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Home My WebLink AboutAmendment to QPA Software Agreement Renewal - Kronos Inc - Timekeeper Configuration Changes1316 COUNTY -CITY BUILDING 2,27 W. JEFFERSON BOULEVARD Sourti BEND. III IANA 46601-1830 CITY OF SOUTut BEND PETS BUTTIGIEG3, MAYOR BOARD OF PUBLIC WORKS June 12, 2018 Jessica DeWitt Kronos, Inc. 90'O Chelmsford Street Lowell, MA 0 1851 RE: Amendment to QPA Software Agreement Renewal Dear Ms. DeWitt: hicm574/235-9251 FAX 574/ 235-9171 The Board of Public Works, at its meeting held on June 12, 2018, approved the above referenced amendment regarding timekeeper configuration changes and development of additional interfaces in the amount of $99,040. Enclosed please find a copy of the agreement for your records. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, �4 Linda M. Martin, Clerk Enclosure c: Dan O'Connor, Innovation & Technology GARY A. Giwri, SUZANNA M. FRITZBEMG EuZABETii A. MARADIK JAMEs A, MUELLER THERESE J. DORAU INTER -OFFICE MEMORANDUM Department of Innovation & Technology City of South Bend 227 W Jefferson Blvd TO: Board of Public Works, Linda Martin CC: Santi Garces, Jennifer Hockenhull, Michael Schmidt, Clara McDaniels, Sandra Kennedy FROM: Dan O'Connor SUBJECT: Kronos Inc., Co DATE: 05/18/2018 Linda and Members of the Board We are submitting for review and approval two professional services change requests with Kronos for Timekeeper configuration changes and the development of additional interfaces to optimize the integration of the HR and Payroll modules within our Kronos solution. The two change orders are broken down as follows • Timekeeper configuration changes 448 hours @ $160\hour = $70,880 • Interface development 176 hours @ $160\hour = $28,160 • Total $99,040 This pricing is within QPA pricing using the US Communities Quality Purchasing Agreement. US Communities has shown that it was bid and awarded in accordance with Indiana Code and it is in use in other Indiana Municipalities. Thank you for your consideration. Daniel R. O'Connor, III Chief Technology Officer PROJECT CHANGE ORDER FORM Customer Name CITY OF SOLiTH BEND Solution IA 6123570 6123570 6123570 CITY OF SOUTH BEND CITY OF SOUTH BEND 227 WEST JEFFERSON 227 WEST JEFFERSON BLVD Bill -to BLVD Ship -to SOUTH BEND IN SOUTH BEND IN 46601 46601 US US Phone 574 245-6201 Customer Contact Dan O'Connor Email DOCONNOR@SOUTHBENDIN.GOV Customer Payment Terms Net 30 Days Purchase None. Order Kronos Practice Sales Public Sector West 20106 Person Jessica DeWitt Operating Project # 29776 Unit 1 KRONOS US OU 1 USD Currency New Task Required No New Order No Required Project Budget Impact 0 e e � Solution Consultant 9990003-ONL HR Estimate 147 160.00 23,520.00 Solution Consultant 9990003-ONL HR Estimate 48 0.00 0.00 Project Manager 9990003-ONL HR Estimate 29 160.00 4,640.00 Project Manager 9990003-ONL HR Estimate 10 0.00 0.00 Totals 234.00 28,160.00 Amounts exclude tax Page 1 of 2 Authorization Signatures (I authorize the change to the Kronos Project Budget, as described above, and I authorize Kronos to invoice for the amount applicable.) CLIStOrner Project Manager A111�AQVjUD, Of P(Alk works Will Edwards %>� ��JJ ��I��/�1,7i111 Kronos Representative Dan O'Connor Comments AdjLISt project scope and budget per Change Reference No "Interfaces V. Order Managernerit Internal Use Only Page 2 of 2 P"R"OJECT CHANGE ORDER FORM Customer Name CITY OF SOUTH BEND Solution ID 6123570 6123570 6123570 CITY OF SOUTH BEND CITY OF SOUTH BEND 227 WEST JEFFERSON 227 WEST JEFFERSON BLVD Bill -to BLVD Ship -to SOUTH BEND IN SOUTH BEND IN 46601 46601 us US Phone 