25B - AGMT WITH CHAZEY PARTNERS - Laserfiche WebLink

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Amend Agreement with Chazey Partners, Inc. February 4, 2020 Page 3 4. Automating project billing data entry into ePersonality: Because the City is engaged in various projects funded through state and federal grants, labor hours allocated to each project must be tracked for grants management and billing purposes. Chazey utilized Robotics Process Automation (RPA) to automate data entry and allocation of project labor hours from a timekeeping database directly into the City's ePersonality payroll system. Currently this process is a highly manual, time-consuming effort that takes one FTE in PWA approximately 2 days each month to complete. After the automation is complete, and following a payroll software upgrade, the time to complete this process will be reduced to a half -day of effort or less each month. It was subsequently decided by PWA Management and the project governance committee that, using the Opportunity Matrix as a guide, the remaining 58 opportunities would be prioritized and implemented by PWA staff in conjunction with supporting City agencies. Chazey will complete the four selected projects, providing software programming and implementation instructions, where required. The requested compensation increase of $91,735 will allow Chazey to be compensated for work completed in the delivery of the expanded Scope of Work (Exhibit 1). As stated earlier, the additional Scope of Work was to expand the scope of the Business Processes Assessment and Implementation Project, including the administrative processes of the newly added Building Maintenance, Fleet Services, Central Stores, and Corporate Yard operations from the Finance and Management Services Agency to PWA. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #7 - Team Santa Ana, Objective #5 (create a culture of innovation and efficiency within the organization), Strategy E (identify best practices and opportunities for process improvement and automation across City departments in order to provide efficient and effective delivery of City services to the community. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Expenditures for the Chazey Partners, Inc., agreement amendment will be paid by Public Works internal service funds, accounted for in the Public Works Administration & Planning fund, as outlined below: FISCAL YEAR ACCOUNTING UNIT -ACCOUNT# FUND DESCRIPTION ACCOUNTING UNIT, ACCOUNT DESCRIPTION AMOUNT Public Works Admin Public Works — Admin Services, FY 2019-20 10117601-62300 $91,735 & Planning Contract Services — Professional Amendment Total: $91,735 All funds are budgeted and available for expenditure in Fiscal Year 2019-20. 25B-3