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Home My WebLink AboutResolutions - 2016.02.04 - 22192MISCELLANEOUS RESOLUTION #16010 January 20, 2016 BY: Public Services Committee, Bill Dwyer, Chairperson IN RE: SHERIFF'S OFFICE - KRONOS TELESTAFF AUTOMATED SCHEDULING SOFTWARE PROJECT IMPLEMENTATION To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the Sheriff's Office is requesting to implement the Kronos Telestaff Software to facilitate a more efficient and automated staff scheduling system in the Corrections Division; and WHEREAS the current system requires considerable manpower for scheduling and hiring overtime to meet staffing requirements; and WHEREAS the proposed system will automate the scheduling process based on established staffing rules set up by the Sheriffs Office that also follow union contract rules; and WHEREAS the proposed system will make better use of Corrections Sergeants time to focus on command duties, training and supervision; and WHEREAS the proposed system reviews shift vacancies, availability of staff and notifying deputies of shift opportunities via an automated phone call, text message or e-mail; and WHEREAS the initial implementation will be for the scheduling aspect of the product but will have the ability to integrate with the PeopleSoft Time and Labor system the County uses to further operational efficiencies; and WHEREAS Sheriff's Office worked with Information Technology on product selection and the Kronos software product is already being effectively used by both Children's Village and Facilities Maintenance & Operations; and WHEREAS the estimated implementation cost for Sheriff's Office project is $273,565 and the funding for this project has been set aside in an assigned fund balance; and WHEREAS the on-going annual maintenance costs is estimated at $61,353 and is available within the Sheriff's Office existing budget. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners authorizes the implementation of the Kronos Software automated scheduling project. Chairperson, on behalf of the Public Services Committee, I move the adoption of the foregoing resolution. PUBLIC SERVICES COMMITTEE PUBLIC SERVICES COMMITTEE Motion carried unanimously on a roll call vote with KowaII and Spisz absent and McGillivray voting no. OAKLAND COUNTY SHERIFF TeleStaff Budgetary Estimates VD(ThKVC® Date: February 18, 2015 Subject: &CMOS Workforce Telestaff Solution Dear Lt. Selling, Enclosed with this letter is Kxonos' response to your request for an estimate of costs associated with provid i n g Oakland county Sheriff with a Workforce TeleStaff solution that will optimize the scheduling, communications, a n d deployment of your personnel. We have also included a description of out implementation plan for your revi e w a s w e l l . Please note that this offer is a budgetary estimate based on our past meetings and review of your business requireme n t s . W e look forward to further defining the scope and benefits of His opportunity. Should you have any quesiions, please do not hesitate to contact me on my phone at (248) 468-9097 or by email a t Doug.Plachta@Kronos.com Sincerely, Doug Placiata Workforce TeleStaff: Enterprise + Bidding Project Implementation: Deployment, Bidding, Advanced Total Price Totaliklours !Total:Price $66,240 $66,240 OAKLAND COUNTY SHERIFF TeleStaff Budgetary Estimates ON PREMISE SOFTWARE & MAINTENANCE SUPPORT SERVICES - . 14.e, -r.,,, 1 ourption -,f., ;f :t.: l . ' i g r 1v1 !I 12 months $35,868 nowledge Pass 12 months 1.111EMIMII 1111INEETEMII $38493 PROFESSIONAL SERVICES / EDUCATIONAL SERVICES VOXEO VolP TELEPHONY 127211611 guration 'Total price TS Software License Agreement One-Time $2,500 Phone Charge Use— 1150/min per month Monthly/Annual $ 150/$1,800 Total Price $4,300 QUOTE SUMMARY Description SOFTWARE SUPPORT SERVICES PROFESSIONAL SERVICES VOXEO IGRAND TOTAL' :11 :otlprme $143,472 $38,193 $66,240 $4,300 BMA 211,1 252,205i RECURRING FEES Description 1:)Orition Annual Maintenance 81. Knowledge Pass Annual VolP ($150/month for 1150min) 12 months 12 months $38,193 $ 1,800 !CkAND-713iAL 1$39,993 ; PROFESSIONAL SERVICES / EDUCATIONAL SERVICES Project Implementation: Deployment, Bidding, Advanced OAKLAND COUNTY SHERIFF TeleStaff Budgetary Estimates KRONOS PRIVATE CLOUD SOFTWARE & MAINTENANCE CltiantitY Tal Price Item Workforce TeleStaff: Enterprise + Bidding 960 $143,472 Total Price $143,472 SUPPORT SERVICES VOXEO — Vol P TELEPHONY Duration (tern Total Price Software License Agreement One-Time $2,500 Phone Charge Use —1250/min per month (includes SSL certificate charge) Monthly/Annual $ 200/$2,400 Total Price $4,900 KRONOS CLOUD HOSTING QUOTE SUMMARY RECURRING FEES Description Duration Total Pnce Annual Maintenance & Knowledge Pass 12 months $38,193 Annual VolP ($150/month for 1150min + $50/month SSL Certificate) 12 months $ 2,400 Kronos Cloud Hosting 12 months $20,760 .G.FARIP.TOTAL 1561..3;93 OAKLAND COUNTY SHERIFF TeleStaff Budgetary Estimates Description of Kronos