The council’s discussion was primarily driven by dissatisfaction with the existing payroll service, which reportedly failed to meet expectations concerning timely approvals and electronic time tracking. The current reliance on manual scheduling using Excel spreadsheets and a third-party scheduling service, Homebase, was deemed inefficient. A council member articulated the need for a system that would allow department heads to manage time effectively, emphasizing the importance of a user-friendly platform that could streamline operations and ensure compliance.

The system’s flexibility was underscored, with capabilities to accommodate diverse payroll structures, including varied salaries and pay rates. This adaptability was deemed critical for managing complex scheduling requirements, such as those pertinent to the Department of Public Works.

One of the notable features of Prime Point’s proposal was the electronic management of payroll data, allowing employees to clock in using multiple methods, including computers and mobile devices. This feature was linked to a time-off request tool integrated with departmental rules, promising a significant reduction in manual processing efforts. The potential to diminish paper usage by sending electronic direct deposit notices was also discussed, as it could lead to reduced costs associated with mailing checks.

Concerns were raised about the risks of fraud, particularly with email requests for direct deposit changes. Prime Point’s representative cautioned that “once that money’s gone, it’s gone,” highlighting the importance of secure processes. The implementation timeline for the new system was projected at six to eight weeks, with a transition plan involving data extraction from the current system, including “demographic data” and “year-to-date check history.”

Questions about onboarding new employees were addressed, with the system offering a basic package to facilitate online entry of new hire information, thus minimizing errors. Additional features included tracking licenses and certifications, essential for maintaining compliance and accurate record-keeping.

Training for the new system was proposed to occur via Zoom, allowing for better access to resources and support. Prime Point’s representative assured that their team would provide assistance during initial processing phases. A demonstration of the system was suggested to take place in the coming weeks, with council members expressing interest in experiencing the system firsthand.

The council discussed the potential go-live date, with aspirations to initiate operations by July 1. Timing considerations were mentioned, particularly the challenges of transitioning during holiday periods, which could complicate the process.

The system’s capabilities, including electronic time tracking, secure data management, and enhanced employee onboarding, were seen as promising avenues for improving administrative efficiency. The council showed interest in exploring these options further, with plans to arrange a demonstration and assess the system’s fit for their needs.