And I'm gonna wait for you guys at the end, because I can't call that walking.

I usually have to park.

Someone's gonna give me a right thing.

We are going to start our IT meeting on payroll modernization.

And with me, I have Councillor Nave.

Councillor Moore.

And you guys can introduce yourself over that way.

Fair enough.

Amory Degan, first deputy commissioner of finance.

Josh Syerson, I am a project manager on the innovation team and API office.

And Rick Elsey for Director of Human Resources.

Alrighty.

So why don't you guys give us an overview of where you are, what you're doing, and how far along are we?

All right.

Well, thanks for uh meeting with us today.

Uh we are engaged with our consultant Mosaic.

Uh they started that process with us in April.

And so they are doing some collection of data, reviewing what we've presented to them.

Uh, they're trying to meet with all of us to make sure that they understand what our needs are, what our processes are currently, and you know, to help us better assess what we're moving to in the future.

So uh right now the initial conversation seem to be going well, they're collecting a lot of information from us so they can really make sure that what they're providing to us is what exactly we need.

Okay.

Um, because I know that you started with what was it, the water department.

Um, for timekeeping, we started with water department.

We are currently what we're doing is looking at the um personnel HRIS system as well as our payroll system.

So not specifically timekeeping at this time.

Oh, okay.

So um I was had another question and it just went right out of my head.

It'll come back.

So let's keep moving.

We have some slides prepared here that will probably be pretty short overall if it would be helpful to go through those, and then feel free to interrupt us again.

It might just be more conversational, but let us know what you do or don't want to talk about.

We might have some stuff for it.

Otherwise, happy to just answer questions if they come up.

Um, this is just we're these are the things we're gonna go over, some objectives.

Um, what is the HCM?

Um, and then the UKG implementation, um, the scope of work, timeline, deliverables, and that kind of thing.

So we're gonna walk that through.

I think Rick's gonna take over.

Yeah, absolutely.

So again, just as a reminder, um, we've talked about this uh quite a bit of times, but um the objectives of implementing this system um first and foremost are efficiency and compliance.

So um being able to streamline all of our HR processes, all of our payroll processes, um, and I'll dive deeper into what that means on the next slide, but um, everything that my team touches, making it more efficient, less paper-driven, um, and compliant with not only our own policies and procedures, but state and federal laws.

Uh midterm the or a midterm solution or objective rather, excuse me, is uh the sustainability of our payroll platform.

Um so as you all know, we're currently running payroll out of the AS400, which is um quite frankly, older than I am.

So um that system does run, but not effectively, and it's not sustainable for the for the long term.

Um, this platform is an SAAS, um, which is a software as a service, so um minimal upkeep on our part and easy translation to other solutions if we ever find that UKG is not our right solution.

Um and then long term um is obviously to use all of the data and processes that we have in this system to not only better understand our workforce um but direct us in the workforce going forward.

So um using that data to fill gaps that we have in recruiting position management, payroll, um contract negotiations, things like that, using that data to our benefit um to advance the city rather than maintain it.

Uh and just as a quick recap, uh an HCM is a human capital management system.

Um, and that is a uh broad category of a whole bunch of different systems uh or modules is usually what we call them within that HCM.

Uh so if you look, there's a whole bunch of things.

There's demographic and data management, which is essentially um your HRIS, that's where you're keeping all of your human resources data.

You have position management, that's another module.

Uh and these all communicate via the HCM and uh or or HRS, whatever you want to call that HCM function position management.

Um, so understanding how many positions we have and being able to set up with that recruiting.

I'm skipping over payroll for a second, but um recruiting, so position management and recruiting go hand in hand, understanding instances instead of just we have sanitation workers, how many sanitation workers do we have and what how many instances and identifying how we can utilize those instances more appropriately than just assuming we have 35 I think we have 35.

I think we have 35.

We will know we have 35.

Instance one, two, and three are dedicated to this truck versus um four, five, and six are dedicated to a different resource.

Um so it gives us a lot of data.

Uh payroll, obviously, uh modernizing payroll is very important.

It's important to pay our people right.

That is the kind of the unspoken contract of employment.

Um we expect them to show up, and in return, they expect to be paid properly.

And um with this system, you're you're talking about a modernized payroll.

So tax information is updated on a regular basis and and done seamlessly rather than us manually updating it through the payroll team.

Um you're talking about um all of the overtime payments, all of the ancillary payments, so um boot allowances, uh car allowances, uniform allowances, tool allowances, all of those things, uh, making sure that we're paying them timely and making sure that they're correct, and saving a bunch of time using the HRIS and the demographic data to streamline that and not have to remember that we have to pay that on September 1st.

The system will automatically recognize that and issue a payment.

Uh timekeeping equally as important.

Uh this is what's gonna feed payroll.

So again, the HR or HCM is feeding data to that, that is collecting data, timekeeping.

