99-271Council File # 9�� 1 7/
0�{G��A�
Presented By
Referred To
Committee: Date
ol �
VJI�REAS, the 1998 Adopted Budget contained an appropriation of $4.4 million to convert and transfer the
cunent payroll system for non-Y2K compiiant hazdware and softwaze; and
WHEREAS, through Administrative Order D001540, dated May 6, 1998, the project financing was reduced
from $4.4 million to $1.6 million; and
WHEREAS, the reduced 1998 budget amount was for the project yeazs 1998 and 1999; and
VJHEREAS, in order to complete the 1999 project financing the unexpended 1998 funds must be
appropriated to the 1999 project budget; and
WI3EREAS, the Mayor, pursuant to Section 10.07.1 of the City Charter, does certify that there are available
for appropriation zevenues in excess of those estimated in the 1999 Budget; and
WHEREAS, the Mayor recommends the following changes to the 1999 budget;
Department of Technology and Management Services
[�/'\`Cyl�►[�i'�J1 �`I
GL-001-00000-9830 Use of Fund Balance
All Other Fund Financing
Total Financing
SPENDING PLAN
Payroll Conversion Project
GL-001-01125-0111 Full time Permanent
GL-001-01125-0219 Fees - Other Professional Svcs
GL-001-01125-0256 Registration Fees - Loca1
GL-001-01125-0280 Computer Hazdwaze Maint
GL-001-01125-0282 Rental - Buiiding
GL-001-01125-0368 Office Supplies
GL-001-01125-0439 Fringe Benefits
GL-001-01125-0518 Mayors Contingency
GL-001-01125-0856 Data Processing Softwaze
GL-001-01125-0857 Data Processing Hardwaze
All Other Fund Spending
Total Spending
RESOLUTION •
CITY OF SAINT PAUL, M{NNESOTA
Current
Bud�et
3,378,696
156.599,813
159,978.509
159,923
292,500
29,140
15,660
29,456
0
46,114
110,000
0
0
159.295,716
159.978.509
Green Sheet # �03� �99
Amended
Changes Budeet
571,514 3,950,210
156,599,813
571,514 160,550,023
79,716
186,365
26,476
12,580
13,638
1,651
24,741
110,000
15,977
100,370
571.514
239,639
478,865
55,61 b
28,240
43,Q94
1,651
70,855
220,000
15,977
100,370
159.295,716
160.550,023
9y z �i
NOW, THEREFORE, BE IT RESOLVED, that the City Council approves these changes to the 1999 budget.
�R1G1NA�
Adoption Certified by Council Secretary
By: �� `-� . �
approved by Mayor : Date �(�( � c ��� /
By: � �� 6�-�'l'/ l. �Ci/
Requested by Department of:
Technolo & ana em nt Services
By: �,�
Approved by Financial Services
� gy: M
Form proved by City ttorne
BY: —'�� � � g 1
Approved by Mayor for Submission to
Counc c�l��
By: {��
Adopted by Council: Date 1� � �&- 194�
DepartrnenUOfficelcouncil: Date Initiated Green Sheet No. 63229A ���',�. ��
Technology & Management Svcs. March 18, 1999
Contact Person 8 Phone: � Initia�date Initiaudate
Peter Hames, 266-8796 I n�,m,,,-�� D�. 3 s cay ca�
Assign ? City Attomey _ city Cterk
Must Be on Councii Agenda by (Date) Number 3 Financial Sav Di . Fioancial Secvfaca
For 4 Mayor(OrAssc) _CivilServiceCommistion
March 24, 1999 o a r 9
Total # of Sig�ature Pages 1(Clip All Locations for Signature)
Action Requested:
Amend the 1999 Information Services Division Budget to provide full financing for the Two-Year Payroll
Conversion Project.
Recomme�ations: Approve (A) or Reject (R) Personal Service Contrads Must Answer the Fotbwing Questions:
1. Has this persoNfirm ever vrorked under a contract for this depaRment?
Planning Commission Yes No
CIB Committee 2. Has this persoNfirm ever been a city employee?
Civit Service Commission Yes No
3. Dces this person/firm possess a skill not nortnally possessed by any current city
employee? Yes No
Expiain all yes answers on separate sheet and attach to green sheet
Initiating Prablem, tssue, Opportunity (Who, What, When, Where, Why�:
The 1998 budget contained two-year (1998 and 1999) financing for the two-year project. The 1998 unexpended
funds should now be transferred to the second year of the project so that it may be completed. No additional
funding is requested.
