HomeMy WebLinkAbout(0007) IR 21-10680 - Public Safety Payroll Solution RecommendationINFORMAL REPORT TO CITY COUNCIL MEMBERS
No. 21-10680
To the Mayor and Members of the City Council September 28, 2021
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4 SUBJECT: PUBLIC SAFETY PAYROLL SOLUTION RECOMMENDATION
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The purpose of this report is to present the City's Payroll Task Force (PTF) recommendation to
resolve the repeated challenges associated with the payroll process for Public Safety (Fire and
Police) staff.
As discussed in an Informal Report to the City Council dated August 3, 2021, the PTF conducted
a thorough Request for Information process to identify potential payroll system solutions. Through
that initiative, the PTF identified the UKG (Ultimate Kronos Group) Dimensions product as the
best solution to improve time and absence tracking and payroll calculations for Public Safety.
The scope of this solution implementation includes all Fire and Police personnel (Civil Service &
Civilian).
This complete solution involves an upgrade and migration of the City's UKG Telestaff product
(both Fire and Police) into a single instance in the Kronos Private Cloud. UKG owns the Telestaff
scheduling and manpower management solution that has been used by the Fire Department for
several years and is in the process of being implemented for the Police Department. The
Telestaff solution seamlessly integrates with the UKG Dimensions platform to form a complete
solution for workforce scheduling, manpower management, and payroll calculation processing.
The UKG solution will perform the complex public safety compensation calculations and will pass
the appropriate hours to PeopleSoft financial system, which will apply the appropriate hourly rates
(stored in the PeopleSoft Human Capital Management system) to calculate gross -to -net pay.
This design enables the City to leverage existing integrations and file feeds with the third parties
currently in use for benefits, deductions, etc. Essentially, the UKG solution will replace the
PeopleSoft Time & Labor system for Public Safety. A major benefit of this solution is real-time
visibility into operational data. The intelligent solution allows department supervisors to pre -build
schedules based on demand, employee preferences, and accrual balances, and automatically
allocate overtime fairly, track employee skills and certifications, and help minimize compliance
risk by validating staffing decisions against applicable union rules and labor laws in real time.
The project plan includes utilizing a UKG implementation consultant to assist the City with
identifying and implementing the necessary business process changes that will be required to
maximize the benefit of this complete solution.
The estimated total cost of implementing this solution is $2,109,400. This figure includes the cost
of a dedicated project manager, implementation consulting, technology (Software as a Service or
"SaaS"), and City staff augmentation. This estimate is net of $405,000 in software and
implementation discounts that are available if the contract is executed on or before September
30, 2021. The annual on -going operational cost for the required SaaS license and maintenance
fees is approximately $500,000.
The City of Oklahoma City (also a PeopleSoft and Telestaff user) has experienced tremendous
benefit and efficiency by implementing the UKG Dimensions solution to improve the payroll
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 21-10680
To the Mayor and Members of the City Council September 28, 2021
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SUBJECT: PUBLIC SAFETY PAYROLL SOLUTION RECOMMENDATION
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process for its Police Department personnel. For more information, please review this press
release.
The PTF has presented this recommended solution to the respective presidents of the IAF Local
440 and the Police Officers Association. The project plan will include regular updates and an
open dialogue to ensure all issues and concerns are addressed during the system design and
implementation.
The next steps will include establishing the project funding (M&C 21-0731) in addition to
approving contracts with Immix Technology to purchase the UKG solution (M&C 21-0732) and to
increase spend authority with temporary staffing firms (M&Cs 21-0733 and 21-0734). These
action items are on today's agenda for Council approval.
If you have any questions or if you require any additional information, please contact Deputy City
Manager Jay Chapa at Jesus.chapa(o)_fortworthtexas.gov.
David Cooke
City Manager
ISSUED BY THE CITY MANAGER
FORT WORTH, TEXAS