HomeMy WebLinkAboutStaff Report 4.A 03/16/2015DATE:
March 16, 2015
Agenda Item #4.A
TO: Honorable Mayor and Members of the City Council through the City Manager
FROM: Dianne Dinsmore, Director of Human Resources !V
SUBJECT: Resolution Authorizing the Purchase of the Tyler/Eden Human Resources and
Benefits Module and Authorizing the City Manager to Execute all Documents
Necessary to Complete the Transaction
RECOMMENDATION
It is recommended that the City Council adopt a Resolution Authorizing the Purchase of the
Tyler/Eden Human Resources and Benefits Module and Authorizing the City Manager to
Execute all Documents Necessary to Complete the Transaction.
The City currently utilizes a Human Resources data management system, HR Source, to store
and manage a wide range of employee information such as job title, salary step, demographics,
status, emergency contact information, supervisor, department and division, etc. The system is
built on Microsoft Access and is not integrated with the City's Eden/Tyler Technologies system
which includes financials, budgeting, payroll, permitting and other functions. Human Resources,
Payroll and Finance, therefore, maintain spreadsheets to capture and reconcile data, a highly
inefficient process which introduces increased risk of error. This action authorizes the City
Manager to purchase and implement the fully -integrated Human Resources and Benefits Module
of Eden.
Since 2008, Human Resources staffing has been reduced from five positions to 3.6. Automation
is a key factor in enabling Human Resources to provide timely service with reduced staffing.
The use of a separate Human Resources Information System (HRIS) creates redundancy since a
number of data fields must also be entered in the Eden payroll module. This duplication of effort
also introduces increased risk of data entry errors. Efficiencies are achieved through employee
self-service. The proposed system will allow employees or an employees department to update
their information online, meaning neither Human Resources nor Payroll has to spend time or risk
making data entry errors on these changes.
Eden's HR and Benefits module is designed to integrate with Eden's payroll and financial
systems seamlessly. All data will be available within one system. When an employee is separated
from employment, the data entered in the HR module will flow to payroll and automatically
prorate premium pays for final paychecks.
Similar to the invoicing process in the Financial module, Personnel Action Forms (PAF) will be
created and routed for approval electronically. PAFs are used to hire, promote, terminate,
transfer, provide step increase, grant special pays and any other number of actions associated
with employee status and compensation. Once approved, the data will be available to payroll
immediately. Currently, PAFs are created on paper, then routed for signature by the Department
Director, Human Resources, Finance and the City Manager. This process is cumbersome and
time consuming. At times, PAFs are lost in the processing and therefore a new PAF must be
generated and re-routed. As a result, PAFs do not always reach payroll in a timely manner,
which necessitates manual generation of retroactive payment, another time-consuming task.
Implementation of the HR and Benefits Module will eliminate this problem.
The Benefits Module will automate benefits enrollment, open enrollment and benefit changes.
Like timecards, an employee goes online to enter information. Once an employee has elected
his/her benefits, those selections will flow to payroll and automatically adjust the employee's
deductions or cashback accordingly. Automation of this process will significantly reduce Human
Resources and Payroll staff time currently allocated to processing benefits.
As of 2016, employers are mandated to report detailed information, not only for employees but
also their dependents, to the Federal Government to comply with the Affordable Care Act.
Payroll is responsible for this reporting, but the data required for the reporting is maintained by
Human Resources. Implementing the HR and Benefits module will make the necessary
information available to Payroll and automate the reporting process through the Payroll system,
which will generate the new IRS Forms 1094 and 1095 reporting in the appropriate format.
A critical role of the IT Division is to ensure continued business operations in the event of and in
the days following disaster. This often involves the creation of a redundant system at a second
location. For example, the financial system currently resides on servers at City Hall, and a
redundant system is ready for operation if needed, at a remote location. Currently, there is no
redundant setup for the Human Resources system. Moving to Eden HR and Benefits module
would allow us to take advantage of the Eden financial system's existing hardware setup to
similarly have a back-up for HR operations.
This purchase meets the criteria for sole source as the City already uses the Tyler/Eden system,
and the HR and Benefits module is designed to interface seamlessly with the current platform
system with no external interface required.