AdvantageslfApproved:
The project will be completed on time, and a Y2K-compliant payroll wiil be moved from non-Y2K compliant
hardware and software.
Disadvantages ff Approved:
None.
Disadvantages If Not Approved:
The City's payroll system will not function in the Year 2000.
Total Amount of Transaction: E571,514 CosURevenue Budgeted: Yes
Funding Source: Generdl Fund Activity Num6ec 01125
Financia� Information: Reappropriates remaining 1998 balance of original $1,602,617 to fiscai year 1999
\1Tm5Wo111S HAR ED W dmin\PAYROIUgmsheet399.wpd
6�@SBarch C:��f¢f
' _' "`
City of Saint Paul
Norni Coleman, Mayor
March 18, 1999
Council President Bostrom, and
Ciry Councilmembers
310 and 320 City Hall
15 West Kellogg Boulevazd
Saint Paul, MN 55102
Department of Technology and 9r_ Z �/
Management Services
Peter Hames, Direcmr
290 Gry HaU 7e4phone: 651-266-8797
IS W. Kellogg Bnulevard Facsimik: 65I-2663979
Saint Paul, Mi�esom SSI62
Subject: Payroll Conversion Project Update and Budget Amendment
Deaz Council President and Councilmembers:
Attached is the quarterly Payroll Conversion Project Update report. A narrative report
accompanies the Gantt chart.
Because ofthe departure of a key project staffperson, progress is lagging somewhat from
the original projection. We are replacing that person's efforts through the use of contract
staff. We still expect that the project will be compieted within the originat project deadline
(November, 1999).
To date, pro,}ect expenditures remain within the budgeted amount. We wiil continue to
make every effort to stay within that amount, although because of the substitution of
contract support for staff support, we may need to make use of the project's contingency
fund.
Also attached is a copy of a resolution that amends the 1999 payroll project budget. The
resolution transfers the unspent 1998 funds to 1999 to complete the two-year pro}ect.
If you have any questions about the project, please contact me at 266-8796.
Cordially,
`����iwG� �1�7/(�---
Peter Hames
Director
cc: Nancy Anderson
Cindy Mullan
Lisa Nasseff
7oe Reid
UTmsWoH �SHAREDV+dmin�PAYROLL�990310update.wpd
. � � 2 ��
Summary of Payroll Conversion Gosts To Date
February 25, 1999
Operationaf
Hardware/Software Purchases & Maintenance
Server Lease Payments
Technical City Staff Gosts
Technical Non-City Staff Costs
Training and Manuals
Miscellaneous Supplies
TOTAL
$ 22,715.39
$ 61,272.91
$ 21,274.11
$130,�33.63
$154,930.00
$ 5,506.15
$ 475.06
$396,207.25
Payroll Conversion Update
Major Acrivities From November 11,1998 through February 25 ,1999
Personnel Assignment and Programming Progress
As the attached Gant chart indicates, IS has made substantial progress on the Payroll conversion
project although much remains to be done. While we are n,nning slightiy behind in some major
azeas of work due to the loss of Shazon Cazdinal, we have supplemented with additional contract
staff and aze in the process af transitioning Steve Fahey to the project. Our current estimates call
for full application testing to begin in Iuly.
KMB, is providing three COBOL programmers. While they aze not totally dedicated to the City,
their actual expended time is estimated to be equivalent to 2,5 FTEs. As the COBOL work
diminishes, we anticipate that our use of these programtners will decline. Due to their technical
skill set, they cannot be used in other phases of the project. The COBOL prograuis have been
run through special software to detect Y2K problem azeas. To date, no significant problems have
been identified.
The Oracle portion of the project is being handled by two City IS staff inembers and a contract
progranimer from Masim who has been working with the City full time since August 1998. The
majority of the Oracle table and screen designs have been completed. The next important phase
is to test the interface between the Oracle screens and the COBOL processing programs. This
includes the Job Control Language (JCL) portion of the project.
IS is examining the feasibility of adding contract progra�suners to augment the JCL and
integration process. It is still unclear if their participation would make a significant difference.
Much of this nea�t phase requires a basic understanding of how the current programs operate and
the pazameters which must be passed. In other words, this is where Sharon's experience is
missed the most. It may be possible to use Steve Fahey in this role or structure the tasks in a way
that would increase the role of Teddi Hayes and utilize her knowledge of the process. As we
move forward, IS will continue to assess the situation and deternune what option(s) are most
reasonable.
