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Success Profile

“As a partner, SumTotal has delivered on all of our expectations and more. Beyond providing us with a state-of-the-art technology solution, they have demonstrated a high level of commitment in helping us reach our goals to proactively manage and deploy our workforce, ensure accurate payroll information and enhance the productivity of our workforce.”

— Tom SpencerSystems Project Administrator City of High Point

Fast FactsIndustry: City Government

Region: North America

Users: 1,300+

Solution: SumTotal Workforce Management

City of High Point High Point, NC USA www.high-point.net

BUSINESS CHALLENGES ■ Unpredictable and uncontrollable situations influence staffing schedules ■ Staffing schedules vary greatly due to variety of different job requirements ■ Complex calculations including split shift and settle up calculations

SOLUTION ■ Implemented SumTotal Workforce Management solution to 1,300 employees

RESULTS ■ Schedules and rosters for employee groups can be changed quickly ■ Internal costs were reduced and met government regulations by staff-ing appropriately

■ Reactive workforce management processes became proactive improving service levels

North Carolina’s City of High Point is committed to providing the highest caliber of services to its residents. With a large and diversified workforce and known as the “International City”, the City recognizes its responsibility to continually make process improvements. With a watchful eye on addressing how it manages its workforce as well as reducing costs, the City of High Point sought to replace its legacy workforce management system with a solution from SumTotal, a leading global provider of workforce management and expense management solutions. By automating its time and labor management, employee scheduling, and leave management processes, and integrating them with the municipality’s ERP system, the City of High Point is better able to contain costs and ensure that the right workers are available where and when needed, while also complying with government regulations.

SumTotal Helps North Carolina’s “International City” Support Citizens 24/7

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High Point provides a wide range of services, including fire, police, 911 communi-cations, parks and recreation, water treatment and distribution, wastewater collec-tion and treatment, and sanitation to its 102,000 residents. While many municipali-ties operate water and wastewater treatment facilities, the City of High Point also operates its own electric utility. Additionally, the City of High Point delivers services typically provided at the county level, such as 911 responders and library services. As such, the City manages a workforce that has fluctuating and numerous work schedules and rosters as well as unique pay and leave work rules for employee groups.

THE CHALLENGE OF SCHEDULING AND MANAGING EMPLOYEES Based on seasonal fluctuations, the City of High Point employs a diverse workforce that ranges from 1,300 to 1,500 individuals. Each employee is scheduled to work in a manner that contributes to the City’s stellar reputation for providing reliable, quality service. Work schedules also need to allow for unpredictable situations such as variable weather patterns that disrupt activity and require staffing adjustments.The City had used a legacy mainframe-based system to manage its workforce, which included a mix of manual and automated solutions that were developed in-house to address time and attendance requirements. Because of the complex business rules and labor policies the solution was heavily customized and limited in its ability to provide an accurate view of workforce needs. It also lacked the decision support tools and metrics needed to quickly change schedules and rosters for employee groups.

“We pride ourselves on providing top-quality service to our residents and it became clear that we needed a more sophisticated and cost-effective way of managing our workforce payroll and time and attendance requirements. We wanted an innovative solution that would integrate with our ERP solution, enable us to optimize our payroll and time and attendance requirements for our workforce and support our unique business rules,” said Tom Spencer, systems project administrator for the City of High Point.

PROPER ABSENCE MANAGEMENT AND PAYROLL ACCURACY CONTRIBUTE TO COST SAVINGSAfter conducting a review of workforce management software vendors, the City selected SumTotal’s Workforce Management system based on the solution’s ability to deliver dynamic scheduling capabilities and absence management while ensuring payroll accuracy for their workforce operations. Easily managing both blue and white collar workers, SumTotal Workforce Management delivers a fully integrated solution that encompasses every aspect of the City’s workforce needs. The fully integrated applications for time and labor management, employee scheduling, and leave management ensures payroll accuracy and enables the City to reduce internal costs and meet external government regulations.With its 100 percent Web-based capabilities, SumTotal Workforce Management was integrated with the City of High Point’s Lawson S3 Human Capital Management and Payroll system to be the “book of record” driving payroll processing for leave accruals, time and attendance and scheduling for workers. Data, once entered manually, was transitioned online through SumTotal Workforce Management, which automated all payroll calculations against business rules for vacation, sick,

