City of Columbus - File #: 1454-2020

• File #: 1454-2020
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 6/16/2020
• In control: Finance Committee
• On agenda: 6/29/2020
• Final action: 7/2/2020
• Title: To authorize the City Auditor to modify contracts with Ceridian HCM Dayforce, Navigator, SaaSME, and/or enter into such additional contracts with consultants or vendors as may be necessary, for a project extension of an additional quarter due to delays in project and changes in training plans related to the COVID 19 public health emergency; to waive the competitive bidding provisions of City Code; to provide funding for extension and expansion of the Scope of Work for the implementation of Dayforce Payroll and Personnel system; ; to amend the 2019 Capital Improvement Budget; to authorize the City Auditor to appropriate and transfer funds from the Special Income Tax Fund to the Auditor G.O. Bond Fund; to authorize the expenditure of up to $468,500.00 from the Auditor G.O. Bond Fund; and to declare an emergency ($468,500.00).

Date	Ver.	Action By	Action	Result
7/2/2020	1	CITY CLERK	Attest
7/1/2020	1	MAYOR	Signed
6/29/2020	1	COUNCIL PRESIDENT	Signed
6/29/2020	1	Columbus City Council	Approved	Pass

Explanation

BACKGROUND:
Ordinance NO. 0848-2019 authorized the City Auditor to enter into contract with Ceridian HCM, Inc., Navigator Management Partners LLC, and other contractors for the implementation of the Dayforce system to modernize the City’s Payroll and Personnel. This ordinance NO. 1454-2020 authorizes expenditures of $468,500.00 for unbudgeted and unforeseen expenses related to the modification and extension of contracts with Ceridian HCM, Inc, Navigator Management Partners, and SaasME Consulting Services for the implementation and support of Dayforce payroll and personnel system due delays and scope of work changes caused by the COVID 19 public health emergency.

At the time the contract was awarded, the City and Ceridian expected approximately an 11-month period for implementation with another month of post go live support. The project plan was based upon a sequence of events occurring within a specific time table, with each task having a specific duration and being completed within the time frames necessary to move forward successfully to the next step in the path. There was not a significant portion of surplus time built into the schedule in order to meet a deadline of end of second quarter of 2020. It is a recommended best practice to go live at the end of a quarter or end of a fiscal period when dealing with payroll and benefits administration systems due to tax and regulatory reporting requirements. Additionally, the original project plan called for a Train the Trainer approach where a core group of City employees would receive training from Ceridian and then would train other employees through traditional methods of in-person meetings, computer based training in classrooms, and some customized eLearning in the Dayforce My Path online help and training guides.

The City was in the process of implementing Dayforce when the Mayor declared a State of Emergency for the City of Columbus and the Governor issued the Ohio Stay at Home order in resp...