Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 17-623    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 9/5/2017 Final action: 9/5/2017
Title: A Resolution Approving an Annual License Agreement With Kronos Incorporated for Workforce Ready Software and a One-Time Setup Fee for a Combined not to Exceed Amount of $31,411 and Authorizing Its Execution
Attachments: 1. Kronos Resolution Licensing Fees, 2. Kronos Agreement, 3. Licensing Quote WFR HR, 4. Licensing Quote WFR Timekeeping

Submitted By                     

Steven Drazner, CFO and Julia Scott-Valdez, Assistant Village Manager and HR Director

 

Reviewed By

LKS

 

Agenda Item Title

Title

A Resolution Approving an Annual License Agreement With Kronos Incorporated for Workforce Ready Software and a One-Time Setup Fee for a Combined not to Exceed Amount of $31,411 and Authorizing Its Execution

 

End

Overview

Overview

Resolution 17-519 was approved on June 5, 2017 authorizing execution of the attached Agreement with Kronos Incorporated which included new timeclock equipment compatible with the Village’s new ERP system (BS&A) as well as including a one-time equipment setup fee.  In order to utilize the new timeclock equipment, the Village must execute a software licensing agreement which connects or links the equipment with BS&A.  In addition, with the elimination of ADP (the Village’s previous payroll software), Kronos software licensing is necessary to continue to perform various HR functions.   Please note that these licensing fees must be budgeted each fiscal year so long as the Village utilizes BS&A for completing payroll in-house and performing the HR tasks described in greater detail below. 

 

Body

Staff Recommendation

Staff recommends the Village Board approve this purchase.

 

Fiscal Impact

A total first year cost of $31,411.00 (including the one-time setup fee) would be budgeted in 2018 and charged to 1001.41300.101.550663 (effective January 1, 2018).  

 

Background

In order to utilize the new Kronos equipment previously purchased, the Village must enter into a software licensing agreement which not only links the new timeclocks into BS&A but also allows for a great detail of HR functionality.  The total initial annual licensing cost is $28,411 and there would be a one-time setup fee of $3,250.00  After the first year, the initial annual licensing fees of $28,411.00 would be subject to maximum annual 4.0% increases.  This Kronos software includes functionality such as time-off accrual tracking, online benefit enrollment, applicant tracking (Talent Acquisition), and traditional HR tasks (Performance Management).  Furthermore, the HR software modules provide for modernization of hiring practices, creates an improved online application process, permits employees to enroll and manage benefits electronically, and generates weekly census downloads required by benefit vendors.  

 

 

Alternatives

There are other HR Information Systems (HRIS) but compatability to the existing Kronos and BS&A system could be an issue and could require building interfaces which would require an additional expense. 

 

Previous Board Action

N/A

 

Citizen Advisory Commission Action

N/A

 

Anticipated Future Actions/Commitments

N/A

 

Intergovernmental Cooperation Opportunities

N/A

 

Performance Management (MAP) Alignment

N/A