HomeMy WebLinkAboutC36010 - Time-Attendance Software CONTRACT NO. C36010
CITY OF PALM DESERT
INFORMATION SYSTEMS
STAFF REPORT
REQUEST: APPROVE PURCHASE OF EMPLOYEE TIME AND
ATTENDANCE SOFTWARE FROM EXECUTIME, AND
AUTHORIZE CITY MANAGER TO EXECUTE A CONTRACT FOR
PURCHASE, INSTALLATION AND LICENSE FEES.
SUBMITTED BY: CLAYTON VON HELF, INFORMATION SYSTEMS MANAGER
DATE: APRIL 13, 2017
CONTENTS: EXHIBIT "A" — QUOTE Q-00025125
Recommendation
By Minute Motion, that the City Council:
1. Approve the purchase of employee Time & Attendance software
from ExecuTime and authorize the City Manager to execute a
contract for purchase, installation and license fees.
Strategic Plan Objective
Although the City's internal I.T. infrastructure is not addressed in the strategic plan, its
upgrade underlays, and is essential to, all projects and services performed by the City.
Information Technology Master Plan
Employee Timekeeping/Time Entry Assessment and Implementation is listed as
Initiative 26 in the Information Technology Master Plan adopted by the City Council on
February 23, 2017. It was rated as a very high priority by the I.T. Steering Committee
and the Finance and Payroll staff.
Staff Report
Approve ExecuTime Software
April 13, 2017
Page 2 of 4
Executive Summary
ExecuTime Time & Attendance software will allow electronic time keeping for City staff.
Currently, staff time is spent filling out paper time records, correcting the records,
entering those records into the payroll system, and scanning or storing the paper
records. This is a very inefficient system, with many errors requiring correction each
pay period. ExecuTime software will substantially reduce human errors, decrease the
amount of staff time used for entering payroll records, and increase reporting
capabilities.
Background
The City's current paper and pencil based employee timekeeping system is antiquated
and inefficient. Because the paper documents are completed by hand they commonly
contain math and other errors. Each document must then be corrected, again by hand,
in either the department of origin or the payroll department. The information is then
entered into the payroll system. The current system makes reporting on attendance
very cumbersome and reports are necessary for billing outside agencies, project costing
and employee performance management. The majority of modern businesses of our
size utilize time and attendance software, or a payroll service, to streamline the process
of employee timekeeping.
The Information Technology (IT) Master Plan identified employee time and attendance
as initiative number 26, based on input from employees and managers throughout the
City and the IT Steering committee ranked it as a "high plus" priority. It was also listed
as a "highest level" priority by the Finance Department.
Staff reviewed the option of a third party payroll service and interviewed the Assistant
Finance Director of Indian Wells and the Assistant Executive Director of CVAG
regarding their experience. Payroll services still require City staff to create and process
reports for CaIPERS, internal accounting, the State Controller and others. This
reporting burden, coupled with the cost of the service, result in a staff recommendation
to maintain an in-house payroll system including a digital timekeeping component. Staff
from IT, Human Resources, and Finance began the software selection process in
December of 2016.
Staff Report
Approve ExecuTime Software
April 13, 2017
Page 3 of 4
Staff identified the following goals for the new software:
• Reduce the time spent recording and entering records into the payroll system;
• Reduce the errors in those records;
• Reduce the amount of paper used per pay period;
• Increase the reporting capabilities for employee timekeeping.
Staff also identified several requirements for the proposed software solution:
• Efficient interface with ONESolution Payroll system that will limit the uploads and
interactions needed from Finance staff;
• Managers must be able to electronically approve employee's timecard, with
ability to review accruals available;
• Simple user interface, with integrated security, and ability to easily enter project
information for time.
With the goals and requirements in mind staff considered options from several service
providers, including Kronos, Sungard, and ExecuTime. Staff surveyed several cities,
including some that use Sungard OneSolution for payroll and accounting. It was
determined that ExecuTime's product meets the goals and requirements outlined
above, and were also identified as a business partner with Sungard ONESolution with
established integration into the existing accounting software.
Funding — Budget Transfer
In the 2016-17 budget process, a white paper was approved and dollars were budgeted
for a new HR employment application and recruitment software system (NEOGov).
However, during the IT steering committee priority meeting, this software was given a
low priority. Staff is recommending that the budget set aside for the HR software be
used for the ExecuTime software at this time. This will allow implementation to begin
immediately rather than waiting for the FY 17/18 budget.
Staff Report
Approve ExecuTime Software
April 13, 2017
Page 4 of 4
Fiscal Impact
Approval of staffs request would result in an expense of$33,825 from the equipment
replacement fund. Any travel and related expenses for implementation are not to
exceed $2,500. Funds were budgeted and are available for this fiscal year, account
number 5304190-4404000.
Submitted By: Department Head:
40# -
on vo e f ri Carney
Inf. . ion Systems Manager Director of A istrative Services
Approved by:
( 76-
J et . Moore
Director of Finance
l Cam_
Lauri Aylaian e'
City Manager
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