Payroll Services

Payroll Services Automated Time and Attendance System (ATAS)Project Update Budget and Fiscal Affairs Committee July 6, 2010

ATAS Project Vision • The ATAS Project will automate all employee time collection and leave requests and help better track workers compensation and FMLA time taken through the use of: • Time Clocks • Web Clocks • Telephone Entry • Employee Self Service • State of the Art Workflow Approval Process

Background • Booz Study Recommended Three Action Items • Consolidate Payroll Personnel – Done • Increase Professional Education – Done • Automate Time and Attendance – This Project • Over-reliance on manual processes • Project target is all Municipal employees • Project return based on hourly Municipal employees only. • American Payroll Association (APA) Studies • Savings of 1-4% of Total Payroll Dollars • Entry & Transcription Errors, Payroll Inflation, Leave Inflation, Overtime Control

Expected ROI • American Payroll Association Studies • Save 1-4% on total payroll costs • Public sector generally at high end • Used conservative 1.2% of Municipal hourly employees only • Equals 0.6% of total payroll costs • Project cost recovery in 18 months from implementation * 20 FTE’s in Payroll Services and 40+ FTE’s of time keepers in departments at an average of $45,000/employee.

Expected Budget Impact • Incremental Savings for Budget • FY11 Impact will be minimal • FY12 Almost a Full Year of Savings • FY13 Adds Better Efficiency of Software Use

Payroll Reductions

Vendor Selection • Selection Process • RFI Issued – 15 Vendor Responses • Committee Reviewed 12 Onsite Product Presentations Internal Input Project Team Research Steering Committee Demos Police & Fire Demos External Input City and County of Denver, CO City of Chicago, IL County of DeKalb, GA City of El Paso, TX County of Anne Arundel, MD WorkForce Insights Consulting

Vetting Criteria • Vendor Characteristics • Certified SAP Interface • Experience in Public Sector • Experience Working with Police & Fire • Experience and Resources to Handle Large Implementations • Hardware and Technical Hosting Options Available • MWBE Options • Software Features • Ability to Handle Complex Configurations • Non-IT Configuration Interface • Employee Self Service • Leave Management & FMLA • Absence Management & Advanced Scheduling • Reporting for Payroll Analytics

Project Scope • Recommended Vendor • Kronos Incorporated • 60% of Market • 25,000 Installations • 2,000 Public Sector • 30 Million Users • 56 Week Project

Kronos Application Suite • Workforce Analytics • Data Warehouse Tool • Implement after one full year of data • Workforce Activities • Enhanced Grant & Project Management • Implement as needed by department • Workforce Advanced Scheduler • Kronos will upgrade to meet HFD needs • Expected implementation in 2012-2013

Project Governance Governance Committee Project Steering Committee

RCA Details • Two Parts – Contract & PO • Professional Services & Hosting – Kronos • Asses, Build, Test and Implement • PTG supporting with 24% MWBE • GSA Schedule 70 PO – PTG (Certified MWBE as Prime) • Hardware, Software, Cabling (Cabling by MWBE)

Questions Automated Time and Attendance System (ATAS)Project Update Budget and Fiscal Affairs Committee July 6, 2010

Payroll Services