CC 2018-07-24_09d Purchase of Executime Software ModuleMEMORANDUM
TO: CITY COUNCIL
FROM: DEBBIE MALICOAT, DIRECTOR OF ADMINISTRATIVE SERVICES
SUBJECT: CONSIDERATION OF PURCHASE ORDER FOR TYLER
TECHNOLOGIES EXECUTIME SOFTWARE MODULE
DATE: JULY 24, 2018
SUMMARY OF ACTION:
Approving a purchase order for the software and implementation of electronic timecards
will enhance efficiencies in all departments.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
Licensing costs for the software, including the first year annual maintenance fees are
$20,730. Implementation costs are estimated not to exceed $12,800. Total purchase
and implementation costs will not exceed $33,530 and were included in the FY 2018-19
budget. Staff time will be involved in implementation; however, after implementation, the
electronic timecard program is expected to reduce staff time associated with processing
timecards and payroll in all departments.
RECOMMENDATION:
It is recommended the City Council: Approve a purchase order with Tyler Technologies
for the purchase and implementation of the ExecuTime time and attendance module, not
to exceed $33,530.
BACKGROUND:
The City currently utilizes paper timecards to record each employee’s hours worked. The
approval, processing and data entry of the paper timecards is labor intensive and
inefficient. Moving to an electronic timecard program will improve the accuracy of time
keeping, provide managers and supervisors with additional functionality for managing
their workforce, and create efficiencies related to the timekeeping and payroll processing
function.
ANALYSIS OF ISSUES:
The City’s current financial management software is outdated and a plan for upgrading
the software has been developed, with funding provided in the 2018-20 Biennial Budget.
Item 9.d. - Page 1
CITY COUNCIL
CONSIDERATION OF PURCHASE ORDER FOR TYLER TECHNOLOGIES EXECUTIME
SOFTWARE MODULE
JULY 24, 2018
PAGE 2
The software includes modules for financial management, such as the general ledger,
receivables and payables, but also includes modules for payroll processing, human
resource management, utility billing, purchasing, and cashiering. In addition, the new
system accommodates electronic time keeping functionality among many other functions
that the City may or may not utilize in the future.
Tyler Technologies is the City’s current vendor and the recommended upgrade plan
would continue to utilize Tyler software, moving from the Eden platform to the Munis
platform. The ExecuTime time and attendance module integrates with both platforms.
Therefore, as the City moves from Eden to Munis, the electronic timecard system will
move with us. In fact, although we will initialize this module with the Eden platform, this
could be viewed as the first step in the upgrade process between Eden and Munis.
The ExecuTime software has features that paper time keeping does not provide. Some
of these include: the ability to handle complex time tracking rules and pay codes,
automatic integration with the payroll software, a user-friendly web-based interface for
supervisors and staff, the ability to integrate with numerous time collecting interfaces, and
a calendar function that will allow supervisors to visually track time off requests. In
addition, there are numerous reporting features that aren’t possible with paper timecards.
In today’s work environment, the City needs to implement technological solutions that will
provide efficient operations. Paperless time keeping and attendance management is an
obvious area where the City’s current practices are antiquated and inefficient. It is
estimated that the ExecuTime system will reduce the time spent in Administrative
Services in the payroll process by at least 6 hours per month and is likely to result in
similar efficiencies in other departments.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve a purchase order with Tyler Technologies for the purchase and
implementation of the ExecuTime time and attendance module, not to exceed
$33,530; or
2. Do not approve the purchase order; or
3. Provide additional direction to staff
ADVANTAGES:
Electronic, paperless time keeping and attendance management will increase efficiencies
in every City department compared with the current, manual paper system. The upgrade
will also be compatible with the future financial management system.
