HomeMy WebLinkAboutIR 011 (4) INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 23-011
To the Mayor and Members of the City Council January 24, 2023
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SUBJECT: UPDATE ON POLICE AND FIRE PAYROLL IMPROVEMENTS
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The purpose of this informal report is to provide an update on the status of the Public Safety Payroll
Solution (PSPS) project, the need to extend the project timeframe and to increase the project
budget.
Project Background
The PSPS project was initiated to resolve the repeated challenges associated with Fire and Police
payroll processing. In an Informal Report to the City Council dated September 28, 2021 (Informal
Report No. 21-10680), the Payroll Task Force (PTF) recommended the UKG suite of products to
address time and absence tracking and payroll time calculations for all Fire and Police personnel
(Civil Service & Civilian). The project was approved, and the kick-off meeting was held on
November 17, 2021 . The project had an anticipated go-live date in June/July 2022 and a total
project cost of$2,109,400.
Project Challenges
As the project team conducted process reviews, they discovered significant gaps in existing
processes and a lack of process documentation for multiple key aspects of scheduling, time and
labor, and payroll. As a result, the PTF directed project resources to engage with Fire and Police
departmental subject matter experts (SMEs) to capture those identified gaps. This major process
documentation effort allowed the project team to become aware of multiple opportunities for
process improvement as well as to identify additional points of concern that need to be addressed.
Additionally, the team worked through a UKG cyber security breach, project resource turnover
(employee and contract), and technical requirements to separate Fire and Police payroll
environments.
Project Timeline Update
At project initiation, the project timeline estimated a June/July 2022 completion; however, due to
the project challenges referenced above, the project timelines have been adjusted to an anticipated
go-live of April 8, 2023 (Pay Period 9) for Fire and May 6, 2023 (Pay Period 11) for Police. Please
note these dates are contingent upon successful user acceptance and parallel testing outcomes.
Increase in the Project Budget
Along with the timeline impacts, the project will require an additional $1 ,265,000 in funding to
complete, making the adjusted total project budget $3,896,400. The budget adjustment is due to
several factors:
• The billing rates of the project contract resources are higher than originally estimated with
the ongoing tight labor market conditions, and the elevated demand for contract resources.
• The initial project plan provided for UKG technical staff resources to facilitate solution design
workshops remotely. However, the PTF determined it would be more effective to have UKG
technical staff present on-site for the Solution Design Workshops and during testing to
provide critical support.
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 23-011
To the Mayor and Members of the City Council January 24, 2023
Page 2 of 2
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• SUBJECT: UPDATE ON POLICE AND FIRE PAYROLL IMPROVEMENTS
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The additional funding has been identified and will be included in the FY22 close-out M&C, which
is tentatively scheduled for Council consideration on January 31 , 2023.
The table below provides a summary of the project budget and additional funding necessary to
implement the solution.
Budget Detail Amount Driver/Justification
Initial Project Budget $2,109,400 M&C 21-0731 _
Project Budget Adjustments I _
Higher than anticipated project contractor rates;
• Extend Project Backfill Contractor Resources $1,418,000 extend project contractor backfill resources
through duration of project and parallel testing
Separate cloud instances for Police& Fire;
• Separate Hosting Instances&Other Ancillary Costs $204,000 Costs associated with on-site solution design
workshops
• Contingency $165,000 15%contingency
Revised Total Project Budget $3,896,400
Variance $1,787,000
Use of IT Capital Program funds Funded by temporary reprioritization of existing
p g ($522,000) IT Capital Program projects
Additional Funding Needed to Complete the Project $1,265,000
Next Steps
The next steps for the project team include working with UKG to finalize the new system processes
and rules, continue with change management efforts, and develop plans for testing and training.
The revised schedule will include parallel testing, in addition to user acceptance testing, to support
go live dates of April for Fire and May for Police. A subsequent update on the status of this project
will be provided to the Mayor and City Council as the project team works through system testing.
For questions regarding this report, please contact Valerie Washington at
Valerie.Washington(a)-fortworthtexas.gov, Fernando Costa at
Fernando.Costa(a)-fortworthtexas.gov, John Samford at John.Samford(a)-fortworthtexas.gov, or
Donlen Ruffin at Don len.Ruff in(a)-fortworthtexas.gov.
David Cooke
City Manager
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS