Integrated Human Resources Information Systems: Presentation to COIT December 4, 2006 Philip A. Ginsburg, Human Resources Director Charles Thompson, Interim Project Manager

Objectives Provide a comprehensive approach to consolidate common bases of data Provide a web-based technical platform for departmental services Provide added HRIS functionality to city departments.

Current Situation Payroll Legacy, Mainframe System (GEAC/Extensity) Unsupported Release; Dropped Maintenance Tax/regulatory updates must be purchased separately Complex pay requirements of bargaining units/unions difficult to express within System Reliance on error prone paper transactions

Current Situation Time and Attendance Obsolete Client/Server System FasTech TESS product sold to Kronos who doesn’t support product Lack of compliance with FLSA puts City at risk Fails to monitor FMLA Requires frequent and expensive maintenance Does not provide complex Scheduling, Labor Distribution or Project Accounting functionality

Current Situation Human Resources/Benefits Administration Unsupported release of PeopleSoft; Dropped Maintenance Current Projects: Requisition Workflow, Dual Coverage, Disaster Worker ID, Automated Processing of Terminations, Hard to implement:  Civil Service Reform goals  HIPAA requirements Current Obstacles: Aging and obsolete hardware Vendor doesn’t support City’s version; budget cuts eliminated vendor support and upgrades Client/Server system highly vulnerable under disaster

Broader concerns…..  Departments have or want separate systems  Mainframe or Client/Server-based, not web- based  No self-service  Unsupported, obsolete systems  Redundant, overlapping Departmental Systems  Disparate, conflicting methods of storing information  Constrained ability to offer broad range of functionality to Departments

HRIS Project Goals  Provide integrated solutions for … –Human Resources –Benefits Administration –Payroll –Time and Attendance –Labor Distribution, Scheduling, Project Accounting … On a Citywide Basis … On a Citywide Basis … Using web-based architecture … Using web-based architecture

Scope of Integrated Solution Human Resources Benefits Administration E-Recruitment Position Control Performance Management Training Management Payroll Time & Attendance Scheduling Web Self-Service Web Reporting

Opportunities for Efficiency Improvement Centralizes redundant sources of HR-related Information Consolidates City ownership of products and on-going maintenance Access to new product releases, vendor support, knowledge base Implementation on a citywide basis as well as continue departmental implementation. Take advantage of Employee and Manager Self-Service via Web Access Facilitate changes due to Governmental compliance, MOU changes, Advances in Technology

Project Status FY budget set up $10.1 million ($5 million on reserve) Initial Steering Committee represented DHR, Controller, Mayor, HSS, DTIS, Retirement -- with technical advice from City’s Chief Information Officers Steering Committee expanded to include representation from PUC, MTA, GSA and Airport GFOA engaged to assist in selection process for software and implementation services Requirements gathered and reviewed across a broad spectrum of departmental functionality Synopsis of Critical Business Needs completed Software and implementation Services Evaluation Plan drafted and under review

Estimated Project Cost: $20 million

Estimated Project Cost $ Millions Year 1 Year 2 Year 3 Total City staff $1.7$1.2$1.2 $ 4.1 Implementa- tion Experts $3.1$3.2$2.8 $ 9.1 License Fee $ $ 3.0 Maintenance$0.7$0.7$0.7 $ 2.1 Equipment$ $ 0.8 Training$0.4$0.1$0.1 $ 0.6 Space Rental $0.1$0.1$0.1 $ 0.3 Total$9.7$5.3$4.9$20.0

Proposed Organization Structure Payroll Benefits Administration Benefits Administration Time and Attendance, Labor Distribution, Scheduling Time and Attendance, Labor Distribution, Scheduling Human Resources

Project Schedule Require- ments; Vendor and Product Selection Human Resources/ Benefits Adminis- tration (Months 1- 12) Payroll/Time & Attendance, Labor Distribution & Scheduling (Months 9 -28) Self- Service (Months 29 – 35)

Next steps  Hire Project Manager  Allocate Resources for Vendor, Product, and Implementation Services Selection Phase  Produce and publish RFP for Software and Implementation Services  Receive and Review RFP responses  Vendor/Product selection  Contract Negotiations (Product License/Maint, and Professional Services)  Planning, Planning, Planning!  Staffing, Training, Equipment Acquisition and Installation, Premises  Development, Business Process Re-engineering, Conversion, End User Training, Installation Communications