Agency MNIT

Contractor WorkForce Software

SWIFT Contract Number 139123

Project Name Enterprise Scheduling & Timekeeping (EST)

Project Number (if applicable) {Empty}

Summarize purpose of the contract, including why it was necessary: Purpose of contract was to implement the EST project and ongoing use of the SaaS software licenses, data collection terminal rentals, and agency requested bug fixes and feature enhancements.
Project Overview
Minnesota IT Services (MNIT) partnering with The Minnesota Department of Veteran Affairs (MDVA) is seeking to provide an employee scheduling and timekeeping software solution. The solution will provide flexible, intuitive, robust scheduling and timekeeping capabilities that optimally aligns operations requirements with employee constraints.
The 5 Minnesota Department of Veterans Affairs Veterans homes currently use three systems for scheduling, timekeeping and payroll. The current use of these systems varies by location. The existing solutions do not interface with any other systems. MDVA needs a more robust system for accurately tracking the scheduling, punch-in/ punch-out, shift-differential, leave requests, over-time and other components of our 24/7 operation for time and payroll processing, and accurately tracking four collective bargaining agreements and two plans.
Goal
It is the goal of this project that the proposed solution provide employees and management a software solution that supports the following:
· Creation of employee schedules and provide tools to proactively monitor and respond to scheduling changes
· Efficient, electronic management of employee time-off requests, shift swaps and over-time requests
· Integration with an electronic-based timekeeping capability that is easy to use and secure
· Robust reporting capability that supports the day-to-day operations and provides trending and analytic capabilities
· Intuitive user interface that reduces the cost associated with training and implementation
· Improved tracking of scheduling, punch-in/out, shift-differential, leave requests, over-time and other components of time and payroll process
· Improved ability to accurately track information that operates on a 24x7 schedule
· Reduction in workload for all staff in managing operational variances
· Allow supervisors to confidently rely upon approval of their employees' time certifications
· Replace outdated technology
· Multiple facilities spanning multiple geographies
· Manage a number of different employee groups including security personnel, nurses, clinical staff, vocational staff, recreational staff, direct care staff, residential staff and supervisors.
· Ability to manage Labor union rules are a key input for the four distinct labor unions and two plans that represent our state employees including the American Federation of State, County and Municipal Employees (AFSCME), Minnesota Association of Professional Employees (MAPE), Minnesota Nurses Association (MNA), and Middle Management Association (MMA).
Project Objectives
The key objectives of this project are to identify an existing technology solution to:
· Efficiently manage our employee work force
· Increase transparency and accuracy
· Streamline systems to add value for the organization
· Improve operational efficiencies
· Compensate employees correctly with limited adjustments
· Standardize systems and procedures across the agency
· Improve internal controls, auditing and reporting capabilities
· Improve security of resident care, particularly vulnerable adults
· Improve access to information ensuring necessary staff are scheduled and available
· Enhance agency defensibility with staffing and labor force issues
· Diminish legal risks and potential lawsuits

Project Duration

Start Date Thu, 03/01/2018 - 00:00

Original end date Sun, 02/28/2021 - 00:00

Actual end date Tue, 02/28/2023 - 00:00

Did project finish on time? Yes

Total billable hours utilized (if applicable) {Empty}

Contract Amounts

Original contract: $647340.00

Amendments $827103.73

Contract total $1474443.73

Did project finish within budget? Yes

What was the funding source? State

Is this a sole source contract? No

If this was a single source contract, explain why the agency determined there was only a single source for the services (if applicable) {Empty}

Evaluator Name Raynell Duncan

Evaluator Email Address Raynell.Duncan@state.mn.us

Evaluate the contractor's timeliness Room for improvement. Depending on which Workforce department agency was dealing with, some departments and engagements were great, others not so good.

Evaluate the contractor's quality Work requested was completed to satisfaction.

Evaluate the contractor's cost Cost for licensing, hardware rentals, enhancements/bug fixes were within expectations called out in contract language.

Evaluate the contractor's overall performance Room for improvement. Depending on which Workforce department agency was dealing with, some departments and engagements were great, others not so good.

Would you engage the contractor's services again? Yes

Describe any negative action taken during the duration of this contract (i.e., termination, pursuit of suspension, etc.): None

Please rate the overall experience with the contractor 4 - satisfied