Staff recommends that the Council adopt the attached Resolution, Authorizing the City Manager
to execute all documents necessary to complete the transaction for the amount of $30.276.
FINANCIAL IMPACTS
Total cost, inclusive of travel, is estimated at $32,276. No additional appropriations are
necessary to fund the software costs. Purchase of Tyler/Eden is funded by 1100.11400 in the
amount of $15,276 from the Finance Department, and 7300.73100 in the amount of $15,000
from the IT Division. Both amounts are already within the 2014-2015 fiscal year budget.
Implementation of this proposed project will result in savings to staff for human resources and
benefits activities, allow savings in ongoing maintenance costs, and improve staff workflow for
maintaining personnel related transactions.
ATTACHMENTS
1. Resolution Authorizing the Purchase Including Exhibit A Tyler/Eden quote 427889
2. Sole source justification
3
Attachment 1
Resolution No. 2015 -XXX N.C.S.
of the City of Petaluma, California
RESOLUTION AUTHORIZING THE PURCHASE OF TYLER/EDEN HUMAN
RESOURCES AND BENEFITS MODULE AND AUTHORIZING THE CITY
MANAGER TO EXECUTE ALL DOCUMENTS NECESSARY TO COMPLETE THE
TRANSACTION
WHEREAS, the City of Petaluma's Human Resources data management system, HR
Source, is not integrated with the City's Eden/Tyler Technologies system which includes
financials, budgeting, payroll, permitting and other functions; and
WHEREAS, the use of a separate Human Resources Information System (HRIS) creates
redundancy, duplication of effort and increased risk of data entry errors and significant manual
handling of data and forms.; and
WHEREAS, the current HRIS does not support mandated reporting under the Affordable
Care Act; and
WHEREAS, This purchase meets the criteria for sole source as the Eden Human
Resources and Benefits Module ("Eden system") is the same software used for the City's
financial system and therefore will integrate seamlessly with the human resources and the
financial systems; and
WHEREAS, the implementation of the Human Resources and Benefits Module will
significantly reduce Human Resources and Payroll staff time, achieve efficiencies, reduce errors,
and support mandated reporting; and
WHEREAS, the City has obtained a cost quotation from Tyler Technologies for the
Eden system which was previously competitively bid and awarded through the National Joint
Purchasing Alliance.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma
as follows:
4
I . The City Council authorizes the City Manager to execute purchasing documents
to acquire Human Resources and Benefits software, training and consulting services and one
year of annual maintenance from Tyler/Eden not to exceed the sum of $30,276, plus travel costs
and applicable sales, personal property or other similar taxes, as outlined in the Sales Quotation
from Tyler Technologies dated January 12, 2015 and attached hereto as Exhibit A.
5
Sales Quotation For:
Tim Williamsen Mr. Phone: (707) 778-4573
City of Petaluma
PO Box 61 Fax:
Petaluma, CA 94953 Email: timw rilci.petaluma.ca.us
1 Software
HR-HRIS-SW-D
HR -W B 6E -S W-
D
2 Services
Consulting
Exhibit A
Iluman Resources - Sothvare 1.00 511,200.00 $11,200.00 $2,240.00 58,960.00
efit Enrollment Web Extension - 1.00 $5,000.00 $5,000.00 $1,000.00 54,000.00
Sofhvare
Total: Total:
$3,240.00 $12,960.00
IIR-(IRIS-CS-D Human Resources - Consulting 1.00 51,200.00 51.200.00 $0.00 51,200.00
Training
I-IR-HRIS-TR-D
Conversion
I1R-IIRIS-CV-D
000 ofPetaluma
Total:
$1,200.00
HumanResources- Training 7.00 51,200.00 58,400,00 50.00 58,400.00
Total:
$8,400.00
Human Resources - Conversion 1.00 54,800.00
Quoted By: Christina Hendrickson
0000
tyler
