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Home My WebLink AboutOrdinance 26725-02-2024Ordinance No. 26725-02-2024 AN ORDINANCE ADJUSTING ESTIMATED RECEIPTS AND APPROPRIATIONS IN THE INFORMATION TECHNOLOGY SYSTEMS FUND, BY DECREASING THE IT SOLUTIONS DEPARTMENT BUDGET IN THE AMOUNT OF $40,640.00 AND INCREASING THE TRANSFERS TO IT CAPITAL BY THE SAME AMOUNT FOR THE .ERP IT PROGRAMMABLE PROJECT (CITY PROJECT NO. P00093); PROVIDING FOR A SEVERABILITY CLAUSE; MAKING THIS ORDINANCE CUMULATIVE OF PRIOR ORDINANCES; REPEALING ALL ORDINANCES IN CONFLICT HEREWITH; AND PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FORT WORTH, TEXAS: SECTION 1. That the budget of the City of Fort Worth for Fiscal Year 2023-2024, as enacted by Ordinance 26453-09- 2023, as amended, is hereby further amended to make the following adjustments to the estimated receipts and appropriations in the Information Technology Systems Fund, by decreasing the IT Solutions Department budget in the amount of $40,640.00 and increasing Transfers to IT Capital by the same amount for the ERP IT Programmable Project (City Project No. P00093). SECTION 2. That should any portion, section or part of a section of this ordinance be declared invalid, inoperative or void for any reason by a court of competent jurisdiction, such decision, opinion or judgment shall in no way impair the remaining portions, sections, or parts of sections of this ordinance, which said remaining provisions shall be and remain in full force and effect. SECTION 3. That this ordinance shall be cumulative of Ordinance 26453-09-2023 and all other ordinances and appropriations amending the same except in those instances where the provisions ofthis ordinance are in direct conflict with such other ordinances and appropriations, in which instance said conflicting provisions of said prior ordinances and appropriations are hereby expressly repealed. SECTION 4. This ordinance shall take effect upon adoption. APPROVED AS TO FORM AND LEGALITY: Denis C. McElroy Assistant City Attorney ADOPTED AND EFFECTIVE: February 27, 2024 CITY SECRETARY ?"-,P Jannette S. Goodall City Secretary City of Fort Worth, Texas Mayor and Council Communication DATE: 02/27/24 M&C FILE NUMBER: M&C 24-0150 LOG NAME: 13PUBLIC SAFETY PAYROLL PROJ PHASEIII FUNDING SUBJECT (ALL) Adopt Appropriation Ordinances Authorizing the Reallocation & Transfer of Available Funds from within the Fiscal Year 2024 Adopted Budget for the Purpose of Funding Phase III of the Public Safety Payroll Solution Project; Amend the Fiscal Year 2024 Adopted Budget and Fiscal Years 2024-2028 Capital Improvement Program RECOMMENDATION: It is recommended that City Council; 1. Adopt the attached appropriation ordinance adjusting appropriations in the General Fund by (I) decreasing the Fire Department operating budget in the amount of $39,340.00 and the Human Resources Department operating budget in the amount of $109,885.00 and increasing the Transfers to IT Capital by $149,225.00 for the ERP IT programmable project; 2. Adopt the attached appropriation ordinance adjusting appropriations in the Information Technology Systems Fund by decreasing the IT Solutions Department budget in the amount of $40,640.00 and increasing the Transferlo 1T Capital by the same amount forthe ERP IT programmable projectwithin the ITS Capital Fund; 3. Adopt the attached appropriation ordinance adjusting estimated receipts and appropriations in the ITS Capital Fund by decreasing the ERP IT programmable project (City Project No. P00036) in the amount of $90,081.00 and increasing the Technology Infrastructure -IT programmable project (City Project No. P00093) by the same amount; 4. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the ERP IT programmable project (City Project No. P00093) in the ITS Capital Fund in the amount of $189,865.00, transferred from the General Fund and Information Technology Systems Fund ; and 5. Amend the Fiscal Year 2024 Adopted Budget and Fiscal Years 2024-2028 Capital Improvement Program. DISCUSSjQN: The purpose of this Mayor and Council Communication (M&C) is to adopt appropriation ordinances authorizing the transfer and reallocation of available funds from within the fiscal year 2024 adopted budget for the purpose of funding phase III of the Public Safety Payroll Solution project (City Project No. 103603) as a subproject under ERP IT programmable project (City Project No. P00093). At the February 6, 2024 City Council Work Session, staff presented an update on efforts to improve the payroll process with an emphasis on improving the process relating to public safety pay. In that presentation, staff laid out a phased approach to the Public Safety Payroll Solution project and indicated a forthcoming M&C would be required to approve the re -allocation (transfer) of funds totaling $365,000.00, from participating department budgets, to extend the project into the testing phase (phase Ill). This M&C provides the actions necessary to reallocate the funding as described in the presentation, a copy of which is attached to this M&C. The table below summarizes the available funding source by department. The amount associated with the Financial Management Services Department is already available within the ERP IT programmable project in the ITS Capital Fund and does not require Council action to reallocate to the Public Safety Payroll Solution project. ,Department Amount` Funding Source Police $ 90,081.00 Utilize surplus funds set aside for CCPD funded CAD licenses from within the IT capital program Fire $ 39,340.00 Re -allocation of FY24 operating budget funds Human Resources $ 109,885.00 Deferment of employee engagement survey in the FY24 operating budget Financial Management Services $ 86,054.00 Re -prioritization of FY24 approved IT capital program funds set aside for expanding the inventory module Information Technology Solutions $ 40,640.00 Re -allocation of FY24 operating budget funds set aside for consulting services Total $ 365,000.00 Funding is budgeted and available in the Other Contractual Services and Consultant & Other Professional Services accounts within the General Fund for the Fire & Human Resources Departments, in the Info Technology Systems Fund for the IT Solutions Department and in the Technology Infrastructure -IT and ERP IT programmable projects for the purpose of funding the FY21 Public Safety Payroll Solution project. A Form 1295 is not required because: This M&C does not request approval of a contract with a business entity. FISCAL INFORMATION ! CERTIFICATION: The Director of Finance certifies that funds are currently available in the General Fund, Info Technology Systems Fund and in the Technology Infrastructure -IT and ERP IT programmable projects within the ITS Capital Fund and upon approval of the above recommendations and adoption of the attached appropriation ordinances, funds MI be available in the ITS Captial Fund for the FY21 Public Safety Payroll Sol project. Prior to any expenditure being incurred, the IT Solutions Department has the responsibility to validate the availability of funds. Submitted for City Manager's Office by; Reginald Zeno 8517 Originating Business Unit Head: Reginald Zeno 8517 AdditionaHnformation Contact: Anthony Rousseau 8338 Expedited pppppw- rts Update ayC o\\ \,,,VoveMe ash�ngtO�` P��ia\eriew - Fev�o\ do F e,��a�' 4 ( 'Payroll . . .. .... .... budget, get e r. jin d b U d r090/6 01, Ge .... ... ... -jr,e,veprese T,,epvesents 0 Ot and Ap active erl eeS -7 5 - � f" about inv,ees and e"AV cfJons Geiser roll, trans cessed cm 'Plo N e more nd to b ay'�°rrs to ert5� e aid five P r do eC deparc`�. po� those � V�Ih�tha� cake s � �OV,Ts ; y cable on r • �e ��► ,�� nor o�►e� Ce,kue �t of elowe e XINOV1 Inc ay e a o� pad • bar ac r cod L af\ek� n la o �C� o p 1 Xde � ��°�' � ect t . � pCo e� �v► � . 5'p?'�' �qe be 3 —aC'tmevit5 peg �,r,, . 09 wls aces a��pV leip�. red` �r tax a�,d a� rod\ �s �` d �� 'P . \, pa�1 �e�ar e � ', �`A�,rcka `ogO ee 1 d ages' . a�� ' . : e, eOA\4 ,pair • � W ciao AaNes'• �`'�� o1v►'��'%� ,t V Xrav` e.Ox'Cc ��ag� � r o\\ pr urn�,rr P' �e��rr \, pad .�H a�,�or\ �,� rode ,turf °'��'' ��►� `� ra�a� �,�d app e �,rtm ep091 tra` d ' make sk con . 1�►�� u��` erg., '° POFOF-XX .va5k Forece vavr OvIce eCxces anag eCnex . CAt manag Financla ounces o�ut�ons n des no�ogy S �,J►a \,ab . ?dice • -64C ire Police a�i . o�h po Assoc . Fort V� • ion al Ass sso��at ernation �' 4407 lnt 2024 Loge, lghters Force in januarY f Fire roll1asX o ed to Join the PaY z��t/1f 5 Why was this Project Needed • Resolve repeated challenges associated with Fire and Police payroll processing • Improve time and absence tracking/visibility • Optimize payroll time calculations for Fire and Police personnel (civil service and civilian) • Reduce or eliminate payroll errors, including overpayments and underpayments to employees • Rectify inconsistent application of policies • Ensure contract compliance with labor agreements 11 Public Safety Payroll Project Goals I Accurate wd efficient, processibg through ,automation Simple,, easy to: -read pay advices 'Employee .a,ccou:ntability Improved, e,,n,,d-user experience, 'Strea.mlined busin oss processes ?ropored CondiflOVIS.