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 ARequest for Proposal Matrix1. 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 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. |