Time and Attendance System

Transcription

1 Bid Invitation The Town of Kennebunk is accepting sealed bids for a to streamline their payroll and time keeping processes. Bids must be received by 2:30 pm on September 9, The bid will be awarded at the Board of Selectmen s meeting to be held on Tuesday, October 13, 2015 at 6:30 p.m. in the Kennebunk Town Hall; 1 Summer Street, Kennebunk, Maine. All bids must meet the attached bid specifications. If you cannot meet any part of the bid specification you must list an explanation as to why. Please use attached bidding sheet and clearly mark on the outside of sealed envelope: Note: Failure to attached bidding sheet will nullify the bid. Bids must be received by Wednesday, September 9, 2015 by 2:30 pm. E.S.T. Address to: Bid: 2015 Town Manager s Office 1 Summer Street Kennebunk, Maine The Town reserves the right to accept or reject any or all bids or to accept that bid which appears to be in the best interest of the Town. Exceptions: Any submitted bid specifications not meeting the required specs as listed must be listed with reason for not meeting enclosed specs.

2 Common Features The Town of Kennebunk requires a single Time and Attendance system that can be used by all departments, utilizing user customizable features such as dashboards, schedules, accrual rules, overtime rules, absence codes and job/task functions. The system must meet the needs of the various departments as outlined in the next section. The Town of Kennebunk uses the HR Module of MUNIS by Tyler Software (Version 10.5) to process their payroll and runs the Town systems in a Microsoft Server environment. MUNIS includes HRIS features and the Town will be upgrading to the Dashboard and GoDocs modules in the next month. As an essential function the proposed Time and Attendance system must pass payroll data to MUNIS. Additional capabilities to link data with MUNIS are desirable and should be clearly indicated as to function and any extra costs. The users and level of access for the MUNIS and Time and Attendance system will be different. The data stored in the system must be outlined in the bid document along with a description of the security system and levels of access. Key to this system will be the ease of use for employees and supervisors and the level of actionable data provided to the supervisor. Features such as clear reporting of accruals and the ability to request and accept time off within the system are required to streamline processes in Payroll, but will also benefit the employees. Pre-set reports with parameters that the user can adjust are necessary to increase the efficiency of supervisors. For Payroll and Human Resources, additional reporting features such as the ability to export data to Excel or to a CSV format - would allow for better control and management with less effort and time consuming processes. Examples of reports that would be of particular use include: Affordable Care Act related time and attendance reporting based on worked time and schedules. Approaching Overtime reports. Variance from schedule Call back time Accruals Time Card history (by employee, by department) Accruals currently include vacation, sick leave and compensatory time. Vacation and sick leave are consistent for all departments. Vacation accrual levels are set for two groups Department Heads and all others. In addition the system should allow for adding additional vacation time beyond the accrual rules to any single employee. Compensatory time levels and rules vary by department. Compensatory time should accrue through both regular rules and direct entry. All accruals need to be easily viewed and have levels of security that allows for editing at the supervisor level as well as the Administrator level. All accruals must be passed through to the MUNIS payroll system to keep the systems synchronous. Explain how your accrual systems work.

3 Scheduling is an important feature and should be available in a manner that is easy to view and easy to maintain. User customizable rules for rounding, breaks and other features should be covered in the security of the system in a manner that allows them to be locked separate from the maintenance of the rest of the schedule. Schedules for some departments cover 24 hours and all days of the week. Indicate how your system handles work shifts that run over midnight. Salaried employees will be using the system for attendance purposes. Indicate how these employees will be handled in the system. Schedules, overtime rules, compensatory time and even workweeks differ from department to department. Clearly outline how your system will handle these requirements while providing a common system for Payroll and upper management to view all departments as a whole. The current electronic time clock system does not meet the needs of the Town. The bid sheet lists out essential and desirable features. Indicate which features are included in the standard system and which are additional modules and the cost for any additional modules. You may add to the end of the bid sheet a list of any other functions of your system which you feel would be of benefit to the Town indicating whether they are standard features or additional modules and any additional costs. Department Time Keeping Requirements The Town is comprised of six divisions with different time keeping needs and using different methods. The bid must address these areas and problems. All employees are paid every Friday based on a pay week from Saturday to Friday. The function areas and their time keeping needs are: 1. Town Hall Administration, Economic Development, Assessors and Tax Collection: Covering the basic functioning and administration of the Town, there are two types of employees in this functional area. The first group is comprised of the regular full and part time employees who work in a standard office environment with access to a computer. The hourly employees in this group currently use a time clock/badge system to log their time, and only a very few currently have access to the time system on the computer. The second group is comprised of the committee secretaries and other volunteers who receive an hourly stipend for any hours worked. The payroll clerk posts time entries for this second group from ed time reports. Their hours are irregular and minimal. A single person may occupy more than one role within this functional area and task tracking is used to pass this information on to the payroll and accounting systems. Compensatory time is used for most Overtime in this functional area. 2. Community Development: This functional group covers Town Planning, Zoning, and Code Enforcement. These are full time and regular part time professional employees who may work outside the office for most or all of any given day. All members of this group have access to the computer system. This group often works on distinct projects so the ability to easily use task tracking would be beneficial. As most of this group is salaried professionals, time entry would usually be for absence tracking and task accounting purposes.

