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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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Information Services Department
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DATE:
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June 6, 2008
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BOARD MEETING DATE:
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June 17, 2008
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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Majority
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TO:
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Honorable Board of Supervisors
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FROM:
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Chris Flatmoe, CIO/Director of Information Services
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County Payroll Steering Committee
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SUBJECT:
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Agreement with Axsium Group, Inc.
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RECOMMENDATION:
Adopt a Resolution:
A) Waiving the Request for Proposal process;
B) Authorizing the execution of an Agreement with Axsium Group Inc. to provide implementation services, for the term June 17, 2008 through June 30, 2009 in an amount not to exceed $873,220; and
C) Authorizing the Chief Information Officer or his designee to execute contract amendments which modify the County’s maximum fiscal obligation by no more than $25,000 (in aggregate), and/or modify the Contract term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions.
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VISION ALIGNMENT:
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Commitment: Responsive, effective, collaborative government.
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Goal 22: County and local governments effectively communicate and collaborate in order to develop strategic approaches on issues affecting the entire County.
This Agreement supports this goal through the collective efforts of all County departments to develop a solution allowing the County to not only provide automated time keeping to every department but to also move the project forward into the next phase.
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Performance Measures:
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Measure
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FY 07-08
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FY 08-09
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Percentage of County employees using ATKS
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35%
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100%
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BACKGROUND:
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The initial countywide deployment of the Automated Time Keeping System (ATKS) occurred in April of 2007. During the first three pay-periods in which ATKS was being used by all County departments, the performance of ATKS was poor and required the County to limit the deployment of ATKS to 35% of the County. The reason for our inability to roll out ATKS to the entire County were primarily due to the poor performance of the ATKS system when more than 35% of the County used the system. Further analysis determined the performance problems could be linked to custom code requested by the County for ATKS phase one that was poorly written. The custom code was requested to modify the standard ATKS software time sheet from a one week time sheet to a two week time sheet for ATKS phase one.
Over the course of the past 12 months the firm we selected to supply us with an ATKS solution, Workbrain, Inc. (Workbrain) was acquired by another firm, Infor, Inc. (Infor). While working with Infor to complete the deployment of ATKS phase 1, it became clear that while the base ATKS product they acquired was very good their implementation services were not going to meet our needs and we would need to stop sourcing implementation services from Infor and work with another implementation vendor.
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DISCUSSION:
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When Infor acquired Workbrain several long-term Workbrain employees started Axsium, Group Inc. (Axsium) a firm that specializes in the implementation of the original Workbrain ATKS product. Over the course of the past few months we have worked with Axsium and have not only validated the reasons we were unable to move the entire County onto ATKS but we have also developed a plan that we feel will safely put the entire County on ATKS, move us to standard (non custom) ATKS software code and implement many elements of what we had planned for ATKS phase 2. We are calling this next phase ATKS phase 2A.
The move to standard ATKS software will mean using a weekly timesheet although our payroll cycles will not change. Additional changes include the pre-loading of standard schedules (approximately 35% of the County operates on a standard or re-occurring schedule), additions to the payroll rules engine thereby reducing the amount of time required to check and correct time cards, and moving the County onto the latest version of ATKS software ensuring Infor product support. ATKS phase 2A will follow a phased deployment schedule set to begin in June of 2008 with an anticipated end date of May 2009. Training all County staff, even staff currently using ATKS, will be an integral part of ATKS phase 2A and will be offered in both classroom and computer based form.
There are very few proven ATKS implementation vendors with in-depth experience with the Infor product. Axsium not only has five years of implementation experience with this product, due to their time at Workbrain, they also have established a large list of clients since forming Axsium because of their ability to rescue failed Infor implementations. Based on the shallow pool of qualified Infor-based ATKS implementation vendors as well as their proven track record, we recommend your Board waive the RFP process and support this agreement with Axsium.
Axsium is in compliance with the County’s Equal Benefits Ordinance and the County’s Contractor Employee Jury Service Ordinance.
County Counsel has reviewed and approved the Resolution and Amendment.
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FISCAL IMPACT:
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The term of this Agreement is June 17, 2008 to June 30, 2009. The total obligation is $873,220 and is included in ISD’s 2007-08 Adopted Budget.
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