COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Information Services Department

 

DATE:

February 17, 2006

BOARD MEETING DATE:

February 28, 2006

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

 

TO:

Honorable Board of Supervisors

FROM:

Tom Huening, Controller

Chris Flatmoe, CIO/Director of Information Services

SUBJECT:

Agreement with WorkBrain, Inc.

 

RECOMMENDATION:

Adopt a resolution:

    A) Approving an Appropriation Transfer Request;

    B) Authorizing the execution of an Agreement with WorkBrain, Inc to provide software licensing and maintenance for the term 03/01/2006 through 08/31/2007 and to purchase additional licensed software, enumerated within the contract with a combined amount not to exceed $699,000;

    C) Authorizing the execution of an Agreement with WorkBrain, Inc. to provide implementation services in an amount not to exceed $872,980; and

    D) Authorizing the Chief Information Officer to execute subsequent amendments and minor modifications not to exceed an additional $25,000.

 

VISION ALIGNMENT:

Commitment: Responsive, effective, collaborative government.

Goal 20: Government decisions are based on the careful consideration of future impact rather than temporary relief or immediate gain.

This Agreement supports this goal by enabling the County to perform comprehensive analysis on payroll time entry thereby ensuring the most cost-effective use of the County’s workforce.

 

Performance Measures:

Measure

FY 2005-06
Projected

FY 2006-07
Projected

Project completed within budget and on time

Large project, met goals

Large project, met goals

 

BACKGROUND:

San Mateo County currently processes timecards for over 5000 employees manually. Time keeping and reporting can be complex with many opportunities for errors using manual, paper-intensive processes. The current costs for processing timecards manually are high due to the high annual volume of: time cards (150,000), earning code transactions (485,000), retroactive adjustments (10,000), and individual daily time entries (4,000,000). In October 2003, the Board appropriated $175,000 to fund the initial analysis of the Automated Time Keeping System (ATKS) project. As an outcome of this initial phase, a request for proposal (RFP) was conducted which resulted in WorkBrain, Inc. being recommended as the chosen vendor.

 

DISCUSSION:

An Automated Time Keeping System (ATKS) will automate the processing of timecards. When ATKS is fully implemented, timecards will be checked electronically for completeness and accuracy thus reducing the workload on staff and increasing accuracy. ATKS will be a phased project and will focus on minimizing impact of process changes on the County’s workforce. The 1st phase will replace the current paper timecard with a browser-based timecard and will create interfaces with the County payroll system. Limited payroll rules will be active in Phase 1 and will only be used by payroll coordinators to help review timecards. All rules will be active in Phase 1 for the Controllers Office and for ISD.

Phase 2 will introduce electronic timecard checking at the workforce level. Phase 2 will also enable all rules at the workforce and payroll coordinator level. Phase 2 will not include implementation of the advanced scheduler for San Mateo Medical Center (SMMC) and the Sheriff's Office. The Advanced Scheduler for SMMC and the Sheriff's Office will be future projects and will require additional funding. A detailed list of ATKS work by phases is attached and marked as Attachment D.

WorkBrain, Inc. is in compliance with the County’s Equal Benefits Ordinance and the County’s Contractor Employee Jury Service Ordinance.

 

FISCAL IMPACT:

The term of this Agreement is March 1, 2006 to August 31, 2007. The total obligation is $1,571,980. Non-departmental general fund reserves will be used to the initial two phases. The total cost of implementation for ATKS, phases one and two, is 2.2 million with a 10% contingency. Costs will be phases consistent with the project phases to ensure the County will not pay for products or services until we experience the benefit of those products or services.

Exhibit A

Request for Proposal Matrix

1.

General Description of RFP

Automated Timekeeping & Scheduling System

2.

List key evaluation criteria

    1. Conformance with RFP

    2. Compatibility with current and future technology architecture, IT best practices, and current County's expertise

    3. Public sector experience, staff qualifications, and references

    4. Implementation strategy and plan

    5. Responses to functional and technical business requirements

    6. Compatibility w/ County's desired terms and conditions

    7. software demonstrations and implementations interviews

    8. cost

    9. site visits (optional)

3.

Where advertised

San Mateo County Times

4.

In addition to any advertisement, list others to whom RFP was sent

See attached.

5.

Total number sent to prospective proposers

52

6.

Number of proposals received

8

7.

Who evaluated the proposals

1. Bob Adler
2. Steve Boles
3. Bob Maher/Kathleen Boutte-Foster
4. Dhiren Gandhi
5. Gina Harrington
6. Gladys Smith
7. Reyna Farrales
8. Lee Lazaro (to selection of top 3)

8.

In alphabetical order, names of proposers (or finalists, if applicable) and location

Cascade Software Systems, Inc.

Cetec Automation Inc.

IntellTime Systems Corp

Kronos Inc.

Timecentre Inc.

WorkBrain , Inc.

Workforce Software

Work Technology Corp.