D001540C I T Y O F S A I N T P A U L
OFFTCE OF THE MAYOR
�eECapt¢ato:
-�e
-iSnanee Deyt's Accwntln9 Dirision
-R�4�mtm90ept
ADNIINISTRATIVE ORDER:
BUDGET REVISION
No: Jcx� �5 yo
6ate: .�
ADMINISTRATIVE ORDER, Co�sistertwith tlie authurity grantetl in Section 1U.07.3 of the City Charter and based on the reques( oFthe Director of
7echnulogy and Management Services to amend the 7998 6udgetof the I�formation Services I�emal Se�vices Fuad, the Mayor is repoKi�g a reduction in
estimatetl revenue antl appmpriations for City Counci! review, ffiereby aufhorizing the Director ofthe Otfice nf Financiat Services to amentl said budget in
the following ma�ner.
UEPARTMENi S �MSION:
FI1ND AND ACTIVITY:
DeparGnent of Technoiogy and Management Serviccu
General Funtl
HRMS Project / Payroll Conversion
Financing:
001-01125�930 Tund balances
Total HRMS Financing
Total Retluctlon in Budget
7ota1 payrollCOnverSion Financing
Spending:
001-01725-0177
• 001-01125-0279
001-01725-0222
001-07125-0156
001-01925-0280
0014N25-0282
001A7125-0284
001-09725-0368
001A1725-0439
007A7725-0578
001-0N25-0535
007-01125-0567
full time salaries
other professional services
4elephone - monthly service
registfation fees & training
computer hardware software mtc
reMal office space
reMal data processing equipment
office supplies, paper
employee fringe benefrts
contingency
recoverable ativance ro special funtls
transfer to intemal service funds
001-0N25-0856 computersoflware
007-01125A857 computerhardware
ADOP7E0
BIIDGET
4,447,678
4,447,678
APPROYED
CHANGES
(2,845,001)
(2,845,001)
0
0
0
3,442,618
7,005,000
334,806
585,000
5,698
58,279
31,320
58,912
34,000
70,000
95,602
220,000
(3,442,618)
(1,005,000)
60,000
109,000
AIdENOED
BUDGET
1,602,617
0
1,602,617
334,806
565,000
5,698
58,279
31,320
58,972
34,000
70,000
95,602
220,000
0
60,000
109,000
Toial HRMS Spending 4,447,618
Total ReduMion in Budget � (2,845,001)
ToUI Payroll Conversion Spending 1,602,617
7he action to reduce the financing for the HRMS Project, as froted above, also ensures Nat the unused Fnancing (52.845,001) will remain in the Generel
FutW futW batance, will not be applied to the Payrofl Convefsion Project, a�W wilf not b¢ Vansfercetl elsewhere.
� � jr�
. Preps by: Date
V � �V
Requestetl by: Deparhne�rt Direetor at¢
,� �.�, 5- �- �8
Ap v d by: ayor Uace
FlnmtlalbWl¢OIOa (Ht119ERSB1IWET�EPfS1M4�t}9Na NRNS) L594
Departrnentlotfice/council_
Teckmology and Management
Services.
t Person & Pho�re:
�� zs6-s�96
Must Be on Council Agenda by (Date}
Tofaf # of
Date InHiated Green Sheet No. 6000�
May 6, 1998
�' ��
� Initialldate Initiai/date
I DepazfmqaDir. /T +S` ip _CityCuuncit
�y CityAtfaney _CityClexk
Number Fviaacial Serv Dir. Financial Servf
Fw MaS� (or Asst) _ civil se�vice Commitsion
Ralfin9 —
Order
Locaiions for
AMion Requesled:
Reduce the spending authority, $4.447 million, for the Payroll-Human Resources-Benefits project by $2.845 million
and use the remainder, $1.602 million, to fund the payroll conversion project. Also, leave the remaining $2.845
million in the Creneral Fund fund balance.
Recommendations: Approve (A) m Reject (R)
Planni� Commission
CIB Canmittee
Civil Service Commission
Personai Service Contracts Must Answer the Following Questions;
1. Has this persoM£um ever wnrked ucider a contract for this department?
Yes No
2. Has this personlfirm ever been a city employee?
Yes No
3. Does this persoNfirm possess a skill not normally possessed by any current city
employee? Yes Nn
Explain at{ yes answers on separate sheet and attacb fo green sheet
� �atmg Problerty Issue, OppoAunity (lhiho, What, When, Where, Why):
e Administration decided to terminate the Payroll-Human Resources-Benefits project at the end of Phase I. This
decision was based upon the projected costs of modifying the new software program; future, but unlrnown costs for
modifying future versions of the software; and the inabiliry to achieve optimum functionality within the project
budget.
Advantages If Approved:
The cunent payroll system will be moved off of an aged and subject-to-failure computer, with an obsolete operating
system onto a modern computer. The conversion will also solve the year 2000 problem.
DisadvanWges If Approved:
None
Diudvantages If Not Approved:
The current payroll system and computer operating system will irreparably crash at the end of 1999. In the
meantime, the cunent computer may break down and may not be repairable within time to run the payroll system.
Thus, payroll checks may be delayed.
Total Amount of Transaction; $4,447,618
F�nain� soorce: 001-01125-9830 (General Fund fund baiance)
GosNRevenue Butlgeted: $4,447,618
Activlty Number: 001-01125
' Fioancial fnfortnation: (Ezplain►
e$1.602 million is a two-year budget. Council approval will be needed for the second year of the project in the
99 budget.
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