Workforce TeieStafif Professionai Services Kronos understands that scheduling employees in a public safety environment is amongst the most challenging of daily HR activities. Not only must minimum and constant staffing levels be maintained to support your communities, but your employees and positions to be staffed must meet specific and rigid qualifications. The complexity is magnified by 24x7 coverage demands driving requirements for multiple and varied shift schedules across all public safety sectors. Incorporating bargaining agreements, department policies and historical but perhaps more informal agreements lend to the complexity. Vendor and customer synergy is essential to scheduling success; not outdated vendor-dependent turnkey implementation processes that require a customer to have a hands-off approach to product development Kronos has the extensive resources and expertise to manage your complex scheduling environments having provided and configured over 900 unique configurations. As part as our implementation, training, support, consulting, and marketing services, the Kronos Workforce TeleSta.ff Solutions Group (TSG) will provide resources to partner with, train and help guide the Department's project team throughout the Workforce TeleStaff implementation process. A project of this importance depends on full vendor attention with extensive resources and experience to ensure that the Department's project goals are met. Iznpleinentation The Workforce TeleStaff Solutions Group provides an implementation process that offers two distinct phases: The Deployment Services Plan addresses the immediate scheduling needs of the organization by implementing critical Workforce TeleStaff functions and modules such as rosters, personal calendars, employee tracking functions, web access, interfaces, Timecards (if purchased), and telephony. • The Advanced Confiaurati n Services Plan is designed for customers in a production environment who have had time to assess specific scheduling needs in a live production environment. This plan is a highly tailored implementation project that focuses on adding intelligent staffing options to the Department's production database. If the Department purchases the Workforce TeleStaff Auctions module, configuration and deployment occurs during this phase. .7e14StaaDeptopmat Stn-vices- Plat 7,i64rr,",70FS300 ISOlatialtedd.A OAKLAND COUNTY SHERIFF TeIeStaff Budgetary Estimates Deployment Services Plan The following tasks are part of the Deployment Implementation Process. When the Department completes these tasks they will be in production with the Workforce TeleStaff roster and calendar and will reap the benefits associated with centralized staffing, audit trails, emergency notifications, reports, timecards, and feeds to downstream systems in following a fast track approach. At the end of this process, users will be able to request leave, sign up for overtime, and respond to emergency call outs via phone, Internet or the client. The Kronos Workforce TeleStaff Solutions Group (TSG) has outlined our 5-phase Deployment Services Plan below: 7 49 KRONOF Phase 1 —Assessment o During the Assessment Phase the Kronos Sales Executive transfers all pertinent information gathered during the sales process to the Workforce TeleStaff Solutions Group Project Manager (TSG PM). Once the information has been reviewed, the TSG PM sends the Department an Implementation Welcome Packet contAining an overview of the Workforce TeleStaff Deployment Services Plan and information on how to prepare for Workforce TeleStaff. An Introduction Call is scheduled to define the scope of the project and assign appropriate resources. OAKLAND COUNTY SHERIFF TeleStaff Budgetary Estimates • A project team, representing the agency, is then formalized. A Technical Review call with the TSG PM and Department sponsor, project lead and IT representative, is held to review hardware and software specifications. TSG provides guidance to the Department's IT department by identifying hardware/software needs including server specifications, telephony/VOTE', and Web Access setup. Additionally a project plan is defined to document all project tasks, project expectations, goals and responsibilities. 2 A project plan call is held to define the specific project tasks with due dates, predecessors, and owners. The project plan also details Department and TS0 deliverables, milestones, and status. • After a project plan is agreed upon, a project kick off call is conducted. During the kick off call, details of upcoming tasks are assigned and the project team is directed to learn Workforce TeleStaff utilizing TS G supplied training manuals. O At this stage of the Deployment Services Plan, the project team can expect to commit 20 hours reviewing the Workforce TeIeStaff End User/Staffer Tutorial Guides and the Workforce TeleStaff Configuration Guide. Phase 2— Planning IP The first step during this phase is to verify the Workforce TeleStaff operating environment