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HomeMy WebLinkAbout146-10 RESOLUTIONRESOLUTION NO. 146-10 A RESOLUTION APPROVING RFP #10-06 AND AUTHORIZING A CONTRACT WITH NOVATIME TECHNOLOGY, INC. IN THE AMOUNT OF $119,483.19 PLUS APPLICABLE SALES TAX AND SHIPPING NOT TO EXCEED $11,552.20 AND A PROJECT CONTINGENCY OF 15% FOR THE PURCHASE OF AN ELECTRONIC EMPLOYEE TIME KEEPING SYSTEM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves RFP #10-06 and authorizes a contract, a copy of which is attached as Exhibit "A," with NOVAtime Technology, Inc. in the amount of $119,483.19 plus applicable sales tax and shipping not to exceed $11,552.20 and a project contingency of fifteen percent (15%) for the purchase of an electronic employee time keeping system. PASSED and APPROVED this 3rd day of August, 2010. APPROVED: By;. NELD .TJ09'DAN, Mayor ATTEST: By: otik-ceii.s-) SONDRA E. SMITH, City Clerk/Treasurer ```�am►►rrraroao �G��RWTR�gs�op Y O,c° • : FAYETTEVILLE: • -;;;;V(571./.5:0 Sp,oJ�p` a0t`l�+C,0 City of Fayetteville RFP 10-06, Employee Time & Attendance System Contract This contract executed this trA day of , 2010, between the City of Fayetteville, Arkansas, and NOVAtime Technology, Inc. In consideration of the mutual covenants contained herein, the parties agree as follows. WITNESSETH: WHEREAS, City has previously determined that it has a need for AN EMPLOYEE TIME & ATTENDANCE SYSTEM; and WHEREAS, City, after soliciting competitive proposals for such services pursuant to City of Fayetteville RFP 10-06, Employee Time & Attendance System (herein after referred to as Request for Proposal or RFP), City has awarded this contract to NOVAtime Technology, Inc.; and WHEREAS, NOVAtime Technology, Inc. has represented that it is able to satisfactorily provide these services according to the terms and conditions of the RFP, which are incorporated herein by reference, and the terms and conditions are contained herein; and NOW THEREFORE, in consideration of the above and mutual covenants contained herein, the parties agree as follows: 1. Services to be Performed: NOVAtime Technology, Inc. hereby agrees to provide the City with AN EMPLOYEE TIME & ATTENDANCE SYSTEM, as requested and more specifically outlined in the RFP, this agreement, and all subsequent official documents that form the Contract Documents for this Agreement. 2. Time of Service: Services shall be performed in a timely manner, as specified in the RFP. 3. Term of Agreement: Services performed pursuant to this Contract shall commence upon execution of this agreement and continue each year for payment of annual maintenance unless canceled or terminated within thirty (30) days written notice by either party. This option shall be exercised only if all discounts, prices, terms and conditions remain the same, and approval is granted by the Fayetteville City Council. 4. Amendment of Contract: This Contract may be amended only by mutual agreement of the parties. 5. Assignment and Subcontracting: NOVAtime Technology, Inc. shall perform this contract. No assignment or subcontracting shall be allowed without the prior written consent of the City. In the event of a corporate acquisition and/or merger, NOVAtime Technology, Inc. shall provide written notice to the City within thirty (30) business days of such notice of action or upon the occurrence of said action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition and/or merger represent a conflict of interest or are local, state, or federal laws. Action by the City awarding a proposal to a Proposer, which has City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page 1 of 4 disclosed its intent to assign or subcontract in its response to the RFP, without exception shall constitute approval for purposes of this Agreement. 6. Cancellation: The City of Fayetteville reserves the right to cancel this Contract, without cause, by giving thirty (30) days notice to NOVAtime Technology, Inc. of the intent to cancel, or with cause if at any time NOVAtime Technology, Inc. fails to fulfill or abide by any of the terms or conditions specified. If the City determines that the System is not functioning as proposed, then NOVAtime Technology, Inc. will be given thirty (30) days to cure any areas that have not met the expectation of the City; but, if NOVAtime Technology, Inc. is not able to cure, then CIty may terminate this Agreement by written notice to NOVAtime Technology, Inc. effective on the 30th day, return all Products (Software and Hardware) and NOVAtime Technology, Inc. shall refund any Purchase Price Customer paid for the Products. Failure of the NOVAtime Technology, Inc. to comply with any of the provisions of this contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of Fayetteville. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel and obtain from another source any services which have not been provided within the period of time stated in the proposal, or if no such time is stated, within a reasonable period of time from the date of order or request, as determined by the City. In the event that sufficient budgeted funds are not available for a fiscal period, the City shall notify NOVAtime Technology, Inc. of such occurrence and the Contract shall terminate on the last day of the then current fiscal period without penalty or expense to the City. The City reserves the right to terminate within the thirty (30) day notice because of budgetary issues. In the event the City is unable to implement the time and attendance software within the first year of the agreement, due to software compatibility or hardware issues though no fault of the City, NOVAtime Technology, Inc. will refund seventy-five percent (75%) of software costs paid by the City. 7. Compensation: As compensation for NOVAtime Technology, Inc. providing services to the City as described herein, the City shall pay NOVAtime Technology, Inc. in arrears, based on the submission of invoices for work completed and properly authorized. 8. Permits & Licenses: NOVAtime Technology, Inc. shall secure and maintain any and all permits and licenses required to complete this contract. 9. Minimum Insurance Requirements: NOVAtime Technology, Inc. shall maintain insurance in at least the amounts required in the RFP throughout the term of this contract. NOVAtime Technology, Inc. must provide a Certificate of Insurance in accordance with the insurance requirements listed within the RFP, evidencing such coverage prior to issuance of a purchase order or commencement of any work under this contract. NOVAtime City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page 2 of 4 Technology, Inc. shall ensure that any subcontractors or persons hired by subcontractors maintain the same level of insurance coverage as NOVAtime Technology, Inc.. 10. Indemnification: NOVAtime Technology, Inc. shall indemnify, pay the cost of defense, including but not limited to attorneys' fees, and hold harmless the City from all suits, actions or claims of any character brought on account of any injuries or damages received or sustained by any person, persons, or property by or from the said NOVAtime Technology, Inc.; or by, or in consequence of any neglect in safeguarding the work; or on account of any act or omission, neglect or misconduct of NOVAtime Technology, Inc.; or by, or on account of, any claim or amounts recovered under the Workers' Compensation Law or of any other laws, by-laws, ordinances, order of decree, except only such injury or damage as shall have been occasioned by the sole negligence of the City of Fayetteville. The first ten dollars ($10.00) of compensation received by NOVAtime Technology, Inc. represents specific consideration for this indemnification obligation. 11. Governing Law & Jurisdiction: Legal jurisdiction to resolve any disputes shall be Washington County, Arkansas with Arkansas law applying to the case. 12. Severability: The terms and conditions of this agreement shall be deemed to be severable. Consequently, if any clause, term, or condition hereof shall be held to be illegal or void, such determination shall not affect the validity of legality of the remaining terms and conditions, and notwithstanding any such determination, this agreement shall continue in full force and effect unless the particular clause, term, or condition held to be illegal or void renders the balance of the agreement impossible to perform. 13. Changes in Scope or Price: Changes, modifications, or amendments in scope, price, or fees to this contract shall not be allowed without a prior formal contract amendment approved by the Mayor and the City Council in advance of the change in scope, cost or fees. 14. Freedom of Information Act: Documents prepared while performing city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, NOVAtime Technology, Inc. will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et. seq.) Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance. 15. Documents Comprising Contract: The contract shall include this Agreement for AN EMPLOYEE TIME & ATTENDANCE SYSTEM, as well as the following documents, which are incorporated herein by reference. a. APPENDIX A: City of Fayetteville's Request for Proposal, issued on March 10, 2010 and all of its attachments including Addendum 1 issued on March 26, 2010 and Addendum 2 issued on March 31, 2010; b. APPENDIX B: NOVAtime Technology, Inc. 's Product Purchase & Software License Agreement, which contains a revised, agreed upon pricing. City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page 3 of 4 c. APPENDIX C: NOVAtime Technology, Inc. 's Proposal, including additional information received and interview documents. If there is a conflict between the terms of this Agreement and the above referenced documents, the conflict shall be resolved as follows: the terms of this Agreement shall prevail over the other documents, and the terms of the remaining documents shall be given preference in their above listed order. WITNESS OUR HANDS THIS c�'n..-DAY OF 2010. CITY OF FAYETTEVILLE, F • YETTEVILLE, ARKANSAS 0 LIONELD )►rAN, Mayor ```A11111111100, K/TRL", Attest. •:!°‘'. .�Ree.o Cl .,� 4(f°G61Y CF"U•G,Pr'e. .1.-U0 e FAYETTEVILLE j Sondra Smith, City Clerk 7;.--: %L• c0._o /� v 9s'•�'KANSP• : -`4Y/NGTON cl,c'S. 4,'"111111.0'' CONTRACTOR: NOVAtime Technology, Inc. BY E1n G U , Pt ve$v, 19revc+ `&LS NAME AND TITLE eliAAA5k ATTEST ,nCObMPASECRETARY last Corpovortel-P.y Vr '3°7i�642V¢y rav , C� f �' -,L BUSINES ADDRESS / City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page 4 of 4 NOVAtime Product Purchase and Software License Agreement Customer Information Shipping Information Company: City of Fayetteville Company: City of Fayetteville Address: 113 West Mountain, ROOM 306 Fayetteville, AR 72701 Address: 113 West Mountain, ROOM 306 Fayetteville, AR 72701 Contact: Andrea Foren Contact: Andrea Foren Phone: (479) 575-8220 Phone: (479) 575-8220 Email: aforenna.ci.favetteville.ar.us Email: aforen(dci.favetteville.ar.us Qty Item Number Description Software Unit Total 1 NOVAtime 4000 License Purchase for 850 Employees $43,945.00 1 -NOVAtime 4000 License Purchase for 850 Timekeepers Included 1 -NOVAtime 4000 Scheduling Included 1 -NOVAtime 4000 Leave Management (Accruals) Included 1 -NOVAtime 4000 Attendance Tracking Included 1 -Interfaces — NEW WORLD SYSTEMS Included 1 -NOVAtime Access Control Included 1 -NOVAtime Expense Reporting Included 1 NTPhone-IN-DB4 Telephony System - 4 Line $12,500.00 Software Discount -$11,765.25 Software TOTAL $44,679.75 Hardware 3 NT6500FP NOVAtime NT6500 Fingerprint Ethernet PUSH Terminal with RFID reader $3,418.80 $10,256.40 3 NT6500POEP Power Over Ethernet Package $369.60 $1,108.80 12 NT380P2 NT380 Fingerprint Ethernet (1,500) $1,780.02 $21,360.24 Hardware Discount -$3,272.54 Hardware TOTAL $29,452.90 Services Implementation, Project Management Training $19,500.00 Support: Software Annual Maintenance — 2 Years $8,789.00 $17,578.00 Telephony -4 Line Board — 2 Years $2,500.00 $5,000.00 Hardware Maintenance — 2 Years $1,580.83 $3,161.66 Power Over Ethernet Package — 2 Years $55.44 $110.88 Support - TOTAL 2 Years $25,850.54 A. Customer agrees to license the above software (the "Software") and to purchase the above associated hardware (the "Hardware") and services, as described further herein (the Software and the Hardware are collectively referred to herein as the "Products"). Sub Total $119,483.19 B. Customer agrees that purchases and/or licenses of the Products, support and maintenance for the Products, and training in the use and operation of the Products are governed by the NOVATIME, Terms & Conditions attached hereto. Shipping & Handling TBD C. Customer agrees that this Quote is valid through 06/30/2010 Sales Tax TBD Total Purchase Price $119,483.19 Initial Installment $59,741.59 Purchase Price Balance $59,741.59 Customer acknowledges and agrees that this Agreement shall not be binding on NOVAtime Technology, Inc. ("NOVAtime") until signed by NOVAtime and delivered to Customer. This Agreement is the entire understanding of the parties with respect to the purchase of the Products and shall govern in the event any inconsistent terms and conditions as s -t forth in any Customer purchase order, confirmation, or memorandum, unless NOVAtime signs such document. NOVATIME TECHNOLO . , INC By: Name: Title: Date: t)e p✓/ PtrotiCtn CUSTOMER: By: Name: Title: i24 art, v' Date: 7/ 9// Terms & Conditions Article I — Terms of Sale 1. Corporate Approval. All orders are subject to the approval of the NOVAtime Technology Inc. ("NOVAtime") Corporate Office in California and are non -cancelable. 2. Terms of Payment. Fifty percent (50%) of the Purchase Price shall be paid at the time Customer signs this Agreement. The remaining balance of the Purchase Price Balance shall be due within 30 days of the Products shipping date or 30 days after installation of the Products, or, in any event, no later than 90 days from the date of this Agreement executed by both Customer and NOVAtime. 3. Title and Delivery. a. All products will be delivered by NOVAtime F.O.B. NOVAtime's warehouse. b. NOVAtime agrees to use commercially reasonable efforts to fill orders placed by Customer in accordance with the requested delivery schedule for such Products. c. NOVAtime shall have no liability for delays in delivery due to causes beyond its control. 4. Restrictions on Use of Product. Customer agrees that it will not change, modify, alter, or enhance the Products and shall not reverse engineer or decompile the object code of the software. 5. Restocking Fee. If any portion or all of the entire Product order is returned to NOVAtime with or without the consent of NOVAtime, Customer agrees to pay a restocking fee equal to fifteen percent (15%) of the Purchase Price of such Products. 6. Software Set -Up Charges. NOVAtime shall provide software set-up in connection with the Products, at designated Customer's site(s). These software set-up services are included within the SurePath Implementation, Project Management, Training, & Setup as listed on page one (1) of this agreement. 7. Warranty. NOVAtime warrants that all NOVAtime software products shall be free from defects in materials and workmanship for a period of 90 days from the date of installation and all hardware products shall be free of defects for a period of 90 days from date of purchase (the "Warranty Period"). This warranty is extended to the original Customer only and is subject to all the conditions and limitations set forth below: a. Any part or parts found to be defective (except as specifically excluded below) shall be replaced or repaired by NOVAtime, without charge to the Customer for parts or labor, provided that the Product has been used in accordance with the NOVAtime manual and has not been subject to abuse or tampering. NOVAtime shall pay for the shipment of the hardware to and from NOVAtime if the defect is covered by warranty, otherwise Customer shall pay shipment and repair costs. b. Only NOVAtime may make repairs or replacements under this warranty and will be made only after NOVAtime is notified of the problem and determines that the problem resulted from defective materials or workmanship covered under this warranty. c. In the event a defective Product cannot be repaired or replaced and such defect is material to the operation of the Product in accordance with its specifications, NOVAtime shall refund to Customer the Purchase Price paid by Customer for such defective Product. d. THE REMEDIES OF REPAIR, REPLACEMENT OR REFUND SET FORTH HEREIN SHALL BE CUSTOMER'S EXCLUSIVE REMEDIES IN THE EVENT OF A BREACH OF THIS WARRANTY. The above Warranty shall not apply to any Products or parts thereof in the event of: a. Damage, defects or malfunctions resulting from misuse, accident, neglect, tampering unusual physical or electrical stress or causes other than normal and intended use (including modification or replacement of any NOVAtime components on any boards supplied with the Products or any use that is inconsistent with any user documentation); b. Failure of the Customer to provide and maintain a suitable installation environment for the Products; c. Malfunctions resulting from the use of supplies with the Product not approved by NOVAtime; or d. Any defect not communicated in writing to NOVAtime prior to the expiration of the Warranty Period. No representation or other affirmation of fact including, but not limited to, statements regarding capacity, suitability for use or performance of the Products shall be or deemed to be a warranty or representation by NOVAtime for any purpose or impose any liability or obligation of NOVAtime whatsoever. Further, this Warranty does not cover or apply to batteries, bar code wands, bulbs, distribution boxes, Tight bulbs, or third party software contained in, or associated with, the Products. Said items are provided by NOVAtime to Customer "AS IS" without any condition or warranty. 8. Limitation on Liability. EXCEPT AS HEREIN EXPRESSLY STATED, THERE ARE NO WARRANTIES, EXPRESSED OR IMPLIED, BY OPERATION OF LAW OR OTHERWISE, MADE OR AUTHORIZED TO BE MADE REGARDING THE PRODUCTS FURNISHED HEREUNDER. NOVATIME DISCLAIMS ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT SHALL NOVATIME OR ITS AFFILIATES BE LIABLE FOR ANY INCIDENTAL, INDIRECT, SPECIAL OR CONSEQUENTIAL DAMAGES IN CONNECTION WITH OR ARISING OUT OF THIS AGREEMENT OR THE EXISTENCE, FURNISHING, FUNCTIONING OR CUSTOMER'S USE OF OR INABILITY TO USE, ANY PRODUCTS OR SERVICES PROVIDED FOR IN THIS AGREEMENT, EVEN IF NOVATIME HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, WHETHER SUCH DAMAGES ARISE IN AN ACTION AT LAW OR IN EQUITY, FOR BREACH OF CONTRACT, BREACH OF WARRANTY, PRODUCT LIABILITY, BREACH OF UCC PROVISIONS, NEGLIGENCE OR INTENTIONAL TORT. FURTHER, NOVATIME SHALL NOT BE LIABLE FOR CUSTOMER'S LOST PROFITS, LOSS OF BUSINESS OPPORTUNITIES, LOSS OF SAVINGS, OR FOR EXEMPLARY DAMAGES. IN ADDITION, NOVATIME SHALL NOT BE RESPONSIBLE FOR ANY OBSOLESCENCE OF THE PRODUCTS OR THE SOURCE CODE OF THE SOFTWARE THAT MAY RESULT FROM CHANGES IN CUSTOMER'S REQUIREMENTS OR FEDERAL, STATE OR LOCAL LAW. CUSTOMER'S SOLE REMEDY FOR LIABILITY OF ANY KIND INCLUDING NEGLIGENCE AND BREACH OF THIS AGREEMENT IN CONNECTION WITH OR ARISING OUT OF THIS AGREEMENT AND THE NOVATIME PRODUCTS, ITEMS OR SERVICES SOLD HEREUNDER, SHALL BE LIMITED TO THE REMEDIES PROVIDED IN PARAGRAPH 7 ABOVE. Article II — Software License 1. Software License. In consideration of the payment of the Purchase Price, NOVAtime hereby grants to Customer a nonexclusive, nontransferable limited license to use the Software (the "License"). If the Software purchased hereunder is embedded in the Hardware, or designed for installation on a central processing unit, Customer may not use such Software in connection with more than the number of employees set forth by NOVAtime on page 1 of this Agreement. If the Software is designed for installation on individual computers, the Software may not be installed on more than the number of computers set forth by NOVAtime on page 1 of this Agreement. Customer acknowledges such Software may not be used in connection with a greater number of employees or on a greater number of computers without first paying additional fees at NOVAtime's then current rates. 2. Prohibited Acts and Uses. Customer may not use the Software, or any copy, adaptation, transcription, or merged portion thereof, except as expressly authorized herein. Specifically, without limitation, Customer may not copy, export, publish, disclose to third parties, change, modify, alter, or enhance the Software or the source code therefore, and may not reverse engineer or decompile the binary code for the Software. Also, Customer may not copy any written materials (e.g., user documentation) provided with the Software without the prior approval of NOVAtime. In addition, Customer may not sell, donate, transfer, assign, sublicense or distribute the Software, or any trade secrets embodied therein, or any derivations or adaptations thereof. In the event any Software purchased hereunder is separate from the Hardware, Customer agrees that it will not use such Software to process data for third parties or in a service bureau environment. 3. Additional Restrictions Relating to Third Party Software. Except as expressly permitted by this License, Customer may not modify or translate any third party software contained in, or associated with, the Products, except as necessary to configure the third party software using the menus, options and tools provided for such purposes and contained in the third party software. Further, the prohibited acts and uses set forth in paragraph 2 above apply to Customer's use of the third party software. 4. Proprietary Protection of Software. Customer acknowledges that NOVAtime is the sole and exclusive owner of all right, title, and interest in and to the NOVAtime Software, the source code for the NOVAtime Software, and any NOVAtime user documentation. Customer acknowledges that the third party developers are the sole and exclusive owners of all right, title, and interest in and to the third party software, the source code for the third party software, and any third party user documentation. 5. Other. a. If Customer violates Article II, NOVAtime, at its discretion, may automatically and immediately terminate Customer's license. b. The Software (and any copies) is protected by United States copyright and patent laws and international treaty provisions. c. The parties hereto disclaim the application to this License of the United Nations 1980 Convention on Contracts for the International Sale of Goods. d. During the term of this License and for 3 years after termination of the License, Customer shall maintain complete records regarding Customer's use of the Software. Upon reasonable notice to Customer, NOVAtime and/or a third party developer may audit, at NOVAtime's or the third party developer's expense (as applicable), Customer's books and records to determine Customer's compliance hereunder. Third party developers and their suppliers are third party beneficiaries to this License in connection with Customer's use of third party software. This License is therefore enforceable by third party developers and their suppliers, in addition to NOVAtime. e. Customer shall comply with all laws and regulations applicable to the Software, including export, re-export and foreign policy controls and restrictions, and shall take all necessary actions and precautions to ensure that Customer does not contravene such laws or regulations. Article III— Software Support 1. Services Provided by NOVAtime. Provided that Customer has paid the required fee for Software support, NOVAtime shall provide the following support services in connection with all Software components of the Products purchased hereunder for a period of 1 year following the Warranty Period: a. Unlimited telephone support for Operators and the Corporate System Administrator of Customer is provided through our Premium Support option 24 hours a day, 7 days a week. b. On-line support during normal business hours (Customer is required to have Internet Access). c. Provision to Customer at no additional charge of all Software updates and new versions applicable to the installed modules. 2. Customer Obligation. Customer agrees to provide to NOVAtime direct access to the NOVAtime database and related application(s) upon notification from NOVAtime that such access is necessary. Customer also agrees to provide server and operating environment that meet or exceed NOVAtime's minimum required operating configuration(s). 3. Limitation on Support Obligation. This Article III shall not cover, and NOVAtime's support obligations shall not apply to, problems resulting from: a. Fire, flood, or other catastrophe, accident, neglect, misuse or negligence; b. Modification of the Product(s) by Customer or any third party; c. Computer hardware failure; d. Custom software modifications; or e. Any problem for which a Customer has not paid the Software support fee prior to the occurrence of such problem. 4. Renewal Option. NOVAtime shall continue to provide the Software support services described in this Article 111 and Customer shall pay for such services at the rate and time duration as listed on Page 1 of this Agreement for the Products being supported, for successive 1 year periods, unless Customer notifies NOVAtime in writing more than 30 days prior to the end of the last year of software support (or of each succeeding anniversary date thereafter) that Customer does not wish for NOVAtime to continue providing such services. Article IV — Hardware Maintenance 1. Services Provided by NOVAtime. Provided that Customer has paid the fee for hardware maintenance services and depending on the plan selected by Customer (i.e., "Gold Plan" or "Bronze Plan"), NOVAtime shall provide to Customer the services described in this Article IV, at no additional cost to Customer, in connection with all Hardware components of the Products purchased hereunder for a period of 1 year following the Warranty Period. Upon notification by Customer of any failure of a Hardware component of a Product during the 1 year period following the expiration of the Warranty Period, NOVAtime will repair or replace such Hardware in accordance with the procedure set forth herein. Upon such notification, NOVAtime shall issue return authorization to Customer, if required. NOVAtime will provide all parts necessary to repair the Hardware (excluding batteries, bar code wands, bell relays, power supplies, or distribution boxes), as well as the services and labor, at no charge to Customer. Customer shall ship, at its own expense, the Hardware to be repaired to: NOVAtime Technology, Inc. 1255 Corporate Center Drive, Monterey Park, CA 91754. 2. Replacement/Loaner Equipment. A Customer who is a "Gold Plan" participant will have replacement or loaner equipment that is configured for Customer's installation ("Loaner Equipment") shipped to Customer within 1 day of Customer's notification (if received by NOVAtime prior to 1:00 Pacific Time) pursuant to paragraph 1 above for Customer's use during the period that the Hardware is being serviced by NOVAtime. Upon receipt of the Loaner Equipment, Customer shall ship the Hardware to be repaired to NOVAtime. A Customer who is a "Bronze Plan" participant shall not be entitled to receive Loaner Equipment from NOVAtime. NOVAtime shall return the repaired Hardware Product to such Customer as soon as repairs are completed, at no charge to Customer. Customer acknowledges that there is no guaranteed turnaround time for repairs made under either plan. 3. Repair / Catastrophic Damage. Upon receipt of the Hardware to be repaired from a Customer who is a "Gold Plan" participant, and unless the damage to the Hardware is considered catastrophic, NOVAtime shall repair the Hardware and return it to Customer, at which time Customer shall (if applicable) ship the Loaner Equipment back to NOVAtime, at NOVAtime's cost. However, if NOVAtime considers the damage to the Hardware to be catastrophic, NOVAtime reserves the right to permanently replace the Hardware with the Loaner Equipment. If NOVAtime determines that a "Bronze Plan" participant's Hardware has catastrophic damage, Customer will be notified and given the opportunity to purchase a new piece of Hardware. 4. Limitation on Maintenance Obligation. This Article IV shall not cover Hardware failures resulting from fire, flood, lightning or other catastrophe, accident, neglect, theft, intentional act, misuse or negligence. Further, this Article IV shall not cover Hardware failures resulting from modification or misuse of the Hardware by the Customer or any third party. 5. Renewal Option. NOVAtime shall continue to provide the hardware maintenance services described in this Article V and Customer shall pay for such services at NOVAtime's then -current list prices for such maintenance services for successive 1 year periods, unless Customer notifies NOVAtime in writing more than 30 days prior to the end of the initial year of Hardware support (or of each succeeding anniversary date thereafter) that Customer does not wish for NOVAtime to continue providing such services. Customer may upgrade its Hardware support to the "Gold Plan" upon notice to NOVAtime more than 30 days prior to any such anniversary date, provided that the increased benefits shall apply only to damage occurring after such anniversary date. Article V- Training 1. Required Training. Within 10 days after the Installation Date, NOVAtime shall provide training in the basic day-to-day operation and maintenance of the Products to the Customer on the terms and conditions described in this paragraph 1. NOVAtime shall determine the training curriculum in its exclusive discretion. Representatives of NOVAtime shall provide the training at Customer's facilities. Customer shall be responsible for making available facilities and equipment sufficient, in NOVAtime's reasonable discretion, for the training. i. 1 Corporate System Administrator designated by the Customer who shall be responsible for supervising the smooth operation of the Products (including database maintenance and establishment of backup procedures); and ii. Other employees who will be operating the Product on a regular basis (the "Operators"). Customer is responsible for selecting Operators who are qualified to operate the Products on Customer's equipment. NOVAtime reserves the right to refuse assistance, or to charge additional fees, if an Operator seeks assistance on basic background information or any other matters not directly related to the operation of the Product or the training to be provided pursuant to this Article V. 2. Optional Training. At Customer's request, and at such time as NOVAtime and Customer shall mutually agree, NOVAtime will provide additional training to employees or agents of Customer at no additional charge. Article VI - Miscellaneous 1. Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of California. 2. Modification. No modification of this Agreement shall be binding unless it is in writing and signed by an authorized representative of the party against whom enforcement of the modification is sought. 3. Notice. Any notice required or permitted under this Agreement shall be in writing and delivered in person or sent by Certified Mail, Return Receipt Requested, with proper postage affixed. 4. Invalidity. In the event that any of the terms of this Agreement is or becomes or is declared to be invalid or void by any Court or tribunal of competent jurisdiction, such term or terms shall be null and void and shall be deemed severed from this Agreement and all the remaining terms of this Agreement shall remain in full force and effect. 5. Entire Agreement. This Agreement, along with the attached Proposal is the complete statement of NOVAtime's obligations and responsibilities to Customer and supersedes any other representation or communication by or on behalf of NOVAtime regarding this subject matter. 6. Attorneys' Fees. In the event any litigation or arbitration between the parties arises out of or results in connection with this Agreement, the prevailing party in such proceeding shall be entitled to recover from the other party its reasonable attorneys' fees and expenses, including appellate proceedings or post -judgment collection proceedings. 7. Currency. All monetary amounts referenced herein are U.S. Dollars. 8. Jurisdiction & Venue. The parties hereto submit to the jurisdiction of California courts and federal courts located in California. The parties agree that exclusive venue for any suit concerning this Agreement shall be Los Angeles County, CA. ADDENDUM TO NOVAtime AGREEMENT This Addendum to NOVAtime Agreement (this "Addendum") is entered into as of by and between NOVAtime Technology Inc. and Fayetteville, AR ("Customer") and amends the NOVAtime Agreement entered into by and between NOVAtime and Customer dated . Except as expressly set forth herein, the NOVAtime Agreement remains in full force and effect without amendment or modification. Article 1, Number 2, Terms of Payment, shall now read: 50% deposit ($59,741.60) due upon execution of agreement 25% of the contract value ($29,870.80) due 90 days from contract signature due Net 30 from invoice Remaining 25% of the contract value ($29,870.80) due 180 days from contract signature Shipping, handling, applicable taxes will be billed separately Add-on orders shipped and invoiced net 30 upon receipt of signed order Article 1, Number 3, Title and Delivery FOB City of Fayetteville Article III -Software Support: Add: "NOVAtime guarantees a thirty (30) minute response time for Customer phone calls to our Client Support Team. Should Customer's dedicated support representative (or another NOVAtime Client Support Team member) not return Customer's call to begin resolution within thirty (30) minutes, NOVAtime will issue a credit for the current month's annual maintenance fee. In no case shall NOVAtime credit more than one month's annual maintenance fee in any given month". Article VI — Miscellaneous Add: Number 9: "NOVAtime guarantees that it will not be acquired by a competitor. In the event that NOVAtime is acquired by a competitor Customer, at its sole discretion, may choose to discontinue use of the Products (including Hardware and Software) and return all Products for a full refund of the Purchase Price. NOVAtime will notify Customer of any such Acquisition within 30 days of the Acquisition. Customer must notify NOVAtime of Customer's intent to return the Products for refund within 30 days of NOVAtime's notification. Customer must return Products within 12 months of the notification from NOVAtime". Number 1 and Number 8 is amended by Governing Law, Jurisdiction and Venue. "The parties agree to submit to the exclusive jurisdiction of the courts in Washington County, AR. The Agreement shall be governed by the law of the State of Arkansas. IN WITNESS WHEREOF, the parties have executed this Addendum to NOVAtime Agreement effective as of the date first set forth above. NOVAtime Technology Inc By: Name: Title: Virg V Op.2rw" -ibvt CUSTOMER B Name:4•t,M di rPd44..., Title: 37 Paul Becker Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 8/3/2010 City Council Meeting Date Agenda Items Only Finance Division Action Required: Finance Department A resolution awarding RFP 10-06 with. NOVAtime Technology, Inc. in the amount of $119,483.19 plus applicable sales tax and shipping not to exceed $11,552.20 for a total cost of 131,035.39, and a project contingency of fifteen percent (15%) for additional collection devices and other related equipment. 131,035.39 Cost of this request 4470-9470-5801.00 Account Number 08025 Project Number Budgeted Item X 165, 000.00 Category / Project Budget $ Time and Attendance Program Category / Project Name Funds Used to Date Program / Project Category Name 165,000.00 Sales Tax Capital Improvement Remaining Balance - Fund Name' Budget Adjustment Attached Departme ' • or City � y Date Date 7 - 20 -too Finance and Internal Services Director Date 1" Al 0 Date Da e Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Received in Ci '7-1 6-10 P03 : 12 RCVD Clerk's Office Comments: Revised January 15, 2009 f<e)v i Seel. THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE ARKANSAS,;, www► accessfayetteville oirg CITY COUNCIL AGENDA MEMO To: Mayor Lioneld Jordan and the City Council Thru: Paul A Becker, Director of Finance From: Patricia Leach, Accounting Manager Payroll Scott Huddleston, Information Technology Director Missy Leflar, Human Resources Director Date: July 16, 2010 Subject: Approval of Contract with NOVAtime for Time and Attendance Software PROPOSAL: The City currently processes payroll for 763 employees utilizing manual timesheets and payroll summaries to gather the hours worked by these employees. Thirty-one employees have the additional "timekeeper" responsibility of gathering and organizing the timesheets and entering them into payroll summaries which are then entered into the payroll software. The process of gathering, organizing, entering and reentering this data takes numerous staff hours each payroll. Implementation of an electronic timekeeping system will reduce errors, reduce workload, as time will be maintained electronically and imported into the payroll system, and will provide reporting necessary for compliance with the Family and Medical Leave Act and Fair Labor Standards Act along with an extensive list of other efficiencies that the City will gain. An electronic attendance system will also be of great assistance to Human Resourcesstaff in the analysis of situations where supervisors propose disciplinary actions involving absences, as it will provide accurate, solid documentation concerning legally protected and excused absences. Currently each Division has its own formal or informal system of keeping track of absences. RECOMMENDATION: Staff recommends approval of contract with NOVAtime in the amount of $119,483.19 plus applicable sales taxes and shipping & handling for a total cost of $131,035.39. Staff also recommends the approval of a fifteen (15) percent contingency to cover the cost of additional collection devices and related expenses if needed. BUDGET IMPACT: This project is included in the CIP budget. The total cost for this project is not to exceed $165,000.00. The attached contract with NOVAtime in the amount of $119,483.19 includes the following: Software: Implementation & Training: Hardware (15 biometric clocks) 2 Yr. Support (software, telephony, & hardware) Contract Total Sales Tax and Shipping & Handling Grand Total 44,679.75 19,500.00 29,452.90 25,850.54 119,483.19 11,552.20 $ 131,035.39 There will be additional costs associated with this project, such as additional collection devices and related IT expenses, which, when combined, will not exceed the budgeted maximum amount of $165,000.00. A fifteen (15) percent contingency is proposed for these additional costs. Annual software and hardware maintenance costs for the first two (2) years is included in the amount of $25,850.54. After the second year, annual software and hardware maintenance will not exceed a five (5) percent increase per year based on contracted items. RESOLUTION NO. A RESOLUTION APPROVING RFP #10-06 AND AUTHORIZING A CONTRACT WITH NOVATIME TECHNOLOGY, INC. IN THE AMOUNT OF $119,483.19 PLUS APPLICABLE SALES TAX AND SHIPPING NOT TO EXCEED $11,552.20 AND A PROJECT CONTINGENCY OF 15% FOR THE PURCHASE OF AN ELECTRONIC EMPLOYEE TIME KEEPING SYSTEM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves RFP #10-06 and authorizes a contract, a copy of which is attached as Exhibit "A," with NOVAtime Technology, Inc. in the amount of $119,483.19 plus applicable sales tax and shipping not to exceed $11,552.20 and a project contingency of fifteen percent (15%) for the purchase of an electronic employee time keeping system. PASSED and APPROVED this 3rd day of August, 2010. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer City Of Fayetteville - Purchase Order (PO) Request (Not a Purchase: Order) All purchases under $2500 shall be used on a P -Card unless medical or 1099 service -related. (Call x256 with questions) All PO Request shall be scanned to the Purchasing e-mail: Purchasing.@ci.fayetteville.ar.us requisition No.: uate: 7/26/2010 P.O Number: 'Expected Delivery Date: Vendor #: New Vendor Vendor Name: Novatime Technology Inc. Mail Yes:_ No:_ Address: Fob Point: Taxable Yes:_ No: Quotes Attached Yes: No: City: State: Zip Code: Ship to code: Divison Head Approval: Requester: Paul Becker Requester's Employee #: 2829 Extension: Item Description Quantity Unit of Issue Unit Cost Extended Cost Account Numbers Project/Subproject # Inventory # Fixed Asset # 1 2 3 4 5 6 7 8 9 10 NOVAtime 4000 Software 1 44,679.75 $44,679.75 4470-9470-5801.00 08025-1 NOVAtime Hardware 1 29,452.90 $29,452.90 4470-9470-5210.00 08025-1 Inplementation 1 19,500.00 $19,500.00 4470-9470-5801.00 08025-1 2 Year Hardware and Software Maintenance 1 25,850.54 $25,850.54 4470-9470-5416.00 08025-1 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Shipping/Handling 1 Lot 500.00 $500.00 Special Instructions: Subtotal: Tax: Total: $119,983.19 $11,052.20 $131,035.39 Approvals: Mayor: Finance Dispatch Dp {� . LS Q• Department Director: Budget Manager: Utilities Manager: Purchasing Manager: & Internal Services Director Manager: IT Manager: Other: Revised 1/2/2008 evi 1500 shall be used on a P ,Cartl unless me kcal or.1099 semcerelated eq. x256 with questions) equestshall,bescanneal to the.Purchasing.e-main`Purchasing@ci.fayetteville.ar.us Requisition No.: P.O Number: Date: 7/26/2010 Expected Delivery Date: Vendor#: New Vendor Vendor. Name: Novatime Technology, Inc. Mail Yes: No: Address: Fob Point: Taxable Yes: No: Quotes Attached Yes: No: City: State: Zip Code: Ship to code: Divison Head Approval: Requester: Paul Becker Requester s Employee #: 2829 Item 1 2 3 4 5 6 7 8 9 10 Description NOVAtime 4000 Software NOVAtime Hardware Inplementation and Training 2 Year Hardware and Software Maintenance Shipping/Handling Quantity 1 1 1 1 Unit of Issue Unit Cost 44,679.75 29,452.90 19,500.00 25,850.54 E ended Cost ,679.75 $29, 52.90 $19,50 ; .00 $25,850.5 Account Numbers 4470-9470-5801.00 4470-9470-5801.00 4470-947 :01.00 4470-9470-5801.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 1 Lot 500.00 $500.00 Extension: Project/Sub r c t # Inventory # 08025-1 08025-1 08025-1 08025-1 Fixed Asset # Special Instructions: Approvals: Mayor: Finance & Internal Services Director: Dispatch Manager: Department Director: Budget Manager: Utilities Manager: _ Subtotal: --E0,...( 9 Drax: $119,983.19 $11,052.20 $131,035.39 Purchasing Manager: IT Manager: Other: Revised 1/2/2008 RFP (REQUEST FOR PROPOSAL) pp.& di)( -No ' ;cyw(v es f;elvireci .jnf rma-fro i Onto) City of Fayetteville, Arkansas Purchasing Division - Room 306 113 W. Mountain Fayetteville, AR 72701 Phone: (479) 575-8289 REQUEST FOR PROPOSAL: RFP 10-06, Employee Time & Attendance System DEADLINE: Friday, April 02, at 2:00 PM, Central Standard Time DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701 PURCHASING AGENT: Andrea Foren, CPPB, aforen@ci.fayetteville.ar.us, 479.575.8220 DATE OF ISSUE AND ADVERTISEMENT: Wednesday, March 10, 2010 REQUEST FOR PROPOSAL RFP 10-06, EMPLOYEE TIME & ATTENDANCE SYSTEM No late proposals will be accepted. RFP's shall be submitted in sealed envelopes labeled "RFP 10-06, Employee Time & Attendance System" with the name and address of the bidder. All Proposals shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents attached hereto. Each Proposer is required to fill in every blank and shall supply all information requested; failure to do so may be used as basis of rejection. Any bid, proposal, or statements of qualification will be rejected that violates or conflicts with state, local, or federal laws, ordinances, or policies. The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Purchasing Manager. Name of Firm: Contact Person: Title: E -Mail: Phone: Business Address: City: State: Zip: Signature: Date: City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page 1 of 21 City of Fayetteville RFP 10-06, Employee Time & Attendance System Advertisement The City of Fayetteville, Arkansas, invites qualified vendors to submit responses to its Request for Proposal (RFP) to furnish an Employee Time and Attendance System. Proposals are to include: 1) Pricing for a one time purchase of a turn key software package; and 2) pricing for a renewable maintenance, support and upgrade contract. To be considered, proposals must be received at the City Administration Building, City Hall, Purchasing — Room 306, 113 West Mountain, Fayetteville, Arkansas before Friday, April 02, 2010 at 2:00 PM, Central Standard Time. No late proposals shall be accepted. Proposal forms may be downloaded from the City's web site at http://www.accessfavetteville.org. All questions regarding the RFP process should be directed to Andrea Foren at aforen(a�ci.fayetteville.ar.us or (479)575- 8220. Proposers shall be qualified to do business and licensed in accordance with all applicable laws of the state and local governments where the project is located. Pursuant to Ark. Code Annotated 22-9-203, the City of Fayetteville encourages all qualified small, minority and women business enterprises to propose and receives contracts for goods, services, and construction. Also, City of Fayetteville encourages all prospective Proposers to subcontract portions of their contract to qualified small, minority, and women business enterprises. The City of Fayetteville reserves the right to reject any or all proposals and to waive irregularities therein, and all Proposers shall agree that such rejection shall be without liability on the part of the City of Fayetteville for any damage or claim brought by any Proposer because of such rejections, nor shall the Proposers seek any recourse of any kind against the City of Fayetteville because of such rejections. The filing of any Proposal in response to this invitation shall constitute an agreement of the Proposer to these conditions. CITY OF FAYETTEVILLE By: Andrea Foren, CPPB Title: Purchasing Agent Ad date: 03/10/2010 City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page 2 of 21 City of Fayetteville RFP 10-06, Employee Time & Attendance System Terms and Conditions 1. All proposals shall be submitted in a sealed envelope and must be submitted on forms required by the City of Fayetteville Purchasing website (www.accessfavetteville.orq). Proposals with missing pages or missing any requested attachment are subject to being deemed incomplete. 2. The project number shall be stated on the face of the sealed envelope. 3. Proposals received after the date and time set for receiving bids will not be considered. 4. The City reserves the right to accept or reject any or all proposals, waive formalities, and make an award deemed to be in the best interest of the City. 5. Proposer is presumed to be familiar with all federal, state, and city laws, ordinances, and regulations which in any manner affect those engaged or employed in the Work, or the materials or equipment used, or that in any way affect the Work and shall in all respects comply with said laws, ordinances, and regulations. No claim of misunderstanding or ignorance on the part of Bidder or Proposer will in any way serve to modify the provisions of the contract. No representations shall be binding unless embodied in the contract. 6. All products and services delivered shall com ply with applicable standards of quality. 7. Prices shall include all labor, materials, overhead, profit, insurance, shipping, freight, etc., to cover the products and services presented. Sales tax is not to be included in the bid price. Applicable Arkansas sales tax laws will apply when necessary but will not be considered in award of this project. 8. Each Proposer should state the anticipated number of days from the date of receipt of an order for delivery of services to the City of Fayetteville. 9. When applicable, a copy of the warranty shall accompany the bid, and any exceptions to the warranty shall be clearly noted on the bid form. Written warranties shall specify the greater of the manufacturer's standard warranty or the minimum warranty specified herein by the City. 10. Proposers must provide the City with their bids signed by an employee having legal authority to submit bids on behalf of the Proposer. The entire cost of preparing and providing responses shall be borne by the Proposer. 11. The City reserves the right to request any additional information it deems necessary from any or all Proposers after the submission deadline. 12. The request for bid is not to be construed as an offer, a contract, or a commitment of any kind; nor does it commit the city to pay for any costs incurred by bidder in preparation. It shall be clearly understood that any costs incurred by the Proposer in responding to this request for proposal is at the Proposer's own risk and expense as a cost of doing business. The City of Fayetteville shall not be liable for reimbursement to the Proposer for any expense so incurred, regardless of whether or not the proposal is accepted. 13. If products, components, or services other than those described in this bid document are proposed, the bidder must include complete descriptive literature for each. All requests for additional information must be received within five working days following the request. City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page 3 of 21 14. Proposals must be received by mail or hand delivery in the Purchasing Office, Room 306, 113 W. Mountain St. Fayetteville, AR 72701, on or before the time of closing listed on the face of these proposal documents. No bids shall be accepted via e-mail or fax. 15. The City will not be responsible for misdirected bids. Vendors should call the Purchasing Office at (479) 575-8220 to ensure receipt of their bid documents prior to opening time and date listed on the bid form. 16. Any reference to a particular brand or manufacturer is done in an effort to establish an acceptable level of quality for this project. Brands or manufacturers that are included in bid that are of at least equal quality, size, design, and specification as to what has been specified, will be acceptable for consideration only if approved by the City of Fayetteville Purchasing Division. The City of Fayetteville reserves the right to accept or rej ect any requested equal. 17. Price bid shall include warranty, including but not limited to parts and labor, at no additional cost to the City of Fayetteville, as specified herein. 18. NOTE: Any uncertainties shall be brought to the attention to Andrea Foren immediately via telephone (479.575.8220) or e-mail ( aforena_ci.favettevilie.ar.us ). It is the intent and goal of the City of Fayetteville Purchasing Division to provide documents providing a clear and accurate understanding of the scope of work to be completed and/or goods to be provided. We encourage all interested parties to ask questions to enable all bidders to be on equal bidding terms. 19. Any inquiries or requests for explanation in regard to the City's requirements should be made promptly to Andrea Foren, City of Fayetteville, Purchasing Agent via e-mail (aforen(a�ci.favetteville.ar.us) or telephone (479.575.8220). No oral interpretation or clarifications will be given as to the meaning of any part of this request for proposal. All questions, clarifications, and requests, together with answers, if any, will be provided to all firms via written addendum. Names of firms submitting any questions, clarifications, or requests will not be disclosed until after a contract is in place. 20. "Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises." 21. ANY EXCEPTION TAKEN TO THESE SPECIFICATIONS AND BID DOCUMENTS SHALL BE NOTED ON THESE DOCUMENTS. BIDDERS SHALL NOTE THE DIFFERENCE NEXT TO THE RELATED SPECIFICATION. THE CITY RESERVES THE RIGHT TO ACCEPT OR REJECT EXCEPTIONS TO SPECIFICATIONS. 22. Awarded vendor shall submit invoices regularly. Payment terms shall be net 30 from date of invoice. 23. All contract amendments and modifications shall be made in writing and properly approved by the City of Fayetteville Mayor and City Council. 24. Any conditions or expectation on the part of the Proposer for performance by the City must be set forth in the proposal. The City is not obligated to consider the Proposer's post submittal terms and conditions. City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page 4 of 21 25. At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit an "Authorized Negotiator Form" containing the signature of a duly authorized officer or agent of the Proposer's company empowered with the right to bind and negotiate on behalf of the Proposer for the amounts and terms proposed. 26. Any information provided herein is intended to assist the Proposer in the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide qualified Proposers with sufficient basic information to submit proposals meeting minimum specifications and/or test requirements, but is not intended to limit a RFP's content or to exclude any relevant or essential data. 27. ***AII Proposers are required to submit fifteen (15) originals of the proposal. In addition, one (1) electronic copy of all submitted documents shall be submitted on a properly labeled CD. The use of Adobe (PDF) is highly recommended but not mandatory. All electronic copies shall be compatible with Adobe and Microsoft Windows applications. 28. The Proposer is advised to examine all documents and current parameters of the services in becoming fully informed as to their conditions. This includes the conformity with specific standards and the character, quality and quantity of the reports and services required. Failure to examine these areas will not relieve the successful Proposer of his obligation to furnish all deliverables and services necessary to carry out the provisions of the contract. 29. The City of Fayetteville will consider the degree to which each Proposer has submitted a complete proposal without irregularities, excisions, special conditions, or alternative proposals for any item unless specifically requested in the RFP. 30. Proposers irrevocably consent that any legal action or proceeding against it under, arising out of or in any manner relating to this Contract shall be prevailed by Arkansas law. Proposer hereby expressly and irrevocably waives any claim or defense in any said action or proceeding based on any alleged lack of jurisdiction or improper venue or any similar basis. 31. The successful Proposer shall not assign the whole or any part of this Contract or any monies due or to become due hereunder without written consent of City of Fayetteville. In case the successful Proposer assigns all or any part of any monies due or to become due under this Contract, the Instrument of assignment shall contain a clause substantially to the effect that is agreed that the right of the assignee in and to any monies due or to become due to the successful Proposer shall be subject to prior liens of all persons, firms, and corporations for services rendered or materials supplied for the performance of the services called for in this contract. 32. The successful Proposer's attention is directed to the fact that all applicable Federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services shall apply to the contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The successful Proposer shall keep himself/herself fully informed of all laws, ordinances and regulations of the Federal, State, and municipal governments or authorities in any manner affecting those engaged or employed in providing these services or in any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, s/he shall herew ith report the same in writing to City of Fayetteville. 33. Attachment A — "City of Fayetteville Policy and Procedure HR -09: Timesheets, Hours of Work, and Absences" is hereby made part of this RFP. Solutions proposed by vendors shall support this policy. City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page 5 of 21 City of Fayetteville RFP 10-06, Employee Time & Attendance System Scope of Services and General Information 1.0 Goals The City of Fayetteville, Arkansas, hereinafter referred to as "City", seeks proposals in response to this Request for Proposal from experienced and qualified firms to assist the City in implementing Employee Time and Attendance System, including but not limited to software, service, equipment, and technical support. 2.0 Scope of Work & Requirements The City of Fayetteville, Arkansas is located in northwest Arkansas and serves a population of approximately 67,000. The City operates under a Mayor -Council form of government. The City employs approximately 750 full-time and part-time employees. Approximately 223 of these employees are uniform employees who are subject special rules which include 7K, unique shifts, and shift trades. Employees are paid on a bi-weekly basis, and are considered either hourly or salaried. Several different work schedules are utilized depending on the department. Overtime is accrued in accordance the Fair Labor Standards Act, including the higher thresholds permitted for public safety employees, and as otherwise permitted through City policy. Employees report to work at a large number of facilities scattered throughout the City or upon otherwise going into service (e.g. on -call response from home). Currently the City is using manual paper time sheets to compile hours worked for its current payroll system. Recognizing the benefits available from using a comprehensive, fully integrated time & attendance labor management system, the City seeks to invest in a system to manage our time & attendance and to improve the accuracy and timeliness of the payroll process. The City currently utilizes New World Systems, Inc. Payroll/HR software that resides on an AS/400 iSeries system platform. The City desires to implement a Time and Attendance application from a vendor that has related companion products or modules that could be implemented at a future date such as Applicant Tracking and other HR and/or Payroll functions. While the exact range and extent of services is subject to negotiation, it is anticipated that the selected consultant shall provide, as a minimum, software, services, equipment, and personnel necessary to perform the following: REQUIREMENTS 2.1 Network Environment: The network for the City of Fayetteville is a mixed LAN/WAN environment. There is a central location connecting multiple remote locations. Each of the remote locations is connected to the central location via fiber or one or more T1 s. Each workstation is connected to their LAN via a 100Mb switched Ethernet connection. The Ethernet switches are connected together via fiber City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page 6 of 21 optic connections. Firewalls are used where applicable for all connections to outside services, organizations, etc. 2.1.1 State the ability of your proposed solution to operate in this network environment and identify any possible impact(s) this network environment may have upon your solution. 2.1.2 State whether the proposed solution is offered as a hosted solution. 2.2 Server/Services State the ability of your proposed solution to interoperate in the following server/services environment and identify any possible impact(s) this environment may have to your solution. 2.2.1 The City maintains Centralized Servers/Services 2.2.2 Systems Management Services 2.2.3 VMWare Virtual Servers 2.2.4 Windows Domain Services 2.2.5 Windows 2003 Active Directory Domain structures. 2.2.6 Windows 2000 and 2003 Server Operating Systems 2.3 Database Systems State the ability of your proposed solution to operate in the following operating environment and identify any possible impact(s) this environment may have to your solution. 2.3.1 The system shall be designed to be SQL based, client/server, which pushes processing to the central server to minimize impact on the wide area network. 2.3.2 It is assumed that the specific server requirements for this system will be determined by the software system requirements, with choices limited to Windows 2003 Server or Red Hat Linux. Proposer shall provide specifications for required Server(s). 2.3.3 Microsoft SQL Server 2005 or greater is our preferred database. 2.3.4 The database must follow open database standards. 2.3.5 No intermediate or proprietary databases used. 2.3.6 Can the solution scale to support all employees on a single database? Please provide testing results that demonstrate this scalability. 2.4 Web Servers Current web servers are Windows IIS and Red Hat Linux running the Apache web engine. 2.4.1 State whether your proposed solution is Web -based with time, attendance, leave, and scheduling information on a single, centralized database. 2.4.2 State whether your offering is capable of operating in the City's web server environment. Also, please identify any possible impact(s) that the use of this offering may have to your solution. 2.5 Workstations and User Interface State the ability of your proposed solution to meet the following User Interface requirements and identify any possible impact(s) these requirements may have to your solution. City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page 7 of 21 2.5.1 Workstations: We currently have deployed Windows 2000 Professional and Windows XP Professional with Microsoft Office XP, Novell GroupWise, anti -virus, and clients for all system management tools. 