Human Capital Management System/Employee Self Service

We are excited to announce that our District will be transitioning from the current Human Resource System (HRS) to the new Advantage - Human Capital Management (HCM) system. This change is part of our ongoing efforts to enhance our payroll processes and provide a more efficient and user-friendly experience for all employees.

Our new Employee Self Service (ESS) system is now live and available for use!

Log In Credentials

Accounts for HCM were processed on the evening of Friday, April 10. This means new users for the system should have received two (2) emails over the April 11-12 weekend:

• An email with your BEST Authentication Username and Password.
• An email confirming access to HCM/ESS.

These system-generated emails were sent from BESTAuthentication@lacoe.edu.

What is HCM?

HCM is a comprehensive solution that integrates various HR functions, including payroll, benefits, time and attendance and employee self-service. This new system will streamline our processes, reduce administrative tasks and improve data accuracy.

What does this mean to you?

• Better Data Management: The HCM system will provide a centralized database for all HR-related information, making it easier to access employee data.
• Employee Self-Service (ESS) Portal: Employees will have access to a user-friendly portal where they can view their pay stubs and update personal information.
• You must have access to your SMMUSD email address (@smmusd.org) in order to access the ESS. Personal emails will not be allowed.
   

What is ESS?

ESS is an online portal that allows employees to access and manage their personal and employment information directly. This system is designed to streamline administrative tasks and enhance overall efficiency within the organization.

Benefits and Uses of ESS:

• Accessing Paystubs: District staff can view and print their paystubs at any time, without contacting HR.
  • Paystubs will also show your vacation and sick time accrued.
  • Instructions on how to read pay stubs in ESS - English.
  • Instructions on how to read pay stubs in ESS - Spanish.
• Electronic W-2 Forms: ESS system will provide employees with the ability to view and download their W-2 forms electronically. This convenient feature allows staff to access their tax documents securely from any device.
• View employee information: District employees can access personal details like name, address, and emergency contact in the system.
   

Accessing the ESS System:

• Employees will receive a welcome email from LACOE containing new credentials specific to accessing the ESS portal, such as your username and a default password. Please note that SMMUSD employees cannot use their SMMUSD credentials to access ESS.
• SMMUSD employees will first log into the BEST portal, then will view the ESS system.
• When logging into ESS for the first time, it will prompt you to enter information as an extra layer of security for your account. 
   

Meeting Materials and Additional Resources:

3/23/26 Human Capital Management (HCM) Presentation 

3/23/26 Human Capital Management (HCM) Presentation Recording

We will provide more details on the launch date and how to access the ESS system soon. If you have any questions in the meantime, please feel free to reach out to Fiscal Services at payrollinquiry@smmusd.org and Human Resources at HumanResources@smmusd.org.

We understand that transitioning to a new system can be challenging, and we are committed to making this process as smooth as possible. Additional resources will be available to help you navigate the new system and address any questions or concerns you may have.

Thank you for your cooperation and understanding as we make this important transition.