4 3. Public Service: This department covers the Public Works, Parks and Recreation functions. The employees work from several different locations and often do not have access to a computer. There are a large number of part-time and seasonal employees in this department. Job (task) tracking is used now, but greater ease in setting up and using the system along with transparency would allow for more accuracy. Call back/call in time is a regular feature of Public Works, along with long hours of overtime and/or compensatory time on an irregular basis. The Public Works employees would be best served with an intelligent electronic clock designed for use in an industrial setting that would allow them to query their time card and accruals from the clock. The Recreation section has regular full time employees (5) plus many seasonal part time employees (240±) and several employees on a set stipend per session/class/lesson. Currently the full time employees use a time clock, while the many part time and seasonal employees use paper sheets that are entered into the Time Clock system by a clerk in the Recreation Department. Group (batch) time entry would be beneficial, along with a clock that could easily be moved between program sites. Outline how your system would meet the varying needs of this Division clearly indicating whether the features are standard or involve an additional cost. 4. Fire and Rescue Department: This department employs 6 regular full time employees and Per Diem Fire/EMT personnel who are paid by the call. Usually 40 to 50 of the 80+ personnel would have paid hours in any one week, but all personnel could potentially be paid. The department uses Fire House (version 7.16) by ACS, a Xerox Company to track and report on their calls and the personnel responding. A way to integrate or import this data directly into the Time and Attendance system is listed as a desirable not required but this is a very important feature. Describe how you would propose handling this data entry and any extra costs associated with that method. Group (batch) entry of hours worked by job task for the per diem employees on a weekly basis would be the minimal method to meet our needs. There are two regular hourly employees who work seven twelve hour shifts over a fourteen-day schedule of totaling 84 hours with overtime based on the full work period as allowed for Fire and Police officers but are paid weekly with calculations done by hand based on average of 42 hours a week. Scheduling and reporting functions to automate the time tracking and easily reconcile hours worked and hours paid would be required. 5. Police Department: The Police department is comprised of full-time Patrol Officers, Reserve Officers and Command and Administrative staff. The Command and Administrative staff work regular hours and have access to the computer system. The Reserve Officers are paid by the hour according to the work they do either patrol or special detail. The Patrol Officers work a cycle of days on and off that does not coincide with the pay week, so they are paid based on an agreed standard which must be reconciled to the actual work time on a reoccurring basis determined by the length of the work cycle (at least every seven cycles). They are paid overtime for all hours on regular patrol over 8.5 in a day and are paid different rates for special details than patrol work. Call back/call in time is also a feature. The Police department uses IMC for their on-call, dispatching and other features, but does not have the module for extracting payroll data. Currently time is tracked by the officers writing their hours on several different paper lists and a clerk combining these with reports from IMC by entering the data

