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Home My WebLink About2008-06-20-10:00AM-WORKSHOP- ]mac ^F, 3 t t 1 2 1 BRAZOS COUNTY - - - BRYAN, TEXAS , NOTICE OF MEETING AND AGENDA BRAZOS COUNTY COMMISSIONERS COURT WORKSHOP SESSION THE COMMISSIONERS COURT OF BRAZOS COUNTY WILL MEET IN A WORKSHOP SESSION ON FRIDAY 20 JUNE 2008 AT 10:00 IN ROOM 108 OF THE BRAZOS COUNTY COURTHOUSE, 300 E_ 26TH STREET, BRYAN, TEXAS, 77803. 1_ Call to Order 2_ Discussion regarding the results of RFP 2008-022 for the use of electronic time sheets and electronic time clocks3_ Adjourn The Brazos County C: -h-- is wheelchair accessible. Handicap parking spaces arc- available. !\ny rc-cltrast f<>r sign interpretive services must be made two business days ba f-ore the meeting- To make arrangements, call (979) 361 -4102. Office Of the County Judges • 300 East 26'° St. Suite 1 14 Bryan, Texas 77803 Fax: (979) 361-4503 l37 I of 20 COMMISSIONERS' COURT WORKSHOP SESSION June 20, 2007 The Commissioners' Court of Brazos County, Texas met in a Workshop Session on Friday the 20th of June, 2008 at 10:00 a.m. in Room 108 of the Brazos County Courthouse, 300 E. 26th, Bryan, Texas, 77803, with the following members of the Court present: Randy Sims, County Judge, Presiding; Lloyd Wassermann, Commissioner of Precinct 1; Duane Peters, Commissioner of Precinct 2; Kenny Mallard, Commissioner of Precinct 3; Carey Cauley, Commissioner of Precinct 4; absent Karen McQueen, County Clerk. absent Attached is a list of the citizens and officials in attendance. Attached is a transcript of the meeting. Vol 109 Page 1 .3 q 2 of 20 BRAZOS COUNTY COMMISSIONERS COURT Electronic Timesheets June 20th, 2008 Sims: The Commissioners' Court of Brazos County will meet in a workshop session on Friday the 20th of June, 2008 at 10:00 a.m. in room 108 of the Brazos County Courthouse and I will call this workshop session to order at three minutes after 10:00. The first item on the agenda is; Discussion regarding the results of RFP 2008-022 for the use of electronic time sheets and electronic time clocks. Now then, who wants to speak? Who did all the work on this, gathering all this information? Wendt: First of all I'd like to thank everyone on the committee that is formally on the committee and those others that have definitely put a lot of hard work into it; Sal Pendas, Kathy Drosche, Lewis Stracener, Rhonda Hare, and Stephanie Wendt has done a tremendous amount of work on this in addition to others not named but everyone worked really hard on this and it took a lot of time to go through the information. It's a tremendous amount of work and reading so I really would like to tell them we appreciate it and I'm sure the Court appreciates it as well. This project is for the electronic time keeping system for the County. It's an effort to try to automate the time keeping system. As it is now, we're one of those that is a paper situation that requires definite redundancies in the system for audit purposes as far making sure everything is as we need it. The purpose of this was to try to get away from that paper system to try to allow the auditability of the system and make it to where the flow is a little more friendly and a little less time consuming. So we put out the RFP and we had an overwhelming response with ten companies that responded and of that the committee narrowed it down to four based on the information that we were given. We brought those companies in and they made their three hour presentations. Then based on that information we narrowed the selection down to two companies. The two companies are in the information you see in front of you and are GHG and Kronos. On different ends of the spectrum, Kronos is a very large, multi-national company that is everywhere and GHG is a smaller company. There are different components with both of them ...for the most part ...we felt could pretty well do what we were asking them to. Some of them can do a little better and some of them maybe had to work on it a little bit harder. But we did have a pretty good selection to choose from. Vol (0q Page 13~1 3 of 20 What we have in front of us is the information... the Committee has selected Kronos as their vendor of choice. They did this primarily for the reasons based on this evaluation that you see here. They are a bigger company, they are able to handle any issues, they have more experience in county government, municipalities, police departments, law enforcement, and stuff like that. Some of the constraints that we had an issue with some of the companies was their ability to handle the law enforcement time. The 172 rules and the overtime and the day breaks. Kronos has solutions for this that are more out of the box, per se. They are able to handle it with their current rules and all. For a couple of deals that we have here ...for the vacation and leave request and the authority delegation. The vacation and leave request are basically on another module ...the HR module. So if you want to take off all you have to do is go into the system and request days off and then your supervisor or whoever is delegated to do that will check off on it and say, `Go ahead.', or maybe `Next time.' The other one is the authority delegation... if you're the one approving the time sheets for your department or for your area of responsibility and you are going