R-1388 - 08/12/2014 - FINANCE - Resolutions Supporting Documents ITEM 10.B.2
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AGENDA ITEM
Regular Board of Trustees Meeting
of
August 12, 2014
SUBJECT: Munis Financial Software Employee Self Service Module
FROM: Jim Fox, Assistant Information Technology Director
BUDGET SOURCE/BUDGET IMPACT: Information Technology Services
2014 Program 151-91600 in the amount of$14,455.00
RECOMMENDED MOTION: I move to approve an agreement with Tyler Technologies,
Inc.,Falmouth,Maine,for the total amount of$14,455.00, subject to attorney and staff
review for purchase and implementation of the Munis Employee Self Serve(Time and
Attendance Module).
Background/History:
Currently Village staff uses a paper timesheet time and attendance payroll process. Each pay
period employees complete a paper time sheet which in turn is routed through their department
for supervisor or manager approval. After all required approvals, the timesheet is manually
entered into the Village's Munis Financial Software product. This process consumes hundreds
of staff hours annually.
Village staff has researched several software products to improve efficiencies in the payroll
approval process. Electronic time and attendance systems can reduce staff time required to
process the bi-weekly payroll by 40% or more resulting in a cost savings in the thousands of
dollars annually..
The Village's Munis Financial Software product has an integrated web based Employee Self
Serve module that will allow the automation of the payroll process. The software cost is
$6,000.00 with implementation and training costs estimated at$7,375.00. The annual recurring
fee is $1,080.00. Although not anticipated at this time, if additional training or implementation
is required the cost will be $1,175.00 per day. The training budget can absorb any overage if
needed. Additional features will be included with regular product enhancements from Tyler
Technologies at no additional cost to the Village.
Recommendation:
Staff recommends that the Village Board approve an agreement with Tyler Technologies, Inc.,
Falmouth, Maine, for the total amount of$14,455.00, for the purchase and implantation the
Employee Self Serve Module, subject to attorney and staff review.
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In today's busy world, employees expect greater access to information and services. They to routine tine re sponS
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r fingertips, and need it to be easy, complete, and fast. Whether it's updating for information?
personal information, requesting leave, or checking compensation information—quick, Alleviate these
confidential, and accurate response is critical. As a local government or school administrator, demands,and provide
you need to respond to these expectations while struggling with tight budgets and minimal employees with access
staff. Fortunately,Tyler has the solution: Munis Employee Self Service. to key information—
conveniently and
How it Works Munis Self Service Advantages securely through the
Your employees can easily access your Munis Employee Self Service offers Internet.Anytime,from
organization's customized Web sites continuity, because it actively extracts anywhere.
anytime, anywhere—through a secure information directly from the Munis
Internet connection. Access is through a database. Users gain access through secure
link on your Web site, over a high-speed connections using a unique username
Internet connection. Flexible hosting and password to log into the system, and
options allow you to choose the hosting control permissions to view and change
requirement that best suits your needs. information. Web site information is current
Tyler offers two options: because of the direct connection to your
Munis data—in other words, information
• Tyler: hosts all needed hardware and
software,and manages all traffic. Data is reflected in real-time. What's more,
is passed between your server and the Tyler provides both software and Munis
Tyler Data Center in Falmouth, Maine Self Service support by trained Help Desk
through a secure connection,and then professionals, who assist you with any of
on to the requesting party. your issues.
• Self-hosting: allows you to leverage .continued on reverse
your existing infrastructure and
personnel to manage the Web site
locally.
For more information, visit
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Munis® Employee Self Service
Employee Self Service
Employees monitor and maintain personal and employment information such as:
• Human Resources(HR) Data Inquiry: • Employee Transactions:
» Leave Time Accruals » Enter Hours Worked
• Complete employee pay history—weekly,YTD, benefits, » Submit Leave Requests(vacation, sick, personal,etc.)
withholding
» View the Total Compensation screen and see the value of
» W2/W4s& 1099Rs both salary and benefits
• Documentation such as policy manuals » View custom messages regarding compensation
» Post custom messages regarding an employee's » Supervisors can approve Leave Requests
compensation
» Enroll for Employee Benefits
• Online Job Posting&Tracking Applications: » Address Changes
» Applicants may attach résumé, copy of transcripts, cover » Update W4 Information
letters, references, etc.
