Agenda Package - 08-13-07 (Finance)

Home Browse Search

reporting and compliance. Department approved payrolls will be electronically interfaced with the MUNIS software to process the payroll eliminating manual data entry and the associated errors. The major advantages of the system are that it is more accurate than a manual time- keeping system, offers verification of actual hours to outside entities, and saves time in all departments in processing payroll. The cost of the Kronos system is $152,971.73. The cost includes $90,091.73 for one server to run the software, the time-keeping software, two biometric time-keeping devices, staff training on the operation and maintenance of the administration of the software and hardware, the tS[eephony system, and hardware and software support. The remaining $62,880.00 is for implementation. The County is allotted 343 hours of application consultation at a cost of $160 per hour totaling $54,880. The County is allotted 40 hours of specialized application consulting at a cost of $200 per hour totaling $8,000. If fewer hours are required to implement the system, the County would only pay for what is used. Charges can only be increased upon the execution of an approved change order by the County for an increase in the scope of the project. Professional fees are paid monthly based on services performed to date. The implementation of an automated time-keeping solution for an organization the size and the complexity of the County requires substantial staff resources and knowledge. After discussions with staff, Kronos representatives and other entities utilizing a time-keeping solution, staff recommends that the County engage HCG, Inc. to serve as the County's project manager on the implementation. The estimated hours needed are 220 at a rate of $115 per hour totaling a maximum of $25,300. The project timeline is anticipated to begin in September and conclude within 10-12 months. Funds of $175,000 are included in the FY 2007-08 for the time-keeping project. In addition the FY 2006-07 budget included $12,500 for a time-keeping project that was unspent and could be rolled- over to the current year to cover the $3271.73 potential short-fall. At least $26,000 of the cost can be allocated to Social Services and qualify for a 50% reimbursement reducing the County's total cost by $13,000. ATTACHMENT(S): None PUBLIC HEARING: None PRIOR BOARD ACTION: None Allow staff to proceed with necessary contracts and agreements to present to the Board of Commissioners on September 10, 2007 to engage Kronos and HCG, Inc. for a time-keeping solution. 7