HomeMy WebLinkAboutPurchase Personnel Record Tracking SoftwareCITY OF PALM DESERT
INFORMATION SYSTEMS
STAFF REPORT
REQUEST: APPROVAL OF PURCHASE OF PERSONNEL RECORD
TRACKING SOFTWARE SYSTEM FOR THE HUMAN
RESOURCES DEPARTMENT IN THE AMOUNT OF $19,600
SUBMITTED BY: DOUG VAN GELDER, DIRECTOR OF INFORMATION SYSTEMS
DATE: FEBRUARY 9, 2006
CONTENTS: SUNGARD HTE PROGRAM BROCHURE
PROGRAM PRICING
Recommendation:
By Minute Motion, approve the purchase of HTE personnel record tracking
software for the Human Resources department in the amount of $19,600.
Funds are available in Account No. 110-4190-415-2120.
Discussion:
Sungard HTE Public Administration Solutions offers a software program that maintains
a profile for each employee in the organization. This Human Resources program allows
the user to keep track of information such as employee attendance, leaves of absence,
academics, benefits, salaries, certifications, and application tracking. It interfaces with
Microsoft products such as Word and PowerPoint to allow for easier communications
and clerical responsibilities.
In an effort to streamline the City's organization and accessibility of records, staff feels
that the purchase of this program will greatly benefit each department and will facilitate
a more efficient operation. The ability to maintain all employee records within one
program that is easily accessible and updated by Human Resources staff is a highly
desirable feature.
Staff Report
Approval of tracking software purchase
February 9, 2006
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The project cost is $19,600, and includes all license, training and maintenance fees.
Funds for this program are budgeted in the Information Systems budget, Account No.
110-4190-415-2120. Staff requests that City Council authorize the purchase of the
Human Resources tracking software.
S mi d By:
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Doug V Gelder, Director of Information Systems
Approval:
Carlos L*&e6g-a rity Manager
Department Head:
9au4l*S.vGibson. Finance Director
Human Resources
Store a comprehensive profile for each employee in your organization. The Human
Resources system allows the user to keep track of employee attendance, leaves of
absence, benefits, test scores, certifications, academics, skills, assignments, sala-
ries, and more. Records are processed completely online, resulting in immediate
updating of employee records. The configuration features, along with the user -
defined fields and subsystems, allow for easy customization.
The Human Resources system works with Microsoft products such as Word and
PowerPoint to generate letters and organizational charts. The Human Resources
system interfaces with the Internet -based Application Tracking system and the Sun -
Gard HTE Payroll/Personnel system.
When the Human Resources system is
started, the user is presented with the
main demographic form. The demo-
graphic form is the focal point of the
Human Resources system. Access to
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Demo 1 — The system consists of
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three forms for entering the em-
ployee's demographic information.
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On the Demo 1 form, the user will
find information such as the employee's name, social security number, address,
phone, years of working experience, birth date, working base location, hire date,
and contract date.
Demo 2 - On the Demo 2 form, the user will find additional information about the
employee along with items such as the number of hours worked per day, per week,
annually, and their hourly rates.
Demo 3 - The Demo 3 form contains user -defined fields. The system allows the
user to customize the identifying labels for the user -fields on the Demo 3 form
making them unique to their location. The form contains several text fields, date
fields, combo -box fields, and check box fields that the user can customize.
Academics - The Academics form contains information such as the type of degree,
the subject area in which the employee received their degree, the institution the
employee attended, and the year of graduation.
Page 1 of 4
1000 Business Center Drive • Lake Mary, FL 32746
(800) 727-8088 • www.sungard.com/hte
Applications — The Human Resources system contains a comprehensive Applicant Tracking
sub -system. Both employees and non -employees applicants can be processed through the
system. Information such as the date of the application, the position applied for, the status of
the position, minimum requirements for the position, a proof of citizenship field, references,
resume and interview information are stored.
