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ORANGE COUNTY <br />BOARD OF COMMISSIONERS <br />ACTION AGENDA ITEM ABSTRACT <br />Meeting Date: May 17, 2011 <br />Action Agenda <br />Item No. ~~ <br />SUBJECT: Automated Timekeeping System <br />DEPARTMENT: Financial Services, Information PUBLIC HEARING: (Y/N) No <br />Technologies, Human <br />Resources <br />ATTACHMENT(S): <br />Attachment 1 -Project Charter <br />Attachment 2 -Kronos Statement of <br />Work and Cost Estimate <br />INFORMATION CONTACT: <br />Clarence Grier, Financial Services <br />Director, 245-2453 <br />Todd Jones, Chief Information Officer, <br />245-2285 <br />Katherine Cathey, Interim Human <br />Resources Director, 245-2553 <br />Sherri Ingersoll, Human Resources <br />Analyst, 245-2554 <br />PURPOSE: To authorize the County Manager to enter into a contract with ImmixTechnology, <br />Inc. for the purchase of Kronos timekeeping software. <br />BACKGROUND: In 2003, Orange County replaced an outdated legacy system with the MUNIS <br />business system to support General Ledger applications, fixed assets and the purchasing <br />process and to expand human resources and budgeting capabilities. MUNIS created <br />efficiencies in purchasing and financial capabilities, as well as human resource functions. <br />However, MUNIS did not provide an effective solution for automating employee timekeeping. <br />The manual timekeeping processes currently used to record hours worked for all non-exempt <br />employees and to track leave for all permanent employees still require the use of paper or <br />spreadsheet-based timesheets that do not integrate with the MUNIS payroll application. <br />Reliance on these processes has created personnel and financial obstacles, including: <br />• Timekeeping -Departments have developed various timekeeping practices to address <br />their needs, making the current timekeeping system fragmented and time-consuming. <br />• Staff Inefficiencies -Staff within departments, including Human Resources and Financial <br />Services, perform redundant tasks during every payroll cycle. For example, when <br />overtime, leave without pay, or other special pay situations apply, timesheet processing <br />requires manual tasks performed by an employee, the employee's supervisor, the <br />department's administrative staff, the department director, Human Resources and <br />Financial Services staff before the paycheck can be finalized (typically 3 full days during <br />each payroll cycle). <br />