OverviewOnline 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 3000+ 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

CreateRequisition

CreateRequisition

ApproveRequisition

ApproveRequisition

CreatePurchase

Order

CreatePurchase

Order

ReleasePurchase

Order

ReleasePurchase

Order

Create Pre-Encumbranc

e/Budget Check

Create Pre-Encumbranc

e/Budget Check

Modify Pre-Encumbranc

e

Modify Pre-Encumbranc

eReceiveReceive

CreatePayment/

Liquidation

CreatePayment/

Liquidation

To Vendo

r

To Vendo

r

Payment To

Vendor

Payment To

Vendor

smartAgent™ + General Ledger InterfacesmartAgent™ + General Ledger Interface

easyPurchase™

QSS System

CreateEncumbranc

e

CreateEncumbranc

e

ReceiveReceive

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

Custodian

School

Secretaries & Clerks

Principals

Training Coordinator

Director Info

Services

Warehouse

Staff

Accounts Payable

Clerk

Stores Clerk/Buyer

Asst. Director Fiscal

Services

WarehouseSupervisor

Director of Purchasing

Stakeholders

Stakeholders

Rollin’ rollin’ rollin’

Rollin’ rollin’ rollin’

• Administrative Staff Training • ESM Webinars• ESM/QSS• ESM/OfficeMax

• ESM User Training • District Training• Ongoing Training

Points to Ponder

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 forms Grade 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

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 emailing responses to questions

• When answers are not known, research and email 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?