to be out for a period of time then you can delegate this to another person. Whether it's someone above you or another person similarly trained in, roughly, you're same position. However the supervisor sees fit. The references were a very determining factor. We talked to several people and we have overwhelming support for Kronos. As with any relationship with any vendor, there are a couple of bumps here and there and not everything is going to be seamless. But with GHG we had more concerns with the ability to...some of them may be the company's fault to some degree but there is, obviously, a repeated concern with the implementation or the setup of the program. A lot of this stuff is not something that is customized. They have a basic set of programs and then all you do is go in and configure... you check boxes that apply to you... on almost all of these programs. And so the configuration is a major object of this program and making sure that you have it configured correctly in the beginning. What is your basic time schedule? What is your pay period? What are you going to allow. And Kronos seemed to have a pretty good ...they are all very extensive processes... but whoever our project manager is for this will be responsible for going through that. GHG had some holes in theirs and, repeatedly, there were concerns with their configuration or set up. Everybody said, "We got it set up but we don't know what this is." Well, in our presentation they said, "It's just a Vol I D °I Page I ~D 4 of 20 set up issue." Well, evidently, they are not conveying that from the point of selling it to the company or entity and then to the actual implementation. So that is a little bit of a concern. The other thing was the customizations required to do the law enforcement hours. GHG had to do some customizations or some code writing, if you will, to fit our law enforcement requirements as required by FLSA, I believe. And so they were going to have to write these. Well, anytime you write amendments to a program then you tend to have a little bit of an issue. They say they're going to integrate this in future upgrades of their systems but we don't know that for sure if they're going to do it. And if they do decide to do it and it sounds good ...why would Brazos County have to pay for it and then let everybody else benefit later on? This is something that other companies have so it's not like it's brand new stuff that federal government just came out with that only applies to us. It's been out there, it's been applicable. Why don't they have some? But they're willing to work with us as the price indicates. They're trying to...they're low balling the price on it to try to get us to be one of the forerunners of this program. Say, "Hey, look ...we put 850-1,000 people on our program and it works great for them. If it works for them, it will work for you." I don't know that Brazos County and the members of the Committee felt that we should be the guinea pig on. Let them go test their stuff on someone else. Sims: What does GHG stand for? Name or is that just their name? Wendt: I could make up a name, Judge, but I don't know what it is. Sims: Ok. Wendt: At this time, if anyone has any questions, we would certainly be happy to entertain that or if the members of the Court have any comments. Sims: I'd like to see Kronos working with Bell County because Bell County is about the same size if not a little bigger than we are. That means that if they are working well in Bell County then they should be able to work well in Brazos County. Wendt: Yes sir. Sims: I like the fact ...how many were on the Committee? Howard: Five. Vol Page 5 of 20 Sims: Thank you very much for serving. I think you're recommendation probably was good. I know that there is a little difference in cost from one to the other but we have taken projects like this and keep it as less costly as possible to the County and at times we have run into some problems that we have had to turn around and change and go in a different direction because of the people that were selling us a project program. They were cheaper but they weren't quite as sophisticated as we would like for them to be. And so I think we really need to take a look at Kronos. I appreciate the comparison sheet. Let's get the questions out. Yes ma'am, Kay? Hamilton: I was not on the Committee but at our County Treasurer's Association meeting, we had a discussion about this and Denton County spent a lot of time just like our Committee has reviewing all of this and they selected Kronos as well. And they've been very, very pleased. Sims: How long have they had the system in place? Hamilton: I could find out for you. Sims: Ok. That would be interesting. Conner: It wasn't a point of reference as (inaudible). Sims: Ok. Yeah. Hamilton: I made a note that with the purchase of this we get the source code? I don't know enough about the technology and I don't know if I have even written this down correctly but it seems like that means that we have the ability to make some modifications? Wendt: We can run reports ...I forgot to mention that IT has done a tremendous amount of work on this too. Both of these programs with GHG and Kronos...they stated that both of them would work well with our existing hardware and software. The way I understand it if I recall correctly then our IT department