- amples. Qf Issues t° be EX o Est , , d Resl Identified Issues - Holiday Pay System Attribute Shift differential ExtremelY complex pay IexitY of policies E Ov er - me manual double - of entry eliminated 2 manual processes Time keepers validating 19 Automation of time on behalf of process orked employees ees validate their time w auto approval Not all emPI Eliminating Employee approval of subordinate time of time ,Norked ac countabIRY Inconsistent aPPr\Norked Identify and document payroll process Align process to policy Align technology to process Identify manual processes and importunities to automate Question current practices and mitigate Project Phased Approach S �ste.r� B u ill�d Y Integrate PeopleSoft and UKG business processes Configure improvements identified in analysis phase Reduce complexity Question current practices and mitigate — change management Drive continuous improvement (ask why!) Concurrent with FY25 budget development Completed by July 2024 Ensure solution meets business needs & project goals Improved shift scheduling Automated pay type categorization Reduction of payroll related errors due to complexity Continue change management, Training, and Go Live Readiness E Payroll Project History: IRs and M&Cs y 20 Payroll Task Force, Update IR 10360 Januar 28, 20 I 21-10625 August 3, 2021 Payroll Process Update September28 I�R 21-10680 2021 --[Public Safety Payroll Solution Recommendation M&C 21- September 28, Authorize initial funding of $.2,109,400 to implement the Public Safety. Payroll Solution 0731 ; 2021 .project - UKG system M&C 21- September 28, Authorize Coop Agreement w/ Immix Technology to purchase. and implement the Public 0732 2021 Safety Payroll Solution project - UKG system M&C 21- September 28, Authorize Coop Agreement and spend authority for Staff Augmentation Services for IT 0733 2021 Solutions (a portion of which to support the Public Safety Payroll Solution project - UKG system implementation) &C 21- September 28 Authorize Agreement and e M �p .- �, ---, g spend authority for temporary staffing (a portion of which to j 0734 12021 support the Public Safety Payroll Solution project - UKG system implementation) I 23-011 January 24, 2023 Update. on Police and Fire Payroll Improvements FORTW0RTH® Payroll Improvements To Date a y • Pay advice re-design/simplification • Improved coordination and communication • Reduction in payroll errors • Developing strategies to handle system workarounds p g • Police Department rookie officer transition • Improved K9 scheduling and processing • Significant reduction in hours associated with the biweekly processing of payroll 11 is 111.11110ppr 0mop Ove Sorg IIIVonctionave�F 0 ebrua'N oTt Phase Fire �epa 4 NeXt p�asete System b� (Mach 2024 nths ��n�'O JsePO. ed vendor to Co o pe pePatfior 5 m� a�cu�atio"S a 2024) and P . a� test\n9 as�p oc ss'n9 Pay Wnctconfirm System Goa, �S to 12 FORTWORTH, Updated Payroll Project Budget Budget Detail Amount T Driver/Justification Initial Project Budget $21631,400 Adjusted Project Budget $3,896,400 Informal Report 23-011 - $1,265,000 added to project budget Reallocate Funding to Extend Project to $365,000 Cost to extend project support resources(contractors) cover functional build testing into testing phase of project (July 2024) Revised Total Project Budget 1 $4,261,400* *Notes: 1 - Estimated cost to extend project is being funded from existing resources within departmental budgets. 2 — Revised total project budget does not include ongoing cost of maintenance/licenses. 13 Summary of Upcoming Council Actions • Actions to be taken by City Council: ✓February 27: M&C approving the reallocation of funds ($365,000) from participating department budgets to extend the project into testing. ✓August 6: City staff to bring forward recommendation on the next phase of the project ✓August TBD: City Manager presents recommended FY2025 budget to include Phase IV of this project as appropriate 14 cll*m W a 0 r Ir , F--7