CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Cooperative Procurement 23-084, Advanced Timekeeping and Scheduling Software, to Ultimate Kronos Group Inc., for an amount not to exceed $1,327,112, plus a 3% contingency, and for a five-year term
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DEPARTMENT: Finance Department
SUBMITTED BY: Rachel Mayer, Finance Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
For more than two decades, the City has utilized an electronic timekeeping and scheduling solution to track employees' time and attendance to generate an accurate payroll. Over the years, the technology available in this area has improved considerably. In 2016, the City upgraded to an advanced timekeeping and scheduling software solution when it implemented Novatime. While this solution served the City's basic needs over the past seven years, the technology never fully lived up to expectations, particularly in its ability to serve as a scheduling solution in the Fire and Police departments. Other shortcomings include a lack of custom reporting, failure to eliminate certain manual payroll processes, and an inability to fully establish an employee-driven time management process.
As the City entered the final year of the agreement with Novatime in 2022, staff began discussing the future of timekeeping and scheduling. During those discussions, staff learned that Novatime had recently been acquired by Ultimate Kronos Group (UKG). In August, UKG informed the City that they did not intend to maintain the Novatime product beyond 18 months and would move Novatime customers to the UKG Dimensions platform.
Understanding that there was no option but to identify a new timekeeping solution, staff immediately began researching alternative products.
DISCUSSION:
The research included, but was not limited to, polling public sector Finance departments on various forums across the U.S. on their experience with timekeeping solutions and to personally contacting comparable municipalities rega...
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