Rochester approves contracts to move employee timekeeping to cloud platforms; committee hears cost increases

The committee approved agreements authorizing citywide migration of employee time clocks and scheduling from on‑premise systems to cloud solutions, including Workday for civilian timekeeping and Telestaff (UKG) for police and fire scheduling.

Director Warren and project manager Wendy Ross briefed the committee on the multi‑part project. Ross said the city expects to use Workday and Telestaff long term because the prior on‑premise systems have reached end‑of‑life: "The anticipation is that we will be using Workday and Telestaff long term... we believe that it's going to be functional and work for us long term," she said. Staff said the migration should streamline the movement of time tracking into payroll so fewer manual keystrokes are needed.

Officials described increases in one‑time costs compared with earlier estimates. Warren said the time‑clock purchase increased by approximately $27,200 because more clocks were required than first anticipated. He also described a roughly $136,000 cost to turn on time tracking and scheduling functionality in Workday; staff said that Kronos ongoing costs for timekeeping would no longer apply once migration is complete.

The committee approved both the time‑clock agreement and the scheduling license and support services by unanimous voice votes and asked staff to circulate the memos and updated cost figures to members. Staff said they will provide the updated transmittal showing the additional costs and will forward supporting documentation to the chief of staff.