HomeMy WebLinkAboutcover memoCITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: The Honorable Mayor and
Members of the City Commission
FROM:
Joe Arriola V
Chief Administrator/City Manager
DATE :
SUBJECT:
JUN - 8 2004
Kronos Implementation for
the Department of Police
REFERENCES:
ENCLOSURES:
FILE :
RECOMMENDATION
It is respectfully requested that the City Commission approve the attached Resolution
authorizing the purchase of Kronos Workforce Central,. licenses, hardware, training,
support services and maintenance services from Kronos Incorporated, a non-
minority/non-local vendor, located at 2700 N. Military Trail, Suite 380, Boca Raton, FL
33431, utilizing existing State of Florida Contract No. 252-023-00-1 effective through
April 30, 2005 subject to further extensions or replacement contracts by the State of
Florida, at a first year cost not to exceed $378,000 and yearly maintenance not to
exceed $70,000 with the option to extend maintenance for (4) four additional (1) one-
year periods with yearly maintenance increases limited to no more than 3% per year.
Funding is available from the Local Law Enforcement Block Grant VIII, Account Code
142023 for $378,000 for the initial purchase. Future years' funding will be allocated
from various CIP accounts, the operating, budgets of various departments, ITD's
operating budget, and IT Strategic Funding, as may be adjusted from time to time by the
City Commission in the annual appropriations/capital improvements ordinances, or as
otherwise adjusted as permitted by law.
BACKGROUND
The departments of Solid Waste, General Services Administration, and Parks ark
currently utilizing an enterprise version of an automated time and labor management
system called Kronos Workforce Central Suite. Implementing the Workforce Central
Suite has led to immediate and significant benefits. The system provides a single,
comprehensive data collection because the system provides automation for each
payroll transaction Additionally, the city is now applying uniformly the pay rules in two
labor c `i:
The next step in the citywide rollout of this automated system is the Police Department.
The Workforce. Central Suite is an integral component of the city's ERP strategic
initiative.
•
The Honorable Mayor and Members
of the City Commission
Page 2
Kronos Implementation
for the Police Department
The Kronos Workforce Central Suite is an enterprise solution with the ability to
automate the collection of time and attendance data and apply standardized pay rules —
automatically and consistently across the entire organization. The Workforce Central
Suite interfaces with the City's payroll system in a bi-directional interface, a step that
saves considerable time and effort resulting in more accurate paychecks for employees.
Additionally, Kronos' flexibility in various data collection methods, phone, Internet, and
biometric finger id, allows for each department to choose the method that best suits
their needs.
The Police Department would benefit from the implementation of Kronos by
empowering frontline managers to make better decisions and take effective action. The
department would be able to analyze, monitor and report time in an efficient and timely
manner. In particular, the module Workforce Scheduler provides the tools needed to
plan staff coverage (by shift, by employee, or by job description) and react with speed
and effectiveness when unforeseen circumstances put productivity at risk. Workforce
Scheduler allows configuration of scheduling rules that enforce critical staffing policies
and monitor compliance with federal regulations and union rules.
With Kronos, Police will spend less time on administrative tasks and more time
improving employee performance and citizen satisfaction.
Funds are available from the Local Law Enforcement Block Grant VIII
FISCAL IMPACT: $378,000
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