HardwareiSoftware
The Payroll Conversion Project Budget continued to fund the monttily lease payment on the
server hazdware.
Upcoming Activities
Looking ahead, a significant Payroll C1erk commitment will be needed for review and testing of
the application. This need will probably begin within the next month and continue through the
life of the project. In the area of system and user documentation, IS is considering adding a
contract empioyee technical writer. As we get closer to pazallel testing, we will determine the
appropriateness of hiring a professional trainer on a contract basis.
c
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•
City of Saint Paul
Notm Colemm', Moyor
March 23, 1999
Council President Bostrom, and
City Councilmembers
310 and 320 City Hall
15 West Kellogg Boulevard
Saint Paul, MN 55102
Dear Council President and Councilmembers:
Department of Technology and � .��`
Management Services
Peur Hames, Direcrar
290 �ry Rdl 7elephone: 65Z-266-8797
IS W. KeUogg Bouleva+tt Focsimik: 65I-266-8979
Scwt Pau[, Minnesot¢ SS102
The purpose of this letter is to provide further information on the budget amendment for the
payroll conversion project (Council Agenda Item No. 22). I thought a brief chronology of
events would he]p explain the need for this amendment.
• � In December 1997, the City Council adopted a budget of $4.4 million for the Payroll-
Human Resources-Bene$ts (PHRB) pro}ect.
� In 7anuary 1998, the PHRB project was terminated. In order to make the e�sting
payroll system Y2K-compliant, $1.6 million would be allocated to that project.
� In May 1998, an administrative order reduced the PHRB project budget from $4.4
million to $1.6 million for the payroll conversion project.
� In June 1998, the City Council approved the $1.6 million budget for the payroll
conversion project. At the time, it was explained that the $1.6 million was the two-
year cost of the project, and that the 1999 budget would need to be amended to carry
over any unspent 1998 fixnds as a financing source for 1999.
� The 1998 spending and encumbrances was $314,000, leaving $1.286 million.
� Part ofthose funds, $716,000, was approved as the 1999 budget, leaving $570,000
to be re-budgeted and spent in 1999. This action does not increase the two-year
project budget.
�
To summarize:
1997 $4.400 M
1998 -2.800
1998 1.600
1998 - 0314
1998 1286
1999 -0.716
1999 $0.570
adopted PHRB project budget
savings for PHRB project ternunation
approved 98-99 project budget
total project spending
fund balance at 12/31/98
99 adopted budget
rebudget for 99 project completion
Council President and Counciimembers
� March 23, 1999
Page 2
qq -an 1
If you have any questions about this budget amendment, please contact me (266-8796).
Cordially,
� j � �� �,
Peter Hames
cc: Lori Lee
Cindy Mullan
Joe Reid
C�
• G:\SHAREDWdminIPAYROLL�budgetamend032399.wpd
Council File # 9�� 1 7/
0�{G��A�
Presented By
Referred To
Committee: Date
ol �
VJI�REAS, the 1998 Adopted Budget contained an appropriation of $4.4 million to convert and transfer the
cunent payroll system for non-Y2K compiiant hazdware and softwaze; and
WHEREAS, through Administrative Order D001540, dated May 6, 1998, the project financing was reduced
from $4.4 million to $1.6 million; and
WHEREAS, the reduced 1998 budget amount was for the project yeazs 1998 and 1999; and
VJHEREAS, in order to complete the 1999 project financing the unexpended 1998 funds must be
appropriated to the 1999 project budget; and
WI3EREAS, the Mayor, pursuant to Section 10.07.1 of the City Charter, does certify that there are available
for appropriation zevenues in excess of those estimated in the 1999 Budget; and
WHEREAS, the Mayor recommends the following changes to the 1999 budget;
Department of Technology and Management Services
[�/'\`Cyl�►[�i'�J1 �`I
GL-001-00000-9830 Use of Fund Balance
All Other Fund Financing
Total Financing
SPENDING PLAN
Payroll Conversion Project
GL-001-01125-0111 Full time Permanent
GL-001-01125-0219 Fees - Other Professional Svcs
GL-001-01125-0256 Registration Fees - Loca1
GL-001-01125-0280 Computer Hazdwaze Maint
GL-001-01125-0282 Rental - Buiiding
GL-001-01125-0368 Office Supplies
GL-001-01125-0439 Fringe Benefits
GL-001-01125-0518 Mayors Contingency
GL-001-01125-0856 Data Processing Softwaze
GL-001-01125-0857 Data Processing Hardwaze
All Other Fund Spending
Total Spending
RESOLUTION •
CITY OF SAINT PAUL, M{NNESOTA
Current
Bud�et
3,378,696
156.599,813
159,978.509
159,923
292,500
29,140
15,660
29,456
0
46,114
110,000
0
0
159.295,716
159.978.509
Green Sheet # �03� �99
Amended
Changes Budeet
571,514 3,950,210
156,599,813
571,514 160,550,023
79,716
186,365
26,476
12,580
13,638
1,651
24,741
110,000
15,977
100,370
571.514
239,639
478,865
55,61 b
28,240
43,Q94
1,651
70,855
220,000
15,977
100,370
159.295,716
160.550,023
9y z �i
NOW, THEREFORE, BE IT RESOLVED, that the City Council approves these changes to the 1999 budget.
