Oracle Customer Success—Jefferson County Public Schools

Jefferson County Public Schools Improves Management of 66,000 Technology Assets Across 155 Schools

With Oracle‘s PeopleSoft applications in place, we not only saved time and money, but we also realized the advantages Oracle can bring to us by having a truly integrated system, including agility, innovation, and enhanced decision-making.

— Fran Williamson, Executive Director Data Governance, Jefferson County Public Schools

Jefferson CountyPublic Schools (Jeffco Schools) has provided educational excellence for more than 60 years. It is the largest K-12 school district in Colorado with 85,000 students across its 155 schools, including 89 elementary schools, three K-8 schools, 19 middle schools, 17 high schools, and 17 charter schools.

Business Challenge

Reduce IT complexity, as well as management and maintenance costs, effectively managing 11,000 facility assets, districtwide, by replacing legacy Maximo Asset Management software
Standardize and increase purchasing and budgeting transparency for yearly technology and facility maintenance costs
Enable principals and school officials to track and receive metrics on budgets and expenses to improve decision-making and meet K-12 requirements

Results

Consolidated Jefferson County Public Schools’ operations—including accounts payable, purchasing, accounts receivable, accounting, and invoicing—on Oracle’s PeopleSoft 9.1, across 155 schools and more than 200 buildings—or 12.1 million square feet of facilities—to enable more-informed business decisions
Ran initial cost analysis to justify Jeffco Schools’ PeopleSoft Asset Management application purchase, and found a US$1.2 million cost savings over 10 years on labor and support costs versus IBM Maximo

Enabled more than 600 users to more efficiently process and track work orders— from technology support and repair, to building- and grounds-maintenance processing—reducing the number of open work orders from 12,000 two years ago, to just 2,500 today
Ensured, in fiscal year 2012/2013, that Jeffco Schools responded to 95% of same-day work orders, completed 85% of work orders by established due date, and reached its goal of having 85% of 23,000 annual service requests logged via the self-service portal
Streamlined procurement by implementing the use of procurement cards for over 9,000 facility-maintenance annual transactions— saving significant time by not requiring faculty and staff to submit paperwork and wait for an extensive approval process
Gave users the tools to access and update information—shifting from 70% of tickets logged via phone to 70% to 80% of tickets logged through self-service, today
Created a portal for 160 principals to view nightly dashboard metrics on budgets and expenses, as well as launched a public-facing portal to provide the same financial information to increase transparency for a US$4 million annual budget
Enabled users to conduct drill-down analyses—such as the cost difference between normal repairs and inspection deficiencies or permit requirements on repair work orders—to help Jeffco Schools meet state requirements as well as ensure more efficient funds allocation
Improved inventory-balance tracking, enabling Jeffco Schools to track inventory within US$.56 of a US$76,000 annual procurement budget
Used PeopleSoft Human Resources’ profile management capabilities to track Colorado’s state requirements for highly qualified teachers and maintenance licenses/certifications and to ultimately ensure the district meets state regulations
Gained the ability to run cost avoidance analysis on a wide range of assets to improve control over replacement and investment cycles
Used PeopleSoft Asset Management to track and manage 66,000 technology assets in Jeffco Schools’ database—including desktop computers, laptops, SMARTBoards, projectors, printers, servers, and document cameras—as well as to plan for technology purchases over the next two years
Laid foundation to roll out additional project phases, including a fleet management initiative to enable Jeffco Schools to effectively maintain 351 buses that drive 25,000 miles daily

As a long-time PeopleSoft user, we saw value in staying current—and adding new modules—so we could continue to grow as an organization. However, the real value is in having a truly integrated system, which PeopleSoft delivers.

— Mike Gordon, Director, Support Services, Jefferson County Public Schools.

Execution

“We assembled a team of 18 employees, including subject-matter experts, project managers, and systems administrators to upgrade our existing PeopleSoft applications and deploy new ones in just one year,” Williamson said.