2.5.2 End users do not have any administrative rights in this environment to networked servers or on local workstations. Users are not granted any specific access privileges on the local workstation other than as a standard Windows Power user. Please define any special or unique rights or privileges your solution would require. 2.5.3 The application shall run natively as a 32 -bit application. 2.5.4 The application shall be intuitive and easy to learn. 2.5.5 The application shall have context sensitive, customizable on-line help. 2.5.6 The application shall use a GUI that is industry -standard and complies with guidelines published in Microsoft's User Interface Style Guide. Items and buttons in toolbars and menus should gray out when unavailable. 2.5.7 The application shall be able to handle multiple date formats for input and output, with intelligent fields. 2.5.8 Searches shall not be case sensitive and shall be capable of being canceled while in progress. 2.5.9 The application shall support both 12 and 24 hour clock modes. 2.5.10 The application shall support "Key Once" data entry, no duplication of effort or repetitive activities. 2.5.11 The required minimum specifications are for the purpose of describing and establishing general quality levels and are not intended to be restrictive. The proposed system shall be considered for any brand/products which meets or exceed the quality of specifications listed and are deemed acceptable by the City of Fayetteville. 2.6 Hardware Requirements for Proposed Solution 2.6.1 Please describe the proposed hardware infrastructure (servers, services, workstations, applications, licenses etc.) required to support your proposed solution. 2.6.2 Please identify the minimum and recommended hardware requirements for each server identified in the previous paragraph. 2.6.3 Please identify the minimum and recommended hardware requirements for each workstation which will access the services provided by the proposed solution. 2.7 PERFORMANCE 2.7.1 Define the performance specifications that your proposed solution was designed to meet for each of the following actions: 2.7.2 Time to store information. 2.7.3 Time to change pages. 2.7.4 Time to retrieve search results. 2.7.5 Time to generate and print simple reports. 2.7.6 Time to generate and print complex reports. 2.7.7 Explicitly define the network, and hardware configuration upon which these estimates were derived. 2.8 TRAINING/TUTORIAL & CUSTOMER SERVICE 2.8.1 List and describe any additional types of training (those that are not included in your proposal) that your company can provide to train users, administrators, and support engineers. Include your estimated fee schedule and the location for each type of training. City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page8of21 2.8.2 Describe the training methodologies you propose to use to meet the City's training needs and any training practices that make this approach the best choice for the City. 2.8.3 Many systems employ on-line help systems to assist user. Some even include an on-line tutorial to train users by walking them through the events necessary to accomplish a specific task. 2.8.4 Does your system have an on-line tutorial available? 2.8.5 If so, is it capable of running the system live against sample data? 2.8.6 If training is to be provided as part of this project, enclose the current credentials for the resource(s) who shall provide this service and describe the quality assurance processes you employ to ensure that the training provided meets yours and the customer's expectations. If written, recorded or on-line training materials are to be used, enclose samples of these training materials. 2.8.7 If there is an issue with the training, the training materials, the instructors, or methodologies employed, identify the procedures to escalate any such issue and please define the expected response time to get these issues resolved? 2.8.8 Please provide, as an attachment to your proposal, 3-5 references for the training services proposed in your solution in an environment similar to ours. 2.8.9 Do you host or sponsor events that help foster communication of best practices between customers (i.e. Annual Customer Conferences, monthly newsletters, locally sponsored speakers, message boards, blogs, etc.)? 2.8.10 Do you have established programs for soliciting and incorporating customer input into its products and services? Describe. 2.8.11 Do you host a customer website for product support, training, and other customer communications? Please describe the services offered through your website. 2.9 SECURITY State the ability of your proposed solution to meet the following security requirements and identify any possible impact(s) these requirements may have to your solution. 2.9.1 Access is granted with user name / password combination. 2.9.2 Does the Username/Password process support single sign -on for Active Directory? 2.9.3 Users are assigned to groups which are granted access to "their" assets. 2.9.4 Group Administrators can define what access a user / group has if any (read only, read write, delete, no access). 2.9.5 Users and Group Administrators can change their passwords at any time. 2.9.6 Passwords are stored encrypted on the server, not the workstation. 2.9.7 Inactivity locks screen and can log out the user after predefined times. 2.9.8 System must track by user all changes and updates 2.10 Demonstration/Trial It is anticipated that a review of the proposals received will result in the selection of 2-3 candidates to provide a demonstration and/or trial of their proposed software using a very small subset of our existing data in LAN and WAN configurations. A final decision will be made following these demonstration/trials. 2.10.1 Demonstration/Trial Submit a detailed list of minimum server/system requirements with your RFP response so that, in the event your proposal is selected for this demonstration and or trial, we can prepare clean lab systems ready to accept your software installation. City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page 9 of 21 2.11 Feature/Functionality/Capabilities Requirements 2.11.1 System must be able to differentiate part time from full time employees. 2.11.2 System must be able to report on hours worked vs. expected hours. 2.11.3 System must be able to help manage and/or limit hours worked by part time and or seasonal employees. 2.11.4 System must be able to calculate overtime. 2.11.5 System must be able to attach comments to transactions in the employee time cards and be able to report by those comments. 2.11.6 System must utilize industry standard reporting tools. 2.11.7 System must be able to link to and from other sites. 2.11.8 System must be able to serve as or in a portal environment. 2.11.9 System must create a complete audit trail that is easily accessible. 2.11.10 System must track employee timecard transactions to the IP address level. 2.11.11 System must be capable of calculating and/or displaying accrual balances. 2.11.12 System must be capable of enforcing accrual balances and accrual taking policies. 2.11.13 System must have an integrated scheduling component that allows for both group and individual schedules. 2.11.14 System must have an integrated scheduling tool that is capable of "carrying forward" an employee schedule into the future. 2.11.15 System must have an integrated scheduling tool that allows for input of non worked time (vacation, PTO, etc.) in advance (up to one year) that will automatically consider the future non worked time in balances reported currently and enforce those balances accordingly. 2.11.16 System must have an integrated scheduling tool that will take non worked time (vacation, PTO, etc.) that is scheduled into the future and will populate the employee's timecard automatically. 2.11.17 System must have ability to run reports on demand. 2.11.18 System must have ability to deliver reports in various formats (Adobe Acrobat Reader, MS Word, Excel, Open Office, etc.) 2.11.19 System must have the ability to schedule reports to run automatically. 2.11.20 System must have the ability to view reports on screen through browser plug -ins. 2.11.21 System must have the ability to email reports. 2.11.22 System must have the ability to send out notification emails/reminders on a scheduled basis. 2.11.23 System must be able to be customized in terms of the information and images displayed at logon screen. 2.11.24 System must use role based administration. 2.11.25 System must be able to be customized in terms of the information and content displayed for each user, or group of users once they log in. 2.11.26 System must have "drill down" capabilities to quickly access employee timecards and schedules. 2.11.27 System must allow for employee self service capabilities in relation to the employees own time cards, accrual balances, reports. 2.11.28 System must be capable of receiving data from multiple sources via interfaces, etc. 2.11.29 System must be capable of utilizing several different types and combinations of data collection devices. 2.11.30 System must utilize exception based management of time cards. 2.11.31 System must utilize a centralized server time for transactions or punches occurring through a browser. 2.11.32 System must maintain history "on-line" for access and use for a period of five to seven years. City of Fayetteville, AR REP 10-06, Employee Time & Attendance System Page 10 of 21 2.11.33 System must be able to look up or query data and input, edit, and report based on a range of dates. 2.11.34 System must allow department or division management or delegated personnel to access the system to create and maintain schedules through a browser. 2.11.35 System must allow department or division management or delegated personnel to access the system to edit and manage employee time cards through a browser. 2.11.36 System must provide the ability for an employee to acknowledge their time card if a change has been made. 2.11.37 System must provide the ability for a supervisor to submit modified time cards without employees acknowledgement with justification signoff. 2.11.38 System must provide an electronic signature for supervisors to approve time cards that will be sent to the payroll system when there are no errors and/or warnings as defined by the system administrator. 2.11.39 System must allow department or division management or delegated personnel to access the system to review and/or manage employee accrual balances. 2.11.40 System must allow department or division management or delegated personnel to access the system and work with their own individual branch employees rather than having to run a query, sort, or scroll through global system employees to find them. 2.11.41 System must allow global access to certain individuals to be able to manage time and labor centrally. 2.11.42 System must allow global access to certain individuals to be able to report on time and labor centrally. 2.11.43 System must allow global access to certain individuals to be able to view, sort, filter, or query by individual demographic information, or by City department or division, etc. 2.11.44 System must allow for edits for groups of employees 2.11.45 System must allow for use of effective dates for reassignment of employees to different branches, different schedules, or for activation, deactivations, or termination of employees. 2.11.46 System must allow for at least ten custom fields. 2.11.47 System must allow for storing employee contact information to include but not be limited to home address, phone numbers (up to three), and email address. 2.11.48 Can the solution scale to support all employees on a single database? Please provide testing results that demonstrate this scalability. 2.11.49 System must track hours an employee has worked toward the hours required for FMLA eligibility. 2.11.50 System must track FMLA leave concurrently with other types of leave (i.e. state mandated leave, company medical leave, short-term disability, long-term disability) 2.11.51 Help determine whether an employee's request for leave is an FMLA qualifying event. 2.11.52 System must notify supervisors when an employee has exhausted their available leave. 2.11.53 System must validate that leave codes are generated and transmitted to payroll to ensure accurate pay while an employee is on leave. 2.11.54 Can employees generate their own leave of absence request online? 2.11.55 Can the system provide the ability for supervisors to approve leave as entered by employee? 2.11.56 System must enforce a probation period for multiple leave types. 2.11.57 System must enforce leave balances at time of request. 2.11.58 System must provide the ability for supervisors to approve all requests and transactions. City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page 11 of 21 2.12 Ease of use 2.12.1 System must utilize standard web design and navigation, with links and buttons to move from screen to screen or to "drill down" to data. 2.12.2 System must utilize a familiar user interface whenever possible, for example, a spread sheet look and feel for scheduling, etc. 2.12.3 System must present the user or group of users with the most pertinent view/content upon logon without forcing the user or group of users to run a report or query. 2.12.4 System must be simple enough for employees of all levels to use. 2.12.5 Is the proposed solution a 100% configurable, consumer off -the -shelf (COTS) software solution? (i.e. does not rely on custom code and stored procedures) 2.12.6 Is the time, attendance, leave, and scheduling software integrated and produced by a single vendor? 2.12.7 Can City personnel configure FLSA law changes in the software without incurring external consulting hours? 2.12.8 Can City personnel configure to any changing local, state, or federal laws without incurring external consulting hours? 2.13 Vendor/Supplier Risk and Support Requirements 2.13.1 In order to assure continuing support and longevity of the proposed time and labor management solution, there must NOT be a policy of forced upgrades, or elimination of support for this system. In other words, "sun setting" of products must not be a standard policy for the vendor/supplier of this solution. 2.13.2 If the Vendor/Supplier pricing model is based on number of employees using the system, then the pricing that adjusts to the number of individual employees using the system must be adjusted on a monthly basis, and includes all expenses with the exclusion of implementation fees rather than with licensing tiers. 2.13.3 The City of Fayetteville places great importance on employee training and uses a train the trainer approach for new systems. Initial training for administrators and trainers must be included in the cost of the time and labor management system. 2.13.4 Do you have a demonstrated history of profitability and market support? 2.14 DATA CONVERSION/INTEGRATION 2.14.1 Please identify your plans for converting and importing the existing data into your proposed solution's database(s). 2.14.2 Define your capability to convert and import existing data. If a third party will be employed to perform the conversion, define the capability of the third party to convert and import the existing data and define how you plan to manage the third party. 2.14.3 Identify the name and purpose of all tools required to convert the existing data and migrate the converted information to the new system. 2.14.4 Describe how your proposed tools are used to accomplish the conversion/migration. 2.14.5 Describe how the proposed system will export/integrate data to the City's payroll system. 2.15 WORK PLAN AND PROJECT MANAGEMENT 2.15.1 Please enclose a copy of your plan of work to accomplish the activities required to achieve the goals of this RFP. Ensure that the plan covers not just the activities, but also the anticipated time frames (both calendar and work time) for each activity and the number and types of resources required (both City and vendor). Include a summary description of the plan. City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page 12 of 21 2.15.2 Briefly, identify and describe your standard project management methodologies and best practices (including, but not limited to, such processes as change management, quality assurance, and risk management) as you propose to apply them to this project. 2.15.3 Enclose the current credentials for your resource(s) who shall manage this project and describe the processes/activities your company employs to ensure that the assigned resource(s) are able to provide quality project management to your client. 2.15.4 If there is an issue with the project plan, its management, the resources assigned, its execution, or any other issues that may come up, etc., what are your escalation procedures to get these issues resolved? 2.16 IMPLEMENTATION SUPPORT 2.16.1 List and describe all of the various types of implementation support (including those you may have already mentioned previously in your response to this proposal) that your company can provide to assist with or fully perform the implementation of the Time & Attendance Labor Management System components, convert and import the existing data, and train users, administrators, and support engineers. Include an estimated fee schedule for each such type of implementation support. 2.16.2 Section 2.16 requested a plan to implement the proposed solution based upon the requirements of this RFP. If there is an alternative method to implement this solution which makes more sense, please describe your alternative implementation plan and support your recommendation with the appropriate implementation best practices for your products. 2.16.3 If there is an issue with the implementation of this project, what are your escalation procedures to get these issues resolved? 2.16.4 Please provide 3-5 references for the implementation services proposed to implement your solution in an environment similar to ours. 2.17 WARRANTIES AND SUPPORTIMAINTENANCE CONTRACT 2.17.1 Please detail the warranties (expressed or implied) provided as a result of the purchase of the time & attendance labor management system. 2.17.2 Please list and describe the various support and maintenance contract(s) your company offers, indicate which contract(s) you recommend we should select and why this recommendation is better than the other contract(s) offered. For example, since the City has a resident staff of experienced IT professionals, is there a support contract offered which allows these experienced IT professionals to directly access peers in your technical support organization? 2.17.3 List the hours of availability for each level and type of technical support available (i.e. Level I support, Level II support, engineering support, etc.). If after hours support is required, how is that obtained? Is that part of the normal service contract(s)? 2.17.4 In order to minimize the number of calls to your support center to check on the status of an issue, does your company offer an on-line ability to initiate and track incidents? If so, list the hours that online (Internet) reporting and tracking of incidents are available and the frequency the on-line data is updated. 2.17.5 In the event we believe that an incident is not being resolved quickly enough or the solutions provided are not working, please describe any automatic escalations that may occur and what options we the customer have to escalate an incident to a higher level of support? 2.17.6 What is the first call closure rate for support calls? 2.17.7 What is the upgrade policy for systems under contract? City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page 13 of 21 2.17.8 Please define the estimated number of man-hours the City will need to allocate annually in the following categories as a result of implementing your proposed solution. a. Desktop Application Installation and Support b. Application Server Maintenance and Support c. Database Server Maintenance and Support d. User Administration 12.18 SOFTWARE LICENSE 2.18.1 Various companies use similar and different terms to define the licensing of their software licensing (per seat, CAL, per server, per location, etc.). Please describe the terms you use for licensing your software and explain your licensing structure as it applies to the proposed solution. Also, include what the licensing impact might be if the City found it necessary to add any or all of the following: an additional database server, an additional application server, an additional web server, or more individual clients (web or direct). 2.18.2 Data Backup: The software use license must allow for the City to use its standard backup and archive rotation methods. Complete system backups are made weekly. Incremental backups are made every night. Full database backups are made daily and incremental database backups are made hourly. 2.18.3 License Revocation: If for any reason the license to use the software is revoked the City shall stop using it for daily operations. However, the City shall retain the right to run any applications necessary to access existing data including, if necessary, the application whose license has been revoked. 2.18.4 Terms of software license and support/maintenance contracts shall be interpreted under the laws of Arkansas and any court or arbitration action shall proceed in venues located in Fayetteville, Arkansas (unless mutually agreed otherwise at that time). Any arbitration shall be conducted under the laws of the State of Arkansas. 2.19 ESCROW OF SOURCE CODE The City desires to understand what options are available to it in the event that the company which provides and/or developed the proposed solution becomes insolvent and which products or services are not picked up by another company, or if the company stops supporting their solution altogether. 2.19.1 Do you offer any capabilities or opportunities to place into escrow any and/or all source code for the proposed solution which would be turned over to the City in the event of the above conditions? 2.19.2 If the answer 2.19.1 is "Yes", describe these escrow capabilities or opportunities and identify any and all costs associated for these services. 2.20 OTHER ITEMS Proposers may propose to provide additional services/products to the City which the proposer believes will be of value to the City. Further, should a feature of the proposed solution exceed the stated required capability, these exceptional capabilities should be identified. These additional services and capabilities shall be considered by the City in the evaluation of the proposals if their benefit can be quantified or defined. Proposers are encouraged to consider technological changes and propose any new services/products that would benefit the system. City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page 14 of 21 Include all costs associated with each such additional service or product and the benefits/value of the additional services/products. Please identify each additional service or product as separate sub -paragraphs to this section. 3.0 Collections Devices The exact number and types of collection devices will determined though negotiations with the selected software vendor. Collection devices will be purchased from the most cost effective source to the City. Vendors should provide a listing of all available collection devices with pricing options on a per unit basis. 3.10 List all types and per unit costs of collection devices that are compatible with the proposed system. 4.0 Term of Contract The initial term of the consultant contract shall be for a period of one (1) year from the date of signed contract. The contract shall be renewable by mutual consent, at a mutually agreed fee on an annual basis thereafter for no more that four (4) additional years. The contract may be terminated by either party by giving the other party written notice of such intent not less than thirty (30) days prior to the effective date of the termination. In the event of termination, claims for compensation owed the consultant by the City shall be limited to verifiable services rendered. 4.0 General Conditions 4.1 Legal Compliance Each Proposer is responsible for full and complete compliance with all applicable laws, rules, regulations and licensing requirements imposed by any public authority having jurisdiction. The terms and provisions of this request for proposal and any resulting contract shall be construed in accordance with the laws of the State of Arkansas, and any and all litigation or actions commenced in connection with this RFP or contracts resulting for this RFP shall be instituted in the appropriate courts in the State of Arkansas. 4.2 Proposer's Insurance The consultant must provide and maintain in force at all times during the term of the services contemplated herein insurance for Workers' Compensation, Commercial General Liability, & Automobile Liability. Evidence of such coverage is not required to be submitted as part of proposal and will be requested after a valid contract is in place. City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page 15 of 21 4.3 Approval of Agent The City reserves the right to require the successful consultant to replace the assigned agent with another agent of the same company if, in the opinion of the City, the agent is not rendering or is incapable of rendering the quality of service and cooperation required. 4.4 Indemnification The consultant, in performing its obligations under this contract, is acting independently and the City assumes no responsibility of liability for the consultant's acts or omissions to third parties, and the consultant shall agree to indemnify and hold harmless, the City, its officers and employees against any and all claims, lawsuits, judgments, costs and expenses for which recovery of damages is sought, suffered by any person or persons, that may arise out of or be occasioned by the consultant's breach of the terms or provisions of contract, or by any negligent act or omission of the consultant, its officers, agents, employees, or invitees, in the performance of this contract; except that the indemnity specified in this paragraph shall not apply to any liability resulting from the sole negligence of the City, its officers, or employees. In the event of joint and concurrent negligence of both the consultant and the City, responsibility and indemnity, if any, shall be apportioned comparatively in accordance with the laws of the State of Arkansas, without, however, waiving any governmental immunity available to the City under Arkansas law and without waiving any defense of the parties under Arkansas law. This paragraph is solely for the benefit of the consultant and the City and is not intended to create or grant any rights, contractual or otherwise, to any other person or entity. 4.5 Freedom of Information Act: City of Fayetteville contracts and documents prepared while performing City contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the contractor will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. 25-19-101 et. Seq.). Only legally authorized photo coping costs pursuant to the FOIA may be assessed for this compliance. 5.0 Proposal Format 5.1 Executive Summary Prefacing the proposal shall be an Executive Summary of three (3) pages or less, providing in concise terms a summation of the proposal and bearing the signature of an individual authorized to bind the firm. 5.2 Structure of Proposal City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page 16 of 21 The proposal itself shall be organized in the following format and informational sequence: Part I — Business Organization, Experience, & Other Information (minimum requirements): (1) Provide resumes and information on the senior personnel who will be the City's contact and be dedicated to work with the City, including a description of their experience in providing these services and ability to build a successful relationship with the City's staff. Detail what percentage of each individual's time would be spent working on the City's account. Also, indicate what other accounts this individual will have. (2) Provide an organizational chart of the firm that includes all of the individuals who will be responsible for the City's account. (3) Firm's recent history including examples of types of services for other cities, counties or other government type entities. (4) A detailed description of similar work performed by the firm and its associates during the past five years. (5) Names, addresses, telephone numbers, and contact persons of five clients for whom the bidder has performed similar services during the past three years. (6) Listing of any past or current litigation and law suits (including outcome of each listed) filed against the submitting firm. (7) Description of the proposed method of doing work Part II- Authorized Negotiator: The proposal shall provide the name, title, address, and telephone number of the person authorized to negotiate contract terms and render binding decisions on contract matters. This should be submitted on the form provided for contact information. (See: Authorized Negotiator Information Form) Part III - Cost Proposal: The City seeks an all-inclusive cost structure which will allow predictability of fees and accuracy in budget planning. The Proposer's plan of compensation for all equipment and services preferably should be quoted in aggregate as a flat annual fee as full remuneration for performing all services. If there are expenses which are considered reimbursable and are not included in the fixed fee, such expenses shall be fully identified and quantified. Cost proposal shall include an itemized detail of total cost which considers both initial acquisition and ongoing operating costs. 6.0 Competitive Selection Evaluation factors outlined in paragraph 7.0 shall be applied to all eligible, responsive firms in comparing proposals and selecting the successful consultant. While the City reserves the right to interview any or all Proposers, award of a contract may be made City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page 17 of 21 without discussion with Proposers after proposals are received. Proposals should, therefore, be submitted on the most favorable terms available. 7.0 Proposal Evaluation Factors The evaluation criteria will have the following relative weighting given each item: 1) 25% Qualifications in Relation to Specific Project to be Performed: Information reflecting qualifications of the firm. Indicated specialized experience and technical competence of the firm in connection with the type and complexity of the service required. Subcontractors, if used, must be listed with information on their organization. 2) 25% Experience, Competence, and Capacity for Performance: Information reflecting the names, titles, and qualifications (including experience and technical competence) of the major personnel assigned to this specific project. Provide detailed breakdown of subcontractor's staff to be used and how they are to be used to supplement your staff. 3) 25% Proposed Method of Doing Work: A proposed work plan (description of how the project would be conducted as well as other facts concerning approach to scope you wish to present) indicating methods and schedules for accomplishing each phase of work. Include with this the amount of work presently underway. This evaluation factor includes equipment submitted as part of this proposal. 4) 10% Past Performance: Previous evaluations shall be considered a significant factor. If previous evaluations with the City are not available, the professional firm's past performance records with City and others will be used, including quality of work, timely performance, diligence, ability to meet past budgets, and any other pertinent information. Firm will provide a list of similar jobs performed and person whom we can contact for information. 5) 15% Price: Complete pricing to the City for all services described herein.. Vendors should provide a listing of all available collection devices with pricing options on a per unit basis. City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page 18 of 21 HR -09 Page 1 of 5 CITY OF FAYETTEVILLE., ARKANSAS POLICY AND PROCEDURE Subject: Timesheets, Hours of Work, and Absences Policy Number: HR -09 Original Policy Date: February 21, 1990 Effective Date of New/Revised Policy: December 28, 2009 Revised Dates: September 6, 2004; August 1, 2005 Custodian: Human Resources Department Mayor's Signature and Date V 'I HR -9.1 PURPOSE: The purpose of this policy is to ensure that employees are paid properly for all time worked, that no improper deductions are made from employee paychecks, and to hold all employees accountable to the citizens for working the hours they are responsible for working. HR -9.2 PROCEDURE: 1. Pay deductions: Managers and timekeepers should never dock an employee's pay as punishment (or to repay a debt owed by the employee to the City, such as lost or broken City property) without first checking with Human Resources ("HR"). HR is responsible for making sure that any such pay deductions comply with the Fair Labor Standards Act ("FLSA"). The FLSA does not always permit pay docking. If an employee believes that an improper deduction of any type has been made to his/her pay, the employee should immediately report this information to his/her direct supervisor, Division head, Department head, and/or Human Resources. Reports of improper deductions will be promptly investigated. If it is determined that an improper deduction has occurred, the employee will be promptly reimbursed for any improper deduction made. 2. Exempt and non-exempt classifications: For purposes of this policy, exempt employees will be referred to as "salaried" and non-exempt employees will be referred to as "hourly". In some instances they will be treated differently under this policy, due to the legal requirements of the FLSA and other considerations. HR -09 Page 2 of 5 3. Time Records: It is very important to the City that all employees report their actual time worked accurately. Who turns in time records: All employees, salaried and hourly, should turn in their Standard Employee Time Sheet to the designated person in their Departments/Divisions. In addition, hourly employees should turn in the Scheduled Time Daily Work Log, and if necessary, the Non -Scheduled Miscellaneous Time form. An electronic time record is available on CityNet which will do all math and rounding calculations automatically. Employees with questions about calculating time worked should consult with their Department/Division's appointed Timekeeper. How time is recorded on the timesheet: All employees are expected to record their actual hours worked on their time records. Hourly employees are expected to record their scheduled and non-scheduled beginning and ending work times and breaks. Salaried employees are expected to record a total of the daily hours worked. Work performed according to the employee's regular schedule: For work performed during an employee's regularly scheduled work hours, employees are to list actual time worked on the Standard Employee Time Sheet and if hourly, on the Scheduled Time Daily Work Log. Work performed outside of regularly scheduled hours: Anticipated work performed outside of the hourly employee's regular schedule should be recorded as actual time worked on the Standard Employee Time Sheet and the Non -Scheduled Miscellaneous Time form. When an employee is responding to an after hours call, paid time starts when the employee begins traveling or performing other work in preparation to respond to the call and ends when the job is completed and they return to the point of origin or their home. The phone call itself is always paid time. Note: Supervisors are not authorized to grant a "guaranteed minimum time period or pay" for employees who perform non-scheduled work. Examples of work outside of the employee's regular schedule which should be paid include, but are not limited to, work related phone calls before or after hours, checking work related emails from home, using an electronic device to check on work related matters, and being called out to perform an emergency service. ALL work performed outside of an hourly employee's regularly scheduled hours should be recorded on the Non -Scheduled Miscellaneous Time form. Such work will be compensated when it totals ten minutes or more in a given lookback period (a "lookback period" is one workweek for all employees except 7(k) uniformed employees at the Fire and Police Departments whose lookback period is 14 days). Who signs the timesheet and break log: The employee should accurately record his/her time on all required time records, sign his/her name, and turn the document(s) in to the timesheet supervisor. The timesheet supervisor should record the absence code (reason for being out), review all time records, and sign their approval. In the event an employee is absent, the timesheet supervisor should sign the timesheet and turn it in to the Accounting Department. However, the supervisor should keep a copy, and have the employee sign the copy(ies) upon the employee's return to work, forwarding the signed copy(ies) to the Accounting Department. It is each Department's/Division's responsibility to ensure that the Accounting Division receives all final, corrected copies of its standard City time records. A special note about Department/Division Time Summaries completed by Timekeepers: Individual employees should always list their actual time worked on their time records. However, each Department/Division has a designated person called the "Timekeeper" who is responsible for creating a Time Summary for the entire Department/Division. The Time HR -09 Page 3 of 5 Summary that Timekeepers create has slightly different rules. Due to how the payroll computer software works, the Timekeeper should always record salaried employee time as being 40 hours per week (using accrued leave as appropriate to arrive at the 40 hours) on the Time Summary. This will cause the Departmental/Division Time Summaries to show a) ACTUAL time worked for hourly employees; and b) 40 hours per week for salaried employees. Doing it this way tells the payroll software to pay for the actual time worked for hourly employees but to pay the same weekly salary to the salaried employees. Rationale: The purpose of individual time records are accountability (to what extent are employees, hourly or salaried, actually working). Departmental/Division Time Summaries are for purposes of paying people correctly (hourly employees get overtime, salaried employees do not). Under -reporting time or over -reporting time: If an employee knowingly under -reports his/her time worked or over -reports his/her time worked,' it is avery serious violation of this policy. The same goes with any supervisor or manager who knowingly under -reports or over -reports the time of an employee for whom he/she is responsible. If someone knowingly under -reports or over -reports his/her time (or the time of someone he/she supervises) on a timesheet, it will be considered falsification of City records and a violation of City policy. That person will be subject to disciplinary action, including the possibility of termination of employment. Note: If any employee ever feels pressured to agree with false time on his/her timesheet, the employee should report this to HR immediately. Such an employee should rest assured that there would not be any retaliation for doing so. Absence codes on the Time Sheet: The absence codes on the Standard Employee Time Sheet are to be accurately completed by the timesheet supervisor, typically after the employee has turned in the time records. The absence codes explain the nature of the person's absence (excused, unexcused, FMLA, etc.). It is the supervisor's responsibility to notify the employee of any absence marked "unexcused". . Example: John Doe's timesheet shows a "3" under "W' for Monday. This means John Doe was out 3 hours on Monday due to a workers compensation injury. This creates a record that John Doe has 3 legally protected hours of absence that day. Example: Jane Doe's timesheet shows an "8" under "F" for Thursday. This means Jane Doe was out 8 hours on Thursday on Family and Medical Leave Act job protected leave. Example: John Doe's timesheet shows an "8" under "U" for Tuesday. This shows that John, an 8 hour a day employee, had an unexcused absence on Tuesday. The paid leave codes on the Time Sheet: The paid leave codes on the Standard Employee Time Sheet are to be completed by the employee. They explain how the employee is to be paid if he/she were absent. City directed business travel or training: Employees traveling on official City business should be paid according to Travel and Training Policy standards. Employees who travel and/or receive training under the City's Professional Development Leave policy should likewise use Professional Development Leave amounts and be paid according to Travel and Training Policy standards. If this requires fractional amounts of Professional development Leave to be used, then it should be rounded off to the quarter hour as is customary with other types of accrued leave. 4. Absences: A. Accountability: Calling in: Each City job description states, as an essential job function, that employees should have regular and reliable attendance that is non -disruptive. HR -09 Page 4 of 5 Accordingly, all employees, whether salaried and hourly, are expected to make a good faith effort to consult with their direct supervisor (or other designee, as directed by their Department/Division rules) in advance of any planned or reasonably foreseeable absences that occur during the employee's normally scheduled workday. "Consult" in this context means an actual, two way communication unless otherwise directed by the Division head or Department head. All employees, whether salaried or hourly, are also expected to make a good faith effort to consult with their direct supervisor (or other designee, as directed by their Department/Division rule) as soon as possible regarding any unforeseeable or emergency absences. "Consult" in this context means an actual, two way communication. If a consultation is not possible under the circumstances, all employees are expected to — at the very least - call in as soon as possible to the person/people designated by the employees' Department/Division for that purpose. It is completely unacceptable for any employee of the City to simply "no show" and miss work without attempting to make contact per the above guidelines. B. Planned Scheduled Absences: 1. The direct supervisor (or other designee) of an hourly employee has the discretion to agree in advance to allow an hourly employee to miss regularly scheduled work and then make it up as long as the time is made up within the same workweek. Such discretion should be based on considerations of scheduling, staffing, the services provided by that Division/Department, budget considerations (especially overtime caused by others having to work extra), the quality of the employee's attendance otherwise, and general fairness to the other employees in the Division/Department. 2. Salaried employees at the City are expected to regularly and routinely work over 40 hours per week. In recognition of this fact, supervisors of salaried employees who meet the criteria listed below are allowed the discretion to occasionally allow the salaried employee to miss 3 or fewer hours of time in the employee's regularly scheduled workweek without having to utilize accrued leave banks, as long as the salaried employee still works a minimum of 40 hours in each week. The limited circumstances under which this is permissible are: a) The employee regularly and routinely works over 40 hours each week; b) The supervisor's permission was obtained beforehand by the salaried employee (absent emergency circumstances); and c) The request is a non -routine, occasional one. 5. Scheduling: Employees are never permitted to be in charge of their own work schedules or time off. It is always up to the supervisor to schedule the employees' work time and to authorize any time off or any modification to that schedule. The supervisor is responsible for ensuring the work is done, including managing coverage for absences. The supervisor is responsible for making sure the work gets done within the salary budget. The supervisor is also responsible for complying with any applicable child labor laws concerning employees under the age of eighteen (18). It is thus important for employees to work the hours the supervisor schedules for them to work, and to comply with the rules for obtaining supervisor permission to be absent. Due to the financial cost to the City, hourly employees should not start work early, finish work late, work during a meal break or perform any other extra or overtime work unless the HR -09 Page 5 of 5 supervisor has previously authorized it. It is equally important that hourly employees not work hours that the supervisor has not authorized for them to work. The City wants everyone fully paid for the time that they actually work, but also expects hourly employees to not work more hours or a schedule that is different than that which was authorized by the supervisor. Since there is no extra financial cost to the City, salaried employees may start work early, finish work late, working during a meal break, or perform any other extra work. However, like hourly employees, salaried employees are expected to work the schedule authorized by their supervisors. Neither hourly nor salaried employees may "self direct" their work schedules. On rare occasion there may be circumstances (such as excessive hours worked in a prior week due to a special occurrence) such that a salaried employee might be approved for an isolated workweek of fewer than 40 hours without utilizing accrued leave banks. Such an absence must be authorized in writing by senior staff. 1 The written authorization must be attached to the employee's time record. 6. Lunches and Breaks: As with other scheduling decisions, it is up to the supervisor whether and to what extent to allow breaks. Different Departments/Divisions may have different break practices depending upon considerations of service, staffing, scheduling, etc. Per wage and hour law requirements, breaks that are twenty (20) minutes or less must be considered "on the clock", no exceptions allowed. Per wage and hour law requirements, lunch breaks during which the employee actually keeps on working are also "on the clock". Example: Jane Doe takes a thirty minute lunch "break" by eating her sandwich while she keeps working at her desk. Since Jane kept working while having lunch, her entire lunch break is "on the clock". If a supervisor does allow formal breaks, hourly employees should presume that they are to take actual, true breaks away from work if the designated lunch or other breaks are more than 20 minutes long. Breaks of more than 20 minutes are unpaid and hourly employees should not perform any work during these breaks without prior permission from the supervisor. If hourly employees work during these unpaid breaks without prior authorization, the City's budget can be affected and unauthorized overtime may occur, and the employee may be subject to disciplinary action for under -reporting time worked. ' Senior staff includes: City Attorney, District Court Judge, City Clerk/Treasurer, Chief of Staff, Fire Chief, Chief of Police, Communication, Marketing & Volunteer Services Department Director, Development Services Department Director, Finance & Internal Services Department Director, Parks & Recreation Department Director, Transportation Services Department Director, Utilities Department Director. RFP 10-06, Addendum I RFP 10-06, Employee Time & Attendance System Date: Friday, March 26, 2010 To: All interested parties From: Andrea Foren, CPPB, Purchasing Agent THE CITY OF FAYETTEVILLE, ARKANSAS City of Fayetteville — Purchasing Division 113 W. Mountain — Room 306 Fayetteville, AR 72701 Phone: 479.575.8220 E -Mail: aforen@ci.fayetteviIle.ar.us Notice: This addendum is hereby made a part of the proposal documents to the same extent as though it were originally included therein. Proposers should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject vendor to disqualification. Addendum shall be attached to the inside cover of the bidding documents, signed, and dated. 1.) The deadline to submit proposals has been extended. All proposals are due no later than 2:00 PM on Thursday, April 08, 2010. All proposals shall be delivered to the City of Fayetteville, 113 W. Mountain, Suite 306, Fayetteville, AR 72701, Attention: Andrea Foren, Ref: "RFP 10-06, Employee Time & Attendance System". 2.) A word version of the RFP as well as the current excel time sheets in use are available by request. Proposers can contact Andrea Foren at aforen(a)ci.fayetteville.ar.us to obtain an electronic copy of these documents. All interested parties should be familiar with the current time sheet documents. 3.) The ability to "import" data is referring to the vendor's ability to import employee data and accrual balances into the time & attendance system and send time data to the HR and payroll systems. The City will need to be able to export from our payroll system and import into the time and attendance application employee data and accruals while maintaining a single point of entry for employee information in the City's payroll system. Time data will need to be exported from the time and attendance system for import into our existing payroll system via fixed length or delimited text file. 4.) Accruals are currently being calculated thru the New World Systems software application. 5.) Currently, scheduling and time keeping functions are done manually on paper and utilizing Microsoft Excel spreadsheets and Access databases. The City will replace all of these processes with the time and attendance solution. Item 2.11.28 is to ensure that the system is capable of receiving data from various sources such as time clocks, vendor provided web and phone applications, kiosks, etc. 6.) There is currently no time related data that will be converted and imported into the time and attendance solution. Employee data and accrual information from the payroll system will need to be importedinto the solution in an ongoing basis to maintain a single point of entry for employee data in the current payroll system. 7.) The City would like to begin implementation by July 1, 2010. Plans are to stage implementation based on site/location and/or employee job function. 8.) Regarding the interface between the time and attendance application and the New World system, the following data will be sent between the two systems (e.g. employee data, total times, work orders, etc.): Pa e 1 of 2 Tp1e onirr unit tir,r s L)evic: for .he deaf TDC (479) 521-1316 1 1 3 West Mountain Fayettevii(e. AR 72701 a. Employee data such as employee name, employee number, division, accrual information will be imported to the time and attendance system from our New World payroll system. Hours worked, exception hours (i.e. sick, vacation, etc), job costing, non-scheduled time, etc will be captured in the time and attendance solution and exported to the payroll application in New World System. From the time and attendance system, the City needs a fixed length or delimited text file that the City can import into the payroll system. The file will need to contain all of the necessary employee and hours information (i.e. regular hours, sick hours, vacation, etc) to generate payroll. 9.) In reference to question 2.14.1: There is currently no time related data that will be converted and imported into the time and attendance solution. Employee data and accrual information from the payroll system will need to be imported into the solution in an ongoing basis to maintain a single point of entry for employee data in the current payroll system. 10.)At this time, there is not a preferred method for data collection. The City employs approximately 750 employees, located at over twenty locations. Data collection will consist primarily of a combination of biometric time clocks and PC application based entry. Five hundred or more employees have daily access to computer workstations. All equipment shall be provided with itemized per unit pricing. Selected vendor shall assist the City with final needs assessment for equipment, software, etc. Vendors are encouraged to submit multiple pricing option packages based on different technologies available. All pricing should be itemized on a per unit basis. Additionally, it is preferred, that a cost per unit maintenance price also be included with each available technology proposed. The types and quantity of collection devices will be determined during the selection process. We realize that there are a large number of collection devices that each vendor will be able to utilize and support, and do not want to limit ourselves to a particular type of device without viewing vendor proposals and recommendations. 11 .)Currently, the City has a "timekeeper list" consisting of 40-50 employees that log in to approve time. The City desires the flexibility for a future implementation to have line supervisors make corrections and approve time. This flexibility could add another 25-30 users. a. Example: Currently there is one City employee that is the designated timekeeper for the entire Fire Department that corrects and approves time for all employees in that division. However, after successful implementation and training of the time and attendance system, the City desires this responsibility to be distributed to the Battalion Chiefs that supervise each shift. This theory would eventually carry over to water/sewer crews, etc. to more accurate monitoring time among all City employees. 12.)The City prefers a web based application that does not require any client side installation of software. 13.) All Proposers are requested to include demo information with their proposal (example: a CD containing a demo of software, website and log -in information for a demo site, etc.). 14.) This addendum should answer all questions e -mailed up to this point. If your question has not been properly addressed or if you have additional inquiries, please e-mail Andrea Foren. Acknowledge Addendum #1: Printed Name: Signature: Title: Date: Company: Pa e 2 of 2 Te&ecunnmunications Device for the. Deaf TDD (479, .521-1316 113 West Mountain .. Feyettev3ie. AR 72701 THE CITY OF FAYETTEVILLE, ARKANSAS City of Fayetteville — Purchasing Division n 113 W. Mountain — Room 306 RFP '1 0'06, Addendum 2 Fayetteville, AR 72701 RFP 10-06, Employee Time & Attendance System Phone: 479.575.8220 E -Mail: aforen@ci.fayetteville.ar.us Date: Wednesday, March 31, 2010 To: All interested parties From: Andrea Foren, CPPB, Purchasing Agent Notice: This addendum is hereby made a part of the proposal documents to the same extent as though it were originally included therein. Proposers should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject vendor to disqualification. Addendum shall be attached to the inside cover of the bidding documents, signed, and dated. 