Submitted By: Christopher Ramos
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Presentation By: Christopher Ramos
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Department: Information Technology
STAFF RECOMMENDATION (Motion Ready):
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Approve a one-year renewal contract with UKG for the City's time management software, UKG Pro, with ongoing maintenance costs for an estimated expenditure amount of $123,750
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OCALA'S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
Kronos was implemented as the City of Ocala's workforce management and timekeeping system in 2014 and provides streamlined processes and electronic time clock accuracy. It was fully integrated into Ocala Police Department's Special Detail Software (PowerDetails) to capture detailed time worked, which is then transmitted to the City's financial system for payroll processing.
In 2024, the City began a new project with UKG to upgrade the original implementation of Kronos to the new UKG Workforce Pro platform. This system is scheduled to go live in April 2025.
The benefits of the UKG Workforce Pro platform are:
* Maximized productivity by automating routine tasks such as time collection, timesheet approval and reporting, responding to time-off requests, and correcting exceptions.
* Employee Self-Service feature empowers employees to manage their time and requests and provides access to schedules and time-off balances, thereby reducing administrative workload.
* Mobile accessibility for on-the-go management.
* Integration with the City's financial system, Munis.
FINDINGS AND CONCLUSIONS:
The City is required to pay for an annual software subscription for the use of the UKG Workforce Pro platform. We have received excellent support services from this vendor. Staff requests renewal for fiscal year 2025
FISCAL IMPACT:
Funds for the annual renewal will be split between fiscal years:
Fiscal Year 2024-25 = $54,246 are encumbered in account #001-035-530-516-51-52045
Fiscal Year 2025-26 = 69,504 will be appropriated in the ...
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