atas project presentation7/17/2015 don pagel (713) 837-7656slide 1 payroll services automated time...

ATAS Project Presentation04/19/23 Don Pagel (713) 837-7656 Slide 1

Payroll Services

Automated Time and Attendance System (ATAS)

Project UpdateBudget 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.

Employees

Total Exempt Non-Exempt (hourly)

23,546 3,475 Total Classified Municipal

20,071 9,248 10,823

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.

FY11 FY12 FY13 FY14 FY15 Totals

Payroll Reduction 0.8$ 4.2$ 4.8$ 4.8$ 4.8$ 19.4$ Time Keeper FTE's 0.2$ 1.0$ 1.8$ 1.8$ 1.8$ 6.6$ ARA FTE's 0.6$ 0.8$ 0.8$ 0.8$ 3.0$

Totals 1.0$ 5.8$ 7.4$ 7.4$ 7.4$ 29.0$

Citywide Savings over FY09 (millions $)


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

FY11 FY12 FY13 FY14 FY15

Payroll Reduction 0.8$ 3.4$ 0.6$ -$ -$ Time Keeper FTE's 0.2$ 0.8$ 0.8$ -$ -$ ARA FTE's 0.6$ 0.2$ -$ -$

Totals 1.0$ 4.8$ 1.6$ -$ -$

Citywide Savings - Incremental (millions $)

FY11 FY12 FY13 FY14 FY15

General Fund 0.8$ 3.4$ 1.1$ -$ -$ Aviation - ENT 0.0$ 0.5$ 0.2$ -$ -$ Conventions - ENT 0.0$ 0.0$ 0.0$ -$ -$ PWE-CUS - ENT 0.2$ 0.9$ 0.3$ -$ -$

Totals 1.0$ 4.8$ 1.6$ -$ -$

Citywide Savings - Incremental by Fund (millions $)


Payroll Reductions

Project Savings VariablesConservative

Industry Average Description / Comment

Error Reduction 0.50% 1.20%

Payroll Inflation 0.30% 0.72%

Overtime Reduction 0.07% 0.12%

Leave Inflation 0.30% 0.50%

Totals 1.17% 2.54%

Recommended 1.20%

ConservativeIndustry Average Description / Comment

Better Reporting and Control 0.05% N/A

Policy - Late 0.10% N/A

Policy - Shift Start 0.10% N/A

Totals 0.25% 0.00%

Recommended Add 0.20%

Future Year - 2013+ Project Savings Variables

Policy not allowing employees to clock in more than 15 minutes prior to shift.

Implement Analytics Module - Improves reporting and OT analysis.

Policy defining consequences or rewards of clocking in late or ontime based on employee's schedule.

Errors due to manual processes. Employees will report underpayment but rarely report overpayments.

Employees working their advantage on a manual system. Clocking in earlier than actual or clocking out later than actual.Better advance approval for overtime and analytical control.206 signed but never turned in. Comp time priority control. Large impact at termination.


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

SAP Inte

rface

Public S

ecto

r Exp

Large

Orgs

Exp

Police

& Fire

Exp

Multi

ple D

evic

es

Leave

Mgm

t

Abs M

gmt &

Adv

Sched

uling

Reporti

ng

Exter

nal In

put

Cost

Kronos

ADP

SAP

IntelliTime


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

M 2 4 6 8 10 12 14 16 18 20 22 24 26 28 30 32 34 36 38 40 42 44 46 48 50 52 54 56

12345

Departments6 ARA, MYR, AA, CC, CS, CTR, FIN, ITD, HR, LGL 7 HPD (Only Civilian on Clocks - Classified through Time Keepers)8 HPR, MCA, MCJ9 HEC, PWE, SWM, GSD, HLT, CEF

10 HAS, HCD, HPL11 HFD12 Project Sign Off ---------------> u

Group 5

Week NumbersATAS Project Milestones

Implementation Phases

Install Hosted Software Cable & Install Clocks

Core Team Education ------ Manager Training ------- On Going End-User Training

Project ManagementPlan, Assess & Document

Solution BuildTest & Certify

PilotGroup 1

Group 2Group 3

Group 4


Kronos Application Suite

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

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

ARA – Chair Alfred Moran – Director

MYR Waynette Chan – Chief of Staff

MYR Lloyd Waguespack – Deputy Chief of Staff

CTR Chris Brown – Deputy Controller

FIN Michelle Mitchell - Director

HAS Mario Diaz – Director

HFD Rick Flanagan – Acting Chief

HLT Steven Williams – Director

HPD C.A. McClelland – Chief

HR Omar Reid – Director

ITD Richard Lewis – Director

ITD Earl Lambert – City CTO

PR Joe Turner – Director

PWE Michael Marcotte - Director

SWM Harry Hayes - Director

Project Steering Committee

ARA – Chair Don Pagel – Deputy Assistant Director

ARA Frank Carmody – Assistant Director

CTR Sandra Zeno – Senior Human Resource Specialist

ERP Mary Ann Grant – Deputy Director

FIN Kelly Dowe – Assistant Director

HAS Louis Rezin and Virgil Menez - HAS IT

HFD Patrick Plummer – CTO

HLT Celina Garza-Ridge – Assistant Director

HPD Joe Fenninger – Deputy Director

HR Candy Aldridge – Deputy Director

ITD Laura Grainger – Assistant Director

PR Cheryl Johnson – Deputy Director

PWE Viveca Sonberg – Assistant Director

SWM Vic Ayres – Deputy Director


RCA Details

Professional Services (Kronos)

Description Cost

Professional Services $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 $6,840,306

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 $65,000

ITD Product Acquisition Total $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 $12,827,222

MWBE Participation

Subcontractor Contract / PO Amount Pct of Award

PTG Contract $743,024 24.00%

DC Services PO $50,000 1.58%

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 UpdateBudget and Fiscal Affairs Committee

July 6, 2010

atas project presentation7/17/2015 don pagel (713) 837-7656slide 1 payroll services automated time...

Documents

week project slide

atas project vision

payroll analytics slide

project scope

project overreliance

overtime control slide

payroll inflation

payroll reductions