has the ability because of the language that they can write reports for some of this. So if there is any sequel... Conner: Yes, it's SQL and it can write reports and maybe do some search. I hesitate to say source code though... Wendt: Right. Vol 10 q Page I~ 6 of 20 Hamilton: They keep the right to the source code, we're just being given the privilege. Conner: I think it's going to be like Penamation in that we can get them to do customization but I don't know that we could do them right? Plus if we do them then the upgrades don't... Female: We'd lose our warranty. Conner: We'd lose our warranty, yes. So I don't know that we want to get into the source code anyway. Because we really don't have programmers on staff ...there is SQL that does do SQL reports and queries and information. So we can get information out...I just don't know that we could... Hamilton: She was very complimentary about the system. Sims: Good. Wendt: I won't mention any names but our Auditor's Department has done a tremendous amount of work in going through scenarios. And they grilled all of these people pretty extensively in setting up different pay scenarios. And somebody worked overtime and somebody was short time and some of it fell in holiday and all. So the grill that we did, nothing ever works ...you can ever find out until you have it in your hands and you work with. But I don't know if they'd be a tremendous amount of additional reason for us to have a source code because of the extensive background work that the Committee has done in trying to put these people through their paces. I don't know if we would necessarily need the ability to get that information. As far as the reports that they can generate, I think would be satisfactory. Howard: That was the primary (inaudible). Wendt: Yes ma'am. It was. Conner: They do have audit trails that they can turn ...and I asked, "Do you turn them off because they're too big?" And they said, "No." We have had that issue with another software where the audit trail is there but if you turn it on it takes up so much space that we don't ever turn it on. So we asked on this one. Sims: Ok. Other questions? Please don't be bashful. Yes ma'am? Conner: I thought we might go through the handouts. Vol 10 Page 143 7 of 20 Sims: Yes, let's go through them. Conner: The easiest one is right off the bat. You have multilevel, a variety of departments that's accountable. Some of the departments are ready to go. They already have or are ready to go to fingerprint time clocks, thumbprint time clocks. And so I did a survey to basically find out how many time clocks we thought we would need which as you can see, effects the pricing. You have to remember that in the pricing I've counted 16 time clocks. And probably one of the biggest departments for time clocks as you can see is building maintenance because they have so many people in different spots. I think that Carlos and I both kind of feel like it might be cheaper or more cost effective that instead of putting a time clock there ...to put a computer there with the fingerprint add on. Because the time clocks with Kronos are $2,000.00. So we might be able to do that a little bit better. We talked to IT and nobody is for sure and nobody is promising anything but, again, it's an option. Mallard: Why can't they use the time clock from the department that they're cleaning? Conner: That's the thing ...you can see from the time clocks ...most people aren't going to actually have fingerprint time clocks. Most departments are going to be logging in on the computer. And we talked about that too. The problem is you get into is, for instance, the person cleaning the Admin. Building... there is no building maintenance department over there so they would have to log in on somebody's computer. And the closest one is Stephanie's. That means Stephanie can't work and you get some issues there as far as interrupting people to clock in and things like that. So it's basically one department having to be dependant on another one. Those are still issues that we would have to work out. It's entirely possible. I don't think anybody is saying it's not possible as much as it's just something that is a little different that what we normally do right now...building maintenance goes and they clock in on their own stuff and you don't have any one department stopping and waiting for them to clock in and going out. Particularly because a lot of the people that come in and clean, don't come in at 8:00 o'clock like everybody else. They come in at 5:30. And then you have issues ...does Constable want them on their computer after 8:00? All possible. So, basically, you have two different kinds of departments... you have ones that would have the fingerprint time clock and then you have everybody else who logs in, logs out on their computer. Kronos has the option that they can clock in on their computer or clock out meaning it actually records the time. Or as the majority of the departments have indicated, it's an electronic time sheet where they go in and put how Vol 1011 Page q q 8 of 20 many hours they worked. What they're doing now. Right now, they're doing that manually. That way it would add it all up for us and save us...honestly, that's the biggest portion of the time. Which comes to this ...I kind of felt like the Commissioners would want to