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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 J `r� NMG/amk