One Home Project Timeline
March 9, 2015 — First meeting of KIPP LA’s Internal Systems Task Force to evaluate the state of the organization’s software systems
June 2015 — Internal Systems Tasks Force decides it needs a new Human Resources Information System but wants external help to guide them through the process
July 2015 — Marcia Aaron emails her network for help identifying an external HR consultant
August 10, 2015 — KIPP LA signs contract with Bellwether Education to do teacher compensation study
October 24, 2015 — KIPP LA signs first contract with Leadership Advisory Group (LAG) to assist with project planning, RFP preparation and HRIS vendor selection.
November 3, 2015 — Marcia Aaron recruits members for HRIS Task Force
December 3, 2015 — KIPP LA signs contract with Bellwether Education to help with change management for implementing teacher career pathways
December 3, 2015 — KIPP LA Board approves initial LAG contract dated 10/24/2015
November 2015 — January 2015 — LAG interviews teachers, deans and school leaders to develop the One Home project charter and do a SWOT analysis of current HR systems
January 29, 2016 — KIPP LA expands contract with LAG to help develop competency models for central office employees and non-instructional staff
January 31, 2016 — Marcia Aaron sends email to team and family in first org-wide communication of the One Home project
February 17, 2016 — KIPP LA expands contract with LAG to develop 60 day change management plan
February — April 2016 — LAG runs business process design workshops to figure out how Recruiting, Performance Management and Core HR / Payroll should ideally work to inform the RFP
April 6, 2016 — Annie and Megan present One Home project vision to Principals
April 11, 2016 — Annie and Megan present One Home project vision to Senior Leadership Team
April 18, 2016 — RFP issued to six vendors: Workday, Bamboo HR, Namely, UltiPro (Ultimate Software), SAP Success Factors and Vibe HCM
April 22, 2016 — RFP Q&A conference call
May 1, 2016 — Deadline for RFP responses. Three companies respond
Week of May 23, 2016 — HRIS vendor demo presentations
Week of June 3, 2016 — Vendor reference calls
June 14, 2016 — Namely live demo day
June 20, 2016 — Marcia meets Namely CEO in New York City
June 24, 2016 — KIPP LA decides to begin contract negotiations with Namely
June 27, 2016 — Matthew Peskay notifies Human Capital Management Task Force of pending contract negotiations with Namely
July 28, 2016 — KIPP LA finalizes and signs contract with Namely
August 3, 2016 — KIPP LA signs contract with Hula Partners to help with Namely integrations for payroll and benefits, data migration and overall HR software architecture
August 4, 2016 — KIPP LA rolls out 2016–2017 performance management system to instructional staff. The new system uses role-specific competencies that is the foundation for future Teacher Career Pathways work.
August 2016 — KIPP’s Internal Systems Task Force rolls off the project following the vendor selection. A small team continues to build out the back-end HR systems through Namely (for HRIS, benefits, performance management, and ultimately payroll).
December 2016 — Christy Walker, KIPP LA’s director of data and analytics, joins the team as project manager. KIPP LA launches search to hire a human resource systems analyst skilled in data management to take over building out Namely. The launch of One Home, planned for March 2017, is postponed until July.
January 2017 — The special education team pilots performance management through One Home. Testing with this small group (who work across multiple campuses) helps Annie Miner perfect her training and identify kinks in the process. All other staff are using KIPP’s new competency-based performance management framework but continue to do so in Google Docs.
February 2017 — Jose Corona, a human resource information system analyst at Forever 21, is hired and takes over day-to-day Namely build out.
March 2017 — The KIPP SOL and Ignite campuses test out Namely for end-of-year performance management. User feedback is positive.
March/April 2017 — The decision is made to move payroll onto Namely after KIPP changes its accounting process slightly to better fit Namely’s capabilities.
April 2017 — The new director of human resources becomes the first employee to experience onboarding through Namely.
April 2017 — Revisions to Competency Model made based on teacher and principal feedback. Presentation of competencies is streamlined and one (Cultural Competence) is removed.
June 2017 — The KIPP central office pilots Namely for employee self-service (payroll information, benefits, time off, etc.) Principals, assistant principals, deans, and school business operations managers also try it. A shadow payroll is run in two cycles to test new Namely process.
July 2017 — All new employees are onboarded through Namely, including benefits selection. Payroll officially moves off Paybridge and onto Namely, saving $50,000 annually.
August 2017 — One Home goes live for the whole organization. KIPP takes it on a roadshow where employees see presentations on how to use it, update their profiles, and practice entering and editing their goals.
September 2017 — Everyone at KIPP LA is on Namely for performance management. Goals must be created by August 31 with supervisors commenting on them by September 20. KIPP tests out subgoals for the first time but is upfront that they may eliminate them from the process based on employee feedback.
September 2017 — KIPP selects a new Applicant Tracking System, Lever. A key criteria in the selection process was the ability to integrate with Namely and to facilitate a smooth handoff of new hires between the recruitment team and the core HR team.
November 2017 — Mid-year evaluations begin, all via the Namely platform.
December 2017 — KIPP LA switches benefits providers, necessitating all employees to re-enroll during open enrollment (through Namely). Some employees miss the email directives and neglect to re-enroll. In the future, KIPP LA will use Namely’s communication capabilities to send individualized emails to all employees (“Hello Annie, you need to finish your benefits enrollment. Click here now.”)
