System was one of two in state not to switch over to NextGen; board votes 5-2 to move forward with the plan
In a vote of 5 to 2, the Escambia County (Ala.) Board of Education last Friday approved to purchase NextGen Financial Solution from Harris School Solutions for $167,230. Escambia County was one of only two systems not using the new system in the state until last week's vote. Board members Sherry Digmon and Cindy Jackson voted no.
The annual fee will be $49,455 for the new program. One-time fees include a $2,500 license fee and $109,305 professional services fee. Training is included in the cost.
Superintendent Michele McClung told the board that Escambia County was one of only two counties in Alabama that was not utilizing the program.
“It's a very progressive software and operating system that encompasses the budget, payroll, as well as onboarding, human resources solutions and interfacing with NextGen”, said McClung. “It's certainly designed to protect the integrity of the funds in our account.”
Board members expressed concern about who the program would effect, such as bookkeepers and central office personnel, who do payroll and other financial transactions.
McClung explained that currently there are bookkeepers in local schools who are hand writing checks, which is not considered a best practice, ever.
“With NextGen, that's just not possible,” said McClung. “All checks must be entered into the computer system, printed by a laser printer attached to the software and reconciled there immediately.”
McClung explained that she had a concerned teacher advise her that she was given a handwritten check from the school's bookkeeper, which should not be occurring.
Jackson asked CFO Julie Madden to share her thoughts on the switch.
Madden basically said she knew the change was coming, and she is not opposed to it happening. She said she felt NextGen has a really good offering and said prior to the board approving a purchase, she thought it was important that she has a chance to get some answers to learn about the system.
“This involves peoples' pay, this involves us being able to run payroll, being able to pay our bills, being able to do our reports, our budgets and our financials, so it's very important,” said Madden. “It's important that I have all these answers up front. This is going to be something that is all hands on deck, as far as the financial accounting software part of it. It is going to be extremely labor intensive and we want to make this a smooth transition. We are not opposed to change, we just need to make sure exactly how we are going to roll this out and have a plan for doing so. I'm going to be very involved in this and I'd just like to have a meeting with Harris Solutions and all the people who will be involved. I am being asked to give an opinion on something I know nothing about.”
Board member Loumeek White asked if she knew anything about a timeline for transition. Madden said another school ran a dual system with systematic checks for thorough accuracy which took about six months. Madden assured board members they can make the transition, she just wants to have support from the professionals and have an idea beforehand how the system will work, asking if the board could hold the decision until March so she can meet with Harris Solutions and others and investigate further.
Board member Kevin Hoomes asked what the drawback would be for waiting a month.
McClung said it would put the school system back in the line, causing the transition to start later, which will also disrupt professional development.
Discussion led to the suggestion that running the current system while training on the new system until it is thoroughly accurate for several months after start of the school year would be prudent and manageable.
Board member Danny Benjamin made a motion to purchase the system, which was seconded by White.
“I'm very much in favor of our purchase of NextGen," said Digmon. "My only objection was not affording Ms. Madden and the financial department an opportunity to become familiar with NextGen and to plan its implementation. With that said, I have no doubt Ms. Madden and her team will do all in their power to make the transition as seamless as possible and to help everyone involved become proficient with the new system. I do appreciate our superintendent seeing the need for this program and bringing it to the board. It's one more example of her commitment and the board's commitment to bringing our school system up to speed.”
Board member Cindy Jackson, who also voted against the purchase, agreed with Madden and assured board members she was not against it.
“No, I'm not against it, I just think we should wait, like our CFO recommended,” said Jackson. “She hasn't even seen the quote on this. I know we've got to get it.”
In other business, the board:
-Approved the expulsion of an Escambia County High School student for a period of up to one calendar year for violation of the Escambia County School System Board Policy/Student Code of Conduct. The student will continue to receive services at Escambia County Alternative School for one year per IEP.
-Approved an overnight field trip for the W.S. Neal High School Softball team to go to Gulf Shores from Monday, March 21 to Wednesday, March 23, 2022.
-Approved an overnight field trip for one Escambia Career Readiness Center student to compete in the HOSA State level competition in Montgomery from Thursday, Feb. 24 to Friday, Feb. 25. 2022.
-Approved the 2022-2023 School Calendar following the change of Flomaton High School's graduation from Wednesday, May 24 to Thursday, May 25.
