Um thank you for joining us today.

We are here for committee meeting to discuss um our payroll modernization.

Joined by Councillor Hogan, Nabe, President Hudson, Gethers, Monto, Paniagua.

Um and some individuals from the administration, if you guys want to introduce yourselves.

Yeah, Mike Canazero, Commissioner of Finance.

Josh Larson, uh project manager in the API office.

Sound good.

Um I guess we'll get an update.

Uh I'm assuming that's kind of where you want to go give us an update, and then we can kind of go down the path of the 900 million dollar or 900 million dollar, pardon me.

But uh,000 requests in front of the council currently and you know, where we're gonna head in the future.

That's good, thank you.

Um so yeah, Mike Kenazar, Commissioner of Finance.

Um I think we got about 10, 12 slides we wanted to go through, but just um some background.

The last time we met um as far as the committee meeting was April 14th, so a little bit more than five months ago.

Um the goal for today's uh committee meeting is to kind of give you an update on the the status on the progress that we've made in the last five and a half months, and then our our new request.

Um so I think on April 14th, where we left you was you know, reevaluating that HRIS or HCM um software, Oracle Fusion was um you know, the the uh the previous software we were discussing and building out, um, whereas now the the new ask um as far as this mosaic uh RFP is for UKG Pro.

Um so if you could just go to the next slide.

Um so yeah, kind of just gave you the uh recap.

We're gonna talk about our um updates for timekeeping in HCM, um, next steps for the project, and then we'll go over questions as well.

And so a memo was distributed last night.

Um I think all council members should have it.

So if you have any questions on that as well, um I would just ask for you to let us get through that presentation and we can kind of go through all those questions at the end.

Um so next slide.

Um so short term, mid medium-term, long-term, why are we doing this?

Um I I've been up here numerous times at this point, just talking about how manual and duplicative a lot of the processes are in uh the payroll timekeeping process, um, employees manually typing uh time cards into spreadsheets, spreadsheets getting typed into AS400, AS400 reports getting typed into different instances of AS400.

Um so really the the goal is to utilize technology and streamline um some of our processes.

Um why are we coming to you now?

Um to touch upon that that mid-term uh AS400 um city's been using it for at least I believe the last 30 years, uh maybe a little bit longer than that.

Um it is not a software that we think is viable for the city long term to continue paying employees out of.

And the reason that is uh a lot of the employees um are nearing retirement age.

Um so we have a little graphic on the right there that's kind of supposed to illustrate the current makeup of the the payroll team and the IT team.

Um I think the yellow shade outlined employees are we we have two current retirees that work full-time hours that work every week um to help with payroll processing.

Uh we have the the two um employees shaded in white that we have employees that are nearing uh retirement age that you know at the drop of a hat they can decide that they want to retire, and then three employees in the uh the payroll team that you know are still a few years away from retirement age.

So really what we're trying to do now is contingency planning of you know, when when this workforce um retires, how do we pay our employees?

Um that that's that's what this ask is.

Um, really a lot of contingency planning for that next generation of city workers.

How do we process their payroll?

How do they interact with HR, how do we track their demographics?

Um, so a lot of that would be the long-term you know, utilizing data and just a much better payroll and HR experience um for the city.

So I will hand it over to Josh to go over the overview of systems, and it is very warm in here.

I don't know if that's just me.

Go ahead.

All right, so I'm gonna start off on this slide, which you might recognize from back when we were here in April.

Uh just want to start here because I know when we're talking about systems, it can feel kind of abstract and hard to follow what exactly is going on.

So uh as a reminder, this is kind of the the simplest overview I can provide right now is we've got timekeeping on one side, we've got the the HCM human capital management system, which is on the right side.

Uh and ideally, you know, this is supposed to be kind of a cycle where timekeeping information goes in and out, and those systems are working together, and and through that cycle, employees are paid.

So uh we kind of have updates on both of those sides.

Uh timekeeping is you know, SWC and telestaff, which uh I've got some some pretty substantive updates there.

Uh and if you remember last time, the the HCM side of this was a little bit more of the question mark because at that time we were still evaluating were we going to continue implementing Oracle and building that out.

So we'll we'll touch on both of those as we go forward.

Um so go ahead and move on to the next slide.

Thanks.

So starting with the timekeeping side, two systems I highlight here.

One is SWC.

That's the one you probably know best if you've been following any of this project at all.

Um, this is where employees are swiping in and out at clocks, their their pay is being calculated based on the in time and the outtime.

Uh, we've got you know all of our kind of union contract policies and city policies configured into this system so that it's doing as much of that calculation in an automated fashion, which is you know aimed at trying to reduce some of the it might be done differently in this department versus this department versus that department, trying to just kind of standardize that across the city.

So that's the goal there, and we're continuing our our rollout there.

Um, but I just want to highlight this system is for the non-public safety departments.

Uh anyone who's in public safety is is using telestaff.