“Implementing the SumTotal Workforce Man-agement solution has enabled us to better manage our workforce, reduce costs and empower City employees to be more productive. We can forecast staffing issues, track by shift, uncover trends, and take a pro-active approach in managing our workforce

– all of which contributes to maintaining and improving service levels for the residents of High Point.”

—Tom SpencerSystems Project Administrator City of High Point

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About City of High Point, North CarolinaHigh Point is a city located in the Piedmont Triad region of North Carolina. As of 2010 the city had a total population of 115,000, according to the US Census Bureau. High Point is currently the eighth-largest municipality in North Carolina. High Point is known for its furniture, textiles, and bus manufacturing. The city is regarded as the

“Furniture Capital of the World” and it is called “North Carolina’s International City” due to the semi-annual High Point Market that attracts 100,000 exhibitors and buyers from around the world. High Point is North Carolina’s only city that extends into four counties. Learn more at www.high-point.net

holiday, overtime and Fair Labor Standards Act (FSLA) work periods, increasing efficiency and accuracy. Because SumTotal is able to handle split shift and settle-up calculations for workers such as police and firefighters, its functionality is able to help the City control overtime and pay fairly and accurately.

“In addition to improving our payroll and scheduling processes, we wanted a solution that was intuitive,” added Spencer. “SumTotal was able to deliver on those expectations and more. Not only are we able to correctly define our schedules, but we are able to run our payroll accurately with one integrated solution.”

EFFECTIVE AND PROACTIVE MANAGEMENT OF COMPLEX FMLA REQUIREMENTSOther benefits of implementing SumTotal’s Workforce Management include additional leave management features, online exception time entry, online absence requests and approval, and more robust reports. For example, users can tailor the solution to add data fields for exception situations such as working overtime during a hurricane or other natural emergency. Managers can view absence data to uncover trends such as a spike in requests for time off prior to a holiday weekend or proactively adjust schedules to avoid unnecessary overtime.The solution also enables accurate forecasting and time capture. In the police department, certain members of the force, such as detectives working undercover, may not release their official time schedules due to security constraints. As an added benefit, the SumTotal solution automatically adjusts to track and settle payroll and overtime accruals based on true hours worked, ensuring that time and payment, are never overlooked. SumTotal Workforce Management also enables the City to effectively and proactively manage and stay on top of the complex Family and Medical Leave Act (FMLA) requirements and improve the administration of overall employee leave programs. Without a workforce management system in place, organizations are challenged to adhere to changing regulatory requirements and efficiently and effectively administer and manage planned and unplanned absences.The City of High Point tracks up to eight protected codes under FMLA. With the SumTotal solution, adjustments and additions can be made quickly and easily. Absences that can be administered include mandated federal, state and municipal family medical leave, jury duty, military leave, parental leave, bereavement, sabbaticals, and other organization-sponsored leave types. The system also ensures that the City is up-to-date in complying with new FMLA regulations pertaining to military leave. SumTotal enables the City of High Point to facilitate compliance and maintain an audit trail while enabling managers to forecast and meet scheduling needs. Through improved FMLA administration, the City of High Point has been able to more accurately track balances in a shared leave program. For example, employees can donate vacation and sick leave to coworkers in need.

“Implementing the SumTotal Workforce Management solution has enabled us to better manage our workforce, reduce costs and empower City employees to be more productive,” concluded Spencer. “We can forecast staffing issues, track by shift, uncover trends, and take a proactive approach in managing our workforce

– all of which contributes to maintaining and improving service levels for the residents of High Point.”