1.) In response to vendor questions please note the following: a. The City prefers a traditional model time keeping system that is hosted internally. Acknowledge Addendum #2: Printed Name: Signature: Title: Date: Company: Page 1 of 1 f lerorrrnuizait'ons Device for *he Deaf 11)O (679) 52 •1316 1 13 west Mountain - Feyettevillet AR 77701 qLa-1 CITY COUNCIL AGENDA MEMO To: Mayor Lioneld Jordan and the City Thru: Paul A Becker, Director of Finance From: Patricia Leach, Accounting Manager Payro Scott Huddleston, Information Technology Missy Leflar, Human Resources Director Date: July 16, 2010 THE CITY OF Fg'ETTEVILLE, ARKANSAS ,DEPARTMENT CORRESPONDENCE Subject: Approval of Contract with NOVAtime for Ti9dend Attendance Software PROPOSAL: The City currently processes pay 11 for 763 mploy summaries to gather the hours worked by these yfnployees. Thirtone responsibility of gathering and organizing the tim beets and entering em into the payroll software. The process of gath ing, organizing, enteri g hours each payroll. Implementation of an elec onic timekeeping system be maintained electronically and imported 'ifto the payroll system, and w' with the Family and Medical Leave Act d Fair Labor Standards Act al that the City will gain. An electronic a ndance system will also be of gr analysis of situations where supervisor propose disciplinary actions invol documentation concerning legally otected and excused absences. Cu informal system of keeping track o absences. ees utilizing manual timesheets and payroll employees have the additional "timekeeper" into payroll summaries which are then entered and reentering this data takes numerous staff .11 reduce errors, reduce workload, as time will 1 provide reporting necessary for compliance o with an extensive list of other efficiencies ea assistance to Human Resources staff in the ving bsences, as it will provide accurate, solid rrent each Division has its own formal or RECOMMENDATION: aff recommends approval of contract with NOVAtim'k in the amount of $119,483.19 plus applicable sales taxes and sh' ping & handling for a total cost of $131,035.39. Staff �so recommends the approval of a fifteen (15) percent conting�icy to cover the cost of additional collection devices and rel ted expenses if needed. BUDGET IMPACT: This project is included in the CIP budget. The total cost for this project is not to exceed $165,000.00. The attafied contract with NOVAtime in the amount of $119,483.19 includes Ne following: Softw e: 44,67/5 - Impl mentation & Training: 19,500.00 - Hardware (15 biometric clocks) 29,452.90 - 2 Yr. Support (software, telephony, & hardware) 25,850.54 - Contract Total 119,483.19 - Sales Tax and Shipping & Handling 11,552.20 Grand Total $ 131,035.39 There will be additional costs associated with this project, such as additional collection devices and related IT expenses, which, when combined, will not exceed the budgeted maximum amount of $165,000.00. A fifteen (15) percent contingency is proposed for these additional costs. Annual software and hardware maintenance costs for the first two (2) years is included in the amount of $25,850.54. After the second year, annual software and hardware maintenance will not exceed a five (5) percent increase per year based on contracted items. Appendix C FLEXIBLE Response to: The City of Fayetteville, Arkansas RFP # 10-06: Employee Time & Attendance System APRIL 7, 2010 Submitted by: OOVArime° FEEL THE POWER 1255 Corporate Center Drive, Monterey Park, CA 91754 Ta7el�—l KANSAS April 7, 2010 Ms. Andrea Foren City of Fayetteville Purchasing Department 113 West Mountain, ROOM 306 Fayetteville, AR 72701 Dear Ms. Foren, (Fo_ VA time® FEEL THE POWER Thank you for considering NOVAtime Technology, Inc. as your workforce management partner. NOVAtime provides fully integrated, real-time, reliable, and scalable scheduling, time and attendance software and hardware solutions and is recognized as a leader in innovation and functionality in our industry while focusing on customer service and quality. NOVAtime has helped over ten thousand government and private sector organizations improve their workforce management process, and understands government efficiency needs. We are confident that this will be apparent as we intend to provide a full understanding of our solution, implementation, pricing, and support model. As you may know, many government agencies are now required to carefully measure the cost of its activities. With our public sector Scheduling, Time and Attendance solution, you can eliminate labor redundancy, reduce overtime, automate processes, increase productivity, and streamline state and federal reporting requirements. Our experience with the public sector, combined with a modern system architecture that provides exceptional functionality and customer support, a business model that is compatible with government organization processes and regulations, and an understanding of the specific, unique challenges and goals facing the public sector is what makes NOVAtime uniquely qualified for the City of Fayetteville's Time and Attendance / Workforce Management needs. NOVAtime: Business Model Designed for Government • Dedicated technical support with guaranteed response time • Free software upgrades • Flexible delivery and pricing model utilizing Licensing and/or SaaS to reduce capital expenditure amount • Unlimited Training for life • Fixed price implementation with onsite services inclusive of expenses • Money back guarantee as protection against a future acquisition pg. 1 ttM1e I ARKANSAS <N7- "PKL THE POWER In addition to the innovative government focused benefits of NOVAtime, please note the following important product differentiators: High -Level Functionality • Open modular design that easily adapts to organizational changes and • Customizable, web based (Internet/ Intranet) System Navigator for ease of use by employee type • Personnel can enter their time via a biometric device, swipe card, or Web browser and telephony • Data Collection devices have power over Ethernet and wireless communications options with full employee self-service capabilities — View Schedules, Time Sheets, Time Off Requests, etc. • Timecards reflect all adjustments in real time. This means that supervisors see the effect of adjustments immediately and can quickly approve timecards. • Administrators have the ability to determine historical trends easily with advanced archiving and reporting features. We would recommend and welcome an opportunity to teleconference with our mutual teams to expand on your unique requirements so that we can craft a customized demonstration of our solution as a short listed vendor. On behalf of the entire NOVAtime team, we look forward to helping you achieve your workforce management initiatives and thank you for your time and consideration. Should you have questions during your evaluation of our response please contact me immediately. Respectfully submitted, Ty Hall NOVAtime Technology, Inc. 1255 Corporate Center Drive Suite 307 Monterey Park, CA 91754 407-876-4386 ty.hall@novatime.net Ian Sexton: 407-620-6080 lan.sexton@novatime.net el CLThEPOWuKaas ER APR c13 Ian Sexton joins NOVAtime from Paychex Monterey Park, CA ( PRWEB) February 2, 2010 -- NOVAtime Technology, Inc., (www.novatime.com), a leading workforce management solution provider and one of the world's most popular SaaS destinations , announced today that Ian Sexton, a veteran technology executive who was most recently President of Stromberg, a subsidiary of Paychex, Inc. (NASDAQ: PAYX) and then Kronos Incorporated, has joined NOVAtime, effective immediately. Prior to becoming President of Stromberg (headquartered in Lake Mary, FL) in 2007, Sexton, 52, led sales at Stromberg for 5 years, transforming the company into the second largest Time, Attendance, and Scheduling company. In this role he created and grew a national sales force and increased sales by over 1000%. He was previously vice president of sales at MCS, a leading British software company, where he built a team of over twenty software sales professionals in London. He then moved to Boston to start MCS's United States subsidiary. Ian was also director of sales for ASA's SmartTime Time, Attendance, and Scheduling software division and served as president of T Systems, a reseller for ADI Time and eLabor's time and labor division. The NOVAtime Board released the following statement "We are very excited to have Ian Sexton leading NOVAtime into its next era of growth. He is the exact combination of seasoned technology executive and savvy leader that we were looking for, and we are thrilled to have attracted such a world -class talent to NOVAtime. He is admired in the industry for his deep management expertise, strong customer orientation, excellent people skills, and firm understanding of the challenges facing employers of all sizes." Ian Sexton said, "NOVAtime is a leader in Software as a Service for human capital management with a great collection of assets, strong technology, and enormously talented employees. I thoroughly enjoyed my time at Paychex learning from such talented leaders as Jon Judge and Walter Turek. As soon as I talked to the people at NOVAtime I knew that they had an unmatched technology story. The advanced feature set allows us to deliver ideal solutions for Time and Attendance, Scheduling and Workforce Management delivered through the cloud or installed on our customers own servers. Either way we offer a true partnership with our clients; fixed price implementations, no charge for upgrades, dedicated support representatives and unbeaten customer satisfaction and retention." About NOVAtime NOVAtime Technology, Inc., ( http://www.novatime.com), a forward -thinking workforce management solution company that continues to apply the latest technology advancements to its suite of Time and Attendance/Workforce Management products and services. NOVAtime is headquartered in Monterey Park, California. NOVAtime is a Microsoft Gold Certified Partner. For more information, visit www.novatime.com. NOVAtime and NOVAtime logos are trademarks and/or registered trademarks of NOVAtime Technology, Inc. All other names are trademarks and/or registered trademarks of their respective owners. pg. 2 Fayo*eoltt�—i KANSAS NQ VA time° Table of Contents INTRODUCTION.............................................................................................................................................4 PART I — Business Organization, Experience, & Other Information (minimum requirements) ....................6 PART II — Authorized Negotiator and All Required Forms...........................................................................21 PARTIII — Cost Proposal..............................................................................................................................24 PART IV — Response to Fayetteville's Requirements...................................................................................29 2.1 Network Environment.......................................................................................................................29 2.2 Server/Services..................................................................................................................................31 2.3 Database Systems..............................................................................................................................32 2.4 Web Servers......................................................................................................................................40 2.5 Workstations and User Interface......................................................................................................41 2.6 Hardware Requirements for Proposed Solution...............................................................................43 2.7 Performance......................................................................................................................................44 2.8 Training/Tutorial & Customer Service...............................................................................................45 2.9 Security..............................................................................................................................................74 2.10 Demonstration/Trial........................................................................................................................78 2.11 Feature/Functionality/Capabilities Requirements..........................................................................79 2.12 Ease of use.......................................................................................................................................88 2.13 Vendor/Supplier Risk and Support Requirements..........................................................................90 2.14 Data Conversion/Integration...........................................................................................................93 2.15 Workplace Plan and Project Management.....................................................................................94 2.16 Implementation Support.................................................................................................................97 2.17 Warranties and Support/Maintenance Contract..........................................................................100 2.18 Software License...........................................................................................................................108 2.19 Escrow of Source Code..................................................................................................................109 2.20 Other Items...................................................................................................................................110 3.0 Collection Devices...........................................................................................................................112 PART V — Additional Information..............................................................................................................113 Sample Clock and Screen Displays:.......................................................................................................116 SystemInfrastructure............................................................................................................................117 EXHIBITS....................................................................................................................................................118 pg. 3 fJ�IA time® FEEL THE POWER NOVAtime is presenting unsurpassed Time, Attendance, and Scheduling solutions combined with an exert project management methodology for seIsyre9 p p g VerifCali,Fi City of Fayetteville's Request for Proposal RFP 10-06, Employee Time & &G'`°a''°" V Attendance System NOVAtime has adept experience on similar projects since its inception to the industry in 1999, growing to a $30 million dollar company with over 40 employees, providing services and solutions for the past decade to over 10,000 organizations around the world, with over 60 distributers and 250 certified engineers. NOVAtime services and supports customers 24 hours a day/7 days a week from its corporate headquarters in Los Angeles, California and through its network of certified engineers. Project implementation is stationed out of Denver, Colorado and houses the Professional Services staff that provides on -site education and training for customers within their own environment during the implementation process. The purpose of this document is to provide detailed information about the NOVAtime program, including software and services, while demonstrating the "off -the -shelf" functionality that allows for electronic time approval and job reporting while interfacing with the City of Fayetteville's existing HR, Payroll, and financial systems. Our innovative Automated Time, Attendance, and Scheduling system can help the City of Fayetteville maximize its performance with the following "out -of -the -box" NOVAtime program benefits as listed in this document. • Interface easily with external applications and data sources. Front Runner Windows Server O 2008 R2 NOVAtime has existing interfaces with multiple financial, service bureau, HR, and payroll applications including SAP, Oracle/PeopleSoft/JDEdwards, New World Systems, H T E, MUNIS, Eden, Incode, Pentamation, Banner, payroll and general ledger systems. The use of NEWS (NOVAtime Enterprise Web Services) allows import/export of data into multiple systems using standardized XML/SOAP formats while eliminate duplicate data entry. • Proven capability configuring and effectively using hardware to support the application NOVAtime team members have extensive background and experience implementing Enterprise applications and ensuring uptime and performance metrics specific to each engagement. • Scheduling Features NOVAtime's scheduling feature is designed to enable the creation and management of permanent and temporary employee schedules. This provides supervisors with the ability to create a distinct point of reference for employee information, while also providing the system with the expected starting and stopping times for various work shifts. I': ' Ta`y�eV<�O--K�ttE® S PART I - Business Organization, Experience, & Other Information (minimum requirements) (1) PROVIDE RESUMES AND INFORMATION ON THE SENIOR PERSONNEL WHO WILL BT THE CITY'S CONTACT AND BE DEDICATED TO WORK WITH THE CITY, INCLUDING A DESCRIPTION OF THEIR EXPERIENCE IN PROVIDING THESE SERVICES AND ABILITY TO BUILD A SUCCESSFUL RELATIONSHIP WITH THE CITY'S STAFF. DETAIL WHAT PERCENTAGE OF EACH INDIVIDUAL'S TIME WOULD BE SPENT WORKING ON THE CITY'S ACCOUNT. ALSO, INDICATE WHAT OTHER ACCOUNTS THIS INDIVIDUAL WILL HAVE. You project team will include the following individuals (subject to change based on business requirements): Brian Harris is Director of Professional Services and Manages Project Implementation. Brian has over 12 years of experience in the IT industry, serving primarily in roles dealing with project/program management and Enterprise Infrastructure and Application Architecture for organizations with 200 employees to over 25,000+ employees. Brian Harris also leads the Deployment team. Joyce Jan is the Database Project Manager and Project Manager. Joyce has over 20 years of experience in the Information Service/Information Technology industry, and over 4 years of experience in the Time and Attendance industry, managing major product releases as well as providing project management for major account implementation for NOVAtime. Jim Schultz is Senior Application Support Engineer. Jim manages and teaches for NOVAtime University, provides product release and training documentation, and assistance with system design (user - interface) and quality assurance for over 6 years with NOVAtime. Calvin Lo is Director of IT and Technical Services. Calvin manages and supports the IT infrastructure with over 20 years of experience in the IT industry designing and building IT infrastructures from the ground up. Ta7el�—l K - .._ FEEL THE POWER Project Team Resume's All the project team members are experienced professionals and provide exceptional customer service to NOVAtime's clients. Director of Professional Services Full Name Brian Harris Job Title at Director of Professional Services NOVAtime Project Role Manage Project Implementation Education • B.S. in Natural and Applied Sciences, Minor in MIS with emphasis on Distributed Systems from University of Texas • Online Essentials of Project Management, PMI (Villanova) • Microsoft Certification: MCP 2000/2003 • CCNA v2 • HP Open View • Network + • I -Net + • Project + • 3Com — 3Star Certified Background • Experience in the IT industry for over 12 years, serving primarily in roles dealing with project/program management and Enterprise Infrastructure and Application Architecture for companies with 200 employees to over 25,000+ employees. • Leads the deployment team; designed technology architecture components that are implemented across multiple enterprise business units, as well as providing infrastructure/ application architecture QA and oversight to project teams. • Analyzes and assesses computer/network architectures and requirements and develops optimum, cost-effective solutions for clients. • Developed business plans and budgets for national consulting practice. pg. 7 v1lle ARKANSAS 66 Project Manager: Full Name Job Title at NOVAtime Project Role Education TiOAtim e® FEEL THE POWER Joyce Jan Project Manager Database and Project Manager • M.S. in Computer Science from University of Southern California Background • Experience in the Information Service/Information Technology for over 20 years. • Experience in the Time and Attendance industry for over 4 years. • Managed major product releases as well as providing project management for major account implementation for NOVAtime. • Managed the Remedy Intelligent Staffing project at NOVAtime which spanned over 2 years. • Worked as the Y2K project manager for McKesson Water Products Company (MWPC), and was recognized as the "Proiect Manager of the Year." McKesson was the third largest bottled water provider in US and the project spanned 2 years. • Managed over 50 domains for Danone Water Products, which was the largest bottled water company in North America, and spearheaded the interactive water ordering web site. • Managed the statement outsourcing project for McKesson Water Products, with a monthly volume of over 750K statements. • Managed the telemarketing outsourcing project (of 40+ agents), providing an interactive access to product info, pricing and customer data to remote agencies in Pennsylvania and Puerto Rico. • Worked at Baxter Biotechnology and Countrywide for many years. ARKANSAS QQQ Product Trainer: Full Name Job Title at NOVAtime Project Role Education O'___ OVA time® FEEL THE POWER Jim Schultz Senior Application Support Engineer Manage Application Implementation • Associate Degree in Electronic Engineering • Novell Certification (Pre-CNE) in 1986 Background • Experience in the Time and Attendance industry for over 23 years. Mr. Schultz has developed a strong sense of what it takes to understand a customer's requirements and to help them succeed in automating time management for their workforce. • Guest teacher/speaker for workshops for the National Time Equipment Association (NTEA). • Manages and teaches for NOVAtime University; provides product release and training documentation, and assistance with system design (user -interface), and quality assurance in the 6+ years at NOVAtime. • Supports major accounts to help ensure a successful implementation, including Loomis (with over 200 branch locations all over United States, project spanned over 2 years) and Remedy Intelligent Staffing (a system capacity of over 40,000 employees). • While at Source Information Systems for over 10 years, managed a team responsible for the post -sale process for over 500 customers, with tasks including system discovery, installation, training, and support (implementation), and quite often interfaces to MRP, Accounting, Payroll/HR, and other mainframe applications. • Responsible for providing sales assistance for system demonstrations and need discovery at Source Information Systems. tv1i1e ARKANSAS Software Developer: Full Name Job Title at NOVAtime Project Role O-0-K�t6jn® Calvin Lo Director of IT and Technical Services Manage and Support the IT Infrastructure Education • M.S. in Electrical Engineering and Applied Mathematics from University of Southern California • Certification from Microsoft: MCSE • Certification from Novell: MCNE Background • Experience in the IT industry for 20 years. • Built IT infrastructure from the ground up for a couple of hi - tech startups in the Silicon Valley. • While at Portera (online Professional Services Automation application), worked directly with the former eBay's CIO, Bob Quinn, who oversaw transition and architecture in managing eBay's hyper growth. • IT Operations for Netflix, which has the world's largest online DVD subscription service. • Novell IT and consulting services to various sectors including local government, VC firms, and pharmaceutical companies. pg. 10 Afl KANSAS ll1e NO VA time° t�=...._ FEEL THE POWER (2) PROVIDE AN ORGANIZATIONAL CHART OF THE FIRM THAT INCLUDES ALL OF THE INDIVIDUALS WHO WILL BE RESPONSIBLE FOR THE CITY'S ACCOUNT. Team Structure Our Technical, Professional, and Support Services teams have years of direct customer experience, and we periodically provide our resellers' field support in these areas. We have developed and refined our methodologies with rigorous testing and numerous implementations, and by applying industry best practices to ensure quality solutions and services. We have extensive experience with system users and requirements from various vertical markets, including government. We use documentation and training templates that are easily tailored to the specific requirements for each client, and the level of training and support instill confidence in system users. [case Study pg. 11 vll1e NOVA time® ARKANSAS t FEEL THE POWER (3) FIRM'S RECENT HISTORY INCLUDING EXAMPLES OF TYPES OF SERVICES FOR OTHER CITIES, COUNTIES, OR OTHER GOVERNMENT TYPE ENTITIES. NOVAtime's public sector practice is growing. In the past 3 months we have created a dedicated government sales team who proactively sells to government. This team has completed the process of approval by the Federal GSA and posted pricing on the GSA's website, www.gsaadvantage.gov, for the NOVAtime 4000 platform. We (NOVAtime and NOVAtime authorized resellers) have also recently been awarded projects at Pittsburgh Parking Authority, City of Norwalk, CT and Warren County, NY. NOVAtime created this focused public division within the company based on the unique requirements and challenges to government and public sectors, and the recent success we have seen within this vertical. A partial listing of our public sector client list includes: • City of Tahlequah, OK — City Government • Shelby County, TN — County Government • Town of Stonington Board of Education — K-12 • Township of Medford Board of Education — K-12 • Avon Board of Education — K-12 • Organization Cook County Clerk, Chicago, IL — County Government • University of Minnesota — Higher Education • Princeton University— Higher Education • Rutgers University— Higher Education • University of Kentucky — Higher Education pg. 12 ARKANSAS (fJ�iAtime® FEEL THE POWER (4) A DETAILED DESCRIPTION OF SIMILAR WORK PERFORMED BY THE FIRM AND ITS ASSOCIATES DURING THE PAST FIVE YEARS. Please see video of Loomis Trucking at the following link: http://www.youtube.com/watch?v=6OVKIGrhhZY Please see video of Mainstay Business Solutions at the following link: http://www.youtube.com/watch?v=UgDa3C391Y0&NR=1 Michigan Maple Block Co. and Bally Block Co. (http://www.mapleblock.com/) have been manufacturing butcher block products since 1881. Their wood -welded butcher block line includes kitchen countertops, wood countertops, kitchen islands, kitchen carts, wood cutting boards, dining tables and dining table tops, carving boards, bakery tables, workbench tops, laboratory tops, shuffleboards and locker benches. Their End Grain and Edge Grain butcher block products can be found hard at work around the world. Michigan Maple Block Co. and Bally Block Co. have two locations: Maple Block Company in Petoskey, Michigan, and Bally Block Company in Bally, Pennsylvania, which is also company headquarters. Coming off of a manual punch timecard system in December 2007, Michigan Maple Block Co. and Bally Block Co. automated their timekeeping process by choosing NOVAtime Time and Attendance/Workforce Management solutions and proximity time clocks. This was successfully implemented and supported by NE Time Systems, an authorized premium reseller of NOVAtime products. Jack Reed, Support Engineer of NE Time Systems, says, "NOVAtime is perfect for them because of its ease of use and their need for a powerful Accrual module to track their vacations and free days. NOVAtime also has a great Point System to help them to effectively manage their employee attendance policies and patterns." Point System to effectively enforce Attendance Policy A Point System is normally used to track and measure employee attendance performance. It allows you to assign point values to exceptions important to your business, such as arriving late, leaving early, or missing work altogether. These points are used to build rules and threshold levels that accurately track the employees' trends in -regards to following your company's policies. Once a threshold is reached the system can automatically generate pre -configured HR documents for supervisors to review with their employees. Rewarding employees for perfect attendance and following established attendance guidelines can also be accomplished and monitored automatically using the Point System. Mr. Dave Ritter, Plant Manager of Bally Blocks, says, "We are set up to automatically generate warning letters when employees get to certain levels for tardy and days out without pay." Mr. Reed adds, "NOVAtime's Point System enforces a fair and consistently administered attendance policy, which is important for business success. Payroll preparation made easy with NOVAtime "We have nothing but good things to say about NOVAtime solutions and NE Time Systems, "states Mr. Ritter. "This is a huge improvement from paper -punch timecards. There's simply no comparison. We review employee punches at the end of a week, make adjustments and pass them to payroll. We can pg. 13 Ta`y�eV NOVA time° S FEEL THE POWER now proactively manage overtime and control labor costs. We save a lot of time using NOVAtime's workforce management solutions. We really like NOVAtime," concludes Mr. Ritter. Using NOVAtime Time and Attendance/Workforce Management solutions, Michigan Maple Block Co. and Bally Block Co. have trimmed significant costs and hours from their payroll preparation process. They use AD Computer for their payroll. w.ip i1e / ARKANSAS <Ao"-9VA time® FEEL THE POWER (5) NAMES, ADDRESSES, TELEPHONE NUMBERS, AND CONTACT PERSONS OF FIVE FOR WHOM THE BIDDER HAS PERFORMED SIMILAR SERVICES DURING THE PAST THREE YEARS. Company Name: Select Staffing Address: 2145 N. Josey Lane, Suite 120, Carrollton, TX 75006 Contact Name: Jeff Caruthers Telephone: 214-680-3230 Email: Jeff.Caruthers@selectstaffing.com Number of Employees: 40,000+/ - Number of Locations: 300+ Length of Service: 6 Years Company Description: Select Staffing is one of the largest staffing agencies in the US. They have a complex organization with a large number of offices spread throughout the United States. Reference #2 Company Name: Vallarta Food Enterprises Address: 1111 W. Avenue I, Lancaster, CA 93534 Contact Name: Russ Jones Telephone: 818-898-0088 Number of Employees: 5,000 +/- Number of Locations: 25 Retail Locations Length of Service: 5 Years Summary of Project: Implemented NOVAtime Workforce solution across all departments and employees within decentralized offices. Reference #3 Company Name: Loomis Trucking Address: 2500 Gavilon West Blvd., Suite 900, Houston, TX 77042 Contact Name: Rocky Chapman Telephone: 713-435-6700 Email: rocky.chapman@us.loomis.com Number of Employees: 12,000+ Number of Locations: 240 Length of Service: 4 Years Company Description: National trucking company with locations around the US. pg. 15 <�—OK)�ilme@ THE POWER (6) LISTING OF ANY PAST OR CURRENT LITIGATION AND LAW SUITS (INCLUDING OUTCOME OF EACH LISTED) FILED AGAINST THE SUBMITTING FIRM. NOVAtime is not currently, nor has it ever been, involved in litigation. pg. 16 tvilie [�iAtime® ARKANSAS... FEEL THE POWER (7) DESCRIPTION OF THE PROPOSED METHOD OF DOING WORK. NOVAtime SurePath Methodology: An overview of the SurePath methodology, including high-level tasks for each delivery phase is included in the graphic below. Each phase of the SurePath methodology requires specific skill sets and resources. Detailed resource plans will be provided upon selection and engagement. SURE P1-rH NOVAtime Technology. Inc. pg. 17 N4 VA time° Ta"y'eV_ FEEL THE POWER • Project Teams Identified • Initial Scope Development • Draft Detailed Work Plan • Project Kickoff Meeting • Project Control Tools Established • Steering Committee! Team Review • Functional Gap Analysis • Application and Technical Design Documentation • Update Detailed Work Plan • Infrastructure Procurement • Prototype! Baseline Install • Training Requirements • Data Mapping • Unit Testing • System • Application • User Migration from Setup Acceptance Staging • Workflow Testing (UAT) • Data Collection Design • Pilot! Parallel Device • Data Collection Pay Period Deployment Requirements Testing • Ongoing User • Configure • Issue Training System and Pay Remediation 1 • Proactive Issue Rules Configuration Support • Configure User Updates • Legacy System Access • End User Decommission • Interface Communication • Support Requirements and Training Process • Application Documentation Staging • Support Documentation Updates • Client Deliverables Workbook • Transition Checklist Completed • Management Acceptance • Transition to Ongoing Support Model Each phase of the SurePath methodology requires specific skill sets and resources. The NOVAtime team has provided a high-level work plan that can be used as a starting point for this engagement. It is important to understand that functional task groups may be moved or reprioritized based on feedback from the City of Fayetteville and further assessment of the project environment. The section below provides a brief overview of each phase, which can then be referenced to the detailed work plan. Overview — the most effective implementation strategy for the City of Fayetteville's new Workforce Management system is using an incremental approach of 4-6 months. There are several reasons for this: It is more cost effective because "Super Users" from the staff can be trained as trainers to assist in the rollout of the software. With a "big bang" approach more consultants would need to be utilized, which has a higher cost per hour than if a City of Fayetteville employee can be utilized. Due to the complexity of the software interfaces that need to take place, City of Fayetteville employees will be impacted less if the rollout is done on a small number of departments at a time instead of all at once. In our experience, projects of this level of intricacy end up taking much longer than anticipated when they have a "big bang" approach, as there are always unforeseen issues that arise. Client resources are typically maxed out so the issues would then not be able to be properly addressed in a timely manner. This could lead to missed deadlines, burnt out personnel, and possibly missed payroll. With a steady, well planned implementation plan in place there is room built in to properly address any unforeseen issues that arise. Geographic "spread" of the Department's calls for an incremental approach in order to have a minimal impact on City of Fayetteville's Personnel and resources. Training can be done at a location at or near where they work instead of having people go to a main central training location, which is typically used in a big bang implementation. pg. 18 ND VA time® ARKANSAS Implementation The following information outlines the steps in which the project will proceed within 48 hour of receipt of an approved agreement and deposit: Phase 1: Initiate/Assess - Finalize the Blue Print Meet with the City of Fayetteville Project Sponsor — Business, Project Sponsor — Technical, and Program Manager to review the plan. Revise the plan based on input and have final signoff by all with approval to proceed. During this phase, the Program Office will be introduced and project controls such as status reporting, communication plans, change management, issue and risk management, and more will be identified. Phase 2: Detailed Planning / Server Load This process will focus on completing a gap analysis between planned functionality and current limitations —both with technology and process. Once these gaps have been identified, the NOVAtime team can more confidently provide a seamless delivery of services and functionality requirements. This stage also focuses on building the initial design documents as well as beginning the initial training plan and introducing key users to the solution. These activities provide the framework for ongoing project support and deployment. Loading of NOVAtime software on the City of Fayetteville's hosted servers takes place. Software is tested to ensure proper functionality and remote accessibility. Infrastructure procurement may be needed depending on the technology gap analysis. Phase 3: Design and Build - Lay the Foundation Continued Training will take place with the City of Fayetteville employees who are part of the project, which includes Technical Lead, Technical Architect, Technical Support staff, and Trainers from the Comptroller's Help Desk. This phase focuses on the core configuration and staging of the Time and Attendance system; including pay codes/tables, payroll rules, system levels, group codes, accrual codes, and holidays. Initial build and testing of the system interfaces will be completed during this phase to allow the first employee and schedule for the City of Fayetteville. Payroll field mapping will also be completed during this phase. Once completed with this phase, an operational staging system is active and ready for the testing phase. Phase 4: Testing and Acceptance — Verify the Construction NOVAtime will develop a detailed testing plan, including unit and user acceptance testing. This testing pg. 19 NOVA time® Fay`e"*I�-i KANSAS FEEL THE POWER identifies further staging, or environment, and updates as needed. The pilot and initial deployment group activity is included as part of this phase. These groups are selected as lower risk deployments and help the project teams refine the overall approach for further deployment groups. Once completed with these deployment groups, the project team can then update the work plan and formalize the remaining deployment schedule. Training continues across this phase to accommodate various user groups. Phase 5: Deploy — Rollout the Product Implementation by Department will include the following steps: 1. Meet with Business Lead and Users for Department and design specific dept. plan. 2. Ensure Department pay tables are properly loaded and functioning 3. Load Department personnel data / refresh from human resources system 4. Load schedule templates as needed 5. Connect clocks to system 6. Interface with other software utilized by department 7. Train payroll personnel 8. Train end user Supervisors 9. End user self -training performed 10. Parallel activity with legacy system 11. Ongoing issue remediation 12. Departmental and Steering Committee Review The implementation begins with smaller departments that have salaried employees only, then moves to smaller departments with more complex interfaces and pay rules, and ends with large complex departments. This allows the City of Fayetteville Trainers and Technical staff who have been freshly trained to ease into the project and pick up more quickly on the basic skills that will then allow them to be much more efficient when introduced to more complex departments. Once the City of Fayetteville Trainers and Technical Staff performs an implementation, we are able to better assess skill level and assign the more advanced personnel to the more complex department implementations to be performed. Phase 6: Support Transition and Post Implementation Review and Support NOVAtime provides process for review of each deployment by conducting a Post Implementation Evaluation Review, or PIER report. These reports identify all lessons learned, issues, and processes that may be enhanced for future deployments. During the PIER session, updated documentation is also committed to the project library for future review. pg. 20 ARKANSAS v1lle Please see next page. qq— Z4 time® FEEL THE POWER pg. 21 City of Fayetteville, Arkansas Purchasing Division — Room 306 113 W. Mountain ARKANSAS Fayetteville, AR 72701 Phone: (479) 575-8289 REQUEST FOR PROPOSAL: RFP 10-06, Employee Time & Attendance System DEADLINE: Friday, April 02, at 2:00 PM, Central Standard Time DELIVERY LOCATION: Room 306— 113 W. Mountain, Fayetteville, AR 72701 PURCHASING AGENT: Andrea Foren, CPPB, aforen(c�ci.fayetteville.ar.us, 479.575.8220 DATE OF ISSUE AND ADVERTISEMENT: Wednesday, March 10, 2010 REQUEST FOR PROPOSAL RFP 10-06, EMPLOYEE TIME & ATTENDANCE SYSTEM No late proposals will be accepted. RFP's shall be submitted in sealed envelopes labeled "RFP 10-06, Employee Time & Attendance System" with the name and address of the bidder. All Proposals shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents attached hereto. Each Proposer is required to fill in every blank and shall supply all information requested; failure to do so may be used as basis of rejection. Any bid, proposal, or statements of qualification will be rejected that violates or conflicts with state, local, or federal laws, ordinances, or policies. The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Purchasing Manager. Name of Firm: Oy / -- , Contact Person: cLv. S E"1-c-ov. Title: S V P E -Mail: Phone: Z z 1. .73 z ( Business Address: I Z S S Cc r Fc c -�c—r pc-. City: M o iter& P0.-k/7State: CA- Zip: q(-? S q Signature: /A/:_ City of Fayetteville, A RFP 10-06, Employee Time & Attendance System Page 1 of 21 Date: Macr-L at s t 2-o(()_ � � a City of Fayetteville RFP 10-03, Employee Time & Attendance System Authorized Negotiator Information — To Be Submitted With ALL Proposals rN`0_K4timeTHE POWER At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit the City a primary contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection committee can call for clarification or interview via telephone. P'T _it0 G9taet„1Tt4tr6ot' Name of Firm: li3 tlA k - e 4 nv r Name of Primary Contact: 1 Q t n y Title of Primary Contact: S V Phone#1 (cell preferred): A-07 f "2O 6O'9a Phone#2: 321 . S")S . -7 3 2 i E -Mail Address: , G. - S E '/-i'a -^� C Flo vc,"E' ; —,e PA1�T �,. �Qntact for�egally u►dmg6nt�a�ts Is the primary contact (listed in Part I) able to legally bind contracts? ES NO (circle one) If no, please list contact that can legally bind a contract for the firm: Name: Title: Phone#1 (cell preferred): E -Mail Address: Dater a 315 r 2 DlO Signed: l/,t ✓�fl �f. City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page 20 of 21 Phone#2: pg. 22 vlle ARKANSAS City of Fayetteville RFP 10-06, Employee Time & Attendance System Statement of Disclosure — To Be Submitted With ALL Proposals /iOVA time® FEEL THE POWER This page does not count towards page limitations set forth in this request for proposal or bid. Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any relationship with any City of Fayetteville employee. Your response must disclose if a known relationship exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official. If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. This form must be completed and returned in order for your bid/proposal to be eligible for consideration. PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM: 1.) NO KNOWN RELATIONSHIP EXISTS 2.) RELATIONSHIP EXISTS (Please explain) PLEASE FILL OUT THE SECTION BELOW AND SUBMIT THIS FORM WITH YOUR BID OR PROPOSAL: 1.) I, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the information provided herein are accurate and true; and 2.) My organization shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment. Printed Name / /1 Signature vrc.., � Esc 2O to Date City of Fayetteville, AR RFP 10-06, Employee Time & Attendance System Page 19 of 21 pg. 23 NO VA time® tyAUe�:•n___. FEEL THE POWER I # tu` / 1 1 Optionl: Traditional License/Purchase Model NOVAtime 4000 License Purchase for 750 employees 1 $38,775.00 -NOVAtime 4000 License Purchase for 750 Accounts 1 Included -NOVAtime 4000 Scheduling 1 Included -NOVAtime 4000 Leave Management (Accruals) 1 Included -NOVAtime 4000 Attendance Tracking 1 Included -Interfaces — NEW WORLD SYSTEMS 1 Included Software Discount -$7,755.00 - NT6500-Barcode TBD Hardware Discount Hardware Total Implementation Services and Training $16,000.00 Project Management Included Total Implementation $16,000.00 Software Annual Maintenance - 1 Year $7,755.00 Hardware Annual Maintenance —1 Year - Bronze TBD Total Annual Maintenance Delivery I I I TBD /� d $qyj}tv1lle / ARKANSAS Option 2: Software as a Service (per employee per month = pepm) <F9 - VA time° FEEL THE POWER NOVAtime 4000 SaaS for 750 employees 1 $3.60pepm $2,700 per Month -NOVAtime 4000 SaaS for 750 User Accounts 1 -NOVAtime 4000 Scheduling 1 -NOVAtime 4000 Leave Management (Accruals) 1 -NOVAtime 4000 Attendance Tracking 1 -Interfaces — NEW WORLD SYSTEMS 1 Software Total $2,700 per Month Hardware Maintenance Included Total Annual Maintenance Included Agreement Conditions: • Employee and User license includes Time Collection, Scheduling, Leave Management (Accruals), Attendance Tracking, interfacing to New World Systems, Administrator Web Services, Supervisor Web Services, Employee Web Services • User license includes Leave Management (Accruals), interfacing to New World Systems, Administrator Web Services, Supervisor Web Services, and Employee Web Services. . • Hardware - Data Collection devices include 90 day warranty. Professional Services includes SurePathTM implementation: Phase 1- Assess, Phase 2 - Plan, Phase 3 - Build, Phase 4 - Test, Phase 5 - Deploy. Includes travel costs. pg. 2 5 Ta7et�—i KANSAS NOVAtime Clock Pricing NOTE: BRONZE AND GOLD SUPPORT ONLY APPLY TO PURCHASE Bronze Hardware Support provides for clock repair Gold Hardware Support provides next day replacement <�P�Ktime® HE POWER pg. 26 iiOAthne® 7ay*se"'OT�—A r•M _.._ FEEL THE POWER NOVAtime: A Business Model with Government in Mind When comparing the cost of different time and attendance systems to NOVAtime 4000, it is sometimes difficult to compare apples to apples. One of the major challenges government finance officers and CIO's face is requesting additional funding for upgrades and training from the legislative body, council and/or board. With NOVAtime, you can be sure that no additional funding will ever need to be requested, thus providing credibility to the partnership in the eyes of our elected officials. Here are some of the differences that set us apart from our competitors: Initial Cost • Our initial cost is often lower than that of our competition • Our cost includes modules like attendance tracking, web based time entry and Scheduling/HR/Payroll interfaces. Items for which our competitors often charge extra. • Our cost is based simply on employee count. It includes an unlimited number of supervisors and other users. Our competitors usually charge for each user. • Our solution can be deployed onsite in a traditional licensing model or as Software as a Service (SaaS) with hybrid pricing to eliminate a capital expenditure. Fixed Implementation Cost • We charge a single low fixed cost for installation, implementation, training and project management. • This is not a charge for fixed services. If we have underestimated the effort involved in implementing your system we will eat the difference. • This cost includes the effort involved in implementing ALL your facilities. Not just the first one or two. • The price includes travel costs and travel time. Our competitors will typically charge you for travel time. • They typically also charge in 15 minute increments for any time spent, including leaving a voicemail message. On -Site Training • We provide on -site training tailored specifically to you user's Implementation and training at a fixed price. NOVAtime's fees are fully communicated at time of purchase. requirements. • This leads to a much faster implementation time, because your employees aren't forced to schedule their classes around off -site class availability. • This lowers your cost because we come to you and we don't charge to travel. pg. 2 7 tvll1e ARKANSAS No "Scope Creep" <F_9 K) tQ*a8 FEEL THE POWER • Our fixed price is to get the job done. • Our competitors sometimes charge a "fixed" price for a fixed set of services which almost always proves inadequate to complete the task. No Upgrade Cost • No charge for upgrades. • No charge to implement upgrades. • Our competitors may provide "version" upgrades at no charge, but they charge significant amounts to implement the upgrade. • Our competitors have always charged for major new releases —we don't. • The charges for these upgrades can often amount to doubling your initial cost over a 5 year period. Lower Cost of Ownership No charge for version upgrades or product enhancements. NOVAtime provides you with the latest time and attendance technology for as long as you own the system, Version upgrades, features and system functionality for your business are always provided — at no additional charge. • Our Annual Maintenance charges are always lower than our competitors. - - - _-- • These charges are guaranteed to rise by no more than 5% per year. • Our service offers 24 hour support, guaranteed 30 minute response time, and a dedicated support representative familiar with your system. • Our competitors don't match this level of service even with their "Platinum Plus" level which is usually twice as expensive. Faster Implementation Faster ROI • The primary reason for implementing Time and Attendance is the cost savings associated with labor and payroll processing. • The sooner you implement the system, the sooner the savings will accrue. • Our on -site training and implementation process guarantees the fastest possible successful implementation. • The ROI on these systems is typically 12 months. A 3 month faster implementation is the same as a 25% price advantage. Money Back Guarantee • Protect your investment with a money back guarantee should NOVAtime ever be acquired by a third party. TyFfTviile jiOiAei*me® / ARKANSAS t�. FEEL THE POWER PART IV - Response to Fayetteville's Requirements 2.1.1 State the ability of your proposed solution to operate in this network environment and identify any possible impact(s) this network environment may have upon your solution. The NOVAtime proposed solution is able to operate in the City of Fayetteville's network environment. NOVAtime offers both a hosted and self -hosted product focused on public sector organizations. NOVAtime is proposing two options: the self -hosted NOVA4000 Star solution and hosted NOVA4000 (SaaS). NOVAtime does not foresee any issues in your requirements or network infrastructure that will adversely impact the existing network environment or its performance. All NOVAtime systems utilizes SSL encryption protocol for all external connections; internally, we use a proprietary GUI encryption protocol with a SQL database on .NET framework, and all NOVAtime systems use common ports (80/443, standard http and https). As part of the implementation process, NOVAtime's Professional Services Staff will work hands-on with the City of Fayetteville IT staff to make certain all aspects of the infrastructure, installation, data security and configuration activities are handled with professionalism, on time, and on budget. The NOVAtime team will work with the City of Fayetteville and its vendors to make certain that our system is integrated with the above listed systems and specifications. We will test for connectivity and personally train all users on how to use the system. pg. 29 �yf9tv1lle ARKANSAS Below is a diagram of the NOVAtime proposed solution: Data Center t-ioakbane to Internet Load Balancer (12 Gigabit Switch, SSL Accelerator) PR UUnefo{ for Pone4n <0"-- VAtime® FEEL THE POWER Cisco Adaptive Security Appliance [Optional] (Firewa€f, IPS, VPN, S L3 Switch) IT_Ops Mgt Console [Optional] (Monitoring, Backup. Remote Access, NIP, WSUS etc.) •I " Middle -tier: Frontend: • App -Report Web Servers, Servers Phone.•In Servers Backend: SQL Servers & Storage TOpOICa Details For Central Site 2.1.2 State whether the proposed solution is offered as a hosted solution. NOVAtime 4000 is our hosted solution. We have proposed it under OPTION 2 in the Pricing Section of our response. pg. 30 Fay**e4lt�—I vll1e KAN 2.2 Server/Services 00 — VA time® FEEL THE POWER State the ability of your proposed solution to interoperate in the following server/services environment and identify any possible impact(s) this environment may have to your solution. 2.2.1 The City maintains Centralized Servers/Services NOVAtime 4000 and 4000 Star will interoperate with the City of Fayetteville's Centralized Servers/Services without any adverse impacts. 2.2.2 Systems Management Services NOVAtime 4000 and 4000 Star will interoperate with the Systems Management Services without any adverse impacts. 2.2.3 VMWare Virtual Servers NOVAtime 4000 Star is compatible and supports VMWare Virtual Services without any adverse impacts. 2.2.4 Windows Domain Services NOVAtime 4000 and 4000 Star interoperates with Windows Domain Services without any adverse impacts. 2.2.5 Windows 2003 Active Directory Domain structures. NOVAtime 4000 and 4000 Star interoperates with Windows 2003 Active Directory Domain structures without any adverse impacts. 2.2.6 Windows 2000 and 2003 Server Operating Systems NOVAtime 4000 Star interoperates with Windows 2000 and 2003 Server Operating Systems without any adverse impacts. pg. 31 f 1' NOVA time® tr> FEEL THE POWER State the ability of your proposed solution to operate in the following operating environment and identify any possible impact(s) this environment may have to your solution. 2.3.1 The system shall be designed to be SQL based, client/server, which pushes processing to the central server to minimize impact on the wide area network. NOVAtime 4000 Star and NOVAtime 4000 utilize a SQL database on .NET framework, and all NOVAtime systems use common ports (80/443, standard http and https) which pushes processing to the central server to minimize impact on the wide area network. 2.3.2 It is assumed that the specific server requirements for this system will be determined by the software system requirements, with choices limited to Windows 2003 Server or Red Hat Linux. Proposer shall provide specifications for required Server(s). The NOVAtime proposed solution is able to utilize Windows 2003 Server or newer. Our professional service staff will work with the City of Fayetteville IT staff to scope out the current infrastructure and determine what current hardware can be utilized as well as what hardware needs to be acquired to fulfill the desired system performance goals. NOVAtime has provided the specifications for required Server(s) on the next page. pg. 32 Ta`y�etr�l KANSAS Server Requirements NOVA time® FEEL THE POWER pg. 33 ville iOIZ4tJine® ARKANSAS FEEL THE POWER 2.3.3 Microsoft SQL Server 2005 or greater is our preferred database. NOVAtime 4000 and NOVAtime 4000 Star utilizes Microsoft SQL Server 2005 or newer for the database. 2.3.4 The database must follow open database standards. Microsoft SQL Server DBMS follow the open database standards requested above. 2.3.5 No intermediate or proprietary databases used. NOVAtime 4000, 4000 Star do not use intermediate or proprietary databases. 2.3.6 Can the solution scale to support all employees on a single database? Please provide testing results that demonstrate this scalability. Yes, NOVAtime4000 and 4000 Star are fully scalable to support all employees on a single database. NOVAtime has customers with employee counts from 100 to over 40,000. NOVAtime performs reliability and stability testing with every release, including bug fixes and patches. NOVAtime utilizes an open modular design that fits easily into any organization's IT / computing environment, adapting to changes and facilitating growth. Our software is fully implemented via Object Oriented Programming (OOP) using Unified Modeling Language (UML) framework. Our multi -tiered software architecture and cluster design enables NOVAtime to add server capacity on - demand, at the precise tier, without interrupting service, to achieve high performance, and true scalability. pg. 34 Fay`e*tr�eNtime° KANS S PERFORMANCE, STABILITY, SCALABILITY & RELIABILITY TESTING NOVAtime performs reliability and stability testing with every release, including bug fixes and patches. All coding changes go thru NOVAtime's internal Change Control Management and tracked in NOVAtime's CRM. Refer to "CCM process (R3).png" for the CCM process flow. Each change is issued a Change Control (CC) number. Each CC in NOVAtime's CRM lists the area of change and the logic in and around the impacted area is verified (code review process). All changes in Change Control (CC) are tested one by one on staging servers by QA. Once QA approves it to go to production, a quick end -to -end testing is performed to ensure that there are no side effects. With every major release NOVAtime performs performance and scalability testing. We use Visual Studio Team System Testing Tools for load testing. Mostly commonly used web pages/tabs and functionality are tested for performance and scalability with help of various predefined mixed -scenario test scripts to hit the staging servers. These test cases include machines variation (such as removing machines and running test scripts) on load balancing cluster. Performance Testing Results pg. 35 villeNThiAtime® ARKANSAS `-°...�._. FEEL THE POWER Description of NOVAtime's Performance Testing Methodology We use different type of scripts for performance testing. The variables parameters used in performance testing are: 4 Client Size (small, medium, large) # of constant load (10, 50 ,100, etc.) Standard scenarios and test cases covered are: o EWS Punch o EWS Login/Navigation o EWS Timesheet Edit o SWS Login/Navigation o SWS Timesheet Edit o AWS Login/Navigation Types of Performance Testing Used NOVAtime runs the following testing to ensure our application works well under load condition and in a multi -tiered installation. Load testing and mixed scenario testing: With every major release we go through performance and scalability testing. We use Visual Studio Team System Testing Tools for load testing. Mostly commonly used web pages/tabs and functionality are tested for performance and scalability with help of various predefined mixed -scenario test scripts to hit the staging servers. o Scenarios involved mostly commonly used features in our application such as employees punching thru the EWS login page, supervisors reviewing employee timesheets, supervisors viewing general employee data, just to name a few. o Additional test cases include machines variation (such as removing machines and running test scripts) on load balancing cluster. Stress testing: As needed, we will run stress testing if we have possible code changes in core area of our application that may negatively impact or improve machine performance dramatically. To understand analyze the impact these major core changes in code, we run stress testing. The test would involve testing beyond normal operational capacity, often to a breaking point, to observe the results. We proactively address any issues discovered in the testing before these types of code changes hit production. pg. 36 N- VA time° TaTel�—A KFEEL THE POWER Monitor Average User Response Time & Availability In Phase 1 of NOVAtime 4000, our project team focuses on implementing the solutions related to the fundamentals of running a superb SaaS. Items like Configuration Management, Change Control, Escalation, Alert Management took precedence in the SaaS architecture. In Monitoring, we focused on infrastructure fundamentals like system parameters and network bandwidth. Below please find the most recent statistical data: Month 1uniquef Number of Hits f Jan 2008 557 4683 458082 1700555 18.50 GB Feb 2008 648 5500 460945 1709707 18.40 GB data tip to 03//'I7t08 Mar 2008 499 3574 350638 1117966 12.33 GB Day'' .Mon 27995.67 106423.67 1.26 GB Tue 17470.67 60062.67 656,11 MB Wed 24673.50 82093 887.03 MB Thu 29053 96762 1.01 GB Fri 27184 87311 958.78 MB Sat. 10250.67' 17286.67 208.90` MBs Sun 7222< 11436.33 136.27 MB> pg. 37 y VTlle (070_K�ORE° f We did perform some tracking on average user response time and availability to make sure that our service level is high. Below please find some NOVA 4000 Page Load data from tests conducted in July 2007, concluding all systems have sufficient resources to handle growth. Preliminary NOVAtime 4000 Page Load Test When: July 2007 (1 month duration) How we tested: • Using the WebMetrics service, we configured Monitoring Agents to track the response time of the 4000 login page. • We invoked a set of 14 Monitoring Agents, all from cities within the continental US, to access the 4000 login page regularly. • The cities were (from West to East): Seattle, San Francisco, Los Angeles, San Diego, Phoenix, Colorado Springs, Dallas, Houston, St. Louis, Chicago, Atlanta, Miami, New Jersey, Boston Results and Analysis • We realized that some graphic files needed to be optimized for the web. These were from the 4000 product which is usually deployed within an Enterprise network without bandwidth constraint. o Action Taken — graphic files optimized and reduced download time. • We have a linked to the Network Solutions Site Seal for our SSL certificate on the login page. We observed that sometimes the DNS lookup for the link will take its time, skewing the Average Load Time. Action Taken — reported to Network Solutions and they acknowledged that it is a 'known issue'. https://www2webmetrics.com/efcpcqi(gen if graphs do not display: click here for help or click here to access these reports online. i . Forward This Report 1 Y Pap ! ; g0 day 36: a 3Qtime SiteMonitor Services Avg Load Uptime]ulg Errors , Successes Up%me U meUpti�ne Up Up i novai3me4ll4g 2.82 ...... 100,00 0 26 ( pllntltlli to 2 different novatime,1000 denioz. 2,40 100,00__J 0 26 _._ ;._4'Iieii1c Ill DataCenter -...._. In 2008 NOVAtime IT focuses on setting up tools to monitor and collect statistics in both the Web Frontend and the SQL Backend. In conjunction with R&D, NOVAtime will include statistics specific to the NOVA 4000 application. Metrics like the response time for typical employee and supervisor operations, to the types of SQL transactions. I3 viI1e iOVAfme® ARKANSAS FEEL THE POWER Summary - All systems have resources to handle growth. Average Utilization FrontEnd: CPU under 20%, RAM under 50% MiddleTier: CPU under 15%, RAM under 25% BackEnd: CPU under 15%, RAM under 70% (higher utilization due to memory handling nature of SQL 2005) tvii1e (iT�VA time® ARKANSAS FEEL THE POWER 2.4 Web Servers Current web servers are Windows IIS and Red Hat Linux running the Apache web engine. 2.4.1 State whether your proposed solution is Web -based with time, attendance, leave, and scheduling information on a single, centralized database. NOVAtime 4000 and 4000 Star is 100%, fully Web -based interfaces for all user types. NOVAtime 4000 and 4000Star also include time, attendance, leave, scheduling, and expense management on a single, centralized database compliant with the Windows IIS. NOVAtime 4000 and 4000 Star also include an attendance point tracking system that automates attendance rules and offers employee attendance incentives. The available time collection methods offered include Web Browser, Ethernet/Modem/Wireless badge and biometric time clocks, Telephone IVR, and portable terminals (wireless or cellular). 2.4.2 State whether your offering is capable of operating in the City's web server environment. Also, please identify any possible impact(s) that the use of this offering may have to your solution. The NOVAtime proposed solution is capable of operating in the City of Fayetteville's web server environment. Based on the information provided, we do not foresee any issues that will adversely impact the existing network and web server environment for the City of Fayetteville. pg. 40 NOVA time° 7ay`eot�—l KANSAS � __...._ FEEL THE POWER 2.5 Workstations and User Interface State the ability of your proposed solution to meet the following User Interface requirements and identify any possible impact(s) these requirements may have to your solution. 2.5.1 Workstations: We currently have deployed Windows 2000 Professional and Windows XP Professional with Microsoft Office XP, Novell GroupWise, anti -virus, and clients for all system management tools. NOVAtime is a Microsoft Gold Certified Partner and is capable of supporting the User Interface requirements requested above. 2.5.2 End users do not have any administrative rights in this environment to networked servers or on local workstations. Users are not granted any specific access privileges on the local workstation other than as a standard Windows Power user. Please define any special or unique rights or privileges your solution would require. NOVAtime 4000 and 4000 Star do not require users to have any special or unique rights, or privileges. All user profiles within the application are role based and determined by the City of Fayetteville. 2.5.3 The application shall run natively as a 32 -bit application. NOVAtime 4000 and 4000 Star run natively as a 32 -bit or 64 -bit application. 2.5.4 The application shall be intuitive and easy to learn. NOVAtime 4000 and 4000 Star are intuitive and easy to learn. If your users know how to navigate using a browser like Internet Explorer or Safari, we are confident that your employees will be comfortable using the application. To support your end users, NOVAtime offers unlimited training for life for end - users and supervisors on an as -needed basis to ensure that the City is using the application to its fullest capabilities. In addition to unlimited virtual classroom training (via WebEx) NOVAtime, will create additional tutorials modified or tailored to the City of Fayetteville's specific training needs. In addition, NOVAtime features an on-line, user-friendly tutorial accessible through a 100%, fully Web - based infrastructure to train users by walking them through the events necessary to accomplish a specific task via Pre -Recorded computer based sessions with live instructor -led WebEx training, Live On - Line, Live Custom On -Line, Live On -Site, Computer -Based Training, Manuals and Online Help to assist users within the City of Fayetteville. Some on-line training examples include: Employee Web Services (EWS) - Clock in or out and verify timesheet via a web browser; Job transfer via a web browser; and Submit the Timesheet. Supervisor Web Services (SWS) —Approve the Timesheet and Schedule Employees Administrator Web Services (AWS) —Add Holiday Dates; Holiday Posting; Holiday Rule Assignment. pg. 41 ARKANSAS vll1e 2.5.5 The application shall have context sensitive, customizable on-line help. NOVAtime 4000 and 4000 Star has context sensitive, customizable on-line help. i�iA time® FEEL THE POWER 2.5.6 The application shall use a GUI that is industry -standard and complies with guidelines published in Microsoft's User Interface Style Guide. Items and buttons in toolbars and menus should gray out when unavailable. NOVAtime is a Microsoft Gold Certified Partner and is capable of supporting the User Interface requirements based on Microsoft's User Interface Style Guide. 2.5.7 The application shall be able to handle multiple date formats for input and output, with intelligent fields. NOVAtime 4000 and 4000 Star is capable of handling multiple date formats. 2.5.8 Searches shall not be case sensitive and shall be capable of being canceled while in progress. NOVAtime 4000 and 4000 Star searches are not case sensitive. 2.5.9 The application shall support both 12 and 24 hour clock modes. NOVAtime 4000 and 4000 Star support 12 hour and 24 hour clock modes. 