know how much time you spend now doing manual time sheets. For all of these small department, for Commissioners' Court, for the County Judge, for Purchasing, for Treasurer ...I put 15 minutes. They probably spend 15 minutes every two pay periods, every other week, accumulating their time sheets, and turning them in, making their copies, and all of that and getting them up to the Treasurer's office. I didn't count the time for the JPs or the Constables to travel to the Courthouse. Or any of the other departments to turn those in. Which is something else that we currently incur. Electronic time sheets would eliminate that. Any department that has more than 15 minutes allotted on them, I actually asked them, "How much time do you think you spend on time sheets?" I came up with a rough estimate of $55,000.00 a year that we are currently spending in time doing manual time sheets. Not all of that is going to be cut out. But I wanted to give you 100% versus me trying to decide ...I think I'll cut it in half. I don't know for sure. But I think half would be reasonable. On jail and some of these bigger department, I would think that 3/4 would be reasonable. Because one of the main things that they are spending their time on...I work in the jail, I'm on 171 hour schedule but I work 12 hour shifts so I have to go through and add up all the 12 hour shifts and then on the second two weeks I have to figure out on the previous how much was overtime... it's just very complicated. And you'll notice that I put the hourly rates on there. Those are the cheap people. You can't get a clerk straight off the street to do time sheets because of all the FLSA rules FMLA rules, our vacation rules, our sick rules ...you have to have somebody who is very experienced. So you'll see that it's not entry level by any stretch of the imagination. So that was about $55,000.00 and we won't save all of that because the managers are still going to have to go in and review vacation request or make sure that if they're on vacation that those hours are put in so that the employees can get paid. So that will still have to be there and the employee will still have to go in. And, of course, there will always be the training curve ...it will take a little longer for everybody to get trained so it will cost more in the beginning. And then you have the third one which is the cost. One of the main differences between Kronos and GHG is hardware. If you buy the hardware, you get the maintenance for one year. Including the maintenance, obviously, there are different prices but as far as the hardware itself and the terms, they are pretty much the same. Software Vol 109 Page 1 ` 5. 9 of 20 for Kronos...there is an added element of managers which are the people like me that go in and review all of my employee's time sheets before I submit them. Kronos, in their pricing structure, has it in groups of five and have broken it out in additional costs. When they did the original quote, they gave us a price for 40 managers and we figured out that we're going to need about 105. Again, that is something that is almost an option. That was based on what we currently have, we have not looked for any other existing efficiencies like maybe one supervisor could review for everybody. We haven't done any of that yet. We said that if we kept the exact same system... supervisors reviewing everybody's time sheets now...how much would that be. So if there are some economies that can be adjusted then we can take advantage of that. But GHG doesn't charge extra for managers. So there's that. Then the training is about the same. It involves training the trainer where they come in and train us and we would end up training the employees. GHG put into their bid that they are willing to roll out department by department. Kronos said that they are not going to do that. They are going to do all departments at once. However, if we train the trainer then I think that we can roll out one department at a time if we want to. They will come in and train the trainer and as far as they are concerned, the whole program is rolled out as long as all of the time clocks are in. Then we would choose which departments to roll out. I don't think we need to do everybody at once. Mallard: How do you fix the mistakes? Conner: The managers go in and fix them. Mallard: So they can be adjusted. If somebody didn't log in or forgot to log or did this or that. Conner: The manager can go in and correct it. Wendt: But whenever they try to submit their time sheets, it will throw up flags as far as there are errors. Because of the configuration of the set up and the rules and all in the very beginning. That's why it is so important that you set up everything correctly. When you go in and you try to input too much time or it says that you took an hour and a half lunch it will flag and throw up these errors that have to be cleared before the time sheet can be submitted. So it kind of eliminates them along the way before the manager even sees it. Vol IDS Page 14'(0 10 of 20 Conner: If you come in at 8:00 o'clock on Tuesday and you forgot to clock on Monday, it will tell you. Wendt: So something like that, a manager would have to go in on that one. Mallard: That's what I mean ...there's check and balances and somebody one level up has to go in. Wendt: Yes sir. Conner: Another thing