This entails installing the Workforce TeleStaff software and components so that the system is fully operational. Department purchases hardware required for Workforce TeleStaff. P After the operating environment is set up, a TSG Technical Support Representative in coordination w i t h Department IT assists in the installation of the Workforce TeleStaff software and related components. • Also during this phase, the Department's project team gathers, organizes and imports department-specific information for Workforce TeleStaff. This task begins with a data collection meeting with the TSG P M and the Department's project team during which the TSG PM instructs the project team to collect, organizes, and format pertinent department data for the creation of the Workforce TeleStaff database. It is also during this time that a preliminary review of the Department's integration needs is held. • Once the TSG PM receives all pertinent data from the Department's project team, the TSG PM creates a Workforce TeleStaff database. The entire project team reviews the initial database to ensure that the system accurately reflects the scheduling and integration needs of the organization. The TSG PM will also make recommendations to the Department's project team as to how to rework the database to accurately reflect the Department's organizational structure (i.e. divisions, bureaus, sections, units, offices) as well as incorporate integration needs from Workforce TeleStaff. Time is then spent re-working the database and preparing for database configuration training. OAKLAND COUNTY SHERIFF TeleStaff Budgetary Estimates Phase 3 —Solution Build • The first task of this phase is designed to configure the Workforce TeleSta.ff database to reflect the staffing rosters and information of the department. This includes proper setup of the scheduling rosters, shifts, calendars, job titles, specialties, work codes, Timecards, security and integration feeds. The project team's goal is to complete a solid, working database that once implemented will provide the department the immediate benefits of centralized staffing, audit trails, automated notification, interface feeds, and reporting. • Upon the completion of the database configuration tasks, the project team addresses the setup of interface feeds to other Kronos Workforce Management Solutions and/or other 3 4 party solutions. Establishing this feed plays a critical part minimizing disruption for users dependent on established scheduling processes. • During this phase, the core project team receives train-the-trainer training from the TSG PM. Phase 4 — Test andeerti6, • During this phase the Department's Testing Coordinator develops a test plan and test scripts in preparation for configuration testing. Once Workforce TeleStaff is fully configured for work code usage, rigorous testing occurs by the selected testers, per the Test Plan. • Configuration testing includes testing all the components: phones, Contact Manager, Line Manager, Task Manager, E-mail Manager, Fax Manager, and web access. • The Testing Coordinator is responsible for creating the Test Plan, assigning users to test the system, creating Test Scripts, capturing the results of testing, and notifying the configuration training team of any configuration re-work necessary to get Workforce TeleStaff ready for production. Phase 5.— Deployment and Support • After testing, the core project team conducts employee training (The Department has the option for Kronos to conduct end-user training through a change order). o The TSG PM assists the project team in developing a training plan that identifies target groups such as end users, schedulers and advanced users. Training tools are also developed to sell Workforce TeleStaff to everyone within the organization. These include internal press releases; establish training workstations, and 'town hall' type meetings with users to educate them on how Workforce Tel eStaff will help them and the department with streamlining scheduling processes. • As part of our implementation services, the TSG PM works closely with the department Project lead throughout this phase to ensure the project is moving forward toward production. Once employee training is completed, the Department can move forward to final deployment. TeleStaff Advanced ConEguralinn Services Plan OAKLAND COUNTY SHERIFF TeleStaff Budgetary Estimates The Department imports accrual data into the system to ensure the database is up to date with the current scheduling window. Parallel testing begins with schedulers maintaining Workforce TeleStaff in conjunction with the current scheduling system. Schedulers utilize Workforce TeleStaff to view schedules, manage work codes and produce staffing rosters. interface feeds are also enabled and established. Paralleling Workforce TeleStaff with the existing scheduling system is critical for helping users with system changeover. Final production is achieved when the department completes the transition to