City Council
MEETING DATE: 12/13/2017
TITLE:
Title
Purchase of “InTime” Scheduling System from InTime Solutions, Inc.
End
FROM:
Travis Walker, Police Chief
RECOMMENDATION:
Recommendation
Staff recommends the City Council approve the purchase of the timekeeping/scheduling software-program identified as InTime Scheduling System.
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BACKGROUND:
The Cathedral City Police Department is a full-service, municipal police department that maintains its own records-keeping related to employee work schedules, timesheet (payroll) documentation and submissions to City Finance. The department has been using at least three different scheduling and timesheet forms/formats - all of which were either created by employees or are adaptations of Excel-based, scheduling formats purchased from a vendor over 25 years ago. The employee scheduling format is rudimentary in function and provides no options other than inputting information maintained on a clipboard. The current payroll system is an equally antiquated Excel-based spreadsheet, manually-populated and saved to a drive or “hard copy”.
The Cathedral City Police Department requires an updated, progressive “workforce scheduling application” that will address the topics of improving uniformity of staff schedules/attendance policies, decreasing input-time spent on staff schedules and bi-weekly payroll submissions while monitoring and controlling overtime usage. A product that is a “correct-fit” will be adaptable with existing technology infrastructures, while being able to integrate with the payroll module of the Enterprise Resource Planning System (ERP), recently approved for purchase by City Council.
DISCUSSION:
The Cathedral City Police Department has fully researched InTime Solutions, Inc. along with the Scheduling Application/System proposal. InTime has designed, manufactured and distributed custom-built applications and services for Public Safety organizations (such as Cal Fire, San Bernardino PD and all Law Enforcement agencies in Orange County) since 1997.
InTime’s custom-designed system can produce detailed specific reports, send out automatic shift posting with automated employee notifications, plan shifts with minimum staffing indicators and provide time-management features such as automated time-banks and data integration to payroll services. The System will:
-Provide better management of overtime allocation
-Improve forecasting of staffing needs
-Reduce the number of independent batch processes and systems
-Eliminate paper-based processes/promoting a paperless work-environment
-Support updates to state and federal law, including industry best practices
-Provide audit trails of user application transactions - equating to higher levels of accuracy and accountability
-Free-up time for Supervisors and Command Staff to focus on more important, core job-duties (police-work).
FISCAL IMPACT:
Due to a reallocation of the existing budget determined for Account Number 100-312-8301, Field Services Maintenance and Operations, the total first-year cost of the system ($14,070.00) will require no budget adjustment to the current 2017-2018 Police Department Operating budget. Beginning with Fiscal Year 2018-2019, recurring annual costs of $8,520.00 will become part of MIS License/Maintenance/Support, Account Number 100-142-8301.
ATTACHMENTS:
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