that the electronic time keeping as far as I'm concerned ...not only does it add it all up for us but it applies a lot of those business rules that we already have. Like you can't take vacation unless you've been here six months. The computer automatically checks. If you go in and code vacation and you haven't been here six months it will say, `No, you can't do that.' Right now, Amy spends 16 hours every two weeks doing that. Gallego: Is that something that can be waived by the department head though? Like if an elected official wants to. Female: (inaudible) policy. Gallego: Ok. I wasn't sure. Conner: Going negative is (inaudible). See we have all these rules ...they haven't been here 30 days so they can't take sick time because they don't have any sick time... it will automatically catch all of that. That is where I am considering... we can apply those business rules including those right off of the bat instead of two weeks later us calling the manager and then the manager having to talk to the employee and definitely, not real time. The time has already accrued; you can't go back to a certain degree, by statute. There are other issues it might help by being on real time because of retroactive pay. Wendt: The other thing is that Road and Bridge with Lewis's department... both of the systems allow the designation of your time to certain projects. So instead of Kay and them having to go in manually and figure up the amount of work for their GIS stuff on certain sections of road, we can work with Kronos to build an interface to work with their system to come up with a time so that there is no manual... "This person worked for 3.5 hours and this person worked for 2.5 days." You can insert a project number and it will assign that time to that and it will offload that on to Finance Plus to assign... Vol 109 Page 14-7. 11 of 20 Conner: I don't think we want to build the interface between Road and Bridge because it's an older system and they are talking about rebuilding it anyway. Sims: It looks like to me it saves us money looks like to me it cuts time. Conner: Not at first. Sims: I understand. We want instant gratification, don't we? Mallard: That is the one that City of Bryan is under now? Conner: And A&M. Mallard: What are their comments? Wendt: They were positive. Conner: They were positive. Do you have any other questions as far as the research that we've done. Mallard: Don't know what questions to ask. Roe: This says A&M is (inaudible). It sounds very similar to what the staff does as far as entering. They go out and they log in their HR section and they enter `Need permission to take X number of hours vacation.' Or, `I took sick leave and it was approved after the fact.' Then they have to submit it. This sounds very much like what all of A&M is (inaudible). Wendt: I think, initially, they wanted to start with the Transportation Division and then slowly roll it out after that. I mean like A&M...they don't apply everything to the whole college or the whole system at one time. They were starting with Transportation Division because it's has a lot of different scenarios because of the part time workers, full time, admin, and everything else. And it's a large enough division that they could get a pretty good taste of what it's going to be like. So they may all be on a different sort of system or it may be something that one of their guys built but I think they just wanted to start with that and then roll it out to everywhere after the test period. Snelling: Commissioners, just for what it's worth, I didn't have a chance to meet with the other vendor but there weren't any problems flagged with their proposals but Kronos did have some objections in it's proposal which we met with them and we've already kind of worked out the battle of the Vol 10 Page ~~g 12 of 20 forms and they have made some concessions in their contract which would be integrated with ours. It's pretty workable. Sims: Good. Conner: I guess that takes us to the next step which is, obviously, there's $50,000.00 in the current year budget, the `0708 budget. Neither one of these projects are under $50,000.00. But again, both of them could manage to get it in that budget if we didn't apply any time clocks or if we didn't do the two add-ons or any customization. It's a work in progress. It's not something you can just say, "This is how we're going to do it." We're going to need to decide what kind of money and how many time clocks before we go with what we have here. Sims: Right. Would it be good to start with several departments... not all of them ...at one time and make the installation and see what downside to any of it...if there is any downside? We could probably catch that early on and get it fixed before we roll it out to everybody. Conner: Yes. Yes. I truly see that. As far as cost savings... their installation is going to be... Wendt: The economy of scale is going to be more per user. Conner: I was thinking that the way Kronos has said and then train the trainer and then yall can decide how you want to roll it out to the different departments. Sims: Ok. Conner: But there is also the option we talked to them about just doing half the departments. Sims: Did the committee have an idea of what departments needed to be rolled out first? Conner: I do. Sims: All right. I will let you speak for yourself