�R1G1NA�
Adoption Certified by Council Secretary
By: �� `-� . �
approved by Mayor : Date �(�( � c ��� /
By: � �� 6�-�'l'/ l. �Ci/
Requested by Department of:
Technolo & ana em nt Services
By: �,�
Approved by Financial Services
� gy: M
Form proved by City ttorne
BY: —'�� � � g 1
Approved by Mayor for Submission to
Counc c�l��
By: {��
Adopted by Council: Date 1� � �&- 194�
DepartrnenUOfficelcouncil: Date Initiated Green Sheet No. 63229A ���',�. ��
Technology & Management Svcs. March 18, 1999
Contact Person 8 Phone: � Initia�date Initiaudate
Peter Hames, 266-8796 I n�,m,,,-�� D�. 3 s cay ca�
Assign ? City Attomey _ city Cterk
Must Be on Councii Agenda by (Date) Number 3 Financial Sav Di . Fioancial Secvfaca
For 4 Mayor(OrAssc) _CivilServiceCommistion
March 24, 1999 o a r 9
Total # of Sig�ature Pages 1(Clip All Locations for Signature)
Action Requested:
Amend the 1999 Information Services Division Budget to provide full financing for the Two-Year Payroll
Conversion Project.
Recomme�ations: Approve (A) or Reject (R) Personal Service Contrads Must Answer the Fotbwing Questions:
1. Has this persoNfirm ever vrorked under a contract for this depaRment?
Planning Commission Yes No
CIB Committee 2. Has this persoNfirm ever been a city employee?
Civit Service Commission Yes No
3. Dces this person/firm possess a skill not nortnally possessed by any current city
employee? Yes No
Expiain all yes answers on separate sheet and attach to green sheet
Initiating Prablem, tssue, Opportunity (Who, What, When, Where, Why�:
The 1998 budget contained two-year (1998 and 1999) financing for the two-year project. The 1998 unexpended
funds should now be transferred to the second year of the project so that it may be completed. No additional
funding is requested.
AdvantageslfApproved:
The project will be completed on time, and a Y2K-compliant payroll wiil be moved from non-Y2K compliant
hardware and software.
Disadvantages ff Approved:
None.
Disadvantages If Not Approved:
The City's payroll system will not function in the Year 2000.
Total Amount of Transaction: E571,514 CosURevenue Budgeted: Yes
Funding Source: Generdl Fund Activity Num6ec 01125
Financia� Information: Reappropriates remaining 1998 balance of original $1,602,617 to fiscai year 1999
\1Tm5Wo111S HAR ED W dmin\PAYROIUgmsheet399.wpd
6�@SBarch C:��f¢f
' _' "`
City of Saint Paul
Norni Coleman, Mayor
March 18, 1999
Council President Bostrom, and
Ciry Councilmembers
310 and 320 City Hall
15 West Kellogg Boulevazd
Saint Paul, MN 55102
Department of Technology and 9r_ Z �/
Management Services
Peter Hames, Direcmr
290 Gry HaU 7e4phone: 651-266-8797
IS W. Kellogg Bnulevard Facsimik: 65I-2663979
Saint Paul, Mi�esom SSI62
Subject: Payroll Conversion Project Update and Budget Amendment
Deaz Council President and Councilmembers:
Attached is the quarterly Payroll Conversion Project Update report. A narrative report
accompanies the Gantt chart.