574 245-6201 Customer Contact Dan O'Connor Email DOCONNOR@SOUTHBENDIN.GOV Customer Payment Terms Net 30 Days Purchase None Order Kronos Practice Sales Public Sector West 20106 Person Jessica DeWitt Operating Project # 29776 Unit 1 KRONOS US OU I USD Currency New Task Required No New Order No Required Project Budget Impact 6 =370 Solution Consultant 9990093-ONL HR Estimate 160.00 59,200.00 Solution Consultant 9990003-ONL HR Estimate 123 0.00 0.00 Project Manager 9990003-ONL HR Estimate 73 160,00 11,680.00 Project Manager 9990003-ONL HR Estimate 24 0.00 0.00 Totals 590,00 70,880.00 Amounts exclude tax Page i of 2 Authorization Sigriaturf s (I authorize the change to the Kronos Project Budget, as described above, and I authorize Kronos to invoice for (lie amount applicable.) Customer Project Manager Will Edwards P(I.hjj&, W0,-k, Kronos Representative Dail O'Cixinor Conivnerits Adjust project scope and budget per Change Reference No "Tirnekeeper V. Order Management Internal Use Only Page 2 of 2 Barbara P, Canavan, Superintendent of schoo ls NA MI' Q�® A%A%o ffam- 102 5, Hickory Avanue, trial AIr, Maryland 21014 I PUBLIC SCHOOLS ohrlce: 410-038-7100 • W W W.hCpc.ar4 . taxi 410.803.2470 � ~ tm�xrR � ptrttw�w • Achlavw Purchasing Department Bobbie Wilkerson, Supervisor of Purchasing 410-638-4083, Bobbie. Tolston-Wilkerson@hcps.org September 8, 2017 CONTRACT i#144LR-003 RENEWAL #2 March 18, 2018 — March 17, 2019 This contract renewal is made and entered into this itlh day of September, 2017, by Harford County Public Schools,102 South H10kory Avenue, Bel Air, Maryland (hereafter referred to as owner) and Kronos Incorporated, of 297 Billerica Rd,, Chelmsford, Massachusetts, (hereafter referred to as Contractor), WHEREAS, Owner and Contractor have entered Into an Agreement dated March 18, 2014 (hereafter referred to as the Contract), for the Contractor to furnish and supply Workforce Management Software In accordance with RFP 914 at_rt•003, WHEREAS, the original Contract term will expire on March 17, 2018; THEREFORE, for and In consideration of the mutual promises to each other, as in hereinafter set forth, the parties hereto do mutually agree to renew the Contract as per the conditions set forth in the original Contract, as follows; 1. Owner chooses to offer the final option to renew this contract for one (1) year for the time period from March 28, 2018 through March 17, 2019. 2. Pricing structures and related pricing terms are adjusted as per the updated Exhibit 13 and the Exhibit A updated Kronos Terms and Conditions with the addition of the additional terms and conditions. 1 All other terms, conditions and provisions of the Contract remain in effect, 4. There Is one additional possible renewal remaining for this Contract. WHEREAS, the parties hereto desire to set the termsof the renewal to writing; IN WITNESS WHEREOF, awnerand the Contractor have executed the renewal agreement the day and year written above, HARE COUNTY P t iC SCHOOLS sy: Signature Name: Bobbie Wilkerson, CPPO, CPPB Title: Supervisor of Purchasing kiFIQN POR p By: nature Name: Jahn O'6rien Title: sr, Vice Presldeni, Globsi Sales Date: September 8, 2017 pate., 5eplember 11, 2017 KRONOS' • CHANGE DESCRIPTION Interfaces will be developed to optimize the integration of HR and Payroll data either within Workforce or with other systems. CHANGE RECOMMENDATION The following interfaces will be added to the project scope: • GL calculation for Fund Distribution Percentages to Workforce Payroll • Payroll Export to INPRS (Indiana Public Retirement System) • HR Export to Naviline • HR Import from MyStaffingPro • HR