HomeMy WebLinkAboutStaff ReportCITY OF NATIONAL CITY
MEMORANDUM
DATE: May 1, 2012
TO: Honorable Mayor and City Council
FROM: Stacey Stevenson, Human Resources. Director
SUBJECT: Staff Report - Authorization Of The City Council Of The City Of National City
For The Issuance Of A Request For Proposals For Payroll / Human Resources
Information Systems Services Including Full Automation Of Payroll Processing
A stated priority of the City Council is the strategic use of automation as a tool to increase
efficiency and effectiveness. The purpose of the proposed Request for Proposals (RFP) is to
solicit vendors offering payroll processing software that will meet this objective.
The City of National City currently has approximately 274 permanent employees and an
additional 237 employees that are in a part-time hourly or temporary employment status. The
current process for administering payroll for said employees is a combination of manual and
electronic elements. With payroll processed 26 times a year on a biweekly basis, employees are
required to prepare and submit a paper time sheet once every two weeks. The process of
reviewing, inputting, auditing and running the payroll associated with these timesheets is a
protracted, staff intensive exercise yielding minimal beneficial results. While the goal of issuing
compensation to employees for hours in a paid status is met, little other useful data is achievable
under the current system. The data provided by employees and maintained by the system is
limited to the number of hours worked per day and the paid status for such hours (i.e time is
attributed to: hours actually worked, vacation leave, sick leave, holidays, etc).
The goal of the requested RFP process is to provide the City with a payroll solution that is
capable of enhanced automation including electronic time entry and approval by employees and
supervisors, and initial electronic audit of data via programmed rules by employee group. In
addition, the RFP seeks a solution capable of tracking employee time in a more detailed manner,
under which employees can account for their time by specific project or cost center. In doing so,
the Finance Department and its client departments will have access to enhanced data that can be
used as a driver in analyzing how staff resources are deployed and for such purposes as
providing a foundation for cost and fee allocation. Such data collection and maintenance of cost
allocation data is imperative in the City's efforts to track project and administrative costs
associated with the current bond / capital improvements program. The City's current payroll
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Staff Report - Authorization Of The City Council Of The City Of National City For The Issuance
Of A Request For Proposals For Payroll / Human Resources Information Systems Services
Including Full Automation Of Payroll Processing
May 1, 2012
system does not have the ability to track information at the level warranted by the bond / capital
improvements program.
In addition to providing efficiency and automation in payroll, the RFP under discussion seeks a
solution that can enhance the automation efforts underway in Human Resources, to include the
automation of such controls as the tracking of legal mandated employee leaves and position
tracking.
As written, the intent is to seek to both improve service and lower costs through automation.
Lower costs could be accomplished through direct savings, reduced staff time, or a combination
of the two. A viable solution must have the capability of integrating with the City's current
enterprise resource planning system and employee benefits system. This project is a joint effort
of Finance, Human Resources and Management Information Systems (MIS).
Based on the above, staff seeks authorization to issue a Request for Proposals to solicit vendors
offering payroll processing software solutions in keeping with the City Council's objective of
strategic automation. Consistent with other Requests for Proposal / Requests for Qualifications
issued by the City, issuan-1 of this RFP does not commit the City to make an award.
enson
Resources Director
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