Submitted By
Steve Drazner, CFO, Julia Scott-Valdez, Assistant Village Manager Human Resource Director and Tammie Grossman, Director of Development Customer Services.
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving Two Proposals from Bellefeuil, Szur & Associates (“BS&A”) for Software Customization Services in a Combined Amount Not To Exceed $31,500 Authorizing their Execution
End
Overview
Overview
This agenda item is a proposal for two different projects. First, in order to gain efficiencies in managing the employee and retiree information between the Village’s computer systems named Kronos (payroll and human resources systems) and BS&A (financial systems), and second, in order to create a connection of citation, permit, and vehicle license payment data between the new Passport Parking application and the BS&A system, the Human Resources and Finance Departments are requesting certain customizations in the BS&A system for both Payroll and Cash Receipts modules. These customizations will allow both data in Kronos and Passport to interface with corresponding BS&A modules. This is necessary not only to greatly improve efficiency but also to maintain strong internal controls.
Body
Staff Recommendation
Approve the Resolution
Fiscal Impact
For the Human Resources Department, building an interface between Kronos and BS&A has been proposed by BS&A at an additional, not to exceed cost of $23,000. For the Finance Department and Parking Division, the cash receipt interface for citation data between Passport and BS&A would be at a not to exceed cost of $3,500 along with an estimated cost of $5,000 for interfacing parking permit and vehicle sticker receipt data between BS&A and PassPort.
Please note that the exact cost to interface the permit and vehicle sticker receipt data between BS&A and PassPort has not yet been determined and the $5,000 is only intended as a placeholder. Should the actual cost be greater than $5,000, the proposal would be brought back to the Board to approve the amount exceeding the $5,000 placeholder.
A total of $60,000 was budgeted for customizations in Finance Department Software account #1001.41300.101.550663. Please note that this budgeted amount is also intended to cover the cost of a proposal for customizing/integrating Cityview data with BS&A which is expected to be brought before the Board later this year.
Background
The Village currently uses BS&A as its financial software and two (2) Kronos systems to manage payroll and human resource information. The Finance Department purchased BS&A and the Kronos timekeeping system in 2016. The Kronos HRIS system was purchased after the fact, later in that same year.
The BS&A financial system manages all employee pay data including taxes and deductions, special pay, W2’s and 1095’s. Most importantly, it is the system that produces the paychecks. The Kronos timekeeping system manages timeclock data including punches and time off requests. This system feeds information into BS&A to create the paychecks. When these two systems were purchased in 2016, the initial purchase cost included the interface between the systems.
The Kronos human resource information system (HRIS) manages all other employee and retiree information including contact information, benefit enrollments, training, compensation and career history, dependents, training records and asset assignments. When this system was purchased it was an independent module due to budget constraints and not interfaced with BS&A. As staff has worked through the implementation process of all three systems it was determined that the Kronos HRIS should be the system of record for employee information. This decision was made because Kronos offers a more user friendly interface for the employee compared to BS&A and therefore easier for employees to use.
As the system of record, it is essential that the Kronos HRIS system feeds data into BS&A in an efficient and effective process in order to ensure the integrity of the records. Staff is nearing the end of the HR implementation which offers a natural opportunity to create the interface between the systems. This interface would be achieved by creating a weekly upload between Kronos and BS&A that would import all new information from the HRIS system into the payroll system which would then flow into accurate pay checks, W-2’s and 1095’s.
Separately, an interface is needed to be able to transfer payment data for citations, parking permits, and vehicle stickers from BS&A into the Passport application. This is a necessary component of the proposal so that cash receipt data from BS&A matches the records in PassPort.
Alternatives
Maintain status quo
Previous Board Action
N/A
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
Should the Village Board approve the request, HR and payroll staff will begin to work with BS&A on the interface.
Intergovernmental Cooperation Opportunities
NA.
Performance Management (MAP) Alignment
NA.