were vital to success of the project Communicating information to the right people One person ing responses to questions When answers are not known, research and all users with the answers

More of What Worked Have mock trainings with department staff Training just prior to implementation and build on that training during the year Written procedures User group meetings for sharing experiences Share the knowledge, be there every day to answer questions, help with queries and learn new features

Questions?