This contract renewal is for the Electronic Time Keeping System from Workforce Systems Group/TCP Software in the amount of $213,580. The contract renewal will provide City-wide implementation of electronic timekeeping system that will increase operational efficiency, reduce manual workload and errors, and provide auditing capabilities to accurately track and manage time, attendance, payroll, and FLSA (Fair Labor Standards Act) Requirements.

The cost is estimated based on the quote provided by TCP, Wor4orce Systems Group, for the products and services for the software, hardware, implementation costs, maintenance, support, annual employee licenses, time clock support, professional services, customization and development, and RDTg 400 touch screen time clocks. The City of Savannah will be billed for the actual number of employee licenses used, time clocks and associated support purchased, and professional services used during the term of each year of the contract.

Key project milestones to date:

• System Configuration completed with updates.
• Daily automated updates run from Lawson to TCP – employee file with data from Lawson and S2 badges database, employee leave accruals, and position. 
• Developed customization of the Payroll File for automated data export from TCP to Lawson.
• Savannah Fire Department Advanced Scheduler - live since June 2023.
• Focus to date on weekly employees paid in arrears.
• Sanitation Department (Pilot Group 1) – fully prepared to go live upon payroll component tested and confirmed.
• Park & Tree Department (Pilot Group 2) – fully prepared to go live upon payroll component tested and confirmed.
• SPD (Pilot Group 3) – configuration ongoing, Traffic Division to start test punches, training SMEs.
• Developed customized file for overtime calculation for Savannah Fire Department – tests ongoing.
• Payroll tests for Sanitation and Park and Tree – not started.
• Modification of current payroll - Finance suggests modifying the current payroll plan.

The Finance Department's goal is to move all bi-weekly paid employees in arrears to current before moving them to ETK/TCP. The current implementation focus is on weekly employees only (total 784 active employees are paid weekly, data as per 6/27/2024). City-wide implementation of ETK for bi-weekly paid employees (1587 active employees as of 6/27/2024) will be doable after the modified payroll plan is implemented.

Approval