City Council Study Session Agenda and Packet 2011 09 13

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COUNCIL COMMUNICATION TO: MAYOR AND CITY COUNCIL FROM: MALCOLM FLEMING, CITY MANAGER DATE: SEPTEMBER 13, 2011 SUBJECT: HUMAN RESOURCES INFORMATION SYSTEM DEMONSTRATION ORIGINATING DEPARTMENT: CITY MANAGER'S OFFICE SUMMARY: The 2011 Capital Improvement Program includes $75,000 for a Human Resources Information System (HRIS). To evaluate options, the Human Resources staff sent out a Request for Proposals (RFP) to solicit information and proposals for this system. The RFP was reviewed by the Deputy City Manager, Finance Director, members of the Information Technology staff, two members of the Finance staff who work with the payroll system, and the Human Resources staff. Based on feedback from those employees, the RFP was edited to incorporate their suggestions. The City received five proposals in response to the RFP. They were reviewed and evaluated thoroughly by the Human Resources Staff and the Deputy City Manager. Three firms, Epicor Software Corporation with offices in Denver and California; Vista HRMS from Pennsylvania; and Ultimate Software from Minnesota, were scheduled for on -site demonstrations. Staff members from the City Manager's Office, the Finance Department including Information Technology and payroll staff, as well as Human Resources staff attended all three demonstrations and served as evaluators of the systems. Epicor also gave a demonstration of the product to Department Directors on September 6, 2011. The consensus of the evaluators was that Epicor's system is the most user- friendly and intuitive for finding and reporting information. The Epicor system is used by over 400 businesses, cities and counties throughout the country and the references we contacted, including the City of Castle Rock and Clear Creek County, commented very favorably on the system. Epicor has reporting tools that make it easy to provide in minutes (or seconds) numerous reports that now take hours, days or weeks to prepare. Some of these reports are mandated by Federal and /or State law and others are simply helpful to effectively manage the City's operations. The Epicor system would also significantly streamline many other HR activities. Good examples include the annual open enrollment for health benefits and processing employment information for the dozens of seasonal employees we hire each year. These are currently a paper intensive activities in which every benefited employee must fill out and submit SUBJECT HUMAN RESOURCES INFORMATION AGENDA ITEM , SYSTEM DEMONSTRATION 111 3