Attendance — The Attendance module in the Human Resources system provides the user
with a great deal of flexibility in terms of setting up data tables and offering several methods
for attendance entry. The user defines a category name for the absence, the earned value of
the absence category, the cycle for accruing time for a category and the year-end category
limits. The user has the option of creating one generic work calendar or several work calen-
dars for the various employee classifications. The days in each calendar are identified as work
days, holidays, conferences, snow days etc. and are given values. A combination of the data
tables and work calendars add a level of integrity and accuracy to the attendance entry por-
tion of the system.
Attendance can be entered one day at a time for an employee, or by selecting a start and
end date range when the same absence category applies, or by selecting a two week range
to catch up on attendance entry, or by posting to an actual monthly calendar displayed on
the screen. Once the attendance is entered and saved, updated balances by category will
appear on several of the forms.
Assignments — The Human Resource system tracks employees who have several different
category assignments — for example, an employee who is a laborer and spends 50% of his or
her time as a bulldozer operator and 50% as a crane operator at different pay rates. Another
example would be an employee who spends 50% of his or her time teaching math and the
other 50% as a guidance counselor at different pay rates. This information can be identified
on the Assignments form, which contains information such as the year of assignment eligibil-
ity, the assignment location, the name of the assignment, the assignment start and ending
dates, and the assignment status. In addition, the Assignments form contains user -defined
text fields, date fields, numeric fields, and combo box fields.
Benefits — Identifies all the different employee benefits defined by the user, including the
sub -class, the description, the membership number, a benefit starting and ending date, the
employer and employee contribution amounts, and dependent information. In addition, the
Benefits form contains user -defined text fields, date fields, numeric fields and combo box
fields that the user can customize to store information unique to their location.
Blockettes — Describes the various attendance accruals that identify and summarize the at-
tendance entries. The Blockettes form shows the absence categories, the total time limits per
category, the previous accrued time, the YTD accrued time, the used time, the available time,
and the units earned per cycle.
Calendar— Displays an actual monthly calendar on the screen. The user selects a date on the
calendar and identifies the day as either a working day, a holiday, a snow day, or conference,
etc. A generic work calendar can be set up for all employees or separate calendars can be set
up to handle the different bargaining units. There can be a separate calendar for Custodians,
another for Firemen, another for Teachers, etc.
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1000 Business Center Drive • Lake Mary, FL 32746
(800) 727-8088 • www.sungard.com/hte
Certifications - Allows entry of the certification type obtained by the employee, the areas of
endorsement, and the issue and expiration dates. In addition, this form contains user -defined
text fields, date fields, numeric fields, and combo box fields that the user can customize to
store information unique to their location.
Configuration - Allows the users to set up default information unique to their installation that
prints on forms and reports and allows the users to turn Human Resource features on and off.
The configuration menus contain information such as the current year, the current fiscal start
and ending dates, and the installation name and address. In addition, the user can rename
the User Subsystem tabs and rename the labels for the user -defined fields.
Contact- Employee infractions and commendations can be tracked in the Human Resources
system and letters can be generated to the employee. Information such as the date of the
incident, the type of incident, the action associated with the incident, the mediator, addi-
tional notes, the contact initiator's name, and a comment field are stored with each contact
incident.
Equipment- Allows the user to track equipment issued to employees. Information such as
the type of equipment, the serial and model numbers, asset ID, date issued, replacement
value, equipment condition, and a general comment area are stored along with two user -
defined numeric fields, two text fields, two combo fields, and two date fields.
Leaves - The Human Resources system contains a method for storing employee leaves of
absence. Information such as the type of leave, the date requested, the start and ending
dates of the leave, and two comment fields are stored.
OSHA - The system simplifies storing OSHA information making it easier to track. Informa-
tion such as the case number, the type of incident, the date the incident occurred, the em-
ployee's position and department, what body part was injured, cause of the injury, date of
death, number of days of work lost, type of injury, place of injury, claim information, and
comments are stored with each incident.
