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TO: Mayor Richard C. Irvin
FROM: Chris Minick, Chief Financial Officer
Mike Pegues, Chief Information Officer
Jeff Anderson, Deputy CIO
DATE: April 16, 2024
SUBJECT:
A Resolution authorizing a change order to the contract awarded to Ultimate Kronos Group (UKG) for a combined Scheduling, Time and Attendance solution in the amount of $48,600.
PURPOSE:
Resolution R22-082 awarded a Scheduling, Time and Attendance solution to UKG for an award of $1,092,230.12 with a 10% contingency. This resolution seeks an additional $48,600 for UKG project management to complete implementation of this solution.
BACKGROUND:
The City sought to greatly improve the Scheduling, Time and Attendance processes in place throughout the City through automation and integration. The current manual processes differ by department and involve duplicate entry that raises the risk of errors and decreases staff efficiency.
Except for the Aurora Police Department (APD), timesheets are collected manually by department representatives and manually entered into the Naviline payroll system for processing. The APD solution, while imported directly from the existing electronic system into payroll, no longer meets the scheduling needs of the Department.
The contingency allocated for this implementation was used for the purchase of timeclocks and for enhanced, recorded training sessions that can be utilized not only at implementation, but for new hires going forward.
DISCUSSION:
The implementation involved coordination with all City departments except Fire and therefore required more project management time than originally estimated.
This change request will ensure that UKG supplies proper project management and governance throughout the end of the project. With the APD scheduled to go live in April and the rest of the City in May, this change request will cover overages as well as time needed to complete the project.
A budget amendment is required to be submitted to pay for this change orders into account 101-1280-419.38-11.
IMPACT STATEMENT:
Without a fully-automated Scheduling, Time and Attendance solution in place city-wide, the current manual process will be in place for most departments, resulting in decreased efficiencies and increased risk of entry errors.
RECOMMENDATIONS:
That the proposed resolution be adopted.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing a change order to the contract awarded to Ultimate Kronos Group (UKG) for a combined Scheduling, Time and Attendance solution in the amount of $48,600.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, resolution R22-082 awarded a Scheduling, Time and Attendance solution to UKG for an award of $1,092,230.12 with a 10% contingency, and;
WHEREAS, the contingency allocated for this implementation was used for the purchase of timeclocks and for enhanced, recorded training sessions, and;
WHEREAS, this change request will ensure that UKG supplies proper project management and governance throughout the end of the project, and;
WHEREAS, abudget amendment is required to be submitted to pay for this change orders into account 101-1280-419.38-11.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Director of Purchasing is hereby authorized to issue a change order to the contract awarded to Ultimate Kronos Group (UKG) for a combined Scheduling, Time and Attendance solution in the amount of $48,600.