Time and Labor Management System Solution

The vendor is required to provide the time and labor system (T&L) solution to automate, standardize, and centralize the current time entry process for its approximately 15,000 employees.
- The city’s departments currently utilize varied systems and processes to manage time and labor activities including but not limited to:
• eCHRIS — used for payroll, eCHRIS accepts both manual data entries and automated feeds from the various city departments. processes payroll citywide. on premise. 
• Telestaff and Kronos from UKG LLC — used for the phoenix fire department to manage shifts, manual entry, and front-end custom solution to eCHRIS for time entry. 
• Overtime tracking system (OTS) — used for the phoenix police department to enter time and transfer via flat file to eCHRIS. 
• This system is developed and supported by the city.
- The city’s current number of employees; all will utilize the T&L solution:
• Total active employees: 15,123
• Full-time hourly employees: 10,439
• Full-time salaried employees: 2,982
• Part-time employees: 983
• Seasonal part-time employees: 708
• Part-time employees (hired seasonally): 213
• New hires and new employee profiles (average per pay period): 70
• Labor groups: 7
• Job share employees: 11
• Supervisors/managers: 2,867
• Department payroll admins: 263
• Central payroll admins: 11
- The volume of current processes and actions (e.g., leave requests or approvals) across the city
• 552,431 leave requests per year
• 15,123 employee schedules and time approvals per pay period.
• 50,966 calculations for additional earnings per pay period.
• 26 bi-weekly pay checks per year, with daily off-cycle pay checks for final wages, missed pay.
- Project committees and key stakeholders
a. Project sponsors and executive steering committee
• The executive sponsor(s) promotes the project throughout the organization and serves as the spokesperson to higher levels of management.
• The project sponsor is a person/group who escalates decisions for the project, based on project team recommendations, to executive sponsors on high-risk decisions.
• The project manager is responsible for overall project management and is responsible to plan, monitor, and control scope, schedule, costs, quality, etc.
• The business analyst is the liaison between the project team and the technical solution provider(s) through the lifecycle of the project.
• Team members are subject matter experts selected to be part of a project based on its skills.
- A new T&L solution will enable the city to meet the following objectives:
• Streamline time entry.
• Eliminate manual processing for additional earnings calculations and utilize rules-based calculations for additional earnings.
• Improve efficiency around providing or loading department payroll and leave data (each department has a payroll team with one central payroll team in finance dept.).
• Increase efficiency in the city’s ability to provide scheduling, including bidding, for daily and future staffing needs.
• Provide employees with self-service functionality (e.g., reviewing up to date leave balances).
• Create a knowledge base documentation for time, attendance, leave, pay calculation, and scheduling.
• Eliminate paper-based processes and inefficient workflows.
• Standardize on a single enterprise T&L solution from which all the city’s departments can perform T&L transactions.
- The time and labor system solution replacement efforts shall be completed in the project phases outlined in the implementation services below:
• Project management
• Enterprise analysis and design
• Solution development and configuration
• Organizational change management
• Testing
• Training and knowledge transfer
• Cutover readiness and production go-live
• Post-go-live and transition to support
- The solution shall provide the ability to store org chart functionality with office 365 integration, showing dual and dotted line reporting relationships.
- The solution shall maintain employee information including job class and title, supervisor's name.
- The solution shall provide the ability to track position specific requirements based on user-defined criteria.
- The solution shall provide the ability to report on position specific requirements, by individual and by individual hours as a cumulative total.
- The solution shall provide the ability to create effective dated records, maintain history, enter future dated actions (pending actions to be flagged with email reminders).  
- Also, track date entered into solution (transaction date), who entered, who approved.
- Contract Period/Term: 3 years
- Pre-Offer Conference (Non-Mandatory) Date: July 17, 2025
- Questions/Inquires Deadline: August 1, 2025