Payroll Services Automated Time and Attendance System ATAS

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Payroll Services Automated Time and Attendance System (ATAS) Project Update Budget and Fiscal Affairs

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

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

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

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

Payroll Reductions Don Pagel (713) 837 -7656 ATAS Project Presentation 5

Vendor Selection q Selection Process Ø RFI Issued – 15 Vendor Responses Ø Committee

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

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,

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

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

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

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

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