K12 Enterprises

K12 Enterprise is Microsoft leading enterprise-grade financial and human resource management software for Pre-K through 12 school systems. Built within Microsoft Dynamics, K12 Enterprise was created with the specific financial management, HR, payroll and state reporting functionality required by school systems. It looks and feels like all of your other Microsoft applications, which abbreviates the learning curve for new users.

K12 Enterprise allows each user to customize their own dashboard with preferences and features that they need consistently. K12 Enterprise’s newest version is a true web application with built in workflow automation, email notification, any-time, anywhere, any device access to the software.  Web means ease of access, data entry, approval and reporting. K12 offers maximum drill down capabilities from summary to detail information, without leaving the screen. Employee self-service access gives everyone the ability to see their data, print their pay stubs and W2s, and enter HR requests, saving the district time and money.

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HARDWARE:

1. Workstations - Windows 7 or higher with at least 2GB of Ram
2. Printer that uses a MICR Toner Cartridges
3. WAN connection

SOFTWARE:
1. K12 Enterprises subscription licensing
2. MS Office 10 or higher

District Responsibilities:

District staff will:
 1.  Purchase necessary hardware and software.
 2.  Provide connectivity to the Internet
 3.  Follow the E1B inventory procedures as per the TIIP sheet 
 4.  Designate district employee to serve as System Administrator
 5.  District System Administrator will work with WNYRIC staff to set up user security
 6.  Maintain district security.
 7.  Notify the WNYRIC if the System Administrator person for this service has
      changed.
 8.  Order any additional supplies, as needed
 9.  Maintain secure inventory of checks, signature and other supplies.
10. Provide sample reports requested by WNYRIC staff
11. Arrange for archival of district data to meet state requirements.
12. Work with WNYRIC staff to set up necessary tables; complete data entry of
       table information when necessary
13. Provide digitized logo or graphic to be used on purchase orders and checks
14. Contact lead bank used for electronic direct deposit and arrange for them to work
      with K12 to create all files necessary for direct deposit
15. Arrange to have personnel available for all pertinent training (at a time mutually
      agreed upon between WNYRIC staff and district personnel). District personnel
      should be free of their regularly assigned duties during this training time.
16. Enter budget codes for all funds (or use universal budget import routine)
17. Enter budget for all funds
18. Verify conversion of all data (payroll demographics, payroll deductions, payroll
      YTD figures, vendor information); make any necessary corrections to converted
      data; sign off on payroll YTD figures after verification complete
19. Enter any additional employee or vendor information that did not convert from
      previous system.
20. Delete any converted employees or vendors with no history that the district would 
      like eliminated prior to any processing in K12
21. Attach employee group to each employee in payroll to enable them to be paid in
      K12
22. Enter salary schedule information and assign salary schedules to appropriate 
      employees
23. Work with WNYRIC staff to verify reports produced from sample payroll and AP
       runs; make any necessary adjustments to tables or employees
24. Process first live payroll and AP check runs with WNYRIC staff present. WNYRIC
      staff will provide telephone and shadowing support for additional check runs.
25. Transmit files for electronic direct deposit according to lead bank’s instructions and
      timetable
26. Print forms and create disks/transmit files for all required government reports (ex.:
      W-2’s, 1099’s, 941, NYS-45, etc.). District is responsible for submitting all the
      forms and disks to the appropriate governmental agency
27. Do monthly reconciliation by fund of cash balances, expenditures, revenue, and
      accounts receivable subsidiaries.
28. Contact WNYRIC support personnel for any questions in the use of the application.
      The district should not contact the vendor directly, unless instructed to do so by
      WNYRIC staff
29. Notify WNYRIC staff and district system manager of any problems, system error
      messages, and batch error messages

 

WNYRIC support staff will:

1. Provide conversion assistance and import of prior data, when possible
2. Provide a means for purchasing necessary hardware and software to be utilized with
    this service
3. Work with the vendor to design updates to the software for regulatory changes or
    enhancements are needed.
4. Assure that RIC staff maintain strict confidentiality while performing their duties for
    this service.  Staff follow best practices in order to provide necessary security as it
    relates to the most recent financial data security and privacy regulations
5. Provide a means for purchasing necessary checks and forms to be utilized with the
    modules of the financial software
6. WNYRIC Service Desk is available Monday through Friday from 7:00 a.m. to 4:30
     p.m. For assistance call (716) 821-7171 Option 2, 1-800-872-0780 Option 2, or
     e-mail us at servicedesk@e1b.org.

Training and Support:
1. Phone support by WNYRIC staff.
2. Three days of training and/or in-district support are included each year. Training may
    be conducted via telephone, web conferencing calls, at a WNYRIC site or in district.
3. Additional training days available at a per diem rate
 
Backup of Data:
1. Data for the K12 core modules will be hosted by K12 utilizing Rack Space Computer
    Processing storage facilities, backed up nightly to an offsite, secondary location as
    defined in the K12 Enterprises  Business Associate Agreement and Hosting 
    Agreement documents. Additional information can be obtained from the WNYRIC
    upon request.
    
Deliverables:
1. Online documentation by user ID and password
2. Checks and supplies offered via the WNYRIC online Supplies List
3. Annual user meetings  
4. Multiple user workshops throughout the year
.

Cost

As described

Status

New

Contacts


Robert Gottschall

716-821-7301

rgottschall@e1b.org