PeopleSoft User’s Conference 2018





















About The Conference

Date/Time/Location: Monday, October 22, 2018 from 7:55 am - 3:20 pm at the San Diego County Office of Education

Theme: "Building Bridges"

Conference Brochure: The Conference Brochure describes the sessions. Also, see the image of the conference schedule below.

Conference Contacts: Each district has a Conference Contact who is helping organize their team attending the conference. Who is my district's Conference Contact?

Registration: Registration was open from Friday, August 3 - Friday, August 31, 2018 (4 weeks). Last call for late registrants was Monday, 9/10/18 by close of business. After you register, if you need to make a change, please ask your Conference Contact to email Lori Free-Trout (lfreetrout@sdcoe.net) with any requests for changes. Please note that Friday, September 28 is the last day for any requests for registration changes. NOTE: In early June 2018, each organization’s conference contact(s) from last year were asked to submit a pre-registration form by June 22 to indicate the # of seats and names your organization needs reserved for the conference. By providing each person’s “areas of interest” on the pre-registration form, this helped the planning committee determine session topics. 

Why attend? To learn best practices, share ideas, network with district peers, leave feeling refreshed and inspired!

Who should attend: For 7-12 people per district identified by your organization’s Conference Contact(s) at pre-registration in June 2018. Sessions are geared for HCM users, Finance users, and “cross-topics” (both HCM & FIN). NOTE: This is not intended to be training!

Intended goal/outcome: As a team, participate in a variety of sessions and then share with one another after. Disseminate info to your own user community.

Who’s presenting? This is a district-run event! Facilitators and guest speakers are intended to be from the districts and charter schools. Please help take 5-10 minute “spots” at sessions to share your experiences, insights, and tips. Sign up on the registration form. The planning committee will also reach out to you if you have previously expressed interest in being a guest speaker.

Costs: There is no conference fee for attendees (free). Continental breakfast and lunch will be hosted by our sponsors.

Parking: Please plan to carpool. Cars and vans with 4+ people will have access to free valet parking in the SDCOE parking lot (Fleet Services area). 

Carpooling:
  • Please print the Carpool Dashboard Sign (PDF) and place it on your dashboard. Parking lot attendants will have extra copies if you forget yours.
  • For vehicles with 4+ people: Proceed to Fleet Services and drop your car off at the gas pump.
  • For vehicles with 2-3 people: If you are looking for a space, we have set aside the back corner of the upper parking lot (Linda Vista Rd & Via Las Cumbres) for carpools. First come, first served – this area might fill up.
Session Topics: The conference is organized around Sessions A, B, C, and D. Details about each session are in the Conference Brochure.

Conference Schedule

For questions about the conference, please contact Lori Free-Trout (lfreetrout@sdcoe.net).

FAQs

Q: What is the format of the conference?

  • "Same as last year but end it a little earlier." See the video for highlights from the 2017 conference!
  • The conference will be a full-day but end at 3:20 pm
  • There will be four 60-minute sessions
  • There will be a brief opening session like last year, but no Homeroom
  • Like last year - THIS IS NOT A TRAINING EVENT. The conference is for discussions, sharing information, and networking. Attendees should be involved in current business processes. This should be a team comprised of staff with HCM and Finance backgrounds (unless your district only uses either HCM or Finance).
  • Like last year - Your organization's entire conference team can be up to 7 people. If you are a larger district and would like to request "additional seats", you may request 1-5 additional seats on the pre-registration form due June 22.
  • Like last year - please plan to carpool to the event. Carpools of 4+ will be offered free valet parking in Fleet Services.

Q: Who is planning the conference?

This is a district-driven event. The 2018 Conference Planning Committee has representation from 11 organizations: Carlsbad, Chula Vista, Del Mar, Escondido Elementary, Julian Elementary, La Mesa-Spring Valley, Ramona, San Dieguito, Santee, SDCOE, and Solana Beach.

Q: How have districts been involved with the design of the conference?

The planning committee used last year's conference evaluations as a starting point.

The planning committee then distributed a survey requesting input and feedback in April/May 2018. Feedback was carefully reviewed and incorporated when designing this year's offerings.

Q: Can I park my electric vehicle at SDCOE on the day of the conference?

Yes, if there is space, and also if you have a Chargepoint account linked to SDCOE (there is a process and approval for this). Please see https://www.sdcoe.net/business-services/facilities/Pages/electric-vehicles.aspx. It is important to consider that once the charge is complete, you will need to move your car, otherwise you will continue to be charged a fee. Parking might be impacted on the day of the conference and spaces might be limited.

Monthly Updates

March 2018 - Kickoff

The Planning Committee had a kickoff meeting in March. The group reviewed the evaluations from the 2017 conference.

April 2018 - Planning

The Planning Committee met in April and spent the month working on a survey.

Information was shared about the conference on April 26 at the User Group Meetings at SDCOE.

A survey was distributed to district PeopleSoft Contacts on April 27. The focus questions were: What would help you at the conference? What takeaways would you want to have? Is there a particular procedure or process that your district is challenge with that you would like to hear how another district has overcome? Do you have a suggestion for a session topic?

May 2018 - District survey

The district survey closed on May 11.

The Planning Committee met at the end of May to review the survey results and determine next steps. Immediate next steps are to develop the pre-registration form to distribute in early May. A large task in June will be to design the conference based on the survey results.

June 2018 - Pre-Registration, design the conference

Pre-registration is from June 6 - 22 (about 2.5 weeks). This information was emailed to your organization's PeopleSoft Contacts by Peyri Herrera on June 6. One person only from your organization needs to submit this pre-registration form by Friday, June 22, 2018. Ideally your "Conference Contact" will submit this form. Use it to indicate the # of seats and names you need reserved for the conference. This form is required as the first step for your organization's team to attend the conference.

The Planning Committee worked hard to design a conference that meets everyone's needs and wants - session topics, rooms, opening session, closing session, etc.

July 2018 - Design the conference, create the registration materials

The Planning Committee finalized the Conference Brochure and Registration Form at the end of July. Registration is scheduled to open August 2.

August 2018 - Registration, developing sessions

The Planning Committee is meeting on Monday, August 6 to begin next steps of developing sessions and talking to guest speakers.

Registration for district teams is open from August 2-31 (four weeks).

8/17/18: A total of 94 registrations have been submitted (out of 300 anticipated), which is 31%. Three organizations have completed registrations: Grossmont, Jamul-Dulzura, and Julian High. Peyri Herrera sent an email update to all Conference Contacts on 8/17/18 to check in about registration, carpools, guest speakers, and lunch. We learned this week that VEBA has pledged a generous donation to cover the cost of lunch for all attendees. The conference committee is investigating lunch options.

8/28/18: 182 registrations submitted, which is 61%. Districts complete: Coronado, Del Mar, Escondido High, Grossmont, Jamul-Dulzura, Julian High, Solana Beach, Spencer Valley, Vallecitos. Peyri Herrera sent an email update to each district's Conference Contact(s) to provide a list of staff who had registered with a reminder that registration closes Friday, 8/31/18.
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Peyri Herrera,
Aug 3, 2018, 1:03 PM
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Peyri Herrera,
Sep 10, 2018, 5:09 PM