HomeMy WebLinkAbout05/13/2008 14 Automated Time and Attendance System Aquisition BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 4 "
For Meeting of May 6, 2008
ITEM TITLE: Consideration of legislation regarding the Acquisition and Implementation of an
automated Time and Attendance Management System
A. A resolution authorizing the City Manager to execute contracts for acquisition and
implementation of the Time and Attendance Management System; and
B. An Ordinance Amending the 2008 Budget and Making Appropriations in 000 – General Fund
SUBMITTED BY: Rita DeBord, Finance Director
Cindy Epperson, Financial Services Manager
CONTACT PERSON/TELEPHONE: Rick Pettyjohn, Information Systems Mgr- 575 -6098
SUMMARY EXPLANATION:
The City has used the same manual time card system for over thirty years. The system is cumbersome
for the employees and management and provides no scheduling capabilities and no ability to track
attendance against scheduling. The 2007 budget included $70,000 to replace this manual system with
an automated Time and Attendance Management Systems (TAMS) that will make time data collection
much more efficient and timely. This amount has been encumbered into the 2008 budget.
The City utilized a Request for Proposal (RFP) process to identify the most appropriate TAMS. During
this same period of time, the Police and Fire Departments have been researching time scheduling
systems to help them better manage their complicated public safety scheduling requirements. They
have identified a system with a purchase cost of $94,000. At the present time there is no appropriation
for the acquisition of this scheduling system.
As the result of the TAMS RFP, the selection committee identified a system proposed by IntelliTime
Systems Corporation that will provide the functionality for both the TAMS and the public safety
scheduling system. The cost of the IntelliTime system is approximately the same as the cost of the two
separate systems while providing the time savings and coordination advantages of a single entry
system. In addition, the IntelliTime system will also greatly assist the Transit Division and the Utility
Divisions to satisfy their rotating and 24 -hour scheduling requirements.
The attached ordinance authorizes additional appropriations totaling $100,000 within the General Fund
to finance the acquisition of the Intellitime Systems Corporation TAMS. Also attached is a resolution
directing the City Manager to execute a contract with IntelliTime Systems Corporation for this
acquisition.
Resolution X Ordinance X Other (Specify)
Mail to (name and address): Phone:
Funding Source General Fund —
APPROVED FOR SUBMITTAL: -- City Manager
STAFF RECOMMENDATION:
A. Adopt Resolution
B. Read the attached ordinance by title only at the May 6, 2008 Council Meeting. Pass ordinance
after second reading at the May 13, 2008 Council Meeting.
BOARD /COMMISSION /COMMITTEE RECOMMENDATION:
Approval recommended by the City Council Budget Committee on April 3, 2008
COUNCIL ACTION:
ORDINANCE NO. 2008
AN ORDINANCE amending the 2008 budget for the City of Yakima; and making
appropriations of $100,000 within the 000 -- General Fund for
the acquisition of a scheduling component for a Time and
Attendance Management System
WHEREAS, the amount of $100,000 must be appropriated within the 000 —
General Fund for expenditure during 2008 to provide for the acquisition and
implementation of a Time and Attendance Management System with additional
functionality to provide for the complicated staff scheduling requirements of the Public
Safety, Transit, and Utility operations staffing needs, and
WHEREAS, at the time of the adoption of the 2008 budget it could not
reasonably have been foreseen that the appropriation provided for by this ordinance
would be required; and the City Council declares that an emergency exists of the type
contemplated by RCW 35.33.091 and that it is in the best interests of the City to make
the appropriation herein provided, now, therefore,
BE IT ORDAINED BY THE CITY OF YAKIMA:
Section 1: The amount of $100,000 is hereby appropriated from the
• Unappropriated Fund Balance in the 000 - General Fund to Account 000- 052 - 631 -0000-
51880 -410 titled Information Systems Professional Services as a. 2008 appropriation to
provide for a scheduling component for a Time and Attendance Management System.
Section 2: This ordinance is one making an appropriation and shall take effect
immediately upon its passage, approval and publication as provided by law and by the
City Charter.
PASSED BY THE CITY COUNCIL, signed and approved this day of
May, 2008.
DAVID EDLER, MAYOR
ATTEST:
CITY CLERK
First Reading:
Publication Date:
Effective Date:
Cje TAMS Appropriation Ordinance[1].doc 5/1/2008