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Council Meeting November 11, 1997 Santa Monica, CaIJ"1I'v t 1 1997
TO Mayor and City Council
FROM City Staff
SUBJECT Recommendation to Authorize the City Manager to negotiate and execute a
contract with PeopleSoft, Inc for the "Time and Labor" module of their
human resources and payroll computer system
INTRODUCTION
This report recommends that the City Council authorrze the City Manager to negotiate and
execute a contract with PeopleSoft, Inc for the Time and labor module of their human
resources and payroll computer system This module will Increase the functionality ofthe
City's human resources and payroll computer system It WIll also proVide a means to
Interface the City'S payroll system to a new financial accounting system, which the City
plans to Implement beglnnmg this fiscal year
BACKGROUND
The previously purchased PeopleSoft human resources and payroll computer system IS
being Implemented to replace the city's current obsolete payroll system The Time and
labor module was not available when the City purchased the PeopleSoft system It
Integrates Into one system tasks which are now being accomplished by spreadsheet
applications and manual processes external to the payroll system
DISCUSSION
Conversations With other PeopleSoft customers have confirmed that the new module fits
the City'S requirements for time and labor record keeping and reportmg It proVides for the 'I(
collection, storage and reporting of data needed for work orders and proJect accounting,
NOY 1 1 1997
. .
trackmg of employee tIme by city-defined labor codes, and accounting for employee time
not worked It WIll allow automated adJustments to employee records of time worked m
pnor pay penods and many other functions necessary for processmg the City'S payroll and
mterfaclng with a new financial management system
It has been determined that the best method of meeting the City's payroll requirements IS
to purchase the new PeopleSoft Time and Labor module The alternative, customized
programming, would be more time consuming and more costly
BUDGET/FINANCIAL IMPACT
The cost of the TIme and Labor module IS $79,000 which mcludes Installation, training and
one years' maintenance Funds are available In CIP Account # 01-710-222-20098-8900-
99557, established for the new financial system
RECOMMENDATION
It IS recommended that Council authonze the City Manager to negotiate and execute a
contract With PeopleS oft, Inc for the purchase of the Time and Labor module of their
human resources and payroll computer system
Prepared by Jory Wolf, Manager of Information Systems
Jeff Miller, Systems Development SupervIsor