Um, so it knows that you punched in at nine, you punched out at five.

That's being fed back to the HCM for calculation and out to payroll for a final number.

Uh and then employee self-service is uh the easiest way to put it is kind of your login to look at your dashboard.

So you can log in to see your W-2s, uh, your pay stubs, you can see you know, change your address, you can submit uh benefits paperwork, you can submit uh all sorts of paperwork.

So instead of showing up to my office to say you got married, you can just submit that through the portal.

We'll process that paperwork, get it out to our third-party vendors to make sure that your family is covered.

Uh and then lastly, performance management.

Uh, so ensuring that our folks are doing what we expect them to do, um, and building out a platform that will help us better understand how we operate as a city and what that next stage of operating as a city is.

Just wanted to highlight one other thing while we're on this slide.

Uh SWC, the timekeeping system that we've been rolling out, that's the timekeeping bubble that you see there on the on the right-hand side.

Um, and the reason why they're laid out this way is that this is the order it makes sense to roll them out in.

So, just as a reminder, we're we've been stuck trying to roll out timekeeping in large part because we haven't had all these other pieces in play, which is why it's so it's been so beneficial to us that we've started this this work now with Mosaic on our new system because uh truthfully we could try as long as we want to with SWC, and we may never get to 100% because we don't have some of these other pieces in play.

So um just just to connect a couple of dots there.

Um now, what we're gonna talk about going forward here really quick is is basically back to your question of what have we accomplished so far with this new uh software rollout.

Um to start there, what I'm gonna do is just kind of review a quick timeline of what has happened.

So um, in case in case it's it's been a minute since we've been in this room and you may or may not have forgotten, uh the old intent was that Oracle would have been that system for us that would have been that HCM.

So back in January of 2025, the decision was made to not launch what we had of Oracle at that point, uh, and to evaluate whether that was the right option for us going forward.

So that kicked off a couple of months at the very least of evaluating what our what our best options were in terms of you know efficiency and what we're going to be able to maintain long term as well as cost.

Um, and it was you know, in in April of 2025 that we selected UKG Pro as really that platform that did make the most sense for us, uh, in no small part because our timekeeping system of SWC telestaff, those are also UKG projects.

So it's gonna fit in really nicely with those.

Um so once we decided UKG was what we wanted to move forward on, we issued an RFP for implementation services.

That was in May of 2025.

And then once we've concluded that RFP process, we ended up selecting Mosaic Consulting Group as the as the partner who just seemed to have the best experience and overall handle on what we were looking to do with this project.

Um so after that, we introduced legislation.

That was one of the recent times we came before you to present on what had been going on in the project.

Uh that was back in September of last year.

Um, and it was kind of at that point we decided we were going to pause, you know, like like we we wanted to move forward with it at that point, but uh understood there were kind of some reservations about authorizing new money for this new project.

So um that's kind of that gap between September and February when finally the the legislation did get passed, uh, and that's what uh allowed us to move forward with with Mosaic and UKG.

So that brings us to where we are today.

Uh you can see on the far right hand side there.

Our project finally kicked off in in April, so just at the beginning of last month.

Any questions on the timeline before I move on?

Okay.

All right.

So what is in the scope of work for this project?

Mosaic is again has considerable experience across the board of all these different things.

So essentially the entire HCM is in their scope of work.

Um so that includes, you know, the design, the building, the testing, and the launching uh of each of those modules that Rick had walked us through before.

So uh that includes the payroll system, the HRIS, and all those other modules we'll be adding on top of those.

Uh additionally, question with the modules.

Are the modules included or do we have to buy more modules?

All of those are included in the contract that's already signed with UKG.

Okay.

Yeah.

Um so right, and there and there might be a an order of of when we roll those things out, like I said before.

We might start with payroll and HRIS and then slowly work in some of those other things later over time.

Um but yeah, it's all included in the same and the same agreement.

Um so in addition to all of that that goes into the HCM, we also have our current systems of timekeeping.

So that's SWC, that's telestaff, which currently are being used, but ultimately we need to make some improvements to them, we need to update them, and we need to make sure these systems are all talking to each other, because it's when they're talking that we really get the benefit out of this project.

Um, so once we're done with kind of those core things in the HCM, we'll move on to improving those current systems and making sure that they're all talking together.

All right, so uh here's just kind of a visual breakdown of our timeline for each of these phases.

Uh it's essentially three phases.

One is focusing exclusively on the on the HCM side of things.

So that's the core HR functionality, and that's the payroll system.

Uh, really crucial to get those pieces locked in first so that we have a good wrap around for our entire employee population.

Um, and and so our goal at this point, based on conversations with Mosaic, is that we're shooting to launch this in January this next year.

Um, again, we'll we'll know once we get more into the the build phase and the test phase whether we're on track or off track.