then. Conner: Sheriff s office and jail first. Wendt: Those at Road and Bridge have an interest in being one of the first ones or would they like to be later on? Vol J b q Page 14q 13 of 20 Lewis: I will defer to her. I agree that I believe that the Sheriff's office... generally, they have the most employees, the most complicated set up for time keeping, it's harder to get all of their various shifts and stuff in. So I would agree that the Sheriffs office and Jail should be the ones to go first. Conner: I feel that if they can handle that, they can handle anything else. Sims: And then Road and Bridge next? Conner: Kathy wouldn't have time clocks and Road and Bridge would. So those would be the two departments. Sims: That's true. Conner: That way we can get all of our debugging done. Mallard: If you are assigned a computer, then you're just going to do it online? Conner: Yeah. And I'm assuming that we have done ...we tried to think of everything. Is there a plug we can put the time clock in or is IT going to have to cable ...that kind of stuff. Sims: Right. Conner: I think that we have done most of that. We've taken into consideration who all has access to computers and who, if they are a manager ...I think they all have access to a computer. Don't they Kathy? Labani: Yes ma'am. Conner: Do all of the employees? Labani: Uh-huh. (positive) Conner: Ok. So, we've tried to do the homework as far as hardware. We have a server that will handle it. IT did all their homework. They (inaudible) say the cost to do that. Sims: Personally, I think that this has been a long time in coming and I think it's going to serve us well. Number one, it will save us money and it will save us more money long term. We just have to make sure that everybody... that the trainer trains well. Vol 1 O q Page 15 6. 14 of 20 Conner: The good thing with train the trainer is whoever does the training is still here. Sims: Right. That's true. Conner: Verses the Kronos trainer who leaves. I know that some members of the committee had some concerns about wanting the Kronos person actually out there to train them how to do it. And we could use some more education hours that way if we needed to, to make sure that they're included. It may not be out at Road and Bridge because we might not have the time. There are problems that you don't think about ...for example, I get my hands stuck in chemicals and I don't have any fingerprints anymore... it's possible out at Road and Bridge. We talked about the palm scan and it was available on both so that if the fingerprints didn't work or we thought that there could be a problem ...it's probably a little bit more. I know GHG priced it and it's not any more. We didn't get Kronos to price it. Wendt: And they actually recommended the hand scan for the outdoor, more severe conditions. They said it held up to the heat and the water resistant abilities. Conner: That was GHG that we asked for that. Kronos has said they will honor this price through June 27 However, I strongly feel that if we wait until October, I don't think they'll honor it. If we wait until July 1st or July 8th (inaudible) promises. They haven't made any promises either. But they came down quite a bit on the time clocks. They started off at $3,200.00 each and they came down to $2,195.00. Wendt: And some of their professional fees as well. Conner: They are on a quarter basis and their quarter ends June 301h. That's why they've locked it thorough June 27th. I suspect they'll honor it in July but no promise on that. Debbie has already posted the agenda so there is no way we can do it in June. But I do think that they would honor it...particularly if we did it in July. Snelling: I was going to say that from legal ...they allowed us, as I understand it from Charles, to make the red line changes in their contract so we haven't even gotten that back to them yet. So that will give us some time. Vol 1 Oq Page 15 15 of 20 Jett: And remember, we only have $50,000.00 set aside for this project, currently. It doesn't mean that we can find the funds; it's just that right now as it stands, there is just $50,000.00. Conner: The other thing to keep it mind is I don't think ...I'm going out on a limb here ...as far as I'm concerned, there has been indication that a new project manager and I can't get it done before, I can't start before October. With budget there is no way. Sims: Right. Sure. Conner: I just don't think that that is going to happen. So we might consider writing a contract to lock in a pricing but yet implementation doesn't start until October. Wendt: They are amenable to that. Sims: They don't want to get paid immediately? Wendt: Not necessarily. But to put it on their quarter, they need a sales order... basically, like a PO type of thing. Conner: But I just don't think with the move and... Sims: I agree completely. You're right. Conner: I don't think it's feasible. But they way you have two fiscal years to budget it in so we wouldn't have to do anything about the $50,000.00 now. We could budget it for next year. Lampo: Will the $50,000.00 get you started on the first two projects you want to do... Sheriff s department and Road and Bridge? Conner: I don't know if they'll break it down like that. Wendt: If you do that then they are going to make you buy only the licenses that you're going ...in order to take