R2024-316 Resolution Authorizing Purchase of Tyler Technologies Software and Reallocating Funds Budgeted for Time and Attendance System Purchase

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19 Information Technology DATE: 9/16/2024 MEMO: 2024-05 TO: Honorable Mayor Julie Moore Wolfe and City Council FROM: James Edwards,IT Director SUBJECT: Resolution Authorizing Approval to Reallocate funds budgeted in the Information Technology General Fund Budget for Tyler Technologies Time&Attendance System to purchase Tyler Technologies Content Manager and Employee Access Portal. SUMMARY RECOMMENDATION: City staff recommends that City Council approve the attached resolution for the purchase of Tyler Technologies Content Manager and Employee Access Portal using redirected 2024 budgeted funds originally allocated for Tyler Time&Attendance. The Time&Attendance project was moved to the 2025 General Fund Budget. BACKGROUND: This project has been on my mind ever since I started employment with the city. Our younger and some of our older workforces are accustomed to accessing personnel documents electronically and have those documents stored in an electronic system that does not limit their secure access to them. This project sets up a secure infrastructure through a web portal where employees can search, access, and maintain employment and salary information. In my career, I have completed projects of this nature for two other employers. Employee portals improve organizational communication by keeping staff informed with important announcements, notifications, and forms. A system of this nature removes the time Human Resources and Payroll staff spend responding to routine requests for paper-based and electronic information. The obvious reason to stand up a system like this is reduction in paper use. Currently, paystubs alone have to be printed, sorted, folded, and delivered to employees which requires resources that could be directed to more important work. This system will be used as a single point of contact with the organization for all records and documents concerning their employment. Initially, we will connect to and provide access to the following inside the employee portal: 1. Personal information 2. View and download paystubs 3. View and download tax information 4. Employer to employee communication In the future and as the Human Resources and Risk Management systems evolve, the employee will have the ability to do the following as well: 1. Manage emergency contacts 2. Update dependent information 3. Enable time entry 4. Check leave balances 5. Request time off 6. Finalize worked time records 7. Download certification certificates 8. Etc. Deploying an Employee Portal increases security of employee's personal data by leveraging the organization's electronic security controls through active directory and multi factor authentication to the employee's stored electronic data. This system enables staff to take control of their employee information and in tum increases organizational efficiency. PRIOR COUNCIL ACTION: City has been using Tyler for their Enterprise Resource Planning(ERP)system since the system was originally purchased in 2003. In the past few years there has been a big push to leverage functionality in the Tyler investment and reduce our reliance on self- developed applications,this is one of those moves.