Recommendation Concerning Approval and Appropriation of CARES Funding for Kronos software to include HRIS, Benefits, Timekeeping, and Payroll systems - Jana Still, Human Resources Department Director
That the Board take the following action:
A. Approve the appropriation of CARES funding for Kronos for HRIS, Benefits, Timekeeping, and Payroll systems; and
B. Authorize the Chairman, County Administrator and/or Chief Budget Officer to prepare and sign all documents necessary to effectuate this action. |
The County does not currently have a Human Resources Information System (HRIS), nor does it have a consistent timekeeping and payroll system that is used throughout the County. Additionally, there are certain departments that are using non-electronic, paper-based methods for tracking of employee time and personnel information. Furthermore, the current benefits system does not readily integrate with the Clerk's Office's current payroll system, eFin Plus, which creates very cumbersome, frequent auditing to ensure the information is accurate in both systems. The use of multiple systems and paper-based tracking requires a lot of manual entering of data between systems, which is very time-consuming and leaves room for more error, thus creating an inefficient and unreliable process.
This Kronos software will give Escambia County, the Human Resources Department, and the Clerk of Court Payroll Department real-time reporting capabilities, a more effective workflow, a powerful tracking system, and a way to capture and maintain history of positions and employees. The implementation of the Kronos software will automate most personnel processes for the County and provide more reliable tracking of County assets, such as assigned County computers, cell phones, etc. Additionally, this would be a cost saving program because the County would consolidate the existing software and programs, eliminating the multiple, separate Agreements with different vendors.
The review of Kronos software was done in conjunction with the Clerk's Office to ensure that any system purchased would readily integrate with their system.
It is recommended that the County utilize CARES funds to purchase the Kronos Dimensions software.
Why Kronos
During the review process, many software programs were thoroughly researched and vetted. Kronos proved to be the best system to meet the needs of the County in multiple ways. The full Kronos Dimensions System has a system and process to effectively manage the following personnel areas:
- Scheduling
- Leave
- Payroll
- Benefits
- Compensation
- Time
- Human Resources
- Reporting
- Performance Management
- Recruitment
- Onboarding
- Engagement
System Integration
Kronos will integrate daily and unilaterally with the Clerk of Court's general ledger accounting and payroll software, eFin Plus, and has the ability to integrate with any future software programs selected. Additionally, the Clerk of Court Payroll section plans to implement the Kronos Payroll module; therefore, the County and Clerk's Office will be using the same system for payroll, making for a seamless process between the two entities.
References
Kronos has 2.3 million users and 130 local governments using their systems in Florida, to include:
- Polk County
- Lee County
- Marion County
- City of Tampa
- City of Tallahassee
- City of West Palm Beach
- City of Fort Lauderdale
- Boca Raton
- St. Petersburg
CARES Act Eligibility
The federal Coronavirus Aid, Relief, and Economic Security Act (the "CARES Act") provides funding through the Coronavirus Relief Fund for state and local governments to pay costs incurred in responding to the COVID-19 outbreak. Specific guidance as to eligible expenditures under the CARES Act. Eligible uses must meet the following three conditions:
1. Necessary expenditures incurred due to the COVID-19 public health emergency;
2. Not budgeted as of March 27, 2020, when the CARES Act was enacted; and
3. Incurred on or after March 1, 2020, up to December 30, 2020.
Justification for the use of CARES Relief Funds for the purchase of Kronos is this is a necessary expenditure due to COVID-19, in order to streamline the HRIS, Benefits, Timekeeping, and Payroll processes. Additionally, it will allow for the ability to readily assign and communicate with employees regarding emergency assignments during emergency declarations such as COVID-19. The software purchase was not budgeted as of March 27, 2020, and costs will incur between March 1, 2020, and December 30, 2020. |
CARES Act Fund: 119
| Kronos HRIS Pricing |
$313,632.00 |
| |
|
| PlanSource |
$250,000.00 |
| NeoGov- Recruiting |
$23,500.00 |
| NeoGov- OnBoarding |
$23,500.00 |
| Kronos: Software Upgrades |
$25,000.00 |
| Savings by implementing HRIS |
($8,368.00) |
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