R-1944 - 04/13/2021 - AGREEMENTS - Resolutions ITEM 6.13.6
BOARD OF TRUSTEES MEETING
VILLAGE 01 SAMUEL E. DEAN BOARD ROOM
OAK B R92. K , BUTLER GOVERNMENT CENTER
of
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of"Trustees Meeting
of
April 13, 2021
SUBJECT: Award of Contract—Time and Attendance Software
FROM: Jim Fox, Information Technology Director Y-
Kathy Vonachen, Human Resources Director -0,'
BUDGET SOURCE/BUDGET IMPACT: Information Technology Program 151-91600
RECOMMENDED MOTION: I move that the Village Board award a License and Support
Agreement to Tyler Technologies, Inc., for the purchase of ExecuTime Time and Attendance
System with Advanced Scheduling, in the amount of$83,653.00, and approve Resolution 2021-
FI-MUNIS-AG-R-1944.
BACKGROUND:
Salary and benefits are the largest recurring expense in the Village. The scheduling of employee
work hours,tracking of overtime, and the processing of leave requests is time consuming. The
potential cost for errors in processing payroll and/or benefits may be significant in time as well
as in dollars.
The Village's current time and attendance system was implemented with the goal of eventually
having a paperless system. The plan was that all employees would be able to enter their hours
worked each day as well as request time off with a supervisor electronically approving this time.
When the current time and attendance module was implemented, it was the most cost effective at
the time as the Village transitioned between paper to electronic timesheets.
One of the biggest limitations is the inability for an employees' time worked or time off
requested to be approved by more than one (1) supervisor. This is especially difficult in the
Village's Public Safety Departments whose hours of operation span more than the normal 9 to 5
working day.
HISTORY:
Tyler Technologies is the company that the Village selected via a request for proposal process RG
(RFP) in 2007 to provide and support our MUNIS Financial Software Enterprise Resource
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Planning (ERP)Applications. Since that time,the Village has purchased additional software
modules. Attached is the Munis Module Summary that details the modules the Village has
purchased to date and other Munis module available for purchase with associated pricing.
Prior to 2015, Village employees enter hours worked on spreadsheets or preprinted timesheets,
supervisors then completed a review of the submitted timesheet, approved and then sent the
paper form to Payroll staff. Payroll staff verified all required timesheets and leave/overtime
approval forms for correct calculations and totals as well as adherence to Personnel Policies
before manually entering into the Village's Munis financial accounting software.
In 2015,the Village implemented the Munis Employee Self Service (ESS) Module in an effort to
improve payroll timesheet entry and processing. The ESS system includes a"self-service"portal
that allows employees to view their paycheck stub history,tax history, and leave balances which
reduces administrative time answering such inquiries.
One of the major drawbacks of the ESS system is the lack of advanced scheduling for the
Village's Public Safety employees. Currently, the Police and Fire Departments use a separate
online scheduling system. The Police Department utilizes Pace Scheduling and the Fire
Department uses Crew Sense. These products do not integrate directly with the Village's Munis
software system,which requires employee information and changes to be entered into both the
MUNIS and vendor systems. The creation of a custom interfaces with these third party vendors
is a possibility,however any time there are database changes within the Munis(ERP) Software
these interfaces would need to be re-created. The ExecuTime System is already fully integrated
to the MUNIS Payroll system with current and future versions.
After comparison of the current software systems,the following key points were identified:
• With ExecuTime,the employee accrual balances integrate directly with existing Munis
employee data, which eliminates the need for redundant data entry. The systems used by
both the Police and Fire departments do not.
• With ExecuTime,the MUNIS workflow,the process of automating information routing
and approval, will be utilized as part of the employee scheduling and payroll processing.
Workflow in ExecuTime is the same as our financial software system.
• With ExecuTime,there is only one vendor to contact for support (Tyler Technologies) for
software problems with payroll processing and human resources.
• With ExecuTime,whenever there are routine upgrades,the Munis(ERP) System
integration of all software modules are guaranteed by Tyler Technologies.
SUMMARY:
Since the Village already uses Tyler Technologies, Inc. software for Financial, Payroll, and
Human Resources,we are recommending that the Village purchase ExecuTime with Advanced
Scheduling and mobile access, ExecuTime Time &Attendance and mobile access.
Staff has searched for a product that will provide a more robust time and attendance solution and
has found ExecuTime meets these needs. The product will directly integrate with our existing
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payroll system and provide"real-time data." All data is viewed in"real-time." That is, if a
change is made in the Munis Payroll module, the employee will see the updated information as
soon as Payroll staff posts the data.
The software is designed for employees to track and enter their data. The accessibility within the
software promotes employee responsibility and accountability. Once data is entered by the
employee, that data is forwarded to a supervisor(s) for approval. The software allows for
multiple supervisors/approvers, which is needed when there is more than one supervisor per
shift. A single approver is not feasible with a multi-shift or alternative workday environment.
Another important feature of this software program is the ability to create complex work
schedules. This is especially helpful for the Public Safety Departments that operate a 24-hour
basis.
Staff is also recommending purchasing five touchscreen reader time clocks for specific groups of
hourly employees in various departments. These physical time clocks will be strategically
placed so that employees may"clock in"by swiping their employee identification card as they
walk into their workplace.