2.5.10 The application shall support "Key Once" data entry, no duplication of effort or repetitive activities. NOVAtime 4000 and 4000 Star supports "Key Once" data entry, in order to eliminate duplications of effort or repetitive activities. 2.5.11 The required minimum specifications are for the purpose of describing and establishing general quality levels and are not intended to be restrictive. The proposed system shall be considered for any brand/products which meets or exceed the quality of specifications listed and are deemed acceptable by the City of Fayetteville. pg. 42 viile r_ -- time® AaFEEL THE POWER 2.6 Hardware Requirements for Proposed. Solution 2.6.1 Please describe the proposed hardware infrastructure (servers, services, workstations, applications, licenses etc.) required to support your proposed solution. The proposed hardware infrastructure (servers, services, workstations, applications, licenses etc.) required to support the NOVAtime proposed solution is referenced in section 2.3.2. 2.6.2 Please identify the minimum and recommended hardware requirements for each server identified in the previous paragraph. Please reference section 2.3.2 for the minimum and recommended hardware requirements for each server. 2.6.3 Please identify the minimum and recommended hardware requirements for each workstation which will access the services provided by the proposed solution. Internet Explorer 6 or higher is the minimum and recommended hardware requirements for each workstation which will access the services provided by NOVAtime. pg. 43 NO VA time® FEEL THE POWER 2.7.1 Define the performance specifications that your proposed solution was designed to meet for each of the following actions: 2.7.2 Time to store information. The NOVAtime proposed solution takes under 3 seconds to store information. 2.7.3 Time to change pages. The NOVAtime proposed solution takes under 3 seconds to change pages. 2.7.4 Time to retrieve search results. The NOVAtime proposed solution takes under 3 seconds to retrieve search results. 2.7.5 Time to generate and print simple reports. The NOVAtime proposed solution takes under 10 seconds to generate and print simple reports. 2.7.6 Time to generate and print complex reports. The NOVAtime proposed solution takes under 20 seconds to generate and print complex reports. 2.7.7 Explicitly define the network and hardware configuration upon which these estimates were derived. Please reference the schematic in section 2.1.1 for network and hardware configuration upon which these estimates in this RFP were derived. N�VA time® 7ay**el�—l FEEL THE POWER 2.8 Training/Tutorial & Customer Service 2.8.1 List and describe any additional types of training (those that are not included in your proposal) that your company can provide to train users, administrators, and support engineers. Include your estimated fee schedule and the location for each type of training. NOVAtime provides comprehensive training programs that ensure ongoing competence within the installed solution and the materials to provide self -training for new team members. Training features included in our proposal include: onsite train the trainer, on -site end users training upon request, unlimited Pre -Recorded computer based sessions and live instructor lead WebEx training. NOVAtime offers unlimited training for life for end -users and supervisors an as -needed basis to ensure the application is being used to its fullest capabilities. 2.8.2 Describe the training methodologies you propose to use to meet the City's training needs and any training practices that make this approach the best choice for the City. NOVAtime has developed and refined our methodologies with rigorous testing and successful implementation and applies industry -leading practices to ensure quality training. Please see the next page for a more in depth look at NOVAtime's training methodologies. pg. 45 ?{y)jvll1e ARKAN5AS Training AT�jAtfme® FEEL THE POWER INITIAL TRAINING PLAN Phase I training focuses on the super users and core administrators of the Time and Attendance solution. The chart below represents the functional requirements versus user group needs. Also included in this phase is detailed pricing for each user group. The timeline of this training occurs within the first 15-30 days of the project and parallels secondary project activity including rule development and system interface development. Legend 0 Required Participation 0 Optional Participation N/A Not Applicable to User Group The following chart outlines the estimated initial training time that will be required for each of the identified user groups. This could change based on requirements from the City of Fayetteville due to their role in the project: . . Network Support 24 Second level support - Network Issues IT'Admm Support , 24 , First level support software assistant to users Train -the -Trainer 40 Responsible to train Supervisors and end users HR/Payroll Personnel 8 Daily_ ;users of the software Remote Support 8 Second level support for PC/Application Issues Ta`ye v . ARKANSAS O79VA time° FEEL THE POWER Phase II of the training plan will cover the ongoing end user and employee training for each department. This phase focuses on the use of Train -the -Trainer and web training sessions. It is important to realize that this training phase runs the course of the project and will be completed only as the final department migrates to the NOVAtime Time and Attendance solution. Train -the -Trainer These sessions typically last up to two days and focus on specific functional areas for a group of users. Class sizes range from 10-25 participants per session. As a result of these sessions, it is intended that users can then go back to their departments and train additional users and employees on the system. Training Facilities Use of the client's training facilities would be the primary accommodation for training to ensure deliverables and environment consistency. Secondary sessions and follow-up classes will use combinations of on -site and web training as needed. Web Training Web training sessions are usually scheduled throughout the deployment as refresher courses and are most often used near payroll parallel and testing timelines. These sessions typically last 1-2 hours in length and participation may be limited to 25 users. Self-service training options are available on a per -engagement level only. Existing video libraries and web sessions may be modified to reflect the specific scope and functionality of the current project requirements. pg. 47 Ta*y*4elr�l KANSAS POST IMPLEMENTATION TRAINING Technical Training NOVAtime will host 1-3 days of training annually at the NOVAtime facility for all Technical personnel, including but not limited to Project Sponsor/Technical, Technical Lead, Technical Architect, and Technical Support. This will provide detail on any updates in the structure of the software or interface language as well as any issues that were noted with external software and hardware updates and changes that have occurred or will be taking place. There may also be mini -sessions that take place during the year via web access as necessary. N4 'Atime® FEEL THE POWER Software Support Your Software Support personnel at the help desk will attend an annual update session that will be held at your facilities and on the Web for remote employees. This session will be 2-4 hours and will address any new features or changes to the software that would impact their roles. Payroll Employees Shortest hold For your employees, NOVAtime will be hosting Continuing Education via web training sessions that users can access remotely to minimize impact "the timetime"in on their time and keep them more efficient. These will be 2-4 hour uh1dhl5t1Y for sessions that will keep stay current with new product functionality, best- technical practices, and general refreshers to common tasks within the NOVAtime support solution. Supervisors and End Users There typically is limited training that required on an ongoing basis for these users. If there are any changes in software that may affect them a self-service training video and presentation would be done. Personnel Changes Changes in personnel take place on a regular basis in any organization. Customer service is Training for any payroll related personnel can be accomplished via pre- the most important recorded training modules for via live, instructor -led WebEx classroom, component of long- term business relationships. NOVAtime's technical support department is the best in the business. Ta*y*"e'4V1 KANSAS 0"__ D VA time® FEEL THE POWER 2.8.3 Many systems employ on-line help systems to assist user. Some even include an on-line tutorial to train users by walking them through the events necessary to accomplish a specific task. As a part of the software for life offering with unlimited end -user and supervisor training through NOVAtime, we would be happy to create additional tutorials modified or tailored to the City of Fayetteville's specific training needs. 2.8.4 Does your system have an on-line tutorial available? Yes, NOVAtime 4000 and 4000 Star has on-line tutorials available. This is complimented by unlimited end -user and supervisor training via WebEx on an as needed basis. 2.8.5 If so, is it capable of running the system live against sample data? No. 2.8.6 If training is to be provided as part of this project, enclose the current credentials for the resource(s) who shall provide this service and describe the quality assurance processes you employ to ensure that the training provided meets yours and the customer's expectations. If written, recorded or on-line training materials are to be used, enclose samples of these training materials. NOVAtime provides training with every project to maximize efficiency of the customer. NOVAtime provides a full range of documentation including System Manuals, Quick Reference Guides, Installation Procedures, and a complete On -Line Resource Library. Once the implementation is completed, your staff will be directed to the NOVAtime support "Help Desk". The "Help Desk" will provide on -going support for the NOVAtime System. The following pages are a sample training curriculum for a Supervisor / Timekeeper user. This is representative of materials delivered for End User training, Supervisor training and Payroll Administrator training. ime° POWER pg. 50 Brief Overview Welcome to the Supervisor Web Services training manual! NOVAtime® 4000 is a robust software package with many options. Using this manual, you will learn how to manage your employees in the NOVAtime system efficiently and effectively. The manual is organized both for your initial training and as a quick reference for daily tasks. If after reviewing the information in this manual you still need assistance in accomplishing a task, please contact your NOVAtime administrator. How to Use This Manual NOVAtime encourages each supervisor to read through the entirety of this manual and understand the content. We realize, however, that supervisors often have more work than time, and organized the manual appropriately. For example, a supervisor needing assistance in approving a timesheet will find "4.25 Approving Timesheets" in the Table of Contents. The organization of content in this manual allows a supervisor to find help with daily tasks quickly and easily. __j Atteridnc® 5chedul r Categories Each chapter in the manual is named for the corresponding category in NOVAtime 4000. Unless otherwise indicated, all sections in the chapter refer to that category. Categories in the NOVAtime system are arranged along the top right of your browser window. Figure Numbers Many times throughout this manual, numbers like this: 0 will appear both in figures (images) as well as the accompanying text. The first number will always reference the figure to which it corresponds. For example, if we were referring to the Categories figure on the previous page, we might say : "Click the Attendance icon 0 (see Fig. 1.1)." Administrator At several points, the manual may refer to your "administrator." This referral simply means the person who manages your NOVAtime system. pg. 51 vll1ett�- .AEI, SURE PTH NOVATi"e Technology, Inc. Accessing NOVAtime <�O--K�Onq® The Administrator/Supervisor Web Services Login is the entry point to NOVAtime 4000. To access the system, you will need a standard Internet browser (preferably Windows® Internet Explorer® or Mozilla Firefox ). Figure 2.1— Supervisor/Administrator Web Services Logging In NOVAtime uses your system login. To access the system: Open a browser, and go to the Employee Directory at http://NOVAtime/HA. This requires you to be on the Heritage network and logged in as an employee (VPN connection if offsite, for example). • Click on the "My Timesheet" clock Icon. (see Fig 2.1) pg. 52 yviI1e fi�VA time® ARKANSAS FEEL THE POWER SURE P-TH h7A1IIYA111JdI NO VA rime Technology, i1 c. Dashboard DcRboA The Dashboard is your home in the NOVAtime 4000 system. Common tools such as published reports and exception summaries are presented in an up to date, easy to read format. Additional gadgets may be added at a future date. For now, the dashboard will mostly be the home location for various reporting tools. o a nirex sawAct E&Setling. Pay PeA p Gronp:1 fuman[ Day Period 2.15.2010 - S29, 2..010 LPdflle:,ctSpAcA02J1flXUSA2,14Pc Exsepffao 6npCa1M Pagel Figure 3.1 - Dashboard pg. 53 / ARKANSAS vile 0,-- D VA time® FEEL THE POWER SURE PATH ® a NOVAtime Technology, Inc. '' Attendance Attendance The Attendance page in NOVAtime 4000 contains everyday supervisor tools such as employee timesheets, accrual, and history. The majority of employee management happens in this section of the software. OvoMew �yy® J _- Pay Penod:-.., 07'010009 V�Jed�07/150009 �W - �t updated Tuesday. 071140009 8 38 AM Update [ ata SchedWes Grout ComPanY I.._fmpoeyeee r Pay Period 313 `OPEN SUBMr i1PPR0VEB SECONDARY PAYROLL ti $Ch Hr Total .. _..: [ 21 [MSMM 73 73 73 0 0 0 0 7,205.00 j 20.501 (100 ] Per0s and Recreation 1 1 1 0 of 0 I 0 99.00 0.00 [223 ] CDy Administration 10 9 9 0 0 0 0 801.00 • 0.00 [401 ] HCM 7 7 7 0 0 i 0 0 j 693.001 0A0 [DEN [ Denver 2 2 ! 2 0 0 I 0 0 195.00; 0.00 i fl Figure 4.1— Attendance Overview Overview and Summary The Overview and Summary pages offer an at -a -glance view of your organization. Overview This section allows a supervisor to verify time for his/her entire group or department. For a given pay period 0 (see Fig. 4.1), a supervisor may view the collective statistics for their group(s). View another pay period by clicking the calendar icon @ and selecting a date within that pay period. The current total of employees in each group 0 as well as the group's current timesheet status 0 are immediately visible. Total hours ® allows a supervisor to compare total scheduled hours against actual hours worked. Ovsrvrew Pay Period: ...'07/D70009_(Wed�-07!1512009(YJ [.-J^,u ff update schedalea Last updated: Tuesday, 07114120098:38 AM update [ 21 ] MSMM i 73 73 73 1 0 0 0 1 0 I 7,205.00; 20.50' (i00 ] Parks and Recreatlon 1 1 0 0 i 0 0 99.001 0.00 223 C Admini 10 9 1 9 0 0 � 0 0 891.001 0.00 [401 ] HCM 7 7 7 0 0 0 0 6o3.O0 0.00 [DEN I Denver 2 2 { 2 0 0 0 0 198.00 0.00 Figure 4.2 — Navigating to the Summary Page The group name 0 (see Fig 4.2) links directly to the group's summary page. <Fo_!�_4itme@ FEEL THE POWER twt SURE PATH NOVAtime Technology, Inc. Summary This section allows a supervisor to verify time reporting and approve timesheets for individual or multiple employees. $umnry Pay Pen00 ;.'07/012009 (Wed}07115!2009 (W'." E O Last updated: Tuesday, 071142009 8:38 AM Ut` '!° 5chedwee Group l Fitter ey: fJ t.Employee SearcS Status Filter : E A0 Unopened Timesheets: 0 Opened Timesheets: 92 l 3 (pprovethl I ) 1001 jJONES,DANAW 1002 IFREEL, CHERYL 1003 SNOOK PATRICA 1004 JOHNSON, BRIAN 1007 MILLION, CHERYL 1010 AWES KEN Like the Overview page, a supervisor can move between pay periods using the calendar icon (see Fig. 4.3). Several search and filter options are available for quickly grouping employees: • Filter by pre -determined groups 0 such as company, department, or location. • View employees by timesheet status by selecting any approval level up to and including your own level of timesheet approval. • Search for an employee by name 0. In Figure 4.3, "Employee Search" for Jones returns all names seen above, with a red arrow highlighting "Dana Jones." "Employee Filter" for "Jones" returns only "Dana Jones." To return to the complete listing of employees, click the Cancel Filter button. • Any name in the employees list can be clicked 0. Clicking an employee's name will take you to their timesheet for the pay period currently selected on the Summary page. Employee timesheets can be approved individually or several at a time from the Summary page. For more information on this process, please see section 4.25. pg. 55 v1lle ARKANSAS wa SURE P*TH NOVAtime Technology, Inc. Timesheet ji�i7AtThie® FEEL THE POWER The most important page in NOVAtime 4000 for supervisors is Timesheet. A supervisor can view, edit, and approve individual employee's timesheets from this page. The following subsections detail the information and options available on the Timesheet page. 14.211 Searching Employees LO Active 4 : All Loup FIiter} Ali Tittesheets.`-, nt; 92 ID 's° NAME 147 GIBSON, DEBRA 916 FERNANDEZ, VIVIAN 1001 JONES, DANA 1002 FREEL,CHERYL 1003 SNOOK, PATRICA 1004 JOHNSON, BRIAN 1007 MILLION, CHERYL 1010 WES, KEN 1011 TERN, DEXTER 1013 MOONEY, NANCY 12345678910 Unopened Timeaheets: 0 ID NAME 1 Search: 1John co Filte ound.M 1 Timesheet } 1 + Add € Save DeIeteI Undo £ a Print I Cotttmns= [=j Hourly C� -- - Pay Period: .07/01/200. Vile H7f1' '? 09 fwd ' 5 RTimesheetStatus:OPEN [ 1004] JOHNSON, BRIAN Goto Employee , ,' Goto Schedule „` ► Job Mass 3155 I► Department: 50054040 I► Pay Policy: I I► Shift NL Timesheet Summary: Group By: {. Payt de Accrual Summary 2[VACA] 1 10/20/2008 T &.0 ....._. 3jSICKJ 2 01/01/2008 S 40.0 Point System Summary Figure 4.4 -Timesheet Search Like the Summary page, a supervisor can search by group 0 (see Fig 4.4) from the Timesheet page. Additionally, timesheets can be viewed by approval status 6. Searching for an employee 0 will return the first match containing the search text. In this example, "john" returns "Brian Johnson." To filter the list of employees to only those containing "john", check the "Filter" option 0. Alternatively, a supervisor can move through employees containing "john" using the left and right arrows 0. pg. 56 vll1e ARKANSAS SURE PATH NOVAtime Technology, Inc. 14.221 Viewing Timesheets <�O_ VA time° FEEL THE POWER ATTENDANCE 4 Pay Period: € ?1 f 0 h / Fri, ', Timesheet Status: OPEN Emplora °s 15 .�f G * chedule dj� '��® '�/�{� ppy . � , /R ,yam Schedule 0 111 TERN, DEXTER O% $ ypryq ► Jo Class' . 2500 y11 Depa€tment: 50054020 • Pay P Jicy: I �wp., pppyq�.�,y. Sh Number: . `t�'. TFtR LE.YiI u�h.�'; M1P h. ll.i Fri 07/117/2009 3[S Cl 8.00 €i:00 0.00 Sat 07/18/2009 UscheuIed s ` a F } S i4$$n 07/1 � Utscheuled Cf S f 3 .� L 9i2.0C� 00C 0.00 S r2 Cln t Mon 07/2012009 k ]Cl : &00 0.00 0.00 The 07i212009 0WKHR]Alin x 0.00 0.00 0.00 Wed 07/2212009 Scedled 10:00AM 7:00PM 000 0.0( 0.0C Figure 4.5 — Employee Timesheet Timesheet Status Timesheet Status 0 (see Fig. 4.5) is the most important area of the timesheet. Verify the correct pay period in the drop -down list (see section 4.1 for instructions on changing pay periods). The current approval level appears in the area labeled "Timesheet Status." Clicking the magnifying glass shows the approval audit trail of this timesheet. Reading the Timesheet Each entry in the timesheet consists of a date, pay code, in time, out time, and total hours. For certain pay codes such as sick 0 and vacation, no in or out punch is recorded. For these non - calculated pay codes, only total hours are visible. When an employee punches in, his/her time is recorded in the "In" column . The "Out" column 0 is filled in once the employee punches out. In Figure 4.5, Dexter Tern has not yet punched out for the day. NOVAtime alerts the supervisor to the missing punch by highlighting the exception yellow 0. (Note: Exception highlighting is optional and may not be enabled in your system. Please contact your administrator for more information.) pg. 57 Ta`yZt�l KANSAS ;\ SURE PITH NOVAt/me Technology, Inc. 0"-- D VA time° FEEL THE POWER Timesheet Summary Timesheet Summary is a quick view of the employee's hours worked and pay codes for the current pay period. A supervisor may change his/her view of the summary by selecting.a grouping method 0 (see Fig. 4.6). The bottom row of the summary gives totals in each of the available categories. Depending on the administrator's configuration of the software, a supervisor may not see categories such as pay rates. Timesheet Summary: Group By: Paycode Pay Code _ Reg Hrs OT -1 O1 -2 Total Hrs Earnings Deductions Reg Pay OT -1 Pay 01-2 Pay: Preen Pay Total Pay. 0[WKHR] 8.25 0.001 0.00 8.25 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 3[SICK] 24.00 0.00 0.00 1 24.00 $0.00 $0.001 $0.00 $0.00 $0.00 $0:00 $0.00 Totals 32.25 0.00 It 00 32.25 150.001 $0 00 s0 0C 50 Ria $0 Ril 50001 50001 50.00 Accrual Summary Pay Code Code Last Post Date; Post's Accrued/Used Available Notes 2[VACA1 1 04/24/2009 T 8.00 4.04 Usage 3[SICK] 2 07/20/2009 T 800 80.00 Usage 19[FMIA] ------ 3 ------- .. 03127/2009 .... .... ..... T -._..._ ..... ._, 8.00 ....._.-... - 400.00 -.-- ------ Usage Accrual Summary Accrual Summary is an up to date view of the employee's current. Examples of codes in Accrual Summary are vacation, sick, and PTO. Accrual Summary is an optional part of the Accrual module and may not be enabled in your implementation of NOVAtime 4000. Please contact your administrator for more information. Point System Summary Point System Summary displays any active merits or demerits for the employee. This is an optional module and may not be enabled in your implementation of NOVAtime 4000. Please contact your administrator for more information. v1lle ARKANSAS twl SURE P4 7rH NOVAtIme Technology, Inc. 4231 Editing Timesheets O_0_K�CeE° Figure 4.8 — Pay Codes Pay Codes To change the pay code for a day click on the current pay code ®(see Fig 4.8). A drop -down list will display pay codes available to you. Select the correct pay code, make any necessary changes to in/out times or hours, and click the Save button. Tue 07121/2009 0iWKHR1 9.,3.M 7. 4PM 8,25 i 0.0�^1 0.00 y�rp ..iP., .0D 710 Sat f .. 4 l r■w;' ��� 0.00Cx-. Y�'�'Unsch�i _ ::;. S k� -�`S� 0Cr1.,sC Figure 4.9 — Editing Time Editing Time To correct, click on the incorrect time and type the correct value. In Fig. 4.9, 7/22 is now a vacation day. Click the cell in the "Reg" column and change the value to 8.00 for eight hours of vacation 0. Click the Save button to update the timesheet. Figure 4.10 — Editing Time Overriding a Lunch Calculation Sometimes an employee may work through lunch, requiring the supervisor to override the system's automatic lunch deduction. Check the 'O/R' box 0 (see Fig. 4.10). Next, alter the time in the 'Reg' column. Above, we would change the 'Reg' time to 9.00@ to credit the entire shift. Click 'Save' when done. pg. 59 ARKANSAS tAn SURE PATH NOVAtime Technology, Inc. O9-K-�TttE® + Add Rye D�I�te � Undo _ Print Cotwnns Pay Period: Timesheet Status: OPEN 10111,TERN, D Coto Empi GOtO SChlMe w Job Class: 2500 ► Department: 50054020 Pair Poii : u ;:1J Tue 07/21/2009 1 Dw1<H I 953AM I 17:14Pi 1 * 1 &255 0.00j 000I Figure 4.11— Deleting a Record Deleting a Record In addition to editing times, a supervisor may need to delete an incorrect record from the timesheet. Depending on your company's implementation of NOVAtime, deleting a record may not be available to supervisors. • Click on the record to be deleted. Ensure that the pencil icon appears in the left hand column (see Fig 4.11). • Click the delete button to remove the record from the timesheet. • Click the Save button 0 to confirm your changes. Adding a Record "Add Record" adds one more row to the timesheet. A new record is only necessary for dates that are not already displayed on the timesheet. If an employee missed a punch, please see section 4.24. M Adding a Note To add a note to an entry, click the notes column next to the entry 0 (see Fig. 4.12), enter a note in the box provided @, click "OK" 0, and click the Save button. y' tVi1e / ARKANSAS I % SURE PATH -rH NOVAtime Technology, Inc. 4.24 Inserting Punches <F0-VAtime® FEEL THE POWER Date/lime information Date Time 3t T3su df7/i6i2Oo9 t . i 4:Thu 07/16/2o09 Thu 07/1&/2409 �h T-hu 07f16f2009 k� 7 u O7/16i2004 ; Thu 07/16/260 litotes: To INSERT one or more punches, please fill in the Information above. Otherwise, please hit IOKJ to REPOST a Pay Period. Figure 4.13 — Inserting Punches Inserting Punches for a Single Employee Sometimes an employee will miss one or more punches. The "Insert/Repost" button allows a supervisor to enter those missed punches into the employee's timesheet. In Figure 4.11, Dexter has forgotten to punch for his lunch break 0 (see Fig 4.13). After clicking the "Insert/Repost" button, a supervisor is given the option of entering up to eight missed punches for the employee. In this example, we are entering an Out punch at 12:00 PM @ and an In punch at 1:00 PM 0, both on 7/21/2009. Click the OK button 0. The updates appear and are saved in the timesheet (see Fig. 4.14). There is no need to save the timesheet again. Le 0712//2009 0LWKHR] 9:53ANI * 12:00PM * 2.0 0.00 0.00 Tue 07.12112009 0LWKHRJ 1:00PM * 7:14PM * 6.2 0.00 0.00 pg. 61 Fayoe"'V S Lw SURE P -rH NOVAtime Technology, Inc. c1JiA time® _._... FEEL THE POWER _ Multi Add ultt-PunchGenerator :i . Process, , Cancel, -Select Employees Input Timesheet Information — -- Available Items: Seeded Items From: 07/22/2009 M To 07/22/2009 Pay code: s, 0(WKHRI 1001 [Jones, Dana] < 101 [Tern, ter] ` $ IN Time OUT Time 1002 [Freel, Cheryl] 1007 [Million, Cheryl] 1003 [Snook, Patrical $ 1013 [Mooney, Nancy] @ Fhced 88 0M toe € Ffxeo i 5:001 1004 [Johnson, Brian] 1016 [Lynn, Christina] ;Dynamic {Based on Shfft/S uleJ Dynamic (Based 1010 [Wes, Ken] 1019 [Michael, William] 5 1014 [Wright, John] 1017 [Wilkins, Sondra] 1018 [Haddfx, Donna] g 0 1022 [Angelles, Sonya] 1024 [Donnelly, Melody] Regular Hrs OT -1 OT -2 1020 [Fussell, James] ' alculatfon override Davertime Is not authorized 1021 [Dobertes, Johnnie] j 1023 [Stucker, Scott( — — 1025[Luden,Jayne] NO 7Yansferiodifferent Groups II 1026 [Smith, Joseph] 1027 [Samder, Frank] 1028 [Mcilvoy. Phill] € 1029 [Devries, Robert] 1030 [Sanders, Douglas] 1031 [Lewis, Edward] .' I Reason Code{ 4 Selsc[ Figure 4.15 — Inserting Multiple Punches Inserting Punches for Multiple Employees In some situations, such as after a power outage, it may be necessary for a supervisor to input punches for multiple employees. • Click the "Multi Add" button at the top of a timesheet 0 (see Fig. 4.15). • Move the employees requiring a punch from the left column to the right column by selecting an employee(s) and clicking the single right arrow . All employees can be moved using the double arrows. • Verify dates and "Pay Code" in the right-hand column. • For Fixed punches, enter an "IN Time" 0 and/or an "OUT Time" 0. • For Dynamic punches, select the "Dynamic" radio button and input hours in the following row (Regular Hrs, OT -1, OT -2). • To transfer the employees to another group, check the "Transfer to different Groups" checkbox and fill in the transfer information in the box(es) that appears. • To add a "Reason Code" (optional), select a code from the drop -down list 0. • Click the Process button in the upper left corner to input the punches. ll1e 1 ARKANSAS SURE P'TH NOVAtime Technology, Inc. 4.25 Approving Timesheets qqk_)�CeE® Figure 4.16 — Single Timesheet Single Timesheet Approving a single timesheet takes place on the individual employee's timesheet page. • Verify the current pay period. If the pay period is incorrect, choose a date in the correct pay period using the calendar icon O (see Fig. 4.16). • Click the Approve icon @. If the icon does not appear, verify the pay period and that "Timesheet Status" is not equal to or above your approval level. • NOVAtime will display alerts, if any, after clicking Approve. If no exceptions are found, the "Timesheet Status" will change and the Approve icon will no longer be visible. Pay Period:' 07/0112009 (Wed) -0711512009 (4 e 0 ° E Timesheet Status: SECONDARY 1011] TERM, DEXTER n ployee ; I Gcstta Job Class: :501 I► Deoartment : 501 I Pay Policy: 1 I Shift Number: 'i't Thu 07102/2009 ( 0(WKHR) 110:00AM I ' I 7:00PM Figure 4.17 —Approved Single Timesheet pg. 63 Y.. ARKANSAS SURE R -rH NOVAtime Technology, Inc, qok_)�Y=® ' y ATTENDANCE 4 RBA{ Hr OT 1 t9T:2 .. PB: :" TIrM15[td#U.4 26.501 0.00 0.00 $331.25 SUBMIT 4.75 0.00 0.00 $66.50 [SUBMIT 4.00 0.00 0.00 $80.00 OPEN }. 0.001 0.00 0.00 $0.00 [SUBMIT 4.00 0.00 0.00 $0.00 OPEN Figure 4.18 — Multiple Timesheets Multiple Timesheets On the Summary page, NOVAtime gives supervisors the ability to approve multiple timesheets at the same time. A supervisor can optionally approve individual timesheets, or approve an entire page. Approving Individual Timesheets: • Select the drop -down list and change the approval level 0 (see Fig. 4.18). In the example above, three timesheets have been changed to the supervisor's highest approval level. • Click the Save button 0 to submit the timesheets. • NOVAtime will display alerts, if any, after clicking Save. Approving a Page of Timesheets • A supervisor can approve an entire page of timesheets on the Summary page by click the "Approve this Page" button 0. • NOVAtime will display alerts, if any, after clicking the "Approve this Page" button. pg. 64 Ta7eV� KANSAS A\ SURE P`TH NOVAtime Technology, inc. Atithe® FEEL THE POWER Accrual The Accrual page in NOVAtime, if enabled, allows a supervisor to view and optionally modify an employee's non -calculated pay codes, such as vacation and sick time. Ln),JobClass: [l011 TERN, DEXTER ' Goto Timesheet f Goto Employee Goto Schedule 501 ► Department:[[ 501 ► Pay Poliic_�y.,.y 1 ► Shift Number: 11 Name � me 8 �. ¢i rYG1i rCCl.. + .t ......1.. '.. Sgoty 54..3.x.. .c. ,....-.� 1011 TERN, DEXTER 1 [FULL TIME] 07(0112004 Pay Code Accrual Code Last Post Date .. Post Type Accrued! Used Available [2[VACA 1 07/22/2009 U 0.00 20.04 [3]SICK 2 07/20/20€9 T 8.00 50.00 Figure 4.19 — Accrual History Accrual History The Accrual History view contains both current and historical totals of non -calculated pay codes. To view an employee's accruals, expand their details O (see Fig. 4.19). The details display the last entry for each available pay code. In the example above, Dexter's last vacation entry was a user adjustment, and his last sick entry altered his balance by eight hours. For more detail on the entry, click once again to expand ®. CODE j Type Post Date Hours Carry Hours Used Adjust Earned Available ,[ Notes - 2 T 07?2012009 0.00 88.00 8.00 0.00 0.00 80.00 Usage 2 T 0711712009 0.00 96.00 8.00 0.00 0.00 88.00 Usage Z:,..,,. T 07/16/2009 0.00 104.00 8.00 0.00 0.00 96.00 Usage 2 T ...... 05128!2009 0.00 112.00 8.00 0.00 0.00 104.00 __.._. Usage 2 T 05114!2009 0.00 12000 8.00 0.00 0.00 112.00 Usage Figure 4.20 — Accrual Details After expanding the details of Dexter's sick pay code, we can see the last entry on 7/20/2009 shows eight hours Used, with the system note "Usage." Dexter used eight hours of his available sick time, and his Available hours updated from 88 to 80 hours. The history screen also allows a supervisor to locate any errors in an employee's current accruals. After finding an error, a supervisor can adjust or distribute available hours through the Accrual Management section. For help with searching employees, please see section 4.21. vll1e ARKANSAS SURE PTH NOVAtime Technology, Inc. c7iAtThie® ._._... FEEL THE POWER [ tOttj TERN, DEXTER [7,)' Goto Tlmesheet I Goto Employee Gets Schedule Job Class : 501 r Department 501 Pay Polity: 1 Shift Number 11 Pay Categmy I i Holiday Rule: I Legend: S/C: System Posting/ Camp -Time E L] New i Pay Code (;-;2(VAGATIDNj T: Tlmesheet Edit Posting U: User Postng 7y{(e . Aoc.. Coda Dpte . ! Hours : CartY Hrs drnflkf- AYat♦a41a Motes'; Fe1e;, U 1 j W7222030 1 '04/2412009 i 16.001_._....._—_____ 0.00 4_04 12.04] L 0.00 8.00 0.00 o.00r i 0.001__—__-20.04 0.001 4.041Usage Thanks for the extre work Delete T T 1 042372009 0.00 20.04 8.00 00 0 0.001 12.04 Usage S 1 01/0712009 2.00 18.04 0.00 0.001 8.DD1 20.04 System Accrual Hours T 1 1211212008 0.00 27.04 9.00 0.00 0.001 18.04 Usage S 1 01/0112008 2.00J 25.041 0.00 0.00 0.00; 27.04 System Accrual Hours S 1 1051272007 1.751 23,29'1 0.00 _ 0.00 0.001 25.041System Accrual Hours Figure 4.21— Accrual Management Accrual Management A supervisor may have the option of adjusting or distributing hours for his/her employees. In the Management section of the Accrual page, verify that the correct pay code is selected O (see Fig. 4.21). In the example above O, Dexter's supervisor has added 16 hours to the vacation pay code, noting "Thanks for the hard work." Accrual Edit -1011 (DEXTER TERN] Figure 4.22 —Accrual Adjustment Creating a New Accrual Record In some cases, it may be necessary to distribute or adjust accrual hours. In the example above, the supervisor adjusts Dexter's vacation hours after an incorrect entry on a previous timesheet. To create a new record: • Click the New button O (see Fig. 4.22). • Verify that the correct pay code has been selected O. • The date entry defaults to today's date. To select another date, click the calendar icon 0 and choose a date. 1lleTy//q Y ( ARKANSAS nl SURE P.- TH NOVAtfine Technology, Inc. NO VA time® FEEL THE POWER • Enter either Accrual Hours or Adjust Hours 0. Using Adjust Hours, negative numbers remove from the existing balance while positive numbers add to the balance. • Enter a note to explain the Accrual or Adjustment 0. • Click the Save button to finalize your changes 0. ,Adjuat liar Availab'e Notes Delete 0.00 0.00 12.04 Thanks for the extra work Delete -8:1110 0.00 -3.96 You were off this day. Deicte 0.00 0.00 4.04 Usage 0.00 0.00 12.04 Usage 0.00 0.00 20.0044 System Accrual Hours Figure 4.23 — Deleting an Entry Deleting an Accrual Record Above we see the Accrual Adjustment we just made. It turns out, however, that Dexter's timesheet was correct, and this accrual adjustment is not needed. • Click the "Delete" text to the right of the note, "You were off this day." • In the alert that pops up, confirm the deletion by clicking the OK button, or click Cancel to return to the Accrual Management screen. (Note: The Accrual module is optional and may not be enabled. Additionally, supervisors may not have access to managing an employee's accrual balances. For more information, please see your administrator.) pg. 67 ttvi11e ft7�A time® ARKANSAS FEEL THE POWER SURE P'TH ® J „yam NOVAEime Technology, Inc. a History The History page allows a supervisor to quickly view his/her employee's work history. O Mixed O[NKHR] p1[KOLt] 2(VACA] 3[SiCK] p4]COMP] 5[ONCL] 6[CLSK] 7[SUNP] 11[EXPN1 12[BONS] 113[APAY] 14[D S] 16JETEPI PM 16[OANDI M 17[TIPS] ® 18]MLAS] 19[FMLA] p20[WKSH] ®21[HURR] 22[HWO5] 23]RTRO] 24[ARS] 025[EPAER] 261EXTR] 27[DRUS] 26rrRVL] 291UNP] ®3O[HOS] 31[LIM] 32[DH] 33[OFF] Sun Moe The _ Wad Tau Fri 3t Stir; Wcti The Wed. Thu i Fri Sat .. .�.. 1 2 _ _.. 3 4 L 5 6 7 Week -- Week 1 �tJ ,_ i _.. " _ _8 7 8 9 10 11 12 13 14 Week 8 14 15 16 17 18 19 20 21 Week 15 21 22 23 24 25 26 27 28 Week 22dW'KHR] 28 _ Week 29 30 31 Figure 4.24 — Employee History Calendar View In the calendar view, an employee's work history is displayed annually. All available pay codes are listed in the legend above the calendar O (see Fig. 4.24). Alternatively, hover over a day with the mouse cursor Q to view the associated pay code(s). Click on the date to enter detail view for that day. Figure 4.25 — Detail View Detail View The Detail View shows all pay codes associated with the selected date(s). To view pay codes for multiple dates, select a start date 0 (see Fig. 4.25), an end date ®, and click the Refresh button Q. vll1e ARKANSAS SURE P`TH NOVAtime Technology, Inc. ( O-9 VA time° FEEL THE POWER Scheduler Scheduler Both employee scheduling and requests are handled through the Scheduler page in NOVAtime 4000. Additionally, the Summary and Graph sections help supervisors track actual hours worked versus scheduled hours. BrAcld I Maintain Templates [ InlsertTeinplates Save Templates Comp Timel8.00 Hours] & Fmla18.00 Hours] ]{M60) Parks Maintenancell0:00AM-08:00PMJ(M60)02:00PM-03:0 PM Please insert template M] Please insert template Please insert template PM] Please insert template Please insert template <S ADMINISTRATION IS] PARKS ADMINISTRATION + IS] PARKS ADMINISTRATION + lU18.00 Hours °r ble [00:00-23.60] Flexible 100:00-23:59] Flexible [00:00-23:59] Vacation I<<I< I -_+ > .--- ?3 I I CC C' -+ >1 >>I CC C I - II Figure 5.1 — Scheduler Scheduler The Scheduler section allows a supervisor to view and edit weekly schedules. From this screen, employees can be re -assigned to different job codes, removed from a current week's schedule, or assigned a non -calculated pay code such as vacation. Removing Future Time -Off Requests In the next section, we will look at approving or declining a time off request. Once a request is approved, it will appear in the scheduler O (see Fig. 5.1). To remove the approved request, click the —button @ . Click 'Save' to finalize your changes. Removing time -off for the current pay period is done through the timesheet. See 'Deleting a Record' in Section 4.23. �yJ/(ytviile N- VA time® ARKANSAS FEEL THE POWER SURE P" = TH NOVAtime Technology, Inc. — Request The Request page allows a supervisor to quickly process time -off requests from their employees. Summery 2009 Month: I- uty 6° " company Employee Pending .AProve l00] Parks and Recreation 73 3 0 [1151 Library 3 0 0 [223 J City Administration 10 0 0 [401]HCM 7 0 0 [DEN I Denver 2 0 0 Totais 86 ,> j 3 Figure 5.8 — Request Summary Viewing Time -Off Requests Viewing and approving/declining pending time -off requests takes place on the Request page. The Summary section displays all requests for the current month 0 (see Fig 5.8): Pending, Approved, Declined, and total Requested. In the example above, there are three pending requests 9 for the "Parks and Recreation" department. By clicking on the department name 9, a supervisor is taken to the detail screen for that group/department. Figure 5.9 — Pending Requests After expanding Dana Jones' vacation pay code 0 (see Fig. 5.9), we can see that all three requests for July are eight hour 0 pending requests 0 for time -off. To approve or decline a request, click on the highlighted row. pg. 70 vi11e NOVA time® ARKANSAS FEEL THE POWER SURE PA-rH NOVAtiroe Technology, Inc. ' Approving/Declining Time -Off Requests After clicking on the appropriate request (see previous page), a supervisor is presented with the detail information: • Select "Approved" or "Declined" from the Status drop -down list (see Fig. 5.10). • Review the employee comment. In the example above, the employee did not enter a comment when making the time off request. • Make a comment that will be visible to the employee. It is not necessary to enter a comment. • Click the OK button . • Click the Save button on the Request page to finalize the request. Click the save button after you are finished making changes. pg. 71 N4 VA time® Fay`e"*tt�—l KANSAS FEEL THE POWER 2.8.6 If training is to be provided as part of this project, enclose the current credentials for the resource(s) who shall provide this service and describe the quality assurance processes you employ to ensure that the training provided meets yours and the customer's expectations. If written, recorded or on-line training materials are to be used, enclose samples of these training materials. (CONTINUED) All the project team members are experienced professionals and provide exceptional customer service to NOVAtime's clients. Full Name Brian Harris Job Title at Director of Professional Services NOVAtime Project Role Manage Project Implementation Education • B.S. in Natural and Applied Sciences, Minor in MIS with emphasis on Distributed Systems from University of Texas • Online Essentials of Project Management, PMI (Villanova) • Microsoft Certification: MCP 2000/2003 • CCNA v2 • HP Open View • Network + • I -Net + • Project + • 3Com — 3Star Certified Background • Experience in the IT industry for over 12 years, serving primarily in roles dealing with project/program management and Enterprise Infrastructure and Application Architecture for companies with 200 employees to over 25,000+ employees. • Leads the deployment team; designed technology architecture components that are implemented across multiple enterprise business units, as well as providing infrastructure/ application architecture CIA and oversight to project teams. • Analyzes and assesses computer/network architectures and requirements and develops optimum, cost-effective solutions for clients. • Developed business plans and budgets for national consulting practice. pg. 72 vll1e ARKANSAS Xi VA time® FEEL THE POWER 2.8.7 If there is an issue with the training, the training materials, the instructors, or methodologies employed, identify the procedures to escalate any such issue and please define the expected response time to get these issues resolved? In the event there is an issue with the NOVAtime training, training materials, instructors, or methodologies employed by NOVAtime, the procedure to escalate any such issue is to direct correspondence to Brian Harris, Director of NOVAtime's Professional Services Staff, or Ian Sexton, Sr. Vice President. Expected response time to address the escalated issues will ultimately depend on the nature of the issue, but normally issues would expect to be resolved the same day. 2.8.8 Please provide, as an attachment to your proposal, 3-5 references for the training services proposed in your solution in an environment similar to ours. Please reference attached reference sheet. 2.8.9 Do you host or sponsor events that help foster communication of best practices between customers (i.e. Annual Customer Conferences, monthly newsletters, locally sponsored speakers, message boards, blogs, etc.)? Yes, NOVAtime hosts and/or sponsors events that help foster communication of best practices between customers. We maintain a blog and host an annual conference in Las Vegas, NV. Our most recent meeting was in late February, 2010. 2.8.10 Do you have established programs for soliciting and incorporating customer input into its products and services? Describe. Yes, NOVAtime has established programs for soliciting and incorporating customer input into its products and services. We have meetings and informational sessions available including a meeting with our executives and staff to help open up our communication. We have on -going customer and reseller feedback. 2.8.11 Do you host a customer website for product support, training, and other customer communications? Please describe the services offered through your website. Yes, NOVAtime hosts a customer website for product support, training, and other customer communications. Our Support Representatives, using Microsoft SharePoint functionality input ideas from clients for review and suggestion to our development and operations department, and we use developed and use a Customer Resource Management program to report and follow customization and issue progress. pg. 73 ND VA time® TaTel�—l K ANSA$.�._._..._ FEEL THE POWER 2.9 Security State the ability of your proposed solution to meet the following security requirements and identify any possible impact(s) these requirements may have to your solution. System security is very important when dealing with employee and payroll data. As such, NOVAtime has built on a very customizable and flexible security foundation. In 2008, NOVAtime received Plynt (www.plynt.com) certification. Plynt issued two certificates: one for the NOVAtime 4000 Workforce Management Solution (Supervisor Web Services, Employee Web Services, and Administrator Web Services), and one for the NOVAtime Enterprise Web Services (N.E.W.S.), a secured middleware services for NOVAtime 4000 Enterprise Application. The Plynt Certificate establishes that a web application has adequate measures to guard against remote adversaries and protect against a wide range of threats. An application must demonstrate through remote testing that these security criteria are met before it is awarded the Plynt Certificate. The Certification Standard is composed of 23 criteria. These are organized in two sections: Section 1, "Security Protection Criteria," identifies the defenses an application must demonstrate to get the Plynt Certificate. Section 2, "Security Requirements Criteria," specifies the features and behavior an application must have to get the Plynt Certificate. There are three (3) types of users within the NOVAtime system: • Employee Access • Supervisor Access • Administrator Access Each level of user has specific functions that they can and cannot do as a starting point. Further definition of access is done via NOVAtime Security Access Groups. These groups define which modules, pages, and functionality within those modules are available to that specific group of users. Each component of the NOVAtime system can be granted or disabled based on job role with the ability to become granular to allow access to specific pages within a module through read-only access as needed. For example, Supervisors may be able to view Employee data containing default system or group assignment, but could be limited from viewing the PayProfile page, which contain pay rate information. Specific access can also be defined that limits edit rights to the employee timesheet. Security can also be tied to IP address and Phone number (Caller -ID). Limitations on functionality are tied to the user group and validated against these secondary methods when required. Role -based memberships provide the security checks against allowed functionality within the system. Granted access and functionality is also tracked through detailed audit logs for future reporting as needed. The proposed solution offers the following standard security capabilities: • LDAP support • Random Image Authentication (RIA) option for employee and supervisor login screens; an additional web security to help prevent scripted hacker attacks pg. 74 vll1e Ta7el�—l • IP security <00",__ VA time® FEEL THE POWER • Support of NOVAtouch-II fingerprint readers that further strengthens the login security for Employee Web Services, Supervisor Web Services, and Administrator Web Services • Configurable role based security and access for employees, supervisors, payroll persons and administrators ("access groups") • Ability to control user access -to -access sensitive data such as social security number, pay, etc. • SSL Encryption to enhance Internet security for servers The system and database is self -monitoring, self -healing and self -maintaining. The City of Fayetteville I.T. staff will be trained for troubleshooting if needed. NOVAtime will be providing Technical Support and remote access servicing if able. 2.9.1 Access is granted with user name / password combination. The NOVAtime proposed solution has access granted with user name / password combination. NOVAtime uses username and passwords for supervisory personnel and employee ID, Badge ID, or SSN number identifier along with a password for system employees. A strong password option is included that allows passwords to expire with early warning, control re -use based on past history, case sensitivity, prevention of using name or ID information as part of the password, and prevention of using repeat or sequential characters. The system also includes a Random Image Authentication (RIA) feature that can be configured to require employees or system users to key in the characters displayed on the screen after entry of their login information. RIA can be configured to always be active, but the system will automatically activate RIA after three failed attempts to log into the system on a computer, and it will continue to operate in this way until someone successfully accesses the system. The NOVAtime system supports SSL and has been through PLYNT certification. 2.9.2 Does the Username/Password process support single sign -on for Active Directory? Yes, the NOVAtime proposed solution supports a Username/Password process to support single sign -on for Active Directory. An LDAP option is included that can allow access to the system to be controlled by the City's domain server based on username and password, or username, password, and security group. 2.9.3 Users are assigned to groups which are granted access to "their" assets. NOVAtime meets this requirement. The NOVAtime system allows employees to be assigned to system users individually, automatically by any combination of assigned labor group or pay rules, and includes an option that allows system users to be configured to view, edit, and approve timesheet records that were only in their defined scope of pg. 75 tvilieN�iAtime® ARKANSAS FEEL THE POWER coverage (like a specific department, for example). 2.9.4 Group Administrators can define what access a user / group has if any (read only, read write, delete, no access). The NOVAtime proposed solution will allow Group Administrators to define what access a user or group is permitted through the NOVAtime Security Access Groups. Security can be set at the user level for read and write access to various system pages and features. All users can vary in their security levels and settings as needed by the City of Fayetteville I.T. staff. Through the administrator screen they will have full access to set features and security rights for end users. All administrative functionality is web -based with full security by user. The NOVAtime Security Access Groups define which modules, pages, and functionality within those modules are available to that specific group of users. Each component of the NOVAtime system can be granted or disabled based on job role, with the ability to become granular to allow access to specific pages within a module through read-only access as needed by the City of Fayetteville. For example, Supervisors may be able to view Employee data containing default system or group assignment, but could be limited from viewing the Pay Profile page, which contain pay rate information. Specific access can also be defined that limits edit rights to the employee timesheet. Security can also be tied to IP address and Phone number (Caller -ID). Limitations on functionality are tied to the user group and validated against these secondary methods when required. Role -based memberships provide the security checks against allowed functionality within the system. Granted access and functionality is also tracked through detailed audit logs for future reporting as needed. 2.9.5 Users and Group Administrators can change their passwords at any time.. Yes, the NOVAtime proposed solution will allow Users and Group Administrators to change their passwords at any time. 2.9.6 Passwords are stored encrypted on the server, not the workstation. Yes, the NOVAtime proposed solution stores passwords encrypted on the server, not the workstation. 2.9.7 Inactivity locks screen and can log out the user after predefined times. Yes, the NOVAtime proposed solution features an Inactivity locks screen and can log out the user after a predefined times determined by the City of Fayetteville. itime® Tao*yZr�l KANSAS FEEL THE POWER 2.9.8 System must track by user all changes and updates The NOVAtime proposed solution tracks by user all changes and updates in the system audit trail. All timesheet and employee management additions, edits, and deletions are tracked in complete detail. Timesheet approvals (status), rolls -backs, and payroll processed are also included in the system audit trail. The audit information includes who made the change and when, the original value, and the changed value. Employee timesheet audit information is available for display on the employee time card report. Other audit information is available through various system audit reports and display screens. pg. 77 O-0 VA time® FEEL THE POWER 1 It is anticipated that a review of the proposals received will result in the selection of 2-3 candidates to provide a demonstration and/or trial of their proposed software using a very small subset of our existing data in LAN and WAN configurations. A final decision will be made following these demonstration/trials. 2.10.1 Demonstration/Trial Submit a detailed list of minimum server/system requirements with your RFP response so that, in the event your proposal is selected for this demonstration and or trial, we can prepare clean lab systems ready to accept your software installation. NOVAtime will provide a 7 day trial period of NOVAtime 4000 delivered via SaaS. Access to this demonstration system will contain pre -loaded demonstration data for the customer's use. viile (oVAfme® ARKANSAS FEEL THE POWER 2.11 Feature/Functionality/Capabilities Requirements 2.11.1 System must be able to differentiate part time from full time employees. Yes, the NOVAtime proposed solution is able to differentiate part time employees from full time employees. 2.11.2 System must be able to report on hours worked vs. expected hours. Yes, the NOVAtime proposed solution is able to report on hours worked vs. expected hours. 2.11.3 System must be able to help manage and/or limit hours worked by part time and or seasonal employees. Yes, the NOVAtime proposed solution is able to help manage and/or limit hours worked by part time employees and/or seasonal employees through standard reporting tools. 2.11.4 System must be able to calculate overtime. Yes, the NOVAtime proposed solution is able to calculate overtime. 2.11.5 System must be able to attach comments to transactions in the employee time cards and be able to report by those comments. Yes, the NOVAtime proposed solution is able to attach comments to transactions in the employee time cards, and able to report by those comments. In addition the system can be configured to require that any timesheet edits/entries contain a note from the system user before the entry can be saved. 2.11.6 System must utilize industry standard reporting tools. Yes, the NOVAtime proposed solution utilizes industry standard reporting tools such as Crystal Reports 2.11.7 System must be able to link to and from other sites. Yes, the NOVAtime proposed solution is able to link to and from other sites. y O70-K�ttq° f ARKANSAS 2.11.8 System must be able to serve as or in a portal environment. Yes, the NOVAtime proposed solution is able to serve as or in a portal environment. 2.11.9 System must create a complete audit trail that is easily accessible. Yes, the NOVAtime proposed solution is able to create a complete audit trail that is easily accessible. 2.11.10 System must track employee timecard transactions to the IP address level. Yes, the NOVAtime proposed solution is able to track employee timecard transactions to the IP address level, but we do not track employee punches at the IP level (audit trail does not show which PC was used to Punch in/out). 2.11.11 System must be capable of calculating and/or displaying accrual balances. Yes, the NOVAtime proposed solution is capable of calculating and/or displayingaccrualbalances. 2.11.12 System must be capable of enforcing accrual balances and accrual taking policies. Yes, the NOVAtime proposed solution is capable of enforcing accrual balances and accrual taking policies. 2.11.13 System must have an integrated scheduling component that allows for both group and individual schedules. Yes, the NOVAtime proposed solution has an integrated scheduling component that allows for both group and individual schedules. 2.11.14 System must have an integrated scheduling tool that is capable of "carrying forward" an employee schedule into the future. Yes, the NOVAtime proposed solution has an integrated scheduling device that is capable of "carrying forward" an employee schedule into the future. etvll1e O�9 VA time® ARKANSAS FEEL THE POWER 2.11.15 System must have an integrated scheduling tool that allows for input of non -worked time (vacation, PTO, etc.) in advance (up to one year) that will automatically consider the future non worked time in balances reported currently and enforce those balances accordingly. Yes, the NOVAtime proposed solution has an integrated scheduling device that allows for input of non - worked time (vacation, PTO, etc.) in advance (up to one year). Automatic calculation of future non - worked time in balances reported currently and enforce those balances is not available 2.11.16 System must have an integrated scheduling tool that will take non worked time (vacation, PTO, etc.) that is scheduled into the future and will populate the employee's timecard automatically. Yes, the NOVAtime proposed solution has an integrated scheduling tool that will take non worked time (vacation, PTO, etc.) that is scheduled into the future and will populate the employee's timecard automatically. 2.11.17 System must have ability to run reports on demand. Yes, the NOVAtime proposed solution has the ability to run reports on demand. 2.11.18 System must have ability to deliver reports in various formats (Adobe Acrobat Reader, MS Word, Excel, Open Office, etc.) Yes, the NOVAtime proposed solution is able to deliver reports in various formats (Adobe Acrobat Reader, MS Word, Excel, Open Office, Rich Text, Excel, HTML, CSV) 2.11.19 System must have the ability to schedule reports to run automatically. Yes, the NOVAtime proposed solution is able to schedule reports to run automatically. 2.11.20 System must have the ability to view reports on screen through browser plug -ins. Yes, the NOVAtime proposed solution is able to view reports on -screen through browser plug -ins. 2.11.21 System must have the ability to email reports. Yes, the NOVAtime proposed solution is able to e-mail reports. vii1e (�7��7�time® ARKANSAS FEEL THE POWER 2.11.22 System must have the ability to send out notification emails/reminders on a scheduled basis. No, the NOVAtime proposed solution is able to send out notification e-mails/reminders on a scheduled basis. 2.11.23 System must be able to be customized in terms of the information and images displayed at logon screen. Yes, the NOVAtime proposed solution is able to be customized in terms of the information and images displayed at logon screen. 2.11.24 System must use role based administration. Yes, the NOVAtime proposed solution uses role based administration. 2.11.25 System must be able to be customized in terms of the information and content displayed for each user or group of users once they log in. Yes, the NOVAtime proposed solution is able to be customized in terms of the information and content displayed for each user or group of users once they log in. 2.11.26 System must have "drill down" capabilities to quickly access employee timecards and schedules. Yes, the NOVAtime proposed solution has "drill down" capabilities to quickly access employee timecards and schedules. 2.11.27 System must allow for employee self-service capabilities in relation to the employees own time cards, accrual balances, reports. Yes, the NOVAtime proposed solution allows employee self-service capabilities in regulation to the employees own time cards and accrual balances, but not reports. 2.11.28 System must be capable of receiving data from multiple sources via interfaces, etc. Yes, the NOVAtime proposed solution is capable of receiving data from multiple sources via interfaces, etc. 'tvi1e 09 — VA timABFEEL THE POWER 2.11.29 System must be capable of utilizing several different types and combinations of data collection devices. Yes, the NOVAtime proposed solution is capable of utilizing several different types and combinations of data collection devices. 2.11.30 System must utilize exception based management of time cards. Yes, the NOVAtime proposed solution utilizes exception based management of time cards. 2.11.31 System must utilize a centralized server time for transactions or punches occurring through a browser. Yes, the NOVAtime proposed solution utilizes a centralized server time for transactions or punches occurring through a browser. 2.11.32 System must maintain history "on-line" for access and use for a period of five to seven years. Yes, the NOVAtime proposed solution maintains history "on-line" for access and use for a period of five to seven years. The NOVAtime proposed solution actually features unlimited storage of history "on- line". 2.11.33 System must be able to look up or query data and input, edit, and report based on a range of dates. Yes, the NOVAtime proposed solution is able to look up or query data and input, edit, and report based on a range of dates. 7ay`e*41�—I NOVA time® KANSA FEEL THE POWER 2.11.34 System must allow department or division management or delegated personnel to access the system to create and maintain schedules through a browser. Yes, the NOVAtime proposed solution allows department or division management or delegated personnel to access the system to create and maintain schedules through a browser. 2.11.35 System must allow department or division management or delegated personnel to access the system to edit and manage employee time cards through a browser. Yes, the NOVAtime proposed solution allows department or division management or delegated personnel to access the system to edit and manage employee time cards through a browser. 