Date: 01/12/2015
Quote Expiration: 04/30/2015
M X. "
Quote Name: HR and Benefits Enrollment Web
Quote Number: 27889
Sales Quotation For:
Tim Williamsen Mr. Phone: (707) 778-4573
City of Petaluma
PO Box 61 Fax:
Petaluma, CA 94953 Email: timw rilci.petaluma.ca.us
1 Software
HR-HRIS-SW-D
HR -W B 6E -S W-
D
2 Services
Consulting
Exhibit A
Iluman Resources - Sothvare 1.00 511,200.00 $11,200.00 $2,240.00 58,960.00
efit Enrollment Web Extension - 1.00 $5,000.00 $5,000.00 $1,000.00 54,000.00
Sofhvare
Total: Total:
$3,240.00 $12,960.00
IIR-(IRIS-CS-D Human Resources - Consulting 1.00 51,200.00 51.200.00 $0.00 51,200.00
Training
I-IR-HRIS-TR-D
Conversion
I1R-IIRIS-CV-D
000 ofPetaluma
Total:
$1,200.00
HumanResources- Training 7.00 51,200.00 58,400,00 50.00 58,400.00
Total:
$8,400.00
Human Resources - Conversion 1.00 54,800.00
54.800.00
$0.00
54,800.00
Total:
$4,800.00
Total Total
Total
Total
Total
Other Consulting:
Training:
Conversion
Services:
Services:
Services:
$0.00 $1,200.00
$8,400.00
$4,800.00
$14,400.00
Total
Total
Training
Consulting
Days:7
Days:1
6
Page 1 of 2
3 Maintenance
HR -IMS -SP -D Human Resources -Support 1.00 52,016.00 $2,016.00 $0.00 52.016.00
HIR-WBBE-SP-D Benefit Enrollment Web Extension - Support 1.00 5900.00 $900.00 50.00 5900.00
Total: Total:
$0.00 $2,916.00
Summary
Fees Maintenance
Total Software
$12,960.00 $2,916.00
Total Services
$14,400.00
Summary Total
$27,360.00 $2,916.00
Comments
Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the size and scope of your
project. The actual amount of services depends on such factors as your level of involvement in the project and the speed of knowledge
transfer.
Prices submitted in the quote do not include travel expenses incurred in accordance with Tyler's then -current Business Travel Policy.
In the event Client cancels services less than two (2) weeks in advance, Client is liable to Tyler for (i) all non-refundable expenses incurred
by Tyler on Client's behalf, and (ii) daily fees associated with the canceled services if Tyler is unable to re -assign its personnel.
For existing EDEN Clients, the fees are billed as follows:
- 100% of Application Software License Fees upon delivery of the software products
- I00%of the Year 1 Application Software Maintenance Fees are billed upon Initiation (first day of training)
- Conversion will be invoiced as fixed fee.
- Consulting, Training Services and associated expenses as provided/incurred.
Payment is due within 30 days of invoice receipt. Quote is subject to existing Contract.
Customer Approval:
Print Name:
All primary values quoted in US Dollars
Date:
P.O. #:
7
City of Pelahima Page 2 of 2
Attachment 2
CITY OF PETALUMA, CALIFORNIA
PROCUREMENT
SOLE SOURCE JUSTIFICATION
DATE:
3/2/15
DEPARTMENT
HR/ITD/Finance
CONTACT
Dianne Dinsmore
TELEPHONE:
x343
VENDOR:
Eden/TylerTechnologies
TELEPHONE:
1-800-328-0310
JUSTIFICATION
(Initial all entries that apply)
1. Amount of purchase does not exceed current dollar amount required for formal bidding.
_(Q� 2 Vendor is the original equipment manufacturer; there are no regional distributors.
X W� 3 The parts/equipment are not interchangeable with similar parts of another manufacturer.
4 This is the only equipment that meets the specialized needs of the department and
performs the intended function.
5 Detailed justification is available which establishes beyond doubt that the Vendor in the
only source practicably available to provide the items or service required.
I recommendt}x t competitive procurement be waived, and that the equipment and/or
supplies on t e I ttgAed Procurement Request be purchased as a Sole Source.
Signed: Date:
Approvals:
Purchasing 0er: _ Date:--='—�—�
0