The administrative functionality of ExecuTime allows the generation of a multitude of reports,
including overtime reports, while maintaining the accountability of those approving timekeeping
data. From a logistical standpoint, ExecuTime will greatly benefit the Village while efficiently
and effectively meeting the expectations of Payroll and Finance.
Additionally, Tyler Technologies, Inc. is the only party authorized to support, and update or
modify such software. Tyler's ESS and ExecuTime software has been developed in conjunction
with other MUNIS products and is highly integrated with certain MUNIS software products in
use by the Village.
Tyler is the sole developer and implementer of the ESS and ExecuTime software. The estimated
costs of$83,653.00 includes one time and recurring fees for the first year(see chart below).
Future years' maintenance fees are $9,143.00 subject to 5% increase per year. The annual
maintenance fees are due during the month of September each year.
Summary One-Time Fees Recurring Fees
Total Tyler Software $35,728.00 $7,938.00
Total Tyler Services $26,732.00 $0.00
Total 3rd Party Hardware, Software and
Services $12,050.00 $1,205.00
Summary Total $74,510.00 $9,143.00
Contract Total $83,653.00
RECOMMENDATION:
That the Village Board award a License and Support Agreement to Tyler Technologies, Inc., for
the purchase of ExecuTime Time and Attendance System with Advanced Scheduling, and
approve Resolution 2021-FI-MUNIS-AG-R-1944.
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THE VILLAGE OF OAK BROOK
COOK AND DUPAGE COUNTIES, ILLINOIS
RESOLUTION-2021 -FI-M U N I S-AG-R- 1944
A RESOLUTION APPROVING AND AUTHORIZING AN
AGREEMENT BETWEEN THE
VILLAGE OF OAK BROOK AND TYLER TECHNOLOGIES, INC.
FOR EXECUTIME TIME AND
ATTENDANCE SYSTEM WITH ADVANCED SCHEDULING
GOPAL G. LALMALANI, Village President
CHARLOTTE K. PRUSS, Village Clerk
JOHN BAAR
PHILIP CUEVAS
MICHAEL MANZO
MOIN SAIYED
EDWARD TIESENGA
ASIF YUSUF
Village Board
Published in pamphlet form by authority of the
President and the Board of Trustees of the Village of Oak Brook
on this the 13th day of April 2021
RESOLUTION 2021-FI-MUNIS-AG-R-1944
A RESOLUTION APPROVING AND AUTHORIZING AN AGREEMENT BETWEEN THE
VILLAGE OF OAK BROOK AND TYLER TECHNOLGIES,INC.FOR EXECUTIME TIME AND
ATTENDANCE SYSTEM WITH ADVANCED SCHEDULING
WHEREAS,the Village of Oak Brook("Village")currently utilizes the Munis Employee Self Service
(ESS)payroll timesheet system for all Village employees;and
WHEREAS, the Village received a proposal from Tyler Technologies, Inc. for the ExecuTime
license and support agreement, with electronic time clocks for the Village's automated Advanced
Scheduling and employee time and attendance system;and
WHEREAS,Tyler Technologies,Inc.provides the MUNIS system used by the Village for financial,
payroll and human resources purposes, and the ExecuTime systems proposed are integrated into the
MUNIS systems currently used by the Village,and,thus,Tyler is the only vendor that can provide support
for the ExecuTime software for the Village's automated Advanced Scheduling and employee time and
attendance system through MUNIS,because it is a proprietary system;and
WHEREAS,the Village President and Board of Trustees,being fully advised in the premises,
have determined that it is in the best interests of the Village and its residents to authorize the purchase of
the ExecuTime license and support agreement,electronic time clocks for the Village's automated Advanced
Scheduling and employee time and attendance system,without competitive bidding as a sole source in the
amount of$83,653.00;and
NOW THEREFORE,BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK,DU PAGE AND COOK COUNTIES,ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into,and made a part of,
this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Authorization of an Agreement The
President and Board of Trustees hereby approve an Agreement in the amount of$83,653.00,with
Tyler Technologies,Inc.,for the Village's Automated Advanced Scheduling and Employee Time
and Attendance System.
Section 3: Approval of Agreements.The President and Board of Trustees hereby approve
the Agreement with Tyler Technologies,Inc.,Exhibit A
Section 4: Execution of the Documents.The Village Manager and Village Clerk shall be,
and hereby are,authorized to execute the agreement between the Village and Tyler Technologies,
Inc.,in the final form approved by the Village Attorney.
Section 5: Effective Date.This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
Resolution 2021-FI-MUNIS-AG-R-1 944
Approving an Agreement with
Tyler Technologies,Inc.
Page 2 of 4
APPROVED THIS 131h day of April 2021
Gopal G.Lalmalani
Village President
PASSED THIS 131h day of April 2021
Ayes: Trustees Bear,Cuevas,Manzo,Saiyed,Tiesenga,Yusuf
Nays: None
Absent: None
ATT3ST n
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OF pq� Charlotte K.Pruss
Village Clerk
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Resolution 2021-FI-MUNIS-AG-R-1944
Approving an Agreement with
Tyler Technologies,Inc.
Page 3 of 4
EXHIBIT A