2.11.36 System must provide the ability for an employee to acknowledge their time card if a change has been made. Yes, the NOVAtime proposed solution provides the ability for an employee to acknowledge their time card if a change has been made. 2.11.37 System must provide the ability for a supervisor to submit modified time cards without employee's acknowledgement with justification signoff. Yes, the NOVAtime proposed solution provides the ability for a supervisor to submit modified time cards without employee's acknowledgement with justification signoff. 2.11.38 System must provide an electronic signature for supervisors to approve time cards that will be sent to the payroll system when there are no errors and/or warnings as defined by the system administrator. Yes, the NOVAtime proposed solution provides an electronic signature for supervisors to approve time cards that will be sent to the payroll system when there are no errors and/or warnings as defined by the system administrator. 2.11.39 System must allow department or division management or delegated personnel to access the system to review and/or manage employee accrual balances. Yes, the NOVAtime proposed solution allows unlimited access (up to the Licensing Capacity of the City of Fayetteville) for department or division management or delegated personnel to access the system to review and/or manage employee accrual balances. e(gOiiAime® ARKANSAS '2'�.-�,._... FEEL THE POWER 2.11.40 System must allow department or division management or delegated personnel to access the system and work with their own individual branch employees rather than having to run a query, sort, or scroll through global system employees to find them. Yes, the NOVAtime proposed solution allows department or division management or delegated personnel to access the system and work with their own individual branch employees rather than having to run a query, sort, or scroll through global system employees to find them. 2.11.41 System must allow global access to certain individuals to be able to manage time and labor centrally. Yes, the NOVAtime proposed solution allows global access to certain individuals to be able to manage time and labor centrally. 2.11.42 System must allow global access to certain individuals to be able to report on time and labor centrally. Yes, the NOVAtime proposed solution allows global access to certain individuals to be able to report on time and labor centrally. 2.11.43 System must allow global access to certain individuals to be able to view, sort, filter, or query by individual demographic information, or by City department or division, etc. Yes, the NOVAtime proposed solution allows global access to certain individual to be able to view, sort, filter, or query by individual demographic information, or by the City department or division, etc. 2.11.44 System must allow for edits for groups of employees Yes, the NOVAtime proposed solution allows for edits for groups of employees. 2.11.45 System must allow for use of effective dates for reassignment of employees to different branches, different schedules, or for activation, deactivations, or termination of employees. No, the NOVAtime proposed solution allows for use of effective dates for reassignment of employees to different branches, different schedules, or for activation, deactivation, or termination of employees. 2.11.46 System must allow for at least ten custom fields. NOVAtime 4000 has 8 User Defined Fields and 8 Labor Levels. tville O9 — VA timeAR... FEEL THE POWER 2.11.47 System must allow for storing employee contact information to include but not be limited to home address, phone numbers (up to three), and email address. Yes, the NOVAtime proposed solution allows storing employee contact information to include but not limited to home address, phone numbers (up to three), and e-mail address. 2.11.48 Can the solution scale to support all employees on a single database? Please provide testing results that demonstrate this scalability. Yes, the NOVAtime proposed solution can scale to support all employees on a single database. NOVAtime relies on Microsoft's database size testing results (terabyte+) for our system controls and recommendations for the single database. NOVAtime utilizes its multi -tier architecture (n -tier) and load balancing tools to ensure that the software functions at top performance. As the number of employees and system users increase, or the activities in the system increase, additional application and IIS servers can be added as needed. There will NEVER be a need to create separate systems or separate databases to handle an increase of employee or system user activity. Please see 2.3.6 response for more details. 2.11.49 System must track hours an employee has worked toward the hours required for FMLA eligibility. FMLA can be set up as a leave code in NOVAtime 4000 and 4000 Star and be tracked. Additional FMLA eligibility and qualification functionality is available through our third party partner, Labor Metrix. We would be happy to further discuss this requirement to determine if this functionality should be added to our system or delivered through Labor Metrix. 2.11.50 System must track FMLA leave concurrently with other types of leave (i.e. state mandated leave, company medical leave, short-term disability, long-term disability) FMLA can be set up as a leave code in NOVAtime 4000 and 4000 Star and be tracked. Additional FMLA eligibility and qualification functionality is available through our third party partner, Labor Metrix. We would be happy to further discuss this requirement to determine if this functionality should be added to our system or delivered through Labor Metrix. 2.11.51 Help determine whether an employee's request for leave is an FMLA qualifying event. FMLA can be set up as a leave code in NOVAtime 4000 and 4000 Star and be tracked. Additional FMLA eligibility and qualification functionality is available through our third party partner, Labor Metrix. We would be happy to further discuss this requirement to determine if this functionality should be added to our system or delivered through Labor Metrix. }yf]tvilie T�i7Atime® ARKANSAS -_ FEEL THE POWER 2.11.52 System must notify supervisors when an employee has exhausted their available leave. This information is delivered by a leave balance report. 2.11.53 System must validate that leave codes are generated and transmitted to payroll to ensure accurate pay while an employee is on leave. Yes, the NOVAtime proposed solution is able to validate that leave codes are generated and transmitted to payroll to ensure accurate pay while an employee is on leave. 2.11.54 Can employees generate their own leave of absence request online? Yes, the NOVAtime proposed solution provides the ability for employees to generate their own leave of absence request online. 2.11.55 Can the system provide the ability for supervisors to approve leave as entered by employee? Yes, the NOVAtime proposed solution provides the ability for supervisors to approve leave as entered by employee. 2.11.56 System must enforce a probation period for multiple leave types. Yes, the NOVAtime proposed solution enforces a probation period for multiple leave types. 2.11.57 System must enforce leave balances at time of request. Yes, the NOVAtime proposed solution enforces leave balances at time of request. 2.11.58 System must provide the ability for supervisors to approve all requests and transactions. Yes, the NOVAtime proposed solution provides the ability for supervisors to approve all requests and transactions. J ARKANSAS 2.12 Ease of use NOVA time® FEEL THE POWER 2.12.1 System must utilize standard web design and navigation, with links and buttons to move from screen to screen or to "drill down" to data. Yes, the NOVAtime proposed solution utilizes standard web design and navigation, with links and buttons to move from screen to screen or to "drill down" to data. 2.12.2 System must utilize a familiar user interface whenever possible, for example, a spread sheet look and feel for scheduling, etc. Yes, the NOVAtime proposed solution utilizes a familiar user interface whenever possible, for example, a spread sheet look and feel for scheduling, etc. The NOVAtime 4000 Star UI was designed to provide a fast and user friendly experience, and the NOVAtime solution features a dashboard that displays all information that may require the user's attention on one screen while it automatically navigates the user to the appropriate place in the software to review and/or manage the information as necessary. 2.12.3 System must present the user or group of users with the most pertinent view/content upon logon without forcing the user or group of users to run a report or query. Yes, the NOVAtime proposed solution presents the user or group of users with the most pertinent view/content upon logon via the customized dashboard. 2.12.4 System must be simple enough for employees of all levels to use. Yes, the NOVAtime proposed solution is simple enough for employees of all levels to use. 2.12.5 Is the proposed solution a 100% configurable, consumer off -the -shelf (COTS) software solution? (i.e. does not rely on custom code and stored procedures) Yes, the NOVAtime proposed solution is a 100% configurable, consumer off -the -shelf (COTS) software solution? (i.e. does not rely on custom code and stored procedures). 2.12.6 Is the time, attendance, leave, and scheduling software integrated and produced by a single vendor? Yes, NOVAtime 4000 Star and NOVAtime 4000 (SaaS) are developed and produced by NOVAtime. s. yr FiOi/A time® ARKANSAS _._... FEEL THE POWER 2.12.7 Can City personnel configure FLSA law changes in the software without incurring external consulting hours? Yes, however, the annual support/maintenance fee includes system adjustments and configuration with a guaranteed 30 minute response time. 2.12.8 Can City personnel configure to any changing local, state, or federal laws without incurring external consulting hours? Yes, however, the annual support/maintenance fee includes system adjustments and configuration with a guaranteed 30 minute response time. A. (KiO1At,*me® ARKANSAS FEEL THE POWER 2.13 Vendor/Supplier Risk and Support Requirements 2.13.1 In order to assure continuing support and longevity of the proposed time and labor management solution, there must NOT be a policy of forced upgrades, or elimination of support for this system. In other words, "sun setting" of products must not be a standard policy for the vendor/supplier of this solution. NOVAtime supports all previous versions of our application (NT1000, NT2000, NT3000 and NT4000). We never force a customer to upgrade and when they are ready to take advantage of new technology and functionality, NOVAtime will facilitate that upgrade as part of support agreement at no additional charge. The NOVAtime proposed solution deploys upgrades for a major release roughly every 2 years with minor releases in between. NOVAtime's Software for Life offering includes: • Never force a client to upgrade by sun setting • No charge for upgrades • No charge to implement upgrades • Our competitors may provide "version" upgrades at no charge, but they charge significant amounts to implement the upgrade • Our competitors have always charged for major new releases, NOVAtime does not. • The charges for these upgrades can often amount to doubling your initial cost over a 5 year period 2.13.2 If the Vendor/Supplier pricing model is based on number of employees using the system, then the pricing that adjusts to the number of individual employees using the system must be adjusted on a monthly basis, and includes all expenses with the exclusion of implementation fees rather than with licensing tiers. NOVAtime's pricing model is based solely on number of employees being tracked in the system (not users). Example: 750 employees with T&A data in system. NOVAtime provides unlimited supervisor/timekeeper licenses and employee self-service licenses up to the license capacity (750). This gives the customer maximum flexibility in taking advantage of the comprehensive functionality without having to worry about additional licensing costs. SaaS pricing adjusts to the number of individual employees using the system is adjusted each month. 2.13.3 The City of Fayetteville places great importance on employee training and uses a train the trainer approach for new systems. Initial training for administrators and trainers must be included in the cost of the time and labor management system. NOVAtime agrees. We also believe that a well -trained customer is easier (and less expensive) for us to support. We believe it makes good business sense to offer unlimited training as part of our standard software support agreement. This is another valuable component of our "Software for Life" business model. yville q7q_K�V*ME° tAR 2.13.4 Do you have a demonstrated history of profitability and market support? Yes. NOVAtime is a financially stable, profitable and debt free company with over 10,000 customers and millions of lives using our system daily. First to the market with Push -Technology, NOVAtime has led the industry and is several technology generations ahead of most manufacturers. As the first vendor to offer SaaS (Software as a Service), NOVAtime once again uses technology to its advantage to increase the value of its products to its customers. GENERAL FINANCIAL AND BUSINESS DATA Number of US Based employees broken down by: Development 7 10 15 15 Support 4 7 10 10 Channel Support 20 30 50 50 Sales 0 1 3 3 Channel Sales 5 10 20 20 Admin 1 2 3 3 Consulting 1 5 10 10 Channel Consulting 5 1 20 40 40 Number of customers that make up', the top 40% of your revenue 2500 2500 3000 3300 Annual revenue broken down by: Licensing 70% 65% 50% 50% Consulting 5% 10% 20% 20% Services 15% 20% 20% 20% Hosting 0% <5% 10% 10% Annual investment in products in $ $2M $3M $5M $5M Annual investment in products as a % of sales o 60/ 60% 60% 0 60/ Number of customers that fall into the following categories: Annual revenue of: less than $50 million 25% 25% 25% 25% $50 - $100 million 60% 60% 60% 60% $100 - $500 million 15% 15% 15% 15% $500 million - $1 billion <1% <1% <1% <1% $1—$5 billion <1% <1% <1% <1% pg. 91 ('fr�i7Atim e® FEEL THE POWER A Financial Stability Chart is being provided as NOVAtime is a private C -Corporation. Detailed financial statements are available for review upon execution of a non-disclosure/confidentiality agreement. Financial Stability _ ... Current Ratio 4.026 1.015 Quick Ratio 3.646 0.755 Net Worth to Total Liab. 1.681 .922 Total Liab. to Net Worth .595 1.085 Altman Z Score 4.333 2.195 '8esed on the Time and Attendance industry feader's-pabfic Anencfaf report NOVAtime has over 60 distributers with over 250 certified engineers around the world. NOVAtime will serve and support this engagement directly from its office in Los Angeles, CA providing service and support 24 hours a day/7 days a week through its network of certified engineers. pg. 92 Ta*y`e4'4V tvll1e (iti�i7A time® 5��. FEEL THE POWER 2.14 Data Conversion/Integration 2.14.1 Please identify your plans for converting and importing the existing data into your proposed solution's database(s). The NOVAtime proposed solution can dynamically import employee setup and accrual balances, schedules, and labor groups using our standard interface tools. All system information is available for export to Excel or CSV files, and NOVAtime will write and provide support for the export files to your ERP systems. Additionally, NOVAtime has the ability to integrate using its NEWS web portal with systems with similar web integration capability. 2.14.2 Define your capability to convert and import existing data. If a third party will be employed to perform the conversion, define the capability of the third party to convert and import the existing data and define how you plan to manage the third party. It is our understanding that the City is currently tracking time and attendance manually. As such, we do not expect any data conversion effort. Import of employee master file, accrual balances, schedules, labor groups are all part of the import process/set up provided by NOVAtime. 2.14.3 Identify the name and purpose of all tools required to convert the existing data and migrate the converted information to the new system. Not applicable. 2.14.4 Describe how your proposed tools are used to accomplish the conversion/migration. Not applicable. 2.14.5 Describe how the proposed system will export/integrate data to the City's payroll system. NOVAtime Enterprise Web Services allows bi-directional exchange of data via a web interface (SOAP protocol). Vtvilie T�VA time® ARKANSAS °R� FEEL THE POWER 2.15 Workplace Plan and Project Management 2.15.1 Please enclose a copy of your plan of work to accomplish the activities required to achieve the goals of this RFP. Ensure that the plan covers not just the activities, but also the anticipated time frames (both calendar and work time) for each activity and the number and types of resources required (both City and vendor). Include a summary description of the plan. 2.15.2 Briefly, identify and describe your standard project management methodologies and best practices (including, but not limited to, such processes as change management, quality assurance, and risk management) as you propose to apply them to this project. Please refer to PART 1 (7) of our response. 2.15.3 Enclose the current credentials for your resource(s) who shall manage this project and describe the processes/activities your company employs to ensure that the assigned resource(s) are able to provide quality project management to your client. Please refer to PART 1 (1) and SECTION 2.8.6 of our response. Listed below are the processes/activities NOVAtime employs to ensure that the assigned NOVAtime Professional Services staff members are able to provide quality project management to the City of Fayetteville, and the current credentials for NOVAtime's Professional Services staff who shall manage this project for the City of Fayetteville. Every NOVAtime Professional Services staff member is an experienced professional and provides exceptional customer support to NOVAtime's clients. NOVAtime provides training with every project to maximize efficiency of the customer's use of the system. NOVAtime provides a full range of documentation including System Manuals, Quick Reference Guides, Installation Procedures, and a complete On -Line Resource Library. Once the implementation is completed, your staff will be directed to the NOVAtime support "Help Desk". The "Help Desk" will provide on -going support for the NOVAtime System. viile <",-- 4 VA time® ARKANSAS FEEL THE POWER The NOVAtime change control processes are as follows: (XiOVA time Production Environment Change Control (CC) Process FF 1 THE P WFR Flowchart tee #a=`Owir Rnick Form: E< QF- d 0watf-m 4F19'ERKRhi ___ I Ft��f!i.t Rdi7Etrr6sMta=�trsseixSst! tar37�t:iax sQH�RYNE. q W6o� t'.�Oi`3e'>b Rml.tsaciwio p wAda dse C.M` F"m t .�.. �. to Ptu ttlsn Ptah Eder; rterirlYwl 6Lb--fiin 33 -aul Pian V. 4 dt IN JGsstassrst:nt 1 CCEM flrrNeae Pl- rt Up r t ' FaP(n Hir#i�'�aaC tn�sa,�6, eta®,�gT�, a al PIA JPI;Y thb rrc�rkas�ixw3 !,4 YkG�-rt.t Hail. or -No A PT*N l ₹ - UJI C7ss�t:..a f r 'A I V - 1. +F' %i��irage mares m11:IA.n :h [^wn ar+4 GCB k kaiw f � ' i�4TacRanp-9� t TmsbrQ45 ASlted k g 23asiegac x.41 h9iflii s � Fx $ - V14oliite�@ �[s5rrr' fix�iivasty IaPosacz 9. bssf�a Peiisttras cusb.m�s imia C,- Fwm Fale Sstreita 1�Cra'x d��ic cu d clx4.�id�.T'4Gt, Nzt i •trtsLdP$N7diP�f�. FOMT7i16ae:$M1]L7�13II'4�!'' aa4 Are$11Aifl r Pisa r �t�taacm TaciarIRA or Rsn Rsia ants a and, R m y, vets icat:yr7astt chsey. support t f*r11MCi4 ctianp or T®ii1-. oWl6d _.------ iiµaate Pama Stwtt tlept.ie nat[y E-i Tfr�7f�iiakVta.4a �t:fi Cede �!&di rb i �iex PtII' nri- t 6ikvYe87d{l76#afl,I it i,,' tr[(�stts�as wm ktomod about M e e LdpH giptlir ville O79 VA time® ARKANSAS FEEL THE POWER 2.15.4 If there is an issue with the project plan, its management, the resources assigned, its execution, or any other issues that may come up, etc., what are your escalation procedures to get these issues resolved? The concern should be brought to the attention of Brian Harris, Director of Professional Services or Ian Sexton, Sr. Vice President. tVi1e00— VA timeAR FEEL THE POWER 2.16 Implementation Support 2.16.1 List and describe all of the various types of implementation support (including those you may have already mentioned previously in your response to this proposal) that your company can provide to assist with or fully perform the implementation of the Time & Attendance Labor Management System components, convert and import the existing data, and train users, administrators, and support engineers. Include an estimated fee schedule for each such type of implementation support. NOVAtime subscribes to the SurePath methodology for all of our projects. Please see the pricing section for the cost of our implementation, setup and training. This fee is firm and fixed price inclusive of all travel and expenses. For a full description of the SurePath implementation methodology please refer to PART 1 (7) of our response. NOVAtime Support personnel are Certified Engineers through NOVAtime University, an eight (8) class structured exam curriculum focused on expertise in implementing and supporting the NOVAtime product line. The team consists of eighteen (18) engineers that field on average of 300 calls per month, supporting our 60 Dealers and 10,000 plus customers. Our Support team is reached via toll -free telephone number, email or IM and chat technology. 2.16.2 Section 2.16 requested a plan to implement the proposed solution based upon the requirements of this RFP. If there is an alternative method to implement this solution which makes more sense, please describe your alternative implementation plan and support your recommendation with the appropriate implementation best practices for your products. The NOVAtime proposed solution using the SurePath method is the best proposed solution of NOVAtime based upon the requirements of the City of Fayetteville's RFP. An alternate implement plan is not proposed by NOVAtime. 2.16.3 If there is an issue with the implementation of this project, what are your escalation procedures to get these issues resolved? The concern should be brought to the attention of Brian Harris, Director of Professional Services or Ian Sexton, Sr. Vice President. viI1e (ff�iAtfme® ARKANSAS FEEL THE POWER 2.16.4 Please provide 3-5 references for the implementation services proposed to implement your solution in an environment similar to ours. Please see the following references that we are certain you will find adequate to indicate our ability to handle this project. We included a larger retail customer as well as two other clients who have a large number of locations, to demonstrate the flexibility and capability of our core engine. We respectfully ask that you call or send Ty Hall an email to arrange call dates and times for references. The contacts of our clients are busy doing a specific job for their employers and would appreciate call dates and times to be scheduled. Reference #1 Company Name: Select Staffing Address: 2145 N. Josey Lane, Suite 120, Carrollton, TX 75006 Contact Name: Jeff Caruthers Telephone: 214-680-3230 Email: Jeff.Caruthers@selectstaffing.com Number of Employees: 40,000+/ - Number of Locations: 300+ Length of Service: 6 Years Company Description: Select Staffing is one of the largest staffing agencies in the US. They have a complex organization with a large number of offices spread throughout the United States. Reference #2 Company Name: Vallarta Food Enterprises Address: 1111 W. Avenue I, Lancaster, CA 93534 Contact Name: Russ Jones Telephone: 818-898-0088 Number of Employees: 5,000 +/- Number of Locations: 25 Retail Locations Length of Service: 5 Years Summary of Project: Implemented NOVAtime Workforce solution across all departments and employees within decentralized offices. Reference #3 Company Name: Loomis Trucking Address: 2500 Gavilon West Blvd., Suite 900, Houston, TX 77042 Contact Name: Rocky Chapman Telephone: 713-435-6700 Email: rocky.chapman@us.loomis.com Number of Employees: 12,000+ Number of Locations: 240 Length of Service: 4 Years Company Description: National trucking company with locations around the US. ttviI1e O�9 VA timeARFEEL THE POWER Additional Public Sector References (Contact information available upon request) • Town of Stonington Board of Education — K-12 • Township of Medford Board of Education — K-12 • Avon Board of Education — K-12 • Kittitas County, WA — County Government • Organization Cook County Clerk, Chicago, IL — County Government • University of Minnesota — Higher Education • Princeton University— Higher Education • Rutgers University— Higher Education • University of Kentucky— Higher Education • City of Tahlequah, OK —City Government • Shelby County, TN — County Government Fay`e*t�—I ND VA time® KANSAS -. FEEL THE POWER 2.17 Warranties and Support/Maintenance Contract 2.17.1 Please detail the warranties (expressed or implied) provided as a result of the purchase of the time & attendance labor management system. Please see the NOVAtime License Agreement on next following pages for warranty details. pg. 100 ypt'y/1y tvll1e / ARKANSAS ff�iiAtime® FEEL THE POWER NOVAtime Technology, Inc. Product Purchase and Software License Agreement Customer Information Shipping Information Company: Company: Address: Address: Contact: Contact: Phone: Phone: Fax: Fax: Qty Part# Description Implementation Services Software Maintenance Hardware Maintenance Unit Price Amoui A. Customer agrees to license the above software (the "Software") and to purchase the above associated hardware (the "Hardware") and services, as described further herein (the Software and the Hardware are collectively referred to herein as the "Products"). B. Customer agrees that purchases and/or licenses of the Products, support and Sub Total maintenance for the Products, and training in the use and operation of the Products are governed by the NOVAtime Terms & Conditions attached hereto. Shipping & Handlin C. Customer agrees that this Quote is valid through Sales Tax Total Purchase Price Initial Installment Purchase Price Balance Customer acknowledges and agrees that this Agreement shall not be binding on NOVAtime Technology, Inc. ("NOVAtime") until signed by NOVAtime and delivered to Customer. This Agreement is the entire understanding of the parties with respect to the purchase of the Products and shall govern in the event any inconsistent terms and conditions as set forth in any Customer purchase order, confirmation, or memorandum, unless NOVAtime signs such document. NOVATIME TECHNOLOGY, INC. CUSTOMER: By: By: Name: Name: Title: Title: Date: Date: pg. 101 ARKANSAS Terms & Conditions O-0VAtime® FEEL THE POWER Article I — Terms of Sale 1. Corporate Approval. All orders are subject to the approval of the NOVAtime Technology Inc. ("NOVAtime") Corporate Office in California and are non -cancelable. 2. Terms of Payment. Fifty percent (50%) of the Purchase Price for Phase 1 (the "Initial Installment") shall be paid at the time Customer signs this Agreement. The remaining balance of Phase I (the "Purchase Price Balance") shall be due within 30 days of the Products shipping date or 30 days after installation of the Products, or, in any event, no later than 90 days from the date this Agreement is executed by both Customer and NOVAtime. The Purchase Price for Phase 2 will be due only if and when Customer decides to implement Phase 2. 3. Title and Delivery. a. All products will be delivered by NOVAtime F.O.B. NOVAtime's warehouse. b. NOVAtime agrees to use commercially reasonable efforts to fill orders placed by Customer in accordance with the requested delivery schedule for such Products. c. NOVAtime shall have no liability for delays in delivery due to causes beyond its control. 4. Restrictions on Use of Product. Customer agrees that it will not change, modify, alter, or enhance the Products and shall not reverse engineer or decompile the object code of the software. 5. Restocking Fee. If any portion or all of the entire Product order is returned to NOVAtime with or without the consent of NOVAtime, Customer agrees to pay a restocking fee equal to fifteen percent (15%) of the Purchase Price of such Products. 6. Software Set -Up Charges. NOVAtime shall provide software set-up in connection with the Products, at designated Customer's site(s). These software set-up services will be billed at One Thousand Seven Hundred Dollars ($1,700) per day, including each part thereof, plus travel and living expenses. 7. Warranty. NOVAtime warrants that all NOVAtime software products shall be free from defects in materials and workmanship for a period of 90 days from the date of installation and all hardware products shall be free of defects for a period of 90 days from date of purchase (the "Warranty Period"). This warranty is extended to the original Customer only and is subject to all the conditions and limitations set forth below: a. Any part or parts found to be defective (except as specifically excluded below) shall be replaced or repaired by NOVAtime, without charge to the Customer for parts or labor, provided that the Product has been used in accordance with the NOVAtime manual and has not been subject to abuse or tampering. NOVAtime shall pay for the shipment of the hardware to and from NOVAtime if the defect is covered by warranty, otherwise Customer shall pay shipment and repair costs. b. Only NOVAtime may make repairs or replacements under this warranty and will be made only after NOVAtime is notified of the problem and determines that the problem resulted from defective materials or workmanship covered under this warranty. c. In the event a defective Product cannot be repaired or replaced and such defect is material to the operation of the Product in accordance with its specifications, NOVAtime shall refund to Customer the Purchase Price paid by Customer for such defective Product. d. THE REMEDIES OF REPAIR, REPLACEMENT OR REFUND SET FORTH HEREIN SHALL BE CUSTOMER'S EXCLUSIVE REMEDIES IN THE EVENT OF A BREACH OF THIS WARRANTY. The above Warranty shall not apply to any Products or parts thereof in the event of: a. Damage, defects or malfunctions resulting from misuse, accident, neglect, tampering unusual physical or electrical stress or causes other than normal and intended use (including modification or replacement of any NOVAtime components on any boards supplied with the Products or any use that is inconsistent with any user documentation); b. Failure of the Customer to provide and maintain a suitable installation environment for the Products; c. Malfunctions resulting from the use of supplies with the Product not approved by NOVAtime; or d. Any defect not communicated in writing to NOVAtime prior to the expiration of the Warranty Period. No representation or other affirmation of fact including, but not limited to, statements regarding capacity, suitability for use or performance of the Products shall be or deemed to be a warranty or representation by NOVAtime for any purpose or impose any liability or obligation of NOVAtime whatsoever. Further, this Warranty does not cover or apply to batteries, bar code wands, bulbs, distribution boxes, light bulbs, or third party software contained in, or associated with, the Products. Said items are provided by NOVAtime to Customer "AS IS" without any condition or warranty. 8. Limitation on Liability. EXCEPT AS HEREIN EXPRESSLY STATED, THERE ARE NO WARRANTIES, EXPRESSED OR IMPLIED, BY OPERATION OF LAW OR OTHERWISE, MADE OR AUTHORIZED TO BE MADE REGARDING THE PRODUCTS FURNISHED HEREUNDER. NOVATIME DISCLAIMS ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT SHALL NOVATIME OR ITS AFFILIATES BE LIABLE FOR ANY INCIDENTAL, INDIRECT, SPECIAL OR CONSEQUENTIAL DAMAGES IN CONNECTION WITH OR ARISING OUT OF THIS AGREEMENT OR THE EXISTENCE, FURNISHING, FUNCTIONING OR CUSTOMER'S USE OF OR INABILITY TO USE, ANY PRODUCTS OR SERVICES PROVIDED FOR IN THIS AGREEMENT, EVEN IF NOVATIME HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, WHETHER SUCH DAMAGES ARISE IN AN ACTION 1Fa*y`eV Ntime® S FEEL THE POWER AT LAW OR IN EQUITY, FOR BREACH OF CONTRACT, BREACH OF WARRANTY, PRODUCT LIABILITY, BREACH OF UCC PROVISIONS, NEGLIGENCE OR INTENTIONAL TORT. FURTHER, NOVATIME SHALL NOT BE LIABLE FOR CUSTOMER'S LOST PROFITS, LOSS OF BUSINESS OPPORTUNITIES, LOSS OF SAVINGS, OR FOR EXEMPLARY DAMAGES. IN ADDITION, NOVATIME SHALL NOT BE RESPONSIBLE FOR ANY OBSOLESCENCE OF THE PRODUCTS OR THE SOURCE CODE OF THE SOFTWARE THAT MAY RESULT FROM CHANGES IN CUSTOMER'S REQUIREMENTS OR FEDERAL, STATE OR LOCAL LAW. CUSTOMER'S SOLE REMEDY FOR LIABILITY OF ANY KIND INCLUDING NEGLIGENCE AND BREACH OF THIS AGREEMENT IN CONNECTION WITH OR ARISING OUT OF THIS AGREEMENT AND THE NOVATIME PRODUCTS, ITEMS OR SERVICES SOLD HEREUNDER, SHALL BE LIMITED TO THE REMEDIES PROVIDED IN PARAGRAPH 7 ABOVE. Article II — Software License 1. Software License. In consideration of the payment of the Purchase Price, NOVAtime hereby grants to Customer a nonexclusive, nontransferable limited license to use the Software (the "License"). If the Software purchased hereunder is embedded in the Hardware, or designed for installation on a central processing unit, Customer may not use such Software in connection with more than the number of employees set forth by NOVAtime on page 1 of this Agreement. If the Software is designed for installation on individual computers, the Software may not be installed on more than the number of computers set forth by NOVAtime on page 1 of this Agreement. Customer acknowledges such Software may not be used in connection with a greater number of employees or on a greater number of computers without first paying additional fees at NOVAtime's then current rates. 2. Prohibited Acts and Uses. Customer may not use the Software, or any copy, adaptation, transcription, or merged portion thereof, except as expressly authorized herein. Specifically, without limitation, Customer may not copy, export, publish, disclose to third parties, change, modify, alter, or enhance the Software or the source code therefore, and may not reverse engineer or decompile the binary code for the Software. Also, Customer may not copy any written materials (e.g., user documentation) provided with the Software without the prior approval of NOVAtime. In addition, Customer may not sell, donate, transfer, assign, sublicense or distribute the Software, or any trade secrets embodied therein, or any derivations or adaptations thereof. In the event any Software purchased hereunder is separate from the Hardware, Customer agrees that it will not use such Software to process data for third parties or in a service bureau environment. 3. Additional Restrictions Relating to Third Party Software. Except as expressly permitted by this License, Customer may not modify or translate any third party software contained in, or associated with, the Products, except as necessary to configure the third party software using the menus, options and tools provided for such purposes and contained in the third party software. Further, the prohibited acts and uses set forth in paragraph 2 above apply to Customer's use of the third party software. 4. Proprietary Protection of Software. Customer acknowledges that NOVAtime is the sole and exclusive owner of all right, title, and interest in and to the NOVAtime Software, the source code for the NOVAtime Software, and any NOVAtime user documentation. Customer acknowledges that the third party developers are the sole and exclusive owners of all right, title, and interest in and to the third party software, the source code for the third party software, and any third party user documentation. 5. Other. a. If Customer violates Article II, NOVAtime, at its discretion, may automatically and immediately terminate Customer's license. b. The Software (and any copies) is protected by United States copyright and patent laws and international treaty provisions. c. The parties hereto disclaim the application to this License of the United Nations 1980 Convention on Contracts for the International Sale of Goods. d. During the term of this License and for 3 years after termination of the License, Customer shall maintain complete records regarding Customer's use of the Software. Upon reasonable notice to Customer, NOVAtime and/or a third party developer may audit, at NOVAtime's or the third party developer's expense (as applicable), Customer's books and records to determine Customer's compliance hereunder. Third party developers and their suppliers are third party beneficiaries to this License in connection with Customer's use of third party software. This License is therefore enforceable by third party developers and their suppliers, in addition to NOVAtime. e. Customer shall comply with all laws and regulations applicable to the Software, including export, reexport and foreign policy controls and restrictions, and shall take all necessary actions and precautions to ensure that Customer does not contravene such laws or regulations. Article III— Software Support Services Provided by NOVAtime. Provided that Customer has paid the required fee for Software support, NOVAtime shall provide the following support services in connection with all Software components of the Products purchased hereunder for a period of 1 year following the Warranty Period: a. Unlimited telephone support for Operators and the Corporate System Administrator of Customer during normal business hours (8:00 AM - 5:00 PM PST). b. On-line support during normal business hours (Customer is required to have Internet Access). pg. 103 N0 VA time® 7ay**elt�—l KANSAS FEEL THE POWER C. Provision to Customer at no additional charge of all Software updates and new versions applicable to the installed modules, exclusive of derivative products containing new features or functionality. 2. Customer Obligation. Customer agrees to provide to NOVAtime direct access to the NOVAtime database and related application(s) upon notification from NOVAtime that such access is necessary. Customer also agrees to provide server and operating environment that meet or exceed NOVAtime's minimum required operating configuration(s). 3. Limitation on Support Obligation. This Article III shall not cover, and NOVAtime's support obligations shall not apply to, problems resulting from: a. Fire, flood, or other catastrophe, accident, neglect, misuse or negligence; b. Modification of the Product(s) by Customer or any third party; c. Computer hardware failure; d. Custom software modifications; or e. Any problem for which a Customer has not paid the Software support fee prior to the occurrence of such problem. 4. Renewal Option. NOVAtime shall continue to provide the Software support services described in this Article III and Customer shall pay for such services at a rate of twenty percent (20%) .of NOVAtime's then -current list price for the Products being supported, for successive 1 year periods, unless Customer notifies NOVAtime in writing more than 30 days prior to the end of the initial year of software support (or of each succeeding anniversary date thereafter) that Customer does not wish for NOVAtime to continue providing such services. Article IV — Hardware Maintenance 1. Services Provided by NOVAtime. Provided that Customer has paid the fee for hardware maintenance services and depending on the plan selected by Customer (i.e., "overnight replacement" or "depot repair"), NOVAtime shall provide to Customer the services described in this Article IV, at no additional cost to Customer, in connection with all Hardware components of the Products purchased hereunder for a period of 1 year following the Warranty Period. Upon notification by Customer of any failure of a Hardware component of a Product during the 1 year period following the expiration of the Warranty Period, NOVAtime will repair or replace such Hardware in accordance with the procedure set forth herein. Upon such notification, NOVAtime shall issue return authorization to Customer, if required. NOVAtime will provide all parts necessary to repair the Hardware (excluding batteries, bar code wands, bell relays, power supplies, or distribution boxes), as well as the services and labor, at no charge to Customer. Customer shall ship, at its own expense, the Hardware to be repaired to: NOVAtime Technology, Inc. 1255 Corporate Center Drive, Monterey Park, CA 91754. 2. Replacement/Loaner Equipment. A Customer who is a "overnight replacement" participant will have replacement or loaner equipment that is configured for Customer's installation ("Loaner Equipment") shipped to Customer within 1 day of Customer's notification (if received by NOVAtime prior to 1:00 Pacific Time) pursuant to paragraph 1 above for Customer's use during the period that the Hardware is being serviced by NOVAtime. Upon receipt of the Loaner Equipment, Customer shall ship the Hardware to be repaired to NOVAtime. A Customer who is a "depot repair" participant shall not be entitled to receive Loaner Equipment from NOVAtime. NOVAtime shall return the repaired Hardware Product to such Customer as soon as repairs are completed, at no charge to Customer. Customer acknowledges that there is no guaranteed turnaround time for repairs made under either plan. 3. Repair / Catastrophic Damage. Upon receipt of the Hardware to be repaired from a Customer who is a "overnight replacement" participant, and unless the damage to the Hardware is considered catastrophic, NOVAtime shall repair the Hardware and return it to Customer, at which time Customer shall (if applicable) ship the Loaner Equipment back to NOVAtime, at NOVAtime's cost. However, if NOVAtime considers the damage to the Hardware to be catastrophic, NOVAtime reserves the right to permanently replace the Hardware with the Loaner Equipment. If NOVAtime determines that a "depot repair" participant's Hardware has catastrophic damage, Customer will be notified and given the opportunity to purchase a new piece of Hardware. 4. Limitation on Maintenance Obligation. This Article IV shall not cover Hardware failures resulting from fire, flood, lightning or other catastrophe, accident, neglect, theft, intentional act, misuse or negligence. Further, this Article IV shall not cover Hardware failures resulting from modification or misuse of the Hardware by the Customer or any third party. 5. Renewal Option. NOVAtime shall continue to provide the hardware maintenance services described in this Article V and Customer shall pay for such services at NOVAtime's then -current list prices for such maintenance services for successive 1 year periods, unless Customer notifies NOVAtime in writing more than 30 days prior to the end of the initial year of Hardware support (or of each succeeding anniversary date thereafter) that Customer does not wish for NOVAtime to continue providing such services. Customer may upgrade its Hardware support to the "overnight replacement" upon notice to NOVAtime more than 30 days prior to any such anniversary date, provided that the increased benefits shall apply only to damage occurring after such anniversary date. Article V- Training 1. Required Training. Within 10 days after the Installation Date, NOVAtime shall provide training in the basic day-to-day operation and maintenance of the Products to the Customer on the terms and conditions described in this paragraph 1. NOVAtime shall determine the training curriculum in its exclusive discretion. Representatives of NOVAtime shall provide the training at Customer's facilities. Customer shall be responsible for making available facilities and equipment sufficient, in NOVAtime's reasonable discretion, for the training. Customer agrees to pay NOVAtime a fee of $1,700 per day for the pg. 104 tville O70VA time® AR__ FEEL THE POWER training. In addition, the Customer agrees to reimburse NOVAtime for all costs incurred by NOVAtime's representative(s) in connection with the training, including costs relating to travel, lodging and meal expenses. Customer acknowledges that the training will take at least 2 days. The fee shall cover training for the following employees of Customer: i. 1 Corporate System Administrator designated by the Customer who shall be responsible for supervising the smooth operation of the Products (including database maintenance and establishment of backup procedures); and ii. Up to 10 other employees who will be operating the Product on a regular basis (the "Operators"). Customer is responsible for selecting Operators who are qualified to operate the Products on Customer's equipment. NOVAtime reserves the right to refuse assistance, or to charge additional fees, if an Operator seeks assistance on basic background information or any other matters not directly related to the operation of the Product or the training to be provided pursuant to this Article V. In the event that Customer has more than 10 Operators, Customer agrees to pay additional fees, as applicable. 2. Optional Training. At Customer's request, and at such time as NOVAtime and Customer shall mutually agree, NOVAtime will provide additional training to employees or agents of Customer at NOVAtime's then current rates. Article VI - Miscellaneous 1. Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of California. 2. Modification. No modification of this Agreement shall be binding unless it is in writing and signed by an authorized representative of the party against whom enforcement of the modification is sought. 3. Notice. Any notice required or permitted under this Agreement shall be in writing and delivered in person or sent by Certified Mail, Return Receipt Requested, with proper postage affixed. 4. Invalidity. In the event that any of the terms of this Agreement is or becomes or is declared to be invalid or void by any Court or tribunal of competent jurisdiction, such term or terms shall be null and void and shall be deemed severed from this Agreement and all the remaining terms of this Agreement shall remain in full force and effect. 5. Entire Agreement. This Agreement is the complete statement of NOVAtime's obligations and responsibilities to Customer and supersedes any other proposal, representation or communication by or on behalf of NOVAtime regarding this subject matter. 6. Attorneys' Fees. In the event any litigation or arbitration between the parties arises out of or results in connection with this Agreement, the prevailing party in such proceeding shall be entitled to recover from the other party its reasonable attorneys' fees and expenses, including appellate proceedings or post judgment collection proceedings. 7. Currency. All monetary amounts referenced herein are U.S. Dollars. 8. Jurisdiction & Venue. The parties hereto submit to the jurisdiction of California courts and federal courts located in California. The parties agree that exclusive venue for any suit concerning this Agreement shall be Los Angeles County, CA. pg. 105 ARKANSAS vll1e O-0 VA time® . FEEL THE POWER 2.17.2 Please list and describe the various support and maintenance contract(s) your company offers, indicate which contract(s) you recommend we should select and why this recommendation is better than the other contract(s) offered. For example, since the City has a resident staff of experienced IT professionals, is there a support contract offered which allows these experienced IT professionals to directly access peers in your technical support organization? Assuming the City moves forward with NOVAtime 4000 Star (licensed model) the software support/maintenance plan would be explained in Article III of the license agreement. A software support agreement is required for the first year. Renewal is optional; however, without a support agreement all the benefits of Software for Life are lost. 2.17.3 List the hours of availability for each level and type of technical support available (i.e. Level I support, Level II support, engineering support, etc.). If after hours support is required, how is that obtained? Is that part of the normal service contract(s)? The NOVAtime varying support programs and availabilities are listed in the following table: 24 -hour Emergency Onsite response is available with all levels of Support on a time/expense basis. Most situations can be resolved with the use of an 'extra' or 'loaner' clock. All devices are 'plug and play' compatible, meaning that a device is simply plugged in and is immediately operational NOVAtime Support personnel are Certified Engineers through NOVAtime University, an eight (8) class structured exam curriculum focused on expertise in implementing and supporting the NOVAtime product line. The team consists of eighteen (18) engineers that field on average of 300 calls per month, supporting our 60 Dealers and 10,000 plus customers. Our Support team is reached via toll -free telephone number, email or IM and chat technology. 2.17.4 In order to minimize the number of calls to your support center to check on the status of an issue, does your company offer an on-line ability to initiate and track incidents? If so, list the hours that online (Internet) reporting and tracking of incidents are available and the frequency the on-line data is updated. Yes, NOVAtime offers on-line ability to initiate and track incidents by utilizing NOVAtime's in-house designed and supported on-line CRM that is used to report and tract the status of system issues. The system is available 24/7, although the direct support team is available during business hours. pg. 106 �jy(ftville 0"'__ time® /AR(�.__.__ FEEL THE POWER 2.17.5 In the event we believe that an incident is not being resolved quickly enough or the solutions provided are not working, please describe any automatic escalations that may occur and what options we the customer have to escalate an incident to a higher level of support? NOVAtime will handle incidents deemed by the City of Fayetteville to be "non -working" by following our internal automatic escalation procedures. In the unfortunate instance that the City is not seeing results, we would suggest escalation to Brian Harris or Ian Sexton. 2.17.6 What is the first call closure rate for support calls? The first (15Y) call closure rate for support calls to NOVAtime is 90%. 2.17.7 What is the upgrade policy for systems under contract? NOVAtime supports all previous version of our application. Upgrades are delivered as part of your annual support contract without any additional cost. The NOVAtime proposed solution deploys upgrades for a major release roughly every 2 years with minor releases in between. 2.17.8 Please define the estimated number of man-hours the City will need to allocate annually in the following categories as a result of implementing your proposed solution. a. Desktop Application Installation and Support The NOVAtime proposed solution estimates 0 man-hours are necessary to allocate annually for the Desktop Application Installation and Support position for the City of Fayetteville. b. Application Server Maintenance and Support The NOVAtime proposed solution estimates 0 (SaaS) 40 (License) man-hours are necessary to allocate annually for the Application Server Maintenance and Support position for the City of Fayetteville. c. Database Server Maintenance and Support The NOVAtime proposed solution estimates 0 (SaaS) 40 (License) man-hours are necessary to allocate annually for the Database Server Maintenance and Support position for the City of Fayetteville. d. User Administration The NOVAtime proposed solution estimates 0 (SaaS) 0 (license) man-hours are necessary to allocate annually for the User Administration position for the City of Fayetteville. pg. 107 NOVA time® �._... FEEL THE POWER 2.18.1 Various companies use similar and different terms to define the licensing of their software licensing (per seat, CAL, per server, per location, etc.). Please describe the terms you use for licensing your software and explain your licensing structure as it applies to the proposed solution. Also, include what the licensing impact might be if the City found it necessary to add any or all of the following: an additional database server, an additional application server, an additional web server, or more individual clients (web or direct). The NOVAtime proposed solution terms for software licensing (per seat, CAL, per server, per location, etc.) is stated in our software license agreement in our response to requirement 2.17.1. 2.18.2 Data Backup: The software use license must allow for the City to use its standard backup and archive rotation methods. Complete system backups are made weekly. Incremental backups are made every night. Full database backups are made daily and incremental database backups are made hourly. NOVAtime meets this requirement. An additional application server, an additional web server, and network load balancers may be required. The number of application and IIS servers required will be dependent on the number of employees, the number of system users, and how the system will be utilized. An analysis of the city's environment and usage requirements will be performed to make final recommendations as to the configuration and number of servers required to ensure peak performance. 2.18.3 License Revocation: If for any reason the license to use the software is revoked the City shall stop using it for daily operations. However, the City shall retain the right to run any applications necessary to access existing data including, if necessary, the application whose license has been revoked. This circumstance is covered by our standard license agreement provided above. 2.18.4 Terms of software license and support/maintenance contracts shall be interpreted under the laws of Arkansas and any court or arbitration action shall proceed in venues located in Fayetteville, Arkansas (unless mutually agreed otherwise at that time). Any arbitration shall be conducted under the laws of the State of Arkansas. NOVAtime will make this change to our license agreement as an addendum to the master agreement. T: is : ARKANSAS ND VA time® __... FEEL THE POWER The City desires to understand what options are available to it in the event that the company which provides and/or developed the proposed solution becomes insolvent and which products or services are not picked up by another company, or if the company stops supporting their solution altogether. 2.19.1 Do you offer any capabilities or opportunities to place into escrow any and/or all source code for the proposed solution which would be turned over to the City in the event of the above conditions? Yes. NOVAtime will place source code with a holding agent with the annual fee added to our agreement. 2.19.2 If the answer 2.19.1 is "Yes", describe these escrow capabilities or opportunities and identify any and all costs associated for these services. Typical escrow costs are under $1,000 per year. NOVAtime will arrange for the escrow agent and bill the City for this service. pg. 109 f a'. 11 �: NOO'-O- VA time® ._._... FEEL THE POWER Proposers may propose to provide additional services/products to the City which the proposer believes will be of value to the City. Further, should a feature of the proposed solution exceed the stated required capability, these exceptional capabilities should be identified. These additional services and capabilities shall be considered by the City in the evaluation of the proposals if their benefit can be quantified or defined. Proposers are encouraged to consider technological changes and propose any new services/products that would benefit the system. Include all costs associated with each such additional service or product and the benefits/value of the additional services/products. Please identify each additional service or product as separate sub -paragraphs to this section. Key Elements of NOVAtime's Unique Value Proposition • Unlimited Training for Life • Never Charges for New Version Releases — Software for Life • Dedicated Customer Service Representative • Guaranteed 30 Minute Support Response • Implementation is a Fixed Price — You Never Pay More! A Business Model with Government in Mind When comparing the cost of different time and attendance systems to NOVAtime 4000Star it is sometimes difficult to compare apples to apples. One of the major challenges government finance officers and CIO's face is requesting additional funding for upgrades and training from the legislative body, council and/or board. With NOVAtime, you can be sure that no additional funding will ever need to be requested, thus providing credibility to the partnership in the eyes of our elected officials. Here are some of the differences that set us apart from our competitors: Free Upgrades for Life: NOVAtime clients receive all future version releases at no charge. This includes the software, our time to install the new version on your system and any additional online training. This provides a tremendous degree of budgeting certainty for your IT department as you plan for projects in coming years. Free Training for Life: NOVAtime will provide unlimited online and remote training for as long as you are a client. This is especially important when you begin to use new features and functionality in your system that may not have been covered during the initial training during implementation. Fixed Implementation Cost: NOVAtime guarantees that the implementation cost that we quote will be the only cost that you pay to implement your system. Even if we run into unexpected complexities or other issues, we will not come back to you to bill for additional consulting time. This gives you pg. 110 tville O79_K)Wme® ARKANSAS FEEL THE POWER budgeting certainty that the quoted NOVAtime implementation cost will not be exceeded and will not result in an unforeseen project overage. Travel and Expenses Included in Implementation Quote: NOVAtime's implementation quotation includes all travel and expenses incurred from our implementation and training staff being on -site at your location. NOVAtime Never Sunsets Prior Versions: NOVAtime never discontinues technical support for any prior version of its software. In fact, one of our first five clients (all of whom are still with us today) is still using the first release of our application because they are very happy with it. You will never be forced to upgrade your NOVAtime system due to your version no longer being supported. Additionally, if you are on version 2.0 and a few years later you want to jump to version 5.0 when it is released, you are able to do that, most importantly, without any charge. Dedicated Client Services Representative: You will enjoy having a single client service representative dedicated to your account who is very familiar with your implementation set-up as well as any system changes that are made afterwards. Real Person Always Answers the Phone: When you call NOVAtime for technical support a live person will always answer the phone. You will never have to go through a phone tree or leave voice mails for the technical support group to call you back. Unlimited Customer Service: You will have unlimited access to your dedicated customer service representative at no charge as part of your annual maintenance agreement. This also includes additional standard system programming (e.g. pay rules, shift differentials) as your needs change. Fast Implementation Start Time & Project Completion: NOVAtime will deliver the fastest turnaround time to start the implementation of your system. We can literally start your implementation within one to two business days after the project paperwork is sent and approved at our corporate office. Our standard implementation time frame is ten weeks to include testing of the payroll interface. pg. 111 (?TOiZ4tfme® FEEL THE POWER The exact number and types of collection devices will be determined though negotiations with the selected software vendor. Collection devices will be purchased from the most cost effective source to the City. Vendors should provide a listing of all available collection devices with pricing options on a per unit basis. 