advantage of the economy of scale, we're going to have to pay for the whole thing and then we can roll it out as we see fit. Conner: I don't know that they would sell us just two time clocks at the reduced price. Because then there is no guarantee for the other ones. I think that they would be willing if we just wait until October. And we could go ahead and install the time clocks if we wanted to. That is not labor intensive as far as the County is concerned. Vol 10 q Page 16d-- 16 of 20 Mallard: And we have to have some spare time clock too. Conner: Right. See, we have to order all of that... Mallard: Because if one breaks, you have to have one you can put it. Conner: We talked about that and there are two kinds of maintenance programs on Kronos. There is the send it off and get it fixed or request... Sims: We can't afford to wait that long. Mallard: That's right. Conner: But we talked about having extra time clocks on hand so that way we could just switch them out. We wanted to bring it to yall before we tried to figure out what is the next course of action. Because if you're not interested at all, we're not going to waste our time. Sims: Commissioners, do you have any questions that you would like to ask? Mallard: Can't vote. Conner: I know. Sims: No, just ask questions. Conner: I just wanted to make sure that we talked about it as much as we can. Sims: So if we get it on the agenda for next Tuesday... Conner: Well, I don't think (inaudible) can get it through that way. Sims: No, that's right. You've got to finish yours don't you? How long will that take? Snelling: I'm technically finished. I just need to review where the red lines are and make sure it's been done and get it back to them. So then it's up to them. Sims: Oh that's right. So we have to get it where they can turn it around. Wendt: I think depending on how fast we can get it out of here, we can get it to them and I think the approval process we can probably get it back Monday or Tuesday morning before court. Vol I ®q Page 156 17 of 20 Snelling: Are they going to sign off on this first? Wendt: They would have to. But if we red line it and send it to them, then they could FedEx it on Monday to be here Tuesday morning. Snelling: Or they can scan it and email back a signed one too. Wendt: Or they'll bring it down. They're only in Houston so it's not like they have to drive. Conner: Do we have a funding exclusion in there? Snelling: I don't know. Wendt: I think that the standard terms and conditions of the RFP allow for if the funding is not there. Conner: We need to make sure because they can't make a budget decision now. They have to vote on budget when it is ready. Jett: So the $104,270.00... is that the amount for Kronos? Conner: Yes ma'am. It might go down if we don't get as many time clocks. The way it could go up is if we end up spending more hours on the delegated authority add-on or the vacation leave/sick ...but see, they've already got those add-ons in a box. So I can't see that it would cost more. But it might ...you know how software is. Wendt: They try to value engineer. Conner: It's just an add-on. They did overprice that though. They told us in the meeting that it would be 16 hours and when they quoted it, they quoted 32. So this should be maxed. Sims: With the exception of the additional time clocks. Conner: Well I already put 16 in here and I don't see why we need more than 16. Wendt: And we could reduce that, Judge if we... Sims: Well Kenny made the comment about spares and we may have a couple of them break and we have to have two of them, at least on hand to be able to switch them out. Conner: You're right. Vol 109 Page 5 18 of 20 Wendt: The other option we discussed is having a desktop computer and instead of typing in, you could clock in via a fingerprint scanner just to put on a desktop monitor. And that would reduce the number of time clocks. Mallard: As long as we have a backup. Conner: That is all things that we would have to iron out during the configuration page ...it's under installation. It's in this whole plethora of questions and what we want to do, business rules, and how we want to do it. Lewis: Even if we had a time clock go down though ...for instance, like at Road and Bridge ...if I understand the system right, even if the time clock itself is down, then the time keepers or whoever has authority to oversee this could actually get on a computer and enter the employee's time even though the time clock is down. So we wouldn't be completely shut down. Sims: Ok. Ok. It's a good comment. Lewis: The system could still be working. Conner: Everywhere we've looked at putting a time clock, I think we have electricity. Sims: Good. So give me a time frame that we want to work within here. How long to get back and forth and get... Snelling: I can't predict how fast they're going to work. Sims: Ok. Snelling: I'm sure that they have some incentive to get it back. Sims: Yes they do, I would think. Do we want to set it up to do it the next week ...on the agenda? Not this next week but the next agenda. Is that ok with you guys? Mallard: Sure. Conner: But we have to have the funding exclusion. Sims: I think it will serve us well if it goes according to plan. Any other questions, Commissioners? Vol 10 Page 155 19 of 20 Male: But if you determine you (inaudible) hear about that quarter (inaudible) decision July 1St isn't it? Conner: It's just the earliest it will happen. I suspect that they will honor it...I don't know for sure thouh. I suspect if we give them a red line contract and all of that by June 30t then they'll (inaudible). Sims: Ok. Any other questions or comments? Conner: Anything else yall want us to look into and find out...other than the contract? Any other concerns? You said two extra time clocks so I put that in there. Mallard: Appreciate all of the work everybody has done. It makes it easier for us. Sims: Makes it easier for us, doesn't it? Ok. Mallard: That's right. Sims: Ok. I will adjourn this meeting of the Commissioners' Court Workshop at 10:47. Tape ends. Vol ) 0 q Page l 5 20 of 20 The foregoing minutes of the Commissioners Court Workshop held June 20th, 2008, have been examined and approved in open Court this the day of , 20 , in Bryan, Brazos County, Texas. Duane Peters Commissioner, Precinct No. 2 Carey Ca!/1-6-1,7-jr. Commis s oner, Precinct 4 Attest: 9G~-(4, ' '/O/"~ K ren McQueen County Clerk Lloyd assermann Commissioner, Precinct No. 1 Kenny Mall d Commissioner, Precinct No. 3 Vol 10 q--- Page 15 ~ W W N N N N N O O O ~O ~O Oo 0o J O~ ~ to ? W N N ~ ~ O O O O ~ U N .--O O O O O O O N O O O O U O O O O U O _O O U O O O O O O O O O O O O N O O O O O O O O O O O O O O O O O O O O O O O O UO ON O 00 00 O O O O O O O O _O O O_ O_ O_ O O_ O N O .-r-. .-~--.-r.-. O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O Cl Cl O C1 c7 G J n 0 d b d d d C~ r r E~ a 0 a a > a fD n n n n n a ID s x CD . ~ o . 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A R A ti O N A W O w -I- - 1 O O O O O O O ,O O O O y b J N N ~ N N N !N N N 'N N N 'N N N N U U1 N U U A U O~_ 69 169 ~6S 69 69 65 65 69 69 65 A 69 69 69 bs r~i' TI O I i 69 I ! 6`3 N W ~ O U I J N ' N P7 N °O N iw w~ A N U ~D N A A w ,N ~l ~ A Ill IJ W J ~ I J J N D\ O oo i.n ~O J oo O A w O O, J J O~ U J A O 69 Irk I'o, _ 69 69 69 69 69 69 FA~69~69~69 ' 65 69 ~H3 i 69 I~ 69 EH 69 169 69 I I ~ I I I III ! a~ 16E A Q, IU oo J W Obi 'W A O W W w ~ W D\ 101 W A A W A U U oo Oo p : J A 'gyp oo J in w N IA ~oo 'N ~oop a, 0 N ~O oo '0 0 IN 'U A ~ oooo IN IAO 'D I"cj 9 IM C ~ C >v ~~~yyyy A y ~ y C C m y I y H y L Ii ~I Brazos County, Texas Comparision of Costs Electronic Timekeeping Kronos GHG Hardware Initial Equip $ 2,195.00 $1600 each includes first year warranty or maintenance plan Equip Install $ 3,230.00 $ 1,600.00 Maintenance $385/per year/per clock $100/per year/per clock Sub-Total Hardware 16 timeclocks Initial $ 38,350.00 $ 27,200.00 Year 2 $ 6,160.00 $ 1,600.00 Software 850 employees Initial $ 28,008.00 $ 13,000.00 Maintenance $ 5,601.60 $ 2,600.00 1000 employees Initial $ 32,950.00 $ 13,500.00 Maintenance $ 6,590.00 $ 2,700.00 Managers (50) Initial $ 2,500.00 $ - Additional 55 $ 2,750.00 Maintenance $ 500.00 $ - Maintenance on additional 55 $ 550.00 Installation $ 16,910.00 $ 3,000.00 includes set-up, interfaces Sub-Total Software 850 employees, 105 managers Initial $ 50,168.00 $ 16,000.00 Year 2 $ 6,651.60 $ 2,600.00 Training $ 6,632.00 $ 6,000.00 Custom Rules/Add-Ons $ 9,120.00 $ 8,000.00 Year 2 $ - $ - Total Initial Project Costs $ 104,270.00 $ 57,200.00 based on 105 managers 850 employees, 16 timeclocks Year 2, and 3 $ 12,811.60 $ 4,200.00 Updated 6/20/08 Kronos quoted $104,604 which is different than this one because we included an extra 55 managers and add/ons where they included 2nd year maintenance. 10, isg Brazos County, Texas Electronic Timesheet Analysis Departments that Anticipate using Fingerprint Timeclocks DEPT. NAME 10000100 Administration 10002000 Veteran's Services 10500000 Budget Officer 11000100 Commissioner's Court-Admin. 11010000 Court Support Costs 12000100 County Treasurer-Admin. 12500100 Risk Management-Admin. 13000100 Tax Assessor/Collector 14000100 Information Technology 15000100 Personnel-Admin. 16000100 County Auditor-Admin. 16500100 Purchasing Administration 17000100 Building Maintenance 18000100 County Attorney-Admin. 18006000 C.A. Operating Fund 19000100 District Attorney-Admin. 19200100 DA - Cirme Fund 20000100 District Clerk-Admin. 20010000 Dist. Cl.-Jury Services 20020000 Dist. Cl. Collections 21000100 County Clerk-Admin. 21002000 County Clerk-Elections 21005000 County Clerk Mgmt. Fund 22000100 85th District Court 22100100 272nd District Court 22200100 361st District Court 22500100 Juvenile Court Referee 22600100 Magistrate 23000100 CCL #1-Administration 23100100 CCL #2-Administration Clocks DEPT. NAME Clocks 0 24101100 JP #1 (McCleary) 0 0 24201100 JP #2.1 (Hooge) 0 0 24201200 JP #2.2 (Munoz) 0 0 24301100 JP #3 (Boyett) 0 0 24401100 JP #4 (Quintero) 0 0 28000100 Sheriff-Administration 0 0 28002000 Sheriff-Jail Admin. 0 2 28006000 Inmate Commissary 0 0 30101100 Constable-Pct. 1 (Clark) 0 0 30201100 Constable-Pct. 2 (Lampo) 0 0 30301100 Constable-Pct. 3 (Thompson) 0 0 30401100 Constable-Pct. 4 (Butler) 0 6 3100.... Juvenile Services 2 0 35500100 Emergency Management 0 0 36000100 Exposition Center 1 0 36500100 Brazos Center-Admin. 2 0 37000100 Co. Agriculture Extension 0 0 50000100 Record Mgmt & Preservation 0 0 51000100 Courthouse Security Fund 0 0 53000100 Health Department-Admin. 0 0 56001000 Road & Bridge Admin. 2 0 183100 TDT-CUDEP 0 0 282300 SIU 0 0 424100 Metropolitan Planning 0 0 55...00 Basic Supervision 1 0 0 8 0 0 16 8 101 1 ~ 0