Because ofthe departure of a key project staffperson, progress is lagging somewhat from
the original projection. We are replacing that person's efforts through the use of contract
staff. We still expect that the project will be compieted within the originat project deadline
(November, 1999).
To date, pro,}ect expenditures remain within the budgeted amount. We wiil continue to
make every effort to stay within that amount, although because of the substitution of
contract support for staff support, we may need to make use of the project's contingency
fund.
Also attached is a copy of a resolution that amends the 1999 payroll project budget. The
resolution transfers the unspent 1998 funds to 1999 to complete the two-year pro}ect.
If you have any questions about the project, please contact me at 266-8796.
Cordially,
`����iwG� �1�7/(�---
Peter Hames
Director
cc: Nancy Anderson
Cindy Mullan
Lisa Nasseff
7oe Reid
UTmsWoH �SHAREDV+dmin�PAYROLL�990310update.wpd
. � � 2 ��
Summary of Payroll Conversion Gosts To Date
February 25, 1999
Operationaf
Hardware/Software Purchases & Maintenance
Server Lease Payments
Technical City Staff Gosts
Technical Non-City Staff Costs
Training and Manuals
Miscellaneous Supplies
TOTAL
$ 22,715.39
$ 61,272.91
$ 21,274.11
$130,�33.63
$154,930.00
$ 5,506.15
$ 475.06
$396,207.25
Payroll Conversion Update
Major Acrivities From November 11,1998 through February 25 ,1999
Personnel Assignment and Programming Progress
As the attached Gant chart indicates, IS has made substantial progress on the Payroll conversion
project although much remains to be done. While we are n,nning slightiy behind in some major
azeas of work due to the loss of Shazon Cazdinal, we have supplemented with additional contract
staff and aze in the process af transitioning Steve Fahey to the project. Our current estimates call
for full application testing to begin in Iuly.
KMB, is providing three COBOL programmers. While they aze not totally dedicated to the City,
their actual expended time is estimated to be equivalent to 2,5 FTEs. As the COBOL work
diminishes, we anticipate that our use of these programtners will decline. Due to their technical
skill set, they cannot be used in other phases of the project. The COBOL prograuis have been
run through special software to detect Y2K problem azeas. To date, no significant problems have
been identified.
The Oracle portion of the project is being handled by two City IS staff inembers and a contract
progranimer from Masim who has been working with the City full time since August 1998. The
majority of the Oracle table and screen designs have been completed. The next important phase
is to test the interface between the Oracle screens and the COBOL processing programs. This
includes the Job Control Language (JCL) portion of the project.
IS is examining the feasibility of adding contract progra�suners to augment the JCL and
integration process. It is still unclear if their participation would make a significant difference.
Much of this nea�t phase requires a basic understanding of how the current programs operate and
the pazameters which must be passed. In other words, this is where Sharon's experience is
missed the most. It may be possible to use Steve Fahey in this role or structure the tasks in a way
that would increase the role of Teddi Hayes and utilize her knowledge of the process. As we
move forward, IS will continue to assess the situation and deternune what option(s) are most
reasonable.
HardwareiSoftware
The Payroll Conversion Project Budget continued to fund the monttily lease payment on the
server hazdware.
Upcoming Activities
Looking ahead, a significant Payroll C1erk commitment will be needed for review and testing of
the application. This need will probably begin within the next month and continue through the
life of the project. In the area of system and user documentation, IS is considering adding a
contract empioyee technical writer. As we get closer to pazallel testing, we will determine the
appropriateness of hiring a professional trainer on a contract basis.
c
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City of Saint Paul
Notm Colemm', Moyor
March 23, 1999
Council President Bostrom, and
City Councilmembers
310 and 320 City Hall
15 West Kellogg Boulevard
Saint Paul, MN 55102
Dear Council President and Councilmembers:
Department of Technology and � .��`
Management Services
Peur Hames, Direcrar
290 �ry Rdl 7elephone: 65Z-266-8797
IS W. KeUogg Bouleva+tt Focsimik: 65I-266-8979
Scwt Pau[, Minnesot¢ SS102
The purpose of this letter is to provide further information on the budget amendment for the
payroll conversion project (Council Agenda Item No. 22). I thought a brief chronology of
events would he]p explain the need for this amendment.
• � In December 1997, the City Council adopted a budget of $4.4 million for the Payroll-
Human Resources-Bene$ts (PHRB) pro}ect.
