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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Kim Shanklin, Chief People Officer |
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PRESENTER(S): |
Kim Shanklin, Chief People Officer |
TITLE:
title
Contract: Human Resources Information System (Workday, Inc.)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve purchase order 2403817 under Utah State Contract AR2507 and authorize the Executive Director to execute the contract and associated disbursements with Workday Inc. for a new Human Resources Management System (HRIS), including implementation and licensing fees, for a fixed price of $7,669,122 over ten years.
BACKGROUND:
UTA’s People Office currently uses several software packages to support key workforce processes, including separate systems for recruitment, benefits enrollment, learning management, performance management, and key employee information tracking. The underlying HRIS system is outdated and offers limited functionality. A transition to Workday will allow UTA to unify employee data and better support the employee life cycle and UTA’s business needs. Additionally, updating the system will allow UTA access to better data analytics that will inform decision making, and provide efficiencies in many People Office functions, reducing (a) the need for manual processes, and (b) multiple entries into different systems.
DISCUSSION:
UTA’s HRIS Administrator, in partnership with key stakeholders throughout the agency, conducted a multiyear review of key business needs and requirements. The group met with numerous software vendors to better understand what options existed in the HRIS market. UTA also researched what systems other transit agencies and public entities were using. This research resulted in UTA concluding that exercising a contract with Workday Inc to provide this new HRIS system, as negotiated through a state of Utah contract, would be in the best interests of UTA. This agreement also realizes a $419,500 discount over that 10-year period.
The contract includes a thorough implementation plan for the first two years, including strong Organizational Change Management support to emphasize the People side of change. Robust support on optimal process redesign, and integration into UTA’s financial system and Operations systems are also included.
CONTRACT SUMMARY:
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Contractor Name: |
Workday, Inc |
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Contract Number: |
PO 2403817 Utah State Contract AR2507 |
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Base Contract Effective Dates: |
1/24/2024 - 1/23/2034 |
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Extended Contract Dates: |
NA |
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Existing Contract Value: |
NA |
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Amendment Amount: |
NA |
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New/Total Contract Value: |
$7,669,112 |
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Procurement Method: |
State of Utah Contract |
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Budget Authority: |
2024-2028 Capital Plan and Operating Budget |
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ALTERNATIVES:
Identify another vendor to procure like systems or develop functionality or continue with UTA’s current approach.
FISCAL IMPACT:
$7,669,112 split between Capital and Operating Budget over the life of the contract. Capital funding is included in the approved 2024 Capital Budget for initial project launch.
ATTACHMENTS:
Purchase Order
WorkDay Order forms and Pricing