» Limitless customization of database fields by HR—State
» Pension Contribution with Monthly Breakdown
certifications, retirement system participation, language, » Receive announcements and department information
etc. » View Job Postings&Apply Online
» Training Catalog&Registrations and apply online
» Performance Evaluations
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Server Requirements:
Operating System: Window Server
SSL: SSL Certificate issued by a Certification Authority strongly recommended
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Quoted By: CJ Vose
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• Quote Expiration: 1
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Quote Name: Village of Oak Brook-ERP-Employee Self Service
Quote Number: 2013-4410
Quote Description: ESS
Sales Quotation For
Village of Oak Brook
1200 Oak Brook Rd
Oak Brook,Illinois 60523
Phone(630)990-5739
Tyler Software and Related Services
Description License Imp!. Days Imp!. Cost Data Conversion Module Total Year One Maintenance
Productivity:
Employee Self Service $6,000.00 5 @ $1,175.00 $5,875.00 $0.00 $11,875.00 $1,080.00
TOTAL: $6,000.00 5 $5,875.00 $0.00 $11,875.00 $1,080.00
Other Services
Description Quantity Unit Price Unit Discount Extended Price
Self-Service Installation Fee-Client Hosted (Existing Customers) 1 $1,500.00 $0.00 $1,500.00
TOTAL: $1,500.00
Summary One Time Fees Recurring Fees
Total Tyler Software $6,000.00 $1,080.00
Total Tyler Services $7,375.00 $0.00
Total 3rd Party Hardware,Software and Services $0.00 $0.00
Summary Total $13,375.00 $1,080.00
Contract Total $14,455.00
2013-4410-ESS CONFIDENTIAL 1 of 3
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VILLAGE OF OAK BROOK
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS 60523-2255
Memo
To: Art Osten Jr.,Interim Village Manager
From: Jim Fox,Assistant Information Technology Director
Date: August 4,2014
Re: Time and Attendance System Recommendation Supporting Document
A committee of Village employees was formed over 18 months ago to look at ways to improve the
time and attendance and payroll process. The committee was formed with members for the Village's
(3)largest departments along with staff from human resources and information technology. Committee
members include:
• Administration—Kathy Vonachen,Kate Andris, and Jim Fox
• Police—Deputy Chief Jason Cates, Commander Jeff Weber, Commander Tamie Madden,
and Kathy Koubek
• Fire--Lt Mike Pavlovic and Rose Douglas
• Public Works—Doug Patchin
The committee participated in several WebEx demonstrations with the vendors listed below. The
Committee notes and project files are located(on the Village computer network)V:\25 Scheduling
Time Attendance
Vendors the committee researched:
• Fire Manager
• Identatronics
• InTime Solutions Inc.
• Kronos Incorporated
• Munis—Employee Self Serve
• My Time Force
• Novatime
• Our Solutions Limited
• TimeTrex Software Inc.
• Visual Computer Solutions,Inc.
• WorkForce Software
After extensive review of each of these products the committee concluded that the purchase of the
Munis Employee Self Module is the most advantageous to the Village. Some of the competing
products cost in excess of$80,000.00.
Recommended Project Cost: $14,455.00 one time(Annual recurring cost$1,080.00)
Budgeted under Information Technology Program 151
Time&Attendance Systems Introduction
Increasing information accuracy and reliability are the two paramount reasons a time and attendance
system is installed in any organization.Because an organization's workforce is often its largest
expense,inaccurate timekeeping can lead to costly regulatory compliance missteps,among other
pitfalls.On the other hand,it should be noted that employees also represent an organization's biggest
asset. Thus,maintaining accurate and reliable time and attendance information makes labor
management a whole lot more manageable.At surface level,the immediate time-saving,as well as
bottom-line saving,benefits of time and attendance automation are easy to highlight.However,without
accurate and reliable time data captured from employees and passed to other parts of the human
resources and payroll system,error-prone breakdowns are likely to occur.These can result in
employees' not being paid properly and noncompliance issues. The following will outline the top
benefits of a time and attendance system and the positive effect they can have on your organization.
Reliable Accuracy
A manual timekeeping system requires employees to report their hours worked per pay period after the
fact. Unfortunately,recording employees'time in and out for each work day after it has been worked
increases your organization's exposure to the likelihood of inaccurate time tracking.Manual processes
can lead to a number of additional issues.For example,illegible handwriting on timesheets makes it
difficult to determine hours actually worked to run payroll.This results in inaccurate time/wages' being
recorded and processed and necessary payroll corrections required after a pay period has ended.Also,a
manual process that relies heavily on the honor system can be abused,and inaccurate hours
documented by employees can result in time theft.There are a number of ways to reduce data
inaccuracies and opportunities for time theft.Finally,without accurate time and attendance data your
organization has little insight into its true labor costs.