Workforce TeIeStaff arid the organization is using the roster, calendars, work codes, automated notification, payroll export, and interface feeds. At this point, the department has achieved the immediate benefits of centralized staffing, audit trails, inbound/outbound phones, Timecards, downstream feeds, and reporting. Advanced Configuration Services Plan: The following tasks are part of the Advanced Configuration Process. Once the Department has successfully deployed the Workforce TeleStaff Roster, Calendar, and Work Codes into a production environment, they can proceed to the Advanced Configuration process to add intelligent staffing functionality to Workforce TeleStaff. At the end of this process, staffers will be able to automate intelligent staffing functionality in Workforce TeleStaff as well as, if optioned, conduct Auctions. The Kronos Workforce TeleStaff Solutions Group (TSG) has outlined our 4-phase Advanced Configuration Services Plan: OAKLAND COUNTY SHERIFF TeleStaff Budgetary Estimates Phase 1 — Advanced Assessment • During this phase, the Department's project team and assigned TSG PM review and analyze the project scope. It is critical that the specific needs of the organization are clearly defined as well as reviewing specific Workforce TeleStaff staffing options that will address those needs. Additionally, a project plan is defined to document all project tasks, project expectations, goals and responsibilities. • One of the main tasks for the department's project team during this phase is to analyze scheduling processes in the form of staffing diagrams. These diagrams provide the entire project team with a blueprint of what processes need to be interpreted within the system and serve as the basis for testing the configuration. Phase 2 —Advanced Solution Build • During this phase configuration training for advanced stuffing functionality and, if optioned, Workforce TeleStaff Auctions is conducted. With decades of implementation experience, TSG has identified that the database configuration for advanced staffing functions requires the focus and commitment of the entire project team and we strongly recommend that training happen in our established training facility that promotes a controlled, productive environment that is free from interruptions and distractions. Working with the TSG PM and in-house resources, the Department's core project team attends 3-5 days of advanced configuration training at the Kronos Workforce TeleStaff Solutions Group headquarters in Irvine, California (on-site user training for the project team is also available). Phase 3—Test and Certify • During the Testing Phase, the project team reviews, plans, and conducts configuration testing. As the configuration of the Workforce TeleStaff system is specific to the setup of the Department's organization, the Department's project team members are deemed as experts in testing and ensuring the system is ready for production. As testing results are captured throughout this phase, the TSG PM assists the Department's project team with adjustments to the configuration to complete the addition of intelligent staffing functionality per project scope. Phase 4 — Support • Depending on the changes in business processes that automation brings, additional employee training may be required within the organization. The Department's project team develops a training plan that identifies target groups affected by the implementation of the intelligent staffing options outlined in the project scope Training will be planned for schedulers and advanced users; however, training for end- users may not be required. • Training is completed for all affected users before proceeding to the final Closure phase. • The Department begins using Workforce TeleStaff exclusively without maintaining previous processes for intelligent staffing. OAKLAND COUNTY SHERIFF TeleStaff Budgetary Estimates Training Imbedded within the Workforce TeleStaff Itnplementation process, the Kronos Workforce TelcStaff Solutions Group (TSG) has established an interactive training curriculum designed to transfer and empower our customers with Workforce TeleStaff knowledge. The goal is to provide our customers with the tools they need to configure, test, implement, and maintain the Workforce TeleStaff system. Each course is designed with the methodologies, techniques and instruments to support the learning process. In addition, each course is designed to educate the Department's Project Team in a train-the-trainer format. Workforce TeleStaff training services includes web, and self-tutorial training time for the Department's project team. Training is presented in a train-the-trainer format, thus all applicable training presented to the project team will, in turn, be passed to the rest of the users within the organization. When the Department is ready to conduct training for their users, the Department's training team should expect to allocate eight (8) hours of training for each staffer and two (2) hours for each end user. All training sessions are designed to educate and empower the project team with the knowledge necessary to setup, complete, and maintain the Workforce TeleStaff system. Having this knowledge enables the organization to utilize the tools necessary to change the configuration of the system if new staffing rules are introduced. OAKLAND COUNTY SHERIFF TeleStaff Budgetary Estimates SUMMARY OF HOSTING SERVICES Kronos Private Cloud Service Hosting and SaaS solutions provide a comprehensive turn-key system for delivering a suite of Krorios Workforce Management applicafions. Our skilled Kronos employees manage and maintain the datacenter infrastructure to assure high. perfomlarace and refiabifity. Kronos Private Cloud Services include: 1 On-demand refresh of non-production environment Software version technical upgrade services I Applying operating system, database, and Kronos applicafon service packs, patches, and legislative updates • Routine database management and tuning I Secure incremental and full database backups including offsite backup Management of operating system, lrewalls, anti-virus protection, file integrity, database, intrusion detectionlprevenlion systems, authentication, role-based access control, US, FTP, logging, audit trial and atrix components • 24x7 comprehensive application and infrastructure monitoring for proactive management • Management of server-side tie and transfers 3 Management of VLAN and bad balancing • Management of all data center infrastructure hardware device configurations servers, Pouters, switches) Management of SSL Certfficates • Iganagernent of\PN and Private Circuit connectivity I Management of LDAP infrastructure and application feve monitoring Response to backup alerts and application level alerts I Regular customer reporting 1 Non-production environment for change management 1 Industry leading service level agreements • SSAE 16 SOC I & 2 cornpfiard datacenter Resolution #16010 January 20, 2016 The Chairperson referred the resolution to the Finance Committee. There were no objections. FINANCE COMMITTEE / 'Pr. FISCAL NOTE (MISC. #16010) February 4, 2016 BY: Finance Committee, Thomas Middleton, Chairperson IN RE: SHERIFF'S OFFICE - KRONOS TELESTAFF AUTOMATED SCHEDULING SOFTWARE PROJECT IMPLEMENTATION To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above referenced resolution and finds: 1. The Sheriff's Office is requesting to implement the Kronos Telestaff Software to facilitate a more efficient and automated staff scheduling system in the Corrections Division. 2. The proposed system will automate the scheduling process and make better use of Corrections Sergeants time. 3. The Sheriff's Office worked with Information Technology (IT) on product selection and the Kronos software is effectively being used by both Children's Village and Facilities Maintenance & Operations, 4. Funding of $273,565 has been set aside in the General Fund assigned fund balance (GL #383448) and will be transferred to Information Technology Fund #63600 for the purchase, implementation and first year software maintenance costs. 5. Ongoing operating expense for software maintenance, after the initial one-year software maintenance, of $61,353 is available in the Sheriff's General Fund General Purpose budget which will be billed back through InfoTech Operations Internal Service billing. 6. The FY 2016 - 2018 budgets are amended as follows: GENERAL FUND #10100 (GL #343448) FY2016 FY2017—FY2018 Revenue 9010101-196030-665882 Planned Use of Balance $273,565 $ 0 Total Revenue $273,565 $ 0 Expenditures 9010101-196030-788001-63600Transfer Out- Info Tech 4030301-112630-730373 Contracted Services 4030301-112590-774636 Info Tech Operations Total Expenditures INFORMATION TECHNOLOGY FUND (#63600) Revenue 1080601-152010-695500-10100Transfer In- Gen. Fund 1080601-152010-631372 OC Depts Operations Total Revenue $273,565 0 0 $273,565 $273,565 0 $273,565 $ 0 (361 353) $61,353 $ 0 $ 0 $61,353 $61,353 Expenses 1080601-152010-731773 1080601-152010-731458 1080601-152010-731780 Total Expenses Software Rent Lease Purch $145,972 Professional Services $ 66,240 Software Support Maint $ 61,353 $273.565 $ 0 $ 0 $61,353 $61,353 FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote. Resolution #16010 February 4, 2016 Moved by Dwyer supported by Zack the resolution be adopted. Vote on resolution: AYES: Gershenson, Gingell, Gosselin, Hoffman, Jackson, Kochenderfer, KowaII, Long, McGillivray, Middleton, Quarles, Scott, Spisz, Taub, Weipert, Zack, Bowman, Crawford, Dwyer. Fleming. (20) NAYS: None. (0) A sufficient majority having voted in favor, the resolution was adopted. t HEREBY APPRO THIS IIESOLUMN CHIEF DEPUTY COUNTY EXECUTIVE ACTING PURSUANT TO MCL 45.559A (7) STATE OF MICHIGAN) COUNTY OF OAKLAND) I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on February 4, 2016, with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at Pontiac, Michigan this 4th day of February, 2016. Lisa Brown, Oakland County