� In 7anuary 1998, the PHRB project was terminated. In order to make the e�sting
payroll system Y2K-compliant, $1.6 million would be allocated to that project.
� In May 1998, an administrative order reduced the PHRB project budget from $4.4
million to $1.6 million for the payroll conversion project.
� In June 1998, the City Council approved the $1.6 million budget for the payroll
conversion project. At the time, it was explained that the $1.6 million was the two-
year cost of the project, and that the 1999 budget would need to be amended to carry
over any unspent 1998 fixnds as a financing source for 1999.
� The 1998 spending and encumbrances was $314,000, leaving $1.286 million.
� Part ofthose funds, $716,000, was approved as the 1999 budget, leaving $570,000
to be re-budgeted and spent in 1999. This action does not increase the two-year
project budget.
�
To summarize:
1997 $4.400 M
1998 -2.800
1998 1.600
1998 - 0314
1998 1286
1999 -0.716
1999 $0.570
adopted PHRB project budget
savings for PHRB project ternunation
approved 98-99 project budget
total project spending
fund balance at 12/31/98
99 adopted budget
rebudget for 99 project completion
Council President and Counciimembers
� March 23, 1999
Page 2
qq -an 1
If you have any questions about this budget amendment, please contact me (266-8796).
Cordially,
� j � �� �,
Peter Hames
cc: Lori Lee
Cindy Mullan
Joe Reid
C�
• G:\SHAREDWdminIPAYROLL�budgetamend032399.wpd
Council File # 9�� 1 7/
0�{G��A�
Presented By
Referred To
Committee: Date
ol �
VJI�REAS, the 1998 Adopted Budget contained an appropriation of $4.4 million to convert and transfer the
cunent payroll system for non-Y2K compiiant hazdware and softwaze; and
WHEREAS, through Administrative Order D001540, dated May 6, 1998, the project financing was reduced
from $4.4 million to $1.6 million; and
WHEREAS, the reduced 1998 budget amount was for the project yeazs 1998 and 1999; and
VJHEREAS, in order to complete the 1999 project financing the unexpended 1998 funds must be
appropriated to the 1999 project budget; and
WI3EREAS, the Mayor, pursuant to Section 10.07.1 of the City Charter, does certify that there are available
for appropriation zevenues in excess of those estimated in the 1999 Budget; and
WHEREAS, the Mayor recommends the following changes to the 1999 budget;
Department of Technology and Management Services
[�/'\`Cyl�►[�i'�J1 �`I
GL-001-00000-9830 Use of Fund Balance
All Other Fund Financing
Total Financing
SPENDING PLAN
Payroll Conversion Project
GL-001-01125-0111 Full time Permanent
GL-001-01125-0219 Fees - Other Professional Svcs
GL-001-01125-0256 Registration Fees - Loca1
GL-001-01125-0280 Computer Hazdwaze Maint
GL-001-01125-0282 Rental - Buiiding
GL-001-01125-0368 Office Supplies
GL-001-01125-0439 Fringe Benefits
GL-001-01125-0518 Mayors Contingency
GL-001-01125-0856 Data Processing Softwaze
GL-001-01125-0857 Data Processing Hardwaze
All Other Fund Spending
Total Spending
RESOLUTION •
CITY OF SAINT PAUL, M{NNESOTA
Current
Bud�et
3,378,696
156.599,813
159,978.509
159,923
292,500
29,140
15,660
29,456
0
46,114
110,000
0
0
159.295,716
159.978.509
Green Sheet # �03� �99
Amended
Changes Budeet
571,514 3,950,210
156,599,813
571,514 160,550,023
79,716
186,365
26,476
12,580
13,638
1,651
24,741
110,000
15,977
100,370
571.514
239,639
478,865
55,61 b
28,240
43,Q94
1,651
70,855
220,000
15,977
100,370
159.295,716
160.550,023
9y z �i
NOW, THEREFORE, BE IT RESOLVED, that the City Council approves these changes to the 1999 budget.
