Integrated Human Resources Integrated Human Resources Information Systems:Information Systems:

Presentation to COITPresentation to COIT

December 4, 2006 December 4, 2006 Philip A. Ginsburg, Human Resources DirectorPhilip A. Ginsburg, Human Resources DirectorCharles Thompson, Interim Project ManagerCharles Thompson, Interim Project Manager

ObjectivesObjectives

• Provide a comprehensive approach to consolidate common bases of data

• Provide a web-based technical platform for departmental services

• Provide added HRIS functionality to city departments.

Current SituationCurrent Situation

• Payroll • Legacy, Mainframe System (GEAC/Extensity)• Unsupported Release; Dropped Maintenance• Tax/regulatory updates must be purchased separately• Complex pay requirements of bargaining units/unions

difficult to express within System• Reliance on error prone paper transactions

Current SituationCurrent Situation• Time and Attendance

• Obsolete Client/Server System• FasTech TESS product sold to Kronos who doesn’t

support product• Lack of compliance with FLSA puts City at risk• Fails to monitor FMLA• Requires frequent and expensive maintenance• Does not provide complex Scheduling, Labor Distribution

or Project Accounting functionality

Current SituationCurrent Situation Human Resources/Benefits Administration

• Unsupported release of PeopleSoft; Dropped Maintenance

• Current Projects:

• Requisition Workflow, Dual Coverage, Disaster Worker ID, Automated Processing of Terminations,

• Hard to implement: Civil Service Reform goals HIPAA requirements

• Current Obstacles:

• Aging and obsolete hardware

• Vendor doesn’t support City’s version; budget cuts eliminated vendor support and upgrades

• Client/Server system highly vulnerable under disaster

Broader concerns…..Broader concerns….. Departments have or want separate systemsDepartments have or want separate systems

Mainframe or Client/Server-based, not web-Mainframe or Client/Server-based, not web-basedbased

No self-serviceNo self-service

Unsupported, obsolete systemsUnsupported, obsolete systems

Redundant, overlapping Departmental SystemsRedundant, overlapping Departmental Systems

Disparate, conflicting methods of storing Disparate, conflicting methods of storing informationinformation

Constrained ability to offer broad range of Constrained ability to offer broad range of functionality to Departmentsfunctionality to Departments

HRIS Project GoalsHRIS Project Goals

Provide integrated solutions for …Provide integrated solutions for …

– Human ResourcesHuman Resources– Benefits AdministrationBenefits Administration– Payroll Payroll – Time and AttendanceTime and Attendance– Labor Distribution, Scheduling, Project Labor Distribution, Scheduling, Project

Accounting Accounting

… … On a Citywide BasisOn a Citywide Basis

… … Using web-based architectureUsing web-based architecture

Scope of Integrated Scope of Integrated SolutionSolution

• Human Resources• Benefits Administration• E-Recruitment• Position Control• Performance

Management

• Training Management• Payroll• Time & Attendance• Scheduling• Web Self-Service• Web Reporting

Opportunities for Opportunities for Efficiency ImprovementEfficiency Improvement

• Centralizes redundant sources of HR-related Information• Consolidates City ownership of products and on-going

maintenance• Access to new product releases, vendor support,

knowledge base• Implementation on a citywide basis as well as continue

departmental implementation.• Take advantage of Employee and Manager Self-Service

via Web Access• Facilitate changes due to Governmental compliance,

MOU changes, Advances in Technology

Project StatusProject Status

• FY 06-07 budget set up $10.1 million ($5 million on reserve)

• Initial Steering Committee represented DHR, Controller, Mayor, HSS, DTIS, Retirement -- with technical advice from City’s Chief Information Officers

• Steering Committee expanded to include representation from PUC, MTA, GSA and Airport

• GFOA engaged to assist in selection process for software and implementation services

• Requirements gathered and reviewed across a broad spectrum of departmental functionality

• Synopsis of Critical Business Needs completed

• Software and implementation Services Evaluation Plan drafted and under review

Estimated Project Cost: Estimated Project Cost: $20 million$20 million

Implementation Experts45%

Space Rental2%

City/County Staff20%

License Fees15%

Training3%

Equipment4%

Maintenance11%

Estimated Project CostEstimated Project Cost

$ Millions$ Millions Year 1Year 1 Year 2Year 2 Year 3Year 3 TotalTotal

City staffCity staff $1.7$1.7 $1.2$1.2 $1.2$1.2 $ 4.1$ 4.1Implementa-Implementa-tion Expertstion Experts

$3.1$3.1 $3.2$3.2 $2.8$2.8 $ 9.1$ 9.1

License FeeLicense Fee $3.0$3.0 ---- ---- $ 3.0$ 3.0MaintenanceMaintenance $0.7$0.7 $0.7$0.7 $0.7$0.7 $ 2.1$ 2.1EquipmentEquipment $0.8$0.8 ---- ---- $ 0.8$ 0.8TrainingTraining $0.4$0.4 $0.1$0.1 $0.1$0.1 $ 0.6$ 0.6Space RentalSpace Rental $0.1$0.1 $0.1$0.1 $0.1$0.1 $ 0.3$ 0.3TotalTotal $9.7$9.7 $5.3$5.3 $4.9$4.9 $20.0$20.0

Proposed Proposed Organization StructureOrganization Structure

Mayor/Board of Supervisors

Project Steering Committee

CIO AdvisoryCommittee

Project ManagementTeam

Functional andTechnical Teams

PayrollPayrollBenefits

AdministrationBenefits

Administration

Time andAttendance,

Labor Distribution, Scheduling

Time andAttendance,

Labor Distribution, Scheduling

COIT

Human ResourcesHuman Resources

Project ScheduleProject Schedule

Require-ments; Vendor

and Product

Selection

Human Resources/

Benefits Adminis-tration

(Months 1-12)

Payroll/Time & Attendance, Labor

Distribution & Scheduling

(Months 9 -28)

Self-Service (Months 29 – 35)

Next stepsNext steps Hire Project ManagerHire Project Manager Allocate Resources for Vendor, Product, and Allocate Resources for Vendor, Product, and

Implementation Services Selection PhaseImplementation Services Selection Phase Produce and publish RFP for Software and Produce and publish RFP for Software and

Implementation ServicesImplementation Services Receive and Review RFP responsesReceive and Review RFP responses Vendor/Product selectionVendor/Product selection Contract Negotiations Contract Negotiations

(Product License/Maint, and Professional Services)(Product License/Maint, and Professional Services) Planning, Planning, Planning!Planning, Planning, Planning! Staffing, Training, Equipment Acquisition and Staffing, Training, Equipment Acquisition and

Installation, PremisesInstallation, Premises Development, Business Process Re-engineering, Development, Business Process Re-engineering,

Conversion, End User Training, InstallationConversion, End User Training, Installation

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