TL;DR (generated · confidence: high)

The Bureau of Human Resources (BHR) and Bureau of Technology Services (BTS) jointly request $2.1M in one-time general fund dollars and 10 LTE positions for the first year of a three-year SAP system upgrade, specifically to support Time and Payroll functions. The full project will cost ~$6.6M over three years. Delays in prior phases must be overcome before 2027 when SAP discontinues legacy platform support.

Key points (each cites a PDF page):

Package requests 10 LTE positions (6 for BHR, 4 for BTS/EBS) and $2,108,477 in one-time general fund dollars for year one of a three-year SAP upgrade project. (p. 467)
External Materials and Services: $83,974; Internal Materials and Services: $981,415; Personnel: $1,043,088 (Total: $2,108,477). (p. 467)
Full three-year project estimated cost is approximately $6.6M with additional one-time funding required in future fiscal years. (p. 467)
SAP legacy platform will no longer be supported after 2027; City must complete Employee Central Core transition and implement Time and Payroll functions by deadline. (p. 467)
BHR and BTS have limited resources and cannot manage this complex project while maintaining ongoing duties; project scope includes support for multiple unions, bargained time/payroll articles, and new legal requirements. (p. 467)

💰 $2,108,477 · $6.6M · $83,974 · $981,415 · $1,043,088 · 👥 10 LTE · 6 LTE · 4 LTE · 📋 Time and Payroll SAP Updates · Employee Central Core · SAP system upgrade · 🏛️ Bureau of Human Resources · Bureau of Technology Services · Bureau of Internal Technology Services

23,735

Source: PDF p. 467 · raw: 467

Breadcrumb: 3 city ops › City-Ops-DPs_0 › Package Details › 23,735

23,735 - HR-BHR/BTS Support for Time and Payroll SAP Updates Service Area City Operations DCA Sara Morrissey Bureau Name Bureau of Human Resources Director Sara Morrissey Funding Type Name General Fund Addition Status: Recommended Package Desc Expense Recommended Total This request is for 10 LTE and $2,108,477 in one-time general fund dollars to fund the first year of External Materials and Services $83,974 the three-year project between the Bureau of Human Resources (BHR) and the Bureau of Internal Materials and Services $981,415 Technology Services (BTS) to upgrade the City’s SAP system. Personnel $1,043,088 In a partnership between BHR and BTS, this request is for additional FTE, consulting, and tools to $2,108,477 support Time & Payroll functions in an increasingly complex environment - more unions, more bargained time/payroll articles, more new legal requirements. The current concept estimates 6 LTE Revenue Recommended Total for BHR and 4 LTE for BTS/EBS. Note that, while this does not include funding for any additional accounting needs, they request to be at the table for process/system discussions. General Fund Discretionary $2,108,477 SAP is also requiring users on their legacy system to transition because they will no longer support $2,108,477 the legacy platform in 2027. The City started phase one to implement Employee Central Core in FY 2022-23, but completion was delayed supporting the transition of city government and then again to catch up on system configurations related to negotiated contracts. This work, as well as phase two to implement the Time and Payroll functions must be implemented. Due to the complexities of the project the City must begin steps now to be prepared for the migration. The workload associated with this project cuts across both teams. These teams have limited resources – they are unable to pick up this project while also maintaining on-going duties and responsibilities. The full project will cost ~$6.6M over the three-year period, with additional one-time funding required in future fiscal years for the remaining two years of the project. Service Impacts This system supports onboarding new employees by entering their hire information and giving them access to our systems, time entry, payroll processing, employee actions (e.g. promotions, transfers, merit increases, and COLA. time entry and payroll). While not legally required, this project is imperative for continued operations and maintenance of our personnel within the City. If this project is not funded, the City will not be able to implement the new SAP platform which result in a loss of system support by early 2027. Equity Impacts This decision package will help to ensure equitable business practices for personnel data management. Allowing us to have access to an improved system and the ability to capture data fields that are aligned with our workforce demographics.

Parent: Package Details · PDF: p. 467