�R1G1NA�
Adoption Certified by Council Secretary
By: �� `-� . �
approved by Mayor : Date �(�( � c ��� /
By: � �� 6�-�'l'/ l. �Ci/
Requested by Department of:
Technolo & ana em nt Services
By: �,�
Approved by Financial Services
� gy: M
Form proved by City ttorne
BY: —'�� � � g 1
Approved by Mayor for Submission to
Counc c�l��
By: {��
Adopted by Council: Date 1� � �&- 194�
DepartrnenUOfficelcouncil: Date Initiated Green Sheet No. 63229A ���',�. ��
Technology & Management Svcs. March 18, 1999
Contact Person 8 Phone: � Initia�date Initiaudate
Peter Hames, 266-8796 I n�,m,,,-�� D�. 3 s cay ca�
Assign ? City Attomey _ city Cterk
Must Be on Councii Agenda by (Date) Number 3 Financial Sav Di . Fioancial Secvfaca
For 4 Mayor(OrAssc) _CivilServiceCommistion
March 24, 1999 o a r 9
Total # of Sig�ature Pages 1(Clip All Locations for Signature)
Action Requested:
Amend the 1999 Information Services Division Budget to provide full financing for the Two-Year Payroll
Conversion Project.
Recomme�ations: Approve (A) or Reject (R) Personal Service Contrads Must Answer the Fotbwing Questions:
1. Has this persoNfirm ever vrorked under a contract for this depaRment?
Planning Commission Yes No
CIB Committee 2. Has this persoNfirm ever been a city employee?
Civit Service Commission Yes No
3. Dces this person/firm possess a skill not nortnally possessed by any current city
employee? Yes No
Expiain all yes answers on separate sheet and attach to green sheet
Initiating Prablem, tssue, Opportunity (Who, What, When, Where, Why�:
The 1998 budget contained two-year (1998 and 1999) financing for the two-year project. The 1998 unexpended
funds should now be transferred to the second year of the project so that it may be completed. No additional
funding is requested.
AdvantageslfApproved:
The project will be completed on time, and a Y2K-compliant payroll wiil be moved from non-Y2K compliant
hardware and software.
Disadvantages ff Approved:
None.
Disadvantages If Not Approved:
The City's payroll system will not function in the Year 2000.
Total Amount of Transaction: E571,514 CosURevenue Budgeted: Yes
Funding Source: Generdl Fund Activity Num6ec 01125
Financia� Information: Reappropriates remaining 1998 balance of original $1,602,617 to fiscai year 1999
\1Tm5Wo111S HAR ED W dmin\PAYROIUgmsheet399.wpd
6�@SBarch C:��f¢f
' _' "`
City of Saint Paul
Norni Coleman, Mayor
March 18, 1999
Council President Bostrom, and
Ciry Councilmembers
310 and 320 City Hall
15 West Kellogg Boulevazd
Saint Paul, MN 55102
Department of Technology and 9r_ Z �/
Management Services
Peter Hames, Direcmr
290 Gry HaU 7e4phone: 651-266-8797
IS W. Kellogg Bnulevard Facsimik: 65I-2663979
Saint Paul, Mi�esom SSI62
Subject: Payroll Conversion Project Update and Budget Amendment
Deaz Council President and Councilmembers:
Attached is the quarterly Payroll Conversion Project Update report. A narrative report
accompanies the Gantt chart.
Because ofthe departure of a key project staffperson, progress is lagging somewhat from
the original projection. We are replacing that person's efforts through the use of contract
staff. We still expect that the project will be compieted within the originat project deadline
(November, 1999).
To date, pro,}ect expenditures remain within the budgeted amount. We wiil continue to
make every effort to stay within that amount, although because of the substitution of
contract support for staff support, we may need to make use of the project's contingency
fund.
Also attached is a copy of a resolution that amends the 1999 payroll project budget. The
resolution transfers the unspent 1998 funds to 1999 to complete the two-year pro}ect.
If you have any questions about the project, please contact me at 266-8796.
Cordially,
`����iwG� �1�7/(�---
Peter Hames
Director
cc: Nancy Anderson
Cindy Mullan
Lisa Nasseff
7oe Reid
UTmsWoH �SHAREDV+dmin�PAYROLL�990310update.wpd
. � � 2 ��
Summary of Payroll Conversion Gosts To Date
February 25, 1999
Operationaf
Hardware/Software Purchases & Maintenance
Server Lease Payments
Technical City Staff Gosts
Technical Non-City Staff Costs
Training and Manuals
Miscellaneous Supplies
TOTAL
$ 22,715.39
$ 61,272.91
$ 21,274.11
$130,�33.63
$154,930.00
$ 5,506.15
$ 475.06
$396,207.25
Payroll Conversion Update
Major Acrivities From November 11,1998 through February 25 ,1999
Personnel Assignment and Programming Progress
As the attached Gant chart indicates, IS has made substantial progress on the Payroll conversion
project although much remains to be done. While we are n,nning slightiy behind in some major
azeas of work due to the loss of Shazon Cazdinal, we have supplemented with additional contract
staff and aze in the process af transitioning Steve Fahey to the project. Our current estimates call
for full application testing to begin in Iuly.