Item 9.d. - Page 2
CITY COUNCIL
CONSIDERATION OF PURCHASE ORDER FOR TYLER TECHNOLOGIES EXECUTIME
SOFTWARE MODULE
JULY 24, 2018
PAGE 3
DISADVANTAGES:
Costs will be incurred and staff time will be used to implement the system. It is anticipated
that future increase to efficiencies will more than offset these initial investments.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachments:
1. Sales Quote
Item 9.d. - Page 3
Quoted By:Christina Hendrickson
Date:3/30/2018
Quote Expiration: 9/26/2018
Quote Name:Arroyo Grande-ERP-ExecuTime Time and Attendance
Quote Number: 2018-47415
Quote Description: ExecuTime - Time and Attendance
Sales Quotation For
City of Arroyo Grande
PO Box 550
Arroyo Grande, CA 93421-0550
Phone +1 (805) 473-5432
Tyler Software and Related Services
Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance
Human Capital Management:
ExecuTime Time & Attendance Mobile Access $5,075.00 0 $0.00 $0.00 $5,075.00 $1,015.00
ExecuTime Time & Attendance - Up to 150
Employees
$12,200.00 80 $12,800.00 $0.00 $25,000.00 $2,440.00
TOTAL: $17,275.00 80 $12,800.00 $0.00 $30,075.00 $3,455.00
Summary One Time Fees Recurring Fees
Total Tyler Software $17,275.00 $3,455.00
Total Tyler Services $12,800.00 $0.00
Total 3rd Party Hardware, Software and
Services
$0.00 $0.00
Summary Total $30,075.00 $3,455.00
Contract Total $33,530.00
2018-47415 - ExecuTime - Time and Attendance CONFIDENTIAL 1 of 3
ATTACHMENT 1
Item 9.d. - Page 4
•• ••• •• ••••• •
Optional Tyler Software & Related Services
Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance
Human Capital Management:
ExecuTime Time & Attendance Import $5,145.00 0 $0.00 $0.00 $5,145.00 $1,029.00
TOTAL: $5,145.00 0 $0.00 $0.00 $5,145.00 $1,029.00
Unless otherwise indicated in the contract or Amendment thereto, pricing for optional items will be held
for Six (6) months from the Quote date or the Effective Date of the Contract, whichever is later.
Customer Approval: Date:
Print Name: P.O. #:
All primary values quoted in US Dollars
2018-47415 - ExecuTime - Time and Attendance CONFIDENTIAL 2 of 3
Item 9.d. - Page 5
Comments
Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the size and scope of your project. The actual amount of services
depends on such factors as your level of involvement in the project and the speed of knowledge transfer.
Unless otherwise noted, prices submitted in the quote do not include travel expenses incurred in accordance with Tyler's then-current Business Travel Policy.
Tyler's prices do not include applicable local, city or federal sales, use excise, personal property or other similar taxes or duties, which you are responsible for determining and
remitting.
In the event Client cancels services less than two (2) weeks in advance, Client is liable to Tyler for (i) all non-refundable expenses incurred by Tyler on Client's behalf; and (ii)
daily fees associated with the cancelled services if Tyler is unable to re-assign its personnel.
Tyler provides onsite training for a maximum of 12 people per class. In the event that more than 12 users wish to participate in a training class or more than one occurrence of a
class is needed, Tyler will either provide additional days at then-current rates for training or Tyler will utilize a Train-the-Trainer approach whereby the client designated attendees
of the initial training can thereafter train the remaining users.
Tyler's cost is based on all of the proposed products and services being obtained from Tyler. Should significant portions of the products or services be deleted, Tyler reserves the
right to adjust prices accordingly.
Client agrees that items in this sales quotation are, upon Client's signature of same, hereby added to the Agreement between the parties, and subject to its terms. Additionally, and
notwithstanding anything in the Agreement to the contrary, payment for said items shall conform to the following conditions: Licensee fees for Tyler and 3rd party products are
due when Tyler makes such software available for download by the Client (for the purpose of this quotation, the 'Availability Date') or delivery (if not software); Maintenance
fees, prorated for the term commencing when on the Availability Date and ending on the last day of the current annual support term for Tyler Software currently licensed to the
Client, are due on the Availability Date; Fees for services, unless otherwise indicated, plus expenses, are payable upon delivery.
2018-47415 - ExecuTime - Time and Attendance CONFIDENTIAL 3 of 3
Item 9.d. - Page 6