Export of Election amount to Nationwide • Payroll Export of Withheld amount to Nationwide Estimated Impact(s) of Recommendation to the Project Page 1 of 1 KR(DNC)S- "' . Timekeeper configuration changes will be implemented to optimize the integration with HR and Payroll. The following items will be added to the project scope: • Pay Rule Updates and Additions related to Teamsters employees. Goals are as follows: o Reduce manual adjustments in Timecard and/or Naviline and Kronos Payroll Batches o Automate Weekend Overtime and Shift Differential o Enable Work Group Reporting o Streamline Pay Rule maintenance and flexibility • Update Labor Level Structure to enable Department, Job, and Project reporting in Timekeeper, and enable transfer of this data to both Naviline and Kronos Payroll for GL reporting. Goals are as follows: o With a defined Job in the Labor Level structure and Adjustment Rules configured, the applicable rate by Job can be calculated o Prepare system to accommodate new ERP system implementation • Add Job and Adjustment Rules. Goals are as follows: n With a defined Job in the Labor Level structure and Adjustment mules configured, the applicable rate by Job can be calculated o Assuming Naviline can import rates of pay, this feature will reduce manual adjustments in both Naviline and Kronos Payroll Batches o Increase consistency between wage data in Timekeeper and Payroll (both Naviline and Kronos) o Enable more accurate labor wage reporting on Timekeeper reports • Update Telestaff descriptions to improve the consistency of reporting across Timekeeper, Telestaff, and HR. • Add Pay Codes to enable entry of Special Pays. Goals are as follows: o Enables WAOT calculations o Assuming Naviline can import special pays, this feature will reduce manual adjustments in both Naviline and Kronos Payroll Batches • Configure Weighted Average Overtime (WAOT) to bring Fire and Police into compliance with WAOT policy • Add Pay Policy components and Fire Manager import interface to process Fire Department employees via Timekeeper. Goals are as follows: o Provide one central source for HR, Timekeeping, and Payroll data o Facilitate auditing of OT compliance and consolidated payroll processing and reporting Page 1 of 2 Estimated Impact(s) of Recommendation to the Project Page 2 of 2 BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 05/18/2018 Department Innovation & Name Daniel O'Connor Technology BPW Date June 12, 2018 Phone Extension 6201 ❑ Agreement H Contract LJ Proposal U Addendum ® Professional Services ❑ Amendment ❑ Bid Opening ❑ Bid Award ❑ Req. to Advertise ❑ Title Sheet ❑ Quote Opening ❑ Quote Award ❑ Chg Order No. ❑ C/O & PCA No. ❑ PCA ❑ Ease./Encroach. ❑ Traffic Control ❑ Resolution r1 Other: ❑ Claim Company or Vendor Name New Vendor MBEIWBE Contractor Project Name Project Number Funding Source Account No. Amount Terms of Contract Purpose/Description Amount of � Kronos Inc ❑ Yes ❑ If Yes, Approved by Purchasing ® No FIMBE ❑ WBE Completed E-Verify Form Attached El Timekeeper Configuration Changes and Interface development to Optimize integration with HR and Payroll IT Professional Services 279-0672-415-31-06 $99,040,00 - QPA Pricing Through US Communities 619 hours at an hourly rate of $160 per hour Change orders to modify Timekee r Configurations and develop additional interfaces tooptimize the the integration with the FIR and Payroll modules of Kronos 'Forhang,Qrd�r� Oily....... Increase $ Decrease $ Previous Amount $ Current Percent of Change: % New Amount $ Total Percent of Change: % Time Extension: Dispersal After Approval Copy Original ❑ ❑ Daniel O'Connor