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HomeMy WebLinkAboutOrdinance 26727-02-2024Ordinance No. 26727-02-2024 AN 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 THE INFORMATION TECHNOLOGY SYSTEMS FUND; 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 in addition to those amounts allocated to the various City departments for Fiscal Year 2023-2024 in the Budget of the City Manager, there shall also be increased 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 the Information Technology Systems Fund. 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 of this 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in which instance said conflicting provisions of said prior ordinances and appropriations are hereby expressly repealed.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 A-"n "C Jannette S. Goodall City Secretary a�®�T 000 �00 ° o ° ° �o a to0. ��b�, 0 00 0000 0 V•41 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 111 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 Transfer to IT Capital by the same amount for the ERP IT programmable project within 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. P00038) 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. AISCUSSION: 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 an 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 111). 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 $ 39,340.00Re-allocation of FY24 operating budget funds Human Resources $ 109,885.00 Deferment of employee engagement survey in the FY24 operating budget Financial Management Services $ 85,054.00 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, to 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 I CERTIFICATIQN: 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 will be available in the ITS Captial Fund for the FY21 Public Safety Payroll Sal 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 bytm Reginald Zeno 8517 Originating Business Unit Head; Reginald Zeno 8517 Additional Information Contact: Anthony Rousseau 8338 Expedited FORTWORTHO / Payroll Improvements Update Fernando Costa and Valerie Washington City Manager's Office With support from the Payroll Task Force February 6, 2024 rayroii racts FY2024 payrollr.bu.d'get (salaries and"ben. lts),A's $945s3°12,000:, or 37%: of. $2.6 billion � ityybudget. :Police, and€,Fire-,re- resent 69%0 of General {Fundy bud'- et - City has about 7'. 5�0, active. employees.,' Public safety re,presen.tsZ7%::of' General' FYund_.em.ployees In FY2E023; Gi y processed 1.84,000 ,pay:roal transac;tians d to be move lxs tevI ire pal,Odegmerts� aC o e °{ �theC po�ice ar V�1ny do that tr tes `� X roue �r��►�`'�� �eueOxe Mks o e�rts► oV► eevv� t�ovN aC' e`� o'pad be �- r tea ` �' ar\eta .. �� �� o \ate 'P � � `s�ors � eot �. \ ,fro exls\A . s'p�'o�a ��e �e ,..,aCtmert5 pwp- D,rp T pwNg� Ow'sC daC�;clp� an I?V\C.\, paa\\xcocds 10\1 OW e evit e�\oe ,ice, emp taCrs epaCt� ert � a��eC,da �c� M ark d ,\,qem � and s•, pay gr�Cr"► raa� �a Gee.• �\rc� a`,�tlan C��'��� des°�C o\ogv C J�\ ur�,ar ,veo �r� pad Mat `,boa\ TOXe slats P and app vovaN e a�� eep\r\� 1 GoT\�Co\ . p►�� C' U�\r�I t apt, cost ScNled allager ,udc3ek POP'" `` ,�as�. rovee gal V e,I S Owxc eNces . �anag emend S . F mancka cuVices wjj ons man R,eS nakog� �o Hu tan -sec Ldv" a\ N\\d\t . intern . yull fficers . F\Ce Oj�Ce � a�n � ©ci�'t'°n , Fob � � jQn al Ass ociat rnation Ass 440, I rate r 2024 Local-�11ters Force �n Manua Y f Fire F roil 'fas, �. �� to join the PaY *Invited 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 0 Public Safety Payroll Project Goals Accurate arid, ! efficient processing through automation SJ m p I'e, .easy -to -:read - pay advices I Fmplbyee accountability Improved ehd."user experience Streamlined business processes Existing vs. Proposed Conditions -"q% System; Attribute ` ��Identified.issues, ° Examp'fes: of 1 ' sues"toy bea ° Re_ solved • Holiday pay Complexity of policies Extremely complex • Shift differential • K-9 pay Automation of 192 manual processes • E-Overtime manual double - process entry eliminated • Time keepers validating Employee Not all employees validate their time worked time on behalf of accountability employees Inconsistent approval of subordinate time Eliminating auto approval worked of time worked Project Phased Approach Identify and document Integrate PeopleSoft and Concurrent with FY25 Improved shift scheduling payroll process UKG business processes budget development Align process to policy Align technology to process Identify manual processes and opportunities to automate Question current practices and mitigate Configure improvements identified in analysis phase Reduce complexity Question current practices and mitigate — change management Drive continuous improvement (ask why!) Completed by July 2024 Ensure solution meets business needs & project goals Automated pay type categorization Reduction of payroll related errors due to complexity Continue change management, Training, and Go Live Readiness 9 N&7' Payroll Project History: IRs and M&Cs IR 10360 January 28, 2020 Payroll Task Force Update IR 21-1-0625 August.3, 2021 Payroll Process Update S; IR 21T10690eptember 28Public Safety. Payroll Solution Recommendation 2021 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- Septem•ber 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 1T 0733 2021 Solutions (a portion of which to support the Public Safety Payroll' Solution project - UKG system implementation) -M&C 21- September 28, Authorize Agreement and spend authority for temporary staffing (a portion of which to 0734 2021 support the Public Safety Payroll Solution project � UKG system imp[ementation) IR 23-011 January 24, 2023 Update on Police and Fire Payroll Improvements Payroll Improvements To Date • Pay advice re-design/simplification • Improved coordination and communication • Reduction in payroll errors • Developing strategies to handle system workarounds • Police Department rookie officer transition • Improved K9 scheduling and processing • Significant reduction in hours associated with the biweekly processing of payroll 11 ,,00ax �me�t <F ebrua'N e woo P1c�2►sefor Phas,�,� �h 2p2Q�nt� ected NeXT' to sys�te t �MaC onths $ as exP e�do� to p o pie Depa�me ���ities �O� ' m caxcu�a�'��n . V 024) and o�a� test'�n9M s P�O�ess�n9 Pay 2 �t� st to co Goad 5 n{irrn Sy 12 Updated payroll Project gUagLati Amount -Driver/JUsi#ication Bud et Detail' $2,631,400 project al Re ort 23-011 - $1,265,000 added top j Initial Project Budget Inform P $3,g96,400 bud et Adjusted Project Budget extend project support resources(contractors) Reallocat e Cost to e Funding to Extend Project to $365,000 into testing phase of project (July 2024) cover functional build testing 4,261,400* Revised Total F r©ject Budget *Notes' is being funded from existing resources within departmental budgets. 1 - Estimated cost to extend project oin cost of maintenance/licenses. 13 2 — Revised total project budget does not include ongoing Summary of Upcoming Council Actions NO • 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. ✓Au; ust 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 Questions? 11 F