3.10 List all types and per unit costs of collection devices that are compatible with the proposed system. Please refer to the pricing section of our response. pg. 112 ville f7�iAt!me® ARKANSAS ,._.. FEEL THE POWER PART V - Additional Information Company Information NOVAtime's corporate offices are located in Southern California with distributors, dealers, and business partners worldwide. Started in 1999, NOVAtime is a financially stable, growing company with over 10,000 customers and millions of lives using our system daily. First to the market with Push - Technology, NOVAtime has led the industry and is several technology generations ahead of most manufacturers. As the first vendor to offer SaaS (Software as a Service), NOVAtime once again uses technology to its advantage to increase the value of its products to its customers. This value includes our ability to deploy our application via the Cloud or in a traditional licensed model where our Software for Life business model and all the benefits of this low cost of ownership model apply for as long as you are our customer. NOVAtime continues to lead the Scheduling, Time & Attendance / Workforce Management industry with state of the art professional time tracking and scheduling products utilizing the latest technologies. These solutions, when coupled with our award winning Professional Services/Customer Support network, take NOVAtime to a new plateau unequaled in the marketplace. Workforce Management Solutions NOVAtime is a forward -thinking technology company focused solely on the development and advancement of Workforce Management solutions. From 1999 and its first multi -tiered NOVAtime 2000 product to the current NOVAtime 4000 solution, NOVAtime has consistently been recognized as a technical leader in the industry. NOVAtime recognized total revenue of $30M from both its direct sales and indirect channel during 2009 and continues to carry no debt, while also carrying very healthy indexes compared to other leaders within Workforce Management solution providers. Our strategy for success depends on our continued research and development of new technologies, providing the framework for integration of multiple applications and reporting tools (HRIS, Payroll, Finance, and ERP). Public Sector Organizations NOVAtime offers two solutions focused on public sector organizations. The NOVAtime 4000 Star is a licensed version that offers the scalability and flexibility of a completely Microsoft .NET/SQL framework designed exclusively to run on your internal infrastructure. The NOVAtime 4000 SaaS is identical to 4000 Star, offering a rich enterprise solution at a hosted price. The application is the perfect Scheduling /Time & Attendance / Workforce Management service for customers who are seeking enterprise -class reliability and performance, while wanting to reduce up -front licensing, hardware investment, and ongoing IT maintenance. NOVAtime currently provides services for over 150 government clients in the United States. Vendor Alliances and Relationships Our system integrates with over 300 payroll, HRIS, ERP, Job Tracking, Scheduling and Accrual systems including New World Systems and is constantly being enhanced to include new capabilities. Federal Employee Identification Number: 95-4767289 n ave ty It )K pg. 113 Ta7el�—l KANSAS PRODUCT OVERVIEW <_F9 — VA time° FEEL THE POWER The NOVAtime 4000 solutions have a built-in dashboard navigation that is part of the overall user interface. The system has many time -saving features such as schedule templates, the ability to copy from past schedules, automatic forwarding and mass group/department changes. The system has a unique report generator that utilizes a series of templates that can be modified and saved, or scheduled for automatic delivery via email or other means. The NOVAtime Pay Matrix will incorporate the City's premium pay system to easily accommodate payroll policies and scheduling. NOVAtime offers unlimited tracking of job and work assignments and will easily report on these hours and transfer to the appropriate accounts while also tracking credentials. NOVAtime believes its data entry options are truly a differentiator from its competitors. NOVAtime offers the widest selection of input methods and can support a complex mixture of devices and methods. From biometric solutions to mobile to web to phone-in solution, NOVAtime offers the flexibility needed to address varying requirements from location to location within most businesses. The graphic below represents an overview of data collection options. Time Collection Whether or not your employees are using pc input, badge swipe or biometrics, the process for collecting punches is quick and painless. All NOVAtime devices use 'PUSH' technology and operate in real-time. The devices are pushed, not polled, directly from the device to the main database as they occur. NOVAtime was first to the market with 'PUSH' devices starting in 2006 and the benefits are many: real-time labor information budget vs. actual, muster reports (who is in, who is out), system notification if scheduled employees have not shown up for work assignments and the ability to get extra employees quickly by determining who is available to work. NOVAtime recommends our NT6500 Self Service, Badge Kiosk when PC connectivity is not available: pg. 114 Ta*ly�eV Ntime® S FEEL THE POWER The NT6500 offers self-service functions to employees with no access to desktop computers, or for those who are not located near an HR office. • Easy -to -use Time, Attendance, and Scheduling features, allowing you to: o Punch In and Out using barcode, proximity, or magnetic stripe readers, or key -in using employee ID, SS number, or badge number o Transfer multi -level groups to support labor costing needs o Input sick leave hours, vacation hours, personal leave time, etc. o Supports input of piecework, tips, bonus dollars, etc. o Supports employee schedule lockouts • An extension of your HR department that will support afterhours inquiries, allowing you to: o Have 24/7 operations without 24/7 Human Resource personnel o Real-time access to employees' accrual information (vacation hours, sick leave, PTO, etc.) • Amazing kiosk features and functions like: o Real-time access of employee timesheet o Real-time access of employee work schedules o Real-time access of employees' performance tracking data (point system) o Private messages sent to your employees o Greater employee satisfaction —with information at their fingertips! • Innovative Push Technology: The NT6500 "pushes" data automatically to the server real- time or periodically • Self -maintenance with bi-directional data synchronization between clocks and the NOVAtime server, based on a preconfigured schedule, controlled centrally in NOVAtime • Easy deployment: All you need is an Internet connection (via HTTP / HTTPS access). Just hang the clock and use the built-in wired or Wi-Fi (802.11 b/g) Ethernet adapter to connect to your network • Easy support and maintenance: NOVAtime centrally controls all clock configurations, push settings, function keys, and synchronization settings • Friendly touch -screen self-service kiosk. "Having biometric terminals, working in tandem with our NOVAtime Time and Attendance Software, has made this aspect of my job much easier and less time consuming." -Sue Stacy, HR Director, Tahlequahis County, OK pg. 115 tv1I1e ARKANSAS Sample Clock and Screen Displays: NOVAtime® FEEL THE POWER pg. 116 ev1lle ARKANSAS System Infrastructure O9 — VA time® ._ FEEL THE POWER NOVAtime offers both a hosted and self -hosted product. We are proposing our self -hosted solution in this proposal. As part of the implementation process, NOVAtime has Professional Services Staff that will work hands-on with clients to make certain all aspects of the infrastructure, installation, data security and configuration activities are handled with professionalism, on time and under budget. The NOVAtime team will work with the City of Fayetteville and its vendors to make certain that our system is integrated with the above listed systems. We will test for connectivity and personally train all users on how to use the system. pg. 117 A. American Payroll Association Study APA_Study. pdf B. NOVAtime Sample Report NOVASAS Sample Report. pdf C. NOVAtime System Overview (mm NTI_SYSTEM OVERVIEW. docx NOVA time® FEEL THE POWER pg. 118 American Payroll -Association New York Education Division The Incredible Time Machines Taking Time Clocks Out Of The Dark Ages By Joseph Contorno Payroll clerks, timekeepers, department managers and millions of employees have viewed the recording of time as a constant source of error and problems almost since the beginning of the Industrial Revolution. Back then Fm told, a timekeeper was an employee whose duty it was to stand at the doorway and manually record the comings and goings of each employee, hence the rather obvious name "timekeeper." The first time clocks were wound as one might wind a grandfather's clock. Employees would come to the dock and, from a rack on the side, would pull a specially crafted wooden key with an assigned number carved into it, insert it into a slot, and "punch" -it. That process would make an impression on a piece of paper in the back of the clock. The time was recorded by marks on the side of the paper indi- cating time increments. Thus, the term "punch in." The next major advance iii'tiine recording devices came with the application of electricity and the invention of a revolving time stamp. This fostered the creation of the time card. Now an employee could take a card off the rack, insert it into the time clock, punch it and get the time stamped right on the card. Shortly thereafter, with the creation of solenoids, it was no longer necessary to punch the clock — the clock punched itself. The principle of time clocks hasn't changed much from this stage in the last 75 years. The Basic Time Clock Today we are all familiar with the time clock —a device in which one inserts a time card and the current time is stamped on the card. At the end of the pay period the cards are collected and the hours worked for each day by each employee are manually computed. Additionally, some attempt is made to allow for company policy in terms of arriving late or early, overtime and exception or non-stan- dard punching. It provides a permanent record of hours worked (the time card), which is required by many state labor laws and by union contract. Generally, management has viewed it as an inefficient but simple tool by which pay- ment can be made and grievances arbitrated. Three Expensive Problems When you think about it, all this manual effort is pret- ty costly. Industry experts have determined the cost to be a product of several factors. Three factors are: 1 THE TIME TO MANUALLY COMPUTE HOURS WORKED FOR EACH EMPLOYEE. Industry experts believe that it takes an average of five minutes to manually compute hours for one employee for a biweekly time period. The following chart indicates the cost of this function. NUMBER OF EMPLOYEES: 100 200 500 750 HOURS TO COMPUTE: @ 5 min. ea. x 26 pay per. 216 433 1,083 1,625 x employees _ 60 min. ANNUAL COST: $7.00 per hour $1,512 $3,031 $7,581 $11,375 Table 1. 2 THE ERRORS MADE IN MANUALLY COMPUTING TIME are often an overlooked cost. (When was the last time someone came to you to complain they were over- paid?) The chart below illustrates the cost of error in com- putation at various wage and size averages. While most experts feel that the error rate is probably 1%, I have used Y.% in this illustration. NUMBER OF EMPLOYEES: 100 200 500 750 AVERAGE HOURLY RATE: $3.50 $3,640 $7,280 ' $18,200 $27,300 4.25 4,420 8,840 22,100 33,150 6.00 6,240 12,480 31,200 46,800 7.25 7,540 15,080 37,700 56,550 8.00 8,320 16,640 41,600 62,400 Table 2. The formula for this chart is: Number of Employees x Hours /Week (40) x Weeks/Year (52) x Error Factor (.005) x Average Hourly Rate As you can see small errors add up! 3 LOST TIME is another area which is a surprisingly large portion of the cost of manual timekeeping. Robert Half, President of Robert Half Associates, conducts an annual survey of theft of time and estimates that time theft amounts to more than $120 billion a year in the United States. According to the results of the survey, the average worker "steals" FOUR HOURS AND EIGHTEEN MIN- UTES a week by coming in late, goofing off, long lunches and breaks and leaving a few minutes late to get overtime. We prefer to call this "Lost Time." Much of this lost time can't. be "recovered" by any kind of time accounting device, but if only a small fraction could be (say, 5 minutes a day), the results are staggering. NUMBER OF EMPLOYEES: 100 200 500 750 AVERAGE HOURLY RATE: $350 $7,292 $14,583 $36,458 $54,687 4.25 8,854 17,708 44,270 66,406 6.00 12,500 25,000 62,500 93,750 7.25 15,104 30,208 75,520 113,281 8.00 16,666 33,333 83,333 125,000 Table 3. The formula used for the computation of Table 3 is: 5 Minutes x 250 Days =1280 Minutes Theft per Employee per Year 1250 _ 60 = 20.83 hours/year x Number Employees = ____Total Avg. Hrs. Lost Time x Average Rate/Hour = $ Lost time in Annual Dollars Of course the numbers shown in the three tables above meant to be a guide and should not be taken liter. Nonetheless, they add up to sizeable hidden sums. I take for example the Mythical Company which, has employees on the clock. The total would be: 1. Manual computations = $ 7,581 2. Errors @ 4.25 avg. = $22,100 3. Lost time ® 4.25 avg. = $44,270 TOTAL ANNUAL COST: = $73,951! Table 4. Wouldn't it be wonderful if the Mythical Company could find a replacement for its time clocks that could reduce these costs? The Incredible Time Machines New microcomputer technology has been applied to time clocks and the result is a host of "intelligent" time machines. Now, in the time it takes an employee to punch in or out, an incredible series of programs can record, ana- lyze and manage that data. Just as all microcomputers aren't alike, the new "intel- ligent" time. clocks cover a wide range of features and vary in price by thousands of dollars. It's important, therefore, to have an understanding of the different classes of machines before contacting vendors and exploring the opportunities. Four Different Classes of Time Accounting Equipment We can distinguish between the four classes of intelli- gent equipment by what basic functions are performed. CLASS I: TIME RECORDERS These time clocks are the most basic. When an employee "punches," the clock records the employee number and the time in memory or on tape. Because these clocks have limit- ed intelligence, there is no editing and a special badge may be needed. Usually no time card or printed copy of the punch is available. Punches are collected and transmitted to some other location for editing. No "on the floor" information or time calculations are done. Generally this type of clock helps to some degree with accuracy because it eliminates legibility problems. It may also speed up the transmission of informa- tion from the clock to the payroll department. CLASS II: TIME CALCULATORS Generally, time calculators represent a major advance- ment over time clocks or time recorders. Time calculators use a "time card" (also can be a badge), print the punch on the card, store it in memory, apply the company rounding rules for the punch, calculate.the payroll hours for the time period, and even print the payroll hours on the card. Company rounding rules are a critical labor manage- ment control. If, for example, Mystical Company employee comes in at 8:58 and goes home at 5:05, and company poli- cy is overtime pay after eight hours, is he entitled to over- time? Not if company policy says the time an employee punches in and out is subject to rounding. In this case the company policy is that up to eight minutes before the hour employees are scheduled to come in and up to eight min- utes after the hour they are scheduled to leave, punches are deemed to be "on the hour" Time calculators can apply company rounding policy uniformly and accurately instant- ly as the employee punches. Additionally, time calculators total hours for each employee, print them on the employee's card and may even print a summary of hours worked for each employee on a summary report. In just accomplishing these tasks the intelligent time clock has greatly reduced labor, errors and lost time. Management Overview Sample Reports "Takes the hassle out of issuing timecards. Very little training was needed for my down line supervisors to get information and manage their staff." - Distribution Company "There are so many great reports at our fingertips to help us do our jobs! It was hard to imagine and comprehend all the benefits we got until we experienced it! It saves us so many hours weekly in compiling data and information. Now we can use our time to make better decisions in labor cost and better manage our employees." - Manufacturer "Our favorite is the `Point System' that tracks good and bad attendance behavior. But I think the best part is all the reports we need can be automatically scheduled and emailed! It's amazing! All our reports now sit in our email in -box when we login every morning... " - Temporary Employee Agency "Before we got NOVAtime we had another major time and attendance system and there's no comparison! NOVAtime's so easy to use. It saves us so much money in overtime expenses. I five by the `Approaching Overtime Report' to stay on budget." - Restaurant Chain "NOVAtime reduces our in -factory labor cost by 20% with up-to-the-minute information at our PCs. Supervisors spend less time figuring our timecards and have more time managing. This is a powerful addition to our company resource." - National Baking Company "The `Monthly Staffing Report' is a lifesaver! Its a breeze now to make sure we have appropriate coverage at each shift." "Wish we got it sooner!" - Nursing Home - Fruits and Vegetables Distributor "... I am so impressed with how smoothly this whole thing has gone, from installation forward ... " - Window manufacturer and distributor Legend: Outlined puzzle pieces represent NOVAtime product ability for the listed features on each page. If a puzzle piece is not outlined in black, the product that the color represents does not support the listed features on the page. NOVAtime 1000 NOVAtime 3000 NOVAtime 2000 NOVAtime 4000 All product names referenced herein are trademarks of their respective companies. ©1999-2008 NOVAtime Technology, Inc. NOVAtime Workforce Management Solutions All NOVAtime systems include a powerful and easy -to -use Report Generator riuimmr Information at your fingertips Supports Multiple Data Collection Devices INTRODUCTION This book will help guide you through the major features of the NOVAtime system, while focusing on many of the available reports within the system that can help your company automate tasks, schedule and manage your workforce, and ultimately — control your labor costs. While this book is not intended to replace user guides or manuals, the intention is to provide an overview of available features and reports that can be used to address specific challenges within your company's environment. The NOVAtime core system is broken into distinct areas depending:.',on product: NOVAtime Client (1000/2000/3000) — The NQVAtlmeI client provides a full -featured front-end that provides. 'fUnctionality'`for employees, managers, and HR/Payroll teams to manage all aspects of the NOVAtime application. Employee Web Services (3000/4000) : - With NOVAtime's EWS, your employees can access the NOVAtimersystent using a standard web browser to punch In/Out, perform 'group -level ; transfers (i.e. job change, facility change, etc.), review and submit their timesheets, review schedules, request time .;off, view accrual and benefit balances, submit expenses, and' more. NOVAtime's EWS provides a real-time portal for your employees to access !and automate tasks that may otherwise take time for your supervisors and managers, and it reduces the time spent on core business activity within your company's environment. Supervisor Web . Services (3000/4000) SWS provides your company's supervisors and managers;, with reel -time access to time and labor data to proactively manage costs and staffing levels within your environment. SWS alsoprovides the tools and interface to manage accruals and benefit hours, attendance point. system, employee scheduling, employee import and:, policy assignment, NOVAtime's powerful reporting engine, and much more .2- Administrator Web Services (3000/4000) — NOVAtime utilizes the AWS portal to control all access, functionality, and security group definitions within the NOVAtime system. AWS also provides the interface to configure the NOVAtime system and tailor it specifically to the needs of your company. Within AWS, administrators and HR/ Payroll professionals can configure the group definitions, pay codes, pay policies, holidays, accrual calculations, payroll bridge mapping, and much more. Interfaces with external applications (HR, Payroll, etc.) can also be configured within AWS to automate employee imports, exports, payroll data export, etc. O Workforce Management Solutions NOVAtime provides Workforce Management Solutions to maximize your specific time and attendance requirements. We offer a single vendor "TOTAL SOLUTION" to address your workforce management needs. NOVAtime's Workforce Management Solutions include: • Benefit Accruals / Comp -Time Banking - Accumulates and tracks the number of hours earned and used for benefits such as vacation and sick pay. Point System - A fully integrated performance tracking solution tendance information to automatically generate merits, de -merits, ere, perfect attendance letters and other WORD mail -merge NOVAPic Utihzesthe technology of digital cameras to capture employee photos to store in the employee profile for easy reference, and to print employee photos on badges along with barcodes • Push Technology, Time Clocks- ,NOVAtime`;supports a wide range of hardware solutions to allow you and your management.to do more than the standard time tracking. Utilizing our powerful back -end integration engine, time punches can be "pushed" immediately, to the NOVAtime server providing real --time visibility of employee attendance data. • Employee Web Services (EWS) Offline = Web browser based feature that is great for mobile employees whodo not have wireless:ISP connections. • Work In Progress - It is a great feature for companies that want to monitor production lines, and visualy-track job order progress. • Scheduler:/ Timesheet Notes - Great tool for facilitating a two-way communication between supervisors and employees for work schedules, time off requests, etc. • Lockout /: Access .Control - Allows you to use the same badge, whether for proximity, bar code, or magnetic, via the same terminal for both employee attendance and security access • Payroll Interface - Provides for automatictransferring of employee hourly information to your payroll service bureau's program.. • Pay Matrix;; It is "a powerful shift differential/premium calculation generator that works as.. an extension of our calculation engine. • IN/OUT Board - The IN/OUT Board provides instant access to WHO's IN and WHO's OUT --and WHY. • NOVAtime Phone-in System - Employees can punch In/Out and perform group -level transfers (Dept, Job, etc...), listen to today's and tomorrow's schedule (updated real-time), listen to voice -mail messages sent by supervisors (and more) --all in real-time. SURE PAYH TM NOVAtime Technology, Inc. Today's demanding business requirements and need to address and implement projects in a timely and budgetary manner highlight the necessity of a structured approach to all projects. NOVAtime has developed a methodology that provides the framework and repeatable process that provides this structured approach for all projects, regardless of complexity. NOVAtime has leveraged over ten years of experience and learned from over 10,000 implementations world-wide to develop best -practices and processes that ensure each company has a smooth and successful implementation of the NOVAtime solution, while meeting the business goals and objectives unique to each client. NOVAtime's internal methodology that guides all projects is SurePathTM. SurePathTM is a multi - phased approach to all projects that provide the repeatable and consistent process ensuring successful implementation. SurePathTM is guided by Program Management tools throughout the lifecycle of the project, which provide the structure for successful interaction between NOVAtime and its clients including: ® Communication processes Issue and Risk Management Is Change and Scope Management Quality and Delivery Assurance SurePathTM also understands the importance of training throughout the duration of the project. The SurePathTM methodology provides the framework for effective user and administration training throughout each phase of the project to ensure capability and readiness of each customer's staff to use and support the NOVAtime solution within their environment. SurePathTM also employs the project and industry experience of each NOVAtime team member to identify areas of opportunity and best - practice potentials. From technology to complex payroll business processes, NOVAtime team members bring a wealth of experience to guide each customer implementation and allow maximum return on investment (ROI) from their investment. Output Format — Export reports to many file Formats, including PDF, Excel, HTML, and more! Primary Sort - Select a report to be sorted using pre -defined group fields.For example: • Branch (G1) • Division (G2) • Dept/Job (G3) • Work Order (G4) • Etc. -,a.�....x... _ .. ter, , - i Ur�r�w is a.Yt 'c e T 4 - au, IM .- g•Aitl Bi!A46'vtiMk. �' -- I�F.tie'8 cM�a89iam3tlYt User Reports — This area of �"er°''' published reports contains report templates that you have saved or other users saved specifically for you -. -....--••.,•... ._ra.Vpes krvm7eAdn Rar qq RYa+k Ewa gyp„_$ -'V Re'+mY 4i ar f*w b.va.re tzar mor Primary Filter — Select employees to display on e j .. _. __.. a report. Most reports A g I �n offer options to select All k : g�, TYdi .Y7Yaxf�xa �;� paw loyees, use Group Filters, ; ��cR...� or by selecting •sue �. nd individuals � -^a r � from the employee list M adb6 83e�mp . ._. ....w... ,,.rte... E40sv� n a. Fields to Display — Select available "employee" data fields to display on a report such as Employee ID, Badge Number, Group fields, Pay Policy, Shift Number, etc. N O VA time® FEEL THE POWER www.novatime.com Publish to — Allows users to setup company -wide or personal report templates for use at later times. Publishing, or saving, report templates allows for quick access of specific report configurations and saves time from future editing of individual settings. Any report may be modified with custom data sets, date range, data filters, etc. and then published for future access. Additional Options — Depending on the report, various optional features are available. In this example, The Employee Timecard Report offers options such as Page Breaks, Report Message, and sub -reports. Sub - Reports may include Timesheet Notes, Audit Trail, Accrual, and Summary. Date Range — Select a report date range. Available options are: • Today • Yesterday • Current Pay Period • Previous Pay Period • Current Week • Previous Week • Current Month • Previous Month • Custom, which allows you to pick and choose any From Date and To Date. Data Selections - Select report -specific data to display on a report. Based on timecard or labor costing report examples, data fields may include In/ Out Time, Regular Hours, Overtime Hours, Total Hours, Total Pay, Earnings / Deductions, Pay Codes, Accrual Hours, Head Count, etc. Additional Sort — This feature allows for the secondary sort of data fields to accommodate specific reporting needs. For example, a primary sort could be by location with a secondary sort by department, job, Employee ID, Badge, etc. Time & Attendance i Report • Designed to be printed after supervisor edits. • List of all detail IN/OUT punches and hours for the selected date range. • Optional print selections on this report are: "Absentee", "Audit Trail Information", and "Summary". • If a "Landscape" orientation is selected, you would be able to select and print more employee data in the header section. • If "Accrual" is selected, an employee's accrual information will be displayed in the Summary section. • If "Notes" is selected, timesheet notes will be available in the Notes section (NOVAtime 3000/4000). -xxxt�m.u„ ,on seemwrn� sNar ,•,m ww�.,.•��n Tardy for 5 minutes. Punch exceptions are:, Y'aarCa»ry ��"1°& A°""'E"°'p�°y°.`a" _xsta 9nr • G(race) ,c • T(ardy) .--`' • E(arly in or out) • L(ate departure) aim tsA�rte'a�ni • M(eal) ��� am. Pay code "sick." Late departure by 95 minutes. * Signifies a corrected / modified time punch. User"SandyD" added a "sick" day for 8 hours. Summarized by pay code. aes zra a n a sWM WMIM'"tl 8.4219 (t SIMM ass r 'AP'4 ix.� m; m emn�t� 6a a 9ss9 amt NO tDFV "" 42i99 SM?�W+•1 l: r, }T: h9 iI Customizable report header section; data selected from your Employee database. Employee's work schedule. Department Transfer: Department number and description. Overtime for 1.5 hours. Unauthorized overtime (with brackets) changed to authorized (without i brackets). 41A{sV7 - \a....-.mom-rs,mma,�a,��,-se,�c'm= d 11 User "SandyD" Corrected a missing punch. Summarized J by department I transfer. ! A flexible end of report J text area for signatures and messages/greetings. hi Electronic Workflow Dashboard Exception Summary Gadget (NOVAtime4000). Time t Report • List of all the employees whose attendance falls under the exception conditions defined for this report. • A great tool for management to quickly address employee attendance issues. yourcmp,my,sa4, Tiam &: Attendee ce - EXe,plon Report fl2V1 QYe (3i,gr7iAN , ilrua'aeag11k 4xla't ==��•�-' Exceptions note. Some common exception codes are: • Missed Punch rye 4, a1 ta La MIS • Absent omttThJK1 • Early In ao at a_i a ;i + ti t +l�tO1 ar amsra a • Tardy Early Out J ' -: va a , "' " • Late Departure "kE�6` wed ,'W�k1 .Wm met 1 Bajzki iF?MY m e, • Unauthorized Overtime y saLtl tW i OO2 7 F - OVAU 9 6 --_- -- - -- Absent during od 9 i 4 7 __________ r A missing punch scheduled work hours. Pay Policy Group: t Selected Pay Period 6/22/2008 - 7,'512008 YmJicim, In Time & Attendance -'Eml rrai foz Rpet aaOT:riP_i0 101 (SMITH, JAIL dltit EmplayerlD 18I�.__.__ t f t sraat nt lMf CARDr• 'rarj CG45 In tx i Ike ,,,,,, 2'tlodsva+ 3aT7Etk , .. < P; :: f. ..., a`2+1l TLiea S:il 4 YY3i ' OW a.IQ 12 Pars Displays exceptions that require attention for assigned employees. Select an exception p Kaditxr � �z and autmoatically navigate to 1+rxrnew�a, the timesheet for corrections for axt,e;R�w 7 employees with that exception. ;} I iiou Displays the count of each displayed exception. TUnecard Report - i211 sae-pt&r21 �.- r+xo eraary 2ao-,mow i4G1 It.MI $ 4lJ'r 1e: Pj r €TA �d'r4t�G@p BSiI Unauthorized overtime (with brackets). Time r • Summary of attendance hours for the selected date range. • A great management tool for making labor -cost related decisions. va3wcu�al�yu�. zru,. s aat•'runoe� �wrvets�td �,, nn+e.ls„₹nc# rsnx d3a ram dsr � �¢aw rdaxry aim .0 IM zMn 2919 am ass r ----- arm 3rax� Oelt 21LTtACreftj .AMMO f Q¢d.SY Kas �r� xxs tis€. .r� a� .s�qx i� idi4 i� &�2n rnWMIhI rsm LIO ads;, a.N sx was ^lfStfi.U`E.Y..:?fffisAEYaY�fj :SS@ iOA %!4 9,A` .aN.itd ^, 4Z02 MV IA X44 3BeYy1 22ct I 46FYYd P�.rt�l6Cb%�$ mce MD YON A'6.!6! 3dt. 4h.V 51 '!'W rya 11 1P t N L'.{P,B�tdYL 14d aid .W 4I G. ftm r�ai.,uo edge esa �s �:s tie �d aw a xas tiara xe §`aM�la s Sen*8AgY9. d.Un3 hT. �Y 3w MOD 4MW am 1i MW !L&1 db,&tA1i . mfr, *r WD F RIPMY Ldifferent ble group sorting. A sort will generate aport layout rationale.played is sorted byt" & "Employee ID." Department total — total work hours, earnings and deductions, and total pay (if hourly rates are g available). i Department head count of 3 employees. Sick Leave for 8 hours. This sample Y _J • AwneamVRapod. &AfloManm $sr43; A7:f:f3i�� pai ba;f®prd is sorted by r rrce�r ;,rslPM "Employee ID." 4.e7:iFa, 1WIIIT fl3flhI kg L450�.'3 T.)TR dSA: b%e] l.Sld Ss.•u e�r»w 5S�;i T9ffi ,,(n$ dOtl n4,d 6f.l±ieY vxxas.v,xmitxC rz. vaau nur niir m w Sew.tiw M5FRA A 4iiWAl z"G°9k9 PI' 7ZR. d,'f? 4M W ddb? 3437v4 __ 4iiiitklhVG 1p I]3Mtpk Ytfl iJ5 Oln Lori X O F#M 1' 4.2'9 Shift differential ' separated by time Si6YPV8, K47RWWb{9FPP7 00%9 T.lfA daY? �aoff dk�A WApG 3n5fs%0 segment.* mft.cr�ifEahaip ; r�:r3 m3 &v�re97u5tl: 13-.96....,.® WAO Uo 7:7.YC3 #A4 0* +tm . Boa 4O14 $ END OF REPORT StmafyReport-Tn &ARaWonw Not supported in NOVAtime lime & Attendance Payrofi ilk Summary Report • This provides a detailed list of payroll data by pay code (Payroll - Detail Report), or summarized payroll data by pay code (Payroll - Summary Report). Y�x +as inc. Payroll - Detail Report t1fl,1.4 1` exec 2cici- ciuic r l -waA m iT.t l4r T t tmrrt- 1tT $eft foci? thdIU1tA CMEkVL if-ff. 72'.93 T2A 11 "0u l 1AY -mss 8,M 8 avl4#Bsf TM P786*Ql4, CHBOM Tt-i , to 6 3IN 5090 TV4 m"u: lot 5uimx i OuO woe Soo 55001 Dip tr,1tr t n� 101 IN -'- 23©-Adrriff $2tl@i &.90 &IXP 211 • Aiknm iw, 32 l V AA T- 4a a (10! 6;110 21D-Adotilt Q i(1 i( MOD 'a.7fi 23�aaM 21? 9G 1;411 1r-(1U Adntiff q1 --'¼,(. o ri io o AC —M4 -0> 141F9 j5MITAil iif T w5 80�,W�, (, inns CFft+ NM.l!%. •lh" Tam 010 a a.rd.<ci knp 14iu7r_mr,0r, wu f",,44)i tT 10011 PM Ofit wmitr 210 tl ldltf/F 4 To11 ,,: 80.4? 0. f ,11 h''00> iCl or 4ia3l lMl ' a Yj Pr0mig4m otat " t art SILJIIIO 111 J r .., E1' 118 ttF REPI3RT�'�tead 111) kl"�A, 11 i '4 1 Sa . � Payroll - Deetall Report __ _ _-._ 81404 s3q Summary of hours by department. upported in NOVAtime 1000 Shift differential separated by time segment.* �ayr411-$U8010 liy Report cfo-rwgrifert� 1J421 1t-0P&4S * p$41 01-2 8011 180 lOIr 8801 T& W. 8801180 • 134par1r81nt' a4T 1I80 8480 0,11 81180 -&3&7151 828 (101 win 1F80801 }1110 81 i 111101 431380 4.113 1*10 AR44 0,44 040 3,e0 34194 11848VAWIt3 Wk, 4'3Vi.a 4,11 4 -1C4 01!7 40:8 8811010 1180111 118,488(1 110/14851 ANO 83* 84814 >13* 31°041 ,40rf 9761„1H.fg 601078492 18 Vw 1438 516.30 5➢5,941�_L8711..taCQ .9FA +3Ho 11103(14 801)08(1880114811 1330.'13 80} 7311 110: 05.37 Rth!" sw 0(!W 53x'89 1!P 3080EEl2; OrRk0* 82310 821142 44111 70.E 848 640 84180 575401 *0113 0(14(1 O380 00 1183 18080 $0M'0 T 2" #s 1,44 3$ >344 0 0 ... aa44 410 > io $3500 r8444 • List of all employees who have worked greater than or equal to the threshold work hours, or for employees who are very likely to end up with overtime for the current pay period. • A proactive tool to better manage labor costs, ensuring employees work within their work period. • A great tool to manage overtime spending and cost -driven resource scheduling. User definable threshold hours (72 for a bi-weekly pay period in this example). Your Company, Inc. Management - Approac .Mig Overtime Report Report Date: 07/03/2008 Primary SortEmployee Report Time: 6:05:48 PM 6122/_ _ 2008_ 07/03/2008 [12 days Threshold Hours: 72 UOT Employee Reg. Hrs OT Hour Hour DAILEY, KATRINA [1002] 72.00 13.50 NORRIS, ALICIA [1004] 72.00 4.50 SMITH, JAN [1001] 72.00 8.75 1.50 SMITH, PATRICIA [1003] 64.00 8.50 STEVENS, KATRINA [1006] 72.00 4.00 WRIGHT,, JOHN [1014] 72.00 6.75 Grand Total: 424.00 46.00 1.50 END OF REPORT Management - Approaching Overtime Report Hours over the threshold. Total Hrs 85.50 76.50 82.25 72.50 76.00 78.75 471.50 Hrs. 4.50 10.25 0.50 4.00 6.75 141.25 $46.32 $99.01 $5.33 $41.12 $70.62 • Summary of employee overtime, including authorized and unauthorized overtime. • Flexible sorting to offer a cost analysis in terms of overtime spending (authorized and unauthorized) for each functional area, such as department or branch. • A great tool to assist your supervisors and managers to control against their budgets. a 4�rat i�vTSMe «r«ax : m. _ Pt''a :Aa.1•#-;54f t+ 2t1l1 R,2.y QRd rT9ssam' itT'Cae:'' U:Ra. 4T4 U9FEWw r? saw T4 wwOl 'A1�5te5.lKfili v`'YS. RS3 36.%4. .. END OF REPORT NnoniM MoPt "ft"Hwy Management Missing Time Summary Report* • Summary of missing time based on the following categories: Grace, Tardy, Long Meal, and Early Out. • Used for identifying which employee missed time from work, and for how long. • Designed to identify employees with attendance performance issues. T cwrp tenag ment • Ming Time DrtFAii CGapwb* ! tII5J24Udf F'g:yVj 32fl Bi%9i34(SVrii .m7Pf7inlbl'9M ltapoMY : a$:3&�fii+A3 fut92atl�-s'�69sellf3 tR Sg$pk Yc£tin �D`"sR'A Ls,q F.4llek" Dq 1 twit: ttlT t l @a2 MAWOTOW! 4H € eWn=* 210 t lmin 6'&91H.:4�M C9fF1A1 12 M. — E+D0FREPORT — MansJam nt - MIssinc Time Emit in NOVAtime 1000 Management Performance r • An excellent tool to assist management in reviewing employee performance based on attendance, by listing time missed from work. • Define specific thresholds each time you run this report. Summary of scheduled hours vs. actual worked hours. Your Company, Inc. Management - Performance Analysis Report Pa$e 1 Report Dale 071)712008 Sorted 6y Department & Employee Report Time O041:45 D partment 1- CST Em oye : Filtered 08122!2808 -0710812008 Threshold Work Hours: 72 T Mlrurtes: 18 Threshhold Long Meal Minutes: 10 Threshbold EarIy QutM- L+epaanmiem: 1UI tames! Employee: 1004 [MORRIS, ALICIA] Policy: 1 Shift: 3 Holiday: I Active:[] Scheduled Vs. Working Hours I Missing Time Department 21D [Admin] Employee: 1001 [SMITH, JANI Policy: I Shift I Holiday: I Active:o Scheduled Vs. Working Hours Missing Time Employee: 1006 [STEVENS, KATRINA] Policy: 1 Shift 1 Holiday: 1 Active:] Scheduled Vs. Working Hours Missing Time Department: 22C [Accounting] Employee: 1002 [DAILEY, KATRINA] Policy: 1 Shift I Holiday. I Active: x Scheduled Vs. Working Hours __ missi-gT e 77. Allows user to set various threshold minutes/hours. Breakdown by time (Hours/Minutes), percentage, and total occurrences. ............Management MonthyReport • For each shift, the report lists actual work coverage by employee based on the days of a month. • A great tool to manage work schedules and employee coverage to ensure proper personnel coverage for each work schedule / shift. Crucial resource for many industries, such as restaurants and nursing homes. Ydair Caety ru ffAa, Management • Monthly Staff g Report fltetMM P t CaOW VI M= $* byMntfarFa t# '1 4 t wiTimmsi9: t v 4m a a^4W8 S L�BOa=S1 Su Mo Ti Wo `fie Ft 84 Vat Su *0 'Tu W'a Tn Pr Sa To Su MO Tu WWv Tn Fr Sm Tae Su Me• Tu Wae Ter Fr Eta Tot Su Mo Tot EntpAayaaatt�ns 9t thHJ4 44 tit iWed pB t6 A7 iitbHJJ±th*LLJiii 22S 2t35:Ya,a 1 $m .._._ _ lift 4totv ZQN I $u IMo Tu Wo Tea Ft Spa r t Su t4a Tu Via TO Pr So Tao Su Mo Tet Wa Tn Pr Sa Tae Sa tta Tu Wee TAa Fr $aTat Su MO Tot Ju130 2088 t ta4 2 S3 Sc Ma Tu We Th Ft Se Tat Sc Mo Tm We Tn Fr Sm Tart Sc Me To We To Fr Sm Tat Sc Mt. To Wo To Pt Sc Tot Sc Mo Tat 'Mt! 2849 t 00002 So PAa To We Th Ft Sc Tel Su Mo To Wo Tta Pt Sm Tot Sae Me To Wo Th Pr Sc Tat Su Ma Tu WA Th iFt Sc Tot :are Me Tot ff���A1�����AiWaiiiAtSerMAM�a�t�l#MiA�1�ElrMY �iA ��i•f�Ii�4��,t�1►.Alllilt��', ........................:............................ Chater Management N/OUT Status Report • A printed version of the IN/OUT board, sorted by date / time or employee. • Answers the question of who is IN, who is OUT, who is on Meal Break, and who is on Vacation, etc. ter * mp wq, Ima. Mlanageanent -1n/Ott Status Report by Datefrlme I rat : eruar py U "t Tk &527 rsrr�:asrve easr,� . oaroar. Last IN / OUT even if the Tiff FEE OUT employeei s on vacation, Ixl 07 37 "DOM low smvs, KAT1 AJsick, or meal break, etc. 078b7Y2'Od akis eta (WrlLGi4TiflHJ ICI 1I7 `2Ofl$ J7'92 1I t S(Yti't ..WkN I IX .. 0737"25 fJY:53 102 I DAILEY. M1RfNA I E x 1 07a'G?S2'l95@� Oq;'175 Std (MOO LY, Nt; f' 1 ( x' ---`� 07,10 ii'A�3$04:d4 ,tFor IrA11.lON,CHER'c.1 txf Total number of 07rxi'fR!&"� 9422 low IS TtPM.T (I txl employees that clocked I ar7ra1rt tuna INCArtl8.AtI txl in, and total number of employees clocked out END OF REPORT (x'11. MWlanagemettt - In/Out Status Report by Daternme _ 1 Last IN / OUT punch sorted\ by date and time. Optional sntPye.,reu rxnn¢Pcnr�s•t listing by Employee ID or raoattrx�s au �'toet-tom met_ s,z Employee namec_ ar�s_orwr fFrnnie9 CNv1Pon o Ii 4fD ATab4 Buxsnasal Pf3f9 §ITlt �m11 (Xi ------- I[rp a.Pt�rP arat rrx,�nr a x (XI IN / OUT Status vx eklrftt, PATMCtq 07 T 1e gxg Report sorted by IM4 IrJtaWS,ALCIAl n+ , Ii 1xI -� IX#3 IS'r IANS,KATKWAI fi7' d2P CYiY�f} VA% . Branch, Division and ° �_, tret�ra t PY�t rireFaaP txI y Em l0 e. tlmI M'�3.iE 07, xi2 Tir fxI ^�,�_ p asst IPxQ#EY;AkAe9t;Y) C+7PV7e2MrAD5 txI tl 14 vPPGIt..3OHNl €77 ftMMS *15 (xI S mmht 100 p.osAtH "j T44*W Total coaeit, e 9 END OF REPORT (Pa 0) nent - tnlOut Status Report Mry EIi DtOuee Management Emp'oyee Schedule • Can be scheduled by exception, day of the week (every day can be unique), or a full calendar schedule. Shift types: • Flexible • Fixed • Dynamic Shift cycles: Weekly or any number of fixed days (i.e. 4 days on and 4 days off). Flexible shift: • With a weekly work cycle — define the day start and end time, and workdays (not limited to Monday through Friday). Fixed shift: • Defines which days are considered to be workdays (i.e. Sunday and Saturday off). • For each workday, you may define different work hours (e.g. Monday 8am - 5pm, Tuesday 9am - 6pm). Dynamic shift: • User definable up to 676 (26x26) dynamic shift levels. • System will use a combination of IN punch time reference and associated group level (i.e. dept., job, facility, etc.) to determine proper shift. Used in environments that have highly dynamic start times and varying job and/or other variables. z scbAat it -Do ll R.po11 1 N Soroed by W*.kly a Employe v c Aa, . 8i Ems. .�.� ,., 4turrrzAeas,�u.�,2aso�1 042 SM QGQ52ao MM42V TlJ cWsa 4%MK*T1W Rt SAt 1 Subtotals of work r rs 1 l cam t w hours, dollars, Show each 1 taayaaa-1 4�- and head count employee's work W _ K,X_1 -, provided on a daily schedule. g ai t , a. :>k basis. 21131 f ® 4 h airom �!?.::. v.+sa krAwonfta 84 xis LARO!%M$344ti 4& `^ ..,... _..... „4 1433 rWLWA6i4 .. im 36t4 t4}.tA3.17) 8 USIX. l7 1J 48W=17, t4 -.. od 41tes carat 4 1 5 5 QtWdTav : ftw*. 000 44£07 401M 4a!d3 41 3 4abo t 000 0400 0100 04000 3#111b9 040031 1k 5+Cateet U 1 5 3 5 0 8NO OF REPORT 9c���tu11� • �eB4II �rRoN! Grand totals of hours, pay amounts (if hourly rates are available), and head counts. Accepts employee photo in various formats, such as jpeg and bmp. Up to 8 user -definable fields. In this sample, two fields are used (License # and Class), and the other user definable fields are not used. Human Resource Empoyee Proffle Report • List of all the personnel information recorded in the system about an employee. • These printouts are perfect additions to your human resource employee profiles / folders. Yw fir. , Human Resource • Employee Profile e coO7J'11120N # i4 4:44 AM I Ls J L 4ia r ya M2 a g3 is �xxa s xv c -n2 c aE44ns__MflI $ Up to 8 user -definable groups for hours allocation and report sorting purposes. This sample shows three groups: • Branch (G1) • Division (G2) • Department (G3) • and more... PqI �In rg r., tiw,�. J k���3 Ir , . .-,.. ... �.p u v 7 ...' Fd'mc+hn rolPie9 � saa� p�yrfc�arii #�;!}p lei 3t5#1 ' Maser' I•,• "; > Up to 4 user -definable v u J �r a M `i a' a37�a?Ir Yea yy 1 t r ti• t '"...__ __________________ " dates. In this sample, 11MA 4 a em. m ? four dates are used Valid ;m t Thru Date, Renewed On Date, Insur. Eff. Date, and _ yl Yk htl7:{I 1� s r.��... 401K Eff. Date. 7 Pty �Sw40 ! Iky k lh1 ��,pp}�xx . � I r� ' _____ _rv7 1MrQ� � ryr��1n 14h 1 C lda ` i.m YCH r ..�-.% ii ••, -••• jiL1f'i1J�. �lO.�B' �f i6Bd14C1�08 e ••! �. i13 tsHR�.I a .� mwh � �ss;J uz ;� 1J n �. 4ii� ° ��a w +,,.r: c .--5 tz�"yi..11 d�gk'+4�csP�"¢�19n pi wmv w� 8 �,: a .s, ,az 'Yapollaw ��ffi� Ifrr«99n 41P3A' ���, tkT�A5 ttik}CEtsi �i�` k tlsatifl•5_31_ sip P WexsFid � nFiaY0— BCee•fSeld5 U61 MP V%In:48m10d ^ 3 • List of all employees stored in the Employee database. • Optional custom employee listing, personalized. • Select the reporting fields to be shown on this report. • Can be sorted and listed in any order. • Page breaks can be inserted for ease of report distribution. Your Company, Inc. Human Resource - Employee Listing Report Date: 07107/2008 orted by Hire Dat) Report Time: 08:41:29 Hire Date: 07/1511990 - 07/0712008 -A H- [tat Employee ID Ful€ Name Job Title 11/16/199 Sales Representative 0711611999 1004 ALICIA ORRIS Service Manager 1110111999 1001 JAN 1ITH Administrator 0610112001 1010 KE/ WES Accounts Payable 02116!2002 1002 KyKTRINA DAILEY Accounting Manager 0311612002 1007 CHERYL MILLION Sales Representative 10/1412002 1006 KATRINA STEVENS Service Representative 0710112004 1011 DEXTER TERN Service Representative p7116/2004 1014 JOHN WRIGHT Sales Manager - END OF REPORT (Pagel) a Human Resource - Employee Listing Any employee fields can be used for sorting, such as Employee ID or name, Social Security Number, all dates (Hire Date, Title Change Date, etc.) and Zip Code. Page I 9 Select any reporting fields to be displayed on this report, including: • All groups (up to 8 reporting groups) • All dates (Hire Date, Last Review Date, etc.) • All setup information (Pay Policy, Shift, etc.) • All personal information (Address, Phone #, etc.) • All user defined fields and dates • Job Title • Job Rate • Plus many more Human Resource i • Summary of attendance information for your employees. At one glance, view which days an employee is absent. • A great tool for managing and monitoring employee attendance patterns. • Flexibility in selecting report date range to cover employee review time frame, such as quarterly, semi-annually, and annually. Chapter Y COMW'skw. FBw d WWI 071074 Human R,eseru - Review @4C 4�7blI% • 9 99 @RRS4x�a3 I,.„ 1B" `: m"' ;^ ', ' m,:i?a�. a a " • ' npar37: t1;3tz t9� a ' ! i `jreikEDIiW9 1 *dV 9�:5E7[ (�Ly FT* �V A '@R� J wAw P �£ n. v4 Q x eR 2 xt 4 aA t �l Je ( al �W NtlN A tE 6 .. 11: ,' "4dF 1 �# 1 T# "#R 3 l as ' "aws i - k hw W d E p- Iii hY tY aY Si to'k:.e C H Y 3 d era b Frt W v, II C k b !ti la e1 ''� 1�E V• ••• •^•"• ••••••• �.. i �VMX• rtl 91 tt 4tr f� M rtl � 9t 6k /k !Y tY H A �tiv 1h ktr � .� Vi ¢k iL S4 Wmd- @� 4t M N ems 4 iH � � ,,..,.� ..,.,a.. tom. ..,.. ...m,F ....! ..,� .,.o.....:-..�,..<. �..,.,�,.�.,.e.�,.k-,. ,, Timesheet Summary i . page displays pay 4 •, code activity (work, ' ro . y y, x : • vac, etc...). NOVAtime ..•• ..., 3000/4000 Human Resource Employee Evaluation Report • Simplifies the employee evaluation and seniority information gathering processes. • Selects all employees whose evaluation dates fall within the selected reporting date range. Human Resource - Empkyee Evaluation Report Sodby neh£Eery" zm tin. 1O ftMg&n1 071050ThUJ 02006 Wed 1u Yes trr�A az S 0142008MnYews 01+;u fifh2000rue Ves ortax>, true 0w anti: 100 as llauflt: 4 hotel Count: 4 END O/F EEFOR (PP l) w Human Resourte Employej Evaluation Report List of all employees whose evaluation dates fall within the selected reporting date range. Allows you to define the company -wide evaluation period. wrthtn the Ft Yea 1stevaluatio :13.__ j onthsafterhiredate 2nd evaluati n:'_6 onths alter hire date 3rd evaluati n: 112 m nths after hire date Human Resource®Employee ProbationReport • Report of all employees who are currently on probation as of the reporting date. 'Your Company, Inc. Human Resource - Employee Probation Report Report Date: O11O a'd2OO$ My t ay. err r r t+ 3Y Report Throe:. 216:37 Pt l o�OMMI.0?A9 it (f�i ddYty .EpyeiD Stang 6 Ending Date Duration Department 21D [Admin] we sivas, KATIIMN l os wran ®42OOO9 Sun lft8 0SREZ. DR1 riMCa1J 6Tug 2009 R 20Oe Thu 0 rte$ G, Ti] W 5MM Tao U4€1 Fri ]� Thai 21D (fle min] Totat; 3 Total cou tz A Total number of employees on probation for each department. END 4 REPORT Human Resource - Employee Probation Report List probation end date and number of days in probation. riot Probation information, , can be personalized for each employee: Probation (checked if applicable), Start Date, and Duration Days. Chaper4 a ,w • Provides a detailed list of actual time worked in each department. • Summarizes hours and associated costs by pay codes, followed by a cost center summary for each employee. • Great tool for managing labor cost and cost distribution. 1�uC Y y [ne Lb Costing «FAMag6rRapn Via, MOW Dft Cal ,so ar .", a Deem 9r=fg I- I2 r.> :a 2 .OrPORM IN OUT S1k1 RJ QT -1 QT -2 cpdo 0r4 Sx CAPT Es lam' 5 4itwats, `F 4 .._... f 1 [$MFC4i, iANJ rc 14 t i mcw I ke $%Lkltj 1 & i7:Gd� YMLa9 $. 9fp7 24 l Aft" Tue T S 47 4P741%T 2401 gGk2iO W.4 G12 T Taps ?°. 3 17;x32 0=00ae 6. a 310IAa�1* Fd 7: 47;1Yd t im 2%OI ail - . a &rte NO)IAt i ii7Mlt Tus 7;5� 17R5 L Yb1Yed 9.40 2461 $ Wod 7: I" L. A5 t swe a OD i I'M SM 10T I l U* 7';w 17:02 t sNI) 3 Lim 21eDIA A % i C?I24ilIO F1 OT -1 OT 3 Te Rdx2 4ATwt ?T.2 TOU all"YJ(HRI 6x3 .t� S131 7I5 st.IDti L7x1. 72.7'3 28S�4G1 H6@ #A� 1lmat SSe7.Q6fAd - $. ni a®,�memd?Y $m >,..�so lemma mma.m 'T-1za Q3'-�¢m®a.. am,.mamaam�s�a 14T i' S a9..4B� 5 X4%1 2`LfFIFu$Y 361 p. 210 A tl ®i`7dMRI SM-O $1311% Sa 1615 WM 575 ,a5 Faj. w 1044 ISa4k KM#ANIT7*Wst liMa4 .$134.33.... 60.00 x 1.3 63.x0 6.75. Lt4�1 ,R5 $iP.ip3... 0 Idt 100 tLit5 ]Ttp : - Mea S 111-55 SOM 5651-55' MM R -M aS $!5 Stidal.. Summary by Summary by department for pay code for each employee. . each employee. ........................::............................ Chapter 4 • Lists the labor costs based on Group -level group 5 (G5) such as in this example, "Work Order". Whatever you name group -level 5 in System Setup is what you will see on this report. • Perfect statement to determine labor costs for an order. • Generates details representing all work orders and their associated steps / procedures. Yom r amawny. Inc. Labor Costing . Summary Report Report BM 0Th 1/200 PA —Y S- W_ x�wk+.le�aM�4t:Engrt,gY�e Report Tom: 7:22,54 AM 9taPY1 �QaB _07 Y2008 t16 1t ice. o aT 1 074 ortr* N% Cfr1 (T d W -tow r Work Order 100 (Case Oaaptay A%1 O0T)' O EV, KATRIMA 614 ] 0,00 3.79 1193 k'}.25 WT N S137,S T ,0EMA0051,t t 08 15.00 5.1P3 st $s WES KEN 610101 Brits 8.00 SWIM '580.40 100E 0tept"AM400i3Icul:•.9d.ee 3.75 0A0 37 SM104 f3738 10100 53 46 alder: 141 Cash ispla+y - ttssr3t t1A0.EY. RAtOG2 0,70 0703 TERN 09aM j14tit1 6.a$ 0,73 $67,3S x,as wee. KN 610101 8.58 0.58 Sa5:80 585.03 1* OA 24.45 $04348 50.49 0*44 102 (Cass Dioptey AG -1132( tht91.EY. KAT 04A 61030] 70rder 4.97 M . '55+3.47 7Eft6 [14126 *5* S8*04 WE0, 110101 10,03 040* 80 5100t48 102 iJis;t�yJ4t.sa2]T 0,90 9A'w5 33.{ $3*!! 10,09 00,90 03 83 dr9e,#1 rCi4ai480403,75 4A4 10.57 S 41 107,38 3ih;0iN 3935:,79 END OF Rt POR Labor Costi • Surnmary Re i Sort by employee Work order s for each work totals. order (G5). 0000 00'Y. 00 non,, Job Co•NLabor TraalJn0 • Warb Ord.r Datall Farm 03001 wla 000,02002 wdn rNav Pe.rvi.n3t.E Pnoon 000 [0:00.00 END OF WORK ORDER: 200 FOR CUSTOMERM [000.- Total Job Coon,: 3 s sti 6n•a.WnM46dxl'tFA6ciy at 6*4W,o.RROW UIUI0oKRR 0000.0000 000 00000 00. 0000 0000 Dad a-0400 00000000500000RO00 R C00005E000000000200 "flu IlILlItII JJ� I rniitv illUN 0. Chaper4 • Lists the labor costing information for each customer's work orders (G5). • Determines labor costs for a customer's completed or partial orders. • Summary Report is an ideal tool for updating hours quoted and amounts billed to customers. • The Condensed Summary Report is designed for a quick review, accounting for hours and wages for each work order. Labor Costing • Summai t R.part R IOw OwJI$aws iR#r*arf 4wKB'g�t YtknY abd++1 6G tslTYr : ti€+#!�1 AM tllt!'bKt9U1.6'� x@441441» 7 F44Lau I �� Rift dill fl -2 Ta9l PAa Fta UT%Fw WD p, fWAF rr rwrrtlr Cu. .101 f r ud iuelra titltl�+�rrrtlrirrtllrrrrtltlr OW r C*kVM AQ-*U'M 4IID - am. Sffif94 MUD, 99tl p.. e-'ClAia.A 4AQl i8s 6� Ycna1; ' !R 8ui4 '* 41#4Xta ! ?9 Sam 41 kR3 Cnec 402 IauyAenue Me1WcctvsJrrrrrrrrrrwr• WK; PWAa 5@2] BR%P 3P13.SCN 86UC9' F84ie` + DC( k`�1GIbtA] 000 Mm 4U W i027hutav�3�SaaFk x.99 %i4,Q,R 5tk 8299 S�P9 4199 ...____._. kt9 103 tAdr.. Pam?.._. 9C«ttATl%Cd % !� 090 3W MW Mom W Sn5w tl8$�^tdtlPoRtl4d�p,7ild ,�`awAa-> fail$ 6,62 MIP 35611 Iffi4(PYIk'��II�Pmpa•F✓vpazerq�3a;s'. t4a am %W I'M $&4IT um RM 4Y.V ..�.�...1.�. Cu i 104 t4srnr-Abd*ed laxrr.AsaaeperirG-la g to arsa Wa.r V43= P114-`_• ..,"I"11xak 16QB 8�R %83RD 8168 1 am #1.64 1118. D *f*"?232q'1ffi? . (418 1O b.M "R '4&h%'32 U91;0 '1x1 5 41 Information for customer's order. �- END O1 REPORT Labor CotinS - $umlrk ry impart cc id 8?1lr f!tyq kglatl 111SE+!lhYo-:'�53X�:'eA4Y ?i9fea0;§rm,3�"8.69-.F%v otxiautlxa134ts9a5�a ppya rwa. p�`4Aviappikmpk. 414 ?b+wsn: ff,S'MY '&W -V E?Oft Too*w cuu.F . Ixli MM zaa 'kn w A Uj% 1r3 o eJYls3'1 t'.Ala'€ Y8%ld 549IIi.Unjl9,4.t; •A. 9.93 W "9a'a.Yvk"kC U')k c {iA^ *31. YA4 7* iYkt�01 19RYk K. 13 2`i1�₹rdRldSp4`a�.R-4`Seii1F B;U6%�C7: f.,+A1i948 tfi7%1 #Y;F 014 wm WLS ]tffiRhS.VV kGti46'b alg iii BLL]- 9W MG:5.'u Z ,lo 9fr3'.S, tiJ.r}p' A�0S YiiiYd.AWE. ta41' bE(xi:AE ADW !La �iS:34 164 'Ul—N,. 1$d YBbbn:{ 1ffi34.9la�t%] iiiS u.8a WV" 4•i U gear :tiakYr%;1 @V e%9 **w *"At 699'₹ax4ad: C 33F-Y?9tlY r. IIN.m4P 1' i 15t!@E 4* "� " "x"` iV AIYk.m _ t+I.W+441 AO Em to ee hours wo and dollars for 9�•;9,x� na each work order. • ** a" two 4$ .,._ *U 3304 Rad'axl₹',:>6f[ 5W'R Yil 4$35 9SM1. 1₹1 t �2R!8Y tli48'1�S(q- $iW11t%4�'y R�I�%'I Labor Cosfing I Trackhig = Labor DstrbuflonReport • Report determines labor costs for each cost center. • A must -have summary for management. Typically acts as a daily profit and loss (P&L) statement, commonly used in the Hospitality Industry, as well as others. Your Company, Inc. Labor Costing - Labor Distribution Report Page 1 Report Data 07/07/2008 Sorted by Cost Center, Employee & Department Report Time: 08:18:30 Cost Center.Ftilered En8iItered 06/22/2008 - 07105/2008 Reg OT -1 OT -2 Total Regular Regular OT -1 OT -2 Department Pay Code Hours Hours Pay Rate Pay Pay Pay Earnings Deductions Total Pay 1010 [WES,I PW cy 22E [Assembly] 221 [ Production ] (1011 [TERN, l Pcr.y. 210 [Admin] 22E [Assembly] 32A [ Processing Department summary information. Cost Center: 100 [Overhead] Shin I Houdey. I 0.88 0.88 $10.00 $ 8.83 $ 8.83 27.95 27.95 $10.00 $ 279.49 $ 279.49 oyee: 1010 [WES, KEN] Totals: 28.83 0.00 0.00 28.83 $ 288.33 80.00 80,00 $ 0..00 $ 0.00 $ 288.33 TER] Shift I Ht y I A.ni x 4.91 4.91 $ 10.00 $ 49.16 $ 49.16 16.25 16.25 $10.00 $ 162.49 $ 162.49 1.26 1.26 $10.00 $12.66 $12.66 1011 [TERN, DEXTER] Totals: 22.43 0.00 0.00 22.43 $224.33 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $224.33 Center: 100 [Overhead] Totals: <JTEOo 0.00 51.26 $ 512.66 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 512.6 Grand Totals: 51.26 0.00 0.00 51.26 8512.66 $ 0.00 $ 0.00 $0.00 $ 0.00 $ 512.66 END OF REPORT (Pagel) N. Labor Costing - Labor Distribution Report Cost ce ....................... Chaper • Personalize criteria to match reporting requirements. • Report template can be customized for specific industry requirements. • Report can be customized by inserting the institution's official seal or company logo. The example displayed here is a state -approved report, used by a state court justice each month to send time and attendance data to their payroll system. This state -approved report is used by a state court justice each month to send time and attendance data to their payroll system. The institution's official seal or company logo can also be included. wac -4 Famt*y Court TIME AND ATTENDANCE REPORr au� wo�a�t3at: .. 1��t;�tPa'agt1N�5# N�ia;c' s3 ire Aa av: 1 99 t5NtiTh ax€J R+pa �rg(actYCN J a - -- ®-7/.. _ RRPi.1 =iili� =llir7ilt�w� tG 1A u nxsNe•N.aaxea uueg 6:4, ee. " i.fU 9a3 4#f3 'ldbt4 tT ow•«w ...arm 99L UM' AM R � ill®� �I ll�ltl�llle� hater 5 • Report currently in use by a major university. Prints one week per page (per employee). Each row represents a ii User can specify ', single day of the week, up to 18 pay while each column codes to print. It represents a different subtotals hours by pay code. rows & columns. / / \ \ F 26 q) Ito \"r: .. 1 / \ TOTAL TH1S 8 CER.TOY fH» EMI0L E X SUPERVISO a X T&9ffi ft �® • The sample report below is state -approved and used by a state court system to send time and attendance data to their payroll system on a bi-weekly basis. Personalize with the institution's official seal or company logo. EMPLOYEE ATTENDANCE REPORT Slade Fmn 48781 (2-98) A -IA Apprcwd by State Bard of Accounts 1058 1.Thisfmmrted heunfdtedbyeachem,,soyee andapp000dbythei edTafe up.M—(ex 0 n#,n useafan elate adf da ,o, -then bun, appved by dte Se a Boats PfAxo0b,L 2&derumylrofhpaa raveled oflz oaennquaderlxcr(tserfnades.25, 35nmles.50. 45mimO5s.7S 0micnins= 1.611) 30, theday Mut faliays — observed ceder th the Ho04ey Las fke rwoyle c1 boon you n'rrdn)'trale bun, arheddedao snrk. tfyno VArkfdth buiddnOn ercr.Ifte0lheCornpe�sahk Haas ended inn, 0h—ach r —I d Name ofonptoyee (tasl,fird; niidae) 0M1TH, JAN Bopioyeemenber 1001 Classifioa4on T,*e Agency.l c dcc I Sethcn i Unit Account B.vby paypeiied Sunday. June 22, 2008 fheough Sahaday, July 5, 2808 4Ayaratuon,entbepneappzeed. FarpayabOounth yarw5n4rLnpad 0+eon,0ne ytoadf11W13 falheweek nitafedmererJ✓i.:mer4s. 5yYaatamg hnusmu esn t n,l, numregnirffidws ant en6 arovertime euarptempto)ee la ovetbnepayorcmipmsiPmyfarn_oHuNes, geentet a.xka zatlounas buenrcoe redfcvllus pnype,,vd. Slawai cs'a`wnepayaofin atan sWidbeag4aiodm meccnmenfasaclooe. Couguouaytme accnhoarusedbyeeryten*tnea sheufdatwberondadond Uamioaa(xy Tau Wcdnhho, Often aGveace is cocoandbyltzFmmiyaddedho Lease Fa0cy a tarthe hcon ofahscncer, the appmgeiedFa0aBnpaE LeaebmcA00 a theFo nTj ardAd.&.ttenebsx. 7.Tdafre3u'arhars shadd aprar aey Bart we5rucher9Je (fueaarngte?SA7t. ThunnO regutvtrous ao*eeL hafdaypay. anceWirt sick peasaho, me iuntnrjadatban@un hares. Total Regular Hours 02.23 Wxk 1: RegWarOusime 0.00 Partoum Onedase 0.00 Week2: ttmoasfrre 4.48 p,nsonse 0.00 Tots compnssntcuyHaas Manned This Pay Peted; Regilar + ( Premium x Told 08aer Ocean Payable Then Pay Period RegWar +( Premium e Gays 10.0 9.5 8.0 8.5 8.0 7.5 7.0 9.5 8.0. •5.5 80 •4.5 , 4.0 35 3.0 2.5 2.0 1.5 1.0 0.5 Hours 75.00 71.25 67.50 03.75 80.00 55.25 5250 48.75 4500 141.25 37.50 33.75 30.00 282., 22.50 18.75 15.00 1125 750 3.75 Sigrudaetyemptgee (rdain;uy 0350 siptsed Approed W. Oae signed -., �k pk Iii +� ; �,.. { 'i( • f . C )Fi ...............................:................................................................................ Workforce Management Solutions ............................::...................................................................................: Benefit I CompTme Banking In many industries, maintaining and providing timely and accurate Accrual information is vital to the employer, and normally requires a great deal of time and effort to maintain. The NOVAtime Accruals module eliminates all of the time-consuming manual tasks by automatically tracking employee balances with account credits and/or debits based on their attendance and seniority. 4110,9S aik t. 433,3 .03 am FIAT 4,3 tq`0311-ti140410 R $ 4R$3;449M LI x'03 Lt0 ix 61,4.4 03L IF -).4441.4 + 4 t sP. #A9t 3P.A 42o 0,9 _ Aq.43 o1 i'sA4fl9PxMa, i LYE Y f 0*3003 3 *3 043 303 43 03.33 3p*,4 «rdiW'414p i Ili I r 43333104 ad NH3 k8J 440 4 3333 _J 431$43430 4" Btu 4^x.43 '3 if 1. i4R4 01pa10 u0334PB 3 1 iL&i1*+6. ! 3F1 0].99 *03 ... d400 U14 400* 04334 li- k 03 000400010 4*4* !(.'€ 403 3143 •HE &393 9gr4*0390331N4fpai • Flexible computation rules. • Dual posting frequencies*. • Automatic posting of debits/credits. • Automatic Comp -Time posting. • Maintains on -screen running balances. • Powerful reporting capability. Note: *Dual posting frequencies. it allows more than one standard posting frequency on accrual hours, so that you have the flexibility of setting up a different posting frequency for each accrual code. (such as sick and vacation for new hires) Benefit I CompTme BankngHistory i • Report of accrual balance by pay code for tracking employee benefits. • Generate details representing running total of all additions and usage for employees' accrual hours. 1014030100341 Sorted by pay code -, for accrual tracking. _.... -: .400 dEvk4sxv:it.vs . B.P# Snm Y.vTm)e&h. 43'03€ 1010100010 i ''o, Ao,WA I 11 .. 440 403 040''0' 1010 lC+ *0* U[6 4003 0103 Post Type:9T 03030330 1 9 ; S • 0 . 0*03 • $4i 000,9 1430 n.� -0W f aun .4. Aw 01*a • S: System Posting4 t4waAaM i 3 } Eas 65Rtl i4IXs na, 9c�sr, a4sd d5m�ex-swwacp vme • C: Comp -Time Posting 4 ¢ - �.m 4 •W �m de.y': 95 i$�13&�:4u@tt1 x+93 mss= « • T: Timesheet Posting (usage) �� • �� n n • U User Posting k . �� a4�4M� maW . Running total. 0- 44334330 303034441 Note: NOVAtime 1000 tracks but does not accrue time. ...................................................................................................... WorlcForce Management Solutions • Great addition to your standard review package for supervisors and managers to assist them managing employee attendance behavior. • Summary of total available accrual / comp -time hours by pay code for each employee. • Report of total available accrual / comp -time hours by employee for each applicable pay code. AccruM - Balance apctt 7WaM: t3t3}�,eikia7vl iiram«e8ttege94t+t 7GItiw::�r6'4D'. r. A* UVAllfk'k4tit7Efi" W I 1 alsa Kl 41Y74ta ml V S MAO VkIrMIr,"j,xfftCt1.Q W,dCl4. W4AX&+N I 0 fif.1a T 82!X3 4YEpi 9$E'&'Etk g lYii4 A3ti� E(W-Aj WO�I^ T EuYJP¢iSti.r�.edt. wF£FrYV.t $WAcAl Y,734ya^w`&Y.0 4 fi flb7 ItY9G�!Fr'..9�`i'd0). wY'(SOsk'{4'+� I 3`n4.SY Ask-] :9gtiWlP 'IRW surf jY rY. 1'.Xt :t?ji �t4AN I ; A813 T 4CAfiN:>"Ay V+'H`gA7 . }7aY7ECS+A?H,. I 8 Bv,1 4rvYwrd I I{!.;- rte., p. t"1�t�fqry END OF REPOR T A�ctroal - 8akm4 Rgio t Summary of total available hours by employee for each pay code. Summary by pay code for each employee. Total available hours by pay code for each employee. ?9f^t 6' st; €07r *L'f!iF:2Fl:it 7AU. 95SrX "k�'Y,14�'tN3i4til 4 ft43 Sifi3 9�ikT4;�:sAY Iitkl tea[... IVA E4.1EVEIRs, MIR7+§�,a' *II r, x4ae.a�wl�� 771 L R*T,.JC.M�tf .6k q 17777714 74 [7717!47 K&VA7 4r�7 �;�a{.!twan�nk 40t4[Y. kaAtj 4Gil18ke,EL"fTRfi 1464 (1Li.g*41, *174717 7144 (s4Nas;Ylz7.,�k:+hffirj 4t*t444*477 4477 ...............................:................................................................................ Workforce Management Solutions ........................................................ NOVAtme Point System "We want a scoring system to measure how well our employees are performing their job duties. Does NOVAtime have that?" "Can this system reward our employees who are always on time, with a bonus check for each quarter of perfect attendance?" The NOVAtime Point System Module tracks employee attendance, assigns merits and demerits, and automatically generates Word documents for written warnings, suspension letters, etc. Now employers have a cost effective means of awarding dedicated employees for proper attendance and disciplining those that do not abide by company policy. moo �a ,mm Rwe. + w r c�,M v w„mmaam 4 ;•��"" ai +x+ba' 'ta +aa Issue points based f '�a,^4 e 4 b�xr rt€b %e�'bs >�Na JgAwu¢ i�^'tV'+w /m�rtuaee t n t , 6Adw w: hu Wmx � m� wANs� � i r�� v _� on number of days, ,� '� �k *thws a bs9A aH c azr ' Ndb duxd F NtC �awu, E Rra �s n s:n+r� #-eaes. roar w*r Ras " n�R..a x 's c�KKc', F ram. �_ �m R mute , r occurrence. i � ,, ��ixroan �- �" au= ease` .a 4M � #da �,✓^(&� ,s nFaww�ktYxa�e�- f ' �""' �ry �•, __..._ _._ `._ •38# RRt 9:l. 8?0 44, "43 G84V �Yf.: ULG;.... YE- kRf #3i'. q,5R ..