KMB, is providing three COBOL programmers. While they aze not totally dedicated to the City,
their actual expended time is estimated to be equivalent to 2,5 FTEs. As the COBOL work
diminishes, we anticipate that our use of these programtners will decline. Due to their technical
skill set, they cannot be used in other phases of the project. The COBOL prograuis have been
run through special software to detect Y2K problem azeas. To date, no significant problems have
been identified.
The Oracle portion of the project is being handled by two City IS staff inembers and a contract
progranimer from Masim who has been working with the City full time since August 1998. The
majority of the Oracle table and screen designs have been completed. The next important phase
is to test the interface between the Oracle screens and the COBOL processing programs. This
includes the Job Control Language (JCL) portion of the project.
IS is examining the feasibility of adding contract progra�suners to augment the JCL and
integration process. It is still unclear if their participation would make a significant difference.
Much of this nea�t phase requires a basic understanding of how the current programs operate and
the pazameters which must be passed. In other words, this is where Sharon's experience is
missed the most. It may be possible to use Steve Fahey in this role or structure the tasks in a way
that would increase the role of Teddi Hayes and utilize her knowledge of the process. As we
move forward, IS will continue to assess the situation and deternune what option(s) are most
reasonable.
HardwareiSoftware
The Payroll Conversion Project Budget continued to fund the monttily lease payment on the
server hazdware.
Upcoming Activities
Looking ahead, a significant Payroll C1erk commitment will be needed for review and testing of
the application. This need will probably begin within the next month and continue through the
life of the project. In the area of system and user documentation, IS is considering adding a
contract empioyee technical writer. As we get closer to pazallel testing, we will determine the
appropriateness of hiring a professional trainer on a contract basis.
c
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•
City of Saint Paul
Notm Colemm', Moyor
March 23, 1999
Council President Bostrom, and
City Councilmembers
310 and 320 City Hall
15 West Kellogg Boulevard
Saint Paul, MN 55102
Dear Council President and Councilmembers:
Department of Technology and � .��`
Management Services
Peur Hames, Direcrar
290 �ry Rdl 7elephone: 65Z-266-8797
IS W. KeUogg Bouleva+tt Focsimik: 65I-266-8979
Scwt Pau[, Minnesot¢ SS102
The purpose of this letter is to provide further information on the budget amendment for the
payroll conversion project (Council Agenda Item No. 22). I thought a brief chronology of
events would he]p explain the need for this amendment.
• � In December 1997, the City Council adopted a budget of $4.4 million for the Payroll-
Human Resources-Bene$ts (PHRB) pro}ect.
� In 7anuary 1998, the PHRB project was terminated. In order to make the e�sting
payroll system Y2K-compliant, $1.6 million would be allocated to that project.
� In May 1998, an administrative order reduced the PHRB project budget from $4.4
million to $1.6 million for the payroll conversion project.
� In June 1998, the City Council approved the $1.6 million budget for the payroll
conversion project. At the time, it was explained that the $1.6 million was the two-
year cost of the project, and that the 1999 budget would need to be amended to carry
over any unspent 1998 fixnds as a financing source for 1999.
� The 1998 spending and encumbrances was $314,000, leaving $1.286 million.
� Part ofthose funds, $716,000, was approved as the 1999 budget, leaving $570,000
to be re-budgeted and spent in 1999. This action does not increase the two-year
project budget.
�
To summarize:
1997 $4.400 M
1998 -2.800
1998 1.600
1998 - 0314
1998 1286
1999 -0.716
1999 $0.570
adopted PHRB project budget
savings for PHRB project ternunation
approved 98-99 project budget
total project spending
fund balance at 12/31/98
99 adopted budget
rebudget for 99 project completion
Council President and Counciimembers
� March 23, 1999
Page 2
qq -an 1
If you have any questions about this budget amendment, please contact me (266-8796).
Cordially,
� j � �� �,
Peter Hames
cc: Lori Lee
Cindy Mullan
Joe Reid
C�
• G:\SHAREDWdminIPAYROLL�budgetamend032399.wpd