Increased Productivity
When it's time to run payroll at the end of a pay period,if you're using a manual process,the
collection of time cards,reentry of data into your payroll solution,and time necessary to process payroll
for the entire organization can be tedious and laborious. It is not uncommon for organizations with a
manual timekeeping and payroll process to spend upward of ten hours or more running payroll at the
end of each pay period.Even if it's the responsibility of one person,ten hours per pay period adds up to
a lot of productivity hours with a direct expense(the person's hourly pay).The point is the amount of
time it takes to utilize time and attendance data to run payroll can be drastically reduced to a matter of •
minutes with an automated time and attendance system. Saved productivity hours and the related
personnel wages can be reallocated elsewhere once you eliminate some of the manual processes.
Automating the collection of time through data collection devices ensures time records are in an
electronic format.This allows the transfer of that data to be automatically sent to your payroll solution
for payroll processing.Automated time registration and collecting reduces or can eliminate the need for
any manual reentry of timekeeping data into a payroll system when the two are integrated.The result is
accurate payroll processing that can take as little as 20 minutes per pay period.Reducing the time it
takes to run payroll while also increasing the data accuracy by automating the transfer of timekeeping
information can lead to increases in both productivity and cost savings.
Bottom-Line Savings
An automated time and attendance system can provide both direct and indirect investment returns.An
investment in a time and attendance system can prove invaluable and provide a return for itself
relatively quickly,often in the first year of ownership. Automating your time and attendance process
results in ongoing cost savings,such as a reduction in human-generated payroll errors,elimination of
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time theft and overtime costs,as well as saved wages from increased productivity. There are also
indirect cost savings related to workforce management.A time and attendance system can give you
better insight into your employees'work,the time spent on their work,and the return on investment of
their work.This information allows you to more appropriately and proportionately allocate labor across
your workforce.
Decreased Burden on One Person or Department
With a manual process,human resource management means keeping massive amounts of paper based
employment and timesheet data files on each of your employees.Maintaining these types of records
can be both time consuming and inefficient and becomes especially cumbersome when key
employment information is requested by managers or payroll personnel.The HR person managing the
files of all of the active and normative employees in the organization becomes a bottleneck to other
departments' access to information that should be able to be securely shared across the organization.
Employee self-service(ESS)functionality is now a standard feature of most time and attendance and
HR solutions,and ESS not only allows employees access to their own timekeeping and employment
data but also encourages them to actively participate in the upkeep of this information,reducing
bottlenecks in processes and empowering employees to take ownership of their data.No more is the
HR or payroll department running around to collect paper time cards at the end of a pay period.
Employees are entering their own time worked as they work it.Plus,with the ability to track accruals,
like earned PTO,employees can access their PTO balances anytime,anywhere using the Internet.
Stronger Company Culture
Employees are empowered when they have access to their own information through technology like
employee self-service.That empowerment is a level of shared control between the employer and
employee and makes for a better relationship with a positive affect a company's culture.The benefits of
engaged employees are numerous.Engaged employees are enthusiastic,contribute ideas,are optimistic
about the company and its future,are rarely absent from work,typically stay with the organization
longer,and are ambassadors for the organization.Plus,a highly valued company culture is a major
contributor to attracting and retaining top talent.
Improved Regulatory Compliance
While a time and attendance system is not likely to ever guarantee employment law compliance,the
data collected and available through your system can help ensure you have the required information to
comply with labor regulations regarding proof of attendance.There are inherent advantages to bringing
together key elements of time and attendance,human resources,and payroll systems.By electronically
and automatically transferring employment,time,and wage data per employee through technology
solutions for each step in the punch-to-paycheck process(from timekeeping through payroll and
employees' receiving their paychecks),you increase process efficiency,data accuracy,and cost savings
exponentially beyond the benefits of just an automated time and attendance system alone. Workforce
management integration adds efficiency by easily and securely sharing data from one part of the
organization to other parts without manual reentry of data and the associated errors that can result.By
integrating all parts of your workforce management with automated software technology,you reduce
the number of times humans have to interact with the data and avoid the potential risk of human error.
Conclusion
The benefits of a time and attendance system are numerous.Managing your workforce and processing
payroll accurately and quickly begins with reliable data. In addition to helping you reduce overtime and
payroll costs and get control over your labor costs. Time and attendance systems are also invaluable for
ensuring compliance with labor regulations regarding proof of attendance.A time and attendance
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