So far, we're completely on track.

Um it's it's it's just a little bit too soon to tell whether that is going to be a feasible deadline for us.

Everything they've told us, this this seems to track with what they do with other municipalities.

So we don't expect issue with that January timeline.

Um so that would be phase one is getting through the HCM build out.

Uh phase two, like I said, might start a little bit earlier, because again, a lot of intensive work goes into aligning about what we want to build and building it and testing it.

But once we get towards the end, we might get some capacity back on our team to start working on that phase two of improving our current system.

So that's what we're expecting is to get some time in the fall to start working on that on that phase two, the purple.

Um, and so then once once phase one is fully launched, that'll be our our primary focus and wrapping out any of the rest of those modules that didn't launch in phase one.

Uh, that's kind of that final phase in green.

Again, can't comment with too much specificity right now because we need to get into the building to be able to you know assess our own internal capacity for doing all this at the same time.

Uh, but this is what Mosaic has has told us uh has worked for other municipalities who have taken on projects like this.

Any questions on this?

Nope.

Okay.

So last slide I think I've got for you right now.

Uh just wanted to highlight what are the deliverables from this project and and how are we how are we being invoiced here?

Um so I would just contrast this before uh with how we were working with uh Ernst and Young and and uh to to implement Oracle.

Uh shifting to a different model here where we're really tying our invoices and tying our the payments to getting something from them.

So we're not just paying them a flat amount every single month and expecting that the project's on track.

We're actually very intentional about making sure that we're getting what we're paying for before we issue that payment.

Um so we're still kind of in that phase zero up at the top there, which means we're still aligning on what is it that we're trying to accomplish with this project.

Again, we all internally as a city know what we want, but we need to make sure that Mosaic understands that really clearly.

Um, and then that will hopefully in the next couple of weeks here kick off that build phase.

Um so those are orange milestones.

And you can kind of see um, I didn't put the dollar amounts on here, but uh you can kind of judge based on the number of weeks that goes into those things.

They're each gonna be different dollar amounts there based on you know some of those ones that have taken 10 weeks might cost a lot more than one that takes uh one week.

And so uh again, that's why we're doing this way to make sure we're we're only paying for what we're actually getting in return.

I think that kind of concludes what we've got to show you right now.

I just want to open it up to questions, but happy to go back any slides if you want to see anything again.

How long is our contract with Mosaic?

So in total, it's 18 months.

That was signed, I think, either in late March or early April.

So we should be good through I want to say October or November of 2027, but that doesn't mean that we're planning to use all of that time for this project.

We're expecting it will wrap up closer to July next year.

And once they take their hands off, we'll be able to do it in-house from that point on in-house and as well as with uh UKG as our backup.

Like we'll have a wait out portal in to them and they could ask them questions, they can help us configure stuff we need as well as well.

We'll have our ties cut with Mosaic.

Right.

Okay.

Okay.

Um, Councilman Nobby, did you have any questions?

Yes, you know, we were talking about um performance.

Who evaluates the employees in each department, every worker, who's in charge of uh doing yearly evaluation?

And those those do those evaluations uh contribute to uh like a percentage raise every year?

We don't currently have a formal um performance management process or system um so managers are expected to manage that performance on a daily basis.

Um we would obviously like to move in that direction, um, which is why we added the module.

Um so we'd like to move in that direction where we are building a performance management structure, and we can confidently point to those things.

Um, but it is also not tied to uh any compensation at this point.

Okay.

So we pay by the position, we pay the rate of the position, and then we have colas, which are cost of living adjustments.

So those let's say they're working parks or DPW on water, there's an immediate supervisor.

Am I correct?

Yep.

So they are the ones that if there is a problem, it's handled on site.

Correct.

Am I correct?

Okay, yep.

All right, thank you.

No problem.

Counselor Moore.

Um, do you think when all these systems are up?

And I wasn't here last year, so I'm trying to catch up to all this, but when all of these things are up and running in place, um, is the efficiency going to be seen in human capital as well?

Like, are we gonna see less stress and work on the people that are doing the jobs now, having the systems in place to do the work for them, some of it?

Yeah, in my office and in in finance, absolutely.

Um this is a core.

I mean, like having some not necessarily UKG, but having some sort of HCM, HRIS is a is a core function in almost any business.

So um all of the stuff that we are taking probably more time than we should get done to get done, um, is done instantaneously in any other organization.

So stress relief from our teams, thousand percent.

Um, but I'd also argue that goes beyond just our team and extends to anybody that's doing anything related to our functionality.

Um, for example, like I said, if if you want to change your address right now, you gotta come down to my office, we print out a form for you, we gotta sign a bunch of paperwork, then we put it into the system.

Going forward, anybody, it doesn't matter where you are in the city.

If you want to change your address, you just log in, put in your new address, it verifies, and you're good to go.