5 into an Excel spreadsheet. The payroll clerk then enters this data into the payroll system. Accurate reporting and time management needs to be improved. Scheduling, job (task) tracking, ease in data entry, reporting and viewing of time cards is essential. The most changes to current methods will be faced by this group. 6. Town Clerk and Ballot Clerks: This group is composed of two full time employees (1 hourly, 1 salary) and a group of ballot clerks and election officials who work as needed. The full time employees have access to the computer system and work regular shifts throughout most of the year. The hourly employee uses the time clock. The ballot clerks and election officials assist the Town Clerk s office with elections and specific tasks as needed and are paid an hourly stipend. Job task tracking for accounting purposes is needed for this group. Indicate how your system would accommodate these occasional workers. Time Clocks/Time Entry The bid sheet lists six time entry methods that would be easily implemented into our current environment. For fair comparison between systems these time entry methods as listed will be used during the bid evaluation process. The Town reserves the right to work with the chosen vendor to devise a different time entry and time clock plan that would utilize the chosen system to better meet the needs of the Town after the contract has been awarded. The full function clock would be used in the Public Works garage to track time worked by the Drivers and Laborers operating from the Public Works garage. This type of clock is desired to allow the employees to view their time card data and accrued time right at the clock. Project/task tracking features on the clock would be desirable. The rugged, moveable clock would be used by the Recreation Department at the seasonal headquarters for the program employing the most people to reduce the amount of data entry required from paper sheets. Basic time keeping functions would be sufficient. Please indicate features, power supply and method(s) of transmitting the data to the software system for these two clocks. The four basic clocks would be installed in office environments, replacing current clocks. They can be wired directly into the computer systems or utilize Wi-Fi and will have easy access to a power supply. While these clocks will provide ease in punching in and out, the users are to have access to the software system to see their time cards and request changes at least. The computer workstation as a clock would augment the basic clocks in the office areas and the Recreation department. The employee self-service features are intended for the supervisors, salaried employees and some of those using the basic clocks. These features would be of particular benefit to the Community Development department employees who are often out of the office and the Police officers who will be making the most changes to their current time keeping methods. The ability of the system to run time clock features on a tablet or smart phone is also requested. The Town of Kennebunk utilizes I-phones and I-pads for controlled remote entry into the Town computer

6 system. The use of tablets or smart phones would accommodate remote work starts and would be utilized in various ways to further automate our job time tracking and attendance system. Indicate on the bottom of the bid sheet or a separate sheet any other time entry methods that are available with your system, including whether these methods are a standard feature or have an additional cost. Bid Sheet It is required that each vendor complete the attached bid sheet summarizing the costs and features of their system. Additional written material is to be provided discussing how the system you are bidding would address each department s needs, how your system operates, and how support and training is provided. The bid sheet lists the essential and desired features that will be considered when evaluating acceptability of the bids. Additional features of your system should be listed at the bottom in the section for additional features. Additional features will be considered in the final decision based on usefulness to the Town currently and in the future and on a total cost basis. The Town is asking for two configurations to be bid; Software as a Service (Cloud) version and a purchased system to run in-house on our servers. Pricing for both configurations are to be entered on the bid sheet. Bids that meet the required features in only one of these configurations will be considered. Prior to making the final choice the IT Manager for the Town will discuss with the leading bidder(s) their operating requirements and data security. The IT Manager will recommend the best configuration for the Town and provide an indication of any extra costs the Town would incur to run the system in that configuration. During the evaluation process, one or more vendors may be asked to provide a demonstration of their system capabilities. References from other Towns who use the proposed system in conjunction with the MUNIS system may be requested. Questions on the bid process or the requirements should be directed by to: Carolyn Hughes, SPHR Human Resource Director Town of Kennebunk [email protected] Clarifications and answers to substantive questions will be shared with all bidding vendors.

7 Town of Kennebunk, Maine BID SHEET Due: September 9, :30 p.m. E.S.T. 1a 1b Essential Features Our Server SaaS Time Export to Munis 10.5 (at minimum) $ $ Full data link to MUNIS (preferred option) 2 Customizable Supervisor Dashboard 3 Scheduling 4 User set accrual rules 5 Compensatory Time 6 User set absence codes 7 Multiple job/task codes definable 8 Robust security system 9 Time off request and acceptance function 10 Customizable time card sign off 11 Time input through clock and computer Clear user interface using common software feaures A collection of commonly required reports with user set parameters Reports may be output to Excel or CSV format Upgradable to maintain link with future MUNIS systems 16 Ability to set multiple overtime rules Subtotal $ $

8 Town of Kennebunk, Maine BID SHEET Due: September 9, :30 p.m. E.S.T. Additional Desired Features Our Server SaaS 1 Mass Punch features $ $ 2 Report writing feature incorporated 3 Handle per session stipends 4 Mobile Applications available Additional Feature Cost $ $ Our Server SaaS Total Software Cost $ $ Time Clocks Purchased Leased 1 full function clock for use in an 1 industrial environment $ $/period 2 4 basic clocks $/each Total $ 3 1 rugged movable clock Computer workstation as clock (cost 4 per user) Employee self service on computer 5 (cost per user) Mobile App - ESS for Smart 6 Phone/Tablet Time Clock Costs $ $ Maintenance and Upgrade Agreement Our Server SaaS Yearly cost $ Projected annual increase over next 5 years as a % % Our Server SaaS Total Bid Price

9 Town of Kennebunk, Maine BID SHEET Due: September 9, :30 p.m. E.S.T. Additional System Features List additional features indicating whether they are standard features or have an additional cost Additional System Features Our Server SaaS Cost $ $ Other input methods Our Server SaaS Cost $ $