TO: Members of the City Council
FROM: Mayor Angela Birney
DEPARTMENT DIRECTOR CONTACT(S):
|
Technology and Information Services |
Michael Marchand |
425-556-2173 |
|
Human Resources |
Cathryn Laird |
425-556-2125 |
DEPARTMENT STAFF:
|
Technology and Information Services |
Courtney Miller |
Technology Project Manager |
|
Technology and Information Services |
Jackie Yip |
Senior Systems Analyst |
TITLE:
title
Approval an Agreement with UKG, for an Additional Amount of $94,500, for Workforce Management Phase 2
OVERVIEW STATEMENT:
recommendation
The Workforce Management Phase 1 project was completed with the implementation of Timekeeping. Phase 2 will implement Core HR and Payroll processes. A change order to the original contract was negotiated for Phase 2 work.
Staff is asking council to approve an addition to the UKG contract in the amount of $94,500 for additional consulting, project management, and travel expenses. This increase was accounted for and included in the 2023-2024 BTIP budget allocation.
body
☒ Additional Background Information/Description of Proposal Attached
REQUESTED ACTION:
☐ Receive Information ☐ Provide Direction ☒ Approve
REQUEST RATIONALE:
• Relevant Plans/Policies:
2023/2024 BTIP
• Required:
Council approval is required for contracts exceeding $50,000.
• Council Request:
N/A
• Other Key Facts:
N/A
OUTCOMES:
Workforce Management Phase 2 benefits include:
• Integration of Core HR & Payroll with existing Timekeeping
• Integration of Core HR & Payroll with D365 Finance system
• Increased self-service options for employees and managers for HR processes
• Streamlined Payroll processes with improved reporting
• Eliminate risk associated with an outdated system (current system end of life 2027)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:
Workforce Management Phase 2 change order is time and materials with a max of $94,500. The City will be invoiced monthly as hours are incurred.
Approved in current biennial budget: ☒ Yes ☐ No ☐ N/A
Budget Offer Number:
# 0000123
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 2023/2024 BTIP.
Budget/Funding Constraints:
N/A
☐ Additional budget details attached
COUNCIL REVIEW:
Previous Contact(s)
|
Date |
Meeting |
Requested Action |
|
9/12/2018 |
Business Meeting |
Approve |
|
4/23/2019 |
Committee of the Whole - Finance, Administration, and Communications |
Provide Direction |
|
6/3/2019 |
Business Meeting |
Approve |
|
6/25/2019 |
Committee of the Whole - Finance, Administration, and Communications |
Provide Direction |
|
7/23/2019 |
Committee of the Whole - Finance, Administration, and Communications |
Provide Direction |
|
7/25/2019 |
Business Meeting |
Approve |
|
2/28/2023 |
Committee of the Whole - Parks and Environmental Sustainability |
Provide Direction |
Proposed Upcoming Contact(s)
|
Date |
Meeting |
Requested Action |
|
N/A |
None proposed at this time |
N/A |
Time Constraints:
Current Core HR/Payroll solution will be de-supported in 2027.
ANTICIPATED RESULT IF NOT APPROVED:
If the change order is not approved, there is a risk that the City would need to look for an alternative solution to replace current outdated software.
ATTACHMENTS:
Attachment A: City of Redmond - Contract Amendment form
Attachment B: City of Redmond - UKG Project Change Order form
Attachment C: City of Redmond - Existing UKG Statement of Work
Attachment D: City of Redmond - UKG Dimensions Agreement