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TO: Mayor Thomas J. Weisner
FROM: Don Davids, Assistant Fire Chief
James Dahl, MIS Director
DATE: May 22, 2014
SUBJECT:
Resolution requesting approval of an agreement with Executime Software for use of their hosted scheduling and timekeeping services for the Aurora Fire Department.
PURPOSE:
The Executime scheduling system will allow Aurora's Fire Department (AFD) to schedule staff using a hosted solution that is available to staff from anywhere they have an Internet connection. Fire staff and management will have 24/7 access to their schedules and rosters, be able to schedule by staff specialties, track firefighter/paramedic certifications, and print rosters for use in command vehicles. The system also interfaces with the City's payroll system and will eliminate double data entry.
BACKGROUND:
Executime was selected after holding demonstrations and setting up test systems with the two leading vendors. Executime set up an online scheduling system customized to the needs of the AFD, and allowed a two week testing period with unlimited access for working on the software. The testing period proved that out of the box Executime will satisfy 90% of AFD needs. The other 5% were satisfied with workarounds and customized reports.
DISCUSSION:
There was a $2,500.00 fee for setting up the online test system. However, the fee was contingent on giving the City a $2,500.00 discount if the system was purchased. Therefore, rather than upfront configuration costs being $10,000.00 they are $7,500.00, with a monthly recurring fee of $725.00.
With budget transfers from AFD budget account 255.3033.422.64-12 into AFD accounts 255.3033.422.45-02 and 255.3033.422.32-20. Account 64-12 contains a surplus due to a previous AFD/MIS project coming in under budget. Beginning in 2015 the monthly fees will be in MIS' base budget.
In consideration of the City's plans to replace the current Enterprise Resource Platform (ERP) the evaluation t...
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