Photo - The Human Resources system supports inserting employee photos. A bitmap or jpeg
photo image can be inserted with the employee's record.
Query Builder- The query builder is designed to be a very flexible tool that allows the user
to extract specific information from the Human Resource system. The user selects certain
fields from the database list and enters reporting criteria for those fields to generate a report
and export it to the User Report database for future use. Through the query builder, the user
can also mass update information in a field by entering a specific criteria and value.
Reports - The Human Resources system is distributed with a number of standard reports.
Reports are displayed on the screen listed within a category to be more easily accessible. A
separate report library is established for the user that stores all customized reports.
Reviews - The Human Resources system includes a system for tracking employee reviews.
Information such as the review date, the job, the reviewer's name, the rating, and additional
notes are just some of the fields stored. The Reviews form also contains several user -defined
text, date, numeric and combo box fields that can be customized by the user.
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1000 Business Center Drive • Lake Mary, FL 32746
(800) 727-8088 • www.sungard.com/hte
Salary- Identifies employee pay rates, type of job held, work location, review cycle, hire
date, and salary information. In addition, the Salary form contains user -defined text fields,
date fields, numeric fields, and combo box fields that users can customize to store informa-
tion unique to their location.
Screening - Provides the user with a procedure for tracking items such as employee aptitude
testing, yearly physicals and drug testing. Information such as the screening date, screening
reason, type of screening procedure, type of follow-up required and a status are stored.
Security -There are several levels of security built into the Human Resource system. The sys-
tem administrator for your installation will be shown how to establish group privileges, how
to assign users to a specific group and how to limit user access to specific employee records
and employee information.
Skills - Stores areas of employee expertise and a rating for each skill area. The Skills form
contains several user -defined text, numeric, data, and combo box fields.
Test Scores - For positions requiring certain tests, testing information and results can be
tracked on the Test Scores form. The Test Scores form also contains several user -defined
text, numeric, combo and date fields that can be customized by the user.
Training - Provides an excellent method of tracking all mandatory and non -mandatory
courses taken by employees, including the course name, course date, start time, location,
instructor, course fees and grade information are stored. In addition the Training form has
two user -defined text fields, two numeric and two date fields.
Vehicles - Provides a tool for tracking vehicle claims linked with an employee, including vehi-
cle key number, claim date, date the incident occurred, claimants, location of the incident,
description of the incident, incident resolution, weather conditions, road and traffic condi-
tions and several user -defined text and date fields are stored.
Grievances - Identifies any grievances reported by an employee along with the steps re-
quired to resolve the grievance. Information such as the grievance code, contract code, de-
scription of the contract article, date the grievance occurred, description of the grievance,
suggested resolution, actual resolution, steps required and the mediator name are stored.
User Subsystems - The Human Resources system contains four user -definable sub -systems
with several text fields, date fields, numeric fields and combo box fields. The user has the
ability to design each subsystem to store additional information not tracked by our standard
subsystems. Two of the user -definable subsystems allow for storage of multiple years of data
and offer easy retrieval of the historical data. One subsystem, for example, can be set up to
store data about employee grievances.
Utilities - The Human Resources system has many special utilities features such as the ability
to send e-mail training notifications, e-mail reminders on pending events, and the ability to
store and maintain organizational charts within the Human Resources system. PowerPoint
software must be installed on the same workstation to use this option.
Year End Procedures - Allows the user to create next year's assignment and benefit records
for employees. The Human Resources system also has an option for creating salary projec-
tions for the next year and a method for incrementing the employee step and salary informa-
tion. Remaining balances from the current year's attendance are added to the previous ac-
crued figures, and the used attendance figures are reset to start the upcoming year.
SUNQAWi - SOU TiC'NS
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1000 Business Center Drive • Lake Mary, FL 32746
(800) 727-8088 • www.sungard.com/hte