Title
Kronos Timekeeping System for the Charlotte Fire Department
Action
Action:
A. Approve a contract with Kronos to provide and implement a new timekeeping system for the Charlotte Fire Department,
B. Authorize the City Manager to approve price adjustments and amend the contract consistent with the City’s business needs and the purpose for which the contract was awarded,
C. Authorize the City Manager to purchase maintenance and support for as long as the City uses the system, and
D. Authorize the City Manager to purchase such additional software licenses, services, and hardware as needed from time to time to optimize the City’s use of the system.
Body
Staff Resource(s):
Kevin Gordon, Fire
Explanation
§ Kronos is a time and attendance system that interfaces with the City’s enterprise payroll/human resources management system (PeopleSoft).
- In 2007 the City issued Request for Proposal for a time and attendance system and negotiated terms that would apply Citywide. The evaluation team recommended Kronos, and the City Council approved a enterprise-wide contract in 2007.
- Several City departments currently use Kronos for scheduling and timekeeping for its field employees.
§ The Charlotte Fire Department (CFD) desires to implement the Kronos system for its field employees. CFD anticipates Kronos to provide the following benefits:
- Automate the department’s weekly payroll data entry process;
- Increase efficiency of information technology support functions by consolidating five applications into Kronos; and
- Establish a framework and standards with scheduling rules and processes to aid in reducing overtime costs.
§ The request (and the original Kronos contract) has elements of both unit pricing (licensure purchase) and fixed pricing (implementation and maintenance).
§ Approval is sought for the City Manager to purchase such additional software licenses, services, hosting, and hardware as needed from time to time to optimize the City’s use of the system.
§ Expenditures for licensing and system implementation are estimated to be $370,000 in Fiscal Year 2016. This request includes purchasing of approximately 1,200 licenses as well as initial implementation and roll out costs.
§ Approval is requested for the City Manager to purchase maintenance and support for as long as the City uses the software. This may be done by amendment to the original contract or by new contracts with the same or other vendors that may offer such services in the future. Expenditures for maintenance and support are estimated to be $52,000 per year, subject to adjustments as authorized by the contract or by the City Manager.
§ Contingent upon City Council approval, Fire anticipates starting implementation activities at the end of Fiscal Year 2016, with an expected system go-live date of July 1, 2017.
Charlotte Business INClusion
No subcontracting goal was established because there are no subcontracting opportunities (Part C: Section 2.1(a) of the Charlotte Business INClusion Policy).
Fiscal Note
Funding: Fire Operating Budget and the Urban Area Security Initiative Grant