- b'4, 3Si eY'a ¢3J w!4 HSGh44444 s444 O2 444, 44 44444*444, 444 4448244 4,4* 4244 a* il T:a bus- 4 d44 Use the point balance as an indicator of employee attendance behavior and performance 9xrs3AYrdh34; 91�u6e9Aem A very easy -to -use interface allows you to setup as many events as needed. Acceptable excuses can be setup to prevent a point levy. NOVAfime • Review letter can be customized, by inserting your company logo and letterhead information. • Great addition to your standard review package for supervisors and managers to better manage employee attendance behavior. Step 1. Create a Template Agar Choose from hundreds of report fields including name, address, etc. Ws�r.m+ms%srw.duEwut�+�rvvvwlaY4ws�4.vi'ea�uk�m'i4tAds�A +4a�a are+arss�ae�arar�,�avvasmas�rsmwrsess Step 2. Perform the Mail Merge flu, . acmrw Pt' fr'fl i"auMtPt. yibei e.os7vB. *sEE !sk e'.= G .'.... . Pt, ills' @6 ..._ 4. .,.. 'PIc so:cas3vC.ne. X :.��a t^' x E: 55,. 1 t, 'cv Oar- € L J All point -events, including absentee, tardy, etc. can be dropped onto these templates. The system will automatically calculate the number of occurrences and point balance. Pick one or more templates to print, select a group of employees, and the system will automatically generate the Word documents. Step 3. Print Review Letters OVAt3`me° '°') _._ ®asl.r>is aowaa Your Company Letter Head July 07 t.asiName NOVA me Your Company Letter Head 999 Great My City. Filek9M �� July07 OVA.tme Firs ≤ Your Company Letter Head Any City, File if: 9 July 07 F astNama, Flrsitame 777 Great Street, Suite 166 Areolle Any City, CA 12345 Absentee File #t: 9001 places an of j Dear Firslleme, A review a your attendance record Indicates that you have been ibtetabsent on sevemt occasions. Absenteeism, tardiness, or suspension of an employes interferes with normal scheduling 01 000 work and hc places an undue burden upon your Sulorvisor and yourfeliow employees. The duties and msponslbiPoes of yourjob require you to reportto work as scheduled and perform you duties as expected. Sincerely, Therefore, Osedrrencea 5 ___._.._. _... 12__.. .__ 1S- _. _.. attaedan points. 12.5. .3 5 2.75- further Co John Doe Sincerely, Doparunar Therefore, you are being given this written reprlmand as disciplinary action with regard to your W. Hume attemiance. Should you not Improve your attendance record In the future, you wO subject yourself to further disciplinaryacGar. I have John Doe rules will I Dapartm Sincerely, cc Huma F1rtt>e I have rea Jobs Doe rules wilt Department Manager ac Humor, Resource .. .. I have read the above Information, and I understand that ongoing violations of the company's aaendarice mules will lead to further disciplinary action. Employee Signonce-..�....-..�.......W..-. .............._....... Data .........W...._............ ................................................................................................................ Worlcorce Management Solutions .........................::..................................................... NOVAfime Point i • Report generates details of posting activities (occurrences and point balance) of all point -events. Beautiful looking configuration ' reports provide complete and accurate information that is very readable. p,eiet *11 e ® Mw ROW a o LYeALii�6- r� ; E aW.'yLE.:7IS4v1Y#:.,.�_e.�.�...,...>..a.�._/^aaYL'�ua (Z 1'436@ .-..- __ __—...aa��-..-�..: >"4 1�a89idian la(m&vPoaisx fib u.'@ ai#ib -.a..:�..:,��..:ma...«:.w...�,�.-::.�_:.:::_.n:n.:.._.,, U410URJA 6 - &C 9 5 ' �t�7 arafcraut..:.w ,..tCmati w<F :.r . Saaar: tii..:. jr p.- .i -.wtt a [.v - r •:k-- )rtra�" _ -,,,— - cmau„ Tt-u.s p er: is-,' *j..•. • R. p5 +' ua:q r- , p p.,. •. • . tf, ,i S ',. Employers can forecast when employees will reach Perfect Attendance with the P/A status Report. This report is popular among employees who receive a Perfect Attendance bonus. Tap into the POWER of the NOVAtime Report Generator and run Point System Reports by choosing sort options and providing point balances by employee. 11'3 i ?khf d'3t r° G Point Sy*wi - BAtwo Roped By Employoa ,,y,�rtay; . trsa• 4=� rtep: M4vts lrcixp FWrS:lw+,�;.•. 6*�„S>l:Yh7F�3t,8ss+� �a�+Yg°!a^t'A"� 1: G�7LK@ $ rklld•� l�ils`df.�ittti'ti'� L'3-YEIit'tW.^3f7 t. #n'.. 15. f.�J 1 li'fFL'Y.gBt 11 $y} M 3 a4) SWr,IxtNt,0a, E.€4 8r#�-Y wj t ¢�rv}cr27f N 241 Bi2JEPi4%R1S 5Ss J'ff1 Ll`AE":r34..r t fiYM.fi.GYnxt 8 51)4 I OS ' 11 aeRE;%z�T.::k 8t9`�j �/ 5+C 7CNrraagyj t 0*1, Y 35 53 END OF REPORT Point System . 9alanee Report BY Employee 443,4 1 5,1 I .................................................................................>............................ N/OUT Boa Workforce Management Solutions .......................................................................................:........................ "Can NOVAtime tell me who is IN/OUT, who is on meal break, and who is on vacation?" YES. The IN/OUT Board Module is a powerful and valuable tool to instantly find out which employees are currently clocked IN or OUT, or even on Vacation. This IN/OUT Board is easy to use and can be viewed in many combinations. Managers, Receptionists, and Security personnel can instantly obtain the information needed with just a few keystrokes. When used with our "push" technology time clocks, your staff will be able to have real time information at their fingertips. This is a great tool to monitor staff availability. • User definable refresh rate to update the IN/OUT Board status automatically. • Can be viewed by Employee ID, Employee Name, and Status (i.e. In, Out, Sick, Vacation, etc). • Comes with comprehensive screen displays that allows you to view by Employee ID, Name, Last Punch Time, Status (i.e. In, Out, Sick, Vacation, etc), as well as various employee Groups (i.e. Division, Department). ......................................................................................................... Workforce Management Solutions ............................................................................................................... Services Web Browser -based Technology QUESTION: "Our company has some remote locations that need to clock in/out without using a time clock. Is there a way to clock in at the PC and then transfer the data to headquarters for processing?" ANSWER: NOVAtime's Employee Web Services (EWS) offers companies the ability to allow employees to punch In/Out and perform group -level transfers (Dept, Job, etc...) using their computer. Employees can also be restricted to selected IP Addresses, so EWS use outside the company can be controlled or eliminated as needed. QUESTION: "We have multiple locations and computers. Do we have to install and maintain a program on each computer?" ANSWER: No. Employee Web Services (EWS) uses the computer's Internet browser to access the program and therefore no program needs to be installed on any computer running EWS. A PDA version of the EWS is available to run on your telephone web browser. • In/Out and Group Level Transfers. (Dept, Job, etc...) • Review and submit pay period timesheet with acceptance agreement message. • Review benefit accrual balances and history. • Review attendance point balances and history. • Request time off. • Submit expenses. • Web based feature that is great for mobile employees who do not have wireless ISP connections • Allows employees to punch In/Out/Transfer when the NOVAtimeAnywhere connection is not available. cases where employees use a laptop computer without wireless access or direct access to the Internet. This is ideal for • When the Offline Module starts, it will seek a current connection to TimeAnywhere Employee Web Services. If no connection is available, it will load the offline browser and punches/transfers will be stored on the local hard drive. When a connection is available and the program is started, the program will automatically send any locally stored transactions (when the system was offline) to the system database, and bring up the online Employee Web Services. Start the NOVAtime EWS program and it will automatically start "offline," if no connection is available. When offline, the color of the world map on the Offline Employee Web Services login screen is in black and white, instead of blue and white. • Ready... } Employee ID: �� ..............................:............................................................................... Workforce Management Solutions .............' • Great tool for facilitating two-way communications between supervisors and employees for work schedules, time off requests, etc. A supervisor can approve or decline a time off request and associate a note for their action A suI the v When a supervisor logs in, A supervisor can approve or the Messenger will appear jdecline a time off request and alerting that an employee has associate a note with their action. requested time off. ..................................................................................... Workforce Management Solutions ........................................................:......................... Tmesheet Notes • Timesheet Notes: Designed to capture free -form entry of information that explains a particular timesheet record. The note envelope will be in the notes field to let , the employee know that m`7%'"� there is a note for that timesheet record +P AM E Nom; Ira fl70f ' 1 00 w ' 7 + %o »t 005 170,1 030 77o11 304—....._ 1•e 0100 0103012041 979 1i (7W 10.1 700 • 0170 ' *0f: '' ,a I 1 r 4Fo17701 4 0000 '1010 '. 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"Notes" is selected, timesheet 4'7..9hux x:91 r notes will be available in the 47'1 , „� Notes section. yijj :............................................................................... Workforce Management Solutions Payrofi interface NOVAtime Payroll Interfaces are uniquely designed to provide outstanding flexibility and connectivity to practically all payroll systems on the market today. With the ability to export data (in all kinds of different formats such as ASCII, Excel...etc.) for normal working hours, premium hours, shift differential hours, comp -time hours, etc. Combined with the built-in power of the NOVAtime engine, you will be amazed how simple it is to send data to your payroll system! p5'8 F5X51+�'Y8hgAi.r1F"L rswaama. -% �E �f,�Fw.,w.�.�.�,,, 4"#�a4�rsrs,,�tv!'Srns�kk A�8"g+s"�i i'N�13fffi i+rtl sa kP+87 ikT, 9141& Z4d&aNM,#ft _—__ — �.BDsraYz'PfaetWgir98PacmRu*i+iaars9 `w. .. POO +dF ,�:: E' I* 35rty*n -rda 44 e O K ROO P IM4 i h000p, 2OT 0,4, .............._.._...........___.__.__.________.._....______..___................_.........._........._......................_......._..........._!. ........................ _.................... :. Workforce Management Solutions Pay Matnx Pay Matrix is a powerful shift differential/premium calculation generator that works as an extension of our calculation engine. With many built-in optional features, the Pay Matrix can handle many complex calculation formulas without the need for custom programming. that provide maximum flexibility, including the ability to: l • Qualify employee 6'ARt+'4PTn".'. assignments. • Qualify schedule. • Qualify work hours. • Distribute hours/pay to designated pay codes. .............................................................................................................. Workforce Management Solutions ............................................................. Lockout l Access Contro Question: "In order to prevent unauthorized overtime, our employees should be limited to clocking in and out only during their normal scheduled time. Is that possible?" Answer: YES. Our Lockout Module offers exactly what's needed for biometric or badge terminals. Question: "Do you have a need to control access to secure areas of your business? Whether it is the front door, computer room, or employee entrance, you'd like to use the same badge and the terminal for security access and for time and attendance." Answer: Our Access Control Module allows you to use the same badge, whether it's proximity, bar code, or magnetic, via the same terminal for both employee attendance and security access. It also works with biometric terminals. For each terminal (door), you may control access for each employee (i.e. who can enter a door during what hours) utilizing the Lockout schedule to restrict employees from accessing certain doors. 1 b 'Afi�rC tC • Prevent unauthorized overtime by limiting employee punches within their scheduled work hours. • Besides employee attendance, the same terminal and badges (proximity, bar code, magnetic) can be used to access doors. • Works with biometric terminals. • Provides a comprehensive report of access logs for security review, based on employee, door, and date/time. You can sort by employee, door, or date/time. ................................................................:............................ Workforce Management Solutions ................................................................................................. Lockout I Access t i Report • Report lists details of access activities. • Great tool for monitoring employee access patterns (report sorted by employee) as well as door access activities (report sorted site/door). * Work n Progress (WP) • WIP is a great feature for companies that want to monitor production lines, and visually track job order progress. • WIP enables you to check all your jobs on one screen to view what has been completed and where the job is at any given moment. When your customer calls to find out the status of their job, do you have to drop everything and run out to the production floor to find their job? Wouldn't it be nice to pull up a screen and see not only where the job is now but where it has been and when? With the WIP module Overview screen, now you can! • Would you also like to know if the job is on schedule? Create a job, assign it to a customer, and give it a due date. If it is on time, skipped a step, or is late it all shows up on a color coded Job Status screen. f-3:iYtf i2t#YFBke f15'd _ am,® ����r� uHt rt.. .._. L i Wp-.t+. tsar fi.aar�a IMklti t �f.... Yd$29H$C,AF'N A'.dtF�'Mh5+4. 9lkNYBW�.ePn1 �rtla�xa I , � •.• ,� �, �- � �. � ; wL 3 eg xa t,a �aauaaHf 1 €t t Gwa.�sacv.� t Smart P.hon . NTfi5Q�, Finge��[i�t;. Time Clock," NOVAtime supports a wide range c allow you and your management tc tracking. Utilizing our powerful bad punches can be "pushed" immedia providing real-time visibility of emp "Push Technology" Real -Time Data Eliminates data polling: Real-time i Also supports batch data processi Automatic synchronization with thi Simple connectivity without IT effort. • Off-line automation and wireless c Many of our hardware solutions such as NT6500P touch -screen time clocks, NT6000P mobile P[ Smart Phones offer real-time kiosk functions to allow your employees to view their timesheets on view their attendance points, and view their accrual benefit hours, and more. The NT6000 PDA unit has a built-in scanner that works with Wi-Fi or GPRS (cellular). It allows emplo job transfers. It also supports multiple group transfers for multiple employees to support a complex st, the same great kiosk features listed above, it's one of the best technologically advanced PDA device: ....................:................................................................................... Workforce Management Solutions ................................................................................... The ideal workforce management solution for construction businesses, housekeeping services, home health care, and other mobile businesses: • Do you have employees who work among multiple locations? • Do you need a job transfer as your employees work from one location to another? • Do you have a need for labor distribution or client billing for your mobile workforce? Labor management starts here with NOVAtime Phone -In System... • Using caller ID/telephone number, you can: * Correctly identify that your employees have arrived at their assigned workplaces. * Transfer from one job to another as your employees call in to work. * Accurately distribute their work hours to support your client billing. • Your employees can check their work schedules: Schedules are available immediately for your employees to call in to verify. • Plus many more features... No"r 0Kv Eytem Audit Trill•Audit Phorw4n RtTh47A2 ae�a.wretsa+ma O.� 434M* T ' °ku41 Qi•i'X .ktlt!46 'dBJLP 00 WAMV @MMAr 0 4**34*4444 448u1 F y:1 LOR 3j ,. ...... .�,,.,. tZ FCCOUNTI4 ] 0 -- ----- Uaapterfrawnt S2O (TECH P .Y]' apse s+ a aese, m414J4144 4434 DOWD racr₹ity NEW YO#t]Cj END OF REPORT Systam Audit Trd -Avert Phone4n • Punch In/Out. • Group -level transfers (Dept, Job, etc...). • Listen to today's and tomorrow's schedule (updated real-time) • Caller -ID restrictions to limit use locations. • "Pass the phone to the next employee" feature eliminates re -dial delays. • Listen to voice -mail messages sent by supervisor. • Support for up to 9 languages. • Real-time punch processing. .............................:............................ Workforce Management Solutions Having customized badges provides a positive image for companies by displaying the Company's Logo, the Employee's picture and identification number. With NOVAPic, you have that ability and much more... NOVAPic is a professional quality Photo ID badge printing module that incorporates barcodes and, when integrated with a digital camera (for employee photos) and a badge printer (for printing of employee badges), provides a complete employee identification solution. • Flexible badge layouts — portrait, landscape, one/two sided, front/back, etc. • User -definable print fields (Employee Name, Job Title, etc.) • Prints most barcode formats. • Prints on proximity cards, magnetic stripe cards and IC cards. • Integrates with most digital cameras. • Optional custom badge layout service to match your exact needs. I SYSTEM OVERVIEW Q2 2009 NOVAtThie® FEEL THE POWER SURE P .TH NOVAtime Technology, Inc. I. NOVAtime Application Overview..............................................................................................................3 II. Data Collection /Time Entry Review.........................................................................................................4 III. Employee Web Services Review...............................................................................................................6 Ill. Supervisor Web Services Review............................................................................................................12 NOVAtime Technology, Inc. Page 2 �OV—�A- time® THE POWER Three Application Areas - Employee Web Services - Supervisor Web Services - Administrator Web Services What is Workforce Management? (wl SURE PITH NOVAtime Technology, Inc. NOVAtime Technology, Inc. Page 3 <�kvj46*me THE POWER II, Data Collection / Time Entry Review Employee Web Services - Hosted Web Page - Several 'flavors' o Punch Only o Punch /Transfer o Web Services Kiosk - Employee ID and Password Entry - IN/OUT - Multiple Group Transfers - Included in core package NT300 / NT380 - Lower cost hardware option - Key -in or Proximity only - Biometric available (NT380) - IN/OUT - Multiple group transfers - View Punches - Door relay - PoE available NT6500 - Full -service Kiosk -type clock - Key -in, Magnetic Stripe, Barcode, or Proximity - Biometric available - Full Color Display - Public and Private Messages - Button Programmability o Punch o Multiple Group Transfers o View Timesheet o View Accrual Balance(s) o View Schedule o View Punches o Request Time Off o Show Request Status o Door Relay o Enter Hours / Dollars o Wireless and PoE available SURE P.-...TH NOVAtime Technology, Inc. NOVAtime Technology, Inc. Page 4 Wv7q�t me® SUREP.:_.,,TH THE POWER NO VAtime Technology, Inc. Complete Data Collection Line NOTE: Use of legacy data collection options with the NOVAtime 4000 solution requires use of NOVAtime Companion. NOVAtime Companion is a small footprint software that needs to be installed on a workstation within the client network. The NOVAtime Companion provides the polling mechanisms needed to communicate with the legacy terminals. NOVAtime Technology, Inc. Page 5 <?��OFKEEL tThe® SURE F*TH THE POWER NOVAtime Technology, Inc. Ill. Employee Web Services Review The Employee Web Services (EWS) enables your employees to view their time and attendance information, as well as their Workforce related personal information. The login screen for NOVATIME provides a general login function, plus a fully functional time punch and transfer operations, without logging into the Employee Web Services. Employees can: • Punch IN and OUT or enter their timesheet data from their PC via intranet or Internet • View their timesheets > View actual hours summarized by pay codes and Group ➢ View actual work hours with IN / OUT time, grouped by regular hour, OT1, OT2, etc. > View earnings and deductions > View week / pay period total hours • Submit their timesheets • View Points Balances (used for administrative notification of tardiness, absences, etc.) • Check their work schedules > View daily work schedule in a calendar view: o By Month, or Pay Period > View their total scheduled work hours for each day of the week. Two views are provided: o Schedule Details - Lists number of hours scheduled per day of the week for each Group (e.g. Job) o Schedule Summary - Lists number of hours scheduled, available, and unscheduled. • Look up benefit accrual information, such as vacation hours, sick hours, comp -time hours, etc. • View their complete attendance history - weekly, monthly & yearly (Timecard Report). For each pay period, you can: > View schedule > View accrual (view their available vacation time, sick time, plus NUMEROUS CUSTOMIZABLE PAY CODES • Optional — Sign their timesheet • View and update their personal Profile • Customize their EWS User Preferences NOVAtime Technology, Inc. Page 6 <��OFKEELQEime® POWER Employee Web Services —Login Options EWSLOGIN.ASPX (Figure 1) - Full -featured portal - IN/OUT - Transfers - EWS (Myself) Access - Public / Private Message Area EWSNT.ASPX (Figure 2) - IN/OUT Only - Public / Private Message Area EWSKIOSK.ASPX (Figure 3) - Web Services Only - No Punch - Public / Private Message Area PDA.ASPX (Figure 4) - Minimized for Phone/PDA browsers IN/OUT Only NOTES: SURE P - TH NOVAtime Technology, Inc. Figure 1 Iau1r 9 W 0 5peY i�i i�,i FIB I 5 Figure 2 Figure 3 O 008 8:41:23 AM NTIDEiO s SI 0 f. 4j Figure 4 NOVAtime Technology, Inc. Page 7 �iA time® FEEL THE POWER Employee Web Services — Timesheet Overview +am i ®0ao au.1n.l s00+ sal FgPox3I5§�C080.0 O 00.h i 6iYR...kmwtyum,.m; 1nam119e-1I 2 Pa9P dod 00002007... 7 - "..J- nmesnex Subu:DPEH F T 07222008 001x4101 80(44 .. 8714 753 000 000 50.00 W0301* 09 10 780 We007l23.2008 09010-0478'00.114 5.2070W _SPN O�OAQ0 2 SA00 000000301*03� : 0000.18➢0-_- 8: 10(0724208 0140001 11 (47 0.00 000 0.0 50.00 00O3®hc 0900-10:0 0.00 3 73070202000 ` 200011501; 400 '_000 00 $OA10 0 043 ': - 40 0000728720.8 0,121.4101 1230Ptl' 0.00 0.00 0➢0 50.0 00003.00 12110-21'0 0.00 We0071301200 OF9 0037 10710N4' 10^15008 000 800 00. S0➢0 00003-98 0909-1720 4000077302008 01010107 0010100 ".._ 0.00 0➢3 0➢2 $400 00003 -AB_: 000007'0 0 #00&01208 01910301 918.01 0.0 0.0 0.0 50.00 01 503.2 090-1730 0.0 Time Diskibu0on *4 ) ®000. 070010I n IYub j Week at 0720200- 0]262006 r xaw..avz Timesheet Sommerv: U110HR1 2372 105 O0 2567 500 5000 529646 53050 500 500 533295 20011(32 40 O0 103010' 2775._ 96` 000 .. 40 1600 2987 : 00 00 55000 500 5000 00 0 0 0 5 _50.85._. _..-. -50.00- }50 Accrual Smmnary ➢.8150 Code 520070,0080. Pu08T08O 00000020800 Ari d4 -800,0 20A^.y 1 07272000 8 200 1410 01510010000001 0urs rJ 554010 2 06242008 T 850 790 U 090 191F60A 3 111011207 S 480.00 4800 0, hemPttlu08 18 f ^ , SURE P :TH NOVAtime Technology, Inc. 1. The Timesheet Page can be modified to present as much or restrict data entry and review as defined by customer workflow requirements and policies. Configuration of restrictions within the Timesheet page is done within Administrator Web Services (AWS) and the use of security Access Groups. 2. Commonly used tasks are presented to the end user in a standard toolbar format. 3. Timesheet options include the use of Detail (shown) and Hourly to accommodate workflow requirements within the customer environment. Columns can be restricted based on security Access Group. The timesheet may also be a view only option base on customer requirements. 4. The Timesheet Summary presents an actual representation of pay codes and hours that will be transmitted via the payroll interface. Rates will be hidden as they will not be used within the NOVATIME offering. 5. The Accrual Summary section allows for quick review of available balances, which will be transferred in from Workplace. NOVAtime Technology, Inc. Page 8 �OV_�A_ I'Me' THE POWER Employee Web Services — Schedule Overview # Pay Pedal: ' 2232300 1 SURE P:___TH NOVAtime Technology, Inc_ Sundry ldoMay T.¢Aap Wednesday Thursday Friday SaNNay 20 121 22 126 I. as:aaamaam.�e -.,. 80asxaxas:oow + . ad.aa<aas:acrt+'r �. Masmue.M4dM > • aenwenwu zc sets S set. sees S � See+ u, ( 05r_ 3 27 128 29 130 31 • 157nwnu-sr' ac=am:. ;• Islasaraas:ww + axnu—a 1. ts!oaaaayswna+. i —. 1S1dam4amAaPa .• oeaebns •, � r SUMry Monday Tuesday Wednesday Thursday Fddry SeWNey ' i . ;stceAanyasmrt+; I 1. The Schedule Page can be used to show schedules for current Pay Period (default), future pay periods, or be used to show monthly schedules. 2. The Schedule Summary section shows current scheduled hours versus actual hours for the displayed Pay Period. 3. The Calendar identifies shifts (S) and User -defined (U) schedules for the selected Pay Period or month. NOVAtime Technology, Inc. Page 9 OVA time® FEEL THE POWER Employee Web Services — History Overview rI SURE P.*TH NOVAtime Technology, Inc. 1. The History Page defaults to a yearly view of the current work year. Navigation between earlier years is accommodated through the forward and reverse arrows. Secondary views of the History page include: a. Monthly Calendar — Larger presentation focusing on current work month. This view also shows Exceptions for each day, where applicable. b. Detail — This page shows 1 week of data in a detailed text format. The timeframe can be selected by the employee. c. Summary - Displays summarized work hours and number of occurrences based on Pay Code for each day of the week. It shows the entire year to match the calendar sub -page. 2. Tooltips — The employee can hover over specific dates to activate a tooltip that identified the pay code for that particular day without having to reference the calendar legend. NOVAtime Technology, Inc. Page 10 ��i7Atime° SURE PATH FEEL THE POWER NOVAtime Technology, Inc. Employee Web Services — Misc. Overview Point System —This read-only page is used to display system calculations of points given to the user based on point rules setup within the system. Point rules are used to track exceptions within the system and give points to employees based on exception occurrence. Companies can setup thresholds so that once an employee reaches a certain point level various disciplinary and/or notification can be initiated. Point rules can also be used to track perfect attendance over defined timeframes and award employees accordingly. My Profile — This section contains miscellaneous personal information related to the employee. It can be populated automatically through user imports or given access to the employee to update using security access groups. NOTES: iA tl*meO SURE P*TH FEEL THE POWER NOVAtimeTechnology, Inc. 161. Supervisor Web Services Review The Supervisor Web Services (SWS) program is used by supervisors to review and manage their assigned employees' time and attendance and labor -costing information. SWS displays employee punch and attendance exceptions for quick corrections as needed; instead of requiring that supervisors review employee timesheets to look for the mistakes. This saves time and allows supervisors to spend more time performing other tasks that The system administrator assigns employees to a supervisor. Using Supervisor Web Services, supervisors can: ➢ Review, edit, and approve employee timesheets. Supervisors can change data fields such as date, pay code, IN time, OUT time, earnings, deductions, group level information, etc. ➢ View summary timesheet information for the overall departmental cost and performance evaluation, information such as total regular hours, OT1, OT2, as well as regular pay amount, OT1 pay amount, Oil pay amount, and total pay period pay amount. > Create work schedules and review budget hours. ➢ View current and past work schedules. > Approve/decline employee time -off requests > Review employee point system balances and history > Generate valuable management reports with just a few key stokes, sorted for any time frame on any labor data fields. > View their employees' timesheet history for day -of -week trend analysis. ➢ Use a variety of other system features that are all designed to make managing employees easier with less time and effort. time® FEEL THE POWER Terminology SURE P TH NOVAtime Technology, Inc. All system screens (known as web pages) are grouped under what are called system "categories." The current available SWS categories are as follows: Attendance Scheduler Employee Report treferencea Tools Rule Sch* Expense Payrcdi The blue arrow underneath a category means that it is the current selected category. Each category has tabs that are known as web pages (pages) that provide information for view and/or edit. Throughout this document, mention of each web page will be preceded by the category name (category name / page name). Example: Attendance/Overview page is referencing the Overview web page located in the Attendance category. torurvynun.:. . `V d Updcr^ Schedules Pay Period:' 'r t 11 rug n11J 2t tr Gat Last updated: Thursday. Ob(26Q6:46 PM .; MyEmp1oy08S _ .T,k0eshukt atat83 : � 7otalJ�le3- ;- Fat ab A?grPerlad 1J7 '-. opEN :_ seater = 0pJuaved„ PAYfWI:L .Sc"hJ§� 70th }= tie801ar oh OT -2-:'. 700 ] Central 0f0ce 8 � 8 8 0 0 0 320.00 0.00 000 0.00 0.00 ]115 ] EasternOOlce 2 2 2 0 0 0 8600 0.00 0.00 0.00 f 0.00 to ._.__'= 1LL ...� t0 ' - _.. e - � II =l 0 _ ... d00.00 tl8a ', il.eo -; 0.00 OAU'. Group By: l®it Fenhty Other Key Terms ➢ Employees - Employees are individuals whose time or expenses need to be tracked in the system, and they may be using the Employee Web Services or a time clock. They are not called or considered to be system "users;" even if they are using the Employee Web Services. ➢ System Users - System "users" are those who are using Administrator Web Services (AWS) or Supervisor Web Services (SWS). SWS Category Summary SWS has been configured to provide supervisors or managers with access to various system categories based on each one's particular needs. A few areas of the system were designed for use by payroll or HR personnel only, and other features simply may not be planned for use by the company. The following SWS system categories are available: Mead3nce Scheduler Employee Report Preference. Tools tie Setup Expense ooYrol! NOVAtime Technology, Inc. Page 13 ll�OVAtiara® FEEL THE POWER Attendance Attendance Category SURE P. -rH NOVAtime Technology, Inc. The SWS Attendance category is used to manage employee time and attendance information. This includes reviewing punch exceptions and correcting timesheets as needed, approving timesheets for payroll, viewing employee schedules, viewing employee benefit accruals and point system balances, and monitoring employee punch activity and timesheet history. The Attendance category is also used to "post" scheduled absences, accruals, points, and unclaimed punches; and for companies that are using the NOVAtime system for access control, supervisors can review employee access activity. Scheduler Scheduler Category The Scheduler category is used to schedule employees above and beyond the schedules already contained in the employees' assigned shift rule; commonly referred to as "exception scheduling." This means that when an employee is going to work his or her "shift rule" schedule, nothing else needs to be done. However, if one day's schedule needs to be changed or a particular week's schedule is going to be different, the Scheduler can be used to quickly change not only one employee's schedule, but the schedule for multiple selected employees as well. Ern c ee Employee Category The Employee category is used to add, maintain, and import employee setup information in the NOVAtime system. This includes their employee ID and badge number, default group -level assignments (like home department), the employee's picture and contact information, pay rates, HR date information, supervisor notes (employee meetings / reviews), and employee lockout (punch restrictions) settings. Report Report Category The Report category is used to review and print everything from system setup rules and employee setup information, to employee timecards and labor -costing information. Using report "templates," system users can select report filters and sort order, and they can select which available columns they want to print; as well as the order of the selected columns. Reports can be viewed on the screen, printed, exported to Excel, and e -mailed (manually, or automatically at specified day/time). Once a report is configured, it can be published to all system users, selected system users, or for the use by the system user that created it. NOVAtime Technology, Inc. Page 14 �OVK_A_ tree® THE POWER ( A \ SURE PITH NOVAtime Technology, Inc. Preferences Preferences Category The Preferences category is used by each system user to configure their system -use preferences. Each system user can change their password and phone/email contact information, select the default group -level used for sorting various screens (page), employee name sort order, selected exceptions for quick timesheet edits and history reference, and a variety of other selection preferences. s Tools Category The Tools category is used to send internal system public or private massages to other system users and/or employees for a selected date/time range. Public messages are viewed by all employees and/or all system users by way of the web service login screens. Private messages. are viewed by individual system users or employee when they successfully access the web services, or when employees punch using the Employee Web Services (EWS). Rule Setup Category The Rule Setup category is used to configure various rules that affect how employee time is calculated. This area includes shift rule setup (includes scheduled start/end, meals, breaks, and premium parameters), policy rule setup (pay -period definitions, overtime, punch -rounding rules, etc...), holiday rule setup (paid hours, scheduled day before/after qualifiers, prorate hours based on historical hours worked), accrual rules (vacation and paid sick benefit hours), pay matrix rules (allows for complex shift differential and premium rules), and pint system rules (automation of attendance policies). Payroll Payroll Category The Payroll category is used by the payroll department to process employee timesheet information to prepare it to go to payroll. The employee payroll information can then be exported to a file to be imported into the payroll program. NOVAtime Technology, Inc. Page 15 (jOi2AtThie® SURE P TH FEEL ThE POWER NO VAtime Technology, Inc. Supervisor Web Services — Dashboard Overview The Dashboard is intended to provide the NOVAtime user with quick references as to what needs attention within their environment. Each 'gadget' is specific to a certain workflow process and is actively hyperlinked to the appropriate area within the application. Approval Status (Figure 5) — This gadget displays the status of the user's employees timesheets. Exception Summary (Figure 6) — This gadget gives a real-time view of exceptions within the selected pay period. Timeoff Request (Figure 7) - This gadget indicates outstanding requests that the user needs to review. Attendance Accruals (Figure 8) — This gadget gives a simple view of available balances for the employee. Approaching Overtime (Figure 9) — This gadget provides a real-time status of employees within a specified hours threshold. In/Out Board (Figure 10) —This gadget provides a simplified view of the In/Out board to track real-time attendance status. Schedule vs. Actual (Figure 11) — This gadget provides a graphical representation of scheduled versus actual hours for the selected pay period. PUSH Device Status (Figure 12) —This gadget provides administrators with a real-time status and last check -in time for data collection devices. Pan Ibhcy 000001 (0,0800 Puy Ptnoi0 8/3/2008 - 8/10/2000 aju 0020008 TYP. All Site: All- NT380P JJ 46 days} 3 hr. 04040. NT6500_FP_JJ F 17 day(s) 8 he 29 mi. Smart Phone PDA 155 day(s)18 hr. 10 min. MT6500_HQ 11 hr. 36 min. Figure 12 35200/000/00 400044 PayP ky Grmi0:1. 5o/ 4d Pay Pyy,I1/20:2002-8/31100.0 ToL ICmpbyec Cmml:03 19 0 4 Figure 5 Pan Poky 8,00p:1 EcoPfiolo 001 Missed P0ndl Tardy Undaime(Punt 38 Figure 6 2(VACGn0Nj 61 t497,0A1 26'. Figure 7 11 1001 OA/45J0000 141.00 79.50 1002 CHERYL FREEL 30000 120.00', 1003 PATRICA SNOOK 1001 00224 JOHNSON 43.50 2,00 80.00 80.00 Figure 8 WICk, 00/0350W/000j000)-00/00/.fl//00 () F/00051o180W 0, 1D16(CHWSnNALYNN 40.00 0.00 0.00 40.00. t022(SCNYAPNGELLESj 40.00 0.00 O.OD 10.00J- Figure 9 Con -pot 6200 Range: Eft/200.4 - 8/312080 First Last$ EMp Out In Lu d tar,ls LoOtP/JUtE CjDCKRedly 803/2008 DANA JONES 1001 1 !J a IN 9:46:00A/l Figure 10 NOVAtime Technology, Inc. Page 16 f�l time® SURE Pn TH FEEL THE POWER NOVAt(meTechnology, Inc. Supervisor Web Services — Attendance Category Overview The following web pages are available in the Attendance category: Attendance / Overview Page — Group -level pay period summary of timesheet approval status, schedule and worked hours. o Use: Review summary by any group level o Importance: Ensuring all timesheets have been approved for payroll • Attendance / Summary Page — Employee -level pay period exception and hours / earning/deductions summary and timesheet status. o Use: Quick view of employee exceptions that need correction, and approving multiple timesheets at once o Importance: Making sure that all punch exceptions are corrected and fast timesheet approval. Attendance / Timesheet Page — Employee punch, hours, group -level transfer, and other non - expense pay code information o Use: Correct / add missing or incorrect punch/transfer data o Importance: Make sure that the timesheet information is correct before approving it. Once a timesheet is approved, no additional edits are allowed unless a payroll administrator re -opens the timesheet. • Attendance / Schedule Page — View -only employee daily pay period schedule o Use: View — only daily schedule job (group -level 3) and start/end time, along with daily scheduled vs. actual hours. o Importance: Ensure that employees have the correct schedule. Schedule changes are made in the Scheduler category. Attendance / Accrual Page — View / manage employee benefit accrual balances and history (Vacation, paid sick, PTO, etc) o Use: View summary and history detail to answer employee questions regarding benefit balances. o Importance: Manual input of employee starting benefit balances Attendance / Point System Page — View / manage employee point system balances and history o Use: View summary and history detail to answer employee questions regarding benefit balances. o Importance: Manual input of employee starting benefit balances Attendance / History Page — View employee timesheet history and day -of -week attendance trends o Use: Yearly view that can includes the ability to set exception thresholds to review calendar days that contained gross exceptions o Importance: Aids in annul employee review, and on -going review to trends to help correct bad attendance habits before they become a problem. NOVAtime Technology, Inc. Page 17 IV CIA time® FEEL THE POWER A SURE Ph*TH NOVAtime Technology, Inc. • Attendance / In/Out Board Page — Refreshed view of employee punch status — near real-time o Use: Receptionist desk and view of a supervisor's on -premise staffing situation o Importance: Ensure current employee staffing levels meet shift requirements, and for incoming phone calls or company emergencies, know which employees are on premise. • Attendance / Posting Page — Posting of earned benefit accrual, points, holidays, and scheduled pay codes (Vac, Sic, PTO, etc). Benefit Accruals, Holidays, and Scheduled Pay Codes can be posted during the payroll process. o Use: Reposting benefit accrual hours, posting points daily as needed, and posting holidays and scheduled pay code manually if the information posted needs to be in the employee timesheets before supervisor timesheet approval. o Importance: Holiday and scheduled pay code posting affects timesheet information (posts directly to timesheet), and accrual and point balances need to be updated. • Attendance / Unclaimed Page — Temporary location for time clock punches for unassigned badges o Use: Review and assigned unclaimed punches to existing and/or terminated employees for process to timesheet. o Importance: Review in cases where a new employee's punches are missing. If everyone is properly assigned his or her badge, this area should not contain any punch information. • Attendance / Access Control Page — Review employee access control history o Use: Verify employee access control door usage at various location o Importance: Security checks in cases of breached security or questions that arise NOVAtime Technology, Inc. Page 18 �o�v# d meTHEPOWER (. SURE P -.:TH NOVAtime Technology, Inc. 1. Navigate through pay periods by selecting a) Pay Policy groupings and b) Calendar date. Use the 'Update' feature to force population of most recent calculations. 2. Filter employee list through company filters as well as search employees based on Employee ID, name, Badge, and more. 3. Identify if timesheets need to be opened. Timesheets are automatically opened when time is posted manually or through automated data collection devices. 4. Quickly identify exceptions and sort as needed to remediate open payroll issues. Exception columns are definable within the preferences and user access groups. 5. Multiple approval methods, including mass approval using 'Approve this Page'. Easily identify . who approved timesheets and when using magnifying glass 'audit' function. NOVAtime Technology, Inc. Page 19 FEEL THE POWER Lfi Aeave 1 _ ITJZ All - R10 Omup Fater) 1 Al Trmesheets Count 20 10� NAME 1011. JONES. DFtU 1002 'REEL CHERYL 1003 SNOOK PATRICA 1004 JOHNSON. SRL1/J 1007 MILLION. CHERYL 1010 WES. KEN 1011 TERN. DEXTER 1013 MOONEY, NANCY 1014 WRIGHT, JOHN 1016 LYPIN. CHRISTINA 12- Unopened Tlmesheeta 83 1D® NAME 1027 SAIIDER, FRANK 1028 MCILVOY, PHILL 1029 DEVRIES. ROBERT 1030 SANDERS, DOUGLAS 1031 LEWIS. EDWARD 12345678910... Searoh: w, SURE P TH NOVAtime Technology, Inc. 1 An. .n^ 841.0811 11.4801. Rewe1 0,181. 1.1 Ada eon8Nup R 7Mles024f + Add Seve ®oeiele' W Undo Pdnt �Cdunee ® 01.1.10 RaedlnA8NI:.NW8 Add; ®1Insatl11308011 Pay Pe 100 OTI20I2009 ;San} 0'012 (S::I) -[fa Tf0esoeet Slut u0.OPEN S0 f 1.ve 2 1f [ 1001] JONES, DANA Caro N0r009Y 1001 a J00: 220 • Pay Pollgc I 1 shlf Numbak 3 t PayCetegory. I I4 70007222000 0[INKHRj 80001.1 • E60 4:38PM E82 L 7.63 0.00 0.00 7.63 7.63 50.00 210[Safes] 070807232008-OIW101R] 000003 *. E00 $25014 + £35 L 000 042` 080 842 8.42 " $000 - _ 21038Wes] Thu07242008 0CJA01R1 1158Nd T178 L 0.00 000 000 000 000 0000 210)53080) P0*37125t2006 200078755 ' - 3, `..-n 4.00 0.00- 000 405 4 -OD_ 00,30 .....-_ 22G Opero000s3 Atari 07202008 0701000) 12.30708 130 000 0.00 0.00 0.00 0.00 $ 000 22C [Opem00ns1 WeC47la02008 .`0['A94HR] 10:t0AM 170 101$031 408 000: 000 0'D@ 5000 ., 22CtOPotahglls] 0788471392008 O]147OdR] .10:18013 143 . 000 006 000 000 006 .FOAb 25005081880062 Fd081012008 07A11HR1 9:18AM 718 C`. 0.00 0.00 0.00 0.00 0.00 50.00 22C[Opera80ns) m0sheet Summary: Group By: Paycode peyCede 0007080. 4371 OT2 T0881010 08881008 Dedualana $9.880 (01-1063-z 112308 P7 t ti 18 .�.-..-.�_z �RFPeyI z�0M0*085 171r71, 0[WWiRI 23.72 ..1.95 0.99 i 25.67 5000' $0.00 ` $29645 53650 50.00 $0.00 53321 201WKSH1 300 000 900 400 5000 $000 55000 5000 5000 .$000 $50.1 707fl1a 27.72 190 ; ` 500 $$57 3000 ` SID 3.06� t ..�3030.50„ �i ;...i. 50.00s,,, 53823 :novel Summary ., PA COde Coed tast08e01t80e 75N6135 5 ,,,Q.-.n0.,eWil.� f',.e; "` ;'43411]`, .�./zv.�. ,—...u' 070108 -- r 27/ACA) I 07/272006 S 2.00 141.00 SysterAamadHours 31S1C05 2 061242008 T 8.50, 79.50. Usage 19[FMLAI 3 111012007 S 480.00, 48000 SystemA00ua1H0n1$ 4 5 1. Filter employee list through company filters as well as search employees based on Employee ID, name, Badge, and more. Employee list window may be 'auto -hidden' to maximize application real-estate. 2. Common functions and time saving routines included in timesheet toolbar. 3. Timesheet provides in -cell editing for all fields. Adding of records is as simple as selecting appropriate values for each field within drop -down menus. Manual transfers between groups may be facilitated within timesheet as well. 4. The Timesheet Summary presents an actual representation of pay codes and hours that will be transmitted via the payroll interface. Rates will be hidden as they will not be used within the NOVATIME offering. 5. The Accrual Summary section allows for quick review of available balances, which will be transferred in from Workplace. NOVAtime Technology, Inc. Page 20 <��OFKEEL(__HE POWER SURE P.=_TH NOVAtime Technology, Inc. ae�m 5dxMm daw Pearl PrM.rce> 8.ep Pa R]T0doyOUly 1 Refresh Role: 1.00)Alnute(s) II Pauw Filers ----- FadliryiGt)Nl—> ............__....._.- ..,.. pepartmenl(G2y <—NI—>..._. �' Job(G3): Task(G4): JJP-> �'. Site:._.._.-.__— _ status: All Sea h 3 1. Default value for timeframe view is 'Today' only with the page refreshing every 60 seconds. Page refresh values can be set within the Access Group configuration. 2. Filter employees based on desired groups or search for specific employees using Employee ID, name, badge, etc. 3. Real time in/out board displays 'green' for employees that have punched in, and 'red' for those that have not. Columns within the in/out board can be sorted based on desired display values. NOVAtime Technology, Inc. Page 21 (OiAtfme® SURE PATH FEEL THE POWER NOVAtime Technology, Inc. Emgwmv aePcrf Pre Pxtl.Bmp Pro ilfli u Swa ® P'°C°E°i h Undo I ; Post ACCmaI :zv$ d; 11F71�S c The Post Ac cruWe Prates was com eted at 07/2Af20 Post Holiday Pay Hours q pinch nc cm nt It Und med 8 punch count. 3 .......... speeletOpbma Past Scheduled Paycode H urs Post Awl ,, ...._.__.. ._. Re-posl used Ben .Py Post /Reprocess Point 4; Yes OOtic ®Date Range !-----iDocument Generator pate: Cut m D'aRHaI1'geti?— — From 01(0172008. — To 07232008 v ter Employee: G'� 7 419160 iqk r Fadicy: ;} 101/ P 311 TP F L' Department: 2 0 ,176 ..0 su9 y? Job: y7 01A }: 33R P 1 n Ton: to:....— . P it r Pay Category. (qJ 1 A 8 'A 1 L__ Iter The Attendance/Posting page (Posting) is used to "post" various records (Item 1) to the selected employee's (Item 2) time sheet and other system processes. In many case payroll or HR system administrators will run the posting processes, so employee supervisors or managers may not have access or the need to run the post features. The Posting page is use to post/process the following information: • Accruals (Post Accrual) —This feature is used to run the accrual posting process to create newly earned benefit hours (may be processed when processing payroll instead). • Holidays (Post Holiday Pay Hours) — This feature is used to run the holiday posting process that is used to automatically create paid holiday time sheet records for qualified employees (may also be processed when processing payroll instead). • Scheduled Pay Codes (Post Scheduled Pay Code Hours) —This feature is used to run the schedule posting process that is used to automatically create scheduled pay code time sheet records for employees with scheduled absence like Vacation, Sick, etc...(may.be processed when processing payroll instead). • Auto -Pay (Recalculate / Post Auto Pay) — This feature is used to reset and re -calculate various employee timesheet information, and it is used to create auto -pay records in the timesheet for qualified employees (usually for exempt employee hours, since they do not punch In/Out) • Points (Post /Reprocess Points) — This feature is used to run the point system posting process to update employee points in preparation for the point system document generator. • Document Generator -This process will review employee point totals and print employee point - level letters (using MS -Word mail -merge) for any employees that have reached defined point levels. • Unposted / Unclaimed Punches —This feature is used to process employee time clock punches that were held in the unclaimed section of the system due to an incorrect or temporary badge assignment NOVAtime Technology, Inc. Page 22 <2�70 IA time® SURE P:, ._ TH FEEL THE POWER NOVAtime Technology, Inc. ]im�w•ca edteOAa Ewdmea IAcwt erekra,ou 513. PoB. SYpp no,. 11n01e0mad Note: Obadge numberhas already been assigned folhe employee In Peting'Pagecategory, please do not assign here. All Pleaselusl proress the unp0steswndaimed punches horn the hosting" Page in tt1e'Atlendancecategory. 10� HAIAE 1961 JONES 3PNA'- Ass an :) 3 1002 FREEL, CHERYL Emplov20: 110011 JONES, DANA 1003 SNOOK, PATRICA^^^ A +R 1004 JOHNSON. BRIAN 1006 STE B, KATRINA `" —___ 1007 MIL CHERYL 71 10101 YES. KEN "7: 1011 TERN. DEXTER pp= 1013 MOONEY, NANCY 1014 WRIGHT, JOHN --.-.._ 2 1016 LYNN. CHRISTINA 'E 1017 N1LKINS. SONORA 10181105001. DONNA 1019 MICHAEL. 4NLLL da 1020 FUSSELL, JAMES 1021 DOBERTES, JOHNNIE 123456 1234 Search '. .Q CaMNAmbpr ..._�_.. .. ` Ems?Xe?Nw �:� m ��m t O6t�,. ;,.� . T� Swett 0 100001 0711520082'46AM 0001-011 Swipe & Go 01 100001 071152008 3:14NA 0001-011 SNpe & Go 0 100001 07/15/2008 470361 0001-011 Swipe 855 0 100001 07!152008 5:00NA 0001-011 551100600 37334 07130.2008 10:150 0005-012 Swipe 8 Go 01 17 0711520087:11PM 0001-011 Svipe 600 iSwlpe8G0 _ 12 --- 07740:20081070361 ---- 0005-014 57 0700200810:29011 0005-014 Swipe&Go 37334 0700200810:32AM 0005-012 Swipe& Go 1231 0700120001073061 0005-012 (GroupTraneter The Attendance / Unclaimed page (Unclaimed) is used to display and assign time clock punches associated with badge numbers that are not assigned to an employee in the system, and it also stores time clock punches for employees working outside their hire and termination dates. Depending on the time clock punch restriction setup (if any), this is a useful system feature that will allow the following: • New -hires can start to punch In/Out/Transfer using the time clock immediately, and once they are added and configured in the NOVAtime4000 system; their punches will be processed to their timesheet without edits or loss of punch transactions. • Temporary badges can be provided to employees who forget their badge for a day, and with the badge number and employee and date noted, the punch transactions can be quickly assigned to the employee without having to change his normal badge number in employee setup. Process: 1. Select the employee that has the unclaimed punch. 2. Select the punches that will be assigned to the selected employee. 3. Process the punch and apply to the selected employee's timesheet using 'Assign'. NOVAtime Technology, Inc. Page 23 time® SURE P =TH FEEL THE POWER NO VAtime Technology, Inc. Supervisor Web Services — Scheduler Category Overview The following web pages are available in the Scheduler category: • Scheduler / Overview Page — Group -level pay period summary of scheduled hours, actual hours, and the variance between scheduled and actual hours. o Use: Review summary by any group level o Importance: Review schedule variances to understand productivity • Scheduler / Scheduler Page — Weekly shift schedule override for one or more employees o Use: Change employee work schedules (or schedule absences) for one or more days; but only affecting the week scheduled. o Importance: Quickly change multiple employees' schedules, with a single selection, to ensure that employee punch transactions match what was expected of their attendance. • Scheduler / Recap Page — Weekly employees schedules created on -the fly or copied from one week to another; and one employee to another. o Use: Review all assigned employees' schedules and change as needed o Importance: Review, compare, and change employees' schedules to ensure that employee punch transactions match what was expected of their attendance. • Scheduler / Request Page — Approval or declination of employee schedule and time -off requests o Use: Approve or decline employee schedule or time -off requests for current and future weeks o Importance: Approved time -off will be processed to the employee timesheet and pay the employee hours accordingly. • Scheduler / Calendar Page — Review a year -at -a -glance each employee's time -off request status for pending, approved, and declined requests. o Use: Review request status for the year o Importance: Review of time -off request patterns may help to plan better for the following year • Scheduler / Summary Page — Group -level summary of scheduled vs. Actual hours with variance --with the ability to drill -down to view employee summary detail. o Use: Review summaryvariances by group -level and review detail as needed o Importance: Reviewing Scheduled vs. Actual hour variances to ensure group productivity levels • Scheduler / Graph Page — Graphical display of individual employee scheduled, actual, or scheduled vs. actual work hours o Use: Graphical review employee schedules and actual hours o Importance: Quick glimpse into employee work hours productivity NOVAtime Technology, Inc. Page 24 OVA time® _._ FEELTHE POWER SURE P TH NOVAtime Technology, Inc. mlerwsstrE501vo Imwe vaa.. 04. 5.001 0r ___ Sr F- 00 [101101 [10011JONES,OANA. 1 0Card Number 1001 >Job: 220 rPayPolicy. 1 0Sh0lNumber. 3 >PayCale0Oly 1 +Hotlday Rule: 1 A0 IS NAME A 0000600. Sf12,'7CU8(:>un)OGI0V).lS SoI)_-: 7QOI JONES`p4yg1 .. ,' I jr' 00Npl0 - [1AorIMAn0IoT.o,o1AM [ ImertTomplaw ®05V,Templeroe 1002IREEL, CHERYL r] Time[S.00Hours) Ce7 1003 SNOOK PATRICA =? I® Vapaon[000 HObrs) 2-��--^'-----��---� Comp Operatl0ns(0t:00PM-05:00PN[ P00du6onj10:00AM-07:OOPMj I'-. Sales[OS00AM-06:00P61j 110 Madcedngj06:00AM-03:00PM[ 1004 JOHNSON, BRWJ 'F..-3 10 SeIos[07OOAM-04-00x0) S bnrenjoMoe:ooaM-+zoaPeq PlE-L insert lcmp?xt - j 1006 STEVENS. KATRINA V. ! ._.—._—___—_____--- ---..—___—�__.�.._ . __—.—.._..—��— 1007 MILLION, CHERYL i Sch01p1T& �. ". 1010 WES. KEN = oGMoy A10ndIg 750_07`6 :1Ndn0sdAY t41Nado0 F<i4*j SaCOro1y 1011 TERN.DETER •A72Fh003 078842008 : Q71290000 _ 0070012000 k 07/2112000 - 031024200& 1013 M00NEY, NANCY £. 1014 WRIGHT JOHN IS10&Or000ns OOPlA r j5j 0 DOPM �' (S) 08AOAA405:OOPM (S7 0 OPM 'a [SJ 08Dr450ns OOPIA '* 3 Opera00ns 000 0000 Opemoons 000 0000 Operstlans OperaOons OpembOns 1016 LYNN, CHRISTINA 11 017 WILKINS. SONORA F Ot31+A00K 00JNA NO MICHAEL, WIWAII ) 234567 1arc6: ____.__. The Scheduler/Scheduler page (Scheduler) is used to quickly change the schedule for one or more employees. It is important to understand that the employee's assigned shift rule provides the employee's normal schedule, and no additional scheduling is required unless there are planned temporary deviations to the shift rule schedule. Various features on the Scheduler page allow the system user to quickly schedule his or her assigned employees. After creating schedule "templates," the system user simply selects the employees to schedule, clicks on the appropriate schedule template, clicks on each day -of -the week to apply the schedule, and then clicks save to apply the schedule to all selected employees. Process Highlights: 1. Filter and select employee, or employee groups, to schedule. 2. Add schedule templates or use pre -selected favorites to easily schedule employees. 3. Add/remove schedule templates and easily copy schedules through week's end. NOVAtime Technology, Inc. Page 25 FEEL THE POWER '.' Week Ot G8/O3'2Ce2 s..N.uBlos;z¢us €.S,t) - M ®saw 1 n WW j smrM,lnW, ,me 'cop,soneaw, kPdmekchedWe. SURE PATH NOVAtime Technology, Inc. The Scheduler/Recap page (Recap) is also used as another method for scheduling employees, but it also displays the schedules for all assigned employees on one page, or they can be displayed based on group - level filter selection. The Recap page is primarily used to quickly view all employees' schedules for the week to make better -informed decision when making a schedule change, and the Recap page is also used to reset an employee schedule back to his or her shift rule schedule. Various features on the Recap page are shared from the Scheduler pate and allow the system user to quickly schedule his or her assigned employees. After creating schedule "templates," the system user simply selects a day for the employee and selects a template, then copies (or drags) the day to other days and other employees as needed. NOVAtime Technology, Inc. Page 26 fNOVA time@ FEEL THE POWER f(1 SUREP4�.TH NOVA time Technology, Inc. nna,awea �a� mark Rak�a. �. a,a.satw °w°°° 1 4 2008 ► Month: August � Gmo Employe P Vlrooe> pay: Date � StaWx Pen01n9 � ®Sava I© Reatah� l -.. mp10`feEM k117D� b:Lfn@=' -' meted: '• PPfoneB }>OE 0* ( _.... .., ....._ 1018 HADDU(DONN.A .._.... 26 _._.. �.. .,,..., �.�.... ..a....___E.__ j 0 0 266 00106de tast.Pos 0l to j i#W(SY1ypf180Ja .:, h8qu8sf8i1 i ppp a -. �fietdi ted s s Jiep/0eff. _. .r_..—.. � 8 2 2tyAC1 O1H001322008I 7761 7 .67 5 0 i 0 5 t�niw 1__________000 2t _0- j o __— 21 3 +£tM s ,:^`xv r+� 3250016 8Er.,r 7r ., Iatwo 8066000810208 089412008' °..3it[MOdVttbFi - _ - 8 7and6g=' `' z .! Stmns: Pending 3 z Employee's Comment { SupeMSor5 Comment: Please take the time you need and let us know 11 you need anything.l 8524220501051500 - ,0&152008` — ,' 330LPn00udmn3 - - - e; - S - 49^ 9 ' 34-0t2006tT21508 . 0811622008 - -dann00oCutBo 8 $ - . '-072428O8122tP1d 0&872008 = 33R[Protludknl '$ _ 'I ] - ,• tkMNR 0244000102108 0823/2008 32R{No80o8sn1 8 - 05,210 : ..... .... 8322/22080122108 OS28e2000 - 33R{...... - _ ,8 jgy$1g The Scheduler/Request page (Request) is used to approve or decline employee schedule or time -off requests for current and future weeks. Approved schedule and time -off requests will automatically appear in the employee's schedule, and approved time -off requests will eventually (not immediate) be posted to the employee timesheet for paid hours (Scheduled Pay Codes) to the timesheet. There are two ways to be automatically notified of employee schedule and time -off requests --e-mail (1) and Internal NOVAtime4000 message (2). The system user can also review of the Request / Overview page as needed to see who has made requests. There are three different Request pages that serve various functions for the request approval process. Once an employee has submitted a request, it is up their assigned requests system user to approve or decline the request as soon as possible. Only one system user can receive automatic notification of an employee's requests, but all system users can quickly review the request status for any employee to which they are assigned to access by the system administrator. Process Highlights: 1. Easily view requests based on month as well as group by request type. 2. Process requests based on request type, i.e. sick, vacation, FMLA, etc. 3. Individually respond to request and add dynamic messages to the employee which will be delivered via the internal. messenger. NOTES: NOVAtime Technology, Inc. Page 27 i�iA time® SURE P -�TH FEEL THE POWER NOVAfimeTechnology, Inc. 91*E'' __ &5M! EAd rst P,d& s Thus a4 sap o., Cskntlar duly, 2808 O vanaas Request ® ayprovm Royuxt • OKmwaRu n July 2008 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 2 '3 ■1001 -A 800070 1001 A 8huure '7 W 1001 a% 800010 1001 8',C' 8hWr1 14 15 11 18 1001 -A 8hoors .1001 A 8hou11 O1002 ® 88our1 21 N 1001 8 8 hours 22 1001 8 8 h0ur1 23 1001 8 &baud f2a -1001 8 800410 25 1001 8 880010 - 17 29 M NOVAtime Technology, Inc. Page 28 NO1 time® FEEL THE POWER Supervisor Web Services — Employee Category Overview The following web pages are available in the Employee category: n SURE PITH NOVAtime Technology, Inc. ❖ Overview Page — The Overview page displays the summary of employees who are or are not using the Employee Web Services (EWS). If no employees are using EWS, then this page may be disabled and not displayed. ❖ General Page (required) —The General page contains employee information that is most required by the NOVAtime4000 system. It includes setup information that is required by the system to identify the employee and calculate the employee's time and attendance. ❖ Personal Page (optional) —The Personal page contains optional employee personal information that is not used directly by the NOVAtime4000 system. Employee contact information and up to four user -defined date and eight user -defined text fields that can be maintained to provide import information to system users in cases of absence or emergency. Employees using EWS may be allowed access to this same page (called "My Profile" in EWS) to either view or update their personal information as needed. ❖ Pay Profile Page (optional) — The Pay Profile page contains optional employee rate / pay related information. Employees may be paid one rate/hour, or they may be paid one of up to ten different rates base on the task or job performed (Group -level 3). ❖ H.R. Profile Page (required) — The H.R. Profile page contains employee date -related information like hire date, last review and raise date, and more. ❖ Reviews Page (optional) — The Reviews page is used to keep a single running memo of meetings and other employee related notes made by system users. ❖ Web Reviews Page —The Web Reviews page is used to keep notes in separate records for meetings and other employee related notes made by system users: ❖ Lockout Page— The Lockout page is used to restrict employee from punching In too early or Out too late using Employee Web Services (EWS) and "push" technology time clocks with lockout capability ❖ Private Messages Page —The Private Messages page is used to send individual messages to employees who are using "push" technology time clocks that support this feature. ❖ Import Emp. Page —The Import Emp. page is used to import employee setup information from an ASCII file created from other systems such as payroll or HR. ❖ ImportAccrual Page —The Import Accrual page is used to import initial or on -going employee benefit accrual balance information from an ASCII file created from other systems such as payroll or HR. NOVAtime Technology, Inc. Page 29 k0V_A_ timeTHE POWER SURE F *TH NOVAtime Technology, Inc. d O 1 a.O*. add,., lam. ,o,r a.N&$ ,00. R.,.