Um, so simple things like that that are now taking hours.

It sounds like it's not a lot of time, but hours to do that, um, would be instant.

Um, hiring instead of having all of our docusigns go through nine different people and folks waiting, somebody's got to come back to the office for me to get the signature to move forward.

All of that will happen because position management is telling you that you have the funds available for that position.

Um, instead of us going in manually checking, yes, you have the money, no, you don't.

Um, we build that into the system.

So arguably anybody, not just our offices or offices, but um anybody that touches these functionalities, department heads, hiring managers, we'll see an immediate relief of the congestion of paperwork.

So one question, um, unless you're gonna mention that we're coming down about the migration workbook.

Are we gonna go over that?

Uh to know more about it, what that means.

So the migration workbook is essentially once Mosaic has had a chance to ask us all of our questions that they need to know so they understand how our current systems work.

Uh so that's specifically for timekeeping.

That's gonna be for SWC and for telestaff.

They want to know how those systems work today.

We're gonna migrate those over to a new version of those systems, which will be better for us in a lot of ways.

And that workbook is essentially gonna be a summary of all the changes between the two.

So they're gonna, it's gonna be proof to us that they understand what our current systems work like and that they have plans in place to build that all out correctly in the new system, and that'll be an opportunity for us to sign off on that workbook to to demonstrate like we've we've vetted this ourselves, and we can attest that this is going to work in the new system.

Let's go to employees.

Or do they take an um or do they have to take uh uh e-learnings, electronic learnings about all the subjects?

Are they requested to take electronic learnings on every subject?

Do they have to follow up is those in the private sector do?

So we are for folks in the field.

Um we did a whole set of training, in-person training.

Right.

Um for them the instructor now we do it via onboarding.

So we covered the entire employee basis and then new folks coming in are being trained by my department.

Um but for them it's it's pretty simple.

Um they're just punching in on the clock using their employee ID.

Right.

And then we walk them through what it looks like to take request time off to do all of those functions through the time clock.

So does every employee know their responsibility.

I don't know if they still do, give a handbook what you're expected to do.

Yes, and then and you work with people, organizations if you have any grievances.

Yeah, we have a handbook.

Um and we have so we have handbooks, um, we have CBA, so everybody should be aware if they're covered by a uh if they're um represented that they have a contract that they can go to and find that grievance process that's laid out, and if it falls outside of that, we have a handbook that covers everything anything that falls outside of that.

Um and then my office is available for you.

And let me ask you this for because by my calculations, we're still gonna be a year and a half out by finishing up with mosaic.

All right.

Correct.

At this point, yep.

Okay.

Which is I would just follow up, say, which isn't to say we won't get anything benefits prior to that.

It's just like fully implemented, we have 18 months, but incrementally we'll have be gaining traction on the HCM as we go.

Okay.

In the different modules.

So they'll be launching one at a time kind of as we go through the process.

So there'll be, you know, the position management will be up.

I think that's the first one.

So that'll be up as we work on some other things, and then they'll slowly kind of move through the rainbow of modules.

Okay, and let me ask you this question because while you're moving through the rainbow of modules, how far in is payroll gonna be?

Time keeping.

Right.

That's that's a great question.

So um I'll go back a couple of slides so we can look at that.

So those first three on starting kind of in a clockwise direction, the demographic data, position management, and payroll, those are all considered core HR functions.

Are they gonna be implemented together?

Are they gonna be able to do that?

Yes, okay.

Yep.

So those are all gonna be in that phase one.

So if you see those things, I'm gonna go back now to our timeline.

Um those are all in that orange.

So we should see those things fully implemented by January, which means uh to Anne Marie's point, we'll start getting the benefits from those early on.

We should already have timekeeping up.

Like SWC is already being rolled out.

We're at, you know, about probably 75% done with that right now.

So the the key here is gonna be in the purple phase making the improvements we need to make to that and getting it integrated with those other systems.

So again, it is it is a progressive thing, but the the biggest benefits we're gonna see here will be from that orange phase, which means according to this timeline in January, we should see a a massive benefit from where we're at today.

Any more questions?

I'm good.

Any more questions?

No, I'm fine.

Okay, and one more for you.

Can we get a uh copy of the slides?

Sure, absolutely.

And I would also just welcome any questions that come up over the next couple of months.

Like I said, we're gonna be learning a lot about this project over the next few months once we get into the building phase and the testing phase.

So that might be a good time for us to come back together if if you have more you know questions that come up.

I want to keep up with the different phases as you're going through them.

So the first three phases you do, I would like for us to come back to the table and you can walk us through where you are with those phases.

That sounds great.

All righty.

Well, thank you for your time.

Thank you.

Thank you.

I have to generate these core will you so hard.

Rick, how's your name as your plugin?

Thank you.

We'll be having another one as soon as the first new phase is going on.

I know that's right.