ATAS Project Presentation 5/18/2015 Don Pagel (713) 837-7656Slide 1 Payroll Services Automated Time...
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Transcript of ATAS Project Presentation 5/18/2015 Don Pagel (713) 837-7656Slide 1 Payroll Services Automated Time...
04/18/23 Don Pagel (713) 837-7656 Slide 1ATAS Project Presentation
Payroll Services
Automated Time and Attendance System (ATAS)
Project UpdateBudget and Fiscal Affairs Committee
June 7, 2010
04/18/23 Don Pagel (713) 837-7656 Slide 2ATAS Project Presentation
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
04/18/23 Don Pagel (713) 837-7656 Slide 3ATAS Project Presentation
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
04/18/23 Don Pagel (713) 837-7656 Slide 4ATAS Project Presentation
Expected Benefits
American Payroll Association Studies 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 FY09 (millions $)
FY11 FY12 FY13 FY14 FY15 Totals
Payroll Reduction $ 0.8 $ 4.2 $ 4.8 $ 4.8 $ 4.8 $ 20.4
Time Keeper FTE’s * $ 0.2 $ 1.0 $ 1.8 $ 1.8 $ 1.8 $ 6.9
ARA FTE’s $ 0.6 $ 0.8 $ 0.8 $ 0.8 $ 3.0
Totals $ 1.0 $ 5.8 $ 7.4 $ 7.4 $ 7.4 $ 30.3
Resource Management Improvements Supervisor attendance dashboard Automated leave management (eliminate 206 LAR) 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.
04/18/23 Don Pagel (713) 837-7656 Slide 5ATAS Project Presentation
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.
04/18/23 Don Pagel (713) 837-7656 Slide 6ATAS Project Presentation
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
04/18/23 Don Pagel (713) 837-7656 Slide 7ATAS Project Presentation
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
04/18/23 Don Pagel (713) 837-7656 Slide 8ATAS Project Presentation
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
04/18/23 Don Pagel (713) 837-7656 Slide 9ATAS Project Presentation
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
04/18/23 Don Pagel (713) 837-7656 Slide 10ATAS Project Presentation
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
04/18/23 Don Pagel (713) 837-7656 Slide 11ATAS Project Presentation
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)