$.0 P10 00000.1 IIR Lu Active JONES, DANA �] Naw IS... n unto All .i 1 IDS NAME ---_-----_—__. 'First Name: DANA MEWS Access sa�Charpa PmDrwd 7007 JONES,DNJy4 = .__._. __. .._..: - 1002 FREEL, CHERYL 'Call NartN_ JONES 'Employee ID. 1001 1003 SNOOKPATRICA Status &TePnADete: A@!e .. ...._...__ Badge Number: :1001 1004 JOHNSON. BRIAN — ----— ""'----- 06 STEVENS, WITRINA 040 1angePkture 4. Assign Ta: 1026[Joseph Smshl S.S.N.: 10 - ; 1007 MiWON.CHERn Access Group Emp EC . Job Tub, 1010 WES, KEN --- 1011 TERN, DEXTER Send Schedule 7App-al Requests to: DEMO )DEMO USER) - 1073 MOONEY,NANCY x - 2 _—_- 1014 WWGHT-JOHN 3"Jarb�1`e9111's ih -. a.v, „t , ,,. > . , :..:,s,..`;....,.. 1016 LYNN,CHRISTINA Facility. 700 pdonlerey park] Department' : 110(Adminislvasonl .. 1017 WILt5NS, SONORA Job: 220 fOperalonel Teak: I Field Tap) _-- • 1018 HADDSc OONIlA 1010 MICHAEL, W ILLLAM 1020 FUSSELL. JAMES 1021 OOSERTES.JOHNNIE 3 1.p®5A ' y + 123456 Pay Policy t (Califomia Rules dd)7 Pay Category. ; 1)Fut Tlme) Search, Shin Number. 3 rDyne uc M -F) Hdiday Rute ` 1 [Slanaardl - PayTYpe: 2 (Flsa 5191b1e7 Pay Method ItHourly) J PtHL0,I4 The General page contains employee information that is mostly required by the NOVAtime4000 system. It includes setup information that is required by the system to identify the employee and calculate the employee's time and attendance. Fields that are required are indicated with an asterisk (*), and all the items in the Work Team and Pay Policy / Rule areas are also required. Depending on selection made in the system user's preferences for the Groups/Rules Selection Preference field, most General page fields are selected by either a dropdown list, or a list panel (magnifier button next to the field). Process Highlights: 1. Filter employee list through company filters as well as search employees based on Employee ID, name, Badge, and more. Employee list window may be 'auto -hidden' to maximize application real-estate. 2. General employee and group information, which will be populated by Workplace. 3. Required NOVATIME policy and payroll information. 4. Easily assign employee ability to use selected clocks. By default, all employee have the ability to use all clocks. NOVAtime Technology, Inc. Page 30 �Oq__!V��A_ timeTHE POWER SURE P TH NOVA time Technology, Inc. Lookou �'Acove x I I 1001 JONES, DANA Department - 11otAammistrafonl ,CardNumbec 1001 OJob: 220 0002P0200 I )ShIlNumber 3 epayCategoq- I LH00000Rutel I I0- NAME 101 lONE3DANA4 1002 FREEL. CHERYL F. Apply Employee LoA000IFAccess IOHN O Use Global Lookout VALENCIA * Use Employee Sh'&Sthedule (ANLO t+ Use Global General lilt —anon Setup ROGER 00 000 Employee Individual Setup IN Time - 050 0000 JOSUND, JANET JOSUN(e.0,S:00AM) Cog., 5:0PM) EDWARD A d Allow eldrydurmmthisperied O B 00 GO Gtack IN Lock OUTpj MONtea Minutes A 15 GracePe,od M B The Lockout page is used to configure the employee's In -early and Out -late punch restrictions that will prevent the employee from punching In too early or Out too late when using Employee Web Services (EWS) and "push" technology time clocks with lockout capability. Employees punches can be restricted based on global lockout or individual schedule settings for their IN and/or OUT punch. If the system was configured for everyone to use Global lockouts, individual selection is automatic and can't be changed. NOVAtime Technology, Inc. Page 31 <2�70�VKAihne@ THE POWER Depadment • 110 [Adminisbaion] IDA NAME 1001 450ES DAW 1002 FREEL CHERYL 1003 SNOOK PATRICA 1013 MOONEY,NANCY 1014 WRIGHT, JOHN 1051 GORESTE,VALENCLA 1053 1054 CREST,AVANLO TALBOTL ROGER SUREP.TH NOVAtime Technology, Inc. *r kw-A.'e W.N. Eqa Mw Ym-- 1a95 PodsSMp I� [1001IJONES DANA eCadNDmber. 1001 eJob: 22c PayPolicy: I kShi0Number. 3 0PayCategoly. I HHolidayRule: I ®Save [ Deletel n Undo i The Private Messages page is used to send a private message that only the selected employee will see when he/she uses an assigned time clock that is supported by the NOVAtime4000's private message feature. Messages are active starting with the specified date/time. Once a message has been viewed, the system will update the private message page's "Read" field so that users will know that the message was displayed to the employee (updated based on synchronization settings). Private messages are updated at the time clock at the same time the employees are updated (whenever punches are pushed). Employees only see the message once. NOVAtime Technology, Inc. Page 32 rn O-6:LA "%'me® SURE P. TH EEL THE POWER NOVAtime Technology, Inc. Supervisor Web Services — Report Category Overview The following web pages are available in the Report category: rar roxGr�n,�r stuttu admit Report / Quick Summary Page — Ad -hoc quick review of employee hours, schedule, and attendance vs. schedule information. Report / Report Generator Page — Ad -hoc report templates covering a wide range or employee reports that can be displayed, printed, save in various file formats, or automatically e -mailed to system users. Report / Scheduled Events Page — Review the status of all reports that are scheduled to be e-mail to system users. Report Generator The Report Generator page is loaded with powerful reports that can provide system users up-to-date information to help manage their employees. Ad -hoc report templates can be used as is, configured as needed each time the report is needed, or configured report templates could be published for access by the system user that created the report, other selected system users, or all system users. Report Template List Panel The report templates are grouped into various categories to make it easier to locate a report based on the kind of report. Access (and display) of the report template categories and their reports depend on system configuration and access settings, so all reports may not be available to the system user. • Click the + Open button to expand a report template's category and view the report list • Click the — Close button to close a template's category report list Report Templates — Report Configuration Each report template can be run "as is." However, it can be time consuming to reselect the required report parameters each time the report is needed. The following are the key areas to understand about the Report Generator. Options may vary and all areas or selections are not available for all reports. To configure a report, click on the v edit button next to each report configuration area • Definition — Report Name (standard or published report name • Output Format — Select the report format of PDF, Excel, Rich Text, or HTML • Primary Filter — Select all employees, employee based on home group assignments, select employees from one of two lists, or based on employee Assign To setup. • Fields to Display — Employee Setup, or similar fields, to be displayed across the top of the report. • Additional Filters — Select additional filters to narrow the scope of the report as needed. The available filters will vary with report and primary filter selection. • Data Selections — These are the report columns that can be selected and ordered as needed for the report. The selections may be different for various reports. To change the displayed order of the selected columns, click on a column name and use the Up/Down arrows as needed. • Date Range — Select the date range for the report for Today, Yesterday, Current Pay Period, Previous Pay Period, Current Week, Previous Week, Current Month, Previous Month, and Custom date ranges • Primary Sort — Horizontal sorting and grouping of report data • Additional Sort — Based on items selected in the Data Selection area. This is for vertical sorting and grouping of report data. NOVAtime Technology, Inc. Page 33 I �i7AtThie® SURE P TH FEEL THE POWER NOVAtimeTechnology, Inc. • Additional Options — Page Break selection, Report Message (user input), Decimal Place options, and various summary area options. o Of special note is the Number of primary sort items shown as columns feature available on some reports. This option will allow a summary report to display one summarized record per department with the department as part of the record, instead of showing the department as a separate header record with the summary beneath (for example). • Publish To — Use this area to Publish (save) reports for ease of future use or distribution for other users. Publish to Myself (private), Select Users (private), or All Users (public). 6U SMU ta*! - a�dl uled Ernnts E ® fleo1Kt2(k'u-_ P(GYI4N='; Id :,3 Public Reports 1 _-j Employee Times dN M DEMO's Reports hi Report Template P Time & Attendance E -I Pay Matrix Distribution �.. H -s Management H ea Human Resource 4-{3 Labor Costing H ,3 Schedule CI 8 Expense Imo— Accmal System Audit Trail I d Configuration F Payroll [n r21 Paint System i-Access Control Process Highlights: Public Reports: 3 1. View previously -saved and published reports in the Published section. 2. Select and modify predefined canned reports. 3. Configure and preview reports within the properties and preview pane. NOVAtime Technology, Inc. Page 34 NOVA%%i)' SURE PITH — -- FEEL THE POWER NOVAtimeTechnology, Inc. Supervisor Web Services — Payroll Category Overview The following web pages are available in the Payroll category: • Payroll / Process Data Page —This is where the payroll process begins. The payroll process includes some of the same posting features that are available in the Attendance / Posting page, and it conciliates the employees' timesheet information in preparation for creating the payroll report and export file (if applicable). • Payroll / Report Page — The report page allows the system user to view payroll reports to view and confirm the overall accuracy of the payroll information before exporting data or manually entering it into the payroll system. • Payroll / Export Page — The Export page is used to export the NOVAtime4000 payroll information into an ASCII file that can be imported into the payroll system —elimination the time and errors associated with manual data entry. NOTES: NOVAtime Technology, Inc. Page 35 l�OVAt%ne® FEEL THE POWER Pronoun Data Proeeasf h undo 5 Note: Before processing payroll, please renew "Timesheet Status on AttendanceiSummary page to ensure all dmesheets have been approved. SURE P TH NOVAtttne Technology, Inc. a 1 6 Mme EgaJlw ovum.. Wean D.params 1.0. Rqe Eeef Status: The Generate Payroll Process wascompleted at 0510V2007.12.40.PM ®Payroll Process Into 1 Payroll Bddge: UL77PRO Payroll Badge Update e4sting payroll file tidJ Generates new payroll file Pep Period i {ieha A ,w From To: dn(P^d 2 ,t�:>". ...:__.__ Dale:.0429(2007 i] 05(Oa(2007 =? j 81-WeeMy(Sun ttim Satg7et01OW000b ' - PrepayftNe 11Apply Prepay Rule PnorPedoo: Current Period Prepaid Days: 4 0 Spaniel Options Ov 3 mj;npu.^.es`,vver.3cd,ir:Uv:.Note: This option is based on the system payroll approval method (ConfiguredatCompany Setup -System Setup -General) Do not locknmesheels (Do Oct change timesheet status to PAYROLL) 'i7 Slap Aarual Processing Post Holiday Pay jr Post Hoto-Pay I'r•,`( Post Scheduled Paycodes e'r Filter 4 Employee: el[r y. m v eL--- ..................__.. M Display Active Employees only Par Policy: 45 312 Reset Pay Category to t..yr F" 1 y:Ir1 View Facility: ;l ,) iIjiIIIj —� Deparlmenl: (a � �, �9?r3 ]:-, i - I Job: �L ✓' se 1 e': F. ': ti_ ..-1 Task: ta,I t ! rll ).. Group Fitters based on: * Emptoyse Default Transfer Value �.._ �aatCoAev,,lsl �3�yMeth� PP�Y?Y4{% &..�.1 Process Highlight: 1. Select appropriate payroll bridge, and notify the system whether to create new payroll export file or create new one (common in companies using multiple payroll batches) 2. Select current pay period timeframe. 3. Select special processing options as needed. 4. Filter employees as needed. 5. Process Payroll -> View Report to verify Payroll Export -> Export file for payroll execution. NOVAtime Technology, Inc. Page 36 <�kovAiime@ THE POWER Supervisor Web Services — Misc. Overview Preferences Category The following web pages are available in the Preferences category: &wi SURE P ,- TH NOVAtime Technology, Inc. • Preferences / Preferences Page — The Preferences page is used by the system user to change his or her preferences for various lists, grouping, and display options. • Preferences / Groups Page — The Groups page is used to limit the group selection that a system user is allowed to make in the Detail or Hours time sheet. The benefits are simplifying the use of the system for the system users by limiting their choices, and increased system performance by ensuring only the records needed fur use are available. Tools Category The following web pages are available in the Tools category: • Messenger Page — Create and send private and public messages to employee and system users Messenger Page (AWS/SWS only) This Messenger page allows system users to send each other or their assigned employees public or private messages. • Public employee messages are viewed on the various EWS login pages by ALL employees • Public system user messages are viewed on the various AWS and SWS login pages by ALL system users. • All private messages are only viewed by those employees or system users to whom they were sent. These are internal messages to the NOVAtimeAnywhere web services and are not sent by e-mail. NOVAtime Technology, Inc. Page 37 time® FEEL THE POWER Rules Category ,n SURE P TH NOVAtimeTechnology, Inc. The Rules category contains the rules specific to the NOVAtime pay calculation engine. Rules setup within the area define how hours worked translate into employee pay. �.4 Pays Hours Gross; Policy P��cy Worked Payrol l Secondary rules within this category include setup for: - Holidays - Point System Most rules will be configured by system administrators and not given access to general application users. NOVAtime Technology, Inc. Page 38 aye'ttM1e May 4, 2010 Ms. Andrea Foren City of Fayetteville 113 W. Mountain — Room 306 Fayetteville, AR 72701 Re: RFP 10-06 Employee Time & Attendance System Request for Information Dear Ms. Foren; t FEEL THE ROWER Thank you for the opportunity to clarify our response to several outstanding questions proposed by the City. I am confident that you and your evaluation team will find our responses satisfactory particularly when combined with NOVAtime's Software for Life business model that includes: free upgrades, inclusive of professional services, dedicated customer support representative with guaranteed 30 minute response, fixed price implementation inclusive of travel and expenses and unlimited training for life. Please note that in response to Question 4 (applicant tracking) we can offer some degree of functionality within NOVAtime to meet these requirements at no additional cost. On the other hand, in good faith, we would never represent NOVAtime to be a best of breed provider of applicant tracking software. For true applicant tracking functionality we partner with NEOGOV (www.neogov.com) and have provided an estimated price per employee for this functionality. As we work together to have a better understanding of these requirements we will refine these numbers. Referencing Questions 8 & 19 regarding certification tracking/notifications and sequencing of call back rotations respectively, this functionality is offered in our Advanced Public Safety Scheduling Module due for release this fall. Outbound telephony capability will be added shortly thereafter. Please keep in mind that our standard scheduling application is included as part of our base system. On behalf of NOVAtime's management team and entire staff, thank you for the opportunity to earn your business and become a strategic partner to the City of Fayetteville. We are looking forward to ongoing discussions to move this project forward at your earliest convenience. Sincerely, Ty Hall NOVATime Technology Inc. Phone: 407-876-4386 Email: ty.hall(c�novatime.net thall governmentsoftwaresolutions.com aye'ttyJe How does your software provide an avenue to capture da Such as why it was necessary and what type of work was reason/justifications be table driven with predefined values text? Is this typically achieved using cost centers or projects? r t FEEL THE ROWER to about overtime worked? preformed? Can overtime or is it limited to free form Response: The proposed solution allows all hours, including but not limited to overtime, to be allocated to various group levels as worked (Dept, Job, Project, Grant, Fund, etc...). Overtime parameters allow all overtime to require authorization, and when authorized, the system can require the supervisor to select a table driven, pre -defined reason code (selection list) and/or enter an explanation in a free -text field as required by the City. C 0rlps r.r_ cc01wherecarn'no+5401-1 rrrre. r y A. amc P- r new to pa B- - Sign,, rile Edit View McGee; Tools Help 15500005 !,4 dY eBsy O r...1.10, - CO Adminislrstor Web 5ervic_. Ox Fmployee Web Sero0es L. CO Supervisor Web Services L o!.1,155 ldl-05000!- Ct' TrmeAnywhe!e 0•I; - - _ .:fi - Bege- 55fety- Tools- lb J v J O J J J J sS J F J 5.,,m..; F.ln.o P55. er.r.ea.. bow ,�5 a..r s.ew x.e„ P. uo.m.«.Rai__.W. 51000;. r,Fe.H n.,,dl consecutive Day MuOUP11.AANhorice OvoNme Rate MIIRtpher CT -1 1 5000 012 200gn Cvedlma Al ltmrinotlon 6vertlme isnot ashonzed Allow altlwrliatlon at lf!a 1lme5hael0 0 Yes No Fr!able tlnaolM1onzerl UT Grace Penbd Grace mimes before Shift SMrt Grace minutes before Shin End ACT 010 Trawler OR Hours to Animal? You C No Transfer using Gate Mutlip1ers'1 Starting 11001 Omme-1 - Stop al Gnly I!ansler ANfioro dOeerlereO A[nualeode e..3Nect., - Inlerrrel l thoax4d Mode, On :140% ayettyJe r t FEEL THE ROWER Ca'nnpz .�_ eamr.'nerecamn.,, _ n, j x 8 a�� p. C' new Lampe B — - 5ign •n H. Ed,? View Faeelilee Tech ecip Fazarire 4 AV eEC' p+l ii-- , . Ce Aeminisvarpr Wee 5eecc_. Ci Employee Wee Serviree L Supervisor Weh 5rvi,ee L - O!. mbar (2!- Yanoo! _ Cw TimeAeyMlebe S •1' - ' ' Pages Safety (eel,. �.. Arernel I Prom0J tod,. Ill :140% aye'ttyJe r t FEEL THE ROWER 2. How will your software handle shift changes within in the pay period to offset overtime status? Example officer is scheduled to work 12 hours on Monday, Tuesday, Friday, Saturday, Sunday, Wednesday, Thursday and 8 hours on Sunday for a total of 80 hours. Instead he works 12 hours 45 minutes with a cost center of Patrol Day A/ Work at end of shift on the first Monday and then on the following Sunday he worked 11 hours and 15 minutes. We need a mechanism to capture the extra time on the day it is worked and also a mechanism to capture the shift/schedule change to reduce overtime. Do you have experience with this and examples of how other clients have dealt with this issue? Response: NOVAtime provides for a variety of display exceptions that will alert the employee's supervisor that they worked either a short or long day. The alert can be by way of the system dashboard that displays all employees that have the exceptions, or an automated exception report sent via email. The solution also includes an automated notification service that alerts supervisors of any of their assigned employees that are approaching overtime. The supervisor can then take action to alter the employee's future schedule to reduce or increase the schedule hours as needed to help offset and prevent overtime. C ltlps -• en_ 1055here.cam no+a.lrl.c:mn,er e,.r rarely- y I x amc P - Ce new la pa ® - Sign.n File Edis vrIe, F—ites Tools Help Favorites y dY clay Oy., :.., .. , - C Adeearslr,sor Web iervic_. Cl. Ferployee Web Seances L (Pb Supervisor Wed services L O!. Inbyv5 .alloy!- TrmeAnywhe!e R •i - - 'r Page- Safety- Saab. jJ lb J r1 J O J J J 2) J J F J la.r�a,<. ,.,,m..r F.nr,� �H,r. Pr.[.r.�.. ew„,�l a..r saw x.e„ r�. �l.m 4«.� �..» . �n,. �H� ..,,dl w1 pow Edit Click on any Item to add It to the dashboard.] Chanaa Loyou: lii Approacning ovenlme ,`^ Employee semdnry j II 1915 Boartl r- Fusnoevlce 511011 J -A TlmeeneetStlelt Approval Stalls E.vicepuon Summary L ' Polnl balance Srhetlale VS Actual Unprinletl POln[Oocunenls r Apentlance Acvuals � t Elerreal Gadget '. Parch Head Count [7rilmeofl Request ^ User Repans Apllrnvat 5tall[5 ::' I-- %I A]sVro:ucl!I!!rl Uverlirbe F'-. - ,nl - IKI cry l•,h, yr:nni_I Threshold Hauler 140 vly�e�lr.r1 sl r.,r'!I4 n I v.. srrno_ lei weer Dl 045la12010(5un-04124/2010(5 tiE I Nei-k:l!-.1113rtU1!1 (SnaI flM1,')1!N! III In e) Itnlrlrllle 11 t..d j r r Employee Reg HIS OT -1 OT -2 TI Hrs 1494021ANA B SMIEHI 4400 5 90 000 45W 2 0 340]59/NANCY BOLESI 4000 555 0.00 45.55 355110[EFRRY O A0AM5] soya too 000 4303 Page1 a 0 [HI apliu a Sa[nrr!aey VaY PnIi�Y ern!!{, t ti�3,�rl.�il P.iY lrrriird aritil Mlll 5,1; 1[1]11 Hone p Interne. I lealeahrl Mode', ate 1 I� _ aye'ttM1e t FEEL THE ROWER 3. How does your software handle shift trades? Example Officer Jones works Officer Smith's shift. Officer Jones should not receive compensation while Officer Smith should receive credit for the hours worked. Please provide details. How is this exported to the payroll system? Response: NOVAtime allows an employee's work hours to be charged to one pay code that excludes time from payroll and other reports as needed (Officer Jones), and another pay code where time can be charged and included in payroll and on system reports (Officer Smith). 4. Does your software have an applicant tracking functionality? If so, please describe what it does and whether it's part of the core software package versus whether it's an add-on with an additional price. If it's an add-on with an additional price, please disclose the price. Response: This would be an add-on using a third party partner. NOVAtime does not have an applicant tracking feature however, we are capable of interfacing with any applicant tracking, HR or Payroll system to pass employee master file data into our scheduling, time & attendance system. NOVAtime is able to offer NEOGOV Insight to the City of Fayetteville. Agencies nationwide are making the switch from their existing systems to NEOGOV's Insight Enterprise Edition because Insight provides them with the tools and usability that they have been without for years. Insight provides a user-friendly, intuitive interface that your staff will quickly adapt to. Not only will you receive the powerful applicant tracking functionality that your City demands, but you'll also feel secure in knowing that your applicant data is maintained with integrity. Key Features • Track applicants by step/hurdle • Generate e-mail and hard copy notifications • Maintain detailed applicant history • Establish and manage eligible and certified lists • Eliminate data entry with ICR scanning Key Benefits • Access applicant information online anytime, anywhere • Automatically generate applicant notifications • Ensure timely follow up with your applicants • Reduce administration time and effort • Rescue costs associated with manual processes ayettville time$ FEEL THE ROWER Additional Features and Functionality Track Applicants by Step/Hurdle Insight's refreshing web -based interface makes it easy to clearly view applicant progress throughout the entire recruitment process. Generate E -Mail and Hard Copy Notifications Easily generate applicant notifications in Word or WordPerfect. For applicants who provide an email address, you can generate and distribute email notifications, significantly reducing postage, printing and mailing costs. Schedule Written, Oral and Other Exams Easily schedule and track applicant exam dates and locations. Insight's user-friendly interface makes it easy to manage applicant exam information electronically. Automatically Maintain Detailed Applicant History With all of your applicant information in one repository, Insight makes it easy to clearly view the applicant history for any of your applicants in the system. Track Applicant Skills When trying to fill a position, the information stored in your database is crucial. With Insight, you can effectively gather and search applicant information, qualifications and skills. Scanning Applications and Other Documents Easily scan in all hard copy application material. With Intelligent Character Recognition (ICR), you can eliminate all manual data entry of applicant demographic information. Estimated Cost: $25.00 per applicant plus implementation and training. Additional information is required to refine this quote. Cost per applicant could be reduced by 20% or more based on the City's requirements. aye'ttyJe r t FEEL THE ROWER 5. Does your software have an absence/attendance tracking functionality? If so, please describe what it does and whether it's part of the core software package versus whether it's an add-on with an additional price. If it's an add-on with an additional price, please disclose the price. Response: Yes. NOVAtime includes absence and attendance tracking including a point system feature that allows attendance tracking rules and milestones to be defined based on exceptions (Tardy, missed -punch, long meal, etc..), reason codes, and pay codes. When an employee reaches a milestone, the system uses MS Mail -merge functionality to populate a word template document with the employee's attendance information that contains the City's letterhead and verbiage for the specified attendance milestone. It also includes a perfect attendance award feature that can be configured to award a bonus paid amount or comp -time based on a specified length of time and include an additional level that is achieved when an employee goes for an entire year without violating the City's defined attendance policies. a r newlampe B — Signcn File Edit View rewrites Tools Help yf Favorites uy a I eaay Ay c . C Auministrater Wen Servic_. 4. Employee Weo Services L C+ Supervisor Web Services L O!, Inbok 121 -yahoo!.. fib TmtAnywheie k o�( V - V Page SaferyV Taole- e� Rule Oesrripdan 1 EYre551ve Tb5lse5� 1 Search: Go _.Peint Clcr1laticn Mew uS.e. .-v 0Mo :;:kdlere - P01111 Calcination PmHZ Sysleer,1 _ Point Rule: 1-Excea"N" Tardlea ft Gemral Pmnl celcl,lahon is based Hn G*Oars MA4mNes Each Oc0usreuce Custom 1. After 1 dayfs). Issue 000 pomilsl. 2 After 0 cloy(s) issue 0O0 poml(sl. 3 Each daytheseatler. Issue 000 polrflsj AddIllonallvloreadl dav, issue p.W(c) .+1 E%cuadd Cotlde .. Oth Cone interne[ l HHseeStel Node, On ? 140% I aye'ttM1e 1 t FEEL THE ROWER Also included and available to employees and supervisors is the breakdown of an employee's various pay code hours and all defined exception codes by day of the week for any date range as required (a year for example). Employees and supervisors can reviews an employee attendance habits and make corrections before it becomes an issue. tr to iM rvr.i rv.. s. 6=A Ar•.1MY Y.�hM ww I- — iwd '_r ra i.l r Y [._ rl Io i, i. 1_ 8i !Yr ra Y.I . a.•. n� w�..rl 1r 3 Ia i1 i Y W SI U. it i.i iM 1Ri 'Y r3 Iw YF — rM IrrM W In M iw YW 1w wr u. LD IN aye'ttyJe t FEEL THE ROWER 6. Does your software have a "employees can request time off' functionality? If so, please describe what it does and whether it's part of the core software package versus whether it's an add-on with an additional price. If it's an add-on with an additional price, please disclose the price. Response: Yes. NOVAtime includes an employee leave request feature that allows employee to request time -off from a computer using Employee Web Services or a time clock (NT6500), and they can also use it to request a schedule change (computer only). When an employee makes the request, the system will automatically send an internal system message and e-mail to alert the employee's supervisor. The supervisor is also reminded about pending requests on the system dashboard. Once the supervisor approves or declines the request, an internal system message and email is automatically sent back to the employee. Employees may also review the status of a request at the time clock or computer using Employee Web Services. Once a request is approved, it is immediate and automatically becomes a part of the employee's schedule. If the employee has an available balance, the system will automatically post it to the employee's timesheet (system configuration). If the employee does not have time available, the system will have alerted the employee and the supervisor at the time of request. r _ C nbp. bmca�rywla...�P j .. p fl. 9 - sa�� ��� ,� Eert V!.? tI. H- .4 ta.w.tn y d'f r..ry ¢] ..�. .. . • (x .mmn..irata wnb •,erx_ n Emyioyre wnecm2n 1_ f+ c.�ervira wnb yrrcn 1_ N txrcvrryrnn r C. Mrnalinn Web_ 1 Q T • �a9r tiarcry. loo..• ja. .ex�.>�. wxsl.• •'AW,I.YI, i.p.en f.1x00p V;. I![0 W Iknx] V AOf: C• • S.. UMo Y ypndry iu.W.y Wodrwfdry ll.+.dry FM.y S+ME.y D52YN10 0^�2�Y1d10 Y52ERQ10 06Q6R050 06(7(050 06RWROFO OGRW20F0 P,dIO9 Rpr.* L Cal Hai�iti Y.ria_on I! ICI, II _+ I-! jel I. j» n,cj — j.1» "N! ;.I» r'NI j -j <cj'I — IS10tiUO4CeIao0F'+.1 151080Rafl Oa OOfA1 IS] 00 ISl 'A1 [51 C@ 'fA b Sec^Ian SxO Se:e[ary 50580i1111't.1 SIA Se:pyry 50LW.1elar, secela, SW SeuHary SW S[ue[ary A80, o,I 5uan mary _- . _l . 4.1Pm1 Wla l P.+I ryP. l Acw..adRl.ed . I -.....♦<vall.pl. .........[ Ree.. .. 218(45] VRC0110N j 04.2:2010 I U 80.CU 8000! 9aK Oln4.E 100 [8MWe'O^ Y�i - ayettville time$ FEEL THE ROWER 7. Does your software have a "supervisors can set up employee work schedules" functionality? If so, please describe what it does and whether it's part of the core software package versus whether it's an add-on with an additional price. If it's an add-on with an additional price, please disclose the price. Response: Yes. NOVAtime includes many standard employee scheduling features. Employees are assigned to a one-time base schedule (fixed or rotating), and if they normally follow that schedule not further action is required. If an employee changes for one day, a supervisor can change just that day of for the week. In cases where an employee's schedule changes from day-to-day of period -to -period, the supervisor can quickly select which employees to apply a week's schedule to and quickly make and apply changes for that week. A week (or multiple weeks) can also be copied to other weeks in cases where a schedule is repeated or requires few changes. Schedules may also be altered after -the -fact, and timesheets quickly recalculated to reflect the changes to the schedule. Employee can review schedules real-time at the time clock (NT6500) or using the Employee Web Services. r _ ! i . p r n_ •. r�»�arnr, 9 - sa�� ��� i,. Eert v!, .fl,,,..: fair Hr.� • (. .mmnrirata wne •,er x_ < I,r? wnet,' 1_ f+r.�ervira wne yrrcn 1_ - N t�ircvrryrne r C ti • 0 lour. O. .xuY.. ly�.. l..•a« wx.• �: Rllw Al p• NAME Sir'lt N.!RrR•1:.'K!Ta :Tr'.r 14.....26.... -....- N...... 1 i94tlI SMiN. NIP. N I 'W(Ii5.". 10I rs N/.NCY .40'159 TRfNT1]N r.rN'!i: 3.511199099.10 19111190 1 search: ) 9aK Olnl:a1.011 9alwe 0, aye'ttM1e t FEEL THE ROWER 8. Does your software have career development functionality (tracking and running reports on employee licenses, certificates, education, training, qualifications, etc.)? If so, please describe what it does and whether it's part of the core software package versus whether it's an add-on with an additional price. If it's an add-on with an additional price, please disclose the price. Response: Yes. NOVAtime allows employee career information to be defined for up to 8 different user -defined levels that can be used to track each employee career levels/licenses. An employee report can be generated to list each employee's current level for any of these eight levels. Additional functionality is offered using NOVAtime's Advanced Scheduling module. Functionality includes the ability to track certification requirements by employee and position, create notifications and alerts to expiration of certifications by employee, alignment of scheduling demands with employee availability and qualifications to ensure optimal coverage at minimal costs while maintaining compliance with federal/state labor law and collective bargaining agreements. Additional cost for the Advanced Public Safety Scheduling Module: $21,000.00 9. Please explain the approval process for your software including timesheet approvals and, if applicable, employee request for time off from question # 6 above. Additionally, detail how the approval process functions in your software if the supervising employee is absent. Can a supervisor proxy approval rights to another user? Response: NOVAtime allows for 2 system -level (timesheet opened and processed to payroll, one employee -level (Submit), and 1-5 user -defined supervisor timesheet approval levels. Employees' can submit their timesheet from the time clock (NT6500), or using Employee Web Services. When using Employee Web Services to submit a timesheet, the system can display a user -defined acceptance message to which the employee accepts that the timesheet is accurate for payment. The employee's supervisor can then approve the employee's timesheet, which "locks" the timesheet from any future edits at the supervisor's level. Payroll administrator can still edit or "roll" the timesheet back from the supervisor to make the edit and re -approve the timesheet. A complete audit trail of the approval process is tracked and available for display as needed. Timesheet Approval: The system can prevent timesheets from being approved that when they have absences or missing punches. The system can be further configured so that the supervisor can't approve a timesheet until an employee first submits it. Another feature allows supervisors to edit and approve only the time records for any employee that had time charged to their assigned department (any group level). Once a timesheet is processed to payroll, it is locked from all changes (except payroll admin). A standard retro-pay feature allows adjustments to be made to previous pay periods as needed, with the adjustment automatically included in the next payroll process. aye'ttyJe r t FEEL THE ROWER Absent Employees: When an employee is absent and the timesheet needs to be approved (and is), the system will automatically prompt the employee the next time they punch to approve the "attested" timesheet after the fact. Absent Supervisors: Each supervisor can have one or more "delegated" system users that can review and maintain the absent supervisor's employee timesheet information. A delegated supervisor can be based on date range (say for a schedule vacation), of if the supervisor is in the system as an employee, a delegate can be triggered when the supervisor is recorded as being out. The system allows for the definition of which of the supervisor's employee's the delegate will be able to view, and complete separate security access to limit the delegate to only the areas of the system that require their attention in the supervisor's absence. C https s ._ eamfxhere.cpsic .rrr.l:mrr,ers. ! x l Pro P- r seelarsse, ® - Sign.n File Edo dear Eaeotites Tools Help Favorites 4 dY Cray Odni Ac.., - f Administrator Web rervic_. Cl. Fmployee Wed 5,05C5 L C Supervisor Wed Services L Supervisor Web Ser. Cr Timeinywbeie �•l; - - - �.:fi - Page. Safety- Teal;. p- - iilIIF J r1 J J J J J J J sa.�. aaa,m.ar F.a� �H,�.aya,a.�e SYsree' Sorup General a _ - - �Srve a -s Ilddb ©Raaehb S,soo I• company :'' Groap Setup SMdga I+ Field GeMlbom A User Gebned Flelde !-' Approval Apploaral Tyne I Nil Dallied Payroll 1Approval P51od I Process all records rWordless eb approval slaws Numbero}Hpproval levels LevelI Process payroll tot cpprpved records onty Dan IP cesspavroll lunapprovedrecordsexisl Leve12 Level3 Approved L-14 ApprovalGroapon .-Select-u Go Ia User Gelup Empbyee page and elradle the Approval Group Filer}ea[ure end stied lie appropriate group rWortls. Hone Internet l Pmtec9ed ptle', (b :140% aye'ttyJe r At FEEL THE ROWER 10. How many approval levels are available? Can a rule or event trigger a higher level approval requirement? For example, if a change in schedule or approval for a specific hours coding requires a higher level approval than the immediate supervisor, can the system route that timesheet to a higher level for approval? Response: NOVAtime allows for a total of 8 approval levels; 2 system -level (timesheet opened and processed to payroll, one employee -level (Submit), and 1-5 user -defined supervisor timesheet approval levels. We do not have an event trigger for this, and the approval process for requests is only a single level. Timesheets have 8 which is the final approval to be paid, but not schedules. Functionality to alert other user levels that it is time to approve a timesheet and/or route it to a different level would require additional development. Estimated cost to program "Event Triggered Alerts": $2,400.00 C n nor.4ipr•I ii] . , x c. 5i,w P ie new to pe ® - sign." File Edit Vlew Emciitea Tools Neap 1w??,? 4 AY clay Or? CO Administrator Web 5ervic_. Cx Fmployee Wed 5ervmeee L. CO Supervisor Wcd 5enice; L - (a Supero;al Web Ser. CS T.n,Anywbeie . (+a •I - ec11 - Page5ar;lc Seel;- p- `iceiW o 1 F J v J J J J J J J Sysram 6orup General = - •• - _ - - �Srve .-c Undo ©RMleeb SYlom H company :'' Groep Setup Sebi,ge I+_ Field Gelinlbon. User Geilned Field. !- Approval Applbcal Tyne I Nil Denied payrolls Approval 6nelotl Process all records regartlless of approval slaNs Numberof Approvallevels y . LEv5N L01012 Level3 Appeved 7 lLv¢14 Approval Groupie -Select • Gola User Gelup Empbyee page and enable the Approval Group Filer feature and select lie appropriate group reoortls. Tntereet l beleNed Mode, On :140% aye'ttyJe r At FEEL THE ROWER 11. Is there a mechanism or report for tracking approvals of timesheets? How would payroll easily know that everyone has approved their timesheets—or that a few people have not approved their timesheets—or that time is ready to be exported? Response: NOVAtime allows for a complete audit trail of the approval process, The approval process is tracked and available for display on the employee timesheet and on an approval audit report All timesheet approval status level changes, up or down, are tracked for review as needed. Payroll personnel have access to an approval status dashboard gadget that will numerically and graphically display the configured approval levels. All levels (except for the one just below "payroll" should show the number of timesheets at those levels as zero —this means that all timesheets are ready to be processed by payroll. If any level is NOT equal to zero, the payroll user simply clocks on that displayed level and the system will automatically navigate the payroll user to the display of the employees whose timesheet have not complete the approval process. The payroll user can either approve the timesheets or contact the appropriate employee or supervisors as required. Note: Supervisors can view this same display to ensure that all of their employees have properly submitted their timesheets. $1r fl w010!0p00 0 Sign.,, file Edit View Eavwites Tool, Help yf Faeorit,S ,4 AY eBay Ay Si.!. , Co Aominlstrator Weh Servo.. . C. Employee Wep 5,051,0 L C Supervisor Web SerApe, L CO Supervisor Weh5ep. C[' Trmeynywhe,e Y - 0 - _ fi , Paye. Safety- Tools. Q, I� J 41 J U J i)J J J V FJ J p w . ,.,ee, r.d file...r„.r4Ka, Foe, Sefle Ha., a. de,.«.e Sliof..K.,. NEeb rv. Edit Setting AnHrnvat-.1— I_n%I A1.pr, r.o hh,j I0ar lime -NII0! t'.'v nihrY Cnnnp' L o.rr.,u yw n:rd snnmu-erin>u l,l Wrsk! u4(Is/loin 0 -�'n {Fna nix m(sa [h„hlnll„. F�rr.il frri4,y: fi:ui,,: )cJ Employee• Reg Hn OT -1 OT.2 TonlHn 145452[ANA B StdTHI 4400 190 000 4590', _ 0.../ 340753[NANCY DOLES[ 351119[TFRRY p A0AMS] 40.00 4005 555 0.00 595 009 45.55. 5500 a 0 Pagel o p �aP. ten v.:y her�nn t!z•�l do lu •rn lnlln Update Last llµtaze'.1lSlaYl 111111 ILLIIAN Exception Emp. Coup! Pagrat Done Internet PruteRed Mode: (Ar aye'ttyJe r t FEEL _FHE ROWER 12. How do you process comp time? When an employee reviews his timesheet prior to submission, can they choose to bank comp time rather than receive overtime? How does the approval process work for banking comp time? How does the approval process work if the employee wants to use banked comp time? Response: NOVAtime allows for defined levels of overtime to be configured to automatically go to comp -time. When overtime is achieved, employees can be given access the timesheet ONLY for the purpose of selecting which overtime hours should go to comp -time for a given day of the pay period, and the system will automatically subtract the selected hours from the employee paid hours. A complete audit trail is provided for this and all timesheet additions or changes. We can send overtime to com- time and an employee can decide which hours to get paid comp -time and which ones to be paid; but it is currently only done by using a pay code that does not go to our system's comp -time —just to payroll. Functionality to send to comp time OR payroll would require additional development. Estimated cost: $2,000.00. C hrt4e . leamrDherecarr - - 1 x a.„ P - x H neeiempe B - signers File Edit lew Favorites 1554 Help yf Ideerires uy dY eBey Ay o C Aaminislraror Wan Servic_. 4. Employee Weo Services L Cs Supervisor WOO Smites L- - C Supervisor Weh Seo_ Cs' TTeAnywheie a ��.H fi Page 50151e Tools- e� J v J 9) J 40 J J 9) J J FJ J aPe lme sa,a nOI,ndg Pay Pulicry: I -DEFAULT PAY POLICY 1: Dail/ Weekly Does this employee receive weNme on a weekly barr5O D Y¢s Al ONsNme.l ColsoNlion Dash H Weekf 1 After 40.00 hours. apply 2 After 99990 Pours olCvrNme-1. apply Oaerlime-2 3 999.90 Maximum hours for Overtime -2 - Accumulate weekly 0R to a speclflc day Sunday I Enable A&lrlonal Weekty DlslnlNlon rule ll.e.- 51rag0 Tme) All Regular Work Sours FTC and Nor -ETC hours above will be rHistsbuled to the f010e,ieg level NOTES 1 When thia l0 enabled the pay[beee 1041 era ehabfed as PTO Heu 0111E not acr:umulale I—wards the slanaaru we-ekly wellrrne 2 FTC and Non PTO hours are delerminea tram the C.1111 as PTO!op0on on the 2540005 Scrip page. • Oey pF Week - Holiday Internet I Prorernea Clods:los ? 140% aye'ttyJe t FEEL THE ROWER 13. Does the application contain a calendar that shows the employee schedules? For example, can a fireman look ahead at future fire shifts to find days that need to be requested off before submitting a vacation request? Response: The proposed solution allows employees and supervisor to review the employee's schedule in calendar format for as far in the future as required. Changes are reflected in real-time, and approved time -off requests or schedule change requests become a part of the schedule. C nnp. emcan,wla...49 . -.. I .. p f!. 9 - i9 •. Eeit view 00,0 t01, 000 (000101 • Si . (..mnai1C10 wne•,erx_ n em0I0,ee weeam0n I_ f+ 0050000 wneyrccn I_ <51.000050001. 1 T 0.agr • tiarcry • ln... — L — r w• •• 9u1WY Sd.SUI. 1,1.n4.Y Tu..Y.F W.40..Y.0 411u.400 FIIWY S.Www SUmmply Set Oct Seh. Act Soil . Aet Soil . Act Sen. Act Set Act Set Act 0.120.2010 00.01 J010 0502.201 U.U0.1101]r0 - .oap - ¢,o0p OS002010.1S1ST]10 to W tJ W 190] 0000 900 05•1 &•1014052?.T]10 - 0900 5002 e9 W -5900 - eo00 0502'9010.01.202010 - 50< •5000 5905 "a90p Zoo - 050112010.03050]10 - LAW - - - May 241 Q 050461 1400411 100.4.1 WCOMCIO.Y TMUIIWr FIICny 5.1014.1 [OWO(W40500(`14 � 1301^0000.4.0506 - [s5(10(0 00114 - . Is0I00W0i115 0•L - [5JCA0(VJr 0(114 SK1N,.r SK�n,.r SK,n,1r e� s u. 151000004.0(0016 1 1011400102.000001 151[000104-rvi 4.114 . 151 DR 00 0001 I. 151[00¢.14.0, 0.16 23 ICE (510(2010<1510114 511.0000106,IJ -10]4.041 00(`14 �713u1^000.:IMOO 6'.1 I28[0 00101 00011 I-9 _ 9v.r •1,5 00<0l.dMweP. Ile 11 aye'ttyJe rtb FEEL THE ROWER Ta'eM'rylheR- C nips-• .,_ eanrxnere.cam ��o+a4r'romn,ee�,'104 ILL x ama .5 x i' ,, aaa?cull+ ® - - Eign,n File Edit Vlew 4are4ites 04000 0014 4040140? 4 dY clay O r . , - t'x Adminislratu4 Web Servic_. (4 Fmployee Web 5enrzces L C Supervisor Wch Services L (+� tO TimeAnymere •F - ® - 'T� Page- Safety- idols- e1 p A Pay PSriod. 05.G'_ -_G 10 Sunt-05 G&_01GLS.1; . Sunday Sohedol. Surntllary Sell. Al 1♦k 050212010.05.9S•'2OIO - - Mantis • Hoots are grouped by Actual WOtk Data Wednesday I Thursday san alas n. wad Ina Fd sa �9 00 3 5 8 7 8 � Fnday Saturday Act Sell. Act. "a900 - '7900 40 10 11 12 13 14 1`• 40 17 18 19 20 21 22 'ay 2010 0010914 Monfry 04 25 26 27 28 29 letlnesday TM1ur0Oay Fnday Saturday 2 3 4 xx 3F 6 7 4 ♦1S1080a44-050040.1 ♦ TOOay IS Tua. 4 May 2010 _p5 mmy. ♦ 151080044-050044 • {510500409-05 00414 Sue SO[relary Sub Secretary Sub Secretary 5145 Secretary Suesecretary V Interne; I Pmhchrl Mode', en 140% - 14. Do you collect data prior to the start of the onsite work? Will there be surveys that must be completed and timetables for the completion? Response: The NOVAtime Professional Services team will provide a system discovery survey form and also schedule a system discovery meeting to review and assist with refining the information collected. Based on an agreed -to timeline (typically 2-4 weeks), the research and completed survey should be returned to NOVAtime by the prescribed deadline to help keep the implementation schedule on track. NOVAtime then uses the completed survey to configure the system. 15. Do you routinely recommend running a test payroll as part of your implementation process? Response: Yes. The NOVAtime Professional Services team will configure the system and involve the city's payroll department in parallel testing of the system. This effort includes creating a test payroll file for import into the payroll application before product installation and training. This will help to ensure that the system is functioning properly based on surveyed pay rules and system functionality, including payroll, before the system is implemented in the City's facilities (software only). 16. Can your system support the unique Fire Department work schedule ( 24 on /48 off) ? Can your system support modifications to the aforementioned uniform personnel schedule, in the event that the City elects to adopt an alternate tour of duty for shift firefighters and/or establishes a different work period as allowable under section 7(k)? Response: Yes. NOVAtime allows employees to be scheduled based on any kind of rotation required, and the rotation can be altered at any time in the future. ayettyJe r At FEEL THE ROWER 17. How does your system process non-scheduled miscellaneous hours, such as on -call work after hours and telephone calls at home for non-exempt employees? Response: NOVAtime allows for automation of on -call hours (automatically pays defined hours) and call-back (minimum hours). Employees that work off -site can use their home computer or use the NOVAtime Phone-in system to record their In/Out punches real-time (based on security access settings), or they can be provided access to an hour's entry timesheet to manually add their hours to the specified pay code. The solution also allows for any user -defined pay codes that can be used to track time for various payroll purposes. $1r new lampaB- Sign n file Ed.t View Favorites Tools Help yf Faeont,H � + AY eBay Ay i . , - C Aominlstrator Web Servic.. C. Employee Web Services L. C SupereHor Web $ervleee L --" C Superbbor Web See,. tP TimeAnynheie I �.� - 0 - _ fi -Pc. safety- Tool. Q, ® J 41 J U J i9 J J J J F J Internet I Protected Mobe: on aye'ttM1e t FEEL THE ROWER 18. Can your system accommodate modified work schedules associated with civil service training leave and light duty assignments due to worker's compensation? How does your system report hours worked for 24 hour shift employees during the daylight savings time change? Response: NOVAtime includes the ability to schedule any form of leave, training, or other schedule event classification. Any employee that works across the daylight savings time will automatically have their hours associated with that day adjusted +/- 1 hour as appropriate. 19. Does your system include staffing modules to aide in the management of complex work schedules? For example, recording personnel sequence for call back rotation to cover vacancies necessary to meet minimum staffing requirements for Fire and Police employees? If so, are those modules included in the pricing provided in your company's proposal? Yes. NOVAtime's Advanced Scheduling module (due for release in the Fall, 2010) handles call back rotations to meet minimum staffing requirements for public safety. We believe that there is a significant benefit to the City to have a single system with a consistent look and feel that meets the scheduling requirements of public safety and the timekeeping requirements of the City. By providing a unified solution in a single database, end user training and support are simplified. There is tremendous value in having a single database that stores schedule and timesheet data for grant tracking and reporting purposes. Estimated Cost: Please see response to Question 8 for pricing. Alternatively, NOVAtime can sub -contract with Atlas Business Solutions (ABS) www.scheduleanywhere.com to import schedules (ASCII file) from Schedule Anywhere. Estimated Cost: $21,000.00 aye'ttM1e t FEEL THE ROWER 20. Please provide three references of municipal clients for which your system has been successfully implemented to process time and attendance for both civilian and uniformed civil service employees. Response: NOVAtime's public sector practice is growing. In the past 3 months we have created a dedicated government sales team who proactively sells to government. This team has completed the process of getting NOVAtime 4000 approved by the Federal GSA and pricing posted on the GSA's website, www.gsaadvantage.gov NOVAtime and NOVAtime authorized resellers have also recently been awarded projects at Pittsburgh Parking Authority, City of Norwalk, CT and Warren County, NY. Norwalk and Warren County include civilian and public safety employees. Our decision to create this focused division within the company was based on the unique requirements of government and the recent success we have seen in this vertical. We also believe that our soon to be released (Fall, 2010) Advanced Public Safety Scheduling module will be a high impact solution for police, fire and EMS because it delivers a unified, single vendor, single database solution that addresses civilian timekeeping and complex uniformed civil service scheduling requirements. To our knowledge, no other company can offer true public safety scheduling as part of the time and attendance solution. A partial listing of our public sector client list is below. We will be happy to provide specific contact information following the demonstration phase or upon request: • City of Talequah, OK —City Government • Shelby County, TN — County Government • Kittitas County, WA — County Government • Hillsboro, OR — City Government (implementing) 21. The City currently requires both exempt and non-exempt personnel to accurately record actual time worked. Does your system provide a mechanism for exempt employees to record actual time but to only export 40 hours per week? Does it have the ability to enforce that they report a minimum of 40 hours per week? Does it include the ability for hourly employees to work less than 40 hours but to export 40 regular hours to our payroll system (solid waste). Response: NOVAtime allows exempt employees to work hours as required for various reporting purposes, and have their hours automatically adjusted so that only the configured amount of hours are exported to payroll. If an exempt employee does NOT work a defined number of hours, the system can include the amount short for reporting purposes and the payroll process. If an hourly employee is guaranteed 40 hours, the system can pay the employee 40 hours even when short based on a defined maximum short amount as required. aye'ttyJe r t FEEL THE ROWER 22. Does your system offer customized reports for labor analysis, absentee management, etc. without the need for complex programming? If so, please provide an example(s). Response: Yes. NOVAtime uses a report generator template tool to provide a wide variety of system reports for all aspects of the system scope of use. Report filters and the columns and column order can be selected for each report, as well as the sort groupings and date range. This allows the standard report templates to be configurable without the need for a complicated report writer utility. Reports can then be published to the user, other selected users, or all system users, or the report can be scheduled to be automatically emailed to system users. All reports can also be configured to be exported in an .XLS or .CSV file format for use in other systems if required. P • tr ncYr tempo B - - Sign, file Ed,? View Fevtltilee Tool, ocip rmoriq 4 AY eE1ay p+l r....:... , . <x Aeminisverpr Wee 5erve_. 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On 100% aye'ttyJe Revised Project Pricing EXAMPLE Including Public Safety Scheduling t FEEL THE ROWER �- Software: ••rfli �- NOVAtime 4000 License Purchase for 750 employees 1 $38,775.00 -NOVAtime 4000 License Purchase for 750 Accounts 1 Included -NOVAtime 4000 Scheduling 1 Included -NOVAtime 4000 Leave Management (Accruals) 1 Included -NOVAtime 4000 Attendance Tracking 1 Included -Interfaces — NEW WORLD SYSTEMS 1 Included NOVAtime 4000 Advanced Public Safety Scheduling $27,500.00 Software Discount -$14,255.00 Software Total $52,020.00 Hardware: - NT6500-Barcode TBD Hardware Discount Hardware Total Services: Implementation Services and Training $21,000.00 Project Management Included Total Implementation $21,000.00 Annual Maintenance Software Annual Maintenance - 1 Year $13,255.00 Hardware Annual Maintenance —1 Year - Bronze TBD Total Annual Maintenance Delivery TBD Grand Total $86,275.00 City of Fayetteville RFP 10-06, Employee Time & Attendance System Request for Additional References — 05.28.10 The following information is required from all Proposers wall proposals may be reviewed and properly evaluated COMPANY NAME: NOVAll e ' %:f,-!L/�I�e, c ?k BUSINESS ADDRESS: ��SS Or�ocR iti iP%P/ nu £D,I%I I ) HOW LONG IN PRESENT LOCATION: I NUMBER OF YEARS IN BUSINESS: TOTAL NUMBER OF CURRENT EMPLOYEES: SD FULL TIME C PART TIME YOU PLAN TO USE TO SERVICE THIS CONTRACTcj ^FULL TIME _ PART TIME NUMBER OF EMPLOYEES PLEASE LIST REFERENCES OF OTHER CITIES THAT YOU HAVE IMPLEMENTED SIMILAR CONTRACT SERVICES FOR WITHIN THE PAST TWO (2) YEARS (All fields mustt be comDIetedl:: L / 1. ;TI s lOu» 2. 1 b/DrAdo Vf'f COMPANY NAME 9 V2- ( COMPANY NAME FtI 6//At s , o 3 oc23 EI I etksbu+-a wA CITY, STATE, ZIPS S'Jc4M Plesc ocLt4f uAN6c 4'- CITY, STATE, ZIP cW Su-rTOVJ CONTAT PERSON CONTACT PERSON g70 -g/ -00� o-92- 7TO TELEPHONE TELEPHONE 2oog 7Oewlpioyee�� �t�og e r and month implementation started t PoboST rc. eJQ started Year an month implementation s 3�d QIes<cco." + s- 5 Y E-MAIL/ADDRESS E-MAIL / ADDRESS 9 I Q of L .0to 4. V l4 1e tr VN1 V2rs .`FN COMPAN NAME CO PANY NAME �/ ^7 S'c2o / Q7/23 or % 7/23 111 Vhf / CITY, STATE, ZIP r(cLk �e I CITY, STATEA P /1wrr ?rL)ls wAI CONTACT PERSON CONTACT ERSON 51;- 7L/5-3207 -o3- 7/c- 7182- TELEPHONE TELEPHONE zoo8 20 U nt �Mp �euric c I ( eerr .� J p fDox Year and month implementation started Year and month implementation start �Ickw@ eh,lls oto.or. us �ruesL@ >cavler. e c�` E-MAIL ADDRESS E-MAIL ADDRESS aye¶ttMle Additional Public Sector References (Contact information available upon request) • City of Talequah, OK —City Government • Shelby County, TN — County Government • Kittitas County, WA — County Government • Organization Cook County Clerk, Chicago, IL - County Government NOVA time FEEL THE POWER • City of Norwalk, CT — City Government (Implementing through reseller) • City of Pittsburgh Parking Authority — City Government (Implementing through reseller) N70!�A tr(„t FEEL THE POWR NOVAtime Technology, Inc. Agenda NOVAtime Attendees: Ty Hall, Director - Public Sector Chris McManus, Sr. Application Specialist ➢ Introductions and Corporate Overview NOVAtime's Unique Value Proposition to Government: Software for Life ➢ Data Collection - Time Clock, Telephone, Web ➢ Employee Self Service: View Timesheets — Transfers — Schedules - Benefit balances Request time off - Approvals ➢ Supervisor's Dashboard: Exceptions - Missed Punches — Transfers - Vacation Requests Time Card Approvals ➢ Scheduling ➢ Reporting ➢ Implementation, Training Discussion ➢ Wrap up - Next Steps NOTES: Unlimited Training for Life • Never Charges for New Version Releases — Software for Life • Dedicated Customer Service Representative • Guaranteed 30 Minute Support Response • Implementation is a Fixed Price — You Never Pay More! �14 tIm® vL THE POWER Key Elements of NOVAtime's Unique Value Proposition - A Business Model with Government in Mind When comparing the cost of different time and attendance systems to NOVAtime 4000Star it is sometimes difficult to compare apples to apples. One of the major challenges government finance officers and CIO's face is requesting additional funding for upgrades and training from the legislative body, council and/or board. With NOVAtime, you can be sure that no additional funding will ever need to be requested, thus providing credibility to the partnership in the eyes of our elected officials. Here are some of the differences that set us apart from our competitors: Free Upgrades for Life: NOVAtime clients receive all future version releases at no charge. This includes the software, our time to install the new version on your system and any additional online training. This provides a tremendous degree of budgeting certainty for your IT department as you plan for projects in coming years. Free Training for Life: NOVAtime will provide unlimited online and remote training for as long as you are a client. This is especially important when you begin to use new features and functionality in your system that may not have been covered during the initial training during implementation. Fixed Implementation Cost: NOVAtime guarantees that the implementation cost that we quote will be the only cost that you pay to implement your system. Even if we run into unexpected complexities or other issues, we will not come back to you to bill for additional consulting time. This gives you budgeting certainty that the quoted NOVAtime implementation cost will not be exceeded and will not result in an unforeseen project overage. Travel and Expenses Included in Implementation Quote: NOVAtime's implementation quotation includes all travel and expenses incurred from our implementation and training staff being on -site at your location. NOVAtime Never Sunsets Prior Versions: NOVAtime never discontinues technical support for any prior version of its software. In fact, one of our first five clients (all of whom are still with us today) is still using the first release of our application because they are very happy with it. You will never be forced to upgrade your NOVAtime system due to your version no longer being supported. Additionally, it you are on version 2.0 and a few years later you want to jump to version 5.0 <N70ii FEEL THE POWER when it is released, you are able to do that, most importantly, without any charge. Dedicated Client Services Representative: You will enjoy having a single client service representative dedicated to your account who is very familiar with your implementation set-up as well as any system changes that are made afterwards. Real Person Always Answers the Phone: When you call NOVAtime for technical support a live person will always answer the phone. You will never have to go through a phone tree or leave voice mails for the technical support group to call you back. Unlimited Customer Service: You will have unlimited access to your dedicated customer service representative at no charge as part of your annual maintenance agreement. This also includes additional standard system programming (e.g. pay rules, shift differentials) as your needs change. Fast Implementation Start Time & Project Completion: NOVAtime will deliver the fastest turn- around time to start the implementation of your system. We can literally start your implementation within one to two business days after the project paperwork is sent and approved at our corporate office. Our standard implementation time frame is ten weeks to include testing of the payroll interface.