Item 4C AudioGood eveningMayor and Members of City Council. Item 4C on this evenings
agenda is to Approve the purchase of Kronosautomated timekeeping system
from Immix Technologies, Inc in the amount of $84, 089.50
1
The purchaseof Kronosautomated timekeeping system links to the City’s
Strategymap relative to the focus areas of Performance Management and
Service Delivery. The specific corporate objectives that are met by this
purchase include Improve performance of deliver and operational processes
and optimize use of technology.
2
TheCity does not currently have an automated timekeeping system in place.
Employees are required to complete paper timesheets and time is then
manually entered into the existing Tyler Technologies Munispayroll system by
designated staff members. The current method is labor intensive and error
prone. In addition, it is a greater risk for payroll time inflation and employee
fraud.
3
Purchasingand implementing an automated timekeeping system will allow
employees to punch in using biometric time clocks or computer stations.
Supervisors will have real time access to review hours worked allowing for more
proactive management of staffing and overtime. The data captured through the
various time collection devices can be uploaded directly into the existing Munis
Payroll software. Finally, the system will automate the leave time request,
allowing for electronic supervisor and manager approval and automatic leave
entry.
4
A few of the benefits of an automatedtimekeeping system include the
elimination of manual paper timesheets and the errors associated with paper
timesheets such as mathematical errors and incorrect reporting of hours
worked. The system will allow for increased efficiency and accuracy of
capturing hours worked and it will minimize the risk of employee fraud.
5
A selectionreview committee review two automated timekeeping companies
and ultimately selected Kronosas the best option to meet the needs of the City.
The Kronossystem will be purchased from Immix Technologies, Inc using the
Texas Multiple Award Schedule (TXMAS) cooperative purchasing arrangement
and therefore, has met the bidding requirements.
Kronoshas been in business since 1977 and currently has 2,000 local, county,
state and federal customers. In addition, the company has extensive
experience working with the City’s existing payroll software –Munis.
6
Totalexpenditures of $84,089.50 include software, hardware, year one
maintenance, and implementation services. Annual maintenance and service
fees year 2 going forward are estimated at $8,000.
$108,000 was originally budgeted during the normal budget process in the
Strategic Initiative fund.
7
Staff’s recommendation is to approve the purchaseof Kronosautomated
timekeeping system from Immix Technologies, Inc in the amount of $84,089.50.
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If you have any questions regarding this request please feel free to contact me
at 817-748-8063. Thank you.
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