Payroll Services Automated Time and Attendance System ATAS
- Slides: 12
Payroll Services Automated Time and Attendance System (ATAS) Project Update Budget and Fiscal Affairs Committee June 7, 2010 Don Pagel (713) 837 -7656 ATAS Project Presentation 1
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 Don Pagel (713) 837 -7656 ATAS Project Presentation 2
Background q Booz Study Recommended Three Action Items Ø Consolidate Payroll Personnel – Done Ø Increase Professional Education – Done Ø 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. Employees Total Exempt 23, 546 3, 475 Non-Exempt (hourly) Total Classified Municipal 20, 071 9, 248 10, 823 q American Payroll Association (APA) Studies Ø Savings of 1 -4% of Total Payroll Dollars § Entry & Transcription Errors, Payroll Inflation, Leave Inflation, Overtime Control Don Pagel (713) 837 -7656 ATAS Project Presentation 3
Expected Benefits q American Payroll Association Studies Ø Ø Save 1 -4% on total payroll costs Public sector generally at high end Used 1. 2% of Municipal hourly employees only Project cost recovery in 18 months Citywide Savings over FY 09 (millions $) FY 11 FY 12 FY 13 FY 14 FY 15 Totals Payroll Reduction $ 0. 8 $ 4. 2 $ 4. 8 $ 20. 4 Time Keeper FTE’s * $ 0. 2 $ 1. 0 $ 1. 8 $ 6. 9 $ 0. 6 $ 0. 8 $ 3. 0 $ 5. 8 $ 7. 4 $ 30. 3 ARA FTE’s $ 1. 0 Totals q Resource Management Improvements Ø Supervisor attendance dashboard Ø Automated leave management (eliminate 206 LAR) Ø Dynamic Emergency Reporting * 20 FTE’s in Payroll Services and 40+ FTE’s of time keepers in departments at an average of $45, 000/employee. Don Pagel (713) 837 -7656 ATAS Project Presentation 4
Payroll Reductions Don Pagel (713) 837 -7656 ATAS Project Presentation 5
Vendor Selection q Selection Process Ø RFI Issued – 15 Vendor Responses Ø Committee Reviewed 12 Onsite Product Presentations Internal Input External Input Project Team Research City and County of Denver, CO Steering Committee Demos City of Chicago, IL Police & Fire Demos County of De. Kalb, GA City of El Paso, TX County of Anne Arundel, MD Work. Force Insights Consulting Don Pagel (713) 837 -7656 ATAS Project Presentation 6
Vetting Criteria q Vendor Characteristics Ø Ø Ø 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 q Software Features Ø Ø Ø Don Pagel (713) 837 -7656 Ability to Handle Complex Configurations Non-IT Configuration Interface Employee Self Service Leave Management & FMLA Absence Management & Advanced Scheduling Reporting for Payroll Analytics ATAS Project Presentation 7
Project Scope q Recommended Vendor Ø Kronos Incorporated § 60% of Market § 25, 000 Installations § 2, 000 Public Sector § 30 Million Users q 56 Week Project Don Pagel (713) 837 -7656 ATAS Project Presentation 8
Kronos Application Suite q Workforce Analytics Module Purchased Implement Workforce Timekeeper Y Y Workforce Employee Y Y Workforce Attendance Y Y Workforce Leave Y Y Workforce Accruals Y Y Workforce Record Manager Y Y Workforce Connect Y Y Workforce Teletime Y Y Workforce Analytics Y N Workforce Activities Y N Workforce Advance Scheduler Y N Don Pagel (713) 837 -7656 Ø Data Warehouse Tool Ø Implement after one full year of data q Workforce Activities Ø Enhanced Grant & Project Management Ø Implement as needed by department q Workforce Advanced Scheduler ATAS Project Presentation Ø Kronos will upgrade to meet HFD needs Ø Expected implementation in 2012 -2013 9
Project Governance Committee Project Steering Committee ARA – Chair Alfred Moran – Director ARA – Chair Don Pagel – Deputy Assistant Director MYR Waynette Chan – Chief of Staff ARA Frank Carmody – Assistant Director MYR Lloyd Waguespack – Deputy Chief of Staff CTR Sandra Zeno – Senior Human Resource Specialist CTR Chris Brown – Deputy Controller ERP Mary Ann Grant – Deputy Director FIN Michelle Mitchell - Director FIN Kelly Dowe – Assistant Director HAS Mario Diaz – Director HAS Louis Rezin and Virgil Menez - HAS IT HFD Rick Flanagan – Acting Chief HFD Patrick Plummer – CTO HLT Steven Williams – Director HLT Celina Garza-Ridge – Assistant Director HPD C. A. Mc. Clelland – Chief HPD Joe Fenninger – Deputy Director HR Omar Reid – Director HR Candy Aldridge – Deputy Director ITD Richard Lewis – Director ITD Laura Grainger – Assistant Director ITD Earl Lambert – City CTO PR Cheryl Johnson – Deputy Director PR Joe Turner – Director PWE Viveca Sonberg – Assistant Director PWE Michael Marcotte - Director SWM Vic Ayres – Deputy Director SWM Harry Hayes - Director Don Pagel (713) 837 -7656 ATAS Project Presentation 10
RCA Details Professional Services (Kronos) q Two Parts – Contract & PO Description Ø Professional Services & Hosting – Kronos Cost Professional Services § Asses, Build, Test and Implement § PTG supporting with 24% MWBE $3, 536, 156 Training / Education $234, 685 System Hosting $332, 770 Performance Bond $121, 875 Ongoing Maint. (Yrs 2 -5) $2, 614, 820 Professional Services Total Ø GSA Schedule 70 PO – PTG (Certified MWBE as Prime) § Hardware, Software, Cabling (Cabling by MWBE) GSA Purchase Order (PTG) Description Cost Hardware (Clocks) $738, 788 Software Licenses $2, 495, 392 Hardware Maint (Yr 1) $77, 092 Software Maint. (Yr 1) $569, 033 Cable Installation MWBE Participation Subcontractor Contract / PO PTG Contract DC Services PO $65, 000 ITD Product Acquisition Total Amount $743, 024 $50, 000 Pct of Award 24. 00% 1. 58% $6, 840, 306 $3, 945, 305 Salary Recovery Description Cost Salary Recovery $750, 000 Additional IT Related Expenses $125, 000 Contingency Description Cost 10$ Project Contingency $1, 121, 111 Total Project Cost Don Pagel (713) 837 -7656 ATAS Project Presentation 11 $12, 827, 222
Questions Automated Time and Attendance System (ATAS) Project Update Budget and Fiscal Affairs Committee June 7, 2010 Don Pagel (713) 837 -7656 ATAS Project Presentation 12
- Automated time and attendance payroll system
- Ataapa
- Biometric fingerprint attendance system project
- Payroll taxes journal entry
- Vatas timekeeping
- Kronos time and attendance system
- Suny time and attendance
- Noaa webta
- Biotime 7.0 software download
- Attendance enterprise
- Adp time and attendance tutorial
- Suny hr time and attendance
- Eleg5491