TO: Committee of the Whole - Finance, Administration, and Communications
FROM: Mayor Angela Birney
DEPARTMENT DIRECTOR CONTACT(S):
|
Technology and Information Services |
Michael Marchand |
425-556-2173 |
DEPARTMENT STAFF:
|
Technology and Information Services |
Courtney Miller |
Technology Project Manager |
|
Technology and Information Services |
Carmen Hall |
Project Mgmt. Office Manager |
TITLE:
title
Approval of UKG Pro Contract Extension - Additional Launch Support
OVERVIEW STATEMENT:
recommendation
Implementing UKG Pro provides the City with a modern Human Resources Information System (HRIS), improving operational efficiency, enhancing employee self-service options, and delivering a secure and dependable platform. The second contract extension ensures UKG resources remain engaged to complete necessary system updates that align with leadership’s decisions on pay policy.
body
☒ Additional Background Information/Description of Proposal Attached
REQUESTED ACTION:
☐ Receive Information ☒ Provide Direction ☐ Approve
REQUEST RATIONALE:
• Relevant Plans/Policies:
2025/2026 BTIP
• Required:
N/A
• Council Request:
N/A
• Other Key Facts:
N/A
OUTCOMES:
UKG Pro benefits include:
• Integration of Core HR & Payroll with existing Timekeeping
• Increased self-service options for employees and managers for HR processes
• Streamlined Payroll processes with improved reporting and reduction of manual processes
• Eliminate risk associated with an outdated system (current system end of life 2027)
COMMUNITY/STAKEHOLDER OUTREACH AND INVOLVEMENT:
• Timeline (previous or planned):
N/A
• Outreach Methods and Results:
N/A
• Feedback Summary:
N/A
BUDGET IMPACT:
Total Cost:
The cost for additional UKG launch support is $75,000 through January 2027, followed by $25,000 for each additional month beyond January. The total request is $225,000, allowing for resource coverage through July 2027. Actual spend will depend on final launch date.
Approved in current biennial budget: ☒ Yes ☐ No ☐ N/A
Budget Offer Number:
BTIP
Budget Priority:
Strategic and Responsive
Other budget impacts or additional costs: ☐ Yes ☒ No ☐ N/A
If yes, explain:
N/A
Funding source(s):
Costs associated with the implementation will come from the 2025/2026 BTIP
Budget/Funding Constraints:
N/A
☐ Additional budget details attached
COUNCIL REVIEW:
Previous Contact(s)
|
Date |
Meeting |
Requested Action |
|
3/10/2026 |
Committee of the Whole - Finance, Administration, and Communications |
Provide Direction |
|
3/17/2026 |
Business Meeting |
Approve |
Proposed Upcoming Contact(s)
|
Date |
Meeting |
Requested Action |
|
11/17/2026 |
Business Meeting |
Approve |
Time Constraints:
Current Core HR/Payroll solution will be de-supported in June 2027.
ANTICIPATED RESULT IF NOT APPROVED:
If the change order is not approved, the City would be unable to complete implementation.
ATTACHMENTS:
Attachment A: UKG Service Request Order
Attachment B: Original UKG Pro Statement of Work